LEASING & RENTS CONVENTIONAL PRE-CLOSE PROCEDURES

Complete this Pre-Close checklist 10 business days prior to Accounting Month End
and again the day of Accounting Month End

Step #1: RUN PRE-CLOSE

Click the Pre-Close button. – Go to: Administration tab > Leasing & Rents > Other > Month End
Processing. Click on Pre-Close.

Step #2: GENERATE REPORTS ( Proceed to Report Groups > Pre-Close Reports > Generate Now)

Delinquent and Prepaid Resident Balances by Fiscal Period

Bank Deposit Summary Lost Rent Summary
Resident Deposit Audit Transaction Detail by Code (PN,PP,PO,PQ,PR,PW)
Batch Reconciliation

Step #3: REVIEW DELINQUENT AND PREPAID REPORT

Verify all balances are accurate and make any necessary corrections.
All resident balances over 30 days require a Delinquency or Prepaid Comment.
Verify that all residents are either prepaid or delinquent. If a resident is both prepaid and delinquent this
indicates a ledger may be out of balance
If ledgers are out of balance run the following two utilities.
o Administration > Leasing and Rents > Other > Application Utilities
Complete application of open balances
Reset balances for all applicants and residents
Contact for assistance in ledger research and corrections, if necessary
Verify all miscellaneous income ledger balances are ZERO. All miscellaneous security deposit balances
also should be ZERO.
If changes are made, regenerate the report and verify for accuracy.

Step #4: COMPLETE THE PRE-CLOSE WORKSHEET

Using the reports above and your bank deposit slips/receipts or OneSite Payments reports, complete the
Pre-Close Worksheet.
This worksheet should be completed and emailed to:
If any balances do not match, contact:

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 Leasing & Rents Conventional Pre-Close Worksheet

A. Delinquent and Prepaid

Grand Totals - Total Prepaid
Grand Totals - Total Delinquent
Verify:
The “Prepaid” balances are accurate.
The “Delinquent” balances are accurate.
Confirm the accuracy of accounts for residents, waitlists, ledgers or any line items that
are BOTH prepaid and delinquent.
The Misc. Income Ledgers are at a zero balance.

B. Resident Balances by Fiscal Period

Ending Balances Prepaid Portion
Ending Balances Delinquent Portion

Finacial Balance Reconciliation

Prepaids - Out of Balance 0.00

Delinquency - Out of Balance 0.00

Check your work before continuing:

The Prepaid balances from A and B match
The Delinquent balances from A and B match

C. Lost Rent Summary

Check your work before continuing:
Verify that each unit (charges/credits) is accurate.
D. Transaction Detail by Code
Check your work before continuing:
Verify that each entry is accurate
E. Bank Deposit Summary
Check your work before continuing:
Verify that each Total Bank Deposit matches the actual bank deposit slip from your bank or
your OneSite Payments report. (Batch Reconciliation Report)

Verify that all NSF checks received are reflected under the NSF Transaction Activity Section
F. Resident Deposit Audit
Check your work before continuing:
Verify that the outstanding deposit is zero.
There may be exceptions (i.e. paying a deposit on payment plan).

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Page 3 of 10 Version 05172018
 LEASING & RENTS CONVENTIONAL MONTH END PROCEDURES
Complete this checklist at Accounting Month End

Step #1: VALIDATE THAT YOUR PROPERTY IS ON YOUR ACCOUNTING MONTH END DATE
Fiscal month close is configured by company policy. You will not see the close period button until your
property is on your fiscal month end.
Step #2: ENTER PENDING ACTIVITY
Verify all leasing / certification activity has been entered. Check for the following:
• Cancellations
• Move Ins
• Move Outs
• Complete all outstanding final account statements per company policy
• Notices
• Renewals
Important: If you need to undo a move in, transfer or a move out, you must do so before you close the
month. Once you advance the month you cannot undo a move in, transfer or a move out.
Post outstanding late fees. Go to: Administration tab > Leasing & Rents > Frequent Accounting > Post
Late Charges.
Step #3: VERIFY FINANCIAL ACTIVITY
Verify all payments have been posted to OneSite Leasing & Rents and deposited in your property’s bank
account.
Close all deposits.
Step #4: CLOSE PERIOD
Click the Close Period button. – Go to: Administration tab > Leasing & Rents > Other > Month End
Processing. Click on Close Period.
If a link to Scheduled Events is on the page, this indicates that you have pending activity. This activity
must be completed before you can close the period. Refer to Step #2.
Step #5: REVIEW GENERATE REPORTS ( Proceed to Report Groups > Period Close Reports)

Review the following reports, which were automatically generated in the Period Close Reports group, by
clicking on the most recent FiscalMonthEnd – ARPropertyDate – AtPeriodClose – MM/DD/YYYY (current
fiscal period) link.
Delinquent and Prepaid Resident Balances by Fiscal Period
Bank Deposit Summary Lost Rent Summary
Resident Deposit Audit Transaction Detail by Code (PN,PP,PO,PQ,PR,PW)
Collections Batch Reconciliation

