Accounting Codes

Accounting Codes may be used in Auto Bills, Cash Receipts Entry, Adjustment Entry, Move Out and Transfer Wizards. Horizon includes default the necessary, basic accounting codes when the software is installed. Users may add their own codes as needed.

Accounting Codes (also known as Tenant Billing Codes) must be established in Horizon Financials and linked to the corresponding General Ledger Links/Check Books for each Area/Community combination before they are used.

NAVIGATION: MAINTAIN menu > Tenant Accounting Tables > Accounting Codes (Tenant Billing Codes)

  1. Accounting Code and Description: 
    1. Select an accounting code to view or enter a new 4 digit numerical accounting code in a ##-## format.
    2. Once entered and saved, the accounting code is a key value and should not be changed. 
    3. When a valid account code has been selected, its description will be displayed and may be modified.
    4. For a new accounting code, enter a description.

      EXAMPLES: 01-00 CASH RECEIPTS; 01-01 RENT; 02-00 RENT S/D; 02-01 PET S/D
  2. Entry Type: Select an entry type of either Debit or Credit for the code.
  3. Class: Select one of the following classifications:
    1. Undefined
    2. Court Costs
    3. Excess Electric
    4. Excess Utilities
    5. FSS Deposit
    6. FSS Int to Adj
    7. FSS Withdrawal
    8. HAP Rent
    9. Hauling
    10. Late Charge
    11. Maintenance
    12. NSF Check
      1. A code setup as an NSF Check code (usually 08-00) should be an Entry Type of Debit.  When used, the NSF check will remove the amount being deposited for the day.  In the check book, the NSF check will be on a separate line from the TA cash deposit and is given an NSF reference number.
    13. NSF Check (SD) - used for NSF security deposit checks - to have the system update the security deposit held amounts.
    14. NSF Check Fee
    15. Other
    16. Payment
    17. Payment Agreement/Retro
    18. Pet Fee
    19. Pre-Paid Rent
      1. The Pre-Paid Rent class is usually setup as code 99-99 for Pre-paid rents when Tenant Accounting>>Cash Receipts Setup>>Cash Receipt Mode is set to Class Mode and would have an Entry Type of Credit.
    20. Prom Note
    21. Rent
    22. S/D to A/R
    23. Security Deposit Charge
    24. Security Deposit Receipt
    25. Setup Agreement/Retro
    26. Setup Prom Note
    27. Utility Allowance
  4. Due Date Mode: Select one of the following for Due Date Mode:
    1. Undefined
    2. 30 Days from Document Date
    3. 60 Days from Document Date
    4. First day of Following Month
    5. First Day of Second Month Following
    6. Last day of Current Month
    7. Same Day as Document Date
  5. Code Status: Select one of the following:
    1. Active (Full) - Code is available in Cash Receipts and Adjustments
    2. Inactive - The Code is inactive and unavailable when entering Cash Receipts and Adjustments.  Users should never delete an Accounting Code.
    3. Not used for Transactions (the code will not be available when entering Cash Receipts or Adjustment Entry but will be used in the breakdown of payments)
  6. Contra Code: Some accounting codes require an additional accounting code entered as a contra or reversing code.  If this accounting code needs a contra code enter it here.
  7. Collection Mode: select the mode
    1. Undefined
    2. Active Only
    3. All Adult Members
  8. Do not prorate this code on move-out wizard transactions: If the dollar amounts associated with this code should not be prorated when the code is used in the move out wizard, check the box.
  9. Interest Only (No required for S/D to A/R)
    1. Check this box if this code is for distributed interest.  
    2. When this field is checked, the distributed interest required fields will not be affected when a security deposit to accounts receivable code (usually a 14 code) is used during a move out or transfer.
    3. Security Deposit Interest (Rent. Pet or FSS) is distributed using Distributed Interest Calculation found under Utilities.  The distributed interest generated during this process is shown in an interest held field on the Tenant Master > Accounting tab if setup to do so.
    4. Security Deposit interest fields may be added to the Tenant Master>>Accounting tab by selecting the appropriate accounting code on the Security Deposit/FSS tab under Security Deposit Receipt Accounting Codes.

      NOTE: The fields must be added to the Tenant Master before information is posted using the corresponding accounting code or the information will not be displayed on the Accounting tab.  The information will be in the tenant's activity and history.
  10. Allow Credit to Apply Against any Class: Check mark this box if this code should allow the credit to apply against any Class.
  11. Click SAVE
  12. To print a list of the codes setup in the system, see Accounting Code Listing

This setting affects the Financials Management general ledger balances. Do not adjust these settings without reviewing with Financial staff. When Tenant Accounting Settings>>Cash Receipt Setup has Cash Receipt Mode set to Class Mode, an Accounting code that has a class of Pre-Paid Rent will cause journal vouchers to be created during End of Month Processing when linked in the General Ledger Links/Check Books program.  If your agency does not want the automatic journal vouchers to be created, do not link the Pre-Paid Rent codes.

11/2023

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