Tenant Accounts Receivable Setup

Transcription

1 Tenant Accounts Receivable Setup General Settings, Development Tab This module is used to manage all tenant accounting functions including charging rent and other transactions, collecting payments, generating late fees, managing utility reimbursements, managing security and pet deposits and accessing extensive reporting capabilities. 1. Terminology: a. Settings A place to identify the housing authority information and your NSF requirements b. Management Codes - Management codes used in Tenant Accounts Receivable are a word, letter, number, or combination of these used to mark, represent, or identify anything important to your agency's reporting. The uses and options for management codes are determined entirely by your agency. c. Registers - A register is a type of custom reporting device that is very useful for audit tracking purposes, tracking deposits, or to validate other reports. Registers track the transaction activity for a specific account type and can be printed/reviewed monthly or daily. They can also track deposits and validate other reports. d. Termination Reasons - You may at times need to terminate a tenant lease. Your agency maintains in Setup your custom list of possible reasons for terminating a lease. e. Developments - The Tenant Accounts Receivable program provides full support for agency-definable project accounting and management (PH, S8, PB, TRACS, TC, etc.). You will then set up the project account mapping for the receivables and accounts for each type of transaction within each account type. f. Unit Activity Significant changes that occur during a unit s life cycle such as move ins, move outs, maintenance, etc. 2. Purpose & Effects: Configuration of this module will allow the agency to complete all tenant accounting functions based on their policy and procedures. 3. Requirements (tools): a. Who: Accounting and housing Management, Implementation Coach b. What: Tenant account policies and procedures/acop i. Listings of: NSF Information Developments being used Management codes used by agency Legal Proceedings statuses c. Dependencies i. Chart of Accounts has to be loaded into GL ii. Reports/forms loaded into CRW

2 4. How to: a. From the Home tab, begin typing TAR into the search bar. Then select Tenant Accounts Receivable b. Go to setup c. General Settings, Developments, & Units tab i. Settings Click on settings button Click pencil to edit the screen Enter Housing Authority information Click Default Receipt drop down and select receipt to be used. Typically this is Receipt Standard but client may have a custom receipt NSF settings Use the drop down and select NSF Fee for Transaction Type

3 Enter the amount charged to the Tenant by the PHA for a returned check Enter the amount charged to the PHA by the bank, if applicable Use the drop down and select Check for Default Payment Save and Close door. This will return you to the Receivables Setup screen. ii. Management codes not required but can be helpful to quickly identify specific customers/tenants. Click on management codes Click + to add agency specified management codes

4 Typical additions are eviction notice sent, and Transfer Requested If a management code is no longer needed, highlight and click the - Click save and Close door. This will return you to the Receivables Setup screen. iii. Registers a monthly transaction report for all account types. The Register for the TAR account is often referred to as the Rent Roll. Click registers Review and/or Delete Duplicate Registers Add new register click plus to add

5 Use the drop down to select the account type Enter the Register Name, this name appears in the reports menu on the Register tab Click Start Select New Column Format

6 Enter a Column Description Click Next and Finish Registers to create: a. Rental Register b. Security Deposit c. Pet Deposit d. Collection Loss e. Repayment f. Retro Rent g. Promissory Note (not often used) h. FSS i. URP j. HAP Once the Register is saved, the columns need to be configured

7 Highlight the first Register to edit, click the Edit pencil to open the Maintain Register screen Click the + to add Register Transactions Enter the column Header Use the drop down arrow to select the action If needed, select the account and/or transaction types to be included in that column

8 The first column of any register has to be Beginning Balance The final column of any register has to be Ending Balance Use the Add Another button to continue adding Register Transactions until you reach Ending Balance Once you add Ending Balance, click OK Registers are customizable for the agency See below examples for initial set up of registers Example of an Escrow Register Set Up Column Action Account Type

