SECURITY DEPOSIT ACTIVITY REPORT

To generate this report:

From the menu, select Analytics, then Residential Analytics.

On the Residential Reports screen, complete the following:

• Property - enter your property.

• Month - enter the current month in the date range (i.e. 8/1/2023 - 8/31/2023)

• Report Type -  select Security Deposit Activity

• Summarize By - enter Resident

Select Display to run the report.

In an effort to ensure that this report is reviewed and interpreted correctly, please see definitions of each column in the report and what information you can expect to find in each:

A) Resident - Review the Resident column for any canceled, denied, or past residents from outside the current period the report is generated for. If a past resident exists on this report, it may be a sign that deposit accounting is pending or there is an issue on the ledger.   

Note: Applicants may have a delinquent balance as they are not yet required to have a full deposit held until move-in. If there is a balance that is an “applicant” you may ignore it.

CM/ACMs are to locate and past/canceled/denied applicants or residents and complete deposit accounting if it has not yet been completed. The exception is very recent move outs which may not yet have ample information to close (i.e. move out charges). 

If deposit accounting has been completed, but there is still an amount listed for deposits on hand or prepaid/delinquent deposits, this means there is an issue on the ledger with either an additional charge or credit that has not been reconciled. Review the ledger carefully and resolve any issues. For assistance, submit a HelpDesk ticket to the Regional Associates category.

B) Review the Prior/Current Deposits Billed and Prior and Current Receipts columns. The amounts in these two places should always reflect the same amount as the Deposits on Hand column. 

If discrepancies are noticed, it is typically because a deposit is charged, but not paid. Ensure you receive payment in this situation. Once the payment is applied to the account and deposit charge, the report will update. 

C) Deposit on Hand - Review Deposits on Hand column. The deposits on hand column should accurately represent the deposit charged and paid for a household. For any amounts that seem inconsistent from your property’s deposit setup, or show $0, review the ledger. If a charge/payment is missing, add it to the account. If a payment is incorrectly allocated to the wrong charge, reapply the payment to allocate it to the correct deposit charge. 

Check for any Negative Deposits on Hand (i.e. $-200). There should never be a negative deposit on hand. CM/ACMs should correct the negative deposit on hand, and if they have any problems, please send a HelpDesk ticket to RAs.

For the example image, the ledger shows that we charged a $100 deposit that was paid, but then credited back the $100 deposit as well as a $100 pet deposit and $100 other deposit. Since only $100 was on hand, this resulted in an overage of credits in the amount of $-200 provided:

The way to fix this is to reverse the two incorrect credits to restore the ledger back to the $100 reconciled deposit that we had on hand. 

It is important to review the ledger in detail for any negative deposits. Check for all deposit charge codes to see what caused the negative amount.

Submit a HelpDesk ticket to the Regional Associate category with any questions about how to resolve negative deposits on hand.

D) Prepaid/Delinquent Deposits - Review Prepaid/Delinquent Deposits. Amounts reflected in this column are typically caused by a deposit being charged, but the applicant/resident not fully satisfying the payment (i.e. a pet is added and the charge has been added to the ledger, but the amount has not been paid). If an amount is listed here for a current resident, you must collect payment from the resident for the outstanding amount. Once allocated to the deposit charge, the report will update and no deposit will show as delinquent. 

Note: Applicants may have a delinquent balance as they are not yet required to have a full deposit held until move-in. If there is a balance that is an “applicant” you may ignore it.