Tenant Accounts Receivable Setup

Transcription

1 Offices & Accounts Tab Tenant Accounts Receivable Setup This module is used to manage all tenant accounting functions including charging rent and other transactions, collecting payments, generating late fees, managing utility reimbursements, managing security and pet deposits and accessing extensive reporting capabilities. 1. Terminology a. Receivables Office A receivables office is any office location where you receive payments. If the HA receives payments at more than one site, then they would need to set up multiple receivables offices. b. Cash Drawer A cash drawer is a specific place within an office where you accept payments. A cash drawer may be a literal cash drawer at your agency or at a bank, or it may be a computer workstation where you accept payments. Some offices may have only one cash drawer, others may have multiple cash drawers. After you set up your cash drawers, you can use them to accept payments. Each day you use a particular cash drawer, you will open it and balance and close it. c. Employees - You have the option to associate employees to a specific receivables office d. Bank Accounts A receivables bank account is a bank account into which you deposit payments that you receive from customers. Tenant Accounts Receivable contains one record for each of your receivables bank accounts. After you set up your bank accounts, you will include them in the developmental account mapping for your customer account types. For each development that uses a particular account type, you will identify the bank account into which deposits for that account type are made for that development. You will also make deposits into receivables bank accounts. e. Account A record of all transactions between the agency and the customer. Account types include AR, Escrow, Revolving and Mortgage accounts. f. Transactions A transaction type identifies the purpose of a transaction. Many transactions (both recurring and non-recurring) that you enter for customers require a transaction type. The most common transaction type is rent. Other examples could include utilities (such as electricity, gas, water, and cable TV ), agency charges (such as work order or clean-up fees), or other charges (such as interest, late fee, or NSF fee ). g. Account Types - Tenant Accounts Receivable contains one record for each of your agency-defined customer account types. You assign an account type to each customer account. Customer account types are also an important part of the setup for your agency s developmental fund accounting. h. Apply Order The order in which payments are applied to charges and accounts in the program. 2. Purpose & Effects Set up completed in this tab will allow the agency to control how payments are taken at the agency among other things. This is the set up that controls which employees have access to which cash drawers in order to take payments. (NOTES: offices, employees and cash drawers are all tied. Employees are tied to offices, not cash drawers. The employee will see every cash drawer for each office they are tied to.)

2 Requirements (tools): a. Who: Accounting and housing Management, Implementation Coach b. What: Tenant account policies and procedures/acop i. Listings of: 1. Transactions used 2. Accounts used 3. General Ledger account information 4. Bank accounts used 5. Cash drawer information where does the agency take payments? 6. Listing of employees that will need access to cash drawers who takes payments? 7. Payment apply order 3. How to a. Maintain Offices i. Click on the Offices tab Located at the top of the window of the Tenant Account Receivable setup screen. ii. Click on the + symbol to add a Receivable Office

3 1. Enter a Description and click Start, then Finish 2. If this office has a different address than the main office, click the edit pencil and complete the information at the bottom of the screen. This additional address information can be used to print on forms but the agency must have the custom forms loaded. It will not print on the

4 standard forms loaded into TAR 3. Click on the Development tab to assign particular Developments to this office. Click on the + symbol to associate the development to the office a. Assigning Developments to an office will limit which cash drawers can take payments from tenants of those particular developments iii. Repeat until complete iv. Save and Close door. This will return you to the receivables Setup screen

5 b. Maintain Cash Drawers i. Click on cash drawers, ii. To add a cash drawer, click plus + iii. Enter a Drawer Number iv. Enter a Description for the Drawer

6 v. Add a receipt number. Make the number something that coincides with the drawer description, usually first two letters plus zeros and 1. vi. Attach the drawer to an office by using the drop down arrow and selecting a Receivables Office vii. Select the cash on hand account (clearing account), usually an 1100 account in the General Ledger

7 viii. Click Start and then finish. ix. Repeat until complete c. Maintain Employees by Office Description: this tells the system which employees have access to which offices. This set up also drives which cash drawers the employee has access to. For example, if Cash Drawers 1 and 2 are attached to the Main Office, then any employee attached to that Office will have access to Cash Drawers 1 and 2. i. Click employees, to open the set up screen 1. Note: When you assign an employee to a receivable office you are giving them permission to open and close cash drawers associated with that office ii. At the top of the screen, click the + to add an employee to the office.

