Late Notices are notices generated for residents whose payments are not received by the rent due date. Late schedules require a code entry used to define the rent due date, the income code to use to assess the late fee, and the fee amount to bill to the resident's account. The system associates the late schedule code with the resident at the time the resident is entered into the system.

In addition, property managers can use this function to generate eviction notices for residents whose account balances are severely delinquent and have not made an agreeable payment arrangement. The late notice prints text defined in the late notice letter. As a prerequisite, at least one late notice letter must be defined prior to processing late notices.

Go to Leasing – Lease Changes – select your resident – Lease Information. Under the Late Schedule field, select from the drop down box the correct late schedule then click Save.

No. A resident can only be linked to one Late Schedule (Leasing – Lease Changes – Lease Information).  However, a Late Schedule may have multiple sequences that allow you to charge different fees and print different letters.

• Base Late On works in conjunction with the Late Day field so you can specify the how you want to start charging late fees:

• Due date—To start charging late fees based on payment not being paid within X days of the transaction due date, select this option. In the Late Day field, type the number of days before the payment is late (for example, if you want to charge late fees when payment is not paid within 4 days, type “4” in the Late Day field).
• Day of month—To start charging late fees on a certain day of the month, select this option. Then, in the Late Day field, type the day to start charging late fees (for example, to start charging late fees on the 5th, type “5” in the Late Day field.

• The Delinquency Report (Reports – Management Reports) shows a listing of resident delinquent and/or prepaid amounts.  The detail report breaks down delinquencies by income code and ages them.  
• Corrections to a resident can be made in Pay & Adjust (Ledger).  The Pay & Adjust will list each outstanding line item.  You can make payments and/or adjustments to any charges as necessary.  

There are several items that you can check to make sure the resident is setup correctly and meet the criteria to be charges:

• Is the Resident linked to a Late Schedule or the correct Late Schedule? Go to Leasing – Lease Changes – select your resident – Lease Information.  Under the Late Schedule field, verify the resident is linked to a late schedule or the late schedule they should be linked to.  If blank or wrong late schedule, select from the drop down box the correct late schedule.
• Is the transaction eligible for a late charge? Verify the income codes that are linked to the delinquent transactions are set to be eligible for a late charge (Setup – Property – Income Codes). Click on the income code and verify the Late Charge field.  ‘Regular Late Fees Only’ means the income code is eligible for late fees.  ‘No Late Charges’ means the income code is not eligible for late fees.
• When is the Resident late, based on the Late Schedule setup, the delinquent transactions, and the late charge assessed thru date? Verify the ‘Base Late On’ and ‘Late Day’ fields in the Late Schedule setup (Setup – Property – Late Notices) and compare to the ‘Date Assessed Thru’ field under Processing – Late Notices and the Resident’s transaction due date.

Base Late On works in conjunction with the ‘Late Day’ field so you can specify how you want to charge late fees:

• Due date—To start charging late fees based on payment not being paid within X days of the transaction due date, select this option.  In the Late Day field, type the number of days before the payment is late (for example, if you want to charge late fees when payment is not paid within 4 days, type “4” in the Late Day field).
• Day of Month—To start charging late fees on a certain day of the month, select this option. Then, in the Late Day field, type the day to start charging late fees (for example, to start charging late fees on the 5th, type “5” in the Late Day field).

Date Assessed Thru compares delinquent Resident’s transactions, to the Late Schedule the resident is linked to, Late Day.  

• Base Late On = Due Date: If the Date Assessed Thru is equal to or greater than the (Transaction Due Date + Late Day), then the Resident is eligible for the late charge.
• Base Late On = Day of Month: If Date Assessed Thru is equal to or greater than the Late Day, then the Resident is eligible for the late charge.

Resident Transaction Date, this is only for Residents linked to a Late Schedule that is set to Base Late On = Due Date.  The system will compare the Transaction Due Date + the Late Day to the Date Assessed Thru field on the Late Notice Processing screen.  

• (Transaction Due Date + Late Day) is equal to or less than Date Assess Thru, then the Resident is eligible for the late charge.
• (Transaction Due Date + Late Day) is greater than Date Assess Thru, then the Resident is NOT eligible for the late charge.
• Does the Resident’s Balance meet the Late Schedule’s balance criteria to be billed  a late charge?
• Compare the Minimum Balance of the Late Schedule (Setup – Property – Late Notices) with the Resident’s delinquent balance.
• Compare the Maximum Charge of the Late Schedule (Setup – Property – Late Notices) with late charges already billed to the Resident for the month.
• Compare the Maximum Per Day Charge of the Late Schedule (Setup – Property – Late Notices) with the per day late charges already billed to the Resident for the month.
• Verify the income codes that are linked to the delinquent transactions are set to be eligible for a late charge.  (Setup – Property – Income Codes).  Click on the income code and verify the Late Charge field.  ‘Regular Late Fees Only’ means the income code is eligible for late fees.  ‘No Late Charges’ means the income code is not eligible for late fees.

You can see the late fee charge in many locations within eSite. The following list of some of the locations to view the assessed late charges:

• Late Notice Summary report. This report is automatically printed during the Late Notice process.
• Inquiry – Transaction Inquiry.  The Transaction Inquiry lists all transactions associated with a resident. The late fee will be listed with the billed amount listed under the Charge column and the Description ‘Late Charges’.
• Ledger – Pay & Adjust.  The Pay & Adjust screen will list all charges/prepaids in open items. There will be a line item to the Late income code for the late fee charge.
• Reports – Audit Reports – Resident History. Refer to the Resident History report to view assessed late charges.

Yes. In the Late Notice processing screen (Processing—Late Notices), if you uncheck the ‘Assess Late Charges’ field and check the ‘Print Notices’ field, the system will calculate the Late Notices and print the letters for each resident without actually charging the late fees to the resident.

