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RealPage Payments 3.1 User`s Guide

1. NACHA Compliance for Preauthorized Transactions Accounts Receivable Check Conversion NACHA Compliance for ARC Transactions sseeeeee Prospect Applicant and Resident Transactions Scan Check ae Processing a Check Cashier s Check or Money Order Repairing the MICR Line sine Resetting the Check Scanner SWIG Card C T Nele nee die Processing a Credit Card Payment Preauthorized Payments scada ap ce Setting Up a Preauthorized One Time Bank Account Payment Setting up a Recurring Bank Account Payment Setting up a One Time Credit Card Payment Setting up a Recurring Credit Card Payment Disabling a Preauthorized Payment Viewing a Preauthorized Payment Bull Processing 22 5 u CT PETER Bulk Processing Overview sisi Changing Viewing Options era ee Remote Deposit Capture Aa ra eds esee iode Stadt lated ite IA d iue Bulk Processing Checks u Unlinking an Account iie re ara Reporting Batch Reconciliation Report ta re ee Appendices Common Payments Questions and Answers sss Login Letter to a New Resident nee O 2010 RealPage Inc RealPage Payments 3 1 uGuide Contents Web Notification Letter 77 ARC Notification Letter to Send to Residents 79 Sample ARC Notifications
2. iii 81 Sample PPD Authorization Form ss 83 Event Type Definitions mS 85 Transaction Origin SUM S scort 87 Originated Status Definitions a wien ed deeded 89 Account Type D finitions smash 91 Transaction Status Code Definitions ooooooccnnncccinnoccconnnnonccnnnnnnrcccnnnnnancccnnnnnn cnn 93 Settlement Status Code Definitions 95 Operation Definitions Mec ee 97 Reconciling Bank Statement aiii 99 iv RealPage Payments 3 1 uGuide O 2010 RealPage Inc CHAPTER Payments Overview Payments supports multiple methods of payments that are completely integrated with OneSite Leasing amp Rents This means resident ledgers are always up to date with payment and non sufficient funds NSF notifications By processing all methods of payments through Payments transactions are posted to accounting and resident ledgers in real time This eliminates the need for redundant data entry that is typically found in other payment processing solutions Payments offers a number of electronic payment options to improve efficiencies at the leasing office Payments also provides residents greater convenience in paying their rent Leasing personnel can utilize a check reader scanner to instantly convert paper checks into electronic items swipe a credit card for automatic credit card processing or your leasing consultants can create a one time automatic payment schedule a recurring debit issue credits and view real time reports
3. Effective April 1 2010 your rent check will be converted to an electronic item through the ACH Automated Clearing House network If you have any questions or choose not to have your item converted please contact our leasing office at 888 888 8888 Example 4 By dropping off your rent check in this box you are authorizing The XXXX Building to convert your rent item into an electronic item If you have any questions or choose not to have your item processed electronically please contact our office at 888 888 8888 O 2010 RealPage Inc RealPage Payments 3 1 uGuide 81 APPENDIX F Sample PPD Authorization Form I we hereby authorize ABC Apartments to initiate debit entries to my our __ Checking _ Savings Account select one indicated below at the depository financial institution named below hereafter called DEPOSITORY and to debit or credit the same to such account If this item is returned unpaid I authorize an additional returned check fee of the maximum amount as allowed by the state to be charged to this account Depository Name Routing Number Account Number Same amount to be debited each month Or I approve varying amounts between a range of and Or varying amounts not to exceed Number of Payments or indefinitely check here Frequency of Payments check here __ Monthly This authorization is to remain in full force and effect for the number of payments authorized above or until ABC Ap
4. This is the unit number of the applicant or resident If your property uses building numbers the building number will also be displayed here RealPage Payments 3 1 uGuide 29 Chapter 3 Prospect Applicant and Resident Transactions Doc Ledger Ledger balance Transaction amount Trans type Image quality MICR quality 30 This is the document number of the scanned item This field is required If you are scanning a check this number should be automatically entered once the check is scanned If you are scanning a money order or cashier s check enter the last five digits of the ID number in this field This is the ledger where the payment will be applied You can choose between e Resident The payment will be applied to the resident ledger e Deposit The payment will be applied to the deposit ledger This is the current ledger balance for the person Enter the total amount of the check here This amount should be equal to the Total check amount or you will not be able to process the payment This field is required This is the type of transaction In most instances this will be automatically selected Options include e ACH ACH should be used for most checks e IRD IRD should be used for money orders cashier s checks This shows the quality of the scan You can also inspect the quality of the scan The front and back sides of the scan are displayed in the Image details section below e
5. Chapter 2 Compliance Annual Audit of Web Site Security 14 The site personnel must conduct an annual audit to ensure that the financial information obtained from residents is protected by security practices and procedures NACHA provides a number of publications that address the Annual Audit of Website Security Publications can be purchased online at http nacha org The following components must be audited e Physical security to protect against theft tampering or damage e Personnel and access controls to protect against unauthorized access and use e Network security to ensure secure capture storage and distribution For more details on WEB compliance see 2010 ACH Rules Corporate Edition RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 2 Compliance Recurring or Preauthorized Payments The PPD SEC code can be used by the site personnel to schedule both one time and recurring check payments Through either standing or a single written authorization the resident gives the site personnel the authority to debit the resident s bank account when bills become due PPD is also commonly used for direct deposit payroll PPD can be used for both single entry and recurring debits A recurring debit is based upon a standing written agreement between the site personnel and the resident A single entry debit on the other hand requires written authorization for each debit For example if the site personnel ch
6. Fields Chapter 3 Prospect Applicant and Resident Transactions Preauthorized Payments List Actions Description Amount Frequency Start date nd date Next due O 2010 RealPage Inc Depending on the status of the preauthorized payment the following options may be available e View This opens a page with detailed information about the selected preauthorized payment This information is read only and cannot be modified e Disable This option is only displayed for preauthorized payments that have an enabled status Selecting Disable will disable the preauthorized payment which means that any future scheduled payments from this preauthorization will also be disabled This is a generated description of the item The description is formatted as Preauthorized payment person s name This displays the type of preauthorized payment Possible types include e F This signifies that the payment is for a fixed amount e O This signifies that the payment is for an open balance This is the amount of the preauthorized payment This is the frequency of the preauthorized payment Possible options include e One time The payment is only made once on the start date specified For one time payments the Start date End date and Next due dates will all be the same date e Daily The payment is made daily e Monthly The payment is made once per month e Weekly The payment is made once per week e Semi month
7. ACH should be used for most checks e IRD IRD should be used for money orders cashier s checks This shows the quality of the scan You can also inspect the quality of the scan The front and back sides of the scan are displayed in the Image details section below e s This means that the scan quality is acceptable e X This means that the scan quality is not acceptable If this occurs you should cancel and rescan the item RealPage Payments 3 1 uGuide 59 Chapter 3 Prospect Applicant and Resident Transactions MICR quality This shows the quality of the magnetic ink line on the scanned item w This means that the scan quality is acceptable X This means that the scan quality is not acceptable If this occurs you should click the MICR tab in the Image details section and confirm that the MICR line was recorded properly Otherwise you may need to repair this information to ensure that the payment is recorded successfully Status The status column shows the status for the scanned item If the status is truncated you can hover over it to see the full message There are a number of possible statuses including 60 ACH transaction types are not allowed You will see this status message if your property is not set up to accept ACH payments ACH opt out You will see this status message when the ACH opt out option is selected under Special collection status for the person This signifies that the person has chose
8. MICR The MICR tab displays the magnetic ink rounting and account number that is printed the check or money order This number only displays after you scan an item If necessary you can manually repair the number here O 2010 RealPage Inc RealPage Payments 3 1 uGuide 61 Chapter 3 Prospect Applicant and Resident Transactions Buttons 62 Scanner The Scanner tab displays status information about your scanner e Message When the scanner is connected properly this displays Device connected Ready for scanning e Terminal This is the terminal number for your scanner Remote Deposit Capture Start scanning Stop scanning Finish Cancel Image Details MICR Repair MICR Help Scanner Reset scanner Scanner Find scanner This starts the scanning process This stops the scanning process so that the images can be processed for information This finishes the batch This cancels the batch and returns you to the Bulk processing screen Any checks that you have scanned are discarded If you need to repair the MICR information click Repair to save your changes This opens a help page that explains the MICR symbols and explains the repair procedure This resets the connection between the check scanner and Payments This locates the check scanner and establishes a connection RealPage Payments 3 1 uGuide O 2010 RealPage Inc CHAPTER 4 Reporting In This Chapter Batch Reconcilia
9. 000 ACH CHECKING 1171717 CREDIT CARD CHECKING 2 Compare the Bank Deposit Summary report to your Bank Statement Keep the following in mind when balancing your statement e The cash payments batch is reduced by the amount of reserves taken out on that day e Reserve releases should be in their own batch and show as their own line item on the bank statement e Credit card settlement transactions should be batched approximately 48 hours after the payment is made This means that the actual cash deposited that shows up on the bank statement may be two days behind the payment that posts to the resident s ledger These payments are also less than the original payment amount due to credit card fees The credit card fees should always be the amount recorded to the PN CCEXPENSE transaction code on the miscellaneous income ledger e Transactions posted near the end of your bank account cycle may not appear on the bank statement e Transactions posted on the last day of the fiscal month may appear in the next fiscal period if the batch close does NOT occur before the period close is completed 102 RealPage Payments 3 1 uGuide O 2010 RealPage Inc Appendix N Reconciling Bank Statements e The CC in Transit bank account is not really cash so there is no need to reconcile this account The G L account code will wash when the settlement transactions are recorded in the general ledger O 2010 RealPage Inc RealPage Payments 3
10. A transaction will not be processed Refund An individual in your organization has initiated a refund for the face amount or less of a previous transaction Batch Close Real time gateway only Batch Reconcile Real time gateway only Ping Real time gateway only Real time gateway only Copyright 1999 2005 Jack Henry amp Associates Inc Select Payment v5 User s Manual Release 2005 2010 RealPage Inc RealPage Payments 3 1 uGuide 97 APPENDIX N Reconciling Bank Statements This section provides some assistance with reconciling your bank statement the first month after using Payments Electronic payments can add a complexity to your reconciliation due to the fees and or reserves that are taken out of payments Below is the basic workflow for electronic payments in OneSite Leasing amp Rents Payments Are Posted to the Resident s Ledgers in Real Time Resident Ledger Thomas John 016 Ledger Resident Actions Unit 016 016 016 View 016 View 016 016 016 016 016 016 016 Date 10 06 2005 10 01 2005 10 01 2005 10 01 2005 10 01 2005 10 01 2005 08 01 2005 08 01 2005 08 01 2005 08 01 2005 08 01 2005 7 Open only Period 102005 102005 102005 102005 102005 102005 082005 082005 082005 082005 082005 Ctri Code 2 PMTCRED UTLITY 702 PMTOPACH OPSVCFEE CABLE WATER 709 PMTOPACH OPSVCFEE UTILITY GAS Description Payment By Credit Car 153209 Utilty Charges
11. NSF right away All transactions are batch processed every night at 8 00 PM CST The NSF notification will be returned after processing A resident s payment is returned NSF Do I need to manually reverse the payment No Payments automatically processes the NSF and posts an NSF fee if applicable Swiping Credit Cards What should I do if I need to swipe a credit card but my scanner isn t recognizing the card First try unplugging the scanner for 15 seconds and then hook it back up This will fix many issues For older cards with worn out magnetic strips you may have luck cradling the card in a piece of paper and scanning the card while inside of the paper If it s still not working you can manually record the payment in OneSite or have the resident set up the payment using the Resident Portal I swipe a credit or debit card for the wrong person If you have not processed the transaction simply cancel locate the correct person and process the payment again If you have already processed the transaction you can move the payment by viewing the transaction on the ledger You can then choose Edit and then Change account to select the correct person s ledger I swipe a card that is declined Will I receive a message right away so I know to ask for an alternate form of payment Yes you ll receive a message after swiping the card Preauthorized Payments What should I do if A resident has set up their recurr
12. Recurring 4 15 43 46 Retention 21 Routing numbers 13 S SEC 9 11 U Unlinking accounts 58 O 2010 RealPage Inc RealPage Payments 3 1 uGuide 107 12AD6 0
13. This defaults to Preauthorized payment person s name Enter the name printed on the front of the credit card in the Name on card field This field is required In the Card type drop down list and select the type of credit card being used This field is required Enter the credit card account number in the Card account number field Do not include any spaces This field is required To ensure that the credit card number is entered correctly enter it again in the Confirm account field This field is required In the Security code field enter the three or four digit CV V2 code that is printed on the card This field is required If you need help locating the security code click the What is this link for a detailed image Enter the month and year that the card expires using the Expires on drop down lists These drop down lists are required Enter a memorable nickname for the account in the Account nickname field This field is required Click MAIN ST and enter the billing address that is associated with the card account Ensure that your property has the appropriate paperwork on file and then select the Company has customer s signed or similarly authenticated authorization on file for this specific transaction check box This is required Click Save You will receive a message that the payment has been successfully processed An e mail message will automatically be sent to the resident and the transaction will show up
