Setting Transaction Subtype and Reporting Impact
How and when is a transaction subtype set
Every transaction in the system has both a type and an optional subtype. Transaction types are high-level categories (Payment, Fee, Credit, Deposit, etc.), while subtypes provide more specific categorization (e.g., "Late Fee", "Move-in Fee" under the Fee type).
A transaction subtype can be set in several ways:
-
Manually when creating a transaction: When adding a charge, credit, you can select a subtype from the dropdown. This is optional - transactions can be created without a subtype.
- Automatically from automatic charges. When fees are automatically applied based on your organization settings, the system uses the configured subtype. For example:
- Move-in fees use the subtype configured in Move-in preferences
- Returned check fees, payment processing fees, and reconnect fees use their respective configured subtypes
- From billing cycle (through rate structure configuration): Transactions (Usage Charge, Tax) generated from the billing cycle can be assigned a subtype from the rate structure or the tax configuration.
Once a transaction is created and posted, its subtype cannot be changed. The subtype is set at transaction creation time.
Reporting Impact
Transaction subtypes are used throughout the reporting system to provide detailed financial breakdowns:
- AR Summary Reports: Transactions are grouped by both type and subtype, showing totals for each combination. This allows you to see, for example, how much revenue came from late fees versus move-in fees separately.
- Transaction Grouping: Reports display transactions with subtypes using the subtype label, and transactions without subtypes show the transaction type name. Archived subtypes are still included in historical reports to maintain data integrity.
- Payment Allocations: When payments are allocated to transactions, the system uses the subtype's GL code (if available) or label to categorize how the payment was applied across the different charges/fees.