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v_fin_stu_70_rev_j

Document Changes
The following table lists the plug-in versions documented in each manual revision. To determine
which plug-in versions you use, select Administration > About. If a manual documents multiple plug-
ins, use the manual revision associated with the most recent plug-in version you use.
A number following the revision letter indicates changes since the previous revision are non-substan-
tive: style, pagination, and so on. Thus, revision a.1 contains the same substantive material as
revision a.
Publication Date
Document
Revision Newly Documented Software Other Substantive Changes
26 May 2016 j Plug-in 7 Added a chapter on Cash vs.
Accrual accounting.
16 Nov 2015 i Plug-in 6 Addedthefollowingchapters:OwnerSetup,
Property Setup, and Unit Setup.
Changed the title to“Core Setup Guide.”
06 June 2015 h Added a section on domestic (US) sales tax.
12 May 2015 g Changed the check formatting section;
made it a separate chapter and added more
information about signature files.
16 April 2015 f Plug-in 5
02 Oct. 2014 e Plug-in 4
17 June 2014 d Made changestothesection aboutExpense
Types.
26 March 2014 c Plug-in 3.1
12 December 2013 b.1
21 November 2013 b Added procedures about Expense Types.
1 October 2013 a 7S

v
Contents
Chapter 1: Chart of Accounts.............................................................................................................1
Developing a Chart of Accounts ......................................................................................1
Adding or Updating a Chart of Accounts ......................................................................6
Adding and Editing Individual General Ledger Accounts ........................................7
Validating a Chart of Accounts.......................................................................................13
Overview...........................................................................................................................13
CSV File Preparation ......................................................................................................13
Using the Validation Tool (Generic Procedure) ......................................................15
Using the Validation Tool (Detail) ..............................................................................17
Chapter 2: Cash versus Accrual Accounting ............................................................................ 23
Overview of Cash vs. Accrual Accounting ...................................................................23
Option to Ignore Cash Accounting ...............................................................................25
Adding Custom GL Books................................................................................................26
Chapter 3: Charge Codes and AR Configuration ................................................................... 29
Charge Codes......................................................................................................................29
Charge Code Overview.................................................................................................29
Adding Charge Codes...................................................................................................30
AR Configuration................................................................................................................32
Accounts & Options Tab (AR Configuration)...........................................................33
Receivable Charge Codes Tab.....................................................................................34
Chapter 4: Bank Accounts................................................................................................................ 35
Bank Account Overview...................................................................................................35
Bank Account Setup..........................................................................................................37
Bank Accounts for Tenant Deposits (Global Users)...................................................42
Chapter 5: Check Printing................................................................................................................ 43
Check Formatting ..............................................................................................................44
Setting Up Check Formats ...........................................................................................44
Copying a Check Format From One Account to Another....................................49
Check Signature Files........................................................................................................50
Preparing the Files .........................................................................................................50
Signature File Locations Overview ............................................................................50
yCheck2, Silverlight, or VB.NET (Default Location) ................................................51

vi Contents
yCheck2, Silverlight, or VB.NET (Other Locations)..................................................53
Classic yCheck (Default Location) ..............................................................................55
Classic yCheck (Other Locations)................................................................................56
Check Sort Order................................................................................................................58
Check Sort Order for yCheck2.....................................................................................58
Check Sort Order for Silverlight, VB.NET, and Classic yCheck .............................60
Printing a Test Check.........................................................................................................61
Chapter 6: Beginning Balances Setup ........................................................................................ 63
Beginning Balances Setup Overview............................................................................63
Beginning Balances Procedures.....................................................................................64
Using Quick Trans for Security-Deposit and Accounts Receivable Beginning
Balances............................................................................................................................64
Adding Prepay Beginning Balances...........................................................................66
Adding Accounts Payable Beginning Balances......................................................67
Adding Outstanding Checks Beginning Balances .................................................67
Adding Vendor 1099 Beginning Balances ...............................................................67
Adding General Ledger Beginning Balances...........................................................67
Chapter 7: Accounts Payable Setup............................................................................................. 69
AP Configuration................................................................................................................69
Accounts Payable Tab ...................................................................................................71
Workflows Tab.................................................................................................................77
Purchase Orders Tab......................................................................................................78
PAYscan Tab ....................................................................................................................78
Expense Types ....................................................................................................................79
Setting Up Payable Expense Types............................................................................79
Setting Up Expense Type Access................................................................................81
Chapter 8: Account Trees ................................................................................................................. 83
Account Trees Overview ..................................................................................................83
Standard Account Tree Setup.........................................................................................85
Rebuilding Standard Account Tree Mapping..........................................................85
Custom Account Tree Setup ...........................................................................................86
Creating a Custom Account Tree ...............................................................................86
The G/L Account Screen and Account Trees...............................................................96
Exist in Trees Tab ............................................................................................................97
Add in Trees Tab.............................................................................................................99
The GL Account Search in Custom Account Tree Screen..................................100
Creating an Account Tree Outside of Voyager ....................................................101
Account Tree Reports.....................................................................................................106

Yardi Voyager Core Setup Guide vii
Chapter 9: Owner Setup..................................................................................................................109
Owner Setup Overview .................................................................................................109
Adding Owner Records .................................................................................................110
Reviewing Owner Records............................................................................................112
Establishing Ownership ................................................................................................113
Chapter 10: Property Setup.............................................................................................................117
Property Records.............................................................................................................118
Adding a Property Record.........................................................................................119
Reviewing Property Records ....................................................................................121
Completing the Property Control Screen .............................................................121
Adding Contacts..........................................................................................................138
Property Attributes .....................................................................................................139
Adding Graphics to Property and Unit Records ..................................................140
Setting Up a Default Property..................................................................................141
Property Lists ...................................................................................................................142
Working with Property Lists .....................................................................................142
Buildings and Floors.......................................................................................................146
Adding Building Records...........................................................................................147
Adding Floor Records.................................................................................................148
Chapter 11: Unit Setup.......................................................................................................................151
Unit Setup Overview......................................................................................................151
Unit Types.........................................................................................................................153
Adding Unit Types ......................................................................................................153
Adding Quick Unit Types...........................................................................................155
Reviewing and Editing Unit Types..........................................................................156
Units ...................................................................................................................................157
Adding Units.................................................................................................................157
Reviewing and Editing Unit Records......................................................................164
Adding Quick Units.....................................................................................................164
Setting Up Non-Revenue Units................................................................................166

1
CHAPTER 1
Chart of Accounts
This chapter describes how to set up general-ledger accounts for Voyager transactions and other
financial operations.
The chart of accounts (COA) contains all G/L accounts. Each account has its own record. You can modify
the COA by importing data from an Excel spreadsheet or by editing individual account records.
By default, Voyager includes a COA named“system.”If you use one COA, this is it. Voyager supports
multiple charts of accounts, but we recommend using account trees to get the effect of multiple charts
with a single chart. For more information, see “Account Trees”on page 83.
Developing a Chart of Accounts
Your accountant or financial department should plan the chart of accounts on paper or in a Microsoft
Excel worksheet. Account numbers should be sequential, with categories (for example, asset accounts,
liability accounts, and income accounts) sharing the same first digit.
Basic Chart of Accounts Structure
Each category of accounts starts with a heading account and ends with a total account. For example,
asset accounts could begin with a heading account named“Assets”with the account number
1000.0000, and end with the total account“Total Assets”with account number 1999.9999. Regular
asset accounts could then be numbered 1100.1000, 1100.2000, 1100.3000, and so on.
In this chapter:
Developing a Chart of Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Adding or Updating a Chart of Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Adding and Editing Individual General Ledger Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Validating a Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Voyager supports a variety of account-number formats. You set up the format in the Account Format field on the
Accounts and Options screen. The examples in this section assume a four-digit account number, but your account
numbers can be longer and can comprise multiple parts (for example, 1100-0000).

