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MERAC Management - Maine State Housing Authority

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1. Choose Type of Return Please select the general reason for the return of funds CO Will this return be redistributed to the client or another vendor Le a Vendor Change ls the client deceased Has the client moved to an unknown location Ove rpayment Next left click on the ok button Return Of Funds When the client has moved and their location is unknown a Return Instance will be inserted for the amount of the return entered below Additionally all unpaid Benefits Instances will have their Status changed to the appropriate Admin Hold level Benefit Instances with the Status of Paid willbe unchanged The Application Status will be changed to Inactive Moved Type in a shor reason 608 00 Next left click on the oK button TOlPage Next the system will display a message stating that the return of funds process has completed successfully Processs Success m A 1 The Returnd of Funds process has completed successfully To finish the return of funds process left click on the button Suspend Vendor Change To suspend a vendor change first select appropriate applicant MERAT Management le Accounting Tools Security Melp Select Verdor Go gt a Apolesbon Search First Name _ Lest Name a ID Number Prg Year Status l Physsoa Address City State Zip GAR esrnith 0801 1934 1523 19 4313 12007 Pending 13 East Street
2. Positive Pay Wires To Be Sent Prepaid Wires To Be Sent Bill Vendor Report Wire Vendor Report Year To Date Statistics Supplemental Notifications Accounting Audit Report 96 Page Next input the date range sought for the report and then click the ok button to continue S Report Criteria Please choose 4 date range Start Date av 712008 End Date 077712008 Dgan Rrnmie Deckioy MRA Mamsgrmer MAINE HOUSING Accounting Audit 7 17 2008 trough 7119 2008 AugtiO Table Name Enemy Vendor Cohan Name Ongral Vaha New Vatue Changed Dale Changed Sy 1 Organization 0000229200 Orare Nore Now Verda Test Verdor INTI 7 B11 why 2 EnergyVendor 000225200 AcctigD none 123458768 TATA 7353 wtye 3 Energrvendor 00007239200 AccountMumber none IIS NTE 753 wbye Next to print the Accounting Audit report follow the same procedure as described under the Payment Process Reports 97 Page Maintenance The maintenance submenu offers the user the ability to change add or remove 1 Database Properties 2 Drop Down lists content 3 Geographical Unit 4 Settings related to the calculation of the benefit in MERAC Client 5 Scheduler Holidays Database Properties To view change the database properties for MERAC Management first left click on the Tools menu Maintenance submenu and then select Database Properties 98 Page Next af applicable change the following fie
3. RAC Management Version 3 SR 13 User Manual Table of Content Whats ING WwW Ti SIRENS sida did 5 IVE ATA GING endorsed 6 Create NEw Venda ios 6 NGG INGW Vendor Wiza U ieena a EE 6 General Into Tab nicas a 11 Contact nro Fabi ie 14 Add Edit Address Information ccccccccssssssseeeeccccceuaeesseeeeccccesaeaesseseeeeeeeenags 14 Delete IAQULESS TOTO CM at ON A AAA wade Solent 15 Add Editot Telephone and Ema io ads 16 Contract History Ta ter caterer T E cathe 17 Ada NEw Contact uni anita 17 AMET CONME sisi 20 Pelete Comme S a here ha tc 20 Add Subordinate to Contract aaasan trios 21 Contract Holder SUSPENSIONS versus cecedesce versus a aT 22 S bordinate SUSPENSION A ia 24 Termunate Comtat dolio 25 Terminating a contract s SUDSIOIALY sonniers 27 Vendor ACUVIY cai a 29 COMPLAINS Tabares A Dei 29 AVMS Ta Dieese ind Mosinee eriaba ee aneieet et eepnmeetemeaaios 32 Bene nt History Tab A 34 Edtt EXISTO Y end dnd 36 ACCOM pe E r seas ase eee ee ee A 37 ele Pa BL nt roce 37 Mark Vendor as a Prepaid Vendor uns 37 Setup Credit tor Prepaid Mendo 38 Process Approved Prepay Mens des 42 Complete Check Prepa lie 45 Complete Wre PLP ays usarios talas 46 Pavneet a indias 48 APPO al Ol Pay MC DS id da yaaa at ida 50 Process Approved DONCS td tenet 51 CHECK Vendor ao 52 Wie Vendor iii 53 Process Bills 1 OUICKB OOR Sunna A A iiaod 55 Complete Payment Process e 57 Check Payments india 58 Wire Payments Step IS tee
4. Augusta Fuel Company Prepaid F Ki estern Maine Propane H Foster Greerville Dead River Co Bangor Marquis Heating Inc Wilcox Energies Berm Hill Fuel Bert s Oil Service Inc Cliff Fuel 4 Pearson Heating Oil Inc a Ta ino Fuel aul s Oil Service al U E nergy Mame Public Serice Company Downeast Energy Brunewick Downeast Energy Brunawick Downeast Enerngy Brunsiwick Downeast Energy Brunewick Downeast Energy Brunawick Downeast Energy Brunewick AAA MAAMA MAKAA ANAMA KA a 4 e a Downeast Enengy Brunsiwick The system will now process the wire payments and push them to QuickBooks Once completed the following info window will be displayed MERAC Management LD Wires inserted successfully no rows were skipped Left click the 62lPage Next the following info window will appear MERAC Management J Wire Journal Entries inserted successfully no rows were skipped NOTE If any wire payments were not processed due to locking inconsistencies these will be displayed on this screen Left click on the button to see list Next left click on the X icon in the upper right corner of the screen continue Lastly the Wire Posting Vendor Report will appear 63lPage rr lone ene rs Foust he ni 2 NOTE This report contains info on prepaid vendor activity NOTE To print left click on the 3 icon To finish left click on
5. Maintenance submenu and then select Drop Down Lists HE MERAC Management File Accounting Tools Security Help Select Vendor Y So Reopen Application Drop Down Lists Reopen History Geographical Unit Run Supplemental Degree Days Email Information Dollars Per Point Import ACR Detail Data Fiscal Years Export LIAP Data Percent of Points Allowed Export DHHS Income Yerification Data Points Allowed Import DHHS Income Verification Data Poverty Lewel Manual Income Verification Wood Prices Merge Person Records Scheduler Holidays Next left click on the gt icon to select a drop down module to maintain EE MERAC Management z File Accounting Tools Security Help Select Wendor o gt Drop Down Maintenance Please select a Drop Down Module to maintain Application Status Application Type Audit Type Benefit Transaction Type Benefit Type Column MSA 103 Page Answer Module NOTE The following example serves as guide to add edit and delete of all drop down module instances First select the Answer module from the drop down list Next the following table will appear 1041 Page Add To add a new ID first left click on the m button EM add Lookup Yalue Add Hew Answer Lookup Yale Answer ID AREIWEr Next input the appropriate ID number and instance text and then left click on the button HE MERAC Management File Accoun
6. Save Next left click on the icon to close the vendor screen Next reopen vendor and return to the Contract History tab Notice that an icon has appeared next to the Type of the Contract Holder Left click on this icon to expand section Status Begin Date Termination Date Covered Vendor Status Coverage Began Coverage Ended Vendor Contact John Doe Contract Date 01 01 2007 y Contract Type Last Actrvity Contract Status Active v Termination Date v Termination Reason Notice that the expanded line indicates the Covered Vendor s This initially means that the vendor listed on the expanded line is covered by the vendor s contract located on the 1 line 19 Page Add Edit Comments The user has the ability to add a comment about vendor under the allocated comment box on the bottom part of the screen To add a comment first left click on the _ Add button Comments Next left click into comment box and add appropriate comment Comments A ee a a B NOTE The date is per default set to the current date This can be changed if necessary Delete Comments If the user needs to delete a comment first highlight comment by left clicking on the icon next to the date field Comments Next left click on the Delete button 20 Page Next the system will prompt user to confirm the deletion Confirm Deletion Th j Are you sure that you want t
7. l bernelis aae bpoaned dimy ihe procerrree of Approved Sherenttt rd pene pet perched tr Hie acota pan Gea ther be d Lo rr ry De bacine af ther wacis ou may den yul ene less roat an Excel apaches ky tate ute by chung View Wher the fom closed Pow beneit wi be estare lo fie Pspabte daha so tot they mil bo aviation La pgo d lanes lene The inia arasa dl bermi pnra pl bee bad by 05 00 ll bii eee mat greeted inte fhe rot pecho thee ly dele ers The dela corres eh caei e enrrntration of fee mer record to ll ot tauon he occur pathag bi wt Hia ewer tooo Tra pobbe moc allen encountered le eonim vendo dls See Approved Processing Errors under Error Recovery for further instruction of how to process bypassed benefits Next to continue left click on the X icon in the upper left corner of the screen to return to the MERAC Management Screen Wire Vendors Next to begin processing the approved benefits of the wire vendors left click on the Accounting menu select Process Approved Benefits and Wire Vendors EN MERAC Management Accounting Tools Security Help Select Vendor A T Fuel Approwe For Payment Process Approved Benefits P Check vendors Complete Payment Process Prepayments Error Recovery Client Benefits Void Check Payment Positive Pay Reports S3lPage Next the user will be notified that the Wires Processed Successfully Next left click on
8. Managing Vendors This section will examine how to create new and edit current vendors Create New Vendor Creating a new vendor can be done according to different scenarios e Single company with one location e Single company with multiple locations We will start to examine the single company with one location Add New Vendor Wizard To create a new vendor the user must first left click on the menu File and then select New Vendor f MERAC Management File Accounting Tools Security Help Select Vendor A amp T Fuel 50 gt This will prompt the Add New Vendor wizard that the user must complete Add Hew Vendor General Information ia E Organization Mame Taxpayer ID Number 10 10 2006 Activation Cate 1099 Company D Description e required fields Left click into the appropriate text boxes and input the relevant information for the new vendor NOTE Activation Date is automatically set to the current date and needs to be changed to reflect correct Activation Date Add New Vendor Add New Yendor Wizard Generalllnformation Testers Fuel 01 5588990 Organization Mame Taxpayer ID Number Oil and kerosene vendor 11 01 2006 Activation Date 1099 Company W Description e required fields Cancel Back Finish If the new vendor is a 1099 company then left click and check appropriate check box NOTE When adding a parent company the
9. Suspension Reason Test Reason suspensian Rescinded 05 24 2007 Fo May 2007 Sun Mon Tue Wed Thu C l 29 3 1 2 3 SUNRE Yr 8 J 10 Comments 14 15 16 17 21 22 23 4 28 29 30 31 4 5 6 Z Today 4 24 2007 To add edit and delete a comment for a suspension follow the same procedure as described under the contract history main tab s Add Edit Comments Subordinate Suspensions To view add or delete suspensions of a subordinate first highlight appropriate vendor then left click on the View Subordinate Suspensions button HE MERAC Management File Accounting Tools Security Help Select Vendor Testers Fuel o gt Testers Fuel o ESTERS NSERC _Add _ Delete Contract Holder Covered Vendor Status Coverage Began Coverage Ended a Reliable Oi An A A To add or delete suspension for a subordinate vendor please follow the same produce described under Contract Holder Suspensions 24 Page Terminate contract This section will examine how the user terminates a vendor contract First find and open the vendor s record HE MERAC Management File Accounting Tools Security Help Select Vendor Test Vendor Go gt Test Vendor 12 4850214 Test 01 07 2007 _ pe Test Yendar Test Vendor Test endor cal Next go to the Contract History tab Then left click on the drop down box under Contract Status to select Terminated 0102 2007 bi 0204 2007 E 03
10. and Holiday fields see Edit for further instruction Edit To edit holiday left click into the appropriate fields and change the Date Duration and name of Holiday as necessary FE MERAC Management File Accounting Tools Security Help Select Vendor Go gt Scheduler Holiday Maintenance be 0770472007 Independence Day Sun Mon Tue Wed Thu Fr Sat 24 25 26 7 B 9 30 1 2 3 UP 5 6 7 5 9 10 11 12 13 14 16 16 17 18 19 0 2 z2 23 4d 25 b 27 20 29 30 31 1 e 3 4 lt 3 Today 4 26 2007 130 Page Delete To delete a holiday first highlight holiday to delete MER AC Management z File Accounting Tools Security Help Select vendor Scheduler Holiday Maintenance Go gt 072042007 Dae Dwain ly Independence Day IB 23 ea Errar oO a Columbus D ay A Next left click on the _ Delete button Confirm Deletion 2 Are vou sure that you want to delete Columbus Day date 10 8 2007 Next click i 1311Page E Mail The E Mail Information functional allows the user to either send or check the status of an email message HN MERAC Management File Accounting Tools Security Help Select Vendor Go gt Maintenance Reopen Application Reopen History Run Supplemental Import ACR Detail Data Check Status of Email Messages Export LIGP Data Export DHHS Income Verification Data Import DHHS Income Werification Data Manu
11. vendor Ref No Disc Date Amt Due Disc Used Credits Used Arnot To Pa z 10 25 2007 4 Avery Fuel Oils Inc BOOOOOSS 157 00 0 00 0 00 157 00 z 10 25 2007 4 Avery Fuel Oils Inc Prepaid B00000033 500 00 0 00 500 00 0 00 z 10 25 2007 4 6 Ramsdell Co Inc BOOOOO3S 2 015 00 0 00 0 00 2 015 00 Fj 10 25 2007 Acadian Acres BOOOO03S 1 216 00 0 00 0 00 1 216 00 z 10 25 2007 AJ s Discount oil BODODOS3 1 513 00 0 00 0 00 1 513 00 z 10 25 2007 Amerigas Brewer BOOOOOSS 665 00 0 00 0 00 665 00 z 10 25 2007 Amerigas Lewiston BOOOO03S 500 00 0 00 0 00 500 00 Fj 10 25 2007 Amerigas Waldoboro BOOOOO3S 675 00 0 00 0 00 675 00 z 10 25 2007 Bangor Hydro Electric Co BOOO003S 4 152 00 0 00 0 00 4 132 00 z 10 25 2007 Bickford Cil Company Inc BOOOOO3S 1 615 00 0 00 0 00 1 615 00 z 10 25 2007 Big G Heating Fuel BOOOOOSS 665 00 0 00 0 00 665 00 Totals 365 536 00 0 00 500 00 365 036 100 Discount amp Credit Information For Highlighted Bill vendor Terms Number of Credits O Bill Ref Mo Sugg Discount 0 00 Total Credits Available 0 00 igo Eo Bill Seb Discount Seb Credits Payment Account Payment Method Payment Date ewean llea i eser E LIHEAP Checking Check Y Toke ines 10 25 2007 E Ending Balance 883 926 66 o Assign check no Pay Selected Bills Cancel Next the Payment Summary screen will appear S5lPage NOTE The prepayment vendors that have credit
