Charges/Credits
These are recurring charges that can be scheduled for every three months.
What are Non-Monthly Recurring Charges?
In the 'Manage Accounting Settings' allow different frequencies for recurring charges. (Monthly, every 3 months, every 6 months, and annually)
I can add my Maintenance Expense GL Account to the Property page as an Additional Fee.
What are only Income-type GL Accounts can be added.
There are $0 receipts when the tenant pays rent.
What is the "Apply Credits" function that has been used to tie the charge to a credit/prepayment?
It creates a "Zero Dollar Receipt" (ZDR).
I need to enter a bill for a vendor, however they aren't showing as an option.
Vendor pages can be hidden and once hidden, they won't show as a Payee option. They would need to be unhidden before being able to add them as a Payee to a bill
A property of mine changed owners last month, and I'm finally getting around to sending out owner packets. When I looked at the new owner statement, there was a large balance as the starting balance. This should be $0 since it's the new owner. Why didn't the system handle this when I changed owners?
Changing ownership doesn't automatically finalize the ownership change financials. In order to zero out the balance of the operating cash for the new owner, you can enter an owner draw for the old owner and backdate that to the last day of the old ownership period.
*This is why the recurring charges didn't post in the month I completed the move-in.
What are recurring charges don't post in the month of the move-in?
I can charge tenants rent using different GL Accounts for each property.
What are General Settings Additional Rent Income Accounts?
You can add additional Rent Key Accounts. This will allow the system to recognize these GL Accounts as Rent Income for automation purposes.
I need to edit the GL account to which the receipt is applied. Why can I not change it?
There are only a few items that can be edited on the receipt. They would need to go to the Charge itself to change the GL account it's allocated to, not the receipt. So no reversing or reapplying needs to be done to complete this action.
I need to edit the property on a bill that has already been paid, but it won't let me. How do I change this?
Once a bill has already been paid, the property cannot be changed. If it was paid via physical check or other payment, the payment can be voided and the bill can be edited to change the property, then repay. However, if it was paid via eCheck, this cannot be voided and they would need to instead transfer the funds between properties to replinish the money out of the incorrect property.
A new owner paid me for a security deposit that they were holding for a tenant on a property we just started managing. How do I record that in AppFolio?
On the tenant page, you would enter a charge to the management held security deposit GL account and then enter a tenant credit and use the owner contribution GL account to pay that charge. That will record the tenant level liability with a non-cash transaction. Then the funds you received from the owner can be recorded with an owner receipt. This owner receipt will default to use the owner contribution GL account.
I charged my homeowners a one-time special assessment in bulk.
What is the Bulk Charges/Credits upload tasks?
You can create a one-time charge for all residents in a property/association/property group.
I can change my bank account and the cash GL account.
What is 'no' for 2C2B setup? They can move from a 1c1b to a 2c2b or 2c1b setup.
There is no changing this after. This is a database-wide change.
I created a receipt for the property but it is not showing on the tenant ledger
You likely entered this as an Other Receipt. If you need this to show on the tenant ledger, it should be created as a Tenant Receipt instead!
Hi! I have a Water Utility credit that I need to refund to my tenant. How can I pay them this Credit that's currently on their ledger?
- Create charge to Clearing for refund amount > Apply Credit to charge > Create tenant payable from Clearing to cut a check to the tenant
Why is the owner statement telling my owner to remit a balance of $45? I paid my management fees and my owners in AppFolio. Why would the system have me pay too much and now it's asking the owner to pay me back? It looks so unprofessional!
This type of "remit balance" issue can useually be attributed to broken suppression on the owner statement. You can look at the positive and negative additional fee GL account sections of financial diagnostics and also run the general ledger for all the suppressed fees on the property. Typically, this issue is because the owner receive suppressed fee income and didn't pay it out within the same period in which it was received. Additional things that can break suppression is if the suppressed fee is overpaid or if the suppressed fee charge is paid with an unsuppressed credit.
*I entered a rent increase too late, but the charge for this month is the wrong amount and a payment was already applied.
What is manually increasing the charge?
The charge cannot be edited for less than it's been paid.
The Offset Account field is required on a non-cash GL.
What is non-cash GL Accounts are used to keep track of the category that money is for. To track the money itself, it must be offset to a Cash Account which holds the actual money.
Why does this tenant charge say $0 was applied to it?
This means that a tenant credit was applied to the charge, rather than an actual cash papyment.
We had an issue with our checkbook and now if I click Pay by Check Now, it'll give me the wrong check number. How can I correct?
When you reach the Finalize step of the check writing flow, you'll see a field to customize the check number.
I just completed an ownership change, but forgot to pay the reserve out to the old owner. Please help!
Have the client add the old owner back as current owner of the property, back date an owner draw to the old owner for the amount of the reserves as of the last day of their ownership, and pay the owner draw. Then use the wipe past ownership admin tool, and have the owner re-process the ownership change and put the new owner back as current owner of the property.
*I applied a rent credit to a rent charge but nothing changed to increase cash on the property.
What is credits do not affect cash, as they are non-cash reimbursements or discounts?
Credits that use the same GL as a charge, effectively cancel each other out.
A New Bank Account in AppFolio was created so a transaction needs to be billed and written out of it.
What is the Bank Account must first be linked to a Cash Account on a Property Page.
Then you can create a Bill for that Property and Cash Account, and the system will know which associated Bank Account to use.
Why was my tenant charged a late fee even though they paid rent? Their tenant ledger shows a zero balance.
While the Charge and Payment might appear on the ledger, there is a chance that the payment did not get applied directly to the charge. Check the Tenant page and see if the Task 'Apply Credits' is available. If so, you will need to apply these items together
We paid our vendor via Venmo. Since APM doesn't have a Venmo option, how can I record this payment?
You can click Pay Bill and then select Other Payment. Note that this payment was from Venmo.
I refunded an application fee and now my owner statement cash balance is wrong. Please help!
The property management company received the application fee, paid themselves the application fee, and then refunded the applicant. This has left a balance on the suppressed fee gl. They should refund the application fee to the property by entering an Other Receipt to operating cash, offset to their application fee GL, making sure to check the box to exclude the other receipt from the pay management fees calculation.