General Information Tab Select the To-Do List Refund Utility Reimbursement Activity Select the community from the context bar drop-down list Tasks Refund Utility Reimbursements
This task is used to clear the utility reimbursement open items from the household Receivables tab of negative renters.
This task will create a pending General Ledger entry to debit the A/R account and credit Tenant Refund Payable, but will not actually cut checks to the individuals, you will still need to do that in your accounting software.
Bostonpost Financials, MRI Web Service and QuickBooks customers can enable this process to create Tenant A/P Invoices directly to your accounts payable system. When the Tenant Payable Interface is enabled at System Administration > Accounting Setup - Export Information Setup, no GL Entries are created directly. Instead an Accounts Payable Invoice is created and loaded to your accounts payable application.
The Utility Reimbursements charge type must be set up with all appropriate GL accounts.
Accounting Detail General Information Tab Select the To-Do List Refund Utility Reimbursement Activity Select the community from the context bar drop-down list Tasks Refund Utility Reimbursements
or
Accounting Detail Disbursement Tab Tasks Refund Utility Reimbursements
Enter the Effective Date for the refund - this will be the effective date of the GL entry that is created as well as the event date for the Refund Credit events in Event History in each of the households.
Use the Select All and Deselect All links to make selections on which Utility Reimbursements to refund. You can also select and deselect each row individual by clicking the check box at the beginning of each row.
Tick marks will indicate if any of the listed households also owe back Utility Reimbursement amounts or if a move-out is pending that may adjust the refund amount.
If you are a Bostonpost Financials, MRI (using the MRI Web Services export type) and QuickBooks Customer and have enabled the Auto Create AP Vendors under System Administration > Maintain Lookup Tables - Business Constants, Vendors will be automatically created in Bostonpost Financials Accounts Payable for those vendors
If you are a Bostonpost Financials, MRI (using the MRI Web Services export type) or QuickBooks Customer and have not enabled the Auto Create AP Vendors, you will not be able complete this process until the Tenants have been created as Vendors in your Accounts Payable system and those Vendor IDs have been added to these Households in Property Manager.
Click Next.
An Overall Status window will pop up with a Passed or Failed message.
If it failed you may need to make a correction or contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 for assistance.
If it passed click Close
You will have the option to print a Refund Utility Reimbursement Report. To do this check the box next to the document name and specify the number of copies you want.
You can also use the Select All and Deselect All links to help in making your selections.
Documents included in the "Refund Utility Reimbursements" Document Group (System Administration > Maintain Documents - Maintain Document Groups) will be included in the list of available documents.
Click Finished to send the report to your printer.
Q. What if I refunded an amount for a tenant who should not be a Negative Renter?
A. Highlight the Refund Credit event in the household Receivables tab and choose the Reverse Selected Event task. Then correct the certification on the Transactions Tab so the tenant is no longer a negative renter..
Q. I have a few tenants for which I refunded their Utility Reimbursement individually in the past, with different dates. How do I clear those so I can run this task for the current ones?
A. You can refund those utility reimbursements individually in the household Receivables tab by choosing the Refund Selected Receivable task and entering the correct refund date for each.
Maintain Refund Credit Payment Information
Maintain Export Vendor ID - Accounting Detail > Disbursement Tab