Common Problems or Mistakes made in AIM

Transcription

1 Common Problems or Mistakes made in AIM 1. Credit Card Payments: a. All credit card payments entered into AIM (PPCC, PMCC, PETC, CCOD, CCNR, CCDP) will automatically be entered into a separate batch; batch number 00 for the current accounting month. i. Example: If you are in the month of October the batch number would be (2010 October 00) b. You do not need to create a separate batch for credit cards anymore c. You do not need to close credit card batches anymore. All credit card payments during the month will all be entered onto the same 00 batch number. d. As part of your month end process, go to Charges and Payments > Reports > Bank Deposit Detail >find the 00 batch number and save the report by exporting it to a PDF file. Save the file in your month end folder and forward it with your month end reports. (You can save this in the same month end folder with all of your other reports) 2. Printing Reports: a. If you try printing a report and it comes out blank, do not submit a help desk ticket. b. Install Active Control by following the steps listed in the AIM User Guide. 3. Add as a Pending Resident a. After you add the resident as a pending resident and you are on the RESIDNET DATA UPDATE SCREEN, do not exit. Go through each screen by clicking UPDATE and NEXT to complete the pending lease. b. AIM automatically fills in the move in date as the current computer date and the lease end date 12 months out. Both of these dates need to be changed in AIM in order ot be correct. c. Monthly billing also needs to be updates, as AIM will automatically fill in market rent as the rental rate. Other income items will also need to be added in order for the monthly billing to be correct; in addition to the pro-rate being correct at move in. 4. Move Ins: a. If pro-rates did not get generated in AIM at move in or move out please contact the help desk and do not try to create the pro-rates yourself by making negative payments to LTOL, etc. (it is rare that this will happen; however trying to make adjustments will create bigger problems) AIM has mnemonic codes that are specifically assigned to adjust LTOL. (See below for instructions.) b. If you find that you entered in the rent amount wrong at move-in (Do not try and adjust Rent, LTOL, GTOL please use the mnemonic codes that have been assigned to correct these problems. (See below for instructions) Negative payments or charges to these codes will create bigger problems. c. Make sure when entering monthly billing charges that RENT is actually Rent and not REAL (real estate taxes) changed to the description of rent.

2 d. Verify that current rent is the same as RENT/AUTOBILL, so the pro-rates will be correct at move in. e. AIM now requires you to go through all the pages on the RESIDENT DATE UPDATE SCREEN instead of choosing which screen you would like to go to; when the resident is still pending. This change has been made so properties are required to review all the screens and update them instead of skipping over screens before the move in can take place. 5. Update and Next Screens: a. It is very important that you click the UPDATE and NEXT screens anytime you edit, add or change something on the current screen you are working on. Otherwise the system will not save the changes you made and you will have to re-enter your work. 6. Transfers a. If you would like to complete an internal transfer at your community you can use the MAKE FORMER RESIDENT PENDING link; however there are guidelines that you need to follow in order to use this function properly. i. Place the resident on notice in AIM ii. Because you can t lease the new apartment to the existing resident without completing a guest card. Insert a comment on the availability board report showing that the apartment they are transfering to is leased or DO NOT RENT. You can insert a comment or unit note by going to UNIT MAINTENANCE > EDIT UNIT > MAKE READY STATUS > UNIT NOTES iii. Complete the SODA for the existing resident upon move out so the balance on both his account ledger and deposit ledger are zero. If there is a refundable deposit that needs to go to the new apartment, put a note on the SODA for the accountant to send the deposit check back to the property. When you receive the check you can deposit it in the new apartments deposit ledger. iv. After you have moved out the resident and completed the SODA, you can go to RESIDENTS > MAKE FORMER RESIDENTS PENDING > select the former resident from the drop down menu >click SUBMIT v. AIM will automatically assign the resident to a common unit, you will need to select TRANFSER RESIDENT add assign them to the unit they are moving into. vi. All of the resident s old apartment information will transfer with the resident. The next step is go through the lease process and update the MOVE IN DATE, LEASE TERM and MONTHLY BILLING with all of the new apartment information. 7. Renewals: a. In order to complete a renewal, you have to go through the renewal link on the RESIDENT DATA UPDATE screen. AIM will not allow you to change lease dates for a resident after they have moved in. 8. Concessions:

