Note

When you first create a Group, all settings are default settings and should be reviewed and edited, as necessary, to suit your business needs.

1. From the eSite menu, select Setup-Policies-Property Policies. A grid containing Property Policy Groups appears.
2. Select the Settings link for the Group you want to edit and make the desired changes using the Fields list below.
3. Click Save.

Description of Policies

An editable description of the Group that you are setting  policies for. This Description is user-defined and was established when you created the property policy Group. It is editable on this page although it can also be changed when you edit a property policy Group.

 Method to calculate Lost Rent

Select a method from the drop-down list. The following methods are possible:

Floating Potential
This method is the default. Accept this default when you want the system to recalculate potential and lost rent each time the values are needed. Potential floats because the value depends on the status of the unit and resident recurring charges at the time of calculation.

Fixed Potential
Select this method so that potential and lost rent are fixed during the previous month's accounting month end and adjusts when move-in or move-out activity occurs.

Days vacant @ Market Rent
Select this method to calculate lost rent for the number of days the unit is vacant at market rent.

Days vacant @ Last Lease Rent
Select this method to calculate lost rent for the number of days vacant at the rent rate established for the last lease. When processing a charge, if you plan to select a billing frequency other than monthly, select this method to get a more accurate figure that is based on actual days the unit is vacant.

None
Select this method when you do not want to calculate Lost Rent.

Method to calculate Loss To Lease

Select a method from the drop-down list. The following methods are possible:

Gross Potential
This method is the default. Select this method when you want the system to use the difference between Market Rent and Gross Potential Rent for Loss to Lease.

Recurring Charges
Select this method when you want the system to use a method that takes into consideration the market rent, the occupancy status, and the active recurring charges for each day in the accounting period.

Example

Method to round prorated amounts

Select a method from the drop-down list. The following methods are possible:

No rounding
This method is the default. Accept this default when you do not want the system to round the billing and credit prorations. The prorations are calculated to include cents for the following functions: Application, Move-In, Transfer, and Move-Out.

Standard
Select this method when you want the system to round billings and credits prorations to the nearest whole dollar amount. If the proration is calculated with .50, then the system rounds up to the closest whole dollar amount.

Round away from zero
Select this method when you want the system to round billings and credit prorations to the nearest whole dollar amount. In other words, the system rounds up positive numbers to the nearest whole dollar and negative amounts down to the nearest whole dollar. For example, the system rounds $1.50 up to $2.00, and ($1.50) down to ($2.00).

Round towards zero
Select this method when you want the system to round billings and credits prorations to the nearest whole dollar amount. If the proration is calculated with positive .50, then the system always rounds down to the nearest whole dollar amount. The system rounds $1.50 down to $1.00 and ($1.50) down to ($1.00).

Method to round calculated Security Deposit Interest

Select a method from the drop-down list. The following methods are possible:

No rounding
This method is the default. Accept this default when you do not want the system to round the interest calculations. The interest is calculated to include cents.

Standard
Select this method when you want the system to round interest to the nearest whole dollar amount. If the interest is calculated with .50, then the system rounds up to the closest whole dollar amount.

Round away from zero
Select this method when you want the system to round interest to the nearest whole dollar amount. If the interest is calculated with .50, then the system always rounds up to the nearest whole dollar amount. The system rounds $1.50 up to $2.00.

Round towards zero
Select this method when you want the system to round interest to the nearest whole dollar amount. If the interest is calculated with positive .50, then the system always rounds down to the nearest whole dollar amount. The system rounds $1.50 down to $1.00.

Automatically apply credit invoices

This option defaults as unchecked. Check this box if you want the system to perform an internal edit to determine if the resident has any open credits. If the system finds an open credit, the system creates a transaction to apply the credit amount automatically.

The internal edit searches for standard transaction processing only. The system does not look for special cases (for example, reversing/deleting transactions). Also, this policy does not affect how prepaid items are handled.

The system applies any credits against the oldest balance first, using the oldest credits first. Also, the income codes of the open items must match. The system will not automatically apply credits from one income code to a different income code.

Auto approve CPI Calculations Batch

This option defaults to unchecked and is available for Commercial properties only. When you run CPI Calculations for a Commercial property in final mode (not Preliminary), the system puts the billings into an Adjustment Batch. Check this box if you want the system to approve that Adjustment Batch automatically.

Do not check the box if you want the Adjustment Batch to remain unapproved until you manually approve it when ready.  This provides the opportunity to make corrections, if needed.

Last day of the reporting week

The default for this field is Sunday. Select an option from the drop-down list. The following options are possible: Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday.

For example, if Sunday is selected, the Weekly Boxscore Report records Monday through Sunday activity with Sunday as the last day.

Leasing Activity reports count Traffic as

This field defaults to Total Visits. Select an option from the drop-down list. The following options are possible: Total Traffic, Qualified Traffic, Total Visits, Qualified Visits.

Traffic represents the number of first visits.

Visits is the number of first visits plus number of return visits.

Leasing Activity reports count Net Traffic as

Select an option from the drop-down list. The following options are possible:

Total Traffic
Select this option when you want a total of first visit traffic.

Qualified Traffic
This selection is the default. Accept this default when you want a total of qualified first visit traffic.

Total Visits
Select this option when you want a total of visits, including first visits and return visits.

Qualified Visits
Select this option when you want a total of qualified visits, including qualified first visits and qualified return visits.

Traffic represents the number of first visits.

Visits is the number of first visits plus number of return visits.

Leasing Activity reports count Net Closed as

Select an option from the drop-down list. The following options are possible:

Total Closed
This selection is the default. Accept this default when you want the net closed to be the same as the total closed.

Total Closed less cancels/denials
Select this option when you want the net closed to be the same as the total closed less cancellations and denials.

This policy affects the property policy A unit is counted as Closed when, which appears later on this tab.

Leasing Activity reports count Intent to Transfer as

Select an option from the drop-down list. The following options are possible:

Application
Select this option when you want intent to transfers to count as application on leasing reports.

Lease
This selection is the default. Accept this default when you want intent to transfers to count as leases for the purpose of lease reporting.

Model units count as Occupied

Keep this check box cleared if you do not want model units to be treated as occupied unit for counts and related totals on reports. Or, select this check box if you want the model units to be treated as occupied units.

Other Use Units count as Occupied

This option defaults as unchecked. Accept this default if you do not want the occupied unit count to include other use units.

Click this option to add a checkmark if you want the occupied unit count to include other use units.

Current Year Start (for YTD Leasing Activity Figures)

This option defaults as blank. Enter the date to use as the beginning of the leasing year for YTD Leasing reports calculations. Use the format mm/dd/yyyy. If you leave this field blank when initially setting up, the system defaults to January 1 of the current year based on the system date.

A Unit is counted as Closed when

This field is affected by the policy Leasing Activity reports count Net Close as, which appears earlier on this tab.

This policy affects leasing agent sales ratios on leasing activity reports. The policy you select determines when a unit is counted as closed. The closed value must always be before or at the same time as leased value. For leased value, see the policy A unit is counted as Leased when below.

Select an option from the drop-down list. The following options are possible:

Application is entered
This selection is the default. Accept this default when you want the system to count a unit as being closed when a resident is entered as an applicant in the Application function.

Security deposit is received
Select this option when you want the system to count a unit as closed when a security deposit payment is received.

Application is approved
Select this option when you want the system to count a unit as closed when an application-approved date is entered.

Lease is signed
Select this option when you want the system to count a unit as closed when a lease signed date is entered.

Resident moves in
Select this option when you want the system to count a unit as closed when an actual move-in date is entered for a resident.

A Unit is counted as Leased when

This policy affects leasing agent sales ratios on leasing activity reports and resident status. The policy you select determines when a unit is counted as leased.

Select an option from the drop-down list. The following options are possible:

Application is entered
This selection is the default. Accept this default when you want the system to count a unit as being leased when a resident is entered as an applicant in the Application function. The resident status changes to Leased.

Security deposit is received
Select this option when you want the system to count a unit as leased when a security deposit payment is received. The resident status changes to Leased.

Application is approved
Select this option when you want the system to count a unit as leased when an application-approved date is entered. The resident status changes to Leased.

Lease is signed
Select this option when you want the system to count a unit as leased when a lease signed date is entered. The resident status changes to Leased.

Resident moves in
Select this option when you want the system to count a unit as leased when an actual move-in date is entered. The resident status changes to Current.

Days vacant for Holdover calculation on Leasing Summary report

The default for this field is 6 days. Update this default with the number days from 1 through 365.

The number you enter is used to establish the number of days at which an apartment has been vacant beyond the acceptable time frame. This policy affects the Holdover Audit section of the Leasing Summary Report.

Auto-approve/auto-deny Application based on credit check results

This policy defaults as inactive. Select this policy when you want to leases approved or denied based on credit check results. Set up a default cancel/denial code for credit check denials.

Update Lease Signed Date with Renewal Signed Date

This policy defaults as selected. Accept the default if you want the system to update the original Lease Signed Date (with the Renewal Signed Date) when a lease is renewed. This means that the Weekly Box Score report shows the renewal in the Leasing (Excluding Wait List) and Leased this Week sections of the report, although it is a lease renewal, not a new lease.

Clear this check box if you do not want the system to update the original Lease Signed Date when a lease is renewed. In this case, the Weekly Box Score report does not show the renewal in the Leasing (Excluding Wait List) and Leased this Week sections of the report because it is a lease renewal, not a new lease.

A Guest Card is required before an Application may be processed

Leave this check box cleared if you want the system to allow the entry of an application without a corresponding guest card.

