Overview
The Facility Summary report is an end-of-day snapshot of a single facility: what money came in, where it was applied, what is still owed, how the units are performing, and how the current month is shaping up. You can typically run it to check a facility's financial and occupancy health at a glance, or to reconstruct exactly how the facility looked on a specific past date.
Prerequisites
Access to this report requires:
The Read Facility Summary permission, in the Report section, at the Facility tab.
Key Terms and Calculation Basics
The definitions below apply throughout the rest of this article.
Terms Used in this Report
Street rate – A unit's current standard rate - what a new tenant would be quoted today.
In Place Rate – The rate the current lease actually pays as of the report date (its latest effective rate).
Active lease – A lease that had moved in on or before the report date and had not moved out by the end of that date.
Company unit – A unit set aside for facility use (office space, storage for the site itself). It counts as occupied space but has no paying lease.
Paid-through date (PTD) – The date a lease's rent is paid up to. If this date is in the past, the lease is late.
Climate controlled (CC / NCC) – Storage units with heating and cooling. NCC means non-climate-controlled, shown when the unit's climate attribute is "None" or left empty.
Migration – Data carried over from a previous management system. Migration balance-forward postings are bookkeeping entries, not real customer activity, and are excluded from payment figures throughout this report.
Formatting Rules
Money – Always shown with two decimals and a dollar sign, for example $1,234.56; negative amounts show as -$12.00.
Percent – Always shown with one decimal, for example 12.3%.
Counts / area – Shown as plain numbers; area (square footage) shows one decimal when the value is not a whole number.
The Four Period Columns
Several sections show the same four periods side by side, all anchored on the report date:
MTD (month-to-date) – The 1st of the report month through the report date. For example, if the report date is August 21, 2026, MTD covers August 1–21, 2026.
YTD (year-to-date) – January 1 of the report year through the report date. For example, if the report date is August 21, 2026, YTD covers January 1–August 21, 2026.
Last Month – The full previous calendar month. For example, if the report date is August 21, 2026, Last Month covers July 1–31, 2026.
Last YTD – January 1 of the previous year through the same calendar date in that previous year. Last YTD is deliberately cut at the same calendar date as YTD, one year back, so that YTD and Last YTD always cover the same number of days and can be compared directly. For example, if the report date is August 21, 2026, Last YTD covers January 1–August 21, 2025.
Report Scope
The report is generated for one facility and one date, called the report date. It shows the facility exactly as it stood at 23:59:59 local time on that date, in the facility's own time zone - including unit statuses, lease rates, balances, and tenant details. Running the report for a past date reconstructs that day; it does not show today's current values.
💡 Tip: The report can also be scheduled for recurring email delivery. You can also mark it as a favorite report for easier and quicker access.
Report Layout
The report page includes report parameters, page controls, and several results tables. The parameters and controls are covered below; the tables are documented in their own section, Main Table Content.
Report Parameters
Report name and category – Shown as Facility Summary, tagged with the green Financial badge.
Facility scope – Shows only one facility, since this is a per-facility report.
Date range – The Generated For date, which is the report date described in Report Scope above.
Report Generated timestamp – The exact date and time the report was run, indicating how current the data is.
Filter and Export
Filter – Opens the Generate Report - Facility Summary drawer, where the For date can be reapplied. Since this report is Facility level only, there's no facility picker here - it's already scoped to a single facility.
Selecting a report date and generating the Facility Summary report in the Generate Report - Facility Summary drawer
Export as – Downloads the report as CSV, Excel, or PDF.
Main Table Content
This section documents each of the report's ten results tables, in the order they appear on the page.
Payments by Type
This section shows money the facility actually received, broken down by payment method (Cash, Check, Visa, ACH, and similar methods), sourced from the cash ledger's payment entries. Refunds sent back to tenants reduce the figures, so each amount shown is net of any refunds.
Payment Type – The payment method's account name. If the facility has Account Grouping set up, the grouped name is shown instead, and several raw methods can roll into one row. Rows are sorted alphabetically.
