When a resident moves out, you'll end their recurring charges, review the billing impact, settle any final charges or credits, and lock their billing to close the account.
Before you begin
Know the resident's last paid day, the final date they are financially responsible for each service. You'll use this as the Service End Date on every recurring charge. Your organization's move-out policy determines this date, so confirm it before you start.
Planned vs. Short-Notice Move-Outs
The recommended workflow is the same whether the move-out is planned or short-notice. The key is to end each recurring charge with the correct Service End Date, use the Impact Review to decide how to handle the resulting credit, and get the resident's balance to $0 before locking billing.
Step 1: End each recurring charge
End every billing item on the resident's account so no new charges generate.
- On the resident profile, open the Recurring Charges section.
- For each recurring charge, click Options > End Service.
- Set the Service End Date to the resident's last paid day.
- Click End Service.
⚠️Important: Repeat for every recurring charge on the account: rent, care, and any other billing items. Any charge you leave active will keep generating invoices and prevent you from locking billing later.
Step 2: Review the billing impact
When you end a service mid-period, ALIS shows an Impact Review so you can see how the change affects the resident's balance before you commit.
You have two options for the resulting amount:
- Apply it to an existing invoice, or
- Leave it as unapplied credit.
If you expect to issue a refund for any reason, leave the amount as an unapplied credit rather than applying it. You'll refund from that credit later.
Step 3: Invoice any incidental charges
If the resident has incidental charges, create an invoice for just those incidentals. This is the resident's final invoice.
Invoicing the incidentals is recommended even when a credit is available, because it lets you apply the credit to that invoice and drive the balance toward zero.
Step 4: Move the resident out
Once charges are ended and any final invoice is created, click the Move Out button at the top of the resident profile and complete the move out details. Click Confirm Resident Move Out.
Step 5: Lock billing
To lock billing, the resident's billing account balance must equal $0. Locking billing closes the account and prevents new charges from being created. It can be undone if needed.
Before ALIS will let you lock billing, two conditions must be met:
- All recurring charges are ended (complete Step 1 for every charge if you haven't already), and
- Any unapplied credits are applied or refunded.
When the balance is $0 and both conditions are met, click Lock Billing at the top of the Billing section.
If you can't lock billing
If the resident still has a balance, ALIS won't let you lock billing. Until billing is locked, the resident will continue to appear on the Aging Report, even after being marked as moved out, because they carry an open balance.
Recheck that every recurring charge has the correct Service End Date and that all credits have been applied or refunded, then lock billing.
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