How to Prepare Employee Rent Concession Journals in RealPage
Employee rent concessions reduce rent for staff who live on site, and accounting has to record them in the concession GL account each month. In RealPage that means confirming the concession activity in the General Ledger and in transaction detail, then preparing a General Journal entry with matching debit and credit lines.
If concessions are miscoded or left unmatched, property income and intercompany balances drift. This guide covers the part of the routine shown in the recording: the GL report on the concession account, the Transaction Detail by Code export, building balanced journals and leaving unmapped items visible for review. Posting, attachments and notifications are not shown and are not covered step by step here.
- Who does itProperty accountant or staff accountant
- How oftenMonthly (August 2026 period shown)
- Steps9 steps · 3 systems
Watch the full workflow
every click in this recording is an AI agent — no one is touching the keyboard.
In the recording, an AI agent runs the RealPage General Ledger Report for August 2026 on concession account 1200.9642 and drills into a source transaction of -1,593.00 dated 08/01/2026 (resident and unit protected). It prepares a General Journal entry 'Employee Rent Concessions' dated 08/31/2026 with a $1,593 debit and credit. It then generates the Transaction Detail by Code (Excel) report with only category PR selected; of 15 source rows, 14 map to request lines totalling $5,365 and one $1,771 code has no mapping. It enters the 14 mapped lines as a balanced $5,365 journal and leaves the $1,771 item open for accounting review. The recording is short and stops before posting.
- 0:07Run the General Ledger report on the concession account
- 0:10Review the supporting transaction
- 0:16Create the journal header
- 0:22Enter matching debit and credit lines
- 0:46Generate the PR transaction detail export
- 1:01Map each PR row to a check-request line
- 1:07Enter the mapped check-request lines
- 1:58Confirm the journal balances
- 2:07Hand off for accounting review
Systems involved
You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.
- RealPage Accounting – General LedgerGeneral Ledger Report on account 1200.9642, Journal Transactions drill-down and Journal Entries screen
- RealPage OneSite reportingTransaction Detail by Code (Excel) report filtered to transaction category PR
- ExcelPR transaction detail export (15 source rows, fiscal period 082026) used to map request lines
What you start with
- General Ledger Report for concession account 1200.9642, August 2026
- Journal transaction detail for the source concession item
- Transaction Detail by Code (Excel) export for transaction category PR
What you end with
- Balanced concession journal: $1,593 debit / $1,593 credit
- Balanced check-request journal with 14 mapped lines: $5,365 / $5,365
- Open exception: one $1,771 PR code with no mapping configured
The workflow at a glance
Action Decision Human review Select a step to jump to how it's done.
- 01 Action · RealPage Accounting – General Ledger Run the General Ledger report on the concession account
- 02 · Human review · RealPage Accounting – General Ledger Review the supporting transaction
- 03 Action · RealPage Accounting – Journal Entries Create the journal header
- 04 Action · RealPage Accounting – Journal Entries Enter matching debit and credit lines
- 05 Action · RealPage OneSite reporting Generate the PR transaction detail export
- 06 Decision · Excel export Map each PR row to a check-request line Yes Enter the row as a check-request journal line. No Leave it out of the journal and keep it as a visible exception for accounting.
- 07 Action · RealPage Accounting – Journal Entries Enter the mapped check-request lines
- 08 · Human review · RealPage Accounting – Journal Entries Confirm the journal balances
- 09 · Human review · RealPage Accounting Hand off for accounting review
Step-by-step: how to do it
-
Action · RealPage Accounting – General Ledger · 0:07 in the video
Run the General Ledger report on the concession account
Open the General Ledger Report, enter the start and end dates of the month and an as-of date, and set the account range from and to the concession account. Click View to list the month's activity on that account.
In the video- Start
- 08/01/2026
- End
- 08/31/2026
- As of
- 08/24/2026
- Account range
- 1200.9642 to 1200.9642
-
Human review · RealPage Accounting – General Ledger · 0:10 in the video
Review the supporting transaction
Drill into Journal Transactions for the concession line and check the resident, unit, transaction date and amount against what you expect for the month. Do not copy resident identifiers into notes or email.
In the videoJournal Transactions: resident and unit protected.
- Txn Date
- 08/01/2026
- Amount
- -1,593.00
-
Action · RealPage Accounting – Journal Entries · 0:16 in the video
Create the journal header
Start a new journal entry, choose the General Journal, set the posting date to the last day of the month and enter a clear description and a reference that ties back to the request.
In the video- Journal
- GJ--General Journal
- Posting date
- 08/31/2026
- Description
- Employee Rent Concessions
- Reference
- initials and date 09/24/2026
-
Action · RealPage Accounting – Journal Entries · 0:22 in the video
Enter matching debit and credit lines
Add a credit line and a debit line for the same amount on the concession account and the correct property location, with the memo 'Employee Rent Concessions'. Confirm the debit and credit totals at the bottom of the entry match.
