OneSite FAS Procedure - SunRidge Management · ONESITE FAS PROCEDURE ... You are required to check the demographics BEFORE proceeding on to close the FAS account ... Month End …

ONESITE FAS PROCEDURE

Revised 06/06/2012 SR – OneSite FAS Procedure 1 of 35

OneSite FAS Processing and Revisions Bad Debt Collections/Payments /Write Offs

6/06/2012 Revised

Starting the FAS Process ........................................................................................ 2

Checking Demographics ......................................................................................... 3

Placing an Account In Collection Status ................................................................... 8

Writing off Balances ............................................................................................... 9

Entering in Payments for Closed Accounts ............................................................. 15

Posting Bad Debt Payments for Residents NOT Found in OneSite ........................... 23

FAS Revisions for Refunds .................................................................................... 31



Starting the FAS Process

SUNRIDGE POLICY IS THAT THE FAS MUST BE PROCESSED WITHIN 7 DAYS OF MOVE OUT

FAS: means Final Account Statement and is also called a SODA or Disposition. Before starting the FAS process please review the resident’s ledger and make sure the account is correct.

Once the apartment has been walked and charges have been determined the resident’s account is ready to be closed. If the past resident owes a balance make sure all information is faxed to your appropriate

debt collector.

1.) Click on the Resident tab.



Checking Demographics

You are required to check the demographics BEFORE proceeding on to close the FAS account for each resident.

3.) Locate the resident and click on

the View link.

2.) Search for the resident by either entering in the unit number or selecting

“Pending final statement” from the filter

box to the far right.

1.) Click “Edit” next to the name of the

resident. If there are multiple names, you will do one resident at a time.



4.) Click on the “FAS” tab.

2.) In the “Other Information” section, you will make sure the appropriate boxes are checked for each individual occupant.

If the occupant is notated as a “Lease Signer” on the lease contract, then the

“Lease Signer” box SHOULD be checked. If the occupant is notated as an “Occupant Only” on the lease contract, then the

“Lease Signer” box SHOULD NOT be checked. This MUST be done correctly, in order for the FAS and refund check, if applicable,

to print out correctly.

3.) Click “Save” once you have finished editing the contact and either:

Click “Edit” for the next occupant listed and

repeat the above steps.

OR If there are no other occupants, continue on to

step 4.



REMINDER: *DO NOT USE ADD CHARGE BUTTON*

5.) Click on “Close” to start the FAS.

6.) Review the name(s) in the Pay to field. If a

lease signer’s name is missing from this field

cancel out of the FAS and return to step 2. Type in the name to whom the FAS will be mailed to.

7.) If the forwarding address is incorrect or not showing, click on the

“Main ST” button to enter in the address. Make sure to enter a phone

number to contact the resident.

9.) Look for the charges that apply

to this unit and former resident and click inside the box to insert a check

mark.

10.) There may be a defaulted dollar

amount next to the charge. This amount can be changed to the accurate

charge by clicking inside the box and typing in the correct amount.

8.) Click “Next” when the above has

been filled out.



While processing a FAS, you will only use the charges that appear in the list with check boxes. Do not

click on the Add Charge button for any reason. All of the charges that appear with check boxes are setup to automatically write themselves off once the FAS has been completed.

Notice that once you check the box on the left for the appropriate charge it will automatically be added to the list on the right hand side. On the right side, below all of the charges, there is a total amount that

will either say “Total account balance due” (if they owe money to the property) or “Account balance-Refund due” (if the resident is owed a refund).

Make sure that ALL water & trash has been billed to date. Water should have current charges (if not

paid prior to move-out) and the pro-rate of final usage (this all should add to about 45 days). If you

notice that final water and trash has not been charged then add the charge in the “Other” charge box (see below)

If you have a charge that is not listed and you have used all of the “Other” boxes let your AVP know. DO

NOT USE THE “ADD CHARGE” BUTTON DURING THE FAS PROCESS, NO EXCEPTIONS.

11.) There may be a time when you need to add a charge that is not on the list. Locate the charges

that are named “Other 1” and “Other 2”. You can

click inside this box and rename the charge.

