Chapter 11

Charges

A one-time charge is an amount a resident owes for a specific service or use. An example of a one-time charge would be for damages. In Yardi Voyager, you create charges in groups called batches. Before posting a batch, you can modify charges in the batch or delete the batch. When you post a charge batch, the program updates balances on the resident ledger as well as the general ledger. After posting, you can no longer modify the charges.

Section 1 One Time Charges

Section 2 Re-occurring Lease Charges

Section 3 Monthly Posting

Sections 4-9 are for Conventional Properties ONLY

Section 4 Creating a Detail Batch Charge

Section 5 Posting a Detail Charge Batch

Section 6 Modifying or Deleting an Individual Charge Section 7 Deleting an Entire Detail Charge Batch

Section 8 Reviewing Charges

Section 9 Posting Late Fees

Section 1: Charges directly from Resident Record

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When you need to add a charge to a resident for damages, legal fees, late fees, etc., you can post those charges directly to the resident’s ledger. Once these charges are posted, only your Regional Property Manager may modify those entries.

To Create a Direct One-time Charge

From the Yardi Voyager Residential Dashboard, click on the underlined number of occupied units under Unit Statistics in the middle column.

A list of residents will appear on the Resident Dashboard (Occupied Units) Select a resident by clicking on the underlined name.

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** Another method, preferable for properties with more than 20 units, is to go to Person Search, enter name or unit number and click the correct resident underlined.

Resident - The resident screen will be displayed on the screen.

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Functions –Functions is located at the top of the resident screen. Click on this tab. A dialogue box will open. Click on Charge. Create charge box will be displayed.

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Date – The current date will automatically be entered, (if this should be a different date, enter it here).

Amount – Enter the amount of the charge. Charge Code – Enter the charge code. If you do not know what the code is, click

on the link labeled Charge Code and all of the charge codes will be displayed. Select the appropriate code.

Notes – Enter an appropriate description of the charge. This note will be displayed on the resident’s ledger and will be very helpful if a resident ever questions a charge.

Category – Leave blank. Click Submit

To verify the charge, On the top of the resident screen under Reports, go to Ledger Non-Hap, you can pull up the resident’s ledger. You should see the charge created on the resident’s ledger at the bottom with a current balance. If not, call your RPM for assistance.

Section 2: Re-occurring Lease Charges

From the Yardi Voyager Residential Dashboard, click on the underlined number of occupied units under Unit Statistics in the middle column.

A list of residents will appear on the Resident Dashboard (Occupied Units) Select a resident by clicking on the underlined name.

** Another method, preferable for properties with more than 20 units, is to go to Person Search, enter name or unit number and click the correct resident underlined.

On the top of the resident’s information, you will find Lease Charges under Data. Click on Lease Charge

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A Lease Charge screen will appear.

Type in the Charge Code, if you do not know the code, select the Gray Box to the right of the code and an options box will appear.

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Click OK on the correct re-occurring lease charge you want. Enter the amount of the re-occurring lease charge. Enter the date the re-occurring lease charge is to begin. *IF the monthly posting

has been posted for the month, you will need to create a one-time charge for the current month in order for the charge to appear on the resident’s ledger. **Refer to Section 1 of this chapter to create a one-time charge.

Click Save. Click the X in the upper right corner of the screen to close the Lease Charge

Window. Click Home to return to the Dashboard. It is important for you NOT to enter a Lease To date. If you enter a Lease To

date, the re-occurring charge will STOP. Do not enter a Lease To date until the resident notifies you that their situation has changed and there is no longer a need for this charge.

*** To check this charge is correct and posted successfully, on the Resident screen, click the Lease Charges tab. Lease charges will be listed there for that resident.

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Section 3: Monthly Posting

Monthly postings are done on the 1st of every month to record the properties reoccurring charges, such as cable, meals, etc. (Note: Most properties DO NOT perform this function) To create monthly posting charges, to the left of the Dashboard, you will find a Side Menu. Select Tax Credit Functions, then Monthly Posting. Depending on your property type, you may select Charges, then Monthly Posting. In all instances, you may search from the Home screen in the top left corner by searching for Monthly Posting.

From the Monthly Posting screen, you will select the appropriate month you want to post. You will want to review the Monthly Posting prior to submitting the charges. This review is done by selecting Report Only in the Report Only? Field.

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After you have reviewed the charges, click on Back Arrow on your Internet Toolbar to go back to the previous screen. In the Report Only? Field, change to Create Batch.

