Processing Security Deposits

This chapter provides an overview of processing security deposits and discusses how to:

Use the Security Deposit Maintenance program.
Work with security deposits.
Refund full and partial security deposits.
Post security deposit refunds and adjustment batches.

Understanding the Security Deposit Process

To recover expenses for damages in excess of normal wear and tear, or to ensure that keys are returned or utility bills are paid, you might require a security deposit from the tenants. The JD Edwards EnterpriseOne Real Estate Management system provides security deposit programs that assist you in entering and refunding deposits as necessary. You can refund full or partial amounts, accept security deposits as monthly payments, and track any interest that is generated by security deposits.

The process to enter and track security deposits is as follows:

Enter a security deposit record.

You enter the security deposit to create a record in the Security Deposit Master table (F1565), which you use for tracking and reporting information about security deposits.
(Optional) Generate a manual billing record to print an invoice.

When you enter the security deposit record, you can create a security deposit invoice in the Lease Billings Master table (F1511B). You can then use the Print RE Invoices program (R15500) to print the invoice. If you do not need to print an invoice, you do not need to generate a billing record.
Receive and post the security deposit receipt.

You enter the security deposit from the tenant as an unapplied receipt using the RE Receipts Entry program (P15103). You identify the receipt as a security deposit by using an unapplied bill code, such as SECD. The bill code that you use must be assigned to a security group so that the system recognizes it as a security deposit.

After you enter the receipt, you must post it or you will not see that the receipt has been received using the Required vs. Received application.
(Optional) Generate interest.

If required, you can generate interest on the security deposit that you can refund to the tenant when you refund the deposit.
(Optional) Refund part of the deposit.

Depending on the terms of the lease, you might be required to refund a portion of the security deposit to the tenant after a designated time period (for example, after they have paid their rent on time for six months).
(Optional) Apply the deposit to invoices.

When the lease expires, you can assess whether to withhold a portion of the deposit to pay for damages, rent, utilities, and other expenses. You use the Security Deposit Refund Application program (P15654) to review the security deposit and access the RE Receipts Entry program, which you use to apply the unapplied receipt (security deposit) to invoices as necessary.
Refund the security deposit.

You run the Security Deposit Refund Generation program (R15655) to generate a voucher in the Accounts Payable system and an adjustment (receipt) in the Accounts Receivable system. You use the voucher to pay the tenant and the adjustment to close the unapplied receipt record.
Post records.

After you generate vouchers, you must post both the voucher and receipt batches to update the appropriate general ledger accounts.

Using Security Deposit Maintenance

This section provides an overview of the Security Deposit Maintenance program and discusses how to:

Set processing options for Security Deposit Maintenance (P1565).
Enter a security deposit.

Understanding the Security Deposit Maintenance Program

You use the Security Deposit Maintenance program (P1565) to enter the security deposit record for tracking, reporting, and refunding purposes. When you enter the security deposit, the system creates a record in the Security Deposit Master table (F1565), after which you can:

Generate a security deposit invoice.

You can print an invoice that the tenant can to use to remit the security deposit. To do so, enter Y in the Create Invoice field (BLMN), and then select Create SD Invoice from the Form menu to enter the manual billing record that is used to generate the invoice. When you enter the manual billing record, the system automatically updates the posted code to D to prevent it from being posted to the Accounts Receivable and General Ledger systems. The manual billing record is used only to generate the invoice; it is not used to update account information. Do not generate a billing edit register or post this record.

The system updates the deposit status to B to indicate the manual billing record was generated.

Important! Do not access the Manual Billing Entry program (P1511) from the menu to enter the manual billing record that is used to generate the invoice; the system does not update the posted code automatically. Posting the manual billing record is a common error that results in erroneous accounting entries. Use only the Form menu from the Security Deposit Maintenance program to generate the manual billing record.
Receive the security deposit.

If you have received the check for the security deposit, you can enter the check as an unapplied receipt and assign the receipt the unapplied bill code that is set up for security deposits (such as SECD). The system creates records in the Receipts Header table (F03B13), the Receipts Detail table (F03B14), and the Customer Ledger (F03B11) table.

Assigning the Security Deposit to a New Version of the Lease

If you need to assign the security deposit to a new version of the lease, select the lease, select the security deposit record, and then select Version from the Row menu.

