WINTEN MASTER SETUP
Contents
1. Hint Segmented Account Numbers The WinTen programs treat a segmented account number as a Set of 15 single characters placed together Think of this as 15 storage areas inside the computer s memory each one holding one letter or numeral The first storage area is position 1 the second is position 2 and so on A segment that begins in position 1 and is 4 characters long takes up positions 1 2 3 and 4 The next segment will begin in position 5 and if it is three characters long it will take up positions 5 6 and 7 WinTen Master Setup 9 15 2003 Edition Account Segments Page 6 4 account numbers on the screen or in reports Unless you need the additional characters for your account numbers Tenmast recommends that you leave this box checked This allows your data to be exported with the separators to other programs with relative ease and makes it easier for Tenmast personnel to diagnose any problems that may arise with your databases Overlay Segments You may think of overlay segments as filters that you can use to view specific portions of an ac count number that don t necessarily correspond to a single segment Referring back to the phone number 859 455 8061 x254 you mentally apply an overlay segment to it when you dial that number locally You simply use the 455 8061 portion of the full phone number and the phone system assumes that the number is within the same calling area Think of this as using2. The default ac count number is 1129 You can enter another ac count number or click the magnifying glass at the right side of the data field to open the Select Ac count dialog box see discussion below Due To Fund This is the fund that will be credited as a result of a cross fund transaction with the selected due from fund You cannot edit this field Due To Acct This is the account within the due to fund where the credit entry will be recorded The default account number is 2119 You can enter another account number or click the magnifying glass at the right side of the data field to open the Select Account dialog box see below WinTen Master Setup 9 15 2003 Edition Due To Due From Accounts Page 4 4 Editing Due From Due To Links To edit the accounts associated with each due from and due to fund click on the row containing the due from due to fund account you want to edit then click the Edit icon When you click on the row the associated due from and due to funds and ac counts appear in the edit fields at the bottom of the screen Make your changes by clicking in those fields and entering the correct data When you are done click the Save icon to save your changes or the Cancel icon to cancel them The table will change to reflect the changes you saved Select Account Dialog Box When you click the magnifying glass icon on an ac count number data field the Select Account dialog box appears This dialog bo
3. Data Area Security If you have set up a data area with security that is different from the security in the global data area e g settings that affect all data areas the Delete Separate Data Area Security button becomes available Click this button to delete the security settings for the current data area and return that data area s security to the global security settings 35 Change User ID Change Password WinTen Master Setup 9 15 2003 Edition Security Page 7 3 User Sub Tab The User sub tab contains the information on each user account in the WinTen system The top area of the sub tab contains a table of all users who are currently set up while the bottom area holds the detailed information on the currently selected user Use the standard WinTen icons to add edit or delete user records and save or cancel your changes Maintain User Security GlobalD ata Delete Separate Data Area Security BOB JONES BOB JONES Iv Winlen Master Setup 9 15 2003 Edition Security Page 7 4 User Sub Tab Data Fields All three data fields on this sub tab are required you cannot leave any of them blank User ID This is the unique ID of the selected user The user must use this ID to log in if password protection is turned on in the WinTen system Name This is the selected user s name This name must be unique if you have two Bob Joneses differenti ate them som
4. complete information on your selected federal reserve bank WinTen Master Setup 9 15 2003 Edition Checking Accounts Page 5 6 Next Direct Deposit Number This is the direct deposit number that will be at tached to the next direct deposit transaction involv ing this account Next Reference Code Number This is an internal reference number for your direct deposit transactions Do not change this field un less instructed to do so by Tenmast personnel Next Batch Number This is an internal reference number for your direct deposit transactions Do not change this field un less instructed to do so by Tenmast personnel Next Trace Number This is an internal reference number for your direct deposit transactions It is the total number of direct deposit checks that have been processed for the selected account Do not change this field unless instructed to do so by Tenmast personnel Transmission File Prefix Data This is a long 94 character field for the data prefix that should be on every transmission file for ACH transactions involving this account WinTen Master Setup 9 15 2003 Edition Checking Accounts Page 5 7 Direct Deposit ACH Transmissions Tab The Direct Deposit ACH Transmissions tab con tains a record of every direct deposit transaction that the WinTen system has processed for the selected account This tab is divided into three tables The top table contains a list of all check ing accounts that