14. a preauthorized payment that is based on a credit card account Name on card This is the name that is printed on the front of the credit card This is required O 2010 RealPage Inc RealPage Payments 3 1 uGuide 51 Chapter 3 Prospect Applicant and Resident Transactions 52 Card type Card account number Confirm account Security code Expires on Account nickname Company has customer s signed or similarly authenticated authorization on file for this specific transaction This is the type of credit card This is required You can select from any credit card available at your property which can include e American Express e Discover e MasterCard e Visa This is the credit card account number This field is required and must match the account number in the Confirm account field This is the credit card account number This field is required and must match the account number in the Card account number field This is the three or four digit CV V2 security card that is printed on the credit card This field is required This is the expiration month and year that is listed on the front of the credit card These are required This is a nickname for the account This field is required This confirms that your property has a signed form on file that authorizes this transaction This check box must be selected in order to process the transaction RealPage Payments 3 1 uGuide O 2010 RealPage Inc Cha
15. an earlier date 1f needed Enter the amount of the item in the Total check amount field This field is required The description field defaults to Scan Check person s name but you can modify this field as necessary In the Transaction details section the Doc field is required For most checks this number will be inserted automatically when the check is scanned For cashier s checks and money orders use this field to record the last five digits of the identification number RealPage Payments 3 1 uGuide 27 Chapter 3 Prospect Applicant and Resident Transactions 10 11 From the Ledger drop down list select the ledger that you want to apply the payment to For example if the check is for a deposit choose Deposit from the list Enter the amount of the item in the Transaction amount field This amount must match the amount that you entered in the Total check amount field before you can process the payment In the Trans type field choose the transaction type from the drop down list You can choose ACH or IRD If you are unsure which to use leave this at the default If the item scanned is recognized as an IRD for example a money order you will not be able to modify this field Click Process payment The Scan check box will close and the payment entry will display on the ledger that you selected If the Process payment button is not available after completing all of the fields the applica
16. applicant that you want to work with 3 Inthe Actions column click the More link and then choose Swipe card Applicants gt Find applicant gt View gt Enter payment gt Swipe card 1 Click the Applicants tab 2 Find the applicant that you want to work with 3 Inthe Actions column click the View link to open the Applicant at a glance page 4 Inthe Actions column click Enter payment and then click Swipe card Applicants gt Find applicant gt More gt Resident ledger gt Enter payment gt Swipe card 1 Click the Applicants tab 2 Find the applicant that you want to work with 3 Inthe Actions column click the More link and then choose Resident ledger 4 Click Enter payment and then choose Swipe card Applicants gt Find applicant gt View gt Resident ledger gt Enter payment gt Swipe card 1 Click the Applicants tab 2 Findthe applicant that you want to work with 3 Click View 4 Inthe Actions column click Resident ledger 5 Click Enter payment and then choose Swipe card For Residents Residents gt Find resident gt More gt Swipe card 1 Click the Residents tab 2 Find the resident that you want to work with 3 Inthe Actions column click the More link and then choose Swipe card Residents gt Find resident gt View gt Enter payment gt Swipe card 1 Click the Residents tab 2 Find the resident that you want to work with 3 Inthe Actions column click the View link to ope
17. for a Single Entry Debit The payment of 100 00 will be electronically debited from your account I authorize Merchant Name to electronically debit the account listed above for the amount of the check plus applicable sales tax If this item is dishonored or returned for any reason I authorize an additional debit of the account listed above for the state maximum returned check fee By clicking the button below I agree to the terms of this agreement and authorize this purchase Please print this form before pressing the I accept the terms of this Agreement button below Remember to record this purchase in your check register You will receive an e mail confirmation of this purchase Sample WEB Authorization for Monthly Recurring Debt The first payment of 100 00 will be electronically debited from your account Then there will be an additional 24 monthly recurring payment of 50 00 on the 15th day of every month beginning 08 15 2003 I authorize Merchant Name to electronically debit the account listed above for the amount of the check plus applicable sales tax If this item or any subsequent recurring item is dishonored or returned for any reason I authorize an additional debit of the account listed above for the state maximum returned check fee By clicking the button below I agree to the terms of this agreement and authorize this purchase Please print this form before pressing the I accept the terms of this
18. occur This option is only available at properties that accept partial payments e Semi monthly The payment occurs twice per month You can select the payments to occur on the 1st and 15th or on the 15th and the last day of the month This option is only available at properties that accept partial payments e Yearly The payment occurs once per year between the start date and end date that you set This option is only available at properties that accept partial payments Enter an e mail address in the E mail field If there is already an address in the E mail field ensure that it is valid since an e mail message will be sent when the payment is processed In the Start date field choose the date when you want the payments to start This defaults to the property s current date In the End date field choose the date when you want the payments to end This default This field defaults to the lease end date Ensure that the end date is not later than the expiration date of the credit card that you are using for this preauthorized payment Choose the payment amount type You can choose between two options described below e Open balance not to exceed If selected the amount charged may vary but it will not exceed the amount that you enter here This is useful for payments that vary from month to month e Fixed amount If selected this is the amount that will be charged If the preauthorized payment s are payments for a deposit
19. of the front and back of original paper checks This substitute check also referred to as an image replacement document IRD can be processed in the same manner as the original check and is considered its legal equivalent Rather than transporting and presenting the original check through its normal paper processing process Payments has the ability to present IRDs electronically Types of ACH Transactions The following types of ACH transactions can be processed O 2010 RealPage Inc RealPage Payments 3 1 uGuide 3 Chapter 1 OBPayments Overview e ARC Accounts Receivable Collection The ARC transaction involves converting a resident check received in the U S Mail or at a drop box location Property managers can streamline their accounts receivable collections by converting checks into ACH transactions Using a small desktop scanner through Payments property managers can scan a paper check to initiate a one time electronic debit to the resident s bank account Only consumer checks drawn from a U S bank account qualify e PPD Prearranged payment and deposit PPD items also known as a single debit are signed written authorizations from residents You can use the Payments system for a single debit to the resident s bank account If rent is due by the fifth and your resident comes into the office but does not have a check to pay the rent the resident can simply sign a form for a one time debit to pay the rent avoiding any late charg
20. payments e Semi monthly The payment occurs twice per month You can select the payments to occur on the 1st and 15th or on the 15th and the last day of the month This option is only available at properties that accept partial payments e Yearly The payment occurs once per year between the start date and end date that you set This option is only available at properties that accept partial payments Enter an e mail address in the E mail field If there is already an address in the E mail field ensure that it is valid since an e mail message will be sent when the payment is processed In the Start date field choose the date when you want the payments to start This defaults to the property s current date In the End date field choose the date when you want the payments to end This defaults to the lease end date This field is disabled if the One time option is selected in the Frequency drop down list Choose the payment amount type and enter the payment amount You can choose between two options described below e Open balance not to exceed If selected the amount charged may vary but it will not exceed the amount that you enter here This is useful for payments that vary from month to month This option is not available for one time payments e Fixed amount If selected this is the amount that will be charged If the preauthorized payment s are payments for a deposit select the Is deposit check box If desired yo
21. select the Is deposit check box If selected payments will be posted to the deposit ledger If desired you can change the information in the Description field This defaults to Preauthorized payment person s name Enter the name printed on the front of the credit card in the Name on card field This field is required In the Card type drop down list and select the type of credit card being used This field is required Enter the credit card account number in the Card account number field Do not include any spaces This field is required To ensure that the credit card number is entered correctly enter it again in the Confirm account field This field is required RealPage Payments 3 1 uGuide 47 Chapter 3 Prospect Applicant and Resident Transactions 16 17 18 19 20 2 In the Security code field enter the three or four digit CV V2 code that is printed on the card This field is required If you need help locating the security code click the What is this link for a detailed image Enter the month and year that the card expires using the Expires on drop down lists These drop down lists are required Enter a memorable nickname for the account in the Account nickname field This field is required Click MAIN ST and enter the billing address that is associated with the card account Ensure that your property has the appropriate paperwork on file and then select the Company has customer s si
22. that by sending the check the resident authorizes the site personnel to do so e Notice must clearly and conspicuously state that receipt of the check will authorize an ACH debit to the resident s account in accordance with the terms of the check e Notice must state that the consumer can choose not to have their checks converted e For mailed in checks notice should be clearly displayed on an invoice or statement for drop box items notice should be clearly displayed on a sign at the drop box location Collection of Fees ARC entries must accurately reflect the source document In other words the dollar amount the routing number the account number and the serial number must be the same as the original paper check Additional fees may not be added to an ARC entry e Ifthe site personnel want to collect a returned check fee through the ACH Network then a separate PPD entry must be originated The site personnel must follow the authorization requirements for a PPD entry and must also include language in the ARC notice e Ifthe site personnel choose to NOT collect returned check fees within the ACH Network another payment mechanism may be utilized The site 20 RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 2 Compliance personnel should consult legal counsel for any language requirements for any state federal laws Retention of Source Document Check The site personnel must retain a reproducible legible ima
23. time that funds are held in the central clearing account before they are disbursed to the owner s account It takes up to two business days for all transactions to process through the ACH Network to know if the item was good or bad When you order O 2010 RealPage Inc RealPage Payments 3 1 uGuide 5 Chapter 1 OBPayments Overview OneSite Payments the ACH transactions are processed through the central clearing account with our ODFI Funds are deposited in the owner s bank account the next business day less for those accounts that are not at risk for returns The ODFI then transmits the file containing ACH debits to each resident s bank also referred to as the receiving depository financial institution RDFD Since the Federal Reserve System is a trusted network the RDFI is obligated to honor all ACH transactions and 10046 of the funds are credited to the owner s clearing account A return can be a non sufficient funds NSF check an administrative return or other returns such as stop or unauthorized payments 4 The RDFI has up to 48 hours from the effective date of the transaction to determine whether the resident s bank account has sufficient funds to cover the ACH debit or 1f it should be returned for another reason such as closed account wrong account account frozen etc If the debit needs to be returned the RDFI sends a return notification back to the ODFI and the ODFI passes the return through Jack Henry which will immediate
24. w This means that the scan quality is acceptable e X This means that the scan quality is not acceptable If this occurs you should cancel and rescan the item This shows the quality of the magnetic ink line on the scanned item e s This means that the scan quality is acceptable e X This means that the scan quality is not acceptable If this occurs you should click the MICR tab in the Image details section and confirm that the MICR line was recorded properly Otherwise you may need to repair this information to ensure that the payment is recorded successfully RealPage Payments 3 1 uGuide O 2010 RealPage Inc Status O 2010 RealPage Inc Chapter 3 Prospect Applicant and Resident Transactions The status column shows the status for the scanned item If the status is truncated you can hover over it to see the full message There are a number of possible statuses including ACH transaction types are not allowed You will see this status message if your property is not set up to accept ACH payments ACH opt out You will see this status message when the ACH opt out option is selected under Special collection status for the person This signifies that the person has chosen not to have payments processed using ACH Instead payments will be processed as an IRD instead Association missing You will see this status message if an applicant or resident is not associated with the scanned item Document number missin
25. 1 uGuide 103 Glossary of Terms A ACH The Automated Clearing House ACH Network is a batch processing storage and forwarding system ACH transactions provide faster processing than paper checks since paper checks must be physically handled Instead of using paper to carry necessary transaction information ACH transactions are transmitted electronically between financial institutions through data transmission RealPage Payments can process the following types of ACH transactions e ARC e PPD e Recurring e Web ARC Accounts receivable collection ARC is one of the ACH transaction types Property managers can streamline their accounts receivable collections by converting checks into ACH transactions Using a small desktop scanner through RealPage Payments property managers can scan a paper check to initiate a one time electronic debit to the resident s bank account C Check 21 The Check 21 Initiative was signed into law in Q4 2005 due to air transportation delays caused by the 9 11 terrorist attacks that resulted in billions of dollars in suspended check clearings In the aftermath Congress passed Check 21 to reduce the payment system s dependence on the physical transportation of checks and to aid in reducing the associated risks and costs One of the goals of Check 21 is to encourage the nation to make great use of image exchange technology without mandating image exchange Payments O 2010 RealPage Inc sup
26. Agreement button below Remember to record this purchase in your check register You will receive an e mail confirmation of this purchase If you need to revoke this authorization please contact Merchant Name customer service at Merchant s phone number 12 RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 2 Compliance Sample WEB Authorization for Weekly Recurring Debits The first payment of 100 00 will be electronically debited from your account Then there will be an additional 52 weekly recurring payment of 50 00 on Mondays beginning 08 26 2003 I authorize Merchant Name to electronically debit the account listed above for the amount of the check plus applicable sales tax If this item or any subsequent recurring item is dishonored or returned for any reason I authorize an additional debit of the account listed above for the state maximum returned check fee By clicking the button below I agree to the terms of this agreement and authorize this purchase If you need to revoke this authorization please contact Merchant Name customer service at Merchant s phone number Please print this form before pressing the I accept the terms of this Agreement button below Remember to record this purchase in your check register You will receive an e mail confirmation of this purchase Eligible Items Checks must be drawn on a consumer account and must be payable in U S currency NACHA requires tha