Or, select the check box if you want the system to prevent the entry of an application without a corresponding guest card. The system will require the entry of a guest card using the Guest Card and Application functions on the Leasing Activities menu before the application can be entered./

Applications are accepted for Units currently Occupied

Leave this check box cleared if you want to prevent the system from accepting applications for occupied units. When the user attempts to enter an application, a warning message noting that the unit is currently occupied will appear and the user cannot enter the application for that unit.

Or, select this check box if you want to allow the system to accept applications for occupied units. When the user attempts to enter an application, a warning message noting that the unit is currently occupied will appear; however, the user will be able to enter the application for that unit. If there is an occupancy conflict when you run the Go Live process, a warning message will appear and the Go Live process will not occur.

Applications are accepted for units currently Occupied & On-Notice

Leave this check box selected if you want the system to accept applications for a unit when a resident has given notice to vacate. When the user attempts to enter an application, a warning message noting that the resident in this unit has an On-Notice status will appear; however, the user will be able to enter the application for that unit. If there is an occupancy conflict when you run the Go Live process, a warning message will appear and the Go Live process will not occur.

Clear the check box if you want to prevent the system from accepting applications for a unit when a resident has given notice to vacate. When the user attempts to enter an application, a warning message noting that the resident in this unit has an On-Notice status will appear and the user will not be able to enter the application for that unit.

Multiple Applications are accepted for a Unit

Leave this check box selected if you want the system to accept multiple applications for the same unit. If there is an occupancy conflict when you run the Go Live process, a warning message will appear and the Go Live process will not occur.

Or, clear this check box if you want to prevent the system from accepting multiple applications for the same unit. This policy does not apply to wait list units.

Allow collection of payments at Application entry

Leave this check box selected if you want the system to allow collection of payments at the time of application.

Or, clear this check box if you want to prevent the system from accepting the collection of payments at the time of application. When this policy is not selected, the following policies are affected.

(Click the drop-down arrow in the Category column to see these policies.)

Normal amount of Recurring Charges collected at Application
At Application, Security is required to be
At Application, Fees are required to be

Normal amount of Recurring Charges collected at Application

This field is affected by the policy Allow collection of payments, which appears above.

Select an option from the drop-down list. The following options are possible:

Nothing
This selection is the default. Accept this default to have the system default to zero amounts paid when processing an application in the Application & Move-In function. If you did not enable the property policy Allow collection of payments, accept this default option.

Prorated
Select this option to have the system default to the prorated amount paid when processing an application in the Applications function.

First month
Select this option to have the system default to the full monthly amount for the amount paid when processing an application in the Application & Move-In function.

Note

This policy sets the default amounts for the payment fields for each monthly charge. In addition, the amount entered here may be changed when you are entering an application.

At Application, Security is required to be

This field is affected by the policy Allow collection of payments, which appears above.

Select an option from the drop-down list. The following options are possible:

Neither Billed or Paid
This selection is the default. Accept this default when you do not want the system to require the billing or collection of resident defined security deposit amounts during the time of application. If you did not enable the property policy Allow collection of payments, you can accept this default option.

Both Billed and Paid
Select this option when you want the system to require that the resident defined security deposit amounts be billed for and paid at the time of application. If you did not enable the property policy Allow collection of payments, you cannot select this option.

Billed Only
Select this option when you want the system to require that the resident defined security deposit amount be billed at the time of application. If you did not enable the property policy Allow collection of payments, you can select this option.

Paid
Select this option when you want the system to require that the resident defined security deposit amount be paid at the time of application. If you did not enable the property policy Allow collection of payments, you can select this option.

At Application, Fees are required to be

This field is affected by the policy Allow collection of payments, which appears above. In addition, the selection you make for this field affects the property policy DefaultApplication Fees in the Fees category.

Select a option from the drop-down list. The following options are possible:

Neither Billed or Paid
This selection is the default.  Accept this default when you do not want the system to require the billing or collection of fees during the time of application. If you did not enable the property policy Allow collection of payments, you can accept this default option.

Billed and Paid
Select this option when you want the system to require that fees be both billed for and paid at the time of application. If you did not enable the property policy Allow collection of payments, you cannot select this option.

Billed Only
Select this option when you want the system to require that the fee amount be billed for at the time of application. If you did not enable the property policy Allow collection of payments, you can select this option.

Require the Quoted Rent to be at least Market Rent

Leave this check box selected if you want the system to require that the quoted rent defined in the resident record be greater than or equal to the market rent defined in the corresponding unit record.

Or, clear this check box if you want the system to accept any amount for a residents quoted rent in the resident record regardless of the market rent defined in the corresponding unit record.

This policy is not applicable when entering recurring charges in your initial setup in Resident Profiles; an option only available in a property that has not run Go Live.

Default Lease Term

The default for this field is 12 months. Update this default with a number of months from 1 through 99.

The number you enter is used to establish a default lease term, which is used to determine the lease expiration date. When a lease is entered, the system looks at this field to see how many months from the current date to set the lease expiration date and enters that date automatically. This date can be changed during Leasing Activities functions.

Round the Lease Term

Select an option from the drop-down list. The following options are possible:

Always Up
This selection is the default. Accept this default if you want the system to always round up to the nearest month when calculating the lease term. For example, if the lease start date is 01/15/2001 and a lease expiration date of 01/31/2002 is entered, the system calculates the lease term as thirteen (13) months. The actual calculation is twelve months and sixteen days; therefore, the lease term is rounded up to thirteen.

Always Down
Select this option when you want the system to always round down to the nearest month when calculating the lease term. For example, if the lease start date is 01/15/2001 and a lease expiration date of 01/31/2002, the system calculates the lease term as twelve (12) months. The actual calculation is twelve months and sixteen days; therefore the lease term is rounded down to twelve.

Round
Select this option when you want the system to round up or down to the nearest month based on the number of days. When calculating a lease term, the system rounds down the number of months if the number of days is less than or equal to 15. The system rounds up if the number is greater than 15.

Note

This policy is not shown on this tab for property type 6–Standard Commercial, as it is not used for commercial properties.

Leases normally end on the last day of the month

Leave this check box selected if you want the system to calculate the lease expiration as the last day of the month. The last month of the lease is based on the lease start date and term of the lease. Accepting this default can extend the length of the lease to the last day of the month.

Or, clear this check box if you want to prevent the system from calculating the lease expiration as the last day of the month. The system calculates the lease expiration as the exact number of months from the lease start date.

Note

This policy is not shown on this tab for property type 6–Standard Commercial, as it is not used for commercial properties.

Default Late Notice

Enter a Late Notice Code for the Late Notice you want to assign as the default for this property.

Copy Corporate Client address to Billing address

Leave this check box cleared if you want to have the system require the entry of a separate billing address.

Or, select this check box if you want to allow the system to accept the corporate client address as the default billing address. The corporate client address will appear on all billing documents.

An Application is required before the Move-In may be processed

Select an option from the drop-down list. The following options are available:

Yes
This selection is the default. Accept this default if you want to require the entry of an application before a Move-In can be processed.

Approved
Select this option if you want to required the entry and approval of an application before a Move-In can be processed.

No
Select this option if you do not want to required the entry of an application before a Move-In can be processed.

Require Lease before Move-in

With this policy selected, the Move-In icon on the View Pending Applications/Leases grid is available only after the application is in Leased status.  

• For a Standard Residential property, the applicant is considered Leased when the criteria has been met for the property policy A unit is counted as Leased when. (The property policy is set on the Property Policy—Leasing Activities tab.)  
• For a Student Housing property, the applicant is considered Leased when the Student Signed tab has been completed, the Guarantor Signed tab has been filled completed, and the criteria has been met for the property policy A unit is counted as Leased when.

When this policy is not selected, the Move-In icon for a standard residential property is available regardless of the applicant status. For a student housing property, the Move-In icon is available only after the Student Signed tab and the Guarantor Signed have been completed.

Allow multiple Current Leases on a Unit

Select this check box if you want to allow the system to accept a lease on a unit that has a status of Current, On-Notice, Leased, or Transfer. If there is an occupancy conflict when you run the Go Live process, a warning message will appear and the Go Live process will not occur.

Or, clear this check box if you want to prevent the system from accepting a lease on a unit that has a status of Current, On-Notice, Leased, or Transfer; that is, a resident is occupying the unit already.

Require the Base Rent to be at least the Quoted Rent

Select a option from the drop-down list. The following options are available:

Yes
This selection is the default. Accept this default if you want the system to require that the total recurring charges to income codes of type Rent for a resident be greater than or equal to the quoted rent.

No
Select this option if you want the system to accept any amount for a residents recurring charges record regardless of the quoted rent.

Potential
Select this option if you want the system to require that the total recurring charges (Lease Charges) to income codes defined as Potential = Y (Income Code record) be greater than or equal to the quoted rent.

Cut-off day for the collection of Recurring Charges

The default for this field is EM (end of month). Accept the default or update the field with a number of days from 1 through 31.

Your entry is used to define the monthly cut-off date, which is the day of the month after which the amount collected from the resident includes a full monthly amount of recurring charges in addition to the prorated move-in amount. You are establishing a company policy for collecting the next full months rent. Your selection in this field has no bearing on when the accounting month end runs.

Allow the collection of payments at time of Move-In

This option defaults as checked. Accept this default if you want the system to allow the user to enter payments collected during the Move-In process.

Click this option to remove the checkmark if you want the system to prevent the user from entering payments collected during the Move-In process.

