Daily Activities

An Overview of Common Activitiesas they apply to Daily Processing

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

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Session Topics

1. New Prospect2. New Applicant3. Lease/Tenant List4. Enter Transactions5. Posting Transactions6. Enter Cash Receipts7. Posting Cash Receipts8. Renewals and Annuals9. Transfers10.Move-Outs11.Month End – Creating New Month’s

Charges12.Daily Activity Report13.Traffic Reports

1. New Prospect

Learning Objectives• Purpose of new prospect

• How is it used

• Where can it be tracked

• When can a new prospect be added

1. New ProspectNavigation Steps:Information > Prospect List• Purpose:

– Serves as a ‘Pre-Waiting-List’ method of tracking or ‘Waiting List Lite.’ Holds no financial information such as Ledgers or Security Deposits and does not track compliance information such as interviews

– Similar to Waiting or Application list• How is it Used?

– Primarily used to schedule and keep appointments with prospective applicants

• Where can it be tracked?– Reports > Traffic > Appointment Schedule

Report• When can a new prospect can be added?

– ‘On the Fly’ and later moved to the Application or Waiting List for processing 4

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2. New Applicant

Learning Objectives• How to add a new applicant

• Running an Interview– Important steps prior to the interview– 2 ways to run an interview

• Background Screen– Where to run it– Status– Where to find details

• 3 Steps of moving in an applicant– Offer– Approval– Move In

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2. New Applicant: How to Add

From Waiting/Application list:• Hit “Add”

• Enter tenant name

• Enter Date and Time of application

• Enter Source and Agent

• Assign Property, Building and Unit

• Add additional tenants under ‘Tenant’ tab

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2. New Applicant: Interview

Prior to running an interview– The applicant must be assigned to a Unit in

the ‘General’ tab– If the Compliance tab is grayed out, the

applicant has not been assigned a unit

• 2 ways to run an interviews1. Edit Applicant > Compliance Tab > Interview

Now

2. From the Waiting List: Actions > Interview

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2. New Applicant: Background Screening• Running a Screen from Wait/App list:

– Highlight Tenant– Background Screening Menu > Run

Background Screening Check

• Checking for updated status:– Background Screening Menu > Check for

Change in Status– Runs for all tenants in a “Pending” status

• Retrieving details on a screen:– Highlight Tenant– Background Screening Menu > Status Details

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2. New Applicant: Move-in

From Waiting/Application list:• Offering

– Actions > Offering > Letter– Actions > Offering > Response

• Approve Applicant– Highlight tenant > Edit

• Modify “Application Status” to reflect approval status

• Move-in– Highlight tenant > Move-in– Choose unit and lease terms– Run certification to generate Scheduled

Charges (Compliance only)– Manually add scheduled charges (Market only)

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3. Lease/Tenant List

Learning Objectives

• Sorting and organizing the Lease/Tenant List to meet your individual needs

• Background Screening– When and why does it occur from lease/tenant

list– What is the process– Where is the location to run the process

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3. Lease/Tenant List: Sort and Organize• Sorting

– Lease/Tenant list can be sorted by Location or Tenant

– Options > Sort Panel to view sort options

• Organize by Columns– The Lease/Tenant list’s columns (Unit #, Tenant

Name, etc) can be dragged into any order to customize the view

– Simply drag a column to the desired position and release to anchor it in place

– These settings are stored in the registry and are therefore specific not only to a computer but to a user on that computer – two users on the same computer may have different setups

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3. Lease/Tenant List: Background Screening

• Why is Background Screening run from Lease/Tenant List?– Some sites process yearly background screens on all

current tenants, creating the need to run screens

• Running a Screen from Lease List:– Highlight Tenant– Background Screening Menu > Run Background

Screening Check

• Checking for updated status:– Background Screening Menu > Check for Change in

Status– Runs for all tenants in a “Pending” status

• Retrieving details on a screen:– Highlight Tenant– Background Screening Menu > Status Details

4. Enter Transactions

Learning Objectives

• Batch Numbers– How to create– The impact of them

• Normal Transaction– How to process– When used

• Subsidized Transactions

• Manually Applied Batch– Impact– How to do it

4. Enter Transactions: Batch Numbers

Navigation StepsActivities > Enter Transactions

• Batch Numbers– Batch numbers may be created manually or

automatically

– To create batch numbers automatically:• Activities > Enter Transactions• Options Menu• Check “Use Default Batch # for New

Batches”

– Batch numbers do not determine the order batches are posted in – rather they are simply informational

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4. Enter Transactions: Normal Transaction• Normal Transaction Entry

– Add Batch > Normal Transaction Entry– Choose tenant– Choose charge code to charge– Enter effective date and amount– Manually Apply if necessary

• Used to charge most codes on the Charge Code List to resident ledgers.

