This article will explain the process for a Client user to apply processing and closing fee (AKA, Transfer Fee, Legacy Account Closure Fee, Change of Records Fee, etc.) payments in the Client portal.

TABLE OF CONTENTS

Applying Checks to Processing Invoices (Orders)
Applying Checks to Closing (Transfer Fee) Invoices

Applying Checks to Processing Invoices (Orders)

Step 1: Enter the Order Number

From the "Mail Room" page, click "Apply a check to an order"
Enter the Order Number. Below are a few things to note:
1. When you enter an order number, the system checks to see if it's valid. If so, you'll get a green checkmark.
2. After entering an order number, you'll see the "Total Balance" of any processing/closing invoices related to the order.
Choose the invoice you want to apply your check to.
1. If the check is for a processing fee, select "Processing" and move to Step 2: Enter the Processing Check Details.
2. If the check is for a closing fee, select "Closing" and skip ahead to the Applying Checks to Closing Invoices section of this article.

Step 2: Enter the Processing Check Details

Enter the Check Details (all fields are required):

Check Date must be typed in MM/DD/YYYY format, or must be chosen using date picker.
Check Number can only contain numbers.

Step 3: Apply the Check to the Processing Invoice

Click "Add Check"
Click "Add Check" to apply the check to the invoice:

You will see a success message if the check posts successfully:

Note: You can apply a partial payment with a check, but you CANNOT overpay an invoice. If a check is for more than the invoice amount, you may either reach out to the shopper and request that they submit a check for the correct amount, OR you may apply the check for the invoice total and deposit for the full amount, specifying the overpayment to another GL Account.

Applying Checks to Closing (Transfer Fee) Invoices

Closing fees are those that are collected ONLY if the sales close and are separate from processing fees. Each Client may use different terminology for these fees, included but not limited to:

Transfer Fees
Legacy Account Closure Fee
Change of Records Fee

Before a check can be applied to a closing invoice, the closing must be confirmed. Closings can be confirmed by one of the following:

The shopper - We send the shopper a request to confirm the closing on the closing date provided. If they choose, they can confirm the closing in the Marketplace.
The client - If the shopper does not confirm the closing, it will need to be confirmed before entering the check.

You may occasionally receive a check that would need to be applied to a closing invoice that is mistakenly listed as "Cancelled". Please see Step 1A: Reopening A Cancelled Closing below for instructions.

After choosing a closing invoice, the closing will appear beneath the check details.

Step 1: Review and/or Confirm the Closing

Check the closing status.
1. If the status is "Confirmed," skip ahead to Step 2: Enter the Closing Check Details.
2. If the status is "Unconfirmed," move to the next step.
3. If the status is "Cancelled", skip ahead to Step 1A: Reopening a Cancelled Closing.
Compare the Closing Information to the information received with the closing check:
1. If the information matches the closing, click "Actions" and "Confirm" to confirm the closing. Then skip ahead to Step 2: Enter the Closing Check Details.
2. If the information does not match the closing, click "Actions" and "Update" to update the closing information then move to the next step.
Update the Closing Information to match what was received with the closing check, then click "Update":
1. Closing Date (required and cannot be in the future) - If the information received contains a closing date use that, otherwise use the check date.
2. Will buyer occupy? (cannot be "Unknown") - If the information received does not have this information, choose "Yes" or "No."
3. Seller Type (required) - This choice determines the "Sale Type" for the closing, so this should be "Developer" or "Builder" for first sales, and "Individual or Company" for resales.
  IMPORTANT Changing the Seller Type will change the Sale Type for the closing, and will use the Closing Fees for that sale type which could change the invoice amount.
4. Buyer Type (required) - If this is set to "Builder," then the sale type will be "Presale" and the fees on the invoice will match the community's presale Management Closing Fees.
5. Buyer Name (required)
Once you've provided all required information, the yellow "Closing must be confirmed..." banner will be hidden. Once this is complete, click "Actions" and "Confirm"
You'll see a modal to confirm closing, click "Yes, Confirm." Then skip ahead to Step 2: Enter the Closing Check Details:

IMPORTANT Confirming the closing is permanent and cannot be undone. 

Confirming the closing will finalize the closing invoice, which will:
1. Allow the check to be applied to the invoice
   AND
2. Prevent the invoice from being adjusted (credit notes must be used instead)
   AND
3. Push the invoice into the company's accounting software (when applicable)

If you need to correct any of the closing information after confirming, a "Fix" button will be available that will allow you to make corrections. These changes will not affect the closing invoice.

Step 1A: Reopening a Cancelled Closing

If the closing was cancelled in error, it will need to be reopened before the check may be applied
After clicking on the Closing, select the green "Reopen" button, and then click "ok"

Step 2: Enter the Closing Check Details

Once the closing is in "Confirmed" status, you can enter the Check Details for the closing check (all fields are required):

Check Date must be typed in MM/DD/YYYY format, or must be chosen using date picker.
Check Number can only contain numbers.

Step 3: Apply the Check to the Closing Invoice

Click "Add Check" to apply the check to the invoice:

You will see a success message if the check posts successfully:

Note: You can apply a partial payment with a check, but you CANNOT overpay an invoice. If a check is for more than the invoice amount, please reach out to the shopper and ask them to submit a check for the correct amount.

Step 4: Check Deposit

Scan your checks to deposit to your corporate account as you normally would
If you have any overpayments or checks to deposit that are not being applied against an invoice in Community Archives, use the attached Resale Income Cash App to record them.

Applying Checks Print