12. Edit To add an instance in the degree days table see the instructions under Geographical Unit s Edit Delete To add an instance in the degree days table see the instructions under Geographical Unit s Delete Dollars Per Point To add edit or delete Dollars Per Point left click on the Tools menu Maintenance submenu and select Dollars Per Point 9 HE MERAC Management File Accounting Tools Security Help Select Vendor Go gt Database Properties Reopen Application Drop Down Lists Reopen History Geographical Unit Run Supplemental Degree Day s Email Information Dollars Per Point Import ACR Detail Data Fiscal Years Export LIGP Data Percent of Points Allowed Export DHHS Income verification Data Points Allowed Import DHHS Income verification Data Poverty Level Manual Income Verification Wood Prices Merge Person Records Scheduler Holidays Next the Dollars Per Point screen will appear ll3lPage Mia g O o e ORC Fone ono CO ome O onc 0 ome owe o o Mforce ME A Add To add an instance to the degree days table see the instructions under Drop Down List s Add Edit To add an instance in the degree days table see the instructions under Geographical Unit s Edit Delete To add an instance in the degree days table see the instructions under Geographical Unit s Delete ll4lPage Fis
13. NOTE To take no action left click on the _ Gencel button CONGRATULATIONS A NEW VENDOR HAS BEEN ADDED l0lPage General Info Tab The General Info Tab provides the user with an overview over the vendor information General Into Contact Info Contract History Complaints Audits Benetit History As can be seen from the below example the General Info Tab 1s divided up into three groups TE MERAC Management File Accounting Tools Security Help Select Vendor A amp T Fuel Go gt Testers Fuel Contract Type Contract Status F Last Audit vendor Name Testers Fuel Description Federal IDF 01 5588990 Oil and kerosene vendor Activation Date 11 01 2006 y Deactivation Date y cd ano py Deactivation Reason 1099 Vendor ue Wire Vendor C Parent Audit y Contract Reporting Benefit T Electronic Reporting Payment The Contract Type Contract Status and Last Audit boxes on this tab are locked to the user and are merely used as references The content in these boxes will populate based on the information entered on the Contract History and the Audits tabs The Deactivation Date box and Deactivation Reason text box are to be filled out when vendor is no longer active If the vendor chooses to have LIHEAP funds sent electronically left click on the Wire Vendor check box lllPage Next select the v
14. input the date of resolution in appropriate date box Client called stating that vendor did not provide discount EN January 2007 Sun Mion Tue Wed Thu Fri 1 2 3 4 6 8 9 10 11 12 15 16 17 dh 19 22 23 24 25 26 29 30 31 1 2 5 6 7 8 9 Today 1 18 2007 Next input appropriate comment describing the resolution into the Resolution text box Client called stating that vendor did not provide discount 011812007 Y Contacted vendor and discussed complaint Visit on site will be conducted to view procedures and accounts Once the resolution date and comment have been entered save the changes 3l1lPage Audits Tab This tab lets the user record information regarding an audit on a vendor General Into Contactinto Contract History Complaints Benetit History To add information regarding a vendor s audit first left click on the MAS button MERA Management File Accounting Tools Security Help Select Vendor Testers Fuel lewes Fui E J NOTE The system will per default populate the vendor s name into the Location of Audit and Audited Vendor fields and also list the current date Location of Audit Audited Vendor Audit Date Audit Type remera reste Join IO 32lPage Next 1 Input if applicable the actual audit date into the Audit Date box and 2 Select the appropriate audit type under the Audit Type drop down list On Site ono a
15. the Benefit Approval screen will appear HA MERAC Management File Accounting Tools Security Help Select vendor Gos Baralt Approval Pending Bervetits leila Benefit Type f SubTotal i Cash SubTotal Approved i ar TR MA Rap Fro fa re a at it E IS EN A a Unaprreve ar ey CE ETC fC a Approve All Apnea Selected Cancel di Total Approved Bervetits 1 074 316 00 As can be seen on the above shown screen print the user has the ability to expand the different benefit types by 1 expand benefit type one by one by left clicking on the 48lPage icon or 2 expand all benefit types at the same time by left clicking on the Bina button NOTE To collapse all benefit types left click on the lees button NOTE To deselect all benefit types which are as approved left click on the Unapprowe All button NOTE To select all benefit types to be M as approved left click on the _ 20e button NOTE To exit out of the benefit approval screen without approving any benefits left Cancel click on the button 49 lPage Approval of Payments First open up the QuickBooks program and then return to MERAC Management to Approve select the appropriate payments to be approved and then left click the _2 4__ button a MERAC Management File Accounting Tools Security Help Select Vendor A T Fuel Go gt Benefit Approval Pending Benefits Benefit
16. 2007 Ehoible 20 East Street Unite ME 04998 PP A SA App Date Tranzaction Date Amour Retpent Document ID Cent ca on 1191 92006 575 00 ramanea Posts Payable TON a2006 00 P Gagnon amp Son Inc Suspend Vendor O80 72007 P Gagnon amp Son ine Next left click on the Eoad button 72 Page Next input a reason for this transaction al ES fll Transaction Reason Please Enter a Reason for this Transaction ef lok _ cancel te Next left click on the ok button Rescind Suspension Successful button TBlPage Reopen Application To reopen an application first left click on the Tools menu and select Reopen Application NOTE In order to reopen an application a CAP agency must have requested to reopen an application from the MERAC Client application For further instruction on how to request a reopen please see the MERAC Client User Manual a MERAC Management File Accounting Tools Security Help Select Yendor Gos Maintenance Reopen Application Reopen History Run Supplemental Email Information Import ACR Detail Data Export LISP Data Export DHHS Income Verification Data Import DHHS Income Verification Data Manual Income verification Merge Person Records Next enter in the Application ID which was received from the CAP agency Reopen Application Pleaze enter
17. Address Line 1 423 Testers Lane Address Line 2 PO Address Line 3 City State Zip Hallowell ME 04347 Activation Date 0111712007 required fields Cancel Back Finish Next left click into the appropriate text boxes and input the new vendor s Business Telephone Info Add New Vendor Enter Business Telephone 4 telephone number is not necessary but if entered the highlighted Fields are required Country Code Po 0 Area Code fF Telephone Mumber fe Extension Po Activation Date e 01 17 2007 required fields Cancel lt Back Next gt Finish 9 Page When done left click on the L_ Ex t button to continue Enter Business Telephone 4 telephone number is not necessary but if entered the highlighted Fields are required Country Code Area Code 207 Telephone Mumber 5951234 4 Extension 95 Activation Date 01 17 2007 e required fields Cancel E E Finish Next input the new vendor s email address Add New Vendor Enter Business E Mail Address An E Mail Address is not necessary but iientered the highlighted Fields are required E Mail Address FA Activation Date ES 01 17 2007 e if an E Mail Address is entered both fields are required otherwise just click Finish Cancel Back Hesk gt Finish When finished left click on the _ Finish button to complete the wizard
18. Middle Marne Last Name Tester Suffix Gender Male Date of Birth 01 01 1966 Activation Date Jovouzo00 Deactivation Date Po NOTE When retiring a staff member select proper deactivation date User Roles MERAC Management has the ability to setup and control access rights for the users by the selection of roles Available Roles Assigned Roles Accounting iHEAF lntakeLiHEAP StatAdministratar Certi LiHEAF ReadOnly gt AdministratorLiHE4P Calendar Administrator EHS Administrator To add a role first highlight the role from the Available Roles box and then left click on the button After having clicked the button the highlighted role will appear in the Assigned Roles box To remove a role first highlight the role from the Assigned Roles box and then left click on the button After having clicked the button the highlighted role will then be removed from the Assigned Roles box and appear in the Available Roles box Property of Roles Certify LIHEAP Allows the user in MERAC Client to certify applications without this role being assigned the Full Certification button will be inactive l41lPage IntakeLiHEAP Administrator LIHEAP Staff Administrator Calendar Administrator Read Only EHS Administrator Provides the user in MERAC Client with the ability to create and maintain basic application maintenance functions Provides the us
19. NOTE Ifthe audit has not been cleared at time of data entry leave the field blank Next select the name of the individual who conducted the audit This is done by left clicking on the Monitor drop down box and then selecting the appropriate name Next input the MSHA Report Date and the Vendor Deadline into the designated boxes 012412007 Fh bersiz007 h 01 26 2007 rl Chiesmith Dob Comments Date El To add or edit a comment regarding an audit please see the instructions listed under the contract history tab s Add Edit Comments To delete a comment regarding an audit please see the instructions listed under the contract history tab s Delete Comments When done with data entry left click on the menu File and select Save 33lPage Benefit History Tab This tab provides information regarding the benefits that are pending payment and that have been paid NOTE This information will be populated from the benefit history tab of the individual household applications General Into Contactinto Contract History Complaints Audits Benefit History As can be seen from the below screen print the user will upon entering the tab see an overall view of all applicants handled by selected vendor TA MERAC Management File Accounting Tools Security Help Select Vendor Clark amp Wallace Dil Go gt Testers Fuel Clark Wallace Oil Benefit Instance Filter Primary Applica
20. To add edit or delete Geographical Units left click on the Tools menu Maintenance submenu and select Geographical Unit ERAC Management File Accounting Tools Security Help Select Vendor Go Database Properties Reopen 4pplication Drop Down Lists Run Supplemental Degree Days Email Information Dollars Per Point Import ACR Detail Data Fiscal Years Export LIAP Data Percent of Points Allowed Export DHHS Income Verification Data Points Allowed Import DHHS Income Verification Data Poverty Level Manual Income Verification Wood Prices Merge Person Records Scheduler Holidays Next the Geographical Unit Maintenance screen will appear l il HAL PIAnagemnent Pie Accounting Teale Security Help Select Vendor de TowreCity Name Altemate Mame State ZipCode County State Geo Code Comgrevolonal Diotrot x Cl kn A ABBE Ri Pr ME RET ona RO Ol IN ECOS EI IIA EII KG CIA ELLIS AS aero a MN ACI A CO FO CCT O IA CEA TARE ME SS ot fa CA adi s ME ss Wai a30ro JR MA IEEE Es or at CI Aamentica Vilas ME op IA CACA AO CIAO EL TAO CLICA LU CO II ECETIA IA CCAA AC FEA IEA II COMES IEA CIAO ELIO CL LLL CA EEE E CN CN ELTON Ica OSS Alderstwam PT ERS CCOO CCOO CCC LL CO Alemanes ME e air E arenas A a S O E e S o a A IO ECT E IX AA AAA OA AA A CCA CCC DICTA CUL CI gt fattenraw rx LA CC q eee e en MN EI tt CN AE G
21. screen is identical to the one displayed during the Process Approved Benefits transaction after clicking the button Approved Beneit Processing Summary bernelis awe bpoansi diry ihe puc of Approved Bieresttt rd amn red puted i Hie cont pinn Gemes ther it da Lo rr ry De ching af ther acai ou may den pul eme less road t an Eosl spresdsheet ky ister ute by Cno View When ths fam a closed Powe benelts w be alanad lo be Paahi daha so the fey mil do robada La atril 4 las e The inia arasa a bersi reed ad bee dad by YA DO U bii eee ant red inte fhe rot pacho chee ly dale erna The deala arma adhar caneri e eorniasiion nf fee snoei iaci to jet ot tauon la oca patha bu wt Ha gwen record Tra peba moc olen moaiend le comite vendo dala 66lPage Next export the bypassed benefits list to an excel spreadsheet left click on the Next to process the bypassed benefits left click on the _Process Errors button button Next the grid containing the bypassed benefits will disappear and the user must left click on the button to finish Push Bills The procedure for handling the push bills is the same as the procedure for handling the approved process errors please see Approved Processing Errors for further instructions Bill Insert Errors The procedure for handling the bill insert errors is the same as the procedure for handling the approved process errors please see Approved Processing Errors for fur
22. select Check Payments EN MERAC Management Select vendor A T Fuel Accounting Tools Security Help Approwe For Payment Process Approved Benefits Complete Payment Process Check Payments Prepayments Wire Payments Error Recovery Client Benefits Void Check Payment Positive Pay Reports NOTE This process may take awhile depending on the amount of benefits to be processed Next issue the payments to the prepaid check vendors by left clicking the Select all button 1f appropriate 58 Page EE Issue Payments to Prepaid Check Yendors Amount Paid gt A Avery Fuel Oils Inc 500 00 101252007 a Next left click on the __ Continue button Next the Bill Posting Vendor Report will appear ends Venia Repot A Avery Puel Oils Inc 7 Weel Dres Wests NE DN Check Rereber 20200 NOTE This report contains info on prepaid vendor activity NOTE To print left click on the icon Next left click on the icon to return to the MERAC Management screen Wire Payments Step 1 Now go to MERAC the Accounting menu Complete Payment Process submenu and select Wire Payments EE MERAC Management File Accounting Tools Security Help Select Vendor 4 T Fuel Go gt Approve For Payment Process Approved Benefits Check Payments Prepayments Error Recovery Client Benetits Void Check Payment Positive Pay Reports T
