Continue Processing Selected BatchSelect this option to process a Non-HAP subsidy payment batch for 3rd party vouchers, those that move with the tenant.
Each agency that provides 3rd party vouchers must be set-up as a voucher source in Property Manager>System Administration>Maintain Lookup Tables>Vouchers, and these voucher sources must be selected at the household level when adding a voucher. You may use a generically named source (i.e. HUD Voucher), however, when starting a payment batch all households with a balance for that voucher source will be displayed, not just the households that may be included on the check you are posting.
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.
Subsidy Source: Select the subsidy source (agency) from the drop-down list.
Community: Select the community from the drop-down list. Only active communities will appear in the drop-down list.
Voucher/Due Date: Enter the due date for this subsidy payment or click the drop-down arrow and select a date from the calendar. (i.e. if this payment is for the October 2006 subsidy then the due date is 10/01/2006.) On the next screen "Review Payment Batch" all outstanding balances from that date prior for the subsidy source you selected will be listed.
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 Nbr: Enter the appropriate number. If you selected Check, EFT, or Money Order as the payment method this field is required and will be labeled according to the method you selected. If you selected Cash or ACH this field will not appear.
Total Amount: Enter the total amount of subsidy received from the agency.
This amount can be zero to be able to receive a zero dollar batch to record the monthly payment even if it nets to zero for 2 (or more) different households
Applied to Mortgage/Debt: This field is used to record any shortfall in the Subsidy Payment that should not be applied to any particular household. Any amount here will use the Subsidy Shortfall charge type (System Administration > Accounting Setup - Charge Type Setup) to record the community level receivable for the shortfall.
Net Amount: This is a system generated field that will subtract any deduction for mortgage/debt from the total subsidy to calculate the net amount of the payment - the amount that actually went into the bank.
Click Next.
A pop-up message will appear asking if you would like the system to automatically generate this payment batch based on the charge due date, with an explanation of your choices. Click Yes or No. Click Cancel if you need to edit the information on the current screen before proceeding.
Review Payment Batch
This screen will list proposed payments for households in the community you selected that have an outstanding balance or credit for the subsidy source you selected. Check and/or uncheck the boxes in the Pay? column as appropriate for the amounts you received and/or owe.
You can adjust the Pmt Amt field if you received less than the amount due. You cannot change the amount to be less than $0.00 or more than the amount due.
If there are any additional amounts received or deducted you can click the Add button on the right of the Proposed Payments title bar to add unapplied subsidy amounts.
When receiving an Unapplied Subsidy Payment for an Outside Voucher, the credit will go against the GL Account for the Liability Account assignment for the Outside Voucher set at System Administration > Maintain Lookup Tables - Vouchers, instead of the GL Account assignment for Unapplied Subsidy set at System Administration > Accounting Setup - Charge Type Setup. In this way, the credit for the Unapplied Subsidy will be defined separately for the Outside Voucher than it is for Unapplied Subsidy defined for other funding program sources. The GL Account assignment for the Liability Account for the Outside Voucher will default to the same as the Receivable Account assignment. Also, note that when an unapplied subsidy is created for an outside voucher, the resulting open item will have the same description as open item from a billing of the outside voucher, and not be described as ”r;Unapplied Subsidy”.
When the Total Subsidy Amount and Allocated Amount match and you are satisfied the payment batch is correct click Next.
Process Payment Batch
This screen 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 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.
If there are errors click Prev to go back to the Review Payment Batch screen to 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 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.
A data source is available for “Data for Payment Batch Detail”. This data source provides merge fields to be able to produce a deposit slip from this task when a Deposit Slip merge document has been added to the Processed Payment Batch Document Group at System Administration > Maintain Documents.
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