Receive
Tenant Payment
Select this option to process tenant payments that are made by cash, check, credit card, or money orders, and can be applied to both receivables and deposits. These payment batches should match your bank deposits. If you have separate cash accounts for tenant receipts and security deposits, you can receive them in one payment batch. The Deposit Summary Report will sub-total by each GL Account for the different cash accounts.
1. Review the following system-generated fields:
▪ Batch Date
▪ Batch Type
▪ Batch Owner
▪ Batch Description
2. Complete the following fields:
▪ Default Community—This will default to <All Authorized Communities> and only active communities will appear in the drop-down list. Depending on your company's policies and procedures you may deposit payment batches for multiple communities together, in which case you must leave this field at the default. Selecting a community will prevent you from receiving money for another community in the batch.
▪ Default Payment Method—You may select a default payment method for this payment batch. For example, if you have mostly checks in your bank deposit select Checks from the drop-down list. You will still have the option of changing the method for individual payments once you proceed to the Add/Edit Payment screen. 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.
▪ Total Amount—Enter the total deposit amount for the payment batch. This field will only be visible if the parameter ”Confirm Payment Batch Total” under System Administration > Maintain Lookup Tables - Business Constants has been selected. When you get to the end of the process, you will not be able to post this batch if this total amount doesn't equal the sum of all payments added to the batch.
3. Click Next.
4. This screen will list any unbatched payments that were received at the household level through the Receive Tenant Payment task in order to provide the tenant with a receipt. Check the box in the Add? column next to any of the payments that are in this bank deposit and should be included in the payment batch.
You can only select unbatched payments that have a Due Date as of the same date of the payment batch or before. Any unbatched payments with a due date after the effective date of the payment batch will be listed but can not be selected to be included in the batch.
This step will be skipped if there are no unbatched payments to be included.
5. Click Next.
6. This screen is where you will enter each payment. There are three ways to find a household:
7. Enter the Household ID.
8. Enter the Last Name in the Name box and select the household from those found in the drop-down list.
9. Select the community (if you chose a default community in step 1 it will appear automatically in this field) and unit (Apt Nbr and/or Amenity Nbr) from the drop-down lists.
10. When you are searching for a household by Household ID or by Name and the household is renting only an amenity without an apartment, the Unit drop down list will select the Amenity Unit #. If the household is renting both an apartment and an amenity, the Unit drop down list will select the Apartment Unit #.
Regardless of whether you select a household by its Apartment Unit # or by its Amenity Unit #, the list of open items will include both the apartment and amenity open items.
11. Payment Method: If you chose a default payment method in the previous screen it will appear in this field, however you can select a different one by clicking the drop-down list.
12. Check/EFT/Money Order Nbr: If you selected check, EFT, or money order as the Payment Method you must enter the check, EFT, or money order number in this field. If you selected ACH or cash as the payment method this field will not appear.
13. Amount: Enter the total amount of the payment.
14. Once you enter an amount in this field all receivables due from this tenant will be listed in the Receivables section in the middle of this screen, and by default the system will automatically select 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.
15. Security Deposit Due amounts will also be listed here, but if you have a separate GL cash account for security deposits you will want to process a separate payment batch for them.
16. Memo: If you entered a Batch Description when starting the batch this field will default to that description. You may enter a different memo. This field is optional.
17. If a household has had a Financial Warning Note added to their Notes Tab, a Household has Financial Warnings message will be displayed on the Add/Edit Payment window along with a link to display text of the Financial Note.
18. If a household is in process of eviction, you will see the message Eviction in Progress. This message will be displayed for a household as soon as they've been Sent a Notice to Quit from the Occupancy and Compliance Detail > Legal tab or the Household Detail > Legal tab.
If the Legal Method defined at System Administration > Maintain Lookup Tables specifies that payments are not allowed while a household is under eviction, then you will also see the message "Payments Not Allowed" and you will get an error message preventing you from completing the task.
19. 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.
20. 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.
21. You may add a new receivable charge from within the payment batch by clicking Add on the right side of the screen in the Receivables title bar.
22. This link is only available if you have access to the Add New Receivable task on the Household Detail > Accounting > Receivable tab. Access is defined at the System Administration > Define Access tab.
23. To add an unapplied or prepaid amount click Add on the right side of the screen in the Unapplied or Prepaid Items title bar. You may also Edit or Delete an unapplied or prepaid amount you added.
24. When you are satisfied the payment is applied correctly and the Credit field is $0.00 click Save & New to enter the next payment and repeat from step 8 for each payment until all tenant payments to be included in the batch are entered.
25. When you have entered all payments to be included in the batch click Next.
26. Review the payment batch for accuracy and verify the Total Payments and Total Allocated match. You can make changes to the payments using the Add Pmt, Edit Pmt, and Delete Pmt buttons.
27. Edit Pmt will allow you change how a payment is applied to a household but will not allow you to change the household. If a payment was applied to the wrong household you will need to delete the payment and add the payment again for the correct household.
28. When you are ready to process the batch click Next.
▪ When processing a batch that contains a payment made toward a repayment agreement, you can edit the retained cost amount on the Retained Costs tab.
Note
The retained cost amount is limited to 20% of the total payment amount, per HUD guidelines.
▪ On the Retained Costs tab, the grid displays a list of payments in the batch that are being made toward repayment agreements. The following informational fields pull data from earlier steps. Review the fields:
▪ Agreement ID—The unique ID of the repayment agreement
▪ Community—The name of the community at which the tenant resides
▪ Household—The household issuing the payment
▪ Unit—The unit in which the tenant resides
29. Due Date—The date on which the payment is due
30. Amount—The amount of the tenant's payment
31. If any information needs to be modified, click Prev to return to earlier steps.
32. If you want to modify the retained cost amount, enter the amount in the Retained Costs field. The retained cost amount can be up to 20% of the total payment amount. The Max Allowed field will display the maximum retained cost amount allowed.
33. Verify that the amount in the Retained Costs field is correct, and then click Next.
34. 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.
35. Warnings are informational only and will not stop you from processing a payment batch.
36. 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.
37. If there are errors click Prev to return to the Review Payment Batch screen and make corrections. If the batch is ready to be processed click Next.
38. 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.
39. 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.
A data source is available for "Data for Payment Receipts". This data source provides merge fields to be able to produce/print payment receipts for each household included in the payment batch when a payment receipt 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.
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 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.
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.
Back to Start New Payment Batch
Continue Processing
Selected Batch