Esite Fundamentals - Basic - Quiz, Flashcards & Trivia

1. It is important to review your cash batch to look for errors and/or misapplied payments before approving the batch.

True

False

It is very important to review your batch before approval. Many errors can be caught and corrected before the batch gets approved.

Explanation

It is very important to review your batch before approval. Many errors can be caught and corrected before the batch gets approved.

2. Any and all billing adjustments should be entered through ____________ in eSite.

An adjustment to a bill should ALWAYS be done under Billings

Explanation

An adjustment to a bill should ALWAYS be done under Billings

Submit

3. Anything related to a payment should be entered through ___________ in eSite.

Anything related to a payment should be entered through Pay & Adjust. It may be helpful to remember the difference between a billing and a payment is that a payment involves cash received whereas a billing does not.

Explanation

Anything related to a payment should be entered through Pay & Adjust. It may be helpful to remember the difference between a billing and a payment is that a payment involves cash received whereas a billing does not.

Submit

4. When rate change notices are received for past months it's OK to overwrite lines on the recurring charge screen.

True

False

It is never OK to overwrite lines on the recurring charge screen. An Ends date needs to be added for the old rate and a new line should be added for the new rate.

Explanation

It is never OK to overwrite lines on the recurring charge screen. An Ends date needs to be added for the old rate and a new line should be added for the new rate.

5. Which of the following are reasons why an account might have a credit balance?

An overpayment

A billing error

Payment timing (i.e payment was received before the 1st of the month billing)

All of the above

All of the above items could be a reason why an account has a credit balance.

1. When a payment is received for an amount that is greater than what we billed it will result in a credit balance.

2. When a rate change notice is not entered/billed but payment for the new rate is received it will create a credit balance. This happens often with SHA rate changes.

3. If a payment is received on an account before the account has been billed the payment will create a credit balance.

Explanation

All of the above items could be a reason why an account has a credit balance.

1. When a payment is received for an amount that is greater than what we billed it will result in a credit balance.

2. When a rate change notice is not entered/billed but payment for the new rate is received it will create a credit balance. This happens often with SHA rate changes.

3. If a payment is received on an account before the account has been billed the payment will create a credit balance.

6. What step is required before changing the recurring charges on a resident to a new rent amount?

Change the quoted rent amount to reflect the new rent amount in Leasing then Recurring Charges

Change the Stop Billing Date in Leasing then Recurring Charges

Change the amount on their Lease Agreement

Changes to a resident's rent amount are always made in Leasing, Recurring Charges by ending the previous rent amount at the end of the month and entering the new rent amount for the 1st date of the next month. You should always have backup in the resident file to support the change.

Explanation

Changes to a resident's rent amount are always made in Leasing, Recurring Charges by ending the previous rent amount at the end of the month and entering the new rent amount for the 1st date of the next month. You should always have backup in the resident file to support the change.

7. As of 10/15 a tenant has a past due balance of $100. On 10/30 the tenant pays $50. On 11/1 the tenant is billed $950 for November rent. What is the tenant's ending balance as of 11/1?

$1050

$950

$800

$1000

$100 balance - $50 payment = $50 balance + $950 billing = $1000 ending balance

Explanation

$100 balance - $50 payment = $50 balance + $950 billing = $1000 ending balance

8. Which step has to be completed on all accounts to consider a tenant fully moved out and the tenant's account "closed?" Tip - there may be more than one that could apply but one answer applies to EVERY move-out.

Process refund and forfeit of security/other deposits

Process billing adjustment

Process payment

None of the above

Since we collect deposits from all tenants, an account is not fully closed until the refund and forfeit has been entered onto the account.

Explanation

Since we collect deposits from all tenants, an account is not fully closed until the refund and forfeit has been entered onto the account.

9. On the 1st of the month a resident is billed for that month's rent. What effect does this have on the resident's total account balance?

This has no effect on the total account balance

The total account balance increases

The total account balance decreases

None of the above

The regular monthly billings will always increase the total account balance.

Explanation

The regular monthly billings will always increase the total account balance.

10. A payment has been received on an account but was later returned as NSF. What effect does this have on the resident's total account balance?

The NSF check decreases the total account balance

The NSF check increases the total account balance

The NSF check has no effect on the total account balance

None of the above

When a check is returned as NSF it is reversed from the resident's account leaving the account as if no payment was ever received. The payment reversal will increase the total account balance.

