TAR Negative Rents Interface

to Accounts Payable Invoices

Updated 9-20-2013

WinTAR setup

Setup must be done to establish the General Ledger account to be used on the Accounts Payable invoice

for each Project/Subgroup.

WinTAR Menu – Setup Tab – A/R Tables Setup Group – Rpt Groups to G/L Accts.

If you plan on interfacing the DSO amounts to the General Ledger, Debits and Credits need to be

established for each Report Group Line, but for the negative rent interface to AP Invoice, only the Debit

for report group 06 Refund to Tenant is used to determine the correct account to be used on the

invoice.

Posting Tenant Rents

Tenant rents are posted to the tenant account on a monthly basis, based on the recurring rent for the

tenant. Both Positve and Negative Rents are posted in the same process. Additional processes may be

needed prior to posting the rents, such as approving rent, charges, and maintenance.

WinTAR Menu – Transactions Tab – Processes Group – Post Monthly

Negative Rent Vouchers

Negative Rent Vouchers will create a Refund to Tenant Transaction for the amount selected. Refund

options are Negative Rent, AR Balance(up to the negative rent amount), and Full A/R Balance.

WinTAR – Interfaces Tab – Processes/Create Group – Negative Rent Vouchers

Negative Rent option will pay the Negative Rent for the month regardless of any amount due from the

tenant, or regardless of any existing credit on the account.

AR Balance will pay up to the negative rent amount. If the policy is to withhold misc charges from the

rent payment.

Full AR Balance will pay the entire negative balance on the account. If a negative rent is retro active, it

may be necessary to pay negative rent adjustment made for the prior month.

All three options can be used, but vouchers should be completed for one selected option at a time.

Remove the check mark from the Create? column if:

1) No payment is to be made because the tenant owes more than the refund check. Notice AR Balance

column to the left of the Create? column.

2) If the tenant has miscellaneous charges on the account that will reduce the monthly refund.

3) The tenant will be refunded the Full negative balance on the account.

HOUSING AUTHORITY POLICIES AND/OR OTHER LEGISLATION WILL DICTATE THE OPTIONS

THE AGENCY IS ALLOWED TO USED!

Create Voucher button at the bottom will create the refund transactions.

Once the Negative Rent Option Create Vouchers have been done, the screen will refresh for the tenants

that had Create? check mark removed.

Remove the check mark from the Create? column if:

1) No payment is to be made because the tenant owes more than the refund check. Notice AR Balance

column to the left of the Create? column.

2) The tenant will be refunded the Full negative balance on the account.

Create Voucher button at the bottom will create the refund transactions.

Once the AR Balance Option Create Vouchers have been done, the screen will refresh for the tenants

that had Create? check mark removed.

Remove the check mark from the Create? column if:

1) No payment is to be made because the tenant owes more than the refund check. Notice AR Balance

column to the left of the Create? column.

Create Voucher button at the bottom will create the refund transactions.

If only a single project was selected, repeat the above steps on the next project. Once all Vouchers have

been created. Use the Refunded Button at the bottom of the screen to print/view a report of all

transactions created by the system for the Negative Rent Voucher process.

Verify the total prior to proceeding to Create AP Invoice option.

Creating AP Invoices

AP Invoices will create invoices for the refunds. The invoices will be sent to the bank account associated

with the project for payment.

WinTAR – Interfaces Tab – Processes/Create Group – Negative Rent Vouchers

Verify the number of tenants to receive the refunds and the total amount of the payments. Use Create

Invoices to complete the process.