Home

WinTen - Tenmast Software

1. T Eo bg ardarr TT 2 Charger ich s dar 21 mock rdar E F Aco F Sia LITT FILE 15 hh had ee 2 14 24 3753z HCD AEL T PATEL Tise Bo Lhe bn Ce CHLEIADL IGnTLc Ue Com F Bn F innu khl J0 CLA ADGENT r25 bh ILI n au Ati FLT 1 2 iJi hk chhe SALA MAE zt hh bh oh 158 Proved 5 Copp LLL Tananr Leto And rom CHII amp nT date Leo Le aund Ln Tana Tl AREA filia Econ LLL Ter BEC 2 Welle r amp card 4111 Ce Aral OO tenant Pila ACLL B T T record c and s Th Bo bbe beg arb 5482 dus 1 coc lek recurlry mock rdar En AEg unLt F acount F m T TAnaDnrr 24
2. e zz 19299 06 22 1999 fof fof Oe 22 1353 No Yes 0 0 0 0 07 31 1999 Yes 17 0 17 0521972001 06 19 2001 F y 0519 8001 Mo 1 azy wel Another Fix You could also add a new event record with the Event End Date of the first event having the same date as the Event Start Date of the third record This would depend on the actual move in date of next tenant Your agency should be able to provide you with the actual move in date Master Unit Maintenance Screen Project 001 Unit 114 Bldg Entrance Master Unit Main Inspection Status Events Utilities 3 Event Event Start Lease Term Event Maint Event Total Elapsed Days Type Date Date To Uee End Date Pend Vacnt QowreM aint Occ 221933 O6 22 7 1999 o F Be 28 06 72 1999 No Yes 0 071571999 y 06 19 2001 06 19 2001 X 06 19 7001 No 0 0 T WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page C 8 Ending Date Past the First Day of the Next Month Because PHAS event tracking works on a monthly basis events that span multiple months are given break points at the first day of every new month
3. GO GUGLCELHO ngDnELCA DELIZIEFITED wor i 00250005 DEHFT EHEII UE H OAIE JUN 1LrADHEH MAET E OCHOMLT n Onc FEIERN BEA LEi H ar ar sr ar ar ar ar sro ar ar oe r ar ar aro ar Gr lt lt lt lt lt lt lt lt lt lt ar ar aro Gr Or lt lt lt lt lt lt lt oo ar ar sr ar sr ar sr ar Gr ar anro ar Gr Gr Or lt lt lt lt lt lt ar ar ar sr ar ar ar ar ar aro amr aar Gm Gr Gr lt lt lt lt Or r 1 sa sar zr sr oo cmm n HrEUuI BATA BE RBN zhhl 11 21 17 WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 15 When you close the
4. nu nrm m 1 hil x f i SEA LENA H 1 4 zh hh i 5 Lh hh TECE bel zh h 204868 bed OEG didi iri hh 0 z5 hh cumm n Hrmgu T hii zh h hh hh had hall 2c hh hail hh ELlLr T hak zt5 hh riir amp zh hh 0 0 6 Lh hh AINHE CUGE O ALS zh hh T j 0 Lh hh TEXHKEL mica hail Lh hh 2 05 7 zh hh Lh hh BATA REPRE d hJ 5E F WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 27 When you are finished with the Monthly Rental Register report a standard print preview screen opens with the Monthly Initialization report Review this report on the screen or click the Print button to print it When you are done with the Monthly Ini tialization report click the Close button to close the print preview screen continue with initialization Monthly Initialization Report oy gen RET CIT HO AUTHORITY LY REPO AT ONTA Thk 1
5. Uns m All Current Tenants Hint Editing Previous Balances Tenmast strongly recommends that you check this box It ensures that any changes to a tenant s previous balances will be recorded for audit purposes WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 6 Additional Settings Sub Tab The Additional Settings sub tab enables you to configure the manner in which Tenant Accounts Receivables functions during daily operations The top area of the sub tab contains a set of check boxes for turning certain options on and off and a pair of drop down selection boxes for specifying print modes for bills and receipts The bottom area contains miscellaneous function information Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes efault Settings Projects Utilities Master Units Late Charge Rate Special System Functions 5 2 Billz Payments and Heceipts Use Gilling sequential numbers Multiple people take rent on same workstation v Print gnevance on notices Mailing Address for Receipts l Use Tet of following month for notice date print information an receipt Uze Mailing Address for Billing Use Payment Wizard Apply payments to Rent FIRST Select Billing Statements Select Receipt gt This Format will only print for Allin Future Allin and TE
6. 00 EVICTION 0 00 SUPPLIES 0 00 CLEAN UP 0 00 Instructions Enter the monthly payment amount and the starting date for the agreement _ lt Select to Print Agreement Form Hud 56146 Tenant Name REBECCA GUGLIELMO SSN 430 20 0252 Unit 042 Project foor Account 000000002001016 Amount To Apply Rent 150 00 Ageement Total 250 00 Late 40 00 Work Orders 0 00 Monthly Charge 50 00 amp ppl as Appl 0 00 Start Date 03 01 2003 Electric Appl 0 00 Water Appl 0 00 BadChecks 000 Print Form HUD 56146 MISC 60 00 COURT COST 0 00 EVICTION 000 SUPPLIES 0 00 CLEAN UP 000 Instructions Choose whether or not to print Form 561 46 Cancel x Confirm Information Tenant Name REBECCA N GUGLIELMO SSN 430 20 0252 Unit 042 Project foor Account 000000002001016 Amount To Apply Rent 150 00 Ageement Total 250 00 Late 40 00 Work Orders 0 00 Monthly Charge 50 00 Gas Appl 0 00 Start Date 03 01 2003 Electric Appl 0 00 Water Appl 0 00 Bad Checks 0 00 Print HUD 56146 No MISC 60 00 000 EVICTION 0 00 SUPPLIES 0 00 CLEAN UP 0 00 Instructions Confirm the above values and click Finish to complete the task o n Cancel WinTen Tenant Accounts Receivable 11 14 2003 Edition Task Wizards Page 10 5 Edit Monthly Agreement Char
7. WinTen Hecereables WinTen Receivables e WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 5 Meter Readings Tab The Meter Readings tab enables you to enter me ter readings from tenant units The program uses these readings and its utility settings to determine tenant utility charges NOTE The Meter Readings tab is only available If Receivables is set up to record tenant usage of one or more utilities on the Utilities tab of the Setup screen 123 TATES CREEK AD 1 LE ING TOM 123 TATES CREEK AD 2 LESIMIS TOM 123 TATES CREE AD 8 LERIMIS TUN 125 TATES CREEK HD 3 LESINGTUN 127 TATES CREE AD 6 LERIMIS TUN 1550 ARMSTRONG MILL RD LESINGTONM 1552 ARMSTRONG MILL ED TOM 1560 ARMSTRONG MILL ED LERIMIS TOM 0 0 0 0 0 0 0 0 WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 6 Entering Meter Readings To enter a meter reading check the appropriate check boxes Electric Gas and or Water for the utilities whose readings you want to enter Enter the date of the reading in the data field Select the appropriate unit from the table of units at the bot tom of the tab If your agency uses the Tenmast Handheld Meter Readings program click the Handheld Meter Read ing Input button The program automatically posts the data from the handheld unit to each tenant s accou
8. Options Setup Setup Ferodic Feriadic Reports and Initialization Charges Charges Utilities Calculations Menu Ledger Index Databases Post Exit WinTen Tenant Accounts Receivable 11 14 2003 Edition Reindex Page II When to Reindex Occasionally index files can become corrupted This means that such a file s data is no longer complete and it may not be in a form that Receiv ables can read The most common indicator of a corrupted index file comes when you search for a record that you know is present and the program does not find it Reindexing solves this problem by going through each database and rebuilding the index file for it CAUTION You must make sure that no one else is using Receivables before using this feature Reindexing rewrites files which can cause damage to the data within those files if they are already open when Receivables attempts to index them When to Pack While you are reindexing you also have the op tion to pack Receivables databases Packing is a process by which the program removes all blank or deleted entries from its databases thereby reduc ing the size of the files CAUTION Tenmast recommends that you do not perform packing un less specifically instructed to do so by Tenmast Training amp Support personnel Packing permanently removes deleted records Once you have packed data that the packing process erases will be irrevoca
9. 0 00 000 witr Appl 0 00 0 00 0 00 000 non 0 00 Bad Chk Chg 0 00 0 00 0 00 pod pon 0 00 CABLE TV 0 00 0 00 0 00 000 foo 0 00 Total COURT COST 0 00 0 00 0 00 000 foo Pepost EVICTION 0 00 0 00 0 00 000 foo 0 00 0n SUPPLIES 0 00 0 00 0 00 0 00 CLEAN LIP 0 00 0 00 0 00 000 png 0 00 Totals 2 49 0 00 0 00 0 00 000 2 49 WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 21 Applying and Refunding a Security Deposit To apply a tenant s security deposit toward any out standing charges and refund the remainder click the Edit button In the Current Payment column enter the amount of the security deposit to apply against each given charge When you are done click the Save button The Mailing Address dialog box opens Enter the address to which to mail the refund check and click OK The Mailing Address dialog box closes and a dialog box opens to remind you to issue the refund Click OK The reminder dialog box closes and a confirmation dialog box opens that asks you if you want the pro gram to create a record in the Accounts Payable program If you click Yes a print preview screen opens with the tenant s final Move Out statement Print this statement then click the Close button to close the print preview screen and return to the Deposit Repay Tab Hint What if want to refund the whole deposit If you don t want to apply any of the security depos
10. AG 001 AG 001 CHARGES 001 Subtotal Debt Amt Purpose TAR Period 03 2003 TAR Period 03 2008 TAR Period 03 2003 TAR Period 03 2008 TAR Period 03 2003 TAR Period 03 2008 TAR Period 03 2008 Period 03 2003 TAR Period 02202002 TAR Pernod 03 7003 TAR Period 03 2053 TAR Pernod 03 7003 372112003 03 21 2003 0372172003 372112003 03 31 2003 03 31 2003 373112003 WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 25 AGFEBVENT 001 AGREEMENT 001 AGREEMENT 001 AG REENT 001 CHARGES 001 Subtotal CHARGES 001 CHARGES 001 Subtotal TAR Period 03 2053 TAR Pernod 03 7003 TAR Period 03003 TAR Period 02202002 TAR Pernod 03 7003 TAR Period 03003 TAR Period 02202002 When you are finished with the Receivables Trans action Journal report the program returns to the Monthly Initialization sub screen The bottom area of this screen displays a running status report on the initialization process Monthly Initialization Posting Work Orders Please walt Copying databases to the side for safety Updating the Receipt File am etting up your multiple rate tables fc Preparing Tenant database Processing Listing move outs who will be deleted to Removing old F58 link transactions
11. Event Event Start Lease Term Hefer Ta Refer Event Maint Event Total Elapsed Days Type Date Date Maint End Date Pend Yacht 7 5z f19935 n7 z0 1953395 Fi 08 01 1999 Ho 11 0 11 CH 05r 0171999 07 20 1999 it 08 02 1999 No Yes JL WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page 12 The Other Fix Or your sequence could look like this with the same error Master Unit Maintenance Screen Project 001 Unit 05 Bldg H Entrance 1 Master Unit Main Inspection Status Events Utilities H E Event Event Start Lease Term Refer Refer Event Maint Event Total Elapsed Days Type Date Date Maint End Date Pend vacent Down Maint Llcc OF YZO0 1999 07 20 1999 ff ff 2041 21335 No Mas 11 0 11 Ca 0570171999 aes Hed 08 02 1999 No No 1 0 0 1 01 31 2000 1 31 2000 02 01 2000 No oF C OF 00 ff OS 0O1L 2Z000 No Wo ce 0 C 000 gt lt 1 al 3l z 0 ge y t F OS S0 2000 No Yes z3 0 za Set the Event Completed flag he corrected event sequence should look like this p Master Unit Maintenance Screen Project 001 05 Bldg Entrance 1 Master Unit Main Inspection Status Events U
12. Payments Menu Tenant Search All Current Tenants ASRA P CHERYL D TODDD JULIANA G JOHN E LAURA 5 MICHAEL W BRETT REGINALD K LINCOLN D JUDY P JULIA O RANDALL L DANA C DOUGLAS B REBECCA MURRAY D Name 364 86 4611 546 15 2488 339 85 4395 834 808 3282 438 38 8350 835 39 4224 493 25 9259 983 29 8432 564 61 3113 915 54 1323 548 53 9761 344 33 1318 425 45 8385 838 38 8484 939 39 5932 430 20 0252 544 11 5649 872 68 2203 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 01 00000000200101 00000000200104 00000000200101 00000000200101 00000000200101 00000000200101 00000000200101 00000000200104 00000000200101 125 TATES CREI 357 APPIAN Way 1560 ARMSTROI 125 TATES CREI 357 APPIAN WAS 127 TATES CREI 127 TATES 357 APPIAN WAY 125 TATES CREI 127 TATES 1561 amp RMSTROI 1555 ARMSTROI 123 TATES CREI 125 TATES CREI 357 APPIAN WA 127 TATES CREI 1551 ARMSTROLS WinTen Tenant Accounts Receivable 11 14 2003 Edition Using the Payment Wizard Page E Payment Wizard Step One otep One of the Payment Wizard allows you to en ter the data on the payment you are taking X Enter Amount Tendered Tenant Mame CHERYL D BOLLAERT Unit o3 Project 01 Balance Due and Tender Amounts 33M 646 15 2488 Account 000000002001002 Payment
13. Select Criteria to print labels For BEDROOMS a WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 23 Select a Label Type The set of radio buttons in this area of the tab enables you to specify the type of labels or mail merge file that you are creating If you want to print to a laser printer using sheets of labels select the Avery 5160 or Avery 5197 radio button depending on which size of labels you are using You must use label sheets that conform to one of these sizes or the program will not line up the addresses with the labels correctly If you want to print to a dot matrix printer select the Dot Matrix Printer Labels radio button The four data fields in the bottom right corner of the tab become usable Enter the width and height of the labels and the left and top margins that the program should use to print them Note that these values are in hundredths of an inch For example if the labels are four inches wide enter 400 in the Width field If you want to create a mail merge file that word processing programs like Microsoft Word can use select the Create Mail Merge File radio button When you print this selection you do not actually send anything to your printer Instead the program opens a standard Windows file save dialog box and asks you where you want to save your mail merge file Select a location and file name and save the file f Dot Matrix Printer Labels S
14. 04 14 2000 Yes l3 E 0 l3 WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page CII Move Out Record in the Middle of An other Sequence There is a second move out MO record in the middle of an event sequence This has two pos sible causes The first is that there actually is a MO record in the middle of the event sequence In this case you should either delete it or change the event type The second possible cause is that the previous event sequence was not completed or was not marked as completed before a new event sequence was started 1 Haster Unit Mambenance Screen Prwect Unt Bldg Entrance 1 _ Master Unit Main Inspection Status Events amp Event EvertStat Lease Tem Refer To Refer Event Event Total Elapsed Days Type Date Date Occ End Dae Pend Vacnt OF Flat B il m m um YT J HL at J m cma Li 08 01 The Fix Since all of the dates in this event are exactly the same as the previous event delete the event he corrected event sequence should look like this E M 1 Master Unit Maintenance Screen Project Unit 01 Bldg Entrance 1 Master Unit Main Inspection Status Events Utilities H Em
15. Security Fet Deposit Bills Use Cash Drawer with 4 inch Receipt Printer Use 4 inch Receipt Printer without Print Delay Utilities Other Options i Apply unused utility allowance to Balance as a credit Work Order Bills Automatically Posted Apply utility charges credit less than a dollar Bring Work Order Charges for Move outs Apply utility credits but zero utility charges Ww Round utility charges to whole dollar Bring Future Utility Charges Far Move outs Home Ownership Monthly Rental Cha 0 00 Additional text for Billing Statements entire message may nat on Mailers Esample Please pay the full amount on before PLEASE PAY THE FULL AMOUNT ON OR BEFORE THE DUE DATE Additional text for Receipts Example Will nat reflect charges which have not been applied NOT REFLECT CHARGES WHICH BEEN APPLIED Primary Settings Additional Settings security Fet Deposit Grevance Delinquent Notice Info Delinquent Notice Mema WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 1 Additional Settings Sub Tab Data Fields Bills Use Billing Sequential Numbers If you want Receivables to print an index number on each bill check this box Bill index numbers are sequential numbers that the program can place on each printed bill to assist you with record keeping They do not apply to any financial tracking or ac counting Print Grievance on Notice
16. f Regular Payment Pet Security Deposit C Transfer Balances Home Ownership amp djustment Instructions Future Balance Due 8500 Security Deposit Owed 5500 Purchase Amt Owed Balance Due 5000 Initials Cash 50 00 L heck 0 00 Money Order 0 00 Pet Deposit Owed 1000 Down Owed 0 00 0 00 Expected Due Now 50 00 Total Tendered 50 00 Enter amount tendered for payment and click the Start button to continue Paument Date 1 30 2001 Description Cancel The Tenant group of data fields at the top of the screen is not editable These fields show you the identifying information of the tenant whose pay ment you are taking The Payment Type set of radio buttons allows you to select the type of payment you are taking a reg ular payment a security or pet deposit payment or a balance transfer If the tenant is a Section 8 ho meownership participant you also have the option to take a home ownership escrow payment If you check the Adjustment box the program re cords the transaction you are entering as a non cash item This new feature enables you to use the Payment Wizard to make manual adjustments to tenant balances The column of data fields in the middle of the screen displays the tenants current and future balances and outstanding pet and security deposit charges The Expected Due Now field totals the charges that are currently due for the selected p
17. What is the condition of the unit This drop down selection box enables you to spec ify the condition code that applies to the unit For a discussion of the available condition codes and their definitions see Appendix B PHAS Events Event complete If the event is complete check this box Unit Type This set of radio buttons enables you to specify whether the unit is a tenant occupied unit an em ployee occupied unit or a non dwelling unit PHAS Event Creation CREATING PHAS ACANCY RECORDS Move Out Event Beginning Datel 07 02 2001 5 Move In Event Ending Datel 07 09 2001 5 Lease Termination For Event 07 02 2001 5 ailable to rented rented What is the condition of the unit ses Event complete v Unit Tenant C Employee Nondwelling x Cancel WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 31 Master Unit Main Tab Data Fields Unit Address 0 OY This is the street address of the unit including TERR apartment number ae City State Zip These three fields are the city state and zip code portions of the unit s address Date of Last Move In for this Unit This is the lease date of the current tenant or of the last tenant to occupy this unit Date of Last Move Out for this Unit This is the move out date of the last tenant to oc cupy this unit or the lease expiration date of the current occu
18. Daily Monthly Bank Deposit Hecommended f Bank Deposit C Payment Summary C Adjustment Summary Research C Applied Payment C Applied Adjustment Select Projects v Pinebrook S v 003 Stinking Creek 004 Love Canal Mark All all Group None Select Payments All Payments Select Cashier Initials AI Report Pernod Dates from 03 21 2003 In 03 21 2003 lt Print Detail WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 Producing a Report To produce a report select its radio button Set all of the formatting options for the report then click the Print or Print Preview button If you click the Print button a standard WinTen print control dialog box opens Select the printing op tions for the report and click OK If you click the Print Preview button a print preview screen opens with the selected report Review the report from this screen and close it when you are finished Daily Tab The Daily tab contains reports on Receivables fi nancial activity on a single selected day or range of dates Available Reports Recommended Reports Recommended reports are reports that you should run at the close of each business day and store in a notebook or file folder for audit purposes Bank Deposit The Bank Deposit Report accounts for all cash payments cash checks a
19. EFBR kWh FD EFBR stands for Electric Furnace Blower Rate and KWh FD stands for KiloWatt Hour per Fahrenheit Day These fields are the electric furnace energy consumption rates for each unit code A through T based on kilowatt hours per Fahrenheit day Units of Water per Person per Day Allowance This is the water allowance per resident per day If your agency reads water consumption in gallons this field should be 60 the HUD standard If your agency uses another unit for water consumption this field should be the appropriate value here Non Heat Gas This is the allowance rate for gas used for purposes other than heating This allowance has two com ponents a base rate and a per resident factor Non Heat Elec This is the allowance rate for electricity used for purposes other than heating This allowance has two components a base rate and a per resident factor Cooling This is the allowance rate for cooling utilities This allowance has two components a base rate and a per resident factor Summer This is the allowance rate for summer only utilities This allowance has two components a base rate and a per resident factor WinTen Tenant Accounts Receivable 11 14 2003 Edition Special Utility Calculations Page A 3 WinTen Tenant Accounts Receivable 11 14 2003 Edition Special Utility Calculations Page A4 Appenpix B PHAS Events The core purpose of the PHAS functions in Receivabls is to collect and
20. Gas Apl 000 Electric Appl 00 Water Appl 00 Ageement Total 55 00 Monthly Charge 25 Start Date 03 01 2003 Bad Checks 0 00 MISC 10 00 00 EVICTION 0 00 SUPPLIES 0 00 CLEAN UP 0 00 Instructions Enter the monthly payment amount and the starting date for the agreement _ lt x Select to Print agreement Form Hud 56146 Tenant Name REGINALD K DIAMOND SSN 564 61 3113 Unit 045 Project foor Account 000000002001 010 Amount To Apply Rent 45 00 Ageement Total 55 00 Late 0 00 Work Orders 0 00 Monthly Charge 25 00 Gas Appl 0 00 Start Date 03 01 2003 Electric Appl 0 00 Water Appl 0 00 Bad Checks 0 00 Form HUD 56146 MISC 10 00 000 EVICTION 0 00 SUPPLIES 0 00 CLEAN UP 0 00 Instructions Choose whether or not to print Form 561 46 Cancel x Confirm Information Tenant Name REGINALD K DIAMOND SSN 564 61 3113 Unit 045 Project foor Account 000000002001010 Amount To Apply Rent 45 00 Ageement Total 55 00 Late 0 00 Work Orders 0 00 Monthly Charge 25 00 Gas as Appl 0 00 Start Date 03 01 2003 Electric Appl 0 00 Water Appl 0 00 BadChecks 000 Print HUD 56146 Yes _ MISC 10 00 COURT COST 0 00 EVICTION 000 SUPPLIES 0 00 CLEANUP 000 Instructions Confirm the above values and click
21. Page 42 Tenant Search Screen Controls View This drop down selection box enables you to fil ter the tenants who are currently displayed in the table Tenants in Possession are those who are currently living in your agency s public housing units Z Account Tenants are those who have moved out but still owe your agency money His tory Tenants are those who have moved out and whose accounts are closed Charge Off Tenants are those whose accounts have been closed and your agency has written off as losses Ordered By This drop down selection box determines the order in which the tenant records are displayed in the table Search For This data field enables you to search for a specific tenant record Enter the target of your search in this data field and click the Go button The pro gram searches whichever set of fields you have selected with the Ordered By control and high lights the first record in the table that matches your search target Add Move In Button Click this button to add or move in a new tenant This process is described in more detail on the fol lowing pages Edit Review Button Click this button to review and or edit the currently selected tenant This opens the Tenant Edit Re view screen on that tenant s record Adding or Moving In a Tenant To add a new tenant or to move in a tenant who has a record in the WinTen Occupancy and Rent Calculation program click the Add Move In button on the
22. Transferring a Tenant 4 38 History Edit Review Screen 4 40 Charge Off Edit Review Screen 4 41 Browse Inspections Sub Screen 4 42 Inspection Detail Sub Screen 4 43 Unit Info Tab 4 43 Inspect Tab 4 45 Inspection Items Sub Screen 4 46 Notes Tab 4 48 Charges Utilities and Calculations 5 1 Charges Screen 52 Late Charges Tab 52 Repeating Charges Tab 5 4 Meter Readings Tab 5 6 Utility Recalculations Tab 5 10 Handheld Schedules Tab 5 12 Bring Work Orders Current Tab 5 14 Tenant Recalculation Tab 5 16 Payments and Credits 6 1 Payments Menu Screen 2 Take a Payment 6 3 Payments Screen 6 4 Take a Full Payment 6 5 Take a Partial Payment 6 6 Review the Tenant s Future Charges 6 7 Take a Security Pet Deposit Payment 6 8 Take a Payment for Escrow Accounts 6 9 Transfer Payments 6 10 Void a Receipt 6 11 Run Batch Receipts 6 12 Record a Deposit Ticket 6 13 Process Deposit Ticket Wizard 6 13 Record Non Dwelling Income 6 15 Recording Non Dwelling Income 6 16 Producing Reports on Non Dwelling Income 6 17 Charge Off a Tenant 6 18 Issue a Refund 6 20 Issue a Refund to a Selected Tenant 6 21 Issue a Refund to All Eligible Tenants 6 22 Issue a Batch Refund Process Batch Refunds Wizard Reverse a Refund 6 25 Import an Electronic Payment File 6 26 Reports 7 1 Reports Screen 7 2 Tenant Accounting Tab 7 3 Payments Sub Tab 7 4 Registers Delinquent Additional Sub Tab 7 6 Tenant Management Tab 7 12 Quick Lists Tab 7 19 Utility
23. r furur amp r amp nr WLLL aa ugsdarad during inilrlallrarlaon mir Le rhara Le PSRRSE PSE and nacelvanular acca unr rlra mina zrzr and 111 changad aura marlcally during SERGE PSE cdaranara aBnTE change nar Lircrad T rk Leet WLLL Cant Cant cc unT SO TAmlly Hina rr En 2 Fak lt NE lt TUTUL urliirlar TUTUDe BEER EE Jee cCnharg amp r WLLL Th bh 2 2 55 chargar WLLL b TUTUIAh SEER EE 5 WLLL g b currant chargar ch lg r WLLL chaIrg r rcnlirlallrarla n 2 T Pallawlng 921 224415 Jart rdar Chh Egh unlr F account 35m Bh Euh FATEL 15 hl hag ee ee 2 HECOAEL 5 Sn fol Oe tooo tlhe Gente Le any Eh G CE MLLL b pra mlrrary noth charge oe An
24. 7 Perform backups WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 9 During the Month Keep the Rental Register Correct 1 If a tenant s rent changes change the tenant s records accordingly 2 If a charge is incorrect correct it 3 Keep adjustment slips for documentation with daily status Print a Receivables Detail report for any adjustments that need to be tracked Track Late Charges At the time that tenants become delinquent 1 Check late charge rates Setup screen Late Charge Rate tab 2 Apply late charges Charges screen Late Charges tab 3 Print late charge bills Billing Menu screen 4 Print delinquent notices or create them via mail merge Billing Menu screen Process Move Outs 1 Move out tenant and change to Z account for holding Tenant Edit Review screen Move Out button a Receivables changes the unit to a Z unit b Receivables changes the tenants future rent to zero c If its tied to Occupancy and Rent Calcu lation Receivables automatically moves a copy of the tenant s record to history changes the transaction code to 6 and cre ates an eTrans record If Occupancy and Rent Calculation isn t tied in you must do this manually d Receivables marks the unit as vacant and begins accruing PHAS vacancy days 2 Determine all charges and post them This may take you into next month but this is not a prob lem Posted future charges remai
25. Page Down to proceed to Step Three WinTen Tenant Accounts Receivable 11 14 2003 Edition Using the Payment Wizard Page E 7 Payment Wizard Step Three otep Three of the Payment Wizard allows you to review and confirm the payment information you have entered before the program saves it If you are taking a payment but will not generate a receipt from the program enter the receipt number for a manual receipt in the Receipt Number field which appears below the Description field lf you are taking a payment and will generate a receipt from the program the program assigns the receipt number automatically If you need to make any corrections to the payment transaction click the Back button or press Page Up to return to the previous steps Otherwise click the Print button to save the transaction and print the receipt If you are not printing a receipt click the Finish button x Confirm Payment and Change Due Tenant ICHERYL BOLLAERT SSN B465 15 2488 Unit H 1013 Project Account 000000002001002 Regular Payment Payment Summary Initials CAO Cash 50 00 Payment D ate 11 30 2001 _ Check 0 00 Description ge Money Order oo Total Tendered 50 00 TotalApplied 50 00 Change Due oo Instructions Confirm the above values and click Finish to complete the task Cancel WinTen Tenant Accounts Receivable 11 14 2003 Edition Using the Payment Wizard Page E 8
26. Page 3 3 Primary Settings Sub Tab The Primary Settings sub tab contains your agency s identifying and addressing information user defined charge fields directory settings and fiscal year information Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes Detault Settings Projects Utilities Master Units Late Charge late Special 5ystem Functions Organization Mame JTENMAST CITY HOUSING AUTHORITY Address 132 VENTURE CT STE 1 Phone 259 455 8061 City State ip LEXINGTON 40511 Fax 859 367 7480 Name of mecellaneous tenant charge 1 CABLE T Name af miscellaneous tenant charge 2 COURT COST Name af miscellaneous tenant charge 3 0 Mame af miscellaneous tenant charge 4 SUPPLIES Mame af miscellaneous tenant charge 5 CLEAN UP st Directory Settings leave blank if rot ted in Ledger H MKTTENSMKTPH2 Post deposits to Check Reconciliation and Ledger Include adjustments when posting ta Ledger Pavables 2 Use mailing address for Payables refunds Hecereables Manth 4 Hecervables Year 2003 Rental Register Uptions Frnt using 2 lines Field to put on First Line nit H Search Screen Options Default wier All Curent Tenants Default Ordered by ss I allow edit of Previous Balances on Tenant Version Date 03 08 2003 Primary Settings amp
27. Tenant Actions Page 4 5 Moving in a Tenant not from the Occu pancy and Rent Calculation Program If you are moving in a tenant who has no record in Occupancy and Rent Calculation a dialog box opens that asks you for basic information on this tenant Enter the tenant s Social Security number first name and last name Select the radio button that corresponds to the tenant s type active a new tenant or inactive a new Z holding account for someone who isn t currently a resident but may still owe your agency money Click OK to continue The Pick a Vacant Unit dialog box opens This dia log box contains a table of every vacant unit in the Master Unit database Select the unit into which the tenant is moving then click OK to close this dialog box and continue A confirmation dialog box opens that asks you if the selected unit is correct Click Yes to continue or No to return to the Pick a Vacant Unit dialog box What Type Move In ls This 3b2 15 7445 SHEILA ARGENT Confirm WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 6 If you click Yes the Tenant Move In sub screen opens This sub screen contains information on the certification status of the tenant who you are moving in and the status of the unit into which you are moving him Enter the move in date and click OK If the program is set up to calculate security depos its or pet deposits as a percentage of the
28. This error occurs if an event has an ending date that is later than the first day of the month after the event began Master Unit Mantenance Screen Project 001 Unit 506 Bldg Entrance 1 Master Unit Main Inspection Status Events 5 Event Event Start Lease Term Refer Rieter Event Maint Event Total Elapsed Days Type Date Date Maint To End Date Pend The Fix Edit the Event End Date of the first event to be the same as the Event Start Date of the second event record The corrected event sequence should look like this Master Unit Maintenance Screen Project 001 Unt BUB Bldg Entrance 1 Master Unit Main Inspection Status Events Utilities 3 Event Hent Start Lease Term Event Maint Event Total Elapsed Days Type Date Date To End Cate Fend OT YZO 1999 07 20 1999 08 01 1999 No 5 o Y 08 01 1999 No Yes 0 WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page 9 Missing Move Out Record There is no Move Out Record for the event se quence In this case delete the duplicated record Master Unit Maintenance Screen Project O01 Unit 00 Bldg Entrance H 1 Master Lirit Main Inspection Status Events Event Event Sta
29. property in unit meteorite hole in unit s roof that make the unit non rentable The event is closed out with an ending date of June 2 A CA event begins with a start date of June 2 At the end of the day on June 2 the unit is still in maintenance so the 2nd counts as a maintenance make ready day The unit is in occupancy at the end of the day on June 3 so the 3rd counts as an occupancy lease up day A new tenant moves in on June 4 This ends the CA event The 4th is a move in day so it doesn t count as a vacancy day The unit has a total of 4 vacancy days 3 for main tenance and 1 for occupancy or lease up WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 17 Example 8 Scenario with Condition Change that Crosses Months move out date and lease termination date are the same Event Event Stat Lease Term Refer Ta Refer Event Maint Event Total Elapsed Days Type Date Date To End Date Pend Yacht 05 30 7001 05 30 2001 ff Y OS 30 2001 No 0 05 30 2001 05 30 2001 ff 05 01 7001 No 1 1 0 0 CM 06 01 001 05 30 7001 06 04 2001 07 01 2z 01 07 01 z 01 Yes No 30 7 0 CM 07 01 2001 05 30 2001 07 0l1 z 01 07 11 z 0l1 11 72001 Yes No 10 0 10 0 C 11 lt 2001 5 3s0 z 01 07 11 z n01 07 1z z l 07 18 2001 No Yes Y T l In the Real World On August 1 of the previous year
30. 4 26 WorkOrder 2 4 4 33 Import from WorkOrder Program 5 14 Make Current 5 14 Setup 3 10 WinTen Tenant Accounts Receivable 11 14 2003 Edition Index Page 1 2 AppENDIX SPECIAL UTILITY CALCULATIONS The Allowance Tables setup function the Allow ance Tables sub tab of the Utilities tab of the Setup screen allows you to set up utility allowance ta bles Normally these tables are based on the num ber of bedrooms in a unit However Receivables also supports utility allowance tables based on the number of residents in a household To use this option check the Use New Utility Calculation check box on the Utility Setup sub tab of the Utilities tab The Allowance Tables sub tab s appearance and functionality changes to support this option When you first enter the Allowance Tables sub tab Default Settings Projects Utiities Master Units Late Charge Rate Special System Functions it displays a table which contains the unique identi HIBHHEORB NE fying codes for each existing utility allowance table When you add a new table or edit an existing one the sub tab changes to display the detailed infor mation for the selected table Use the standard WinTen icons to edit the data on this sub tab and save or cancel your changes Choose an Allowance T able CAUTION If your agency uses this option for calculating utility allow ances you must base all of the following settings on a utility audit conducted by an energy
31. All Current Tenants AMITAVALA ARGENT BOLLAERT BROWN CHARSKI D causing CLEARY COFFIELD CURRID DAVENPORT DIAMOND DOUGHERTY EMERSON FIXMER FLOYD GOHRING GRUENWALD GUGLIELMO ASRAP SHEILA CHERYL D TODD D JULIANA G JOHN E LAURA S MICHAEL W BRETT WINSTON J REGINALD K LINCOLN D JUDY P JULIA O RANDALL L DANA C DOUGLAS B REBECCA 364 86 4611 362 15 7446 646 15 2488 333 85 4335 834 88 3282 438 38 8350 835 39 4224 493 25 9259 983 29 8432 635 21 4784 564 561 3113 315 54 1323 548 53 9761 344 33 1318 425 45 8385 838 38 8484 333 33 5332 430 20 0252 001 008 013 046 2030 012 049 018 020 030 045 011 2022 038 035 004 016 042 LastName FirstName 55 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 OC 000000002001 OC 0000000020010 000000002001 OC 20030095 000000002001 01 000000002001 01 00000000200104 00000000200101 00000000200101 00000000200101 00000000200101 00000000200101 B 123 TATES CREI 123 TATES CREI 125 TATES CREI 357 APPIAN WA 1560 4RMSTROI 125 TATES CREI 357 APPIAN WA 127 TATES CREI 127 TATES CREIL 1560 ARMSTROI 357 APPIAN Wat 125 TATES CREI 127 TATES CREI 1561 ARMSTROI 1555 ARMSTROI 123 TATES CREI 125 TATES CREI 357 APPIAN WA EE IET E PAYMENTS SCREEN The Payment
32. Ar x BEGIN ate shart time 4 05 35 PM 4 05 53 PM 9 record number 47 out of 48 JUD Charge Uff Tenant update start time 4 05 57 PM Current time 4 05 57 PM Now updating record number aut of 0 WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 26 When the program is done updating its databases a dialog box opens that asks if you want to run the new Monthly Rental Register report with the new month s charges and balances Click the button that corresponds to your choice If you click Yes a standard print preview screen opens with the Monthly Rental Register report Re view this report on the screen or click the Print but ton to print it When you are done with the Monthly Rental Register report click the Close button to close the print preview screen and continue with initialization Monthly Rental Register TERM SST CITY AUTHOR Fecal Reger Tenanr Cena Llon teethng yt ton im C im 1 zh hh Lh hh ODECA 42 Lh hh T 5 s T 0 CUGLEO OOETT f 1 gt E
33. Ce ey BU I amp DEE ram ra 51151 58 Odb Obd on tha bc 4104271198 rns 58 51 Taran CAOUT TOE kibrga L Ar amp ce hey ln 21 229 ONM rnlT naparT 6 GTUIT ALL Mie 24 amp SAcrlva pIat amp nt ys amp kr LLL bute TLE aL LY nav LE CUT Cente Tobe Cae ALL TA nknTE Rah foe 25 68 WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 28 A dialog box opens that asks if you want to update the retroactive rent agreement information in Occu pancy and Rent Calculation Click the button that corresponds to your choice NOTE This is not an automatic function due to differences in housing authority policies regarding retro rent agreements You must manually choose for Receivables to update the agreements A dialog box opens that informs you that the initial REC WinTen Receivables E3 ization process is complete Click OK to close all associated dialog boxes and screens and return to the Main Menu WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 29 WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 30 IN
34. Check this box if the EPF file has an identifying or administrative not transaction data footer line File Specifications Each line of the EPF contains the complete data for one tenant s payment transaction and the bank s computers arrange it in a certain way The File opecifications fields tell Receivables how this data is presented so that Receivables can read the file correctly These are the mandatory fields that Receivables must read from each line of the file when it imports the EPF It will ignore all other fields Contact your financial institution to obtain the file specifications for their EPFs then enter the starting position and length of each field as defined If you need further assistance with interpreting your bank s EPF speci fications contact Tenmast Electronic Payment File Setup x 2 P m gt ADOWNLOADNEPF S m e e En c mm m 3 Hint File Names Complete file names are generally composed of eight or fewer characters a period and three characters The characters before the period are typically referred to as the file name and those after the period are the extension For example if your bank sends EPFs named the file name is HA PMT and the file extension is Hint What are file specifications EPFs are ASCII plain text files Each line in an EPF con tains the
35. ER 00 Tt Q First Last Mame JOHN T BABCOCK Street 7a 4 Phone E 4 City 5 Zip Mamt Code Caseworker Bedrooms Account 4 Family Size 1 Account H 0 Income 0 00 Income Level TAR Bal Date 03 03 2001 Admission Date Race Ethnicity 12 YTO Rent Paid 0 00 Lease Date 02 05 2001 F7 Elderly Charge 11000 Paint Date Late Charge Exempt Terminated 05 24 2001 55 Participant Future Rent 0 Home Ownership WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 41 Browse Inspections Sub Screen When you click the Show Inspections button on the Tenant Data tab of the Tenant Edit Review screen the Browse Inspections sub screen opens This sub screen contains a table of all inspections that have been performed on the selected tenant s unit To view the detailed record of one select it and click the View button This opens the Inspection Detail sub screen Browse Inspections SMITH PETERJ 000000 800666068 00000008 Date Address Protocol Status Landord 125 TATES CREEK RD 2 REACUMTOD WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 42 Inspection Detail Sub Screen The Inspection Detail sub screen contains the de tailed records of one selected inspection This sub screen is divided into four tabs Unit Info Inspect Deficiencies and Notes lt alway
36. Receipts Setup 3 9 WinTen Tenant Accounts Receivable 11 14 2003 Edition Index Page i Refund Issue 6 20 Reverse 6 25 Reindex 11 1 Rental Register setup 3 6 Reports 7 1 Pediodic Monthly 12 6 Periodic 12 1 Daily 12 3 Quick Lists 7 19 Tenant Accounting 7 3 Tenant Management 7 12 Utility Meter Readings 7 21 Retro Rent Agreement 4 25 S Security Deposit setup 3 11 setup 3 1 Bills 3 8 Caseworkers 3 3 3 44 Color 3 3 Deposit Pet 3 11 Security 3 11 Electronic Payment File 3 3 EPF See Setup Electronic Payment File Late Charges 3 38 Management Codes 3 3 3 46 Meter Reading 3 22 Planning Questions 2 14 Projects 3 17 Project Numbers 3 17 Receipts 3 9 Rental Register 3 6 Units 3 28 Utilities 3 8 3 21 Allowances 3 24 Utility Rates 3 26 Work Orders 3 10 T Tenants 4 1 Charges 4 23 Charge Off 6 18 Charge Off Records 4 41 History Records 4 40 Household 4 12 Move In 4 4 Move Out 4 37 Search 4 2 Transfer 4 38 Utilities 4 28 Transfer 4 38 U Unit Setup 3 28 Utilities 4 28 5 1 Recalculations 5 10 5 16 Setup 3 8 Utility Allowances Setup 3 24 Rates Setup 3 26 Setup 3 21 W Wizards 10 1 Agreement Removal 10 7 4 27 Edit Monthly Agreement Charge 10 6 4 26 Payment 6 3 setup 3 9 Process Batch Refunds 6 23 Process Deposit Ticket 6 13 Promissory Note Creation 10 2 4 26 Promissory Note Transfer 10 4 4 26 Retroactive Rent Agreement Creation 10 2 4 26 Retroactive Rent Agreement Transfer 10 4
37. This report is a summary of all reportable down time make ready time lease up time and exclud ed days for the selected range of dates 12 31 2000 03 21 2003 H 03 21 2003 H 03 21 2003 H 03 21 2003 H 03 21 2003 03 21 2003 H 03 21 2003 H 03 21 2003 WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 17 PHAS Event Fiscal Year Vacancy Totals This report details the actual vacancy events for the selected reporting period Vacancy events are all transactions that involve a unit between move out and move in This report is the worksheet for the Cumulative Unit Vacancy report You can choose for the report to include data on a specific project or all projects and for a specific unit or all units PHAS Event Reportable Elapsed Days This report is a detailed listing of all reportable down time make ready time and lease up time elapsed days In its full form all units for all projects this report is the worksheet for the Cumulative Report able Elapsed Days report You can choose for the report to include data on a specific project or all projects and for a specific unit or all units NOTE Only event sequences completed in the current fiscal year no matter when they start ed will appear on this report 03 21 2003 H 03 21 2003 H 03 21 2003 H 03 21 2003 H WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 18 Quick Lists Tab T
38. Unit Returned from Maintenance date of that event must be the same as the Date Unit Referred to Maintenance date of the next event Haster Unt Maintenance Screen Project Unit 104 Bldg Entrance Master Unit Main Inspection Status Events Utilities AB dE Event Event Start Lease Term Refer Refer Event Maint Event Total Elapsed Days Type Date Date To Uce End Cate Pend Oce 04 01 2000 The Fix Edit the Refer to Occ field on the first record to match the Refer To Maint field on the next record The corrected event sequence should look like this Master Unit Maintenance Screen Project 001 Unit 4 Bldg H Entrance H Master Unit Main Inspection Status Events Utilities Event Event Start Lease Term Reter Refter Event Maint Event Total Elapsed Days Type Date Date To End Date Pend Vacnt Oce 1 0 1 20 O3 03 2000 4r lrz00 04 01 2000 Yes 30 O4 foOL 2000 Uy O4 0O1 2000 4 27 2000 O4 30 2000 No Wo 29 26 WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page C 5 Beginning Date is not Equal to the Previous Ending Date Events in the same event sequence should flow together smoothly The event ending date of one event should be the same as the start date of the nex
39. a unit is approved for modernization However as there is a tenant in the unit no action is taken at this time A tenant moves out on May 30 the day his lease terminates As soon as the tenant moves out the unit becomes eligible for modernization While the unit is waiting for a referral to mainte nance a new month begins The Tenant Accounts Receivable program is initialized into June The unit is referred to maintenance on June 4 Maintenance begins modernization While the unit is undergoing modernization a new month begins The Tenant Accounts Receivable program is initialized into July In the PHAS Event World The tenant moves out on May 30 starting the event The lease also terminates on May 30 so the lease termination date is the same as the event start date The 30th is the last day of occupancy so it doesn t count as a vacancy day When the tenant moves out the unit becomes eli gible for modernization This initiates a CM event which begins on the day of the move out The unit hasn t been referred to maintenance yet so May 31 counts as a day of down time A new month begins Tenant Accounts Receivable is initialized into the new month Because PHAS event tracking is monthly the original CM event is closed out with an ending date of June 1 the first day of the new month A new CM event is begin with a June 1 start date On June 1 through 3 the unit is still waiting for a re ferral to maintenanc
40. check Hg and or money order in the appropriate data field s and click the Save button The program records the payment and prints the WinTen Receivables receipt A dialog box opens that asks if the receipt printed correctly Click the appropriate button If you click Yes the dialog box closes and the program returns to the Payments screen If you click No the program voids the transaction then closes the dialog box and returns to the Payments screen WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 8 Take a Payment for Escrow Accounts If the tenant is set up for home ownership on the Main Info tab of the Tenant Edit Review screen you can take a payment for his home ownership escrow account To do this click the Take a Pay ment for Escrow Accounts button The Home Ownership Down Payments dialog box Home wnership Down Payments opens Enter the payment s the tenant is making He to his down payment and or purchase account s and click the Save button The Payment Window dialog box opens Enter the Payment wae amount that the tenant is paying by cash check BB and or money order in the appropriate data field s and click the Save button The program records the payment and prints the REC WinTen Receivables receipt A dialog box opens that asks if the receipt printed correctly Click the appropriate button If you click Yes the dialog b
41. hk Lhd b hh hh Lh hh hh Lhd b hh hh Lh b hh hh Hint When should clear year to date rents Typically you should only clear year to date rents if you are initializing from December to January WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 23 The Post Receivables to General Ledger sub This screen contains a table of every General Ledger account that is subject to a transaction Click the Post button to post these transactions or the Cancel button to cancel the pro cedure and continue with initialization screen opens Post Receivables to General Ledger 3 MONTH END MONTH END MONTH END MOMTH EMD MONTH END MONTH END MONTH END MONTH END ADJUSTMENT ADJUSTMENT ADJUSTMENT ADJUSTMENT O303TC O303TC O303TC O303TC O303TC O303TC O303TC O303TC 0303 O303TA O303T A O303TA 001 TENANT ACCOUNTS RECEMABLE 03 31 2003 0 PROMISSORY HOTE RETRO RENT AGREEMENT SECURITY DEPOSIT SECURITY DEPOSIT INTEREST RENT 057512005 03 31 2003 03 31 2003 03 31 2003 03 31 2003 CABLE TV 057512005 CHARGE OFF 03 31 2003 TENANT ACCOUNTS RECEIVABLE 0373172003 RENT 03 31 2003 LATE CHARGE 03 31 2003 CABLE TV 0373172003 DPH DPH DPH DPH 1122 FN 1123 2114 2114 3110 3690 4570 1122 3110 3690 3690 1 045 22 440 00 40 00 455 00 345 00 40 00 0 00
42. of Pets dialog box opens Enter the number of pets that the tenant has and click OK A dialog box opens that asks you to enter the cur rent meter readings for the unit into which the ten ant is moving Enter the current readings and click OK When you click OK in the last dialog box all dialog boxes associated with the move in process close and the Tenant Edit Review screen opens to the new tenant s information THE MOVE IN DATE MUST BE OR AFTER THE LATEST OF THESE DATES AND IN THE CURRENT RECEIVABLES MONTH AND YEAR Current Receivables Month Year 3 2003 Referred to Occupancy Date 12 30 1899 Previous Move Out Date 03 14 2003 Last Date of Condition Change 03 01 2003 Please enter the actual move in date Admission Date on Occupancy and Rent Calculation Screen03 18 2003 Effective Date on Occupancy and Rent Calculation Screen03 18 2003 The Occupancy and Rent Calculation Screen will be updated with the Move In Date Jf OK X Cancel Confirm X 9 Do you wish to move the tenant in with prorated changes The Move In Date ts 0321822003 There 14 days left this month including today The daily rate is 7 73 The rent charge for the remaining days would be 108 22 Please Enter The BEGINNING Meter Readings For The NEW Unit Read Date for these readings is 03 18 2003 Electric Gas Water 15 20 Old 0 0 0 WinTen Tenant Accounts Receivable 11 14 2003 Edition