If you remove the checkmark, the following policies have fewer options:

At Move-In, Security is required to be
At Move-In, Fees are required to be
Amount of Recurring Charges normally collected at Move-In

At Move-In, Security is required to be

Select an option from the drop-down list. The following options are available:

Billed Only
Select this option if you want the system to require that the security amount defined for the resident be billed for prior to the Move-In process.

Both Billed and Paid
This option is the default. Select this option if you want the system to require that the security amount defined for the resident be billed for, collected, and entered prior to the Move-In process.

Neither Billed or Paid
Accept the default if you do not want the system to require the security amount defined for the resident to be billed for or collected. Associated fields are available, but not required.

Paid
If you removed the checkmark for the policy Allow collection of payments at the time of move in, this field defaults as blank. The only option available for selection is Billed Only.

At Move-In, Fees are required to be

The selection you make for this field affects the property policy DefaultMove-In Fee 1 and 2 in the Fees category. Select a option from the drop-down list. The following options are available:

Billed Only
Select this option if you want the system to require that the fee amounts defined for the resident be billed for prior to the Move-In process.

Both Billed and Paid
Select this option if you want the system to require that the fee amounts defined for the resident be billed for, collected, and entered prior to the Move-In process.

Neither Billed or Paid
This option is the default. Accept the default if you do not want the system to require the fee amounts defined for the resident to be billed for or collected. Associated fields are available, but not required.

Paid
If you removed the check mark for the policy Allow collection of payments at the time of move-in, this field defaults as blank. The only option available for selection is Billed Only.

Amount of Recurring Charges required normally collected at Move-In

Select an option from the drop-down list. The following options are available:

First Month
Select this option if you want the system to require the entry of the first month amount billed before or during the Move-In process. Users must use the Pay & Adjust, or the Applications & Move-In functions to process payments. The system accepts the move-in only after the payment is processed.

Nothing
This selection is the default. Accept the default if you do not want the system to require the entry of a prorated amount billed before or during the Move-In process.

Prorated
Select this option if you want the system to require the entry of the prorated amount billed before the Move-In process can be done. Users must use the Pay & Adjust or Applications & Move-In functions to process payments. The system accepts the move-in only after the payment is processed.

Recurring charges required to be collected at Move-In

Select an option from the drop-down list. The following options are available:

Yes
Select this option if you want the system to require the entry of a prorated amount billed before or during the Move-In process. Users must use the Pay & Adjust, or the Applications & Move-In functions to process payments. The system accepts the move-in only after the payment is processed.

No
This selection is the default. Accept the default if you do not want the system to require the entry of a prorated amount billed before or during the Move-In process.

Before
Select this option if you want the system to require the entry of the prorated amount billed before the Move-In process can be done. Users must use the Pay & Adjust or Applications & Move-In functions to process payments. The system accepts the move-in only after the payment is processed.

 

At Move-In, default Recurring Charge dates should be automatically adjusted

This policy enables users to specify whether existing recurring charge dates should be adjusted during the Move-In or Resident Transfer process. For example, residential properties that are required to set up charges with different date ranges, such as Student Housing properties, this policy can be set so the dates are not changed during the Move-In process.

Note

For Resident Transfer, this policy affects only residents with an Intent to Transfer on record.

The following options are available:

Yes
The system adjusts the recurring charge dates based on the Move-In Date.

No
The recurring charge dates set up during the application process are not changed.

Ask
During the Move-In or Resident Transfer process, the system prompts the user to specify whether the recurring charge dates should be adjusted or retained.

Yes, no override allowed
The system restricts the user from changing the Pro-in & FFP date fields on the Charges tab for View Pending Applications and Leases and Skip application and enter a New Move-in. All recurring charge dates are populated with default date values when a move-in is processed.

Display lease dates confirmation message during Move-In

If you turn on this policy, then on the Lease Dates tab during move-in a message displays: Lease period is from mm/dd/yyyy - mm/dd/yyyy. Are you sure you want to continue? If the lease begins date is before the Actual Move-in Date, then the message also displays. By default this policy is off.

The confirmation message only displays during the Application/Move-In Process accessed through View Pending Applications and Leases. Selecting this policy does not display a message during Skip Application and Enter a New Move-In or during the Bulk Move-In Process.

(Residential) Do not default move in date

Check this box when you want to force users to manually enter the Actual Move In date on the Lease Dates Tab for:

Leasing—Application and Move-In—Skip application and enter a new Move-In and

Leasing—Application and Move-In—View Pending Applications and Leases.

Otherwise, the current date defaults into the Actual field.

(Commercial) Do not default occupy date

Check this box when you want to force users to manually enter the Occupy date on Leasing—Move-In Move-Out—Move-In Tab.

Otherwise, a date defaults into the Occupy field.

Allow the prorated charges/credits to be changed at Transfer

Check this box if you want to allow the user to update the prorated charges (Move-In) or credits (Move-Out) during a Resident Transfer.

(Residential) Automatically change to MTM Month-to-Month if lease is expired

This option defaults as selected. Accept this default if you want the system to change the lease to a month-to-month lease. The system updates the MTM flag in the Lease file automatically to Yes when a lease expires.

Clear this check box if you do not want the system to change the flag.

(Residential) Automatically change Base Rent to Market Rent if MTM Month-to-Month Lease

Select a option from the drop-down list. The following options are possible:

Increase Base Rent if the system automatically changes the lease to a MTM/Holdover lease
This selection is the default. When this option is selected, if a lease expires and the lease is set to MTM, then the system compares the Base Rent to the Market Rent and increases Base Rent (to Market Rent) if it is less than the Market Rent.

Increase Base Rent if the lease is MTM
When this option is selected, the system compares Base Rent to the Market Rent for all leases that are flagged MTM and then will increase the Base Rent if less than Market Rent. This is done on the next date charges are assessed, not on the date the Market Rent is set. This option is only available for Residential property types.

No
When this option is selected, the Base Rent is not compared to Market Rent for MTM leases, so the Base Rent is not increased.

(Commercial) Automatically change over to Holdover status if lease is expired

This option defaults as selected. Accept this default if you want the system to automatically change over to Holdover status if the lease is expired.

Clear this check box if you do not want the system to do so.

(Commercial) Automatically increase base charges to Holdover rate if Holdover lease

This option defaults as selected. Accept this default if you want the system to automatically increase base charges to the Holdover rate if this is a Holdover lease.

Clear this check box if you do not want the system to do so.

Keep current Base Rent if higher than Market Rent

This option defaults as cleared. Accept this default if you want the system to use market rent for lease expiration and move-out calculations.

Select this check box if you want the system to apply the current base rent to all lease expiration and move-out calculations if it is higher than the market rent.

Automatically add MTM Month-to-Month Recurring Charge if MTM Month-to-Month Lease

This option defaults as cleared. Accept this default if you want to prevent the system from adding a recurring charge for residents with a lease term of MTM.

Select this check box if you want the system to add a MTM recurring charge for each resident with a lease term of MTM during recurring charges billing. The MTM premium is determined by the unit type, and the MTM income code is determined by the next policy Income Code for MTM charge.

Income code for MTM Month-to-Month charge

This field is editable only when the policy Automatically add MTM recurring charge if MTM Lease, above, is selected.

Enter the income code to use for adding a recurring MTM charge automatically for all leases with a lease term of MTM. The income code you enter must have the receivable option selected on the Income Codes Tab.

Require approval date on renewals

This option requires that the lease renewal Approved date is entered when adding or editing a lease renewal. For companies that want to have entered into the system only finalized lease renewals, this new policy helps them to enforce that policy.

Number of days notice required

The default for this field is 30 days. Update this default with a number of days from 0 through 99.

The number you enter is used to establish a default number of days notice required to vacate. The system displays a message (to charge a fee) in the Move-Out function when notice is less than the required notice specified.

Prorate the month of Move-Out

This option defaults as selected. Accept this default if you want the system to calculate the prorate credit for each eligible recurring charge based on the stop billing date entered in the Move-Out function. To be editable, the prorate option for the income code on the Income Codes Tab must be set to Full or Prorate.

Clear this check box if you do not want the system to calculate the prorate credit for any recurring charges during the Move-Out function.

Allow the prorated credits to be changed

This option defaults as cleared. Accept this default if you do not want the system to change the prorate credit amounts in the Move-Out function.

Select this check box if you want the system to change the prorate credit amounts each recurring charge in the Move-Out function.

Automatically clear the unit Make Ready Date at Move-Out

This option defaults as checked. Accept this default if you want the system to reset the Made Ready date when a move out is processed for a unit.

Clear this check box if you do not want the system to reset the Made Ready date when a move out is processed for a unit.

Unit counts as occupied on the day of Move-Out

This option defaults as selected. Accept this default if you want the system to count the unit as occupied on the actual move out date for reporting purposes. The resident status does not change to Previous until the day after the actual move out date. The day of move out is excluded from lost rent calculations on the Lost Rent Report.

Clear this check box if you do not want the system to count the unit as occupied the day before the move-out. On the actual move-out date, the unit is considered vacant and the resident status changes to Previous.

This policy does not affect the prorate calculation. The prorate move-out calculation always charges for the day of move-out.

When are Make Ready Work Orders created

Select a option from the drop-down list. The following options are possible:

Notice
This selection is the default. Select this option when you want the system to create a make ready work order when a notice to vacate is entered.

Vacate
Select this option if you want the system to create a make ready work order when a move-out is entered.

Manually Only
Accept this default if you want the system to require the manual entry of a make ready work order.

Note

The Lease Expirations and Move-Out Setup Question worksheet is available to help you determine which settings you want to edit.

