1. ACCOUNTING
Help Us Help You

2. MEET YOUR SUPPORT Nate Yosten – CFO, Accounting Manager
Accounts Payable
A/P Supervisor – Nicole Craig
Fanny Monroy
Valerie Gonzalez
Evelyn Ortiz
Property Accountants
Brittnie Parker
Nicole Craig
Bank Reconciliation & Credit Cards
Osvaldo Rocha
Collections & Accounts Receivable
Ivette Cruz
Tax Accountant
Maurilio Castorena
Mention Nicole promotion
Mention Evelyn starting next Monday
Direct them to their Accounting Department Reference Sheet –new one will be sent out next week after Evelyn starts

3. NEW VENDORS
We MUST have all required information for the vendor to be paid
W-9
Insurance certificate
General Liability of $1,000,000 minimum (some exceptions)
Worker’s Comp of $1,000,000 minimum, unless they have a waiver (TX only)
Legal name of the owner of your property as listed on New Vendor Letter, with corporate office address listed
MUST BE NAMED AS “Additional Insured”
Vendor price list for those that are required
Please directly to Nicole Craig
Subject line – NEW VENDOR – “PROP”

4. PURCHASE ORDERS
MUST BE RECEIVED into Medventory on same day item or service is received
Invoices WILL NOT BE PAID until the purchase order is received
Processing delays result in:
Credit holds, not only for your property, but may affect others
Lost productivity for A/P team from having to contact you
Upset vendors, many times misdirected at A/P team
Around 50% of PO’s are not being received before invoice has been received
Please respond that it has been received when ed to receive a PO

5. PURCHASE ORDERS Items that require a purchase order:
Anything over $250
All paint
All appliances
All carpet and flooring installation
All equipment (office equip, tools, etc.)
Note: This applies to all credit card purchases as well

6. INVOICES Items that require unit numbers to process the invoice:
Appliances
Water Heaters
A/C Units
Furnaces
Flooring
Interior & Exterior Doors
Painting
Carpet Cleaning
Special Extermination Issues

7. CREDIT CARD FORMS Descriptions are very important!
Always list actual items purchased for the description
Separate items on the receipt if they should go to a different G/L code.
DO NOT use the name of the G/L code as your description
Must have receipts or missing receipt form
Many descriptions end up being filled out as “supplies”. We need to know what they are so we can verify the G/L coding and so it shows up correctly in the financials. It is very important for budget comparison.
Show Lost Receipt form – Cardholder agreement

8. WEEKLY & MONTH-END PACKETS
General Guidelines
Separate items by type
Need invoices weekly, including originals of invoices that were scanned
FAS’s should be sent in the next weekly packet after move-out was completed
End-of-month
Send ASAP after close-out
Include CC receipts, Bank Deposit batches
If you receive any statements in the mail, please throw them into the packet as well, do not throw away

9. CLOSING REMINDERS
Checks MUST be stamped with endorsement stamp before scanning
Use Move-out Refund Checklist, but only for those who are due a refund
Requests for date of last carpet replacements should be directed to