This manual guides you through using Aargh Software’s CSV2EFT tool to process Pre-Authorized Payments (PAP) in Rent Manager. Follow the steps below to set up, process, and manage PAP transactions efficiently.

Resident Setup #

1. Configure PAP Charges #

• Add a PAP Charge to Tenant Ledgers:
  • Create a recurring PAP charge with a $0 amount for each tenant.
  • Add this to the tenant’s recurring charges in Rent Manager.
  • Recommendation: Avoid setting an end date until the tenant cancels PAP.
• Enter Banking Information:
  • Input each tenant’s banking details on the PAP tab in Rent Manager.

2. Define PAP Charge Types #

• Set Up System UDF:
  • In Rent Manager, go to the System User-Defined Field (UDF) named “PAP Charges.”
  • List all charge types to include in PAP, separated by commas (e.g., RC,UTILP,PARK,NSF,PET,ADJUST).
  • Note: The ADJUST charge type is mandatory for PAP adjustments and must be included.

Monthly PAP Processing #

Follow these steps to process monthly PAP transactions:

1. Post Recurring Charges #

• In Rent Manager, post recurring charges.
• Ensure the “Post Zero Charges” option is checked to include $0 PAP charges.

2. Generate the Aargh CSV Report #

• Open the Aargh CSV Report in Rent Manager.
• Select the charge date (typically the 1st of the month).
• Choose the property (multiple properties can be processed simultaneously).
• Run the report.

3. Review the Report #

• Visually inspect the report for accuracy (e.g., tenant names, amounts).
• Ensure everything looks correct before proceeding.

4. Export to CSV #

• Export the report as a CSV file.
• Save it to a dedicated temporary folder (e.g., “Rent Manager Exports”).
• Important: Do NOT open the CSV file in Excel, as it may remove leading zeros, causing errors.

5. Convert to EFT File #

• Open the Aargh CSV2EFT program (keep it open until all files are processed).
• Drag the exported CSV file into the CSV2EFT program.
• Wait a few seconds for conversion.
• A new file named “EFTFile_2025.dat” will appear in the same folder.

6. Import to Bank #

• Upload the .dat file to your bank’s payment system.
• Verify the file was imported correctly.

7. Import Payments to Rent Manager #

• In Rent Manager, go to Admin > Import > Payments.
• Select the “Aargh Import” template.
• Ignore any “bad file name” warnings.
• Click the three dots, select the original CSV file, and click Next.
• Click Import.
• Check for errors. If any occur, investigate and manually process affected payments.
• Note: Imported payments apply to the oldest charges on the ledger, which may cause confusion if tenants have outstanding balances.

One-Off PAP Pulls #

For non-recurring PAP transactions (e.g., new tenants or specific properties):

1. Post Charges:
   • Manually post the relevant charge (e.g., rent) on the desired date.
   • Add a $0 PAP charge on the same date.
   • Avoid using the 1st of the month to prevent overlap with monthly pulls.
2. Use PAP Adjust for Non-Standard Charges:
   • If the charge type isn’t in the “PAP Charges” UDF, use the PAP Adjust process (see below).
3. Follow Monthly Process:
   • Generate the report, export, convert, and import as described above.

Handling Conditional Charge Types #

For charges that may or may not be included in PAP (e.g., utility chargebacks):

• Create Duplicate Charge Types:
  • Example: For utilities, create “UTIL” (non-PAP) and “UTILPAP” (PAP-included).
  • Link both to the same chart of accounts for consistent financial reporting.
• Configure UDF:
  • Add only the PAP-included charge type (e.g., UTILPAP) to the “PAP Charges” UDF.
• Usage:
  • Use UTILPAP for charges to include in PAP.
  • Use UTIL for charges tenants pay separately.

Adjusting PAP Amounts #

To correct overpayments or outstanding balances via PAP, for example, to allow for $60 of payment for a $90 charge:

1. Add First Transaction (ADJUST):
   • In the tenant’s ledger, create a new charge.
   • Charge Type: ADJUST.
   • Date: Same as the PAP charge date (usually the 1st).
   • Amount: Enter the adjustment (positive to increase PAP, negative to decrease).
   • Comment: Note the reason (e.g., “Approved $60 PAP increase”).
   • Save.
     
2. Add Second Transaction (PADJ2):
   • Create another charge.
   • Charge Type: PADJ2.
   • Date: Same as the ADJUST charge.
   • Amount: Enter the opposite of the ADJUST amount (e.g., if ADJUST is $60, enter -$60).
   • If negative, apply the credit to the ADJUST charge.
   • Save.
     
3. Verify:
   • Run the Aargh CSV Report to confirm the adjusted PAP amount (e.g., $60 increase).
4. For Recurring Adjustments:
   • Add both charges as recurring entries with start and end dates.

#

Multi-Month Payment Plans

To automate adjustments over multiple months:

• Set up ADJUST and PADJ2 as recurring charges in Rent Manager.
• Specify start and end dates.
• The system will post adjustments automatically with monthly charges.

Owner Payments #

• Manual Owner Pay:
  • Follow the same process as one-off PAP pulls.
  • Ensure charges and PAP entries are posted on the correct date.

Best Practices #

• File Management:
  • Use a single folder for all exports to stay organized.
  • Never open CSV files outside the CSV2EFT program.
• Timing:
  • Import payments to Rent Manager on the same day as the bank upload for efficiency.
• Error Handling:
  • If import errors occur, review the CSV and ledger for discrepancies.
  • Manually process payments as needed.
• Ledger Clarity:
  • Communicate with tenants about how payments apply to older charges to avoid confusion.