General Ledger Comparison

The general ledger comparison lets you compare all of your actual spend by importing your accounting records and then having them compared with all of your contracts.


Prerequisites

  1. Contact your account manager if this feature is not yet enabled for you. (visible in the screenshot below)
  2. You need to tell Pivott which GL accounts to audit by setting the Organization GL Accounts. (instructions)
  3. One of the following must have a GL Account: A vendor, a contract, or a spend entry. (instructions)

  • Accepted file types: XLS or XLSX.
  • Max file size: 500kb.
  • Only accrual basis of accounting is supported.
  • Contact support if you have a format other than Yardi GL.

Add Your General Ledger

Visit the "Spend" tab of any property and click "Compare to GL" to get started.

Yardi Format Requirements

  • T12 or similar format is the default expected, but any date range is acceptable
  • Account number must match your Organization GL Account Numbers.  (names are ignored)
  • Only the total columns are considered for calculation
  • The header must correctly state the date range

Amortization Calculations

Pivott will amortize your contracts evenly to match the period of the financial statements that you upload.

Examples:

  • A Landscaping contract is in Pivott for $500/month starting January 1, 2030 and ongoing.
    • You upload financial statements for the fiscal year of July 1 2030 to June 30 2031 with a total of $4000.
    • Pivott will calculate the annual contract value as $6000 and give you a warning that it exceeds your financial statements by $2,000.
  • A elevator contract is in Pivott for $7,700 annually, starting January 1, 2030 and ending Dec 31 2030.
    • You upload financial statements for the fiscal year of July 1 2030 to June 30 2031 with a total of $7700.
    • You contract and your financial statement do not have matching dates, so only half of the contract value will appear in the comparison.

Troubleshooting

Common Mistakes or Trouble:

  • Date-mismatches are the most common problem.
  • If you organization-wide general ledger account numbers are not set, then the comparison will be empty.
  • If a GL Account Number is added to a Spend entry, it will supersede any other GL Account Numbers.
  • If a GL Account Number is added to a Contract entry, it will supersede any GL Account Number on the Vendor.
  • If the Spend or Contract don't have a GL Account Number, then they will inherit from the Vendor.
    • If you landscaping vendor does your snow removal, then the snow removal contract needs a unique GL Account Number so that it doesn't get attributed to lawn-mowing.
  • If a Spend is marked as a "flat-fee" then no amortization calculations are performed.
  • If a Spend is marked as performance-based, such as "per hour" or "per lease" then it will NOT appear in audit at all.

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