5. fund accounting as many housing agencies do each fund must be in balance by itself When a transaction occurs that involves two or more funds accounting entries must be made that transfer money from one fund to the other s in order to keep them in balance For example when you pay an invoice for a Pub lic Housing program expense from your revolving general operations admin fund you need to transfer the amount of the invoice from the Public Housing fund to the General fund in order to keep your books in balance The invoice may cover ex penses for multiple funds in which case you need to transfer the correct amounts from each fund to the General fund There are a couple of ways to accomplish this On one hand when you record a transaction in the system you could also make an equal entry or a group of entries whose combined total equals the first entry in the fund or funds necessary to keep all funds in balance On the other hand you could create a system of coded links between all of the funds so that every time you record a transaction that affects multiple funds the system makes equal balancing entries in the appropriate funds and accounts The due from due to account function of the WinTen pro grams does just that Essentially a due from due to account is a perma nent link you create in the program which connects one fund and account to another fund and account In fact the Master Setup prog
6. 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 Introduction Program Overview Main Menu Maintain Fund IDs Maintain Fund IDs Screen Maintain Due To Due From Accounts Maintain Due To Due From Accounts Screen Maintain Bank Accounts Maintain Checking Accounts Screen General Tab Direct Deposit ACH Setup Tab Direct Deposit ACH Transmissions Tab Maintain Account Segments Values Maintain Account Number Segments Screen General Tab Segment Values Tab Security WinTen Security Screen User Sub Tab Program Tasks Sub Tab Display Program Status Program Status Screen Reports Reports Screen Reindex Master Setup Data CONTENTS This page intentionally left blank INTRODUCTION The WinTen Master Setup module is a data man agement program designed for use on computers running the Windows 95 98 ME NT or 2000 oper ating 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 Master Setup module Version Information This manual is written for the 9 15 2003 release of Master Setup It does not apply to previous ver sions of the program including MS DOS based ones and some sections may be inacc
7. you to define a General Ledger account number for each bank account your agency uses so that checks can be recorded in the correct General Ledger fund ac count To use this function click the Bank Accts button or press lt B gt at the Main Menu 020101 Master Setup File Help oftware GlobalData C EXE Funds Maintain Fund IDs Security Maintain User Security Due To From Maintain Due To From Accounts Programs Display Program Status Maintain Bank Accounts Reports Print Master Setup Reports aa Segments Maintain Account Segments Reindex Reindex Master Setup Data F Exit i WinTen Master Setup 9 15 2003 Edition Checking Accounts Page 5 1 MAINTAIN CHECKING CCOUNTS SCREEN The top half of this screen displays a table of all checking accounts that are currently associated with a General Ledger account number in the pro gram The bottom half of the screen changes de pending on the tab selected This screen has three tabs General Direct Deposit ACH Setup and Direct Deposit ACH Transmissions Maintain Checking Accounts Screen Other Functions The following Other Functions menu options are available on all three tabs of the Maintain Checking Accounts screen Recreate ACH Transmission File This function recreates the selected ACH direct deposit transmission file for the selected check ing account You can use this function to create a new copy of an ACH transmissi
8. 061254 Both sequences contain the same numbers in the 859 455 8061 x254 same order However the addition of characters and spaces in the second sequence gives it seg mentation and thus helps break up its components The first sequence of numbers could be associated with anything but because of the segmentation the second sequence is easily identifiable as a phone number The first segment of the phone number the three digits offset by the parentheses is obviously the area code The second segment the three digits before the hyphen is the local ex change within that area code The third segment the four digits after the hyphen is the specific tele phone line within that exchange The last segment three more digits preceded by an x is easily rec ognized as an extension at that location Together all of these elements make up a phone number in fact it s the phone number for this manual s author so you can call him if you don t understand this ex planation In other words by using segmentation we add additional information to the number itself Account segmentation in the WinTen programs works on the same principle We break down a long account number into individual components each representing some unique data component of your accounting system to make it more usable and to obtain additional information for reporting purposes Let s say that you want to assign ac count numbers organized segmented
