Prelease Audit SOP

Purpose (Why we do this):

At HRA we strive for excellence and accuracy. This standard operating procedure is to ensure complete and exact reporting throughout the lease up.

Policy (When you’re supposed to do):

This process should occur weekly to ensure accuracy in reporting.

Procedure (HRA Way!): 

Entrata vs Source vs External tracker vs File

• Preparation
  • Entrata Prelease Report
    • Pull a prelease report for any day past your latest move-in (ex: if your last move in is scheduled for 8/31, set the date for 9/1)
    • Change “Leases Partially Signed” to “Hide” (Advanced Filters)
    • Change the “Display” to “Approved” (Advanced Filters)
    • Generate Report
    • Export Spreadsheet
  • Source Lease Tracker
    • Go Flash Board -> Combined input -> Lease Tracker
    • Click “Download”
  • External Tracker
    • If you are using an external tracker, make a copy so if any errors arise, you still have the original.
  • Physical Files
    • Have these separated by floorplan type
• Format each document the same
  • Try to separate by floorplan type in different tabs
  • Filter each section by last name
  • Copy and paste each list of names side-by-side
• Compare and contrast
  • Look for any discrepancies such as missing names or wrong floor plan type
  • Compare to the physical file if applicable
    • Use this to also check scheduled charges (see below)

Scheduled Charges

• Pull a Scheduled Charges by Lease report
  • Add all Charge Codes
    • Know what all charges your community uses
  • Set Lease Statuses to Future and Current
    • Please note that if any non-renewals are not placed on notice and have any charges that aren’t scheduled to end at the end of their lease, they will show in your results
  • Set Period to Custom Post Month -> Month after move-in
    • If move-in is in 8/2022, set for 09/2022
  • Generate report
• Check for any immediate noticeable errors
  • Scroll to the bottom and review the Summary of the charge codes
  • Common errors:
    • “CARPC” instead of “CARPO”
    • “DPARK” instead of “PARK”
    • No one-time charges should be listed if they are not recurring
      • Parking Pass
      • Concessions
  • Export to spreadsheet and filter by charge code
    • Look for any obvious errors such as:
      • Duplicate charges
      • Obvious incorrect amounts
        • Carport is $25 when typically $50
        • $0 charge for anything
    • Compare numbers to files and external tracker