Process Utility Reimbursements

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.

Create Utility Reimbursements

This process will calculate the tenant utility reimbursements.

NAVIGATION: ACCOUNTING menu > Utility Reimbursement Processing > Create Reimbursements

  1. Area Number: enter or select the area; leave blank to see all areas
  2. Community Number: enter or select the community; leave blank to see all communities
    1. A community cannot be selected if the Area Number was left blank.
  3. Effective Date: enter or select a date of the transactions
  4. Click START CREATE
  5. Click OK when the process is completed.

Edit Reimbursements

NAVIGATION: ACCOUNTING menu > Utility Reimbursement Processing > Edit Reimbursements

  1. Select a Transaction Number from the Utility Reimbursement Browse which shows the Area, Project, Unit, Tenant, Last Name, First Name and Charge Amount.
  2. The Tenant Information and Transaction Information will fill in
  3. Enter Reference information if applicable
  4. Enter the amount of the Utility Reimbursement to apply to other charges in Apply to Other
  5. Click SAVE
  6. Repeat these steps until all of the charges have been applied.

Review Reimbursements

NAVIGATION: ACCOUNTING menu > Utility Reimbursement Processing > Review Reimbursements

  1. Area Number: enter or select the area; leave blank to see all areas
  2. Community Number: enter or select the community; leave blank to see all communities
    1. A community cannot be selected if the Area Number was left blank.
  3. Press the Description header or anywhere in the grid to update the grid with the utility reimbursement information shown on the edit list
  4. The columns and amounts displayed are:
    1. Unit
    2. Tenant Name
    3. Phone
    4. Total
    5. Other
    6. To Other
    7. To Gas
    8. To Elec
    9. To Water
    10. To Sewer
    11. Pior + Balance
  5. Click in the Apply to Other column to apply all or part of the Utility Reimbursement amount to other charges
  6. If you want to review a tenant's account, press the Review Account button for the highlighted tenant.
  7. Press SAVE after applying the Utility Reimbursements
  8. Continue working in the grid until all of the Utility Reimbursements have been applied

NOTE: Press the Show Only Tenants that Owe Other Amounts box to only see tenants that have other charges on their accounts.

Edit List

NAVIGATION: ACCOUNTING menu > Utility Reimbursement Processing > Edit List

  1. Area Number: enter or select the area; leave blank to see all areas
  2. Community Number: enter or select the community; leave blank to see all communities
    1. A community cannot be selected if the Area Number was left blank.
  3. Tenant Name Order: check this box to sort the report by the tenant name
  4. Create Merge Interface
    1. Enter a check mark in this field before running the report to have the report information available to print batch letter or forms based on this report.
    2. Preview or print this report and then go to Batch Letters and Forms and press the Build from Last Report button to populate the grid
  5. Preview or print the report (see Report Preview, Print and Save Options).
  6. 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.
  7. Review the list for accuracy.
  8. If any edits are needed, go back to the Consumption Reading Entry grid.

Post Reimbursements

NAVIGATION: ACCOUNTING menu > Utility Reimbursement Processing > Post Reimbursements

  1. Area Number: enter or select the area; leave blank to see all areas
  2. Community Number: enter or select the community; leave blank to see all communities
    1. A community cannot be selected if the Area Number was left blank.
  3. Click START POSTING
  4. When the process is complete, click OK

Missing Utility Reimbursements

To add a Utility Reimbursement after Auto-Bills have been run for the month, or for Utility Reimbursements that are missing, follow the steps to Process a Tenant Adjustment

7/2023

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