43. orders that directly involve an insurance claim For purposes of this condition code a natural di saster only applies to an area where the president or governor has issued a declaration or proclama tion of the disaster and its time frame is limited to the one specified in the declaration or proclamation if the declaration proclamation ends so does the Cl condition Likewise casualty damage is limited to the time an insurance claim is pending as soon as the insurance company agrees to pay the Cl condition ends even if your agency hasn t actually received the check yet Days during which the unit falls under a Cl condi tion are considered exempt from reporting though they are still vacancy days Hint What is casualty damage Casualty damage is any insurance claim on the unit that doesnt involve a presidential or governor s declaration or proclamation of a natural disaster WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 5 CE The unit is vacant due to legal conditions that do not directly involve an insurance claim insurance claims and related legal action are covered under the condition code This may be due to litigation that directly involves the unit such as a court order It also applies if a government agency has sealed the unit for example a police crime scene seal This code also covers units that are vacant because they are in conditions that make habitation
44. the screen or click the Print button to print it When Ton E you are done with the Pre Initialization report click the Close button to close the print preview screen _ Cancel and continue with pre initialization What is the date of the MOST RECENT work order to post to Future Pre Initialization Report nun oy JEO TENMAZT CITY HOUSING AUTHORITY P REIN MALES TO A EPO RT Baca Lebo Le Bo Poe OCO 3 naurlng lon 7 5 mnbrran umnbrpnc 10 Pallawlng 228 Whoo CUCL 2 CANTE Updarad 5111 51 pra gram Gated on rn lr afjfacrlwos darar Trh rananr CAOUT rccrik amp n Tot Le you ara p amp raring lin Fanrh gf JUBEE And running cn kt Pot ge FULT All ranancrr chahnge amp cr guir L ln pr amp r amp ncr y amp hr WLLL asuramarlcally CunnkNHT LANTE Updated T Tenant I amp nr ALL r amp nanrr una h CANT chAhg amp r At 1 Tha bc TUTUOE r amp nrr Updated AUGUST I amp nr rh CLUIIknT and LE nar chang amp d T ald furura ard 2 Inr nar
45. 0 zt noc en 0 00 0 00 3 0 0 D 0085 IJ nn H Oo ng mn B 3 B I 0 0 mag Wr SEES dp 95557 CMUTI ST UTI vang quen m3 y eg agen papra ser penonseamal BESS oy ese Tes Tes 5857 Tes Tes as TTY ADEE angues Dew 301 sagen 305 ae TETUN oque Tees kaphiy Aag LOLOTI 04 OODZ LO LO uode pesdeg syqesodas suing neig way WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page 19 n Tep spqejq2sdey ggep vo puao arpyumirs2283 Yew n23pg 207 LEI wvunpss pito Peeters wr erbe sien forests PERINI eua fete ehe ToT A TRIOL TOO Tar sereo a 0 n o 0 o DDDP TE TD sere pae Tr TD Cm 4 0 n E 0 0 QUDP DE TB 0002 7 07 0 0002 12 70 50 s 0 0002 10 20 Sere OGGE TONED 882 11 TH 2 0 0 0 B PELTED nunz Tr0 fTB UBBe rz rU OR 6 0 0
46. 0C 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 0C 000000002001 0C 20030035 00000000200101 00000000200101 00000000200104 00000000200101 00000000200101 00000000200101 00000000200101 00000000200101 Reverse Refund Other Than Security Pet Deposit 123 TATES CREI 125 TATES CREI 357 APPIAN WAY 1560 ARMSTROI 125 TATES CREI 357 APPIAN WAS 127 TATES 127 TATES CREI 1560 ARMSTROI 357 APPIAN WAY 125 TATES CREI 127 TATES 1561 ARMSTROI 1555 ARMSTROI 123 TATES CREI 125 TATES CREI 35 APPIAN WA IMPORT AN ELECTRONIC PAYMENT FILE To import an electronic payment file EPF click the Import EPF button For more information on this process refer to Appendix D Lockbox Collections AS Import WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 26 REPORTS Information needs to be summarized and present ed in an easy to understand form so the reader can make informed decisions The Reports screen is where Tenant Accounts Receivable turns all of its data into meaningful reports To enter this screen click the Reports button or press lt R gt at the Main Menu Inl gt e nmast B Software Public Housing Documentation hAmkttemmktph 2 amp Tenant Tenant Actions Billing Billing Options Charges Charges Utilities Calculations Menu Post Fostto Le
47. 10 2000 Ho Yes a a 06 19 2001 06 19 0001 ff He 29 200L Ho Wo 0 0 3 WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page C 6 Ending Date Must Have Same Month as Beginning Date When Complete When the Event Complete check box is checked in an event record that events beginning date and ending date must occur in the same month Depending on the Move In date this event can be corrected by changing the Event End Date to the same month as the Event Start Date or a new event can be created with a start date of the Event End Date and the Event Completed flag set on the new event sereen Project 001 114 Bldg H Entrance H Master Unit Main Inspection Status Events Utilities F Event Event Start Lease Term Refer Refer Event Maint Event Total Elapsed Days Type Date Date Maint Date Pend mpl vacent DowrMaint Oce 06 22 1999 No Yes 0621922001 No Ne The Fix Edit the Event End Date to be the same month as the Event Start Date he corrected event sequence should look like this Master Unit Maintenance Screen Project 001 Unit 114 Bldg Entrance H Master Unit Main Inspection Status Events Utilities B Event Event Start Lease Term Hefer Ta Hefer Event Maint Event Total Elapsed Days Type Date Date cc End Date Pend s acnt
48. 2003 Edition Periodic Reports and Initialization Page 12 16 When you finish posting or cancel posting a Hint Deja Vu standard print preview screen opens with the Re ceivables Transaction Journal report Review this report on the screen or click the Print button to print it When you are done with the Receivables Transaction Journal report click the Close button to close the print preview screen and continue with pre initialization This report has two parts When you close the first part the second one opens The first part is the permanent Receiv ables Transaction Journal from the WinTen General Ledger module The second part is the temporary journal to which Receivables posts Receivables Journal Report Permanent Hy 5 CITY HOUSING AUTHORITY Curent Receivables 58 Joumal Listing Fable Hos z b g Doc ume itatba bomktie Th Dates trom 03012005 do 0353172003 De fcr pth De bE Amt Cedtamt Pamoze TEMA HT AGREEMENT 001 TEMA HT AGREEMENT 001 TEMA HT AGREEMENT 001 TEMA HT AGREEMENT 001 TEMA HT AGREEMENT 001 TEMA HT AGREEMENT 001 HT AGREEMENT 001 Dina PH TEMA HT AGREEMENT 001 1122 PH TEMA NT AGREEMENT 001 1122 PH TEMA HT AGREEMENT 001 1122 Din RR TEMA NT AGREEMENT 001 11 73 TEMA HT AGREEMENT 001 11 73 RR TEMA AGREEMENT 001 11 52 RR TEMA AGREEMENT 001 1123 i beta Tota
49. 4 The unit is oc cupied again Once the property is removed the unit could now be rented if it weren t still in maintenance for roof repairs condition remains Cl June 1 still counts as a maintenance make ready day Now that the roof repairs are completed the unit is technically available Even though maintenance is still working on the VFW there are no conditions property in unit meteorite hole in unit s roof that make the unit non rentable The event is closed out with an ending date of June 2 A CA event begins with a start date of June 2 At the end of the day on June 2 the unit is still in maintenance so the 2nd counts as a maintenance make ready day The unit is in occupancy at the end of the day on June 3 so the 3rd counts as an occupancy lease up day A new tenant moves in on June 4 This ends the CA event The 4th is a move in day so it doesn t count as a vacancy day The unit has a total of 4 vacancy days 3 for main tenance and 1 for occupancy or lease up WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 15 Event Event Start Date O5 420 200L O5 40 2001 052011 001 06 02 2001 Example 7 Scenario with Multiple Condition Changes move out date before lease termination date Lease Term Date US5 31 z ul 0573172001 05 31 0001 05 1 0573172001 Refer To o y 05 f42 4001
50. 6 00 7 58 poar tajea 88 81 8 4 B lc 0 B srre3 5124 OR Bc E 0 az GDDP GI EOU Wo ooi I 0 0 4 UBarc nuz tn 0 E F 0 0 DUDR DU D BDDP TI TO P 0 n nz rn eg 0062 2002 12 70 Wo ot 5 0 t 0002 10 20 TOAEO BDUP TI TO 0 0 0 setea DDDE TD EB setel 88 Tog 4 Taveseg questa Tp ID etel qQuyew wog prz pez 32035 wey 1 3n tdug eleg peedetg bes avez cawvrem ol 0I 5 iss qm AapX s LOOT OT OOZ LO LO So Sieg pesdeg sgeuodag wang 4 gum Ag way WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page C 20 APPENDIX D ELECTRONIC PAYMENT FILE PROCESSING This appendix details the electronic payment file processing lockbox function of Tenant Accounts Receivable The basic electronic payment file concept involves rent collection through a bank rather than through the housing authority Every month the agency sends each tenant a rent statement with an at tached remittance coupon billing statement This remittance coupon includes the tenant
51. Accounts Receivables is designed to man age a vast amount of financial data To assist you in maintaining proper audit records and keeping track of your agency s financial status Receivables offers several daily and monthly financial reports which you can process and print as needed To use these reports or to perform monthly initial ization click the Periodic button or press lt E gt at the Main Menu This opens the Periodic Reports Screen x 9 nmast 5 Software Tenant Accounts 170 Public Housing Documentation hAmkttemmktph 2 amp Tenant Tenant Actions Billing Billing Options a Charges Charges Utilities Calculations Menu Post Postto Ledger Payments Payments and Credits Menu E Index Index Databases Reports Report Options HE Setup Setup Feriadic Reports and Initialization Exit WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 1 REPORTS SCREEN The Periodic Reports screen contains a selection of periodic financial reports which provide you with information about your agency s daily and monthly financial operations This screen is divided into two tabs Daily and Monthly On each tab the left side contains a set of radio buttons which correspond to the reports available on that tab and the right side contains the formatting options for the currently selected report X 4
52. Agreement button the Promissory Note Transfer Wizard starts If you clicked the Retro Rent Repayment Agreement button the Retroactive Rent Agreement Transfer Wizard starts The wizard guides you through the steps of transferring the tenant s existing balances to the new repayment agreement For more details on these wizards see the Task Wizards chapter of this manual Edit Monthly Charge on Agreement The Edit button starts the Edit Monthly Agreement Charge wizard This wizard guides you through the process of editing the tenants monthly pay ment amount For more details on this wizard see the Task Wiz ards chapter of this manual WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 26 Remove Agreement The Remove button starts the Agreement Removal wizard This wizard guides you through the pro cess of deleting a repayment agreement For more details on this wizard see the Task Wiz ards chapter of this manual NOTE If you delete a promissory note or retro rent agreement that you created using the Cre ate button the program deletes the agreement If you delete a promissory note or retro rent agreement that you created using the Trans fer button the program returns the charges in question to the tenant s account Bring In Agreement to Current Charges The Current button deletes an existing promissory note or retro rent agreement and moves its remain ing balance to the tenants cur
53. Bring Work Orders Current Some of these tabs may not be available depending on the options that you have set on the Setup screen The Charges screen always opens on the Late Charges tab as shown below Late Charges Tab The Late Charges tab enables you to use a single function to apply late charges to the account of ev ery tenant who is delinquent in payments Hint Daily Late Charges If your agency uses daily late charges as set up on the Late Charge Rate tab of the Setup screen you must use this function every business day a 0272472001 E EE WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 2 Applying Late Charges To apply late charges enter the effective date for the late charges in the data field and click the Apply Late Charges button A dialog box appears that asks you to confirm your intent to apply late charges Click Yes to continue or No to cancel the process If you click Yes a dialog box appears that informs you that the program is now applying late charges to tenant accounts Click OK to continue When you click OK the upper portion of the Late Charges tab changes to display a running progress report on late charge application showing each tenants name as the program updates his ac count 07 24 2001 ET When the program is finished a dialog box opens that informs you that the process is complete Click OK to close a
54. Curent Only Bank Deposit Current Only All Receipts in Receipt Number Order 7 Summary Receipt Report Summary Receipt Report with Account Payments Credits Registers Delinquent Additional OPTIONS Prnt using Green Bar format dat matris printers only Report Period Please enter the starting date Please enter the ending date Group By Project C Initials C Grouping Curent C History 03 21 3 03 21 3 Which Project Leave blank Far all sg Winlen Tenant Accounts Receivable 1 14 2005 Edition Reports Page Payments Sub Tab Payments sub tab enables you to run the Receipt Deposit reports This family of reports is interconnected and you can print more than one of them in the same print run Check the boxes that correspond to the reports you want to run then se lect your formatting options on the right side of the screen and print or preview the reports normally All six reports have the same set of formatting op tions You can produce each report for a selected range of dates and group the data by project or by the initials of the user who entered the transaction You can select either current or history reports and you can produce the report to cover all projects or one specified projects 3 0 Tenant Accounting Tenant Management Quick Lists Utility Meter Readings Me
55. EY Future Changes Denk Lebo Ko Turk 1 Teething n nbrran r rpn PUT URE H n ES urb arr LETTO acct F bal hh F 41 oant o moe hh h hh u il amp EHT nnimm 1100 n Enan nr 0 Tic E 18 8355 EA1EADT 2 1 COITCE1O HcCoAE1 3 Fes Com COOLE T 52 A OEG O hL 3LL3 TUOT F hL 874L TEZHKEL dice DANDAIL 1 2005200 1 000143 O 2 GUGLEELHO bas 72 HUODAT O hii 00250005 or i had 3 DEHFT EHEITI UuE H hil 18 32 1 OCH OAIE ILI 18 2145 4 48 1000 ET 1LrADHEH MANT E EE HEFEIEH
56. Edition Setup Page 3 5 Receivables Month This is the current month Receivables automati cally updates this field whenever you initialize into a new month Year This is the current calendar year Receivables au tomatically updates this field whenever you initial ize into a new year Rental Register Options The Rental Register Options fields control the for mat in which the program prints the Rental Register report Print Using 2 Lines Check this box if you want the Rental Register to use two lines for each tenant s details Leave it unchecked if you want each tenant s details to oc cupy one line Field to Put on First Line This drop down selection box enables you to speci fy which unique data field to include on the first line of each tenant s record Unit or Account search Screen Options Default View This is the default view option that will be selected whenever you enter the Browse Tenants screen Default Ordered By This is the default sort order that will be selected whenever you enter the Browse Tenants screen Previous Balances Do Not Allow Edit of Previous Balances on Tenant Screen If this box is checked users cannot edit tenants previous balance values on the Tenant Detail screen They must use the Payment Wizard to edit this data TENMAST CITY HOUSING AUTHORITY 132 VENTURE CT STE 1 LEXINGTON v 40511 859 455 8061 B59 357 7480 CABLE TV SUPPLIES
57. Field Button When you click this button the Charge Off data field becomes editable Enter your changes to this field and click the Save button to save your chang es or the Cancel button to cancel them NOTE Under most circumstances you should not need to use the Charge Off Edit function This is only necessary if a problem occurred with the actual charge off Show Inspections Button B Click this button to open the Browse Inspections sub screen described at the end of this chapter The Browse Inspections sub screen enables you to view inspections performed on this tenant s unit This button is available only if you are running the WinTen Public Housing Inspections program WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 9 Mailing Address Button The Mailing Address button opens the Review Edit Mailing Address dialog box This dialog box con tains a set of data fields for the tenant s mailing ad dress if this differs from his physical address Use the standard WinTen controls to edit the data on this dialog box and save or cancel your changes Phone Numbers Button The Mailing Address button opens the Review Edit Phone Numbers dialog box This dialog box contains a set of data fields for additional phone numbers for the tenant Use the standard WinTen controls to edit the data on this dialog box and save or cancel your changes Tenant Data Tab Data Fields Most of the following
58. Finish to complete the task o m Cancel WinTen Tenant Accounts Receivable 11 14 2003 Edition Task Wizards Page 10 3 Promissory Note Transfer Wizard Retroactive Rent Agreement Transfer Wizard The Promissory Note Transfer Wizard controls the process of transferring an existing account balance to a new promissory note for a selected tenant This wizard is available through the Transfer Exist ing Balance to Agreement function on the Prom issory Note Retro Rent Agreement Menu dialog box which opens when you click the Promissory Note button on the Charges tab of the Tenant Edit Review screen The Retroactive Rent Agreement Creation Wizard controls the process of transferring an existing account balance a new promissory note for a se lected tenant This wizard is available through the Transfer Existing Balance to Agreement function on the Promissory Note Retro Rent Agreement Menu dialog box which opens when you click the Retro Rent Repayment Agreement button on the Charges tab of the Tenant Edit Review screen These two wizards are identical in every way except that the Promissory Note Transfer Wizard enables you to add any of the tenant s outstand ing charges to the repayment agreement while the Retroactive Rent Agreement Transfer Wizard only enables you to add outstanding rent charges to the repayment agreement Step One The wizard displays a table of outstanding charges on the tenant s account In
59. Head Date 03 18 2003 Electric Gas Water Electric Gas Water 00 03000 o New Readings wif Old Readings 11211 80 0 0 0 Amount Used 0 0 0 ni n o Allowance nil n 0 0 0 Excess 0 0 0 0 00 0 00 0 00 Charge Excess 0 00 0 00 0 00 Comments Utilities Supplemental Meter Headings WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 28 Main Utilities Sub Tab The Main Utilities sub tab contains data on the tenant s utility charges for electricity gas and wa ter The left side of the tab contains the tenant s current charges those for last month s meter read ings which are due in the current billing period The right side contains the tenant s future charges those for this month s meter readings which are due in the next billing period Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes Main Utilities Sub Tab Controls Edit Meter Read Dates Button When you click this button the Old Meter Read Date and Meter Read Date fields become editable Make your changes to these dates and click the Save button to save your changes or the Cancel button to cancel them Recalculate Allowances and Charges Button Click this button to recalculate the tenant s Due in 30 Days utility data Main Utilities Sub Tab Data Fields Unit Size This is the number of bedrooms that the tenant s unit has
60. Initialization Exit WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 1 TENANT SEARCH SCREEN The first screen that appears when you enter the Tenant Actions area is the Tenant Search screen This screen contains a table of all of the tenants in the Receivables database From this screen you can add or move in a new tenant or review and edit the data for an existing tenant record Tenant Search All Current Tenants 7 ASRA P CHERYL TODD D JULIANA JOHN E LAURA 5 MICHAEL BRETT REGINALD LINCOLN D JUDY P JULIA 0 RANDALL L DAMNA DOUGLAS B REBECCA MURRAY D JOLI L 364 506 4611 46 15 2458 939 065 4395 524 50 3202 138 385 8390 4 133 259 3293 383 293 8432 564 61 3113 315 54 1323 5468 53 9761 544 335 1318 125 415 8385 038 380 8454 333 339 8332 450 240 0252 244 11 5543 or 2 be 22l3 OOOOOO002007 OL OOOOOO002007 OF 1000000002001 04 1000000002001 1000000002001 01 1000000002001 01 1000000002001 0000000020011 OOUUOUU0A00T 04 125 TATES CHEI 397 APPIAN wA 1560 ARMSTRUI 125 TATES CHEI 397 APPIAN wA 12 TATES 12 TATES CREI Jo APPIAN wA 125 TATES CHEI 12 TATES CHEI 1561 SAMS TRO 1555 SAMS TRO 123 TATES 125 TATES CHEI 397 APPIAN wA 12 TATES CHEI WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions
61. June 1 the first day of the new month A new event is begun with a June 1 start date The program has zero vacancy days so far because the 31st is the last day of oc cupancy Vacancy tracking will start on the 1st Maintenance finishes with the unit on June 1 The units elapsed maintenance time for the new event is 0 days remember May 31 didn t count as any thing because it was the day of lease termination The unit is now referred back to occupancy How ever because there is still property in the unit it can t be rented again yet its condition is still CR At the end of the day on June 1 the unit is in oc cupancy June 1 counts as occupancy lease up time WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 1 On June 2 the housing authority is legally able to remove the property It is moved to the agency s own on site storage facility With the removal of the property the unit can now be rented again A new tenant moves in on June 4 The unit is oc cupied again Once the property is removed the unit can now be rented maintenance already finished the VFW work order and the unit has been referred back to occupancy The unit s condition changes to When this occurs the previous CR event is closed out That CR event accrues one occupancy or lease up day for the day of June 2 On the 3rd the unit is still in occupancy so the 3rd counts as occupancy lease up time A new te
62. MENU SCREEN The Billing Menu screen allows you to produce bill ing notices for selected groups of tenants The left side of the screen contains the list of available bill ing notices The right side of the screen contains the formatting options for the currently selected billing notice Which Bills M f Excess Electric Bille Please enter the due date 03 21 22003 Excess Water Bills nde t Combined Utility Bills Mame C Unit H Late Charge Bills M Tenant SSN C All in One Bills Account Future All in One Bills Propeet UInit l C Project Last Mame C Delnguent Matices C Services Gills Must choose a specific Unit Project Leave blank far all Repayment Agreement Bills Security Fet Bills which Lini C Work Order Bills Leave blank for all Tt Fint Bills Using LASER Printers WinTen Tenant Accounts Receivable 11 14 2003 Edition Billing Page 8 2 Printing Billing Notices To produce a billing notice select its radio button Set all of the formatting options for the bills then click the Print or Print Preview button If you click the Print button a standard WinTen print control dialog box opens Select the printing op tions for the bills and click OK If you click the Print Preview button a print preview screen opens with the selected bills Review the bills from this screen and close it when you are finished Standard Formatting Opt
63. Monthly Register report the Post Receivables to General Ledger sub screen opens This screen contains a table of every Gen eral Ledger account that is subject to a transaction Click the Post button to post these transactions or the Cancel button to cancel the procedure and re turn to the Main Menu Post Receivables to General Ledger MONTH END 0303 001 TENANT ACCOUNTS RECEMABLE 03 31 2003 10 MONTH END PROMISSORY NOTE 057512003 1122 FN MONTH END RHETRU REHT AGREEMENT 037512005 1123 MOMTH EMD SECURITY DEPOSIT 03 31 2003 2114 MONTH END SECURITY DEPOSIT INTEREST 03212005 2114 MONTH END D3OSTE 03 31 2003 3110 1 045 22 MONTH END U3USTE CABLE TV 037512005 3690 440 00 CHARGE OFF 037512003 4570 40 00 MONTH END 455 00 1122 0323122005 ADJUSTMENT 0303TA TENANT ACCOUNTS RECEWABLE RENT 03 31 2003 OPH 3110 345 00 ADJUSTMENT ADJUSTMENT 0303TA LATE CHARGE 03 31 2003 3690 40 00 CABLE TV 03 31 2003 3530 0 00 ADJUSTMENT If you click the Post button the program posts each transaction to the General Ledger When this Information process is done a dialog box opens that informs you that posting is complete Click OK to close the Post Receivables to General Ledger screen and continue with the pre initialization process ess m WinTen Tenant Accounts Receivable 11 14
64. Other Refund button NOTE This function does not allow you to re fund a security or pet deposit To refund either of these deposits use the appropriate buttons on the Deposit Info tab of the Tenant Edit Review screen For more information on these functions see the Tenant Actions chapter The Refund Other Than Security Deposit dialog box opens You can issue a refund to all qualified tenants individually all qualified tenants in a batch or a single tenant and you can refund all credit bal ances or just rent balances Select the options you want and click OK Refund Other Than Security Deposit Options Tenants are required to have a credit amount for their current Rent charge ta receive a refund WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 20 Issue a Refund to a Selected Tenant If you choose to issue a refund to a single tenant lew rere Name ss earch For 0 the Tenant Search screen opens see the Tenant il HARUM Actions chapter for more details on the Tenant Aeree CLAUSING JOHN E 438 38 8350 012 000000002001 0C 125 TATES CREI 5 h S C re e n COFFIELD MICHAEL Ww 493 25 9259 018 000000002001 0c 12 TATES CREI DOUGHERTY LINCOLN D 915 54 1323 011 000000002001 1 125 TATES CREI Select the tenant to whom you are issuing a refund and click the Give Refund button The Refund oft Other Than Security Deposit s
65. Page 3 19 Adding a New Accounting Project When you click the Add button a dialog box opens that asks if you want to duplicate an existing set of project account numbers Click Yes if you want to copy the project account numbers you ve already set up in a different project to this new project Click No if you want to enter a completely new set of account numbers When you choose either op tion the Add a Project dialog box opens If you clicked Yes the Add a Project dialog box appears as it is shown to the right Use the Proj ect drop down selection box to select the project whose account numbers you want to copy to this new project Enter the Project Code number in the data field and click OK The Add a Project dialog box closes and the program returns to the Projects tab If you clicked No the Add a Project dialog box appears with its top half blank Enter the Project Code number in the data field and click OK The Add a Project dialog box closes and the program returns to the Projects tab Projects Tab Data Fields Project Code This is the three digit identifying code for the cur rently selected project Project Name This is the official name of the project HUD Project Number This is the HUD project number that applies to the units in this accounting project This number should reflect the projects set up in the Occupancy and Rent Calculation program Total Units in Project This is the total number of units in thi
66. Rent Calculation and the F58 Link database see the diagram below Tenant Accounts Receivable never operates in future months For Receivables there is no real future except for repeating charges However Occupancy and Rent Calculation can record events that will change a tenant s rent months in advance of the date on which they will occur This program doesn t have a problem with seeing the future it simply makes a note to change the tenant s rent when the effective date of the event arrives The 58 Link database is the tool that Tenmast uses to reconcile these two programs different views of the future Occupancy and Rent Calculation When a user records a future rent changing event in Occupancy and Rent Calculation he assigns the event an effective date If the effective date isn t in the current month Occupancy and Rent Calculation makes a note about it in the 58 Link database 58 Link Database Every time a user initializes it into a new month Tenant Accounts Receivable looks in the 58 Link database f it sees any rent changes for the month into which it s moving it grabs those records and changes the appropriate tenants rents Tenant Accounts Receivable WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 22 Master Unit Manager Receivables stores data on every public housing unit in your agency s jurisdiction in its Master Unit database HUD requires this data
67. Security Deposit function enables you to refund a pet deposit along with a security deposit during a move out Typically you will only need to refund a pet deposit by itself if a household loses a pet Security Deposit Interest WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 14 Deposit Repay Tab Data Fields Security Pet Deposit and Home Ownership Data Fields The security deposit and pet deposit data fields on the Deposit Repay Tab are arranged in a table Se curity deposit pet deposit and balance values are shown in separate columns Each row of data has the same meanings across all three columns If the tenant is a home ownership participant two additional columns are available on the right side of the screen These contain the data for the tenant s escrow accounts for down payment and home pur chase Previous Balance This is the amount that the tenant has paid as a deposit or put into escrow Payments This is the payment that the tenant has made this month Interest These fields are reserved for future enhancements to Tenant Accounts Receivable They currently have no effect Transferred This is the amount that your agency has refunded to the tenant or applied toward to any move out charges Ending Balance This is the sum of the Previous Balance and Pay ments fields minus the Transferred field Standard Deposit This is the normal amount of the deposit tha
68. This option will recalculate the balances For each tenant ex ees WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 16 Recalculating To recalculate click the Recalculate button The middle portion of the Tenant Recalculation tab changes to display a running progress report on recalculation showing each tenant s name as the program updates his account When the program is finished a dialog box opens WinTen Receivables that informs you that the process is complete Click OK to close all associated dialog boxes and return 0 to the Tenant Recalculation tab WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 17 WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 18 PAYMENTS AND CREDITS At its heart the Tenant Accounts Receivable pro gram handles two basic aspects of tenant data management how much tenants owe your agency and how they settle those debts The Payments Menu screen deals with latter of these It enables you to manage and record the various actions involving payments and credits that can affect tenants accounts To enter the Payments Menu screen click the Payments button or press lt P gt at the Main Menu E nmast E Software Tenant Accounts Kecetvable Public Housing Documentation h mkttem
69. Unit Maintenance Screen Project 001 Or Bldg 8 Entrance 1 Master Main Inspection Status Events Utilities H Event Event Start Lease Tem Reter Hefer Event Maint Event Total Elapsed Days Type Date Date To End Cate Fend Ho gt lt 155 Oo Yeo Lass 0570171999 Mo 11 0 0 11 06 01 1999 0720 1999 fo F lt 2 08 21 1999 No Yes 20 z 01 31 2001 01 31 2001 Fi 02 01 2001 Mo E 0 0 0 CH 203412001 01 31 2001 02 15 2001 No l4 14 WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page 14 Invalid PHAS Event Record on a Unit that Has Been Deleted If a unit has been added to an approved depro gramming plan it could still have event records even if the unit has been deleted from the Master Unit database To correct the event sequences the unit must be temporarily added back into the sys tem If the Tenant Accounts Receivable program is set up in this data area the unit must be added in the Receivables program Your agency should not delete any Deprogrammed Unit until the end of the Fiscal Year However it does happen The Fix To add a unit back into the Master Unit data base in the Setup Menu under the Master Units tab se lect any unit then select add from the Master Unit Main tab Master Unit Maintenance Screen P
70. Utilities Sub Tab Supplemental Meter Readings Sub Tab Utilities Tab Details Tab Inspection Details Sub Screen Unit Info Tab Work Orders Tab epee Tap Deficiencies Tab Inspections Tab Inspection Items Sub Screen WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 7 CYCLICAL ACTIONS Receivables like most programs that deal with fi nancial data operates on a monthly activity cycle At the beginning and end of each month you need to perform certain actions to close the books on the old month and open them for the new month Tenmast calls this process initialization and this manual examines it in more detail in the Initial ization chapter During each month you also go through a normal cycle of activity as tenants move in accrue charges make payments and move out The following lists are Tenmast s recommendations for the actions you should perform during each part of the Tenant Accounts Receivable operational cycle Beginning a New Month 1 Review the program s setup see the Setup chapter and make any necessary changes Under most circumstances you should not need to change any settings 2 Print a Monthly Rental Register report for the beginning of the month Reports screen Ten ant Accounting tab First Week of a New Month Each Day 1 Collect payments cash checks money orders and print receipts Payments Menu screen Payment with Receipt func
71. When the process is complete a dialog box opens to tell you that each record has been posted Click OK to close this dialog box Click the Next button to continue to Step Five Step Five Print Posted Electronic Payments Report When you proceed to Step Five a standard WinT en print preview screen opens with the Posted Electronic Payments Report Review this report then click the Print icon to print it When you are done click the Close button to close the print pre view screen and exit the wizard REC Winlen Receivables P Li All imported electronic payments were validated successfully WinTen Tenant Accounts Receivable 11 14 2003 Edition Electronic Payment File Processing Page 0 8 Balancing Your EPF If the bank sends you a report along with the EPF you can balance the bank s report against the Pay ments Without Receipt report run the report and filter the report by the initials you specified in EPF setup You can then check the report totals in Re ceivables against the report from the bank These You can also use the Posted Electronic Payments Report to totals should match unless an error occurred dur balance with either with or without a report from the bank ing the import process Hint Posted Electronic Payments Report If the bank does not send you a report you can still balance by using the Payment Without Receipt report by initials This total will match a bank total deposit slip WinTe
72. a specific project or all adjustments recorded by a specific user Use the Select Cashier Initials drop down selection box to filter the report on adjustments recorded by a specific user Use the Report Period set of date fields to specify the range of dates that the report covers 002 Bridgehurst 003 Stinking Creek 004 Love Canal xd Ml Pamens 2 05 TB 03 21 2003 H 002 Bridaehurst 003 Stinking Creek 004 Love Canal None m 7 7 03 21 2003 03 21 2003 B WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 4 Research Reports Research reports provide you with a more in depth look at the data contained in the recommended re ports Run research reports as needed to view and verify this data Applied Payment This report is similar to the Bank Deposit report and has identical formatting options but shows the tenant account charge to which each payment was 002 Bridgehurst applied 003 Stinking Creek PP 004 Love Canal Moe E Pymes z te ovzvaxs B Applied Adjustment This report is similar to the Account Summary report and has identical formatting options but shows the tenant account charge to which each A cds alinkinig Lree adjustment was applied 004 Love Canal None 7 03 21 2003 03 21 2003 Ed WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodi
73. all work orders that your agency performed on this tenant s unit over the past two months Each work order record includes a summary of the work performed and the charges which the tenant incurred for the work The bottom area of the tab contains a table of all work orders performed for this tenant in the last two months The top area of the tab contains detailed information on the currently selected work order Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes NOTE If your agency uses the WinTen Work Order program Receivables will automatically import work order data from that program your agency does not use WorkOrder this tab Will not automatically contain work order data You will need to add each work order s record manually Tenant Edit 7 Review Edit Tools WINSTON J QAVERM POR T Project 001 Unit 1030 SSN 635 21 4784 Tenant Data Deposit Repay Charges Utilities Details Work Orders 1 Start Date 03 1 922003 Tenant Charge 5 00 Work Order 102045 Date Complete 03 1 9 20053 Billed Due Date 03 21 22003 Work CUT DUPLICATE KEY Done 102045 03 19 2003 03 19 2003 03 21 2003 030 5 00 False False WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 33 Adding a Work Order When you click the Add button the tab changes to display a single data field and two buttons Enter a unique i
74. and tenant last name You can print bills for one selected project for all projects or for one selected unit Work Order 03 21 2003 8 Work order are bills for tenants who have any out standing charges at all You can sort these bills by unit number tenant account number work order number or tenant Social Security number You can print bills for one selected project for all projects or for one selected unit WinTen Tenant Accounts Receivable 11 14 2003 Edition Billing Page 8 7 WinTen Tenant Accounts Receivable 11 14 2003 Edition Billing Page 8 8 Post TO LEDGER The WinTen General Ledger module is the central collection point for all of your agency s financial data The process by which Tenant Accounts Re ceivable shares the financial data it records with General Ledger is called posting When you post Receivables writes all of the transaction records it s accrued since the last initialization to a file which General Ledger reads and incorporates into its own databases To start the posting process click the Post button or press lt gt at the Main Menu nmast 5 Software Tenant Accounts Hecetvable Public Housing Documentation narmkittienimktph2 amp Tenant Tenant Actions 5 Billing Billing Options Charges Charges Utilities Calculations Menu Payments Payments and Credits Menu Reports Report Options Hg Setup Setup Ferodic Feriadic Reports
75. applies a flat monthly charge regardless of tenant usage You can en ter such a flat charge on an individual tenant s Tenant Summary screen For more information on setting repeating flat utility charges for a tenant see the Tenant Actions chapter of this manual Use new utility calculation which calculates utilities based on of persons in unit If your agency bases utility calculations on number of residents in a unit check this box If your agency bases utility calculations on number of bedrooms in a unit uncheck this box Do you use read order If your agency uses read order for entering meter reading data check this box If your agency enters meter reading data in unit number order leave this box unchecked Read order is a method of data entry which en ables you to enter meter readings in the order in which you took them in the field For example if you start on one side of a street and go down that side of the street taking readings from each unit in turn then come back up the other side of the street you aren t going to be recording your readings in the order of the unit numbers See the diagram below for an example Read 1st Read 2nd Start Here Go 3 Read 4th Read 5th Cad id N er gt Read 10th Read 9th Read 8th Read 7th Read 6th WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 22 In this example the read order is 101 103 105 1
76. at which the tenant s unit will be inspected Terminated This is the date on which the tenant s lease termi nated if it has yet The program fills in this field when you move the tenant out 0 WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 11 Household Data Fields Bedrooms This is the number of bedrooms in the tenant s E2 a amp v S t H9 unit Family Size This is the total number of people in the tenant s household 3 Minors This is the number of minors in the tenant s house hold a B Income LI This is the household s annual income Income Level This is the household s income level Low Very low or Extremely low Race Ethnicity When you edit this field it changes to a pair of drop down selection boxes The first one enables you to specify the tenant s race according to HUD s standard classification codes 1 White 2 Black African American 3 American Indian Alaska Native 4 Asian 5 Native Hawaiian Other Pacific Islander 6 Multi Racial The second drop down selection box enables you to specify the tenant s ethnicity according to HUD s standard classification codes 1 Hispanic 2 Non Hispanic When you are not editing this field it displays a two digit number composed of the above codes Elderly If the tenant is elderly check this box Late Charge Exempt If the tenant should not be subject to late
77. charge Use the standard WinTen controls to edit the data on this tab and save or cancel your changes Default Settings Projects Utilities Master Units Late Charge Rate Special Sustem Functions Continue to apply late charges to accounts Appl late charge to current AND prior balances Apply late charges to only those who owe RENT ie ae e After the Day Apply a charge of Select Type Flat Rate C Percentage Conditional Select C Flat Rate f Percentage Conditional Select t Flat Rate C Percentage f Conditional Select C Flat Hate f Conditional 100 14 Balance 20 00 E 21 50 510 26 haximum Late Charge 0 00 WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 38 Late Charge Rate Tab Data Fields Continue to apply late charges to Z accounts A Z account is an account for a tenant who has moved out If you want late charges to apply to Z accounts to apply after the tenant has moved out check this box Apply late charges to only those who owe rent If you want late charges to only apply to tenants who owe late rent check this box If you want late charges to apply to tenants who have unpaid bal ances for charges other than rent utilities mainte nance fees etc leave this box unchecked Apply late charges to current and prior bal ances If you
78. charges for past due rent utility or other bills check this box If this box is checked Receivables will not automatically post late charges to this tenant s ac count or include this tenant in lists of delinquent accounts FSS Participant If the tenant is an FSS Family Self Sufficiency participant check this box Home Ownership If the tenant is enrolled in your agency s Home Ownership program check this box WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 12 Deposit Repay Tab The Deposit Repay Tab contains information on the tenant s security and pet deposits promissory note and repayment agreement If the tenant is a home ownership participant as indicated on the Tenant Data tab it also contains information on the tenants home ownership escrow accounts Use the standard WinTen controls to edit the data on this tab and save or cancel your changes File Edit Tools WINSTON J DAVENPORT 001 Unit 030 55463521484 Tenant Data Deposit H epay Charges Utilities Details Work Orders d gt Security Pet Deposit Information Home Ownership Information Escrow Security Deposit Pet Deposit Balance Down Payment Purchase Amount Previous Balance 000 o0 0 00 0 00 000 Payments 116 00 20 00 136 00 0 00 0 00 Interest 0 00 0 00 Transferred 0 00 0 00 0 00 0 00 0 00 Ending Balance 116 00 20 00 136 00 0 00 0 00 Standard Deposit 118 00 20 00 1
79. click the Full Payment button The Payment Window dialog box opens Enter the amount that the tenant is paying by cash check and or money order in the appropriate data field s and click the Save button The program records the payment and prints the receipt Once the printer is finished a dialog box opens that asks if the receipt printed correctly Click the appropriate button If you click Yes the dialog box closes and the pro gram returns to the Payments screen If you click No the program voids the transaction then closes the dialog box and returns to the Pay ments screen You must re enter the transaction from the beginning Payment Window Wu O WinTen Receivables A WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 5 Take a Partial Payment A partial payment is a payment which only pays some of the tenants charges take a partial payment click the Partial Payment button The Current Payment column of the Payments screen becomes editable Enter the amount of payment that the tenant is making for each charge in the appropriate row and click the Save button The Payment Window dialog box opens Enter the amount that the tenant is paying by cash check and or money order in the appropriate data field s and click the Save button The program records the payment and prints the receipt Once the printer is finished a dialog box opens that asks if the
80. complete data on one rent payment transaction The line consists of multiple items of data strung together without spaces or commas The only way to tell where one data field ends and the next one begins is to know the start ing and ending positions of each field This is what the File Specifications fields provide WinTen Tenant Accounts Receivable 11 14 2003 Edition Electronic Payment File Processing Page 0 4 Address Information Tab The Address Information tab contains the destina tion information for billing statements sent out for use with EPF payment collection Use the stan dard WinTen icons to edit the data on this tab and save or cancel your changes Remit To Information These data fields hold the address of the location where payments are collected for EPF processing typically the local bank branch Billing Inquiry Information These data fields hold the contact information for the office to which tenants or the collecting bank should send billing inquiries If you leave these fields blank the program uses the default agency address information from the Default Settings tab of the Setup screen X 7 Remit To Information Bank Address Mame FIFTH THIRD BANK 0 Reference MARK WILHOIT Street Address 1 2376 VERSAILLES ROAD Street Address 2 City State amp zip LEXINGTON ATT Billing Inquiry Information Name TENMAST CITY HOUSING AUTHORITY ACCOUNTS RECEIVABLE Street Address 1 H3
81. consulting firm Contact your local utility company for details Rate Tables In addition you may need assistance from a Tenmast Training amp Support Specialist to perform the calculations required to set up this option Do not change any of the data on this sub tab unless Tenmast personnel have in structed you to do so WinTen Tenant Accounts Receivable 11 14 2003 Edition Special Utility Calculations Page Adding a Utility Allowance Table When you click the Add icon the Utility Allowance Add dialog box opens Select the project to which the new utility allowance table applies then enter a unique identifying code up to three characters for it Click the OK button The program then creates a blank utility allowance table and the Allowance Tables sub tab changes to display the detailed in formation for this table Editing a Utility Allowance Table When the Allowance Table sub tab enters edit mode it changes to display the detailed informa tion for the selected utility allowance table Default Settings Projects Utilities Master Unite Late Charge Fiate Special System Functions Energy Consumption Hates Bases Far Heating Heat Base Jan 0 0 00000 Feb 0 00000 L 0 00000 Mar 0 0 00000 0 00000 E 1 0 00000 0 5 0 00000 0 H 0 00000 0 00000 Jul 0 0 00000 0 00000 al L 0 00000 Sep 0 0 00000 Oct 5 0 00000 0
82. data becomes editable Make your changes and save or cancel them with the standard WinTen controls If you save chang es Receivables recalculates this entire tab s data Hint How do set up a repeating charge Click the Edit Future Charges button Select one of the five user defined charges in the bottom five rows of the table Check the Repeating check box Enter the starting and ending months for this repeating charge to have a year round repeating charge enter 1 and 12 and the amount of the charge WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 24 Edit Promissory Note Retro Rent Fields Button When you click this button if the tenant has a promissory note and or a retro rent repayment agreement the charge fields for the current month become editable Make your changes and save or cancel them with the standard WinTen controls If you save changes Receivables recalculates this entire tab s data Promissory Note Payment Agreement Button and Retro Rent Repayment Agreement Button When you click either of these buttons the Promis sory Note Retro Rent Agreement Menu dialog box opens This dialog box enables you to create edit or delete a promissory note or retro rent repay ment agreement depending on which button you clicked Promissory Notes and Retro Rent Agreements Promissory notes and retroactive rent repayment retro rent agreements are both legally b