8 iii. Choose office iv. Choose employee v. Start

9 vi. Finish vii. Close Door d. Maintain Receivables Bank Account Description: Set this up so that the cash drawer deposits know which bank acct the cash drawer deposits to. i. Dependencies: the bank accounts have to be set up in General Ledger prior to adding them in TAR 1. Click Bank Accounts 2. Click the plus at the top of the screen

10 3. Click the bank acct you would like to setup from the dropdown list. This list of bank accounts comes from the General Ledger Set Up 4. Type bank account description 5. Start finish 6. Close Door

11 e. Maintain Payment Types Description: the payment types listed in this set up screen will be available in the drop down menu when using the payment wizard i. Click payments ii. There is a default list of the most common payments types used iii. Click the edit pencil and check or uncheck the box at the bottom of the screen to inactive a particular payment type

12 iv. Click save if any changes are made v. Close door to return to previous screen f. Maintain Transaction Types Description: These transaction types are seen in drop down menus when adding various transactions to a tenant or customer s account. i. Click transactions

13 ii. There is a list of default transactions types iii. Post conversion, there will also be the transaction types found in the legacy system iv. Add any new transaction type needed by clicking plus v. Input description of transaction vi. Click Start then Finish

14 vii. Inactivate any unused transaction types by highlighting the transaction, clicking the edit pencil and un-checking the Active box at the bottom of the screen. viii. Click Save to maintain changes g. Maintain Customer Account Types

15 i. Purpose and Effect - this setup gives the ability to report different types of activity on the tenant/customer accounts. This activity could include charges, transfers, credits and collecting money through payment processing. These accounts must be mapped to General Ledger account numbers. This mapping ensures the correct flow of transactions from the Tenant Accounts Receivable module to the General Ledger thus ensuring accurate reporting. ii. Requirements: 1. Who - Finance staff, possibly housing staff 2. What - List of General Ledger accounts, which accounts are mapped to selected developments and transactions 3. Dependencies a. The agency chart of accounts must be loaded into General Ledger prior to mapping TAR. b. Register must be set up c. Forms must be loaded into CRW and added to the Receivables Group d. Development set up must be completed prior to mapping 4. Click accounts a. Double click account to map (or highlight and click the edit pencil)

16 b. On the Main Tab i. Select correct Account Description and Type of Account by using drop down arrows ii. Select the correct Register from the drop down menu iii. Select the form needed for an Adjustment Voucher, Void Ticket, Statement Format and Bill Format (these are the CRW forms) iv. Select the apply order for the account based on agency policy v. Click the Save icon c. Click the Development Account Mapping tab at top of screen.

17 d. Click the + to add developments i. Use drop down menus to select Development Name, Posting Account Number, Bank Account Number ii. Select the Direct Debit Cash Drawer if Direct Debit is used for the Development iii. Click Start and Finish iv. If a specific Cash Drawer needs to be used for this Development, click the Cash Drawer sub tab, click the +, select the Cash Drawer from the drop down menu, then click Save. e. Repeat this until every Development is mapped iii. To map transactions for each account type: 1. Click Transaction Included in Account tab 2. Click the + to add a Transaction type to the account 3. Use the drop down menu to select the transaction to add

18 4. Enter in apply order number for past due amounts and current amounts for this transaction type 5. Click Start and Finish h. Once all transaction to be used for that account have been added these must also be mapped to a General Ledger account number i. Highlight the first transaction and click the Account Mapping button at the bottom of the screen ii. Click the Edit Pencil and select the appropriate Income Account at the bottom of the screen iii. Repeat this process for each Development that is on the list iv. Close the door to return to the Account screen i. Click the Flashlight icon to return to the list of all accounts. The above steps must be repeated for each account type that is on this list. j. You can get a report of any Missing GL mapping from the 2+ Home menu