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Click Submit.

From the Dashboard, Post the created charge batch by clicking on Charges under Open Batches located on the right hand side of the Dashboard.

The Un-posted batch will appear, click on the Batch #.

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Click on Report to view the Un-posted batch. You may edit or delete the batch up until you click on Post. Once reviewed and your information is correct, you will Click on Post.

Yardi will ask if you want to Post, click OK.

Your monthly posting batch has been posted. Click Home to return to the Dashboard.

Section 4: Creating a Detail Charge Batch

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When you create a Detail batch charge, you can choose the appropriate charge code. You can modify or delete a Batch Charge until it is posted.

To Create a Detail Charge Batch

From the Yardi Voyager Residential Dashboard, click on New Charge Batch. The Batch Charge selection window opens.

Complete the following fields:

Batch Description - The system date and time is automatically displayed in this field.

Total of charge - Enter the total dollar amount for the charge you are including in this batch.

Number of Charges - This field must be filled in, so enter the number of charges to be entered.

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Click “Save”. A Summary Batch Charge window opens.

To add individual receipts, click on the clipboard (highlighted) under Charge Invoices.Complete the Charge window for the charge using the following instructions:

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Resident - Enter the resident code, or use the pull down menu to choose from the list of resident codes.

Charge Code - Enter the code for the charge (damage, etc.), or use the pull down menu to choose a charge code from the listing.

Amount - Enter the amount of the charge. Notes – Give a detail description of your charge, for example – broken

window. This description is entered on the resident’s ledger. Charge Date - Enter the date you want to record the charge (MM/DD/YY). Post Month - Yardi will automatically fill in this information. (MM/YY)

After you have entered the charge(s), click “Save” (gray button in the middle of the screen).

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The program will automatically return to the Un-posted Charge Batch Window when the charges entered match the total charges and total number of charges. If the Charge and Batch Charge information do not match, you can make corrections by modifying the charge or the batch. Click on the Batch # at the top of the window. This will take you back to the Charge Batch Window. You can edit the batch totals or click the Edit button to make corrections to any charges you just entered. The screen will look like above.

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Section 5: Posting a Detail Charge Batch

When you are finished entering the charge(s) to your Batch you are now ready to post the charges to the resident’s account(s) and print the report. Review the change batch by clicking on report. A list of the unposted charges will appear, once reviewed, click on the red box with the X to return to the batch charge screen.

When you are on the batch header window, you will need to print the report. Return to the Charge Batch Window by clicking on the “Batch #” in blue at the top of the page. Click the “Post” to post these charges to the resident’s accounts.

The program asks if you “Are sure you want to post your Detail batch charge?” Answer “OK” when you are finished.

Click “Report” to print the report. The screen will tell you the batch has been successfully posted.

Click the “Home” button to return to the Yardi Voyager Residential Dashboard.

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Section 6: Modifying or Deleting an Individual Charge in a Detail Batch

You can modify a charge in the batch ONLY until the batch is posted. Charges in a batch do not update the resident ledgers or property financial records until the batch is posted.

To modify a charge in a Detail Batch

From the Voyager Residential Dashboard on the right of screen, click on “Charges”. The Batch Charge selection window opens.

Select the Batch # which needs to be modified

The Charge Batch header window opens. Click “Report” to view charges. Select the charge you need to change or delete by clicking on the Edit button. The individual charge will appear. Make changes or delete charge. To delete a charge in a batch, click the Delete button beside Save. Make your changes, and click “Save”.

The program will automatically return to the Un-posted Charge Batch Window when the charges entered match the total charges and total number of charges. If the Charge and Batch Charge information do not match, you can make corrections by modifying the charge or the batch. Click on the Batch # at the top of the window. This will take you back to the Charge Batch Window. You can edit the batch totals or click the Edit button to make corrections to any charges you just entered.

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When you are finished editing the charge(s) to your Batch you are now ready to post the charges to the resident’s account(s) and print the report. Review the changed batch by clicking on report. A list of the unposted charges will appear, once reviewed, click on the red box with the X to return to the batch charge screen.

When you are on the batch header window, you will need to print the report. Return to the Charge Batch Window by clicking on the “Batch #” in blue at the top of the page. Click the “Post” to post these charges to the resident’s accounts.

The program asks if you “Are sure you want to post your Detail batch charge?” Answer “OK” when you are finished.

Click “Report” to print the report. The screen will tell you the batch has been successfully posted.