Last Month / YTD / MTD / Last YTD – The amount received through this payment method in each of the four periods defined in Key Terms and Calculation Basics above. Calculated as: for each period, total payments minus total refunds for this payment method, limited to transactions dated within that period.
Total – The Payments By Type total: the sum across all payment types for a given period. Calculated as: the sum of every Payment Type row's value in that period's column, within the Payments By Type table.
Payments by Type table of the Facility Summary report
ℹ️ Info: Migration payments are excluded from this table. Balance-forward postings created during data migration look like payments in the ledger, but no money actually changed hands, so they never appear here.
Additionally, this section of the report - Payments by Type - should tie to the Payments report for the same periods, a financial report available at the Facility level.
Payments By Category
This section shows the same received money from the other side: what it was applied to. It is sourced from the entries that record what each payment was applied to within the same cash transactions, including discounts or credits consumed and refunds tied to a payment.
Rent - Storage / Rent - Parking / Rent - [Unit Type] – Money paid toward rent charges, split by the unit's primary type. One "Rent - [Type]" row appears for each unit type the facility actively has, shown even at $0.00. Calculated as: Rent - [Type] for a period = sum of payment amounts paid toward rent charges on units of that type, dated within the period.
Coverage – Money paid toward coverage or insurance charges. Calculated as: for each of the four periods, the sum of amounts paid toward coverage charges, dated within that period.
Items – Money paid toward merchandise charges, such as locks or boxes. Money paid towards items sold during an anonymous sale also counts. Calculated as: for each of the four periods, the sum of amounts paid toward item charges, dated within that period.
Standard Fees – Money paid toward fee charges categorized as standard fees. Calculated as: for each of the four periods, the sum of amounts paid toward standard fee charges, dated within that period.
Delinquency Fees – Money paid toward late, lien, or auction fee charges. Calculated as: for each of the four periods, the sum of amounts paid toward delinquency fee charges, dated within that period.
Tax Fees – Money paid toward tax fee charges. Calculated as: for each of the four periods, the sum of amounts paid toward tax fee charges, dated within that period.
Other Fees – Money paid toward fee charges categorized as other fees. Calculated as: for each of the four periods, the sum of amounts paid toward other fee charges, dated within that period.
Security Deposit – Money paid toward security deposit charges. Calculated as: for each of the four periods, the sum of amounts paid toward security deposit charges, dated within that period.
Total – The Payments By Category total: the sum of every row above for a given period. Calculated as: the sum of all rows in the Payments By Category table for that period's column; this total should equal the Payments By Type total for the same period.
Payments by Category table of the Facility Summary report
ℹ️ Info: Migration is fully filtered out of this table. Every ledger entry belonging to a migration pseudo-payment is excluded, including entries that don't directly reference the payment, and the unapplied side of a migration balance write-off is excluded as well. Without this exclusion, migrated facilities would show inflated Rent totals that don't tie to the Payments report.
Receivables
This section shows what tenants currently owe, aged by how late the lease is. Only leases still active at the end of the report date are included. A lease's days late is calculated as: the report date minus its PTD, never dropping below zero; a lease with no PTD on file counts as zero days late.
Aging – The bucket a lease falls into based on its days late: 0-30, 31-60, 61-90, or 91+. All four buckets always appear on the report, even when a bucket is empty. Calculated as: the lease's days-late value placed into the matching range.
Units – The number of leases in that bucket that currently owe any open balance. Calculated as: a count of active leases whose PTD falls in the bucket's day range and whose open balance is greater than zero.
Rent – The open balance on rent charges for leases in that bucket. Calculated as: the sum of the positive open balance remaining on rent charges for leases in the bucket.
Fees – The open balance on fee charges for leases in that bucket, covering one-time, recurring, delinquency, and item fees. Calculated as: the sum of the positive open balance remaining on those fee charge types for leases in the bucket.
Other – The open balance on everything else for leases in that bucket, such as coverage, merchandise, or tax charges. Calculated as: the sum of the positive open balance remaining on non-rent, non-fee charges for leases in the bucket.