83. event records and how to edit them see the Appendix B PHAS Events For more information on the possible error messages in the Invalid PHAS Events report and how to fix the errors see Appen dix C Fixing Invalid PHAS Event Records WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 42 Edit the Cumulative Rent Receivable Data When you click the Edit button the Add Edit Cu mulative Data Records sub screen opens This sub screen enables you to edit your agency s cu mulative receivables data which is a continuous record of all receivables transactions For more information see Appendix D Cumulative Rent Re ceivable Data Make All Future Utility Charges a Re curring Monthly Charge When you click the Repeat Utility button the bot tom section of the Special System Functions tab changes to display the following information This function enables you to set any utility for which your agency does not take meter readings to be a recurring monthly charge for all tenants Select the project for which this should take effect and check the box next to the utility or utilities to which the recurring charge should apply Click OK to save this recurring charge or Cancel to cancel it If you click OK all tenants in the selected project receive a recurring monthly charge for the selected utility or utilities This charge is equal to the current setting of each tenant s future utility charge for the appro p
84. event sequences Example 1 Normal Scenario move out date and lease termination dates are the same Event Event Start Lease Term Hefer To Refer Event Maint Event Total Elapsed Days Type Date Date End Pend b szv7 z 001 05 2 2001 0578 2001 1 5 05 31 2001 No Yes 3 T l e In the Real World tenant s lease expires on May 27 He moves out on that day The unit is referred to maintenance for a VFW on May 28 Maintenance finishes the VFW and refers the unit to occupancy on May 29 It s now ready for a new tenant A new tenant moves in on May 31 The unit is oc cupied again In the PHAS Event World The tenant moves out on May 27 starting the event The lease also terminates on May 27 so the lease termination date is the same as the event start date The 27th is the last day of occupancy so it doesn t count as a vacancy day The unit is referred to maintenance on May 28 This occurs on the first day the unit is vacant so there is no down time At the end of the day on the 28th the unit is in maintenance so the 28th counts as maintenance make ready time Maintenance finishes with the unit on May 29 taking one day to complete the work The unit s elapsed maintenance time is 1 day The unitis now referred back to occupancy At the end of the day on the 29th the unit is in occupancy so the 29th counts as occup
85. find any errors during the recalculation process the Invalid PHAS Event Records report will not appear Update Update Fiscal Year End Dates in Cumulative Data Files 9 Recalculate Recalculate PHAS Vacancy Totals fi Exit Default Settings Projects Utilities Master Units Late Charge Rate Special System Functions f Re Create wv Post Unpost amp Recalculate E dit Repeat Utility Re Create Master Unit Database From Tenants Post Unpost Future Work Orders Recalculate PHMAP PHAS Vacancy Totals Edit the Cumulative Rent Receivable Data Make All Future Utility Charges Reccurring Monthly Charge WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page Editing Event Sequences To open the Event Information Edit sub screen click the Edit toolbar button on the Events tab of the Master Unit Maintenance screen When you edit a field on the Event Information Edit sub screen the data in the corresponding column on the Events tab will change to match that data Events Tab Event Type Event Type Event Start Date Begin Date Lease Term Date Refer To Maint Refer To Occ Event End Date Maint Pend Event Cmplt End Date Event Event Start Lease Term Refer Date Date I aint Rieter Evert Event Information E dit File Edi Tools Project 001 Unit Number 104 Unit Addre
86. for PIC report ing purposes The Master Unit Manager program draws this data from the Master Unit database and packages it in a format that the PIC Web site can accept PHAS The PHAS program compiles all data that HUD requires for PHAS reporting This includes several items that Receivables stores such as move out and move in dates PHAS gathers this data from Receivables when you are producing Form HUD 50072 in PHAS Public Housing Inspections When you schedule an inspection the Public Hous ing Inspections program reads the next inspection date for the unit from Receivables database of ten ant information When you save a completed inspection the In spections program looks at the inspection date of that inspection and writes that date to the last inspection date of the unit in the Master Unit data base If the last inspection date is different from the date in the Master Unit database the Inspections pro gram makes the date of the tenant s next inspec tion one year after the date of the inspection that was just completed WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 3 WorkOrder The WorkOrder program interacts with Tenant Ac counts Receivable in a perpetual cycle of two way data exchange with a database called Service acting as an intermediary Whenever a user com pletes a work order WorkOrder records the tenant charges for that work order in Service1 During monthly
87. for one month at a time When Receivables is in a given month it only handles transactions that occur within that month Because many agencies don t always fin ish recording a month s transactions until after that month has ended on the calendar Receivables doesn t automatically move itself to the next month It waits until a user tells it okay you re done with this month now close the books on it and open them for the next month This process of clos ing one month and opening the next one is known as initialization To initialize click the Initialization button on the Monthly tab of the Periodic Reports screen Hint Before you initialize Before initialization you should have printed each of the recommended monthly reports so you can go over them and make sure all your data is correct All Tenants 7 Lastname m WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 11 Initialization Menu Dialog Box When you click the Initialization button the Initial ization Menu dialog box opens This dialog box en ables you to select the two steps of the initialization process pre initialization and actual initialization Pre initialization enables you to review your data Fre Initialieatian to ensure that everything is correct for the month you re about close E Step 2 Initialization E xi WinTen Tenant Accounts Receivable 11 1
88. illegal Such conditions include high or unsafe levels of hazardous or toxic materials or structural decay or damage that renders the unit uninhabitable Finally this code also includes specific orders from a legally empowered government agency such as the local health department or the Environmental Protection Agency Days during which the unit falls under a CE condi tion are considered exempt from reporting though they are still vacancy days CAUTION Some condition codes have complicated definitions and require HUD approval before being used This is because all C codes except CA are exempt from vacancy totals and thus can affect your agency s PHAS scores Be sure you refer to the applicable regulations and obtain proper approval where necessary WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page B 6 Examples of Event Sequences Under the most basic normal circumstances an event sequence consists of the following steps e tenant moves out of unit e unit is referred to maintenance for VFW Vacancy Fix up Work order unit maintenance is completed unit is returned to ready status referred to occupancy new tenant moves into unit More complex versions of this scenario are possi ble with condition changes and or status changes for the unit occurring between move out and move in The rest of this chapter examines common ways in which the PHAS rules are applied to create events and
89. initialization or bill printing Receivables adds those charges to the tenant s account Dur ing the next monthly initialization after the tenant has paid the charges Receivables records the payment in Service1 WorkOrder during its next monthly initialization picks up the record of the payment and marks the work order as paid For a more thorough explanation of the relationship between Tenant Accounts Receivable WorkOrder and the Service1 database see the diagram be low Tenant Accounts Receivable Step 3 During monthly initialization Receivables reads all work order charges that are recorded in Service and applies them to the appropriate tenants accounts for the new billing period Step 2 When you bill a work order s charge Receivables marks that work order as billed and or posted to the tenant s account and records this in the Service database Service1 Database Step 4 Servicel retains a record of the work Step order s billing If you edit the tenant charge in WorkOrder a message appears that tells you that your agency has already billed the charge and you need to change the tenant s account in Receivables WorkOrder WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 4 When you complete a work order WorkOrder records all tenant charges and posts them to the Service database Program Navigation WinTen Tenant Accounts Receivable is the largest and most complex
90. interpret unit vacancy data for sub mission to HUD The program accomplishes this through analyzing changes to unit status known as PHAS events This chapter examines the theory and practice of PHAS events Basic Principles of Event Tracking Every time a units condition or status changes in a manner that affects the units vacancy status a PHAS event occurs This includes old tenants moving out new tenants moving in or an unoccu pied unit undergoing maintenance or being used for a purpose other than tenant habitation Hint PHAS The end result of all of this record keeping is a set of reports that your agency submits to HUD to show HUD how long units are remaining vacant before new tenants move into them and why that vacancy time is occurring Naturally because HUD is paying your agency to run these units HUD likes to see as little vacancy time as possible This ensures that the federal government is getting its money s worth from your agency s funding This appendix and the following Appendix C provide only cursory explanations of the calculations involved in PHAS reporting For a more complete overview of the PHAS re porting process please refer to the WinTen PHAS user s manual The PHAS program summarizes each PHAS event in an event record A complete set of event records that begins with a tenant moving out and ends with a tenant moving in is called an event sequence Because HUD requires vacancy tracking by days per mont
91. it doesn t count as a vacancy day The unit has a total of 3 vacancy days all of which are occupancy or lease up days WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page B 9 Example 4 Scenario with Condition Changes move out date and lease termination dates are the same Event Event Start Lease Term Event Maint Event Total Elapsed Days Type Date Date To End Date Pend Cmplt Yacht DownMant Occ 05 30 2001 05 30 2001 F 05 30 2001 No Mo 0 0 CR 05 30 7001 05 30 2001 05 31 2001 50122001 06 01 2001 Yes Mo 1 l 0 CR 06 01 7001 05 30 2001 06 01 2001 0570122001 e6 0z z 01 Ho No 1 0 0 1 CA ef zf z l 05 30 2001 ff ff 05042001 Yes e 0 2 In the Real World The tenant is evicted on May 30 starting the event The lease also terminates on May 30 so the lease termination date is the same as the event start date When the tenant is evicted the unit is sealed with all of his property in it Under state law this is property that cannot be removed from the unit for a given period of time so the unit can t be rented again While the housing authority is waiting for the property to become legally removable the unit is referred to maintenance on the day after the move out May 31 While the unit is being worked on by maintenance a new month begins The Tenant Accounts Receiv able program is initialized into that new month M
92. legally charge someone rent for that day it doesn t count as a vacancy day This includes every day up to and including the day on which the old tenant s lease expires This also includes every day on and after the new tenant s lease takes effect Assuming that a day is a legal vacancy day a lease isn t in effect at any time during that day use the condition in which the unit was in when your office closed for the day to determine what its condition is If a unit is sent to mainte nance on June 1 it doesn t matter if maintenance got the work order at 8 01 a m or 4 59 p m if the unit was in maintenance at the end of business on that day June 1 counts as a maintenance day WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page B 2 and the unit was ready for occupancy again Make ready time is only counted in a reporting year if the unit is reoccupied during that year If a unit is not reoccupied until a later year all make ready time is counted against the year in which the unit was reoccupied For example if a unit is referred to Maintenance in December 2001 but Maintenance doesn t finish with it until January 2002 the entire make ready time total for that period is reported for your agency s 2002 fiscal year Time that the unit spends under a capital funds plan or another exemption is not counted as make ready time Occupancy or Lease Up Time Occupancy or lease up time is the total number
93. of days that a unit is vacant from the date that Main tenance completed repairs on it the ending date of the units make ready time to the actual move in date of the next tenant or lease up time is only counted in a reporting year if the unit is reoccupied during that year If a unit is not reoccupied until a later year all occupancy or lease up time is counted against the year in which the unit was reoccupied For exam ple if Maintenance finishes with a unitin December 2001 but a new tenant doesn t move in until Janu ary 2002 the entire occupancy or lease up time total for that period is reported for your agency s 2002 fiscal year Time that the unit spends under a capital funds plan or another exemption is not counted as oc cupancy or lease up time WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page B 3 Tenmast Definitions Event An event is a record that signifies a change made to a unit whether it is a condition change a status change or the beginning of a new receivables month Event Sequence An event sequence is a series of events involving one unit from move out to move in All events within this time period make one event sequence Event Types Condition Codes The PHAS program supports ten types of events or condition codes Each of the following ten defi nitions is a condition code that corresponds to a PHAS reportable event MO Move Out Tenant has mov
94. program applies payments to rent before applying them to any other charg es If this box is unchecked the program applies payments in the order in which charges are displayed on the Charges tab of the Tenant Edit Review screen Hint Apply Payments to Rent First If you ever want to turn off the payment wizard re turn to this sub tab and uncheck the Use Payment Wizard box Default settings Projects Utilities Master Units Late Charge Rate apecial 5 stem Functions 5 85 2 Bills Use billing sequential numbers if Print grievance notices Use 1st of following month far notice date Use Mailing Address for Billing Payments and Receipts Multiple people take rent an same workstation Use Mailing Address for Receipts Do NOT print information an receipt Use Payment Wizard Apply payments to Rent FIRST Select Billing Statements This format will only print For Albin Une Future Allin and Security Pet Deposit Bills Select Receipt Type Use 4 roll paper Receipt Printer 5tar Use Cash Drawer with 4 inch Receipt Printer Use 4 inch Receipt Printer without Print Delay Other Options Iw Work Order Bills Automatically Posted Bring Order Charges for Mave auts Home Ownership Monthly Rental Chg 0 00 Use standard enmast bills 5 5 by 23 66 Utilities lt Apply unused utility allowance to Balance as a credit Apply util
95. re peat using the set of five radio buttons Enter the dollar amount of the charge the starting and end ing months for the period during which the charge will apply and the project to whose residents the charge will apply in the appropriate fields Then click the Apply Repeating Charges button A dialog box appears that asks you to confirm your intent to apply a repeating charge Click Yes to continue or No to cancel the process If you click Yes and Receivables is currently operat ing in a month to which this repeating charge ap plies a dialog box opens that asks you if you want to apply this charge to the current month s tenant charges Click the button that corresponds to the appropriate option If you click Yes the upper portion of the Repeating Charges tab changes to display a running progress report on late charge application showing each tenants name as the program updates his ac count When the program is finished a dialog box opens that informs you that the process is complete Click OK to close all associated dialog boxes and return to the Repeating Charges tab Hint Year Round Repeating Charges The best way to set a year round repeating charge is to set the starting and ending month to the same month You can also set the starting month to January and the ending month to December but Receivables will give you a harm less yet annoying error message during December Janu ary initialization if you do this
96. rental register This information will assist you in setting up project based accounting procedures For more informa tion on project based accounting see the explana tion and diagram in the Setup chapter Ledger Account Numbers Identify the General Ledger account in which each project accrues income credits 3110 3690 Identify the General Ledger account in which each project accrues receivable items 1122 For more information on General Ledger account numbers see the WinTen Master Setup and WinT en General Ledger program manuals Master Unit Database Identify each unit with a unique unit number Identify the status PHAS status and condition available under modernization etc of each unit Late Charges Determine your agency s policies for late charges Determine the formulas used to calculate any of the following rate charge types that your agency uses e flat rate percentage of late payment conditional daily rate WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 14 Utilities and Meter Readings Determine the utilities water gas electricity for which your agency bills tenants active utilities Decide whether your agency bases utility allow ance tables on number of bedrooms per unit or number of members per household Calculate the utility allowance tables and utility rates Determine the active utilities for which your agency performs its own m
97. report breaks down each individual charge Use the Select Projects set of check boxes to in clude charges that will be posted in any combina tion of projects Use the Select Tenants drop down selection box to filter the report by a specific group of tenants Use the Order By drop down selec tion box to select the order in which the report is sorted Credit Analysis The Credit Analysis report shows the current month s account credits by tenant Credits are broken down by category tenant payments charge adjustments charge offs refunds deposit transfers and repayment agreements This report is useful for verifying the payment section of the Rental Register Use the Select Projects set of check boxes to include charges that will be posted in any combi nation of projects Use the Order By drop down selection box to select the order in which the report is sorted 04 01 2003 04 30 2003 H 002 Bridgehurst 003 Stinking Creek 004 Love Canal All Tenantz Lastname 2 002 Bridgehurst 003 Stinking Creek 004 Love Canal WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 9 Applied Payment The Applied Payment report shows how each cash payment was applied to the charges in the tenant s account 002 Bridgehurst 003 Stinking Creek Use the Select Projects set of check boxes to 004 Love Canal include payments for any combination of p
98. start date Every day from June 4 through June 30 counts as maintenance make ready time WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page B 20 Maintenance finishes with the modernization work on July 11 They begin working on last minute cleanup which is effectively a VFW for them Maintenance finishes the post modernization cleanup on July 12 The unit is referred back to occupancy A new tenant moves in on July 18 The unit is oc cupied again On July 11 maintenance finishes modernization of the unit This ends the CM event finally The CM event is closed out with an ending date of July 11 July 1 through 10 are counted as maintenance make ready days Anew event begins with a start date of July 11 Because there are no conditions in effect that make this unit uninhabitable the new event is CA However remember that it hasn t technically undergone any VFW time yet Maintenance finishes with the unit on July 12 tak ing one day to complete the work July 11 counts as one last maintenance make ready day A new tenant moves into the unit on July 18 July 12 through 17 count as occupancy or lease up days July 18 is a move in day so it doesn t count as a vacancy day The unit has a total of 47 vacancy days 3 days of downtime 38 days of maintenance time and 6 days of occupancy or lease up time WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page B 2I Wi
99. tenant IE Tenant Accounting Tenant Management Quick Lists Utility Meter Readings ail Merge Report Period Which Project Leave Report Which Tenants blank far all Summary All C Detail C Single Flease enter the starting date Please enter the ending date 04 2132003 Tenant Move Out Tenant Transfer Tenant Move In INIT Initialization CHGS Current Charge PREY Previous Balance 5 TM Last Months Prev Bal UTLS Utility Charges NOTE Pramissory RETR Retroactive Rent MFLIT Move Out Future Chg Dep Prey Bal Change CHRO Charge Off Tenant FLITC Future Charges AFER Deposit Refund FAND Reverse Dep Refund URP Refund x Mark ALL A Unmark ALL lt lt lt lt lt a 14 Reverse URF Refund 155 Collection Loss 5 Payment with Receipt FI Tw Payment wo Receipt SD PM Deposit Payment Home Ownership Prnt APMT Balance Pmt Transfer Adjustment VOID Void Regular Payment VDDP Void Deposit Payment Void Home Ownership Yod Collection Lass VDAJ Vaid Adjustment PHAM Remove Agreement PN Remove Agreement RA Reverse Balance PM Heverse Balance gt Return to Tenant Management Screen Year to Date Rent Paid This report lists all tenants along with
100. the new unit as occupied closing out the PHAS vacancy event for the new unit When Receivables has recorded all move out re lated database changes a standard WinTen print control dialog box opens This enables you to print the move out statement and utility move out state ment if the unit has active utilities CAUTION Do not cancel out of the print control dialog box without printing the move out statement This is the only opportu nity you have to print it REC WinTen Receivables 0 Input Meter Headings For Move Out Transfer Old Unit pu WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 39 History Epit Review SCREEN The History Edit Review screen contains all of Ten ant Accounts Receivables data for one tenant in the historical database This data is spread among four tabs Tenant Data Deposit Repay Charges and Details This screen always opens on the Ten ant Data tab as shown below All of the elements of the History Edit Review screen are identical to those of the corresponding elements of the Tenant Edit Review screen with the following exception Tenant Data Tab Controls Move Tenant to Charge Off Database Button This button enables you to move the tenant from the history database to the charge off database When you click this button the Charge Off Date x dialog box opens Enter the charge off date for the what is Charge Off Date fo
101. their unit numbers account numbers and rent paid in the current fiscal year You can produce the report for all projects or for one selected project Number of Times Unit Was Occupied This report lists all units and the number of families that have occupied them drawn from the Master Unit database It also contains each unit s ad dress condition and status You can produce the report for all projects or for one selected project Which Project Leave blank for all a Which Project Leave blank for all 4 WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 14 HUD 51234 Report on Occupancy Form HUD 51234 is the official HUD Report on Oc cupancy for Public and Indian Housing You have the option to produce the final Form HUD 51234 or the detail worksheet that shows all of the calcula JANUARY tions used to fill in HUD 51234 You must specify a period ending month and year for the report or worksheet Promissory Note Details When you select this option the entire Tenant Man agement tab changes to the appearance shown below this report has a lot of options The Prom issory Note Details report contains details of every promissory note transaction of the selected types that occurred within the selected range of dates Check the boxes next to the transaction types you want to include on the report or check the box You can produce the report for all projects or on
102. they re also in a separate accounting project 4 Figure 6 Hint Project Based Accounting Summary Yes it s confusing If two developments have the same HUD project number but are located in different neighborhoods they have two different accounting project numbers If two developments have different HUD project numbers and are located in different neighborhoods they have two different accounting project numbers If two developments have different HUD project numbers and are located in the same neighborhood they have two different accounting project numbers If two developments have the same HUD project number and are located in the same neighborhood they have the same accounting project number WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 18 1 Tenmast City Bayberry Applehill 3 Construction under KY877P002 Bayberry Applehill Chestnut 5 HUD Project Numbers KY877P001 na Bayberry Chestnut en Applehill KY877P003 KY877P002 2 Initial Construction under KY877P001 CY Bayberry Applehill 4 Construction under KY877P003 66 Bayberry Applehill i Chestnut 66 6 Project Based Accounting Accounting Project 1 Accounting Project 2 Bayberry CA Applehill 2 Chestnut Accounting Project 3 Accounting Project 4 WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup
103. to company housing authority or individual names or identities in examples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person CONTENTS Introduction 1 1 Program Overview 2 1 Cyclical Actions 2 8 Planning Questions 2 14 Main Menu 2 16 Setup 3 1 Setup Screen 3 2 Default Settings Tab 3 2 Primary Settings Sub Tab 3 4 Additional Settings Sub Tab 3 7 Security Pet Deposit Sub Tab 3 11 Grievance Sub Tab 9 19 Delinquent Notice Info Sub Tab 3 14 Delinquent Notice Memo Sub Tab 3 16 Projects Tab 3 17 Utilities Tab 3 21 Utility Setup Sub Tab 3 21 Allowance Tables Sub Tab 3 24 Hate Tables Sub Tab 3 26 Master Units Tab 3 28 Master Unit Maintenance Sub Screen 3 29 Master Unit Main Tab 3 29 Inspection Status Tab 3 34 Events Tab 3 36 Utilities Tab 3 97 Late Charge Rate Tab 3 38 opecial System Functions Tab 3 41 Maintain Caseworkers Sub Screen 3 44 Maintain Management Codes Sub Screen 6 Tenant Actions 4 1 Tenant Search Screen 4 2 Adding or Moving In a Tenant 4 3 Tenant Edit Review Screen 4 8 Tenant Data Tab 4 8 Deposit Repay Tab 4 13 Pet Deposit Transfer Refund Sub Screen 4 17 Partial Security Deposit Transfer Refund Sub Screen 4 19 Security Deposit Transfer Refund Sub Screen 4 21 Charges Tab 4 23 Utilities Tab 4 28 Main Utilities Sub Tab 4 29 Supplemental Meter Readings Sub Tab 4 31 Details Tab 4 32 Work Orders Tab 4 33 Inspections Tab 4 36 Moving a Tenant Out 4 37
104. two days after the CA event began This ends the CA event The 4th is a move in day so it doesn t count as a vacancy day The unit has a total of 4 vacancy days 1 for main tenance and 3 for occupancy or lease up WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page Example 5 Scenario with Condition Changes move out date and lease termination dates are the same Event Event Start Lease Term Refer Ta Date Date Event Uce Maint Event Total Elapsed Daps End Date Fend Vacnt 05 30 2001 05 31 2001 ff 06 02 2001 05 31 2001 ff In the Real World A tenant s lease is about to expire on May 31 He is evicted a day early on May 30 When the tenant is evicted the unit is sealed with all his property in it Under state law this is proper ty that cannot be removed from the unit for a given period of time so the unit can t be rented again While the housing authority is waiting for the prop erty to be removed the unit is referred to mainte nance on the day after the move out May 31 While the unit is being worked on by Maintenance a new month begins The Tenant Accounts Receiv able program is initialized into that new month Maintenance personnel take one day to complete the VFW working around the property which is still in the unit They finish the job on June 1 However because the property isn t legall
105. want late charges to apply to both previous months outstanding debts and those of the current month check this box If you want late charges to only apply to current debts leave this box un checked Late Charges The first three late charges you can set up are peri odic late charges This means that they come into effect after a given period has passed The last late charge you can set up is a daily late charge A daily late charge accrues for every day that the tenant has an outstanding debt Select Type The Select Type set of radio buttons enables you to specify whether the late charge is a flat rate a per centage of the total debt or conditional upon the amount of the debt The data fields which appear to the right of these radio buttons are dependent on this setting After The Day This is the day of the month on which the late charge comes into effect If you do not want this rent charge record to have any effect enter 32 in this field Flat Rate Late Charges If you select the Flat Rate radio button a single data field appears to the right of the After the Day field This is the dollar amount of the late charge regardless of the amount of the debt WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 39 Percentage Late Charges If you select the Percentage radio button a single data field appears to the right of the After the Day field This is the percentage by which t
106. wish to print on any of the labels listed select the Mail Merge button This will create comma delimitted text file tst For you to merge into word processor document The values below represent 1 700th of an inch Therefore 450 Dot Matrix Printer Labels Select Size would represent 4 50 inches You should measure your labels to set these values correctly C Aver 5160 Laser Printer Preset Size C Aven 5 37 Laser Printer Preset Size aml Create Mail Merge File 200 zi E E 2 S WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 22 Tenant Labels Select the radio button that corresponds to the ad dress you want to use Physical Address unit ad dress or Mailing Address Select the radio button that corresponds to the order in which to print the labels or include the data in the file tenant name tenant account number unit number or project number If you are generating labels or a mail merge file for all tenants select the All Tenants radio button If you are generating labels or a mail merge file for a specific group of tenants select the Only Those for a Criterion radio button The controls to the right of this radio button become active These enable you to choose the criterion by which you want to filter your tenants admission date base rent account number ethnicity and so forth and the value against which you want to check them For example
107. 0 0 0 October 0 0 0 0 0 0 0 Movember 0 0 o 0 0 0 0 December 0 0 0 0 0 D D Setup Allowance Tables Rate Tables WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 25 Rate Tables Sub Tab The Rate Table sub tab enables you to edit utility rate charges for each accounting project that is set up on the Projects tab The left side of the sub tab contains a table of all projects which have utility rates set up The right side contains the detailed information for the currently selected project s util ity rates Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes Default Settings Projects Utilities Masher Units Late Charge Special System Functions ge ae gt Project IO 001 Mulitple Rates List Electric MW aber Due 0 0 0 0 0 0 Due 30 Days 0 0 0 0 0 0 Utility Setup Allowance Tables Fate Tables WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 26 Adding a New Project s Utility Rates When you click the Add button the Project ID drop down selection box appears above the utility rates Project ID pov H table Select the project to which these rates will apply Editing a Project s Utility Rates The table on the right side of the sub tab contains the current and next mon
108. 0 through 5 bedrooms or 1 through 5 pets Enter the flat amounts for each value in the appropriate fields Individual Basis If you choose to determine deposits on an indi vidual basis or if your agency has a formula which goes by neither percentage nor flat rate you must enter deposit amounts in individual tenant records Hint Tables Work During the move in process the program asks a question about how many pets the tenant has It reads the unit de scription from the Master Unit database to determine how many bedrooms the unit has WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 12 Grievance Sub Tab If you check the Print Grievance on Notices box on the Additional Settings sub tab the Grievance sub tab becomes available This sub tab contains five lines of up to 60 characters each When Receiv ables prints billing notices any text in these fields will be printed on the notices Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes efault Settings Projects Utilities Master Units Late Charge Rate Special System Functions 2 EN Type additional test to appear on billing notices Housing Authority of Tenmast m Primary Settings Additional Settings Security Pet Deposit Grievance D elinquent Notice Info Delinquent Notice Memo WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3
109. 00000 Nov 0 0 00000 De 3 0 00000 H 0 00000 3 0 00000 T 0 00000 LItility Setup Allowance Tables Hate Tables GCA HCF FD EFBR kWh FD 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 0 00000 Utility Allowance Add Project Jon Utility Code Allow Table Units of Water per Person Per Dap Allowance 0 00 Factor Base Gas NON Heat Elec Looling Summer GCA Consumption Hate EFBH Elec Furnace Blower Rate HCF Hundred Cubic Feet kwh Kilowatt Hour F Fahrenheit Day WinTen Tenant Accounts Receivable 11 14 2003 Edition Special Utility Calculations Page A2 Allowance Tables Sub Tab Data Fields Heat Base These are the base heating allowances for each month of the year as determined by the utility au dit Unit Code This is an optional field that you can use to classify unit types Each unit code corresponds to a letter A through T which you can use to reference unit types for individual households Refer to the utility audit for recommended unit codes GCR HCF FD GCR stands for Gas Consumption Rate and FD stands for Fahrenheit Day These fields are the gas consumption rates for each unit code A through T based on hundreds of cubic feet of gas per Fahrenheit day
110. 06 01 2001 OL 2001 06 02 2001 Refer o y 01 2001 06 01 2001 06 02 2001 05 2001 Event O5 20 2001 05011 05011 501 5041 No Yes Yes Yes No No Wo Wo Yes Me Oo A oO Maint Event Total Elapsed Days End Date Pend Down In the Real World A tenant s lease is about to expire on May 31 He is evicted on May 20 When the tenant is evicted the unit is sealed with all his property in it Under state law this is proper ty that cannot be removed from the unit for a given period of time so the unit can t be rented again While the housing authority is waiting for the prop erty to be removed the unit is referred to mainte nance two days after the move out May 22 While the unit is being worked on by Maintenance a new month begins The Tenant Accounts Receiv able program is initialized into that new month In the PHAS Event World The tenant moves out on May 20 starting the event However the lease does not terminate until May 31 This means that the 31st is the last day of occupancy for PHAS reporting purposes and anything that occurs through the end of that day doesn t count for vacancy purposes Because there is property in the unit the unit s initial condition following the move out is CR This requires an event beginning on the 20th to set that condition Bec
111. 07 109 110 108 106 104 102 which is noth ing like the numerical order of the unit numbers If you use read order data entry for meter readings you can specify each unit s position in the meter reading order You can do this on the Master Units tab of the Setup screen n the above example unit 101 would have read order 1 unit 103 would have read order 2 and so on When you begin the process by which you enter meter reading data the program will prompt you for each unit s data in read order rather than unit number order Do you use a handheld computer for meter readings If your agency uses handheld computers and the Tenmast Meter Readings software for taking meter readings check this box Do you want meter reading schedules split into projects when created This option is only available if your agency uses handheld computers and the Tenmast Meter Read ings software If you check this box the Meter Readings software enables you to split a monthly meter reading schedule into multiple schedules one for each project If you leave this box un checked the program only produces one meter reading schedule which contains all units regard less of their project assignments Do you read your meters quarterly If your agency takes quarterly meter readings 90 days apart check this box If your agency takes monthly meter readings leave this box un checked Future utility allowances will be read from the table for This
112. 13 Delinquent Notice Info Sub Tab The Delinquent Notice sub tab enables you to set up the standard delinquent notice that Receivables prints out for tenants who are late on any payment to your agency This sub tab s layout mimics that of an actual delinquent notice The two yellow light gray in the images in this manual areas of the sub tab are where the program will print the tenant spe cific delinquency data Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes efault Settings Projects Utilities Master Units Late Charge Rate Special System Functions 5 2 Payments for the following charges are currently OVERDUE this balance is not paid in full within 0 days 30 day NOTICE TO VACATE will be issued to vau Sincerely Mame James Mauch Title Executive Director Primary Settings Additional Settings Security Pet Deposit Grievance Delinquent Notice Info D elimquent Notice Memo WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 14 Delinquent Notice Info Sub Tab Data Fields If this balance is not paid in full within days This is the number of days that your agency s poli cies give delinquent tenants for payment before an eviction notice is served a X day notice to vacate will be issued to you This is the number of days that your agency s poli cies give delinquent tenants to vacate a uni
113. 132 Venture Court Suite 1 i m a St Lexington KY 40511 f t http www tenmast com Q Wa re Support 877 359 5492 Because Software Should Be Simple support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WINTEN TENANT Accounts RECEIVABLE User Manual Version 11 14 2003 Fon Procram Version 11 14 2003 AND LATER 2003 Tenmast SOFTWARE 02003 Tenmast Software All rights reserved WinTen Tenant Accounts Receivable User Manual This manual as well as the software described in it is furnished under license and may be used and or copied only in accordance with the terms of such license The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commit ment by Tenmast Software Tenmast Software as sumes no liability for any errors or inaccuracies that may appear in this manual Except as permitted by such license no part of this publication may be reproduced stored in a retrival system or transmitted in any form or by any means electronic mechanical recording or otherwise without the prior written permission of Tenmast Software Permission to produce copies for official use is expressly granted to organizations and individuals with a current Update and Support Agreement with Tenmast Software for the mainte nance and support of Tenmast Software s WinTen Tenant Accounts Receivable program Any references
114. 2 125 TATES CREEK AD 3 125 TATES CREEK AD H4 125 TATES CREEK AD 5 125 TATES CREEK AD Hb 125 TATES CREEK 7 125 TATES CREEK AD 8 e 11 14 20 Edition etup Page LERIMIG TON LERIMI TOM LERIMIG TOM LEXINGTON LERIMI TOM LERIMIG TON LEsING TON LE ING TON LEsING TON LEsING TON LE ING TON LE ING TON LE ING TOM LERIMIS TOM LERIMIS TOM LERIMIS TOM Master Unit Maintenance Sub Screen The Master Unit Maintenance screen contains the detailed information on a single unit in the Master Unit database This screen has four tabs Master Unit Main Inspection Status Events and Utilities It always opens on the Master Unit Main tab as shown below Master Unit Main Tab The Master Unit Main tab of the Master Unit Main tenance sub screen contains general information on the location and condition of the selected unit Use the standard WinTen controls to edit the data on this tab and save or cancel your changes Project 001 Unit 001 Bldg 001 Entrance 1 Master Unit Main Inspection Status Events Utilities gt s gt gt 9 Unit Address 1 23 ATES CREEK AD 1 Family Occupied 0 City State Zip LEXINGTON 40517 Read Order Code Ele Val tr Date of Last Move In far this unit 02 06 2001 Paint Date Date of Last Move Out Far this unit Date unit was Bedrooms 2 gt i added to approved Dizable Handicap Accessible Head of Household
115. 2VENTURECDURT 00000000 Street Address IBUITET 0 City State amp zip LEXINGTON ATT Telephone 259 455 8061 WinTen Tenant Accounts Receivable 11 14 2003 Edition Electronic Payment File Processing Page 0 5 IMPORTING AN EPF To import an EPF click the Payments button or press lt P gt at the Main Menu The Payments Menu screen opens On the Payments Menu screen click the Import EPF button This starts the Process Electronic Payments wizard WinTen Tenant Accounts Receivable 11 14 2003 Edition Electronic Payment File Processing Page 0 6 Process Electronic Payments Wizard Step One Import Electronic Payments File Click the Start button to begin the file import pro cess The Select Electronic Payment File to Import dialog box opens This is a standard Windows file selection dialog box Select the EPF that you want to import and process and click Open The pro gram returns to the Process Electronic Payments wizard If there is a problem with the EPF a standard Windows print preview screen opens with a report detailing each record that could not be processed The program will skip these records and will con tinue with the process importing only the records that did not have errors If you receive this report review it then click the Close button to close the print preview screen and return to the wizard Click the Next button to continue to Step Two Process Electronic Payments Wiza
116. 30 00 30 00 Late Charge 40 00 0 00 0 00 non 20 40 00 Retro Rent 0 00 0 00 0 00 0 00 0 00 0 00 Prom Mate 0 00 0 00 0 00 0 00 0 00 0 00 Work Orders 0 00 0 00 0 00 0 00 0 00 0 00 as ppl 0 00 0 00 0 00 0 00 0 00 0 00 Ele amp ppl 0 00 0 00 0 00 0 00 10 00 0 00 Wtr amp ppl 0 00 0 00 0 00 0 00 0 00 0 00 Bad Chk Chg 0 00 0 00 0 00 0 00 0 00 0 00 CABLE 40 00 10 00 10 00 40 00 20 00 01 COURT COST 0 00 0 00 0 00 0 00 10 00 0 00 non EVICTION 0 00 0 00 0 00 0 00 0 00 0 00 Spiri E S 0 00 0 00 0 00 0 00 0 00 0 00 1 CLEAN UP 0 00 0 00 0 00 0 00 0 00 0 00 P aa T atals 180 00 35 00 35 00 2000 30 00 30 00 WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 10 Voip A RECEIPT To void a receipt and its corresponding payment click the Void button The Void Receipt screen opens This screen con tains a table of all receipts for payments taken in the current month Void Receipt 03 19 2003 0 00 False 03 19 2003 0 00 False 03 20 2003 0 00 False 03 20 2003 0 00 False 03 20 2003 0 00 False 03 20 2003 0 00 False 03 20 2003 0 00 False 03 20 2003 0 00 False Select the receipt you want to void and click the Void button A dialog box opens that asks you to confirm your REC WinTen Receivables intention to void the receipt Click Yes to continue or No to abort the process Q If you click Yes the program voids the payment
117. 323 Family Size 1 Account Project O01 Code Head Order 0 Unit 011 Unit Size 2 Due in 30 Old Meter Read Date 10220622001 Meter Head Date 102 0672001 Electric New Readings Old Readings Amount Used Allowance Excess Charge far Excess Comments Winlen Tenant Accounts Receivable e 14 Edition harges Utilities and Calculations Page 5 8 Manual Readings for a Vacant Unit If you selected manual meter reading input for a va cant unit the Input Meter Readings Manually sub screen opens appearing as shown below Use the standard WinTen controls to edit the data on this sub screen and save or cancel your changes When you are done entering meter readings click the Exit button to return to the Meter Readings tab Input Meter Readings Manually Sub Screen Data Fields Readings This is the meter reading for the utility in question for the current reading date Old Readings This is the meter reading for the utility in question for the last read date Comments This is a short 60 character field for recording comments on the reading E a lt gt VACANT UNIT Project 001 EXT ET Nm Read Order 0 Code Init 002 Unit Size 2 Vacant Readings Electric as Waker Readings nll oll o Old Readings 0 0 0 Amount Used 0 0 Allowance 0 0 0 Excess 0 0 0 Charge for Excess 0 00 0 00 0 00 Comments WinTen Tenant Accounts Recei
118. 36 00 0 00 o0 AMOUNT OWED 0 00 0 00 0 00 0 00 0 00 Met Rent 0 00 Promissory Note Repayment Agreement Retroactive Rent Agreement Start Date Start Date Remaining Balance 0 00 Remaining Balance 0 00 Monthly Payment 0 00 Monthly Payment 0 00 Curent Balance 0 00 Curent Balance 0 00 Bal Cur Bal 0 00 Bal Cur Bal 0 00 WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 13 Deposit Repay Tab Controls Refund Pet Deposit Button When you click the Refund Pet Deposit button the Pet Deposit Transfer Refund sub screen opens For more information on this sub screen see the following pages Partial Security Deposit Refund Button When you click the Partial Security Deposit Refund button the Partial Security Deposit Transfer Re fund sub screen opens For more information on this sub screen see the following pages Move Out Security Deposit Transfer Refund When you click the Move Out Security Deposit Transfer Refund button the Security Deposit Inter est dialog box opens The program calculates the amount of interest if any that the tenant s security deposit has accrued using information from the Projects tab of the Setup screen Enter any chang es to this amount and click OK The dialog box closes and the Security Deposit Transfer Refund sub screen opens For more information on this sub screen see its section later in this chapter Hint Why refund a pet deposit The Refund
119. 4 2003 Edition Periodic Reports and Initialization Page 12 12 Pre Initialization If you click the Step 1 button on the Initialization Menu dialog box the Pre Initialization Selections sub screen opens This sub screen enables you to set your options for the pre initialization data processing and report printing procedures Select the options you want then click the Begin Pre Initialization button to begin the pre initialization procedure CAUTION The pre initialization process is designed to help you ensure that all of your data is correct before you initialize Receivables into a new month Initializing with incorrect data can be very costly in terms of time spent correcting errors Please go over each report that the pre initializa tion process produces and check it for errors You can run the pre initialization process as many times as you need to before running the actual initialization process and we strongly recommend that you take full advantage of this capability Monthy Pre Initialization generates a of all changes that willbe posted tothe Tenants accounts during the Monthly Initialization Please this reportto insure all rent changes move outs move Ins utility charges work order charges promissory nates retroactive rents repeating charges and any other miscellaneous charges that will be posted during Monthly Initialization are CORRECT PLEASE REVIEW THIS DOCUMENTATION CAREFULLY BEFORE IN
