Contract Values
Contract Values lists every scheduled charge of your bookings for the months you pick, so you can see what is due, in debt or invoiced, and correct a single charge.
Before you start
- Where: Finance → Contract Values (
/finance/contractValues). - Permission: Finance → Module. Each row action needs its own permission (see Row actions).
- The month picker, Other Filters and Export work as described on Finance. A charge belongs to the month it is for, not the month it is due.
Screen tour
Item cards
One card per item: All, Rent, Deposit, then Admin Fee, Exit Fee and Cleaning Fee when that fee is switched on in Global Settings, and Others. Cards use your own fee names when you renamed them.
Each card shows the total, the number of items, the paid amount, the amount in debt and the amount scheduled. Click a card to list only that item; click its debt or scheduled amount to list only those charges.
Invoice pills and search
| Pill | Shows |
|---|---|
| All | Every charge |
| Invoiced | Charges with an invoiced amount |
| Not Invoiced | Charges not invoiced yet |
| Reversals | Charges that carry a credit note or a return of value |
| Credit Notes | Charges that carry a credit note |
| Return of Value | Charges that carry a return of value |
Search with Search by unit, tenant name....
Columns
| Column | Meaning |
|---|---|
| Unit | The unit. Click it to open the unit (needs Listings → Sidebar). |
| Booking | The tenant and booking. Click it to open the booking in a side panel (needs Bookings → Sidebar). |
| Item | Rent, Installment, Deposit, a fee or Others. |
| Status | See Statuses. |
| Period | The month the charge is for. |
| Due date | The due date, followed by the days left in brackets (amber within 7 days, (today) on the day) or, in red, the days overdue. Paid charges show no count. |
| Amount | The amount after discounts. When there is a discount, Original shows the amount before it. |
| Paid | The money allocated to the charge. |
| Invoiced | The invoiced part of the charge, or a dash. |
Credit notes and returns of value appear as rows nested under the charge they reverse, captioned "Reverses" and the item they reverse. They are read-only here.
Statuses
| Status | Meaning |
|---|---|
| Paid | Fully paid, or reduced to zero by discounts or reversals |
| Partial | Partly paid and not yet overdue. The badge shows the share paid (for example 40%) |
| Unpaid | Overdue: past its due date and not fully paid |
| Scheduled | Not due yet and nothing paid |
A charge due today is still Scheduled or Partial; it becomes Unpaid the next day.
Row actions
| Action | Opens | Needs | Limits |
|---|---|---|---|
| Edit Due Date | Edit Payment Due Date with New Due Date | Bookings → Change Payment Due Date | Greyed out on Paid and Partial charges, and where VIVIN manages the due date (check-in and booking-confirmation payments, split rent) |
| Edit amount | Edit Payment Amount with Amount (not below zero) | Bookings → Edit Items | Greyed out once the charge is invoiced or fully paid |
| Discounts | Add Discount with Discount Amount and Reason, and the current discount total | Bookings → Add Discounts | Greyed out on deposits and on charges that already have a credit note or a return of value |
| Delete payment | A confirmation | Bookings → Delete Others | Refused when the charge has an invoice, a manual invoice or a draft invoice: "This operation cannot be performed as the item has already been invoiced." |
Hover a greyed-out action to read why it is off.
Correct a charge
- Narrow the list: pick the month, click the item card, and search the tenant or unit.
- Check Status, Paid and Invoiced on the row.
- Use the row action:
- To move a due date, click Edit Due Date, pick the New Due Date and save.
- To reduce what the tenant owes, prefer Discounts so the reason is kept. Use Edit amount only for a charge that is neither invoiced nor fully paid.
- To remove a charge entered by mistake, click Delete payment and confirm.
- For an invoiced or paid charge, open the booking and use its Contract Values tab, which handles the money already paid and the credit note (see Bookings).
Rules and limits
- Changes made here change the booking's payment plan straight away. The tenant sees them in the tenant portal.
- A credit note or a return of value is added from the booking's payment line, not from this tab.
- Late-payment penalties from Payment Delay Penalties are Others charges described "Penalty for late payment applied on" and the date. With Frequency set to Once, each overdue due date gets one penalty. See Handling a late payment.
- Every discount is also listed in Audit → Discounts.
Troubleshooting
| Problem | Cause | Fix |
|---|---|---|
| Edit Due Date is greyed out | The charge is paid or partly paid, VIVIN manages the date, or you lack the permission | Hover the icon for the reason. For check-in payments, change the booking dates instead |
| Edit amount is greyed out | The charge is invoiced or fully paid | Correct it from the booking's Contract Values tab, which issues the credit note |
| Discounts is greyed out | The charge is a deposit or already has a reversal | Change a deposit through its refund; reverse other charges from the booking |
| The bin is greyed out | Your role lacks Bookings → Delete Others | Ask a Super Admin |
| A charge is missing for a month | The charge belongs to the month it is for, which can differ from its due date | Widen the month range |
Tips
- Click a card's red debt amount to get the month's arrears for that item in one list.
- Use Reversals at month end to check every credit note and return of value.
- Write a clear Reason on each discount: it is what you read later in Audit.
Related
- Finance: Overview, Income and the shared filters
- Bookings: a booking's own Contract Values, credit notes and returns of value
- Payment allocation: how payments reach charges
- Audit: every discount in one list
- Transactions: the payments behind the Paid column