23. the 4pplD of the application to Reopen Application ID Next left click on the 2 button to continue TdlPage Next input a short explanation for why the application is to be reopened HE Reopen Reason OF x Please enter a short explanation forthe application being Reopened Tes Next left click on the L l button to continue Next the system will display a message stating that the reopen process succeeded Process Successful E To finish left click on the button to return to the MERAC Management screen T5lPage Reopen History To list the history of reopened application first left click on the Tools menu and select Reopen History MERAC Management File Accounting Tools Security Help Select endor Go gt Maintenance Reopen Application Reopen History Run Supplemental Email Information Import ACR Detail Data Export LISP Data Export DHHS Income Verification Data Import DHHS Income verification Data Manual Income Verification Merge Person Records Next the All Re Open Reasons screen will appear EE MERAC Management File Accounting Tools Security Help Select Vendor Go gt All Re Open Reasons r m ai a Applicant App Date Re Open Date Re Open Reazon Camesmith Dob 10 11 2006 Wood Vendor has no price group currently for this town Either a price Souesmith Jetsy 08302006 Was certified with consumption should have been DHLC BL
24. the OK button and arrive at the Wires To Be Send Report e Natt desbe fet emt Ronde Hat o Phe Bae eet TATE HOUSING ALITHOR EAP Propam Jy Jee ile Pamarta The Girora wrens oe nd etasiz seyret VECO Verda Moree AGT Fuel NOTE MERAC will automatically deduct the credits available for prepaid vendors and display the actual amount to be wired in this report Next to continue left click on the l icon in the upper left corner of the report to return to the MERAC Management Screen 54 Page Process Bills in QuickBooks Next go to QuickBooks and select Pay Bills under the Vendors menu SERAL Ducknak Ernie pere Sobran 70 th ou Saw puts Corts Cystorere vendas Grobme Dardos Esparta r thi eo 0 Al duo D oe oe 2 OM GB ia kod els S amp S Hone Cuts Center WendorCenter E VOI be ia tee Ck BO eg aot amd Fra Sopot Backes Feedback Sease Payroll Gredt Cords Tope a hep pairon Ask RE we tw Oe DN Op A D de bow qe ef lenta GA Curro Des lt ra a Mars trey e a gt lg ES Ere xo makoen ra a z i herido A A E t a Y AS Z furchi z a Y The reses f j ay Yi g 9 Paved Cst Next left click on the Seet alleils button and left click on the _ Ea Selected Bils button Pay Bills Type a help question Ask Mal Select Bills to be Paid s AIF Account m gorie A Lus ee before 11 04 2007 E i Jaccounts Payable Show all bills Sort Bils BY Vendor 7 f Date Due
25. the H icon to expand the contact role s information and populate the fields as necessary Personal E mail 03 27 2007 AN Choose Contact Type 04 24 2007 Ld Choose Contact Type Personal E mail Business E mail T Personal E mail 03 27 2007 MS Business E mail 04 24 2007 AN Electronic Address l6lPage Contract History Tab This section will examine how the user can add edit delete and view information on the status of the vendor contract status date termination etc General Into Contactinfo Contract History Complaints Audits Benefit History First a contract has to be added To add a new contract left click on the _ Ada button on the top of the screen F MERAC Management Fie Actouvto Tool Sariy Helo Select Vendor Testers Fue G gt meters Fume f Tas Contract mol be a ete i Eeg AT ve j Terra feta 20 ote Vendo Corea Contact Date l Comma Type l Lar Acmay Curtis Sistit l Temnninn Dow l l Ternraim Penson Cam rear Dwe Cen re men A Next an info box will appear asking the user whether to add a new contract or subordinate to the current contract Add New Contract To add a new contract first left click on the radio button next to Contract HE New Contract Holder or Subo Mal EJ Would vou like to add a new Next left click on the button to continue 17 Page NOTE To exit left cli
26. 00 00 NOTE The Wire Vendors will have a check mark to right of them NOTE Ifa vendor was added in error or with the incorrect credit amount first highlight the vendor and then left click on the _ Delete button to remove the vendor from the list Then re add vendor with the correct credit amount When all prepaid vendors that are to receive a credit are entered left click on the button to continue Next the following message box will appear Prepayment Posting Confirmation Ea Are you sure you want to post these payments i button to post the credit payments 40 Page Next the follow message box will appear Process SUCCESS appear Tha rere wana sa INIA TOS TS rn ce RACE Veraz Maras AAT Fuel Tnm Verte Arpuei be Peres To print report click the icon and then click the Xl icon to close report 4llPage Process Approved Prepayments gt To process the approved prepayment go to QuickBooks and left click on the Pay Bills icon pon i r t A L lt Mataia t sir San le Ad nnee hankon ES a AS candy a a lo B a e cnt imaces apos Recs Become ag Cedar dada rad aci Zapanta Copp Gf iaai y A a Darien afroni hetievt ee ore h Cre mas Da jms Vegeta E i 5 GQ de m gt tre Lapa about harb 0 q Pen Optie Next the prepayment credits entered for the check vendors will appear Now assure that all vendors on the lis
27. 20 2007 fe Inactive today 25 Page Next left click on the Termination Date box and input the date of termination for contract Vendor Contact poe Contract Date 01 02 2007 Contract Type e Last Activity 0211412007 Contract Status Terminated Termination Date harz2412007 Termination Reason a April 2007 Ml Comments sun Mon Tue Wed Thu Fri Sat 25 26 27 28 29 30 3 AN a A 1 2 3 4 5 7 0327 2007 Testing 123 sa Wi at 4 Y 15 16 17 18 19 20 21 22 23 W 25 26 27 28 29 30 1 2 3 4 5 Today 412412007 Next once a termination date has been entered the MERAC system requires a Termination Reason So left click in the Termination Reason comment box and type in the appropriate reason vendor Contact Peter Contract Type ai Contract Status Teaniagied Termination Reason Contract Date 01 02 2007 Last Activity 0214 2007 Termination Date 04 24 2007 NOTE Text box has limited capacity for comments so make the termination reason brief Vendor Contact Feter Contract Date 01 02 2007 Contract Type oj Last Activity o2n4i2007 Contract Status Terminated Termination Date 04 24 2007 Termination Reason Test Reason Next once the vendor contract has been terminated save the changes made to vendor by left clicking on the menu File and selecting Save 26 Page The record will then be updated as can be seen in the following sc
28. 513 00 Help 10 25 2007 Amerigas Brewer 665 00 10 25 2007 Amerigas Lewiston 500 00 10 25 2007 Amerigas aldoborao 875 00 Select All 10 25 2007 Bangor Hydro Electric Co 4 182 00 10 25 2007 Bickford Cil Company Inc 1 615 oo Select None y y OOS OS 56 Page Next left click on the Print button to complete the writing of the checks Print Checks Type a help question Ask You have 120 checks to print for 368 036 00 Settings Partial Page _ Print Printer name Microsork Office Document Image rite Options Cancel Printer type Continuous Perforated Edge 3 Help Note To install additional printers or to change port assignments use the Windows Control Panel Logo Check Style Number of copies Voucher Standard Wallet Y Collate Print company name and address F Use logo Complete Payment Process The last step is to complete the payment process MERAC Management Accounting Tools Security Help Select Vendor Approve For Payment Process Approved Benefits Complete Payment Process Check Payments Prepayments wire Payments Error Recovery H Client Benefits Void Check Payment Positive Pay Reports 57 Page This process has two steps 1 Complete Payment Process for Check Payments 2 Complete Payment Process for Wire Payments Check Payments Next go to MERAC the Accounting menu Complete Payment Process submenu and
29. Aesmith Eetsy 10 02 2006 provided ss income BLAesmith Betsy 10 06 2006 received ss CAR esmith Petsy 10 02 2006 provided ss income sub housing form JAMesmith Setsy 10 06 2006 received ssi BRAesmith Aetsy 02 22 2007 Alan wants to TlSezmith Aob 10 02 2006 provided missing wage documentation LAwesmith Tetsy 10 02 2006 Income employer sheet BE Aesmith Lets 10 02 2006 provided medical expenses ALWesmith Hob 10 06 2006 received pension MiLesmith ete 10 02 2006 provided missing Income documentation SlNesmith Setsy 10 02 2006 provided wages PAR esmith Betsy 10 02 2006 provided Wage releaze form and wage information LEResmith Cetsy 10 02 2006 child support and ssi BlNesmith Jetsy 10 02 2006 provided income verification CUR ezmith Petsy 10 02 2006 tanf and child support verification CROesmith Retsy 10206 2006 submitted ssi BLAesmith Betsy 10 02 2006 provided missing information MOResmith Vetsy 10 06 2006 submitted va KWE BECesmith Fetsy 10 06 2006 submitted annuity EVE YAHesmith Eetsy 10206 2006 submitted interest EXT KAUesmith Cetsy 08 02 2006 10 02 2006 provided pension income m ACA I za 908 059 908 a 0 0 0 8 0 08 00 0 10 E 49898988 9899898918 985 RVC RVC RVC RVC RVC RVC RVC RVC RVC RVC RVC RVC RVC RAE RVC KWC ESE EWC NOTE Use the vertical scroll bar to navigate through list To return to the MERAC Management screen left click on the X icon 76 Page Impo
30. Information First Marne Last Marne Sut D oe AA fa Female Middle Mame Date Of Birth Gender Hire Date ES E A E Back Next Finish Next input the appropriate information into the designated fields Then left click on the __ Next gt button to continue 137 Page New Staff Member LIHEAP Application User Setup All Fields are Required User ID E Fifteen characters or less Password ES Six characters or more Confirm Password E Cancel lt Back Mext gt Finish Next input the user ID logon username and desired password into the designated fields NOTE Make sure to select a strong password consisting of both lower and uppercase letters as well as numbers Then left click on the __Next gt button to continue Mew Staff Member User Agency Please indicate the agency where the user works Agency ES Aroostook County Action Program CED Bath Community Concepts Inc Kennebec Valley Community Action Program MaineHousing Penquis Community Action Program Penquis Community Action Program Knox County Peoples Regional Opportunity Program Cancel lt Back Hest gt Finish Next left click on the icon to expand the drop down list and then select staff member s agency 138lPage Mew Staff Member Agency MaineHousing Cancel lt Back ext gt Finish When the agency has been selected left click on the _ Ensh button to
31. M WANE E CU E CIS A E EA 2 LC sa fe CS EE CCC ELA E EEE ES 221 LT E CI A Unawroead E CS Ha e Lc Ma E a EEC CI UI ELECO EEC CI CECI CS CES ETC EA ECO CI oer fear Sno cc a CC ELE ES SL CI AI CLIO ESTE EII 20 a E CI LL EE CC MA A E ELM CI CI os DAS EE CC A CI o 5 sesa E CC Ha AS EI CS ELA CE CS A A A Bouer Bete M TER 11 28 1568 Fort Spaa Secume S5 0 00 a button to verify Next click the Process Completed E LII Verification Process Completed Successfully 92 1Page Reports To open a report first left click on the Accounting menu Reports submenu and then select appropriate Report EN MERAC Management File Accounting Tools Security Help Select Vendor Approve for Payment Process Approved Benefits Complete Payment Process b Prepayments Error Recovery Client Benefits Void Check Payment Positive Pay Prepaid Wires To Be Sent Bill vendor Report Wire Vendor Report Year To Date Statistics Supplemental Notifications Accounting Audit Report Payment Process Reports The user has the ability to view and print the following reports which are related to the payment process 1 Wires To Be Sent Report This report is only available before the Payment Process has been completed 2 Bill Vendor Report 3 Wire Vendor Report These reports are only available after the Payment Process has been completed 93lPage To print a report first select app
32. ME 04347 Wood Types Prices button To add a wood type price to the price group details see City Town for further instruction 126 Page Delete Price Group Details To delete details to a price group first highlight the appropriate price group program year to add details to EE MERAC Management File Accounting Tools Security Help Select Vendor Go gt Wood Price Groups Vendor Joseph Ledger hi Wood Price Group ID 7 Go pe sh Jada Delete om E 7 EDIL MSA00007 40 Em 2006 ACAOOOO0F 1 Price Group Details City Town Wood Types Prices y Amity ME 04471 H Green 16 18in split 175 00 mi Cary Plantation ME 04471 A Greer 1ft split 175 00 Ml Hamlin ME 04785 O Green 2ft split 175 00 Haynesville ME 04497 En Haodadon ME 04730 M Houlton ME 04730 Linneus ME 04730 Ludlow ME 04730 ll Mew Limerick ME 04761 City Town To delete a city town from the price group details first highlight city town to delete Price Group Details City Town yo H Ml Amity ME 0447 Wood Types Prices Woody Pis F E Green 16 18in split 175 00 E Green 1ft split 175 00 a Green 2f split 175 00 E Cary Plantation ME 04471 a Hamlin ME 04785 E Haynesville ME 04497 a Hodgdon ME 04730 Linneus ME 04730 Ludlow ME 04730 New Limerick ME 04751 Next left click on the ad button 127 Page Next the system will prompt the use to confirm