120. CHARSKI JULIANA G 834 88 3282 2030 tenant who meets these criteria click the Charge MAXWELL SARA 746 32 2429 2006 00000000200102 123 TATES CREI Off button The Tenant Search screen opens see the Ten ant Actions chapter for more details on the Tenant Search screen oelect the tenant who you are charging off and click the Charge Off Tenant button The Charge Off a Tenant screen opens i CHARGE OFF TENANT 1 Exit i gt 3 First SARH A Last Mame MAXWELL SSN 46 32 2479 Unit 2006 Project 001 Sect 00000002001024 Last Month s Previous Changes Payments Current Balance Previous Bal Balance MTD Payment Refunds 0 00 0 00 0 00 Rent 100 00 25 00 25 00 0 00 1 50 00 150 00 Late 40 00 0 00 0 00 000 40 00 40 00 Retro Rent 0 00 0 00 0 00 000 0 00 000 Promissory Mote 0 00 0 00 0 00 000 0 00 0 00 W ork rders 0 00 0 00 0 00 000 0 00 0 00 laas Appliance 0 00 0 00 0 00 0 00 10 00 0 00 Ele Appliance 0 00 0 00 0 00 000 0 00 0 00 wWtr Appliance 0 00 0 00 0 00 000 10 00 0 00 Bad Chk Charge 0 00 0 00 0 00 000 0 00 0 00 LABLE TV 40 00 10 00 10 00 000 50 00 50 00 COURT COST 0 00 0 00 0 00 0 00 0 00 0 00 EVICTION 0 00 0 00 0 00 pog 0 00 0 00 SUPPLIES 0 00 0 00 0 00 0 00 0 00 0 00 CLEAN UP 0 00 0 00 0 00 0 00 0 00 0 00 Totals 180 00 35 00 35 00 0 00 250 00 250 00 WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 18 Charge Off a Tenant Screen Control
121. COURT COST 0 00 0 00 0 00 0 00 non 008 Total EVICTION 0 00 0 00 0 00 0 00 non 0 00 Deposit SUPPLIES 0 00 0 00 0 00 0 00 oo 0 00 445 gn CLEAN UP 0 00 0 00 0 00 0 00 oo 0 00 Totals 0 00 0 00 106 22 0 00 0 00 108 22 WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 19 Partial Security Deposit Transfer Refund Sub Screen Controls Refund Deposit Without Applying to the Ten ant s Account Button If you want to refund the security deposit to the ten ant without applying it to any outstanding charges the tenant has click this button The Security Deposit Transfer Amount dialog box opens Enter the amount that you want to refund up to the full amount of the deposit and click OK The Security Deposit Transfer Amount dialog box closes and a dialog box opens that reminds you to issue the refund Apply Deposit to Tenant s Account Button If you want to apply part of all of the tenant s se curity deposit to his outstanding charges click this button The Security Deposit Transfer Amount dia log box opens Enter the amount that you want to refund to the tenant and click OK The dialog box closes and the Security Deposit Transfer Refund sub screen enters edit mode In the Current Pay ment column enter the remaining amount of the se curity deposit to apply to each outstanding charge Click the Save button to save these changes or the Cancel button to cancel them The Security De pos
122. DEX B Bills 8 1 Printing 8 3 Setup 3 8 C Caseworkers Setup 3 3 3 44 Charges 4 23 5 1 Late 5 2 Repeating 5 4 Charge Off Tenant 6 18 Check Reconciliation 3 5 Color 3 3 Credits 6 1 Cyclical Actions 2 8 D Deposit 4 13 Pet setup 3 11 Record Ticket 6 13 Refund 4 17 4 19 4 21 Security setup 3 11 Taking 6 8 Transfer 4 17 4 19 4 21 E Electronic Payment FIle 3 3 Electronic Payment File Import 6 26 EPF See Electronic Payment File G General Ledger 2 1 3 5 Posting 9 1 H Household 4 12 I Initialization 12 1 12 11 2 13 Inspections 4 42 MS DOS based Program 4 36 Public Housing program 2 3 Installation See Planning Questions L Labels 7 22 Late Charges setup 3 38 M Mail Merge 7 22 Main Menu 2 16 Management Codes Setup 3 3 3 46 Master Unit Manager 2 3 3 28 Meter Reading Schedules 5 12 setup 3 22 Meter Readings 5 6 Supplemental 4 31 Monthly Actions See Cyclical Actions Move In 4 4 Move Out 4 37 N Navigation 2 5 Non Dwelling Income 6 15 Occupancy and Rent Calculation 2 2 Overview 2 1 Navigation 2 5 P Payments 6 1 Deposit 6 8 Escrow 6 9 Non Dwelling Income 6 15 Receipts Run Batch 6 12 Void 6 11 Taking 6 3 Transfer 6 10 Void Receipts 6 11 Pet Deposit Setup 3 11 PHAS 2 3 Planning Questions 2 14 Posting See General Ledger Posting Project Setup 3 17 Project Number Setup 3 17 Promissory Note 4 25 Public Housing Inspections 2 3 R
123. E IN 00 Days The charge for the Meter Head Date excess utilities has been calculated d d pus and added the Due Now total an the tab Electric as Water DUE 30 Days The charge far the New Readings excess utilities has been calculated and added the Due in 30 Days total on Old Readings the Main Utilitites tab DUE IN 60 Dave The charge for the Amount Used excess utilities has been calculated Allowance DUE IN 99 Days This works just like a delete Excess Charge far Excess Utilities Supplemental Meter Headings WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 31 Details Tab The Details tab contains a complete record of all transactions involving this tenant Tenant Accounts Receivable records every change in a tenant s fi nancial data in a perpetual record The top portion of this tab displays a table of these transactions click the Display Mode button see right to switch 9 between all transactions and the current month s transactions The table lists these transactions in chronological order including date description and charges The bottom portion of the tab con tains the details on the currently selected transac tion You cannot edit the data on the Details tab Details Tab Print Options Select Renan ee When you click the Print or Print Preview button on the Details tab the program prompts you to en
124. For Report 1 005 If your agency performs meter readings a dialog box opens that tells you which month s utility al lowance table the program will use to set up future utility charges during initialization If this is correct click Yes to continue with pre initialization If it is not correct click No to cancel the rest of pre ini tialization then go to the Setup screen and change the month setting on the Utilities tab see the Setup chapter for more information 55 00 TAR 0 322003 200 TA B 0322004 200 TAR 0322004 150 00 TAR Pe rod 0 32003 150 00 TAR Pe rod 0 35003 3000 TAR 0 322003 TAR Perkad 0 320053 Pe ro 0 322009 Pe rod 0 322009 Pe rad 0 372003 Pe rod 0 322009 Pe rod 0 322009 Pe rad 0 372003 Pe plod 0 322009 1 005 00 WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 17 If you click Yes the Work Order Dates dialog box Work Order Dates opens This dialog box asks you for the latest The DUE DATE For The Work Orders Will Be 07 01 2001 date for which the program should post work order charges to tenant accounts Enter the correct date in the data field and click OK to continue with pre initialization When you finish with the Work Order Dates dialog box a standard print preview screen opens with the Pre Initialization report Review this report on
125. IT iz 1 KRCCHE11 be 3 hri kL 35741 KULIT hz d had 5 BEA H hak 3 cmm n weet khi 2 BATA 1 2 LE dds When you finish with the Pre Initialization Future Charges report the program returns to the Initial ization Menu dialog box WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 19 Initialization If you click the Step 2 button on the Initialization WUCUVUNURER NUR Menu dialog box a warning dialog box opens This dialog box informs you that initialization is a IDEE very memory intensive process and recommends that you reboot your workstation before continuing so that a maximum amount of system resources will be available for the process If you have not rebooted your workstation click the Cancel button and shut it down Wait 60 seconds then restart your workstation and return to the Initialization pro cess If you have rebooted your workstation click OK to continue with initialization WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 20 If you click OK the Monthly Initialization sub screen opens Select the version of the Rental register you want to print and the order in which you w
126. ITIALIZING FHE IMITIALIZATION REPORT Pre lnitializaion Report Sort Order Which Report Do reu Wish To See f Tenant Name t Account Number f ALL TENANTS Entire Rent Roall Including Changes C Urt Number Project Ont Number CHANGES Tenants w Rent Address Changes Only C Tenant SSN Parject amp cct Number IF you using the Occupancy and Rent Calculation program new future rents fram the Occupancy and Rent Changes From Occupancy and Rent Report Sort Order Calculation will be brought in For SLL projects IF you want to f Tenant Name Account Number limit the initialization for an individual project select the project C Unit Number t Effective Date Select one project leave blank to select ALL Tenant SSH Rental Register AMD In What Order l DONT A Futures Report By Account Num f Begin Pre Initialization f Bu C By Unit Number X Cancel WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 13 Pre Initialization Options Pre Initialization Report The pre initialization report can contain all tenants or only those whose rent and or addresses have changed in the last month Select the radio button that corresponds to the option you want Pre Initialization Report Sort Order The program can sort the pre initialization report in order of tenant name unit number tenant Social Security number tenant account number pr
127. Information Condition of this unit I BEI Date Condition Status Changed Disable Handicapped Current Status of this unit ID H2 _ FIL Unit Type Unit Income EI WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 29 Master Unit Main Tab Controls Change Condition Button When you click the Change Condition button the Condition of this Unit data field becomes a drop down selection box with seven options This enables you to change the condition of the unit Select the correct condition for the unit and click 2 0 the Save button to save your change or the Cancel button to cancel it The following list details the ET GE available condition options A Available to be rented or currently rented R Resident property in unit M Unit under modernization plan P Unit vacant due to market conditions D Unit deprogramming demolition E Unit vacant due to legal conditions Unit vacant for other reasons For detailed definitions and examples of these con ditions see Appendix B PHAS Events Change Status Button When you click the Change Status button the Cur rent Status of this Unit data field becomes editable This enables you to change the status of the unit Enter the status condition for the unit and click the Save button to save your change or the Cancel but ton to cancel it The following list details the avail able status
128. LIANA G Last Name CHARSKI SSN Unit H Project Account H 00 3282 Main Info Deposit Info Charges Utilities Details Work Orders Inspections d B gt Next Inep Date Last Insp Date Inspector Nest Inep Time Last Insp Time To Type Summary Inspector Mates gt Repair Motes gt Tenant Mates gt WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 36 Moving a Tenant Out To begin the move out process click the Move Out button on the Tenant Data tab When you click the Move Out button the program inserts a 27 in front of the tenant s unit number This serves as an identifier that tells the program that the tenant is no longer living in that unit and your agency can move someone else into the unit but the tenant s account needs to remain open Once the program has changed the tenant s unit number the Move Out Information dialog box opens Select the unit s condition from the drop down selection box enter the move out date and the date on which the tenant s lease terminates and click OK If the tenant s unit has any active utilities the Input Meter Readings for Move Out Transfer dialog box opens Enter the final meter readings for the unit This enables Receivables to calculate the tenant s final utility charges Click OK to continue When you click OK Receivables makes all data base changes necessary to record the move out These inc
129. M SST CITY AUTHOR Regeer Tenanr Danais En snk ton kk 0 kk kk Iit5 h 15 8 kk rrmgur khl zh hh BATA REPRE dl F A dialog box opens that asks if you want to clear year to date rents during initialization Click the button that corresponds to your choice Lhd hh hh b hh hh LLh h Lh hh hh B hh ih hh hk 4 hh hk x hh ih 4 hh hk b hh zh h hh Lhd b hh hh hh hh hh hh hh 5 hk hh hk hh hk Lh hh hh hk hh ih hh hk Lh hh hh Lh hh hh hh hk b hh hh b hh hh hh hk hh hk hh ih hh hk hh
130. Meter Readings Tab 7 21 Labels Mail Merge Tab 7 22 Billing 8 1 Billing Menu Screen 8 2 Post to Ledger 9 1 Task Wizards 10 1 Promissory Note Creation Wizard Retroactive Rent Agreement Creation Wizard 10 2 Promissory Note Transfer Wizard Retroactive Rent Agreement Transfer Wizard 10 4 Edit Monthly Agreement Charge Wizard 10 6 Agreement Removal Wizard 10 7 Reindex 11 1 Periodic Reports and Initialization 12 1 Periodic Reports Screen 2 Daily Tab 12 3 Monthly Tab 12 6 Initialization 12 11 Pre Initialization 12 13 Initialization 12 20 Index i 1 Appendix A Special Utility Calculations A 1 Appendix B PHAS Events 1 Basic Principles of Event Tracking 1 Event Record Terminology B 2 Examples of Event Sequences B 7 Appendix C C 1 Fixing Invalid PHAS Event Records C 1 Invalid PHAS Event Records Report C 2 Errors Found on the Invalid PHAS Event Record Report C 4 Printing and Comparing Elapsed Days Reports After All Errors Have Been Corrected Appendix D D 1 Electronic Payment File Processing D 1 EPF Setup D 2 Electronic Payment File Setup Sub Screen 3 Electronic Payment File Settings Tab Importing an EPF D 6 Appendix E E 1 Using the Payment Wizard E 1 Setting Up the Payment Wizard 2 Using the Payment Wizard E 3 Payment Wizard Step One E 4 Payment Wizard Step Two E 5 Payment Wizard Step Three 8 INTRODUCTION The WinTen Tenant Accounts Receivable program is a data management program designed for use on c
131. N 40511 B5 9 357 7480 Name of mecellaneous tenant charge 1 LE esee llle D eren 4 Mame af miscellaneous tenant charge 2 COURT LOST DE X Mame af miscellaneous tenant charge 3 EVICTION Mame af miscellaneous tenant charge 4 SUPPLIES ince Mame af miscellaneous tenant charge 5 CLEAN UP Print using 2 lines Field ta put on First Line Unit H Directory Settings leave blank if rot ted in Ledger H SMKTTENSMKTPH2 Search Screen Options Post deposits to Check Reconciliation and Ledger Default view Al Current Tenants 2 Include adjustments when posting ta Ledger efault Ordered EM TEN MRT ET ZS I Do allow edit of Previous Balances on Tenant Uze mailing address for Payables refunds Version Date 03 08 2003 Primary Settings amp dditional Settings Secunty Pet Deposit Grievance Delinquent Notice Info Delinquent Notice Memo WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 2 Default Settings Tab Controls E 21x Color Settings Button Clicking this button opens the Color dialog box EHI Sm By clicking on a color you can set the background color of the Receivables screens Note that some parts of some screens may remain unchanged so il int ia they remain readable PEN Default Settings Tab Other Functions Electronic Payment File
132. N UP 0 00 0 00 0 00 0 00 oo 0 00 Totals 0 00 0 00 106 22 0 00 0 00 108 22 WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 17 Pet Deposit Transfer Refund Sub Screen Controls Refund Pet Deposit Without Applying to the Tenant s Account Button If you want to refund the pet deposit to the tenant without applying it to any outstanding charges the tenant has click this button The Pet Deposit Trans fer Amount dialog box opens Enter the amount that you want to refund up to the full amount of the deposit and click OK The Pet Deposit Transfer Amount dialog box closes and a dialog box opens that reminds you to issue the refund Apply Deposit to Tenant s Account Button If you want to apply part of all of the tenant s pet deposit to his outstanding charges click this but ton The Pet Deposit Transfer Amount dialog box opens Enter the amount that you want to refund to the tenant and click OK The dialog box closes and the Pet Deposit Transfer Refund sub screen enters edit mode In the Current Payment column enter the remaining amount of the pet deposit to apply to each outstanding charge Click the Save button to save these changes or the Cancel button to cancel them The Pet Deposit Transfer Refund sub screen closes and the program returns to the Deposit Repay Tab of the Tenant Edit Review screen Amt to to Tenant s Account 1 Hint Why would issue partial pet dep
133. PHAS events for the unit This information is used by both the Tenant Accounts Receivable program and the PHAS program to calculate the PHAS vacancy information for this unit You cannot edit the data on this tab If you click the Edit button the Event Information Edit sub screen opens his sub screen enables you to review and edit the individual records that make up the vacancy days shown in the table For more information on the Event Information Edit sub screen and PHAS event records see Appendix B PHAS Events Master Unit Maintenance Screen O04 06 2001 02 06 2001 fff of 02 06 2001 WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 36 Utilities Tab The Utilities tab of the Master Unit Maintenance sub screen displays a complete record of all meter readings for this unit during vacancy if your agen cy tracks it You cannot edit the data on this tab However you can click the Print button to print it Project 001 Unit 001 Bldg Entrance Master Unit Main Inspection Status Events Utilities ELECTRIC GAS WATER Head Date Mew Old Used Mew Old Used Mew Old Used WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 37 Late Charge Rate Tab The Late Charge Rate tab enables you to set up your agency s late payment charges You may have up to three different late charges each of which applies after a different period of nonpay ment and or a daily late
134. Receivables draws this data from the Master Unit database Read Order This is the units read order assignment if it has one Receivables draws this data from the Master Unit database Family Size This is the number of members in the tenant s fam Receivables draws this data from the Tenant Data tab Utility Code These three fields are the codes for the utility al lowance tables assigned to this unit for gas G electricity E and water W Old Meter Read Date This is the meter reading date for the readings whose charges are due in the current billing period Due Now Meter Read Date This is the meter reading date for the readings whose charges are due in the next billing period Due in 30 WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 29 New Readings Tenant Edit Review This is the meter reading for the utility in question for the corresponding reading date Old Readings This is the meter reading for the utility in question for the previous read date Amount Used This is the number of units of the utility that the ten o ant used during the reading period Old Readings minus New Readings Allowance This is the tenant s utility allowance for the utility in question based on the allowance table assigned to this unit Excess This is the number of units of the utility that the ten ant used in excess of his
135. Removal Step 1 of 2 If the repayment agreement was created not trans ferred you have the option to remove all charges that were created If you want to do so check the appropriate check box Click the Start button to proceed to Step Two Step TWO gt Agreement Removal Step 2 of 2 Review the repayment agreement summary If you need to make any changes click the Back button to return Step One and edit the data as needed If everything is correct click the Finish button to re move the repayment agreement from the tenant s record WinTen Tenant Accounts Receivable 11 14 2003 Edition Task Wizards Page 10 7 WinTen Tenant Accounts Receivable 11 14 2003 Edition Task Wizards Page 10 8 REINDEX This function rebuilds the indexes that Tenant Ac counts Receivable uses to search for specific re cords within its databases Index files are similar to a library s card catalog they tell the computer the location of the data for which you are search ing Indexing databases is safe to do at any time it does not need to be done at a specific time of the month or the year To initiate the indexing process clicking the Index button or press lt l gt at the Main Menu f x 9 nmast 5 Software Tenant Accounts 170 Public Housing Documentation h mkttemmktph 2 _ amp Tenant Tenant Actions ME Billing Billing Options 5 Payments Payments and Credits Menu
136. Setup _ DefneCusomColr Select this option to open the Electronic Payment ok File Setup sub screen For more information on this sub screen and electronic payment file pro Hint Color Settings color setting like any other setting is only applied to the current data area Many agencies use this feature to color Exclude Charges to be Refunded code their data areas so users can tell at a glance what Select this function if you want to exclude specific data area they re currently using charge types from the balance to be refunded calculations that the program performs when you perform a refund on a tenant s total balance The Select Charge Types to Exclude from Refund dia log box opens Use the standard WinTen controls to edit the settings in this dialog box Check the box next to each charge type that you want to ex clude from the refund calculations Maintain Caseworkers This command opens the Maintain Caseworkers sub screen This sub screen enables you to add edit and delete individual caseworker records For more information on this sub screen see the end of this chapter Maintain Management Codes This command opens the Maintain Management Codes sub screen This sub screen enables you to edit the management codes that Receivables uses For more information on this sub screen see the end of this chapter WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup
137. Step 1 You can edit the applied payment amounts in the table the value in the Total Applied field changes if you change any of the pay ment amounts s Ent Apply Payment Tenant Mame CHERYL D BOLLAERT 32M B4B 15 2488 Unit H 1013 Project in Account 000000002001002 Payment Date 112302001 Total Tendered 50 00 Total Applied 50 00 Change Due 0 00 Enter Payment Amounts Remaining Remaining Current Future Current Future Curent Future Charge Balance Balance Balance Balance Charge Charge CABLE T 50 00 60 00 10 00 10 00 0 00 25 00 LATE CHARGE 0 00 0 00 RETRO RENT 0 00 0 00 PROM NOTE 0 00 0 00 WORE ORDERS 0 00 0 00 355 APPL 0 00 0 00 Totals 50 00 50 00 99 00 0 00 35 00 10 00 mem Instructions Enter the payment amount to apply to each charge type click Nest button to continue Back Cancel WinTen Tenant Accounts Receivable 11 14 2003 Edition Using the Payment Wizard Page E 5 Regular Payments If you selected the Regular Payment payment type in Step 1 the table in the middle of the screen sum marizes the tenant s current and future balances and the payment amounts that the program auto matically applied to each charge You can edit the values in the Payment column of the table if you want to change the default payment applications Before you click Next confirm that the Total App
138. Ten Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 4 Information Q Choose the correct tenant to move in from the 50058759 program Social Security 364 86 4511 BOLLAERT BROWN CHAR SEI CLAUSING CLEARY COFFIELD CURRID DAVENPORT DIAMOND DOUGHERTY EMERSON FLOYD GOHRING GAUEN WALD GUGLIELMO HECKLE MYER ASRA CHERYL JULIANA JOHN LAURA MICHAEL BRETT WINSTON REGINALD LINCOLN JUDY JULIA RANDALL DANA DOUGLAS REBECCA MURRAY If you click Yes the Tenant Move In sub screen opens This sub screen contains information on the certification status of the tenant who you are moving in and the status of the unit into which you are moving him Enter the move in date and click OK A dialog box opens that asks you if you want to move the tenant in with prorated charges Click Yes to move the tenant in with prorated charges or No to continue with the move in process without applying prorated charges If you click Yes the Prorated Rent Charges dialog box opens This dialog box displays the prorated rent to which the tenant is subject Change this value if necessary and click OK to close this dia log box and continue A dialog box opens that asks you if the tenant has any pets Click the appropriate button to continue If you click Yes and the program is set up for pet de posits to be based on number of pets the Number
139. Tenant Search screen A dialog box opens that asks you if you are moving this tenant in from Occupancy and Rent Calculation Click the appro priate button to continue Hint EPF The EPF Acct column is visible in the table only if you are using Receivables EPF Lockbox function For more information on this function refer to Appendix D Confirm x 2 ls this move in from the Occupancy and Rent Calculation program E WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 3 Moving in a Tenant from the Occupan cy and Rent Calculation Program If you are moving in a tenant who has an existing record in Occupancy and Rent Calculation a dia log box opens that informs you that moving in this tenant will not update the tenant s PIC or TRACS records Click OK to close this dialog box and con tinue Next a dialog box opens that contains a table of every tenant in Occupancy and Rent Calculation s database Select the tenant you are moving in then click OK to close this dialog box and continue The Pick a Vacant Unit dialog box opens This dia log box contains a table of every vacant unit in the Master Unit database Select the unit into which the tenant is moving then click OK to close this dialog box and continue A confirmation dialog box opens that asks you if the selected unit is correct Click Yes to continue or No to return to the Pick a Vacant Unit dialog box Win
140. WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 24 When you finish posting or cancel posting a standard print preview screen opens with the Re ceivables Transaction Journal report Review this report on the screen or click the Print button to print it When you are done with the Receivables Transaction Journal report click the Close button to close the print preview screen and continue with initialization Receivables Journal Report Permanent EMe Bose Pun B JE Hint Deja Vu This report has two parts When you close the first part the second one opens The first part is the permanent Receiv ables Transaction Journal from the WinTen General Ledger module The second part is the temporary journal to which Receivables posts TEHMAST CITY HOUSING AUTHORITY Current Receivables S8 Journal Li ting Public Housing Documentation hjrkatenriatphz Dates 03 01 2003 Cate Description O21 003 AG REEMENT 001 3721 2003 AGREEMENT 001 372172003 AG FEBVENT 001 372172003 AGPEBVENT 001 3721 720053 AGREEMENT 001 372172003 AG FEBVENT 001 0372172003 AGREEMENT 001 0373172003 CHARGES 001 Subtotal sim 1122 PH 321 2003 1122 PH 372172003 1122 PH 3531 2003 1122 PH TENANT AGFEBVENT 001
141. a Footer Line Electronic Payment File Specilicatians Sequence Number Starting Position 23 Length 3 Date Paid Starting Position 15 Length B Account Number Starting Position 0 Length B Amount Paid Starting Position Length 7 WinTen Tenant Accounts Receivable 11 14 2003 Edition Electronic Payment File Processing Page 0 3 Electronic Payment File Settings Tab Data Fields Default File Name This is the default name of the EPF files from your participating bank Default File Extension This is the default extension of EPF files from your participating bank Default File Directory This is the file directory on your network where you store the received EPF HA Bank Account This is the account number of the bank account into which payments in the EPF are deposited when received at the bank Bank Initials These are the user initials under which the Ten mast programs should record and post all EPF transactions The program uses these to sort and filter receipt reports Apply Payment to Rent First Check this box if the program should apply pay ments received in EPFs to rent charges first If this box is not checked the program applies payments to all other charges before applying them to rent charges Electronic Payment File Has a Header Line Check this box if the EPF file has an identifying or administrative not transaction data header line Electronic Payment File Has a Footer Line
142. aintenance personnel take one day to complete the VFW working around the property which is still in the unit They finish the job on June 1 However because the property isn t legally removable yet the unit still can t be rented out In the PHAS Event World A move out event occurs on May 30 the same day as the lease terminates The 30th is the last day of so it doesn t count as a vacancy day Because there is property in the unit the unit s initial condition following the move out is CR This requires an event beginning on the 30th to set that condition Because the unit s condition is CR there will eventually be a condition change to CA when the property is removed and the unit becomes available for rental again However it hasn t happened yet While the housing authority is waiting for the prop erty to be removed the unit is referred to mainte nance on May 31 This occurs on the first day the unit is vacant so there is no down time At the end of the day on the 31st the unit is in maintenance so the 31st counts as maintenance make ready time A new month begins Tenant Accounts Receiv able is initialized into the new month Because PHAS event tracking is monthly the original event is closed out with an ending date of June 1 the first day of the new month A new event is begun with a June 1 start date When the original event is closed out the program calculates vacancy days through the end of t
143. ancy lease up time On the 30th the unit is still in occupancy so the 30th counts as occupancy lease up time A new tenant moves into the unit on May 31 The unit is now occupied again The 31st is a move in day so it doesn t count as a vacancy day The unit has a total of 3 vacancy days 1 for main tenance and 2 for occupancy or lease up WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page B Example 2 Normal Scenario move out date and lease termination dates are the same Event Event Start Lease Term Refer To Refter Event Maint Event Total Elapsed Days Type Date Date Maint To End Date Pend vacent Hd OSY3S0 F001l O5 30 200L 05 31 2001 06 01 2001 6 0lf z dl Yes No 1 E l 1 5 01 2001 05 30 2001 5 01 2001 06 01 2001 5 04 2001 No Yes 3 0 3 In the Real World Atenant s lease expires on May 30 He moves out on that day The unit is referred to maintenance for a VFW on May 31 While the unit is being worked on by Maintenance a new month begins The Tenant Accounts Receiv able program is initialized into that new month Maintenance finishes the VFW and refers the unit to occupancy on June 1 It s now ready for a new tenant A new tenant moves in on June 4 The unit is oc cupied again In the PHAS Event World The tenant moves out on May 30 starting the event The lease also terminates on May 30 so the lease termination dat
144. and marks its receipt as voided WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 11 Run Batch RECEIPTS The batch receipt function records full payments and prints receipts for every tenant in a selected project To use this function click the Batch but ton CAUTION There is no batch undo function for batch receipts If you run this function in error you must void each receipt individually The Batch Receipts dialog box opens Select the project for which you want to run batch receipts and the order in which you want to run them then click OK A dialog box opens that reminds you that you are about to post payments and prepare receipts for every tenant in the selected unit It asks you if you want to continue Click Yes to continue or No to cancel If you click Yes a standard Print dialog box opens Select the printer to which you want to send re ceipts and click OK The program runs through a rather long print rou tine When it is finished a dialog box opens that informs you that the process is complete Click OK to return to the Payments Menu screen Hint Why would want to run batch receipts The most common use of the batch receipt function is for elderly high rise buildings The agency does a batch receipt run at the end of the month when Social Security checks arrive Agency personnel then go door to door to collect rent payments and issue receipt
145. and Initialization Fostto Ledger Index Databases Exit WinTen Tenant Accounts Receivable 11 14 2003 Edition Post to Ledger Page 9 1 Posting When you start the posting process the Post Re ceivables to General Ledger screen opens This screen contains a table of every General Ledger account that is subject to a transaction Click the Post button to post these transactions or the Can cel button to cancel the procedure and return to the Main Menu If you click the Post button the program posts each transaction to the General Ledger When this process is done the Post Receivables to General Ledger screen closes and the program returns to the Main Menu Post Receivables to General Ledger 0303 TENANT ACCOUNTS RECEIVABLE 033122003 22 2 216 29 MONTH END 0 30 57 E PROMISSORY NOTE 03 31 2003 1122 MONTH END 0 30 57 SECURITY DEPOSIT 03 31 2003 2114 61 56 MONTH END 0 30 57 SECURITY DEPOSIT INTEREST 032122005 2114 2 43 0305 RENT 03731 2003 3110 1 645 22 MONTH END 0305 CABLE 03731 2003 3690 440 00 MONTH END O305TC CHARGE OFF 03 31 2003 4570 40 00 WinTen Tenant Accounts Receivable 11 14 2003 Edition Post to Ledger Page 9 2 Task WIZARDS The Tenant Accounts Receivable program allows you to handle tenant data in many ways This chapter describes the wizards that the program uses to handle common
146. ant to apply rent changes from Occupancy and Rent Calculation then click the Begin Initial ization button to begin initialization or the Cancel button to cancel it CAUTION Once you begin the initialization process you cannot stop it until it is complete Please select the order For your Rent Changes Please select the type of register you wish to print From Occupancy and Rent Report What order you want Rental Register from Periodic Reports Mew Tenant Mame 9 Account Number C Unit Number C Etfectrve Date wf Begin Init t Monthly Rental Register from Reports Old Tenant SSN If you click the Begin Initialization button a dialog box opens that asks you to confirm your intent to initialize Click Yes to continue or No to cancel rou should have already printed ALL reports From the past month 9 THIS WILL PREPARE MONTH S DATABASE COMPLETELY AND 9 AUTOMATICALLY not please abort the process now by answering NU to continue and finish all of the monthly reports IF You answer Yes to continue vou will INITIALIZE from JUNE into JULY wou wish to continue WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 21 If your agency performs meter readings a dialog box opens that tells you which month s utility al lowance table the program will use to set up future utility charges during initialization If this is correct click Yes to conti
147. aster Unit Main Inspection Status Events Utilities oO E gt s gt Unit Address Family Occupied City State Zip GIBBERISH v HE Read Order Util Code 6 Gas wtf Paint Date Date unit was added to approved Modernization plan WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page 6 Printing and Comparing Elapsed Days Reports After Er rors Have Been Corrected When you have corrected all errors from the Invalid PHAS Event Records report and you can recalcu late the vacancy totals without getting the Invalid PHAS Events report you are ready to move on to the final step in the event correction process Default Settings Projects Utilities Master Units Late Charge Rate Special System Functions f Re Create Re Create Master Unit Database From Tenants v Post Unpost Post Unpost Future Work Orders Recalculate Recalculate PHMAP PHAS Vacancy Totals Update Update Fiscal Year End Dates in Cumulative Data Files Fit the Cumulative Rent Recrivable Data Information Repeat Utility a Reccurring Monthly Charge Gi Recalculating is complete Cumulative Reportable Elapsed Days and PHAS Event Reportable Elapsed Days Reports You now need to print and compare the Cumula tive Reportable Elapsed Days report to the PHAS Event R
148. at v Damaged Surface Hales Paint Husting Blass NOD L amaged Missing Screen Storm Security Door NOL Detenorated Missing Seals Entry NOD 3 Missing Door NOD gt Electrical Sustem NOD Floors NOD Hot Water Heater NOD HVAL System NOD Kitchen 00 Laundry Room NOD Lighting NOL Outlets Switches NOD Fatio Forch Balcony NOL Smoke Detector NOD S hairs NOD AM alls NOD WM rds NOD H amp 5 Air Quality _ WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 46 Deficiencies Tab The Deficiencies tab contains the detailed infor mation on any deficiencies that were found during the inspection and the dates on which they were recorded as having been corrected Inspection Detail ee 28 Kitchen slow drip fram faucet 3 005 oortrame WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 47 Notes Tab The Notes tab contains a table of all note entries that the inspector made on the inspection To view one select it in the table and click the View button This opens the View Inspection Notes subscreen which contains the text of the selected note Inspection Detail pe 2 02 16 2001 excess trash in front yard View Inspection Note Empty beer bottles styrofoam plates plastic utensils and other party debris Trash needs immediate cleanup to keep animals out of ya
149. ate on which the inspection was sched uled Inspection Date This is the date on which the inspection was actu ally performed Followup Date This is the date on which a followup visit or inspec tion was scheduled if applicable WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 44 Inspect Tab The Inspect tab contains the detailed informa tion on all inspectable items in the unit based on the protocol used for the inspection To view the detailed records for a single area or room select that area and click the View button This opens the Inspection Items sub screen described on the facing page Inspection Detail Unit Inspection WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 45 Inspection Items Sub Screen The Inspection Items sub screen contains the de tailed inspection items for one selected area The inspection items are presented in a tree list format To expand open one branch of the tree click on the symbol next to its item name To collapse close an expanded branch of the tree click on the symbol Use the Collapse and Ex pand buttons to expand or collapse all branches at once Inspection Items x MemStatus Severity Comments Bathroom NOD Hl Call For Aid NOD Ceiling NOL Doors UD Damaged Frames Threshold Lintels T rim NOD Damaged Hardware Lockz UD splintered deadbolt will n
150. ation program If you do not use PH Inspections you can edit this data manually Use the standard WinTen controls to edit the data on this tab and save or cancel your changes Project 001 Unit 001 Bldg Entrance Master Unit Main Inspection Status Events Utilities 2 Annual Inspection Status Date of Last Inspection 05 25 2001 5 Date Vacant Unit referred to Maintenance for fiz up 05 2922001 5 Date Maintenance returned Vacant unit to Occupancy 05 5 Unit inspected using UPCS Standards WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 34 Inspection Status Tab Data Fields Date of Last Inspection This is the date on which the unit was last inspect ed Date Vacant Unit Referred to Maintenance for Fix Up This is the date of the work order issued to refur bish the unit after its last occupants moved out Date Maintenance Returned Vacant Unit to Oc cupancy This is the date the abovementioned work order was completed Unit Inspected Using UPCS Standards If the last inspection of this unit used the UPCS Uniform Physical Condition Standards inspection protocol check this box Unit Met UPCS Standards When Inspected If the unit met the UPCS standards at its last in spection check this box WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 35 Events Tab The Events tab of the Master Unit Maintenance sub screen displays a summary of all
151. ause the units condition is CR there will eventually be a condition change to CA when the property is removed and the unit becomes available for rental again However it hasn t happened yet While the housing authority is waiting for the prop erty to be removed the unit is referred to mainte nance on the 22st Under normal circumstanes the 21st would count as a day of down time How ever because the last day of occupancy hasn t happened yet the unit isn t yet subject to vacancy tracking The unit is in maintenance from the 22nd to the 31st None of these days count for vacancy track ing purposes because they occur before or on the last day of occupancy A new month begins Tenant Accounts Receiv able is initialized into the new month Because PHAS event tracking is monthly the original event is closed out with an ending date of June 1 the first day of the new month A new event is begun with a June 1 start date When the original event is closed out the program calculates vacancy days through the end of that event However there are no vacancy days to record so far because noth ing that happened through the end of the 31st was subject to vacancy tracking WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 16 Early on the morning of June 1 the unit is struck by a meteorite which punches a hole in the roof The unit still has property in it but its now sus tained damage from a source ou
152. ay ment type You cannot edit these fields The column of data fields on the right side of the screen identifies the payment you are taking includes user initials editable only if the program is set up for multiple users to take payments on the same workstation and payment date lt also includes separate fields for you to enter cash check and money order payment amounts and a brief 20 character description line to enter check or money order numbers The non editable Total Tendered field below these fields totals the pay ments that you have entered When you have entered all payment information click the Start button or press Page Down to proceed to Step Two WinTen Tenant Accounts Receivable 11 14 2003 Edition Using the Payment Wizard Page E 4 Payment Wizard Step Two Step Two of the Payment Wizard applies the pay ments you took in Step One to the tenant s specific balances according to the default payment appli cation settings that you specified in Setup This screen s functionality varies slightly depending on which payment type you selected in Step One As in Step One the Tenant group of data fields at the top of the screen is not editable These fields show you the identifying information of the tenant whose payment you are taking The set of four data fields immediately below the Tenant fields is not editable These fields summa rize information about the payment you are apply ing as entered in
153. ay and won t penalize your agency for it WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 4 CM The unit is vacant as a result of action under an approved modernization plan This includes Comp Grant CIAP capital funds or other modernization plans You must enter the date of modernization approval on the Master Unit Main tab of the Mas ter Unit Maintenance screen before entering a CM event Days during which the unit falls under a CM condi tion are considered exempt from reporting though they are still vacancy days CP The unit is vacant due to changing market con ditions HUD 7460 5G page 2 10 paragraph defines this as HAs in communities that are undergoing dramatic population loss or economic dislocations that experience resulting vacancies The Form HUD 50072 Instruction Guidebook de fines changing market conditions as related to declining population no waiting list competitive housing stock or particular problems matching a certain bedroom size with a segment of the avail able population Days during which the unit falls under a CP condi tion are considered exempt from reporting though they are still vacancy days CI The unit is vacant due to other reasons outside your agency s control These include natural di sasters flood tornado hurricane earthquake vol canic eruption plague of locusts comet striking the planet casualty damage or any litigation or court
154. ayable mod ule tied to Receivables Receivables creates an invoice in Payables for the refund If you are not running Payables in conjunction with Receivables you must issue the refund manually Issue a Partial Refund To issue a partial refund to the selected tenant click the Partial Refund button The Current Payment column of the Refund Other Than Security Deposit screen becomes editable In each data field with an credit value enter the amount you want to refund as a negative value then click the Save button A dialog box opens that asks you to confirm the issuance of the refund to the tenant Click Yes to continue or No to cancel the refund If you click Yes the program records the refund then returns to the Payments Menu screen If your agency has the WinTen Accounts Payable mod ule tied to Receivables Receivables creates an invoice in Payables for the refund If you are not running Payables in conjunction with Receivables you must issue the refund manually Issue a Refund to All Eligible Tenants If you choose to issue refunds to all eligible ten ants individually the Refund Other Than Security Deposit screen opens for the first eligible tenant Follow the procedures described in the previous section for issuing full or partial refunds to a single tenant The only difference is that after you issue the refund the program remains on the Refund Other Than Security Deposit screen rather than returning to the Payable
155. b contains a table of the individual account numbers that are set for the se lected project Use the standard WinTen controls to edit the data on this tab and save or cancel your changes Pinebrook A 8r POO Bridgehurst P00 Stinking Creek P002 Love Ear rPULD Ker PPO remmt eeem amp Receeble 080 Hallow forDoubtiulccounts gt 00 Promise mewRen gemets m 0 08 0 rewtBedPyeebe gt eeweDeods 08 sewwDepstimeest Frade o Down Pamens Purchase smous WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 17 Project Based Accounting Project based accounting is a method of account ing for public housing authorities In project based accounting you group your units into projects according to their geographic locations This is because a unit s location its neighborhood de termines its maintenance and utility costs These accounting projects won t necessarily match up to HUD project numbers on a one for one basis lf a single HUD project has units in three different neighborhoods those units will be split up among three different accounting project numbers one for each neighborhood How It Works Let s say that the Tenmast City Housing Authority operates in a city with three neighborhoods Apple hill Bayberry and Ch
156. be posted during Monthly Initialization are CORRECT PLEASE REVIEW THIS DOCUMENTATION CAREFULLY BEFORE INITIALIZING WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 14 When you click the Begin Pre Initialization button a standard print preview screen opens with the Monthly Register report Review this report on the screen or click the Print button to print it When you are done with the Monthly Register report click the Close button to close the print preview screen and continue with pre initialization NOTE Tenmast strongly recommends that you print each available report in the pre initializa tion sequence Monthly Rental Register mun ny CITY uS AUTHOR Regine Tanan Dens dng HONTA ohh TUNE teeth n ntrran rirgn EHE O HR 1 Fruwlaur i arr Shop Fh Oh Lirak os Lance lr anl bel PL cook hh hh hh LLh h A BO khl uam rcg moe 0023 nnimm T nn n TULA Ciewicec Tig CLEADT 1 COITCE1O HcCoOAEL Com Coanic4 T OOETT A OEG JUOT F Mira DANDAIL 1 DANA 2005200
157. bly gone WinTen Tenant Accounts Receivable 11 14 2003 Edition Reindex Page 11 2 When you select Index a dialog box appears that asks you to confirm your intent to reindex It also reminds you that all other users must be out of Receivables at this time Click Yes to continue or No to abort the procedure and return to the Main Menu If you click Yes the Index and Pack Databases dialog box opens It has eight check boxes four of which are grayed out disabled when the dialog box opens and two buttons If you want to reindex a selected database check the corresponding box This enables the second check box If you want to pack the records for the selected database as well check the second box When you have selected your options click the OK button to proceed or the Cancel button to abort in dexing process and return to the Main Menu If you click OK a dialog box appears that provides a graphical representation of Receivables progress through the indexing process When the process is complete all associated dialog boxes close and the process returns to the Main Menu Index and Pack Databases Indexing Current Databases Please wait Tenant T able Creating Index ACCT ND Please Wait 21 WinTen Tenant Accounts Receivable 11 14 2003 Edition Reindex Page 11 3 WinTen Tenant Accounts Receivable 11 14 2003 Edition Reindex Page 4 PERIODIC REPORTS AND INITIALIZATION Tenant
158. c Payment File Setup sub screen Yea Name of miscellaneous tenant charge 5 CLEAN UP Directory Settings leave blank if not tied in Directory For Ledger Directory For Payables Use Unique Account Numbers This will turn on the validation for the account numbers on the tenant screens Auto number the account numbers starting at 2002001 WinTen Tenant Accounts Receivable 11 14 2003 Edition Electronic Payment File Processing Page D 2 Electronic Payment File Setup Sub Screen The Electronic Payment File Setup sub screen controls the electronic payment file import func tions of Receivables It has two tabs Electronic Payment File Settings and Address Information This sub screen always opens on the Electronic Payment File Settings tab as shown below Electronic Payment File Settings Tab The Electronic Payment File Settings tab contains the setup information required for Receivables to import EPFs correctly Use the standard WinTen icons to edit the data on this tab and save or cancel your changes X Electronic Payment File Settings Address Information Default File Name Default File Extension EPF Default File Directory Bank Account 38141872 Bank Initials EPF Apply Payment ta Rent First Electronic Payment File has a Header Line Electronic Payment File has
