Owner Reports
Owner Reports builds each property owner's monthly settlement — every charge billed on their units for the month (uncollected lines show Paid 0), your management fee plus VAT, extra income or expenses and the balance due to them — and keeps every settled line for reconciliation. You can settle or pay ahead even when nothing has been collected yet; later cash on the same charge is not paid out twice.
Before you start
- Where: Finance → Owner Reports (
/finance/ownerReports). - Switch: turn on Enable Owner Reports in Settings → Global Settings → Owner Reports. It is off by default, and the tab is hidden until then.
- Owners: add your owners and their report settings in Settings → Owners: the management fee, the items the commission is charged on, the items that go on the report and the commission VAT rate. See Owners. With no owners yet, the tab says "No owners configured yet. Add one under Settings → Owners."
- Permissions: Finance → Module to open it; Finance → Approve Payments to generate, issue or delete a report.
The tab has two views, Settle and Movements, on the switch next to the period control.
Settle
Settle builds and generates one owner's report for one month.
Toolbar
Owner, Property (All properties by default, or one property), Month, Refresh (reloads the figures), Reports (the owner's full history, with a count) and Generate report.
Income
The Income lines are every charge billed on the owner's units for that month that no earlier report has settled yet, collected or not. Only the items picked for the report in the owner's settings appear.
| Column | Meaning |
|---|---|
| Property / Unit | Where the money was collected |
| Description | The charge and tenant; you can edit it |
| Amount | What the charge billed; you can edit it |
| Paid | The money collected and settled on this line: it counts in Total income. You can edit it; a shortfall against Amount is highlighted |
| Fee % | Your commission rate; you can edit it |
| Management fee | Paid × Fee %, only on the items the commission is charged on (the note above the table names them). A line you add yourself always carries the fee |
Use the bin to remove a line from this settlement. Editing a line changes only the report, never the tenant's payments.
Add income or expenses
- Add income opens Add income line: Property, Unit, Description, Net Amount and Fee % (0 to 100). Click Add line.
- Add expense adds a row under Expenses with a name (for example a repair), an optional description and the amount.
Every added line needs a name before you can generate the report.
Report summary
| Figure | How it is calculated |
|---|---|
| Total income | Income lines + added income |
| Total management fee (+ VAT) | The management fees plus VAT on them. Each item's commission rule sets its VAT rate, so one report can carry several rates |
| Expenses | The expenses you added (hidden when there are none) |
| Total expenses | Management fee + VAT + expenses |
| Balance | Total income − Total expenses: what the owner receives |
Two context figures can go on the document; switch each between On report and Hidden on report:
- Occupancy rate: the owner's occupied nights ÷ available nights over the month, as Analytics counts them.
- Outstanding debt: what tenants still owe on the owner's units for every charge up to and including the month.
Owner details shows the owner's name, fiscal ID and, under Show more fields, legal name, document type and number, email, phone and fiscal address. Notes are printed on the report.
Generate a settlement
- Choose the Owner, optionally one Property, and the Month.
- Review the Income lines and adjust descriptions, amounts or Fee %.
- Add any income or expenses that did not go through VIVIN.
- Check the Report summary, the two context figures and Notes.
- Click Generate report.
A settlement always covers one month: with a range selected, Generate report is off until you pick one month. With All properties, one report settles all the owner's properties.
If more money arrives or more charges are billed after you generate a report, generate again for the same month. The new report is marked Complementary and carries only the amounts the earlier reports did not settle. When everything is already settled, Settle says so; you can still start a complementary report by hand with the lines you add.
Report history and the fee invoice
Reports already generated for the selected month appear at the top of Settle, under Reports generated for this period, with #, Date, Net Amount, Management fee and Balance. Each one offers:
| Action | What it does |
|---|---|
| View | The settlement as the owner receives it, with Download PDF, Download Excel and Download CSV |
| Report | Downloads the settlement document |
| Liquidación | Downloads the liquidation, only when your account uploaded an Owner liquidation template (Configure on the VIVIN Invoicing card in Settings → Integrations) |
| Issue (Invoice the management fee) | Opens Issue the fee invoice with the invoice number (assigned on issue), the client and the fee + VAT, then bills your fee to the owner through your invoicing provider. Once issued it becomes Invoice, which downloads it |
| Delete | Frees the settled amounts for the next report. If the fee was invoiced, that invoice is reversed with a credit note. Cannot be undone |
Reports opens Generated reports, the owner's history across all months, with the same actions except Liquidación.
Movements
Movements is the read-only ledger of every line already settled, across owners and months. It does not create, edit or send a report — use Settle for that.
| Filter | What it does |
|---|---|
| Owners | Leave empty for every owner, or pick one or more. One owner is that owner's report; none is the consolidated view |
| Properties | Offers only properties in the settlements loaded for the year. Filtering keeps whole settlements, so fee and VAT lines with no property stay with the rent they belong to |
| Year | The calendar year of the settlements. It opens on the year of the Finance period |
The table has one row per movement: Period, Settlement date, No. (the report number for that owner and month), Owner, Property, Unit, Tenant, Movement type, Concept, Income, Expense and Invoice no.
| Movement type | Meaning |
|---|---|
| Rent, fees, etc. | An income line from a booking payment, with your own fee names when you renamed them |
| Other income | An income line added on the settlement |
| Management fees | Your commission on that settlement |
| VAT | VAT on the management fee, with the rate in the concept |
| Expense | An expense line added on the settlement |
Footers show Total income, Total deductions and Net settled for every matching row, including rows not loaded yet. More rows load as you scroll, fifty at a time.
Export downloads what the table shows: CSV has the movements; Excel adds a Settlements sheet with one row per report (income, management fees, VAT, expenses, net amount settled and invoice number). If the year is too large to load in full, a notice says only the first rows are shown and Export is off: narrow the year or the owners.
Rules and limits
- A report is a view over the tenant's payments: generating, editing or deleting one never changes payments, allocations or balances.
- An amount can be settled only once. Deleting a report makes its amounts available again.
- Issuing the fee invoice files a fiscal document: undoing it takes a credit note.
Troubleshooting
| Problem | Cause | Fix |
|---|---|---|
| The tab is missing | Enable Owner Reports is off | Turn it on in Settings → Global Settings → Owner Reports |
| Generate report is greyed out | A month range is selected, or you lack Approve Payments | Pick one month, or ask a Super Admin |
| "Nothing collected for this owner in the selected month." | No payment was collected on the owner's units for that month | Check the month and the owner's properties |
| A charge is missing from Income | Its item is not on the owner's report items, or it is already settled | Check the owner's settings, or the earlier reports for the month |
| Liquidación is missing | No Owner liquidation template is uploaded | Upload it with Configure on the VIVIN Invoicing card |
Tips
- Generate reports once the month's payments are in; late money goes on a Complementary report.
- Use Movements with one owner and the year to answer "what did I pay this owner".
Related
- Finance: Overview, Income and the shared filters
- Owners: fees, report items and VAT per owner
- Invoicing connections: the provider, the management fee series and the owner templates
- Analytics: how occupancy is counted