Total – The Receivables total for the bucket: its full open balance. Calculated as: Rent + Fees + Other, within the Receivables table, for that bucket.
Receivables table of the Facility Summary report
ℹ️ Info: Balances are computed per charge, so only charges with a positive open balance count toward these figures - a credit sitting on one charge does not offset or hide debt on another charge. Security deposits and migrated balance items are excluded from this table entirely, and any charge whose service period starts after the report date is excluded as well, since billing ahead of time doesn't create a receivable today.
Movement Analysis
This section shows tenant movement counts across the same four periods.
Move-In – Move-ins dated within the period. Calculated as: for each of the four periods, a count of leases with a move-in date in that period; move-ins created by data migration are excluded.
Undo Move-In – Move-ins undone during the period. Calculated as: for each of the four periods, a count of move-in reversals whose undo action happened in that period, counted on the date the undo happened rather than the original move-in date.
Move-Out – Move-outs dated within the period. Calculated as: for each of the four periods, a count of leases with a move-out date in that period.
Undo Move-Out – Move-outs undone during the period, counting only undoes still in effect. Calculated as: for each of the four periods, a count of move-out reversals that happened in that period; if the tenant was moved out again afterward, that earlier undo no longer counts.
Transfer – Unit transfers dated within the period. Calculated as: for each of the four periods, a count of unit transfers dated in that period.
Net Movement – The Movement Analysis net change in occupied units for the period. Calculated as: Move-In − Undo Move-In − Move-Out + Undo Move-Out. Transfers are listed in this table but do not factor into Net Movement, since a transfer moves a tenant between units at the same facility without changing the total tenant count.
Movement Analysis table of the Facility Summary report
Unit/Lease Statistics as of [report date]
This section shows a simple count of every active unit at the facility, grouped by status.
Occupied – Calculated as: a count of units with status Occupied.
Vacant – Every unit that is not Occupied and not Company, which includes units with a Reserved or Unrentable status. Calculated as: a count of active units with any status other than Occupied or Company.
Company – Calculated as: a count of active units with status Company.
Total Units – Calculated as: a count of all active units at the facility (Occupied + Vacant + Company).
Unit/Lease Statistics as of [report date] table of the Facility Summary report
Unit Statistics by Class
This section groups units by operational class. Normal, Company, Damaged, and Reserved rows are exclusive - every active unit lands in exactly one of them - which is why the Totals row for this section only sums these four. Six additional informational rows follow.
Class rows:
Normal – Every active unit that does not fall into Company, Damaged, or Reserved below.
Company – Units with an availability status of Company.
ℹ️ Info: Company status wins over every other class - a unit with an availability status of Company is never counted as Damaged or Reserved, even if it would otherwise qualify for one of those.
Damaged – Units flagged as damaged, as long as they are not also Company or Reserved.
Reserved – Units with an availability status of Reserved.
Grace Period / Late / Pre-Lien / Lien – Units whose lease has an open delinquency process whose latest completed step, as of the report date, is in that stage.
Auctions – Units whose open delinquency process has reached the auction stage.
ℹ️ Info: Auctions wins over the Grace Period/Late/Pre-Lien/Lien stage rows - a unit whose delinquency process has reached auction is counted only in Auctions, not in whichever earlier stage it passed through.
Needs Cleaning – Units currently marked as unrentable with the reason Move Out.
ℹ️ Info: Needs Cleaning refers specifically to units marked as unrentable with the reason "Move Out" - these are units set via a task trigger the system creates after a move-out, blocking the unit until the cleaning task is resolved.
The six informational rows - Grace Period, Late, Pre-Lien, Lien, Auctions, Needs Cleaning - overlap with the four exclusive class rows above and with each other. For example, a unit in the Late stage is also counted once under Normal, Company, Damaged, or Reserved, whichever applies to it.
Exclusive class rows of the Unit Statistics by Class are counted towards Totals row
Columns:
These six figures apply to every class row above - Normal, Company, Damaged, Reserved, Grace Period/Late/Pre-Lien/Lien, Auctions, and Needs Cleaning - calculated separately for whichever class row is being read.