3 a. Do not reverse a concession for any reason do a C (charge) to CONR (Concession Pay back) instead which will charge back the concession that you applied incorrectly. Reversing concessions creates problems in AIM 9. F:148: a. If you scroll to the last page of the report, it will show lease expirations 13 to 24 months out and will probably show most months at zero. This is due to the property not having many expirations this far out. If you would like to see lease expirations 1 to 12 months out, scroll back one page. Remember there are two calendars showing lease expirations from 1-24 months out! 10. Auto Bill/ Monthly Billing: a. If Auto Bill fails for any reason and you get and error screen, do not try and re-run it. Immediately contact the Help Desk with an URGENT ticket. If you try and re-run this, it will create duplicate auto bill for some account. b. If your auto bill times out please contact the help desk immediately. Do not try and re-run. c. The monthly billing is now set up to charge all items at the beginning of each month. When you set up the monthly billing for a new lease/move in. All charges will have the start date of the current accounting month. AIM will automatically charge the pro-rate at move in by the date of the move in. It is ok to leave the default charge dates on the 1 st of the month. AIM will still charge the pro-rates. 11. Mnemonic Codes: a. New codes have been added to AIM to help assist with LTOL adjustments. Do not do negative charges to LTOL. Use the codes below to make adjustments in these areas of the pro-rates were incorrect. i. ALTL Adjust Loss to Lease 1. Positive Payment to ALTL will reduce the amount owed from the resident and increase Loss to Lease 2. Negative Payment to ALTL will increase the amount owed from the resident and reduce Loss to Lease ii. ALTR - Adjust Gain to Lease 1. Positive Payment to ALTR will reduce the amount owed from the resident and increase Gain to Lease 2. Negative Payment to ALTR will increase the amount owed from the resident and reduce Gain to Lease b. VAC You can make adjustments to vacancy loss by doing a negative payment. i. Positive Payment to VAC will decrease the amount owed from the resident and increase Vacancy Loss

4 ii. Negative Payment to VAC will increase the amount owed from the resident and decrease Vacancy Loss 12. Open Balances/Charges: a. AIM creates open balances on charges when a partial payment is made. Sometimes the amount open is now what we are telling the resident the amount owing is for. This can get messed up when applying payments and applying the amount to the wrong charge item. Open balances should match the open charges. RPM s have the ability to change where the open charges/balances are by viewing a resident ledger and moving the amounts to the correct column Report: a. If the current and total rent due, minus the prior one and two columns do not match; there must be open items in their account ledger that need to be corrected. If this happens, go to reports and run an F:109 report. This will typically resolve any open balance issues. If you still have a problem, please submit a help desk ticket. 14. Negative Charges: a. AIM works off of what is open then puts a payment to those open charges if you do a negative charge for something that was never a charge in AIM the helpdesk will need to adjust the open items. Like PPWO that is a write off for a negative balance. AIM does not understand where to put that money back to. We are working on a way to fix this. Thank you for understanding. 15. Re-Opening Closed AP Batches: a. Go to system settings AP Batch, find transbatch, change it to the batch you need open 16. NSF Checks: a. If you have a check bounce that was entered in as a multiple payment, you need to use the reverse function and reverse the double payment. Re-enter both payments as separate payments (Bank deposit batch will balance out due to both the reversal and payment entered). After the payments have been re-posted individually, you can enter in the NSF for the check that bounced. If the payment is from a prior month and you can t reverse it, do a negative payment and then re-post both payments separately. 17. F105: a. Sometimes the information on the top half of the F:105 is incorrect. The web development team is aware of the problem and working on this issue so you do not need to submit a help desk ticket. The information on row 15 and down should be correct.

5 Remember that just because AIM is set up like Rent Roll it doesn t always act like Rent Roll. If you have questions, please contact the help desk. Also remember that there is a test site set up that you can use to assist you as well.