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Contents
1. increasing or decreasing check numbers You can also choose sorting by check amount by clicking Amount Up or Down to view increasing or decreasing amount values 88 Searching for Cash Transactions The All Cash Transactions feature allows you to search for disbursements and credits to the account There are two ways to view the All Cash Transactions feature UHAB Connected Books Cash Transaction Search Microsoft Internet Explorer BAE File Edit View Favorites Tools Help ay A i 09 0 d A 2 x O m Back Stop Refresh Home Search Favorites History Print Edit v SE Links Address Ea http www uhab coop cb CashTransactionSearch cfm e Urban Homesteading Assistance Board Ei Connected Books 3 Logoft Cash Transaction Search a MM Add Check Add Ceposit Help Main Menu Please enter at least one search criterion below Then click the Search button at the bottom of the page View All Transactions C And Or Field Operator Search Value Check Number v lis And SelectField contains z E And Select Field k contains x The Urban Homesteading Assistance Board 4 120 Wall Street 20th Floor New York NY 10005 212 479 3300 chhelp uhab coop e Done Internet To view all transactions ever posted to this account check the box Under the Banking heading on the Main Menu gt Click on All Cash Transactions gt Check the box labele2. account is the Administrator The Administrator can set up enter edit and view all information pertaining to their building The Administrator can add other Users who can then access the account and can grant different User Types for each of those users The User Type controls the levels of access to information of each user as well as the ability to setup or edit information Under the field User Type you can choose Bookkeeper Board Shareholder or Guest Each of these user types has different access privileges to the software based on whether or not the person should be granted editing privileges User types Level of Access e Administrator Has Permission to Setup and Edit Information e Bookkeeper Has Permission to Edit Information e Board Member Shareholder Has No Permission to Edit Information e Guest No Permissions can only view information There are 2 ways to add a user Under the Administration heading in the Main Menu gt All Users gt Add User OR Under the Setup heading in the Main Menu gt Users Then you can fill out the User Maintenance Form to add a user who will have access to the building s financial information Other users must have a different e mail address and password than the Administrator s You can add several users to your HDFC account with different user types specified 104 Z UHAB Connected Books User Maintenance Microsoft Inter
3. are void you would choose the following search criteria And Or Field Operator Search Value Memo contains VOID Combining search criteria together allows you to search more specifically for information If you wished to search for payments written from Resident Smith in the month of January you would choose the following search criteria And Or Field Operator Search Value Resident Last Name contains Smith And Date Posted is Greater than Equal 01 01 2005 And Date Posted is Less than Equal to 01 31 2005 90 UHAB Connected Books Cash Transaction Browse Microsoft Internet Explorer Eile Edit view Favorites Tools Help a Q sx amp x aA A JO search sie Favorites QP Media B BA fel 33 Address ES http www uhab coop cb CashTransactionBrowse cfm x Go Links G Google 4 Free Hotmail lt 2 Oddpost weather com NYTimes amp CitySearch MA MapQuest MTA UHAB tke Urban Homesteading e Assistance Board 4 i Connected Books Logoff Cash Transactions s MM Add Check Add eposit Search Help Main Menu Bank Account Posted On Type Check Vendor Payer Amount Memo Recon Edt HFCU 12 31 2004 D Other 25 000 00 Opening Balance No fd ABC City Bank 01 91 2004 C 0 14 25 Service Charge Yes 7 Bde ABC City Bank 01 21 2004 C 2123 Don Wood 650 00 Repairs No Edt ABC City Bank 01 20 2004 D Ramon Perez 100 00 0 No Bt ABC City Bank 01 20 2004 D Karen Smith 49 75 No Edt ABC Cit