2 Chapter 1: Chart of Accounts
You can have multiple subcategories within a category. For example, the Liabilities & Capital/Equity
category that starts with heading account number 2000.0000 in the table below, contains subcatego-
ries for Liabilities (heading account number 2000.1000) and Capital and Equity (heading account num-
ber 3000.000). Each subcategory has both a heading account and total account, and the total accounts
for the subcategories (2999.9999 and 3899.9999) total into the total account for the category
(3999.9999).
The following table provides sample account categories, names, and numbers.
Sample Account
Number
Account Description Normal
Balance
Account Type Report Type Total Into
1000.0000 Assets Debit Heading Balance Sheet 1999.9999
1100.1000 Cash Debit Regular Balance Sheet 1999.9999
1100.2000 Accounts Receivable Debit Regular Balance Sheet 1999.9999
1100.3000 –
1900.0000
VariousOtherAssetAccounts,as
needed
Debit Regular Balance Sheet 1999.9999
1999.9999 Total Assets Debit Total Balance Sheet 9999.9999
2000.0000 Liabilities & Capital/Equity Credit Heading Balance Sheet 3999.9999
2000.1000 Liabilities Credit Heading Balance Sheet 2999.9999
2000.2000 Accounts Payable Credit Regular Balance Sheet 2999.9999
2000.3000 Prepay Liability Credit Regular Balance Sheet 2999.9999
2000.4000 Security Deposit Credit Regular Balance Sheet 2999.9999
2000.5000 –
2900.0000
VariousOtherLiabilityAccounts,
as needed
Credit Regular Balance Sheet 2999.9999
2999.9999 Total Liabilities Credit Total Balance Sheet 3999.9999
3000.0000 Capital/Equity Credit Heading Balance Sheet 3899.9999
3000.1000 Prior Year Retained Earnings Credit Regular Balance Sheet 3899.9999
3000.2000 Current Year Retained Earnings Credit Regular Balance Sheet 3899.9999
3000.3000 –
3800.0000
Various Other Equity Accounts,
as needed
Credit Regular Balance Sheet 3899.9999
3899.9999 Total Capital/Equity Credit Total Balance Sheet 3999.9999
3999.9999 Total Liabilities & Capital/Equity Credit Total Balance Sheet 9999.9999
6000.0000 Income Credit Heading Income Statement 6999.9999

Yardi Voyager Core Setup Guide 3
Required Accounts
Some accounts are required for Voyager to function properly. The following tables describe required
regular accounts and settings appropriate for most Voyager implementations. Consult your accoun-
tant for requirements specific to your organization.
Asset Accounts
6000.1000 Rental Income Credit Heading Income Statement 6999.9999
6000.2000 Prepaid Income Credit Regular Income Statement 6999.9999
6000.3000 Miscellaneous Credit Regular Income Statement 6999.9999
6000.4000 –
6900.0000
Various Other Income Accounts,
as needed
Credit Regular Income Statement 6999.9999
6999.9999 Total Income Credit Total Income Statement 8999.9999
7000.0000 Expenses Debit Heading Income Statement 7999.9999
7000.1000 Maintenance Debit Heading Income Statement 7999.9999
7000.2000 Salaries Debit Heading Income Statement 7999.9999
7000.3000 Bad Debt Debit Heading Income Statement 7999.9999
7000.4000 –
7900.0000
Various Other Expense
Accounts, as needed
Debit Heading Income Statement 7999.9999
7999.9999 Total Expenses Debit Total Income Statement 8999.9999
8999.9999 Net Operating Income (NOI) Credit Total Income Statement
9999.9999 Total of All Debit Total Balance Sheet
Normal
Balance
Report Type Required Option Notes
Cash Accounts Debit Balance Sheet Cash Account
Accounts
Receivable
Debit Balance Sheet A/R Account
Control Account

Liability accounts
Capital/Equity Accounts
Normal
Balance
Prepaid Rent
Liability
Credit Balance Sheet Prepay Holding Must not be an asset account.
Security Deposit
Liability
Credit Balance Sheet Resident Deposit If security deposits are received in the
same account as operating cash, leave
the Offset Account field empty;
otherwise,completetheOffsetAccount
field with the account number for the
cashaccountintowhichsecuritydeposits
are received.
Security Deposit
Interest (optional)
Credit Balance Sheet Required if you refund security deposit
interest.
Security Deposit
Clearing Refund
Credit Balance Sheet Typically numbered to be near the
security deposit liability account.
If security deposit refund checks are
written from theoperating cash account,
leave the Offset Account field empty;
otherwise,completetheOffsetAccount
field with the account number for the
cashaccountfromwhichsecuritydeposit
checks are written.
Accounts Payable Credit Balance Sheet A/P Account
Control Account
Normal
Balance
Current Year
Retained Earnings
Credit Balance Sheet For current earnings, not prior year or
cumulative earnings.
Prior Year
Earnings
(optional)
Credit Balance Sheet Account to which you transfer current-
year earnings when starting a new fiscal
year.

Income Account
Chart of Accounts Guidelines
When developing a chart of accounts, consider the following to ensure that system transactions calcu-
late properly using the correct accounts.
 Each total account except Net Operating Income (NOI) and Total of All requires a heading account.
 All properties share the chart, so you need only one G/L account of each type. You need only one
rent income-account, for example, rather than a separate rent income-account for each property.
 The Total Into field in the Related Accounts section on the Account Info screen must be com-
pleted for every regular and total account except NOI and Total of All.
 If you write checks from an operating account but receive cash to a depository account:
 Complete the Cash account field on the Accounts and Options screen with the account num-
ber for the operating account used for writing checks.
 Complete the Offset account field on the Account Info screen for each income account, with
the account number for the depository account. Do the same for any other accounts for which
you receive cash and that appear on the balance sheet (for example, a prepaid rent liability
account).
 Select the Incl. in Cash Flow check box in the Options section on the Account Info screen for bal-
ance-sheet accounts that should be included on Cash Flow reports (for example, a mortgage-prin-
ciple account).
Normal
Balance
Other Income Credit Income
Statement
Late Fee Income Credit Income
Statement
Complete the Related Account field
labeledRcvwiththeaccountnumberfor
the account specified in the Receivable
field on the Accounts and Options
screen.

Adding or Updating a Chart of Accounts
By default, Voyager provides a single chart of accounts with the name“system.”If you plan to use a sin-
gle chart of accounts, you can update the system chart to fit your requirements.
You can also add a new chart of accounts.
Multiple Charts of Accounts or Account Trees
Your portfolio may use different charts of accounts for different properties. Voyager supports multiple
charts of accounts (MCA), but we recommend using account trees to make one chart of accounts work
for all of your properties. An account tree is a virtual remapping of your chart of accounts: a collection
of property-specific (or entity-specific) headings, accounts, and totals mapped to chart-of-accounts
headings, accounts, and totals.
Using account trees, you can generate reports with account numbering and ordering in a format famil-
iar to your client, or generate reports to fit special accounting requirements such as NCRIEF, without
creating and maintaining multiple charts of accounts. For example, you could create an account tree
for each owner, map each account tree to the accounts in your single chart of accounts, and then use
the account trees to generate income statements. For more information, see “Account Trees”on
page 83.
Alternatively, you can use multiple charts of accounts. This option requires a special Voyager license. If
you want to use multiple charts of accounts and do not see the options described in this section, con-
tact Yardi technical support.
Importing a Chart of Accounts
Contact Yardi Technical Support. They will assist you with the task of creating and importing a chart of
accounts.

Adding and Editing Individual General Ledger Accounts
Setup > System > Add G/L Account
Setup > System > Review G/L Account
You can add new general ledger accounts to your chart of accounts. You also use the GL Account
screen to apply custom options to G/L accounts. For example, you can designate the account as sub-
ject to late fees or commissions.

Account Information Tab
Code The account number. It Identifies G/L accounts on transaction screens and reports.
Voyager formats the number as specified in the Account Format field on the Accounts and
Options screen.
Description Describes the account on transaction screens, and report filters. Maximum of 32 characters.
Normal Balance Debit Typically expense and asset accounts.
Credit Typically income and liability accounts.
Thereareexceptions.Ifyouareunsureoftheappropriatenormalbalance,contactyouraccountant.
Normal Balance and Report Type identify income and expense accounts for retained-earnings
calculations. A credit-balance, income-statement account is an income account. A debit-balance,
income-statement account is an expense account.
Account Type Regular Accounts to which you post transactions.
Heading Firstentryinanaccountcategory,usedfororganizingthechartofaccountsandfinancial
reports. Transactions do not post to heading accounts, which always have a zero balance.
Total Accounts into which other accounts total. Transactions do not post to total account.
For information about the relationships between the three types of accounts, see “Basic Chart of
Accounts Structure”on page 1.
Report Type Reports in which the account is included.
Balance Sheet Asset, liability, and capital accounts. Balances in balance-sheet accounts carry
forward indefinitely.
Income Statement Revenue (income) and expense accounts. End-of-year processing zeros out
the year-to-date amounts of income statement accounts.
Voyager includes all income statement and balance sheet accounts on cash-flow reports.
User-defined fields 1 – 4 For information about configuring these fields, see the Voyager Core Administration and Setup
Guide.

