Allotmin

All help

Rent and billing

The annual report

A one-page summary of a billing year for your committee or AGM, with totals only and no names.

The annual report summarises one billing year on a single page. It shows totals and counts only. It does not name members or show what any one member owes, so you can share it at an annual general meeting (AGM) as well as with your committee.

Open the annual report

  1. Go to Rent & Payments.
  2. Next to the billing year, select Annual report. You can also select Annual report at the top of a billing year's page.

To print the report or save it as a PDF, select Print or save as PDF. In the print window, choose your printer, or choose Save as PDF as the destination.

What the report shows

  • Rent and charges: plot rent, additional charges and concessions for the year, the total invoiced, how much has been collected and how much is still owed. It also shows how many invoices are paid in full, part paid and unpaid, and any money still owed from earlier billing years.
  • Plots: the number of plots, how many are let and vacant today, and how many new tenancies started during the year.
  • Members: the number of members today, how many member records were added during the year, and how many people are on the waiting list today.
  • Keys and deposits: the deposits held at the end of the year, and how many were returned or forfeited during it. This section appears only if you use keys and deposits.
  • Inspections: how many inspections were recorded, how many plots were inspected and how many issues were found during the year, and how many issues are still open today. This section appears only if you record inspections.
  • Communications: how many emails were sent to members through Allotmin during the year.

If the billing year has not finished, the report says so and shows the figures up to today.

Things to know

  • Figures marked "today" describe the position on the day you open the report, not at the end of the year.
  • "Added in the year" counts every member record created during the year. In the year you started using Allotmin, this includes members you imported.
  • The report is not a set of accounts. Allotmin records the money you invoice and collect, but not what your association spends. Give the report or the data export to whoever prepares your accounts.

More on rent and billing

Opening a billing year

Open a billing year to create invoices for every plot holder.

Recording who has paid

Mark an invoice paid, record a part payment and see who still owes money.

Charging for things other than rent

Add water levies, membership subscriptions and other charges to the yearly invoice.

Giving members a discount

Set up concessions such as an over-60s rate or a hardship reduction.

Chasing unpaid rent automatically

Send automatic reminder emails to members who have not paid.

Letting members check their own balance

Give each member a private web page showing their plots, invoice and payments.

Did this not answer it? Ask us — we answer these ourselves.