The system suspends the security deposit record entered and assigns the security deposit to the version of the lease that you specify.

Note. Verify that the option for Show Default Version only is not enabled; otherwise, the system cannot assign the security deposit.

Changing the Status of Security Deposit

The system assigns a status to the security deposit when you generate a manual billing (B) and when you refund the deposit (R). You can, however, add UDC codes (15/SD) to assign to the security deposit for tracking and reporting purposes. For example, you might want to update the status after you enter the receipt for the security deposit.

To change the status, select the lease, and then select Speed Status from the Form menu. On Speed Status Change, complete the To Deposit Status field and click OK.

Prerequisite

Verify that the bill codes that you use for security deposits are assigned to a security group.

See Setting Up Bill Codes and Adjustment Reasons.

Forms Used to Enter a Security Deposit

Form Name	FormID	Navigation	Usage
Work with Security Deposits	W1565A	Security Deposits (G1515), Security Deposit Maintenance	Select the lease to which you want to add the security deposit. Select the lease to revise the security deposit.
Security Deposit Revisions	W1565C	Select a lease on Work with Security Deposits.	Add and revise security deposit information.

Form Name

FormID

Navigation

Usage

Work with Security Deposits

W1565A

Security Deposits (G1515), Security Deposit Maintenance

Select the lease to which you want to add the security deposit.

Select the lease to revise the security deposit.

Security Deposit Revisions

W1565C

Select a lease on Work with Security Deposits.

Add and revise security deposit information.

Setting Processing Options for Security Deposit Maintenance (P1565)

Set these processing options before you run the Security Deposit Maintenance program.

Defaults

These processing options enable you to select records to display on the form.

1. Display Selection

Specify which records to display on the Work with Security Deposits form. Values are:

Blank: Display all records.

1: Only those records that have a security deposit.

2: Only those records that do not have a security deposit.

2. Search Default For Lease Version

Specify whether the system retrieves the version of the lease that is based on today's date (the system date) or the latest effective date. Values are:

Blank: Displays the version of the lease that is effective as of the system date.

1: Displays the version of the lease with the latest (future) effective date. For example, if today's date is June 30, 2009 and the lease has two versions dated January 1, 2007 and October 1, 2009, respectively, the system displays the version dated October 1, 2009.

Note. If versioning is not set up in the Real Estate Management Constants table (F1510B), the system ignores this processing option.

Versions

These processing options enable you to specify the version of the program to run when it is accessed from the Form menu.

1. Manual Billing (P1511)	Specify the version of the Manual Billing program (P1511) to use when the program is accessed from the Form menu. If you leave this processing option blank, the system uses version ZJDE0001.
2. Lease Information (P1501)	Specify the version of the Lease Information program (P1501) to use when the program is accessed from the Form menu. If you leave this processing option blank, the system uses version ZJDE0001.
3. Bill Codes/Adj Reasons (P1512)	Specify the version of the Bill Codes / Adjustment Reasons program (P1512) to use when the program is accessed from the Form menu. If you leave this processing option blank, the system uses version ZJDE0001.
4. RE Receipts Entry (P15103)	Specify the version of the RE Receipts Entry program (P15103) to use when the program is accessed from the Form menu. If you leave this processing option blank, the system uses version ZJDE0001.

Currency

These processing options enable you to specify whether users can override the transaction currency and exchange rate.

1. Transaction Currency Override

Specify whether to allow users to override the transaction currency code from the default value on the lease. Regardless of the setting of this processing option, the system does not allow the transaction currency code to be changed after a transaction has been billed for the lease. Values are:

Blank: Allow.

1: Do not allow.

2. Exchange Rate Override

Specify whether to allow users to enter a value in the Exchange Rate field (CRR). The system uses the value that you enter as the exchange rate for transactions billed in foreign currency. Overrides to the exchange rate should be limited to those instances when an agreement has been made between the tenant and landlord to use a fixed exchange rate for the term of the lease. Values are:

Blank: Allow users to override the exchange rate. If you leave this processing option blank, the system uses the default exchange rate that is entered on the lease. If the lease does not have an exchange rate, the system uses the exchange that is set up in the Currency Exchange Rates table (F0015).

1: Do not allow.

Entering a Security Deposit

Access the Security Deposit Revisions form.