Options Tab
1099 Exempt Excludes the account from calculations for end-of-year tax processing in the U.S.
Cash Account Account for bank deposits and check writing.
For information about specifying the default cash account for Voyager, see the Voyager Core
Administration and Setup Guide.
Only one account can be designated as the default, but you can have multiple cash accounts.You
associate a specific cash account with a specific income or expense G/L account by entering the
cash account’s number in the Offset field of the income or expense G/L account’s Account Info
screen.
Tenant Deposit Account to which you deposit resident security deposits.
NOTE Do not select this check box for deposit clearing (sometimes called“deposit refund”)
accounts or deposit-interest accounts.
Commissionable Account for commissions calculated using the Pay Commission feature (but not the Management
Fees feature). For more information, see the Voyager Core User’s Guide.
Subject to Late Fee Account for late-fee calculations.
CAUTION InVoyager Commercial,UseFlagmustbe settoAccountin theLateFeesection ofthe
Property Control screen for a late fee to apply to charges based on this setting. For more
information, see the Commercial User’s Guide.

Prepay Holding Account for prepayments.
You can have multiple prepay holding accounts. If you don’t specify a prepay account on a receipt
for a prepayment, Voyager uses the account specified in the Prepay Income field on the
Receivable Accts tab of the Accounts and Options screen. See the description of the Hold for
field, below, for information about associating a prepay holding account with a specific income
account.
CAUTION Processing receipts without specifying a prepay holding account can cause accounting
problems.
A/P Account The account appears on lookup lists for accounts-payable fields.
Control Account Only a user with the proper security setting can post to the account. (The user must have the Post
to control account option selected on the User screen.)
Expense Account Account used for transactions involving expenses.
End Income Statement
Percent
Last (highest-numbered) account for which percentages print on an income or cash-flow
statement. Inactivates the printing of percentages for higher-numbered accounts. Set this option
for only one account.
TIP Ifyouprefernottoprintpercentagesonincomeorcash-flowstatements,selectthisoptionon
the first heading account in your chart of accounts.
Exclude from Registers Account excluded from income registers.
Include in Cash Flow Account included on cash-flow statements.
NOTE This selection applies only if the Report Type is Balance Sheet.
Percent Divisor Account used as divisor when calculating percentages on income and cash-flow statements.
Onlyoneaccountinthechartshouldbemarkedasthedivisor.Ifnoaccountismarkedasthedivisor,
Voyager calculates the divisor as the sum of regular, credit-balance, and income-statement
accounts.
Suppress Financial A heading account that you do not want to appear on reports.
CAUTION If you select this option for non-heading accounts, data problems can occur.
Exclude from Use Account no longer used for posting transactions. Excluded accounts do not appear in lookup lists,
but do appear on reports that include transactions posted to the accounts before they were
excluded.
You can also select this option for report placeholder accounts.
A/R Account Account appears in lookup lists for accounts-receivable fields.
WIP Account Work-in-progress account used by Construction Management.
Exclude from Budget Voyager omits the account when using Rebuild Standard Account Trees to build the ysi_bf
account tree, and from budgeting calculations that use that account tree.
For more information about account trees, see “AccountTrees”on page 83. For information about
Advanced Budgeting or Budgeting and Forecasting, see the appropriate user’s guide.
NOTE This setting has no effect on native G/L budgets.

Related Accounts Tab
Total into Account into which this account is totaled. All regular accounts and subtotals should total into
another account. If this field is empty,Voyager uses theTotal account with the next higher number.
NOTE The highest-numbered account in the chart should be a Total Balance Sheet account with
a description of Totalof All.The TotalAssets, Total Liabilities, and Capital accounts should total
into the Total of All account. The Total of All appears on the balance sheet only if the Total of All
is not zero (0), indicating the balance sheet is out of balance.
Offset Cash account for this G/L account.
For transactions that post to multiple accounts, Voyager uses the offset for the account in the first
lineofthetransactiontable.Ifthataccountdoesnothaveanoffsetaccount,VoyagerusestheCash
account from the Accounts and Options screen. You can override the offset account at the
transaction level, but all line items on one transaction offset to the same cash account.
Leave this field empty to use the cash account specified on the Accounts and Options screen.
Hold for NOTE Only complete this field for a prepayment account. On the Options, tab, the Prepay
Holding check box must be selected.
This field links a prepayment account to an income account.
For example, if you enter the rent G/L account number, Voyager uses this account to hold
prepayments for charges posted to the rent account, and will not use the prepay balance to pay
other charges.
Payable A/P account for invoices that use this G/L account.
Leave this field empty to use the Payable account from the Accounts and Options screen. Users
with appropriate permissions can override this setting at the invoice level.
Receivable A/R Account for charges that use this G/L account.
Leave this field empty to use the Receivable account from the Accounts and Options screen.
Users with appropriate permissions can override this setting at the charge level.
System For a regular G/L account in a chart of accounts other than the native system chart, the equivalent
G/L account in the system chart. Do not complete for heading and total accounts.
NOTE This field appears only if you have a license for multiple charts of accounts (MCA).

Print Style Tab
Account Tree Tabs
Margin Number of spaces from the edge of the print area to where information about this account should
print. Most users choose different margins for regular, heading, and total accounts.
Advance Distancebelowtheprecedingaccountonreports.Type1toprintimmediatelybelowthepreceding
account; type 2 to insert one empty row above the account; type 3 to insert two empty rows; and
so on.
Double Underline Prints a double underline below this account on reports.
Bold Account appears in bold type on reports.
Italic Account appears in italic type on reports.
Account Tree
Tabs

Two of the tabs on the GL Account screen are related to account trees: the Add in Trees tab and the
Exist in Trees tab.
For more information, see “The G/L Account Screen and Account Trees”on page 96.
Validating a Chart of Accounts
Overview
Voyager includes a chart of accounts validation tool that you can use to analyze a COA before you
import it into Voyager.
The tool reads a CSV file and spots various issues with account mapping, for example, a heading
account that does not have a corresponding total account. You can then use to tool to edit the COA,
correcting problem accounts, and save the chart as a CSV file that can be imported into Voyager (using
the normal ETL import).
This tool can be used to validate a COA during an implementation, or it can be used to validate the cur-
rent Voyager COA. (You can load the current COA into the validation tool as a CSV file.)
CSV File Preparation
This section describes the contents of each column in a COA CSV file.
In this section:
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
CSV File Preparation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Using the Validation Tool (Generic Procedure). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Using the Validation Tool (Detail) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Column Contents
A The account number.

Special Characters
The following special characters are not permitted in a COA file:
< > ( ) : ; ' " ` ~ , @ ^ # % * + ? $ !
The validation tool will remove them automatically.
The ampersand character (&) is a special case: the validation tool removes it and replaces it with the
word“and”.
B Normal balance of the account.
0 = Debit
1 = Credit
C Account type
0 = regular
1 = heading
2 = total
D Report type
0 = income statement
1 = balance sheet
E Account name
F Margin
Themarginisthenumberofspacesfromtheedgeoftheprintareatowhereinformationaboutthis
account should print. Most clients choose different margins for regular, heading, and total
accounts.
G Total into (the account number of the total account that this account should be totaled into).
H Chart number.
If you have a single chart of accounts, enter 0 (for system chart). If you use multiple charts of
accounts, enter the appropriate chart number.
The columns shown above should be the only columns present in the CSV file. If there are additional columns, the
validation tool will return an error message.