9. 129 88 2119 PUB 1123 PUB 2119 MAG 1123 MAG 2119 PUB 1129 58 2119 MAG 1123 MAG 2119 58 1123 PUB 12119SDW 11123 5DW 2119PUB 1129 58 2119 SDw 1129 SDW 2119 58 1129 MAG 2119 SD W H j 7 7 7 i 1129 5D W 2119 MAG so mare PuB WinTen Master Setup 9 15 2003 Edition Due To Due From Accounts Page 4 3 NOTE In rare instances you may delete a fund from your system for example if your Section 8 operations split off from your agency and form their own agency the Section 8 fund is no lon ger necessary When the fund is deleted from the system the due from and due to links to the fund will be orphaned In such an event the Delete button will become active allowing you to delete the orphaned Due From Due To links Otherwise you cannot delete a Due From Due To account Due From Due To Screen Icons Rebuild Missing Accounts Icon Click this icon to have Master Setup search all data ey areas General Ledgers to ensure that all accounts to which this table refers actually exist in a General Ledger Due From Due To Screen Data Fields Due From Fund This is the fund that will be debited as a result of a cross fund transaction with the selected due to fund You cannot edit this field Due From Acct This is the account within the due from fund where the debit entry will be recorded
10. 132 Venture Court Suite 1 n mMm al st Lexington KY 40511 f t http www tenmast com So 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 Master Setup User Manuat Version 9 15 2003 For Program Version 9 15 2003 AND LATER 2002 2003 Tenmast SOFTWARE 2002 2003 Tenmast Software All rights re served Win Ten Master Setup 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 Win Ten Master Setup program Any references
11. Bank Accounts 8 0 111116 Money Market Account Local Accounting Documentation 111116 WinTen Master Setup 9 15 2003 Edition Checking Accounts Page 5 4 Direct Deposit ACH Setup Tab The Direct Deposit ACH Setup tab allows you to edit the settings for direct deposit transactions orig inating from the selected checking account The top area of this tab contains a table of all checking accounts that are set up in the program The bot tom area contains detailed information on the cur rently selected account Use the standard WinTen icons to edit the data on this tab and save or cancel your changes Maintain Bank Accounts Operating Account Money Market Account General Funds TENMAST SECURITY amp TRUST C m m a Winlen Master Setup 9 15 2003 Edition Checking Accounts Page 5 5 Direct Deposit ACH Setup Tab Data Fields Enable Direct Deposit ACH for This Bank Check this box to enable direct deposit transac tions for the selected account Bank Name This is the financial institution where the account is located Bank Routing This is the ABA routing number that the financial institution uses to process checks written on this checking account Bank Account This is the actual account number used by the bank for this checking account Federal Reserve Name This is the name of the Federal Reserve Bank to which dire
12. Starting This is the position in the account number string where the segment begins see the Hint to the right Length This is the number of characters in the segment Value Kind This field identifies the type of characters that can be placed in the segment Numeric numbers from 0 to 9 Alphabetic letters from A to Z or Alpha Numeric both Select the appropriate value kind from the drop down box Separator The Separator fields are offset a half row from the other fields This is because separators are not part of any segment but rather are placed between segments You may set the following characters as separators dashes dots forward slashes or tildes Example This data field displays an example of the current segmentation setup Numeric segments are shown as 0 s alphabetic segments are shown as L s and alphanumeric segments are shown as As Include Separators in Account Value Number If this box is checked separator characters will be saved as characters in the account numbers and they will count against your 15 character limit If it is not checked they will not be saved in the actual records of the numbers themselves The WinTen programs will simply use them when displaying the ACCOUNT Numeric Dof Slash ISUBACCOUNT PROJECT Numeric 4 2 4 J lphaNumeric None 0 0 0 None None olol ol i aol ACTUAL ACCOUNT 1 6
13. afe 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 reindexing process click the Reindex button or press lt I gt at the Main Menu Master Setup 2 WinTen Master Setup 9 15 2003 Edition Reindex Page 10 1 When to Reindex Occasionally index files can become corrupted This means that the data in the index is no longer complete and it may not be in a form that Master Setup 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 the database and rebuilding the index file for it Caution You must make sure that no one else is using Master Setup before using this feature Reindexing rewrites files which can cause damage to the data within those files if they are already open when Master Setup attempts to index them Additionally no one should be processing checks post ing entries to the General Ledger or in the WinTen Bank Reconciliation program while you are reindexing Master Setup s files When to Pack While you are reindexing you also have the op tion to pack the database Packing is a process by which Master Setup removes all blank or deleted entries from its database thereby reducing the size of the files Caution Tenmast does not recommend you perform packing un less specifically i
