CHECK REQUEST/ REFUND ADVICE
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This document
provides instructions on setup and operation of the system to create check
requests, receive a refund advice and report outstanding check requests.
.
A check
request is a document that is generated by the software at the operator’s
request. The document contains the
necessary information for the central office to issue a refund check to the
tenant. The request can be sent to the
central office electronically, or via paper.
A refund
advice is a communication of some sort, issued by the central office and sent
to the property. The refund advice
confirms the request has been received and the requested refund has been
disbursed to the tenant.
When the
refund advice is received, the operator must record the transaction. This will update the appropriate chart of
accounts totals, and add a line item to the report of outstanding check
requests showing the reduction.
The
research and analysis portion of these instructions presuppose the operator is
experienced in accounting. Operators are
advised to contact their supervisor or BP Software if help is needed. An accounting overview is provided as step 11
of this document.
·
Select
CONFIG: SYSTEM:
·
Tap
page down to get to Page 8.
·
Tap
enter to get to line 2, create the NSF letter and Check Request forms.
·
Type
in 1 to turn the form creating feature on.
Be advised for check requests, even if form creation is turned off, the
specialized accounting for centralized check creation will still occur,
provided centralized accounts payable is turned on.
ü
Select
CONFIGURE: PROPERTY: Page 1, line 2: Centralized Accounts Payable, answer Y to
turn the feature on for this property.
This only has to be done once and is remains set. It may be reset at any time in which case the
system will revert to normal (non-centralized) accounting for refund checks.
ü Select Reports: Data: Chart of Accounts.
ü Select the appropriate property. Optional.
ü The report will appear.
ü Study the existing chart to see where best to insert a “refunds in transit” account. The standard HUD chart provides an account number 1700 titled suspense. This account can be used for refunds in transit. Another account can be created if desired. As appropriate, check with your accounting personnel before proceeding.
ü Determine the correct account number to use and write if down here ________ .
ü Determine the reporting depth for this account number and write it down here __________.
ü
Tap
ü
Tap
ü Select Reports: Data: Transaction Types.
ü Select the appropriate property. Optional.
ü The report will appear.
ü Skip down to the third section of the report: Cash Receipts Journal.
ü Determine which methods of cash receipt are subject to centralized refund. There may be several. Receiving tenant payments is one candidate. Receive Security Deposit On Account Payment is another candidate. Your system may have others.
ü Determine the bank account number(s) which need to be adjusted when the refund advice is received from the centralized accounts payable office. Notice the bank account number column is near the center of the report.
ü Fill in the following table of bank accounts to be affected:_________, _________, _________, __________, _________. As many accounts as necessary can be identified.
ü
Tap
ü
Tap
This step is done one time only, unless modification are needed. Operators may create multiple accounts depending on reporting and control needs.
ü
Select
CONFIG: CHART.
ü
Select
the appropriate property. Optional.
ü
Type
in the appropriate asset account number as determined in the step 3 above and
tap enter. If the operator is using the
standard HUD chart, type in 1700 and tap enter.
ü
If
the system finds an existing 1700 account, the details will display. Otherwise, the option to create a new account
will appear. If so, select CREATE.
ü
For
the Description, type in Refunds in Transit and tap
enter. If the standard HUD chart is
being used, edit the description to read Refunds in Transit and tap enter.
ü
For
the account type, type in A for asset and press enter.
ü
For
the reporting depth, type in the appropriate number which was determined in
step 3 above. For the standard HUD
chart, type in 2 and tap enter.
ü
For
the lowest depth, type in Y and tap enter.
ü
For
the normal balance, type in D and tap enter.
ü
For
the bank account label, make it blank and tap enter.
ü
For
the subsidiary ledger control account, set it to N and tap enter.
ü
The
system will then save the data, clear the screen and return control back to the
account number.
ü
Tap
This step allows management to control which operator(s) if any, are allowed to access this function, and controls which accounts are affected. Operators do not have to memorize account numbers and which are debited or credited.
ü
Select
CONFIG: TRANSACTION
ü
Select
the appropriate property. Optional.
ü
Select
5 – General Journal.
ü
If
multiple bank accounts have been identified in step 4 above, then create as many
individual transaction types as necessary to allow each respective account to
be adjusted. For example, if 1120 and
1191 have been identified in step 4, then create two transaction types labeled,
RRAOP, Receive Refund Advice:OP, and RRASD, Receive
Refund Advice:SD.
The abbreviation OP stands for operating account, and SD stands for
security deposit.