12.) Click “Next” when you are done.

***This is where you can add water, trash, electric or any other items that

are not listed***

There are two to three pages of charges. Click on

the blue “1”, “2” or “3” to move between pages.



You will now see the account statement (example below). You should review this statement carefully

and make sure everything is correct. If there is a mistake that you need to fix, click the “Back” button and it will take you to the previous screen.

You will need to print 1 copy of this page for the Resident’s file. ***If there is a balance due, you must print the statement before writing off the balance***

A copy of the FAS as well as the Final Account Statement Recap form will need to be scanned and emailed to the AVP weekly as noted on the Monthly Calendar.

DO NOT SEND FINAL FAS BATCH WITH CLOSEOUT.

14.) Click on “Finish” when you are done.

13.) Click on the “Print Summary” button.



Placing an Account In Collection Status

After completing the FAS, if the former resident owes a balance greater than or equal to $100.00 you

must place the account “In Collection Status”. From the Resident at a glance page (inside the former

resident’s account), click on the Special/collection status action on the left hand side of your screen.

You will now have the option to place this account “In Collection Status” by checking the appropriate box.

1) Check the box beside In Collection Status.

2) Click the “Save” button.



Writing off Balances

OneSite will write off the FAS charges for you automatically, leaving only the scheduled billing charges

(example: Rent, Water, Trash, etc.). These remaining charges will need to be written off directly prior to Month End Closeout as noted on your monthly SunRidge Calendar. Rent Debt cannot pick up this

account if you do not leave the open balance on the ledger until that time.

Run the Delinquent & Prepaid Report and look at the “Move-out” column. All former residents that show

a delinquent balance on the Delinquent and Prepaid Report will need to be written off. Refer to your SunRidge calendar located in your Today page in OneSite for the day of the month reserved for writing

off balances on former residents.

***When you are ready to write off balances***

You will not write off the full balance shown in the FAS balance column or on the resident’s

view of the ledger. Any charges that you add during the FAS process will write themselves off automatically, so you only need to write off the balance due at move out. Prior to writing

off a former resident’s balance, review the Delinquent & Prepaid Report which will provide

the exact amount that needs to be written off. If you do not understand this process, please contact your AVP.

Pull up the account and then click “Edit” located in the FAS tab. (If the account is in collections, please remove the check mark for In collection status, page 8. You will not be able to edit the FAS if you do not remove this check mark.)

1.) Click on the “Edit” link.



You will see the following OneSite warning:

Click the Edit button if a refund did not originally exist for this former resident, which should be the case

if you are applying a write off to this Final account statement.

2.) Click on the “Enter payment” button.

3.) The transaction code must be

changed to LOST. Type Lost in the code box and press your Tab key.



4.) Check to make sure the amount to write off is correct and matches the

amount shown on the Delinquent & Prepaid Report..

See Page 12**

5.) Change the description to Final Write Off.

6.) Click “OK” when done.



7.) Click “View FAS & Post” if nothing else needs to be done.



8.) Click the “Post” button.



You will now be asked to enter a reason for Editing the closed account for this former resident.

Please enter a valid comment such as the one suggested in the screen shot below:

The FAS tab will now show the original closing entry and a new entry with the current date from editing

the account to post the write off. You will also see the comment you added in the Revision Reason column. If all information on this screen is correct, you have finished writing off the balance for this

account. Please place the account back into collection status (page 8).

10.) Click “OK” when done.

9.) Enter a reason for editing the closed account for this resident.



Entering in Payments for Closed Accounts

All Bad Debt payments will be posted to the resident’s ledger. You will no longer post Bad Debt

payments to Misc. Income UNLESS the resident is not found in your OneSite system (this would be because the resident lived at your property before OneSite). Please see page 23 for instructions on how

to post to Misc. Income for residents not found in OneSite. Pull up the account and then click “Edit” located in the FAS tab.

You will see the following OneSite warning:

Click the Edit button if a refund did not originally exist for this former resident, which should be the case

if you are applying a bad debt payment to this Final account statement.