Occupied – Units in the row with status Occupied. Calculated as: for whichever class row is being read, a count of units in that class with status Occupied or Company.
Vacant – Units in the row with any other status, including Reserved. Calculated as: for whichever class row is being read, a count of units in that class with any status other than Occupied or Company.
Actual Rate – In Place Rate of occupied units. Calculated as: for whichever class row is being read, the sum of in-place rents for that class's occupied units (status Occupied or Company).
Vacant Street Rate – Street rate of vacant units. Calculated as: for whichever class row is being read, the sum of street rates for that class's vacant units.
Occupied Sq Ft – Calculated as: for whichever class row is being read, the total square footage of that class's occupied units, shown to one decimal when not a whole number.
Vacant Sq Ft – Calculated as: for whichever class row is being read, the total square footage of that class's vacant units, shown to one decimal when not a whole number.
Unit Statistics by Class table of the Facility Summary report
Square Foot Statistics
This section measures facility occupancy three ways: by unit count, by climate group, and by square footage. For this section, Occupied means status Occupied or Company; everything else - Vacant, Reserved, Unrentable - counts as vacant space.
Unit Occupancy % – Calculated as: (Occupied units + Company units) ÷ all active units × 100, shown to one decimal.
NCC Occupancy % – The same ratio, limited to non-climate-controlled storage units. Calculated as: (Occupied non-climate-controlled storage units + Company non-climate-controlled storage units) ÷ all active non-climate-controlled storage units × 100.
CC Occupancy % – The same ratio, limited to climate-controlled storage units. Calculated as: (Occupied climate-controlled storage units + Company climate-controlled storage units) ÷ all active climate-controlled storage units × 100.
SF Occupancy % – Calculated as: (Occupied square footage + Company square footage) ÷ total square footage of all active units × 100.
Occupied SF – Calculated as: total square footage of units with status Occupied or Company.
Vacant SF – Includes Reserved and Unrentable units. Calculated as: total square footage of units with any status other than Occupied or Company.
Company SF – Calculated as: total square footage of units with status Company.
Total SF – Calculated as: total square footage of all active units at the facility.
Square Foot Statistics table of the Facility Summary report
Credits
This section shows money the facility gave up, by reason, across the four periods. It is sourced from the accrual ledger's expense entries. The six rows below always appear in this order, even when a row is $0.00.
Discounts – Calculated as: for each of the four periods, the sum of specials/discount expense entries dated within that period.
General Credit – Manager-issued general credits. Calculated as: for each of the four periods, the sum of general-credit expense entries dated within that period.
Security Deposit Refund – Refund expense on security deposit items. Calculated as: for each of the four periods, the sum of security-deposit refund entries dated within that period.
Waived Coverage – Waiver expense on coverage items. Calculated as: for each of the four periods, the sum of coverage-waiver entries dated within that period.
Waived Fee – Waiver expense on fee items. Calculated as: for each of the four periods, the sum of fee-waiver entries dated within that period.
Write Off/Bad Debt – Write-off expense. Calculated as: for each of the four periods, the sum of write-off entries dated within that period.
Total – The Credits total: sum of the six reason rows above for a given period. Calculated as: the sum of the six rows above, within the Credits table, for that period. Expense entries that don't fit any of the six reasons are excluded from every row and from this total.
Credits table of the Facility Summary report
Miscellaneous Statistics
This section is a snapshot of tenant-account health signals: contact completeness, autopay coverage, deposit and insurance status, and rate changes already scheduled to take effect.
Has Email – Calculated as: a count of active leases whose tenant record has a non-empty email address on file, as of the report date.
CC Autopay – Calculated as: a count of active leases with autopay enabled whose current highest-priority saved payment method is a non-deleted credit card.
ACH Autopay – Calculated as: the same as CC Autopay, but for leases whose highest-priority saved payment method is a bank account (ACH).
Security Deposit – Shown as "X of Y leases." Calculated as: X is a count of active leases holding a security deposit charge that hasn't been discarded; Y is a count of all active leases.