14. aintain Fund IDs screen contains a table of the fund ID description and location of each data area on your local hard drive or network To edit the Fund ID and Description of a data area select the data area s information and click the Edit icon Edit the data in the fields at the bottom of the screen then click the Save icon to save your changes or the Cancel icon to cancel them Maintain Fund IDs DPH Public Housing Documentation h mktten mktph DS8 Section 8 Documentation h mktten mkts8 DIR uS Documentation AmkttenAmkttracss EXE GlobalData C NEXE Public Housing Documentation Winlen Master Setup 9 15 2003 Edition Fund IDs Page 3 2 Maintain Fund IDs Screen Data Fields Fund ID This is the three character ID that the WinTen pro grams use to refer to this fund Description This is the description of this fund data area that will be displayed on the Main Menu screen of the program when a user of any of the WinTen pro grams selects a data area in which to work NOTE You cannot add a new data area edit data area locations or delete an existing one from this screen Tenmast must do this for you From this screen you can only edit the fund IDs and descriptions for existing data areas Winlen Master Setup 9 15 2003 Edition Fund IDs Page 3 3 Winlen Master Setup 9 15 2003 Edition Fund IDs Page 3 4 MAINTAIN Due To Due From Accounts When you are performing multi
15. an overlay to see the local phone number which consists of two segments That overlay begins in position 4 after the area code and is 7 characters long Overlay segments work in a similar fashion You can define three overlay segments which you can then use for report filtering purposes in the various WinTen financial management programs If you used the account numbering scheme reflected in the sample account 1111 15 PINE you might set up an overlay segment to show you the account number and sub account number and ignore the project number This segment would begin in seg ment 1 and be 6 positions long excluding the sep arator and it would display the segment 1111 15 Using the overlay you could view the account data for accounts and subaccounts only Overlay Segments Data Fields Label This is the name you give the overlay segment Starting This is the position in which the overlay segment begins Length This is the overlay segment s length in characters WinTen Master Setup 9 15 2003 Edition Account Segments Page 6 5 Segment Values Tab The Segment Values tab allows you to assign detailed descriptions to specific values of any ac count segment or overlay segment This is simply another way of adding additional information to an account number For example if you were adding descriptions for specific values of telephone num ber segments you might define the value of 859 in the area code segment a
16. are set up in the program The middle table contains a list of all direct deposit transactions that have been processed for the se lected account 2 Maintain Bank Accounts ay B 2 _ Bank Account D 1111 Operating ccount Money Market Account General Funds _ Identifier Date Time Submitted User Source gt BOFL36FK 01 08 2003 14 46 No C40 58 HAP CHECKS 9054556 01 08 2003 14 51 No 58 HAP CHECKS 000001 22 242176006 354 21418 0 00 ANNETTE SWAIN 81 27 0 00 TENMAST CITY HOUSING Winlen Master Setup 9 15 2003 Edition Checking Accounts Page 5 8 MAINTAIN Account SEGMENTS VALUES Account number segmentation is a powerful op tional feature in the WinTen financial management programs This feature allows you to segment your General Ledger account numbers for enhanced reporting This function provides detailed infor mation on each account within its General Ledger while remaining compliant with both HUD reporting requirements and GAAP To set up your account segments click the Segments button or press lt S gt from the Main Menu Master Setup Winlen Master Setup 9 15 2003 Edition Account Segments Page 6 1 What are account segments Even if you re not familiar with the concept of seg mentation from an accounting perspective you ve been using a similar scheme all your life Consider the two sequences of numbers to the right 8594558
17. at value everywhere an account number with that value appears in your system Account numbers in reports that were generated using the previous account segment value will be different from account numbers in reports generated after you make the change To edit the selected segment click the Edit icon and make your changes in the data fields at the bottom of the tab When you are finished click the Save icon to save your changes or the Cancel icon to abort the changes Segment Values Tab Data Fields Value These are the different values found in the system for the selected segment or overlay segment for which you are adding a description This value must fit the segment exactly in terms of both length and character type that was set up on the Account Number Segments screen For example if you are defining a value for an alphabetical segment with a 4 character length the value you place in this field must be 4 characters long and consist only of the letters A to Z Description This is the description you give the selected value It may be up to 40 characters long WinTen Master Setup 9 15 2003 Edition Account Segments Page 6 7 WinTen Master Setup 9 15 2003 Edition Account Segments Page 6 8 SECURITY The Security area of Master Setup contains the security settings for every user of your WinTen sys tem To modify these security settings or add or delete users click the Security button or press lt S gt at