33. Standard LIHEA 36 East Street Gorham W 2008 Dadesmith Detay 05 23 7985 327 56 4629 Eligible Standard LIHEA 36 East Street Windham M 2008 Dadesmith Dob 034274974 326 586 0901 Standard LIHEA 11 East Street S carborou a 2008 Dadesmith Dob 034271974 326 58 0901 Standard LIHEA 11 East Street Scarborou 008 Dadesmith Dob Ose 1 ord 26 56 0901 Eligible Standard LIHEA 11 East Street ScarboroL E UTN J m 1am 4 Next to select the person record to be replaced click on the BackTo Search Criteria button and use the big search to locate record to be replaced Once the record has been located click on the Select s Replaced_ button and then click on the _ Continue button to continue 101lPage Next verify that the records selected are correct and then click the _ Continue button to continue FE Merge Person The person you wish to retain should be selected into the top box below This retained person will replace all instances of that person selected into the bottom box below Retained Tetsy DADesmith ID 0000052093 D0B 97 1 1929 Browse Replaced Jetsy Daeesmith I0 0000015475 DOB 6r24 1986 Browse i button to finish 102 Page Drop Down Lists The user has the ability to change add or remove content to miscellaneous drop down lists in the MERAC Management s maintenance of vendors First left click on the Tools menu
34. Test Vendor View Benefit Test Vendor _View T Electronic Reporting Payment Next check the Prepaid Vendar LU checkbox and save amp close Setup Credit for Prepaid Vendors Next give setup credit for a prepaid vendor first open QuickBooks Next left click on the Accounting menu select Prepayments and Approve Prepayments BHI MERAC Management Accounting Tools Security Help Select Vendor Test vendor Approwe For Payment Process Approved Benefits Complete Payment Process H Prepayments Approve Prepayments Error Recovery Complete Check Prepays Client Benefits Complete Wire Prepays Void Check Payment Positive Pay Reports 38 Page Next the Enter Prepayments screen will appear HE MERAC Management File Accounting Tools Security Help Select Yendor Test vendor Go gt Prepayment Amount Resulting Balance Carmel Oil Company Carters Propane Service Casco Oil Company Inc DA Pearson Heating Oils O F Richard Energy Dead River Co 4shland Dead River Co PARENT Test Vendor Next enter in the amount of the credit in the Prepayment Amount box and left click on button the 10 000 00 39 Page Continue this procedure for all prepaid vendors to receive a credit The vendor s which is are added to receive credit s will show up as follows E m AT Fuel 15 000 00 15 000 00 A Avery Fuel Oils Inc i 17 5
35. Type SubTotal Cash SubT otal Approved T Hi LIHEAP 1 073 066 00 1 040 035 00 a im Vendor f Wire Wendor SubT otal Cash SubTotal Approved ALT Fuel y y A vay Fuel Oi AB Ranodel Colne AE Robinson Co Inc Dexter AE Robinson Oil Co Ine Dov Collapse Grd Unapprowe All Acaden Acres ee Ace Gi Capote Advanced Ener En Areas iene Ameigas ews Areias Walbor Bagua Fuel Compar Bangor Hydro Electric Co Bates Fuel Inc Houlton Bales Fuel Ie Stay samm emm v Bony HA Fuel INN AI EY EXI Bets CiSericeme A E E A Total 4pproved Benefits 1 073 866 00 Approve Selected a a lt 1 1 lt 1 lt 1 lt 1 lt 1 lt 1 4 lt 1 lt 1 lt 1 lt 1 x Cancel tt di alka 1 lt Next left click on the i button to confirm the previous selected to be approved Continue 2 Are you sure you want to approve these payments Next the user will get the following message 50 Page Process Completed y Approval Process Completed Successfully Next left click on the screen button to continue back to the MERAC Management Process Approved Benefits The next step in the payment process is to process the approved benefits TET De oie Accounting Tools Security Help Select Vendor A T Fuel Approwe For Payment Process Approved Benefits b Check vendors Complete Payment Process F Wire vendors Prepayments H Error Recovery P Client Ben
36. Warren ME D4H64 COI CE ARTETA Lovett ME 0405 GAResmith 01 05 2002 55547 1571 Eligible EE ME 04444 re ME oaia gh ME 1 GAR e smith 1211411926 523 68 1668 2007 Eligible Urey ME 049868 110471423 1 Ehgibli 1U East Street Mt ti a East Street 20 East Street Benela History for Selected Application Toe sopOee Bervetit Payee Arent Stats PartrglD Transaction Daw Amam Recipient Document ID Cent cehon 1 10n 6 2006 5 Pos tae Payable 104 212006 30 P Gagro on n Sc Son nc Next left click on the Sr button 711Page Next the system will display that the suspend vendor change occurred successfully suspend Yendor Change Successful To finish left click on the Rescind Suspend Vendor Change To rescind suspend of a vendor change first select appropriate applicant MEAT Management Ple Accounting Tools Securty Help Salat Verdor Go gt M Apokeston Search l First Name Last Name Qareserath Gier Fest Name A Lart Namie Date ot Beth l ID Number Prg Year Status W Physical Address City State Zip le Aob GAR errnith DOT as 5213794313 2007 Pendeg 93 East Street Warren ME 04854 Aob GAR e crith EUERE ays 530 05 9545 Denied as ado un GAResearth 01 05 2002 55547 1571 12007 Eng le 37 East Street Newburgh ME 04444 a enra T o a pa GAR esmuth 12 1491 926 5269 1668
37. al Income verification Merge Person Records Send an E mail To send an E Mail first click on the Tools menu and select Email Information and Send an Email HE MER AC Management Fie Accounting Tools Security Help Select Vendor Go Maintenance Reopen Application Reopen History Run Supplemental Import ACF Detail Data Check Status of Email Messages Export LIAP Data Export DHHS Income Verification Data Import DHHS Income verification Data Manual Income verification Merge Person Records Next enter in the appropriate fields Email To EmailFrom Subject and Content 132lPage HA MERAC Management Fie Accounting Tools Security Help File Accounting Tools Security Help Select Vendor To send the email click on the _ Send button Check Status of E Mail To check the status of an E Mail message first click on the Tools menu and select Email Information and Check Status of Email Messages HE MERAC Management Maintenance Reopen Application Reopen History Run Supplemental Import ACR Detail Data Export LIGP Data Export DHHS Income Verification Data Import DHHS Income Verification Data Manual Income Verification Merge Person Records Select Vendor Go gt Go gt Send an Email 133lPage Next the user has the option of checking the status of 1 Sent Email Messages or 2 Email messages which caused an Error MERAC Management File Accou
38. ate it nc a act CIA OG a LL EIA E E Abbot Village Piscataquis El Maine 04406 pO 108 Page Add To add a geographical unit first left click on the WE button M ION CSI EI CI EI CI DICES IE CI CA GI EE CI DIETAS IES CIO EG CCE A IN RECETA AOS CI CIA 00 EIC CIN Dre an E YO Please enter town nare Next populate the following fields Next left click on the File menu and select Save to complete add P MERAC Management Fil Accounting Tools Security Help Sele New Vendor Open Alternate Mame Exit e U U O O E Woodland 109 Page Edit To edit an instance first highlight the instance by left clicking on the P icon Youngs Corner l y IES AL na Young Comer ME 04210 Androzci 0 01010 S a CCC CEEI EE Town City Name Youngs Corner County Androscoggin Alternate Marne State Geo Code 01010 State Maine Zip 04210 Congressional District 0 Next left click on the File menu and select Save to complete edit FE MERAC Management Accounting Tools Security Help Sele New Vendor Oper a Exit J ll0lPage Delete To delete an instance first highlight the instance by left clicking on the icon ll i MAE RAC Management Fle Accounting Teale Security Help Select Vendor Gos Geographical Uni Maintenance York York Beach P Fork Clie 31280 Tork Cerner H _ a Yar 31280 a
39. available will automatically have their credit deducted during this process Payment Summary Ea Payment Details Payment Date 10 25 2007 Payment Account LIHEAP Checking Payment Method Check Payments have been successfully recorded For the Following 129 of 129 bills Amount Paid 10 25 2007 A Avery Fuel ils Inc 157 00 10252007 A Avery Fuel Oils Inc Prepaid 0 00 10 25 2007 A B Ramsdell Co Inc 015 00 10 25 2007 Acadian Acres 1 716 00 Total 368 056 00 Bills highlighted in bold were paid by credits or discounts only and were not associated with a bill payment check You may wank to inform your vendors that you paid by credit or discount to avoid possible late payment charges You can create a Transaction History report bo view the credits and discounts For a bill How do 1I find and change a bill payment You can print checks now or print them later From Print Forms on the File menu Pay More Bills Next left click on the Print Checks Next left click on the L Select Ali button and then left click on the ok button Select Checks to Print Type a help question Ask First Check Number 40222 Bank Account Select Checks to print then click OK There are 120 Checks to print For 366 036 00 EJ Date EE Amount OK 7 _jlolesf2007 _t Avery Fuel Oils Ine 1570 2 10 25 2007 B Ramsdell Co y 2 015 0 Cancel 10 25 2007 Acadian Acres 1 216 00 10 25 2007 AJ s Discount Oil 1
40. ayment Process has completed successfully Next left click the button to finish 8llPage Positive Pay To perform a Positive Pay run first left click on the Accounting menu then select Positive Pay HE MERAC Management Accounting Tools Security Help Select Vendor 4 T Fuel Approwe For Payment Process Approved Benefits Complete Payment Process Prepayments Error Recovery Client Benefits Void Check Payment Positive Pay Reports Next input Account Number and Date Range for Positive Pay Run EE Export Criteria Account Humber 123456789 Date Range Start Date os 012007 End Date bsr31 2007 p pas te Next left click on the oK button to continue To end process left click on _ Cancel button 82lPage Next the following window will appear Export Complete x E 1 Positive Pay export has completed successfully Please refer to the export File C TestlExportPosPav 2007820171713 bxt Next left click on the l button to finish NOTE The file is exported into the Import Export directory set under the Database Properties S3lPage Supplemental To initiate a supplemental run first left click on the Tools menu and then select Run Supplemental EN MERAC Management gt File Accounting Tools Security Help Select vendor cos Maintenance Reopen Application Reopen History Run S
41. cal Year To add edit or delete Fiscal Year left click on the Tools menu Maintenance submenu and select Fiscal Year HE MERAC Management Fie Accounting Tools Security Help Select Vendor Go gt Mantenen Database properes Reopen Application Drop Down Lists Reopen History Geographical Unit Run Supplemental Degree Days Email Information Dollars Per Point Inport ACR etal Dat Specs o l Export LIAP Data Percent of Points Allowed Export DHHS Income verification Data Points Allowed Import DHHS Income verification Data Poverty Level Manual Income verification Wood Prices Merge Person Records Scheduler Holidays Next the Fiscal Year screen will appear Fle Accounting Took Soowty Hep Select Vendor a Ficab tea 0701 2002 od 07 01 2003 115 Page Add To add an instance to the degree days table see the instructions under Drop Down List s Add Edit To add an instance in the degree days table see the instructions under Geographical Unit s Edit Delete To add an instance in the degree days table see the instructions under Geographical Unit s Delete ll6lPage Percent of Points Allowed To add edit or delete Percent of Points Allowed left click on the Tools menu Maintenance submenu and select Percent of Points Allowed HE MERAC Management File Accounting Tools Security Help Select Yendor Go gt Ma
42. ck on the _ Sancel button Contract Holder Status Begin Date Termination Date po Testers Fuel ct a Notice that some fields now have information The MERAC system automatically makes some assumptions 1 It assumes that the new vendor is an active vendor and 2 since the majority of the contract holders are fuel vendors it assumes this contract type is a fuel vendor oil NOTE This information can be changed if necessary by left clicking on the icon and then selecting the appropriate contract type or status Next input the date of the contract by left clicking on the Contract Date box s icon Diow2007 gt Y Fr n 3 4 5 amp 7 B amp 1 11 12 B 14 15 16 17 TD 20 21 22 23 AM 25 26 27 Eoo OO so 4 NM Y 10 SD Today 1181200 Next input the name of the Vendor Contract ouov2o0y el Next if need to be changed select the appropriate Contract Type by left clicking on the icon Is Page Next if need to be changed select the appropriate Contract Status by left clicking on the icon Vendor Contact John Doe Contract Date 01 01 2007 y Contract Type pj kd Last Activity y Contract Status Termination Date v Active Inactive today Terminated Comment R Termination Reason NOTE MERAC automatically assumes that the newly added contract is active When completed save newly added info by left clicking on the menu File and select
43. complete add To select staff member s roles please see Edit for further instruction Edit To edit the information of a staff member first highlight the staff member to edit Fin Accounting Toda Security Help Select Vendor gt w gt Aid _Detase ahama Paans Mido News Moon CT 139lPage User Rights To change the Agency left click on the l icon of the drop down list and select the proper agency from the list A Penquiz Communit Action Prograrr Penquis Community ction Program Peoples Regional Opportunity Progr MaineHousing To remove the user s role s first highlight role to be removed CeritvLinlEaAr lntaleLiHEAP AccountingLiHEAP AdministratorLiIHEARP StattAadrninistratar x Calendar Administrator Calendar Administrator Cerit LiHEAF lntakeLiIHEAP AccourntinglLiHEAP AdministratorLiHEAP CertifyLiHEAP IntakeLiHEAP AccountingLiHEAP AdmiinistratoarLiIHEAP StattAdministrator CernitvyLIHEAP AccountingLiWEAP AdministratorLiHEAP Stafi drninistrator Next left click on the lt icon to move the role from Assigned to Available MaineHouzing Calendar Administrator AccourntingLiHEAP CerifyYLiHEAP IntakeLiIHEAP AdrministratarLiHESP Stattadministrator 140lPage User Properties To change the User Properties left click into the desired fields and change at will User Properties Userld tester First Mare Poul