4. down menu in this case the unit the person is moving into gt Select Resident s name from the pull down menu gt Enter Move In Date this must be a date that follows the Move Out Date of the Resident s previous record there can be no overlap with other record under Resident s name gt Enter in any applicable arrears information Be sure to set the arrears As of Date to the last date of the previous month gt Click Add Update the rent information for the Resident Under the Setup Heading on the Main Menu screen gt Click on All Rent gt Click Edit for the Resident Record of the resident who s moving gt Change Effective To Date to last date of that period i e 1 31 05 2 28 05 3 31 05 gt Click Update to submit information You will get a confirmation screen that the Resident s information was updated gt Click on Add Rent icon gt Select Resident from the pull down menu gt Enter Effective To and Effective From Date this must be a date that follows the Effective From Date of the Resident s previous Rent record there can be no overlap with other Rent record under Resident s name 102 gt Enter amount of the new rent maintenance charge in Resident Amount gt Click Add to submit new rent information Verify information in various Resident viewing screens Current Unit Resident Rent All Units All Residents All Unit Residen
5. option this automatically places the check into the Checks section of Connected Books What is the difference between adding a check and a bill in Connected Books In Connected Books paying a bill and writing a check effectively do the same thing it adds the check into the Checks section The advantage of using the bills feature to add a check is the reminders that you see when you log into your account Entering an Electronic Debit or an Electronic Funds Transfer Under the Banking heading in the Main Menu gt Click on Checks gt Click on Add Check Use the Check Maintenance Form to enter in check information gt Choose a vendor from the pull down menu gt Enter the check number but change the number to a sequence that is outside of your check sequence For example you can start with 0001 or 0002 gt Enter the date amount and memo of the electronic transaction gt Enter account information in the grey table Account information should appear automatically for vendors that have been entered Enter amount and memo gt Click on Submit button You will get a screen confirming that the Check was added The next time you add a check Connected Books will pick up the check number according to the last check that was entered To return to the regular sequence of check numbers change the check number accordingly on the next check When there is another electronic debit to enter into Connecte
6. O Be wz Back Forward Stop Refresh Home Search Favorites History Print Edit Address http www uhab coop cb UnitTenantRentBrowse cfm he Ba Links UHAB ike Urban Homesteading Assistance Board ag Connected Books Logoff Current Unit Residents IR t o Add Unit Resident Help Main Menu FF unit Current Resident Moved In_ Move Out Cur Rent Cur Section 8 Ei Apartment 1 Karen Smith 01011993 12 31 2092 350 25 49 75 Ei Apartment2 Carmen Diaz 01 01 1993 12 31 2092 300 00 0 00 Eeit Apartment3 Ray Jones 01401 1993 12 31 2092 450 00 0 00 Eat Apartment4 Ramon Perez 01401 1993 12 31 2092 200 00 100 00 Edt Apartment5 Tawana Brown 0101 1993 12 31 2092 450 00 0 00 Ea Apartment6 Dolly Gonzales 01401 1993 12 31 2092 300 00 0 00 Et Apartment7 Don Wood 01 01 2003 12 31 2006 800 00 0 00 B4dt Apartment8 George Costanza 01 01 2003 12 31 2006 800 00 0 00 B ct Store Acme Bike 01 01 2003 12 31 2006 1 400 00 Done Some of the scenarios in which you will need to edit information in the Current Unit Resident Rent All Units All Residents All Unit Residents and All Rents views include When there is a change or increase in the Maintenance or Rent charge When there is a change in the amounts paid by Public Assistance or Section 8 on behalf of a resident When Room Cou
7. Updating your HDFC s information using the Balance Sheet Periodically you will need to update the Balance Sheet in order to update your building s Saving Account s balance s and at the end of the year for tax preparation purposes After the first time the Balance Sheet is created each new Balance Sheet will have the original values for each Asset and Liability itemization appear automatically for your convenience You do not need to change those values unless of course the values have changed since the last created Balance Sheet To create a Balance Sheet to update your Savings Account balance Under the Analysis heading in the Main Menu in the Reports section gt Click on Balance Sheet gt Click on Balance Sheet icon to add a Balance sheet gt Enter the Period Ending Date This should match your Bank Statement ending date gt Click on the Continue button to proceed gt Enter the updated balance for each Savings Account gt Enter information as necessary for Assets Building Building Depreciation Land Remember if the pre filled value appears correct you can leave the pre filled value If the value needs updating enter the updated values gt Enter information as necessary for Liabilities Loans Payable Paid in Capital Common Stock Remember if the pre filled value appears correct you can leave the pre filled value If the value needs updating enter the updated values g
