Revised: 05/01/2017
This "How to" may be used when Tenant Management's Closing Mode has been set to Community Closing. To see if you are setup for Community Closing go to Settings>>Tenant Accounting. Closing Mode should have Community Closing selected. If another option is selected, please follow the End of Month closing instructions for that mode.
The following suggested reports, located under End of Month Processing>>Pre-Closing Reports, can be run and reviewed prior to closing the month:
Security Deposit Register
Tenant Monthly Balance - By Category
Tenant Management Snapshot
Please follow the instructions in the order in which they are listed.
Pre-Statement Processing
The Pre-statement process will affect Tenant Activity in one of two ways:
If in Open Item Mode, Tenant Activity will be cleared of all transactions and charges that have been paid. If charges have not been paid, Tenant Activity will retain those transactions.
If not in Open Item Mode (Class Mode or Standard Mode), running the Pre-statement Process will clear ALL transactions from the Tenant Activity and create a Balance Forward in Tenant History.
Go to Activities>>End of Month Processing>>Pre-Statement Processing
Select the Area Number
Select the Community Number
The Last Statement Date will populate based on the Last Statement date in the Community Master. The Last Statement date is updated in the Community Master when statements are printed or previewed for the community during the closing process.
There are two options for the Last Statement date:
Housing Authorities who do not print statements and only preview them to set the date in the Community Master generally use the first day of the month they are closing.
Housing Authorities who DO print their statements generally use the last day of the previous month or the date they actually printed the statements.
Please verify that the Last Statement Date is correct. If it is not, please STOP and call the help desk. At this point, an incorrect date is very simple to fix.
Click Process if the date is correct.
If this process has already been run for the community and Last Statement Date, the program will not allow the process to continue.
Click OK once the process is complete.
Rent Change Review
The Rent Change Review is a report showing pending charge changes for tenants that are to occur on the shown effective date. This information pulls from the future date and future amounts in Tenant Auto Bills (Auto-Bill Setup) based on the Review Mode selected.
Go to Activities>>End of Month Processing>>Rent Change Review
Select the Area Number
Select the Community Number to review
The Effective Date will populate with the date the changes will be charged based on the last time the Rent Change Update was processed. This is also the date the auto-bills will post to the tenant's account for the new month.
The Review Mode will default to the mode set in Tenant Management Settings. If no default mode is set the program will default to Mode 1. The default Mode is usually not changed; however, if you have made changes to a prior rent calculation mode 2 or 3 may be selected to see if there are changes that mode 1 may not show.
Click the Create Merge Interface box to insert a check mark if letters are to be printed for the tenants based on this report. If you will not be printing batch letters this box may be left unchecked.
Click Preview or Print to review the report.
Review the report carefully as changes can easily be made at this point. If changes need to be made, please recall the tenant's account in the Tenant Master for editing purposes or call the help desk for assistance in making changes.
Repeat this step if changes have been made to review the list. If the report is correct, move on to Rent Change Update.
Rent Change Update
Rent Change Update will process and update Tenant Auto-Bill information. The Update Mode should be the same as the Review Mode used in order to process the changes that were reviewed.
Go to Activities>>End of Month Processing>>Rent Change Update
Select the Area Number to update.
Select the Community Number to update.
The Effective Date will populate with the correct date based on the last time the update was run. If the date is not correct, please call the help desk. The Effective Date should be the date the auto-bills will be posted to the accounts for the new month.
The Update Mode will default to the mode set in Tenant Management. If a different mode was used in Rent Change Review, the same mode should be selected here. Generally the default modes should not be changed.
Click the Update button.
Click OK when the process is complete.
Tenant Auto-Bill Edit List
The Auto-Bill Edit List is a report showing all of the billing charges that will be posted to the listed tenant's account on the Effective Date when Post Auto-Bills is run.
Go to Activities>>End of Month Processing>>Auto-Bill Edit List
Select the Area Number to review.
Select the Community Number to review.
The Effective Date should default to the correct date. This is the date the auto-bills should be posted to the accounts for the new month.
Select all or none of the Transaction Codes to show all of the information on the edit list. If only one or two of the codes are selected, only information for those codes will be on the edit list.
Frequencies to Process - Always and Monthly are selected by default. If the housing authority bills certain codes seasonally or quarterly, then Quarterly, Summer Months, and/or Winter Months may be checked also when applicable.
Click Preview or Print to review the report.
Review the report carefully. If changes are to be made, return to the Tenant Master and make corrections or call the help desk for assistance. Auto-bills must be corrected before posting or adjusting entries will be needed to correct.
Review the edit list again if changes were made. When the edit list is correct, continue on to Post Auto-Bills.
Post Tenant Auto-Bills
This process will charge the amounts that were on the edit list to the tenant's accounts if the same frequencies used for the edit list are used.
Select an Area Number
Select a Community Number
The Effective Date should default to the correct date. This date is the date the auto-bills (first of the month) will be posted to the tenants' accounts in the new month.
Frequencies to Process - Always and Monthly are selected by default. If the housing authority bills certain codes seasonally or quarterly, then Quarterly, Summer Months, and/or Winter Months may be checked also when applicable. Check the same frequencies used for the edit list.
Click Post. All transactions listed on the edit list will be posted as long as the same frequencies were selected for the edit and posting procedures.
If a STOP appears, namely "Pre-Statement Process has not been done for this community", please stop and call the help desk.
When the process is complete, the option to Print the Auto-Bill Register appears. Click Yes to bring up the Tenant Auto-Bill Register dialog box. (recommended)
Click Preview and then print or Print to get a hard copy of the Transaction Register. Printing the register is recommended.
Close the report view once it is printed.
Tenant Rent Statements
Rent statements must be previewed even if they are not printed for tenants. When statements are previewed or printed, the default date of the Last Statement Date will be updated and correct for the next month. Do not cancel out of the previewed statements as they should finish. Cancelling the preview will affect the ACH pull.
Go to Activities>>End of Month Processing>>Print Tenant Statements
Select the Area Number
Select the Community Number
If statements are printed, this date is generally the last day of the month you are closing.
If statements are not printed for tenants, enter the first day of the new month which is the same date used to post auto-bills.
If statements are printed or previewed, enter or select the Due Date for the payments.
A Statement Comment may be entered if your statement format has been setup for this.
Click Preview or Print. Previewing is recommended even if the statements are to be printed to ensure accuracy. Statements can then be printed from the preview screen.
End of Month Processing
The end of month process will update the current period and create a balance brought forward for tenant history. Until the month is closed, no transactions can be posted for the new month.
Go to Activities>>End of Month Processing>>Close Month
Select the Area Number to be closed.
Select the Community Number to be closed.
The Current Period (month you are closing) and the New Period After Close (the new month) dates will be displayed. Please call the help desk if these dates are incorrect.
Click Process End of Month button
The Closing Month Verification window opens if all other steps were completed and asks "Did you Check Your Dates"
If you verified your dates and they are correct, click Yes.
If the dates are not verified or they are incorrect, click No.
Clicking No will take the user back to the End of Month Processing screen showing the current period and new period dates. Review/verify the dates and then click Process End of Month. Click Yes to the verification question if your dates are correct. Please call the help desk if you need assistance.
Click OK when the process is complete.
Repeat these steps for each area that is to be closed.
Note:
Some housing authorities have each community run all of these steps except the End of Month Processing. The End of Month Processing (Global) is run by one person at the authority.