Rental portfolio

Renewals and amendments create a new version of the contract, with the internal code plus a suffix (for example, 1234-1). The logical contract is the code before the hyphen. It is active if any version is active and not deleted; the start is the earliest contract date across versions; the effective end is the latest deletion date when no version is active. Attributes (rent, parties, fee) come from the current version: the active one and, among active ones, the most recent.

Group the system status into active, under move-out notice and deactivated. Under notice still counts as active, with its own flag, until the move-out. The exit reason comes from the status itself or the deletion reason field (termination, property sold, change of manager).

Active on a day = start on or before the day and effective end null or after the day. Generate a series of days or months (for example, the last 5 years) and count active leases on the last day of each month. New in the month by start date, ended by effective end date. When the system has no reliable dates, save a monthly portfolio snapshot starting now.

Monthly churn = leases ended in the month / leases active at the end of the previous month. New leases in the month stay out of the denominator. Monthly growth = (new minus ended) / active at start. Compare with the same month last year to remove year-end and back-to-school seasonality.

To check the portfolio, use the receipts: a lease active in the month has a rent receipt due in the month with a value above zero (in Msys, the rent event in receivables). Keep the last receipt per lease. An active lease without a receipt, or a receipt on an ended lease, goes to review.

Monthly management fee = rent x the contract's management percentage. The contract fee (brokerage at signing) is one-off revenue and stays separate. Rent under management (VGL) = sum of rent of leases active at month end. Average rent = VGL / active leases.

A lease can have several landlords, tenants and guarantors, each with an order. The principal is the one with order 1; keep all of them in an array along with the count. When the lease comes without parties at the root, take the first tenant and first owner from the lease's lists. Link the people to the single customer base by document.

Overdue = unpaid bill with a due date before today. For the cash forecast, use a window of 30 days back and 90 forward: total, paid, open and overdue amount per lease. A delinquent tenant is one with at least one overdue bill.

Dates arrive as dd/mm/yyyy, sometimes empty, '-' or 'null'; values with a decimal comma. Convert in the first layer: text shorter than 8 characters becomes null, comma becomes dot, and the result is typed. Never compare dates as text.

Exit penalty grace period, index and date of the next rent adjustment and type of rental guarantee come from the contract. Internal rules, such as waiving the penalty after 12 months, live in a named constant with a comment saying they are the brokerage's policy, not law.