ü
For
the label, type in the appropriate label and tap enter.
ü
If
the transaction type already exists, it will display and control will pass to
the description.
ü
If
the transaction type does not yet exist, the option to create will be
presented. Select CREATE.
ü
For
the description, type in the appropriate description. From the first example above, type in Receive
Refund Advice: OP and tap enter.
ü
For
the purpose field of line one, type in:
Refund Advice
and tap enter.
ü
For
the Accnt (Account) field, type in the appropriate
bank account chart to be affected as identified in step 4 above and tap
enter. Using example 1 above, type in
1120 and tap enter.
ü
For
the D/C field, type in C to decrease (credit) the account.
ü
For
the amount field, leave it blank (zero) and tap enter. At run time, the operator will be able to
fill in the exact refund amount.
ü
For
line two, purpose field, type in Refund Advice and tap enter.
ü
For
the Accnt field, type in the Refunds in Transit
account number identified in step 3 above and tap enter. For the standard HUD chart it is 1700.
ü
For
the DC, type in D to increase this asset account.
ü
For
the amount field, leave it blank and tap enter.
ü
Line
3 is not needed, and this particular transaction type is now complete. Tap F10 for done.
ü
Select
Save the changes and the screen clears and control passes back to the start of
transaction types.
ü
Either
select 5 – General Journal again to create the next necessary Receive Refund
Advice transaction type, or tap
ü If the tenant’s mailing address 1 is filled out, the check request form will show the address contained in mailing address 1 to the central office, and instruct the central office to remit the check to that address.
ü If the tenant’s mailing address 1 is blank, the check request form will show no address, and instruct the central office to remit the refund check back to the property for hand delivery to the tenant.
ü Select Property: Tenant.
ü Select the appropriate property. Optional.
ü Select the appropriate tenant.
ü Make sure the mailing address 1 is either filled out correctly for the central office to mail the check, or is blank so the resident manager can hand deliver the check.
Check requests are typically created when a tenant’s account is being closed out, and the security deposit is being refunded. Technically however, check requests may also be created at any time and for several reasons. The system generates a check request whenever the operator creates any transaction in the tenant receivables system, that would normally decrease a bank account. Examples are refunding overpayments of rent, or refunding a pet deposit.
Closing a tenant account will be used as an example however the principles are the same for any type of transaction.
ü Select Property: Tenant.
ü Select the appropriate tenant.
ü Select 8 – Close account.
ü If the tenant is still resident, a caution message will appear. Select continue to the closing process.
This will start the closing process, of which the operator may selectively process the appropriate transactions.
Depending on the condition of the data, the first screen to appear is a summary of all transactions which are candidates for closure.
The operator is advised to review the data to determine exactly which item or items are to be selected to generate a check request. If the operator is not sure, please contact a supervisor or BP Software for assistance.
ü Press any key to proceed to the detail screen.
The option to create a charge to this tenant for Damage or Cleaning appears.
ü For this example, neither is appropriate, select N for No.
The first closure candidate appears.
If the displayed transaction does not need a check request, select SKIP, and the next item will come up. Repeat this process until a transaction appears that needs a check request.
Operators are advised that a Security Deposit Payment is a candidate for a check request. Security deposit charges are not.
When a check request eligible item appears, one of the options at the bottom of the screen will be REFUND. Other items will not be given this option.
ü Select REFUND.
ü A Creating New Transaction screen appears with the purpose field filled in as “Refund Deposit”. Tap Enter to accept the default or type in a custom purpose and tap enter.
ü For the amount, either tap enter to accept the default amount, or fill in a smaller amount, and tap enter.
ü A refund in transit screen appears. For the account number, type in the account number created in step 5 above and tap enter.
The next closure eligible, if any will appear, and it can either be processed or skipped.
If the operator is refunding a payment while the tenant is still resident, skip the closing for all close eligible transactions except the payment.
ü When all eligible items have been processed or skipped, a notice appears advising the operator that open items are still present, and the option to continue closing, or accept the data as it is appears. Select ACCEPT.
ü A screen announcing the data entry phase is complete appears with three choices appears. The choices are: ENTER the information into the system, BEGIN the closing/ refunding process over again, or DROP this process now before any changes are made. Select ENTER to save the information and produce the check request.
ü A screen announcing the new transaction number appears. Press any key to continue.
ü The option to print or skip the printing of a closing statement appears. Either choice can be made.
ü A document similar to the sample below will appear in the word processing screen.
ü Examine the document to confirm all names, addresses, dollar amounts and instructions to the central office are correct.