Scheduled In Place Rate Changes – Shown as "N for $X" - N is the number of leases with a rate increase or decrease already scheduled for a future date; X is the total monthly revenue change once all of those scheduled changes take effect. Calculated as: N is a count of leases with a rate change scheduled to start after the report date; X is the sum of (scheduled rate − current rate) across those leases.
Coverage/Insurance – Shown as "N for $X." Calculated as: N is a count of leases with an active facility insurance plan; X is the sum of those plans' prices.
Proof of Ins – Calculated as: the percentage of active leases whose tenant has a valid private coverage document on file (not deleted, not expired).
MTD NSF/Chargeback – Calculated as: a count of payments made between the 1st of the report month and the report date that bounced (NSF) or were charged back.
Miscellaneous Statistics table of the Facility Summary report
Revenue Performance
Total In Place Rent – Calculated as: the sum of in-place rents across all active leases.
Projected Discounts – The discount amount still expected to be given for the remainder of the month. Calculated as: (MTD specials × days in month ÷ day of month) × (days remaining in month ÷ days in month), rounded to the nearest cent.
MTD Discounts Given – Calculated as: the sum of general credits issued between the 1st of the report month and the report date.
[Month Year] Expected Revenue – Named after the report month, for example Aug 2026 Expected Revenue. Calculated as: Total In Place Rent − Projected Discounts + MTD Discounts Given.
Economic Occupancy % – Calculated as: Total In Place Rent ÷ Total Street Rate (Gross Potential) × 100, shown to one decimal.
Occupied Street Rate – Calculated as: the sum of street rates for units with status Occupied or Company.
Occupied Actual Rate – Calculated as: the sum of in-place rents for the same Occupied-or-Company units; a Company unit with no lease contributes $0.
Adjusted Rate (Variance) – Also shows a unit count of how many occupied units pay something different from their street rate. Calculated as: Occupied Street Rate − Occupied Actual Rate.
Vacant Street Rate – Calculated as: the sum of street rates for vacant and reserved units that are rentable.
Total Street Rate (Gross Potential) – Calculated as: the sum of street rates for all active units at the facility.
Vacant Street + In Place Rate – The facility's revenue if every rentable vacancy filled at street rate. Calculated as: Vacant Street Rate + Total In Place Rent.
Prepaid Rent – The unearned-rent balance as of the report date. Calculated as: rent money already received for periods that haven't been earned yet.
Prepaid Other (Excluding Credits) – The same idea for everything except rent. Calculated as: money already received for periods not yet earned, for charge types other than rent, excluding security deposits and migrated balances.
Revenue Performance table of the Facility Summary report
FAQ
The following questions cover common points of confusion when reading the Facility Summary report.
1. Why don't the numbers on a report I ran for a past date match what I'm seeing in the system today?
This report always reflects the facility exactly as it stood at 23:59:59 local time on the report date you chose, not the current moment. Running it for a past date reconstructs that day - statuses, rates, and balances included - rather than showing today's values.
2. Why is a payment I received but haven't applied to a charge yet not showing up anywhere in Payments By Category?
It is showing up - under Rent - Storage. Unapplied money, and any uncategorized remainder, is folded into that row rather than given its own line.
3. Does a unit transfer count as a move-in or move-out in Movement Analysis?
No. Transfers are listed in the Movement Analysis table, but they don't factor into the Net Movement total, since a transfer moves a tenant between units at the same facility without changing the total tenant count.
4. Does the Receivables table include security deposits or migrated balances?
No. Security deposits and migrated balance items are excluded from Receivables entirely, and only leases still active at the end of the report date are considered.
5. If a facility uses migrated data, why do payment and revenue figures on this report not match the raw ledger?
Migration balance-forward postings look like payments or revenue in the ledger, but no money actually changed hands. This report filters them out everywhere they'd otherwise inflate Payments By Type, Payments By Category, or related totals, so the figures tie to real customer activity.
Related Reports
Facility Financial Reports: Payments Report