Using the Validation Tool (Generic Procedure)
To validate a COA
1 In System Administration, select Toolbox > Validate COA.
2 Load a CSV file:
 Click the Browse button, and select a CSV file on your local system. Then click the Read Data
button.
Or:
 Click the Read from DB button to load the current COA as a CSV file.
YoucanmakechangestotheCSVfileusingthetool,butyoucannotchangethecurrentCOA—todothat,youhave
to change the underlying G/L accounts one at a time.
Browse button
Read from DB
button

Voyager loads the CSV file, and displays the COA in the bottom half of the screen.
Voyager displays the COA in pages, with 150 accounts on each page. In the screenshot above, there
are five separate pages.
3 Use the screen to trouble-shoot and edit the COA. Problem accounts are highlighted in red.
4 If you make any changes to the COA, click Re-Validate. Voyager runs the validations checks again
and updates the problem accounts (the red highlighting and the Issue Descriptions).
5 When you have finished editing, click the Export button.
6 Save the“new”version of the CSV file to your local system.
7 Use ETL to import the COA to Voyager.
Due to space limitations, the screenshot does not show the entire screen. Some of the columns on the right are cut
off.
Click Re-Validate before you export, so that the exported file will have all the changes you made.
Page numbers

Using the Validation Tool (Detail)
This section describes each section of the Validate COA screen in detail.
Top Part of Screen
Screen Buttons:
Account Settings:
Browse Select a CSV file on your local system.
Read Data Uploads the CSV file to Voyager.
Export Exports a finished COA (allows you to save the file on your local system).
Clear Clears the screen.
Use with caution. If you have loaded a CSV file, this button will clear the file (and you will have to
start over again).
Read from DB Reads the current COA into the tool as a CSV file.
You can make changes to the CSV file using the tool, but you cannot change the current COA —
to do that, you have to change the underlying G/L accounts one at a time.
Account Length
Pad With
Pad
Thesethreefieldsworktogetherandallowyoutochangethelengthoftheaccountnumbersinthe
chart. For example, you can add extra zeros at the end of each account number.
The Account Length field displays the current length of the account number field (length = the
number of characters). Enter the desired length of the account number. For example, if the current
length is 4 and you want to add four zeros at the end of each number, enter 8.
In the PadWith field, enter the digit that you want to use for the additional account numbers. For
example, if you want to add four zeros at the end of each account number, enter 0.
InthePadfield,theoptionsareNone,Left,andRight.SelectingLeftputsthecharacterinthePad
With field at the start of each account number; selecting Right puts them at the end.
To continue with the previous example, if you want to add four zeros at the end of every account
number, select Right in the Pad field.
Click the Re-Validate button, and Voyager will change the account numbers.
NOTE When you import the finished chart into Voyager, the account length must match the
setting in Accounts & Options. If not, the import will fail.

Financial Statement GL Account Ranges
This section displays account ranges by account type:
 Asset
 L & E (Liabilities and Equity)
 Revenue
 Expense
To determine the account ranges, the validation tool looks for key words in the account descriptions.
 For Assets, the tool looks for the word Assets for the start of the range, and Total Assets or Net
Assets for the end.
 For Liabilities and Equity, the tool looks for the words Liabilities & Equity or Liabilities and Equity
for the start of the range, and Total Liabilities & Equity or Total Liabilities and Equity or Net Lia-
bilities & Equity or Net Liabilities and Equity for the end.
 For Revenue, the tool looks for the word Revenue for the start of the range, and Total Revenue or
Net Revenue for the end.
 For Expenses, the tool looks for the word Expenses for the start of the range and Total Expenses or
Net Expenses for the end.
The key words are not case sensitive. For example, the word“assets”could be written as ASSETS,
Assets, or assets.
If your chart does not match the criteria described above, the ranges will not populate automatically
when you select Read Data; instead, you will need to enter the ranges manually and click Re-Validate.
The Chart field displays the number of the chart. If you have a single chart of accounts, it will display 0
(for system chart). If you use multiple charts of accounts, it will display the appropriate chart number.
Account Description Allows you to editthe case of theaccountdescriptions,accordingto account type (header, regular,
or total).
Forexample,ifyouwanttomakealltheheadingaccountsappearinallcaps(ASSETS,forexample,
instead of Assets), select Upper Case in the Header dropdown and click the Re-Validate button.
The options are Upper Case, Lower Case, and Proper Case.
Proper Case means initial caps only, for example, Total Assets.

COA Table
The lower half of the screen displays the accounts in the chart.
Problem accounts are highlighted in red and a description of the problem appears on the right, for
example, Corresponding total record not found.
You can edit any of the fields except Row No., FS Type, and Issue Desc. After making changes, click
Re-Validate, and Voyager will save the changes and run the validation checks again.
FS Type refers to the type of account as used in a financial statement: Asset, L & E (Liabilities and
Equity), Revenue, or Expense. The validation tool determines the type based on the account ranges
used in the Financial Statement GL Account Ranges section of the screen. The FS Type is used in
some of the validation rules.
Right side of screen:

You can filter the accounts shown in the table. After making a filter selection, click Go.
Error Messages
This section explains the various error messages that might appear. The error messages are meant to
point out potential issues. Not every“error”found by the validation tool needs to be fixed by changing
the account information. Conversely, the validation tool will not find every problem in a COA.You need
to review the chart carefully before saving the changes and importing it into Voyager.
Show Options include:
All Accounts
Accounts with Issues/Problems
A specific problem type, for example, Corresponding Total Record not found.
A problem type appears only in the menu if the validation tool has found it in the chart.
If you select All Accounts, the problem accounts are highlighted in red. For the other
selections, there is no highlighting, since all of the accounts displayed are problem
accounts.
The error messages are explained in the next section of this document.
Account Type Options include: All, Heading, Regular, and Total.
Normal Balance Options include: All, Debit, and Credit.
Report Type Options include All, Income Statement, and Balance Sheet.
Total Into Account does not appear to
be correct based on Description
Based on the Account Description, the Total Into Account appears to be wrong.
For example, in the chart, the heading account Assets currently totals into Total
Other Assets.
This message appears because the tool is expecting Total Assets, not Total Other
Assets.
Total Into Account does not match
next sequential Total Account
For this account, the Total Into Account is not the next available total account in the
chart.
For example, account 1030.0000 totals into 1055.9999. However, the next available
total account in the chart is 1039.9000.
The tool expects that the Total Into account would be 1039.9000, not 1055.9999.
Duplicate Account found Two accounts (or more) have the same account number.
Normal Balance of account appears to
be incorrect
Based on the Financial Statement Type, the Normal Balance does not appear to be
correct.
ThiserroriscommonfortheTotalofAllaccountbecauseitisoutofthebalancesheet
range of accounts.
Regular Account cannot have a prefix
of 'Total' or 'Net'
The tool found a regular account with a prefix of Total or Net.
Change it to a total account, or, if it should be a regular account, remove Total or Net
from the Account Description.

Total Into Account number should be
greater than this GL Account number.
The account specified as the Total Into Account is higher up on the chart than this
account. The Total Into Account should be lower down on the chart of accounts.
Missing Total Into Account The Total Into Account is blank and needs to be filled in with the appropriate total
account number.

23
CHAPTER 2
Cash versus Accrual Accounting
This chapter describes cash accounting versus accrual accounting.
Overview of Cash vs. Accrual Accounting
The cash method and the accrual method (sometimes called cash basis and accrual basis) are the two
principal methods of keeping track of a business's income and expenses.
These methods differ in the timing of when transactions are credited or debited to your accounts.
 Accrual accounting recognizes income when charges are created, and it recognizes expenses when
invoices are entered.
 Cash accounting recognizes income when it is received, and it recognizes expenses when invoices
are paid.
In accrual accounting, there are two holding accounts: Accounts Receivable, the holding account
between charges and receipts, and Accounts Payable, the holding account between payables and pay-
ments. In cash accounting, there are no holding accounts.
Voyager tracks BOTH accrual and cash accounting for each transaction. When you run a financial
report, you can decide if want to see the Accrual or Cash book.
In this section:
Overview of Cash vs. Accrual Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Option to Ignore Cash Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Adding Custom GL Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Book field

24 Chapter 2: Cash versus Accrual Accounting
Charges and Receipts
The following table shows how charges and receipts affect G/L accounts in accrual and cash account-
ing.
Payables and Payments (Checks)
The following table shows how payables and payments affect G/L accounts in accrual and cash
accounting.

Option to Ignore Cash Accounting
For clients that use pure accrual-based accounting, there is an option to ignore cash accounting:
 OptIgnoreCashBooks.pkg
When the parameter is loaded, transactions that would normally hit the cash books are no longer
posted to them. In additions, the cash books are no longer available in lookups. This parameter was
desgined to increase performance for clients who use pure accrual-based accounting.
If you load OptIgnoreCashBooks.pkg, you must also load another package:
 OptNoChargeWriteOffJE.pkg
Additional Information
If you load the package, system-generated journal entries continue to show both books, but, if you
look at the financial statements, you see that Accrual is the only book that is updated. Cash does not
show activity for system-generated journal entries.
System-generated journals are designated as Both in case you decide to unload the package and use
the Cash book again. If you do this, you need to rebuild the GL in order to repopulate the Cash lines in
the GLDetail, Total and GLTotal tables.