159. c Reports and Initialization Page 12 5 Monthly Tab The Monthly tab contains reports on Receivables financial activity in the current month It also contains the Initialization button which starts the monthly initialization procedure Monthly reports are used to show that all pay ments adjustments security deposits repayment agreements and re certifications have been cor rectly entered into the program before you initialize Receivables into the next month Many of these reports show all account activity that will be posted to the General Ledger x Daly Monthly Rental Register Select Projects Jo nck T Rental Register w O02 Bridgehurst v 003 Stinking Creek Deposit Register v 004 Love Canal Retro Rent Register Future Charges Rent List Mark All Zl Complete Totals ORC Changes Select Tenants al Tenants Initializatian Order By Last name x Research Accounts C Promissory Note Register C Charge Analysis Iw Print Detail C Credit Analysis Applied Paument C Applied Adjustment WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 6 Available Reports Recommended Reports Recommended reports are reports that you should run at the close of each business day and store in a notebook or file folder for audit purposes Rental Register This report lists all Receivables activi
160. ceivables journal entries This method of creating the report takes substan tially longer than the normal way but it also avoids the possibility that an incorrect log file could pro duce an incorrect report NOTE We do not recommend that you use the Recreate the DSO Report option without assistance from Tenmast Training amp Support personnel 03 20 2003 WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 9 HUD 52295 Tenant Accounts Receivable TAR Form HUD 52295 is the official HUD Tenant Ac counts Receivable report You have the option to produce the final Form HUD 52295 or the detail worksheet that shows all of the calculations used to fill in HUD 52295 You can run this report for any completed month e g you cannot run the re port for the month in which Receivables is currently operating If you select the detail worksheet option you must specify a period ending month and year for the worksheet If you select the Form HUD 52295 option and click the Print or Print Preview buttons the TAR Report opecifications dialog box opens This dialog box contains several options for formatting Form HUD 52295 Fiscal Year Beginning Date This is the beginning date of the fiscal year in which the selected re porting period falls Project Select the project whose receivables ac tivity the report should cover or leave the drop down selection box blank for all projects Type of Program Se
161. creen opens GIVE REFUND V es 1 di lt First Name TODD D Last Name BROWN SSN 939 95 4395 Unit 046 Project 001 Acct 000000002001003 Last Prev Bal Charges Payments Current Payment Balance MTD Refunds 0 00 50 00 0 00 Fient 100 00 25 00 25 00 200 00 50 00 50 00 Late Charge 40 00 0 00 0 00 3 00 foo 5 00 Retro Rent 0 00 0 00 0 00 000 nno 0 00 Promissory Note 0 00 0 00 0 00 000 non 0 00 Work Orders 0 00 0 00 0 00 O00 unn 0 00 Gas Appliance 0 00 0 00 0 00 onn 0 00 Ele Appliance 0 00 0 00 0 00 O00 jooo 0 00 w tr amp ppliance 0 00 0 00 0 00 000 100 0 00 Bad Charge 0 00 0 00 0 00 000 joo 0 00 CABLE TV 40 00 10 00 10 00 2000 nno 40 00 COURT COST 0 00 0 00 0 00 opa non 0 00 EVICTION 0 00 0 00 0 00 ooo 100 0 00 SUPPLIES 0 00 0 00 0 00 ooo nnn 0 00 CLEAN UP 0 00 0 00 0 00 ooo 1000 0 00 Totals 190 00 35 00 35 00 255 00 50 00 5 00 WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 21 Issue a Full Refund To issue a full refund to the selected tenant click the Refund button A dialog box opens that asks you to confirm the issuance of the refund to the tenant Click Yes to continue or No to cancel the refund If you click Yes the program records the refund then returns to the Payments Menu screen If your agency has the WinTen Accounts P
162. d with that code Maintain Caseworkers Sub Screen Data Fields Caseworker Code This is the caseworker s unique identifying code It can be up to 10 characters long You cannot edit this field normally to change it click the Change Caseworker Code button First amp Last Name These fields are the caseworker s first and last name Work Phone This is the caseworker s work phone number Mobile Phone This is the caseworker s cellular phone number Pager Phone This is the caseworker s pager number Home Phone This is the caseworker s home phone number E mail Address This is the caseworker s e mail address WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 45 Maintain Management Codes Sub Screen Management codes are user defined codes for sorting and filtering tenant records You can attach a single management code to any tenant record This enables you to sort tenant records by man agement code and to filter reports so they only show tenants with a selected management code Edit the data on this sub screen and save or cancel your changes with the standard WinTen controls Maintain Management Codes 2 i NEEDS INCOME LOOKING FOR SECTION UNIT PENDING LEASE APPROVAL PYOUCHER PENDING RECEIPT OF SIGNED VOUCHER PENDING RECEIPT OF SIGNED VOUCHER WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 46 Mainta
163. d WLLL 2 Th amp h T A Cunnrn LLL b praomlrrary 8 And LLL 2 hlanch n Thk n r nf haa BEG O DEAFEINU LLL b poomlLecacy 8 And LLL Le 2 Lea Ti oh nf ble O nuemmAlD b Ir amp TIGAcTlvA amp Cant ZChalrgj4a oe And 4111 14294 2 Oe Lena h 2522 Fant cele MLLL pra mlrrary charge oe And WLLL 2 Thk h T Boo Pallauwlng 21 22441 2 dua dir LE Than 21 arb rdar Duk unLt F account F jm Bh Euh Oath hd h3 zhh 7 2 WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 18 When you finish with the Pre Initialization report a standard print preview screen opens with the Pre Initialization Future Charges report Review this report on the screen or click the Print button to print it When you are done with the Pre Initializa tion Future Charges report click the Close button to close the print preview screen and continue with pre initialization Monthly Pre Initialization Report Future Charges mun ny AST CITY HO US HI AUTHOR
164. data is required when a user creates a tenant record in the Occupancy and Rent Calculation program NOTE Data fields marked with an asterisk are those which Receivables draws from Oc cupancy and Rent Calculation when you move in a tenant First Last Name These two fields are the tenants first and last name Special Message The Special Message field is for alerts that anyone who edits this tenant s information needs to see It is limited to 20 characters You cannot edit this field normally you must use the Special Message Edit button NOTE The Special Message field is not visible if you have not entered anything in it When you click the Special Message Edit button it becomes visible and editable Street This is the tenant s street address City State Zip This is the tenant s city state and zip code Mgmt Code This drop down selection box enables you to set the tenants management code if applicable Caseworker This drop down selection box enables you to spec ify the tenant s assigned caseworker Review Edit Mailing Address 2 1560 ARMSTRONG MILL RD LEXINGTON pe Review Edit Phone Numbers X EA 2 Tenant Edit 2 Review PIE Ea TETH VICTOR E 20030095 10032 00 03 18 2003 03 12 1333 08 10 2003 dur WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 10 Account This
165. data management tasks WinTen Tenant Accounts Receivable 11 14 2003 Edition Task Wizards Page 10 1 Promissory Note Creation Wizard Retroactive Rent Agreement Creation Wizard The Promissory Note Creation Wizard controls the process of adding a new promissory note for a selected tenant This wizard is available through the Create Agreement function on the Promis sory Note Retro Rent Agreement Menu dialog box which opens when you click the Promissory Note button on the Charges tab of the Tenant Edit Review screen The Retroactive Rent Agreement Creation Wizard controls the process of adding a new promissory note for a selected tenant This wizard is avail able through the Create Agreement function on the Promissory Note Retro Rent Agreement Menu dialog box which opens when you click the Retro Rent Repayment Agreement button on the Charg es tab of the Tenant Edit Review screen These two wizards are identical in every way except that the Promissory Note Creation Wizard enables you to add any of the tenant s outstand ing charges to the repayment agreement while the Retroactive Rent Agreement Creation Wizard only enables you to add outstanding rent charges to the repayment agreement Step One Wizard Step 1 of 4 The wizard displays a table of outstanding charges on the tenant s account In the Amount to Apply column enter the amount of each charge to apply to the repayment agreement NOTE I
166. dditional Settings Secunty Pet Deposit Grievance Delinquent Notice Info Delinquent Notice Memo Primary Settings Sub Tab Data Fields Organization Name This is the name of your agency as it should appear on billing statements and official HUD reports Address This is your agency s street address City State Zip This three fields are your agency s city state and zip code Phone This is your agency s phone number as it should appear on billing statements WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 4 Fax This is your agency s fax number as it should ap pear on billing statements Miscellaneous Tenant Charges The Tenant Accounts Receivable program enables you to configure five tenant charges for whatever purposes you desire These five fields are for you to enter the names of these charges Your agency can use these charges for anything from lawn care to cable TV to move out cleanup NOTE Do not leave the Miscellaneous Tenant Charge fields blank This may cause some re ports to be improperly formatted Directory Settings Ledger If your agency uses the WinTen General Ledger program and you want to post tenant charges to it this is the full path to the directory in which the program should post these charges Normally this is the same directory in which Receivables data is stored Leave this field blank to stop any postings to the General Ledger from Receivables Post depos
167. de Public Housing Documentation p revi ew S cre e n Refund is based on Credit Rent Balance Rent Project Unit 55 Tenant Name Charge 0 N Project 001 Pinebrook 001 046 939 85 4395 BROWN TODDD 25 00 50 00 5 00 50 00 001 012 438 38 8350 CLAUSING JOHN E 25 00 50 00 50 00 50 00 001 018 49325 9259 MICHAEL VY 25 00 50 00 50 00 50 00 If you are not using the Accounts Payable program you SENE ee must print this report now in order to have a list of the re funds that the program is processing REPORT TOTALS 4 Tenants 100 00 200 00 55 00 200 00 A dialog box opens that asks if you want to con REC WinTen Receivables tinue processing the refunds If you click Yes the wizard proceeds to Step Three If you click No the wizard returns to Step Two Process Batch Refunds Wizard Step 3 of 3 Step Three Click the Next button to process all refunds that ap peared on the Tenant Refund Listing report When you click Finish the program creates an in voice in the Accounts Payable program for each re fund When this process is complete the program returns to the Payments Menu screen Record a refund for the selected tenants and optionally create an invoice for the refund WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 24 REVERSE A REFUND On occasion you may need to reverse a refund To do this click the Reverse Security Pet butt
168. dentifying number for the work order you X Cancel are adding and click OK The tab returns to its usual appearance and you can edit the data for this work order as you normally would Work Orders Tab Controls Post to Future Charges Button PA The Post to Future Charges button enables you to post the work order to future charges apply it to the tenant s charges for the next billing period When you click this button the Work Order Dates dialog box opens Enter the due date for this charge and click OK The dialog box closes and the program returns to the Work Orders tab UnPost Button EN The UnPost button enables you to unpost the work order Please enter Mew Work Order islets When you click this button a confirmation dialog box appears that asks you if you are certain you want to unpost the work order If you click Yes a dialog box appears that informs you that you must re bill and re post the work order Click OK The program removes the work order s charges from the tenant s future charges The dia log box closes and the program returns to the Work Orders tab WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 34 Work Orders Tab Data Fields Work Order Z This is the number of the work order You cannot edit this field Unit This is the number of the unit on which your agency performed the work This is the same as the ten ant s unit number unless the tenant has j
169. ders gl Recalculate Recalculate PHAS Vacancy Totals E dit Editthe Cumulative Rent Recerwable Data Repeat Utility Make All Future Utility Charges a Reccurring Monthly Charge HUD 51234 Recalculate HUD 51234 Information CAUTION All six of the functions available on this tab can cause per manent loss of critical data if applied incorrectly They are primarily intended for use immediately after a new program installation or during the process of converting MS DOS based program data to WinTen program data Do not use any of these functions unless specifically instructed to do so by Tenmast Training amp Support personnel WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 41 Re Create Master Unit Database from Tenants This function erases your agency s Master Unit database and rebuilds it from the current tenant database Post Unpost Future Work Orders This function unposts erases all outstanding fu ture work order charges in Receivables including those that were entered by hand without a corre sponding work order It then creates a new work order charge in the Service1 database Recalculate PHAS Vacancy Totals Totals of vacancy days can become invalid in the Same manner as fiscal year end dates can Click the Recalculate button to initiate the process by which Receivables checks its vacancy total data against other WinTen programs When you click the Recalculate button a confi
170. dger E Payments Payments and Credits Menu E Index Index Databases Report Options Setup Setup Ferodic Feriadic Reports and Initialization Exit WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 1 REPORTS SCREEN The Reports screen is divided into five tabs Tenant Accounting Tenant Management Quick Lists Util ity Meter Readings and Labels Mail Merge The first four tabs enable you to produce printed reports on certain aspects of Receivables operations The last one enables you to produce a mail merge file for producing mass mailings using a word pro cessing program or a set of tenant mailing labels The Reports screen always opens on the Tenant Accounting tab as shown on the following page Producing a Report To produce a report select its radio button Set all of the formatting options for the report then click the Print or Print Preview button If you click the Print button a standard WinTen print control dialog box opens Select the printing op tions for the report and click OK If you click the Print Preview button a print preview screen opens with the selected report Review the report from this screen and close it when you are finished Green Bar Reports Many reports have a Print Using Green Bar for mat option If you want to print the report to a dot matrix printer loaded with green bar paper check this box WinTen Tenant Accounts Receivabl
171. e 11 14 2003 Edition Reports Page 7 2 Tenant Accounting Tab The Tenant Accounting tab contains reports on ten ant financial activity such as recent payments or outstanding debts lt is divided into two sub tabs Payments Registers Delinquent Additional The Tenant Accounting tab always opens on the Payments sub tab as shown below Tenant Accounting Tab Controls Clear Deposit Log Button The deposit log tracks payments for charges and deposits After you have run and balanced a Bank Deposit report and made the deposit use this func tion to mark all payments in the log as deposited CAUTION Typically your agency uses the deposit log to balance its cash drawer This involves printing the log then balancing the drawer then clearing the log Do not take any payments between the time you print the log see Receipt Deposit be low and the time you clear it If you do these deposits will remain in Receivables permanent records but they will not appear on the deposit log the next time you print it i 3 0 Hint Clearing the Deposit Log Clearing the deposit log does not destroy Receivables per manent records of the transactions It only marks records as deposited Most agencies clear their deposit logs on a daily or weekly basis Tenant Accounting Tenant Management Quick Lists Utility Meter Readings Merge Heceipt Deposit C Voids Only Voids Payments Without Receipt
172. e It accrues three more days of down time Maintenance receives the modernization work order on June 4 June 4 is the first day of a long series of days that count as maintenance make ready time A new month begins Tenant Accounts Receivable is initialized into the new month Because PHAS event tracking is monthly the June CM event is closed out with an ending date of July 1 the first day of the new month A new CM event is begin with a July 1 start date Every day from June 4 through June 30 counts as maintenance make ready time WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 18 Maintenance finishes with the modernization work on July 11 They begin working on last minute cleanup which is effectively a VFW for them Maintenance finishes the post modernization cleanup on July 12 The unit is referred back to occupancy A new tenant moves in on July 18 The unit is oc cupied again On July 11 maintenance finishes modernization of the unit This ends the CM event finally The CM event is closed out with an ending date of July 11 July 1 through 10 are counted as maintenance make ready days Anew event begins with a start date of July 11 Because there are no conditions in effect that make this unit uninhabitable the new event is CA However remember that it hasn t technically undergone any VFW time yet Maintenance finishes with the unit on July 12 tak ing one day to comple
173. e selected project and for all tenants within the se lected project s or for one selected tenant Tenant Transfer INIT Initialization CHGS Current Charge PRE Previous Balance LOTM Last Months Prev Bal 5 Payment with Receipt PMT Payment wo Receipt PMT Balance Pmt Transfer VOID Vaid Regular Payment CREA Create Agreeement TANS Transfer Agreement Remove Agremeent CURR Agreement to Current Change Monthly Chg WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 15 Retroactive Rent Details When you select this option the entire Tenant Management tab changes to the appearance shown below this report has a lot of options The Retroactive Rent Details report contains details of every retro rent transaction of the selected types that occurred within the selected range of dates Check the boxes next to the transaction types you want to include on the report or check the All box You can produce the report for all projects or one selected project and for all tenants within the se lected project s or for one selected tenant Tenant Transfer INIT Initialization CHGE Current Charge PRE Previous Balance LOTM Last Months Prev Bal 5 Payment with Receipt PMT Payment wo Receipt PMT Balance Pmt Transfer VOID Yod Regular Payment CREA Create Agreeement TANS Transfer Agreement Remove Agremeent CURR A
174. e actual date the tenant moved out and the event end date is always the date that a new tenant moved in WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page C Errors Found on the Invalid PHAS Event Record Report Event Ending Date is Before Event Beginning Date This error occurs when an event s ending date is a date that is prior to the same event s beginning date Master Unit Maintenance Screen Project 001 101 Bldg Entrance H Master Unit Main Inspection Status Events Utilities gt Event Event Start Lease Term Reter Refter Dabs Maint Event Total Elapsed Days Pend Cmplt D ownzMaint Ll Event The Fix Edit the Event End Date to be the same month as the Event Start Date The corrected event sequence should look like this Master Unt Maintenance Screen Project O01 Unit 101 Bldg Entrance H Master Main Inspection Status Events Utilities E Event Event Start Lease Term Event Event Total Elapsed Days Type Date Date To End Date Pend aint cc WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page C 4 Work Order Dates Do Not Match Properly When the Maintenance Continued in Other Event check box is checked in an event record the Date
175. e button Read Future Utility Allowances from Tables Use this option if you have changed the program s utility tables and need to recalculate all tenants accounts for their new future allowances Receiv ables reads all tenants Due in 30 Days amounts using the utility allowances from the next month s table Recalculate the Tenant Utility Database Use this option if you suspect there are calcula tion errors in the current or Due in 30 tenant utility charges Receivables recalculates every tenant s utility charges using the following formulas Amount Used New Readings Old Readings Excess Amount Used Allowance Charge for Excess Excess x Utility Rate BOTH Read Utilities and Recalculate Use this option if you want to perform both recalcu lation functions at once Tenmast recommends this option Receivables reads the allowance tables for the future month and recalculates every tenant s utility charges using the formulas described above When you click the Recalculate button the middle portion of the Utility Recalculations tab changes to display a running progress report on recalculation showing each tenant s name as the program up dates his account When the program is finished a dialog box opens that informs you that the process is complete Click OK to close all associated dialog boxes and return to the Utility Recalculations tab Hint Utility Allowance Tables Remember utility allowance tables are l
176. e is the same as the event start date The 30th is the last day of occupancy so it doesn t count as a vacancy day The unit is referred to maintenance on May 31 This occurs on the first day the unit is vacant so there is no down time At the end of the day on the 31st the unit is in maintenance so the 31st counts as maintenance make ready time A new month begins Tenant Accounts Receiv able is initialized into the new month Because PHAS event tracking is monthly the original event is closed out with an ending date of June 1 the first day of the new month A new event is begun with a June 1 start date see the Event Complete column in the example above the first event is not marked as complete indicating that the sequence isn t over yet When the original event is closed out the program calculates vacancy days through the end of that event Because the unit has been in maintenance one day so far referred on May 31 event ended on June 1 it now has one main tenance day Maintenance finishes with the unit on June 1 taking one day to complete the work The unit s elapsed maintenance time for the new event is O days but remember it still has one maintenance day already logged from the original event The unit is now re ferred back to occupancy At the end of the day on the 1st the unit is in occupancy so the 1st counts as occupancy lease up time On the 2nd and 3rd the unit is still in occupancy so those days cou
177. e required data if any in the appropriate fields Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes efault Settings Projects Utilities Master Units Late Charge Rate Special System Functions IPA AFTE Security Deposit Calculation Use a percentage of the rent to determine the deposit Security Deposit Interest C Use table based on the number of bedrooms ta determine the deposit Calculation Method C Setup deposit rate based on an individual basis by tenant Interest Simple C Annually Compounded Please enter the percentage rate 50 00 Interest Hate 310 Pet Deposit Calculation Use a percentage of the rent to determine the deposit Use atable based on the number of pets cat dag ta determine the deposit Setup a deposit rate based on an individual basis by tenant 1Pet 20 00 4 Pets 40 00 2 Pets 20 00 5 Pets 45 00 3 Pets 00 Lm Primary Settings Additional Settings Security Pet Deposit Delinquent Notice Info D elinquent Notice Memo WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 11 Percentage of Rent If you choose to use a percentage of rent to deter mine the deposit a data field appears below the radio buttons Enter the percentage in this field Table If you choose to use a table to determine the de posit a table appears below the radio buttons for the applicable range
178. ects or all tenants in one selected project Retro Rent Listing This report displays the account status of each tenant who has a retroactive rent repayment retro rent agreement in effect You can include all ten ants in all projects or all tenants in one selected project Delinquent Reports Delinquent Accounts This report lists all tenant accounts that have a cur rent balance due that is greater than zero You can print this report in order of tenant account number tenant last name or unit number The report can be a summary report which shows totals by proj ect or a detail report which shows data for each individual tenant You can include all tenants in all of your agency s projects or all tenants in one selected project Finally you can choose to only include tenants who owe rent or tenants who owe any charge Aged Delinquent Accounts This report lists all tenant accounts that have a bal ance greater than zero that is past due by 30 or more days You can print this report in order of ten ant account number tenant last name or unit num ber The report can be a summary report which shows totals by project or a detail report which shows data for each individual tenant You can include all tenants in all of your agency s projects or all tenants in one selected project Z Accounts ONLY This report lists all tenant accounts that Z ac counts accounts of tenants who have moved out and
179. ects or one specified a project 03 21 2003 03 21 2003 H Master Units The Master Units report details all units in the Mas ter Unit database The report can cover all projects or one specified project and it can include only vacant units or all units Work Orders in Service1 This report lists all work orders in the Service database that were completed between the se lected dates You can sort the report by work order number or by tenant Social Security number For more information on the Service1 database and how Tenant Accounts Receivable interacts with the WinTen WorkOrder module see the Program 0372172003 B Overview chapter 03 21 2003 Tenant Listing This report lists all tenants in a selected list of EAS D projects along with their SSNs account numbers Ieee caseworkers and management codes You can filter the report by management code and or case worker and sort it by account number last name unit number or SSN WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 20 Utility Meter Readings Tab The Utility Meter Readings tab enables you to pro duce a report on meter reading activity All of the options on this tab relate to this report Select the utility that the report covers the reading to which it applies and the manner in which to sort it Choose a project or leave the drop down selection box blank for all projects NOTE If you choose for the report to co
180. ed out ND Non Dwelling Unit is being used for purposes other than housing such as a maintenance shop a police sub station or a day care facility EM Employee occupied Unit is occupied by an em ployee of your agency CA The unit is available for rental or is currently occu pied In the PHAS event world this almost always indicates that the unit is available for rental CR The unit is unavailable for rental because the last resident left property in the unit This only applies if state law requires the property to remain in the unit and only applies for the time limit given by state law In most cases this is used when the unit has been sealed due to an eviction Days during which the unit falls under a CR condi tion are considered exempt from reporting though they are still vacancy days CD The unit is unavailable for rental because the unit has been added to an approved deprogramming plan This includes a plan to demolish or dispose of the unit Days during which the unit falls under a CD condi tion are considered exempt from reporting though they are still vacancy days Hint Exempt from Reporting Vacancy days that are exempt from reporting are days that HUD won t penalize your agency for Six of the condition codes indicate exempt vacancy days Generally speaking if the unit is vacant because of legal or physical reasons beyond your agency s control HUD understands this con siders it an exempt d
181. egrate with other WinTen programs This data sharing enables for more ef ficient operation as multiple programs can pass data back and forth without the need for operator intervention Tenant Accounts Receivable inte grates with the following other WinTen modules General Ledger The primary purpose of Tenant Accounts Receiv able is to track the payments that tenants make to your agency and the charges that they accrue Receivables periodically posts the financial data from these transactions to the Receivables Jour nal database The General Ledger program then transfers this data to its General Ledger database WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 1 Occupancy and Rent Calculation Occupancy and Rent Calculation sends appropri ate change instructions to the Tenant Accounts Re ceivable program whenever a change in a public housing tenants data indicates that the tenant s rent should be altered This change does not have to be immediate if you set a future effective date in Occupancy and Rent Calculation you can prepare for a change that will not take effect until one or more months later When you initialize Re ceivables into a new month the program checks its database of outstanding changes known as F58 Link and makes any changes that have effective dates in the new month For a more thorough explanation of the relationship between Tenant Accounts Receivable Occupancy and
182. elect Size C Aven 5160 Laser Printer Preset Size C Avery 5197 Laser Printer Preset Size Create Mail Merge File The values below represent 1 00th of an inch Therefore 450 would represent 4 50 inches should measure your labels to set these values corectly Width Height Top Margin po gs s si s Hint Mail Merge Files It s best to choose a name by which you can easily identify your mail merge file You should also save it in a place where you can find it again when you need to use it for a mail merge operation WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 24 BILLING Tenant Accounts Receivable allows you to print bill ing notices to be mailed to tenants You can print billing notices for rent utilities or other services or for a combination thereof The Billing Menu screen is the area of the program that contains these func tions To access this screen click the Billing button or press lt B gt at the Main Menu Help f Public Housing Documentation hAmkttemmktphz amp Tenan Tenant Actions en wf Po Payments Payments and Credits Menu Index Index Databases Reports Report Options Hg Setup Setup Ferodic Feriadic Reports and Initialization Billing Options Charges Charges Utilities Calculations Menu Postto Ledger Exit WinTen Tenant Accounts Receivable 11 14 2003 Edition Billing Page 8 1
183. en marked as complete the Event Complete check box is checked in the event record but there is no event ending date entered in the record Master Unit Maintenance Screen Project O01 Unit 00 Bldg Entrance H 1 Master Linit Main Inspection Status Everts Utilities Event Event Start Lease Term Refer Rafer Event Maint Event Total Elapsed Days Type Date Date Maint EndDate Pend Vacnt Down Maint Llcc 07 20 1999 07 20 1999 ff t of IAS 2 No ll 11 08 01 1999 07 20 1999 i of ie Yes 0 0 O0 0 LI isi LI 6 i 4 1 4 OS S0 2000 037 3072000 ff 04 01 2000 Ne 1 5 1 CA O4 01L 2000 037 3072000 ff fof 0421422000 Yes 13 0 13 The Fix Edit and add the correct Event End Date to com plete the sequence he corrected event sequence should look like this Master Unit Maintenance Screen Project 001 Unit PLI Bldg Entrance 1 Master Unit Main Inspection Status Events Utilities E Event Event Start Lease Term Reter Hefer Event Maint Event Total Elapsed Days Type Date Date To End Cate Fend Vacnt Hd 0720 1999 F 08 01 1999 No 11 Oo 11 CH 06 01 1999 0720 1999 E 02 15 1999 No Yes 14 E l4 OS 30 2000 03 30 2000 ME ff 0401 2000 No Mo 1 0 401 200 O3 30 2000 ri
184. enant Accounts Receivable 11 14 2005 Edition Charges Utilities and Calculations Page 3 14 Bringing Work Orders Current To import all current work order charges from the Service1 database enter the effective date in the data field in the middle of the tab The program will import all pending charges for work orders which were completed on or before this date Then click the Bring Work Order Charges to Current button A print preview screen opens with a report on all work orders that will be posted to current charges Review and print this report then click the Close button to continue The top portion of the Bring Work Orders Current tab changes to display a running progress report on the process showing each tenant s name as the program updates his account When the program is finished a dialog box opens that informs you that the process is complete Click OK to close all associated dialog boxes and return to the Bring Work Orders Current tab Information a WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 15 Tenant Recalculation Tab If your agency does not track meter readings for any utilities the Tenant Recalculation tab replaces the Utility Recalculations tab This tab enables you to recalculate tenant charges This function is pri marily for use if errors are present in tenant charge totals Lil Balance Hecalculatianz
185. enant charge 3 If WorkOrder and Receivables are set up to work with one another WorkOrder automati cally copies tenant charges to the Service database 4 Print work order bills Billing Menu screen WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 11 Process Rent Changes and Updates from Occupancy and Rent Calculation 1 Make all necessary changes in Occupancy and Rent Calculation s Tenant Detail screen income assets expenses and household members 2 Enter the date on which the tenant s rent change will take effect on the Main tab of the Tenant Detail screen in Occupancy and Rent Calcula tion 3 Occupancy and Rent Calculation automatically calculates TTP and tenant rent 4 Print a Form HUD 50058 or Form HUD 50059 for the tenant Process Move Ins Remember to pro rate charges if applicable Collection Loss Payments Payments Menu screen Payments with Receipt and Charge Off functions Process Future Billing Billing Menu screen 1 Be certain all balance and future charges are correct The program will automatically bring in work order charges from the Service1 data base based on the dates chosen 2 Print future all in one bills WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 12 At the End of the Month 1 2 Be certain you have entered all payments Process the final Bank Deposit report and make the correspondin
186. ents minors in Household This report lists all tenants along with their unit numbers account numbers family sizes and numbers of minors in their households You can sort the report by account number last name unit number or unit bedroom size Link Report from 50058 59 This report lists all tenants who are in the 58 Link database For more information on the 58 Link database see the Program Overview chapter You can sort the report by tenant name unit number Social Security number account number or effec tive date of the link entry The report can cover all link records with effective dates in the next month all link records in the database or all link entries with effective dates within a specified range of dates I ease entere stating oate Enter enang aate 03 21 2003 H 03 21 2003 WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 13 Receivables Details When you select this option the entire Tenant Man agement tab changes to the appearance shown below this report has a lot of options The Receiv ables Detail report contains details of every trans action of the selected types that occurred within the selected range of dates Check the boxes next to the transaction types you want to include on the report or check the All box You can produce the report for all projects or one selected project and for all tenants within the selected project s or for one selected
187. eportable Elapsed Days report In PHAS go to the Reports screen or in Tenant Ac counts Receivable go to the Tenant Management tab of the Reports screen Print the Cumulative Elapsed Days and PHAS Event Reportable EI pased Days reports for the same date range Bie Tenant Accounting Tenant Management Quick Lists Utility Meter Readings Labels Mail Merge OPTIONS Cumulative Rent Receivable Cumulative Rent Rev Detail Worksheet Cumulative Unit Vacancy Miscellaneous Report 7 Directory Listings C Income Level Distribution C Dependents minors in Household Link Report from 50058 59 Receivables Details 7 Yearto Date Rent Paid C Number of Times Unit was Occupied C HUD 51234 Report on Occupancy Promissory Note Details Retroactive Rent Details C Prior Monthly Initialization Reports Cumulative Reportable Elapsed Days Event Fiscal Year Vacancy Totals Work Order Status Worksheet Summary C Master Unit Listing C PHAS Form 50072 08 1999 C PHAS Form 50072 04 2000 Which Project Which Unit Leave blank for all Leave blank for all Report Period 07 01 2000 amp 06 30 2001 5 Report C Cumulative Rent Receivable C Cumulative Rent Rev Detail Worksheet Cumulative Unit Vacancy Cumulative Reportable Elapsed Days PHAS Event Fiscal Year Vacancy Totals PHAS Event Reportable Elapsed Days Please en
188. es to use tenant unit addresses Do NOT Print HA Information on Receipt If you check this box the program will not print your agency s identifying information on receipts Use Payment Wizard If you check this box the program uses the Pay ment Wizard to record payments Apply Payments to Rent FIRST If you check this box the program applies pay ments to rent charges before applying them to any other charges or deposits Select Receipt Type This drop down selection box enables you to speci fy the format in which the program prints receipts WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 9 Use Cash Drawer with 4 Inch Receipt Printer If your agency has a cash drawer attached to its receipt printer check this box This option is only available if the Select Receipt Type field is set to Use 4 roll paper Receipt Printer Star Use 4 Inch Receipt Printer Without Print Delay If your agency uses a receipt printer as a network printer or as a local printer with a print buffer check this box If you do not use a receipt printer at all or if you use one as a local printer with no buffer leave this box unchecked This option is only avail able if the Select Receipt Type field is set to Use 4 roll paper Receipt Printer Star Grievance Other Options Work Order Bills Automatically Posted If your agency has the WinTen WorkOrder program and you want Rece
189. es tab always opens on the Utility Setup sub tab as shown below Utility Setup Sub Tab The Utility Setup sub tab contains general setup information on tenant utility charges and how Re ceivables records them Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes Default Settings Projects Utilities Masher Units Late Charge late Special Sustem Functions ANE You can change which of the utilities are active AND which type of utility calculation you want to use Active Utilities Electric aas Water Use NEW utility calculation which caclulates utilities based of persons in unit a you use Read Order Do you use a Handheld computer for Meter Readings Do want meter reading schedules split into projects when created you read your meters QUARTERLY Future utility allowances will be read from the table for EE Utility Setup Allowance Tables Tables WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 21 Utility Setup Sub Tab Data Fields Active Utilities If a utility is active your agency tracks meter readings for that utility and uses allowance tables to calculate excess usage and charges Check the box next to each utility that should be active Elec tricity Gas and or Water NOTE An inactive utility isn t subject to meter readings and a varying monthly charge Instead your agency
190. estnut Figure 1 When the agency first opened its doors it got HUD funding under the project KY877P001 Using this funding it built units in the Applehill and Bayberry neighborhoods Figure 2 A few years later the agency got more HUD fund ing under project KY877P002 It used this to build some units in the Chestnut area Figure 3 A few more years down the road the agency got yet more HUD funding this time under project KY877P003 It built another set of units in Chest nut across the street from the first set in that neigh borhood Figure 4 When it comes time to set up project based ac counting for the agency their administrators look at a map to see which units they have where They have units from project 001 in the Applehill and Bayberry neighborhoods and units from projects 002 and 003 in the Chestnut area Figure 5 Project based accounting takes location into ac count before it factors in HUD project number In the case of the units from KY877P001 they re lo cated in two separate neighborhoods Applehill and Bayberry This places those units in two separate accounting projects 1 and 2 Figure 6 The units from KY877P002 are all in the same neighborhood Chestnut This places them in ac counting project 3 Figure 6 The units from KY877P003 are also all in the same neighborhood Chestnut right across the street from those in KY877P002 However because they were built under a different HUD project
191. et table format that is wider than the screen A horizontal scroll bar is lo cated on the bottom of this tab Use this scroll bar to move left and right to view all of this tab s data Edit Tools WINSTON J DAVENPORT Proect 001 030 SSN 635 21 4284 Tenant Data Deposit Repay Charges Utilities Details Work Orders gt gt 3 Last MO PE Prev Bal Charges Payments Balance Refunds 6 00 6 00 gt Rent non non 10522 0 00 108 22 Late Charge ooo non 0 00 0 00 0 00 gt Rent 0 00 0 00 gt Promissory Mate 0 00 0 00 WworkOrders ooo ono 0 00 0 00 Gas Appliance an 0 00 0 00 Ele amp ppliance oo ooo 0 00 0 00 Wtr Appliance 0 00 0 00 0 00 0 00 gt Bad Chk Charge 000 0 00 0 00 0 00 CABLE TV _ 0 00 0 00 0 00 gt COURT COST ooo ooo 0 00 0 00 EVICTION 00 0 00 0 00 SUPPLIES 0 00 0 00 CLEAN UP on 0 00 0 00 Totals 0 00 108 22 0 00 108 22 WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 23 Charges Tab Controls Edit Last Month s Previous Balance Button When you click this button the Last Month s Previ ous Balance Last MO PB column becomes edit able Make your changes and save or cancel them with the standard WinTen controls If you save changes Receivables recalculates this entire tab s data Edit Previous Charges Button When you click t
192. eter readings Decide whether your agency takes meter read ings in unit number order 101 102 103 104 or in read order the order in which the units are arranged on the street For more information on read order see the explanation and diagram in the Setup chapter If your agency takes readings in read order determine the read order for each project WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 15 MENU This screen is the starting point for using each of the Tenant Accounts Receivable functions This manual details each function in its respective chap ter nmast E Software Isle 20 Public Housing Documentation h mkttemmktph 2 amp Tenant Tenant Actions Billing Billing Optians Charges Charges Utilities Calculations Menu Past Fostto Ledger Payments Payments and Credits Menu Index Index Databases Reports Report Options Setup Setup Periodic Periodic Reports and Initialization WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 16 SETUP The first time you run Tenant Accounts Receivable the first option you should select from the Main Menu is Setup All WinTen programs have Setup functions The settings in the Setup screen control the program environment and you can change many aspects of the program s operation through these settings Be careful to enter the proper infor ma
193. f the non dwelling income Amount This is the dollar amount of the non dwelling in come Document Number This is the tracking number of any official document that directly relates to the income in question for example a check or purchase order number If the income is in cash enter cash in this field Description This is a short 30 character description of the income Income Records Tab Controls Clear Non Dwelling Deposit Log Button Receivables keeps a running total of all non dwell ing income transactions known as the non dwell ing deposit log The program uses this data to produce a report on all such transactions To clear this log click the Clear Non Dwelling Deposit Log button NOTE Clearing the deposit log does not de stroy Receivables permanent records of the transactions It only erases a scratch paper record of recent deposits Most agencies clear their deposit logs on a daily or weekly basis Void a Payment Button To void non dwelling income record select it in the table and click the Void a Payment button A dialog box opens that asks you to confirm your E xl intention to void the payment Click Yes to continue with the process or No to abort it 2 sure you want to void this payment If you click Yes the program marks the transaction as voided then returns to the Non Dwelling Income screen WinTen Tenant Accounts Receivable 11 14 2003 Edit
194. f you are aware of charges that the ten ant has incurred but have not yet been entered in the tenant s account e g an exceptionally expensive work order you can enter them in the appropriate fields now You do not have to enter repayment amounts that correspond to the current account balances ____ gt __ Cancel Click the Start button to proceed to Step Two WinTen Tenant Accounts Receivable 11 14 2003 Edition Task Wizards Page 10 2 Step Two Enter the tenant s monthly payment amount Enter the date on which the repayment agreement will take effect Click the Next button to proceed to Step Three Step Three If you want to print Form HUD 56146 check the appropriate check box Click the Next button to proceed to Step Three Step Four Review the repayment agreement summary If you need to make any changes click the Back button to return to the appropriate step and edit the data as needed If everything is correct click the Fin ish button to save the repayment agreement in the tenant s record If you chose to print Form HUD 56146 a standard WinTen print control dialog box opens Select your printer options and click OK to print Form HUD 56146 X Enter Payment amp mount and Date Tenant Name REGINALD K DIAMOND SSN 564 61 3113 05 Poet fon Account 000000002001010 Amount Apply Rent 40 Late oo Work Orders
195. g deposit Print the final Deposit Log for Non Dwelling Rental Income Prepare the final Monthly Rental Register re port a Check it for errors b Correct all errors c Print it one last time once it is correct an swering Yes when Receivables asks you if you want to post to the General Ledger Print all other required reports All Receipts in Receipt Number Order Payments Without Receipt a b c Promissory Note Retro Rent Listing d Receivables Detail Listing e Future Charges Rent Listing f Link Report Perform the pre initialization procedure as de scribed in the Initialization chapter 7 Perform the initialization procedure as described in the Initialization chapter 8 Print all in one bills 9 Start the new month At the End of the Calendar Year Charge off tenants Perform end of month procedures as described above During initialization clear YTD rent receivable to tals WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 13 PLANNING QUESTIONS Before you begin using the Tenant Accounts Re ceivable program there are a few questions that you should answer to ensure smooth and organized data management These questions address both program setup and agency procedures Number of Projects Identify the projects your agency controls with a simple numerical index 1 2 3 Identify the position that each project occupies on your agency s
196. ge 6 13 Step Two Select the order in which to sort the Deposit Ticket Detail report Click the Next button to print the report A standard print preview screen opens with the Deposit Ticket Detail report Review and print this report then click the Close button to close the print preview screen A dialog box opens that asks if the report matches the deposit ticket you have prepared If you click Yes the wizard proceeds to Step Three If you click No the wizard halts and the program returns to the Payments Menu screen Step Three Select the bank account into which the deposit is being made and the date on which the deposit Is being made Click the Finish button to post the deposit to Gen eral Ledger and Check Reconciliation When the process is complete a dialog box opens that gives you the deposit s ticket number and total amount Click OK to return to the Payments Menu screen x Print Deposit Ticket Detail Report Range of Payment Dates 03 1 7 2003 to 03 20 2003 Cashier Initials Project 001 Pinebrook 002 Bridgehurst 003 Stinking Creek 004 Love Canal By Instructions Select Order By for listing of payments that will be included on this deposit ticket Back sec Cancel FI 215 x OSH amp Cos Run By CAO TENMAST CITY HOUSING AUTHORITY Deposit ort Receivables Month Y ear 03 17 2003
