Refunds in Aptexx for Cancel/Denied Applicants

Please do not enter a Charge of Deposit Forfeit charge for the refunds that are or were processed in Aptexx. If the refund is not processed correctly in Aptexx & ResMan, it causes a lot of problems for accounting. 

What happens when you add this Charge? 

 - If the Refund was processed in Aptexx, The Refund will not flow into ResMan.  

How do you have to fix this?

There are multiple steps that have to be completed in ResMan, in order to undo the Deposit Forfeit. 

1. Reverse Deposit Applied
2. Reverse Deposit Forfeit
3. The Property Manager may still process the refund in Aptexx.
   1. in the event the Deposit was refunded but did not flow in, then we still need to complete step 4 & 5 below. Then your accountant can mark the refund paid via Aptexx. 
4. Once the Refund feeds into ResMan, you'll complete the Move-Out Reconciliation
5. The Property Manager will need to approve the FAS.

What should I do?

Everyday refunds – not within 5 days to Close Out -  

• The Property Manager will process the refund in Aptexx. 
• Aptexx will push a refund in. 
• Once the refund flows in – the team can complete the Move-Out Rec. 

Refunds due in Aptexx within 5 days of Close Out

• Complete the Refund in  Aptexx
  • assuming it’s been 5-days, and the date of deposit is not listed in the future or as TBD.
• Greater than 1 day before Close-out - do not do anything in ResMan, as the refund will flow-in.
• 1 Day before Close-out - - do not do anything in ResMan, as it may flow-in overnight.  
• Day of Close-Out- Check to see if Refund flowed-in
  • YES - Flowed In --> You will Complete the move-out rec and approve.  
  • NO- Did not Flow In --> 
    • Complete the Move-Out in ResMan (as normal)
      1. do not add Deposit Forfeit or other charges to override the deposit not being refunded.
    • Deny the Refund under Final Account Statement (FAS) in ResMan
• Submitting Close-Out
  • Send to your account in the BODY of the e-mail: 
    •  “Denied Refunds" (List)
      • Enter the Unit # - Resident Name – and the reason or Denial of Refund
        • EX: 101 - Jane Doe - Refund not able to be processed until 6/27
          
• Close-Out Completed email received by your Accountant. 
  • Immediately after Close-Out, 
  • Go to Residents Account ledger
  • Reverse the Refund on the Ledger.  
    • Do NOT Reverse the Payment..  
    • If you are unable to Reverse the Refund, please put in a Support immediately.  
      

Don't forget to Process the Refund in Aptexx once you can. Once the refund flows into ResMan, the Move-Out Recon can be completed.

If you’d like – the next time this comes up – please contact me and we can jump on a Teams call and walk through this together. ?