The PropertyBoss Move Out Process helps you finalize a resident’s lease, adjust remaining charges, return security deposits, and complete the lease record. The following answers address common questions that may arise while completing a move out.


TABLE OF CONTENTS

Rent Charges and Move Out Dates

Why do I receive a message that rent must be posted before I can complete the move out?

You may receive the following message:

You cannot move out a resident until the rent for the move out period has been posted. Check to see if rent is posted through the current period and that the next post date is correct. If you are trying to execute a future move out you will need to wait until the rent for that period has been posted.

This usually means a Rent Due transaction is still waiting in AutoPost. To resolve the issue:

  1. Open the lease.
  2. Select the Dates tab.
  3. Review the Next Rent Post Date.
  4. Change the date to an appropriate future date.
  5. Save the lease.
  6. Confirm that no lease transactions remain in the AutoPost window.
  7. Return to the Move Out Process and try the move out again.


What move out date should I use if the resident leaves early but remains responsible for rent?

Use either the date the resident physically moved out or the last date the resident is responsible for the lease, depending on how your organization records occupancy and financial responsibility.


If the resident leaves before the end of the month but remains responsible for the full month, review any rent adjustments created during the move out to confirm that the resident’s ledger reflects the correct amount owed.


Can the Financial Responsibility End Date be earlier than the move out date?

No. The Financial Responsibility End Date cannot be earlier than the move out date. The date may match the move out date or occur after it when the resident remains financially responsible beyond the physical move out date.


What should I do if PropertyBoss prorates rent but the resident owes the full month?

During the move out, PropertyBoss may reverse the original rent charge and create a prorated amount based on the move out date. If the resident is responsible for the full month, you can:

  1. Adjust the prorated transaction to the full monthly rent amount.
  2. Delete the rent reversal when appropriate.

Review the resident’s ledger carefully before completing the move out to confirm that the final amount is correct.


Can move out proration be turned off?

Whether proration can be disabled depends on your PropertyBoss configuration. For example, Never ProRate any charge may not be available when Track GMP/LTL/LTV Amounts is enabled. Because these settings can affect other accounting functions, contact PropertyBoss Client Care before changing your configuration.


Security Deposit Refunds

When should I enter Payment to Tenant transactions?

Complete the move out first so the security deposit return is created. Then enter the applicable Payment to Tenant transactions and apply them to the deposit return. If your organization integrates with QuickBooks, send the completed transactions to QuickBooks according to your normal accounting process.


How do I refund a security deposit to a former tenant who is no longer on the lease?

A deposit refund cannot be assigned to someone who is no longer included on the lease. To issue the refund:

  1. Add the former tenant back to the lease as a contact.
  2. Create a Payment to Tenant transaction for the appropriate amount.
  3. Apply the payment transaction to the deposit return transaction.


How do I split a deposit refund among multiple tenants?

Each person receiving part of the refund must be included on the lease as a contact. Create a separate Payment to Tenant transaction for each person and enter the amount owed to that individual. Apply each payment transaction to the deposit return transaction.


Security Deposit Interest

How do I enter interest earned on a security deposit without leaving the Move Out Process?

You can enter the interest during Step 7 of the Move Out Process:

  1. Skip Step 6 temporarily.
  2. Continue to Step 7.
  3. Select Enter Transaction.
  4. Enter a Deposit Return transaction.
  5. Include the interest earned in the transaction.
  6. Mark Step 6 as completed.
  7. Finish the remaining move out steps.


Move Out Inspections

How can I stop Create Inspection from being selected automatically?

The Create Inspection option may be selected automatically when an active inspection work order group is configured.

In the documented configuration, the option stopped defaulting to selected after the inspection work order group was marked obsolete. The user then needed to log out of PropertyBoss and log back in before the change appeared.


Marking a work order group obsolete can affect other workflows. Contact PropertyBoss Client Care if you are unsure whether this change is appropriate for your database.


Correcting a Move Out

How do I undo a move out completed with the wrong date?

Use the following navigation: Lease > Move > Option 3: Execute Move Out > Undo This Move Out

After undoing the move out, review the lease dates and transactions before processing it again.


What should I do if Undo This Move Out does not work?

Confirm that you are using: Lease > Move > Option 3: Execute Move Out > Undo This Move Out

If the option is unavailable or PropertyBoss does not allow the reversal, contact PropertyBoss Client Care. Include:

  1. The property and unit.
  2. The resident or lease.
  3. The original move out date.
  4. The date the move out was completed.
  5. The corrected move out date.
  6. The exact message displayed.
  7. A screenshot of the issue.

Providing these details allows Client Care to investigate the lease and associated transactions before advising you how to proceed. The available documentation confirms the standard undo procedure but does not provide a verified resolution for every situation in which that procedure fails.


Move Out Reconciliation

Does PropertyBoss automatically email the Move Out Reconciliation to the resident?

No. The Move Out Reconciliation is not configured as an automatic email. When processing the report, the report window provides Print and Email options. Select Email only when you intend to send the report electronically.


Before emailing the report, confirm that the resident’s email address and reconciliation information are correct.


Correcting an In-House Transfer

What should I do if an in-house transfer was completed incorrectly?

Do not use the standard move out process solely to reverse an incorrect transfer. Doing so may create an unnecessary security deposit refund or other incorrect transactions.


Transfer reversals may require assistance from PropertyBoss Client Care. If related transactions must be corrected, Client Care may instruct you to remove unnecessary transactions from the original lease. A transaction that has already been sent to Accounting or QuickBooks may need to be reversed rather than deleted so the accounting records remain aligned.

Contact PropertyBoss Client Care before making additional lease or deposit changes.


Before Contacting PropertyBoss Client Care

If you need assistance with a move out, provide the following information:

  1. Property and unit.
  2. Resident or lease name.
  3. Planned move out date.
  4. Financial Responsibility End Date.
  5. Next Rent Post Date.
  6. Exact error message.
  7. Screenshot of the step where the issue occurs.
  8. Whether related transactions have been sent to QuickBooks.
  9. A description of the result you expected.

Providing the complete issue in your support request allows Client Care to review the lease and associated transactions before contacting you.