8. View All Checks C And Or Field Operator Check Number i is K Select Field x contains x And J Select Field x contains x Check Search Please enter at least one search criterion below Then click the Search button atth Search Value yao Links Bottom of the page The Urban Homesteading Assistance Board 120 Wall Street 20th Floor New York NY 10005 212 479 3300 chhelp uhab coop 85 Internet To view all transactions ever posted to this account check the box Under the Banking heading on the Main Menu gt Click on Checks This will bring you to the Checks Search page gt Check the box labeled View All Transactions see screen shot above gt Click Search This will yield search results that will show every check that is associated with this account It may take several screens to display depending on how many transactions exist for the account OR The other method to find or view Checks is through using the Search functions To use the search criterion you can choose search fields and operators and enter in search values and join search clauses to find specific information Under the Banking heading on the Main Menu gt Click on Checks This will bring you to the Checks Search page gt Choose Search criteria gt Choose a search field from the options Check Number Date Posted Vendor Name Memo gt Choose a sear
9. ancialSnapshot MM Main Menu Checking Account Balance 29 565 00 Chase Manhattan Bank 10 000 00 Homesteader s FCU 25 000 00 Unpaid Bills 1200 00 Arrears Outstanding 1 380 00 The Urban Homesteading Assistance Board 120 Wall Street 20th Floor New York NY 10005 212 479 3300 cbhelp uhab coop 163 10 25 AM v Done Internet When you are done with the report gt Hit Back button on web browser to return to the previous screen or to get to a screen with the Main Menu icon 84 Searching and Finding Information in Connected Books In addition to searching for specific information in the reports of the Analysis section of Connected Books there are other search options to find information In this sections we will look at the different search functions and viewing options in Connected Books in detail e Search Page Checks Cash Transactions e Finding Information Current Unit Resident Rent All Residents All Units All Unit Residents All Rent Searching for Checks There are two ways to use the Checks Search feature Z UHAB Connected Books Check Search Microsoft Internet Explorer mef kx Sa we File Edit View Favorites Tools Help 9 0 8 A 2 Back Forward Stop Refresh Home Search Favorites History Print Edit Ay Address g http www uhab coop cb CheckSearch cfm UHAB ike Urban Homesteading Assistance Board ww Add Check Help Main Menu
10. ave to be made to the check clicking on the Edit icon at the left hand side of the search results takes you to the original check form for that particular check For checks that have been reconciled clicking on the Adjust icon will allow you to access that check F UHAB Connected Books Check Browse Microsoft Internet Explorer File Edit View Favorites Tools Help ay 69 0 d A 0 2 kx O Back Forwar Stop Refresh Home Search Favorites History Print Edi Address http www uhab coop Cb CheckBrowse cfm v B Go Links UHAB te Urban Homesteading Assistance Board Logoff G Q mm Add Check Search Help Manani Sort By Number Up Down Amount Up Down Type Check Vendor Posted On Amount Memo Reconciled Eradiust Edt Check 2130 Don Wood 01 31 2004 150 00 Super salary Yes Edust Bat Check 2129 XYZ Hardware 01 26 2005 50 00 supplies Yes Edt Check 2128 Rogel and Flores Firm 02 10 2005 500 00 5 Hrs consulting No Eradiust Bat Check 2127 UHAB Fuel 01 10 2005 835 00 Acct 000258104 Yes Erediust Bat Check 2126 Con Edison 01 20 2005 60 00 Usage for December 31 2004 Yes The Urban Homesteading Assistance Board 120 Wall Street 20th Floor v amp Done Internet 87 Sorting Search Results The Search results can be sorted for convenient viewing by clicking on the options on the top right hand corner You can choose to have checks sorted by number by clicking Number Up or Down to view