Click the “Home” button to return to the Yardi Voyager Residential Dashboard.

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Section 7: Deleting an Entire Detail Charge Batch

When you delete a Detail batch charge, you delete the batch header and all records in that batch.

To delete a Detail Charge Batch

From the Yardi Voyager Residential Dashboard, go to “Charges”, then select the batch #. The Batch Charge selection window opens.

All un-posted charge batches are included on the listing. The Batch Charge selection window opens.

Click the “Delete” button - The program asks if you are sure you want to delete this batch.

Click “OK” - The program deletes your detail charge batch.

When you are finished deleting your Detail batch, Yardi will direct you back to theYardi Voyager Residential Dashboard window.

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Section 8: Reviewing Charges

Charges available for review include only those from posted batches that are posted to the resident ledger. You cannot change information in charges you are reviewing that are posted to the resident ledger.

To Review Charges

From the Yardi Voyager Residential Dashboard, go to “Charges” on the left of the window under Menu, click on “Review Charge”. The Charge selection window opens.

Complete the fields on the filter window to find the charges you want to review. Leave all fields blank to display all charges or leave certain fields blank to narrow down the charges that you want to review.

Click “Submit”. The Charge window opens the charge first meeting your selection criteria. A list of all charges matching your criteria appears on the right side of the window, in order by control number.

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Using the “Charge” list, click on the charge you want to review and it will be displayed on the window.

If a charge has been paid, the window will say “Unpaid” or “Fully Paid” ,displayed at the top right of the window. If this item has been paid partially, or completely, Receipt numbers are displayed as links and you can click a link to view the window for that receipt.

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This Receipt page will show payments made. Also, from this page, you can reverse, reapply, NSF or print the receipt. When you are finished reviewing your charges, click the “Home” button to return to the Yardi Voyager Residential Dashboard.

Section 9: Posting Late Fees

When you post late fees, the program posts the fees and produces a Late Fee report that is to be used to verify accuracy of fees being charged. The program creates late fees on unpaid rent charges. This report must be run every day starting after the property’s grace period. When recording the payment receipt, it is very important to enter the date the payment was received since Yardi will calculate late fees based on the grace period thru the receipt of payment. Late fees will be accessed on NSF checks and will charge late fees retroactively to those residents.

***** Late fees are not charged on Section202/811 PRACS*****

To Post Late Fees

From Yardi Voyager Menu to the left of the Residential Dashboard, click “Charges”, then “Post Late Fee”.

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The Late Fee Report selection window opens.

Any property with Flat fee plus daily rate MUST post late fees daily. If two (2) flat fees only, post the first charge on first cutoff date then on the second cutoff date, late fees are posted as one-time charges. Complete the following fields: Late Fee Date - Enter the “as of” date for charging late fees (mm/dd/yy).

This must be the current date since late fees must be done on a daily basis for properties that charge daily. Enter the date you are charging the late fees- this should be today’s date.If you charge a base late fee, the program creates a late fee for each charge

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that is late as of this date, if you have not previously posted the base fee.If you charge daily late fees, the program creates a late fee for each day between the date you last posted a late fee and this date.

Cut off Date - Enter the last day you want the program to use for calculating late fees (mm/dd/yy) against unpaid charges, or click the button to choose a date from the calendar. The program ignores charges posted after this date. This should be the same date as the late fee date.

Charge Notes - Enter the charge description you want to display on Resident statements and ledgers. For example, July 20XX Late Fees.

Report Only - Enter Yes. Destination - This will default to window. Click “Submit”.

Review this report for reasonableness. Examine this report for residents who appear on the report who should not be charged a late fee. For example, if you are processing an Interim for a resident, you may not want to charge them a late fee. All residents on this report will be charged a late fee. To issue a credit for any late fees charged, contact your Regional Property Manager. You may print this report by clicking on the browser printer icon.

After reviewing the report, click the browser’s back button one time to return to the filter.

To post the late fees, change the Report Only field to “Create Batch.” This will create a Charge Batch that will need to be posted.

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Click “Submit” - The system will now generate the Late Fee Batch for the late fees.

NOTE: If late fees are to be waived due to data entry error on the date received for a rent payment or any other reason that has been approved by management, you will let Yardi post the late fees. You will then need to contact your RPM copying Accounting Specialist to list the reason for waiving the late fees and Accounting will back out those charges with RPM approval.

Click the “Home” button to return to the Yardi Voyager Residential Dashboard.

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