Do not default stop billing date

Check this box when you want to force users to manually enter the Stop Billing date on the following:

Leasing—Notice/Move-Out—Perform Move-Out—Move-Out Dates Tab (Residential), or

Leasing—Move-In/Move-Out—Move Out Tab (Commercial)

Otherwise, a date defaults into the field.

Access Refunds & Forfeits at time of canceled Application

Select an option from the drop-down list. The following options are possible:

Yes
Select this option when you want the system to advance automatically to the Refunds & Forfeits tab after completing the Cancel function.

No
Select this option when you want the system to return to the top of the screen for the next cancellation after completing the Cancel function.

Ask
This selection is the default. Accept this default if you want the system to display a message after completing the Cancel function that asks if the user would like to generate a Refunds & Forfeits for the resident.

Access Refunds & Forfeits at time of Move-Out

Select an option from the drop-down list. The following options are possible:

Yes
Select this option when you want the system to advance automatically the Refunds and Forfeits tab after completing the Move-Out function.

No
Select this option when you want the system to return the top of the screen ready for the next move-out after completing the current Move-Out function.

Ask
This selection is the default. Accept this default if you want the system to display a message after completing the Move-Out function that asks if the user would like to generate a Refunds & Forfeits for the resident.

Create separate Refund transactions for each Responsible Occupant

Select an option from the drop-down list. The following options are possible:

Yes
Select this option when you want the system to create a separate refund transaction in the Accounts Payable system for each responsible party. The refund is divided equally among all Responsible Occupants.

No
This selection is the default. Accept this default if you want the system to create a single refund transaction for the Accounts Payable system.

Ask
Select this option when you want the system to display a message asking whether or not to separate the refund transactions at the time of Refunds & Forfeits.

Do you normally print a Refunds letter

This option defaults as checked. Accept this default if you want the system to print a refund letter automatically.

Click this option to remove the checkmark if you do not want the system to print a refund letter automatically.

Print a Resident History at

Select an option from the drop-down list. The following options are possible:

None
This selection is the default. Accept this default when you do not want the system to print resident history.

After Move-Out
Selection this option when you want the system to print a resident history after a Move-Out is performed.

After Refunds & Forfeits
Selection this option when you want the system to print a resident history after a Refunds & Forfeits is performed.

Both
Selection this option when you want the system to print a resident history after Move-Out and after Refunds & Forfeits are processed for that resident.

Ask
Selection this option when you want the system to display a drop-down box with the following options during Move Out: None, After Move-Out, After Refunds & Forfeits. The user selects an option that prints a resident history at the appropriate time. In addition, selecting this option causes the system to display an additional on-screen check box labeled Print Resident History during Refunds & Forfeits processing. The user is able to select the check box or skip it to print or not print resident history for the current resident.

Provide a warning after how many NSF checks

The default for this field is 2 returned checks. Update this default with a number of returned checks from 1 through 99.

The number you enter is used to establish a default number of returned checks that can be processed for a resident before a warning message is displayed in the payment entry function.

Automatically change the Credit status of Residents to ($)-no checks

This option defaults as unchecked. Accept this default if you do not want the system to change the credit status of the resident regardless of the number of returned checks.

Click this option to add a checkmark if you want the system to change the credit status of a resident automatically when the number of returned checks entered for the resident equals the number of returned checks allowed before a warning is given. The time limit for the warning is set in the previous policy Provide a warning after how many NSF Checks. When the record for the resident displays in the Lease Changes Tab, the status $ no checks displays. The system does not allow the entry of a payment type of Check for residents that carry the credit status of $ no checks.

Remove Late Schedule Code at

Select an option from the drop-down list. The following options are possible:

Never
Select this option when you want the system to continue to bill late charges according to the late schedule number in the resident record.

Notice
This option is the default. Accept this default when you want the system to skip the residents that have been processed through a Notice to vacate. When you select this option, the system does not calculate or bill for late fees for the resident after the notice is entered. If a notice is canceled, the resident is again eligible for late charges.

Move-Out
Select this option when you want the system to skip residents that have a move-out date after the date for which fees are being assessed. When you select this option, the system does not calculate or bill for late fees for the resident after the move-out is entered.

Minimum # of months to keep Previous Resident information

The default for this field is 1 month. Update this default with a number of months from 1 through 99. This policy does not affect manually deleted resident records.

The number you enter is used to establish a default minimum number of months to maintain information for previous residents. During this period of time, the resident status is Previous. When the time elapses, the system deletes the information automatically during the Resident Purge process. The system deletes resident information after the following conditions have been met: the resident status is Previous; the resident's accounts receivable balance is zero; the resident's security deposit amount is zero; the number of months specified in this policy has passed since the last activity for the resident.

Minimum # of months to keep Canceled Resident information

The default for this field is 1 month. Update this default with a number of months from 0 through 99. This policy does not affect manually canceled applications.

The number you enter is used to establish a default minimum number of months to maintain information for canceled applications. During this period of time, the resident status is Canceled. When the time elapses, the system deletes the information automatically during the Canceled Applicants Purge process. The system deletes applicant information after the following conditions have been met: the resident status is Cancel; the resident's accounts receivable balance is zero; the resident's security deposit amount is zero; the number of months specified in this policy has passed since the last activity for the resident.

Allow manual deletion of Residents

This policy is used to determine whether or not a Delete button displays on the Lease Changes Tab.

NOTE that to delete a lease, users need two things:

1. A permission - The Delete Leases permission, which is granted in the System module (System —Security—Users—(select a user)—eSite—Leasing—Lease Changes (General)—Delete Leases).
2. A valid policy option - Select one of these options: Cancel, Previous, or Both.

The delete button will not appear in Lease Changes unless you have both the policy and the permission.

Select an option from the drop-down list. The following options are possible:

Cancel
Select this option to have the system display a Delete button on the Lease Changes Tab that allows a user to delete residents that carry the status of Cancel. Cancel residents may be deleted only when the following conditions have been met: the accounts receivable balance is zero; the deposit balances are zero; the system finds no activity for the current month.

Previous
Select this option to have the system display a Delete button on the Lease Changes Tab that allows a user to delete residents that carry the status of Previous. Previous residents may be deleted only when following conditions have been met: the accounts receivable balance is zero; the deposit balances are zero; the system finds no activity for the current month.

Both
Select this option to have the system display a Delete button on the Lease Changes Tab that allows a user to delete residents that carry the status of Cancel or Previous. Cancel and Previous residents may be deleted only when the following conditions have been met: the accounts receivable balance is zero; the deposit balances are zero; the system finds no activity for the current month.

Neither
This option is the default. Accept this default when you want to prevent the system from displaying a Delete button on the Lease Changes Tab.

Reverse write-offs when transferring to ePast

Select an option from the drop-down list. The following options are possible:

Never Reverse Write-Offs
This option is the default. Accept this default when you want to prevent the system from reversing write-offs automatically when transferring to ePast.

Write Offs After Move-Out
Select this option if you want the system to reverse write-offs automatically after the actual move-out date has passed. The write-off occurs during the transfer of data to ePast.

Reverse all Write-Offs
Select this option if you want the system to reverse all write-offs automatically when transferring to ePast.

Transfer Prior Month Vacancy adjustments

Select an option from the drop-down list. The following options are possible:

Never
This option is the default. Accept this default when you want to prevent the system from transferring prior month vacancy adjustments automatically during the Transfer to G/L function.

By period
Select this option if you want the system to transfer the prior month vacancy adjustments automatically to the period the adjustment affects during the Transfer to G/L function.

Current period
Select this option if you want the system to transfer the prior month vacancy adjustments automatically to the current accounting period during the Transfer to G/L function.

G/L Entity interface

Select an option from the drop-down list. The following options are possible:

Single entity
This option is the default. Accept this default when you want the system to use a one-to-one correspondence between the property and the entity being transferred to a general ledger. The entity field is not visible on any G/L account fields.

Multiple entity
Select this option if you want the system to allow the property to transfer entries to multiple entities in a general ledger. The entity field is visible on all G/L account fields.

No interface
Select this option to prevent any interface with a general ledger system; that is, no entries transfer to a general ledger and no general ledger account fields display.

This policy affects Calculate SDI processing, Transfer to GL, and Transfer Management Fees.

Transfer Prepaids

Select an option from the drop-down list. The following options are possible:

Do Not Transfer
Select this option to prevent any transfer of prepaids. This selection overrides the entry of prepaid accounts in the Income Code Setup screen.

Standard Transfer
This option is the default. Accept this default when you want the system to transfer prepaids using the new style prepaid method (non auto-reversing). When you accept this default, prepaids are transferred every time Transfer to G/L is processed. The entry of a prepaid account is still used as a trigger to determine if prepaids are processed for a particular income code.

Auto Reverse
Select this option if you want the system to transfer prepaids using the old style auto-reversing journal entry method. The entry of a prepaid account is still used as a trigger to determine if prepaids are processed for a particular income code, and prepaids are transferred only during the Month End G/L transfer.

Transfer Loss to Lease at Month End

Select an option from the drop-down list. The following options are possible:

Do Not Transfer
Select this option to prevent any transfer of Loss to Lease data.

Transfer at AME
This option is the default. Accept this default when you want the system to transfer Loss to Lease data during the Accounting Month End G/L transfer.

Transfer Vacancy at Month End

Select an option from the drop-down list. The following options are possible:

Do Not Transfer
Select this option to prevent any transfer of Vacancy data.

Transfer at AME
This option is the default. Accept this default when you want the system to transfer Vacancy data during the Accounting Month End G/L transfer. This policy does not control the transfer of prior month vacancy.

