Revised: 12/28/2011
Note:
Utility Reimbursements can only be created within the current period. Periods are changed/closed when the Close Month process is run.
Utility Reimbursements cannot be created for the next month until after the current month is closed.
If Utility Reimbursements are missing, they must be added using Adjustment Entry. See: How to Add Utlity Reimbursements (at the end of this how to).
Calculate Utility Reimbursements
Go to Activities>>Utility Reimbursement Processing>>Create Utility Reimbursements
Select the Area Number
Select the Community Number
This is the date the Utility Reimbursements will post to the tenants' accounts
Click Process
Click OK when Process Complete
Utility Reimbursement Transaction Edit List
Go to Activities>>Utility Reimbursement Processing>>Utility Reimbursement Edit List
Apply Charges
If you would like to apply the Utility Reimbursement to other charges on the account, you have two options:
Go to Activities>>Utility Reimbursement Processing>>Review Utility Reimbursements
Select the Area Number
Select the Community Number
Click the Description header or anywhere in the grid to update the grid with the utility reimbursement information shown on the edit list
The cursor will be in the Original Amount column
Additional Charges, if any, for the tenant will be in the Other Due column
Click in the Apply to Other column to apply all or part of the Utility Reimbursement amount to other charges
If you want to review a tenant's account, click the Review Account button for the highlighted tenant.
Click Save after applying the Utility Reimbursements
Continue working in the grid until all of the Utility Reimbursements have been applied
Note:
Click the Show Only Tenants that Owe Other Amounts box to only see tenants that have other charges on their accounts.
Go to Activities>>Utility Reimbursement Processing>>Edit Utility Reimbursements
Select a Transaction Number from the Utility Reimbursement Browse which shows the Area, Project, Unit, Tenant, Last Name, First Name and Charge Amount.
The Tenant Information and Transaction Information will fill in
Enter Reference information if applicable
Enter the amount of the Utility Reimbursement to apply to other charges in Apply to Other
Click Save
Repeat these steps until all of the charges have been applied.
Utility Reimbursement Transaction Edit List
Go to Activities>>Utility Reimbursement Processing>>Utility Reimbursement Edit List
Select the Area Number
Select the Community Number
Click Preview
The tenants to whom the other charges have been applied will show the total amount of the utility reimbursement and then the check amount. The check amount is the amount to be paid which is minus other charges.
Print or close
Post Utility Reimbursements
Go to Activities>>Utility Reimbursement Processing>>Post Utility Reimbursements
Select the Area Number
Select the Community Number
Click Post
Click Yes to Print the Utility Reimbursement Register
Click Preview and then click the Print icon. Select a printer and click Print.
Add Missing Utility Reimbursements
**To add a Utility Reimbursement after Auto-Bills have been run for the month, or for Utility Reimbursements that are missing go to Activities>>Adjustment Processing>>Adjustment Entry.
Select the Tenant using the Tenant Number or Last Name fields
Enter the Transaction Date
Enter the Transaction Code (usually 07-02)
Enter a Modified Description or leave at the default description
Enter a Reference
Enter a Due Date
Enter the Transaction Amount (this is the Utility Reimbursement amount)
Save
Go to Activities>>Adjustment Processing>>Adjustment Edit List
Select the Area Number, if applicable
Select the Community, if applicable
Preview or Print the edit list
Review the information and if ok Post
Post Adjustments
Go to Activities>>Adjustment Processing>>Post Adjustments