9 Header Beginning Balance Beginning Balance N/A Receivables Receivable N/A Payments Payment N/A Adjustments Adjustment Transaction Type - chose what applies Transfers Transfer Account Type - All Other Unused Refunds Check Request N/A Ending Balance Ending Balance N/A Example of a Collection Loss Register Column Header Action Account Type Beginning Balance Beginning Balance N/A Transfers Transfer Account Type - All Other Unused Payments Payment N/A Adjustments Charge Transaction Type - chose what applies Misc. Charges Transaction Type - All other Unused Refunds Check Request N/A Ending Balance Ending Balance N/A Example for Repayment, Retro Rent and Promissory Note Register Column Header Action Account Type Beginning Balance Beginning Balance N/A Due Now Receivable N/A Payments Payment N/A Adjustments Charges Transaction Type - chose what applies Misc. Charges Transaction Type - All other Unused Transfers Transfer Account Type - All Other Unused Refunds Check Request N/A Ending Balance Ending Balance N/A Example for an Account Receivable Register Column Header Action Account Type Beginning Balance Beginning N/A

10 Balance Rent Charge Transaction Type - chose what applies Late Fee Charge Transaction Type - chose what applies Utilities Charge Transaction Type - chose what applies Work Orders Charge Transaction Type - chose what applies NSF Charge Charge Transaction Type - chose what applies Misc. Charges Transaction Type - All other Unused Transfers Transfer Account Type - All Other Unused Payments Payment N/A Refunds Check Request N/A Ending Balance Ending Balance N/A Example of a Section 8 URP Register Column Header Action Transaction Type Beginning Balance Beginning Balance N/A S8 URP Charge S8 URP Transfer Transfer N/A Payments Payment N/A Refunds Check Request N/A Ending Balance Ending Balance N/A Example of a Section 8 HAP Register Column Header Action Transaction Type Beginning Balance Beginning Balance N/A S8 HAP Charge S8 HAP Admin Fee Charge Admin Fee NSF NSF Returned Check/Fee N/A NSF Fee Charge NSF Fee Payments Payment N/A Transfers Transfers N/A Refunds Check Request N/A Ending Balance Ending Balance N/A iv. Maintain Termination Reasons these are termination reasons that appear in the drop down menu on the EOP certification screen and the Tenant Information screen in TAR. Click reasons

11 Review the list of default reasons, add new reasons if needed To add new ones click + Type reason located at bottom of screen Click save

12 Repeat steps until complete Save and Close door. This will return you to the Receivables Setup screen. v. Maintain Legal status these statuses are used in the Legal Proceedings functions in TAR. These are agency defined and will appear in the drop down menus throughout TAR. Reports can be sorted and filtered using the statuses set up here. Click legal status Click + symbol to add Legal Status

13 Add description of Legal Status Click Save Repeat steps until complete Close door. This will return you to the Receivables Setup screen. vi. Maintain Development developments are typically converted from legacy data and need to be confirmed with agency representative.

14 Click on development button Verify the existing developments Select the Development, then click the Pencil to edit description and/or information a. Note possible new development codes/descriptions i. S8IP (Incoming Portability Tenants) ii. S8IPR (Incoming Portability Receiving PHA s) iii. FSS (multiple FSS Developments may exist) Review and/or edit the following a. Default Accounts i. TAR, Security Deposit, Repayment and Collection Loss 1. Example: TAR could equal HAP or Tenant Account Receivable b. Default Transaction Type i. Rent 1. Example: Rent could equal Rent, S8 HAP or S8 URP

15 2. Note: The Transaction type all depends on the account selected c. Default Profiles i. Late Fee Exempt, Deposit Late Fee s Refunds, and Interest d. General Ledger Accounts i. NSF Account Number 1. Note: If you accept checks for payments for the development, they you will need to add the GL Account # e. Bank Accounts i. Recurring Payments to Bank Account 1. Select Bank Account Name Repeat for each active development Close door. This will return you to the Receivables Setup screen. vii. Maintain Unit Activity Type these types are available in drop down menu on unit file. Click unit activity type

16 Review/Edit the Activity Description and associated activities a. To customize your PHAS event records, you can click the Pencil and change the Activity Description b. Select the drop down for the Event Description that references the Activity Description Repeat until complete Save and Close Door. This will return you to the receivables Setup screen