Payments Tab Tasks Start New Payment Batch from File
This task is used to create a tenant payment batch from a file. This is a file that is produced from a bank lock box, a check scanner or other application that you use to deposit funds received into your bank. Import Types are created from documentation you provide from your lock box setup or check scanner software. A report usually can be run from your check scanning software which will provide a copy of the CSV file format. If you are unsure how to run the report to get the file format, please contact your bank. The only requirement is that each detail payment row has Property Manager’s Household ID (HHID), which can be up to 10 characters. That way, Property Manager will be able to identify the household each payment is to be created for. For Import Types that include the payment or deposit or processed date, this date will be the Payment Batch Date (effective date) for the Payment Batch created. If you don't see an Import Type that works with your file, contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 to have a new Import Type created.
Imports Types have already been defined for a:
Standard Lockbox - to be used when you don't have an existing Lockbox relationship with a bank. This standard format can be used along with the rent coupons you can print from Property Manager to setup a new lockbox with your bank.
BB&T Import - works with BB&T Onsite Deposit check scanner application
Hampshire First Bank - works with their check scanner application
TD Bank Import - works with TD Bank Digital Express check scanner application
A report usually can be run from your check scanning software which will provide a copy of the CSV file format. If you are unsure how to run the report to get the file format, please contact your bank.
A merge field is available under System Administration > Maintain Documents to support a scan line that can be included on your Rental Coupons, for example. The scan line is also displayed on the Rent Bill Report (Reports). The «scan_line» merge field utilizes the OCR A font (OCTA.tff) which is installed to your computer with Property Manager. This scan line can be scanned by your lockbox provider when a tenant makes payment to the lockbox. The scan line contains the household's Household ID, Unit ID, Total Payment Amount Due, the Due Date, and a Check Digit. If your lockbox service needs a different scan line, that scan line can be set at System Administration > Accounting Setup - Payment Batch Types. With the FirstBanksHOA Scanline selected as the Scan Line Type, you can use the Post Batch to Deposited parameter at System Administration > Accounting Setup - Payment Batch Types to set the Print Bill Identifier that will be put in the first 11 characters of the Scanline for the FirstBanksHOA Scanline.
With the Import Type defined, creating a payment batch is started by importing the file. The task will attempt to apply payments to existing open items, and any money that can’t be applied will create unapplied payments. Before completing the task, you have the ability to go through each unapplied payment and apply them manually. Since this imported file represents a deposit that has already occurred at the bank, you will not be able to delete checks from the batch, change the check number, change the amount checks are written for, or add new checks to the payment batch.
Payments for households currently in the Eviction Process (household has been Sent a Notice to Quit from the Occupancy and Compliance Detail > Legal tab or the Household Detail > Legal tab) will be left as unapplied payments and not applied to rent.
When an error occurs while importing a file, you will receive detailed messages as to why one or more payments in the import file failed to load. I.e. - Household ID for a payment row is missing, Household ID for a payment row doesn't exist in Property Manager, Apt Nbr in transmission file doesn't correspond to an Apt Nbr in Property Manager, etc.
Import Type has been defined for file you are attempting to import.
Each detail row in the import file has a valid Household ID (HHID).
Accounting Detail Payments Tab Tasks Start New Payment Batch from File
Select the Import Type from the drop down list for the file you are importing.
This list can be narrowed down to only those Import Types used by your organization at System Administration > Accounting Setup - Payment Batch Types.
If you don't see an Import Type that works with your file, contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 to have a new Import Type created.
Click on the Find File 
button to browse to where the file you are importing is saved.
After selecting the file to be imported, review the details of the file listed in the bottom half of the window, and then click Next to import the file.
When an error occurs while importing a file, you will receive detailed messages as to why one or more payments in the import file failed to load. I.e. - Household ID for a payment row is missing, Household ID for a payment row doesn't exist in Property Manager, Apt Nbr in transmission file doesn't correspond to an Apt Nbr in Property Manager, etc.
Review the Payment Batch Detail (i.e.- Batch ID, Batch Date, etc.) and then click Next to review the payment batch.
You will not be able to change the amount of any payment or delete any payment included in the payment batch, but you can allocate an Unapplied Payment or reallocate a payment that has been applied to wrong open item.
By default the system will automatically apply a payment amount to the oldest Rent balances that are due. The system will then select any other receivables created from a Scheduled Miscellaneous charge type. This is the same order that the nightly cycle uses to apply unapplied payments and prepaids to billings at the beginning of each month, except that concessions are applied before unapplied payments and prepaids are considered.
Click the Allocate Pmt button to change how the selected payment in the batch is allocated.
Check and uncheck the boxes in the Pay? column next to the receivables you want to pay according to your company's policies and procedures.
To apply a partial amount to any receivable due, you may enter an amount less than the Remaining due for that receivable in the Pmt Amt column
You may add a new receivable charge from within the payment batch by clicking the Add link on the right side of the screen in the Open Items title bar.
To delete an existing unapplied payment, unapplied deposit, or prepaid amount, click the Delete link on the right side of the screen in the Unapplied or Prepaid Items title bar. Once you have deleted the credit, you can apply it to an existing or new open item.
To add an unapplied payment, unapplied deposit or prepaid amount, click the Add link on the right side of the screen in the Unapplied or Prepaid Items title bar.
When you are satisfied the payment is applied correctly and the Credit field is $0.00 click Next to go back to the Review Payment Batch step of the task.
Repeat Step 5 above until each payment in the payment batch has been allocated correctly, then click Next.
The Process Payment Batch step will display pre-processing messages about the payment batch and will indicate if the batch is ready to be processed, or if there are errors that need to be corrected.
Warnings are informational only and will not stop you from processing the payment batch.
Errors will display the Household Name, Household ID, Receivable Type, Amount and Due Date making it easy to identify the problem payment(s) in the batch.
If there are errors click Prev to return to the Review Payment Batch step and make corrections. If the batch is ready to be processed, click Next.
If you encounter an error in the pre-processing messages and you are unable to determine how to correct the error please contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 for assistance.
A pop-up window will appear stating the payment batch is ready to be processed. Do you want to process this payment batch now?
Click Yes, No or Cancel.
If you click Yes:
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.
Select any reports you want to print by checking the box next to the document name.
Specify the number of copies you want for each report.
You can preview the reports by clicking the Preview icon next to the document name.
Under Additional Information Needed, specify the Sort by for each report selected.
Sort by Last Name, Apt Nbr, or Check/Money Order Nbr
Click Finished to print the reports.
The payment batch has now been processed and will appear in the Batch History view.
If you click No:
You will be brought to the Print Options tab where there will be no reports available to print.
Click Finished.
The payment batch will remain in pending payment batches. You can process the batch at a later time using the Continue Processing Selected Batch task or the Delete Selected Batch task if you are not going to process it.
If you click Cancel:
You will be brought back to the pre-processing messages screen where you can click Prev to go back and edit the batch.
If any of the households are in the Eviction Process for non-payment of rent and a payment is being applied against their outstanding rent, select the Legal Resolution for each household listed. This will create a legal transaction on each household's Household Detail > Legal tab indicating that their eviction has been resolved.
If no Legal Resolution is selected, then the household will remain in the legal process.
Q. How do I correct a payment once the batch is posted?
A. See Adjust Posted Payment, Reverse Selected Event, or Record NSF for Selected Payment for the most appropriate way to correct your payment.
