Add Unapplied or Prepaid Item

If you are receiving a tenant payment and have an amount left to apply but no outstanding receivable to apply it against click the Add button on the right side of the screen in the Unapplied or Prepaid Items title bar.

When you click this button the Unapplied or Prepaid Item screen pops up.

You have three options:

1. Unapplied Amount - This is the default selection.  This will create an Unapplied Payment in the tenant’s household to be used toward future charges using the Apply Credits task, or, if still unapplied at the time of the next billing cycle the system will automatically apply it to the next Rent charge.

• Verify the community, unit, and amount are correct then Click OK.

2. Unapplied Deposit - Select this option if you are receiving a payment for a Security Deposit that has not been billed in the system yet. It will create an Unapplied Payment, on the household's Deposits Tab using the Security Deposits cash account. Often there are different cash accounts for Tenant receipts and Security Deposits, so this will ensure that it is posted to the correct cash account.

• Once the Security Deposit is billed the Apply Credits task on the household's Deposits tab will allow you to apply the unapplied deposit to the Security Deposit billing.

• Verify the community, unit, and amount are correct then click OK.

3. Prepayment - Select this option if you want to assign the payment for application toward a future event that ONLY the system will be able to apply toward the assigned billing event.

Enter the following information:

• Due Date: Enter the date of the future billing event to which you want the payment applied.

• Community and Unit: Verify the community and unit are correct.

• Charge Type:  Only Household's active scheduled receivables will be available to select.  If a household doesn't have any scheduled receivables, then a prepayment can't be created.  Setup an Unapplied Payment instead.

• Amount: Verify the amount is correct.

• Months to Prepay: The default is 1.  If the payment is for multiple months change this to the number of months that are being prepaid.

4. Click OK.

Expected Result:

There will be a row of activity showing the unapplied or prepaid item in the Unapplied or Prepaid section on the lower half of the screen.

Back to Tenant - Cash/Check Payment Batch

Back to Receive Tenant Payment

Back to Continue Processing Selected Batch

Troubleshooting:

I received a payment as Prepaid and now I am trying to apply the credit to an outstanding receivable balance but I do not see the credit.