197. ge Mod ernization Date toolbar button Head of Household Information The Head of Household Information data fields are demographic information on the head of the house hold that is currently living in the unit or last lived in the unit Elderly If the head of household is elderly check this box Disable Handicapped If the head of household is disabled or handi capped check this box Race Ethnicity This is a two character field for reporting the race and ethnicity of the head of the household residing in the unit The first character is for race and the second character is for ethnicity These are the same codes that are used on Form HUD 50058 First Character 1 White 2 Black African American 3 American Indian Alaska Native 4 Asian 5 Native Hawaiian Other Pacific Islander 6 Multi Racial Second Character 1 Hispanic 2 Non Hispanic Income Level This drop down selection box enables you to spec ify the tenant s income level L ow V ery low or E xtremely low WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 33 Inspection Status Tab The Inspection Status tab of the Master Unit Main tenance sub screen contains data on the unit s recent inspection history If your agency uses the WinTen Public Housing Inspections program the Tenant Accounts Receivable program can auto matically update this information from the databas es maintained by the Occupancy and Rent Calcu l
198. ge Wizard The Edit Monthly Agreement Wizard controls the process of editing the monthly charge of a tenant s existing repayment agreement This wizard is available through the Edit Monthly Charge on Agreement function on the Promissory Note Retro Rent Agreement Menu dialog box which opens when you click the Promissory Note or Retro Rent Repayment Agreement button on the Charges tab of the Tenant Edit Review screen Step One Edit Monthly Agreement Charge Step 1 of 2 Enter the tenant s new monthly charge Click the Start button to proceed to Step Two Step Two Edit Monthly Agreement Charge Step 2 of 2 Review the repayment agreement summary If you need to make any changes click the Back button to return Step One and edit the data as needed If everything is correct click the Finish button to save the repayment agreement change in the tenant s record Confirm the above values and click Finish to complete the task WinTen Tenant Accounts Receivable 11 14 2003 Edition Task Wizards Page 10 6 Agreement Removal Wizard The Agreement Removal Wizard controls the pro cess of removing a repayment agreement from a tenant s account This wizard is available through the Remove Agreement function on the Promis sory Note Retro Rent Agreement Menu dialog box which opens when you click the Promissory Note or Retro Rent Repayment Agreement button on the Charges tab of the Tenant Edit Review screen Step One Agreement
199. greement to Current Change Monthly Chg WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 16 Prior Monthly Initialization Reports Every time you initialize Receivables into a new month the program stores a list of the changes made to every tenant record This report shows all of those changes for the initialization that ended the selected month and year PHAS Reports These reports are identical to those produced by the WinTen PHAS module Cumulative Rent Receivable This report shows the monthly rent receivable totals for the selected fiscal year and time period broken down by month Each month s data includes be ginning rent receivable total rent charges total payments for rent charge off of rent charges and ending rent receivable figures Cumulative Rent Receivable Detail Worksheet This report is a more detailed form of the Cumula tive Rent Receivable report described above The Detail Worksheet breaks down financial transac tions by individual tenant If you check the Print Instructions box the pro gram prints a page containing the HUD standard instructions for these calculations after it prints the report Cumulative Unit Vacancy This report covers total vacancy days for each PHAS condition code for the selected range of dates includes total number of units and unit days vacant for each month and the total number of unit turnovers Cumulative Reportable Elapsed Days
200. h an event sequence that begins in one month and ends in another must be split between those months To do this whenever a new month begins the PHAS program closes out an existing event on the first day of the new month and begins a new event of the same type on the same day WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page Event Record Terminology The following terms describe individual pieces of information in an event record Official HUD Definitions Vacancy Days Vacancy days are the total days in your agency s fiscal year in which a unit is not Under Lease HUD calculates total vacant days from the actual move out date or legal expiration date of the imme diate past lease whichever is later to the date that the next tenant s lease takes effect If the unit is not leased as of the last day of the reporting fiscal year the total vacant days are calculated from the actual move out date or legal expiration date of the immediate past lease whichever is later to the last day of the reporting fiscal year Legal Expiration of the Lease This assumes a month to month lease and is by default no later than the last day of the cur rent month If your agency is not using a month to month lease this is the date the unit became vacant or the date your agency became aware of the unit becoming vacant This is defined in HUD 7460 5G page 2 13 Down Time Down time is the total number of days
201. h begins Tenant Accounts Receiv able is initialized into the new month Because PHAS event tracking is monthly the original event is closed out with an ending date of June 1 the first day of the new month A new event is begun with a June 1 start date When the original event is closed out the program calculates vacancy days through the end of that event Because the unit has been in maintenance one day so far referred on May 31 event ended on June 1 it now has one maintenance day When the unit becomes uninhabitable due to cir cumstances outside the housing authority s control its condition changes from CR to Cl The previous CR event is closed out with an ending date of June 1 and a new event begins with a start date of June 1 The unit is still in maintenance at the end of the day on June 1 so June 1 counts as a main tenance make ready day WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 14 On June 2 the housing authority is legally able to remove the property It is moved to the agency s own on site storage facility With the removal of the property the unit could now be rented again if it weren t still in maintenance for roof repairs Later on June 2 maintenance finishes patching the roof The unit is now technically inhabitable again They resume work on the VFW On June 3 maintenance finishes the VFW The unit is referred back to occupancy A new tenant moves in on June
202. h they were processed You must select pay ments with receipts payments without receipts or history receipts Summary Receipt Report This is a summary report of all receipts within the selected period with tenant name and account number Summary Receipt Report with EPF Account This is a summary report of all receipts within the selected period with tenant name and lock box account number This report is available only if you are using the Lockbox functions WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 5 Registers Delinquent Additional Sub Tab The Registers Delinquent Additional sub tab con tains three families of reports Tenant Registers Delinquent Reports and Additional Reports Use the set of radio buttons on the left side of the screen to select the report you want to produce The right side of the screen changes to display the formatting options for the currently selected report i 3 0 Tenant Accounting Tenant Management Quick Lists Utility Meter Readings Merge Tenant Registers C Monthly Rental Register Balance Report Security Pet Deposit Listing C Future Charges Aent Listing C Credit Negative Rent Listing C Promissory Mate Listing Rent Listing Delinquent Reports Delinquent Accounts C Aged Delinquent Accounts CC Accounts ONLY C Z Accounts Additional Reports Daily Sta
203. hat event Because the unit has been in maintenance one day so far referred on May 31 event ended on June 1 it now has one maintenance day Maintenance finishes with the unit on June 1 taking one day to complete the work The unit s elapsed maintenance time for the new event is O days but remember it still has one maintenance day already logged from the original event Maintenance re fers the unit back to occupancy At the end of the day on the 1st the unit is in occupancy so the 1st counts as occupancy lease up time However be cause there is still property in the unit it can t be rented again yet its condition is still CR WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 10 On June 2 the housing authority is legally able to remove the property It is moved to the agency s own on site storage facility With the removal of the property the unit can now be rented again A new tenant moves in on June 4 The unit is oc cupied again Once the property is removed the unit can now be rented maintenance already finished the VFW work order and the unit has been referred back to occupancy The unit s condition changes to When this occurs the previous CR event is closed out That CR event accrues one occupancy or lease up day for the day of June 2 On the 3rd the unit is still in occupancy so the 3rd counts as occupancy lease up time A new tenant moves into a the unit on June 4
204. he Quick Lists tab contains five reports which are quick lists of different items in Receivables databases The right side of the tab contains the formatting options for the currently selected report and its appearance changes depending on which report is currently selected HSD Tenant Accounting Tenant Management Guck Lists Utility Meter Readings Labels M ail Merge Quick Listings Charged Off Tenants History Tenants C Master Units C Work Orders in Service 1 Tenant Listin C Detail Total lines only Which Project Leave blank far all Report Period Please enter the starting date 0372172003 Please enter the ending date 03 91 22002 WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 19 Available Reports Charged Off Tenants The Charged Off Tenants report details all tenants who were charged off between the selected dates The report can be a summary report which shows totals by project or a detail report which shows data for each individual tenant and it can cover all projects or one specified project 03 21 2003 03 21 2003 History Tenants The History Tenants report details all tenants who were moved out leases terminated between the selected dates The report can be a summary report which shows totals by project or a detail report which shows data for each individual ten ant and it can cover all proj
205. he program will multiply a tenant s rent or total balance debt to determine his late charge Conditional Late Charges If you select the Conditional radio button a single long data field appears to the right of the After the Day field This data field contains the formula which determines the tenant s late charge This equation basically says if the tenants debt matches this set of criteria his late charge is this otherwise it s something else CAUTION If you use a conditional late charge you must call Tenmast Training amp Support for assistance with the formula This formula uses program internal data to calculate a late charge Daily Late Charges A daily late charge can only be flat rates or condi tional It can t be a percentage because the ten ant may pay a portion of the amount due which would cause the late charge to fluctuate If you use a daily late charge the Maximum Late Charge Value data field appears This is the maximum late charge that a tenant can accrue through daily late charges WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 40 Special System Functions Tab The Special System Functions tab enables you to use six special processes for maintaining your databases Default Settings Projects Utilities Masher Units Late Charge Rate Special System Functions Re Lreate Master Unit Database From Tenants vf Post Unpast Fost Unpost Future Work Or
206. he service The tenant must have a current work order charge for a bill to print 03 21 2003 H 03 21 2003 Hint What are services bills for In general services bills can apply to any action that would require a work order Most agencies which use services bills are those which don t use the Win Ten WorkOrder pro gram You can also use services bills for administrative fees or other miscellaneous billable items WinTen Tenant Accounts Receivable 11 14 2003 Edition Billing Page 8 6 Repayment Agreement Bills 03 21 2003 B Repayment agreement bills are bills for tenants who have repayment agreements promissory notes or retroactive rent repayment agreements in effect You can sort these bills by tenant last name unit number tenant Social Security number tenant account number project and unit or project and tenant last name You can print bills for one selected project for all projects or for one selected unit You can include zero balance accounts those with no outstanding charges in which case the ten ant will receive a billing statement which has a message to this effect and or Z accounts Lx x ks s Security Pet Deposit Bills 0300172003 TB Security pet deposit bills are for tenants who have any outstanding security deposit or pet deposit charges You can sort these bills by tenant last name unit number tenant Social Security number tenant account number project and unit or project
207. he tenant s name project number unit number and SSN are always shown above the tabs regardless of the current tab seleced Tenant Data Tab The Tenant Data tab contains general information on the tenant s family and financial assistance status It also enables you to use several special functions through the toolbar buttons Use the standard WinTen controls to edit the data on this tab and save or cancel your changes Edit Tools WINSTON J DAVENPORT Project 001 Dnit 8 55 Tenant Data Deposit Fiepay Charges Utilities EK gt Ba vee J Hint A 7 in front of a unit number indicates that the tenant has moved out of that unit We refer to such accounts as Z accounts Details Work Orders 8 9 X 9 First Last Name WINSTON J DAVENPORT Street Tal Phone 858 272 5587 1 City St Zip Cade Caseworker TETH VICTOR Account 4 20030095 EFF Account H 109000000 Bedrooms 3 Family Size 1 Minors 8 Bal Date Admission Date Income 10032 00 YTD Rent Paid 10 00 Lease Date 103 1 98 2003 Income Level Charge Off Paint Date 103 1 2 1999 Race Ethnicity 22 232 00 Insp Date 108 1 072003 Elderly Next Insp Time Late Charge Exempt Terminated 55 Participant Ownership Winlen Tenant Accounts Receivable 11 14 2005 Edition Tenant Actions Page 4 Tenant Data Tab Control
208. his button the Previous Balance Prev Bal column becomes editable Make your changes and save or cancel them with the stan dard WinTen controls If you save changes Re ceivables recalculates this entire tab s data CAUTION You should not use the Edit Last Month s Previous Balance or Edit Previous Charges functions after your agency s first month of using Tenant Accounts Receivable If you edit either of these items your changes will not transfer to the General Ledger because Receivables has already reported the previous month s data to the ledger and closed out the Receivables Journal for that month Such changes will result in the General Ledger being out of balance If you need to edit a previous balance or previous charges make a manual journal entry in the General Ledger module as soon as you make the changes in Receivables For more information on manual journal entries see the En ter Manual Transactions chapter of the General Ledger manual Edit Current Charges Button When you click this button the Charges column becomes editable Make your changes and save or cancel them with the standard WinTen controls If you save changes Receivables records a trans action for the tenant and then recalculates this entire tab s data Edit Future Charges Button When you click this button the screen scrolls right to display the Future Charges Future Chgs col umn and its associated data The future charges and repeating charges
209. in Management Codes Sub Screen Controls Change Management Code Button This button opens the Change Management Code dialog box This dialog box enables you to edit the selected management code s unique identi fier When you change a management code the program updates its databases changing that management code to its new value in every tenant record that has that code Management Code Tab Data Fields Management Code This is the unique identifier of the selected man agement code up to 10 characters Description This is a brief 40 character description of the se lected management code Change Management Code MGTCODE 8 Cancel WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 47 WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 48 TENANT ACTIONS Most of your work with Tenant Accounts Receiv able will involve maintaining tenant records The functions that allow you to work with this data are grouped together in the Tenant Actions area of the program To reach this area click the Tenant but ton or press lt T gt at the Main Menu x E nmast 5 Software Public Housing Documentation hAmkttemmktph2 Tenant Actions ME Billing Billing Options Charges Utilities Calculations Menu wf Past Fostto Ledger Payments Payments and Credits Menu Index Index Databases Reports Report Options Setup Setup Ferodic Feriadic Reports and
210. inding contracts wherein a tenant agrees on a payment schedule for settling a debt which is too large for him to pay in one lump sum A retro rent agreement deals with retroactive rent changes These typically occur when a ten ant doesn t notify your agency of a change in his income status until several months after the fact His new income causes an increase in his monthly rent payment but this change applies retroactively for every month since his income went up Thus he suddenly has several months of partially unpaid rent If this total is too much for him to pay in one payment he can enter into a retro rent agreement with your agency and pay back a given amount each month A promissory note deals with similar situations for anything except retroactive rent changes Mainte nance fees for major repairs and getting behind on regular rent payments are the two most common causes of large tenant debts CAUTION Promissory notes and retroactive rent agreements are legally binding contracts Only use these functions if your agency and the tenant agree to a payment contract in writ ing Hint How do tell if need a retro rent agreement First determine the amount the tenant owes your agency If this amount is within reason for immediate payment don t bother with a retro rent agreement just add it as a current charge However if you can t reasonably demand that the tenant pay immediately you will need a retro rent ag
211. ion Payments and Credits Page 6 16 Producing Reports on Non Dwelling Income The Non Dwelling Reports tab of the Non Dwelling Income screen has two available reports Payment Listing This report lists all non dwelling income payments that your agency took during the selected range of dates Deposit Log This report lists all non dwelling income payments that are currently in the deposit log and were taken within the selected range of dates Select the report you want to produce enter the starting and ending dates for the time period it should cover and click the Print or Print Preview buttons Income Recorde Mon D welling Reports HSD Which Report Report Period Payment Listing Please enter the starting date 03 01 2003 Deposit Log Please enter the ending date 03 20 2003 8 WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 17 CHARGE Orr TENANT Charging off is the process by which an agency writes off a former tenant s debts because they are uncollectable This usually occurs when a tenant moves out without notifying the agency You can only charge off a tenant who 1 has moved out 2 has no security deposit and 3 has not had any financial activity in the current month To charge off Charge Off View Ordered By Search For EPFAcct SuestAddess 000000002001 0C 1560 ARMSTRO LastName FirstName n
212. ions The following options are available for all billing notices Print Bills Using Laser Printers Normally Receivables prints one bill per page This is because most Tenmast clients use dot ma trix printers to print bills On a dot matrix printer each bill is a separate page so the program sends a form feed command to the printer after each bill Some clients use laser printers to produce their bills These clients use pre perforated 8 5 x11 laser billing forms On each form they print three bills then tear the form along the perforations to separate those bills For this to work properly Receivables needs to be told print three bills on one sheet of paper so it doesn t send a form feed command after printing the first bill To use this option check the Print Bills Using Laser Printers check box Due Date This is the due date for the bills WinTen Tenant Accounts Receivable 11 14 2003 Edition Billing Page 8 3 Available Bills Excess Gas Bills 03 21 2003 TB Excess gas bills are bills for tenants whose natu ral gas usage for the month has exceeded their monthly utility allowances You can sort these bills by tenant last name unit number tenant Social Se curity number tenant account number project and unit or project and tenant last name You can print bills for one selected project for all projects or for one selected unit x Ek X 1 Excess Electric Bills 032172003 B Excess elec
213. is the month whose utility allowances in the appropriate utility allowance table from the Allow ance Tables sub tab should apply to future utility charges Whenever you perform monthly initializa tion of Receivables the program advances this set ting by one month This is the allowance that appears in the Due in 30 column on the Charges tab of the Tenant Detail screen Hint Schedules Split by Project If you want to use this option or stop using this option you must send your data packs to Tenmast to be reconfigured Please contact our Marketing department at 877 836 6278 or info tenmast com for more information WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 23 Allowance Tables Sub Tab The Allowance Tables sub tab enables you to Hint Alternate Allowance Tables add edit and delete utility allowance tables An allowance table is a table which cross references a units bedroom size with the current month to determine what a tenant s current utility allowance is You must have at least one allowance table for every utility for which you take readings e g every ae ii wen ms 0 utility which is set as active on the Utility Setup sub tab ner from that described here Most agencies use unit bedroom size to determine utility allowances Some however use the number of residents in a household instead If your agency uses this alternate method you m
214. is the tenants Receivables account number Account This is the tenant s lockbox account number This field is visible only if the EPF function is turned on in Setup Phone This is the tenants home phone number Account Balance Data Fields TAR Bal Date This is the date on which the tenant last paid his ac count in full paid to a zero balance The program updates this field every time the tenant makes a payment and his account balance goes to zero or becomes a credit YTD Paid Off This is the total amount of rent the tenant has paid to date in the current calendar year Charge Off This is the amount which your agency has charged off or identified as an uncollectable debt from this tenants account You cannot edit this field the program fills it in automatically when you charge off a tenant Future Rent This is the tenant s rent charge for the next month Date Data Fields Admission Date This is the date on which the tenant was admitted to your agency s subsidized housing program Lease Date This is the date on which the tenant s lease went into effect The program fills in this field when you move or transfer the tenant into a unit Paint Date This is the date on which your agency last painted the unit The program fills in this field from the Master Unit database Next Insp Date This is the next date on which the tenant s unit will be inspected Next Insp Time This is the time
215. it Transfer Refund sub screen closes and the program returns to the Deposit Repay Tab of the Tenant Edit Review screen to to Tenant s Account E ES Amt to Apply to Tenant s Account Pet Deposit Transfer Refund WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 20 Security Deposit Transfer Refund Sub Screen The Security Deposit Transfer Refund sub screen displays a table of all outstanding charges which the tenant owes your agency This sub screen enables you to apply the tenant s security deposit toward those charges or to refund it to the tenant 2 properly apply the Security Deposit T ransfer Hefund please EDIT the information below and only apply the amount necessary Any amount not applied to the Tenant s Account will be refunded If the tenant does not have a balance just EDIT and SAVE to create the actual refund First JUDY P Last Mame EMERSON SSN 5486 53 9761 Unit 2022 Project 001 Acct 000000002001045 Last M PB Bal Charges Fayments Current Balance Faument ee Refunds 0 00 0 00 Rent 2 49 0 00 0 00 000 1000 2 49 0 00 Late Change 0 00 0 00 0 00 0 00 0 00 0 00 5 Rent 0 00 0 00 0 00 000 1000 0 00 Deposit Prom Mate 0 00 0 00 0 00 000 1000 0 00 0 00 w ark rders 0 00 0 00 0 00 000 000 0 00 Gas Appl 0 00 0 00 0 00 0 00 DEN 0 00 Interest Ele Appl 0 00 0 00 0 00 000 000
216. it against the tenant s charges or if the tenant doesn t have any out standing charges at all click the Edit button then click the Save button without making any changes Hailing Address Hint Why would not want to create a Payables record In most instances you will want to create a record in Pay ables This is actually two records a vendor record a re cord of the tenant to whom you re paying the refund and an invoice record a record of the refund payment There are two circumstances under which you should click No when the program asks if you want to create a Payables record 1 You have already issued the refund through Payables 4 Your agency is holding the tenant s deposit or absorbing it into its own accounts This generally occurs if a tenant moves out without providing you with notice WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 22 Charges Tab The Charges tab contains the tenant s complete charge information It contains several functions that allow you to edit the tenant s account NOTE Tenant Accounts Receivable is an au tomated system that adjusts each tenant s account during monthly initialization Under most circumstances you should not need to edit previous or last month s balances such a balance is incorrect edit the current charges to adjust the balance accordingly Hint Where s the rest of it The Charges tab is laid out in a spreadshe
217. its to Check Reconciliation and Ledger If you want to post deposit transactions to both the Check Reconciliation program and the General Ledger program check this box Include adjustments when posting to Ledger If you want to post adjustment transactions to the General Ledger check this box Payables If your agency uses the WinTen Accounts Pay able program and you want to create invoices in Payables for tenant refunds this is the full path to the directory in which the Payables data is located Normally this is the same directory in which Re ceivables data is stored Leave this field blank to stop Payables invoice creation from Receivables Use mailing address for Payables refunds If you check this box the program uses each tenant s mailing address not his physical address when creating invoices in the Accounts Payable program for tenant refunds Hint Miscellaneous Tenant Charge 2 If your agency uses the Daily Statement of Operations DSO report generated by Receivables you must set Mis cellaneous Tenant Charge 2 to Court Costs for the DSO to print properly If your agency does not use the DSO you may ignore this requirement Hint Posting to the General Ledger If you are using this option you must set the General Led ger program to gather data from Other Directories If you do not set this option General Ledger will not retrieve data from Receivables WinTen Tenant Accounts Receivable 11 14 2003
218. ity charges credit less than dollar Apply utility credits but zero utility charges lt Round utility charges to whole dollar Future Utility Changes For Move outs Additional text for Billing Statements entire message may nat FiE on Mailers Example Please pay the full amount ar before the due date PLEASE PAY THE FULL AMOUNT ON DR BEFORE THE DUE DATE Additional text For Receipts Example Will nat reflect charges which have not been applied WILL NOT REFLECT CHARGES WHICH BEEN APPLIED Primam settings Additional Settings 2ecuntysPet Deposit Grevance Delinquent Notice Info Delinquent Notice Memo WinTen Tenant Accounts Receivable 11 14 2003 Edition Using the Payment Wizard Page USING THE PAYMENT WIZARD To take a payment with the Payment Wizard click the Payments button or press lt P gt at the Receiv ables Main Menu This opens the Payments Menu screen On the Payments Menu screen click the Payment button if you want to take a payment with a receipt If you are taking a payment without a receipt click the Payment W O Receipt button The Tenant Search screen opens Select the ten ant whose payment you are taking then press lt Alt P gt or click the Take a Payment button This starts the Payment Wizard This is the point at which the process changes from the one with which you were previously familiar Tenant Accounts Receivable Main Menu
219. ivables to automatically post completed work order charges to tenants accounts at monthly initialization check this box If you want to manually post such charges or if you do not have WorkOrder leave this box unchecked Bring In Work Order Charges for Move Outs If your agency has the WinTen WorkOrder program and you want Receivables to automatically pull work order charges from WorkOrder on move outs check this box If you want to manually record such charges or if you do not have WorkOrder leave this box unchecked Home Ownership Monthly Rental Charge This is the amount of homeownership tenant TTP that will be applied toward each tenant s actual rent each month The remaining portion of the TTP will go into that tenants homeownership escrow ac count Additional Text for Billing Statements This is a short 60 character text field which the program prints on all billing statements Additional Text for Receipts This is a short 60 character text field which the program prints on all receipts WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 10 Security Pet Deposit Sub Tab The Security Pet Deposit sub tab enables you to select the manner in which the program calculates security and pet deposits during a move in The Occupancy and Rent Calculation program will also read this information Each calculation has three options Select the radio button that corresponds to the desired option and enter th
220. lapsed Days re port we are comparing the Total Number of Turn around days to the Total Vacant Days on the Event Reportable Elapsed Days report When you can complete the recalculation process without receiving the Invalid PHAS Event Records report and the Reportable Elapsed Days report matches the Event Reportable Elapsed Days re port then the numbers on Form HUD 50072 are correct WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page 8 papusa pre pem surI dp seesT vaag I9 une mj punmeseyanI 5 W 5 5 AQ papt tP dan SEES vr Eq aepaspes bermey 0 5 5 AT paptr O awg wr same eqn elep fo acqueay abe say 5083 50 sy 5 AT pspr tp 0 ST ap wr 33 elep sepuspes I0 she SES 1 698 1 E LLLE eleg predeg s Tqe3sodsq umg mq3 vo oevpusdessmses Big qoqew pre pg swnpes 1 D iJo pito pesderx ep miL dn pre STL AY rL weg sien requ B B z 0 g Da B B 0079 B 0 0 D 085 120 mn B 3 B I Bc noe II 0070 00 3 b E D Ii 065 way un 25 oo 00 mn 3 B I 0
221. lect the appropriate housing program type to print on the report e Print Individual Reports Select whether each projects data should be printed individually or whether all projects data should be lumped to gether Report Period Ending Select the month and year that the report should cover Percentage Analysis Fill in the appropriate data from your agency s previous two years HUD 52295 reports TAR Report Specifications SS bx fro en WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 10 Complete Totals This report displays complete totals for all receiv able items for your agency You can include all of your agency s projects or one selected project This is a here and now report it shows your agency s receivable item totals as they are at the time you run the report If you choose to print the report for all projects you can print each project on an individual page or lump all projects data together Payment History for One Unit This report contains all payments for a selected unit that your agency took within the selected range of dates The program subtotals this report by Payments with Receipt Payments without Re ceipt and Payments in History Promissory Note Journal Entries for Ledger This report contains all promissory note transac tions that have been posted to the General Ledger within the selected range
222. lied and Total Tendered fields are equal Pet Security Deposit Payments If you selected the Pet Security Deposit payment type in Step 1 the table in the middle of the screen summarizes the tenant s deposit balances and the payment amounts that the program is applying au tomatically to each deposit You can edit the val ues in the Payment column of the table if you want to change the default payment allocations Before you click Next confirm that the Total Applied and Total Tendered fields are equal Homeownership Payments If you selected the Homeownership Payment pay ment type in Step 1 the table in the middle of the screen summarizes the tenant s balances and the payment amounts that the program is applying au tomatically to each balance You can edit the val ues in the Payment column of the table if you want to change the default payment allocations Before you click Next confirm that the Total Applied and Total Tendered fields are equal Enter Payments Without Receipt Wizard ep 2 of 3 lc RETRO RENT PROM NOTE WORK ORDERS GAS APPL Enter Payments Without Receipt Wizard 18 ep 2 of X Mies zu SENEM E RE p PET DEPOSIT Enter Payments Without Receipt Wizard Step 2 of E 1070 00 119000 107000 000 000 119000 000 Enter the payment amount to apply to each charge type click Next but
223. ll associated dialog boxes and return to the Late Charges tab Information 9 WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 3 Repeating Charges Tab The Repeating Charges tab enables you to set up a repeating charge for any of the program s five miscellaneous tenant charges defined on the Default Settings tab of the Setup screen Arepeat ing charge is a charge that your agency assesses against each tenant s account every month CAUTION Repeating charges that you set from this tab apply to every tenant in the selected project To set or remove a repeating charge for an individual tenant edit that tenant s record on the Charges tab of the Tenant Edit Review screen see the Tenant Actions chapter for more details Lil Late Charges Repeating Charges Meter Headings Fiecalculatians Handheld Schedules Bring Work Orders Current Repeating Charges Which Charge ta Repeat Repeating Charge 0 00 f CABLE TV Choose the first month ta apply this charge January COURT COST Choose the last month to C EVICTION apply this charge Januar SUPPHES Which Project Leave C CLEAN UP blank Far all lt lt lt Apply Repeating Charges gt gt gt WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 4 Setting a Repeating Charge To set a repeating charge select the charge to
224. ll receive a billing statement which has a mes sage to this effect and or Z accounts x Kk X WinTen Tenant Accounts Receivable 11 14 2003 Edition Billing Page 8 5 Delinquent Notices Delinquent notices are bills for tenants who have outstanding past due charges You can sort these bills by tenant last name unit number tenant Social Security number tenant account number project and unit or project and tenant last name You can print bills for one selected project for all projects or for one selected unit You can print delinquent notices for tenants who owe late charges who owe rent or who owe anything Delinquent notices print one per page 8 5 x 11 They follow the format defined on the Setup screen Default Settings tab Delinquent Notice sub tab see the Setup chapter for more information You can also use this option to create a mail merge file see the Reports chapter for more information on mail merge files If you check the Create Mail Merge dialog box and print delinquent notices the Mail Merge File Selection dialog box opens Select the directory in which to save the mail merge file specify a file name and click the Save button Services Bills must choose a specific unit Services bills are for billing individual tenants who have received specific services from your agency You must enter the unit number to which the charge applies and a brief up to 50 characters descrip tion of t
225. lude marking the unit as vacant in the Master Unit da tabase creating the first PHAS event for unit vacancy e applying prorated rent and utility charges to the tenant s account creating an eTrans record for 50058 submission to record the move out When Receivables has recorded all move out re lated database changes a standard WinTen print control dialog box opens This enables you to print the move out statement and utility move out state ment if the unit has active utilities CAUTION Do not cancel out of the print control dialog box without printing the move out statement This is the only opportu nity you have to print it Move Information Available 3 19 2003 H 03 31 2003 Input Meter Headings For Move Out 7 Transfer Old Unit p WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 37 Transferring a Tenant To begin the transfer process click the Transfer Tenant button on the Tenant Data tab The Move Out Information dialog box opens Select the con dition of the unit from which the tenant is moving Move Information out from the drop down selection box enter the TRANSFERRING OUT DF UNIT Q5 transfer date and click OK Available 03 14 2003 When you click OK the Pick a Vacant Unit dialog box opens Select the unit into which the tenant is transferring and click OK A dialog box opens that asks y
226. mktph 2 amp Tenant Tenant Actions Es Billing Billing Options a Charges Charges Utilities Calculations Menu x Past Fost to Ledger E Payments and Credits Menu Index Index Databases Reports Report Options Setup Setup Ferodic Feriadic Reports and Initialization Exit WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 1 Payments MENU SCREEN The Payments Menu screen is the central point from which you can manage all tenant payments credits and related actions and transactions t has eleven menu buttons each of which accesses a specific function Payment ith Receipt gt Payment w o Receipt Payment Without Receipt Transfer Payment Void Void a Receipt Batch Batch Receipt _ IDepositTicket Fracess Deposit Ticket Non Dwelling Non Dwelling Income 0008808 Charge Of Tenant miOterBefund tility Reimbursements amp Refunds Other Than Security Deposit _ lt Reverse Security Pet Reverse securty Pet Deposit Transter or Refund GS Reverse Other Refund Reverse Refund Other Than security Deposit Retund AS Import EFF Import Electronic Payment File Exit WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 2 PAYMENT A payment with receipt is a tenant payment cash check or money order of a charge for which you will issue a receipt Almost all tenant payment
227. module that Tenmast offers For the new user navigation among the program s screens and tabs may be a bit confusing particu larly in the Setup and Tenant Edit Review screens The diagrams on the following pages illustrate the navigational relationships between these two areas and the functions to which they allow access WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 5 Primary Settings Sub Tab Additional Settings Sub Tab Security Pet Deposit Sub Tab Grievance Sub Tab Default Settings Tab Delinquent Notice Info Sub Tab Delinquent Notice Memo Sub Tab EPF Setup Sub Screen EPF Settings Address Info Tab EPF Setup Sub Screen Setup Sub Screen Projects Tab Setup Screen Utility Setup Sub Tab Utilities Tab Allowance Tables Sub Tab Rate Tables Sub Tab Master Unit Maintenance Sub Screen Master Unit Main Tab Master Units Tab Inspection Status Tab Events Tab Late Charge Rate Tab Utilities Tab Event Information Edit Sub Screen Special System Functions Tab Appendix B WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 6 Maintain Notes Sub Screen Main Info Tab Browse Inspections Sub Screen Deposit Repay Tab Pet Deposit Transfer Refund Sub Screen Security Deposit Transfer Refund Sub Screen Charges Tab Promissory Note Retro Rent Agreement Functions Main
228. monthly payment toward the retro rent agreement Current Balance This is the tenant s current balance due on the retro rent agreement Rem Bal Cur Bal This is the sum of the tenant s remaining balance and current balance WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 16 Pet Deposit Transfer Refund Sub Screen The Pet Deposit Transfer Refund sub screen dis plays a table of all outstanding charges which the tenant owes your agency This sub screen en ables you to apply the tenant s pet deposit toward those charges or to refund it to the tenant using the toolbar buttons 1 E S3 First Name WINSTON J Last Name DAVENPORT SSN B35 21 4784 Unit 030 Project 001 Acct 20030095 Last MOPE Prew Bal Charges Payments Current Balance Payment elas 0 00 0 00 0 00 0 00 108 22 0 00 0 00 108 22 Security Late Charge 0 00 0 00 0 00 000 000 Tun Retro Rent 0 00 0 00 0 00 0 00 0 00 0 00 116 00 Prom Nate 0 00 0 00 0 00 0 00 0 00 0 00 w ork rders 0 00 0 00 0 00 0 00 0 00 0 00 Deposit Gas Appl 0 00 0 00 0 00 0 00 0 00 0 00 20 00 Ele Appl 0 00 0 00 0 00 0 00 0 00 0 00 Witr Appl 0 00 0 00 0 00 0 00 000 0 00 Interest Bad Chk Chg 0 00 0 00 0 00 000 non 0 00 nad CABLE TV 0 00 0 00 0 00 0 00 onn 0 00 COURT COST 0 00 0 00 0 00 0 00 non 008 Total EVICTION 0 00 0 00 0 00 0 00 non 0 00 Deposit SUPPLIES 0 00 0 00 0 00 0 00 oo 0 00 445 gn CLEA
229. n Tenant Accounts Receivable 11 14 2003 Edition Electronic Payment File Processing Page 0 9 WinTen Tenant Accounts Receivable 11 14 2003 Edition Electronic Payment File Processing Page 0 10 APPENDIX E THE PAYMENT WIZARD In the 1 15 2003 version of WinTen Tenant Ac counts Receivable Tenmast released the Payment Wizard This is a new function in Receivables that simplifies the data entry process for processing ten ant payments Because this is a significant change to the way the program s interface handles a daily part of your agency s operations we are phasing in its introduction For the next few months you will have the option of using the new Payment Wizard or the current method of taking a payment we will support both functions simultaneously and you will be able to switch back and forth until you are comfortable with the Wizard This appendix shows you how to set up your agen cy s Receivables program to use the Wizard and how to use the Wizard to record payments WinTen Tenant Accounts Receivable 11 14 2003 Edition Using the Payment Wizard Page E l SETTING Up THE Payment WIZARD To turn on the payment wizard go into the Setup screen of Receivables Select the Additional Set tings sub tab of the Default Settings tab Edit the data on this sub tab and check the Use Payment If you check the Apply Payments to Rent First box directly Wizard box below the Use Payment Wizard box the
230. n inactive un til monthly initialization activates them at which time they will accrue normally WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 10 3 Transfer refund the tenant s security and pet deposits after posting all charges Tenant Edit Review screen Deposit Info tab Pet Deposit or Security Deposit button a Pay all balances possible b If deposit money remains after you ve ap plied the deposit to all outstanding charges create an entry in Accounts Payable Pay ables for a refund c For the Payables entry use the tenant s new address if known or last known address if you have no forwarding address d Print the refund check from Payables credit account 1111 1 debit account 1122 e user error occurs during the procedure use the Reverse Deposit Transfer Refund function on the Payments menu Transfer Tenants Between Units When transferring a tenant from one unit to an other Tenant Edit Review screen Main Info tab Transfer Tenant button remember that the new unit must be vacant and in a condition to accept a new tenant Process Utilities Review utility allowances Check charge rates 1 2 3 Enter meter readings 4 Print and review new meter reading reports 5 Print next month s utility bills Process Work Orders 1 Enter each work order with its appropriate PHAS code 2 Complete each work order add date completed and t
231. nTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page B 22 APPENDIX C FIXING PHAS Event RECORDS Whenever you recalculate vacancy days from the Special System Functions tab of the Setup screen Receivables checks all of your PHAS event records for errors If it detects any errors it opens a print preview screen with the Invalid PHAS Event Report This report details all errors that the program found This appendix summarizes the possible error mes sages in the Invalid PHAS Event Report shows an example of actual event record data that contains the error in question and describes the easiest way to fix each error WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page Invalid PHAS Event Records Report The Invalid PHAS Event Records report allows us ers and Tenmast Training amp Support personnel to locate and correct event errors You can run the report from either the WinTen Tenant Accounts Re ceivable the WinTen PHAS program In either program the procedure for running the report is the same From the Main Menu click the Setup but ton Go to the Special System Functions tab of the Setup screen and click the Recalculate PHAS Va cancy Totals button The program will recalculate all vacancy totals When this process is complete a print preview screen opens with the Invalid PHAS Event Records report NOTE If the program does not
232. nant moves into a the unit on June 4 two days after the CA event began This ends the CA event The 4th is a move in day so it doesn t count as a vacancy day The unit has a total of 3 vacancy days all of which are occupancy or lease up days WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 13 Example 6 Scenario with Multiple Condition Changes move out date and lease termination date are the same Event Event Start Lease Term Refer Type Date Date 05 30 2001 05 30 2001 05 50 2001 05 30 2001 05 31 2001 6 01 2001 5 01 2001 Yes No 06 01 2001 05 30 2001 5 01 5001 06 01 2001 5 01 2001 Yes No 06 01 2001 05 30 2001 06 01 2001 06 02 2001 06 02 2001 Yes No 5 02 2001 05 30 2001 6 02z 2z 001 06 03 0001 06 04 2001 No Yes In the Real World A tenant is evicted on May 30 The lease also ter minates on May 30 so the lease termination date is the same as the move out date When the tenant is evicted the unit is sealed with all his property in it Under state law this is proper ty that cannot be removed from the unit for a given period of time so the unit can t be rented again While the housing authority is waiting for the prop erty to be removed the unit is referred to mainte nance on the day after the move out May 31 While the unit is being worked on by Maintenance a new month begins The Tenant Accounts Receiv able program is initialized in
233. nd money orders that have been recorded in Receivables in a specified range of dates At the end of the day compare this report to the Bank Deposit report If the reports match all payments that have been deposited in the bank were also recorded in Receivables and vice versa Use the Select Projects set of check boxes to include payments for any combination of proj ects Use the Group By drop down selection box to group the report by all payments in a specific project or all payments taken by a specific cashier Use the Select Payments and Select Cashier Ini tials drop down selection boxes to filter the report on a specific payment type and or transactions recorded by a specific cashier Use the Report Pe riod set of date fields to specify the range of dates that the report covers WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 3 Payment Summary This report shows the detailed transaction records of each transaction on the Bank Deposit report It is otherwise identical to the Bank Deposit report in terms of uses and report formatting options Adjustment Summary The Adjustment Summary accounts for all account adjustments that have been recorded in Receiv ables in a specified range of dates Use the Select Projects set of check boxes to include adjustments for any combination of proj ects Use the Group By drop down selection box to group the report by all adjustments in
234. nitials drop down selection boxes to filter the report on a specific payment type and or transactions recorded by a specific cashier Use the Report Period set of date fields to specify the range of dates that the report covers WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 7 Promissory Note Register This report lists all promissory note activity for the current month The report s totals represent all ledger activity for the promissory note account typically account number 1122 PN Use the Select Projects set of check boxes to in clude adjustments for any combination of projects Use the Order By drop down selection box to se lect the order in which the report is sorted Complete Totals This report is a one page executive summary of the Rental Deposit Retro Rent and Promissory Note registers Many agencies use the Complete Totals report as a handout at monthly board meetings to show all account activity for the month Use the Select Projects set of check boxes to in clude totals for any combination of projects Check the Print Projects Separately check box to print each selected project s totals on a separate page Future Charges Rent List This report shows the charges that will be posted to tenant accounts when you initialize into the next month Use the Select Projects set of check boxes to in clude charges that will be posted in any combina tion of pr
