Dues, collection and daily-life reports
Reports for the money and the discipline of each hostel: unpaid invoices by age, and what was invoiced, collected, waived and still due. Also electricity by room and by resident, roll-call attendance, late entries and incidents.
PLANSFrom Growth
The problem it solves
- The accountant cannot say how much rent is more than 60 days overdue, or who owes it.
- Late fees and waivers are given at the desk, and nobody sees the total at the month end.
- One room's electricity doubles and you find out when the owner pays the board's bill.
- Parents ask how often their child came in late, and the warden searches a register.
How it works
- Bills, receipts, meter readings, roll calls, late entries and incidents are recorded in their own screens during the month.
- A manager opens Hostel > Reporting and picks Dues Ageing, Revenue and Collection, Electricity by Room, Electricity by Resident, Attendance, Late Entries or Incidents.
- Each report opens as a pivot table and, for most, a chart. Use the filters, such as Over 90 Days or Late Fees, and group by hostel, entity, resident, payer, head or month.
- Click a figure to open the invoices, charges or records behind it, or export the table to a spreadsheet.
Everything it does
Dues Ageing
- Every posted, unpaid or part-paid hostel invoice, with resident, payer, hostel, due date and days overdue
- Age: Not due yet, 1-30, 31-60, 61-90 and over 90 days
- Invoiced and Due amounts; the list opens with the oldest first
- Filters Overdue, Over 30 Days, Over 90 Days; group by hostel, entity, age, resident or payer
Revenue and Collection
- Each charge with To invoice, Invoiced, Collected, Due and Waived
- Collected is the paid part of each invoice, shared among its lines
- Opens without deposits; filters Deposits, Late Fees, Adjustments and Waivers, and dates
- Group by hostel, entity, head (rent, electricity, late fee and others), month or resident
Electricity
- Electricity by Room: units per room and month from the meter readings; filters To Bill, First Reading, Billed
- Electricity by Resident: units and amounts charged to each resident by month, waived charges left out
Attendance, late entries, incidents
- Attendance Report: roll-call results by resident, session, hostel and month; opens on This Month, filter Absent
- Late Entries: by hostel and month, with the minutes late
- Incidents: by hostel and kind (health, conduct, security, property, other), with date and status in the list. Each opens the incident with its severity, warning and fine
With add-ons
- Channels: nights, revenue and commission per booking site, with night-by-night pricing
- Laundry: pieces and amounts; Event Attendance: who said they were going and who came
Access
- Hostel > Reporting shows to hostel managers and owners
- Managers see the hostels where they are manager, warden or desk; owners every hostel of their entities
Who uses it
Owner / AdministratorReads dues by age and collection across hostels and entities.
Hostel managerFollows overdue residents, waivers, electricity per room, absences, late entries and incidents.
Front Desk / AccountsChases the residents and payers the Dues Ageing list shows.
Where you use it
- Web: Hostel > Reporting > Money > Dues Ageing, Revenue and Collection, Electricity by Room, Electricity by Resident, Attendance, Late Entries, Incidents
- The SmartMy Hostel Staff app: the managers' Dashboard shows dues by age, this month's money, late entries and open incidents. The app is built and in testing, not in the app stores yet
- Not for hostels billed through school or college fees: their dues are in the fee reports of SmartMy Campus
What you control
Settings
- Due days of the invoices, on the hostel, decide the age
- Charge heads (rent, deposit, electricity, late fee and your own) decide the Revenue groups
Works with
SmartMy CampusHostels billed through fees use the fee module's reports for their dues and collection.
Questions
Can I see who owes rent for more than three months?
Yes. Open Dues Ageing and choose Over 90 Days. Each line shows the resident, the payer, the due date and the amount still due.Are deposits counted as revenue?
No. Revenue and Collection opens without deposits. Choose the Deposits filter to see them on their own.Can I see how much we waived this month?
Yes. Revenue and Collection has a Waived amount and an Adjustments and Waivers filter; group by month or head.Does the Dues Ageing include fees billed through SmartMy Campus?
No. Hostels billed through school or college fees keep their dues in the fee ledger, and the fee reports show them.Can I export the reports to Excel?
Yes. The pivot tables and lists download as spreadsheets.Related features
REPORTSOccupancy, move-out and vacancy reportsFive reports show where your beds stand and where they are going. They are occupancy now, occupancy night by night, and residents with their length of stay. Also move-outs by month with the reasons, and the beds that will come free. The Enquiry Funnel shows where new residents come from and where you lose them.REPORTSReports across every branch and entityAn owner with several hostels, or several firms that own them, reads every hostel report for all branches at once. The branches can be compared side by side. Group or filter by Hostel or by Entity; each manager still sees only the hostels they run.PORTAL AND APPSDashboard for managers and ownersManagers and owners open the staff app on a dashboard. It shows occupancy now and over 30 days, beds by status, and who arrives and leaves. It also shows dues by age, money invoiced and collected this month, deposits held, enquiries and open issues. With several hostels it adds them up first, then shows each hostel. The web has its own Hostel dashboard.BILLINGRent reminders, late fees and waiversPayers, residents and guardians are reminded before the due date and every few days after it. A late fee follows your rule after the grace days, and long overdue dues reach the manager as a to-do. A charge can be waived with a reason, within a limit for managers.BILLINGElectricity billing from room metersRecord each room's meter reading, on the web or with a photo in the staff app. The units since the last reading are shared among the room's residents by days stayed. Free units per bed are taken off first, and each resident gets an Electricity charge on the next bill.DAILY LIFERoll call by hostel, block and sessionThe warden takes the night roll call for a hostel or one block, on the web or the phone. Residents on approved leave are already marked. Guardians and wardens are told of every resident absent without leave.
See it with your own blocks and classes.
Tell us how many hostels and students you have. We will show you an allotment, a leave request approved by a parent and a night roll call, set up the way your hostel works.