44. d Prices Merge Person Records Scheduler Holidays Next the Poverty Level screen will appear HE MERAC Management File Accounting Tools Security Help Select Vendor Go gt Poverty Level y asrooo0 2zenoo00 foworaea eraoreo06 oo faaooo oroe IN Single Person Amount EGE Activation 0110111993 Additional Person Amount 3260 0000 Deactivation 06302006 120 Page Add To add an instance to the degree days table see the instructions under Drop Down List s Add Edit To add an instance in the degree days table see the instructions under Geographical Unit s Edit Delete To add an instance in the degree days table see the instructions under Geographical Unit s Delete Wood Prices To add edit or delete Wood Prices left click on the Tools menu Maintenance submenu and select Wood Prices A Management File Accounting Tools Security Help Select Vendor Go gt Maintenance Database Properties Reopen Application Drop Down Lists Reopen History Geographical Unit Run Supplemental Degree Days Email Information Dollars Per Point Import ACR Detail Data Fiscal Years Export LIAP Data Percent of Points Allowed Export DHHS Income Verification Data Points Allowed Import DHHS Income Verification Data Poverty Level Manual Income Verification Merge Person Records Scheduler Holidays 121 Page Next the Wood Price Grou
45. dale ead dlancuan end 60 ACEEEO e one R ere dan cas 6l Wie Ea ment Se 2 N 62 Eror RECOV Ly url tated ah tctamentneia lash raasthstaied citiamintzeiadathraesl 65 Approved PLOCCSSINS ENO id en 65 PURA nd dea 67 Base Eros a N 67 Client Bene kessi 68 FRSC em Ol Pundit 70 suspenda Vendor Chana aos 71 Rescind suspend Vendor COMES arras ad ia 12 ReOpen App liCanlOn nr E AN 74 Reopen TON dada 76 mport Export PUNCH ONS dic a IA Mport ACR Detal Dita AE AAA AAA TI Expor CAP Dila ai E 79 VOT E HOCK Pay MO caine eantanianed et eatiare antennal aout 80 POSTS dolio accord 82 SUPPEN EN Pam re er STR a 84 DH Sia aca 86 Export DHHS Income Verntication Data dilo iie aa 86 Import DHHS Income Verification Data ooooonnnnnnnncnnnnnnnonnnnnnnnnnononannnnnnnnnnnonnnnos 88 Manual Income Vert iC AMIA 91 REPO Sus 93 Payment Process Repo 93 velar To Date Stats it 95 Supplemental Notificati n Repo Sai ds 96 ACCOUDUNG Audit Report as sado DR 96 IWR AMTICO hanten a 98 Database Properties aa ies 98 Merce Person Record senan A 100 DrD DONTE Sas 103 INA E E EA EE o ae 105 gs A E AA A AAE A wetted esa AE AE E AE A AE AE A E 106 Delano 107 CEOS AD MICA Usada 108 ii T bd Re TIN bid are ee 109 Pi iS 110 Dellanos 111 DS Se DAYS indicio 112 A O 112 E eee SN eee 113 Be Co Coreen ee mer nee em Re e o O Sed 113 Dollars Per Poni 113 Acts care E E beso ente 114 A 114 Dell enera a E 114 O O ON 116 Pl tt ies os 116 A E E E anit 116 Percen
46. efits Void Check Payment Positive Pay Reports The processing of the approved benefits has two steps 1 Processing Approved Benefits of Check Vendors 2 Processing Approved Benefits of Wire Vendors 5llPage Check Vendors To begin processing the approved benefits of the check vendors left click on the Accounting menu select Process Approved Benefits and Check Vendors HE MERAC Management Select vendor 4 T Fuel File Accounting Tools Security Help Approwe For Payment Process Approved Benefits Check vendors Complete Payment Process b Wire vendors Prepayments Error Recovery b Client Benefits Void Check Payment Positive Pay Reports Next the user will arrive at the Approved Benefit Processing Summary screen LB Approred Benefit Processing Summary O tenali were booed dang the croceceng of Approved Benet arnt were not cured tu Ihe secourting muen Generally tive i hue l encante mihe ocio of Ihe recorda a D lle wese oof roared Wie the accourirg peckoge due lo delsensa Tha dela eros shet cad ihe cor braci n uf be nen tococd to tal amp caused the socu tag pochega to act Me mari record Te poliem mont ch errors y mcoretitern versio dete ma NOTE If any benefits weren t processed these will be listed here To view list of unprocessed benefits left click on the button 5S2lPage M aaprowed Beneit Processing Summary
47. elect the appropriate address role l4lPage Next populate remaining address fields as necessary Delete Address Information To delete an address first left click anywhere on the address to be deleted and then left click on the button MERAC Management Fie Accounting Tools Security Help Select Vendor Test Yendor Go gt Test Yendar Address Role Mailing Address Remittance Address Address Line 1 65 Test Ave 44 West Ln Address Line 2 Address Line 3 City State Zip Hallowell ME 04347 Hallowell ME 04347 From 01 01 2007 O4f247200F To gt Next the system will prompt the user to confirm deletion Confirm Deletion e Are you sure that you want to delete 44 West Ln Left click on the d The address has now been deleted MERAC Management Fie Accounting Tools Security Help Select Vendor Test Vendor Go gt Test Yendor Address Role Mailing Address Address Line 1 65 Test Ave Address Line 2 Address Line 3 City State Zip Hallowell ME 04347 From 1101 2007 To IS Page Add Edit of Telephone and Email To add a new contact role for either telephone or email first left click on the appropriate DE bon 7 Add Delete Add _Delete E Business Telephone 01 01 2007 A Choose Contact Type 04 24 2007 ae Choose Contact Type Business Telephone Fax Line Home Telephone Message Telephone Cell Phone Next left click on
48. ement File Accounting Tools Security Help Select Vendor G0 gt Maintenance Reopen Application Reopen History Run Supplemental Email Information Import ACR Detail Data Export LISP Data Export DHHS Income Verification Data Import DHHS Income Verification Data Manual Income Verification Merge Person Records Next select the txt file to be imported and click the Open button to begin the import process Select the import file Look ir 5 Test OHHS da 4 My Recent Documents a Esl alantest Ext Data results xlsx Dezkto m MMi Documents er biy Com puter biy Network File name alartest ta Files of type Cancel Places A 88 1Page Next MERAC will begin to import the DHHS income verification records Once the process has finished click on the 7 button to continue Current Status Importing Records Next MERAC will display the following message Review Log File ax 4 log file detailing the results of the DHHS income verification data import process has been generated JI A En This file should be reviewed and used to resolve any issues that were identified during the import process The log file is located here c temp OHH SImportlog 270087 16125619 txt Click OK bo open the DHHS import log File NOTE That the above shown message will indicate where the log file 1s located To change this location see the Database Pr
49. endor s parent company NOTE If the vendor doesn t have a parent then select the current vendor s name Next select the vendor who holds the contract with Maine Housing If the vendor doesn t have any subsidiaries select the current vendor s name Next select the vendor who should receive the LIHEAP funds Again if the vendor does not have any subsidiaries select the current vendor s name Thomas V nchenbach Next select the vendor who maintains the records where Maine Housing would go to conduct an audit If the vendor does not have any subsidiaries select the current vendor s name Suburban Propane PARENT Suburban Propane Portland Sunnse LP Gas Sent teland Electne Coop Next select the vendor who will be responsible for completing the annual consumption report Again if the vendor does not have any subsidiaries select the current vendor s name Testers Fuel isd Testers Fuel Swans Island Electric Coop Testers Fuel le Swans Island Fuel Testers Fuel Thibeault Energy Thibodeau Htg Oil Friendship Thibodeau Oil Winterport Thomas Winchenbach Thompson Oil Propane Belfast Next if the vendor chooses to submit their annual consumption report electronically check the Electronic Reporting check box Testers Fuel T Testers Fuel a Testers Fuel a Testers Fuel si Testers Fuel a e The information on the General Info tab is now completed Before moving to the ne
50. ent Benefits Void Check Payment Positive Pay Reports wres Tobe Sen Prepaid Wires To Be Sent Bill vendor Report Wire Vendor Report Supplemental Notifications Accounting Audit Report Next to print the Y ear To Date Statistics report follow the same procedure as described under the Payment Process Reports 9S5lPage Supplemental Notification Reports The State Supplemental and Venezuela Supplemental Notifications reports are used to view a list of all eligible applicants who qualify for such a supplement To open any of the two Supplemental Notification reports first left click on the Accounting menu Reports submenu and then select the appropriate notifications report Next to print any of the two Supplemental Notification reports follow the same procedure as described under the Payment Process Reports y Accounting Audit Report The Accounting Audit Report is used to view the changes made to all wire vendors ABA and or account numbers within a user specified time period To open the Accounting Audit Report first left click on the Accounting menu Reports submenu and then select the Accounting Audit Report MERAC Management File Accounting Tools Security Help Select Yendor Go gt Approwe for Payment Process Approved Benefits Complete Payment Process Prepayments Error Recovery Client Benefits Void Check Payment
51. er in MERAC Client with the ability to access the Tool menu and to thereby control the maintenance of local landlords employers and vendors Allows the user to access the staff administration menu option in MERAC Management Allows the user to access the Scheduler site s setup area in MERAC Client Restricts the user from making any changes in both systems Allows the user to change the physical address on an application 142lPage Delete To delete a staff member first highlight appropriate staff to be deleted Next left click on the _Delete button Next the system will prompt the user to confirm deletion Confirm Deletion x i Are you sure that you wank to delete Poul Tester Next click i 1431Page Change Password To change the user s password left click on the Security menu and then select Change Password Fs MERAC Management File Accounting Tools Security Help Select Wendor v Gos StafF Change Password Once the user has selected this option a Reset Password info window will appear The user now needs to type in the old password first into the designated Old Password box Ff User Reset Password Of ES Please enter the following password information Old Password fi Mew Password Contirm New Password Next enter the new password into the designated New Password box Lastly confirm the new password by enterin
52. g it into the Confirm New Password box The reason for this confirmation is to make sure that the user didn t mistype any part of the new password NOTE Make sure to select a strong password consisting of both lower and uppercase letters as well as numbers 144 Page
53. ge port assignments use the Windows Control Panel Logo Check Style Number of copies voucher Standard Wallet M Collate Print company name and address F Use logo Next click the o Prit O button Print Checks Confirmation x IF your checks printed correctly click OK What iF my checks printed in reverse order TF ou need to reprint any checks select them and click OK Then return to the Select Checks to Print window to reprint ther Check Mo Amount A Avery Fuel Oils Inc Select All What iF my checks printed incorrectly Cancel OK Click the Ze button to confirm that checks printed correctly 44 Page Complete Check Prepays To complete the check prepays click on the Accounting menu select Prepayments and Complete Check Prepays HE MERAC Management File Accounting Tools Security Help Select Vendor Test Vendor Approwe For Payment Process Approved Benefits Complete Payment Process H Prepayments Approve Prepayments Error Recovery Complete Check Prepays Client Benefits Complete Wire Prepavys Void Check Payment Positive Pay Reports Next the following message box will appear Process completed es n J The process For check vendor advances was completed sucessfully Next click the 45 Page Complete Wire Prepays To complete the wire prepays click on the Accounting menu select Prepayments and Comp
54. his will open the Wire Posting Reconciliation screen BR ngamen eC Fle Accounting Tods Searty reo Select Vendor Gor al y E x gt i m 2 p 4 i a 4 it 7 FAH i y j PRPRRUHHE dE DERE li i i i NR ot 3 a cl el al sl sl si els Mm bi a 60lPage Next complete the ACH Export process if applicable if not continue to Wire Payments Step 2 ACH Export To export the ACH information for vendors left click on the LACH Export button on the Wire Posting Reconciliation screen IAEA CELE l pan E 5 i i ionsar a This will export the ACH info to a csv file to the directory specified in the Import Export Directory under Database Properties 6llPage Wire Payments Step 2 Next to finish the wire payment process left click on the _SelectAl button and then left click the _ Post button on the Wire Posting Reconciliation screen MERAC Management Fie Accounting Tools Security Help Select Vendor Go gt Wire Posting Reconciliation Wire Amount 7 272 00 2 033 00 3 892 00 975 00 1 675 00 3 030 00 3 023 00 625 00 4 458 00 625 00 1 400 00 2 150 00 8 725 00 225 00 875 00 4271 00 2771 00 5 793 00 3 604 00 399 00 3 900 00 3 604 00 300 00 Post Payment Date 10 25 2007 Wire Recipient Payment Date Webber Energy4uburn Griffin Oil Ine
55. intenance Database Properties Reopen Application Drop Down Lists Reopen History Geographical Unit Run Supplemental Degree Days Email Information Dollars Per Point Import ACR Detail Data Fiscal Years Export LIGP Data Percent of Points Allowed Export DHHS Income Verification Data Points Allowed Import DHHS Income Verification Data Poverty Level Manual Income Verification Wood Prices Merge Person Records Scheduler Holidays Next the Percent of Points Allowed screen will appear MERAC Management File Accounting Tools Security Help Select Vendor Go gt Percent Of Points Allowed Bracket Floor lo Ceiling 10 45 Percent Of Points Allowed 1 00 117 Page Add To add an instance to the degree days table see the instructions under Drop Down List s Add Edit To add an instance in the degree days table see the instructions under Geographical Unit s Edit Delete To add an instance in the degree days table see the instructions under Geographical Unit s Delete Points Allowed To add edit or delete Points Allowed left click on the Tools menu Maintenance submenu and select Points Allowed MERAC Management File Accounting Tools Security Help Select Vendor Go gt Database Properties Reopen Application Drop Down Lists Reopen History Geographical Unit Run Supplemental Deqree Days Email Information Dollars Per Point Import ACR Detai
