Processing a Move-Out
When a resident turns in their keys to their apartment, you will need to process a Move-Out.
1 On the dashboard, in the Resident Activity section, click the Move–Out link. The bottom portion of the screen displays a list of the residents scheduled to move out.
2 Locate the appropriate resident and click the Move–Out button.
The resident’s status is changed to Past.
On the dashboard, the Move–Out count is decreased by one, and the Deposit Accounting count is increased by one.
Processing a SODA (Statement of Deposit Accounting)
1 On the dashboard, in the Resident Activity section, click the Deposit Accounting link. The bottom portion of the screen displays a list of the residents who have moved out and require deposit accounting.
2 Locate the appropriate resident and click the Deposit Acctg. button. The Deposit Accounting
screen appears.
3 This screen shows the resident’s deposit on hand and provides line items for charges that normally
occur and line items you can complete manually.
4 Type the resident’s forwarding address.
5 Select the appropriate charges (by selecting in the checkboxes in the Yes/No column).
6 Type the amount of the charge in the Charge Amt. column.
As you enter the charges, the Totals, Amount of Refund, and Amount Owed fields change depending on the charge amount and the deposit on hand.
7 Select the Print Statement check box.
8 Click Post. The Move-Out Statement appears. Print the Move–Out Statement.
The Deposit Accounting count on the dashboard is decreased by one. The resident’s status is not changed: it remains Past. The Resident screen displays a note stating that deposit accounting has been posted.
Processing Deposit Accounting Paperwork
- Print three copies of the Move Out Statement – one for the resident, one to be mailed to Site Employee Resource Center and one for site management records.
- Assemble all paperwork according to the Move-Out Envelope (available to order from B&B Print Source). Assemble all paperwork from the resident(s) file in the order listed on the move-out envelope. Do not seal the envelope.
 |
- If the resident owes a balance, the Resident copy of the Move Out Statement is mailed directly from the site office to the Resident. All other paperwork is placed in Move-Out Envelope and mailed to Site Employee Resource Center.
- If the resident is due a refund, the Resident copy is placed in the envelope along with all other paperwork and mailed to Site Employee Resource Center. The Site Employee Resource Center will then mail the Resident copy along with the refund check.
- Move-outs will result in either the resident owing the property a balance or the resident will be due a refund of their deposit. Never both.
Adjust Deposit Accounting
The Adjust Deposit Accounting function allows you to add additional charges or correct any other mistakes in deposit accounting. The function is available before the deposit check is processed.
1 On the dashboard, use the Person Search tab to find the appropriate resident. For more informa- tion, see “Searching for Guests and Residents” on page 64.
2 Click the resident’s name. The Resident screen appears.