Print Options for Setup—Property—Late Notices (At Least Once, Once Per Run, Only if Late Charge Occurs) based off of Total Balance or Balance Subject to Late Charge

Verify the Print option for the Late Schedule (Setup – Property – Late Notice).  This setting works in conjunction with the ‘Basis’ field, enabling you to control when letters are printed. First, use the Basis drop-down list to specify the balance to be used for the print option (Total balance or Balance subject to late charge). Then, from the Print drop-down list, select when the letter should be printed:

• At least once— Letter prints at least once if the balance is greater than zero, plus any time a late charge appears. Any time the charge might occur due to the date of the run, print the letter if the balance is over the letter amount AND the letter hasn’t been printed previously OR if there is a new charge
• Once per run— Letter prints once every time late charges are run with a balance greater than zero, plus any time a late charge appears. Any time the charge might occur due to the date of the run, print the letter if the balance is over the letter amount OR if there is a new charge.
• Only if late charge occurs— Letter prints only if subject to a new late charge calculation (even if the calculation results in zero). If a new late charge is charged during this process, then print the letter associated with that charge.  If there is no new late charge, then don’t print the letter

Most common: At least once or Only if late charge occurs.

Example:

If they run the late notices for the first time for the month on the 10th, and a resident is late starting the 3rd and they get a fixed charge of $25 with letter A then a $2 per day charge with letter B, then the difference would be:

• At least once – Letter A and Letter B
• Once per run – Letter A and Letter B
• Only if late charge occurs – Letter A and Letter B

If they run the late notices for the first time for the month on the 3rd, then runs again on the 10th, and a resident is late starting the 3rd and they get a fixed charge of $25 with letter A then a $2 per day charge with letter B, then the difference would be:

Run on the 3rd

• At least once – Letter A
• Once per run – Letter A
• Only if late charge occurs – Letter A

Runs on the 6th:

• At least once – Letter B (since letter A has already been printed on the 3rd)
• Once per run – Letter A and Letter B (since it doesn’t matter that Letter A has already been printed)
• Only if late charges occurs  - Letter B only (since there is no new charge for Letter A)       

Runs on the 10th

• At least once – Letter B (since there is a new late charge they get a new letter)
• Once per run – Letter A and Letter B (since it doesn’t matter that Letter A and Letter B had already been printed)
• Only if late charge occurs – Letter B (since there is no new charge for Letter A)

Yes. All Late Notices that are processed for a resident, are  copied to the Save Letters grid under Leasing – Lease Changes – Saved Letters.  If you reprint the Letter, the system will just print the Late Notice for the resident selected instead of reprinting the entire late notices for all residents that were processed.

Yes.  The Late Notice process can be linked to a Series of Reports that can be run manually under Reports – Execute Series, or automatically run during any of the following processes: Begin of Day, End of Day, Preliminary Accounting Month End, and Accounting Month End.  (See On-Line Help for more information on setting up a Series of Reports.)

Yes. The Late Schedule has a ‘Minimum Balance’ field. (Setup—Property—Late Notices) The amount entered will be compared to each resident’s delinquent balance to determine if they meet the minimum criteria to be charged a late fee.  The Minimum Balance field works in conjunction with the ‘Minimum Based On’ field.

• Balance Due — This minimum is the default. Accept this default when the minimum balance is the sum of the appropriate open items with a due date less or equal to the date assessed through.
• Current Lease Billings — Select this option when the minimum balance is the sum of the appropriate open items created from a recurring charges update with a due date in the current accounting period.
• Current Due This Month — Select this option when the minimum balance is the sum of the appropriate open items with a due date in the current accounting period.

Yes.  Each Late Schedule can be setup with a Maximum Charge (Setup—Property—Late Notices). Type the total late fees that can be charged to a resident for a month. This limit takes into account any manually assessed late charges (for example, charges to the Late income code).

There are several options to charge a fixed amount and a per day charge (Setup—Property—Late Notices). See below to determine which option is best for your leases:

• Option 1 – Only need one late notice sequence defined.  The system will charge the fixed amount and the per day charge the first day the resident meets the late notice fee criteria.  The same letter would print each time a charge is processed (amounts/dates would be different in the processed letter.)
• One Late Schedule Sequence
• Fixed Charge amount defined
• Per Day Charge amount defined
• Letter defined
• Option 2 – Will need two late notice sequences defined.  Sequence one will have the fixed amount defined.  Sequence two will have the per day charge defined. The system will charge the fixed amount the first day the resident meets the late notice fee criteria. The next day, the system will start to charge the per day charge. The same letter would print each time a charge is processed (amounts/dates would be different in the processed letter.)

Two Late Schedule Sequence

• Sequence 1:

If Base Late On = Day of Month, then Late Date = first day to charge, Fixed Charge amount defined, attach letter

If Base Late On – Due Date, then Late Day = last day before payment is late, Fixed Charge amount defined, attach letter

• Sequence 2: Late Date = Sequence 1 + 1 day, Per Day Charge amount defined, attach letter.
• Option 3 – Will need two late notice sequences defined with two different letters.  Sequence one will have the fixed amount defined with the first letter.  Sequence two will have the per day charge defined with the second letter. The system will charge the fixed amount the first day the resident meets the late notice fee criteria. The next day, the system will start to charge the per day charge. The different letters would print when the respective sequence was charged.

Two Late Schedule Sequences

• Sequence 1:

If Base Late On = Day of Month, then Late Date = first day to charge, Fixed Charge amount defined, attach first letter

If Base Late On – Due Date, then Late Day = last day before payment is late, Fixed Charge amount defined, attach first letter

• Sequence 2:

Late Date = Sequence 1 + 1 day, Per Day Charge amount defined, attach second letter.

 

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