Display All Versions

Displays all versions. All Lease versions are displayed with a check mark denoting the Version defined in the Processing Options (*CURRENT or *LAST). If left blank (default), only the Lease Version defined in the Processing Options is displayed.

No Deposit

Displays leases that have no security deposit attached. When No Deposit is selected, the system displays only Leases that do not have a Security Deposit attached.

Deposit Attached

Displays leases that have a security deposit attached. When Deposit Attached is selected, the system displays only Leases that have a Security Deposit attached.

When you enable this option, the system displays the Deposit Not Refunded option.

All

Displays all leases. When All is selected, the system displays all Leases.

When you enable this option, the system displays the Deposit Not Refunded option.

Deposit Not Refunded

Select this option for the system to display leases for which the security deposit has been refunded.

Show Default Version Only

Displays only default version records. Only the default Lease Version records are displayed. If left blank (default), all Lease Version records are displayed.

Deposit Type

Enter the user-defined code (UDC) (15/ED) that indicates the reason for the security deposit. Examples include key deposit, utilities deposit, and rent deposit.

D S (Security Deposit Applied Status (SDAP))

Enter the UDC (15/SD) that the system assigns to indicate whether the security deposit has been billed or refunded. Values are:

B: Billed (an invoice has been generated).

R: Refunded.

Create Invoice

Enter the code that specifies whether to generate an invoice to send to the tenant for the security deposit. Values are:

Blank: Do not generate.

Y: Generate.

If you enter Y in this field, you must access the manual billing program by choosing Create SD Invoice from the Form menu. If you do not select Create SD Invoice, the system displays a warning message. You can select Create SD Invoice from the Form menu at any time, as long as the value in this field is Y. Otherwise, the system displays an error message when you try to access the Form menu.

Note. You must select Create SD Invoice from the Form menu to enter the manual billing record that the system uses to generate the invoice. The system updates the posted code on this record to D to prevent it from being posted to the Accounts Receivable system. Do not use the Manual Billing Entry program from the menu to create the billing record for the security deposit invoice. Because the system does not update the posted code automatically, you might inadvertently post the security deposit billing record to Accounts Receivable and erroneously update account information.

V S (version suspend code)

Enter the code that indicates whether a billing record is suspended by the versioning process. Values are:

Blank: Active. The billing record is not suspended.

1: Suspended. The billing record is suspended by the versioning process. A new billing record might exist for the next (subsequent) version of the lease.

Alternate Payee

Enter the address book number of the person or company responsible for payment of rent and charges related to the lease. This might not be the same number as the tenant.

If the person to receive the refund is different from the tenant on the lease, you must set up a supplier master record in addition to the address book record before you can complete this field. The program provides a Form menu exit to an Address Book program, from which you can access the Supplier Master Information program (F0401).

Working with Security Deposits

This section provides an overview of the Security Deposit Refund Application program and discusses how to:

Set processing options for Security Deposit Refund Application (P15654).
Review required versus received security deposit details.
Apply security deposits to tenant invoices.

Understanding the Security Deposit Refund Application Program

After you receive the security deposit from the tenant, you can use the Security Deposit Refund Application program (P15654) to review and work with security deposits online.

Using Form and Row menus, you can also perform these related tasks:

Access the Security Deposit Maintenance program (P1565) to revise the security deposit amount, add another security deposit, change the security deposit status, or add a receipt.
Review the security deposits received.
Compare the security deposits owed to those received by using the Required vs. Received Detail form.

Review the Required Amount and Receipt Open fields to determine the portion of the security deposit that is received. If the system does not display a record when you inquire on this form, the receipt for the security deposit has not been entered.
Apply the security deposit to open invoices.

If you are not refunding the entire security deposit, you should apply it to the appropriate open invoices before you refund the deposit.

Note. You do not have to use Security Deposit Refund Application program to apply the unapplied receipt to invoices. You can use the RE Receipts Entry program (P15103). The advantage of using the Security Deposit Refund Application program is that it locates and selects the unapplied receipt record for you.

See Applying Security Deposits to Open Tenant Invoices.
Access the Security Deposit Refund Generation program (R15655), form which you can generate a voucher to refund all or part of the security deposit.

