xSERVA Statements and Reports

Statements and reports in VYROX xSERVA give your management office a running account for every customer, a daily view of money in and out, and revenue summaries you can hand to your committee or accountant. They are used by accounts staff, property managers and management committees at HomeServa residential and condominium sites, PropServa managed properties, SmartServa smart campuses and SportServa sports clubs.

Every invoice, deposit, payment, credit note and refund you record in xSERVA posts to the customer's statement and to the project's General Ledger automatically, so the figures on these pages always match the documents behind them.

Before You Start

• You need a staff account with the billing permission to see statements, the Cash Book and the General Ledger.
• The Revenues page needs an extra revenue permission. Ask your administrator if you cannot see it.
• Transaction Items and Revenue Definition are under Settings and need the settings permission.
• Sign in at the portal address your operator gives you and select the correct project.

View a Customer Statement

1. Go to Customer Accounts and open the customer.
2. Press Statements.
3. Choose a period with the date filter (This Month, Last Month, This Year or Custom Date Range) and press Done.

The statement starts with an OPENING BALANCE or PREVIOUS BALANCE, then lists every transaction with In, Out and a running Balance. Each line shows its Document No. and description, so you can open the invoice, receipt or refund behind it.

The customer account also has Invoices, Deposits, Payments, Advances and Refunds tabs if you want to look at one type of document only.

General Ledger Pages

The General Ledger menu groups the project-wide lists of customer money.

Each list shows running totals at the top, for example Total Outstanding:, Total Overdue:, Total Paid: and Total Refunded:.

Use the Cash Book

The Cash Book shows every payment received and paid out, and the menu shows today's net total next to the Cash Book label.

1. Press Cash Book in the menu.
2. Choose In, Out or In and Out.
3. Filter by All Invoice Types, Facility Types, Product Groups or Product Items if you only want certain income.
4. Choose how to group the list: Group by Day, Group by Month or Breakdown for Each Transaction.
5. Pick a period and press Done.

The breakdown shows Issued On, Issued By, Payer, Document No., Method, Processor and Reference No., with Item Subtotal and Tax. The totals show Total Payments Received, Total Payout and Net Total (Total In - Total Out).

On the In view you can press New Receipt to record money received, and on the Out view you can press New Payment Voucher to record money paid out.

Review Revenues

1. Go to General Ledger > Revenues.
2. Choose Sales, Non-Sales or Sales + Non-Sales.
3. Choose Individual Invoices or Consolidated Invoices, and filter by invoice type, facility or product if needed.
4. Pick a period and press Done.

The summary shows Net Revenues, Total Invoices, Cancelled Invoices, Voided Invoices, Reversed Invoices, Downward Adjustments, Roundings, Tax Collected and Tax Refunded. Each invoice also shows its e-Invoice status, such as Unvalidated, Submitted, Validated, Invalid or Consolidated. See e-Invoicing.

Create a Revenue Summary Report

1. Press Reports in the menu, then open Revenue and Cash Book.
2. Press New Revenue Summary.
3. Under Pick Date Range, choose the start and end dates.
4. Either Select Template to reuse a saved layout, or build sections: enter a Section Name, choose the Facility Type, Facility, Invoice Type, Product Group or Product Item, and press Add New Section for more.
5. Tick Show Details or Show Full Details for a line-by-line report.
6. Press Save Template if you will run the same report again, then press Generate.

Saved reports are listed with Report ID, Reporting Period, Number of Days Covered, Average Daily Revenue and Total Revenue. The Reports menu also includes Facility Utilization. For more report types, see Financial Reports.

Set Up Transaction Items

Transaction items are the codes that every invoice line, deposit and payment posts to.

1. Go to Settings > Transaction Items.
2. Review the list of Transaction Code, Transaction Description and Document Code.
3. Under Custom Transaction Descriptions for Manually Created Invoices and Deposits, type the Transaction Name you want printed for manual invoices and manual deposits.
4. Press Update.

Define What Counts as Revenue

1. Go to Settings > Revenue Definition.
2. For each type of income, tick either Sales or Non-Sales Income.
3. Press Save Changes.

This choice decides which column an item falls into on the Revenues page and in revenue summaries. For example, service charge is set to Sales by default, while most other items start as Non-Sales Income.

Frequently Asked Questions

Why Does the Customer Statement Not Match the Cash Book?

The statement shows everything billed and paid for one customer, while the Cash Book shows only money actually received or paid out. Unpaid invoices appear on the statement but not in the Cash Book.

Why Is a Payment Missing From the Cash Book?

It is probably still in Pending Verification. Verify it under General Ledger > Customer Payments and it will appear.

Can I Reuse a Report Layout Every Month?

Yes. Press Save Template when you build the revenue summary, then choose it with Select Template next time.

Does Changing the Revenue Definition Affect Old Reports?

It changes which column an item falls into on the Revenues page. Check the Revenues page for the period you care about after saving, and generate a fresh revenue summary if you need one with the new grouping.

Related Guides

• xSERVA Overview
• xSERVA Billing Cycle
• xSERVA Deposits and Payments
• xSERVA Credit Notes and Refunds
• Financial Reports
• Customer Accounts
• Invoices and Consolidated Invoices
• Troubleshooting and FAQ