Select this option to process a subsidy payment batch for a HAP Request that you transmitted through Property Manager.
It is recommended that you reconcile all HAP Requests in Property Manager. If the payment you received does not match the amount you requested you must reconcile the HAP Request in Property Manager before you can process the payment. The Reconcile Selected HAP Request task will allow you to make the necessary revisions to your HAP Request that have been made by HUD/Contract Administrator after your initial submission, so you will be able to post your payment.
Select HAP Request
In the HAP Request Search Criteria select the HAP Date and Contract from the drop-down lists for the payment you are processing.
Click Refresh.
Click the box in the Select column for the HAP Request payment you are processing.
Click Next.
If you select a HAP Request that has not been reconciled you will receive the following message:
Payment Batch Detail
Batch Date and Batch Type will be pre-filled with the information you entered on the Start Payment Batch screen.
Batch Owner and Batch Description will default to the information you entered on the Start Payment Batch screen, however you can change them here.
HAP Request ID, Contract, and Due Date will be pre-filled by the system based on the HAP Request you selected.
Transaction ID: This is a unique ID for the payment batch. This field is optional and you may enter information such as the agency's name and month of payment, as this will display in the Notes column in the payment event in each household's event history.
Payment Method: Select the payment method from the drop-down list.
The list of available methods can be defined at System Administration > Accounting Setup - Payment Batch Types, allowing you to limit the choices a user will have when creating this type of Payment Batch.
Check/EFT/Money Order/Payment Nbr: Enter the appropriate number. Based on the payment method you selected this field will be labeled accordingly. If you selected Check, EFT, or Money Order this field is required. If you selected Cash or ACH this field is optional.
Approved Subsidy Request: Enter the amount you received for the HAP Request. Because Property Manager stores the subsidy requested for each unit on a HAP Request, the Process Payment wizard ensures that the check you receive matches the HAP Request. If you enter an amount in this field that does not match the HAP submitted, you will see the error message below:
Shortfall Released (Withheld): There may be situations in which HUD does not pay the full amount of the HAP Request, but did not hold payment on a specific household. Enter any amount that was previously held by HUD/Contract Administrator, that has now been released in this HAP payment, or any amount being withheld from this HAP Request. Enter a withheld amount as a negative number.
When the payment batch has been posted with an amount withheld, a Shortfall subsidy open item will be recorded for the contract, that will appear on A/R reports, and in the Accounting Detail > Subsidy Activity Tab. When the withheld amount is paid by HUD, and the positive amount is recorded in the payment batch, the open item that was created will be relieved.
Other Received (Owed): Enter any other amount received or owed. Enter an owed amount as a negative number.
Loan Payments (Owed): Enter the total of any loan/mortgage payment deducted from the payment as a negative number.
Principal (Owed): This is a system generated field that will display the amount you entered in step 13 for loan payments owed, and if you enter an amount in step 15 for interest owed, will calculate the principal by deducting the interest amount from the loan payment total.
Interest (Owed): Enter any interest amount included in the loan payment amount in step 13 as a negative number.
Net Received (Owed): This is a system generated field that will calculate the net received from or owed to the agency. This should be the amount of the payment.
When the net amount of the payment batch goes negative, there is a net amount owed to HUD, the offset (credit to) of the payment batch will be to the GL Account assigned as the Refund Account. Otherwise the offset will be a debit to the GL Account assigned as the Cash Account.
Click Next.
A pop-up message will appear stating "The system will automatically generate this payment batch based on the selected HAP Request. Click OK to continue processing and create the default batch. Click CANCEL to return to the batch detail."
Review Payment Batch
Verify the amounts on the left and right columns in the upper right corner of the screen match, then click Next.
Process Payment Batch
This screen displays 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 a 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.
Click Next.
If you encounter an error in the pre-processing messages and are unable to correct it 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.
Set the Sort By parameter for each selected report to specify how you want that report sorted.. Reports can be sorted by Last Name, Apt. Number or Check/Money Order Nbr.
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.
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 finish processing the batch at a later time using the Continue Processing Selected Batch task or delete the batch 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.
Back to Start New Payment Batch
Continue Processing Selected Batch
Reconcile Selected HAP Request