11. ch operator from the options Contains Begins with Ends with Is Is not Less than equal Greater than equal is contained in gt Enter search values to specify the information to find gt Combine search criteria using the And Or field gt Click Search to submit search criteria Search Examples If you wished to search for all checks written to Con Edison you would choose the following search criteria note that using the Operator contains will yield more results than using is And Or Field Operator Search Value Vendor Name contains Con Edison If you wished to search for all checks that were written towards the Repairs Maintenance account you would choose the following search criteria And Or Field Operator Search Value Memo contains Repairs OR 86 And Or Field Operator Search Value Memo contains Maintenance Combining search criteria together allows you to search more specifically for information If you wished to search for checks written to Con Edison in the month of January you would choose the following search criteria And Or Field Operator Search Value Vendor Name contains Con Edison And Date Posted is Greater than Equal 01 01 2005 And Date Posted is Less than Equal to 01 31 2005 The results of the search commands will be displayed listing the check number vendor date the check was posted amount memo and whether or not the check has been reconciled In case adjustments h
12. d View All Transactions see screen shot above gt Click Search This will yield search results that will show every transaction in this account It may take several screens to display depending on how many transactions exist for the account OR The other method to view All Cash Transactions is through using the Search functions 89 To use the search criterion you can choose search fields and operators and enter in search values and join search clauses to find specific information Under the Banking heading on the Main Menu gt Click on All Cash Transactions gt Choose Search criteria gt Choose a search field from the options Check Number Date Posted Vendor Name Memo Resident Last Name gt Choose a search operator from the options Contains Begins with Ends with Is Is not Less than equal Greater than equal is contained in gt Enter search values to specify the information to find gt Combine search criteria using the And Or field gt Click Search to submit search criteria Search Examples If you wished to search for all payment made from a resident named Smith which would show up in Connected Books as a deposit from the Resident you would choose the following search criteria note that using the Operator contains will yield more results than using is And Or Field Operator Search Value Resident Last Name contains Smith If you wished to search for all checks that
13. d Books you can use the sort options in the Checks section to determine what the last electronic check number was see pages 99 102 on Searching for Checks 97 Voiding a check You can add a vendor called VOID to the Vendor List especially if you do not want to leave the vendor name as is on a voided check Under the Set up heading on the Main Menu screen gt Click on Vendor gt Click on Add Vendor icon at the top of the screen gt In the field that says Company Name enter VOID gt Scroll down to the field that says Expense Account gt Choose Other Expenses gt Write Voided Check in the Comments box gt Click on the Add button to submit this vendor Now you can return to the Main Menu and proceed When you need to add a Voided check you can now choose VOID on the vendor list Locate the check that s to be voided you can refer to the Search commands on pages 99 102 gt Click on Checks section to bring you to the Checks Search page and locate the check to be voided gt Click on the Edit icon to view the original Check Maintenance Form gt On the Check Maintenance Form leave the Vendor and Date information as is Note you can add a vendor called VOID using the directions above gt Change the check Amount to 0 00 gt In the Memo field enter VOID gt Make sure the account splits sec
14. e will try our best to determine what is causing this error Why doesn t Connected Books connect to my on line account or debit money directly from my bank account Connected Books is not meant to be an online banking account therefore it is not capable of writing checks or performing actions that require communicating with your bank Since many buildings have check writing systems and capabilities it is our goal to make things easier not replace the systems which HDFC buildings have implemented Is Connected Books linked to my bank accounts If I make a deposit or transfer will it automatically reflect in my actual bank accounts No Connected Books is not meant to be an online banking account it is a financial tracking tool When we refer to writing checks or paying bills or making deposits within Connected Books these actions must happen independent of the UHAB software and must occur at your bank You would do everything that you normally do to maintain your building s finances the manner of recording and entering information is the main difference Can I print payment due invoices for tenants who pay maintenance rent You can use the Customer History Report as a monthly invoice Can I print receipts for tenants who pay maintenance rent You can use the Customer History Report as a monthly invoice and a record of payment history When is the next version of Connected Books due Although there is not yet a def