ü
Select print to send it to paper and or select
ANDERSON
HEIGHTS
1234 Anderson Drive, Andersonville,
CA 95555, (111)123-1234
R E Q U E S T F O R
R E F U N D
C H E C K
Friday,
Please remit a refund check for the following
tenant.
Andy
Anderson
1234 Anderson Drive
# 04
Amount: $80.00
Eighty And
00/100
======
========================= ============
1600 Sec.Dep.Increase
Payable 80.00
-------------------------
Total 80.00
====== =========================
============
Condition 1: Please mail the check to the
tenant's forwarding address.
Condition 3: Please return a copy of the
check or some other form of
confirmation
of refund to the property address.
ü Select STMTS: X – selected transactions: ACCOUNT: DETAILED:
ü Select the appropriate account range as per step 5 above. Normally it will be 1700 and tap enter.
ü The “thru and including” field will default to the selection above.
ü Tap enter to limit the report to just the 1700 account, or fill in the ending account number and tap enter.
ü Select the “Starting from which accounting period:” The current accounting period is defaulted. Tap enter.
ü Select the “Thru and including which accounting period.” Again the current period is defaulted. Tap enter.
ü Select the property. Optional.
A report similar to the following will appear.
“Net Credits are the total of check requests.
“Net Debits” are the total of refund Advices shown.
“Net Account Total” is the difference.
AH Anderson Heights
1234 Anderson
Drive
Andersonville,
CA 95555
JANUARY 2002 JANUARY 2006
Account: 1700
thru: 1700
Account Description
Invoice
Trans Tenant/ Vendor Purpose DC Amount
--------
-------- -------------------- ------------------------- - -------------
1700 REFUNDS IN TRANSIT Norm Balance:D
-------------
Net Account Total: -515.00
--------
-------- -------------------- ------------------------- - -------------
Net debits printed on
this report: 80.00
Net credits
printed on this report: 595.00
New
Methods
Done HUDplus 13Z
-------------
Net Account Total: 13.00
--------
-------- -------------------- ------------------------- - -------------
Net debits printed on
this report: 13.00
Net credits
printed on this report: 0.00
When the central office returns a document to the property signifying the refund check has been mailed to the tenant, the operator must record this transaction.
ü Select BOOKS: J – general JOURNAL data.
ü Select the appropriate property. Optional.
ü Select the current accounting period. It is defaulted. The general journal data input screen appears with the cursor on line 1 in the account field. At the bottom is a reminder that F3 means list the recurring transactions. Recurring transactions are a fast and accurate way of recording transactions that occur many times over.
ü Tap F3 to list the recurring transactions.
ü Select the appropriate Receive Refund Advice as created in step 6 above. If the refund advice for a security deposit is being recorded, then select RRASD. Similarly, if the refund advice for a pet deposit is being received, select RRAPD, etc.
ü The details for the selected transaction type will display.
ü Tap enter to move the cursor to the amount column.
ü Type in the amount of the refund and tap enter.
ü A “Decreasing a Bank Account” message appears with training information. The transaction being recorded is a paper decrease to the bank account.
ü Select PAPER. The cursor will go to the first item of line two.
ü Tap enter to the D/C column.
ü Select F9. The system will calculate the correct amount to balance the transaction and place the cursor on the first column of the next line.
ü Select F10 for done.
ü Confirm all data entry is correct.
ü Select E to enter the transaction into the system.
ü Tap ENTER to accept today’s date as the transaction date.
ü Tap ENTER to get past the extended purpose fields.
ü Select CONTINUE to confirm the extended purpose is finished.
The transaction number being created will appear. It is recommended the operator write down this new transaction number on the Refund Advice document and file the document.
The following table is an example that details the accounts affected for each of the four steps involved with security deposits. This example is for properties that are allowing the tenants to make partial payments on their security deposit and the system is tracking outstanding deposit.
|
Function |
1120 Bank Account |
1131 SD Accounts Receivable |
1600 Deposits Receivable |
1700 Refunds in Transit |
2191 Security Deposit Liability |
||||||
|
Charge the full security deposit |
SDOAC |
|
|
D |
|
|
C |
|
|
|
|
|
Receive On Account Security Deposit Payment |
SDOAP |
D |
|
|
C |
D |
|
|
|
|
C |
|
Record the refund check request. |
Close or Other. |
|
|
|
|
|
|
|
C |
D |
|
|
Receive Refund Advice |
RRASD |
|
C |
|
|
|
|
D |
|
|
|