To Enter a Refund

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To Enter a Refund

From the eSite menu, select Ledger—Refund & Forfeits.
Select the name of the a resident for whom you want to enter a refund or forfeit.
From the Refund & Forfeits Tab, if the resident has open credits to process, the system displays an alert message. Use Pay & Adjust or Apply Open Credits to allocate the credits.
Accept the default Date or type another date (mm/dd/yyyy). Or, use the Calendar icon to select a date.
At Description, type a descriptive name for the refund transaction.
Select the Print Resident History check box to print a resident history report when the refund is saved.
To print a SODA letter when the refund is saved, leave the Print Refund & Forfeits check box selected. Otherwise, clear the check box.
In the Message text box, type a brief message to the resident receiving the refund, if desired.
Click Show Forwarding Address and type the resident's forwarding address in the fields provided. If the forwarding address is unknown, type the last known address.
Verify the refunded amount in the summary section of the tab is correct.
At Prepaid/On Hand Amount Details, click Show Details to view a list of detailed transactions by income code that make up the Deposits and Prepaids from the summary line. If a security deposit interest (SDI) balance exists, it is also itemized.
At Balance Due, click Show Details to view a listing of outstanding charges. Select the Apply To check box to determine if any Prepaid/On Hand Amounts can be applied to the outstanding charges.
At New Charges, click Show Details to add charges associated with the move out, such as damages and termination fees.
Click Save.
If Print Refund & Forfeits was checked, the Print Letter Tab displays. Complete the Print Letter Tab.
Click Save.
If the property policy Create separate refund transactions for each responsible party at Refund & Forfeits is set to Yes, the Create ASCII File Tab displays. Complete the tab.
Click Save.