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FAQ: Accounting: General

Accounting Integrations

See Integrating with an internal accounting system.

Bills

Why isn’t the Bills tab isn’t showing up on one of our files?

  • Make sure that the file has a property on it, and that the property’s state/county is enabled on a Bills ledger.
  • Go Admin/Accounting/Ledgers and edit the appropriate Bills ledger. Enable the file’s state/county in that ledger.
  • Make sure that the user has the Tabs: View Bills enabled.

On the Bills tab, the user does not have the Edit button when they select View/Edit on an existing Bill. Why? 

  • Make sure the bill has not been paid or voided. Once the bill has been Paid or Voided it can no longer be edited and the Edit Button is not displayed.
  • Make sure the internal user’s General Access role called Ledgers: Change Fee Type and the corresponding Ledger-Specific role Change Fee Type are enabled.

General

How does Escheating determine which checks to Escheat?

The system searches for items that were Issued before a given time period set for the state. This time period is found in the table StateEscheat – the RetainYears column along with the Period Ending column.

For example, if it was run on 5/1/2012, and the state’s PeriodEnding is set to 7/1, and the RetainYears is set to 3, the system would look for checks issued for properties in that state that haven’t been cleared and were Issued before 7/1/2009.

How do I put signatures on checks?

In Admin/Accounting/Bank Accounts you can set the signatures that will appear on checks. These images need to be in GIF format. For the primary signature, you can also check the “Use User Signature If Available” checkbox (see next item).

In Admin/Internal Users you can check the Use on Checks checkbox to override the signature that’s on the bank account if the bank account has Use User Signature if Available checked.

I need to have multiple Ledgers available in a single State/County. How do I accomplish this?

One account must be set up as the default account for a given State/County. In Admin/Accounting/Ledgers, edit the account that should be the default and Enable that account for its states/counties. When a user goes into a file and accesses the ledger’s tab for the first time, the system will assign this “default” ledger to the file.

In Admin/Internal Users, or Admin/Internal User Role Groups, change the roles of the users/groups that need to be able to change the ledgers:

  • Enable the General Access Role Ledgers: Reassign Ledger. There are two other roles that you might enable for the users/groups as well:
    • Ledgers: Reassign Ledger After Transactions Made: If the user/group needs to be able to reassign the ledger even after receipts/disbursements have been made, as long as all transactions have been voided.
    • Ledgers: Reassign Ledger For Zero Balanced File: If the user/group needs to be able to reassign the ledger even after receipts/disbursements have been made, even if all transactions have NOT been voided. But, it does require that the balance on the ledger be zero.
  • Enable the same roles in “Ledger-Specific Roles” for each ledger that the user should be able to change. If you want the user to be able to do this for all ledgers, you can simply click the Copy Ledger Roles to All Ledgers button.

Now, inside a file on the Settlement/Postings tab, if the user has the proper role(s) enabled for the current ledger, they’ll be able to change the ledger. The name of the current ledger showing to the right of the Ledger label becomes a dropdown that the user can select from.

If you don’t like the idea of having a “default” ledger, you can use another approach:

  • Create a dummy ledger called “Select Me”. Don’t give users the ability to receipt/disburse funds on this ledger, but do give them the ability to “Reassign Ledger”.
  • Now, when a file is opened for the first time, the user won’t have any way to receipt/disburse funds until they change the ledger from “Select Me” to a valid ledger.

Why can’t an underwriter be removed once funds have been deposited or disbursed on a file?

In this case, you can change the underwriter via the Admin/Modify Files panel

I don’t want the bank account name and account number to appear on checks’ stubs.

Email support. In the BankAccount database table, the HideAccountNumberOnCheckStub field must be set to true.  There is not a way to get to this field through the Resware user interface; it has to be done through the database.

I did a stop payment on a check by mistake. Is there any way to undo it?

There isn’t a way to undo it but here is a way you can fix it. You’ll need to request/reissue the check again, but then don’t print it. Instead, double-click on it to edit it and put in the same issue date and check number manually from the original check. If you don’t have the admin rights to edit the issue date and check number, you’ll need to get with your Resware administrator.

Create a new file. Make the property anything you want, but it may be best to have the street name be the name of the account. For example, the street number could be “Georgia” and the street name be “Bank Fees”. Likewise, make the Buyer also be named “Georgia Bank Fees”.

Use Admin/Modify Files to change the file number from whatever it is currently to something logical, like “GeorgiaBankFees”.