27. NDIX J Account Type Definitions An account which allows the holder to write checks Checking against deposited funds A deposit account which pays interest but cannot be Savings withdrawn by check writing A check drawn by a U S disbursing officer or other Treasury Check authorized disbursing officer on the Treasurer of the United States A form of cash bought for a specific amount and Money Order signed over by the purchaser to the person or firm named on the money order A letter of credit issued by a bank or express company Travelers Check that is payable on presentation to any correspondent of the issuer Diners Carte Blanche Pay Pal Third party Copyright 1999 2005 Jack Henry amp Associates Inc Select Payment v5 User s Manual Release 2005 O 2010 RealPage Inc RealPage Payments 3 1 uGuide 91 APPENDIX K Transaction Status Code Definitions TONER Payment information has been verified and a PP transaction will be processed at a later time Processed A transaction has been transmitted to the applicable network Changes cannot be made Collected The collection system has recovered funds for a ver NSF check A credit card transaction has been authorized but a secondary individual with your organization must capture the item before processing A waiting Capture Payment information has been is verified but a Awaiting Approval secondary individual with your organization must approve the item before pro
28. Rent Gas Charge Cable Television Char Water Charge Portal ACH payment CJJ63DM11 Portal ACH payment Cable Television Char Water Charge Portal ACH payment 8312DXJ11 Portal ACH payment Utilty Charges Rent Gas Charge Cable Television Char Water Charge Page 10f3 123 z Charges Credits 1243 71 Balance 0 00 O 2010 RealPage Inc RealPage Payments 3 1 uGuide 99 Appendices Credit Card Settlements Are Posted to Miscellaneous Ledgers as Transactions Are Funded Transactions New Pratis Transactions for CREDITCARD charge payments credits only Period CCEXPENSE PMTCCSETTLE CCTRANSIT Page 1 of 8 Description Chargelin Credit out Control 450 Credit Ca Control 448 Credit Ca Credit Card Expenses Credit Card Disbursem Credit Card Expenses Credit Card Disbursem Control 440 Credit Ca 12345673 1732 13 524 92 1072 31 0 00 Ledger Type Charge payments credits v Balance 1072 31 0 00 Open balance After Fiscal Month End the Prior Month s Bank Statement Should Be Generated for Reconciliation Coste Marta vi Pape tot wann 339 00 BANK DEPOSIT SUMMARY AMT 14002 Octobe 2008 Fecal Perce 10 DOS Parameters Ail Prpates Aii Caw Acong Bart Ead Ceo ur Depesks Toti Bark Curnutative Deoos Bank Account Deer gina Bard Account hare aione Oste Renge Canet Oy Pomers Repepreste Fein d Total
29. Select the Preauthorized payment subtab near the bottom of the page To set up one individual payment select One time and then choose Card account In the Payment for drop down list select the applicant or resident that you want to associate the payment with The Frequency defaults to One time Enter an e mail address in the E mail field If there is already an address in the E mail field ensure that it is valid since an e mail message will be sent when the payment is processed In the Start date field choose the date when you want the payments to start This defaults to the property s current date The End date field is disabled for one time payments Choose the payment amount type and enter the payment amount You can choose between two options described below e Open balance not to exceed If selected the amount charged may vary but it will not exceed the amount that you enter here This is useful for payments that vary from month to month This option is not available for one time payments e Fixed amount If selected this is the amount that will be charged If the payment is for a deposit select the Is deposit check box This will ensure that the payment posts to the deposit ledger RealPage Payments 3 1 uGuide 45 Chapter 3 Prospect Applicant and Resident Transactions 10 11 12 13 14 15 16 17 18 19 20 If desired you can change the information in the Description field
30. _ Semi monthly __ Yearly This authorization is to remain in full force and effect for the number of payments authorized above or until the COMPANY has received written notification from me or us of its termination in such time and such manner as to afford COMPANY and DEPOSITORY a reasonable opportunity to act on it Please attach a voided check to this authorization 16 RealPage Payments 3 1 uGuide 2010 RealPage Inc Chapter 2 Compliance Sample PPD Single Entry Debit Authorization I we hereby authorize Merchant hereinafter called the COMPANY to initiate debit entries to my our __ Checking __ Savings Account select one indicated below at the depository financial institution named below hereafter called DEPOSITORY and to debit or credit the same to such account If this item is returned unpaid I authorize an additional returned check fee of the maximum amount as allowed by the state to be charged to this account Routing Number Account This authorization is to remain in full force and effect for the payment authorized above or until the COMPANY has received written notification from me or us of its termination in such time and such manner as to afford COMPANY and DEPOSITORY a reasonable opportunity to act on it Please attach a voided check to this authorization Notification The site personnel must provide the resident with an electronic or hard copy of the authorization RealPage provides this servi
31. abc You will need to provide us with bank information and other necessary data to process your rent payment Our leasing staff will review your information and provide a secure login so that you can review your current statement of charges make a one time payment or set up recurring monthly payments You will have the option to pay using your checking account and credit cards soon to come On your bank statement your payment will no longer appear as a cleared check Instead it will appear as an electronic debit showing the date of the debit your check number and on the payee line ABC Apt This new process is part of our ongoing efforts to streamline our operations and improve customer service For other payment options please call us at 972 123 4367 Leasing Coordinator ABC Apartments O 2010 RealPage Inc RealPage Payments 3 1 uGuide 77 APPENDIX D ARC Notification Letter to Send to Residents 5400 Craig Drive Apt 604 Dallas TX 75007 RE An Important Message About Your Lease Payment Dear Mr Public Beginning in February ABC Apartments will begin processing your lease payments electronically Using our state of the art system your checks will be converted into electronic transactions and processed through the Automated Clearing House ACH network the same system commonly used for direct deposit payroll Simply pay by check as you would normally do it s that easy The receipt of your check will authoriz
32. anned item is over a transaction limit for the ACH rent transaction code Usually this message is a result of mistyping the transaction amount or forgetting to include a decimal point e Transaction amount exceeds IRD deposit payment limit You will see this status message if the amount of the scanned item is over a transaction limit for the IRD deposits transaction code Usually this message is a result of mistyping the transaction amount or forgetting to include a decimal point e Transaction amount exceeds IRD rent payment limit You will see this status message if the amount of the scanned item is over a transaction limit for the IRD rent transaction code Usually this message is a result of mistyping the transaction amount or forgetting to include a decimal point e Invalid association in collection You will see this message when the In collection status option is selected under Special Collection status for this person e MICR line is not valid You will see this message if there is an issue with the MICR line on the scanned item e IRD transaction types are not allowed You will see this status message if your property is not set up to accept IRD payments Image details Front The Front tab displays a black and white image of the front side of the check This only displays after you scan an item Back The Back tab displays a black and white image of the back side of the check This only displays after you scan an item
33. ansactions provide faster processing than paper checks since paper checks must be physically handled Instead of using paper to carry necessary transaction information ACH transactions are transmitted electronically between financial institutions through data transmission wars a 3 PARTY ACH E FEDERAL ms gt RESERV SYST 1 2 4 ORIGINATION ACH TRANSACTIONS a4 4 RETURNS RESIDENT PAYMENTS PORTAL PAVMEN CENTRAL Mr ACCOUNT OWNER S CREDIT CARD TRANSACTIONS MER 3 PPROVAL 5 E e nn CREDIT CARD E RESIDENT PAYMENTS PROCESSOR PORTAL ACQUIRER CARD ISSUING SETTLEMENT The following is the flow of ACH transactions 1 ACH transactions are created by scanning paper checks through a check reader or ACH transactions are created automatically through the system for a single or recurring payment authorized by the resident Transactions originated by OneSite Payments are transmitted throughout the day to our third party ACH processor which is Jack Henry amp Associates Company Nasdaq JKHY one of the largest A TM and debit card processing companies in the country 2 The ACH processor submits ACH transactions as late as 7 00 P M Central Time to an ACH clearing bank also referred to as an Originating Depository Financial Institution ODFI The ODFI is nothing more than a central clearing bank for ACH transactions 3 Prior to processing ACH items RealPage determines the length of
34. artments has received written notification from me or us of its termination in such time and such manner as to afford ABC Apartments and DEPOSITORY a reasonable opportunity to act on it Please attach a voided check to this authorization 2010 RealPage Inc RealPage Payments 3 1 uGuide 83 Appendices The following Payment Authorization Form is provided during implementation PAYMENT AUTHORIZATION FORM 1 we hereby authorize Apartment Name to initiate debit entries to my our account indicated below and to debit or credit the same such account If this item is returned unpaid authorize an additional returned item fee of the maximum amount allowed by the state to be charged to this account Checking or Savings Account Type of Account Q Checking O Savings Depository Financial Institution Name Account Number Credit Card Account Q Visa O Mastercard O American Express O Discover Name on Card Credit Card Billing Payment Setup Information Q Open Balance Not to Exceed Amount ay Is Deposit me U One Time TO Daily U Monthly O Weekly U Semi Monthly MIT WITNF Sa Su 1st amp 15th or 15th amp Last O Fixed Amount End Date Authorization This authorization is to remain in full force and effect for the number of payments authorized above or until Apartment Name has received written notification from me or us of its termination in such time and such manner as t
35. ce for a small fee Notice of Change in Amount If a billing amount differs from the preauthorized amount the site personnel must send the resident written notification of the new dollar amount and the date on or after which it will be debited Written notice must be sent at least 10 calendar days prior to the scheduled debit e Site personnel must also get new signed authorization from the resident e The resident may choose to receive notice only if the amount falls outside a specified range or if a new entry differs by more than an agreed upon amount Notice of Change in Scheduled Debiting Date If the site personnel change the date on or after which payments are scheduled the site personnel must send the resident written notification of the new date Written notice must be sent at least seven 7 calendar days prior to the scheduled debit e Site personnel must also get new signed authorization from the resident e Variation in payment dates due to Saturdays Sundays or bank holidays are not considered to be changes in scheduled dates O 2010 RealPage Inc RealPage Payments 3 1 uGuide 17 Chapter 2 Compliance For more details on PPD compliance see 2010 ACH Rules Corporate Edition 18 RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 2 Compliance Accounts Receivable Check Conversion The ARC SEC code enables site personnel to convert consumer checks received through the mail or at a drop box location in
36. cessing An item has been declined by the system A Declined transaction will not be processed An individual with your organization has marked the item as void A transaction will not be processed Error An internal error has occurred in the system Please contact customer service A NSF check is in the collection system In Collection Additional attempts are being made to recover funds plus any applicable fees In Research Customer service is researching a transaction The system has suspended a transaction because the dollar amount or number of transactions exceeds the preset limit Please contact customer service for approval The collection system was not able to recover Uncollected NSF the NSF check An account holder has disputed the transaction due to fraud The transaction will be charged back reversed A check has been returned because the bank Invalid Closed Account account number was not valid or the account was closed 2010 RealPage Inc RealPage Payments 3 1 uGuide 93 94 Appendices An individual with your organization has Resolved marked this item as resolved A transaction will not be processed Copyright 1999 2005 Jack Henry amp Associates Inc Select Payment v5 User s Manual Release 2005 RealPage Payments 3 1 uGuide O 2010 RealPage Inc APPENDIX L Settlement Status Code Definitions Settlement Status Definitions A transaction did not occur Funds
37. check or money order is properly completed and signed e In order to scan a check for a prospect the Allow prospect screening setting in Screening options setup must be selected e You have the Perform scan check transactions right How to Get Here For Prospects Prospects gt Find prospect gt More gt View ledger gt Enter payment gt Scan check 1 Click the Prospects tab 2 Findthe prospect that you want to work with 3 Inthe Actions column click the More link and then choose View ledger 4 Click Enter payment and then choose Scan check Prospects gt Find prospect gt View gt View ledger gt Enter payment gt Scan check 1 Click the Prospects tab 2 Find the prospect that you want to work with 3 Click View 4 Inthe Actions column click View ledger 5 Click Enter payment and then choose Scan check O 2010 RealPage Inc RealPage Payments 3 1 uGuide 25 Chapter 3 Prospect Applicant and Resident Transactions 26 For Applicants Applicants gt Find applicant gt More gt Scan check 1 Click the Applicants tab 2 Findthe applicant that you want to work with 3 Inthe Actions column click the More link and then choose Scan check Applicants gt Find applicant gt View gt Enter payment gt Scan check 1 Click the Applicants tab 2 Find the applicant that you want to work with 3 Inthe Actions column click the View link to open the Applicant at a glance page 4 Inthe Act
38. don t know the unit number click More and then choose Associate to locate the person using a variety of search criteria This field is required e Make sure that the Doc field has been updated properly or enter the ID number of the document in this field For cashier s checks and money orders use the last five digits of the identification number of the item This field is required O 2010 RealPage Inc RealPage Payments 3 1 uGuide 57 Chapter 3 Prospect Applicant and Resident Transactions e By default the payment will be recorded in the Resident ledger If you want to record the payment to another ledger select the appropriate option from the Ledger drop down list e Enter the amount of the item in the Transaction amount field e Ensure that the Transaction type is correct 7 Click Finish A new entry is listed in the Remote deposit capture list Unlinking an Account Fields 58 When performing bulk processing you also have the ability to unlink an account for a check that you are scanning Whenever a bank account is used it is automatically linked to the prospect applicant or resident Using this procedure you can separate an account from a person 1 The Date defaults to today s property date but you can change this to a previous date if necessary 2 Countthe number of checks money orders and cashier s checks that you are processing and enter it in the Number of checks field 3 Total the amounts of all