235. nt For more information see the Tenmast Handheld Meter Readings manual If your agency does not use the Tenmast Handheld Meter Readings program click the Manual Meter Reading Input button to begin the data entry pro cess This opens the Input Meter Readings Manu ally sub screen This sub screen s appearance varies depending on whether the unit you selected is occupied or vacant WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 7 Manual Readings for an Occupied Unit If you selected manual meter reading input for an occupied unit the Input Meter Readings Manu ally sub screen opens appearing as shown below Use the standard WinTen controls to edit the data on this sub screen and save or cancel your chang es When you are done entering meter readings click the Exit button to return to the Meter Readings tab Input Meter Readings Manually Sub Screen Data Fields Old Meter Read Date This is the date of the last meter reading Meter Read Date This is the date of the meter reading whose results you are now recording New Readings This is the meter reading for the utility in question for the current reading date Old Readings This is the meter reading for the utility in question for the last read date Comments This is a short 60 character field for recording comments on the reading Ky 2 First LINCOLN D LastName DOLIGHERTY 55 915 54 1
236. nt as occupancy lease up time A new tenant moves into the unit on June 4 three days after the unit was referred back to occupancy The 4th is a move in day so it doesn t count as a vacancy day The unit has a total of 4 vacancy days 1 for main tenance and 3 for occupancy or lease up WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page B 8 Example 3 Normal Scenario move out date before lease termination date Event Event Start Lease Term Hefer Ta Refer Event Maint Event Total Elapsed Days Type Date Date allec End Date Pend Down aint cc 5302001 05 31 2001 05 31 2001 06 01 2001 06 01 2001 Yes Mo J 06 01 2001 05 31 2001 06 01 7001 06 01 2001 06 04 2001 Yes 3 3 In the Real World A tenant s lease is about to expire on May 31 He moves out a day early on May 30 The unit is referred to maintenance for a VFW on May 31 While the unit is being worked on by Maintenance a new month begins The Tenant Accounts Receiv able program is initialized into that new month Maintenance finishes the VFW and refers the unit to occupancy on June 1 It s now ready for a new tenant A new tenant moves in on June 4 The unit is oc cupied again In the PHAS Event World The tenant moves out on May 30 starting the event However the lease does not terminate until May 31 This means that the 31st is the last day of occupancy for PHAS reporting purpo
237. ntenance on June 4 Maintenance begins modernization While the unit is undergoing modernization a new month begins The Tenant Accounts Receivable program is initialized into July In the PHAS Event World Nothing occurs at this time The tenant moves out on May 3 starting the event However the lease does not terminate until May 31 This means that the 31st is the last day of occupancy for PHAS reporting purposes and anything that occurs through the end of that day doesn t count for vacancy purposes When the tenant moves out the unit becomes eli gible for modernization This initiates a CM event which begins on the day of the move out A new month begins Tenant Accounts Receivable is initialized into the new month Because PHAS event tracking is monthly the original CM event is closed out with an ending date of June 1 the first day of the new month A new CM event is begin with a June 1 start date On June 1 through 3 the unit is still waiting for a referral to maintenance It accrues three days of down time Maintenance receives the modernization work order on June 4 June 4 is the first day of a long series of days that count as maintenance make ready time A new month begins Tenant Accounts Receivable is initialized into the new month Because PHAS event tracking is monthly the June CM event is closed out with an ending date of July 1 the first day of the new month A new CM event is begin with a July 1
238. nue with initialization If it is not correct click No to cancel the rest of initialization then go to the Setup screen and change the month setting on the Utilities tab see the Setup chapter for more information If you click Yes the Work Order Dates dialog box Work Order Dates opens This dialog box asks you for the latest The DUE DATE For The Work Orders Will Be 07 01 2001 date for which the program should post work order charges to tenant accounts Enter the correct date in the data field and click OK to continue with ini tialization What is the date of the MOST RECENT work order to post to Future 08 03 2001 If you use daily late charges the program process es all outstanding work orders for the new month A dialog box opens that asks you if you want to apply the daily late charge at the end of the month Click the button that corresponds to your choice WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 22 A standard print preview screen opens with the Monthly Rental Register report Review this report on the screen or click the Print button to print it When you are done with the Monthly Rental Reg ister report click the Close button to close the print preview screen and continue with pre initialization NOTE Tenmast strongly recommends that you print each available report in the initialization sequence Monthly Hental Register TER
239. ocated on the Allowance Tables sub tab of the Utilities tab of the Setup screen WinTen Receivables WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 11 Handheld Schedules Tab The Handheld Schedules tab enables you to cre ate meter reading schedules meter reading schedule is a file which you can download into a handheld computer and use to take meter readings in a given sequence NOTE The Handheld Schedules tab is only available if Receivables is set up for use with the Tenmast Handheld Meter Readings pro gram on the Utilities tab of the Setup screen It displays units in unit number or read order based on the options selected in Setup Please Select Starting Point Please Select Ending Point Start With 001 End ith 025 WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 12 Creating a Handheld Schedule To create a handheld schedule select the first and last units that the schedule should encompass from the Starting Point and Ending Point lists If you want to create a schedule for all units check the ALL check box in the center of the tab When you have selected the correct range of units click the Create Schedule button The program creates the necessary data files for Information the schedule When this process is complete a dialog box appears that informs
240. of dates Retroactive Rent Journal Entries for Ledger This report contains all retroactive rent repayment transactions that have been posted to the General Ledger within the selected range of dates RCV Journal Listing from General Ledger This report contains all receivables transactions that have been posted to the General Ledger within the selected range of dates You can choose for the report to cover all ledger accounts or one selected account You can print the report in debit credit two column format or in one column format 03 21 2003 03 21 2003 8 03 21 2003 3 21 2003 H 03 21 2003 3 21 2003 H 03 21 2003 03 21 2003 H WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 11 Tenant Management Tab Tenant Management tab contains two sets of reports Miscellaneous Reports and PHAS Re ports The right side of the tab contains the format ting options for the currently selected report and its appearance changes depending on which report is currently selected H G Tenant Accounting Tenant Management Quick Lists Utility Meter Readings Merge Miscellaneous Reports 0 3 m x m v 5 I LAO Income Level Distribution Dependents minors in Household Link Report from 5005859 Recenvables Details T ear ta D ate Rent Paid Number of Times Unit was Occupied HUD 61 234 Report on Occupancy Promissory Mate Detail
241. oject number and unit number or project number and account number Select the radio button that cor responds to the option you want Project You can run the pre initialization process for one specific project or for all projects If you want to limit it to one project use the drop down selection box to select the project We recommend running the process for all projects Rent Changes from Occupancy and Rent Re port Sort Order The pre initialization process includes a report on all tenant rent changes that will be imported from the Occupancy and Rent Calculation module The program can sort this report in order of tenant name unit number tenant Social Security number tenant account number or effective date Select the radio button that corresponds to the option you want Rental Register and Futures Report The pre initialization process includes the Rental Register and Futures reports The program can sort these reports in order of tenant account num ber tenant name or unit number Select the radio button that corresponds to the option you want Pre Initialization Selections Monthly Pre Initialization generates a report of all changes that will be posted to the Tenants accounts during the Monthly Initialization Please REVIEW this reportto insure all rent changes move outs move ins utility charges work order charges promissory notes retroactive rents repeating charges and any other miscellaneous charges that will
242. ojects Use the Select Tenants drop down selection box to filter the report by a specific group of tenants Use the Order By drop down selec tion box to select the order in which the report is sorted 002 Bridgehurst 003 Stinking Creek 004 Love Canal 002 Bridgehurst O03 Stinking Creek 004 Love Canal O02 Bridgehurst 003 Stinking Creek 004 Love Canal All Tenantz Lastname m WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 8 ORC Changes This report lists all rent certification changes that will be brought into Receivables from Occupancy and Rent Calculation when you initialize into the next month Use the Order By drop down selection box to se lect the order in which the report is sorted Use the Effective Date Range to filter the rent changes by their effective date the next month all regardless of date or all that will take effect within a specified range of dates Research Reports Research reports provide you with a more in depth look at the data contained in the recommended re ports Run research reports as needed to view and verify this data Charge Analysis The Charge Analysis report shows the current month s charges by tenant This report provides the full charge detail of each tenant expanding on the data provided in the Rental Register Where the Rental Register compresses some similar charges into one category this
243. omplete the task lt Back Finish Cancel Deposit ticket 000001 was created in the amount of 1 807 00 WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 1 REcoRD NON DWELLING INCOME Some agencies use units for non dwelling reve nue generating operations e g laundry rooms with coin operated washers and dryers Receivables enables you to record income from these opera E tions do so click the Non Dwelling button Non Dwellinig The Non Dwelling Income screen opens on its Income Records tab This tab contains a table of all non dwelling income records for the current month Income Records Maon D welling Reports E Transaction Code PTS Transaction Date 2B 7 201 SOUICE TENANT LAWN SERVICE Amount 200 00 Document Number NEN Description WEEKLY INCOME Reference Number 10001 Initials YOIDED DEPUSITED Tran Date Voided Rett Souce Amount 07 26 2001 PMTS 10001 TENANT L amp w SERVICE 200 00 07 27 2001 5 False 10002 BARBER SHOP 1250 00 WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 15 Recording Non Dwelling Income To record non dwelling income click the Add but ton The program creates a blank record in the table Enter the appropriate data in the data fields and click the Save button Source This is the source o
244. omputers running the Windows 95 98 ME NT 2000 or XP operating system The interface is designed for use in a Windows environment and includes point and click mouse actions pull down menus and Windows based help functions This manual contains all of the information you need to use the WinTen Tenant Accounts Receivable program hereafter referred to as Tenant Accounts Receivable Receivables RCV or TAR Version Information This manual is written for the 11 14 2003 release of Receivables It does not apply to previous versions of the program including MS DOS based ones and some sections may be inaccurate with regards to later versions Whenever Tenmast issues an update to this pro gram we will notify your agency through email If you have a current Update amp Support Agreement for this program you may download and install the update through the Tenmast Update Manager program During the download and installation process Update Manager will notify you of the changes to the program We periodically update this manual to reflect signif icant changes to the program You may download this updated documentation from our Web site at no charge Getting Help Though we have made every effort to make this manual as comprehensive as possible no docu ment can cover all contingencies If you encounter problems with Receivables call the Tenmast Train ing amp Support Department toll free at 877 359 5492 or send email to s
245. on if the refund was a security deposit or pet deposit refund or the Reverse Other Refund button if the refund was any other type The procedure for re versing either type of refund is the same CAUTION Reversing a refund using this procedure does not void any invoice in the Winlen Accounts Payable module It only voids transactions in Receivables details database You must manually void Payables invoices in that program For more information see the Accounts Payable manual The Tenant Search screen opens see the Ten ant Actions chapter for more details on the Tenant Search screen Select the tenant whose refund you are reversing and click the Reverse Refund button The Reverse Refund screen opens Click the Save button to reverse the refund The program records the reversal and returns to the Tenant Search screen WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 25 Tenant Search All Current Tenants ASRA P SHEILA CHERYL D TODDD JULIANA G JOHN E LAURA 5 MICHAEL W BRETT WINSTON J REGINALD LINCOLN D JUDY P JULIA Q RANDALL L DANA C DOUGLAS B REBECCA JH 364 86 4611 362 15 7446 646 15 2488 939 85 4395 834 858 3282 438 38 8350 835 383 4224 433 25 3253 383 23 8432 635 21 4784 564 561 3113 315 54 1323 548 53 9761 344 33 1318 425 45 8385 838 398 0484 333 33 5332 430 20 0252 001 008 013 046 2030 012 049 000000002001
246. options V Vacant O Occupied E Occupied by an employee of your agency N Non dwelling unit Change Modernization Date Button When you click the Change Modernization Date button the Date Unit Was Added to Approved Modernization Plan data field becomes editable This enables you to change the units moderniza tion date Enter the modernization date for the unit and click the Save button to save your change or the Cancel button to cancel it Add Event Sequences Button When you click the Add Event Sequences button el the PHAS Event Creation dialog box opens This dialog box enables you to add a new PHAS event to the units cumulative event record WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 30 PHAS Event Creation Dialog Box The PHAS Event Creation dialog box enables you to add a new PHAS event to the units cumulative event record Enter the appropriate data for the event and click OK to save the event or Cancel to cancel event entry For a more thorough discussion of PHAS events see Appendix B PHAS Events PHAS Event Creation Dialog Box Data Fields Move Out Event Beginning Date This is the date on which the event began the last tenant in the unit moved out Move In Event Ending Date This is the date on which the event ended a new tenant moved into the unit Lease Termination for Event This is the date on which the lease of the last ten ant in the unit expired
247. osit refund Mrs Witherspoon has two cats Fluffy and Cookie Fluffy tragically passes away Mrs Witherspoon now has one cat remaining so she doesn t need to have a two cat deposit Thus you should refund her the difference between a two cat deposit and a one cat deposit Amt to to Tenant s Account Pet Deposit Transfer Refund WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 18 Partial Security Deposit Transfer Refund Sub Screen The Partial Security Deposit Transfer Refund sub screen displays a table of all outstanding charges which the tenant owes your agency This sub screen enables you to apply part of the tenant s security deposit toward those charges or to refund it to the tenant using the toolbar buttons 1 E S3 First Name WINSTON J Last Name DAVENPORT SSN 635 21 4794 Unit 030 Project 001 Acct 20030095 Last Prew Bal Charges Fayrments Current Balance Fayment 0 00 0 00 0 00 0 00 108 22 0 00 0 00 108 22 Late Charge 0 00 0 00 0 00 000 000 Retro Rent 0 00 0 00 0 00 0 00 0 00 0 00 116 00 Prom Note 0 00 0 00 0 00 0 00 0 00 0 00 Pet w ork rders 0 00 0 00 0 00 0 00 0 00 0 00 Deposit Gas Appl 0 00 0 00 0 00 0 00 0 00 0 00 20 00 Ele Appl 0 00 0 00 0 00 0 00 0 00 0 00 Witr Appl 0 00 0 00 0 00 0 00 000 0 00 Interest Bad Chk Chg 0 00 0 00 0 00 000 non 0 00 nad CABLE TV 0 00 0 00 0 00 0 00 onn 0 00
248. ou to confirm the unit Confirm into which the tenant is transferring Click Yes to continue or No to select another unit When you click Yes the Tenant Move In sub screen opens Enter the move in date and click OK WinTen Tenant Accounts Receivable 11 14 2005 Edition Tenant Actions Page 4 A dialog box opens that asks if you want to update the tenant s mailing address with his new unit ad dress If the tenant will receive mail at his new unit click Yes If the tenant will receive mail elsewhere a PO box for example click No A dialog box opens that asks if you want to prorate the current rent charge Click the appropriate but ton If the tenant s new unit has any active utilities the Input Meter Readings for Move Out Transfer dialog box opens Enter the current meter readings for the new unit and click OK If the tenant s old unit has any active utilities the Input Meter Readings for Move Out Transfer dialog box opens Enter the final meter readings for the old unit and click OK When you click OK Receivables makes all data base changes necessary to record the move out These include marking the old unit as vacant in the Master Unit database creating the first PHAS event for the old unit s vacancy e applying prorated rent and utility charges to the tenant s account creating an eTrans record for 50058 submission to record the transfer moving the tenant into the new unit marking
249. ox closes and the program returns to the Payments screen If you click No the program voids the transaction then closes the dialog box and returns to the Payments screen WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 9 Transfer Payments If you have taken one or more payments from a tenant in the current month you can transfer these payments between the tenants charges To do this click the Transfer Payments button ne The Current Payment column of the Payments screen becomes editable If you have taken any payments for this month they appear in the Pay In the screen shown below the tenant has a 30 credit ments MTD column in rent charges a 40 late charge and a 20 cable TV charge If you want to apply the credit so it covers the en tire cable TV charge and part of the late charge enter 30 in the Rent field 20 in the Cable TV field and 10 in the Late Charge field 30 20 and 10 add to zero so the tenant s account is still in balance Hint Example of Transferring Payments Edit the Current Payment column to transfer pay ments between charges The total of the column must equal zero when you are finished Click the Save button 2 First MICHAEL ww Last Name COFFIELD SSM 493 275 9254 Unit 018 Project 001 Sect 0000000020017 007 Last MOPE Frev Bal Charges Payments Current Balance Fayment Fiefunds 0 00 0 00 100 00 25 00 245 00 190 00
250. pant Bedrooms This is the number of bedrooms that the unit has Disable Handicap Accessible If this unit has disabled handicapped accessibility features e g wheelchair ramps check this box Condition of this Unit This is the unit s current condition You cannot edit this field normally you must use the Change Con dition toolbar button Date Condition Status Changed This is the date on which the unit s condition or status last changed You cannot edit this field the program automatically updates it Current Status of this Unit This is the units current status You cannot edit this field normally you must use the Change Status toolbar button PIC Unit Type This is the units type as specified for PIC data purposes Family Occupied This is the total number of families that have occu pied this unit since it was constructed Read Order This is internal utility record data from the Tenant Accounts Receivable program You cannot edit this field Util Code Ele Gas Wtr These are the utility allowance table codes for elec tricity gas and water which apply to this unit Paint Date This is the date on which the unit was last painted WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 32 Date Unit was Added to Approved Moderniza tion Plan This is the date on which the unit was added to a modernization plan if applicable You cannot edit this field normally you must use the Chan
251. port This report is the same as the Monthly Rental Register report but also includes pet and secu rity deposit transactions It combines charges and breaks down payments into details Security Pet Deposit Listing This report lists each tenants current balances for security and pet deposits You can print this report in order of tenant account number tenant last name or unit number and you can include all tenants in all projects or all tenants in one selected project Future Charges Rent Listing This report displays each tenant s future due next billing period charges You can print this report in order of tenant account number tenant last name or unit number You can include all tenants in all projects or all tenants in one selected project You can also include all tenants regardless of Z ac count status or only those who are or are not Z accounts Credit Negative Rent Listing This report displays the current balance of each tenant account that has a balance less than zero credit balance for rent You can print this report in order of tenant account number tenant last name or unit number and you can include all tenants in all projects or all tenants in one selected project WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 7 Promissory Note Listing This report displays the account status of each ten ant who has a promissory note in effect You can include all tenants in all proj
252. r mation dialog box opens that asks if you want to continue with recalculation Click Yes to continue or No to abort the process If you click Yes the recalculation process contin ues This may take several seconds to several minutes depending on the speed of your computer and the amount of information in Receivables da tabases If the program finds problems with the data during its calculations a print preview screen appears with the Invalid PHAS Events report This report displays all PHAS events in the program s data base which have invalid event records This report enables you to diagnose and resolve problems with your PHAS event records which would otherwise interfere with proper calculation of vacancy days When you close the print preview screen a dialog box appears that alerts you that recalculation is complete Click OK to close all associated dialog boxes and return to the Special System Functions tab If there are no problems with your data the print preview screen with the Invalid PHAS Events re port does not appear The program recalculates vacancy days and opens the alert dialog box Re Lreate wf Post Unpost E Recalculate V By selecting this option the program will recalculate your vacancy days This process could take anywhere between 5 minutes and 30 minutes to complete Are you sure you want to continue Hint PHAS Event Records and Fixing Errors For more information on PHAS
253. r this tenant tenant the date on which your agency wrote off all of the tenant s outstanding charges as uncollect Cancel able and click OK Edit Tools Tenant Name CHARLES T CONE Unit H 55M Info D epasit R epar Charges Details Hit amp v er 2 A First Last CHARLES T CONE Street 7a 4 Phone 4 City 5 Zip Code Caseworker B Bedrooms Account 4 000000002001 008 Sayin Sr Account H TM Income 0 00 Income Level TAR Bal Date 109 1 922002 Admission Date Race Ethnicity 12 YTO Fent Paid 10 00 Lease Date 02 06 2001 Elderly Charge Paint Date Late Charge Exempt Terminated 05724 2001 55 Participant Future Rent 0 00 Ownership Winlen Tenant Accounts Receivable 11 14 7003 Edition Tenant Actions Page 4 40 Cuarce Orr Epit Review SCREEN The Charge Off Edit Review screen contains all of Tenant Accounts Receivables data for one tenant in the charged off database This data is spread among four tabs Main Info Deposit Repay Charg es and Details This screen always opens on the Main Info tab as shown below All of the elements of the Charge Off Edit Review screen are identical to those of the corresponding elements of the Tenant Edit Review screen Edit Tools Tenant Mame JOHN T BABCOCK Unit H SSH Main Info Charges Details
254. rd Select Electronic Payments File to Import ha pmt epf An Fiss WinTen Tenant Accounts Receivable 11 14 2003 Edition Electronic Payment File Processing Page D Step Two Validate Imported Electronic Re cords When you proceed to Step Two the program goes through each record in the EPF you selected and checks it for validity This ensures that each ac count number is valid and that the selected file has not been imported before If the process finishes with errors a standard WinT en print preview screen opens with the Electronic Payments Validation Errors Listing report This report details each record in the EPF in which the program had errors If the process finishes with no errors a dialog box opens to tell you that each record passed Click OK to close this dialog box Click the Next button to continue to Step Three Step Three Print Pre Posting Report When you proceed to Step Three a standard WinTen print preview screen opens with the Elec tronic Payments Pre Posting Report Review this report then click the Print icon to print it When you are done click the Close button to close the print preview screen and return to the Process Elec tronic Payments wizard Click the Next button to continue to Step Four Step Four Post Electronic Payments When you proceed to Step Four Receivables posts each electronic payment transaction to its corresponding tenant record
255. rd and to prevent possible broken glass hazards WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 48 CHARGES UTILITIES AND CALCULATIONS At its heart the Tenant Accounts Receivable pro gram handles two basic aspects of tenant data management how much tenants owe your agency and how they settle those debts The Charges screen deals with the first of these It enables you to manage and record the various types of charges that tenants can incur with the exception of rent which the program accrues during monthly initial ization To enter the Charges screen click the Charges button or press lt C gt at the Main Menu E nmast 5 Software Tenant Accounts Kecetvable Public Housing Documentation h mkttemmktph 2 amp Tenant TenantActions Billing Billing Options Charges Utilities Calculations Menu x Past Fostto Ledger Payments Payments and Credits Menu Index Index Databases E Reports Report Options Hg Setup Setup Ferodic Feradic Reports and Initializatian i E _B Bepors El Periodic Exit WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 1 CHARGES SCREEN The Charges screen is the central point from which you can record tenant charges in batches It has six tabs Late Charges Repeating Charges Meter Readings Utility Recalculations Handheld Sched ules and
256. receipt printed correctly Click the appropriate button If you click Yes the dialog box closes and the program returns to the Payments screen If you click No the program voids the transaction then closes the dialog box and returns to the Payments screen Payment Window EH ll j REC WinTen Receivables A WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 6 Review the Tenant s Future Charges The Payments screen enables you to review the tenant s future charges for the next month To do this click the Future Charges button The Payments screen changes to display a differ ent table This table includes data on the tenant s future next billing period charges as well as bal ances for charges that are over 30 or over 60 days old When you are done reviewing this data click the Current Payments button to return the screen to its original appearance WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 7 Take a Security Pet Deposit Payment To take a tenant s security or pet deposit click the Security Pet Deposit Payment button The Security Pet Deposit Payment dialog box Security Pet Deposit Payment opens Enter the amount s that the tenant is pay BIE ing for his security and or pet deposit and click the Save button The Payment Window dialog box opens Enter the Payment Window amount that the tenant is paying by cash
257. reement Your agency should determine its own policies regarding reasonable payment amounts WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 25 Promissory Note Retro Rent Agreement Menu Promissory Note Retro Rent Agreement Menu Dialog Box This dialog box contains six options for manag ing promissory notes and retro rent agreements Depending on whether you clicked the Promissory Note Payment Agreement button or the Retro Rent Repayment Agreement button these func Current tions affect the tenant s promissory note data or his pe retro rent agreement data Remove Create Agreement The Create button starts the Promissory Note Creation Wizard or the Retroactive Rent Agree ment Creation Wizard depending on which button you clicked on the Charges tab If you clicked the Promissory Note Payment Agreement button the Promissory Note Creation Wizard starts If you clicked the Retro Rent Repayment Agreement button the Retroactive Rent Agreement Creation Wizard starts The wizard guides you through the steps of creating the new repayment agreement For more details on these wizards see the Task Wizards chapter of this manual Transfer Existing Balance to Agreement The Transfer button starts the Promissory Note Transfer Wizard or the Retroactive Rent Agree ment Transfer Wizard depending on which button you clicked on the Charges tab If you clicked the Promissory Note Payment
258. rent promissory note or retro rent agreement charges When you click this button a confirmation dialog box opens that asks if you re certain you want to transfer the agreement s full outstanding balance to current charges Click Yes to confirm the transfer or No to cancel it The dialog box closes and the program returns to the Charges tab Print Repayment Agreement The Print button opens the standard WinTen printer control dialog box which enables you to print a copy of the repayment agreement Form HUD 56146 WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 27 Utilities Tab The Utilities tab contains the data on the selected tenant s utility consumption and charges It has two sub tabs Main Utilities and Supplemental Me ter Readings The Utilities tab always opens on the Hint Editing the Utilities Tab Under most circumstances you do not need to edit the data on this tab Receivables automatically fills in the data fields during monthly initialization using data entered on the Charges screen for more information see the Charges Main Utilities sub tab as shown below chapter of this manual File Edit Tools WINSTON J DAVENPORT Projecto Unit fo30 55N amp 35 21 4784 Tenant Data Deposit Repay Charges Utilities Details Work Orders 2 Unit Size 3 Read Order 0 Family Size 1 Utility Cade G 1 E Ww 1 Due Due in 30 Meter Read Date 03 18 2003 Meter
259. rge hecept Depost 777 OPTIONS Payments With C Voids Only f Woids using Green Bar Format dat matris printers only Payments Without Receipt Curent Only Report Period Bank Deposit Curent Only Please enter the starting date 032172003 H Al Ps E Please enter the ending date 03 21 2003 E laroup Which Project Summary Receipt Report Project Leave blank for all is 2 Initials Summary Receipt Report with Account Grouping i v Curent C History Payments Credits Registers Delinquent Additional WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 4 Available Reports Payments With Receipt Payments with Receipt report includes all matching payments taken since the last monthly initialization for which your agency issued a receipt You must choose whether the report will include voided or un voided payments Payments Without Receipt Current Only The Payments without Receipt report includes all matching payments for which your agency posted payments and did not issue a receipt Bank Deposit Current Only This is a transaction log of all payments that your agency has taken since the last time the bank de posit log was cleared This report is used to bal ance your agency s cash drawer All Receipts in Receipt Number Order This report lists all matching receipts in the order in whic
260. riate utility Recalculate HUD 51234 Information This function recalculates all totals for the HUD 01234 report WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 43 Maintain Caseworkers Sub Screen The Maintain Caseworkers sub screen enables you to add edit and delete caseworker records Caseworker records allow you to associate a spe cific caseworker with each tenant in Receivables database The top portion of this sub screen con tains a table of all caseworkers who are currently in the database while the bottom portion of the sub screen contains the detailed information for the currently selected caseworker Edit the data on this sub screen and save or cancel your changes with the standard WinTen controls th Maintain Caseworkers Victor Teth 859 271 0965 405 Kim eah 859 271 0965 220 859 271 0965 959 494 254 S59 336 51 77 Idiralrnindspring cam WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 44 Maintain Caseworkers Sub Screen Controls Change Caseworker Code Button oy Change Caseworker This button opens the Change Caseworker Code dialog box This dialog box enables you to edit Caseworker Code VANDEGRIFT the selected caseworker s unique identifying code When you change a caseworker code the program updates its databases changing that waiting list code to its new value in every record associate
261. roj ects Use the Group By drop down selection box to group the report by all payments in a specific project or all payments taken by a specific cashier Use the Select Payments and Select Cashier Ini tials drop down selection boxes to filter the report Moe m on a specific payment type and or transactions recorded by a specific cashier Use the Report Pe AlPamens riod set of date fields to specify the range of dates that the report covers Wp pareve 057212003 B Applied Adjustment The Applied Adjustment report shows how each adjustment was applied to the charges in the tenant s account 002 Bridgehurst 003 Stinking Creek Use the Select Projects set of check boxes to 004 Love Canal include payments for any combination of proj ects Use the Group By drop down selection box to group the report by all payments in a specific project or all payments taken by a specific cashier Use the Select Payments and Select Cashier Ini tials drop down selection boxes to filter the report None on a specific payment type and or transactions recorded by a specific cashier Use the Report Pe riod set of date fields to specify the range of dates that the report covers 03 21 2003 H 03 21 2003 H WinTen Tenant Accounts Receivable 11 14 2003 Edition Periodic Reports and Initialization Page 12 10 INITIALIZATION Because of the way accounting works Receiv ables only works with the records
262. roject 001 Unit 710 Bldg t Master Unit Main Inspection Status Events Utilities Unit Address 1 TENMAST ST City State Zip LEX Select the correct project from the drop down list and then enter the unit number Hew Unit Information Please enter the following information forthe new unit to be added BOTH items must be complete ar the process will be aborted Project 001 Unit Humber 709 WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page 15 The event sequence only recognizes the Project number and Unit number fortunately you will not need to fill in the correct address for the unit The address city state and zip code fields must be filled in but any character and numeric combination will work you will have to use characters in the char acter field and numbers in the numeric field Master Unit Maintenance Screen Project Unit 709 Bldg Master Unit Main Inspection Status Events Utilities a gt lt cp A Unit Address City State Zip 55555 NOTE When you add the unit back in the sys tem automatically adds an MO event record to mark the unit coming back online You must delete this event 5 E E After correcting the event sequence return to the Master Unit Main tab and delete the unit Master Unit Mamtenance Screen Project 001 Unt r09 Bldg Entrance M
263. rt Lease Term Refer Refer Event Maint Event Total Elapsed Days Type Date Date Maint 6 Cmplt s acnt 07 20 1999 07 20 1999 ff i f B 01 1999 No No ll 0 11 08 01 1999 56204 1096 Mo 03 30 2000 Os stares dedicado rettet 04 01 2000 03 30 2000 fi of 04 14 2000 No Yes 13 0 0 13 The Fix Since all of the dates in this event are exactly the same as the previous event delete the event he corrected event sequence should look like this Master Unit Maintenance Screen Project 001 Unit 700 Bldg Entrance 1 Master Unit Main Inspection Status Events Utilities ED Event Event Start Lease Term Reter Event Maint Event Total Elapsed Days Type Date Date To End Cate Pend Vacnt aint 0720 1999 0701999 fog F 05 01 1999 No ll Oo 11 08 01 1999 07 20 1999 7f 08 15 1999 No Yes 14 O0 0 14 OS 30 2000 O3 30 2000 x ff 0401 2000 No Mo l 0 E l lt lt 1 lt 4 O3 30 2000 04 14 2000 Wo Yes l3 0 l3 The Other Fix If the event record is not a duplicate you will need to add a Move Out record for the event sequence WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page 0 Sequence is Marked Complete with No Event Ending Date The event sequence has be
264. s Change Social Security Number Button When you click this button the SSN field becomes editable Enter your changes to the tenant s Social Security number then click the Save button to save your changes or the Cancel button to cancel them Move Out Button Clicking this button initiates the process by which Es you record a tenant s move out For more informa tion on this process see the section on Moving a Tenant Out at the end of this chapter Transfer Tenant Button Clicking this button initiates the process by which you record a tenant s move from his current unit to another vacant and available unit For more infor mation on this process see the section on Trans ferring a Tenant at the end of this chapter Special Message Edit Button When you click this button the Special Message data field becomes editable Enter your changes to this tenant s special message and click the Save button to save your changes or the Cancel button to cancel them Mark Tenant for Deletion Button When you click this button the program marks the tenant for deletion during the monthly initialization process A red indicator box appears in the top right corner of the tab showing that this tenant has been marked for deletion Unmark Tenant for Deletion Button T When you click this button the program unmarks the tenant for deletion and removes the Delete End of Month indicator from the tab Charge Off Edit
265. s Charge Off Tenant Full Amount Button To charge off a tenant s entire outstanding account click the Charge Off Tenant Full Amount button A dialog box opens that asks you to confirm your in tent to charge off the tenant Click Yes to continue or No to abort the process If you click Yes the program records the charge off and moves the tenant from the database of current tenants to the database of charged off tenants A dialog box opens to inform you when the process is complete Click OK to return to the Tenant Search screen Partial Amount Charge Off Button To charge off part of a tenant s outstanding ac count click the Partial Amount Charge Off button The Current Payment column of the Charge Off a Tenant screen becomes editable In each data field with an outstanding charge enter the amount you want to write off then click the Save button A dialog box opens that asks you to confirm your in tent to charge off the tenant Click Yes to continue or No to abort the process If you click Yes the program records the charge off Adialog box opens to inform you when the pro cess is complete Click OK to return to the Tenant Search screen Information 9 WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 19 Issue REFUND Occasionally tenants may have credits in their accounts for which you need to issue refunds To issue a refund to a tenant click the
266. s If you want Receivables to print the grievance statement see the Grievance tab for more infor mation on each bill check this box If this box is checked the Grievance tab of the Setup screen is available Use 1st of Following Month for Notice Date When you print billing notices Receivables prints a date on each notice Check this box if you want Receivables to mark billing notices with the first day of the next month Uncheck this box if you want Receivables to mark billing notices with the day on which you printed them Use Mailing Address for Billing If you want Receivables to use tenant mailing ad dresses when printing billing notices check this box Leave this box blank if you want Receivables to use tenant unit addresses Select Billing Statements This drop down selection box enables you to speci fy the format in which the program prints bills Utilities Apply Unused Utility Allowance to Balance as a Credit Check this box if you want to continue posting util ity charges to tenants accounts if utility allowances are greater than utility amounts used This will cause affected utility charges to be less than zero credits If you want to ignore utility credits leave this box unchecked Apply Utility Charges Credit Less Than a Dol lar Check this box if you want to continue posting utility charges and credits to tenants accounts if the amounts are less than 1 00 If you
267. s Retroactive Rent Details 88 NO NS ND MD NM NM EN Prior Monthly Initialization Reports FHAS Reports Cumulative Rent Hecerveable Cumulative Rent Detall Worksheet Cumulative Unit Vacancy Cumulative Reportable Elapsed Days PHAS Event Fiscal rear Vacancy Totals FHAS Event Reportable Elapsed Days UPTIONS Order f Unit H C Account 8 Last Mame Group by Project Which Project Leave blank for all H Iw Include lt Accounts WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 12 Available Reports Miscellaneous Reports Directory Listings This report lists all tenants along with their unit numbers account numbers and phone numbers You can sort the report by unit number account number or tenant last name and you can produce the report for all projects or for one selected proj ect If you produce the report for all projects you can group tenants into sub lists by projects or leave them in one large list NOTE Because this report includes account numbers we recommend against distributing it to tenants as an internal telephone directory Income Level Distribution This report lists all tenants along with their income levels Low Very Low or Extremely Low number of bedrooms in their units and gross incomes Re ceivables groups the report by income levels You can produce the report for all projects or for one selected project Depend
268. s Afterward users can void individual receipts for any tenants who didn t make full payments Batch Receipts Information 9 WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 12 Record A Deposit TICKET A deposit ticket is a record of every transaction whose payments are being deposited in your agency s bank account Typically a deposit ticket covers every payment taken in a specific range of dates To record a deposit ticket and post its de posit amounts to the General Ledger and Check Reconciliation programs click the Deposit Ticket button This starts the Process Deposit Ticket wizard Process Deposit Ticket Wizard The Process Deposit Ticket wizard controls the process of recording a bank deposit in Receiv ables General Ledger and Check Reconciliation Step One Deposit Ticket Wizard Step 1 Enter the range of dates whose transactions the 03 17 2003 to 03 20 2003 deposit includes If this deposit only includes the payments taken by Siig ik a specific cashier enter that employee s initials in the Cashier Initials field Otherwise leave it blank Select the projects whose payments are included in this deposit Click the Start button to proceed to Step Two Enter range of dates and or cashier initials of payments to include on deposit ticket WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Pa
269. s You can sort these bills by ten ant last name unit number tenant Social Security number tenant account number project and unit or project and tenant last name You can print bills for one selected project for all projects or for one selected unit Lx x ks s All in One Bills 0372172003 8 All in one bills are bills for tenants who have any outstanding charges at all These bills are due and payable now You can sort these bills by tenant last name unit number tenant Social Security number tenant account number project and unit or project and tenant last name You can print bills for one selected project for all projects or for one selected unit You can include credit accounts zero bal ance accounts those with no outstanding charges in which case the tenant will receive a billing state ment which has a message to this effect and or Z accounts o Future All in One Bills 03 21 2003 B Future all in one bills are bills for tenants who have um any future charges due These bills show what will be due at the first of the next month You can sort these bills by tenant last name unit number tenant Social Security number tenant account number project and unit or project and tenant last name You can print bills for one selected project for all projects or for one selected unit You can include credit accounts zero balance accounts those with no outstanding charges in which case the tenant wi
270. s Menu screen Use the Next and Previous buttons to move between the records of eligible tenants and issue refunds as needed When you are done click the Exit button to return to the Payments Menu screen WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 22 Receivables L2 Issue this tenant refund of 45 00 Yes Ma kel Receivables 2 this tenant a refund of 45 00 Yes Ma Issue a Batch Refund Process Batch Refunds Wizard If you choose to issue refunds to all eligible ten ants in a batch the Process Batch Refunds Wizard opens This wizard controls the process of issuing refunds to all eligible tenants at once Step One Select the projects whose tenants you want to is sue refunds to Click the Next button to proceed to Step Two Step Two Select the order in which you want to process the tenants receiving refunds Click the Next button Process Batch Refunds Wizard Step 1 of 3 004 Love Canal Select the projects of tenants for which to process a refund Print the listing of tenants for whom a refund will be processed WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 23 A standard print preview screen opens with the Tenant Refund Listing report Review and print this report then click the Close button to close the print a Run
271. s accounting project Description This is the type of account whose number you are setting You cannot edit this field Fund ID This is the General Ledger to which the selected account for the selected project should post Account Number This is the number of the account to which to post Amount This is the amount that will be posted to the select ed account the next time you run the Post function in Receivables You cannot edit this field REC WinTen Receivables 90 mm AN Add a Project Hint Adding Your First Accounting Project When you add your first accounting project you don t have any sets of account numbers to duplicate so the program doesn t ask you if you want to duplicate a new set The Add a Project dialog box only enables you to enter the new project code KY 877P 01 KY 87 7P002 KY 877P 03 Hint Other Fund IDs If a project is posting to fund IDs other than the General Ledger e g data areas other than your primary account ing data area the postings will not appear on your journal reports from Receivables You must go to the General Ledger program to retrieve this data WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 20 Utilities Tab The Utilities tab contains setup information on ten ant utility charges It has three sub tabs Utility Setup Allowance Tables and Rate Tables The Utiliti
