Adjustment - Refund Owner Security Deposit

Maria Reyes
Updated August 05, 2020 15:58

Description

Security Deposits are funds being held by the Community for goods or services in control of the owner. When the owner returns the goods or services the funds are refunded to the owner.

Performing a refund of a security deposits is a multi step process, and all steps must be completed to ensure the GL and AR transactions are recorded correctly.

Steps Overview

1. Determine the Refund Amount

2. Add the Owner as a Vendor

3. Enter a Bill for the Refund Amount

4. Print the Check.

5. Adjust the Owners Security Deposit Balance

Step By Step

1. Determine the refund amount

1. Click Portfolio then Community. Select the community to work in.

2. Click Portfolio then Owners. Select the Owner to receive the refund.

3. Note the Owners' security deposit balance.

2. Add the Owner as a Vendor

This step is necessary in order to print a check for the homeowner in TOPS [ONE].

1. Add the owner as a vendor.

Add a Vendor

Tip from the Author: Adding the word "Owner" to the display name can help easily identify an owner from a true vendor.

3. Enter a Bill for the Refund Amount

1. Create a Bill. Use the newly created vendor profile.

Tip from the Author: The invoice # can be unique for each owner, or have a generic message like "SD Refund". A message will pop up to notify about the duplicate invoice #, but it can be ignored. Be careful with selecting the accounts. If the correct accounts are not selected on either transaction, the refund can be accidentally duplicated in the GL.

4. Print the Check

1. Print the check, or if the payment was refunded in-house, mark the bill as paid.

5. Adjust the Owner's Security Deposit Balance

1. Click Portfolio then Community. Select the community to work in.

2. Click Accounts Receivable then Adjustments

3. Click the Security Deposit tile.

This will open the Adjustments page

4. Search for an Owner

Can be searched for by their name, property number, account number, etc

The owner's status will show below the address. If the status says property, they are the primary owner.

5. Edit the Post Date if necessary

Click the calendar icon to change the date, or manually type the date in.

6. Enter the Adjustment amount.

a. To decrease the amount on an existing balance, add a negative ( - ) sign in front of the number. (A credit balance in security deposits are not permitted)

7. Enter/Search the Credit & Debit Account

If you're unsure which accounts to pick, reach out to your CPA.

Be careful with selecting the accounts. If the correct accounts are not selected on either transaction, the refund can be accidentally duplicated in the GL.