Selected items are processed based on the Refund Contact, who is the AP Contact User of the property as established in Property Setup.

• If Property A and Property B are selected and they have the same Refund Contact, then all refunds are grouped into a single file.
• If Property C is selected and uses a different Refund Contact, then a separate file is created for this property’s refunds.
• Note that each Refund Contact receives a separate email, and the email addresses of any Refund Contacts are shown in the field, Refund Contact Email(s).

• The FILENAME of the file that is emailed depends on the properties included in the file.

  • If the file contains a single property’s refunds, then the FILENAME remains as is, for example, user_property_reufnds_ yyyymmddhhmmss.aps.

  • If the file contains multiple properties, the FILENAME is user_multiple_refunds_yyyymmddhhmmss.aps.

  • If no Refund Contact is assigned, then properties are separated and use the FILENAME format for a single property.

An email message to the Refund Contact(s) is generated as part of the Process Refunds process. Each time processing is initiated via Process Refunds, eSite creates an email message with the subject line, Refunds processed by user(s): <name(s) of the logged in user>, with the message body indicating that refunds have been processed and file {FILENAME} has been created and is available in eFinancials, waiting to be imported.  

The email also contains 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.

Note

To preserve formatting in the email message, we recommend that the Refund Contact User (recipient) of the email message sets his or her email to use a fixed width font such as Courier. For specific instructions on setting the default font, please refer to your email application Help.

The export file generated as part of the Process Refunds process is a comma delimited file, Refund_APS. Refer to Transfer Security Refunds File Layout for the file layout for Refund.APS (Table Format).

A backup of the Refunds.APS file is automatically saved at the following location so you have access to the file in case something happens during processing:

C:\AMSIWeb\eSite\Special\Email AP/GL Files

where C:\AMSIWeb is the default location of the AMSI application