The Exceptions Report includes exceptions for any policy selected in this Category.

Unapproved Batches

This policy reports as exceptions any unapproved batches that are either unrestricted or restricted to one of the selected properties and which are not type X (eDex batches). Default is checked.

Security Deposit Interest not calculated yet

This policy reports an exception when the Security Deposit Interest has never been calculated for an income code that is setup for SDI. Default is checked.

A Property has Start Month End Processing turned on

This policy reports an exception for properties with Start Month End Processing on. For example, if the site uses Start Month End Processing and you want to ensure the site has selected  End Month End Processing after month end completes, select this check box. Default is unchecked.

Suite Default sq ftg is not equal to Lease sq ftg

For use with Commercial properties only, this policy reports an exception for any Lease for which the Lease square footage is not equal to the default square footage for the suite. Default is checked.

A Resident in an Inactive Unit

This policy reports exceptions for any Current Resident or Tenant for an inactive suite. Default is checked.

An Applicant or Current Resident for a Down Unit

This policy reports exceptions for any Applicant or Current Resident (status is not P or X) for a Down Unit. Default is checked.

An Application on a Unit with a Current Resident who is not On-Notice

This policy reports exceptions when an Application (status is A, V, L or I) is added for a Unit with a Current Resident (status C) who is not on notice. Default is checked.

A Unit with more than one Current Resident

This policy reports an exception for any Unit with more than one Current Resident (status C, N or T). Default is checked.

A Current Resident without a Lease Ends date

This policy reports an exception for any Current Resident (status C) without a Lease Ends Date. Default is checked.

A Resident who is On-Notice without an Expected Move-Out date

This policy reports an exception for any Resident who is on notice (status N) without an expected move out date. Default is checked.

A Resident whose Lease has Expired but who is not flagged MTM

This policy reports an exception for any Current Resident (status C) whose Lease has expired and whose MTM flag is not set. Default is checked.

A Resident whose Lease has expired

This policy reports an exception for any Current Resident (status C) whose Lease has expired. Default is checked.

A Previous Resident whose balance is not zero

This policy reports an exception for any previous Resident (status P or X) whose balance is not zero. Default is checked.

A Current Resident with a Stop billing date

Selecting this policy as an exception can help prevent Current Residents (status C) from not being charged rent when a user incorrectly stops the billings before the Resident has moved out. Default is unchecked.

Any Resident with a future Stop billing date

Selecting this policy as an exception can help prevent Residents from not being charged in future months (if you enter stop billing dates only upon move out, this can help enforce that procedure). Default is unchecked.

Previous Resident without a Stop billing date

This policy reports an exception for previous Residents (status P) with no stop billing date on record. For example, if you allow the system to generate billings for previous Residents, this exception can help you verify that Residents have had a stop billing date entered. Default is unchecked.

A Resident who is On-Notice with an Other Security Deposit On Hand

This policy reports an exception for any Resident who is on notice (status N) with a second security deposit. Default is checked.

Security Deposit On Hand is negative

This policy reports an exception when a Resident's Deposit On Hand is a negative amount. Default is checked.

A Current Resident's Security Deposit On Hand is less than billed

This policy reports an exception when a Current Resident's (status C) Deposit On Hand is less than the amount billed.

Options are: Yes (default), Include Refunds, Include Refunds and Forfeits, and No.

Example

A Current Resident's Security Deposit On Hand is more than billed

This policy reports an exception when a Current Resident's (status C) Deposit On Hand is more than the amount billed.

Options are: Yes (default), Include Refunds, Include Refunds and Forfeits, and No.

A Current Resident's Deposit On Hand is less than the Unit Type Minimum

This policy reports an exception when a Current Resident's (status C) Deposit On Hand is less than the Unit type minimum. Default is checked.

Resident has a Security Deposit On Hand and has moved out

This policy reports an exception when a previous Resident (status P) has a Security Deposit On Hand. Default is checked.

A Current Resident has no Security Deposit On Hand

This policy reports an exception when a Current Resident (status C) has no Security Deposit On Hand. Default is checked.

Cancelled Resident with Security On Hand

This policy reports an exception for any cancelled Residents (status X) with Security Deposit On Hand (separate from Previous Residents with Security On Hand). Default is unchecked.

Security Billed is less than Security Required

This policy reports an exception when the security billed is less than security required. This policy applies to all status Residents. Default is unchecked.

A Resident without any active Recurring Charges

This policy reports an exception for any Current Resident (status C, N or T) without any active Recurring Charges. Default is checked.

A Current Resident has multiple active Recurring Charges to the same Income Code

This policy reports an exception when a Current Resident (status C, N or T) has multiple active Recurring Charges to the same income code. Default is unchecked.

Recurring Concessions with no end date

If you are not using the concession limits feature, and you restrict concessions, select this policy to identify recurring concessions with no end date.  This policy applies to all status Residents. Default is unchecked.

Recurring Charges not due on the 1st

This policy reports an exception for any Recurring Charges that are not due on the first of the month. (If you charge only on the first of the month, you will probably want to select this exception.). This policy applies to all status Residents, but only for active Recurring Charges. Default is unchecked.

Recurring Charges with conflicting dates

This policy reports an exception for invalid Recurring Charge dates. Default is unchecked.

 

This exception applies to all status Residents and all Recurring Charges, and checks for the following date conflicts:

• Pro-In is after FFP
• Charges End date is before Pro-In
• Next due date is before Pro-In
• FFP is before Pro-In
• Pro-In is not entered

Current Recurring Concession is more than Base Rent

This policy reports an exception for recurring concessions that exceed the Base Rent. For example, if you are not using concession limits, this exception can prevent excessive concessions. This policy excludes previous Residents (status P or X).  It includes active Recurring Charges only. Default is unchecked.

Non-Current Resident with future Pro-In date

This policy reports an exception for non-Current Residents with future Pro-In dates. It excludes previous and Current Residents (status P, X or C). Default is unchecked.

Current Resident with expired Lease and an active recurring Concession

This policy reports an exception for any Resident with an expired Lease and an active recurring concession. Selecting this policy can prevent concessions for Residents without a Lease. It excludes previous Residents (status P or X). Default is unchecked.

Current Resident with an active Recurring Concession which expires after their Lease End date

This policy reports an exception for any concession with an end date later than the Lease Ends Date. It excludes previous Residents (status P or X). Default is unchecked.

Current Resident with an expired Lease, but without an active MTM Recurring Charge

This policy reports an exception for expired Leases without MTM charges. For example, if you are not using the policy option to add MTM charge, this exception can help you identify Residents who should have the charge added manually. This policy excludes previous Residents (status P or X). Default is unchecked.

Current Resident with Base Rent less than Market

This policy reports an exception for Current and on-notice Residents (status C, N, or T) with Base Rent below Market rent. Default is unchecked.

Lease Renewals without a date approved

This policy reports an exception for any Lease Renewal without an approval date. For example, if your procedure allows the entry of renewals that have already been approved only, selecting this policy as an exception can help you verify that users are following the correct procedures. This policy excludes previous Residents (status P or X). Default is unchecked.

Old Lease Renewals which have not been completed

This policy can help prevent issues with old renewals suddenly being approved and affecting old charges. By selecting this policy as an exception, you can review the old renewals and determine if they should be deleted.  This policy excludes previous Residents (status P or X). Default is unchecked.

Current Residents where Lease Renewed Date is after Current Lease Ends

This policy reports an exception for Leases with a Lease Renewed Date later than the Lease End Date. This exception can help identify users who are adjusting Lease dates manually. It can also identify problems when renewals are posted with bad information. This policy applies to status C, N, or T Residents. Default is unchecked.

Non-Current Residents with future Lease Renewals

This policy reports an exception for future Lease Renewals for non-Current Residents. This can help prevent users from setting up Lease Renewals in advance when taking Applications. This policy excludes status C Residents. Default is unchecked.

Missing Required Memos for Applicants

This policy reports an exception when a Required Memo is not on record for an Applicant. Default is checked.

Missing Required Memos for Current Residents

This policy reports an exception when a Required Memo is not on record for a Current Resident. Default is checked.

Missing Phone Number 1

This policy reports an exception when Phone Number 1 is not on record for a Resident (except status P and X). The exception is reported by Occupant. Default is checked.

Missing Phone Number 2

This policy reports an exception when Phone Number 2 is not on record for a Resident (except status P and X). The exception is reported by Occupant. Default is checked.

Current Resident with no Late Schedule

This policy reports an exception for any Current Resident (status C) with no Late Schedule. Default is unchecked.

Note

The default for all these fields is blank.

Default Application Fee 1 and 2

This field is affected by the policy Allow collection of payment at Application entry, which appears in the Application category. When that policy is activated, this field becomes a required field.

Enter one or more codes for fees to associate with the handling of an application.

The actual fee associated with a code is set up on the property's Fee Setup. After the setup is complete, when a user enters an application, the systems displays the fee(s) on the applicable form during the Leasing activities on an Application & Move In Tab.

Default Move-In Fee 1 and 2

This field is affected by the policy Recurring Charges required to be collected at Move-In, which appears in the Move-In category. When that policy is activated, this field becomes a required field.

Enter one or more codes for fees to associate with the handling of a move in.

The actual fee associated with the code is set up on the property's Fee Setup. After the setup is complete, when a user enters a move in, the systems displays the fee(s) on the applicable form during the Leasing activities on an Application & Move In Tab.

Default Insufficient Notice Fee 1 and 2

This field is affected by the property policy Number of days notice required, which appears in the Move-Out category. When that policy is activated, this field becomes a required field.

