How to Receive, Refund and Transfer Money from an Applicant There are at least three types of money you might receive from an Applicant: 1. Security Deposit for a Move-In at a future date. 2. Applicant Fee or Pet Fee 3. PrePaid Rent. Do not add Applicant money using the Miscellaneous Income form. All Applicant money is collected in the Applicant Transaction form. This form is only located in the Applicant form. Press the Add Transaction button in the applicant form. The Applicant Transaction form opens. Choose the Paid With (Check, Cash, MO, Credit Card) from the dropdown list.
APPLICANT RECEIPTS Security Deposits and Fees: Enter the Check or Money Order number. Choose the Income Type from the drop down list. First, let s review the receipt of a Security Deposit. Press Save button and the Security Deposit is saved to that tenant. This receipt will show up in your Pre-Deposit list. You Make a Deposit Slip in the usual way. This transaction will make on a Security Deposit Bank Account. The above example will work the same way as a Fee. Except: fees will be put on a General Operating bank account deposit slip. APPLICANT RECEIPTS Pre-Paid Rent: Enter information as above, and then choose App PrePaid from the dropdown list. This code will record the applicant money as a liability amount against a future rent receipt. When you copy this to a Move-In the amount will be transferred as a Rent-Tenant amount and offset the liability. Also, when you copy to move in, you will be given the opportunity to apply against any charges made prior to the copy to move-in Now, it is time to copy the applicant to this Move-In.
APPLICANT COPY TO MOVE-IN: First step is to move the new tenant in, as you always do. Do not attempt to copy an applicant into a vacant unit. This will not work unless you are moving a subsidized tenant that has a pre-certification. After we moved in the new Tenant, the account history looks like this. MultiSite made the prorated rent and added it to this tenants account history. To begin the process, get focus on the Applicant in the applicant grid. Then right click with your mouse and choose Copy to Move-In. The following form will pop-up. Please look at the bottom of the screen and verify that you had focus on the correct tenant. You have selected Tom Day to copy to Move-In. Then enter the destination unit and Period Post. Period Post will default with your current session period. Notice that the existing applicant transactions fill in the top grid.
When you enter the unit number and TAB off that field the bottom grid pre-fills with the current open charges on that unit. like this. When you press Save a verification form will pop-up. If it is the correct tenant then press the Yes button. When you press Save the Security Deposit money will be transferred to the Tenant Security Deposit account, and the App PrePaid money you entered for this tenant pre fill with the $500 you accepted from the applicant.
After you press save the tenant account and security deposit history grid will look like this: Tenant Account History Grid: Tenant Security Deposit Grid: APPLICANT REFUNDS: The Applicant form has a button that prints a request for the home office to make a refund to the applicant. Before you press this button, enter the full name and address information and press the save button, so this information will be printed on the refund request. The home office, upon receipt of the applicant refund request will look for a regional manager authorization signature, and if authorized they will cut a check to the applicant and make the entry on the Applicant record. If an applicant calls and asks you if the check has been cut, look in the transaction history of the Applicant and if you see a refund entry, the check has been cut. If it has not been cut and it has been a reasonable amount of time, tell the applicant you will check with the home office and get an estimated time of refund.