39. e time or Recurring gt Bank account or Card account 1 Click the Applicants tab 2 Find the applicant that you want to work with 3 Inthe Actions column click the View link to open the Applicant at a glance page 2010 RealPage Inc RealPage Payments 3 1 uGuide 41 Chapter 3 Prospect Applicant and Resident Transactions 4 5 Click the Preauthorized payment tab For a single payment choose One time or for ongoing payments choose Recurring Then click Bank account or Card account For Residents Residents gt Find resident gt More gt Bank account or Card account 1 2 3 Click the Residents tab Find the resident that you want to work with In the Actions column click the More link and then choose Bank account or Card account Residents gt Find resident gt View gt Enter payment gt Bank account or Card account l 2 3 4 Click the Residents tab Find the resident that you want to work with In the Actions column click the View link to open the Resident at a glance page In the Actions column click Enter payment and then click Swipe card Residents gt Find Resident gt View gt Preauthorized Payment gt One Time or Recurring gt Bank Account or Card Account 1 2 3 Click the Residents tab Find the resident that you want to work with In the Actions column click the View link to open the Resident at a glance page Click the Preauthorized payment tab For a
40. e 12100 COP teene wm ben Accor 1 10000 10 06 2005 O Payments zum on cle 218 mins m 12100 car terre aaa bei A 1 VOL OOS 10 06 2005 O Payments LI on cc wee 53480 m 12100 CSP tere ama Dent A 1 1007205 1040 2008 Payments 230 on cc 200026 9244 1 m rett cant Cres be Ferner rod Ces 10 06 2205 10 07 CU O Payments 1 on ec 22429 151 449 04 m 12100 Crest emet Dent Aone h 10 04 2209 10 10008 O Payment mn on ee 2100 13 woe m 12100 ea Court Dent Assar 1 10 1 12908 10 10008 Payment 29430 on Coe 216480 106 10008 re 12100 COP terre meet Dent Accor 1 10120008 10 20008 O Payments my on ec mes ven o n 12100 Cre S be Meet Dent A e 10170008 10 17 0008 O Payment 20 co ec zum 1319 02 nm 12100 Dent acur LJ 10 14 2008 10 14 2008 ae mw 20 xc ow no mt M ma 2 111100071 70003 ae om co eec ow ano zu 12100 ert At 2 LOL te om on 1009 19990 106 449 02 Pre MST we wa un 23600 154 468 02 906 400 02 100 RealPage Payments 3 1 uGuide 2010 RealPage Inc Appendix N Reconciling Bank Statements Details for Every Bank Deposit Summary Can Be Found on Bank Deposit Details Report Crete Mena i2 Mg iai was 27 AM BANK DEPOSIT DETAILS art Pomers Ai rper Aii Cede omnts Soter by Unt route Gi mere her De wie Cute Posted by Ferte Francia rea Lar Nen CONTES im Posted Tomos ELS Coni Category Cite LATE RESERVE RESERVE Frew EURE une Vet Payment iT on mer 2006 5 LE u sm PELA lal Tota pne Balance This Information
41. e resident that you want to work with In the Actions column click the More link and then choose Resident ledger Click Enter payment and then choose Scan check Residents gt Find resident gt View gt Resident ledger gt Enter payment gt Scan check 1 2 3 4 5 Click the Resident tab Find the resident that you want to work with Click View In the Actions column click Resident ledger Click Enter payment and then choose Scan check Processing a Check Cashier s Check or Money Order 1 2 O 2010 RealPage Inc Wait for the Scan check box to open and fully load Insert the item into the digital check scanner The scanner will pull the item through the scanner and begin processing the scans Wait until the scan has been completely processed before entering information For checks the check number will automatically be inserted into the Doc field Ensure that there is a green check mark amp in the Image quality and MICR quality columns If not try cancelling reopening the Scan check page and trying again In some instances you may need to repair the MICR line manually For more information see Repairing the MICR line on page 28 If you are constantly having issues with image and MICR quality in your scans you may need to clean your scanner Refer to the manual that came with your scanner for detailed instructions The Date field defaults to today s property date but you can modify the date to
42. e us to electronically debit the bank account on which the check was written On your bank statement your payment will no longer appear as a cleared check Instead it will appear as an electronic debit showing the date of the debit your check number and on the payee line The XXX Building If you ever need a copy of your check for research purposes we can assist you copies of checks will be maintained for two years This new process is part of our ongoing efforts to streamline our operations and improve customer service For other payment options please call us at 888 888 8888 Sincerely Jane Doe Your Title The XXX Building O 2010 RealPage Inc RealPage Payments 3 1 uGuide 79 APPENDIX E Sample ARC Notifications Example 1 By paying your rent by check please be aware that you are authorizing The XXXX Building to use the information on your check to make a one time electronic payment from your checking account The electronic payment will be for the amount indicated on your check If you have any questions or choose not to have your check converted into an electronic item contact us at 888 888 8888 Example 2 Please note that effective April 1 2010 your paper check will be converted to an electronic item for ACH processing If you have any questions or choose not to have your check converted to an electronic item please contact our office at 888 888 8888 for alternate payment options Example 3
43. edit card used This information is displayed after the card is swiped This is the card account number that is displayed on the front of the credit card This information is displayed after the card is swiped Enter the three or four digit CV V2 security code that is printed on the back of the credit card This field is required This is the credit card expiration date in MM Y Y format This information is displayed after the card is swiped This displays status information about your card scanner When the scanner is properly installed and connected this message displays Card reader ready This displays the unique terminal number of your card scanner This sends the payment for processing This button is not available until all required fields are completed This cancels the scanned item It is not submitted for processing If you need to repair the MICR information click Repair to save your changes This opens a help page that explains the MICR symbols and explains the repair procedure This resets the connection between the check scanner and Payments This locates the check scanner and establishes a connection RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 3 Prospect Applicant and Resident Transactions O 2010 RealPage Inc RealPage Payments 3 1 uGuide 39 Chapter 3 Prospect Applicant and Resident Transactions Preauthorized Payments Preauthorized payments provide additional flexibili
44. efault this is User Name Batch Date Date This is the date that the batch was completed Item count This is the number of items in the batch Amount This is the total amount of the checks in the batch Status This is the status of the batch Possible options include e In progress This means that the batch has been sent but is still processing e Completed This means that the batch has been sent and processed successfully e Completed with errors This means that the batch has been sent but there were issues O 2010 RealPage Inc RealPage Payments 3 1 uGuide 55 Chapter 3 Prospect Applicant and Resident Transactions View Options Show batches In the View options section you can control what displays in the with status Remote deposit capture list e In progress If this option is selected then batches that are currently processing are displayed in the Remote deposit capture list e Completed If this option is selected then batches that have sucessfully completed are displayed in the Remote deposit capture list e Completed with errors If this option is selected then batches that have unsucessfully completed are displayed in the Remote deposit capture list Buttons New This opens the Remote Deposit Capture page where you can bulk process checks 56 RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 3 Prospect Applicant and Resident Transactions Remote Deposit Capture At the Remote dep
45. ent no more than two times O 2010 RealPage Inc RealPage Payments 3 1 uGuide 9 Chapter 2 Compliance Internet Initiated Checks The WEB SEC code is used when the site personnel obtains a resident s authorization using the Internet to debit the resident s bank account for an agreed upon amount This SEC code addresses the unique risk issues inherent to the Internet payment environment through required security procedures and obligations The WEB SEC code applies to both one time and recurring Internet initiated payments Site personnel and banks must be able to recognize these payments in order to monitor them separately for risk management purposes e One time payment This is a one time single transfer of funds For example this can be an online purchase of a DVD e Recurring payment This is a transfer of funds that has been set up to automatically occur at regular intervals For example this can be a monthly debit for a rent payment NACHA Compliance for WEB Transactions If you are the originator of WEB transactions meaning you are collecting funds from an Internet transaction then it is ultimately your responsibility to operate in full compliance with the NACHA operating rules You must comply with the rules and regulations for the following e Authorization Requirements on page 11 e Eligible Items on page 13 e Fraud Detection Systems on page 13 e Verification of Routing Numbers on page 13 e Securi
46. epair the number here The Scanner tab displays status information about your scanner e Message When the scanner is connected properly this displays Device connected Ready for scanning e Terminal This is the terminal number for your scanner This sends the payment for processing This button is not available until all required fields are completed This cancels the scanned item It is not submitted for processing RealPage Payments 3 1 uGuide O 2010 RealPage Inc Image Details MICR Repair MICR Help Scanner Reset scanner Scanner Find scanner O 2010 RealPage Inc Chapter 3 Prospect Applicant and Resident Transactions If you need to repair the MICR information click Repair to save your changes This opens a help page that explains the MICR symbols and explains the repair procedure This resets the connection between the check scanner and Payments This locates the check scanner and establishes a connection RealPage Payments 3 1 uGuide 33 Chapter 3 Prospect Applicant and Resident Transactions Swipe Card Use the Swipe card page to collect a credit or debit card payment for a prospect applicant or resident Your property may choose to accept any of the following types of credit cards for payment e American Express e Discover e MasterCard e Visa The transaction date for your scanned payment is your OneSite Leasing amp Rents property date at the time that they paymen
47. ervice allows you to instantly convert the paper checks into ACH or IRD transactions The RealPage solution combines the flexibility and immediacy of electronic payments with the comfort and familiarity of paying by check Below you will find your merchant login information required to begin processing ACH electronic check transactions and credit card transactions Once you have successfully logged on the system will prompt you to change your password for security reasons Passwords must be at least eight characters long and contain upper and lower case characters as well as digits Please log onto https onesitepayments realpage com mp login page aspx Property Management Company Name PMC Name admin Hesse PMC Ilook forward to working with you and your company and if you have any questions please contact product support at 800 704 0154 2010 RealPage Inc RealPage Payments 3 1 uGuide 75 APPENDIX C Web Notification Letter 100 Main Street Apartment 100 Dallas TX 75007 RE Pay Your Rent Online Dear Mr Smith Beginning in April ABC Apartments will begin offering you the ability to pay your rent online Using our state of the art system you will now have the ability to electronically pay rent or other charges through the Automated Clearing House ACH network the same system commonly used for direct deposit payroll To pay your rent online log on to our web site at http property onesite realpage com
48. es By using Payments the site personnel finds the resident in the system completes the appropriate fields such as banking information and amount to debit and then processes the payment e Recurring A recurring debit to a resident vWith Payments you can automatically debit resident bank accounts for a recurring amount each month by having residents sign a recurring debit authorization form The recurring amount is a fixed or variable charge based on the amount of the current statement of the resident e Web Internet initiated entry The Resident Portal is an option allowing residents to pay rent or other charges online The portal allows residents to sign on to a secure web site review their current statement of charges make a one time payment or set up recurring monthly payments Through the resident portal feature residents can view their bills online each month and authorize a payment to pay their rent and other charges now in the future or on a recurring basis The payment can be processed on demand or it can be set up to automatically debit an account when the payment is due 4 RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 1 OBPayments Overview Flow of ACH Transactions The ACH Network is a batch processing storage and forwarding system Transactions received by the financial institution during the day are stored and then later processed in a batch mode Rather than sending each payment separately ACH tr
49. g You will see this status message if the there is not a valid document number for the scanned item Do not allow check You may see this status message when the Do not allow check option is selected under Special collection status for the person Do not allow money order You will see this status message when the Do not money order option is selected under Special collection status for the person Invalid association Eviction You will see this status message when the Eviction proceedings started option is selected under Special collection status for the person Transaction amount missing You will see this status message if the Transaction amount has not been completed Transaction amount exceeds ACH deposit payment limit You will see this status message if the amount of the scanned item is over a transaction limit for the ACH deposits transaction code Usually this message is a result of mistyping the transaction amount or forgetting to include a decimal point Transaction amount exceeds ACH rent payment limit You will see this status message if the amount of the scanned item is over a transaction limit for the ACH rent transaction code Usually this message is a result of mistyping the transaction amount or forgetting to include a decimal point RealPage Payments 3 1 uGuide 31 Chapter 3 Prospect Applicant and Resident Transactions Buttons 32 Image details Front Back MICR Scanner Scan Check Proce
50. ge microfilm or copy of the front of each check for two years from the settlement date of an ARC entry Check reading devices may have image capture capability RealPage will store the site personnel s electronic check images for a small per item fee e The original paper check must be destroyed within 14 days of the settlement date e Anelectronic or hard copy of front of the check must be kept for two years from the settlement date e Ifthe resident s bank submits a written request for proof authorization to debit the account the site personnel s bank has 10 days to send the resident s bank a copy of the front of the check Sample ARC Notification If paying by check please be aware that you are authorizing Merchant Name to use the information on your check to make a one time electronic debit to your checking account This electronic debit will be for the amount indicated on your check If you do not have sufficient funds in your account a returned check fee of Amount will be debited from your account If you have any questions or choose not to have your check converted into an electronic item contact Merchant Name at Merchant Phone 2010 RealPage Inc RealPage Payments 3 1 uGuide 21 CHAPTER 3 Prospect Applicant and Resident Transactions Payments integrates directly with OneSite at your property Depending on the options selected at your property you can scan checks swipe credit cards and set up preaut