Forms Used to Work with Security Deposits

Form Name	FormID	Navigation	Usage
Work With Security Deposits	W15654A	Security Deposits (G1515), Security Deposit Refund Application	Select the lease to access the security deposit record to revise. Access the Required vs. Received Detail form.
Required vs. Received Detail	W15654B	Select Required vs. Rec'd from the Form menu on Work With Security Deposits.	Review the amount received for the security deposit.
Deposit Refund Application	W15654C	Select Refund Application from the Row menu on Work With Security Deposits.	Select the unapplied receipt record to apply to invoices or refund to the tenant.
Work With Customer Receipts Entry	W15103A	Select Apply Deposit from the Row menu on Deposit Refund Application.	Select the unapplied receipt record to which you want to apply invoices.
RE Receipts Entry	W15103C	Select the security deposit receipt record on Work With Customer Receipts Entry.	Select invoices to apply against the security deposit receipt.

Setting Processing Options for Security Deposit Refund Application (P15654)

Set these processing options before you run the Security Deposit Refund Application program.

Defaults

These processing options enable you to specify default information when you access the program.

1. Search Default For Lease Version

Specify whether the system retrieves the version of the lease that is based on today's date (the system date) or the latest effective date. Values are:

Blank: Displays the version of the lease that is effective as of the system date.

1: Displays the version of the lease with the latest (future) effective date. For example, if today's date is June 30, 2007 and the lease has two versions dated January 1, 2007 and October 1, 2007, respectively, the system displays the version dated October 1, 2007.

Note. If versioning is not set up in the Real Estate Management Constants table (F1510B), the system ignores this processing option.

2. Display Speculative Leases

Specify whether to display speculative leases. Values are:

Blank: Do not display.

1: Display.

3. Security Group Code

Specify the default value for the Security Group field that displays on the Deposit Refund Application form. If you leave this processing option blank, the system displays security deposits for all groups.

Versions

These processing options enable you to specify the versions of the programs to run when they are accessed from the Form menu.

1. Tenant Ledger Inquiry (P15222)	Specify the version of the Tenant Ledger Inquiry program (P15222) to use when the program is accessed from the Form menu. If you leave this processing option blank, the system uses version ZJDE0001.
2. RE Receipts Entry (P15103)	Specify the version of the RE Receipts Entry program (P15103) to use when the program is accessed from the Form menu. If you leave this processing option blank, the system uses version ZJDE0001.
3. Security Deposit Master (P1565)	Specify the version of the Security Deposit Maintenance program (P1565) to use when the program is accessed from the Form menu. If you leave this processing option blank, the system uses version ZJDE0001.

Reviewing Required Versus Received Security Deposit Details

Access the Required vs Received Detail form.

Applying Security Deposits to Open Tenant Invoices

You can also use the RE Receipts Entry program (P15103) to apply the unapplied receipt to the tenant's open invoices.

Access the Deposit Refund Application.

Security Group	Enter the UDC (15/SG) to specify the security group to which you want the bill code record assigned. Complete this field only for bill codes that are used to identify security deposits.
Select All Security Groups	Select this option for the system to display all security deposit records regardless of the security group. The system automatically removes the value from the Security Group field (SECG) when you select this option.

Refunding Partial and Full Security Deposits

This section provides an overview of refunding security deposits and discusses how to:

Refund security deposits.
Set the processing options for the Security Deposit Refund Generation program (R15655).

Understanding Security Deposit Refunds

You use the Security Deposit Refund Generation program (R15655) to generate a voucher to refund a security deposit to a tenant. You can use this program to generate a partial refund (before the lease expires) or a full refund (when the lease expires). If you generate a full refund, you can generate the voucher for the entire amount of the security deposit or for the difference between the security deposit amount and open invoices.

Note. Do not confuse a partial refund with a full refund that has been reduced to pay open invoices. You must generate partial refunds separately from full refunds. You cannot generate both partial and full refunds in the same batch.

Processing options enable you to run this program to produce a report only, so that you can ensure that you are processing the appropriate records. You must run the program again to create and update the appropriate batches.

The system generates voucher or receipt records in these batches:

A voucher record in the Accounts Payable Ledger table (F0411) in a voucher batch (batch type V).
A receipt record in the Receipts Detail table (F03B14) in a receipt batch (batch type RB).

Refunding Interest Earned on Security Deposits

To refund the interest earned on security deposits, you must first set up the bill code (for example, INTR) in a security group. After you generate the interest for the security deposit, you can generate the voucher to refund the security deposit, the interest, or both.