18. by the spe cific account the account s sub account and the project whose operations pertain to that account That s a lot of information to put in an unbroken string of characters and it has the potential to get very confusing However with account segmenta tion you can break this data up into manageable pieces Take for example the account number to the right In this example the first four numbers are the ac count cash the second two numbers offset by the period are the sub account petty cash and the four letters after the slash identify the project that uses this account the Pinebrook Apartments If you know the account segmentation scheme the account number itself tells you a lot about the ac count 1111 15 PINE WinTen Master Setup 9 15 2003 Edition Account Segments Page 6 2 MAINTAIN Account NUMBER SEGMENTS SCREEN This screen allows you to set up your account seg mentation scheme and to set detailed descriptions for certain values of each segment It is divided into two tabs General for account segments and Segment Values for setting descriptions for certain segment values General Tab The General tab is where you define your account number segments You can establish up to 6 seg ments with a total of 15 characters plus the sepa rators between segments It also allows you to define overlays discussed below which you can think of as filters for looking at a specific part of t
19. ct deposit information for this account should be sent Federal Reserve Routing This is the Federal Reserve routing number for the direct deposit account Direct Deposit ACH Format This drop down selection box allows you to select the format for direct deposit data transmissions Company TIN Prefix File This is your agency s TIN prefix if applicable for use in transmission files Company TIN Prefix Batch This is your agency s TIN prefix if applicable for use in file headers Can Include Tax Deposits If this account s direct deposit transactions can in clude tax deposits check this box Treat Federal Reserve as Origin If direct deposit transactions involving this account should treat the specified federal reserve bank as the originating institution check this box Bank Generates Entry to this Account If your bank automatically generates the entry nec essary to apply a direct deposit transmission file against this bank account check this box Fill Settlement Date with Blanks not Zeroes If your bank requires you to fill the Settlement Date field in a direct deposit transmission file with blanks rather than zeroes check this box Maintain Bank Accounts oun Money Market Account General Funds LE rig Hint Before you use ACH Before starting to use Federal Reserve Bank information and direct deposit transactions please contact Tenmast to ensure that you have current and
20. eader to open and print manuals You can also order printed copies of the manual through our Marketing Communication Services Department Winlen Master Setup 9 15 2003 Edition Introduction Page l l Winlen Master Setup 9 15 2003 Edition Introduction Page 1 2 PROGRAM OVERVIEW The WinTen Master Setup program configuration management program for the WinTen software suite Master Setup controls the settings that ap ply to other WinTen programs regardless of the data area in which they are currently operating These include agency wide accounting standards program operational status and individual user se curity configurations Winlen Master Setup 9 15 2003 Edition Program Basics Page 2 1 Winlen Master Setup 9 10 0200 Edition Program Basics Page 2 2 Main MENU The Main Menu is the starting point for using each function of the Master Setup program This manual details each of these functions in its respective chapter Master Setup Winlen Master Setup 9 15 2003 Edition Main Menu Page 2 3 Winlen Master Setup 9 15 2003 Edition Main Menu Page 2 4 MAINTAIN FUND IDs In the WinTen programs the data for each fund from which your agency operates is assigned to its own data area on your network For example you have separate data areas for your Section 8 and Public Housing operations This allows you to keep your financial information for these funds separate The WinTe
21. ehow for example with their middle initials Initials These are the selected user s initials The user uses these to log in if password protection is turned off in the WinTen system Is Supervisor If the user should have supervisor level access check this box Hint Supervisor Level Access Supervisor level access allows the user to use any function of any module regardless of his actual security settings WinTen Master Setup 9 15 2003 Edition Security Page 7 5 Program Tasks Sub Tab The Program Tasks sub tab allows you to edit the access levels of a selected user in a selected WinTen program Use the standard WinTen icons to edit the data on this sub tab and save or cancel your changes While you are editing a user s access on this sub tab select a program from the Program drop down selection box The bottom area of the sub tab changes to display a set of check boxes which correspond to specific functions within the selected program If a given box is checked the user has access to that function Use the Mark All and Un mark All buttons to check or uncheck all available check boxes If more than two columns of options are available use the horizontal scroll bar at the bottom of the sub tab to move between them Maintain User Security BOB JONES Accounts Payable Entry Into Payables Program Entry Into Setup Menu Add Payables Review Payables Edit Payables Delete Payables Entry into Re