272. s edit X cue mode it changes to display the detailed informa tion for the selected utility allowance table The set of three radio buttons in the top right corner of the Hint This table s identifying code isn t what entered sub tab indicates the utility to which this allowance When you create a new utility allowance table the program table applies The primary area of the sub tab con adds a two letter prefix to the identifying code you entered tains a set of data fields for each possible combina This prefix is EA for an electrical allowance table GA for a tion of month and bedroom size Use the standard gas allowance table or WA for a water allowance table WinTen controls to edit the data on this sub tab and save or cancel your changes Do not use the EA GA WA prefix as part of your code in the Master Unit screen Just use the identifying code you entered Default Settings Projects Utilities Masher Units Late Charge late Special Sustem Functions 2 Allow T able Electric Gas Water EA H of Bedrooms 0 2 3 4 5 b January UN 0 o o 0 0 February 0 0 o o 0 0 0 March 0 0 0 0 0 mul of of o 4 of o of 47 4 7 27 of 4 9 June 0 0 0 We of of of of o August 0 September 0 0 0
273. s opens on the Unit Info tab as shown below You cannot edit the data on the Inspection Detail sub screen To edit an inspection s record use the Public Housing Inspections program Unit Info Tab The Unit Info tab contains identifying information on the tenant his unit and the selected inspection record X Inspection 5 Inspector Lucas Brody Insp Protocol REACUNIT unit REAL Inspection Tenant IPETERJSMITH ON Property M25TATESCREEKRDH2 LEXINGTON Ry 40517 Phone Humber Last Inspection S Latus lan Stark End Requested 02 06 2001 Inspection Date Scheduled D ate 02 06 2001 loo Followup D ate WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 43 General Tab Data Fields Inspector This is the name of the inspector who performed this inspection Insp Protocol This is the inspection protocol used for the inspec tion Tenant This is the name of the tenant Unit This is the tenant s unit number Property These fields are the address of the tenant s unit Phone Number This is the tenant s phone number Last Inspection This is the date of the last previous inspection per formed on this unit Status This is the inspection s status OD Observed Defi ciencies or NOD No Observed Deficiencies Requested This is the date on which the inspection was re quested Scheduled Date This is the d
274. s screen contains a table of the tenants current charges The toolbar buttons on this screen allow you to take several types of pay ments When you have finished taking payments click the Exit button to return to the Payments Menu screen or the Search button to return to the Tenant Search screen 5 4 gt First JOHN E Last Mame CLAUSING Unit 012 Project 001 Last M PB Frey Bal Charges Payments MT Refunds 0 00 Hent 100 00 25 00 25 00 0 00 Late Charge 40 00 0 00 0 00 0 00 Rent 0 00 0 00 0 00 0 00 From Mote 0 00 0 00 0 00 0 00 W arkLIrders 0 00 0 00 0 00 0 00 3as Appl 0 00 0 00 0 00 0 00 Ele Appl 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Bad Chk Chg 0 00 0 00 0 00 0 00 CABLE TV 40 00 10 00 10 00 0 00 COURT COST 0 00 0 00 0 00 0 00 EVICTIOM 0 00 0 00 0 00 0 00 SUPPLIES 0 00 0 00 0 00 0 00 LLEAN LIP 0 00 0 00 0 00 0 00 Totals 160 00 35 00 35 00 0 00 Current Fayment DU DO 0 00 000 000 000 000 oot 000 000 oo 000 oo _ 0 00 Balance 0 00 150 00 40 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 60 00 0 00 0 00 0 00 0 00 250 00 59M 438 389 8390 Sect 0100000002001 005 Security Deposit 0 00 Fel Deposit 0 00 WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 4 Take a Full Payment A full payment is one payment for the total amount of all the tenant s charges To take a full payment
275. s unique ac count number and monthly charges The tenant pays the rent charges at a participating regional bank by giving the bank his rent payment with the remittance coupon The bank deposits the payment directly into the housing authority s account and enters the payment information into its collection system The bank s collection system then generates an electronic payment file EPF that includes the account numbers and collected amounts of each tenant who has paid his rent through the bank The bank then transmits this file to the housing authority via email attachment Once it receives the EPF the housing authority imports the data into Tenant Accounts Receivable The import function updates each tenant s account with his payment information Hint What about partial payments and overpayments The system can handle partial payments and overpay ments t automatically applies each payment to the tenant s open balances based on the settings selected in EPF setup WinTen Tenant Accounts Receivable 11 14 2003 Edition Electronic Payment File Processing Page D I Organization Name TENMAST CITY HOUSING AUTHORITY Address 132 VENTURE CT STE 1 From the Default Settings tab of the Setup screen City State Zip kv g wen Phone 6534553051 Far open the Other Functions menu and select the Electronic Payment File Setup option This opens a i i _ Name of miscellaneous tenant charge 3 EVICTION the Electroni
276. s will be of this type To take a payment with receipt click the Payment w Receipt button A payment without receipt is identical to a payment with receipt except that the program does not a print a receipt nor does it ask if the receipt printed correctly All other procedures are exactly as de scribed in the following section To take a payment without receipt click the Payment w o Receipt but ton When you start the payment process if you are taking a payment with receipt a standard Print dialog box opens Set the printing options for the receipt and click OK The Tenant Search screen opens see the Ten ant Actions chapter for more details on the Tenant Search screen Select the tenant whose payment you are taking and click the Take a Payment but ton The Payments screen opens WinTen Tenant Accounts Receivable 11 14 2003 Edition Payments and Credits Page 6 3 Hint How do void a payment without receipt Because a payment without receipt has no receipt number it doesn t show up on the Void Receipt screen see below To void it take a payment for the negative amount of the initial payment Hint Payment Wizard If you have enabled the Payment Wizard in Setup the Pay ment with Receipt and Payment without Receipt functions are radically different from those presented in this chapter Please refer to Appendix for details on this wizard and how to use it to process payments Tenant Search
277. ses and anything that occurs through the end of that day doesn t count for vacancy purposes The unit is referred to maintenance on May 31 This occurs on the first day the unit is vacant so there is no down time The 31st is the last day of occupancy so it doesn t count as a maintenance make ready day even though the unit is in main tenance at the end of the 31st A new month begins Tenant Accounts Receivable is initialized into the new month Because PHAS event tracking is monthly the original event is closed out with an ending date of June 1 the first day of the new month A new event is begun with a June 1 start date When the original event is closed out the program calculates vacancy days through the end of that event The unit has zero vacancy days so far because the 31st is the last day of occupancy Va cancy tracking will start on the 1st Maintenance finishes with the unit on June 1 The units elapsed maintenance time for the new event is 0 days remember May 31 didn t count as any thing because it was the day of lease termination The unit is now referred back to occupancy At the end of the day on the 1st the unit is in occupancy so the 1st counts as occupancy lease up time On the 2nd and 3rd the unit is still in occupancy so those days count as occupancy lease up time A new tenant moves into a the unit on June 4 three days after the unit was referred back to occupancy The 4th is a move in day so
278. ss 104 TENMAST PLACE City State Zip LEXINGTON kv 40507 Event Date 0471 1 2000 Event Complete Event Type Mo Move Out Record Event D Date Unit Approved for Mod 7 Actual Lease Termination D ate 02 01 2000 03 01 2000 2000 Total Days Occupied An Employee 0 Begin Date mm 2000 End Date 4 01 2000 2000 Maintenance Continued in Other Event Date Unit Referred to Maintenance 03 03 2000 Date Unit Returned from M aintenance 04 01 2000 04 01 2000 2000 Elapsed Days Down Time 1 Elapsed Days in Maintenance Time 29 Total Days In Non dwelling Status 0 Elapsed Days in Lease Up Time 0 Total VacantDays 30 Event Information Edit Sub Screen Actual Lease Termination Date Date Unit Referred to Maintenance Date Unit Returned from Maintenance Maintenance Continued in Other Event Check Box Event Complete Check Box Maint Event Total Elapsed Days End Date Pend Cmpl Downes 02 01 2000 UI ZUUU Od Ol zUUU Tes io 30 1 23 04 01 2000 F O4fer 4000 0430 2000 No E lt lt 1 4 Hint Editing Event Dates Before editing event dates you should attempt to deter mine the correct date You can check the tenant records to verify this information or have your agency determine the correct date Remember that on a Move Out record the event start date is always th
279. t after an eviction notice is served Name This is the name of the individual whose signature appears at the bottom of each delinquent notice Title This is the title of the individual whose signature appears at the bottom of each delinquent notice WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 15 Delinquent Notice Memo Sub Tab The Delinquent Notice Memo sub tab is a free form document that you can edit much as you would edit a file in a word processing program This doc ument will appear at the end of every delinquent notice that you print from Receivables This sub tab s toolbar mimics that of Microsoft Word or Corel WordPerfect Under the provisions of the grievance procedure of the Housing Authority of Tenmast City you have the right to reply ta andor dispute this notice You may regust a hearing within five 5 days of the date of this notice WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 16 Projects Tab The Projects tab enables you to set up your agen cys project based accounting for Receivables HUD requires every agency to use project based accounting An accounting project has a set of General Ledger account numbers which the WinT en programs use for recording all financial transac tions that involve units in that project The top portion of this tab contains a table of all of the projects that are set up in the program The bottom portion of the ta
280. t event This error occurs when the ending and beginning dates of two sequential records don t match Master Unit Maintenance Screen Project 001 107 Bldg Entrance Master Unit Main Inspection Status Events Utilities Ed E Event Event Start Lease Tem Refer Refer Event Maint Event Total Elapsed Days Type Date Date Maint End Date Fend vacent Down Maint Llcc M l 3l z no 01 31 2000 5 i 0 0 0 5i 000 01 31 2000 sph 20 1 0 22 ST No UPON INNER SD UT OLS sly 4 04 10 2000 Ho Yes J 0 0 3 06 19 2001 06 19 2001 F KE o 001 No Mo 0 0 a The Fix Edit the Event End Date field on the second event to match the Event Start Date of the third Event he corrected event sequence should look like this Master Unit Maintenance Screen Project 001 Unit 107 Bldg Entrance H Master Unit Main Inspection Status Events Utilities E Event Event Start Lease Term Refer Event Event Total Elapsed Days Type Date Date To End Date Pend Down cc 01 31 2000 01 31 2000 fff 0201 2000 Ho Wo J 0 0 0 oF jr 01 ag 2000 01 3 2000 if on os 01 ae 200 Na 3 E 3 C 3s l z nao 01 31 7000 04 01 2000 1 0 sl CA 4701 2000 01 31 2000 ff amp 04
281. t the tenant would owe if no extenuating circumstances applied Amount Owed This is the difference between the Amount Paid to Date and Standard Deposit fields Net Rent This is the tenant s net rent WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 15 Promissory Note Repayment Agreement Data Fields If the tenant has an outstanding promissory note the following fields are visible To edit the tenant s promissory note data click the Promissory Note button on the Charges tab Start Date This is the date on which the tenant s promissory note was created Remaining Balance This is the tenants remaining balance to pay against the promissory note Monthly Payment This is the tenants monthly payment toward the promissory note Current Balance This is the tenants current balance due on the promissory note Rem Bal Cur Bal This is the sum of the tenant s remaining balance and current balance Retroactive Rent Agreement Data Fields If the tenant has an outstanding retroactive rent agreement the following fields are visible To edit the tenant s retro rent data click the Retro Rent Repayment Agreement button on the Charges tab Start Date This is the date on which the tenant s retroactive rent agreement was created Remaining Balance This is the tenants remaining balance to pay against the retro rent agreement Monthly Payment This is the tenants
282. te the work July 11 counts as one last maintenance make ready day A new tenant moves into the unit on July 18 July 12 through 17 count as occupancy or lease up days July 18 is a move in day so it doesn t count as a vacancy day The unit has a total of 48 vacancy days 4 days of downtime 38 days of maintenance time and 6 days of occupancy or lease up time WinTen Tenant Accounts Receivable 11 14 2003 Edition PHAS Events Page 19 Event Event Start Lease Term Refer Refter Event Maint Event Total Elapsed Days Type Date Date To Uce End Date Pend Cmoplt Yacnt Occ 05 03 7001 05 31 7001 fo F ff 05 03 2001 No 0 0 0 0 CM 05 03 2001 05 31 2001 ff ff 06012001 No 0 0 CH 06 01 7001 05 31 2001 06 04 2001 07 01 2001 07 01l1 z dl Yes 30 27 0 CM 07 01 7001 05 31 7001 07 01 2001 07 11 2001 07 11 2001 Yes 10 0 10 0 7 ll z 0l 05 31 2001 07 11 z 01 07 1z z 0l 7 18 z 01 Yes T 0 1 5 Example 9 Scenario with Condition Change that Crosses Months move out date before lease termination date In the Real World On August 1 of the previous year a unit is approved for modernization However as there is a tenant in the unit no action is taken at this time A tenant s lease is about to expire on May 31 He moves out on May 3 As soon as the tenant moves out the unit becomes eligible for modernization The unit is referred to mai
283. tement of Operations 050 1 HUD 52295 Tenant Accounts Receivable TAR Complete Totals C Payment History for One Unit t Pramissory Mote Journal Entries for Ledger Retroactive Rent Journal Entries for Ledger C ACY Journal Listing from General Ledger Payments Credits Registers Delinquent Additional OPTIONS Fint using Green B ar Format dat matris printers only f Curent C History In What Order f Bu Account Number By Name By Unit Number Which Tenants All Tenants Accounts Summary Only Z Accounts f Detail WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 6 Available Reports Tenant Register Reports Monthly Rental Register The monthly rental register lists all charges and balances for all tenants accounts for the current Receivables month You can print this report in or der of tenant account number tenant last name or unit number The report can be a summary report which shows totals by project or a detail report which shows data for each individual tenant You can include all tenants in all of your agency s proj ects or all tenants in one selected project After you print or preview this report a dialog box appears that asks you if you want to post receiv ables to the General Ledger now Click Yes to post all transactions from the report to the General Led ger or No to not post Monthly Rental Register Balance Re
284. tenant s rent the Future Rent dialog box opens Enter the tenant s future rent amount and click OK A dialog box opens that asks you if the tenant has any pets Click the appropriate button to continue If you click Yes and the program is set up for pet de posits to be based on number of pets the Number of Pets dialog box opens Enter the number of pets that the tenant has and click OK A dialog box opens that asks you to enter the cur rent meter readings for the unit into which the ten ant is moving Enter the current readings and click OK When you click OK in the last dialog box all dialog boxes associated with the move in process close and the Tenant Edit Review screen opens to the new tenant s information Future Hent 5creen 20 00 Humber of Pets a s Input Meter Headings For Move In fTransfer New Unit WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 7 TENANT Epit Review SCREEN The Tenant Edit Review screen contains all of Ten ant Accounts Receivables data for one tenant This data is spread among seven tabs The Tenant Data Deposit Repay Charges Utilities Details and Work Orders tabs are always available In addition if you are running Tenmasts MS DOS based Public Housing Inspections program the In spections tab is available The Tenant Edit Review screen always opens on the Tenant Data tab as shown below T
285. ter a range of dates and to select a summary report or a detail report The program then produces the Receivables Details Report for the current tenant X Cancel This report displays all transactions recorded for the tenant within the selected date range A sum mary report displays the data on the top half of this tab while a detail report displays the data on the bottom half of the tab Tenant Edit Review Report Period Please enter the starting date py 10 2003 Please enter the ending date 09 10 2005 Report Summary Detail Edit Tools WINSTON J Project 001 Unit 030 SSM 635 21 4 Tenant Data Deposit Repay Charges Utilities Details Work Orders gt 9 NUM 573 NM 03 18 2003 Current Charge E 03 18 2003 Tenant Move In 03 18 2003 Deposit Payment a 03 18 2003 Deposit Refund CHGS pines Payment Transfer 108 22 wWir Appl Fient Minn SD 0 00 0 00 3 1 8 2003 Late 0 00 Bad 00 pp 0 00 0 00 Retro 0 00 CABLE 00 DM 0 00 0 00 0 00 Time js PNate 0 00 COURT COST gg P 000 0 pw w ork rd 0 00 EVICTION oo Refunds 0 00 Gas Appl SUPPLIES 00 MetCnange 109 22 Receipt 0 Ele Appl 0 00 CLEAN UP ioe faraance RCY fifa fe WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 32 Work Orders Tab The Work Orders tab contains records on
286. ter the starting date 04701 2000 Please enter the ending date 03 31 2001 WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page 17 Comparing Reports Compare the Cumulative Reportable Elapsed Days report to the Event Reportable Elapsed Days report Verify that the detailed information matches the cumulative totals The Form HUD 50072 is printed from cumulative totals but needs to match the detail information for audit purposes If the totals do not match you may have a problem with the data or the program In such an event contact Tenmast Training amp Support at 877 359 5492 or support tenmast com On the following page the totals you need to com pare are labeled for reference Compare the totals labeled 1 2 and 3 on the Cu mulative Reportable Elapsed Days report to the corresponding totals labeled 1 2 and 3 on the Event Reportable Elapsed Days report Total 1 On the Cumulative Reportable Elapsed Days re port we are comparing the total Elapsed Days to the total Vacant Days minus the Excluded Vacant Days on the Event Reportable Elapsed Days re port Total 2 On the Cumulative Reportable Elapsed Days re port we are comparing the sum of Total Vacant Days exempted for Modernization and Total Vacant Days exempted or other reasons to the Excluded Vacancy days on the Event Reportable Elapsed Days report Total 3 On the Cumulative Reportable E
287. th s rates for each utility type that is set as active on the Utility Setup sub tab The program can calculate rates differently for Due Now And Due in 30 amounts During monthly ini tialization Receivables rolls these values forward just like rent charges WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 27 Master Units Tab The Master Units tab contains a table of every unit in your agency s Master Unit database The Master Unit database is the core listing of all public housing units that your agency controls To sort the table by unit number or project num ber click the appropriate Sort By radio button To search for a specific unit enter its unit number in the Search For Unit Number field Editing a Unit To edit a units detailed data select it in the table and click the Edit Review button The Master Unit Maintenance sub screen opens on that unit Adding a New Unit To add a new unit record click the Add Unit button The New Unit Information dialog box opens Select the project in which this unit is located and enter the units unique identifying number Click OK The Master Unit Maintenance sub screen opens on a new unit record Winlen Tenant Accounts Receivable 123 TATES CREEK AD 1 123 TATES CREEK AD 2 123 TATES CREEK AD 83 123 TATES CREEK AD 4 123 TATES CREEK AD 5 123 TATES CREEK AD 6 123 TATES CREEK AD 7 123 TATES CREEK AD H8 125 TATES CREEK AD 1 125 TATES CREEK AD
288. that a unit is vacant from the actual move out date or legal expi ration date of the immediate past lease whichever is later to the date that your agency refers the unit to your Maintenance department for repair of any deficiencies that were found during the move out inspection Down time is only counted in a reporting year if the unit is reoccupied during that year If a unit is not reoccupied until a later year all down time days are counted against the year in which the unit was reoccupied For example if a tenant moves out in December 2001 but the unit isn t referred to Main tenance until January 2002 the entire down time total for that period is reported for your agency s 2002 fiscal year Time that the unit spends under a capital funds plan or another exemption is not counted as down time Make Ready Time Maintenance Time Make ready time also known as maintenance time is the total number of days that a unit is vacant from the date the unit was referred to Maintenance the ending date of the unit s down time to the time that Maintenance reported that repairs were completed Hint What does today count as For the purposes of the PHAS program any day that a unit s condition changes is counted as a day for the condi tion to which the unit is changing The one exception to this rule is a day for which a lease is in effect on the unit Confused Us too using these simple rules of thumb f your agency could
289. that have a balance greater than zero You can print this report in order of tenant account num ber tenant last name or unit number The report can be a summary report which shows totals by project or a detail report which shows data for each individual tenant You can include all tenants in all of your agency s projects or all tenants in one selected project WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 8 Non Z Accounts This report lists all tenant accounts that are not Z accounts and that have a balance greater than zero You can print this report in order of tenant account number tenant last name or unit number The report can be a summary report which shows totals by project or a detail report which shows data for each individual tenant You can include all tenants in all of your agency s projects or all tenants in one selected project Additional Reports Daily Statement of Operations DSO The DSO contains a summary of all transactions payments refunds adjustments security and pet deposits charge offs etc that occurred on the selected date NOTE If no transactions occurred on a given date for example a Saturday when no one was in your office that date will not be an available option for this report Normally the program creates the DSO from a log file In the event of a problem check the Recreate the DSO Report check box to make the program build the DSO from Re
290. the Amount to Apply column enter the amount of each charge to apply to the repayment agreement Click the Start button to proceed to Step Two Enter amounts to be included in the total agreement WinTen Tenant Accounts Receivable 11 14 2003 Edition Task Wizards Page 10 4 Step Two Enter the tenant s monthly payment amount Enter the date on which the repayment agreement will take effect Click the Next button to proceed to Step Three Step Three If you want to print Form HUD 56146 check the appropriate check box Click the Next button to proceed to Step Three Step Four Review the repayment agreement summary If you need to make any changes click the Back button to return to the appropriate step and edit the data as needed lf everything is correct click the Fin ish button to save the repayment agreement in the tenant s record If you chose to print Form HUD 56146 a standard WinTen print control dialog box opens Select your printer options and click OK to print Form HUD 56146 Enter Payment amp mount and Date Tenant Name REBECCA GUGLIELMO SSN 430 20 0252 Unit 042 Project foor Account 000000002001016 Amount To Apply Rent 150 00 Ageement Total 250 00 Late 40 00 Work Orders oo Monthly Charge 50 Gas Appl 0 00 Start Date 03 01 2003 Electric Appl 0 00 Water Appl 0 00 Bad Checks 0 00 MISC 60 00
291. tilities Event Event Start Lease Term Event Event Total Elapsed Days Type Date Date To End Date Pend Vacnt Down aint cc f 05 01 1399 Ho ll 0 0 11 08 01 1999 07 20 1999 rd d Os fO02 1999 No Yes 1 0 1 0 01 31 2000 Ko y Of 01 2000 Ho Wo 0 0 0 0 01 31 2000 5 F 05 01 2000 Mo eg 9 C O3Ff0L 2000 01 31 2000 ff ff 03 30 2000 Wo Yes 9 0 Oo za WinTen Tenant Accounts Receivable 11 14 2003 Edition Fixing Invalid PHAS Event Records Page 13 Open Event Sequence Beginning Date Older than 60 Days This error message indicates that an event has a start date more than 60 days before the current system date and does not have an ending date Master Unit Maintenance Screen Project O01 Unit 707 Bldg 8 Entrance 1 Master Unit Main Inspection Status Events a Event Event Stat Lease Term Refer Rafer Event Maint Event Total Elapsed Days D ate Date Maint To Dee End Date Crplt Vacnt DownMaint Oee 07 20 1999 07 20 1999 ff 08 01 1999 No 41 LI 08 01 1953 07 20 1355 t y f 08 21 1999 No Yes 0 20 0 01 31 2001 01 31 2001 if The Fix Edit and add the correct Event End Date he corrected event sequence should look like this Master
292. tion 2 Print the Daily Receipt report and the Report of Payments without Receipt report Reports screen Tenant Accounting tab 3 Every day you make a bank deposit print Bank Deposit report and Non Dwelling Deposit Log report Reports screen Tenant Accounting tab 4 Make a deposit a Return the deposit slip to your agency s bookkeeper b Record the deposit transaction in the Gen eral Ledger module 5 Print a Monthly Rental Register report or Month ly Rental Register Summary report Reports screen Tenant Accounting tab When the pro gram asks you if you want to post to the ledger click Yes WinTen Tenant Accounts Receivable 11 14 2003 Edition Program Basics Page 2 8 6 Process the Complete Totals report and the Daily Statement of Operations DSO report Reports screen Tenant Accounting tab a Print the reports b Initial the reports C Attach any adjustment slips for changes in charges or changes in previous balances from the last reports d Pass the reports to your agency s bookkeeper accountant 1 Review adjustments 2 Check accounts 1122 2114 and promis sory note retroactive rent accounts if used 3 If OK initial and go to e below 4 f not OK reconcile errors repeat pro cess until OK e Pass the reports to your agency s executive director 1 Review reports 2 Pass reports back to receivables clerk for filing and comparison to the next reports
293. tion as inaccurate settings can cause Receiv ables to function in an unexpected manner The individual in charge of your WinTen programs should periodically review each program s Setup to ensure that it is still correct Access to the Setup screen should be restricted through the Tenmast Security program after the initial settings have been entered in order to prevent accidental changes to the settings To use the Setup functions click the Setup button or press S at the Main Menu WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup e Page 3 1 SETUP SCREEN The Setup screen has six tabs Default Settings Projects Utilities Master Units Late Charge Rate and Special System Functions It always opens on the Default Settings tab as shown below Default Settings Tab The Default Settings tab contains your agency s identifying and addressing information as well as general settings that control how the program op erates It has six sub tabs along its bottom edge Primary Settings Additional Settings Security Pet Deposit Grievance Delinquent Notice Info and Delinquent Notice Memo It always opens on the Primary Settings sub tab as shown below Detault Settings Projects Utilities Master Units Late Charge iate Special 5ystem Functions IPA AFTE Organization 5 CITY HOUSING AUTHORITY Address 132 VENTURE CT STE 1 Phone 259 455 8061 City State ip LEXINGTO
294. to 03 20 2003 enant Pay ment loney ot Receipt Die Pri N De script ype Check Or Payment Dey 10054 03 20 2008 CAI o0 439 38 8350 EG 2850 00 250 00 10059 03 20 2008 00 40 25 9259 EG 220 00 220 00 05 20 2003 oo 23 25 9259 XFER 0 00 540058 03 20 2008 CAI 00 21 4794 EP 5 00 N10005 03 48 2003 CAI o 635 21 4784 EP 356 00 138 00 540053 03 49 2003 CAI 00 646 15 2488 EG 40 00 40 00 N10001 03 17 2003 oo 43 83 8385 EG 800 00 800 00 810055 03 20 2003 o 835 30 4224 EG 100 00 100 00 810058 03 20 2003 CAI on 93585 43955 EG 100 00 100 00 810057 03 20 2003 CAI oo 939 95 4305 EG 155 00 55 00 Trans actions 1 otal Payments 1 807 00 807 00 Project 001 Less Voided 0 00 EG ayments 665 00 os ted Tot oo Pay ments 807 00 807 00 Security Pet Deposits 142 00 osited T En Home nership ooo COLL Collection payme nt 000 1807 00 18070 c eipt Dat 44 21 1 of 2 Do the report totals match the physical deposit ticket that you have prepared If not either change your selection or return to the Payments menu and make your corrections there Yes No x Record Deposit Ticket Range of Payment Dates 03 1 7 2003 03 20 2003 Cashier Initials Project 001 Pinebrook 002 Bridgehurst 004 Love Canal Deposit Date 03 20 2003 Instructions Enter bank account and date deposited of the selected payments listed on the report and click Finish to c
295. to that new month Early on the morning of June 1 the unit is struck by a meteorite which punches a hole in the roof The unit still has property in it but its now sus tained damage from a source outside the housing authority s control which makes it uninhabitable The unit is still in maintenance but maintenance is now working on the hole in the roof which takes precedence over the VFW Refer E vent To cc Maint Event Total Elapsed Days End Date Pend Cmoplt Yacnt Down cc 05 30 2001 No In the PHAS Event World A move out event occurs on May 30 the same day as the lease terminates The 30th is the last day of occupancy so it doesn t count as a vacancy day Because there is property in the unit the unit s initial condition following the move out is CR This requires an event beginning on the 30th to set that condition Because the units condition is CR there will eventually be a condition change to CA when the property is removed and the unit becomes available for rental again However it hasn t happened yet While the housing authority is waiting for the prop erty to be removed the unit is referred to mainte nance on the 31st This occurs on the first day the unit is vacant so there is no down time At the end of the day on the 31st the unit is in maintenance so the 31st counts as maintenance make ready time A new mont
296. ton to continue WinTen Tenant Accounts Receivable 11 14 2003 Edition Using the Payment Wizard Page E 6 Transfer Balances If you selected the Transfer Balances payment type in Step 1 the table in the middle of the screen sum marizes the tenant s current and future balances in all categories If you have taken one or more payments from a tenant in the current month you can transfer these payments between the tenants charges To do this edit the values in the Payment column NOTE For a balance transfer transaction the Total Applied field must equal zero when you are done i e all balance changes must sum to zero Ente x Apply Payment Tenant Mame CHERYL D BOLLAERT SSN B4B 15 2488 Unit o3 Project t in Account 000000002001 002 Payment Date 1 30 2001 Total Applied 0 00 Enter Payment Amounts Remaining Remaining Current Future Current Future Curent Future Charge Payment Balance Balance Balance Balance Charge Charge RENT 0 00 25 00 b LATE CHARGE 0 00 0 00 RETRO RENT 0 00 0 00 PROM NOTE 0 00 0 00 WORE ORDERS 0 00 0 00 35 APPL zh 0 00 0 00 ELE zh 0 00 0 00 Totals 0 00 50 00 95 00 50 00 95 00 10 00 Instructions Enter the payment amount to apply to each charge type click Nest button to continue Back Cancel When you have applied the payment to the tenant s charges click the Next button or press
297. tric bills are bills for tenants whose electricity usage for the month has exceeded their monthly utility allowances You can sort these bills by tenant last name unit number tenant Social Se curity number tenant account number project and unit or project and tenant last name You can print bills for one selected project for all projects or for one selected unit o Ld Excess Water Bills 03 21 2003 Excess water bills are bills for tenants whose water usage for the month has exceeded their monthly utility allowances You can sort these bills by ten ant last name unit number tenant Social Security number tenant account number project and unit or project and tenant last name You can print bills for one selected project for all projects or for one selected unit Lx x b x Combined Utility Bills 0272172002 B Combined utility bills are bills that combine all three utility charges gas electricity and water You can sort these bills by tenant last name unit number tenant Social Security number tenant account number project and unit or project and tenant last name You can print bills for one selected project for all projects or for one selected unit Lx x x x WinTen Tenant Accounts Receivable 11 14 2003 Edition Billing Page 8 4 Late Charge Bills 03 21 2003 Late charge bills are bills for tenants who have late charge balance
298. tside the housing authority s control which makes it uninhabitable The unit is still in maintenance but maintenance is now working on the hole in the roof which takes precedence over the VFW On June 2 the housing authority is legally able to remove the property It is moved to the agency s own on site storage facility With the removal of the property the unit could now be rented again if it weren t still in maintenance for roof repairs Later on June 2 maintenance finishes patching the roof The unit is now technically inhabitable again They resume work on the VFW On June 3 maintenance finishes the VFW The unit is referred back to occupancy A new tenant moves in on June 4 The unit is oc cupied again When the unit becomes uninhabitable due to cir cumstances outside the housing authority s control its condition changes from CR to Cl The previous CR event is closed out with an ending date of June 1 and a new event begins with a start date of June 1 The unit is still in maintenance at the end of the day on June 1 so June 1 counts as a main tenance make ready day Once the property is removed the unit could now be rented if it weren t still in maintenance for roof repairs condition remains Cl June 1 still counts as a maintenance make ready day Now that the roof repairs are completed the unit is technically available Even though maintenance is still working on the VFW there are no conditions
299. ty for the cur rent month The report s totals represent all ledger activity for the Tenant Accounts Receivable ac count in General Ledger typically account number 1122 Use the Select Projects set of check boxes to in clude adjustments for any combination of projects Use the Select Tenants drop down selection box to filter the report by a specific group of tenants Use the Order By drop down selection box to select the order in which the report is sorted Deposit Register This report lists all security deposit and pet deposit activity for the current month The report s totals SERE andern 4 represent all ledger activity for the deposit account 004 Love Canal typically account number 2114 Use the Select Projects set of check boxes to in clude adjustments for any combination of projects All Tenantz Lastname 2 Retro Rent Register This report lists all retroactive rent repayment agreement activity for the current month The report s totals represent all ledger activity for the 002 Bridgehurst retroactive rent repayment account typically ac yp y 004 Lave Canal count number 1122 RR Use the Select Projects set of check boxes to in clude transactions for any combination of projects Use the Group By drop down selection box to group the report by all transactions in a specific project or all transactions recorded by a specific cashier Use Lastname the Select Payments and Select Cashier I
300. upport tenmast com Revisions To better serve our clients we constantly update our manuals just as we constantly make improvements in our programs If you find an error or omission in this documentation or have a suggestion for improv ing it call the Tenmast Marketing Communication Services Department toll free at 877 836 6278 or send email to info tenmast com Hint Downloading Manuals You can find the current version of this manual in the Client Service Area of our Web site at http www tenmast com All manuals are available in PDF file format You must have version 4 0 or newer of Adobe Acrobat Reader to open and print manuals You can also order printed copies of the manual through our Marketing Communication Services Department WinTen Tenant Accounts Receivable 11 14 2003 Edition Introduction Page WinTen Tenant Accounts Receivable 11 14 2003 Edition Introduction Page 1 PROGRAM OVERVIEW The WinTen Tenant Accounts Receivable program is designed to assist you in managing financial household and dwelling unit data on every subsi dized housing tenant who falls under your agency s jurisdiction It enables you to track both cyclical e g monthly rent and one time work order charges against individual tenants accounts Ad ditionally it collects HUD required reporting data for PHAS and PIC Program Integration As with all WinTen software Tenant Accounts Re ceivable is designed to int
301. ust check the Use New Utility Calculation For more information on utility allowance tables which use household size see Appendix A Special Utility Calcula tions When you first enter the Allowance Tables sub tab it displays a table which contains the unique identi fying codes for each existing utility allowance table When you add a new table or edit an existing one the sub tab changes to display the detailed infor mation for the selected table Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes Default Settings Projects Utilities Master Units Late Charge Hate Special System Functions F se lt b gt Choose an Allowance T able Allowance T able Setup Allowance Tables Rate Tables WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 24 Adding a Utility Allowance Table When you click the Add button the Utility Allowance Add dialog box opens Enter a unique identifying code up to three characters for the new utility al lowance table and select the radio button which Allow T able corresponds to the utility to which this table will apply Click the OK button The program creates a blank utility allowance table and the Allowance C Electric Tables sub tab changes to display the detailed in aas formation for this table C Water Editing a Utility Allowance Table When the Allowance Table sub tab enter
302. ust trans ferred to a new unit You cannot edit this field Start Date This is the date on which your agency began the work order Date Complete This is the date on which your agency completed the work order Due Date This is the date on which the tenant s charges for the work order are due The program automati cally fills in this field when you post the work order charges to the tenant s account Tenant Charge This is the charge that the tenant has incurred for this work order NOTE If a work order has no tenant charges Receivables will delete that work order record Billed If your agency has billed the tenant for this work order printed work order bills or future all in one bills check this box Posted If you have posted the charges for this work order to the tenant account a check appears in this box You cannot edit this data field Work Done This is a four line 40 character per line description of the work done for this work order 03 13 2003 03 13 2003 03 21 2003 CUT DUPLICATE KEY 03 13 2003 03 13 2003 03 21 2003 030 WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 35 Inspections Tab If your agency uses the Tenmast DOS based In spections programs the Inspections tab displays inspections information for this unit If your agency does not use these programs this tab is not avail able File Edit Tools First JU
303. utility allowance Amount Used minus Allowance Charge for Excess This is the dollar amount that the tenant owes for the billing period in question This is dependent on the rate set for this utility on the Rate Tables tab of the Utilities tab of the Setup screen Comments This is an 80 character text field for brief comments about this tenant s utilities e g meter behind bush beware of dog WinTen Tenant Accounts Receivable 11 14 2003 Edition Tenant Actions Page 4 30 Supplemental Meter Readings Sub Tab The Supplemental Meter Readings sub tab con tains the data for supplemental meter readings Supplemental meter readings are those which your agency performs when a tenant moves out moves in or transfers between units or when a utility company replaces a meter in the middle of a billing period Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes The Supplemental Meter Readings tab is the same as the Main Utilities tab with the addition of one data field The Due Days data field enables you to specify when the utility usage recorded on this tab is due Enter 00 if it is due in the current biling period or 30 if it is due in the next billing period Edit Tools WINSTON J DAVENPORT Project Unit aah Tenant Data Deposit Repay Charges Utilities Details Work Orders 1 Ma Supplemental Meter Headings For Unit DU
304. vable 11 14 2003 Edition Charges Utilities and Calculations Page 5 9 Utility Recalculations Tab The Utility Recalculations tab enables you to up date current tenant utility information throughout Receivables databases When you run a recal culation function the program recalculates the Hint Tenant Recalculation Tab selected values for every tenant based on current If Receivables is not set up to record any utility usage on meter readings and utility allowance tables Nor the Setup screen this tab s name is Tenant Recalculation mally you should use these functions only when and its appearance is radically different See the end of this you change your utility allowance tables chapter for more information on this tab Lil Late Charges Repeating Charges Meter Readings Utility Recalculatians Handheld Schedules Bring Work Orders Current Utility and Balance Hecalculatians Your FUTURE Due in 30 day column utility allowances will be read Far the month of SEFTEMBER What Farm af Recalculation C Head Future Utility Allowances From T ables C Recalculate The Databases lt lt lt gt gt gt WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 10 Recalculating To recalculate select the radio button that cor responds to the type of recalculation you want to perform and click the Recalculat
305. ver supplemental meter readings you must also specify the utility reading type it covers vacant unit readings current readings or readings whose charges are due in 30 days HSD Tenant Accounting Tenant Management Quick Lists Utility Meter Readings Labels Mail Merge Utility Reports Group By fe Gas f Project Number Bedroom Size Electric Bedroom Size Project Number C Water C Project Number C Bedroom Size Which Heading t Mane C Due Now dtd ue which Project f Supplemental Leave blank for all WinTen Tenant Accounts Receivable 11 14 2003 Edition Reports Page 7 21 Labels Mail Merge Tab The Labels Mail Merge tab enables you to create mailing labels or mail merge files for all tenants or a selected group of tenants The tab is divided into two areas The top area Tenant Labels enables you to select the set of information from which to generate the labels or file The bottom area Select a Label Type enables you to specify whether you are generating a specific size of mailing label a mail merge file or a custom size of mailing label HSD Tenant Accounting Tenant Management Quick Lists Utility Meter Readings Labels Mail Merge LABELS Order Physical Address Mame C Acct C Mailing Address C Unit H Project Select to print labels for Only Those for a Criteria Select amp Label Type Mate IF do nat
306. want to ignore charges less than 1 00 leave this box un checked WinTen Tenant Accounts Receivable 11 14 2003 Edition Setup Page 3 8 Apply Utility Credits but Zero Utility Charges If you check this box on initialization every month Receivables will set all outstanding utility charges to zero lt will apply all outstanding utility credits toward the tenant s utility charges for the following month NOTE You must also check the Apply Unused Utility Allowance to Balance as a Credit box for this function to work properly Round Utility Charges to Whole Dollar If you want the program to round all utility charges and credits to the nearest dollar check this box Leave it unchecked if you want the program to re tain cent amounts Bring In Future Utility Charges for Move Outs If you want Receivables to automatically post future utility charges to tenant accounts on move outs check this box If you want to post such charges manually leave this box unchecked Receipts Multiple People Take Rent on Same Worksta tion Check this box if your agency has a workstation on which more than one employee takes rent pay ments This will allow users to change their initials when taking payments without having to exit Re ceivables and re enter it Use Mailing Address for Receipts If you want Receivables to use tenant mailing ad dresses when printing payment receipts check this box Leave this box blank if you want Receivabl
307. y removable yet the unit still can t be rented out 4 0573072001 05 30 2001 05 31 2001 05 31 2001 06 01 2001 06 01 2001 Yes No 570172001 0531 2001 5701 2001 50172001 0502 2001 No oO cgo re oO oO i 06 04 2001 No Yes In the PHAS Event World The tenant moves out on May 30 starting the event However the lease does not terminate until May 31 This means that the 31st is the last day of occupancy for PHAS reporting purposes and anything that occurs through the end of that day doesn t count for vacancy purposes Because there is property in the unit the unit s initial condition following the move out is CR This requires an event beginning on the 30th to set that condition Because the units condition is CR there will eventually be a condition change to CA when the property is removed and the unit becomes available for rental again However it hasn t happened yet While the housing authority is waiting for the prop erty to be removed the unit is referred to mainte nance on May 31 This occurs on the first day the unit is vacant so there is no down time The 31st is the last day of occupancy so it doesn t count as a maintenance make ready day even though the unit is in maintenance at the end of the 31st A new month begins Tenant Accounts Receivable is initialized into the new month Because PHAS event tracking is monthly the original event is closed out with an ending date of
308. you can filter your tenants so that you only print mailing labels for those who have a rent charge that s over 30 days past due and greater than 25 The primary control for determining the criterion by which to filter tenants is the topmost drop down selection box This enables you to choose from vir tually every data field in the tenant database The controls beneath the primary criterion selection field change depending on what filtering criterion you have selected The leftmost control is a drop down selection box which enables you to choose the operator to use A database operator is a mathematical expres sion like equal to or greater than gt that performs a comparison between two things This enables you to specify how you are checking in dividual tenants against the filtering criterion To continue the above example you would set this to gt which is the symbol for greater than if you only wanted tenants with a 30 day past due rent charge greater than a certain amount The rightmost control is a data field that lets you enter the value against which you are checking ev ery tenant record Again to continue the above ex ample you would set this to 25 if you only wanted tenants with a 30 day past due rent charge greater than 25 RENT CHARGE DUE OVER 30 DAY S READ ORDER REFUNDS RENT BALANCE RENT CHARGE DUE OVER 30 RENT CHARGE DUE OVER BU DAYS RENT CHARGES RENT PAYMENTS
309. you of this fact Click OK to close the dialog box and return to the Handheld Schedules tab Once you have created the schedule you can transfer it to your handheld unit For more infor mation on this process see the manuals for your Tenmast Handheld Meter Readings program and your handheld unit WinTen Tenant Accounts Receivable 11 14 2003 Edition Charges Utilities and Calculations Page 5 13 Bring Work Orders Current Tab The Bring Work Orders Current tab enables you to post the charges for completed work orders to the appropriate tenants accounts This function only works if your agency uses the WinTen WorkOrder module Normally Receivables and WorkOrder share the Service1 database for more information on Ser vice1 see the Program Overview chapter This enables Receivables to post tenant work order charges to those tenants accounts during monthly initialization This results in tenants being billed for work order charges during the billing period after the one in which the work order was completed Occasionally you may need to bypass this process and post work order charges to tenant accounts in the current billing period The Bring Work Orders Current function does this by pulling every pending work order charge from the Service1 database CAUTION We do not recommend using this function This posts all existing work orders to current charges Charges 02 252 2001 E EE Winlen T

WinTen - Tenmast Software

Contents

Download Pdf Manuals

Related Search

Related Contents