Delinquency Reports

The sad truth is that some tenants just do not pay their rent on time.  Most of them just need a late notice as a reminder, but there are others who become so delinquent that you have to send them Preliminary Lien Notices or Lien Sale Notices.  You will probably want to have this work done automatically by Express, but there will be cases that you will want to give special attention.  Below is a breakdown of those reports along with a brief description.

Delinquents List (F-B)

This will display the names and status of all delinquent tenants.

At the top of the report is a summary of all delinquent units and the total amounts of money owed.  The delinquent tenants are then printed out in order of the date they are paid up to, with the most delinquent tenant at the top.  It will display the unit number, size, Paid-to-Date, last name, phone number, total owed, and what action, if any, has already been taken.  You will notice that in the “Action” column there are abbreviations that stand for the different actions that have been taken.

Delinquent Rents List – Auction Planning (F-B-1)

Similar to the F-B report, it shows total owed along with last paid dates.

Actions Needed (F-A)

This report lists each unit needing a delinquency action.  In unit order, the name, paid-to-date, action needed, last action, amount owed and last paid date are shown.  Following that are totals of the actions needed, and totals of each type of action needed.

When will delinquency actions show up on the Actions Needed (F-A) report?

The “Actions Needed” report shows you what actions need to happen when, based on your Delinquency settings.  The F-A report looks like this:

fa

To determine when items will show up on the above report, go to Tools -> Support -> Print Delinquency Settings. This will print a report that looks similar to this: deliqsett

This report shows you your delinquency settings.  Each step in the Actions Needed report shows what is due, but has not yet been done.  So in this case, if for some reason the First Late Notice was not printed for a unit during overnight processing, but it is more than 7 days past the paid-to-date (note the 7 in the Days column after First Late Notice), the F-A will show a First Late Notice for that unit.  Pre-Lien is calculated the same way – in this case, 45 days after a tenant’s paid-to-date, assuming the Pre-Lien hasn’t been processed, that will show up on the F-A.

Lien Sales are due when the Pre-Lien expires.  In this case, the Pre-Lien expires after 15 days (the 15 is listed in the “Expires” column), so adding that to the amount of time for the Pre-Lien to become due, which is 45, you can see that the Lien Sale Notice will be due on the 60th day after a tenant’s paid-to-date.

Advertising fees are due after the Lien Sale expires.  Again, the “Expires” column shows that the Lien Sale expires after 15 days – so adding 15 to the 60 we had from the step above, we see that Advertising is due on the 75th day after a tenant’s paid-to-date.

Each step will be shown on the F-A ONLY when the previous step is completed.  So if a tenant is 60 days past their paid-to-date, but they haven’t yet received a First Late Notice, that will be all the F-A shows.

To change any of these numbers, go to Settings-> Delinquency Setup and adjust them for each applicable fee and notice.

Notices Sent (F-C)

This report shows all the delinquency notices that have been sent out during a given time period.  The report will show you the date the action was taken, unit number, tenant’s last name, type of action, date the action expires, what the customer’s paid-to-date is, and the balance owed.

Late Charges – By Unit or Last Name (E-R-N1)

Tenants should pay for fees before rent, but there may be cases when you allow them to pay for rent first.  You will want to run this report periodically to discover who is current in rent, but still has outstanding balances in other fees.  You may display tenants in unit order or alphabetically by last name.  The unit number, tenant’s name, paid-to-date, late fees, other fees, and balance will display.

Red Locks To Put On (E-Y-R)

This report allows you to print the list of red locks to put on for the day.  Usually this report prints during overnight processing.  However, if you have misplaced it or need another copy, you may use this report.  Listed on this report are all units that have become late and should be over locked.  The information provided by this report includes the unit number, type, rent, tenant, paid-to-date, balance, height, floor, inside or outside access, and door type.

Red Locks To Take Off (E-Y-J)

This report provides a list of red locks that need to be taken off.  The tenant’s current paid-to-date, balance owed, and a description of their unit are included.

Current but Owed Fees (E-R-N)

Tenants should pay for fees before rent, but there may be cases when you allow them to pay for rent first.  You will want to run this report periodically to discover who is current in rent, but still has outstanding balances in other fees.  You may display tenants in unit order or alphabetically by last name.  The unit number, tenant’s name, paid-to-date, late fees, other fees, and balance will display.

At the bottom of the report will be the total for the number of units, and the total of each category of fee owed.

Collection Log (E-R-Z)

This report gives you a list of customers who are currently delinquent, listed by unit.  Also provided for each unit is the size, paid to date, name of the tenant, phone number, and the amounts owed in rent, late fees, any credits, and other charges.  The final two columns are the total amount owed, and the most recent action posted to the account.  Below each delinquent tenant, four date lines are printed, in order to keep track of when this tenant was notified or reminded of their delinquency.

Friendly Reminder Callsheet (E-K)

This sheet provides you with delinquent tenant information that you can use as a reminder callsheet. There are date spaces available so that you can write in the dates that you call the delinquent tenant.

Addresses for Certified Notices Sent (E-Y-Z)

This report provides you a list of tenant addresses that had notices sent within a specified date range.  This is sorted by date, and provides the columns of unit, action, name, address, city, state, zip, and number.

Addresses for Notices Sent with a Certificate of mailing (E-Y-Z-1)

This is a form that will list all delinquent tenants (and alternates) that should get a late notice that can be sent with a Certificate of Mailing versus certified mail.

Late Charges Waived Report (L-C-W)

This report shows you a list of all tenants that are setup to have late charges waived

 

Paul Mahoney

Technical Support

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