CPC | Cash Payment Coupons - Resident Setup SOP

Modified on Thu, 7 Aug at 2:46 PM

SOP ID ▸ BMM-AR-CPC v1.1 | Last Rev 2025-08-07

Owner (Role)	Property Manager
Effective	2025-08-06
Next Review	2026-02-06
Typical Duration	Single coupon < 1 min · Bulk print ≈ 10 min (take-over only)

SOP Layer Document

TABLE OF CONTENTS

CPC | Cash Payment Coupons – Resident Setup SOP

CPC | Cash Payment Coupons – Resident Setup SOP

Purpose
Provide residents with a secure cash-payment option (CheckFreePay®) by issuing either:
• a printed Cash Payment Coupon or
• an e-mailed/SMS payment code.

1 Scope & Triggers

Applies to	All Bellaire properties using RealPage OneSite + CPC service.
Triggers (any)	• New resident chooses to pay rent in cash • Existing resident ordinarily pays by money order • Late payer agrees to settle balance in full via CPC • Portfolio take-over — bulk coupon issuance (one-time)

2 RACI Matrix (Responsible, Accountable, Consulted, Informed)

Role	R	A	C	I
Leasing Agent	✅
Property Manager		✅
Regional Manager			✅
Director of Property Management				✅

3 Inputs / Outputs

Inputs	• OneSite access • Resident account in “Active” status • Printer (if issuing cards)
Outputs	• Printed coupon card or PDF • Payment code sent via email/SMS from bulk export • URL to interactive store-locator: CheckFreePay Payment Locator

4 Process Overview (Swim-lane)

Leasing Agent ─► Resident asks / identified
                 │
                 ├──►  Single Coupon      ──► Print / email ➜ Hand to resident
                 │
                 ├──►  Email Code List    ──► Export CSV ➜ attach to email
                 │                         │
                 └──►  Bulk Print (take-over) ─► File cards alphabetically
Property Mgr   ─► Spot-check coupon / code  ─► Note in resident ledger

5 Procedures (ad-hoc, no sequence required)

1. Bulk print coupons (property take-overs)
OneSite › Cash Payment Coupons › Bulk Print. Select All Active ➜ alphabetize by resident name.
Job Aid CPC-001

2. Bulk coupon code export (all active payer accounts)
Cash Payment Coupons > Export CSV ➜ save as `CPC-{{Prop}}-YYYY-MM-DD.xlsx`.
Attach file to email; include link for store-locator.
Job Aid CPC-002

3. Issue single coupon (print or PDF)
Resident Ledger > Cash Payment Coupon ➜ Print Coupon or save as PDF for email.
Job Aid CPC-003

6 KPIs & Compliance

Coupon / code turnaround	≤ 15 min from request
Code failure rate	0 %

7 Escalation – KPI Out-of-Tolerance

Condition	Action
Printer unavailable	Email/SMS code + locator link; log IT ticket.
Code rejected at store	Void & reissue code ➜ inform PM & RM.
Turnaround > 15 min (pattern)	PM reviews staffing / training; report to RM.

8 References & Linked Job Aids

ID	Title
CPC-001	Bulk Printing Cash Payment Coupons
CPC-002	Exporting CPC Codes to Excel
CPC-003	Single Coupon (Print / PDF)

9 Revision History

Date	Ver.	Description	Author
2025-08-06	v1.0	Initial release	S. Rea
2025-08-07	v1.1	Converted to ad-hoc process; updated triggers, inputs, swim-lane & KPIs	S. Rea

CPC | Cash Payment Coupons - Resident Setup SOP

CPC | Cash Payment Coupons – Resident Setup SOP

1 Scope & Triggers

2 RACI Matrix (Responsible, Accountable, Consulted, Informed)

3 Inputs / Outputs

4 Process Overview (Swim-lane)

5 Procedures (ad-hoc, no sequence required)

1. Bulk print coupons (property take-overs) OneSite › Cash Payment Coupons › Bulk Print. Select All Active ➜ alphabetize by resident name. Job Aid CPC-001

2. Bulk coupon code export (all active payer accounts) Cash Payment Coupons > Export CSV ➜ save as CPC-{{Prop}}-YYYY-MM-DD.xlsx.Attach file to email; include link for store-locator. Job Aid CPC-002

3. Issue single coupon (print or PDF) Resident Ledger > Cash Payment Coupon ➜ Print Coupon or save as PDF for email. Job Aid CPC-003

6 KPIs & Compliance

7 Escalation – KPI Out-of-Tolerance

8 References & Linked Job Aids

9 Revision History

1. Bulk print coupons (property take-overs)
OneSite › Cash Payment Coupons › Bulk Print. Select All Active ➜ alphabetize by resident name.
Job Aid CPC-001

2. Bulk coupon code export (all active payer accounts)
Cash Payment Coupons > Export CSV ➜ save as `CPC-{{Prop}}-YYYY-MM-DD.xlsx`.
Attach file to email; include link for store-locator.
Job Aid CPC-002

3. Issue single coupon (print or PDF)
Resident Ledger > Cash Payment Coupon ➜ Print Coupon or save as PDF for email.
Job Aid CPC-003