22. et up The table dis plays a separate record for each program and data area combination Each record also contains the program s current status and version date and the initials of the user who is using the program in an exclusive access mode if applicable Program Status BI gt Applicant List Public Housing Documentation Open 6 06 2002 Master Setup GlobalD ata Open 4 10 2002 E Section 8 Tenant amp Landlord Section 8 Documentation Open 6 14 2002 El Occupancy amp Rent Calculation Section 8 Documentation Open 5 30 2002 E Occupancy amp Rent Calculation Public Housing Documentation Open 6714 2002 Occupancy amp Rent Calculation TRACS Documentation Open 5 30 2002 Ff Section 8 Tenant amp Landlord TRACS Documentation Converting 1 08 2002 CNV20312 H Rent Reasonableness Reporter GlobalData Open 4 24 2002 Delinquent Tenant GlobalD ata Open 7 03 2002 Winlen Master Setup 9 15 2003 Edition Program Status Page 8 2 REPORTS Raw information needs to be summarized and pre sented in an easy to understand format so that the reader can make informed decisions The Com mon Files Report Selection screen is where Master Setup turns all of its setup information into mean ingful reports that provide you with a comprehen sive overview of the global settings for your WinTen programs To enter this screen click the Reports button or press lt R gt at
23. he account number that isn t necessarily a single seg ment 2 Maintain Account Number Segments General Segment Values H Organization Name TENMAST CITY HOUSING AUTHORITY Account Segments Label Length Value Kind Separator ACCOUNT 1 4 Numeric _ M o SUBACCOUNT 5 2 Numeric as PROJECT 7 4 AlphaNumeric I es one 00 m E Example 0000 00 Aaaa Include Separators in Account Number Value Overlay Segments Label Starting Length JACTUAL ACCOUNT 1 6 se Lo no Version Date Janov2002 WinTen Master Setup 9 15 2003 Edition Account Segments Page 6 3 Account Segments The top portion of the tab displays a table contain ing your account segment definitions Each row of the table contains the elements for one segment You may separate segments with characters called separators These are similar in function to the parentheses and hyphens in telephone numbers in that they clearly mark the beginning and end of segments Separators are optional some agen cies find them unnecessary Your complete account numbers all segments put together may be a maximum of 15 characters long This limit does not include separators unless you check the Include Separators in Account Num ber Value box in the middle of the screen Account Segment Data Fields Label This is the name you give the segment
24. n programs also contain a multi distribution and fund allocation feature that allows you to post a given transaction to multiple accounts and across multiple funds When you are first setting up the WinTen programs or when you start a new funding program you need to establish a data area for each fund Once the new data area is installed you then need to add a new fund ID for that data area to your Master Setup The WinTen programs use the fund ID to refer to the related data area and fund To maintain fund ID data press lt F gt or click the Funds button at the Main Menu En File Help Hint How do we create a new data area Data areas are complete database storage areas for por tions of your agency s data Because each data area is a separate database your annual support fees are partially determined by the number of data areas on your system Contact Tenmast to create a new data area or to consoli date or close out an existing one nmast Software GlobalData CAEXE Maintain Fund IDs Security Maintain User Security Due To From Maintain Due To From Accounts Programs Display Program Status Bank Accts Maintain Bank Accounts Due To Ftom _BenkAccts_ Segments Segments Maintain Account Seqments Reports Print Master Setup Reports Reindex Reindex Master Setup Data Fl Exit Winlen Master Setup 9 15 2003 Edition Fund IDs Page 3 1 Maintain FUND IDs Screen The M
25. nstructed 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 gone forever Winlen Master Setup 9 15 2003 Edition Reindex Page 10 2 Reindex Master Setup Data Dia log Box When you begin the reindexing process the Rein dex Master Setup Data dialog box opens This dialog box has a pair of check boxes that allow you to choose whether you will reindex pack or per form both procedures on them Check the boxes that correspond to the actions you wish to perform Click the OK button to continue the process Click the Cancel button to return to the Main Menu If you click the OK button a confirmation dialog box opens Click Yes to continue or No to return to the Reorganize Master Setup Files dialog box If you click Yes indexing packing begins A prog ress dialog box appears which shows you a rough estimate of the progress of the process in graphical terms Once this is complete all associated dialog boxes close and the program returns to the Main Menu Reindex Master Setup Data Winlen Master Setup 9 15 2003 Edition Reindex Page 10 3
26. nt ID This is a unique identifying number for this bank ac count intended for your agency s internal use Bank Account Description This is a brief description of the bank account in question e g operating account local govern ment funding for your agency s internal use General Ledger This drop down selection box allows you to select the General Ledger where transactions affect ing this checking account will be recorded Each checking account can operate in only one Gen eral Ledger For example you could have account 1111 1 in your Public Housing General Ledger as sociated with one checking account while account 1111 1 in your Section 8 General Ledger isassoci ated with another checking account Ledger Account This is the General Ledger account number where transactions affecting this checking account will be recorded Click the magnifying glass to the right of the field to open the Select Account dialog box which allows you to select the ledger account you want to use Next Paper Check Number This is the number of the next printed check that will be written from this account Next 0 Check Number This is the number of the next direct deposit check that will be written from this account Check Processing Status If a Win Ten accounting program is currently assign ing check numbers to transactions being paid from this account this field reads locked You cannot edit this field Maintain
