Fields
Select Properties
Click the button to select properties for which you want to Process Refunds and then click Done.
Current User Only
Select this check box to show in the grid only refunds that were processed in Refunds and Forfeits by the currently logged in user. The default is unchecked to show refunds processed by any user.
Note
The Process refunds by any user security permission controls whether this check box can be unchecked. For information about setting user security permissions, refer to the System Help.
- Users with this permission can check or uncheck this check box to process only their own refunds or any user's refunds, respectively.
- Users without this permission see this check box as checked and can only process their own refunds. These users cannot uncheck this box.
Refund Contact Email(s):
Displays the email addresses of the Refund Contact User(s) who are to receive an email when a refund file is sent to eFinancials from eSite. The Refund Contact User for a property is selected in Property Setup on the Add/Edit Property tab.
Each separate Refund Contact is shown in the Refund Contact Email(s) area with one of three messages:
- “Email will be sent to [email address].”
- “These properties are missing Refund Contact Users in property setup (shows a list of the properties).”
- The user is not found.
When the files are created, an alert box pops up. This shows each FILENAME and the email(s) it was sent to, or an indication that it was not sent and a note that they should go configure the properties and/or the users.
Displays the text of the email message that is automatically sent by eSite to the Refund Contact User(s). The message indicates that refunds have been processed and the file {FILENAME} has been created and is available in eFinancials, waiting to be imported. FILENAME in the email sent by the system is replaced by the actual file name. This text box is editable.
The email(s) also contain a list of refunds and specifies Property ID, eSite Period, Building #, Unit #, Resident name, Description, Date of Refund, and Amount of Refund for each refund.
Grid
Displays the following information for refunds ready to be sent in the file to eFinancials for processing. Sort the grid by clicking on a column header. For example, click on the column header Bldg to sort the refunds by Building.
Bldg
The building number. For instance, 01.
Apt
The unit number. For instance, 202A.
First Name
The first name of the resident.
Last Name
The last name of the resident.
Status
The resident status. For instance, Current. For a complete list of resident statuses, refer to Resident Statuses.
Date
The date the refund was created in refunds and forfeits.
Amount
The amount of the refund.
Select
Click the top check box and all refunds available to be selected will become selected. Or, in the column, check only the box(es) for the refunds for which you want Process Refunds to run.
Note
The Process Refunds screen only shows one entry per Resident even if the Resident has multiple refund transactions per line item. When you check the Select check box for a resident this will select all of the detail records for the resident. All resident detail records, including multiple line items, also display on the SODA Refunds Proof List.
Selected By
Displays the User ID of the user who has the refund selected for processing already, if any. If a user ID displays, you cannot select this item to process.
Proof
Click the Proof button to generate the SODA Refunds Proof List.
Process
Click the Process button to process the selected SODA refunds.