How to add Credits for Projected Move Outs (with Billing Center)

Use this guide to add Credits to resident billing when a projected Move Out date is known. 

This workflow specifically: 

• Includes a critical validation step using the Billing Center to ensure financial accuracy. 

• Applies to communities with the "Hotel Rules" Floor Plan settings enabled. 

Step 1: Add Financial Move Out Date 

First, establish the move-out date on the resident's profile.

1. Navigate to the resident's profile and expand the Move In & Community Information section.
2. Locate the Financial Move Out Date field.
3. Click the calendar icon to select the future move-out date. 
4. Scroll down and click Update to save.  

Step 2: End Services on Resident Profile 

Next, end the recurring charges to generate the necessary prorated credits.

1. Scroll down to the Billling > Recurring Charges section on the resident's profile. 
2. Locate an active charge and click Options > End Service.
3. Select the Service End date to match the Financial Move Out Date entered in Step 1.
4. Click End Service. 

5. Impact Review: ALIS will automatically generate a credit based on the date selected.

   1. 'Action' dropdown: Leave this set to Add Credit.

   2. 'To' dropdown:

      1. If the service ends in the current month: Select the specific invoice to apply the credit immediately.

      2. If the service ends in a future month (no invoice yet): Select Unapplied Credits.

6. In the Impact Review that appears, ALIS auto-generates a credit based on the Service End date. Review the highlighted credit period and Date to ensure accuracy. Then, take these steps: 

   1. Keep the Action dropdown menu set to Add Credit.

   2. In To dropdown menu, make a selection: 

      • If the service was ended for the current month, select the specific invoice and add the credit to an existing month's invoice.  

      • If the service was ended for a future month with no invoices, select Unapplied Credits. 

   3. Click Submit to save. 

7. Repeat End Service for all active recurring charges. 

Step 3: Process the Billing Center event 

Last, use the Billing Center as a safeguard to verify that all services were ended correctly. 

1. Navigate to the Billing Center and locate the triggered Move Out event.

2. Click Process on the triggered event.

3. In the Event Details page, complete the following checks: 

   • All Recurring Charges display a Service End date. 

   • All dates are accurate. The Financial Move-Out Date shown here should match the Credit period start date. The Service End Date(s) should reflect the Financial Move-Out Date entered on the resident profile.

4. Scroll to the top and click the green Complete Task button.

If services were NOT ended: 

If services were not ended on the resdient profile in Step 2, you must end them here. 

Important Date Logic: When ending services from the Billing Center, you must set the Service End Date to the Financial Move Out date entered on the resident profile. Note that this is day prior to the Financial Move Out Date shown in the Billing Center. 

1. Locate the resident's active charges and click Options > End Service. 

2. Select the correct date (same Financial Move Out Date as entered on the resident profile) and click End Service. 

3. Impact Review: ALIS will automatically generate a credit based on the date selected.

   1. 'Action' dropdown: Leave this set to Add Credit.

   2. 'To' dropdown:

      1. If the service ends in the current month: Select the specific invoice to apply the credit immediately.

      2. If the service ends in a future month (no invoice yet): Select Unapplied Credits.

4. Repeat End Service for all active charges. 

5. Once all charges are ended, scroll to the top of the page and click Complete Task. 

What if the Move-Out date changes? 

If the actual move-out date differs from the originally projected date, you must update the resident's profile and adjust the previously issued credits to reflect the new timeline.

Step 1: Update the Financial Move Out Date

1. Navigate to the resident's profile and expand the Move In & Community Information section.

2. Update the Financial Move Out Date field to the new, confirmed date.

3. Click Update to save.

Step 2: Adjust the Credit & Service End Date 

You must now locate and correct the credit that was generated based on the initial projection. The steps you take will differ based on whether you applied the credit to a specific invoice or created it as an Unapplied Credit (to apply to a future invoice). 

If the Credit was applied to an Invoice:

1. Scroll down and expand the Invoices section on the resident's profile.

2. Locate the specific invoice where the credit was applied and click Options > Edit.

3. Find the credit line item and click the Trashcan Icon (to unapply it from this invoice).

4. In the pop-up, type the deletion reason and click Delete.

5. At the top of the invoice, click the Back to Invoices button to navigate back to the resident's profile.

6. Expand the Credits section. 

7. Locate the specific credit and click Options > Edit.

8. In the pane that opens to the right:

   1. Update the Credit Service Period: Adjust the dates to match the new move-out timeline.

   2. Click Save.

If the Credit is 'Unapplied':

1. Scroll down and expand the Credits section on the resident's profile.

2. Locate the specific credit and click Options > Edit.

3. In the pane that opens to the right:

   1. Update the Credit Service Period: Adjust the dates to match the new move-out timeline.

   2. Click Save. 

Step 3: Update the Service End Date (Recurring Charges) 

1. Navigate to the Recurring Charges section on the resident's profile.

2. Locate the charge that was ended and click Options > Edit Charge.

3. Update the Service End Date to match the new Financial Move Out Date. 

4. Click Submit to save. 

For more assistance with Credits,

Contact our ALIS Customer Success Team:

888.404.ALIS(2547) or support@go-alis.com