Month End Procedures Updated 06/21/2018 - RentEGI

1 Month End Procedures Updated 10/23/2018 PRELIMINARY AME: Before proceeding, make sure you have collected all delinquencies, reviewed pre-paid accounts and received all other income monies from vendors, including; laundry, phone, cable, internet and other revenue. Review your To Do List and make sure you have completed all move-in s and move-outs that were scheduled for today s date. Move Outs: Move out all residents who you have received keys for and charge them final utilities*. If a resident is scheduled to move out today and you have not received keys, change their move out day to the 1st of the Month . After you complete Month end and forward the date to the 1st you can move them out. DO NOT BACKDATE THEIR MOVE OUT DATE TO THE LAST DAY OF THE Month . When you move a resident out on the first of the Month , AIM will give them back 100% of their pro-rate and will not charge them for rent/other income. If they actually do move out on the 1st and they owe one day of rent, you will have to do a rent adjustment to correct the pro-rate they received back at move out.

2 To see a list of all pending move outs, print a Move Out by Date Range/Reason (or) review the To Do List. *Final Utilities - in most cases you need to include a FULL Month utility bill AND a prorate that will need to be calculated by using the UB West website. Move outs from last day of prior Month will no longer automatically be charged the last Month full utility. *NOTE* Make sure ALL auto pays for your Move Outs this Month have been disabled! Move Ins: Move in all residents who have signed the lease agreement and paid their balance due. If a resident is scheduled to move in today and you are unsure if they are coming in. Change their move in date to the 1st of the Month . Dispos: Complete all Dispos prior to completing Month end. Close ALL Bank and AP batches: Make sure there are no open bank deposit batches or AP batches. If you have an open batch, close it and then proceed to the next step. (If you find an open batch at any time during Month end, you must close the batch and start the Month end process over, from the beginning.)

3 Having an open batch and closing it will change all AIM reports) RUN AIM AME: Go to SYSTEM UTILITIES > RUN Month END 1. Verify all the smiley faces are green: Market Rent and Late Fees can be yellow if they have been verified for verification process, please see below: a. Market Rents: A yellow smiley face is a warning saying it is off. If you know why market rents are off, you can proceed. (example-RPM made manual adjustments for you that could not be done on the adjust rent screen) It is OK to proceed with market rents being off, if manual adjustments were made by your RPM. If you can t figure out why the market rents are off contact your RPM (or) put in a helpdesk ticket with the AIM. IF YOU SUBMIT A HELP DESK TICKET FOR A MARKET RENT VARIANCE - DO NOT PROCEED WITH Month END. Wait for the corrections to be made by the help desk prior to running any Month end reports because usually this will change the transactions and you will have to re-run all Month end reports if you continue.

4 To help determine why market rents are off, click on validate market rents and it will pull up a report showing you the apartment numbers where there is a difference. You can then review the account ledger to help you find the problem. After reviewing the account ledger you can either do a rent adjustment to fix the variance (or) if you determine that the account ledger for the resident is correct, go to adjust rent and post a zero rent adjustment, this will automatically correct the market rent variance. If the system will not allow you to make a rent adjustment contact your RPM as they may want to do a re-class to market rent once pre-lims are posted. Vacancy issue market rent issues are required to be corrected before proceeding and will need to be corrected by the help desk team. b. Late Fees: If you receive a yellow face for late fees, it means there are still late charges that can be applied for today. Review and charge any late fees that are still outstanding. If you charge up all late fees, the smiley face will turn green.

5 If you do not charge all late fees the smiley face will remain yellow as it is just a warning. Once your market rents and late fees have been verified (or) you get all green smiley faces; click the Lock System and Begin Month End button. You can complete the remainder of Month end from the Run Month End link listed above. By locking the system, you prevent anyone else from entering into AIM and posting transactions that will change your Month end numbers and reports. The system will remain locked until you either complete Month end (or) you click on the padlock at the top of the screen to unlock the system. 2. Edit / Change Month End Date: If your Month end date does not match the AIM system date, EDIT the Month end date at the top of the page to match the system date in AIM and press UPDATE. (You can also change your Month end date under Accounts Payable > Initiation > Month End) 3. Round 1 of Reports: Print ALL of the following Reports and Save as PDF by changing the drop down next to Export to PDF.

6 Click Export and save them to your Month end folder. EXAMPLE: Property Code/Report Name or Name/ Month /year EXAMPLE: ECA MonthlyTransactionSummary Bank Deposit Summary Delinquency by Charge Code Security Deposit Detail Summary of Resident Balances (run report with default of pending/current/former, do NOT change) Transaction Summary Report by Month (current Month and previous Month ) o Current o Previous Month Compare DELINQUENCY and PREPAID Balances BEGINNING Delinquency and Prepaid balances on the Current Month - Transaction Summary Report by Month should match the ENDING Delinquency on the Previous Month - Transaction Summary Report by Month . a. Pull the PRIOR Month and look at Ending Delinquency Balance (2nd page) $_____ b. Pull the CURRENT Month and look at the Beginning Delinquency Balance (2nd page) $_____ c. Pull the PRIOR Month and look at Ending Prepaid Balance (2nd page) $_____ d. Pull the CURRENT Month and look at the Beginning Prepaid Balance (2nd page) $_____ **If the ending delinquency balance does not match the beginning delinquency balance or the ending prepaid balance does not match the beginning prepaid balance; do not proceed to the next step.