See Generating Fees and Interest.

Multicurrency Considerations

When you use multiple currencies, the system displays the transaction currency of the security deposit receipt on the report, and creates vouchers in the receipt's transaction currency. The system creates a separate voucher for each receipt transaction currency that is refunded.

When working with partial refunds, enter the transaction currency in the Partial Refund Transaction Currency processing option on the Partial Refund tab. The system processes only the receipt amounts with the same transaction currency.

Prerequisite

Post all unapplied receipts that were entered for security deposits that you want to refund.

Refunding Security Deposits

Select Security Deposits (G1515), Security Deposit Refund Generation.

Setting Processing Options for Security Deposit Refund Generation (R15655)

Set these processing options before you run the Security Deposit Refund Generation report.

Defaults

These processing options enable you to specify the default information that the system provides when you generate security deposit refunds.

1. Accounts Payable G/L Offset

Specify the GL offset code to use for the vouchers that the system generates when a security deposit is refunded. The system retrieves the AP trade account based on the AAI item PCxxxx, where xxxx is the GL offset code, for the company entered on the voucher.

If you enter a GL offset code for which no AAI is set up, or if you leave this processing option blank, the system uses the default AAI item PC for the company entered on the voucher.

2. Adjustment Reason

Specify the default adjustment reason code (bill code) to use for the receipt that the system generates when a security deposit is refunded. The system retrieves the account to credit based on the AAI item RAxx, where xx is the adjustment reason code for the company entered on the receipt.

If you enter an adjustment reason code for which no AAI is set up, or if you leave this processing option blank, the system does not generate a refund for the security deposit.

3. Voucher Pay Status Code

Specify the pay status to assign to the vouchers that the system generates. If you leave this processing option blank, the system assigns a pay status of A (approved).

Select

These processing options enable you to select the leases for which the system generates security deposit refunds.