27. on file Note that you can only select a specific ACH transmission file from the Direct Deposit ACH Transmissions tab If you select this option from the General or Direct Deposit ACH Setup tab it will default to the last transmission file created When you select this option a confirmation dialog box opens that asks you if you are certain you want to recreate the selected file Review the unique identifying information to be certain that you have selected the correct file If you click Yes a standard Windows file save dia log box opens Select the location to which to save the submission file and enter the file name under which to save it then click OK WinTen Master Setup 9 15 2003 Edition Checking Accounts Page 5 2 Master Setup Enter File Name for ACH Transmission File A mktph2 4 10131 vDBUtil tt C AP010204 C APO10305 C cnv20815 2 Rc03228 txt TMPOUT1 TXT TMPOUT2 TXT General Tab The General tab displays the detailed informa tion on the bank account that is associated with the currently selected General Ledger account Use the standard WinTen icons to add edit or delete checking accounts and save or cancel your changes Maintain Bank Accounts Els 7 perating Account gt 1111 16 Money Market ccount General Funds Winlen Master Setup 9 15 2003 Edition Checking Accounts Page 5 3 General Tab Data Fields Bank Accou
28. ports Menu Re Index Payables Print Payables Checks Clear Hold Codes Edit Vendors End of Year Intialization Add New Vendors Void Payables Checks Edit Vendor Number Edit Vendor History View Vendor History Delete Vendors Recall Deleted Vendors Entry to Vendor Report Menu Run Complete Payables Report Run Pre Check Writing Report Accrue Payable Changing the Date to Appear on the Check Prepare Check Database Print Pre Posting Report Edit Check Numbers Post Printed Checks View Default Settings Edit Default Settings Change Default Printer List Change Color Settings Entry into Check Formatting Menu Print Vendor Labels Run General Ledger Journal Report Review Payables History Winlen Master Setup 9 15 2003 Edition Security Page 7 6 DISPLAY PROGRAM STATUS On occasion Tenmast personnel may need to check the status of one or more programs or da tabases on your system in order to assist you with various issues that can arise with your databases Master Setup incorporates a feature which pro vides a concise summary of the current status of all Tenmast programs on your system To use this feature click the Programs button or press lt P gt at the Main Menu Master Setup Winlen Master Setup 9 15 2003 Edition Program Status Page 8 1 PROGRAM STATUS SCREEN The Program Status screen is a table of all Ten mast programs installed on your system and the data areas in which they are s
29. ram automatically creates a due from due to link from every fund in your system to every other fund in your system based on the funds you set up using the Maintain Fund IDs function Once those links are created the WinTen programs can generate the balancing fund entries you need to make each time you enter a transaction in the system WinTen Master Setup 9 15 2003 Edition Due To Due From Accounts Page 4 1 A single due from due to account consists of a due from fund and due from account and due to fund and due to account To set up these accounts click the Due To From button or press lt D gt at the Main Menu Master Setup Winlen Master Setup 9 15 2003 Edition Due To Due From Accounts Page 4 2 Maintain Due To Due From Accounts SCREEN This screen allows you to edit the due from due to account relationships that Master Setup estab lishes As discussed previously the Master Setup program automatically generates a complete set of due from due to links from each fund in your sys tem to all of the other funds in your system Use this screen to add and edit the account numbers within each fund that will be used to make the bal ancing transfers when transactions are entered in the system Whenever your fund IDs change Mas ter Setup automatically updates this table NOTE You can only edit the Due From and Due To accounts on this screen Maintain Due From Due To Accounts BE 2 1129 PUB 1
30. s Lexington and central Kentucky and the value of 404 as metro Atlanta Maintain Account Number Segments JJ a T ET TT gt PINE Pinebrook Apartments 4th Street Apartments OLD 4th Street Apartments NEW Pinebrook Apartments Winlen Master Setup 9 15 2003 Edition Account Segments Page 6 6 Similarly adding descriptions to each value in an account number segment allows you to retrieve account information easier by recognizing account number data by the description For example the project number PINE in our sample account number refers to the Pinebrook Apartments Once you add that description to the project number PINE you can easily identify the project when viewing account number data In order to add a description to different values of an existing account number segment select the account segment or overlay segment from the Segment Label drop down selection box at the top of the tab This selection box contains the names of all currently defined segments and overlay seg ments The data shown in the table in the middle of the screen displays all the unique values found in the system for the selected segment The table in our example screen shows all the val ues found in the system for the account segment Project You can edit both the segment value and the value description Be careful if you change an account segment value on the screen it will change th