51. gned or similarly authenticated authorization on file for this specific transaction check box This is required Click Save You will receive a message that the payment has been successfully processed An E mail message will automatically be sent to the resident and the transaction will show up on the Preauthorized payments tab Disabling a Preauthorized Payment 1 2 3 Find the resident or applicant that you want to work with and click the View link Select the Preauthorized payment subtab near the bottom of the page Locate the preauthorized payment that you want to disable If you want more information about any entry click the associated View link in the Actions column To disable the preauthorized payment click the associated Disable link in the Actions column In the confirmation box click Yes to disable the preauthorized payment item The status for the item will display as disabled and the resident will receive an e mail message stating that the payment item has been disabled Viewing a Preauthorized Payment 1 2 3 48 Find the resident or applicant that you want to work with and click the View link Select the Preauthorized payment subtab near the bottom of the page Locate the preauthorized payment that you want to see more information about Click the associated View link in the Actions column When finished click OK to return to the previous page RealPage Payments 3 1 uGuide O 2010 RealPage Inc
52. he amount charged may vary but it will not exceed the amount that you enter here This is useful for payments that vary from month to month This option is not available for one time payments e Fixed amount If selected this is the amount that will be charged 9 If the preauthorized payment s are payments for a deposit select the Is deposit check box This will ensure that the payment posts to the deposit ledger 10 If desired you can change the information in the Description field 11 Complete the bank account information All of these fields are required e Name on account Enter the person s name that is on the bank account e Routing number Enter the bank routing number for the bank account If you need assistance determining the routing and account number click the What is this link to identify the routing number and account number on a check e Account number Enter the bank account number e Confirm account Re enter the bank account number This ensures that the card number is correct e Account nickname Create a meaningful nickname that the account can be recognized by 12 Ensure that your property has the appropriate paperwork on file and then select the Company has customer s signed or similarly authenticated authorization on file for this specific transaction check box 13 Click Save An e mail message will automatically be sent to the resident and the transaction will show up on the Preauthorized payment
53. horized payments This allows you to streamline your monthly payment processing by converting payment items into electronic payments for a number of payments including O 2010 RealPage Inc Lease payments Application fees Security deposits Utility payments Pet deposits Administrative fees In This Chapter Scan Check qM TT 25 SWIDE And rabattene entere texit etu RE 35 Preauthorized Pay Memts ii ese ere tae ex OR reete e Eee Rae 41 Bulk Processing teet eie Hi lin 53 RealPage Payments 3 1 uGuide 23 Chapter 3 Prospect Applicant and Resident Transactions Scan Check Use the Scan check page to scan checks cashier s checks or money orders for a prospect applicant or resident The transaction date for your scanned payment is your OneSite Leasing amp Rents property date at the time that they payment is scanned If you do NOT want to assess late fees for a payment received in a night deposit box then you can process these payments before advancing your Leasing amp Rents property date With this the payment is posted as of the prior day Before You Begin Before scanning a check for a prospect applicant or resident ensure that e The applicant or resident is able to submit this type of payment Some residents may not be allowed to make certain types of payments based on the information on the Special collection status page e The scanner is connected to the computer and operating properly e The check cashier s
54. i eei tee eee oerte eer dei dere 85 Transaction Origin Definitions ss 87 Originated Status Definitions ss 89 Account Type D finitions 91 Transaction Status Code Definitions ss 93 Settlement Status Code Definitions essere 95 Operation Definitions eii er een ur 97 Reconciling Bank Statements ss 99 O 2010 RealPage Inc RealPage Payments 3 1 uGuide 69 APPENDIX A Common Payments Questions and Answers Here are the answers to some common questions from new and experienced Payments users The questions are divided into the following categories e Scanning checks e Swiping credit cards e Preauthorized payments e Bulk processing Scanning Checks What should I do if e A check gets stuck torn or mangled in the check scanner If your check scanner is operating properly this should rarely happen You will need to need to turn off and unplug the check scanner open the top of the scanner and manually remove the check You may need to manually move the rubber rollers to release the check For more information see the manual that came with your check scanner If necessary contact the resident for a new check or other method of payment If this occurs make sure to void and return the mangled check to the resident If this happens often your check scanner may require maintenance e I scan a check and the MICR informat
55. ing normal use the check scanner should always be connected to Leasing amp Rents However in instances where the interface is interrupted you may need to reset the scanner 2 Inthe Image details section click the Scanner tab Click Reset scanner 4 Click Find scanner Once the scanner is found the Message field displays Device connected Ready for scanning and the Terminal displays the identification number for your scanner Fields Main Details Date Total check amount Description This defaults to the current property date You can modify this to a past date but not a future date If you need to schedule a payment for a future date use the preauthorized payments functionality This is the total amount on the check This amount should be equal to the Trans type or you will not be able to process the payment This field is required This is the description of the item By default this is Scan Check Person s Name but you can change this as required Transaction Details Actions Seq Last name first name Bldg Unit O 2010 RealPage Inc e Delete This option is not currently enabled e More The following option is available e Resident ledger This opens the resident ledger for the applicant or resident This is the sequence number of the transaction If you have multiple transactions they will be listed in numerical sequence This is the name of the resident or applicant
56. ing payment on the Resident Portal but they want to change the account The best option is to have the resident log in to the Resident Portal cancel the payment and create a new recurring payment with the updated account information I disable a preauthorized payment in OneSite Can I re enable the same payment with the same authorization form No a disabled preauthorized payment cannot be re enabled A new authorization form will need to be completed by the resident and new preauthorized payment will need to be created RealPage Payments 3 1 uGuide O 2010 RealPage Inc Appendix A Common Payments Questions and Answers Bulk Processing What should I do if e A check gets stuck torn or mangled in the check scanner during bulk processing If your check scanner is operating properly this should rarely happen You will need to need to turn off and unplug the check scanner open the top of the scanner and manually remove the check You may need to manually move the rubber rollers to release the check For more information see the manual that came with your check scanner If necessary contact the resident for a new check or other method of payment If this occurs make sure to void and return the mangled check to the resident e check is not read correctly during bulk processing Delete the item from the batch and place the check back into the scanner If the item is not pulled automatically click the Start scanning butt
57. ion isn t recorded properly The easiest option is to cancel the scan and attempt to rescan the check If that doesn t work you can manually edit the MICR number by clicking the MICR tab in the Image details section using the check or the scan as a reference e need to record a check payment and my scanner isn t working You can request that the resident makes the payment through the Resident Portal or have the resident complete a preauthorization form and process as a preauthorized payment or manually record the payment in OneSite and deposit the check as normal e I accidentally scan a check to the wrong person If you have not processed the payment simply cancel the action locate the correct person and rescan the check If you have already processed the transaction you can move the payment by viewing the transaction on the ledger You can then choose Edit and then Change account to select the correct person s ledger e J accidentally scan an IRD item for the wrong person If you have not processed the payment simply cancel the action locate the correct person and rescan the IRD item O 2010 RealPage Inc RealPage Payments 3 1 uGuide 71 Appendices 72 If you have already processed the transaction you can move the payment by viewing the transaction on the ledger You can then choose Edit and then Change account to select the correct person s ledger I scan a check with insufficient funding Will it display an
58. ions column click Enter payment and then click Scan check Applicants gt Find applicant gt More gt Resident ledger gt Enter payment gt Scan check 1 Click the Applicants tab 2 Find the applicant that you want to work with 3 Inthe Actions column click the More link and then choose Resident ledger 4 Click Enter payment and then choose Scan check Applicants gt Find applicant gt View gt Resident ledger gt Enter payment gt Scan check 1 Click the Applicant tab 2 Findthe applicant that you want to work with 3 Click View 4 Inthe Actions column click Resident ledger 5 Click Enter payment and then choose Scan check For Residents Residents gt Find resident gt More gt Scan check 1 Click the Residents tab 2 Findthe resident that you want to work with 3 Inthe Actions column click the More link and then choose Scan check Residents gt Find resident gt View gt Enter payment gt Scan check 1 Click the Residents tab 2 Find the resident that you want to work with 3 Inthe Actions column click the View link to open the Resident at a glance page RealPage Payments 3 1 uGuide O 2010 RealPage Inc 4 Chapter 3 Prospect Applicant and Resident Transactions In the Actions column click Enter payment and then click Scan check Residents gt Find resident gt More gt Resident ledger gt Enter payment gt Scan check 1 2 3 4 Click the Residents tab Find th
59. is option is only available for one time preauthorized payments e Daily If this option is selected a payment will be made every day e Monthly If this option is selected then a payment will be made once a month e Weekly If this option is selected then a payment will be made once a week An additional drop down list is displayed where you can choose the day of the week e Semi monthly If this option is selected then a payment will be made every two weeks An additional drop down list is displayed where you can choose between making payments on the first and the 15th of the month or the 15th and the last day of the month e Yearly If this option is selected then a payment will be made once per year on the date that you select in the Start date field This is the resident s e mail address Reminder notices are sent to this address This is the day that the first preauthorized payment is made RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 3 Prospect Applicant and Resident Transactions Open balance not This option is only used for recurring payments If this option is to exceed selected the recurring payment is a variable amount based on the person s open balance The recurring payment can only be as high as the amount entered here but may be less Fixed amount If this option is selected the payment amount for one time or recurring payments will equal the amount specified here End date Thi
60. ly The payment is made once every two weeks e Yearly The payment is made once per year This is the start date for the preauthorized payment This is the end date for the preauthorized payment If this is for a one time payment the End date will be the same as the Start date This is the next due date for the preauthorized payment If this is for a one time payment the Next due date will be the same as the Start date RealPage Payments 3 1 uGuide 49 Chapter 3 Prospect Applicant and Resident Transactions 50 Status KK This is the status of the preauthorized payment Possible options include Disabled This means that the preauthorized payment is disabled Payments are automatically disabled after they have expired For example a one time payment is disabled after the payment is processed Disabled payments will not be processed Enabled This means that the the preauthorized payment is enable and will be processed on the Next due date This displays where the preauthorized payment is created Possible options include e R The payment was created by the resident using the resident portal e S The payment was created by the site using Leasing amp Rents Preauthorized Payment Payment for Frequency Email Start date This drop down list contains the names of any contacts associated with the unit e One time If this option is selected then the preauthorized payment will only be used once Th
61. ly debit the owner s clearing account for the amount of the return Jack Henry updates OneSite Payments with the return information that automatically posts the information to OneSite Leasing amp Rents and issues an alert to the Alerts amp Approvals messaging system each day 5 Thelength of time that funds are held and then become available for transfer from the central clearing account to the owner s operating account is decided between RealPage and the owner The owner submits an application and supporting documents for using OneSite Payments to RealPage Owners with a flawless application package are eligible to receive the funds deposited in the central clearing account on a zero day hold basis which means the funds are transmitted from the central operating account to the owner s bank account the next banking day after receipt Ordinarily it takes about three months to demonstrate your ACH activity and establish historical analysis to satisfy the ODFI ACH returns may trickle in over the next 60 days and will be debited to the owner s operating account as they are received These types of returns comply with the ACH rules and typically relate to disputed transactions where the resident argues that they never approved the transaction Residents typically do not prevail with this argument because we have their authorization for the ACH recurring transactions on file and actual submission of a check is proof of authorization for a pape
62. n not to have payments processed using ACH Instead payments will be processed as an IRD instead Association missing You will see this status message if an applicant or resident is not associated with the scanned item Document number missing You will see this status message if the there is not a valid document number for the scanned item Do not allow check You may see this status message when the Do not allow check option is selected under Special collection status for the person Do not allow money order You will see this status message when the Do not money order option is selected under Special collection status for the person Invalid association Eviction You will see this status message when the Eviction proceedings started option is selected under Special collection status for the person RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 3 Prospect Applicant and Resident Transactions e Transaction amount missing You will see this status message if the Transaction amount has not been completed e Transaction amount exceeds ACH deposit payment limit You will see this status message if the amount of the scanned item is over a transaction limit for the ACH deposits transaction code Usually this message is a result of mistyping the transaction amount or forgetting to include a decimal point e Transaction amount exceeds ACH rent payment limit You will see this status message if the amount of the sc
63. n the Resident at a glance page RealPage Payments 3 1 uGuide O 2010 RealPage Inc 4 Chapter 3 Prospect Applicant and Resident Transactions In the Actions column click Enter payment and then click Swipe card Residents gt Find resident gt More gt Resident ledger gt Enter payment gt Swipe card 1 2 3 4 Click the Resident tab Find the resident that you want to work with In the Actions column click the More link and then choose Resident ledger Click Enter payment and then choose Swipe card Residents gt Find resident gt View gt Resident ledger gt Enter payment gt Swipe card 1 2 3 4 5 Click the Residents tab Find the resident that you want to work with Click View In the Actions column click Resident ledger Click Enter payment and then choose Swipe card Processing a Credit Card Payment 1 Wait for the Credit card view box to open and fully load 2 The Date defaults to the current property date 3 Ifthe payment is for a deposit select the Is deposit check box The processed payment will display on the person s deposit ledger 4 Enter the amount of the transaction in the Amount field Swipe the credit card through the card reader The Document number and Card account information section will complete automatically 6 Ifthere is not already a billing address click MAIN ST and complete the billing address This address should match the person s credit card billing add
