Cash Flow Voids (CFVs) — Standard Operating Procedure

The Cash Flow Voids (CFVs) tab automatically detects tenancies where expected rent has not been received. It compares each tenancy's rent due day against reconciled bank transactions that are directly linked to that tenancy in Airtable.

There is no separate CFV table in Airtable. CFVs are derived in real time from the Tenancies table and Transactions table every time the tab loads or the dashboard refreshes.

1. Open the Leadership Dashboard at app.operationsdirector.co.uk/
2. Enter your Airtable Personal Access Token (PAT) if prompted. Your PAT must have scopes: data.records:read, data.records:write, data.recordComments:read and data.recordComments:write. The write scope is what lets the tab save its audit comments — including the dismissal tag it later reads back.
3. Open Leadership Dashboard in the sidebar, then click the Cash Flow Voids button in the bar of buttons across the top of the dashboard. There is no separate Cash Flow Voids item in the sidebar.
4. The CFV tab loads automatically — detection runs each time you switch to this tab or when the dashboard refreshes.

Five KPI cards appear at the top of the CFV tab, providing an at-a-glance summary:

The detectCFVs() function runs each time the CFV tab renders. It processes every tenancy record and follows two paths:

Path A — Existing CFV / CFV Actioned Tenancies

1. Run the payment check (described below) on the tenancy.
2. If the current rent cycle has been paid: add the tenancy to the auto-return queue (see Section 6). It will be returned to In Payment automatically.
3. If the cycle has not been paid: display the tenancy in the CFV table with its current status.
4. For CFV Actioned tenancies: if this month’s due day has passed by 2 days or more (CFV_TOLERANCE_DAYS), mark as re-flagged (see Section 10). This is the only place a plain days-since-due count is still used.

Path B — “In Payment” Tenancies (New CFV Detection)

1. Skip if tenant status is not Active or monthly rent is zero or less.
2. Run the payment check (described below).
3. If the cycle has been paid: not a CFV — skip.
4. If the cycle has not been paid: flag as a Potential CFV for your review.

The Payment Check — used by both paths

1. No payment history at all? If not one reconciled transaction is linked to the tenancy, it counts as unpaid straight away, whatever the dates say. This is why a brand-new tenancy flags immediately.
2. Otherwise, find the most recent reconciled payment linked to the tenancy.
3. Work out which cycle has to be paid by now. If this month’s due day passed 2 or more days ago, it is this month’s cycle. If not, it is last month’s.
4. That cycle counts as paid when the most recent payment is dated on or after 5 days before its due day. The 5 days cover standing orders that land early over a weekend or bank holiday.
5. Paid means not a CFV. Not paid means the tenancy is in arrears and is flagged.

CFV tenancies move through these statuses. The Payment Status field (tenPayStatus) on the Tenancies table in Airtable is the source of truth.

When the payment check (Section 4) finds that a tenancy currently in CFV or CFV Actioned status has cleared its current rent cycle, it automatically:

1. Sets a local flag (cfv_{id}_returned) to prevent the tenancy from re-appearing before Airtable syncs.
2. Sends a PATCH request to Airtable to update the tenancy’s Payment Status to In Payment.
3. Clears all chase tracking data from localStorage (chase start date, return dismissal, and the dead legacy start-date key — see Section 15).
4. Updates the local data array so the dashboard reflects the change immediately.
5. Adds an audit comment to the Airtable tenancy record: “Auto-returned to In Payment — reconciled transaction linked to this tenancy detected for [Month Year].”
6. Re-renders the CFV tab and updates the sidebar badges.

When this runs

Not only on the CFV tab. Auto-return is a side effect of CFV detection, and detection runs on four paths — every one of them can write to Airtable:

• Every dashboard load or refresh. The sidebar badge count runs detection, so opening the dashboard on any tab can auto-return a tenancy without you ever visiting the CFV tab. It happens twice on a cold load: once on the cached render, once when the fresh Airtable data lands.
• Opening or re-rendering the CFV tab.
• After a reconciliation. The badge refresh runs the moment a transaction is reconciled, which is usually what makes the payment findable in the first place.
• When the AI assistant gathers CFV context while the CFV tab is open.

The CFV table displays all detected cash flow voids, sorted by status (Potential first, then CFV, then CFV Actioned) and then by due day.

Days overdue is worked out live from the last rent payment actually received for that tenancy. Nothing is stored on your computer, so the number is the same on every device.