Explanation

When a check is returned as NSF it is reversed from the resident's account leaving the account as if no payment was ever received. The payment reversal will increase the total account balance.

11. What type of charges may be applicable at move-out?

Prorated rent based on move-out date

Damage/Other move-out related charges

Refund and/or forfeit of security deposit

All of the above

All of these may be charges that are needed at move-out

Explanation

All of these may be charges that are needed at move-out

12. ESite will allow you to enter a new application on a unit of a resident that you are trying to evict.

True

False

No, you can only enter new applications for units that are already vacant or on notice to vacate.

Explanation

No, you can only enter new applications for units that are already vacant or on notice to vacate.

13. It is OK to apply open HUD/SHA credits to Rent amounts due.

True

False

It is NEVER OK to apply HUD/SHA payment to Rent amounts due

Explanation

It is NEVER OK to apply HUD/SHA payment to Rent amounts due

14. You discover a misapplied payment on a resident account. You discover the rent for #211 was applied to #311 in error. How do you correct the mistake?

Reverse the payment from the Adjustment Batch and re-apply the payment.

Call Accounting for Assistance.

Go to View & Edit of the Cash Batch and reverse all payments.

If the batch is already approved, go to View & Edit of the associated Cash Batch and hit reverse. Re-enter the payment in Pay & Adjust as usual to create a Zero Cash Batch. This correction also will require a Cash Batch Correction Form to accompany the Zero Cash Batch.

Explanation

If the batch is already approved, go to View & Edit of the associated Cash Batch and hit reverse. Re-enter the payment in Pay & Adjust as usual to create a Zero Cash Batch. This correction also will require a Cash Batch Correction Form to accompany the Zero Cash Batch.

15. You received a payment for $750 and find the following pay & adjust screen when you go to post the payment. What does the pay & adjust screen indicate might be a problem on this account?

Nothing stands out - there's no problem

There may be a possible double billing

The tenant has past due balances

Both B and C

There are two lines showing under the same income code, same due date and same amount. This indicates that there may be a double billing on the account.

Explanation

There are two lines showing under the same income code, same due date and same amount. This indicates that there may be a double billing on the account.

16. Today is 10/15 and you receive a SHA notice that a tenant's Rent is increasing from $250 to $275 effective 11/1. Which of the following Recurring Charge screen is the one with the correct setup?

Option #2 is the correct setup

#1 is missing the Ends date on the old rate
#3 is missing the Next Due date so the account would not have billed in November
#4 the Pro-In date is wrong

Explanation

Option #2 is the correct setup

#1 is missing the Ends date on the old rate
#3 is missing the Next Due date so the account would not have billed in November
#4 the Pro-In date is wrong

17. On the transaction inquiry screen what shows up under the Charge column?

Payments and Payment Adjustments

Billings and Billing Adjustments

Billings less Payments

None of the above

The charge column will always show billings and billing adjustments. Unless it is a negative billing adjustment this amount should always be a positive amount because a billing will add to the total account balance.

Explanation

The charge column will always show billings and billing adjustments. Unless it is a negative billing adjustment this amount should always be a positive amount because a billing will add to the total account balance.

18. Suzie Q. of unit #310 has presented you with a check for two months of rent payments. Where do you record this activity in eSite?

Ledger then go to Pay & Adjust

Ledger then go to Billings

Ledger then go to Bulk Pay/Bill

Ledger then go to Cash Batches

Rent payments are recorded in by going to Ledger then Pay & Adjust.

Explanation

Rent payments are recorded in by going to Ledger then Pay & Adjust.

19. What is the purpose of reviewing the Lost Rent report?

To make sure vacancy loss is only showing for units that are vacant

To make sure that new move-ins or move-outs have been billed for prorates

To make sure tenant's don't have past due amounts

Both A and B

The Lost Rent report is used as a way to verify that all accounts have been billed correctly. The Report looks at what the Recurring Charge screen says should be billed and compares it to what was actually billed. The report will show any accounts which were billed an amount different than what shows on the Recurring Charge screen.

Explanation

The Lost Rent report is used as a way to verify that all accounts have been billed correctly. The Report looks at what the Recurring Charge screen says should be billed and compares it to what was actually billed. The report will show any accounts which were billed an amount different than what shows on the Recurring Charge screen.