• Does not include subsidized charges

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4. Enter Transactions: Subsidized Charges and Manual Batch

• Subsidized Charges– Functions the same as Normal Transaction

Entry, but is used for subsidized charges. Only charge codes in the ‘Subsidized’ Account Group will show up as options

• Manually Applied Batch– Causes a credit and a debit with outstanding

balances on a ledger to be applied towards one another

• Add Batch > Manually Applied Batch• Choose tenant• Choose a credit to apply• Choose a debit to apply that credit to

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5. Posting Transactions

Learning Objectives

• How to Post Transactions

• Where Posted Transactions are reflected

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5. Posting Transactions

Navigation Steps:Activities > Post Transactions

• Process to Post– Double-click batch to check it

– When all desired batches are checked, hit ‘Post’

– Alternately hit ‘All’ to select all batches

• Posted Transactions location– All checked batches will post to tenant ledgers

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6. Enter Cash Receipts

Learning Objectives

• Differences and Similarity of Cash Batch to Enter Transaction

• Process of Normal Cash Entry

• How ePay creates Cash Batches

• How to enter Cash Batches types for:– Returned Checks– Subsidized Receipts– Miscellaneous Income

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6. Enter Cash Receipts

Differences between Cash Batch and Enter Transaction

• Unlike Enter Transactions, some Cash Batches have a running total

• When first adding a Normal Cash Batches, a total for the batch must be entered

• The cash batch will add all transactions in the batch together as they are entered. This is the “Calculated total”

Similarity between Cash Batch and Enter Transaction

• Both Enter Transactions and Cash Receipts batch numbers can be created automatically or manually

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6. Enter Cash Receipts: Normal Entry

Navigation Steps:Activities > Enter Cash Receipts > Add Batch

Steps of a Normal Cash Entry– Add Batch > Normal Cash Entry– Choose tenant– Enter Effective Date– Enter Amount– Choose Cash, Check, Money Order or Credit

Card– Enter Check or Money Order number if

applicable– Enter Comments if applicable– Manually Apply to a specific charge if desired

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6. Enter Cash Receipts: Epay

Epay: Scanning Process• Checks are scanned with a scanner

specifically designed for scanning checks• As checks are scanned, the system displays

the interpreted amounts to verify that they are correct

• After accepting a check as correctly scanned, a batch item is added to a Cash Batch and the check is processed electronically to the bank

• Once all checks are scanned, the automatically-created batch can be posted

• This post will match to the deposit made electronically with the bank, automating the entire process of check entry and processing

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6. Enter Cash Receipts: Returned ChecksReturned Checks• Choose to return a check for a Tenant,

someone on the Application or Waiting List, or a Miscellaneous Account

• Choose the Tenant whose check needs to be returned

• Highlight the receipt to return• Enter NSF and Late Fee if desired. If NSF or

Late Fees were entered, there will be multiple items in the batch

• View the batch• Returned Checks post a positive offsetting

item to the ledger under the RETCHK charge code

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6. Enter Cash Receipts: Subsidized Receipts

Subsidized Receipts• Choose a contract to post receipts for• Choose the voucher whose receipts you want

to post– Management Plus will always default to the last

unpaid voucher

• Edit any individual batch items to match what was actually paid on the Voucher

• If $500 was requested but only $400 was received, Edit on the appropriate transaction and change the ‘Amount’ to $400. The batch total will update as changes are made.