56. is the correct check Click Continus to Wosd he payment click Cancel io end the proces who any changes Bil ID Pae Check Date A Armero Ad arald ober 30 r5 00 EE Dr SOlPage Next open up QuickBooks to verify that the entered check number is correct and corresponds to check s above listed Payee Amount and Date E LIHEAP Checking Type a help question Ask Of x Goto cy Print p Edit Transaction QuickReport Download Bank Statement Date Number Payee Payment Y Depost Balance pType Account Memo 08 28 2007 2 015 00 1 211 335 66 40222 BILLPMT BRamsdell Co Inc Accounts Payable BILLPMT Accounts Payable BILLPMT gt Accounts Payable BILLPRIT Amerigas Lewiston S00 00 1 207 441 66 BILLPMT Dajzajz007 MEE Amerigas Waldoboro Lo femienr accountsPayable 08 28 2007 40226 BILLPMT a7s oo 1 206 566 66 Pl Accounts Payable Bangor Hydro Electric Co 1 202 3564 66 J 1 Amerigas Brewer 665 00 Accounts Payable ao EH 00 Pi oO o Accounts Payable Splits Ending balance 1 202 384 66 1 Line Sart by Date Type Numbers Record Restore Next if verification is successful then left click on the Continue button If the user wishes to cancel voiding the entered check number left click on the _ Cancel button Process Complete s Jy The Void P
57. l Data Fiscal Years Export LIAP Data Percent of Points Allowed Export DHHS Income verification Data Points Allowed Import DHHS Income Verification Data Poverty Level Manual Income Verification Wood Prices Merge Person Records Scheduler Holidays 118 Page Next the Points Allowed screen will appear ee ee Fae Accounting Tools Secuty Hep Selectwendor Go y wy Prats Aboa wines O mmn OOO mmn mmn mmn mmn 01011 999 nan 999 Add To add an instance to the degree days table see the instructions under Drop Down List s Add Edit To add an instance in the degree days table see the instructions under Geographical Unit s Edit Delete To add an instance in the degree days table see the instructions under Geographical Unit s Delete 119 Page Poverty Level To add edit or delete Poverty Level left click on the Tools menu Maintenance submenu and select Poverty Level EE MERAC Management File Accounting Tools Security Help Select Vendor Go gt Database Properties Reopen Application Drop Down Lists Reopen History Geographical Unit Run Supplemental Degree Days Email Information Dollars Per Point Import ACR Detail Data Fiscal Years Export LIAP Data Percent of Points Allowed Export DHHS Income Verification Data Points Allowed Import DHHS Income Verification Data Poverty Level Manual Income verification Woo
58. lds File Accounting Tools Security Help Select Vendor Database Properties Organization Marne sub Organization Mame Organization Address Line 1 Organization 4ddress Line 2 Municipality Telephone Humber Current Program Year Consumption Values Available Dollars Per Point Available ImporiExpor Directory Mame SMTP Server an DHHS ImportExport Directory Name 4 DHHS Eligibility End Date Application Mame Version Mumber Important Controlling Fields to Note 1 Change this field to reflect Current Program Year Application Properties Maine State Housing Suthority 353 Water Street acaon02066 20756264600 008 al 100 22007 100 22007 CHest ALIG EXCHANGE ctemp 095012011 p BETA 1 0 2 Change this field to reflect the date that Consumption Values are Available 3 Change this field to reflect the date that Dollars Per Point are Available 4 Change this field to set Import Export Directory for all imported and exported files 5 Change this field to set SMTP Server name for the E Mail functionality 6 Change this field to set the DHHS Import Export directory 7 Change this field to set DHHS Eligibility End Date 99 Page gt Merge Person Records To merge two person records first left click on the Tools menu and then select Merge Person Records FHE MERAC Management File Accounting Tools Security Help Select Vendor Go gt Main
59. lete Wire Prepays Fe MERAC Management File Accounting Tools Security Help Select Yendor Test Vendor Approwe For Payment Process Approved Benefits Complete Payment Process H Frepayments d Approve Prepayments Error Recovery b Complete Check Prepays Client Benefits Complete Wire Prepays Woid Check Payment Positive Pay Reports Next the Complete Wire Prepayments screen will appear MERAC Management File Accounting Tools Security Help Select Vendor 4 7 Fuel Go gt Complete Wire Prepayments VendoD Paid A amp T Fuel 15000 MSAdO007 25 Payment Date 1024 2007 Next click the Select Ail button to select all wire prepays to be completed 46 Page Next click the Continue button Next the following message box will appear MERAC Management sl Jy Wires inserted successfully no rows were skipped Next click the Li J button to finish the complete wire prepayment process The prepayment process is now completed 47 Page Payment Run To complete a full payment run first left click on the Accounting menu and select Approve for Payment HE MERAC Management Accounting Tools Security Help Select Vendor 4 T Fuel Approve For Payment Process Approved Benefits Complete Payment Process Prepayments Error Recovery Client Benefits Void Check Payment Positive Pay Reports Next
60. lly set the date of the complaint to the current date and the complaint target to the current vendor nwie2007 gt 29 Page If the vendor is a subsidiary company and the complaint is handled by the PARENT company then the user has the ability to change the vendor handling the complaint by left click and selecting the appropriate company in the Vendor Handling Complaint box Date of Complaint Complaint Target Complainant Type esters Fuel Testers Fuel Thibeault Energy Thibodeau Htg Oil Friendship Thibodeau Oil Wirterport Thomas Winchenbach Thompson Oil Propane Beltast Tibbetts Building Fuel Center Inc Tibbetts Heating Next if applicable change the date of the complaint F Ulf Poruur Peslers CUE ui J Testers Fuel boor Po January 2007 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 amp 6 8 9 11 12 13 15 16 17 19 20 22 23 24 25 26 27 29 30 31 1 2 3 5 6 7 8 9 Today 1 18 2007 Next select the appropriate Complainant Type for the complaint by left clicking on the Complainant Type box Cu sicarios cuepiamirarge Conplinant Tam nnan CTC TS CO A oneco 30 1Page Next input a description of the complaint by left clicking into the comment box Client called stating that vendor did not provide discount If the nature of the complaint warrants an audit then check the Audit Recommended check box Once the complaint has been resolved
61. n Import ACR Detail Data Export LISP Data Export DHHS Income Verification Data Import DHHS Income Verification Data Manual Income verification Merge Person Records vie gt Export DHHS Income Verification Data i To export DHHS income verification data first left click on the Tools menu and then select Export DHHS Income Verification Data 86 Page EN MERAC Management File Accounting Tools Security Help Select Vendor E os Maintenance Reopen Application Reopen History Run Supplemental Email Information Import ACR Detail Data Export LISP Data Export DHHS Income Verification Data Import DHHS Income Verification Data Manual Income Verification Merge Person Records Next select the appropriate export type and click on the OK button DHHS Income Yerification and Data Request Select DHHS export tpe Income Verification SSI and Social Security SSD Income Verification TANF In State DHHS Data Request Next the export process will begin Once the process is done click the uu button to finish HE DHHS 551 income verification data exported successfully Ci Current Status Finished 100 4 87 Page Import DHHS Income Verification Data To import DHHS income verification data first left click on the Tools menu and then select Import DHHS Income Verification Data HE MERAC Manag
62. nefit Instance History FILTERED BenefitID Applicant ID gt Kvc0001567 KVCOO29636 EetsyCMCKesmit LIHEAP 09 30 2005 360 00 Paid v eerioaion rrmaroos s000 Pecoonise Seneft _ rinmo0s__ esenoy E E NOTE To return to an overview of all applicants related to selected vendor left click on the _ Clear button Benefit Instance History FILTERED BenefitID Applicant ID gt KvC0001567 EVCOO29636 Eetsy CMCKesmit LIHEAP 09 30 2005 360 00 Paid o 35 Page Edit Existing Vendor To edit the data on an existing vendor the user must first load the appropriate vendor by left clicking on the Select Vendor drop down box 5 MERAC Management File Accounting Tools Security Help Select Vendor Ee Sunrise LP Gas Swans Island Electric Coop Swans Island Fuel Testers Fuel Thibeault Energy Thibodeau Htg Oil Friendship Thibodeau Oil Winterpeort Thomas Winchenbach Next either scroll down the list to find the vendor or enter the 1 letter of the vendors name in the box Then left click on the desired vendor and left click on the icon MERAC Management File Accounting Tools Security Help Select Vendor Testers Fuel gt G gt i 5508290 O and kerosene vendor A i Tence U d NOTE All information can be changed however a field with information in red is not changeable The Contract Type and Contract Stat
63. ntLast Name _ Filter _ Clear PA o a aa ea FWCE0000538 E4CE00285716 Detey Mi CORes LIHEAP 08 30 2005 360 00 Paid vconnnsas kvon0ze600 vet LeLLesmit LEAP oers072005 936000 rad selected Application fevennn06ee Kvc0025775 Heb SHEesmiry LHEAP oemrr2005 900000 Pais Kvcooo1087 KvCOT28266 Ext MKNOsem LHEAP oerarenos 960000 Pais fevenno1 108 KvC0n28252 Estoy G00esm mear oerar200s 954000 Pais fevcnoor 15a KvCOT28740 Sete GEResmi MEAP oeraran0s 940800 Pais fevcnao1 258 KVCOT2a607 ate Boss HEAP oarsr2n05 900000 Pais Kucooor2o1 kvco028521 Reb EBROesmi LHEAP oanaren0s 420000 Pais fevcnoorait Kvc0028551 Ente D LUCesmi MEAP oararanos 990000 Pais Issue Payment 10 07 2005 360 00 B0000000001 A 34 Page The user has the ability to search for a specific applicant by entering the last name of applicant into the appropriate text box and then left clicking on the MAA button Benefit Instance History KYCOOUOS36 KYCOO2ZS516 Detsy mM COResm LIHEAP Oefs0 2005 EVCOOO0551 KVCOO285068 MetsyEMOResm LIHEAP 08 30 2005 360 00 KVCOOOO8SS KVCOO267 Hob SHEesmith LIHEAP O9 01 2005 360 00 KYCOOUOS 4 KYCOO2Z8125 Tete A Dillesrart LIHEAP 09 09 2005 E __ Kvcooonsas kvcon2s500 very LELLesmit JUHEAS osrsor2005 M F F The benefit instance history will then display the transaction history for the selected applicant Be
64. nting Tools Security Help Email Control 1 E Mails Sent To check the status of emails sent click the drop down list and select Sent NOTE By default the Emails Sent selection will automatically load when first entering the Email Control screen MERAC Management File Accounting Tools Security Help Select Vendor g Sol Email Contral Email Control TROGESKICeTHOWAS ROGESCICOTHOMAS est RODESKICGTH Sytmivet Coud _ NES E E E an Saen viei Ca NES Eo E sa Syren viei Co EANN eeso Taian O redere Stnivet Cal BEE O rr E YA OO ra lr HAN ROGESRIC THOMAS EDU Testing 123 EmailTo ROGESKIC THOMAS EDU Email Message EmaiFrom ROGESKIC THOMAS EDU System Web Could not access LOU Message object sa tEST Error mecorlib Exception has been thrown by the target of an invocation SMTP Server The message could not be sent to the SMTP server The transport error code wa 134 Page Next to resend an email that has already been sent highlight the email to be resend and click on the _ Resend button 2 E Mail Errors To check the status of emails that occurred an error click the drop down list and select Error EN MERAC Management z File Accounting Tools Security Help Select Vendor Go gt Errar r Error Email Control SMTPSerer Next to resend an email that resulted in an error highlight the email to be resend and click on the _Resend bu
65. o delete comment dated 3 27 2007 Left click on the Add Subordinate to Contract To add a subordinate to the current contract first left click on the AG button on the top of the screen 1 T e Contract Holder Gutes Ban Texrindion Dato y pioi as Fuel jdctwe CAEN Qs bc E New Contract Holder or Subo Mal EJ Woult ou like to add new C Combat Vendor Comact Jahn 3 uraninae li te the Ouran conac 010112007 Contract Type foi i 4 l Correct States 5 Lox eonen l Tarmna inn Geeern Next left click on the appropriate radio button and then left click on the ox button to continue The system will next display a list of subordinates from the available vendors list HE Select Subordinates Al ES Available Vendors Selected Vendors Ad Philbrook amp Sons F Johnson amp Son RA L Greenlaw amp Son Ra s Rapid Oil Delivery Inc Redding Oil Company Reeds Firewood A Richard H Bell Richard Henderson Rings Dll amp Coal Company Robert L Gray Co Ine Rock Oil Inc Roger Blake Roger Bubar FRossignols Wood Sales Ropal Oi amp Propane Company Ruck Oil Inc Russ Wiliams Fuel Inc Russells Oil Aye Fuel Reliable Oil Next select the appropriate vendor s as subordinate s by using the scroll bar and left clicking vendor NOTE If the user wishes to add more than one vendor as a subordinate hold down the Ctrl key and left click on appropria
66. operties section Next click the button to open the DHHS import log file 89 Page A sample of the import log can be seen in the below example rr DHHSImportLog 200871785813 txt Notepad File Edit Format wiew Help Import Process Started 7 17 2008 8 58 15 AM Reading records from file C N Documents and Settings testers Desktop Test_DHHS Test DHHS alantest txt Record 1 Person MICKEY D MOUSE 0056700909 SSO Determined lst Previous Month Amt oO 2nd Previous Month amt 0 3rd Previous Month Amt 0 551 Determined 1st Previous Month amt 500 2nd Previous Month amt 500 ard Previous Month amt 500 Record 2 Person MINNEY P MOUSE 004670088 55D Determined 1st Previous Month amt oO 2nd Previous Month amt 0 ard Previous Month amt 0 SSI Determined 1st Previous Month amt 600 nd Previous Month amt 600 ard Previous Month amt 5600 Record 3 Person PLUTO D DOG 003670077 SSO Determined 1st Previous Month amt 500 nd Previous Month amt 500 ard Previous Month amt 500 SSI Determined lst Previous Month amt oO nd Previous Month amt 0 ard Previous Month amt 0 Record 4 Person GOOFY D DOG 002670066 SSD Determined lst Previous Month amt 500 nd Previous Month amt 600 sed Previous Month amt 600 SSI Determined lst Previous Month Amt oO 2nd Previous Month Amt 0 ard Previous Month amt Record 5 Person DONALD D BUCK 006670055 SSD Determined ist Previous Month Amt 500 2nd Previo
