Your Voyager platform should be the main character in your company story. With these low-key genius Yardi Voyager Fit Check tips, you’ll dodge goblin mode like a pro.
A – Account Tree Rebuild
When new GL accounts or segments are added, rebuild the account tree so financial reports include them properly. Skipping this step can leave orphaned accounts and balance sheets, well, out of balance until the tree is updated.
B – Back Up
Before making any major change or update, always back up your databases. Having a recent backup means you can quickly restore the system if an upgrade fails or data gets corrupted. This precaution minimizes downtime and prevents data loss in case something goes wrong.
C – Controlling Access
Give users only the permissions they need for their job functions. Following the least privilege principle reduces the risk of mistakes or unauthorized changes by users in the system.
D – Deleting Empty Batches
This admin task keeps your batch lists tidy by purging empty AP, AR, or GL batches that serve no purpose. Make it routine by creating a stored procedure.
E – Error Logging
Enable application logs and review them frequently. Early detection of errors through log monitoring helps pinpoint issues quickly and prevents small problems from growing larger.
F – Fixing Stuck Workflows
Sometimes an AP invoice gets trapped in workflow limbo. Maybe an approver left or a glitch occurred. Restart or reassign the workflow so it can finally move forward and get posted.
G – General Ledger Rebuild
Schedule regular GL rebuilds, especially after changes like new account setups, segment edits, or structural updates. This ensures reports reflect accurate balances and prevents those mysterious out-of-balance sheets.
H – History & Audit Trails
History or Audit functions can reveal if a user deleted or edited something. It’s an essential tool for admins when you’re chasing down a “Who moved my cheese?” moment.
I – Invalid Segment
Missing or invalid account segments can cause havoc. Make the most of custom validations or stored procedures to identify offending account/segment combos and fix the entries.
J – Just Test It
Try out config changes, workflows, or updates in a test environment first. Catch errors, see impacts, and avoid live disasters. Your future self will thank you.
K – Know Your Config Flags
Each module has hidden gems in its setup screens, like toggles that control proration, fee charging, and late notices. Knowing where they live and what they do saves hours of troubleshooting.
L – Locked Records & Sessions
When someone exits unexpectedly (record is locked by user) or leaves a screen open, use the Clear Record Locks or session management tools to unlock the record and let everyone get back to work.
M – Menus
Review and update menu security settings to ensure users see only the modules and screens they need. Clean, role-appropriate menus reduce confusion for users and strengthen security by hiding unnecessary functionality.
N – Naming Conventions
Apply clear, standard naming conventions for properties, GL accounts, banks, and other records in Voyager. Consistent names make records easier to identify and reduce confusion in reports or when providing support.
O – Open Periods
Only keep the current accounting period (and any necessary periods) open for posting, and close periods once they’re finalized. Restricting open periods prevents accidental back-dated entries and maintains the integrity of prior financials.
P – Property Lists
Power up with Dynamic Property Lists. Group assets by region, ownership, or function to speed up filtering, streamline workflows, and simplify batch processing. In large portfolios, smart property lists help maintain tidy data and ensure users see only what they need — no more, no less.
Q – Queued Reports & Tasks
Voyager often runs heavy reports or processes in a background queue. Sometimes a report can get hung up and neither complete nor fail. Keep an eye on the Task/Report Queue to cancel or restart jobs to keep the queue flowing.
R – Recurring Journals
For any monthly or regular journal entries, use Voyager’s recurring journal entry feature to automate them. This acts as a template that posts on schedule, saving time and ensuring you don’t miss routine postings.
S – Security Audit
Conduct periodic reviews of user roles and security groups. Regular audits of permissions ensure each user’s access is appropriate for their role and help catch any overly broad access that should be tightened.
T – Tasks
Task scheduling is your friend! Have the system do the regular heavy lifting for you behind the scenes. Configure tasks for key processes such as generating work orders, posting charge batches, invoice delivery, and many more.
U – Unposted Transactions
It’s easy for a user to create a batch, such as payables or receipts, and then forget to post it. Run periodic searches for unposted batches and either post or clean them up. It keeps your books clean and your reports truthful.
V – Vendor
Regularly mark old vendor records as inactive if they are no longer needed. Keeping the vendor list clean and current avoids confusion and prevents accidental use of obsolete vendor information in transactions.
W – Workflow Notifications
Set up notifications to alert users and keep those automated approval chains running so work orders get approved, POs get issued, and invoices get paid on time.
X – eXceptional eXchange Rate Management
Use automation to update your exchange rate tables in Voyager to remove inconsistent manual updates and ensure currency translations and consolidated reporting remain accurate.
Y – Year-End
Follow a checklist for year-end procedures such as closing the fiscal year, rolling current-year earnings into retained earnings, and preparing tax forms like 1099s. Handling year-end in a controlled manner ensures your data rolls into the new year correctly and compliance tasks are completed.
Z – Zen Mindset
Stay calm, stay curious. The best Voyager users and administrators know that nearly every issue has a fix — you just need to find the right cause and have a bit of coffee-fueled patience.
With these Yardi Voyager Fit Check tips in your toolkit, you’re well on your way to running a tighter, smarter, and more resilient Voyager environment. If you need help fine-tuning your setup, solving sticky system issues, or planning for future upgrades, the experts at 33Floors are here for it all. Contact us today to get started.