1. G/L Date	Specify the GL date to use for the receipts and vouchers that the system generates. If you leave this processing option blank, the system uses today's date as the GL date.
2. Generation As Of Date	Specify the leases for which you are generating the security deposit refund; use this processing option in conjunction with one of these to select: Data Selection The processing options for the Lease End Selection and Actual Out Selection must be blank or the system uses the values in the Lease End or Actual Out processing options. Lease End Date and Actual Out Date processing options The system uses the As Of Date that you enter in conjunction with the date ranges specified in the Lease End Date and Actual Out Date processing options to determine the version of the lease and the date ranges to use to select the leases. Lease End Days and Actual Out Days processing options The system uses the As Of Date that you enter in conjunction with the number of days specified in the Lease End Days and Actual Out Days processing options to determine the version of the lease and the date range to use to select the leases. If you leave this processing option blank, the system uses today's date. Note. The system does not refund any security deposit records that have a suspend date that is prior to the as of date that you enter.
3. Voucher Due Date	Specify the due date to assign to the voucher that the system generates. If you leave this processing option blank, the system uses the payment term from the alternate payee's supplier master record (F0401) to calculate the due date.
4. Lease End Selection	Specify the criteria that the system uses to select lease records. Values are: Blank: Use the values entered in either the Lease End Date and Actual Out Date processing options or Lease End Days and Actual Out Days processing options. 1: Use data selection, in conjunction with the Generation As Of Date processing option, to select the records to process. You must also set the Actual Out Selection processing option to 1 to use data selection.
5. Lease End Date From	Specify the date ranges that the system uses to select the lease records for which to generate security deposit refunds; use this processing option, in conjunction with the Lease End Date Through processing options and the Actual Out Date processing options. The Lease End Date processing options work with the Actual Out Date processing options to provide two date ranges to select lease records. You must complete both sets of processing options or the system does not select records to process. Note. The Actual-Out Date field on the lease must be completed to use any of the processing options. If you do not have actual out dates completed, use data selection to process security deposit refunds.
6. Lease End Date Through	Specify the date ranges that the system uses to select the lease records from the Lease Master Header table (F1501B) for which to generate security deposit refunds; use this processing option, in conjunction with the Lease End Date From processing options and the Actual Out Date processing options. The Lease End Date processing options work with the Actual Out Date processing options to provide two date ranges to select lease records. You must complete both sets of processing options or the system does not select records to process. Note. The Actual-Out Date field on the lease must be completed to use any of the processing options. If you do not have actual out dates completed, use data selection to process security deposit refunds.
7. Lease End Days Prior to As Of Date	Specify the number of days prior to the date entered in the Generation As Of Date processing option to use to select the lease records for which to generate security deposit refunds; use this processing option, in conjunction with the Lease End Days After As Of Date and the Actual Out Days processing options. The Lease End Days processing options work with the Actual Out Days processing options to provide two date ranges to select lease records. You must complete both sets of processing options or the system does not select records to process. Note. The Actual-Out Date field on the lease must be completed to use any of the processing options. If you do not have actual out dates completed, use data selection to process security deposit refunds.
8. Lease End Days After As Of Date.	Specify the number of days after the date entered in the Generation As Of Date processing option to use to select the lease records for which to generate security deposit refunds; use this processing option, in conjunction with the Lease End Days Prior to As Of Date and the Actual Out Days processing options. The Lease End Days processing options work with the Actual Out Days processing options to provide two date ranges to select lease records. You must complete both sets of processing options or the system does not select records to process. Note. The Actual-Out Date field on the lease must be completed to use any of the processing options. If you do not have actual out dates completed, use data selection to process security deposit refunds.
9. Actual Out Selection	Specify the criteria that the system uses to select lease records. Values are: Blank: Use the values entered in either the Actual Out Date and Lease End Date processing options or the Actual Out Days and Lease End Days processing options. 1: Use data selection, in conjunction with the Generation As Of Date processing option, to select the records to process. You must also set the Lease End Selection processing option to 1 to use data selection.
10. Actual Out Date From	Specify the date ranges that the system uses to select the lease records for which to generate security deposit refunds; use this processing option, in conjunction with the Actual Out Date Through processing option and the Lease End Date processing options. The Actual Out Date processing options work with the Lease End Date processing options to provide two date ranges to select lease records. You must complete both sets of processing options or the system does not select records to process. Note. The Actual-Out Date field on the lease must be completed to use any of the processing options. If you do not have actual out dates completed, use data selection to process security deposit refunds.
11. Actual Out Date Through	Specify the date ranges that the system uses to select the lease records for which to generate security deposit refunds; use this processing option, in conjunction with the Actual Out Date From processing option and the Lease End Date processing options The Actual Out Date processing options work with the Lease End Date processing options to provide two date ranges to select lease records. You must complete both sets of processing options or the system does not select records to process. Note. The Actual-Out Date field on the lease must be completed to use any of the processing options. If you do not have actual out dates completed, use data selection to process security deposit refunds.
12. Actual Out Days Prior to As Of Date	Specify the number of days prior to the date entered in the Generation As Of Date processing option to use to select the lease records for which to generate security deposit refunds; use this processing option, in conjunction with the Actual Out Days After As Of Date and the Lease End Days processing options. The Actual Out Days processing options work with the Lease End Days processing options to provide two date ranges to select lease records. You must complete both sets of processing options or the system does not select records to process. Note. The Actual-Out Date field on the lease must be completed to use any of the processing options. If you do not have actual out dates completed, use data selection to process security deposit refunds.
13. Actual Out Days After As Of Date	Specify the number of days after the date entered in the Generation As Of Date processing option to use to select the lease records for which to generate security deposit refunds; use this processing option, in conjunction with the Actual Out Days Prior to As Of Date and the Lease End Days processing options. The Actual Out Days processing options work with the Lease End Days processing options to provide two date ranges to select lease records. You must complete both sets of processing options or the system does not select records to process. Note. The Actual-Out Date field on the lease must be completed to use any of the processing options. If you do not have actual out dates completed, use data selection to process security deposit refunds.

Process

These processing options enable you to specify how the system processes the security deposit refund.