1. Find the most recent reconciled transaction linked to the tenancy. That is the last payment.
2. Add 5 days to that payment date (CFV_EARLY_PAY_DAYS = 5). A tenant who pays up to five days early has still paid that month, and without this the payment would be credited to the wrong cycle.
3. The cycle that payment covered is the latest rent due day on or before that adjusted date. The next due day after it is the one now outstanding.
4. Days overdue = today minus that outstanding due day, minimum 0.
5. If the tenancy has no payment history at all, the count runs from the most recent due day that has already passed — this month’s if it has been and gone, otherwise last month’s.

Each row in the CFV table shows different action buttons depending on the tenancy’s current status. Every status-changing action shows a confirmation dialog before proceeding.

When status is: Potential CFV

When status is: CFV

When status is: CFV Actioned

When status is: Re-flagged (CFV Actioned + overdue)

Each CFV is assigned a chase stage based on how many days have passed since the chase was initiated. Chase stages never trigger automated communications.

A CFV Actioned tenancy can be automatically re-flagged if the next month’s due date passes without payment. The system checks:

1. Is the tenancy currently CFV Actioned?
2. Has the due day for the current month already passed?
3. Have at least 2 days (CFV_TOLERANCE_DAYS) elapsed since the due day?
4. Has the user previously dismissed this re-flag? (Check cfv_reflag_dismissed_{id} in localStorage.)

If all conditions are met and the re-flag hasn’t been dismissed, the row shows a “Re-flagged ⚠” badge in amber/warning style, along with “Confirm CFV” and “Dismiss” buttons.

Every CFV action creates an audit comment on the Airtable tenancy record via the Comments API. You can also view and add comments manually.

Automatic Comments

The following actions automatically add a comment to the tenancy record:

• Confirming a potential as CFV: “Confirmed as CFV from Leadership Dashboard.”
• Dismissing a potential: “[CFV-DISMISSED:YYYY-MM-DD] Dismissed as not a CFV from Leadership Dashboard. Payment confirmed via other means.” The date tag is what the dashboard reads back — do not edit or delete these comments.
• Marking as CFV Actioned: “Status changed to CFV Actioned from Leadership Dashboard.”
• Returning to In Payment: “Returned to In Payment from Leadership Dashboard. Payment confirmed.”
• Moving back to CFV: “Moved back to CFV from CFV Actioned via Leadership Dashboard.”
• Re-flagging: “Re-flagged as CFV — payment not received on next due date.”
• Auto-return: “Auto-returned to In Payment — reconciled transaction linked to this tenancy detected for [Month Year].”

Dismissals are restored from these comments

When the CFV tab loads on a computer that has no record of a dismissal — a different device, a new browser, or after clearing browser data — it reads the tenancy’s Airtable comments and looks for the newest [CFV-DISMISSED:YYYY-MM-DD] tag. Older dismissals made before the tag existed are still recognised by their wording. If that dismissal has not yet reached the next rent due day plus the 2-day tolerance, the tenancy stays hidden and the dismissal is saved locally again.

Viewing Comments

1. Click the 💬 Comments button on any CFV or CFV Actioned row.
2. A comments panel appears below the table, showing the tenant’s name and reference.
3. All comments are loaded from Airtable (with pagination for long histories).
4. Each comment shows the date/time, author name/email, and the comment text.
5. Click Close to dismiss the panel.

Adding a Manual Comment

1. Open the comments panel for the tenancy.
2. Type your note in the textarea at the bottom.
3. Click Add Comment. The comment is posted to Airtable and the panel refreshes.

The badges sit on the Leadership Dashboard item in the sidebar (there is no Cash Flow Voids item of its own). They update every time the dashboard loads or the CFV tab renders:

Badges are hidden when their count is zero. Dismissed potential CFVs are excluded from the red badge count.

Below the CFV table the same tab renders a second block called Rent Statements. It is a different feature with a different job: the CFV table asks “did this month’s rent arrive?”, Rent Statements asks “how much does this tenant owe in total?”

Each row shows the tenant and unit, the tenancy type, the monthly rent, the running balance, how many days of rent that balance represents, and whether the arrears have reached the Section 8 threshold.

This block writes to Airtable

Click a row to expand it and you see every payment attached to that tenancy, each with five dropdowns: Category, Sub-Category, Tenancy, Unit and Property.

The Cash Flow Voids tab stores tracking data in your browser’s localStorage. These persist across sessions but are specific to the browser/device.