Tenant - Receivables Only

Select this option to process tenant payments that are made by cash, check, credit card, money orders that can be applied to receivables only.  This batch type is only available when the at System Administration > Maintain Lookup Tables - Business Constants, "Separate Payment Batches for Receivables and Deposits" are required.  These payment batches should match your bank deposits.

Payment Batch Detail

1.         Batch Date and Batch Type will be pre-filled with the information you entered on the Start Payment Batch screen.

2.         Batch Owner and Batch Description will default to the information you entered on the Start Payment Batch screen, however you can change them here.

3.         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.

4.         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.

5.         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.

6.         Click Next.

Include Unbatched Payments

7.         This screen will list any unbatched payments that were applied to receivable open items or left as unapplied 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.

8.         Click Next.

Add/Edit Payment

9.         This screen is where you will enter each payment.  There are three ways to find a household:

10.     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.

11.     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.

12.     Amount: Enter the total amount of the payment.

Note

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.

 

13.     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.

14.     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.

15.     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.

16.     Receivables:

17.     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.

18.     When you have entered all payments to be included in the batch click Next.

Review Payment Batch

19.     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.

20.     When you are ready to process the batch click Next.

Retained Costs

21.     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.

 

22.     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

            Due Date—The date on which the payment is due

            Amount—The amount of the tenant's payment

23.     If any information needs to be modified, click Prev to return to earlier steps.

24.     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.

25.     Verify that the amount in the Retained Costs field is correct, and then click Next.

Process Payment Batch

26.     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.

27.     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.

28.     A pop-up window will appear stating the payment batch is ready to be processed.  Do you want to process this payment batch now?

29.     Click Yes, No or Cancel.

If you click Yes:

If you click No:

If you click Cancel:

30.     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

Related Topics:

Receive Tenant Payment

Continue Processing Selected Batch

Delete Selected Batch

Adjust Posted Payment

Reverse Selected Event