1. Refund Generation	Specify whether to generate refunds for tenants that have open invoices (unpaid debts). Values are: Blank: Disregard unpaid debts. The system produces a refund for tenants that have open invoices. 1: Refund only if debts paid. The system produces a refund only for those tenants who do not have open invoices (debts are paid).
2. Refund Amounts	Specify whether to refund the full amount of the security deposit or to subtract open invoices (unpaid debt) from the security deposit and refund the difference. Values are: Blank: Full refund. The system generates a refund for the entire amount of the security deposit. 1: Deposit less unpaid debts. The system subtracts open invoices from the security deposit and refunds the difference.
3. Refund Generation Processing	Specify whether to generate a standard or partial refund. A standard refund includes refunds from which open invoices (unpaid debts) are subtracted. To designate a partial refund you must also complete the corresponding processing options to designate the amount or percent of the refund that you want to process. You cannot process full and partial refunds together; you must run the program separately for each. Values are: Blank: Process a standard refund. 1: Process a partial refund. The system determines the amount of the refund to process based upon the settings of the Partial Adjustment Indicator and Partial Refund Amount/Percent processing options.
4. Create Refund Batches	Specify whether to print a report and generate refund batches, or print a report only. Values are: Blank: Print a report only. The system prints a report of the transactions selected for processing, but does not create refund batches or update tables. 1: Create refund batches. The system creates the security deposit refunds, updates the appropriate tables, and prints a report.
5. Security Deposit Status	Specify whether the system updates the Security Deposit Applied Status field (SDAP) to R when the security deposit has been fully refunded. The system displays the status of the security deposit in the DS field on the Security Deposit Revisions form. Values are: Blank: Update the security deposit status to R. 1: Do not update.

Std Refund

These processing options enable you to specify the bill codes used to select the security deposit records to refund.

1. Select or Omit Bill Codes for Standard Refund

Specify whether to process standard refunds by bill code. You can either select or omit the transactions to refund based on the bill codes entered. You can enter up to five bill codes to use or exclude. Values are:

Blank: Process standard refunds for all bill codes.

1: Process.

2: Do not process standard refunds for the bill codes entered in the Standard Refund Bill Codes processing options; process refunds for all other bill codes.

Standard Refund Bill Code 1 through Standard Refund Bill Code 5

Use this processing option, in conjunction with the Select or Omit Bill Codes for Standard Refunds processing option, to specify the bill codes to use as selection criteria for the security deposit records to refund.

Note. The system selects only bill codes that are assigned to a security deposit group regardless of whether you select or omit them.

Partial Refund

These processing options enable you to specify how to process partial refunds, and the bill codes to use to select the security deposit records to refund.

1. Partial Adjustment Indicator	Specify whether the value entered in the Partial Refund Amount/Percent processing option indicates an amount or a percentage. Values are: Blank: Percentage 1: Amount
2. Partial Refund Amount/Percent	Specify either the percentage of the full refund amount or the amount of the partial refund, based on the setting of the Partial Adjustment Indicator processing option. Note. Enter percentages as whole numbers. For example, enter 5 for 5 percent (not .05).
3. Partial Refund Transaction Currency	Specify the transaction currency (CRCD) to use to select the unapplied receipts to generate a partial refund. For partial refunds, you must refund the security deposit in the same currency in which it was received. If you need to generate partial refunds in multiple currencies, you must run the program separately for each transaction currency. If you use multicurrency, you must specify a value in this processing option. If you do not use multicurrency, the system ignores this option.
4. Select or Omit Bill Codes for Partial Refund	Specify whether to process partial refunds by bill code. You can either select or omit the transactions to refund based on the bill codes entered in the Partial Refund Bill Codes processing options. The bill codes that you enter must be assigned to a security group or the system ignores them. Values are: Blank: Process partial refunds for all bill codes. 1: Process. 2: Do not process partial refunds for the bill codes entered in the Partial Refund Bill Codes processing options; process refunds for all other bill codes.
Partial Refund Bill Code 1 - Partial Refund Bill Code 5	Use this processing option, in conjunction with the Select or Omit Bill Codes for Partial Refunds processing option, to specify the bill codes to use as selection criteria for the security deposit records to refund. Note. The system selects only bill codes that are assigned to a security deposit group regardless of whether you select or omit them.

Versions

These processing options enable you to specify the versions of the programs to run when the system generates the vouchers to refund the security deposit.

1. Journal Entry MBF (P0900049)	Specify the version of the Journal Entry MBF Processing Options program (P0900049) to use to generate vouchers. If you leave this processing option blank, the system uses version ZJDE0001.
2. Voucher Entry MBF (P0400047)	Specify the version of the Voucher Entry MBF Processing Options program (P0400047) to use to generate vouchers. If you leave this processing option blank, the system uses version ZJDE0001.