Enter one or more codes for fees in the Fees category to associate with the handling of insufficient notice prior to move out.

The actual fee associated with the code is set up in the property's Fee Setup. After the setup is complete, when a user enters a move out, the systems displays the fee(s) on the applicable form during the Leasing activities on a Notice & Move-Out Tab.

Default Returned Check Fee

Enter a code to associate with the handling of a returned check.

The actual fee associated with the code is set up on the property's Fee Setup. After the setup is complete, when a user enters data for a resident's returned check, the systems displays the fee(s) on the applicable form during the Ledger activities on a Returned Items Tab.

Default Transfer Fee 1 and 2

Enter one or more codes for fees to associate with the handling of a resident transfer.

The actual fee associated with the code is set up on the property's Fee Setup. After the setup is complete, when a user enters a transfer, the systems displays the fee(s) on the applicable form during the Leasing activities on a Transfer Activities Tab.

Default Move-Out Fee 1 and 2

Enter one or more codes for fees to associate with the handling of a move out.

The actual fee associated with the code is set up on the property's Fee Setup. After the setup is complete, when a user enters a move out, the systems displays the fee(s) on the applicable form during the Leasing activities on a Notice & Move-Out Tab.

Default Base Rent Income Code

This field defaults to RENT. Accept this default code or enter another income code to use as the default base rent income code in Leasing activities.

The actual fee associated with the code is set up on the Processing Change Market Rents Tab. After the setup is complete, when a user enters data for a late charge, the systems displays the fee(s) on the applicable form during the Leasing activities on a Application & Move In Tab.

Default Vacancy Income Code

This field defaults to VAC. Accept this default code or enter another income code to use as the default lost rent income code in the unit file.

This same code is also used for units with a blank lost rent code.

Default Employee Income Code

This field defaults to EMP. Accept this default code or enter another income code to use as the default lost rent income code in the unit file when the unit status is employee.

This same code is also used for units with a blank lost rent income code and a status of model, both of which are established in the Property Units tabs.

Default Late Charge Income Code

This field defaults to LATE. Accept this default code or enter another income code to be used in late notice setup.

The actual fee associated with the code is set up on the property's Fee Setup. After the setup is complete, when a user enters data for a late charge, the systems displays the fee(s) on the applicable form during the Ledger activities on Pay & Adjust tabs.

Default Model Income Code

This field defaults to MODEL. Accept this default code or enter another income code to use as the default lost rent income code in the unit file when the unit status is model.

This same code is also used for units with a blank lost rent income code and a status of model, both of which are established in the Property Units tabs.

Default Percentage Rent Income Code

Enter a Percent Rent income code type to default as the income code to charge when processing % Rent Billing. This income code is also used to calculate the Previous Billed amounts to this income code. Commercial only.

Default CPI Increase Income Code

Enter the default CPI income code to charge during the CPI Calculations process. Commercial only.

Default Prior Percentage Rent Income Code

Enter a Percent Rent income code type to default as the income code to calculate the Previous Billed amount when processing % Rent Billing for the First Year for a tenant. After the first year is run, then the % Rent income code will be used. Commercial only.

When do you want to collect Household Demographics - (Never / Application / Approval / Signing / Move-In / Transfer)

These options show on separate lines. Select the options that apply to the collection of Household Demographics. The default is not checked for all options.

Never

Select this option when you do not want the system to display the Household Demographics tab for entry.

When you have this option selected, users can still enter or edit household demographics. To do so, users must select Occupant Demographics from Lease Changes Task Selection.

Application / Approval / Signed / Move-In / Transfer

Select one or more of these options when you want the system to display the Household Demographics Tab for entry.

When a user is in a related function, the Household Demographics Tab displays automatically during the related function. For example, when Transfer is selected, the Household Demographics tab displays automatically during the Transfer function.

When do you want to collect Occupant Demographics - (Never / Application / Approval / Signing / Move-In / Transfer)

For each policy, select the options that apply to the to the collection of Occupant Demographics. Select the options that apply to the collection of Occupant Demographics. The default is checked for Application and Move-In, and blank for all other options.

Never

Select this option when you do not want the system to display the Occupant Demographics Tab for entry.

When you have this option selected, users can still enter or edit Occupant demographics. To do so, users must select Occupant Demographics from Lease Changes Task Selection.

Application / Move-In

These options are selected by default. Accept these defaults to have the system display the Occupant Demographics Tab for entry.  

When a user is in a related function, the Occupant Demographics Tab displays automatically during the related function. For example, when Application is selected, the Occupant Demographics Tab displays automatically during the Application function.

Approval / Signing / Transfer

Select one or more of these options when you want the system to display the Occupant Demographics Tab for entry.

When a user is in a related function, the Occupant Demographics Tab displays automatically during the related function. For example, when Transfer is selected, the Occupant Demographics Tab displays automatically during the Transfer function.

Do you want to track an Occupant's (Gender / Marital Status / Annual Income / Social Security Number)

Select an option from the drop-down list for each field. Defaults are
Gender - Required
Marital Status - Required
Annual Income- Required
Social Security Number- Yes

The following options are possible:

Move-In
Select this option from the drop down list when you want the system to require the entry of the Occupant's gender / marital status / annual income / Social Security Number in the Occupant Demographics Tab at move-in.

Yes
Select this option from the drop down list when you want the system to allow the entry of the Occupant's gender / marital status / annual income / Social Security Number in the Occupant Demographics Tab. The Occupant's demographic-related data may be entered, but is not required.

Required
This selection is the default for gender, annual income, and marital status. Accept this default when you want the system to require the entry of the Occupant's gender / annual income / marital status in the Occupant Demographics Tab. During initial setup of Resident Profiles, if this policy is defined as Required, then it should be treated as if it were defined as Yes.

Select this option for the field Social Security Number when you want the system to require the entry of the Occupant's Social Security Number in the Occupant Demographics Tab.

No
Select this option when you want the system to prevent the entry of the Occupant's gender / annual income / marital status / Social Security Number in the Occupant Demographics Tab. The Occupant's demographic-related data cannot be entered. All other demographic-related data can be entered in the Occupant Demographics Tab.

Require Email Address for Responsible Occupants

Check this box to require an email address to be entered in the Occupant Demographics tab.

Require Email Address for Non-Responsible Occupants

Check this box to require an email address to be entered in the Occupant Demographics tab.

Require Email Address for Guarantors

Check this box to require an email address to be entered in the Occupant Demographics tab or the Guarantor Signed form.

An Occupant is considered an Adult at age

The default for this field is 18 (years old). Update this default with a number from 1 through 99. The number you enter is used to establish the default age at which an Occupant is considered an adult for demographic reporting purposes.

Require Lease Dates

This option defaults as checked. Accept this default if you want the system to require that a Lease Begins date and a Lease Ends date be entered during the Application, Move-In, Transfer and Renewal Increase Worksheets functions.

Remove the checkmark if you do not want the system to require that information, and Lease dates can be entered, but are not required.

Default number of days for follow-up date on Guest Cards

The default for this field is 7 days. Update this default with the number of days from 1 through 99.

The number you enter is used to establish a default follow-up date in the Guest Card functions. When a Guest Card is entered, the system looks at this field to see how many days from the current date to set the follow-up date and enters that date automatically. This date can be changed when processing Guest Cards.

Minimum # of months to keep Guest Cards

The default for this field is 1 month. Update this default with a number of months from 1 through 99. This policy does not affect manually guest cards.

The number you enter is used to establish a default minimum number of months to maintain guest cards before deletion occurs automatically during the Guest Card Purge process. The guest card is deleted once the number of months has passed any dates in the guest card.

Date needed required on Guest Cards

Select an option from the drop-down list. The following options are possible:

Always
This selection is the default. Accept this default when you want the field Date Needed to be a required field on all Guest Cards. Users must complete the field before the system allows data to be saved.

Traffic
Select this option when you want the field Date Needed to be a required field on Traffic and Return Visits Guest Cards.

Never
Select this option when you do not want the field Date Needed to be a required field on Guest Cards.

Unit Type required on Guest Cards

Select an option from the drop-down list. The following options are possible:

Always
This selection is the default. Accept this default when you want the field Unit Type to be a required field on all Guest Cards. Users must complete the field before the system allows data to be saved.

Traffic
Select this option when you want the field Unit Type to be a required field on Traffic and Return Visits Guest Cards.

Never
Select this option when you do not want the field Unit Type to be a required field on Guest Cards.

Require Reason for Moving on Guest Card

This option defaults as unchecked. Check the box if you want the system to require the entry of a Reason for Moving on Guest Cards. Refer to Moving Reasons Overview for more information on setting up this option.

Require Current Community on Guest Card

This option defaults as unchecked. Check the box if you want the system to require the entry of a Current Community on Guest Cards. Refer to Communities Overview for more information on setting up this option.

Require Price Range on Guest Card

This option defaults as unchecked. Check the box if you want the system to require the entry of a Price Range on Guest Cards. Refer to Price Range Overview for more information on setting up this option.

Require Desired Lease Term on Guest Card

This option defaults as unchecked. Check the box if you want the system to require the entry of a desired Lease Term on Guest Cards.

Require Action Taken on Guest Card

This option defaults as unchecked. Check the box if you want the system to require the entry of an Action Taken on Guest Cards. Refer to Phone Action Concepts Overview, Internet Actions Overview, or Visit Actions Overview for more information on setting up this option.

Require Phone 1 on Guest Card

This option defaults as unchecked. Check the box if you want the field Phone 1 to be a required field on Guest Cards.

Require Phone 2 on Guest Card

This option defaults as unchecked. Check the box if you want the field Phone 2 to be a required field on Guest Cards.