64. ne IVR nanc P y organization s interactive voice response system A transaction was authorized over the phone to an Telephone Operator M individual with your organization A transaction was created based upon a scanned check Mailed In or some other form of authorization received through the mail A transaction was created based upon a scanned check Drop Box or some other form of authorization received through a drop box location A transaction was created based upon signed Signature Faxed dre authorization received by fax in A transaction was created based upon signed Signature Original re authorization Bounced Check A transaction was created based upon information from a check that was returned for insufficient funds transaction was created based upon information Retail POS p captured from a scanned check or swiped card Copyright 1999 2005 Jack Henry amp Associates Inc Select Payment v5 User s Manual Release 2005 O 2010 RealPage Inc RealPage Payments 3 1 uGuide 87 APPENDIX I Originated Status Definitions A transaction was not originated A transaction was originated via the Automated Clearing House system A paper draft based on the account holder s banking information was created for traditional deposit Copyright 1999 2005 Jack Henry amp Associates Inc Select Payment v5 User s Manual Release 2005 O 2010 RealPage Inc RealPage Payments 3 1 uGuide 89 APPE
65. nt or resident may not be allowed to use this type of payment on the Special collection status page Repairing the MICR Line 28 You may need to perform this procedure if there is a red x in the MICR quality column after scanning an item The MICR line at the bottom of a check contains information including the account number and routing number of the item This information is critical to ensure that the check is properly funded and processed If you scan a check and the MICR line is damaged or not scanning correctly you can manually repair the MICR line 1 Before attempting to manually repair the MICR line try to rescan the item to see if the MICR quality can be improved through scanning In the mage details section click the MICR tab In the MICR field locate any question marks and replace them with the appropriate numbers by comparing against the actual check or scanned image MICR lines are comprised of numbers and symbols To replace any number just type the number in If you need to replace any of the symbols use the corresponding letter as shown below Symbol on check Letter to type Description i t Bank transit symbol TL o OnUs symbol jJ a Amount symbol ti Dash symbol RealPage Payments 3 1 uGuide 2010 RealPage Inc Chapter 3 Prospect Applicant and Resident Transactions 4 Click Repair The MICR quality column will display a green check mark w Resetting the Check Scanner 1 Dur
66. o afford Apartment Name a reasonable opportunity to act on it Revoke Authorization This authorization is no longer valid and should be terminated effective I Signature Date For Internal Use Only Payment Enabled 2 Payment Disabled Q 84 RealPage Payments 3 1 uGuide O 2010 RealPage Inc APPENDIX G Event Type Definitions An item has been declined by the system A transaction will not Declined be processed Payment information has been verified and a transaction will be Approved processed at a later time Processing An internal error has occurred in the system Please contact Error customer service An individual with your organization has marked the item as void Voided A transaction will not be processed An individual with your organization has marked an item as Captured f Captured A credit card transaction will be processed Refunded An individual in your organization has initiated a refund for the face amount or less of a previous transaction An erroneous transaction has been reversed A transaction has been transmitted to the applicable network Processed Changes cannot be made Collected The collection system has recovered funds for a NSF check Se The collection system was not able to recover the NSF check The transaction has been originated Funds settlement into your Originated organization s bank account is pending based upon the established hold time Set
67. of the checks money orders and cashier s checks that you are processing and enter this amount in the Total amount field 4 Click Start scanning Scan all of the items in the check scanner As the checks are processed the Transaction details list will list an entry for each item that you scanned For checks the Doc will update automatically Wait until the checks are scanned and processed before continuing 6 Locate the check in the Transaction Details list that you want to work with 7 Inthe Actions column click More and then choose Unlink account 8 Select the associated check box for each person that you want to unlink from the selected bank account 9 Click OK to complete the unlinking procedure 10 Close this page to return to the Remote deposit capture page If you wish you can continue performing bulk processing procedures or cancel The accounts that you selected will remain unlinked Main Details Date This defaults to the current property date You can modify this to a past date but not a future date Number of checks This is the total number of checks cashier s checks and money orders that you are processing This field is required Total amount This is the total amount of all of the items that you are processing This field is required RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 3 Prospect Applicant and Resident Transactions Transaction Details Actions Seq Last name fi
68. on e I don t perform my bulk processing tasks until after 8 00 PM CST All transactions completed after 8 00 PM CST will be included in the next bank business day s batch e My bulk processing status displays as In progress Large batches may take some time to process Check back later e My bulk processing status displays as Completed with errors View the batch details and look at any item that has a status of failed Verify the item is not on the resident ledger Check all Special Collection status options If the item is allowed rescan If the item fails again contact support and request a ticket e I want to reconcile my bulk processing in Payments with my bank statements You can view your batches in Bulk processing but you cannot reconcile them directly to your bank statement Instead you can generate the Batch Reconciliation Report Compare this report to your bank statement in order to reconcile The left side of the report should match your bank statement The right side of the report displays all bank deposits related to Payments within OneSite O 2010 RealPage Inc RealPage Payments 3 1 uGuide 73 APPENDIX B Login Letter to a New Resident RealPage is pleased to provide you with your login information to Payments Our Payments product enables your business to accept and process electronic checks quickly affordably and securely And if you are processing volumes of paper checks our Check Conversion s
69. on demand The optional Resident Portal provides residents with anytime access to a secure web site where they can view online statements as well as pay rent with a single or recurring debit from their checking account or with a credit card In This Chapter Payments Flowchi rt oed Ee eee eoe catheter ei deen ani 3 Flow of ACH Transactions 0 cc0cccccccsesssessseseseseseseseseseseseeeseseseeeseseseseseseseeeeeeeeeeees 5 O 2010 RealPage Inc RealPage Payments 3 1 uGuide 1 Chapter 1 OBPayments Overview Payments Flowchart The processing of payments and subsequent exchange of money between accounts varies based on the payment method used The following diagrams outline the flow of money for the various payment types Leasing amp Rents Resident Ledger Credit Cards Payments supports the collection of rent or other charges using credit cards including American Express Discover MasterCard and Visa All credit card processing is processed within Payments or the Resident Portal allowing you to recover a handling or administrative fee This fee is a fixed dollar amount that you establish Check 21 Payments supports the Check 21 Initiative and processes all items electronically any U S check drawn on U S funds This means improving the speed and efficiency of depositing resident s checks and accelerating your cash collections Check 21 creates a new negotiable document that includes images
70. on the Preauthorized payments tab Setting up a Recurring Credit Card Payment 46 In order for you to be able to set up preauthorized credit card payments your property must be properly configured to accept this type of transaction l 2 3 Find the resident or applicant that you want to work with and click the View link Select the Preauthorized payment subtab near the bottom of the page To set up one individual payment select Recurring and then choose Card account In the Payment for drop down list select the applicant or resident that you want to associate the payment with Select how often you want the payment to recur from the Frequency drop down list The available options are listed below RealPage Payments 3 1 uGuide O 2010 RealPage Inc 10 11 12 13 14 15 O 2010 RealPage Inc Chapter 3 Prospect Applicant and Resident Transactions e One time The payment occurs only once on the start date that you set If you are setting up a one time payment this is the only option available e Daily The payment occurs daily between the start date and end date that you set This option is only available at properties that accept partial payments e Monthly The payment occurs once per month between the start date and end date that you set e Weekly The payment occurs once per week between the start date and end date that you set You can also specify the day of the week that the payment will
71. one or more e mail addresses Separate multiple e mail addresses with semicolons Report Options e Properties This defaults to All but you can filter the report to specific subproperties e Fiscal period If you want to run the Batch Reconciliation Report for a specific fiscal period choose this option Then select the appropriate fiscal period from the drop down list e Specify date If you want to run the Batch Reconciliation Report for a specific date range choose this option Then select the appropriate start and end dates e Transaction date This option is only available if you have selected Specify date Choose this option if you want to see transactions based on the transaction date e Calendar date This option is only available if you have selected Specify date Choose this option if you want to see transactions based on the calendar date e Selected bank accounts By default all bank accounts are selected but you can use this control to drill down to one or more specific bank accounts Only the selected accounts will be displayed on the report Batch Reconciliation Report Columns Payments e Batch Closed Date This is the date that the Payments batch was closed e Batch ft This is the batch number associated with the specific batch e Items This is the number of items included in the batch e Total Batch Deposit This is the sum of all deposit amounts OneSite Leasing amp Rents e Deposit Date Thi
72. oose to initiate a second single entry transaction for the same resident the site personnel will need a second written authorization Prearranged Payment and Deposit Entry can be used for the following e Preauthorized bill payment for example insurance premiums mortgage payments installment loans utility payments etc The RealPage online system allows the site personnel to schedule one time debits as well as daily weekly semi monthly monthly or yearly recurring debits e Direct deposit for example payroll interest pension dividends etc RealPage allows site personnel to schedule credit entries to consumer accounts NACHA Compliance for Preauthorized Transactions If you are the originator of PPD transactions meaning you are collecting funds on a recurring basis or for a single transaction it is ultimately your responsibility to operate in full compliance with the NACHA operating rules You must comply with the rules and regulations for the following e Authorization Requirements on page 15 e Notification on page 17 e Notice of Change in Amount on page 17 e Notice of Change in Scheduled Debiting Date on page 17 Authorization Requirements The site personnel must obtain signed written authorization from a resident prior to initiating debit entries in the resident s bank account A PPD authorization must meet the following requirements e Authorization must be in writing signed by the resident e Authori
73. osit capture page you can bulk process a large number of checks at one time Before You Begin Before bulk processing checks and other items ensure that e You know how many items you have to scan and the total amount e The check scanner is plugged in and ready e You have the Add new Remote Deposit Captures right How to Get Here Payments gt New 1 Click the Payments tab 2 Click New Bulk Processing Checks 1 The Date defaults to today s property date but you can change this to a previous date if necessary 2 Countthe number of checks money orders and cashier s checks that you are processing and enter it in the Number of checks field 3 Total the amounts of all of the checks money orders and cashier s checks that you are processing and enter this amount in the Total amount field 4 Click Start scanning Scan all of the items in the check scanner As the checks are processed the Transaction details list displays an entry for each item that you scanned For checks the Doc will update automatically Wait until the checks are scanned and processed before continuing 6 For each entry in the Transaction details list perform the following e Enter the unit number in the Bldg Unit field If your property uses building numbers you will also need to include the building number Tab to the next field and the Last name first name field will update with the name of the head of household for the unit If you
74. ports the Check 21 Initiative and processes all items electronically meaning any U S check drawn on U S funds N NACHA The ACH Network is governed by NACHA National Automated Clearing House Association NACHA was formed to establish a national set of standards rules and procedures governing ACH payments The RealPage system is designed to operate in full NACHA compliance However many NACHA stipulations must be carried out by you the Merchant Originator or site personnel because the Merchant is the Originator of ACH transactions O ODFI The ACH processor submits ACH transactions as late as 7 00 P M Central Time to an ACH clearing bank also referred to as an Originating Depository Financial Institution ODFI The ODFI is nothing more than a central clearing bank for ACH transactions P PPD Prearranged payment and deposit PPD is one of the ACH transaction types PPD items also known as single debit are signed written authorizations from residents You can use Payments for a single debit to the resident s bank account RealPage Payments 3 1 uGuide 105 Glossary of Terms R RDFI RDFI stands for the receiving depository federal institution This is the resident s bank When you order Payments the ACH transactions are processed through the central clearing account with our ODFI Funds are deposited in the owner s bank account the next business day less for those accounts that are not at risk for
75. pter 3 Prospect Applicant and Resident Transactions Bulk Processing In addition to scanning checks cashier s checks and money orders one by one on the at a glance page you can also work with these items in bulk This is useful in situations where you need to process a number of checks such as at the beginning of the month O 2010 RealPage Inc RealPage Payments 3 1 uGuide 53 Chapter 3 Prospect Applicant and Resident Transactions Bulk Processing Overview From here you can view batches of bulk processed items How to Get Here Payments 1 Click the Payments tab Changing Viewing Options You can change the types of batches that display in the Remote deposit capture list 1 Click View options below the Remote deposit capture list 2 Select the types of batches that you want to include in the Remote deposit capture list By default all options are selected As you make the selections the list is updated to reflect your choices Possible options include e In progress If selected batches that are in progress are displayed in the Remote deposit capture list e Completed If selected completed batches are displayed in the Remote deposit capture list e Completed with errors If selected batches that completed with errors are displayed in the Remote deposit capture list Fields Remote Deposit Capture Deposit This is the deposit number for the batch Description This is a description of the batch By d