Posting Security Deposit Refunds and Adjustment Batches

After you generate the transactions to refund the security deposit, you must post the batches to the general ledger to update the appropriate account information. According to the organization's policies, you might require management approval before you post either the receipt or the voucher batches. The process to review and approve batches is the same regardless of the batch type.

Note. The programs to review, approve, and post receipt and voucher batches are located on the Security Deposits menu (G1515).

The Security Deposit Refund Generation program creates two batches of transactions to post as listed in this table:

Batch Type	Description
Receipt batch (batch type RB)	You use the Receipts Journal Review program (P0011) to review and approve receipt batches. When batches are approved, you post them using the Post Receipts program (R09801). When you post the receipt records that were generated to refund the security deposits, the system debits the AR trade account (based on the unapplied billing code entered on the receipt) and credits an adjustment account associated with the AAI item RAxx, wherexxis the reason code that you enter in the corresponding processing option.
Voucher batch (batch type V)	You use the Voucher Journal Review (P0011) to review and approve voucher batches. When batches are approved, you post them using the Post Vouchers program (R09801). When you post vouchers generated to refund security deposits, the system debits the adjustment account (that is credited when you post the receipt) and credits the AP trade account for the voucher. The system locates the AP trade account from the AAI item PCxxxx, wherexxxxis the GL offset entered in the corresponding processing option.

Prerequisite

Before you complete the tasks in this section:

Verify that the AAI item RAxx is set up, where xx is the adjustment reason code entered in the corresponding processing option, for the company entered on the receipt.
Verify that the AAI item PCxxxx is set up, where xxxx is the GL offset entered in the corresponding processing option, for the company entered on the receipt.

Display All Versions	Displays all versions. All Lease versions are displayed with a check mark denoting the Version defined in the Processing Options (CURRENT or LAST). If left blank (default), only the Lease Version defined in the Processing Options is displayed.
No Deposit	Displays leases that have no security deposit attached. When No Deposit is selected, the system displays only Leases that do not have a Security Deposit attached.
Deposit Attached	Displays leases that have a security deposit attached. When Deposit Attached is selected, the system displays only Leases that have a Security Deposit attached. When you enable this option, the system displays the Deposit Not Refunded option.
All	Displays all leases. When All is selected, the system displays all Leases. When you enable this option, the system displays the Deposit Not Refunded option.
Deposit Not Refunded	Select this option for the system to display leases for which the security deposit has been refunded.
Show Default Version Only	Displays only default version records. Only the default Lease Version records are displayed. If left blank (default), all Lease Version records are displayed.
Deposit Type	Enter the user-defined code (UDC) (15/ED) that indicates the reason for the security deposit. Examples include key deposit, utilities deposit, and rent deposit.
D S (Security Deposit Applied Status (SDAP))	Enter the UDC (15/SD) that the system assigns to indicate whether the security deposit has been billed or refunded. Values are: B: Billed (an invoice has been generated). R: Refunded.
Create Invoice	Enter the code that specifies whether to generate an invoice to send to the tenant for the security deposit. Values are: Blank: Do not generate. Y: Generate. If you enter Y in this field, you must access the manual billing program by choosing Create SD Invoice from the Form menu. If you do not select Create SD Invoice, the system displays a warning message. You can select Create SD Invoice from the Form menu at any time, as long as the value in this field is Y. Otherwise, the system displays an error message when you try to access the Form menu. Note. You must select Create SD Invoice from the Form menu to enter the manual billing record that the system uses to generate the invoice. The system updates the posted code on this record to D to prevent it from being posted to the Accounts Receivable system. Do not use the Manual Billing Entry program from the menu to create the billing record for the security deposit invoice. Because the system does not update the posted code automatically, you might inadvertently post the security deposit billing record to Accounts Receivable and erroneously update account information.
V S (version suspend code)	Enter the code that indicates whether a billing record is suspended by the versioning process. Values are: Blank: Active. The billing record is not suspended. 1: Suspended. The billing record is suspended by the versioning process. A new billing record might exist for the next (subsequent) version of the lease.
Alternate Payee	Enter the address book number of the person or company responsible for payment of rent and charges related to the lease. This might not be the same number as the tenant. If the person to receive the refund is different from the tenant on the lease, you must set up a supplier master record in addition to the address book record before you can complete this field. The program provides a Form menu exit to an Address Book program, from which you can access the Supplier Master Information program (F0401).