Require Fax on Guest Card

This option defaults as unchecked. Check the box if you want the field Fax to be a required field on Guest Cards.

Require Email on Guest Card

This option defaults as unchecked. Check the box if you want the field Email to be a required field on Guest Cards.

Require Requirements on Guest Card

This option defaults as unchecked. Check the box if you want the field Requirements to be a required field on Guest Cards.

Require Follow up on Guest Card

This option defaults as unchecked. Check the box if you want the field Follow Up to be a required field on Guest Cards.

Unit Shown required on Guest cards

Select an option from the drop-down list. The following options are possible:

Never
This selection is the default. Select this option when you do not want the field Unit Shown to be a required field on Guest Cards.

Always
Select this option when you want the field Unit Shown to be a required field on all Guest Cards. Users must complete the field before the system allows data to be saved.

Traffic
Select this option when you want the field Unit Shown to be a required field on Traffic and Return Visits Guest Cards.

Require Action Taken on Guest Cards (Guest Card Action)

This option defaults as unchecked. Check the box if you want the field Action Taken to be a required field on Guest Cards.

Require Address on Guest Cards

This option defaults as unchecked. Check the box if you want the field Address to be a required field on Guest Cards.

Require Class on Guest Card (Student Housing)

This option defaults as unchecked. Check the box if you want the field Class to be a required field on Guest Cards for Student Housing properties.

Require University on Guest Card (Student Housing)

This option defaults as unchecked. Check the box if you want the field University to be a required field on Guest Cards for Student Housing properties.

Require Home Zip Code on Guest Card (Student Housing)

This option defaults as unchecked. Check the box if you want the field Home Zip Code to be a required field on Guest Cards for Student Housing properties.

Track Leasing Agents

Select an option from the drop-down list. The following options are possible:

No
Select this option if you want the system to prevent the entry of Leasing Agents. The Leasing Agent fields and prompts either do not display, are not editable and not counted for reports.

Yes
Select this option if you want the system to allow the entry of Leasing Agents. Making this selection causes Leasing Agent fields and prompts to display and for reporting purposes, calculation of their counts.

Require
This option is the default. Accept this default if you want the system to require the entry of Leasing Agents. Making this selection causes Leasing Agent fields and prompts to display and for reporting purposes, calculation of their counts. Users must complete the Leasing Agent fields for all leasing functions.

Tracking Marketing Sources

Select an option from the drop-down list. The following options are possible:

No
Select this option if you want the system to prevent the entry of market sources. The Marketing Sources fields either do not display, are not editable and are not counted for reports.

Yes
Select this option if you want the system to allow the entry of market sources. Making this selection causes Marketing Sources fields and prompts to display, and for reporting purposes, calculation of their counts.

Require
This option is the default. Accept this default if you want the system to require the entry of market sources. Making this selection causes Marketing Sources fields and prompts to display, and for reporting purposes, calculation of their counts. Users must complete the market sources field for all leasing functions.

Track Lease Types

Select an option from the drop-down list. The following options are possible:

No
Select this option if you want the system to prevent the entry of Lease Types. The leasing-types-related fields either do not display, are not editable and not counted for reports.

Yes
Select this option if you want the system to allow the entry of Lease Types. Making this selection causes Lease Type fields and prompts to display and for reporting purposes, calculation of their counts.

Require
This option is the default. Accept this default if you want the system to require the entry of Lease Types. Making this selection causes Lease Types fields and prompts to display and for reporting purposes, calculation of their counts. Users must complete the Lease Type field for all leasing functions.

Default Lease Type

This field is shown under the property policy Track Lease Types when you click the arrow.

Enter a default lease type for processing new Applications or Move-Ins.

Track Lease Numbers

Select an option from the drop-down list. The following options are possible:

No
This option is the default. Accept this default if you want the system to prevent the entry of Lease Numbers. The lease-numbers-related fields either do not display or are not editable.

Yes
Select this option if you want the system to allow the entry of Lease Numbers. Making this selection causes Lease Number fields and prompts to display.

Require
Select this option if you want the system to require the entry of Lease Numbers. Making this selection causes Lease Number fields and prompts to display. Users must complete the Lease Numbers field for all leasing functions.

Track Late Schedules

Select an option from the drop-down list. The following options are possible:

No
Select this option if you want the system to prevent the entry of Late Schedules. The late-schedule-related fields either do not display or are not editable.

Yes
Select this option if you want the system to allow the entry of Late Schedules. Making this selection causes late notice schedule fields and prompts to display.

Require
This option is the default. Accept this default if you want the system to require the entry of Late Schedules. Users must complete the Late Schedule field for all leasing functions.

Track Amenities

This option defaults as checked. Accept this default if you want the system to allow the entry of Amenities, including Amenities setup, Amenities By Type setup, and the Amenity List setup report. Making this selection causes Amenity fields and prompts to display, and for reporting purposes, calculation of their counts.

Uncheck this option if you want the system to prevent the entry of Amenities. The Amenity-related fields either do not display or are not editable.

Track Household Demographics

This option defaults as checked. Accept this default if you want the system to allow the entry of Household Demographics.

Uncheck this option if you want the system to prevent the entry of Household Demographics. The household-demographic-related fields either do not display or are not editable.

Track Unit Phone Numbers

This option defaults as unchecked. Accept this default if you want the system to prevent entry of unit phone numbers.

Check this option if you want the system to allow entry of unit phone numbers. When you select this option, a Phone Number field displays on the Unit Setup Details tab, allowing you to enter a telephone number for that unit. In addition, the system enables Property Policy Enforce Unique Unit Phone Numbers. After being enabled, you can use the menu option Inquiry—Phone Number to search for a phone number.

Enforce Unique Unit Phone Numbers

This option is affected by the policy Use Unit Phone Numbers, which is described earlier on this page.

This option defaults as unchecked. Accept this default if you do not want the system to check for duplicate phone numbers.

Check this option if you want the system to check for duplicate phone numbers.

When this option is checked, the system requires the entry of unique unit phone numbers in the Phone Number field on the Unit Setup Details tab. When a phone number is entered, all units in the database are checked to ensure duplicate phone numbers do not exist. If duplicates are found, that phone number displays in an error message and you cannot proceed until one of the following tasks are completed: edit the duplicate number, enter a unique phone number, or cancel the action.

Use Profit Centers

This option defaults as checked. Accept this default if you want the system to allow the entry of Profit Centers. Departmentalized accounting requires Profit Centers. Making this selection causes Profit Center fields to display in the system.

Uncheck this option if you want the system to prevent the entry of Profit Centers. The profit-center-related fields either do not display or are not editable. In addition, the Transfer to G/L option does not consider Profit Centers.

Use Additional Units

This option defaults as unchecked. Accept this default if you do not want to use Additional Units functionality. When unchecked, Additional Units-related fields either do not display or are not editable.

Check this option if you want the system to use Additional Units functionality. Making this selection causes Additional Units fields and links to display in the system:

• On Lease Changes Task Selection a link to Additional Units is available. This link opens the Additional Units tab.
• For a New Application and a Move-In without Application, the Select Unit tab opens so that you can select additional units for the applicant.
• For Leased Units Inquiry, when additional units are set up for the resident, then you can click the Resident name link to open the Additional Units tab.

Use Concessions Limits

This option defaults as unchecked. Accept the default if you do not want the system to verify a maximum amount of concessions a user can enter per resident. Otherwise, check this option to verify the maximum amount of concessions a user can enter per resident (based on the Group Concession Limit).

Use Affordable Housing Features

Access to affordable housing features is controlled by the license file and policies. If the license file indicates that these features are available, then this property policy option becomes available for Residential Policy codes. These features are not supported for commercial properties.

If available, select this option to use affordable housing features. If you do not want to use affordable housing features, uncheck the check box.

Use Unit Active/Inactive Dates

This option defaults to No. Accept this default if you do not want the system to assign an active or inactive status to units.

Select Yes if you want the system to assign an active or inactive status to units.

Refer to Using Unit Active/Inactive Dates or more information on using the dates.

Use Tracking ID

This option defaults as unchecked. Accept the default if you do not want the system to use Tracking IDs. Otherwise, check this option and the system will automatically generate Tracking IDs, which allow users to track a person's unit history.

Calculate Management Fees

This option defaults as checked. Accept this default if you want the system to display the options to set up Management Fees and a Management Fee Summary Report on the Accounting Reports menu. The Management Fee must be set up in order for the report to run. The system allows entry and use of management fees. The management fee file maintenance may be entered, but is not required.

Uncheck this option if you do not want the system to display the following options: Management fee file maintenance, Calculate Management Fees—Transfer, Management Fee setup.

Track Physical Units

Access to prompts and fields related to Physical Units is controlled by property policies.

Select this option to use Physical Units. If you do not want to use Physical Units, uncheck the check box. For Residential property types, this option defaults as No. These features are not supported for Commercial property types. For more information on Physical Units, refer to Assisted Living Overview.

Options include:

No
This option is the default. Accept this default if you want the system to prevent the use of Physical Units.

Optional
Select this option if you want the system to allow the use of Physical Units, but not require it. Making this selection causes prompts and fields related to Physical Units fields to display.

Require on all
Select this option if you want the system to require the user to take action relating to Physical Units fields and prompts. Making this selection causes Physical Units fields and prompts to display. Users must complete these fields.

Require on all except Wait Lists
Select this option if you want the system to require the user to take action relating to Physical Units fields and prompts, except for Wait List units. Making this selection causes Physical Units fields and prompts to display everywhere except for Wait List units. Users must complete these fields except as related to Wait List units.