Adding Custom GL Books
In addition to Cash and Accrual, you might need other books, for example:
 Tax
 Depreciation
 13th Month
To meet this requirement, Voyager allows you to add custom books.
First, you add the book names in the Environment Labels screen (shown below). After this, the books
are available in lookups. You can post to custom books via journal entries. Other transaction types,
such as charges or payables, can only be posted to Cash and Accrual.
To add custom GL books
1 In System Administration, select Admin > Environment. The Environment Labels screen appears.
2 In the List Options section, scroll down to GL Book Names and select it.
3 Click Display. The Label Values tab displays the current GL book names.
4 In the Text column, enter the names of the custom books you want to add.
5 Click Save.
GL Book Names

After Adding Books
After you add additional GL books, they are available in lookups.
Book field
Book lookup
Custom
books

29
CHAPTER 3
Charge Codes and AR Configuration
This chapter describes two related setup tasks: creating charge codes and A/R configuration.
Charge Codes
Charge Code Overview
Whenever you create a charge in Voyager (or set up a recurring charge), you select a charge code.
In this section:
Charge Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
AR Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
In this section:
Charge Code Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Adding Charge Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Charge Code field

30 Chapter 3: Charge Codes and AR Configuration
Each charge code is linked to a G/L account. Selecting a charge code tells the system which account
the charge will affect.
A typical set of charge codes would include the following:
 prepay
 rent
 deposits (key, rent deposit, etc.)
 miscellaneous
 write offs
Adding Charge Codes
Setup > System > Charge Code
Code Use short, easily remembered codes like“gas”or“water”or“maint”to reduce user reliance on
lookup lists.
A charge code can be no longer than eight characters.
Description Enteracompletedescriptionofthechargecode.Thedescriptionappearsonthetransactionscreen
after you select a code.
Type Rent Fixed charge for a specific period for rent, rent increases, rent concessions, regular condo
fees, and so on. (Fees for parking spaces and storage areas typically use the Misc type.) Voyager
displays the sum of Rent-type charges in the Rent field on the Resident screen (Residential and
othermultifamilyproducts),Leasescreen(Commercial),orScheduledChargestaboftheOwner
screen (Condo, Co-op, and HOA).
Misc Any charge other than rent, CAM or overages.
CAM Variablechargeforcommon-areamaintenance(expenserecovery)chargesorothercharges
based on commercial property expenses. Voyager calculates CAM charges based on expense
accounts.
Ovg Variable overage charge based on a retail tenant’s reported sales or revenue. For more
information about using sales overage and percentage rent charges, see the Voyager Commercial
User’s Guide.

Charge Codes and A/R Accounts
When you set up a charge code, you only specify the income account. Voyager uses the default A/R
account for the balancing credit (or debit).
If you want to specify another A/R account, you can do that on the account setup for the income
account. Open the G/L Account screen (Setup > System > Review G/L Account) and, on the Related
Accounts tab, complete the Receivable field.
Sales Tax (US)
For US domestic clients who need to add sales tax to charges, there are two requirements:
 At the system level, the charge code must be set up with Tax = Yes. This means that the charges are
taxable.
 At the property level, the Property Control screen must include the setup for sales tax.
The screenshot above is taken from the Property Defaults section of the Property Control screen
and shows the fields that must be completed for sales tax.
Tax Yes Voyager adds sales tax to charges created with this charge code.
No Voyager does not add sales tax.
NOTE Yes means“this charge is taxable.”It does not mean“this charge is a tax.”Do not select Yes
for the charge code for taxes.
This column appears only for US domestic clients. For more information, see “Sales Tax (US)”on
page 31.
Account G/L account to which charges post. The account must be a credit-balance account, either income
or liability.
For CAM charges, this is the charge-back account, which is typically an income account, but
sometimes a liability account.
Tax charges typically post to a liability account.
Overage charges post to an overage income account.
NOTE Voyager bases GPR rent and concessions reporting on the G/L account rather than the
chargecode.AllrentchargecodesmustposttothesameG/Laccount,andnothingotherthanrent
should post to that account.
[Segment Name] IfyourVoyagersetupincludesG/Lsegments,acolumnforeachsegmentappearstotherightofthe
Summary column. The graphic above includes a column for the Intercompany segment. You
associate charges with segments by using a charge code linked with a segment value. For more
information about segments, see the Segments User’s Guide.
Sales Tax Select Yes.

AR Configuration
System Administration: System > AR Configuration
The AR Configuration screen has two tabs: Accounts & Options and Receivable Charge Codes.
Tax Rate Enter the current rate for sales tax.
Tax Charge Code The charge code used for sales tax.

Accounts & Options Tab (AR Configuration)
The Accounts & Options tab is used for two AR features: Quick Receipts and Quick Cleanup.
Quick Receipts Section
Quick Cleanup Section
Unapplied Charge Code The charge code for unapplied funds. If you do not distinguish between unapplied cash
and prepayments, enter the charge code for prepayments.
Current Post Month Only If selected, the Quick Receipt screen will display outstanding charges only for the post
monthselectedbytheuser(intheQuickReceiptscreen,orintheFillfilteravailablefrom
the Quick Receipt screen).
If you select this option, the prepayment and unapplied tick boxes appear on the Quick
Receipt screen, allowing you to distinguish between prepayments and unapplied cash.
Allowed Difference When the amount of the receipt does not match the amount of outstanding charges:
If the difference is within the allowed amount, the system uses the receipt to pay off the
charge. The difference goes to Unapplied Funds.
If the difference is greater than the allowed amount, the system puts the entire amount
of the receipt in Unapplied Funds and does not pay off the charges.
NOTE This option only applies if you select the Current Post Month Only setting.
Include Prepays with Open
Charges
The Open Charges Fill Method is designed to show the amounts of recurring charges. If
you select this option, the amounts shown will include prepays.
Default to Auto Apply Any prepayments created by the Quick Receipt feature will be marked as“auto-apply.”
Whenchargesareraisedthatmatchtheseprepayments,Voyagerwillautomaticallyapply
the prepayments to the charges and create zero receipts.
Quick Cleanup Threshold The threshold for charges and overpays (only charges and overpays smaller than this
amount will be available to write off).
Quick Cleanup Charge Code The charge code for the Quick Cleanup feature.

Receivable Charge Codes Tab
Use the Receivable Charge Codes tab to specify default charge codes for rent, deposit interest,
deposit refund, deposit, and other standard categories. The defaults are used by the Move-In, Move-
Out, and Deposit Refund functions.
Do not use the same charge code for deposits and deposit refunds. These must be tracked and
reported separately.
The first four fields (Rent Charge Code, Deposit Interest, Deposit Refund, and Deposit) are stan-
dard. The remaining fields are user-configurable.

35
CHAPTER 4
Bank Accounts
This chapter describes setting up basic bank account information. Formatting checks is described in
the next chapter: “Check Printing”on page 43.
Bank Account Overview
A bank account in Voyager is a“mirror”of a real bank account. Every transaction in the real bank
account should be reflected in the Voyager account (every deposit, check, NSF fee, and so on). The
bank account in Voyager is used to track the real bank account, in the same way a check book is used
to track a personal checking account.
On a periodic basis (typically monthly) you reconcile the Voyager bank account with the real bank
account. (For information on reconciliation, see the Core User’s Guide.) Reconciling allows you to catch
errors that you might have made in Voyager, and errors that the bank might have made.
Voyager can also be used to print checks or generate electronic files for EFT. In this case, information in
the bank account setup is used to process payments.
A bank account is not a G/L account, but it is linked to one or more cash accounts in the G/L, and tracks
all the transactions that affect cash. Bank accounts can be linked to multiple properties.
In this chapter:
Bank Account Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Bank Account Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Bank Accounts for Tenant Deposits (Global Users). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

36 Chapter 4: Bank Accounts
The following screenshot shows a bank account linked to several properties. In this example, the bank
account is linked to two G/L accounts (two cash accounts) per property.
The balance in the bank account should equal the total of all the cash accounts linked to it.
You can use the Property Funds report to view the cash accounts linked to a specific bank account (G/L
> Banking > Bank Reports > Property Funds Report). The report shows the balance of each cash
account.
Property/GL account combinations

Bank Account Setup
Setup > System > Add Bank Account
Code Identifies the account within Voyager.
Account # The actual account number.
Description The name of the bank, or other identifying information.
Number of Days for
Clearing
Not currently used.
Tenant Deposit Used by Voyager International.
This is a read-only field that indicates the bank account was set up for tenant deposits.
For more information, see “Bank Accounts for Tenant Deposits (Global Users)”on page 42.
Reconciliation Date and
Balance
Voyager completes these fields after you reconcile the account. For more information, see the
Voyager Core User’s Guide.
Inactive Makes the account unavailable for transactions.
Inactive Date Date the account was made inactive. Completed manually.
NOTE This field is informational only. Entering a future date will not cause the account to become
unusable on that date. You must manually select the Inactive check box to prevent the account
from being used.

