How do I waive late charges on a property for a period of time in Property Management?

Option 1: Generate Late Charges but do not post and use File Tools to rename the PM New transaction file

1. Verify there is nothing left unposted in Property Management:
   1. In Property Management, select Tasks, Post Entries.
   2. Click Ranges.
   3. Make note of the batches that are unposted. Select the batches that should be posted then click OK.
   4. If you need to change the printer output or choose to print to file, click Printer Setup to make the necessary changes then click OK.
   5. Click Start.
   6. Review the journal to verify that these batches posted. Address any rejections and post them again if needed.
   7. If you have any batches left that should NOT be posted, use File Tools to rename the new.pmt. Refer to How do I rename a file using File Tools?
2. Verify the Property Management Posting Setting is set to Manual:
   1. In Property Management, select File, Company Settings, PM Settings.
   2. Click Post and Interface Settings.
   3. Make sure the Property Management Posting Setting at the top of the window is set to Manual.
   4. Click OK to exit the Post and Interface Settings window.
   5. Click OK to exit the PM Settings window.
3. Run the Late Charges - Trial Run like normal and verify the late charges it is going to create are the charges you want to waive. Make changes and repeat the trial run as often as needed until you get the desired results.
4. Run the Late Charges - Create Entries and use the Prefill button to use the exact same dates, ranges, and conditions used on your last trial run. DO NOT POST! Leave the Post Entries check box unmarked.
5. Remove the unposted Late Charges batch from the PM New transaction file:
   1. In Property Management, select Tasks, Post Entries.
   2. Click Ranges.
   3. Make sure the only unposted batch is the Late Charges batch you just created. If there are any other batches, select the batches that should be posted then click OK. Do not select the Late Charges batch.
   4. If you need to change the printer output or choose to print to file, click Printer Setup to make the necessary changes then click OK.
   5. Click Start.
   6. Review the journal to verify that these batches posted. Address any rejections and post them again if needed.
   7. Once the Late Charges batch is the only unposted batch, use File Tools to rename the new.pmt. Refer to How do I rename a file using File Tools?
6. If you had previously changed the Property Management Posting Setting from Automatic to Manual, change the setting back to Automatic:
   1. In Property Management, select File, Company Settings, PM Settings.
   2. Click Post and Interface Settings.
   3. Change the Property Management Posting Setting at the top of the window back to Automatic.
   4. Click OK to exit the Post and Interface Settings window.
   5. Click OK to exit the PM Settings window.

Note: When the late charge waiver period is over, simply resume with generating and posting late charges like normal.

Option 2: Reverse the posted late charges by using Import Charges to import negative LC charges

1. Identify the batch number(s) of the late charges that were posted that need to be reversed.
   • TIP: In Property Management, you can use Inquiry, Transaction Information on the Current file, and add a condition for Batch Source equal to Late Charges. You may want to add additional conditions to narrow the scope of the list, such as the Accounting Date or Charge Date on the late charges. Add a column for the Batch to get the batch number(s).
2. Create an import file to reverse the late charges that were already posted. The charges should be identical to the original LC charges but the amounts should be negative.
   1. Download the following report and add it to your Property Management Reports menu. Refer to How do I save, add, and print a report design?
      Attachment:

      PMLCBatchReverse.rpt

   2. When you run the report, you will need to know the batch number of the Late Charges batch to enter it in the Batch prompt field.
   3. Print the report to a txt file.
3. Use Tools, Import Charges to import the .txt file created in step 2.3. Refer to How do I import charges in Property Management?
4. Post the import batch in PM from Tasks, Post Entries.

Option 3: Add a Suppress Charges Under amount on the Lease Late Charge Controls

1. In Property Management, select Tasks, Manage Leases, Change Lease.
2. Select the lease.
3. Select the Late Chgs tab.
4. Make note if there is any amount currently in the Suppress charges under field.
5. In the Suppress charges under, enter 99,999,999.99 then TAB or ENTER through the field.
   • Note: This is the largest amount that can be entered. All late charges under this amount will be suppressed.
6. Repeat steps 2 through 5 for any additional leases this should be applied to.
7. Click Close when finished.

Notes:

• Run the Late Charge process as you normally would (Tasks, Create Charges, Late Charges). The journal will show the late charges it would have assessed but also that they are being suppressed. The total will display as "Total Late Charge (suppressed)".
• The Suppress charges under setting on the Property (Setup, Properties, Late Chgs tab) acts as a prefill setting for new leases. If you want new leases to have this same suppression setting, then enter the suppression amount on the property also. When late charges are processed, it uses the setting on the lease, not on the property.
• When the late charge waiver period is over, clear the Suppress charges under field or change it back to the amount it was before as noted in step 4 above.

TIP: The Suppress charges under is an ODBC replaceable field on the PM Lease Late Charge Control table (PML record #11). You can use tools, such as Microsoft Access or Office Connector, to link to the table and update the field. WARNING: Before using one of these tools to update the field, it is strongly advised that you make a backup of your data.

Office Connector has provided a template to update the Suppress charges under on leases. Refer to How do I use the Write PM Late Charges Adjustment Tool in Office Connector?

Property Management Late Charges