Refer to Assisted Living Overview for more information.

Count Partially occupied Physical Units as fully occupied

This option defaults as No. Accept the default if you do not want the system to count a partially occupied Physical Unit as fully occupied in reports. Otherwise, select Yes and the system counts a Physical Unit that is occupied at all as fully occupied for reporting purposes. Note that this policy is not available if the Track Physical Units policy is set toNo.

When Yes is selected, then the system counts a partially occupied Physical Unit as fully occupied. This information is used for reporting purposes. Refer to Assisted Living Reports Overview for more information.

Track Occupancy Days by Occupant

This option defaults as unchecked. Accept the default if you do not want the system to track Occupancy Days by Occupant in reports.

Check this option if you want the system to track Occupancy Days by Occupant in reports. Refer to Assisted Living Overview for more information.

Include Applicant/Leased/Approved Residents

This option defaults as checked. Accept this default if you want the system to consider all Residents with this status for billing and processing like any current Resident if they have valid Pro In and FFP dates.

Uncheck this option if you do not want the system to consider Residents with this status for billing.

Include Previous Residents

This option defaults as checked. Accept this default if you want to prevent the system from billing the Resident for security deposit differences at the time of Lease Charges/Begin of Day.

Uncheck this option if you want the system to bill the Resident for the difference between the required security deposit and the billed for security amount at the time of Lease Charges/Begin of Day.

Auto-Bill Required Security

This option defaults as unchecked. Accept the default if you do not want the system to consider auto-billing Residents with the status Previous for Security.

Check this option if you want the system to consider Residents with the status Previous for billing and processing, like any current Resident, when a process such as Pro In date/ FFP Date/ Stop Billing Date considerations, etc., is run.

Next Invoice Number from

Select an option from the drop-down list. The following options are possible:

From Global Policy
Select this option when you want the system to generate invoice numbers based on the global policy. To select this option, you must have entered a starting invoice number in the field Next Invoice Number, which is on the Global Policies Additional Tab. When you select this option, the system increments the next invoice number based on that entry, and your invoice numbers are sequential across all properties. With this option, you have invoices for different properties with unique invoice numbers.

From Property Policy
Select this option when you want the system to generate invoice numbers based on the property policy. When you select this option, the additional field Next Invoice Number displays below. Enter a starting invoice number in the field. When you select this option, the system increments the next invoice number based on that entry, and your invoice numbers are sequential across all properties subject to the property policy. With this option, you have sequential invoice numbering for all properties subject to a particular property policy; however, you also have invoices for different properties with duplicate sets of invoice numbers.

From Property
This selection is the default. Accept this default to have the system generate a 10-digit invoice number. When you select this option, the system increments the next invoice number based on the last system-generated 10-digit invoice number, and your invoice numbers are sequential for a property. With this option, you have invoices for different properties with duplicate sets of invoice numbers.

Next Invoice Number

This field displays only when you select the option From Property Policy in the field Next Invoice Number from, which is above.

This field defaults to zero ( 0 ). Enter the next invoice number to be assigned to an invoice. After setting up, this field is used for tracking. The last system-generated invoice number displays in this field.

Entering a starting invoice number in this field does not affect existing invoice numbers nor are invoice numbers affected when you toggle the global invoice number policies on and off. Additionally, transactions containing invoice numbers that are copied into a database using global invoice numbers are not affected. The system allows those transactions to retain their original invoice numbers.

Automatically Select Resident Entry

This option defaults as unchecked. If unchecked, all three payment methods are automatically presented for you to select from on the Payments and Adjustments tab.

When checked, the system automatically shows a resident selection grid (to use for Resident Entry) when you select eSiteLedger Pay & Adjust. It is possible to click Cancel to refresh the tab to present all three payment methods: Resident Entry, Invoice Entry, and MICR Entry.

Enable LRO pricing recommendation

This option defaults as unchecked. Accept the default if you do not want LRO pricing enabled. Otherwise, check this option if you want the system to use LRO Pricing recommendations. When this policy is checked, during application and move-in the system requires the user to enter the Expected Move-In Date, Lease Begins Date and Lease Ends Date. Also, for Recurring Charges during the move-in process, the Quoted Rent is displayed using LRO Pricing recommendations, i.e., as the Recommended Rent that was posted via the eDex Web method and shown on the Daily LRO Pricing Report if the application's Lease Begins Date and Lease Ends Date fall within the date range posted via the Web method. Note that a user with permissions may override the Quoted Rent, and if there is no record for a property ID/unit type/lease term found in the LRO pricing table, then Quoted Rent is an editable field regardless of user security restrictions.

Enable LRO Renewal Pricing recommendation

This option defaults as unchecked. Accept the default if you do not want LRO Renewal Pricing enabled. Otherwise, check this option if you want the system to use LRO Renewal Pricing recommendations.

When this property policy is turned on and the user has the user permission for Review/Approve Renewal Pricing granted in the System module, then the Leasing menu item Review/Approve Renewal Pricing displays.

 Note

The Additional Options Setup Question worksheet is available to help you determine which settings you want to edit.

Update Unit Type Market Rents during AME based on LRO Pricing

This option defaults as unchecked. Accept the default if you do not want Unit Type Market Rents updated during Accounting Month End based on LRO release rents for default lease terms.

Check the box if you want Unit Type Market Rents updated during Accounting Month End based on LRO release rents for default lease terms.

Number of days to turn a Unit

This option defaults as blank. Enter a number to specify the number of days required to turn a Unit. This number is used by the system to calculate the Unit Available Date along with Unit occupancy status.

Vacant-Available: If the Unit occupancy status is Vacant-Available, then the Unit Available Date is the greater of todays date or the first valid date (must be after the last Residents Vacate Date) from the Unit's Actual Made Ready Date, Expect Make Ready Date, and Vacate Date +  the number of days to turn a Unit.

Notice-Available: If the Unit occupancy status is Notice-Available, then the Unit Available Date is the first valid date (must be after the current residents Expected Move Out Date) from the Unit Expect Make Ready Date and Vacate Date + the number of days to turn a Unit.

Use these policies to customize field names for specific fields. These field names display for properties subject to this specific property policy. The first time you open this tab, the system fills the fields with default names you set up on the Global Policy Names Tab. You can use these global defaults, or enter property-policy specific field names. That is, use this tab to override the global default field name with a property-policy specific field name.

For example, if you entered the name Renter for the Resident Long Name on the Global Policy Names Tab, the field prompts and report headings involving the resident long name display as Renter. You can use this tab to change Renter to Client for the properties that are subject to this property policy.

Unit Short Name / Long Name

Enter a short name with a limit of five alphanumeric characters. The default value is Apt.

Enter a long name with a limit of 10 alphanumeric characters. The default value is Apartment.

Resident Short Name / Long Name

Enter a short name with a limit of five alphanumeric characters. The default value is Res.

Enter a long name with a limit of 10 alphanumeric characters. The default value is Resident.

Rent Short Name / Long Name

Enter a short name with a limit of five alphanumeric characters. The default value is Rent.

Enter a long name with a limit of 15 alphanumeric characters. The default value is Base Rent.

Security 1 Short Name / Long Name

Enter a short name with a limit of three alphanumeric characters. The default value is Sec.

Enter a long name with a limit of eight alphanumeric characters. The default value is Security.

Security 2 Short Name / Long Name

Enter a short name with a limit of three alphanumeric characters. The default value is Oth.

Enter a long name with a limit of eight alphanumeric characters. The default value is Other.

User Defined Date 1 / 2

Enter a date with a limit of 10 alphanumeric characters.

Tenant Name 1 / 2

For use by Commercial properties only.

Enter a name with a limit of 10 alphanumeric characters.

User Sq Ft Name

For use by Commercial properties only.

Enter a name with a limit of 10 alphanumeric characters.

This name displays as the default for report prompts and options.

Recovery Overhead fee

For use by Commercial properties only.

Enter a code with a limit of 17 alphanumeric characters.

This code displays as the default for report prompts and options.

Sales Tax 1 / 2 / 3 / 4

Enter a code with a limit of 10 alphanumeric characters.

These fields display only when the policy Calculate and bill residents sales taxes is selected on the Global Policy Inter Property, Addl Tab. Refer to Resident Sales Tax Concepts and Processes for more information on sales tax options.

The fields default to:

Sales Tax description 1 - Federal
Sales Tax description 2 - State
Sales Tax description 3 - City
Sales Tax description 3 - County

Use these policies to set up the system to handle MICR scanning and image storage.

Click the Settings button in the grid and the MICR Settings pop-up window appears. The following fields are on the pop-up

Scan Type

Select an option from the drop-down list. The following options are possible:

Non-Imaging Scanner

This selection is the default. Accept this default when you want the system to create a non-image scan; that is, when you scan a check, the system does not create an image file.

AMSI Imaging

Select this option when you want the system to create an image file; that is,when you scan a check using a MAGTEK Image Scanner, the system creates an encrypted TIF image file in the system TransactionHeader file.

MICR items use ACH

This option defaults as unchecked. Accept this default if you do not want the system to mark MICR transactions as ACH transactions. The transactions can be posted to a Normal type of journal. In addition, these transactions do not display on the ACH Report.

Add a checkmark if you want the system to mark MICR transactions as ACH transactions. The transactions must be posted to a MICR type of journal. In addition, these transactions display on the ACH Report, which generates when you create the final ACH file.

MICR Image Location - Local database

This option defaults as unchecked. Check this option if you want the system to copy scanned check images to the same location as your local database.

 

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