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 LEASING & RENTS CONVENTIONAL MONTH END PROCEDURES
OneSite AME Close Checklist

Step #6: REVIEW DELINQUENT AND PREPAID REPORT

Verify all balances are accurate and make any necessary corrections.
All resident balances over 30 days require a Delinquency or Prepaid Comment.
Verify that all residents are either prepaid or delinquent. If a resident is both prepaid and delinquent this
indicates a ledger may be out of balance
If ledgers are out of balance run the following two utilities.
ŸAdministration > Leasing and Rents > Other > Application Utilities
Complete application of open balances
Reset balances for all applicants and residents
Contact for assistance in ledger research and corrections, if necessary
Verify all miscellaneous income ledger balances are ZERO. All miscellaneous security deposit balances
also should be ZERO.
If changes are made, regenerate the report and verify for accuracy.
Step #7: COMPLETE THE AME WORKSHEET
Using the reports above and your bank deposit slips/receipts or OneSite Payments reports, complete the
AME Worksheet.
This worksheet should be completed and emailed to
This worksheet should be saved and stored per company policy.
If any balances do not match, contact
Ÿ After corrections have been completed, return to Step #4
Step #8: CONTACT YOUR PROPERTY OR STAFF ACCOUNTANT
Send an email to indicating that you have completed your AME
Worksheet and are ready for them to review and fianalize the Accounting Month End process. Attach
the completed AME Worksheet for review.
The site will be “LOCKED” but you may view / run reports as necessary.
Step #9: STORE BANK DEPOSIT REPORTS & DEPOSIT SLIPS PER COMPANY POLICY
For each bank deposit listed on your Bank Deposit Summary Report, file the following:
Ÿ A copy of the bank deposit details report. You may reprint copies from the Reports Tab
Ÿ The original deposit ticket or credit card receipt by bank deposit.
Step #10: GENERATE AND REVIEW SCHEDULED BILLING FORECAST REPORT

Go to Reports > Accounts Receivable > Scheduled Billing Forecast. Include transactions beginning the
first of the next month. Leave all other defaults except choose “12 month” as number of months to include
in report
Make note of discrepancies to correct before next month’s Scheduled Billing.

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 LEASING & RENTS CONVENTIONAL MONTH END PROCEDURES
OneSite AME Close Checklist

Step #11: REVIEW COLLECTIONS REPORT

Using the Collections report generated in the Period Close Reports group, review the former residents
listed on the report.
Ÿ Confirm information accuracy
Ÿ Submit collection information to Collection Agency for applicable former residents.
Step #12: ADVANCE PROPERTY DATE
This task will be completed by
ŸClick the “Change” link next to property date
Note: You should receive a notice stating that you are advancing into the next accounting period. Please
ensure all users are logged off.
FINAL REPORTS
The following reports have been saved to the Property Cabinet in Document Management. To review, proceed to
Docs tab > Filing Cabinets > Property > Report Group > Accounting Month End Final Reports:
All Units
Availability
Boxscore
Bank Deposit Summary
Batch Reconciliation
Changed Transactions
Collections Report
Concessions
Delinquent and Prepaid
Lost Rent Summary
Monthly Transaction Summary
Rent Roll Detail
Resident Balances by Fiscal Period
Resident Deposit Audit
Resident Deposit Activity
Transaction Detail by Code
CASH OR MODIFIED ACCRUAL ADDITIONAL REPORTS

If you are Cash or Modified Accrual, the following additional reports should be saved per your company policy:
Monthly Income Summary
Reconciliation Report
How Payments and Credits Were Applied
Cash Basis G/L Distribution

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 Leasing & Rents Conventional AME Worksheet

A. Delinquent and Prepaid

Grand Totals - Total Prepaid 64.778.81

Grand Totals - Total Delinquent 16,332

Verify:
The “Prepaid” balances are accurate.
The “Delinquent” balances are accurate.
Confirm the accuracy of accounts for residents, waitlists, ledgers or any line items that
are BOTH prepaid and delinquent.
The Misc. Income Ledgers are at a zero balance.

B. Resident Balances by Fiscal Period

Ending Balances Prepaid Portion 64,778.81

Ending Balances Delinquent Portion 16,332.28

Financial Balance Reconciliation

Prepaids - Out of Balance #VALUE!

Delinquency - Out of Balance 0.00

Check your work before continuing:

The Prepaid balances from A and B match
The Delinquent balances from A and B match

C. Lost Rent Summary

Check your work before continuing:
Verify that each unit (charges/credits) is accurate.
D. Transaction Detail by Code
Check your work before continuing:
Verify that each entry is accurate
E. Bank Deposit Summary
Check your work before continuing:
Verify that each Total Bank Deposit matches the actual bank deposit slip from your bank or your
OneSite Payments report. (Batch Reconciliation Report)
Verify all NSF checks received are reflected under the NSF Transaction Activity Section
F. Resident Deposit Audit
Check your work before continuing:
Verify that the outstanding deposit is zero.
If there is an exception (i.e. paying a deposit on payment plan), make a
notation.

