Transaction Descriptions for Transfer to GL Files

Transaction descriptions vary depending on the transfer method. The five transfer methods include Overall Summary, Summary, By Batch without code, Batch with code, and Detail.

Overall Summary transaction descriptions are simple descriptions based on the eSite source data. All other types of transaction descriptions start with a base transaction description, which is based on the source data and then modified, depending on the method.
For Overall Summary, the description is a simple one based on the eSite source data, such as Charges, Payments, Forfeits, Refunds, Transfers, Miscellaneous Income, Write-offs, Prior Vacancy, Loss to Lease, Vacancy, Prepaids.
For Summary, the description in the following table is used.
For By Batch without code, the description in the following table is used as a base, the income code is stripped off, and the bank book and batch number are appended.
For By Batch with code, the description in the following table is used as a base, and the bank book and batch number are appended.
For Detail transactions, the description in the following table is used as a base, and the building and unit numbers are appended.

The following table provides an explanation of the base transaction description. The various types of transfer methods use the information in this table or use it as a base to which numbers are stripped off or appended.

Note

Code is the income code of the transaction. The Prepaid items only appear if the income code is set up to transfer to a separate prepaid account. Prepaids are transferred and the auto-reversing method is not used.

Transaction	Description Detail
Accrue Intrst-code	Used for accrual of SDI interest (eSite Trans Type 2, Sec Type 3 or 4).
Adj Prepaid-code	Used for adjustments (eSite Trans Type 2) that had prepaid amounts applied against them.
Adjustment-code	Used for adjustments (eSite Trans Type 2).
Cash Receipts-code	Used for resident payments (eSite Trans Type 3).
Charge to Ppd-code	Used for one time charges (eSite Trans Type 9) that had prepaid amounts applied against them.
Charge-code	Used for one time charges (eSite Trans Type 9).
Forfeit Int-code	Used for forfeits of security deposit interest (eSite Trans Type 4, Sec Type 3 or 4).
Forfeit Ppd-code	Used for forfeits of prepaid items (eSite Trans Type 4).
Forfeits-code	Used for forfeits (eSite Trans Type 4).
LC to Prepaid-code	Used for recurring charges (eSite Trans Type 1) that had a prepaid amount applied against them.
Lease Charge-code	Used for recurring charges (eSite Trans Type 1).
Loss to Lease	Used for Loss to Lease items.
Lost Rent-code	Used for Lost Rent items.
Misc Income-code	Used for non-resident miscellaneous income (eSite Trans Type 7).
Prepaid Rcpts-code	Used for resident payments that are prepayments (eSite Trans Type 3).
Prepaid-code	Used for auto-reversing prepaids.
Prior Period Vacancy-code	Used when posting Prior Period Vacancy separately.
Refund Int-code	Used for refunds of security deposit interest (eSite Trans Type 4, Sec Type 3 or 4).
Refund Ppd-code	Used for refunds of prepaid amounts (eSite Trans Type 4).
Refunds-code	Used for refunds (eSite Trans Type 4).
Returned Receipts-code	Used for resident returned items (eSite Trans Type 3, Returned Item).
Transfer Interest-code	Used for transfer of security deposit interest transactions (eSite Trans Type 6).
Transfer of Prepaid-code	Used for transfer balance transactions affecting prepaids (eSite Trans Type 6).
Transfer-code	Used for transfer balance transactions (eSite Trans Type 6).
Write-offs-code	Used for write-offs of charges (eSite Trans Type 8).

Additional File Layout Field Descriptions

AR Period

The date of record converted to a period number using the period setup, which is normally the same as the GL period unless prior period entries are transferred. This is the period the transaction should affect.

Bank Book ID + Batch #

The bank book and batch number of the transaction, not available for overall summary or summary transfer methods.

Date of Record

The date of record of a transaction is based on the eSite date of record for the transaction. For items that are calculated, selection date at the time of transfer is used and adjusted so it fits in the current period.

Entity ID

The entity as specified in the bank book, income code or loss to lease account number setup. In many cases this will correspond to the property id, however if doing central receipting or simultaneous cash and accrual this may be different.

GL Account Number

Unless otherwise indicated this is the unmodified G/L account number only. AMSI format indicates that the G/L account number is modified by the profit center setting, and the middle three digits of the account number may be changed to represent the profit center.

GL Period

The current GL period of the property.

Reference

The reference number is either AUTOxx or AUTPxx, where xx is the period number. AUTP is used for auto-reversing prepaids. AUTO is used for all other transactions.