15. inite time frame for the next version of Connected Books UHAB plans to update the programs taking into consideration the comments of the users If there is anything you would like to be changed or added in the next version please be sure to communicate that to us How do I know what version my computer s operating system runs on Here are instructions from the windows website Find Out Which Operating System Your Computer Is Using Published August 25 2004There are many versions of the Microsoft Windows operating system You may be using Windows 98 Windows Me Windows XP or another version To make sure you know which version is on your computer 1 Click Start and then click Run 110 2 In the box type winver and then click OK The window that appears will show you which version of Windows your computer is using Note These instructions do not apply to Apple Macintosh computers To find out which operating system you are using on an Apple computer Click on the Apple menu and Get information about the computer When I use AOL to log into Connected Books why is it that some of the features that are outlined in the User Manual do not work AOL sometimes prevents the pop up windows that are outlined in the Connected Books User Manual The following are the instructions to install an Internet web browser onto your computer so you don t have to use AOL to access Connected Books Go to this website using your AOL windo
16. mount was 24 00 you would enter this check with the amount 24 00 gt Enter account information in the grey table Account information should appear automatically for vendors that have been entered Enter amount and memo gt Click on Submit button You will get a screen confirming that the Check was added When it is time to do the Bank Reconciliation you need to record the Bank s bounced check charge into the Service Charge field in the Reconciliation section see page 49 51 The service charge is recorded as an Administrative Expense and will appear in the Income and Expense Statement as such Scenario 2 How to add a resident payment check that was deposited but has bounced You may encounter a scenario when a resident writes a check for maintenance or rent and the check bounces after the deposit was made at the bank If it is not already done add the original deposit in the Deposits section under the Banking heading on the Main Menu for instructions on entering deposits see pages 36 42 Then you will need to negate the original deposit by adding a deposit with the negative dollar amount of the original income check Under the Banking heading on the Main Menu screen gt Click on Deposits gt Click on Add Deposit which will load the Deposit Maintenance screen gt Enter the date of the bounced check gt Enter a memo i e Bounced check gt Enter the total amou
17. n the Reconciliation section see page 49 51 The service charge is recorded as an Administrative Expense and will appear in the Income and Expense Statement as such Updating Maintenance and Rent Amounts In the event that the maintenance or rent charge amounts increase or changes it must be entered into Connected Books to reflect the change in amount for the Rent Roll Report This includes scenarios when there is a change in the Section 8 or Public Assistance amounts or if Section 8 or Public Assistance starts or stops For these situations a new rent record must be added for the tenant specifying the dates during which this rent charge is effective 100 Update the rent information for the Resident Under the Setup heading on the Main Menu screen gt Click on All Rent gt Click Edit for the Resident Record of the resident gt Change Effective To Date to last date of that period i e 1 31 05 2 28 05 3 31 05 gt Click Update to submit information You will get a confirmation screen that the Resident s information was updated Then add the new rent record Under the Setup heading on the Main Menu screen gt Click on All Rent icon gt Select Resident gt Enter Effective To and Effective From Date this must be a date that follows the Effective To Date of the Resident s previous Rent record gt Enter amount of the new rent maintenance charge in Re