Property G/L Tab
Next Numbers Tab
Property Codesforpropertiesthatusethisbankaccount.Clickthebuttoninthecolumntoviewtheproperty
lookup list.
G/L Account G/L cash account for the property. Click the button in the column to view the account lookup list.
You must specify a cash account for each listed property.
Multiple property/cash account combinations can be linked to the same bank account.
Each property/cash account combination, however, can be linked to only one bank account.
Do not change these settings after initial setup unless advised to do so by Yardi technical support. Voyager
automatically updates these fields as it processes transactions.
Check # Number of the next check.
NOTE Leave this field empty until just prior to printing your first check.
EFT Check # Number for the next electronic payment transaction.
Deposit # Number of the next deposit.
NOTE Leave this field empty until just prior to recording your first deposit.
EFT Deposit # Number for the next EFT deposit.
Adjustment # Number for the next adjustment. The default is zero. Change the starting number if you want to
start from where the numbering for a previous system or bank left off.

MICR Bank Account Tab
If you print checks on blank MICR (Magnetic Ink Character Recognition) check stock, complete fields
on the MICR Bank Account tab. If your bank information is preprinted on your check stock, leave the
fields empty. (Setting up the formatting for check printing is described in the next chapter of this man-
ual.)
Name Bank name.
Address 1-3 Bank address.
ABA Number American Bankers Association routing number identifying the bank and its branch. The format is
typically ##-###/###.

Data Menu
The Data menu contains links to screens for entering additional bank account setup and check format-
ting:
Check MICR MICR number.
Use a letter n for each numeral in the check number. For example, if the check number is five
numerals, you would type nnnnn.
Usedoublequotationmarks(“)fortheon-ussymbol( ).Thissymbolappearsbeforeandafterthe
check number and after the account number.
Useacolon(:)forthetransitsymbol( ).Thissymbolappearsbeforeandaftertheroutingnumber.
Use a hyphen for the dash symbol ( ). This symbol is sometimes used within account numbers.
(The hyphen is the key between the zero and equal sign at the top of the keyboard, or the minus
sign on the number pad.)
yCheck adds the amount symbol ( ) around the amount during check printing.
Example
For the above MICR line on a check, you would type“nnnnn”:012345678: 225-162187”. This
example uses spaces between the check number, the routing number, and the account number.
Forthechecknumber(21110intheexample),typeaplaceholderconsistingofoneletternforeach
numeral, with double quotation marks (“) before and after for the on-us symbol, for example,
“nnnnn”.
Fortheroutingnumber(012345678intheexample),typethenumber,withacolonbeforeandafter
for the transit symbol.
For the account number (225-162187 in the example), type the number, with a hyphen if needed,
followed by double quotation marks for the on-us symbol.
Deposit MICR MICR number.
See the description of the Check MICR field for additional information.
Name Payer name.
Address 1-4 Payer address.
Attachment Adds an attachments to the bank account record.
Check Format Sets up the format for printing checks. See “Check Formatting”on page 44.
Blank Check Prints a blank check.

Test Check Prints a test check for testing formatting. See “Printing a Test Check”on page 61.
NOTE You cannot use Test Check for checks that use a Crystal Reports check format.
EFT Setup Sets up the bank account for electronic payment processing. For more information, see the
Electronic Payment Processing User’s Guide.
Credit Card Setup Sets up the bank account for credit-card transactions. For more information, see the Electronic
Payment Processing User’s Guide.

Bank Accounts forTenant Deposits (Global Users)
In some countries and regions there is a legal requirement to keep tenant deposits in separate bank
accounts. In this case, you would set up separate bank account records in Voyager to match each phys-
ical bank account.
In Voyager International, select Banking > Add Tenant Bank Account. The Bank Account screen
appears.
The Bank Account screen for tenants is the same as the regular Bank Account screen, except the
Tenant Deposit check box is selected by default and the data grid contains an extra column for ten-
ants.
For a regular bank account, each property/GL account combination must be unique. (This means that
for a given property, only one G/L account can be linked to a bank account.)
If this requirement was in place for tenant deposit bank accounts, you would have to add a unique G/L
cash account for each tenant, and that could expand your chart of accounts dramatically.
For tenant bank accounts, the requirement is different: you can use the same G/L account as long as
the tenant is unique. (The property/GL account/tenant combination must be unique.)
Tenant column
Tenant Deposit check box

43
CHAPTER 5
Check Printing
This chapter describes how to set up Voyager for printing checks, how to add signatures and other
graphics to checks, how to print test checks, and how to copy check-format information from one bank
account record to another.
yCheck
Yardi yCheck is a standalone Windows application for printing checks from Voyager. It must be
installed on each workstation from which checks will be printed. It launches automatically when you
print checks from Voyager, providing a screen from which you can choose a printer and adjust print
settings.
Because setting up check printing involves printing test checks, you need to install yCheck before you
proceed. For more information, see the Voyager Core Administration and Setup Guide.
There are four versions of yCheck:
 yCheck2
 Silverlight
 VB.NET client
 Classic yCheck (.exe)
In this chapter:
Check Formatting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Check Signature Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Check Sort Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
Printing a Test Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

44 Chapter 5: Check Printing
In the AP Configuration screen, you specify which version of yCheck you are going to use.
With yCheck2, Silverlight, and VB.NET, signature files are stored by default in the database, but there is
an option to store them on a workstation or network drive.
With Classic yCheck, signature files are stored on a workstation or on a network drive.
Check Formatting
Check formatting is the process of setting up Voyager to print checks.
You can use a check from the bank as a model, measure the location of each component with a ruler,
and then enter the measurements in Voyager. Print a test check and compare it with the original, and
then change the settings in Voyager as needed.
Voyager accepts most blank check stock. If you have questions, contact Yardi Technical Support.
Setting Up Check Formats
On the Bank Account screen, select Functions > Check Format.
In this chapter:
Setting Up Check Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Copying a Check Format From One Account to Another . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Select the yCheck client type

(To open the Bank Account screen, select Setup > System > Review Bank Account.)
Language Displays the language selected on the Bank Account screen.
This option appears only if your license includes International.
Check Type Native laser check options include a check-stub section for your files. If you use 8.5 × 11 stock, that
section can be a copy of the check or a copy of the stub. If you use 8.5 × 14 stock, Voyager prints a
copy of both the check and the stub.
Use duplicate stock if you want file copies for dot matrix tractor-feed checks.
If you use Crystal Reports or SSRS to format your checks, enter the name of the file below, in the
Crystal/SSRS File field.
If your check type is not listed, choose Custom and complete the Custom Settings section.
Crystal/SSRS File File containing Crystal Reports or SSRS check formatting information.
ThefilemustbelocatedinthedefaultpathlocationspecifiedontheAccountsandOptionsscreen.
For information about creating a Crystal Reports/SSRS check formatting files, contact Yardi
technical support.
Stub Position Location of the stub for laser checks.
Custom Settings Distance in inches from the top of the sheet for the check, the stub, and the file copy, and whether
the file copy includes a copy of the stub, the check, or both.
Printer’s Top Margin Unprintable area at the top of the check.
Stub Top Margin Distance from the perforation between the check and the stub to the first line of text on the stub.
Left Margin Unprintable area on the left side of the check.
Max Items Maximum number of transaction detail lines that can print on a single check stub.