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6. Enter Cash Receipts: Miscellaneous IncomeMiscellaneous Income• Choose Account to post to• After choosing a Miscellaneous Account, the

Charge Code set up to that account will be selected automatically

• Enter Effective Date• Enter Amount• Choose Cash, Check, Money Order or Credit

Card• Add Money Order/Check Number if applicable• Miscellaneous Income posts two items – a

PAYMNT for the amount entered, as well as an offsetting charge to keep the Miscellaneous Account at a constant 0 balance

7. Posting Cash Receipts

Learning Objectives

• Navigation Steps

• How to Process Posting Cash Receipts

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7. Posting Cash Receipts

Navigation steps:Activities > Post Transactions

• Cash Receipts automatically calculate a Calculated Total as transactions are entered to the batch

• A Batch Total – must be manually entered.– If the Batch Total and Calculated Total don’t

match, the batch will not post. • Edit the batch in question and change the Batch

Total to match the Calculated Total• Double-click batch to check it

• When all desired batches are checked, hit ‘Post’• Alternately hit ‘All’ to select all batches• All checked batches will post to tenant ledgers

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8. Renewals and Annuals

Learning Objectives

• Renewals– Reporting– How to process renewals

• Annual Recertification– Timing – Where to find recertification dates– How to process annuals

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8. Renewals and Annuals

• Renewal Reporting– Renewals are run for tenants whose Lease End

Dates are going to expire– To obtain a list of leases about to expire:

• Reports > Occupancy > Lease Expiration Report• Change ‘Lease Type’ to ‘Fixed Period’• Set date range to report only leases expiring

within that range

• Renewals Process– Activities > Renewals– Alternate: Lease/Tenant > Actions > Renewal– Choose tenant– Hit ‘Renew’– Set new lease terms

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8. Renewals and Annuals:Background informationAnnual Recertification• Timing

– Processed at a lease’s Next Annual Recertification Date

– Next Annual Recertification Dates always start as the first day of the month one year after the Initial or Move-in Certification

– Whenever an Annual is run (Ex: 7/1/2009 Annual) the Next Annual Recertification Date is pushed back one year (Ex: 7/1/2010)

• Location to find Next Annual Recertification Dates:

• Reports > Compliance > Compliance Rent Roll• “Household Information” section

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8 – Renewals and Annuals

• Processing an Annual Recertification– Activities > Certifications > Annual

Recertification– “Select Single” to run on a single tenant– “Select Range” for a list of all tenants requiring

Annual Recertifications within the selected date range

– On the next screen, highlight the tenant to recertify and hit ‘Certify’

– First screen will show the effective date of the Annual as well as the new Next Annual Recertification Date

– Lease Addendum and Initial Notice both print at the end of an Annual by default

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9. Transfers

Learning Objectives

• How to process a Lease Transfer

• Understanding Transfer Rules

• Impact of transfer to the Lease/Tenant list

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9. Transfers: Process• Review Contract Rent/Utility Allowance

(Compliance Only)– Information > Unit

• Edit > Details Tab. Modify if necessary

• Information > Lease/Tenant

• Highlight tenant

• Actions > Transfer Lease

• Choose Property, Building and Unit Range

• Choose Effective Date of the transfer

• For Compliance Transfers, there is also an option to reset the Next Annual Recert Date

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9. Transfers: Transfer Rules

• Transferring into a unit follows the same rules as a move-in; the unit must be unoccupied and ready for occupancy

• The Effective Date of the transfer is the first day the tenant occupies the new unit

• This means that in a transfer dated 8/1/09, the last day of occupancy in the former unit would be 7/31/09

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9. Transfers: Impact to Lease/Tenant List

• When a lease is transferred to a new unit, all of the Lease’s information – Ledger, Security Deposit, Certifications, etc – transfers with the lease

• The lease will no longer appear under the Lease/Tenant list under the old unit

• To view a list of units a lease has occupied, and the dates it occupied those units:– Lease/Tenant > Edit– History Tab– “Lease History” box

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10. Move Outs

Learning Objectives

• How to process a Move-out

• Security Deposit– Return during a move-out– Posting order

• Tenant Settlement Statements– How to ensure it will be accurate– Where to access

• Partial security deposit returns

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10. Move Outs: Process

• From Lease/Tenant:– Information > Lease/Tenant– Highlight lease– Actions > Move-out

