- Open Aged Receivable Report (not the Summary version)
- Locate the apartment that has the issue.
- Determine which month(s) is the issue and what caused the issue (Charge or Payment).
- Verify the Transaction Category is correct.
- Verify that the Housing Portion (Charge) and Payment by Government Subsidy (Payment) match.
- NOTE: Housing Portion may include the following transaction categories: (Housing Portion, Housing Utilities, Building Facilities Fee).
- Verify that the Application of Charges to the Payment is correct.
- When reviewing the Payment (Payment & Payment by Government Subsidy) allocation details for each type – please ensure you keep the following in mind:
- Payment – Can include any transaction except for: Housing Portion & Housing Utilities.
- Payment by Government Subsidy – can only include the following transactions: Housing Portion, Housing Utilities, Building Facilities Fee.
- There should be no other transaction category listed.
- NOTE: HAP will not pay or less than the HAP Agreement. An exception would for move-ins, move-outs and potentially abatement due to annual inspection.
- When reviewing the Payment (Payment & Payment by Government Subsidy) allocation details for each type – please ensure you keep the following in mind:
- Click on the date of the transaction to go to the Residents Account.
- Charge is the Issue
- In this example – the HAP payment was $993.
- We will need to perform the following items:
- Click on Edit
Reversal Date | Enter date of original transaction (if current month) or otherwise the 1st of the current calendar month. |
Notes: | Force apply – correction to charge to match HAP |
Date | Enter date of original transaction (if current month) or otherwise the 1st of the current calendar month. |
Category | Leave Default |
Amount | Change the amount to $470 (changed from $1,463) |
Save | Click on button |
- Now we add a new transaction to record the HAP Rent portion.
- Click on “New” button.
Account | If you clicked on “new” from last edit, leave default.
If you clicked on “New Transaction” from residents account page, enter the Apartment Number and select the correct resident. |
Date | Enter date of original transaction (if current month) or otherwise the 1st of the current calendar month. |
Type | Select “Charge” |
Category | Select “Housing Portion” |
Amount | Enter $993 |
Save | Click on button |
- Payment Allocation is the issue:
- In this instance, the HAP Payment was applied to non-HAP transactions. To fix this, we will perform the following:
- Click on Edit
- In this instance, the HAP Payment was applied to non-HAP transactions. To fix this, we will perform the following:
Reversal Date | Enter date of original transaction (if current month) or otherwise the 1st of the current calendar month. |
Notes: | Force apply – correction to charge to match HAP |
Date | Enter date of original transaction (if current month) or otherwise the 1st of the current calendar month. |
Category | Leave Default |
Amount | Leave Default |
Save | Click on button |
- Now the payment should be applied to the correction transaction categories, in this case Housing Portion, Housing Utilities and/or Building Facilitie Fee.
- HAP Rent does not match HAP Payment.
- In the example below, the HAP Rent amount was reduced to $746. We need to do the following steps:
- Click on Edit for the transaction category - Rent
- In the example below, the HAP Rent amount was reduced to $746. We need to do the following steps:
Reversal Date | Enter date of original transaction (if current month) or otherwise the 1st of the current calendar month. |
Notes: | Force apply – correction to charge to match HAP |
Date | Enter date of original transaction (if current month) or otherwise the 1st of the current calendar month. |
Category | Leave Default |
Amount | Enter $879 |
Save | Click on button |
- Click on Edit for the transaction category - SubRent
Reversal Date | Enter date of original transaction (if current month) or otherwise the 1st of the current calendar month. |
Notes: | Force apply – correction to charge to match HAP |
Date | Enter date of original transaction (if current month) or otherwise the 1st of the current calendar month. |
Category | Leave Default |
Amount | Enter $749 |
Save | Click on button |
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