20. A tenant receives a notice of past due rent and comes to your office stating that the check they submitted for rent was not applied to their account but has cleared their bank account. Where is the best place to go in eSite to see if the missing check was applied to the wrong tenant's account?

Review transaction inquiry screen of the tenant in your office

Review the pay & adjust screen for all tenants

Go to Inquiry - Check Number Inquiry and enter check number

Review cash batches from the time the check was submitted

If check numbers are entered exactly as they appear on the physical check when posting payments you will be able to find which account the payment was applied to by using the Check Number Inquiry feature in eSite.

Explanation

If check numbers are entered exactly as they appear on the physical check when posting payments you will be able to find which account the payment was applied to by using the Check Number Inquiry feature in eSite.

21. What limitation does the balance shown on the transaction inquiry screen have?

It combines SHA/HUD and Rent balances into one balance

None - it reflects the true account balance

It doesn't give you a clear picture of who owes what

Both A and C

The balance shown on the transaction inquiry screen will combine all balances regardless if they are tenant or subsidy owed into one balance. There can even be times when an account balance is zero but the pay & adjust screen shows an amount due under Rent and a credit for the same amount under SHA. The delinquency report is the best place to check to see who owes what.

Explanation

The balance shown on the transaction inquiry screen will combine all balances regardless if they are tenant or subsidy owed into one balance. There can even be times when an account balance is zero but the pay & adjust screen shows an amount due under Rent and a credit for the same amount under SHA. The delinquency report is the best place to check to see who owes what.

22. What charges should be added at move-in on all accounts?

A billing for security and/or other deposits

A billing for the first full month of rent

A billing for prorated rent based on move-in date

Both A and B

Both A and C

All accounts should be billed for any required deposits as well as a prorated rent based on move-in date.

Explanation

All accounts should be billed for any required deposits as well as a prorated rent based on move-in date.

23. Due to an error on the recurring charge screen an account was double billed. Which eSite feature would you use to correct the double billing?

Pay & Adjust

Billings

View/Edit & Reverse

Either B or C

Since this is a billing error you would use Billings or View/Edit & Reverse to correct the situation.

Explanation

Since this is a billing error you would use Billings or View/Edit & Reverse to correct the situation.

24. When should the Charge/Adj column on the Pay & Adjust screen be used? The last column on the income code line on the far right as shown below.

When entering billing adjustments

When entering payments

When reversing payments

Never

This column should NEVER be used. You always want to use the Payment column.

Explanation

This column should NEVER be used. You always want to use the Payment column.

25. Continuation of last question. Where would you go to confirm your suspicion about this account?

Transaction Inquiry

Tenant File

Recurring Charge Screen

Resident History Report

All of the above

All of the above are places you could go to verify a double billing.

Explanation

All of the above are places you could go to verify a double billing.

26. Where do you go to get instructions or directions to perform common eSite functions?

eSite Tips & Tools contain detailed instructions that include screenshots for eSite functions.

Explanation

eSite Tips & Tools contain detailed instructions that include screenshots for eSite functions.

Submit

27. A payment was received from SHA but it was misapplied as Rent. Which eSite feature would you use to correct the payment posting?

Pay & Adjust

Billings

View/Edit & Reverse then Pay & Adjust to re-post under correct income code

Either A or C

Anytime you making an adjustment to a payment it must be done through Pay & Adjust or View/Edit and Reverse and then Pay & Adjust to re-post to the correct income code.

Explanation

Anytime you making an adjustment to a payment it must be done through Pay & Adjust or View/Edit and Reverse and then Pay & Adjust to re-post to the correct income code.

28. The formula for calculating account balances is Billings + Payments = Balance.

True

False

The correct formula is Billings - Payments = Balance

Explanation

The correct formula is Billings - Payments = Balance

29. When reviewing 3-day notices make sure outstanding amounts due are on the notice.

True

False

Only past due rent should be included on a 3-day notice.

Explanation

Only past due rent should be included on a 3-day notice.

30. Delinquency Reports should be reviewed at least once a month.

True

False

Delinquency Reports should be reviewed weekly until all outstanding balances are paid in full. Delinquency Reports and explanations are due to your PM by the 10th of the month and each week after until all issues have been resolved.

Explanation

Delinquency Reports should be reviewed weekly until all outstanding balances are paid in full. Delinquency Reports and explanations are due to your PM by the 10th of the month and each week after until all issues have been resolved.