67. ps screen will appear HE MERAC Management File Accounting Tools Security Help Select Vendor Go gt Wood Price Groupe Vendor Price Group _ Add _Delete Price Group Details City Town Wood Types Prices To view a price group and its details first left click on the Vendor drop down list by clicking the l icon and then selecting vendor MERAC Management Fie Accounting Tools Security Help select Vendor Go gt Wood Price Groups Vendor I Heath s Firewood Hill amp Dale Farms Jacket Enterprises Jacques Michaud Jeff Borwin John O Carrier iil Price Group Detal John Ellis Sr Wood Types Prices 122 Page Next highlight appropriate price group to be viewed Wood Price faoupe Er O O O O O O O E gt z a E amin ME 04795 aprevde ME 04497 odgdon ME 04730 outon ME 04730 udow ME 04790 ew Limenck ME 04761 E i Edit To edit the details for a price group left click into the Price column and input appropriate price E IN MEC CES NOTE The user can only edit the details for a price group for the current year 123 Page Add Price Group To add a new price group to a vender left click on the HEE button Lee PRA Lege ment Fie Accounting Took Sort Help Sealed Vendor Gus Wind Pace Groma Vendor Joseph Ledger NOTE When adding a new price group the system will per default
68. r n A ropen Appicabon Reopen Mebory Mur Suoplerresta treat Information a l impi AA Datel Dia IO 7 l Capart DHHS Moara Variation Duta Import DANS Inca Verte ation Daa Manaa income ves fie ation Marge Person Neconds Next the user must select the vendor for which it LIAP data is to be exported to a file EM Select endor For Export Oy x Please select the vendor from the choices hela NOTE Left click on the icon to access drop down list Next left click on the _Continue button to continue Next the system will export the selected vendor s LIAP data and display the following message when complete HELIAP Data Exported olx Current Status To finish left click on the button to return to the MERAC Management screen T9lPage Void Check Payment To void a check payment first left click on the Accounting menu and then select Void Check Payment Accounting Tools Security Help Select vendor A T Fuel Go gt Approwe For Payment Process Approved Benetits Complete Payment Process Prepayments Error Recovery Client Benefits Woid Check Payment Positive Pay Reports Next input the check number of the check to be voided and click on the Continue button oid Check Payment Check Number 40227 Next the following screen will appear fold Check Yeriiration Listed below are the bills paid by the check to be voided Please venty thai this
69. reen print of the General Info tab HE MERAC Management z File Accounting Tools Security Help Select Yendor T t vendor o gt Test Vendor Contract Type oi Contract Status Terminated Last Audit 03 27 2007 gt peu cell ae TestYendor Description Federal ID 129850214 Test Activation Date orori2007 Deactivation Date y aida oworr2007 y Deactivation Reason 1099 Vendor M Wire Vendor ue Parent Test Vendor _ View Audit Test Vendor _ View Contract Test Vendor _ View Reporting Test Vendor y _View Benefit Test Vendor View M Electronic Reporting Payment Terminating a contract s subsidiary This section will examine how the user terminates a contract s subsidiary NOTE The process for this is slightly different than that of terminating a contract for a single vendor since the contract holder is the PARENT company the user cannot terminate a subsidiary in the same manner If a subsidiary 1s terminated as with a single company vendor 1t will terminate ALL contracts that are attached Each subsidiary must therefore be terminated one by one First find and open the vendor s record and go to the Contract History Tab 2ZIlPage att Deist Status Begin Date II o M eW n Sat 2 Ea Rs i a Y i tae Gane SY Bt Ser RR 6 9 10 11 12 13 144 15 16 17 18 19 20 21 22 0D a 25 26 27 28 29 30 31 Today 10 23 2006 Next 1 expand the loca
70. rk Harticar Hal LIEN 7 ark 12th rar E _ IS T Sounge Correr 04210 Androacog SUA aa El Cuil ol Slal Youngtown ME SD Wi lide 24110 ME Next left click on the _Delete button Delete Rows Ed i P You have selected 1 row For deletion Choose Yes bo delete the row or No bo exit To complete deletion confirm deletion by left clicking on the 3 button Next left click on the File menu and select Save to complete delete FE MERAC Management Accounting Tools Security Help Sele llllPage Degree Days To add edit or delete Degree Days left click on the Tools menu Maintenance submenu and select Degree Days HS MERAC Management File Accounting Tools Security Help Select Vendor Go gt Database Properties Reopen Application Drop Down Lists Reopen History Geographical Unit Email Information Dollars Per Point Import ACR Detail Data Fiscal Years Export LIGP Data Percent of Points Allowed Export DHHS Income Verification Data Points Allowed Import DHHS Income verification Data Poverty Level Manual Income Verification Wood Prices Merge Person Records Scheduler Holidays Next the Degree Days screen will appear oer Fle Accounting Took Seoulty Help Select Vendor gt Go Add To add an instance to the degree days table see the instructions under Drop Down List s Add ll2lPage
71. ropriate report to be printed HA MERAC Management File Tools Security Help Select Vendor Approve For Payment Process 4pproved Benefits Complete Payment Process Prepayments Error Recovery Client Benefits Void Check Payment Positive Pay Prepaid Wires To Be Sent Bill Vendor Report Wire Vendor Report Year To Date Statistics Supplemental Notifications Accounting Audit Report Next the report will show MAINE STATE HOUSING AUTHORITY WHEAP Program 2005 2006 Wire Payments The folowing eres are guthurited lor payment an SS 2007 conde Nama Amoun A sml 720 00 AL MHobron OM Co tre Dower F irecrofl 11 981 00 Appriresd for Payment Due To print left click on the i 94 Page To return to the MERAC Management screen left click on the icon NOTE To print the Prepaid Wires To Be Sent Bill Vendor and Wire Vendor Reports follow the same procedure as described under the Wires To Be Sent example shown above Year To Date Statistics The Year To Date Statistics report is used to view Year To Date Statistics of all CAP agencies To open the Year To Date Statistics report first left click on the Accounting menu Reports submenu and then select the Year To Date Statistics Ba MERAC Management File Accounting Tools Security Help Select Vendor Approve For Payment Process Approved Benefits Complete Payment Process Prepayments Error Recovery Cli
72. rt Export Functions The user has the ability to perform imports Annual Consumption Report ACR detail data and export of LIAP data to electrical vendors Import ACR Detail Data To import Annual Consumption Report ACR detail data first left click on the Tools menu and then select Import ACR Detail Data HE MERAC Management Fie Accounting Tools Security Help Select Vendor Maintenance Reopen Application Reopen History Run Supplemental Email Informatian Export LIGP Data Export DHHS Income Verification Data Import DHHS Income Verification Data Manual Income Yerification Merge Person Records Next the system will import data from its internal ACR Detail file TIilPage Next select the ACR Detail Import File to be imported SQL Server Management Studo Dies Sudo 2005 Docesrmr s Visaal Studo Projecte e Desktop gt My Dinars wr My Corrgn Am My Nerves File name Maca Fikes of type Next the system will import the selected file and display the following message when complete FE ACRDetail Data Imported Successfully Current Status Finished To finish left click on the button to return to the MERAC Management screen T8lPage Export LIAP Data To export LIAP data to a file first left click on the Tools menu and then select Export LIAP Data IRA Penaegrieeet Ple Accounting ooh Secuety Help Seet Vendor G Marni ora
73. set the program year to that of the current year and automatically create a new wood price group ID Next to add details to the added price group please see Add Price Group Details Delete Price Group To delete a price group first highlight the price group to be deleted Vendor Joseph Ledger Wood Price Group ID a D Belew Frice Group MSA00001 40 E UE e LT Next left click on the _Delete button Confirm Deletion J P F Are vou sure that you want to delete group M540000131 For program year 2007 Next left click on the 124 Page Add Price Group Details To add details to a price group first highlight the appropriate price group program year to add details to RAC Ma Aooounting Took Somiy Hap elect Vendor 7 Sos Joseph Ledger hal Program Year Wood Pice Group ID E City Town To add a city town to the price group details first left click on the HA button E rte FA Wocdtine Pes 125 Page Next the Add Wood Price Group Property info window will appear Next select the appropriate city town to add and left click on the Price Group Details City Town yom y EE Add Wood Price Group Property Add City Town Town ee m O y ar eve tm rane A abet igs e Abbots MEME DAS COC Aco NEDO Adamstown MECETS Rakion MEDIO Raia Voge MEDD Pomeni Vilage Ea mae A Township e Cancel Wood Types Prices O Hallowell
74. t are selected Select Bit to be Paid ta lt Seeveeteeh 100200 E AP Acuna accore Papst Sew ddk dot Bl By os 42 Page Next click the Pay Selected Bills button The payment summary window will then appear Payment Summary Payment Details Payment Date 10 24 2007 Payment Account LIHEAP Checking Payment Method Check Payment has been successfully recorded For the Following bill Amount Paid 10 24 2007 14 Avery Fuel Oils Inc 17 500 00 Total 1 500 00 How do I Find and change a bill payment You can print checks now or print them later From Print Forms on the File menu Next click the Select Checks to Print Type a help question Ask Bank Account LIHEAP Checking he First Check Number 40221 Select Checks to print then click OK There is 1 Check to print For 17 500 00 Date Payee Amount OF A 10 24 2007 A Overy Fuel Oils Inc 17 500 00 Cancel Help Select All Select None Make sure all the checks to be printed are selected and click the O K O button 43 Page NOTE _ If all the checks to be printed aren t selected click the select Al button Print Checks Type a help question Ask You have 1 check to print For 17 500 00 Settings Partial Page Print Printer name Microsoft Office Document Image write Options Cancel Printer type Continuous Perforated Edge gt 0 Help Mote To install additional printers or to chan
75. t of Pomts AMO WO desistido 117 diia 118 A cera sr aos E a a E E ae ersten aa es ak east seen E eects 118 DE ri tutos 118 POmts AMO WO e ee unites 118 A EEES A EEES E TE E A EI S E E A E E E N 119 A E E 119 Dita ati 119 POV Ly Levels di tia 120 DN O A O O O 121 OTAN 121 A erm ear E ee eee 121 Wood Pcs sisi 121 Editors eli eiii 123 Add PAC IU a dd 124 Delete Erco roya aiiaa 124 Add PEC Group Details escisadaiaa 125 CIDI MLO WA a ais 125 Wood Lypes Uceda 126 Delete Brico Group Detail 127 A a eta Manica dae deotuaiaied 127 Wood TYPES Pr COS rai ii ii 128 Scheduler HON GAYS a i 129 NU AAA AA AI 130 PPP E 130 DIS art ai 131 EMail tic acca sa esc ds des ede cece a a eo cae aesa ected eaeee eet ceeel 132 Sendan Elan oia 132 Check SLATS Or E Mal lroa a a 133 SECUTI zeari a N a ciated 136 e e o e o O dese tusnesteenes 136 dd ed eric 137 A CO 139 E A ee en aa ar Ee T ee 140 User Properties ane 141 USEF ROIS eoria e ii ica 141 D OO 143 Change Pas WO dai A A A A deinen A 144 4lPage What s New What s New in SR 13 MERAC Management v3 SR 13 offers the following new features DHHS e Export DHHS Income Verification Data e Import DHHS Income Verification Data e Manual Income Verification New Report e Accounting Audit Report Database Properties e DHHS Import Export Directory Name e DHHS Eligibility End Date Merge Person Records New User Role e EHS Administrator 5 Page
76. te vendors When appropriate vendor s has have been selected left click on the to complete button Next the user will be returned to the Contact tab To see that subordinate was added successfully left click on the icon TA MERAC Management File Accounting Tools Security Help Select Wendor Testers Fuel Go gt Testers Fuel A ESRETEN _Add _ Delete Covered Vendor Status Coverage Began Coverage Ended ipl Reliable Oil aa Dana DO e r E i 0 2007 A Contract Holder Suspensions To view add edit or delete a contract holder s suspension left click on the _ View Contract Holder Suspensions button HE MERAC Management File Accounting Tools Security Help Select Wendor Testers Fuel Go gt Testers Fuel Contract Holder Meca Date Termination Date Covered Vendor Status Coverage Began Coverage Ended 22 Page Next the user has the ability to add edit or delete suspension for contract holder To add a suspension first left click on the BAB button Next the following fields will populate Me Accounting tods Secuty Help Select Vendor Test Vendor amp gt 23lPage Next type in the reason for suspension into the appropriate text box and then select the date for suspension by left clicking on the xl icon NOTE To rescind a suspension left click on the l icon for the Suspension Rescinded box and select appropriate date suspension Date 04 24 2007
77. tenance Reopen Application Reopen History Run Supplemental Email Information Import ACR Detail Data Export LIGP Data Export DHHS Income Verification Data Import DHHS Income Werification Data Manual Income Verification Merge Person Records Next select which person record that needs to be retained by clicking the _ Browse _ button next to the retained text field HE Merge Person The person vou wish to retain should be selected into the top box below This retained person will replace all instances of that person selected into the bottom box below Retained _ Browse Replaced _ Browse ETA 100 Page Next use the Big Search to locate person record to be retained Search For Client Please Enter Search Critena The greater number of criteria entered the more specific the result set First Mame Last Name Date of Birth f as Identification Type Identification Mumber 55 etc Y Address Line 1 flia Cite State Zip Telephone 7 digits _Clear Criteria search Cancel Next when the person record has been located click the _Select s Retained_ button to mark the record as retained Search Results 2008 07 28 1944 929 16 0452 Standard LiHEA 17 East Street Greene M E 2008 Dabesmith Jetsy 09 08 1991 351 47 8660 Eligible Standard LIHEA 55 East Street South Fort P 008 Dacesmith Gob 017127194 323 004 5412 Eligible
