How To Process a Tenant Refund

The steps below outline how to process a tenant refund when there is a credit balance.  The refund could occur after a move out has been processed or the tenant may have a credit balance from overpaying rent.

Step 1: Enter Adjustment 

NAVIGATION: ACTIVITIES menu > Adjustment Processing > Adjustment Entry

  1. Select the tenant using the Tenant Number or Last Name fields
    1. Tenant Number - enter the entire number and tab or enter a portion of the number and browse
    2. Last Name - enter the last name and select the tenant from the listed choices
  2. Enter or select a Transaction Date that is within your current accounting period (usually the current month, unless you have not closed)
  3. Enter or select your Refund to Tenant Transaction Code, usually 07-0 and tab.
    1. Tab to accept the Modified Description or enter one of your own choosing.
  4. Enter a Reference memo if applicable or leave blank and tab.
  5. The Due Date will auto-fill.  This date may be changed.
  6. Enter the amount to be refunded in Transaction Amount and tab.  This number should not be a negative number.
  7. Press Yes to save or press the Save icon if you did not tab
  8. Close the Adjustment Entry screen
  9. When this transaction is posted, a charge will be applied to the tenant's account and a refund voucher to the tenant will be created in Financial AP Entry if setup to interface in Tenant Accounting Settings.

Step 2: Review Adjustment Edit List

NAVIGATION: ACTIVITIES menu > Adjustment Processing > Adjustment Edit List

  1. Enter or select the Area
  2. Enter or select the Community
  3. Place the selecting "dot" in either Batch/Sequence or Tenant Number as a sort option.
  4. PREVIEW or PRINT the report
    1. If the Edit List is correct, proceed to Post Adjustment Entries
    2. If the Edit List is incorrect, go back to, Activities menu > Adjustment Processing > Adjustment Entry
      1. Select the Batch/Sequence Number that is incorrect (all un-posted entries will be displayed in the browser)
      2. Make adjustments to the entry and save
  5. Run the Edit List again.  
    1. If correct, proceed to Posting.
    2. If still incorrect, go back to Adjustment Entry and fix.

Step 3: Post Adjustment Entries

NAVIGATION: ACTIVITIES menu > Adjustment Processing > Post Adjustments

  1. Enter or select the Area
  2. Enter or select the Community
  3. Press POST 
  4. Print the Adjustment Register (recommended) and keep for your records

2/2022

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388