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 REALPAGE ACCOUNTING MONTH END PROCEDURES
Complete this checklist at Accounting Month End after the OneSite Leasing & Rents and Purchasing dates are
forwarded to the 1st of the new accounting period.
Version 20180608
Step #1: GENERATE THE FOLLOWING REPORTS FROM THE LEASING & RENTS SOFTWARE
Print the following reports or refer to the Leasing & Rents Period Close Report Group
Navigation for Reports A, A.1, B, C: Menu>Reports,SDE,TASK> Leasing&RentsReports>Accounts Receivable
(A) Monthly Transaction Summary (B) Bank Deposit Summary
Do not print for Cash Accounting see A.1 Bank Accounts (All)
Fiscal Period (Select Period) Fiscal Period (Select Period)
Leave all other defaults
(A.1) Monthly Income Summary (Cash Accounting) (C) Resident Balances by Fiscal Period
Do not print for Accrual Accounting see A Accept all default settings
Fiscal Period (Select Period) Select Report Type - Summary
Leave all other defaults

Step #2: GENERATE THE FOLLOWING REPORTS FROM THE ACCOUNTING SOFTWARE
Print the following reports:
Navigation for Reports A, B: Menu>General Ledger Module
Navigation for Reports C, D: Menu>Accounts Payable Module
(A) Trial Balance (C Vendor Aging Report
Enter Date Range (for the period ending) Report as of þ (Selected Date)
Deselect (Retain YTD Balances) if box is checked Enter Date Range (for the period ending)
Filter by Location Based on þGL Posting Date
Filter by Location
(B) General Ledger Report (D) A/P Ledger Report
Enter Date Range (for the period ending) Enter Date Range (for the period ending)
Show transaction information þ (Details) Filter by Location
Filter by Location Show one-time vendors þ (Include)
Select Retain YTD Balances þ Based on þ (GL Posting Date)
Show Net Change þ
(E) Journal Activity Report
Enter Date Range (for the period ending)
Filter by Journal OARB
Filter by Location

Step #3: COMPLETE THE REALPAGE ACCOUNTING AME WORKSHEET

Using the reports above, complete the AME Worksheet.

This worksheet should be completed and stored per your company policy.
If any balances do not match, contact your company administrator.

Step # 4: BANK RECONCILLIATION AND MONTHLY JOURNAL ENTRIES

Complete the bank reconciliation for all applicable bank accounts.
Post monthly journal entries per your company policy.
Review Inter Entity Payables and Receivables due if applicable.
Reconcile Credit Cards transactions if applicable.

Step #5: COMPLETE THE REALPAGE ACCOUNTING CLOSE

To close the books, go to General Ledger > Activities > Close Books
Once the general ledger for the period is closed, no new transactions can be posted, but reports can still be generated for
distribution.

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 RealPage Accounting Month End Worksheet
A. Monthly Transaction Summary (Report A from Leasing & Rents) - Accrual Accounting
(Do not complete for Cash Accounting, skip this section and move to section B.1)

Net Change Tenant A/R

Net Change Prepaid

NC Security Deposit Liability

Net Change Rent

A.1 Monthly Income Summary (Report A.1 from Leasing & Rents) - Cash Accounting
(Do not complete for Accrual Accounting, skip this section and refer back to B)

Net Change Tenant A/R

Net Change Prepaid

NC Security Deposit Liability

Net Change Rent

B. Bank Deposit Summary (Report B from Leasing & Rents)

Total Deposits

C. Resident Balance by Fiscal Period Audit (Report C from Leasing & Rents)
Net Change Tenant A/R

Net Change Prepaid

D. Trial Balance (Report A from RealPage Accounting)

Net Change Tenant A/R

Net Change Prepaid

NC Security Deposit Liability

Net Change Rent

E. Journal Activity Report (Report E from RealPage Accounting)

Total Operating Account
This number should represent Cash (subtract debits and credits) if applicable
Financial Balance Reconciliation
Check your work before continuing.
Accrual Accounting Cash Accounting
Tenant AR Tenant AR
Tenant Prepaids Tenant Prepaids
Security Deposit Liab. Security Deposit Liab.

Rent Rent

Bank Deposits Bank Deposits

G. Vendor Aging Report (Report C from RealPage Accounting)

Grand Total

H. A/P Ledger Report (Report D from RealPage Accounting)

Total Balance

I. General Ledger Report (Report B from RealPage Accounting)

Ending Balance for GL Account (Accounts Payable) only
Do not key in as (credit) balance Liabilities automatically carry a credit balance
Accounts Payable Aging Reconciliation

Check your work before continuing. Balances from G, H, and I should match. If they do not match check your General Ledger report
for beginning balance discrepancies and current activity discrepancies. There should be no journal entries in the A/P account.
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 Aging Reconciliation

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