78. the icon to return to the MERAC Management screen The payment process is now completed 64lPage Error Recovery The user has the ability to display the benefits bypassed benefits not inserted and to push bills via the Accounting menu and selecting the Error Recovery submenu Af MERAC Management File Accounting Tools Security Help Select Vendor amp T Fuel Approwe For Payment Process Approved Benefits Complete Payment Process Prepayments H Client Benefits Push Bills void Check Payment Bill Insert Errors Positive Pay Reports Approved Processing Errors If any benefits were bypassed during the Process Approved Benefits transaction then the user has the ability to show these benefits by left clicking on the Accounting menu Error Recovery submenu and selecting Approved Processing Errors HE MERAC Management Accounting Tools Security Help Select Vendor 4 T Fuel Approwe For Payment Process Approved Benefits Complete Payment Process Prepayments H Client Benefits Push Bills Void Check Payment Bill Insert Errors Positive Pay Reports 65 Page Next the following screen is displayed TA MERAC Management File Accounting Tools Security Help Select vendor Go gt Approved Processing Errors Appli Payee Process Type Amount Error Date o COIOOS7018 Lob COT esmith Could not retrieve chen 5 00 05 07 200 T NOTE This
79. the deletion Confirm Deletion A F Are vou sure that you want to delete Houlton ME 04730 Next click il button to complete deletion Wood Types Prices To delete a wood type price from the price group details see City Town for further instruction 128 Page Scheduler Holidays To add edit or delete Scheduler Holidays left click on the Tools menu Maintenance submenu and select Scheduler Holidays MERAC Management File Accounting Tools Security Help Select Vendor Reopen Application Reopen History Run Supplemental Email Information Import ACR Detail Data Export LIAP Data Export DHHS Income Verification Data Import DHHS Income Verification Data Manual Income Verification Merge Person Records O gt Database Properties Drop Down Lists Geographical Unit Degree Days Dollars Per Point Fiscal Years Percent of Points Allowed Points Allowed Poverty Level Wood Prices Scheduler Holidays Next the Scheduler Holiday Maintenance screen will appear EM MERAC Management File Accounting Tools Security Help Select Vendor Scheduler Holiday Maintenance Y o gt 129 Page Add To add a holiday first left click on the DEA button HE MERAC Management File Accounting Tools Security Help Select Vendor GoO gt Scheduler Holiday Maintenance 04 26 2007 New Holiday Next to change the Date Duration
80. ther instructions 67 Page Client Benefits To view a client s benefits first left click on the Accounting menu and select Client Benefits EE MERAC Management File Accounting Tools Security Help Select Vendor A T Fuel Gop Approwe For Payment Process Approved Benefits Complete Payment Process Prepayments Error Recovery Void Check Payment Positive Pay Reports Next the must enter either the First or the Last name of the applicant Next left click on the E button to search for applicant 68lPage Next highlight the appropriate applicant to view benefit history for EF i i samen ormana veo aw owns reemer a even inania Searas a007 tapas 51 Eon orea pronon ve a ave005 s04 s gt 3 10 2007 Denied 18 EastSrest Shawheuan ME DANTE irene O x07 oon wearers CE EC A E 2007 EC TITO o el d Next the Benefit History for Selected Application box will populate with selected applicant s benefit history JUA Y Eact Street Stockholm ME 4789 3 East Sven tay ME 04078 Eleworh ME 0460 s istememe an ECT Cerisca on om1 m2000 T e 00 OalmOlne SSCS Mine Payment Jonzoneoe 880000 ___ OalleOLinc TT aioin 7 69lPage Return of Funds To perform a return of fund first select the applicant to perform the return of funds for Next left click on the tna button Next choose the general reason for the return of funds
81. ting Tools Security Help Select Vendor GO gt Drop Down Maintenance Answer opo o be ess eoo e on IE E be meo NOTE Remember to save changes by left clicking on the Save button 105 Page Edit All content are editable expect the ID field To edit an Answer left click into the field and change To change the Activation or Deactivation dates first hover mouse over appropriate field this will make the El icon appear a a m E Next left click on the El icon and select appropriate date aoo e aaa 2o COCINAN wms IEA unknown foareeraae eoo p ass S sre E pf Sat Sun Melon Tue Wed Thu Fri 31 1 2 3 4 506 7 8 9 10 11 4 13 14 15 16 17 18 19 20 2 22 23 24 25 26 27 28 28 30 31 1 2 3 4 5 6 7 8 4 10 Today 4 25 2007 NOTE Remember to save changes by left clicking on the save button 106 Page Delete To delete an ID first left click on the icon to highlight the ID instance to delete Y AoE Unknown 041251999 I 4 01 H A Pam ea r a a TE 2s ca r Eml e e AAA AAA Next left click on the Delete button Confirm Deletion Ea N Are vou sure that you wank to delete Test To complete deletion confirm deletion by left clicking on the i button NOTE Remember to save changes by left clicking on the Save button 107 Page Geographical Unit
82. tion line by left clicking on the E icon 2 left click in the Coverage Ended date box and input the coverage ended date Covered Vendor Status Coverage Began Coverage Ended Lk ABC Oil Company Bath 10 23 2006 10 23 2006 NOTE The date must also be changed in the PARENT line Follow same procedure as before and when entered save changes by left clicking on menu File and selecting Save Next the PARENT company record must also to be changed a Daa Contract Holder Terminaton Dats o labc OW Compary PARENT TAS CT AAA ABC ON Company Augusta faam hoa OOS ABE ON Company Bath C vveaz00e VEAS 6 9 1119112013154 15 16 17 18 19 20 21 22 SD 2 25 25 27 28 429 30 31 1 7 SD Today 10 23 2006 NOTE It doesn t matter which is done first 28lPage If the parent company is done first then when the subsidiary record is opened the user will only need to change the 2 line However if the subsidiary is done first then when the PARENT company is opened the user will only need to change the subsidiary line The information entered from one record transfers to the other record Vendor Activity Complaints Tab This tab lets the user record information regarding complaints against a vendor Benefit Histary To add a complaint to vendor s file first left click on the HA button General Info Contact Info Contract History mnam a NOTE The MERAC System will per default automatica
83. tton 135lPage Security The security menu allows the user to change add or remove users roles and rights The security menu also allows the user to change its password FE MERAC Management File Accounting Tools Security Help Select Vendor Go gt Staff Change Password Staff To add edit or delete Staff members access roles and rights left click on the Security menu and select Staff FE MERAC Management File Accounting Tools Security Help Select Vendor Go gt Change Password Next the Staff Management screen will appear 136lPage HE MERAC Management Fie Accounting Tools Security Help Select Vendor Go gt Staff Management Staff User Accounts Leer Properties User ld admin First Mame Eimin Middle Name Last Hame Admin Suffix Gender Male Date of Birth 010111999 Activation Date lrormomass y Deactivation Date gt 2amin Admin P avesmin se men easy DCI Dewy ren ety o oo rsen Jees ooo hesen fe O emn ECT O remm f Oooo User Rights wallable Rol Assigned Rol Agency MaineHousing Calendar Administrator 4 Staft dministrator 2dministratorlIHE4AP AccountingLiHEAP Intake LIHEAP Add To add a new staff member first left click on the Add button Next the New Staff Member wizard will appear Mew Staff Member Enter Details for New Staff Member General
84. upplemental Email Information E Import ACR Detail Data Export LIGP Data Export DHHS Income Verification Data Import DHHS Income Verification Data Manual Income Verification Merge Person Records Next select the appropriate month to process and left click on the ox button Select Month to Process Due to the large number of applications that may need to be processed for Supplemental Benefits choose a single month to process below and therefore lirnit the length of time the process will take Select Month 84lPage Next the system will process the applications HE Status Ma ES Current Status Processing Applications 3117 01311 4 Applications Skipped O When the process is done the system will return the user to the MERAC Managmement screen The Supplemental Run is now done To perform the final Supplemental Follow Up open the MERAC Client application and see the MERAC Client manual for further instructions 85 Page DHHS The DHHS functionality in MERAC Management allows for the user to 1 Export DHHS Income Verification Data based on a SSI and Social Security SSD b TANF In State c Data Request 2 Import DHHS Income Verification Data 3 Manual Income Verification B9 MERAC Management Fie Accounting Tools Security Help Select Vendor Y GO gt Maintenance Reopen Application Reopen History Run Supplemental Email Informatio
85. us fields can be changed under the Contract History tab and the Last Audit field under the Audits tab When all changes have been completed save changes under menu File and select Save 36 Page Accounting This section will examine 1 Prepayment ProcessPrepayment Process 2 Payment Run 3 Error Recovery 4 Client Benefits 5 Void Check Payment and 6 Positive Pay FS MER AC Management File Accounting Tools Security Help Select Vendor Approve For Payment Process Approved Benefits Complete Payment Process Prepayments Error Recovery Client Benefits Void Check Payment Positive Pay Reports Prepayment Process The prepayment process involves a series of steps that need to be completed in the following order Mark Vendor as a Prepaid Vendor First select and open vendor to be marked as a prepaid vendor 37 Page HE MERAC Management File Accounting Tools Security Help Select Vendor Test vendor Go gt Test Yendor Contract Type Contract Status gt Last Audit Mee EU TestVendor Description Federal ID i2A2345687 Activation Date oro1 2000 gt Deactivation Date Sed Tran ae cziogiz000 y Deactivation Reason 1099 Vendor M Prepaid vendor T Wire Vendor he ACH Routing X 123456 ACH Account 70901112 Parent Test Vendor View Audit Test Vendor _View Contract Test Vendor _ View Reporting
86. us Month Amt 500 ard Previous Month amt 500 551 Determined 1st Previous Month Amt 500 2nd Previous Month amt 500 3rd Previous Month Amt 500 Record 6 Person DAISY P DUCK 006700447 55D Determined Ist Previous Month Amt 600 2nd Previous Month amt 5600 ard Previous Month Amt 600 551 Determined Ist Previous Month amt 5600 2nd Previous Month amt 5600 ard Previous Month amt 5600 Record Person ELMER D FUDD 007670033 55D Determined Ist Previous Month amt 4600 2nd Previous Month amt 5600 90 Page Manual Income Verification To manually verify a SSI and or Social Security SSD first left click on the Tools menu and then select Manual Income Verification HE MERAC Management Fie Accounting Tools Security Help Select Vendor Maintenance Reopen Application Reopen History Run Supplemental Email Information Import ACR Detail Data Export LIGP Data Export DHHS Income Verification Data Import DHHS Income Verification Data Merge Person Records Next the income verification screen will appear Fle Accounting Took Secuty Help Select Vendor ww Mal i Vetted 911Page Next select the appropriate applicants to be manually verified and then click the button E MERAC Management fe Accounting Tools Security Help Select Vendor gt gt Income Vemcaton Marcial 551 55D ad TANF Income Verlicaton Pernon Hame SSN SSN Pk ee AAA Argesnth Selsy
87. user must include the phrase PARENT after the vendor s name Testers Inc PARENT 05 0123456 Organization Mame Taxpayer ID Number Oil and kerosene 0120 2007 Activation Date 1099 Company e Description equired fields y Cancel Back To continue left click on or tab to t gt button and hit Enter 7 Page Next input the new vendor s address into the appropriate fields Add New Yendor i E Enter Address Details Address Address Lina 1 Address Lina 2 Adodrezz Line 3 City State Zip Please Selecta CityToo Activation Date dE 10r arzon de required fields Cancel l Finish NOTE When selecting City State and Zip the user only has to enter the first letter of the city and then select the appropriate city from drop down list box Add New Yendor Enter Address Details m ddress Address Line 1 429 Testers Lane Address Line 2 PO Address Line 3 City State ip Hallowell ME 04347 Guilford ME 04443 Guillemette ME 04073 Hackett Mills ME 04258 Hall Quarry ME 04660 Halldale ME 04941 er required fields Hallowell ME 04347 Hamilton Station ME 04672 Hamlin ME 04785 B PE Emish Activation Date SlPage Once all the data have been inputted left click the _M amp gt button to continue Enter Address Details Address
88. xt tab 1t 1s always recommended to save the work just completed lanagement penting Tools Security Help Select Vendor 48 T Furl A AS S A AA A E a rosa s To save left click on the menu File and then select the Save option The General Info tab is now completed 13 Page Contact Info Tab This section will examine how the user adds edits and deletes contact information for a vendor General lnto Contactlnto Contract History Complaints Audits Benefit History Add Edit Address Information To add a new address role left click the Add button Phe Accor Toob Secaty Heb Ser Yeteke tait Vand o Ca leol Venia Admins Address Fale Address Line 1 65 Test dee Address Line 2 Address Line 3 City State Dg Hallowell ME 04347 Froen on Ww2007 Te xj 2 t betere tt teete Telephore Electronic Address gt Contact Role Erem Te Cantat Rote Periural E trn ad Next left click on the icon and select the appropriate address role P MERAC Management File Accounting Tools Security Help Select Vendor Test vendor G0 gt Test Vendor Address Role Mailing Address Address Type Address Line 1 65 Test Ave Choose Address Type Address Line 2 Mailing Address derese Line 3 OERA City State Zip Hallowell ME 04347 Choose Municipality From 01 01 2007 O4f24 2007 To El NOTE To edit address role left click on the icon and s

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