You will be brought back to the pre-processing messages screen where you can click Prev to go back and edit the batch.Select this option to process an assistance payment batch for a USDA contract.
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 USDA from the drop-down list.
Community: This field will default to <All Authorized Communities>. Select the community from the drop-down list - this will limit your view to tenants in the community who have outstanding USDA receivables. Only active communities will appear in the drop-down list.
Voucher/Due Date: Enter the due date for this assistance payment or click the drop-down arrow and select a date from the calendar. (i.e. if this batch is for the October 2006 payment then the due date is 10/01/2006.) On the next screen "Review Payment Batch" all outstanding balances from that date prior 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/Payment Nbr: Enter the appropriate number. If you selected Check, EFT, or Money Order this field is required and will be labeled according to the method you selected. If you selected Cash or ACH this field is optional.
RA Received (Owed): Enter the total amount of Rental Assistance you received from (positive) or owe to the agency (negative) before any deductions.
Overage Received (Owed): Enter any amount of overage deducted from the payment by the agency as a negative amount.
Other Received (Owed): Enter any other amount you received from (positive) or owe to the agency (negative) that is not assistance, overage, or mortgage.
Loan Payments (Owed): Enter the total of any loan/mortgage payment deducted from the payment as a negative amount.
Principal (Owed): This is a system generated field that will display the amount you entered in step 11 for loan payments owed, and if you enter an amount in step 13 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 11 as a negative amount.
Net Received (Owed): This is a system generated field that will calculate the net received from or owed to the agency. This amount may be negative if the amounts deducted for overage and/or loans are more than the assistance, or if you do not receive assistance and are processing this batch to clear the overage.
When the net amount of the payment batch goes negative, there is a net amount owed to USDA, 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.
If the Net Received is negative (i.e. you did not receive any funds because you owed more than you received in Rental Assistance) a warning pop-up message will appear.
A pop-up message will appear asking if you would like the system to automatically generate this payment batch based on the selected subsidy source and 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 the households that have an outstanding subsidy balance or credit. 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 you received any additional amounts or the agency deducted an amount that is not listed you can click the Add button on the right of the Proposed Payments title bar to add unapplied subsidy amounts.
When the amounts on the left and right columns in the upper right corner of the screen 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 determine how 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