Sample Check
The sample check shown above includes all the components of a typical check. We include it as a refer-
ence, so that you can see the typical location of each check component.
Check formatting is divided into three tabs:
 Per-Check Fields — information that varies on individual checks: the payee name, the amount, and
the memo.
 MICR Bank Acct — information about the bank: the name, address, the routing number, account
number, and check number (only the check number varies per check).
 Background Text — generic text that is common to all checks:“Pay to the order of,”“Date,”and
“Memo,”for example.
Per-Check Fields Tab

This tab is used for information that varies check to check. The following fields require explanation:
MICR Bank Acct Tab
This tab is used to format the information about the bank. (The information comes from the MICR
Bank Account tab on the Bank Account Info screen.)
Background Text Tab
Memo ThereisanoptionontheVendorscreen—CheckMemofromInv—thatcontrolswhere
the check memo comes from.
If this option is selected, the memo comes from the Notes field at the top of the Payable
Invoice screen.
Ifnotselected,thememoonthecheckcomesfromtheMemofieldonthe Vendorscreen.
NOTE The line-item Note on the Payable Invoice screen appears on the check stub.
Extra Pay-To Used for the secondary vendor in the Job Cost module.
Secondary vendor information is entered on the Contract screen, and then flows to the
Payable and the Process Checks screens. You can also enter it directly on the Process
Checks screen.
Signature line (made with the underscore key).

This tab is used to format generic text on the check.
The example shown above includes a signature line (produced with the underscore key).
Formatting Fields
Most of the following fields appear on all three tabs. The Text or Bitmap and Only Print if Check
Amount is fields appear only on the Background Text tab.
Text or Bitmap Text Text that should appear on the check.
Bitmap The bitmap file name in braces, for example, {signature.bmp}.
For information about adding bitmaps, including when you must include the path with the file
name, see “Check Signature Files”on page 50.
Left Edge Distance from left edge of stock (but does not include the margin amount). For example, if you
enter .5 and the margin is .5, the actual distance from the left edge will be 1.0.
Top Distance from top of stock (but does not include the margin amount).
If you want to adjust all the items on the check (to move them up or down together), change the
margin amount.
Font Font used.
Size Type size in points.
Bold, Italic, Underline Text attributes.
Only Print if Check
Amount is
The minimum and maximum limits for which the background element will be printed.
Forexample,if youwanta signaturebitmap toprintonchecks onlyifthevalueis lessthan $10,000,
enter 10000 in the To field.
If you leave both fields set to zero, the element prints on all checks.
NOTE The From and To amounts set the limits of the range, but are not included in the range. For
example, if the To field is set to 10,000, 9999 is included in the range but 10,000 is not.

Copying a Check Format From One Account to Another
To copy a check format
1 Open the Bank Account screen for the account you want to copy the check format to.
2 Click the Check Format link on the Functions menu. The Check Format screen appears.
3 Select the bank account you want to copy the check format from:
You can only select one option.
4 If you completed the Link To Bank field, click the Save button.
5 If you completed the Load From Bank field, click the Load Bank button.
Link To Bank Linksthecheck-formatinformationinthecurrentrecordtothecheck-formatinformationinthe
linked-to record.
Changes to formatting for the linked-to account apply to all linked accounts.You cannot make
changes to a linked-from account without removing the link.
This option is useful for accounts with identical check formats.
Load From Bank Copies check-format information from one record to another, leaving the current record
editable.
This option is useful for accounts with similar but not identical check formats.
Load Bank Format section

Check Signature Files
Preparing the Files
In an image-editing application, set the image size to the actual size at which you want the image to
print and the resolution of the printer that you use for printing checks. For signatures, a width of 2.5
inches by a height of 0.5 inches works for many check configurations.
The resolution of the graphic must match the printer resolution. For example, if you print to a 600-dpi
(dots per inch) printer, save the image at 600 ppi (pixels per inch). You can use a scanning or image-
editing application to enlarge or reduce the image to the desired print size, but after modifying the
image, ensure that the image resolution (ppi) matches the printer resolution (dpi).
Save the image as a bitmap (.bmp) file.
For Classic yCheck, the first three letters of the filename must be“sig”; for example, signature.bmp or
siglogo.bmp.
Signature File Locations Overview
Depending on which version of yCheck you use, there are different locations for the signature files:
In this section:
Preparing the Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Signature File Locations Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
yCheck2, Silverlight, or VB.NET (Default Location). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
yCheck2, Silverlight, or VB.NET (Other Locations) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Classic yCheck (Default Location) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
Classic yCheck (Other Locations) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56
Classic yCheck (Other Locations) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56
yCheck2,
Silverlight or
VB.NET
Default Location Stored in the Voyager database.
Other Locations You can store the files locally or on a network drive. In this case, you enter the location
when you print checks.
Classic yCheck Default Location Stored in the yCheck folder on a local workstation.
Other Locations You can store the files in another location (on the same workstation, or on a network
drive). In this case, you enterthe location in the bank setup and when you print checks.

yCheck2, Silverlight, or VB.NET (Default Location)
The default location for signature files is the Voyager database.
AP Configuration Setting for Signature Files
Do not select the Signature Files on Workstation option.
To load the signature files into the database
1 Select Setup > Check Signature. The Check Signature screen appears.
Signature Files option not selected

2 Click New. The Edit Check Signature screen appears.
3 Complete the fields on the screen.
4 Click Browse and locate the signature file on your local system.
5 Upload the file. The Signature field gives a preview of the file.
6 Click Save.
Setup in the Check Format Screen
In the Background Text tab, in the first empty Text or Bitmap field, type the file name of the graphic
in braces.
Printing Checks: Signature File in Default Location
When you print checks, there is no option for changing the location of the signature files. The system
looks for them in the database.
Signature file name

yCheck2, Silverlight, or VB.NET (Other Locations)
Select the Signature Files on Workstation option.
Loading the Files
Place the files in a folder on the local workstation, or on a network drive. Note the path to the folder.
Signature Files on Workstation

in braces.
Printing Checks: Signature File in a Non-Default Location
Enter the path in the Signature Location field.
The system keeps a record of the path you enter. The next time you print checks, the field displays the
path again.
There is no need to enter the file path.
Signature file name
Signature Location

Classic yCheck (Default Location)
Storing the signature files in the yCheck folder on a local workstation works well if you print checks
from only one workstation.
If you print checks from multiple workstations and store them on each workstation, you must put the
file in the same location on each workstation.
For Classic yCheck (.exe), select Signature Files on Workstation.
Loading the Files
Put the files in the following location:
C:Program Files (x86)Yardi SystemsyCheck
If you want, you can create additional folders per bank (with the bank name).
Signature Files setting

in braces.
Printing Checks: Signature File in Default Location
If the signature file is in the default location, there is no need to specify the location when you print
checks.
When the screen opens, the Bitmap Location field is automatically set to Default. Do not change it.
Classic yCheck (Other Locations)
This method is appropriate if you print checks from multiple workstations and want to locate the
graphic files in one place — in a network folder.
Select Signature Files on Workstation.
Even though the signature files are on a network drive, you should still select this option. (The option
means that the files are not in the database.)
Signature file name
Bitmap Location = Default

Loading the Files
Place the files on a network drive. Note the path to the folder.
In the Background Text tab, in the first empty Text or Bitmap field, enter the path and file name of
the graphic in braces.
For example: {YSICAWEB193SIgnaturesigdabank.bmp}
Printing Checks: Signature Files in a Non-Default Location
When the screen opens, set the Bitmap Location field to UNC and enter the path to the folder.
Path and file name
Bitmap Location = UNC Path to folder

Check Sort Order
Check Sort Order for yCheck2
With yCheck2, you can set a default for the check printing sort order.
In the AP Configuration screen, complete the Default YCheck2 Printing Order By fields. Select the
primary sort method in the field on the left, and the secondary sort method in the other field.
For both fields there are four options:
Bank Sort alphabetically by bank name.
Check # Sort by ascending check number.
Payee Sort alphabetically by payee name.
Date Sort by check date.
The secondary method is only used if there is a tie. For example, Voyager first sorts the checks by bank.
For some banks, there are multiple checks. These checks are then sorted by check number.
In this section:
Check Sort Order for yCheck2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
Check Sort Order for Silverlight, VB.NET, and Classic yCheck . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Default YCheck2 Printing Order By fields

You must complete both fields—primary and secondary.
If you print checks from the Process Payments screen, Voyager uses the default sort order set here.
There is no option to change the default.
Write Checks Screen and the Sort Order
If you print checks from the Write Checks screen, there is an option to change the check printing sort
order.
The fields default to the values set on the AP Configuration screen. You can change the sort order
here.
Check sort fields

Check Sort Order for Silverlight, VB.NET, and Classic yCheck
For Silverlight, VB.NET and Classic yCheck you can set the check printing sort order in the Print Checks
screen.
Complete the Sort Keys section of the screen.
Payee Sort alphabetically by payee name.
Date Sort by check date.
Check # Sort by ascending check number.
Bank Sort alphabetically by bank name.
The secondary method is only used if there is a tie. For example, Voyager first sorts the checks by bank.
For some banks, there are multiple checks. These checks are then sorted by check number.
The graphic above shows the Print Checks screen for Classic yCheck. For the other options, the screen has a slightly
different appearance.
Sort Keys section

Printing aTest Check
To print a test check
1 From the Bank Account screen, click the Test Check link. The yCheck Write Checks screen appears.
2 If needed, enter the path to the signature file.
For more information, see “Check Signature Files”on page 50.
3 If needed, load the printer with check stock.
4 Click Print Checks.
Yardi yCheck must be installed and set up before you can test check printing.
You can save check stock by testing on plain paper.

