OPS
How do I know if an invoice was uploaded by the vendor vs someone at MMS
On the URL is says "Merchant" for vendor or "Docs" for MMS employee
what is the purpose of RUM
Make sure we got invoices
Make sure we paid invoices
Make sure we are being billed correctly
When should I send someone to legal for not paying rent according to MMS
2 months owed or 1k owed. Whatever comes first
What is the number 1 cause of a $1.00 dollar variance
system prorated the rent because the move in did not happen on the 1st of the month or the move out did not happen on the last date of the month
what does DIT stand for
Deposit in transit
if I called the plumber for a leak in a tub, what GL do I use
If I called a contractor to put down cement on the sidewalk, what GL code do I use
If I called a vendor because we have no Heat, what GL code do I use
If I called a vendor because my elevator when down, what GL Code do I use
6544
1422
6546
6550
why are estimated bills problematic and what should we do when we get an alerts of an estimated bill
We should contact the vendor and ask why we are not getting "actual readings"
When should I scan security Deposit checks
NEVER!
these must be mailed to Angelica and Tricia. Put it on the tracker and post manually on Onesite
In a HUD building should I ever have variances?
no
what does DIT mean
something was posted on Onesite but it is not in the bank
If my vendor uploaded an invoice and I created an order that does not match the vendor code my vendor used, how do I search and correct it
order summary
delete dates
type WTN
click change next to vendor code
type in correct vendor code
who is our RUM person
Eloisa DeCastro
when should I manually post rent instead of scanning
NEVER!
If I can't scan rent checks, I need to mail to Tyler, put on the tracker and he will scan for me.
what are the 2 exceptions where I can have variances in a HUD building
retro GR and subsidy termination
what does Book adjustment mean
1. money is in the bank but no transaction was posted on Onesite
2. invoice was paid but there is no invoice to back it up
3. a transaction was posted on onesite and it hit the bank but then money was reversed from the bank
What do I do if a vendor uploaded an invoice for me
Create the order
what does VCR stand for
Vacant Recovery Cost
Do I need to do an incident report if someone dies of natural causes inside their apartment?
YES!
If I have a variance that was not caused by a retro GR and no subsidy termination, is it ok to submit an explanation sheet for the variance
NO! the variance must be fixed!!!
what should I do if I see checks sent to vendors that have not been cashed for more than 3 months
ask vendor if they received the check
ask the vendor if we have the correct address
ask accounting to put a stop payment and re issue
when a vendor uploads an invoice, what items MUST match when I create the order
what is the purpose of VCR and what does it mean when I click Approve VCR
to make sure we recover money for anytime we end up paying for a tenants utility bill.
If I click approve, it means I am charging the tenant for the cost of the utility invoice because it was paid by MMS
In the future, where will I be able to obtain any forms I need such as incident reports, compliance forms, HR forms etc.
MMS Intranet!
if I have a GR dated 3/1/25 with rent amount 500 signature date finalized
another GR dated 3/2/25 with rent amount 600 signature date finalized
IR dated 3/3/25 with rent amount 550 signature not finalized
and AR dated 4/1/25 with rent amount 300 signature date finalized
what is the system charging in rent for March
what is the system charging for April
what is the system charging for May
March 600
April 300
May 300
why are bank recs important
they allow accounting to balance the books and have back ups for everything we do. Accountability. Catching mistakes. Preventing potential fraud