• From Main Screen:– Activities > Move-out– Choose tenant to move out

• Checkboxes:– Add Charges– Process Security Deposits– Prorate Market Schedule. Charges– Create Turnover Work Orders

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10. Move Outs: Security Deposit Return• During Move-out:

– Check “Process Security Deposit” checkbox during move-out

– Any items left in this screen upon hitting ‘Finish’ will be transferred to the tenant. If there are multiple Security Deposit items listed and you do not wish to return one, highlight it and hit ‘Remove’

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10. Move Outs: Security Deposit Return• Posting Order:

– When returning a Security Deposit, the first item to post is a DEPTRF “Deposit Transfer”. This is a credit, and applies itself to any outstanding delinquencies on the tenant ledger

– When the DEPTRF is posted, Management Plus immediately creates a DEPREF “Deposit Refund”. This is a charge that will balance off any outstanding prepays and return the difference to the tenant, reported as ‘DEPREF’

– It is therefore important to make sure all charges, payments and credits are posted to the ledger before processing a Security Deposit. Because of this, it may be wise to uncheck ‘Process Security Deposit’ from the move-out checklist.

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10. Move Outs: Tenant Settlement Statement• Tenant Settlement Statements are specifically

meant to report on the financial status of a lease after a move-out is processed

• In order to print an accurate Tenant Settlement Statement, Security Deposits should be processed in the following order:– Post the DEPTRF (Deposit Transfer) to the

ledger– Print a Tenant Settlement Statement– Post the DEPREF (Deposit Refund) to the ledger

• To access the Tenant Settlement Statement:– Reports > Mailings > Tenant Settlement

Statement

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10. Move Outs: Partial SecDep Return

• A Security Deposit can be partially returned by following these steps:– Activities > Security Deposits– Select tenant and hit ‘OK’– Highlight the Security Deposit to partially

return and hit ‘Edit’– Enter the amount of Security Deposit to return

in the ‘Deposit Transfer Amount’– Hit ‘OK’, then ‘Done’– The DEPTRF will be created only for the

amount entered – in this way $150 of a $300 Security Deposit can be returned, leaving the rest on the lease

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11. Month End

Learning Objectives

• Default Month-End Date Setting

• What Scheduled Charges are created during a Month-End

• How Current ledger items are archived into the ledger history during Month-end

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11. Month End: Default Settings

Navigation StepsActivities > Month End

• Default Selections

– Month End will always base the Date Range on the current System Date’s month

– If closing the month of January, make sure the System Date is set to a day in January to ensure the Date Range reports accurately

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11. Month End: Creating Monthly Charges

• If closing the month of August, September scheduled charges are created

• The Month-End will create Scheduled Charges based on their Next Effective Date

• If all Scheduled Charges have a Next Effective Date of August 1st, closing the month of July will generate these charges

• Closing a month other than July will process a full Month-End, but no scheduled charges will be created

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11. Month End: Ledger item changes

• Update MTD Fields

• Archives “Current” ledger items into “History”

• Will only archive items with a 0 “BalDue”

• Any items that are not archived into History are given a ‘BOM Bal’, or ‘Beginning of Month Balance’, equal to the BalDue at the time of the month-end

• The ‘BOM Bal’, then, reflects the ledger item’s balance at the time of the last Month-End

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12. Daily Activity Report

Learning Objectives

• Where Daily Activity Report is found

• The content of the Daily Activity Report and how it’s used

• How to set On Screen Reminders and report on them

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12. Daily Activity Report

Navigation Steps Activities > Daily Tasks

• Daily activity content:– Delinquencies and Prepays– Move-ins and Move-outs– On Screen Reminders– Expiring vendors and warranties

• Setting On-Screen Reminders:– Information > Lease/Tenant– OSR (On Screen Reminder) button– Add new OSR

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13. Traffic Reports

Learning Objectives

• Features of the Report

• Purposes of the Report– How are people finding out about property– Who is processing the most leases

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13. Traffic Reports

Navigation StepsReports > Traffic > Traffic Report Setup

• Features of Report– Can report in Week, Month or Year-to-Date– Can be printed in an easy-to-read Graph format

• Purposes of Report– Gives a good idea of where people are finding

out about the property – Who is processing most of the leases.

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Questions?