31. the Main Menu Master Setup Winlen Master Setup 9 15 2003 Edition Reports Page 9 1 REPORTS SCREEN The Reports screen is divided into two halves The left half contains a set of radio buttons that correspond to the available reports The right half contains the formatting options for the currently selected report 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 icon If you click the Print icon 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 icon a print preview screen opens with the selected report Review the report from this screen and close it when you are finished Common Files Report Selection Winlen Master Setup 9 15 2003 Edition Reports Page 9 2 Available Reports Fund Register This report is a listing of all data areas on your sys tem The report reflects the options that you set in the Maintain Fund IDs screen It has no formatting options Inter Fund Account Register This report is a listing of all inter fund due from due to account relationships The report reflects the options that you set in the Maintain Due From Due To Accounts screen It has no formatting options Bank Account Register This report is a listing of all of your agency s check ing accounts and
32. the Main Menu This opens the WinTen Security screen Master Setup WinTen Master Setup 9 15 2003 Edition Security Page 7 1 WINTEN Security SCREEN The WinTen Security screen contains all of the security information for your agency s WinTen pro grams It is divided into two sub tabs User and Program Task This screen always opens on the User sub tab as shown below Maintain User Security E2 GlobalData BOB JONES Velete separate Vala Area Security M WinTen Master Setup 9 15 2003 Edition Security Page 7 2 WinTen Security Screen Icons Print The Print icon on the WinTen Security screen prints a list of all users in the system and their IDs and supervisory status Change User ID Icon Clicking this icon opens the Change User ID dialog box This dialog box allows you to edit the selected user ID When you change a user ID the program updates its databases changing that user ID to its new value in every record associated with that user ID Change Password Icon Clicking this icon opens the Change Password dialog box This dialog box allows you to change the selected user s password Enter the user s old password then enter the new password twice to ensure accuracy and click OK WinTen Security Screen Controls Data Area The Data Area drop down selection box allows you to select the data area whose security you are set ting up Delete Separate
33. their associated General Ledger accounts The report reflects the options that you set in the Maintain Bank Accounts screen It has no formatting options Segment Value Listing This report is an overview of the segmentation scheme for your agency s General Ledger account numbers see the next chapter for account seg mentation setup The report reflects the options that you set in the Maintain Account Number Seg ments screen It has no formatting options Security Log Report The Security Log report is a comprehensive over view of a selected user or users accesses of secu rity restricted functions within all Tenmast programs on your system You must select a data area whose security history will be used to generate the report You can specify a full or partial name of a user whose access his tory you want to view a range of dates to which to restrict the report and a specific program or all programs for the report to cover a oj e e e e e e e e WinTen Master Setup 9 15 2003 Edition Reports Page 9 3 WinTen Master Setup 9 15 2003 Edition Reports Page 9 4 REINDEX Master Setup Data This function rebuilds the indexes that Master Setup uses to search for specific records within its databases Index file are similar to a library s card catalog they tell the computer the location of the data for which you are searching Indexing data bases is s
34. urate 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 encoun ter problems with Master Setup call the Tenmast Training amp Support Department toll free at 877 359 5492 or send email to support 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 R
35. x is used in several of the WinTen financial management programs to help you find the proper General Ledger account or in some other programs the proper multi distri bution table you want to enter in the data field To select an account number from the dialog box click on it and click the OK button To search the table for a specific account number enter the account number or a portion of the ac count number in the left hand data field at the top of the dialog box and click the Go button To search the table by an account description enter the description in the right hand data field at the top of the dialog box and click the Go button In either case the table will display only those accounts that match the search target WinTen Master Setup 9 15 2003 Edition Due To Due From Accounts Page 4 5 WinTen Master Setup 9 15 2003 Edition Due To Due From Accounts Page 4 6 MAINTAIN BANK ACCOUNTS Most housing authorities use a very small number of checking accounts sometimes just one to pay all their invoices regardless of which program or fund in their operation incurred the expenses in question This means that several funds may be drawing from the same bank account In order to ensure that transactions affecting the checking account s are recorded properly you will need to define the General Ledger account numbers where you want to record each bank account transaction The Maintain Bank Accounts feature allows
Download Pdf Manuals
Related Search