How To Send Collection Losses to Housing Billing

If it has been decided that a tenant will not be paying the remainder of his/her balance and the amount is to be written off as a collection loss, then an Adjustment Entry should be created and posted to remove the amount of the collection loss from the tenant's balance and create a Housing Billing customer for the tenant with the collection loss balance.

The Tenant Management module must be setup for the interface process between the Tenant Management module and the Housing Billing module.  Please review How to Setup for Housing Billing if you do not know if you are setup for the automatic interface.

Step 1: Adjustment Entry

NAVIGATION: ACTIVITIES menu > Adjustment Processing > Adjustment Entry

  1. Leave Batch Number and Sequence Number blank
  2. Select a tenant for the entry:
    1. Enter a portion of the Tenant Number and browse or
    2. Enter the tenant's Last Name and select the tenant
  3. Enter or select the Transaction Date, which must be within your current period.  Today's date is preferable if it falls within your accounting period.  Tabbing out of the field will check for date errors.
  4. Enter or select the Collection Loss Transaction Code, usually 11-00, and tab.  
  5. Tabbing out of the Transaction Code field will auto-fill in the Modified Description field.  This description may be edited.
  6. Enter a brief note in the Reference field for the transaction.  This is not a required field and may be left blank.
  7. The Due Date will default to the Transaction Date.  The date may be edited.
  8. Enter the Transaction Amount.  This is the amount of the tenant's balance to be written off.  Press Save to save the file or tab.  When Save is pressed the screen will clear.
    1. Entering or tabbing out of the Transaction Amount field will trigger a Save question.  
    2. Press Yes to save the file and clear the screen.
    3. Pressing No will return you to the entry screen and the transaction will not be saved.

Step 2: Adjustment Edit List

NAVIGATION: ACTIVITIES menu > Adjustment Processing > Adjustment Edit List

  1. Enter or select the appropriate Area Number
  2. Enter or select the appropriate Community Number
  3. Check the Create Merge Interface box if a letter is to be printed based on the tenants that are shown on the edit list.  If you will not be printing letters after the edit list is run, leave the box blank.
  4. Press Preview or Print to view the report.  Cancel may be pressed after previewing the report to close the view.
  5. Review the list for accuracy.  
  6. If corrections are needed, go back to Adjustment Entry and recall the entry using the Batch Number browse.
  7. Make corrections and Save.
  8. Run the edit list again and review the corrections to ensure that they are correct.
  9. Proceed to Post Adjustment Entries when the edit list is correct.

Step 3: Post Adjustment Entries

NAVIGATION: ACTIVITIES menu > Adjustment Processing > Post Adjustments

  1. Enter or select the appropriate Area Number
  2. Enter or select the appropriate Community Number
  3. Press Post to begin the posting process
  4. Press Yes to Print Adjustment Register on the Process Complete box. (Recommended)
  5. Press Preview on the Tenant Adjustment Register view
  6. Press the Printer icon and print out the document for your records.

4/2021

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