In the videoEntry on 1200.9642--Intercompany Rent Concession.
- Credit
- 1,593.00
- Debit
- 1,593.00
- Totals
- 1,593.00 / 1,593.00
-
Action · RealPage OneSite reporting · 0:46 in the video
Generate the PR transaction detail export
Open Transaction Detail by Code (Excel) under the Accounts Receivable / Management reports and choose Generate Now in Excel format. Select the property, Report Type Details + Summary, turn on Include without Activity, choose Transactions by Transaction Categories and check only PR, then Generate.
In the video- Period
- Previous AR Period
- Subproperty
- ALL
- Subjournal
- ALL
- Category
- only PR checked
- Message
- Your report request is being processed
-
Decision · Excel export · 1:01 in the video
Map each PR row to a check-request line
Go through the export row by row and match each PR code to its configured request mapping. Mapped rows go into the journal; any code without a mapping is listed separately rather than guessed.
- If yes Enter the row as a check-request journal line.
- If no Leave it out of the journal and keep it as a visible exception for accounting.
In the video15 PR source rows for fiscal period 082026.
- Mapped
- Rows
- 14
- Total
- $5,365
- Unmapped code
- Rows
- 1
- Total
- $1,771
-
Action · RealPage Accounting – Journal Entries · 1:07 in the video
Enter the mapped check-request lines
In a new General Journal dated at month end with the same description, enter one debit and one credit per mapped row on the concession account, with the property location and a document reference for each. Work line by line and tick each row off the export as you go.
In the video14 request lines on 1200.9642--Intercompany Rent Concession.
- Amounts include
- 1,593.00, 305.00, 268.00, 269.00, 404.00, 333.00, 300.00, 39.00 and 555.00
-
Human review · RealPage Accounting – Journal Entries · 1:58 in the video
Confirm the journal balances
Check that total debits equal total credits and that the total equals the sum of the mapped rows in the export. Fix any line before handing the entry on.
In the videoMapped PR lines balance: $5,365 debit and $5,365 credit
-
Human review · RealPage Accounting · 2:07 in the video
Hand off for accounting review
Summarize both journals and any open exception so the accounting reviewer can approve before posting. Name the unmapped code and amount so the mapping can be set up or the item handled manually.
In the video- Concession detail Balanced pair
- Amount
- $1,593
- PR request lines
- Amount
- $5,365
- Rows
- 14
- Open exception No mapping configured
- Amount
- $1,771
-
Rules, exceptions and controls
Rules to follow
- Concessions are recorded to the concession account (1200.9642 Intercompany Rent Concession in the recording) for the reporting month.
- Journals use the General Journal with a month-end posting date (08/31/2026 in the recording).
- Only transaction category PR is selected for the check-request export.
- Codes without a configured mapping are not entered; they stay visible for review.
- Resident and unit identifiers stay protected in reports and notes.
When something doesn't match
- A PR code with no mapping configured ($1,771 in the recording) — left out of the journal and reported for accounting review.
- Unapproved or undocumented concessions — refused and reported to the manager rather than recorded.
- Journal out of balance — lines corrected before the entry goes for review.
Controls and audit trail
- Supporting transaction detail reviewed before any journal is prepared.
- Debits equal credits on every journal ($1,593 and $5,365 in the recording).
- Each journal line traced to a source row in the PR export.
- Accounting review of both journals and open exceptions before posting.
Practitioner tips
- Make sure concession credits total exactly the approved concession; a difference usually means a missing or duplicate line.
- Run the transaction detail with only the PR category checked so other charge codes do not slip into the mapping.
- Keep unmapped codes in a visible list instead of forcing them onto the nearest account; set up the mapping once and next month runs clean.
- Use a reference that ties each journal back to its request so a reviewer can find the support quickly.
About this recording
In the recording, the agent ran the GL and transaction detail reports, prepared two balanced concession journals ($1,593 and $5,365) and flagged one $1,771 unmapped code for review; posting and notifications are not shown.
Documented the way you'd train a new hire — and the same way an agent learns it.
Frequently asked questions
How do you record employee rent concessions in RealPage?
Confirm the month's concession activity with the General Ledger Report and transaction detail, then create a General Journal entry dated at month end with matching debit and credit lines on the concession account and property, described as employee rent concessions.
What report shows concession transactions by code in RealPage?
Transaction Detail by Code (Excel), under the Accounts Receivable / Management reports, can be limited to one transaction category such as PR to list every transaction for the period.
What if a concession code has no mapping?
Leave it out of the journal and report it as an exception so accounting can configure the mapping or handle it manually.
Which posting date should a monthly concession journal use?
The last day of the reporting month, so the concession lands in the same period as the rent it offsets (08/31/2026 for August in the recording).
Can an AI agent do employee rent concession posting in RealPage?
Yes. As shown in the video, the agent works the same RealPage report and journal screens a person does, builds balanced journals and leaves unmapped items for accounting to review. The recording stops before posting.