COLLECTIONS TIE OUT REPORT
MONTH END CLOSE WORKFLOW | JOB AID
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This job aid provides information on the Collections Tie Out Report.
The Collections Tie Out report lists balances of former residents and write-offs so you can determine who still owes money and who has already been written off. It also shows collections statuses so you can see which accounts are currently being excluded from collections and the reasons why.
The report is limited to:
Former residents with write-offs.
Former residents whose balance on the Resident ledger view is greater than $0.00 without write-offs.
Former residents with a delinquent balance.
Former residents whose status is "in collections."
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IMPORTANT: Once a former resident’s balance has been sent to collections and is written off, they will no longer appear in the Delinquency Report.
STEP 1: GENERATE THE REPORT
STEP 1: GENERATE THE REPORT
To generate this report:
On the side menu, select Collections, then Collections Tie Out Report.
On the Collections Tie Out Report screen complete the following:
Vendor - select Hunter Warfield
Property - enter your property.
Select the Submit button to run the report.
Optional: if you’d like to select a date range or a specific collections status, you can use the additional parameters shown above. If left blank, you will access all accounts for review.
STEP 2: WHAT TO LOOK FOR
STEP 2: WHAT TO LOOK FOR
FOR CM/ACMs
FOR CM/ACMs
A) Write Offs - Review the Write-off column to determine which former residents currently have write-offs attached to their ledger.
B) Collection Status - Review former residents who have collections statuses other than “Sent”. For those with a status of “Payment Plan”, verify that the agreement is in place and payments are being made.
Residents must complete the Payment Arrangement Agreement (Previous Resident) form and make on time payments per the agreement.
Write-offs are not necessary if former residents have a payment agreement in place.
No Payment Plan & Balance Owed
If a former resident does not have a payment agreement in place and has a balance owed past the 60-day delinquency mark with an exclusion status in place, update the account status to “Ready” to allow the balance to be exported to collections.
How to Update a Former Resident's Status to "Ready"
To update the collections status to “Ready” for a former resident, navigate to the Collections Dashboard in Yardi.
Find the former resident, then select the Mark for Collections checkbox,
Select Save.
The status will update to “Ready” which sends the file to Hunter Warfield during the next nightly sync and then marks the resident as “Sent.”
Missing SSN or Birthdate
For any former residents who have a status of “Pending”, this means a SSN or birthdate is missing from the account and it cannot be exported.
If you have the SSN or birthdate, enter it to the resident account and then mark the collections status as “Ready” following the same steps as above.
Please refer to the Add Missing Social Security Number Job Aid for detailed instructions.
If there is a write off amount listed, but the account has not been sent to collections, you must review the account to see why it did not automatically export. If there is not a write off amount listed, but the account has been sent to collections, ensure you notify your PA so they can record the write off.
C) If there is a write off amount listed, but the account has not been sent to collections, you must review the account to see why it did not automatically export. If there is not a write off amount listed, but the account has been sent to collections, ensure you notify your PA so they can record the write off.
FOR PAs
FOR PAs
Check where you are with collections. Follow up with CM/ACM if former residents have a write-off balance that’s 60 days from their move out date without a payment agreement.
Have CM/ACM update the collections status in Yardi if this is the case and confirm the prior resident balance has been sent to collections.
Notify RPM if a large number of accounts are marked “Payment Plan” and not being sent to collections.
FREQUENCY ON RUNNING REPORT
FREQUENCY ON RUNNING REPORT
CM/ACMs should run during pre-close; PAs should run during Yardi Close.
For more information on Collections Tie Out Report, refer to the Collection Navigation and Reports Job Aid.
COLLECTIONS TIE OUT REPORT VIDEOS
COLLECTIONS TIE OUT REPORT VIDEOS
Collections Tie Out Report - Pending Accounts Video
Collections Tie Out Report - Pending Accounts Video
Please view the video below to learn about what to do if an account status is listed as “Payment Plan” on the Collections Tie Out Report.
Collections Tie Out Report - Payment Plans Video
Collections Tie Out Report - Payment Plans Video
Please view the video below to learn about what to do if there is a “pending” status on the Collections Tie Out Report.
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