7 Call your RPM ** Compare Current Delinquency Balances Compare CURRENT/ENDING/TOTAL Delinquencies on the Summary of Resident Balances, Delinquency by Charge Code and the Current Transaction Summary Report. Delinquencies on all three reports should match. f. Summary of Resident Balances Delinquent Portion / Ending Balance Column (Last page middle column) $_____ g. Delinquency by Charge Code Net Balance Total (bottom of the last page) $_____ h. Current Month -Transaction Summary Report by Month Total Delinquent at End of Period (2nd page) $_____ **If the current delinquency numbers do not match, do not proceed to the next step. Call your RPM** Compare Bank Deposit Balances: Transaction Summary Report by Month compare the totals on the top two sections of the report. These two totals should match. i. Transaction Summary Report by Month . Total Cash TSR $_____ j. Transaction Summary Report by Month . Total Cash BDS $ *If the balances above do not match STOP! Submit an AIM Help Desk ticket, and do not move forward until AIM Help Desk has given you the ok.

8 Check Security Deposit Balances: Check the Security Deposit Detail to make sure there is no NEGATIVE numbers in the last two columns on the right side. If there are negative numbers, go back into AIM and fix. (If the reason for the negative is an O APLY NEGATIVE then it if fine to continue without correcting the report.) It is still ok to proceed after these numbers have been corrected, just re-run the report and save the new one before proceeding. 4. Round 2 of Reports: Print ALL of the following Reports and Save as PDF by changing the drop down next to Export to PDF. Use Current Accounting Period for all Reports. Click Export and save them to your Month end folder. EXAMPLE: Property Code/Report Name or Name/ Month /year EXAMPLE: ECA NSF Reconciliation NSF Reconciliation Rent Roll Detail /save to PDF Rent Roll Detail /save to Excel Rent Roll Summary/ save to PDF Rent Roll Summary/ save to Excel Transaction Detail Report Future Renewal Forecast Expiring Leases (starting date 01/01/1900) New Leases/Renewed Leases (prior 3 months) save to PDF & Excel Aging Delinquency (FYI: this report will pro-rate mid- Month move outs and might not match other current delinquency reports) Aging Delinquency Comprehensive Move In Report Move Out by Date Range/Reason to PDF and Excel Market and Actual Rents by Unit Type - Premiums save to PDF (Bascom Properties save to Excel also) Leasing Activity Summary Traffic Report Availability Board Work Order Report EGI Calculator Weekly Leasing Activity Report Bank Deposits in Transit Net Effective Rent Report / save as PDF o Date Parameters.

9 (last three months) Net Effective Rent Report / save as Excel file o Date Parameters: (last three months) Net Effective Rent Report with SQFT (Bascom Properties only) o Date Parameters: 90 day trailing (November report 11/1/11 1/31/12) Monthly Renewal Detail (Bascom Properties only) Work Order Summary (Bascom Properties only) Bank Deposit Detail Click Pay Batch (ex: 201807CL) (This is for Properties utilizing the TSP/AOL Platform) Also in AIM above the Back Up link is a No Cash Certification acknowledgement. Please complete the form each Month , sign and include with the AME reports. Label the file as No Cash Certification. EX: JDB No Cash Certification | Month | Year. Managers and Assistant Managers are required to complete the form each Month . 5. Accounting Export Use ACCOUNTING EXPORT CSV on the AME page. (AIM names the file for you) Send .csv file from Accounting Export (under System Utilities or on the AME page) as an attachment in an email to your Accountant.

10 (Do not try and save any report to CSV for the accounting team there is a function for the CSV file) 6. Back Up Use Backup Button at the bottom of the AME page. Do not use the one under monthly billing because now we name them differently. 7. Upload Reports: **Upload the 4 reports that cannot be recreated after AME on the new AME page. This is for the Helpdesk to assist with any issues. (We need you to upload these reports because we cannot generate them after AME.) Click browse to locate the reports you have already saved in your Month end folders then click upload. Aging Delinquency PDF report Delinquency By Charge Code PDF report Market And Actual Rents by Unit Type Premiums Rent Roll Detail PDF report Advance Date: Click the button to forward the date into the next account period. If the system will not allow you to press this button, it is because your Month end date does not match the system date. (Step 2) Advance DateContinue - I certifiy I have I completed Month End and sent data to Accounting and my RPM.