63
CHAPTER 6
Beginning Balances Setup
This chapter describes how to add beginning balances in Voyager.
Beginning Balances Setup Overview
Beginning balances establish the starting point for financial records. You must set up beginning bal-
ances before you can use Voyager for property-management and accounting transactions.
The process includes the following:
1 Add all open transactions (transactions for which you owe money or are owed by others). This
includes security-deposits, open accounts-receivable transactions, and open accounts-payable
transactions. (Depending on your business needs, you might add closed transactions as well.)
Reverse the transactions added via journal entries.
2 Add outstanding checks.
3 Add vendor 1099 information.
4 Run a trial balance. It should equal zero. If it does not, review each journal entry and make sure it
was done properly.
5 Add the beginning balances for the G/L accounts via imports or manual journal entries.
You add transaction data and then reverse it so that the transactions appear in the sub-ledgers for res-
idents, vendors, and so on, but do not affect the general ledger. You add beginning balances to set the
starting point for the general ledger.
In this chapter:
Beginning Balances Setup Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
Beginning Balances Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64

64 Chapter 6: Beginning Balances Setup
The Quick Trans screen, used for security-deposit and accounts-receivable beginning balances,
includes an option you can select to automatically generate the reversing journal entries. For accounts
payable beginning balances, which cannot be created using Quick Trans, you must manually create
reversing journal entries.
Beginning Balances Procedures
Using Quick Trans for Security-Deposit and Accounts Receivable
Beginning Balances
Security Deposits
You set up security deposit beginning balances according to property, using Quick Trans. This process
creates both charges and receipts, and updates ledgers. You must complete this procedure separately
for each property.
A/R
You can add A/R beginning balances with Quick Trans or by creating a charge batch. The advantage of
using Quick Trans is that it can automatically create reversing journal entries, and you can create a lot
of transactions at once. The advantage of using a charge batch is that you can process receivables for
more than one charge code and post month at once. (You could also create some charges with Quick
Trans and some with charge batches.)
This section describes how to add beginning A/R balances with Quick Trans. For information about cre-
ating a charge batch, see the Core User’s Guide.
In this section:
Using Quick Trans for Security-Deposit and Accounts Receivable Beginning Balances . . . . . . . . . . . .64
Adding Prepay Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Adding Prepay Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Adding Accounts Payable Beginning Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Adding Outstanding Checks Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Adding Vendor 1099 Beginning Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Adding General Ledger Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Do not perform the Quick Trans procedure more than once for the same charge code and property. Doing so makes
ledger data for resident, tenant, and unit-owner records incorrect.

To use Quick Trans for beginning balances
1 Select Setup > Quick Trans. The Quick Trans filter appears.
2 Complete the filter.
Property Enter the property code.
Charge Code Select the charge code for which you are adding beginning balances.
You must complete this procedure once for each property/charge code combination.
Post Date Typically the current date.
In the Date From field, you specify how this field is used.
Post Month Month the transactions post.
Create Charge and Receipt Use for security deposit beginning balances.
Charge Only Use for A/R beginning balances.
Date From Source of the charge date.
MoveInUseforsecuritydepositbeginningbalancestomakethechargedatethedatethatthe
tenant moved in.
Filter Use For A/R. Voyager uses the date in the Post Date field on this filter.
Amount From Blank Use for security deposit beginning balances, and enter the amounts manually.
Also use for A/R beginning balances that do not equal rent charges.
Rent Use if the amounts should equal the rent.
Reversing Journal This option allows you to enter beginning-balance transactions without affecting the general
ledger.
We recommend Yes, unless you want to create the reversing JEs manually.
Status Select Current, Notice, and any other status for which there is an associated security-deposit
beginning balance or A/R beginning balance.

3 Click Display. The Charges tab appears.
4 Complete the Date and Amount fields as needed.
5 Click Post.
ReCalculate Button
When you click the Display button, a list of tenants appears in the bottom half of the screen, and the
button label changes from Display to ReCalculate.
Click ReCalculate if you make any changes in the top half of the screen (the filter portion). For exam-
ple, after posting a set of transactions for a property, you could change the property code to create a
new set of transactions for another group of tenants. Click Recalculate to display the new list of ten-
ants.
Adding Prepay Beginning Balances
Create a receipt batch to add prepay information to the ledgers for residents, tenants, and so on. After
posting the receipt batch, create a journal-entry batch reversing the transactions, so that the same
transactions don’t affect the general ledger twice.
For information on creating the batches, see the Core User’s Guide.

Adding Accounts Payable Beginning Balances
Create a payable batch to add open invoices to the Voyager database. After posting the payable batch,
create a journal-entry batch reversing the transactions, so that the same transactions don’t affect the
general ledger twice.
Adding Outstanding Checks Beginning Balances
You add checks outstanding to vendors the same way you add A/P beginning balances, except:
 You complete the Manual Checks Info section for each payable.
Outstanding checks require reversing journal entries, similar to the other transactions.
Adding Vendor 1099 Beginning Balances
To add vendor 1099 beginning balances
1 Use your previous financial-accounting system to determine year-to-date vendor 1099 payments.
2 In Voyager, create a payable batch with one invoice for each vendor for the 1099 amount.
3 “Pay”each invoice by printing a dummy manual check dated within the 1099-year.
4 Create journal entries to reverse the effects of the invoices and the dummy check run.
Adding General Ledger Beginning Balances
After all ledgers (resident, vendor, etc.) have the correct transactions and owed amounts, use a journal
batch to add the starting balance for each G/L account.
Before you add the G/L account balances, you should run a trial balance and make sure it is zero. This is
a check that you have done the other work correctly — that the JEs have zeroed out all the transac-
tions you added.
To make it easier to reverse the transactions, use the same G/L account for all amounts reportable in Box 7.

69
CHAPTER 7
Accounts Payable Setup
AP Configuration
In this chapter:
AP Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Expense Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
In this section:
Accounts Payable Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Workflows Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
Purchase Orders Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
PAYscan Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

70 Chapter 7: Accounts Payable Setup
System Administration: System > AP Configuration

Accounts Payable Tab
Payables/Invoice Registers
Number of Detail Lines The default number of detail lines on the Payable Invoice screens is 10.
If you want more lines, complete this field. The maximum number of lines is 100.
Payable Over Budget Warnings If selected, Voyager displays a warning when you save an AP transaction that causes an
accounttoexceedaG/Lbudget(APtransactionsarepurchaseorders,invoiceregisters,and
payables).
- Over Budget Warning Display This option determines the display of over budget warnings:
MTD/YTD The transaction amount exceeds either the month-to-date (MTD) or year-to-
date (YTD) budget.
MTD Only The transaction amount exceeds the month-to-date (MTD) budget.
YTD Only The transaction amount exceeds the year-to-date (YTD) budget.
QTD Only The transaction amount exceeds the quarter-to-date (QTD) budget.
Annual Only The transaction amount exceeds the annual budget.
Log Audit History Select this option to log transaction audit history and enable use of the Audit History
report. This report shows the date and time purchase orders, invoice registers, and
payables were changed and the user who made the change.
Workflow and Approver Tabs on
Page
Select this option if you want the Workflow and Approver tabs to appear at the bottom
of the Payable Invoice screen.
By default this check box is clear, and the tabs are not displayed. Instead, this information
is accessed by selecting Functions > Workflow.
View POs - Exclude PO Det Used
in IR
Select this check box if you want to exclude purchase order details currently associated
with unposted invoice registers.
Allow Credit Invoices without PO If selected, the system will ignore the PO Required setting at the vendor level for credit
invoices (negative amounts on invoice registers or payables).

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