76. r based transaction OneSite retains the image of the check or money order to be able to prove this point if it becomes necessary 6 ACH fees are debited from the owner s operating account and credited to RealPage for its payment processing services on or about the first of each month Processing fees due to the ODFI and ACH processor are then distributed by Real Page to the respective parties 6 RealPage Payments 3 1 uGuide O 2010 RealPage Inc CHAPTER 2 Compliance RealPage enables your organization to process electronic transactions using the Automated Clearing House ACH Network for ACH transactions and interchange for credit card transactions The ACH Network is governed by NACHA National Automated Clearing House Association NACHA was formed to establish a national set of standards rules and procedures governing ACH payments The Card Association governs the Visa and MasterCard rules The RealPage system is designed to operate in full NACHA compliance However many NACHA stipulations must be carried out by you the Merchant Originator or site personnel because the Merchant is the Originator of ACH transactions This guide provides a summary of what you site personnel must do to operate in full compliance with NACHA operating rules as well as the Card Association rules It is the responsibility of the site personnel to fully comply with these rules and regulations see your signed RealPage Payment Processing Agreement If yo
77. rate the report immediately select this option This option appears only when you choose the Generate option Later To generate the report at a later date or time select this option and enter the date and time Enter the time using the hh mm format followed by AM or PM The listed time is in the Central Time zone Adjust it for your local time zone if you wish For example to create the report at 10 00 A M Eastern Time enter 11 00 AM This option appears only when you choose the Generate option Format Select the type of report file that you want to create Some or all of the following formats are available for standard RealPage reports e PDF or SRS PDF To produce the report as an Adobe PDF pdf file select this option RealPage Payments 3 1 uGuide 65 Chapter 4 Reporting e Word To produce the report as a Microsoft Word rich text rtf file select this option e Excel or Excel export To produce the report as a Microsoft Excel spreadsheet xls file select this option e CSV or CSV export To produce the report as a Microsoft Excel comma separated value csv file select this option This is useful when using the mail merge feature in Microsoft Word e XML or Standard XML To produce the report as an XML xml file select this option e HTML or HTML report To produce the report online select this option e E mail upon completion To receive an e mail message when the report is completed enter
78. ress 7 Enterthe three or four digit CVV2 number that is printed on the card in the Security code field 8 Click Process payment You will receive a message that the payment has posted successfully and the entry will display on the appropriate ledger Fields Date This defaults to the current property date Unit This is the unit number This is not changeable Is deposit If the payment is for a deposit select this check box This will O 2010 RealPage Inc post the payment on the deposit ledger Otherwise the payment will post on the resident ledger RealPage Payments 3 1 uGuide 37 Chapter 3 Prospect Applicant and Resident Transactions Buttons 38 Amount Document number Received from Description Name on card Card type Card account number Security code Expires on Scanner Message Scanner Terminal Scan Check Process payment Cancel Image Details MICR Repair MICR Help Scanner Reset scanner Scanner Find scanner Enter the amount of the payment here The document number is the last four digits of the credit card This is filled in automatically when the card is swiped This is the name of the resident This is a description of the transaction By default this displays Swipe Card person s name but you can modify this field as needed This is the name on the credit card This information is displayed after the card is swiped This is the type of cr
79. returns The ODFI then transmits the file containing ACH debits to each resident s bank also referred to as the RDFI The RDFI has up to 48 hours from the effective date of the transaction to determine whether the resident s bank account has sufficient funds to cover the ACH debit or if it should be returned for another reason such as closed account wrong account account frozen etc Recurring Recurring is one of the ACH transaction types With Payments you can automatically debit resident bank accounts for a recurring amount each month by having residents sign a recurring debit authorization form W Web An Internet initiated entry or Web is one of the ACH transaction types This is a single or recurring entry to the resident s account pursuant to an authorization through the Internet The Payments Resident Portal is an option allowing residents to pay rent or other charges online 106 RealPage Payments 3 1 uGuide O 2010 RealPage Inc Index A w ACH transactions 4 5 9 WEB 4 11 ARC 4 19 79 81 Authorization 11 15 20 Batch Reconciliation Report 65 66 67 Bulk Processing 53 55 56 57 58 62 C Check 21 3 Check scanning 25 27 28 29 32 Compliance 7 Credit cards 3 35 37 38 45 46 F Fees 20 Fraud detection 13 M MICR 20 28 N NACHA 7 9 11 13 14 15 19 O Overview 1 P PPD 4 15 17 41 83 Preauthorized 15 41 42 43 45 46 48 49 R
80. rst name Bldg Unit Doct Ledger Ledger balance Transaction amount Trans type Image quality O 2010 RealPage Inc e Delete This option is not currently enabled e More The following option is available e Resident ledger This opens the resident ledger for the applicant or resident This is the sequence number of the transaction If you have multiple transactions they will be listed in numerical sequence This is the name of the resident or applicant This is the unit number of the applicant or resident If your property uses building numbers the building number will also be displayed here This is the document number of the scanned item This field is required If you are scanning a check this number should be automatically entered once the check is scanned If you are scanning a money order or cashier s check enter the last five digits of the ID number in this field This is the ledger where the payment will be applied You can choose between e Resident The payment will be applied to the resident ledger e Deposit The payment will be applied to the deposit ledger This is the current ledger balance for the person Enter the total amount of the check here This amount should be equal to the Total check amount or you will not be able to process the payment This field is required This is the type of transaction In most instances this will be automatically selected Options include e ACH
81. s Site personnel may only accept a check as a source document for ARC under the following circumstances e Check was sent through the mail or delivered to a drop box e Check must be drawn on a consumer account e Check contains a pre printed serial number e Check is completed and signed by the resident e Check must be payable in U S currency only O 2010 RealPage Inc RealPage Payments 3 1 uGuide 19 Chapter 2 Compliance Unacceptable checks include the following e Corporate checks third party checks credit card checks cashier s checks money orders traveler s checks demand drafts official checks government checks e Checks drawn on the Treasury of the United States a Federal Reserve Bank or a Federal Home Loan Bank Capturing MICR and Resident Information NACHA sets forth specific guidelines on how the site personnel must capture check information e Site personnel must use a check scanning device to electronically capture MICR information for example routing number account number and serial number e Site personnel may not manually enter MICR information from the check site personnel may enter corrections to an error made by the check reading device e Site personnel may manually enter the transaction amount Authorization and Notification Requirements The site personnel must notify the resident in advance that information on the check will be used to initiate an ACH debit to the resident s account and
82. s is the date that the Payments batch cleared and was deposited e Period This is the fiscal period that the deposit was received e Bank Deposit This is the number of the bank deposit 66 RealPage Payments 3 1 uGuide O 2010 RealPage Inc Buttons Chapter 4 Reporting Account Description This is a description of the bank account where the funds were deposited Deposit Description This is a description of the specific deposit which includes the batch number Items This is the number of items included in the deposit Payments This is the total amount of the payments Deposits This is the total amount of deposits Batch Type This is the type of batch recorded Possible options include ACH IRD and CARD Deposit Amount This is the total amount of deposits Cumulative Total This is the cumulative total for all deposits on the deposit date Generate Generates a report Cancel Closes the Generate new report page without generating a report O 2010 RealPage Inc RealPage Payments 3 1 uGuide 67 Appendices This section includes reference material on Login Letters and ARC Notifications Appendices Common Payments Questions and Answers eese 71 Login Letter to a New Resident ss 75 Web Notific tion Letter onere e ente a 77 ARC Notification Letter to Send to Residents 79 Sample ARC Notifications iii 81 Sample PPD Authorization Form ss 83 Event Type Definitions nn
83. s is the last day that a preauthorized payment can be made based on the type of recurring payment selected This option is not avaiable for one time payments Is deposit If selected the payments will be recorded on the deposit ledger If this option is not selected the payment will be recorded on the resident ledger Description This is the description of the transaction By default the description is Preauthorized payment person s name You can change this field as needed Bank Account Information This section only displays if you have select a preauthorized payment that is based on an bank account Name on account This is the name on bank acount This field is required Routing number This is the routing number This field is required Account number This is the account number This field is required and must match the account number in the Confirm account field Confirm account This is the account number This field is required and must match the account number in the Account number field Account This is a nickname for the account This field is required nickname Company has This confirms that your property has a signed form on file that customer s signed authorizes this transaction This check box must be selected in or similarly order to process the transaction authenticated authorization on file for this specific transaction Card Account Information This section only displays if you have selected
84. s tab Setting up a Recurring Bank Account Payment In order for you to be able to set up preauthorized bank account payments your property must be properly configured to accept this type of transaction 1 Find the resident or applicant that you want to work with and click the View link 2 Selectthe Preauthorized payment subtab near the bottom of the page O 2010 RealPage Inc RealPage Payments 3 1 uGuide 43 Chapter 3 Prospect Applicant and Resident Transactions 10 11 12 44 To set up two or more ongoing payments select Recurring and then choose Bank account In the Payment for drop down list select the applicant or resident that you want to associate the payment with Select how often you want the payment to recur from the Frequency drop down list The available options are listed below e One time The payment occurs only once on the start date that you set If you are setting up a one time payment this is the only option available e Daily The payment occurs daily between the start date and end date that you set This option is only available at properties that accept partial payments e Monthly The payment occurs once per month between the start date and end date that you set e Weekly The payment occurs once per week between the start date and end date that you set You can also specify the day of the week that the payment will occur This option is only available at properties that accept partial
85. ser s REALPAGE e e PAYMENTS RealPage Inc Helease 3 1 April 2010 Document ID 12AD6 0 IMPORTANT NOTICE YOUR USE OF THESE MATERIALS SHALL BE DEEMED TO CONSTITUTE YOUR AGREEMENT THAT SUCH USE SHALL BE GOVERNED BY THE MUTUAL NON DISCLOSURE PROVISIONS OF YOUR PRODUCT CENTER USE AGREEMENT Notification All documentation source programs object programs procedures and any other material supplied in connection therewith remain the exclusive property of RealPage Inc or in certain cases its licensees Any use or copying of such materials not specifically authorized by the license agreement shall be deemed a violation of the agreement Such a violation will terminate the licensee s right to use such material and may render the licensee liable for both actual and punitive damages This notification constitutes part of the documentation and accordingly may not be removed therefrom O 2010 RealPage Inc All rights reserved Printed in the United States of America All other brands and product names are trademarks or registered trademarks of their respective owners Contents Payments Overview Payments goi Te i va aan Gredit GardS Tm PP EE NE lel nates Types of ACH Transactions soi idees deco do eeu usd Io Palo etes Flow of ACH Transaetions ne Compliance Introduction Hase ER Internet Initiated Checks ne una en NACHA Compliance for WEB Transactions Recurring or Preauthorized Payments
86. single payment choose One time or for ongoing payments choose Recurring Then click Bank account or Card account Setting Up a Preauthorized One Time Bank Account Payment 42 In order for you to be able to set up preauthorized bank account payments your property must be properly configured to accept this type of transaction 1 2 3 Find the resident or applicant that you want to work with and click the View link Select the Preauthorized payment subtab near the bottom of the page To set up one individual payment select One time and then choose Bank account In the Payment for drop down list select the applicant or resident that you want to associate the payment with RealPage Payments 3 1 uGuide O 2010 RealPage Inc Chapter 3 Prospect Applicant and Resident Transactions 5 Enter an e mail address in the E mail field If there is already an address in the E mail field ensure that it is valid since an e mail message will be sent when the payment is processed 6 Inthe Start date field choose the date when you want the payments to start This defaults to the property s current date 7 Inthe End date field choose the date when you want the payments to end This field is disabled if the One time option is selected in the Frequency drop down list 8 Choose the payment amount type and enter the payment amount You can choose between two options described below e Open balance not to exceed If selected t
87. ss payment Cancel e Transaction amount exceeds IRD deposit payment limit You will see this status message if the amount of the scanned item is over a transaction limit for the IRD deposits transaction code Usually this message is a result of mistyping the transaction amount or forgetting to include a decimal point e Transaction amount exceeds IRD rent payment limit You will see this status message if the amount of the scanned item is over a transaction limit for the IRD rent transaction code Usually this message is a result of mistyping the transaction amount or forgetting to include a decimal point e Invalid association in collection You will see this message when the In collection status option is selected under Special Collection status for this person e MICR line is not valid You will see this message if there is an issue with the MICR line on the scanned item e IRD transaction types are not allowed You will see this status message if your property is not set up to accept IRD payments The Front tab displays a black and white image of the front side of the check This only displays after you scan an item The Back tab displays a black and white image of the back side of the check This only displays after you scan an item The MICR tab displays the magnetic ink rounting and account number that is printed the check or money order This number only displays after you scan an item If necessary you can manually r
88. t is scanned If you do NOT want to assess late fees for a payment received in a night deposit box then you can process these payments before advancing your Leasing amp Rents property date With this the payment is posted as of the prior day Before You Begin Before scanning a credit card for a prospect applicant or resident ensure that e The scanner is connected to the computer and operating properly e In order to scan a credit card for a prospect the Allow prospect screening setting in Screening options setup must be selected e You have the Perform swipe card transactions right How to Get Here For Prospects Prospects gt Find prospect gt More gt View ledger gt Enter payment gt Swipe card 1 Click the Prospects tab 2 Find the prospect that you want to work with 3 Inthe Actions column click the More link and then choose View ledger 4 Click Enter payment and then choose Swipe card Prospects gt Find prospect gt View gt View ledger gt Enter payment gt Swipe card 1 Click the Prospects tab 2 Findthe prospect that you want to work with 3 Click View 4 Inthe Actions column click View ledger 5 Click Enter payment and then choose Swipe card O 2010 RealPage Inc RealPage Payments 3 1 uGuide 35 Chapter 3 Prospect Applicant and Resident Transactions 36 For Applicants Applicants gt Find applicant gt More gt Swipe Card 1 Click the Applicants tab 2 Findthe