If you have multiple bank accounts that you want to do this with, it will make sense to have all of the file names to be similar – start with the name of the account (Georgia, Ohio, Virginia, etc) and end with what you’re tracking in the file, such as “Sweeps”, “OpeningBalance”, or “BankFees”.

You can also locate files via the Search/Files menu. Then in the filename field, type in “%BankFees” to locate all of the files that end in “BankFees” (the “%” in the search field is a wildcard).

To enter a receipt or disbursement:

  • Go into the file that you need to add an item to, and go to the Settlement/Trans After Closing tab.
  • In there, create a new disbursement and/or receipt, enter the amount, set the “Group” to “Print”, and make the “HUD Partner” be the Buyer, which should be named something like “Georgia Bank Fees”.
  • Then go to the Postingstab.
    • If you have a receipt, post the receipt as a wire.
    • If you have a disbursement, disburse it as a wire, then double-click on the wire you just disbursed and put anything into the “Confirmation Number” field (an “x”, a “1” – anything). This will mark the wire as disbursed (instead of “pending”).
    • If you need to change the receipt or disbursement date, double-click on the item and change the date as needed.

Why am I getting this error when using “Mark Reviewed” in Accounting/Review Outgoing Wires?  “Users Must Be Unique – This wire can’t be marked reviewed because it was created or already marked by you but users marking wires must be unique:”

There are two office options that give this message: Accounting: Outgoing Wires: Marking Users Must Be Unique and Accounting: Outgoing Wires: Enable Second Reviewer.

How do I get the button New Incoming for non-file transactions?

Enable the general access role Post Receipts, and enable the same role for each ledger for which you need the New Incoming button in non-file transactions.

My user is needing to be able to change the posting date of disbursements from the recording fees & holdings tab for some of our offices. How do I grant her access to do that?

It is role ID: 1089 Ledgers: Change Check Issued Date for both general access and ledger specific.

Receivables and Invoicing

Which rights control which buttons on the receivables tab and in the invoicing area?

Receivables tab:

  • Ledgers: Change Check Issued Date – Receivables/New/”Requested” date
  • Ledgers: Change Fee Type – Receivables/”Edit Entry Items” panel to change fee type and fee amount
  • Ledgers: Request Disbursements – Receivables/”New” and “Delete” buttons
  • Ledgers: Unvoid Checks – Receivables/”Unvoid” button
  • Ledgers: Void Receipts – Receivables/”Void” button

Accounting/Invoices panel:

  • Ledgers: Invoices: Add and Remove Adjustments – Accounting/Invoices/”Adjustment” button
  • Ledgers: Invoices: Create Invoices – Accounting/Invoices/”Create Invoice” button (this also controls “Create Invoice From Selected” on Receivables)
  • Ledgers: Invoices: Create Invoices Across Multiple Files – Accounting/Invoices/”Create Invoice” button.  If this isn’t enabled and “Create Invoices” is, the user can still create invoices for a single file, but will get an error if they select receivables items for multiple files and try to use “Create Invoice.”
  • Ledgers: Invoices: Delete Invoices – Accounting/Invoices/”Delete”
  • Ledgers: Invoices: Receive Payments – Accounting/Invoices/”Receive Payment”
  • Ledgers: Invoices: View Estimated Invoice – Receivables/”View Estimated Invoice”
  • Ledgers: Invoices: Void Invoices – Accounting/Invoices/”Void”

The Receivables tab isn’t showing up on one of our files. Why?

Make sure that the file has a property on it, and that the property’s state/county is enabled on a Receivables ledger. Go to Admin/Accounting/Ledgers and edit the appropriate Receivables ledger. Enable the file’s state/county in that ledger.

Make sure that the user has the Tabs: View Receivables is enabled.

The Receivables Tab is now showing but the user only has the View/Edit button. What do you turn on so they have the New, Delete, and Void buttons? 

There are three general access roles: Tab: View Receivables, Ledgers: Create Invoices, and Ledgers: Request Checks/Wires. Enable Ledger: Request Disbursements to get the “New” and “Delete” buttons.

Note: Don’t forget to enable the roles on the specific ledger for the user too! Ledger-specific roles must be enabled in addition to the general roles.

When are partner non-settlement ledger fees added to a file? 

It depends on the setting of the office option Ledgers: Populate Non-Settlement Ledger Fees When Partner Added to File. If this office option is enabled, then fees are added when the partner is added to the file.  If this office option is not enabled, the fees will only be added when an action effect is triggered for Marking Done Adds Non-Settlement Leger Fees.

Updated on October 25, 2022

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