D&F Accounting Month End Checklist

Community Name Associate Name AME Date AME Review – Before or on the scheduled AME date: 1. Shred scanned personal checks received during the prior month’s accounting period. (scan checks received in May during June’s AME)

2. Review the Purchase Order Dashboard for PO’s that need to be closed or voided. Search for overdue invoices.

3. Enter any charges, receipts or reversals applicable to the current month period for any resident.

4. All open charge and receipt batches must be posted or voided.

5. Yardi Portal Users only – Review the Collect Dashboard for Failed Receipts, NSF Receipts, and Other Returned Items for the period from the date of the last AME to the current AME. Ensure that all Failed Receipts and Other Returned Items have been reversed and all NSF Receipts have been processed as NSF.

6. Review the Aged Receivable analytic to ensure that

a) Guest suite apartments have been credited properly with concessions

b) Balances for PAST residents have been written off per collection guidelines

7. Review the Daily Activity Report:

a) Review Resident Exceptions

b) Review On-Notice. Ensure all move-outs have been completed or that date changes have been entered

c) Move-Ins. Ensure all move-ins have been completed

d) Ensure all appropriate Deposit Accountings have been performed

8. Review a Receipt Register for the current period for account 41032 – Bad Debts and 42033 – Bad Debt Other. Any receipts from residents will need to be reapplied to 41033 – Rec of Bad Debts.

9. Review the Security Deposit Activity analytic for past due and prepaid balances. Review PAST and CANCELLED residents for missed deposit accounting.

10. Review the Unpaid Charges report for open charges with negative balances. These may need to be applied to existing charges using a Zero Cash Receipt. Concessions which exceed the current month’s rent charge must be adjusted and entered as a one-time lease charge.

11. Print and review the Gross Potential Rent analytic. Use the Affordable GPR if your property has subsidies. The “to date” is your property’s scheduled AME date. File the report in your monthly folder after you finish your review.

a) Market Rents – Verify that market rents fall within an acceptable range.

b) Potential Rents – Verify that there are no zeros in the potential rent column and that rents fall within an acceptable range.

c) Loss/Gain to Lease – Review and resolve any credit balances (negative amounts) in the loss/gain to lease column to ensure that the resident is actually paying more rent (potential) than market. Review any excessive amounts to ensure they accurately reflect the difference between a resident’s lease and market rent.

d) Actual Rent – Verify that the Actual Rent charged matches the Potential Rent – unless the unit was vacant at some time during the month, or that there are adjustments for prior period.

e) Vacancy Loss – Verify that any negative numbers in the vacancy column accurately reflect the status of that unit.

f) Concessions – Verify that any positive amounts in the concession column are accurate and are used to adjust off prior month’s concessions. Review negative amounts to ensure they fall within an acceptable range and don’t exceed potential.

12. Review the Receivable/Prepaid Reconciliation Report to ensure all tie-out differences are zero. Check for open receipt and charge batches if there are differences. If you don’t have open batches and cannot balance, forward the report to helpdesk for assistance.

AME Submission – By close of business on the AME date (with exceptions for weekends): Email the Receivable/Prepaid Reconciliation Report to propacct@druckerandfalk.com Note in the email any items that your property accountant should be aware of such as market rent adjustments. File this completed checklist in your monthly folder.

Limit your Voyager activity until accounting advances your A/R month and notifies you by Email. Reminder – You must review scheduled charges and expiring leases for the next month sometime following AME but before the monthly charges are posted. Monthly charges are posted on the night of the 28th.

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