89. t site personnel handle ACH transactions in a commercially reasonable manner This means the technology practice or procedure utilized is one that corresponds to commonly accepted commercial practices Fraud Detection Systems The site personnel must utilize a commercially reasonable system to identify the resident If RealPage hosts your Internet Check Pay page then a fraud detection system is included e Site personnel can identify a new customer by collecting a drivers license number Social Security number or tax ID number e Existing customers can be identified by shared secrets between the site personnel and the customer for example PIN password or previous transaction history Verification of Routing Numbers The site personnel must deploy a commercially reasonable procedure to verify the validity of bank routing numbers RealPage pre scrubs each transaction to verify bank routing numbers and account information Security of Internet Session The site personnel must employ commercially reasonable security technology providing a minimum level of security that is equivalent to 128 bit encryption technology If RealPage hosts your Internet Check Pay page then your Internet session is secure The secure session must begin at the first point of key entry of the resident s financial information on a web site through the transmission of data to the site personnel O 2010 RealPage Inc RealPage Payments 3 1 uGuide 13
90. tion Report O 2010 RealPage Inc RealPage Payments 3 1 uGuide 63 Chapter 4 Reporting Batch Reconciliation Report The Batch Reconciliation Report lists batch information and can be used to balance and reconcile bank deposits This report is designed for properties that use RealPage Payments and only lists Payments ACH IRD and CARD batch transactions This report can be generated for fiscal periods or specific date ranges and can be filtered by bank account How to Get Here Reports amp Tasks gt All reports gt Generate 1 2 3 Click the Reports amp Tasks tab Click All reports in the Payments reports section Click the Generate link beside the Batch Reconciliation Report If you are also using OneSite Site Data Exchange the tab name is Reports SDE amp Tasks Batch Reconciliation Report Options The Batch Reconciliation Report provides the following options used to select the information on the report Export Options O 2010 RealPage Inc Group This option only appears when you are adding a report to a group To do so click the More link beside the report and select the Add to group option Then click the drop down arrow and select the scheduled Group you want to assign this report to Optionally click the New group button to add a new report group When you choose to Edit parameters for a scheduled report the name of the scheduled group appears here and cannot be changed Now To gene
91. tled Funds have settled into your organization s bank account A NSF item has been re presented to the check writer s bank for Represented electronic re deposit Payment information has been is verified but a secondary individual with your organization must approve the item before A transaction has been suspended by the system because the dollar amount exceeds the preset limit Please contact customer service for approval Customer service has successfully resolved an item that was in research Customer service performed research on an item but was not able to determine the problem O 2010 RealPage Inc RealPage Payments 3 1 uGuide Appendices 86 Disputed An account holder has disputed a transaction due to fraud The P transaction will be charged back reversed Returned NSF A check has been returned due to insufficient funds Returned Bad A check has been returned because the bank account number was not valid or the account was closed An individual with your organization has marked this item as resolved A transaction will not be processed Copyright 1999 2005 Jack Henry amp Associates Inc Select Payment v5 User s Manual Release 2005 RealPage Payments 3 1 uGuide O 2010 RealPage Inc APPENDIX H Transaction Origin Definitions je A transaction was authorized and initiated via your organization s Internet e commerce site A transaction was authorized over the phone via your Telepho
92. to single entry ACH debits ARC Check Conversion provides site personnel a more efficient way to process consumer checks that have been mailed in or placed in a drop box to pay for goods and services ARC entries are considered to be ACH items from start to finish The site personnel must utilize a check reading device Each paper check is used by the site personnel solely as a source document for the dollar amount routing account and the check s serial After conversion the original check is destroyed How an ARC Transaction Works 1 Thecheck writer sends a check to the merchant either through the mail or at a drop box location 2 The merchant feeds the check through a check reader that captures the MICR data and an image of the check The electronic check information is sent to RealPage for processing 4 The original paper check is destroyed within 14 days of the settlement date NACHA Compliance for ARC Transactions If you are the originator of ARC transactions meaning you are the one collecting the payments then it is ultimately your responsibility to operate in full compliance with NACHA operating rules You must comply with the rules and regulations for the following e Eligible Items on page 19 e Capturing MICR and Resident Information on page 20 e Authorization and Notification Requirements on page 20 e Collection of Fees on page 20 e Retention of Source Document Check on page 21 Eligible Item
93. ty for applicants and residents to manage their financial obligations with your property With preauthorized payments future payments can be automatically paid without any further actions by the applicant or resident Once the applicant or resident completes an authorization form you can set up a one time or recurring payment schedule The payments can be made using a bank account or a credit card account Residents can also set up their own preauthorized payments using the optional resident portal Before You Begin Before setting up a preauthorized payment for an applicant or resident ensure that e The applicant or resident completed an authorization form for this transaction e You have the Create Preauthorized Payments right How to Get Here For Applicants Applicants gt Find applicant gt More gt Bank account or Card account 1 Click the Applicants tab 2 Find the applicant that you want to work with 3 Inthe Actions column click the More link and then choose Bank account or Card account Applicants gt Find applicant gt View gt Enter payment gt Bank account or Card account 1 Click the Applicants tab 2 Findthe applicant that you want to work with 3 Inthe Actions column click the View link to open the Applicant at a glance page 4 Inthe Actions column click Enter payment and then click Bank account or Card account Applicants gt Find applicant gt View gt Preauthorized payment gt On
94. ty of Internet Session on page 13 e Annual Audit of Web Site Security on page 14 Authorization Requirements The site personnel must obtain authorization from a resident prior to initiating a debit entry in the resident s bank account If RealPage hosts your Internet Check pay page then resident authorization is included However it is the site personnel s responsibility to store a copy of the authorization WEB authorization must meet the following requirements e Only the resident may authorize a WEB transaction e Resident must be able to read the authorization displayed on the computer screen e Authorization must be readily identifiable as an ACH debit authorization e Authorization must clearly and conspicuously state its terms including NSF fee policy in the event of a returned check e Site personnel should prompt the resident to print the authorization and retain a copy O 2010 RealPage Inc RealPage Payments 3 1 uGuide 11 Chapter 2 Compliance e Site personnel must be able to provide a hard copy of the authorization upon request e Authorization must be authenticated by the resident this occurs for example when the resident clicks Submit payment e Authentication must not only identify the resident but also must demonstrate the resident s assent to the authorization e Recurring Payments Only Authorization language must provide the resident with a method to revoke the authorization Sample WEB Authorization
95. u can change the information in the Description field Complete the bank account information All of these fields are required e Name on account Enter the person s name that is on the bank account RealPage Payments 3 1 uGuide O 2010 RealPage Inc 13 14 Chapter 3 Prospect Applicant and Resident Transactions e Routing number Enter the bank routing number for the bank account If you need assistance determining the routing and account number click the What is this link to identify the routing number and account number on a check e Account number Enter the bank account number e Confirm account Re enter the bank account number This ensures that the card number is correct e Account nickname Create a meaningful nickname that the account can be recognized by Ensure that your property has the appropriate paperwork on file and then select the Company has customer s signed or similarly authenticated authorization on file for this specific transaction check box Click Save An e mail message will automatically be sent to the resident and the transaction will show up on the Preauthorized payments tab Setting up a One Time Credit Card Payment In order for you to be able to set up preauthorized credit card payments your property must be properly configured to accept this type of transaction 1 2 3 O 2010 RealPage Inc Find the resident or applicant that you want to work with and click the View link
96. u have any questions about the information presented in this guide see 2010 ACH Rules Corporate Edition In This Chapter Introduction TOURNOI DU sen dr ne 9 Internet nitt ted Checks ictu nina RR na 11 Recurring or Preauthorized Payments eese eene 15 Accounts Receivable Check Conversion eene eene 19 O 2010 RealPage Inc RealPage Payments 3 1 uGuide 7 Chapter 2 Compliance Introduction The ACH network supports a variety of payment types Each payment type is governed by a unique set of operating rules and guidelines NACHA identifies and recognizes each payment type by a specific three digit code known as a Standard Entry Class SEC code Below is a list of the payment types supported by RealPage along with their corresponding SEC Codes Payment Types SEC Code s Internet Initiated Checks WEB Recurring or Preauthorized Payments PPD WEB Accounts Receivable Check Conversion ARC Legal Framework All payment options are subject to the requirements of the NACHA operating rules the Electronic Fund Transfer Act and Regulation E as promulgated by the Federal Reserve Board General Requirements Checks must be drawn from a U S bank account That is NO credit card checks convenience checks traveler s checks money orders etc can be used for ACH transactions Checks that are returned due to non sufficient or uncollected funds may be re presented to the resident s bank for paym
97. will not settle into No Settlement Needed A Ra your organization s bank account The transaction is approved and will be transmitted to To Be CHER the applicable network for origination The transaction has been transmitted to the applicable Originatin la 8 8 network for origination The transaction has been originated Funds settlement into your organization s bank account is pending based upon the established hold time Originated Settlement Funds have settled into your organization s bank account A transaction was charged back to your organization s merchant account Copyright 1999 2005 Jack Henry amp Associates Inc Select Payment v5 User s Manual Release 2005 O 2010 RealPage Inc RealPage Payments 3 1 uGuide 95 APPENDIX M Operation Definitions The system was used to accept a payment The system was used to authorize a transaction A Auth secondary individual with your organization can either Approve Capture or Void the item The system was used only for authorization A Auth Only JSE WY y transaction will not be processed Credit The system was used to make or send a payment Le The system was used to determine if an item was ACH Eligible 2e SY i eligible to be processed as an ACH transaction An individual in your organization has marked an item Capture as Captured enabling a credit card transaction to be processed An individual in your organization has marked an item Void as Void
98. with Your Bank Statement Acowent Estena Mratemnt Date May D 2062 Pepe og Ler gU about thie etetement of your accounta Call 406 866 3457 a Wan Or write WELLE FARDO AMMI TA 9 0 ACA PORTLAND yum Melbvity emma er Dalene e Caste 4 121 posite and internen 1 291 34 Vitis la 4 181 04 halanes on 0576 TU je interest you ve esteet jelerest 691008 Tse partos Mi OO lected plange Case period Ammal percentage yield earned Interest and botten par taie juar Aerivit 1 Antas 4th and interest Deecsigtsen IA own Cope tt 11 30 16 Th ineerance Co Monthly Gepoest 48 16 un asy u un Qr Treasury ET 99 46 Petal diposita and laresser 5 298 04 2010 RealPage Inc RealPage Payments 3 1 uGuide 101 Appendices Tips for Reconciling Your Month End Statements 1 When you run the Bank Deposit Summary report make sure you choose the bank account that you are trying to reconcile In many cases the same bank account is used for all payment types Due to the CC in Transit account at least two bank accounts are listed 3 OneSite Web Page Dialog Generate new Report Bank Deposit Summary Now C Later at poom Central time Format PDF vw E mai upon completion S Parameters Properties all subproperties Fisca period Current AR Period Bank Accounts 00000000000 CC IN TRANSIT 1010000 Cash Checking 1010000 IRD Checking 1015
99. x n 1 10 0000 10 82008 t 100 on ec 1300 00 130000 wo 12100 Cara Sates CILA Dent Assar A 108026205 1002 2008 O Halic het nese 2 ec 15 408 07 u EO 12100 Cart ceti CORKS ber Aar VODENO 10 08 2008 O Hal het 2X4m on ec 250488 mass 0 12100 Cart 61 som TAKA Dent Accor 10000008 10 06 2008 O Halic het 12392 2 ec 33322 20 388 10 4 12100 Cartel OG cad ALCA bet Aar 1 10 1 12008 10 1 2008 tmt ac on ec awe hat 19 ELI 12100 Cantu OG cae ALA De aan 18 1040008 10 74 2008 O Halic ht 2550 e 3 OO 257600 mm am 12100 Cartel OG cam LA Dent Aut 10 1 200 10 1 7 2008 O eren 2n4 on x cl am 247 wo 12100 Cart 7 Cumt ALA Dent Aut 10 2008 10 74 2008 Cmm 101141 co co 100241 3725508 mue 13100 Cres be Meet Dent Accour x 10012006 10 03 2006 O Payment MIA co ec 24502068 m 701 12100 CSP terene vert Bert Account 1 VICIOS 10 01 2008 O Payments m co cc 228 nn m 13100 Cres im Meet Dart Acc gt VOULU 10 04 2005 O Payments 202 on eco 28 18329 sr 104 12100 A bei ASE 1 INNSIKT O Payments won on ces 100231 26 058 19 ma mt Com Crete epee Coe Cas 1 VER OS Pas emt mm om ees mm ren ue 12100 Codi Cat Cat bet Accout 1 10 04 2205 10 04 2005 Payments ue co ecco 1782 15 nam vo 12100 Cresbe prat bart ASS 4 VON 10 06 2005 O Payments sn ow cos 173133 mer 108 12100 COP teene wm Bert ASS 1 100800 10 06 2005 O Payments 2394 co cc 210344 Mess 104 1174 00 car teene wm bei Accour 1 10 06 2205 10 06 2005 O Payments 296 on co 258 ns n
100. zation must be readily identifiable as an ACH debit authorization e Authorization must clearly and conspicuously state its terms including NSF fee policy in the event of a returned check e Site personnel must be able to provide a hard copy of the authorization upon request O 2010 RealPage Inc RealPage Payments 3 1 uGuide 15 Chapter 2 Compliance e Authorization must not only identify the resident but also must demonstrate the resident s assent to the authorization e Authorization must provide the resident with a method to revoke the authorization e Ifthe date or the dollar amount changes the Originator must get new signed authorization from the resident Sample PPD Recurring Debits Authorization I we hereby authorize Merchant hereinafter called the COMPANY to initiate debit entries to my our __ Checking __ Savings Account select one indicated below at the depository financial institution named below hereafter called DEPOSITORY and to debit or credit the same to such account If this item is returned unpaid I authorize an additional returned check fee of the maximum amount as allowed by the state to be charged to this account Depository Name Account Same amount to be debited each billing period Or I approve varying amounts between a range of and Or varying amounts not to exceed Number of Payments or indefinitely check here Frequency of Payments select one __ Daily __ Monthly Weekly _

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