Please look for any amount coded to LOST with a description of “Final write off – resident’s name”. Click the View link beside this transaction. If you do not see an amount coded to Lost, please proceed to step

6.

1.) Click on the “Edit” link.

2.) Click on the “View” link.



You will now be prompted to enter a reason for reversing the write off amount. Please enter a valid

comment as suggested in the screen shot below:

3.) Click on the “Reverse” button if you received

full payment or click on the Edit button if you

received partial payment. (Make sure when using the Edit button that you subtract the

payment from the Lost transaction amount.) If you do not understand these instructions, please contact your AVP.



4.) Enter a reason.

5.) Click the “OK” button when finished.



You are now ready to post a payment to the closed account.

7.) You will enter the amount that

is being paid on the Bad Debt. 8.) Click “OK”.

6.) Click the “Enter payment” button.



Once you have entered in the payment, you will need to look carefully at the next screen, BEFORE you

click on “View FAS & Post”, to make sure that your balance on your FAS is correct.

9.) After you have clicked okay, you will see your payment appear.

10.) Click “View FAS & Post”.



11.) Click “Post”.



12.) Click on “Update”.



13.) Click on the “Close” button.

You have finished your work.



Posting Payments to Residents NOT Found in OneSite

For Bad Debt payments that need to be posted for residents that are not found in OneSite, you will post

in Misc. Income.

1.) Click on “Administration”.

2.) Click on “Other” 3.) Click on “Miscellaneous income”

4.) Click on “Show transactions” next to Bad Debt Collection



5.) “Transactions for Bad Debt Collection” should appear in the blue bar under Transactions

Do not put bad debt payments in any other

account.

6.) Click “New” next to “Transactions”.



7.) Click on the magnifying glass to look up

the transaction code “PMTBADDEBT”.



8.) Click on the blue “Select” next to “PMTBADDEBT”.



11.) Enter the document number.

12.) When all of the above is fill out click

“Post”.

9.) In the “Transaction description” box enter the Resident name, Apartment # and

Method of payment. (Example: Susan Smith #312 Check).

10.) Enter the payment amount.



13.) The payment has now been posted

below. Next you need to create a charge. Click the “New” button next to

“Transactions”.



14.) Click on the magnifying glass again

to look up “BADDEBT”.

16.) Enter the same amount used

when entering the payment in step 10.

15.) In the “Transaction description” box

put “Bad Debt Collection”.

17.) When all of the above is fill out, click “Post”.



Before you close out of this screen, review your work.

20.) If everything is correct click on “Close” and close your bank batch.

18.) Your “Open Balance” should be $0.00.

19.) You should have a payment code (PMTBADDEBT) and a charge code

(BADDEBT).



FAS Revisions for Refunds

For Final Account Statements (FAS) that have already been submitted and a refund was processed,

there is a procedure to follow if additional money is owed to the resident.

1.) Look up the resident and click

“View”

2.) Click on the “FAS” tab.

3.) Click on “Edit”.



4.) Click on “Edit”.



You will now see a list of charges which can be viewed and changed. In this example, the resident should

not be charged for the carpet shampoo.

5.) Click on “View” beside the charge you need to reverse.



6.) Click the “Reverse” button to remove the charge from the Final Account Statement. (Clicking the Edit

button will allow you to change the amount charged if

needed.)



Click "Next" and read over the Final Account Statement, make sure "Refund Due" reflects the amount

Accounts Payable needs to cut a check for.

The new statement will need to be printed and documented on the Final Account Statement Recap form,

only notating what additional money is being refunded.

Again, this process is ONLY for previous residents which have already received a refund check where ADDITIONAL money is owed to them.

7.) Click the “View FAS and Post” button to complete this transaction.

8.) In this example the $35 Carpet Shampoo charge has been removed and the remaining

amount due to the resident is $35.

Documents

OneSite FAS Procedure - SunRidge Management · ONESITE FAS PROCEDURE ... You are required to check the demographics BEFORE proceeding on to close the FAS account ... Month End …