18. net Explorer Edit view Favorites Tools Help x gt A D i i A A m Qo Back gt x a EA Search se Favorites Media Cy Se LJ Address http www uhab coop cb UserMaintenance cfm Mode Add amp UserID 0 amp 7 ype ThisBuilding x Go Links le Google Free Hotmail Oddpost amp weather com NYTimes b CitySearch M4 MapQuest D MTA UHAB 4e Urban Homesteading ets Assistance Board eae Connected Books Logoff Search Help Main Menu User ID 0 Building 700 Angel Avenue Housing Development Fund Corp Email Password First Name Middle Name Last Name Status Active Language English Done Internet 105 Connected Books Troubleshooting and Help Topics Schedule a Support Session This is a feature that allows you the chance to schedule an appointment with a UHAB Connected Books Staff Member to administer your building By scheduling this you are effectively giving UHAB staff the permission to view your building data There are three ways that you can schedule a support session One way to schedule a support session is to use the Connected Books form Under the Administration Heading in the Main Menu Screen gt Click on Schedule Support Session gt Choose dates during which you would like the Administrator to access your account gt Enter a message for the UHAB administrator A second way to schedule a support se
19. nt in the total deposit ticket box this should be the negative amount gt Choose the resident from the pull down menu gt Enter a memo gt Enter the amount of the original check but with a negative amount i e if the original check amount was 350 00 you would enter this check with the amount 350 00 gt Check the green portion of the deposit splits box to make sure everything is accurate gt Scroll to the top of the screen and click on the Validate Deposit link gt Click on Submit button You will get a screen confirming that the Deposit was added Next you must add a Resident Charge to the Resident s record in order to apply the Bounced Check fees to the resident s account For instructions on adding Resident Charges see pages 43 44 Under the Banking heading in the Main Menu gt Click on Resident Charges gt Click on Add Charge gt Choose the resident s name from the pull down menu gt Enter post date of charge date that the charge is assessed gt Enter amount of Resident Charge gt Enter memo description for charge as Bounced Check Fee gt Make sure that Status is set to active gt Click Add button to add charge to resident account Then you must apply the bank s charge for the bounced check fee to Connected Books When it is time to do the Bank Reconciliation record the bounced check charge into the Service Charge field on the first screen i
20. nt information needs to be added When the name on the stock certificate changes over When a resident moves out When a resident moves from one apartment to another In these cases changes need to be made in specific sections of the All views and not to the Current Unit Resident Rent view although you need to look in that section to make sure that the update was effective The various views are displayed on the following pages 93 The All Units view displays the apartment or unit information including Room Count Z UHAB Connected Books Vendor Browse Microsoft Internet Explorer E File Edit view Favorites Tools Help 9 0 8 A 60 2 x Oam Back F j Stop Refresh Home Search Favorites History Print Edit Address http www uhab coop cb UnitBrawse cfm v BE Links gt Logot A MM Add Unit Help Moin Manu _ UnitName Room Count Type Status Bat Apartment1 4 5 Apartment Active EA Apartment2 3 5 Apartment Active Edt Apartment 3 5 5 Apartment Active Bit Apartment 4 3 5 Apartment Active Edt Apartment 5 5 5 Apartment Active Edt Apartment6 3 5 Basement Active Edt Apartment 4 5 Apartment Active EAn Apartment8 3 5 Apartment Active Edt Store 0 0 Commercial Active The Urban Homesteading Assistance Board 120 Wall Street 20th Floor New York NY 10005 v Done Internet The All Residents view displays
21. ooks subscribers have an internet connection but it is not mandatory It is possible to arrange with the UHAB staff to use the computer terminals at the Harlem office Training Room or the Wall Street office There may also be libraries or community centers in your neighborhood which have computers with high speed internet service Can two people in my building use Connected Books at the same time Yes it is possible for two people from the same building to enter in data but it is important that the roles are clearly defined and there are no double entries or missing financial information Since each user has a different profile it is possible for more than one person from the same building to be logged in at once Connected Books tracks which users have entered information and edited information to minimize confusion Is my data safe Yes The information you input on Connected Books is kept on the same server that we use at UHAB The data is backed up every single day Why don t I see a lock icon indicating that my webpage is a secure one Connected Books does not use the Secure Socket Layer SSL encryption that financial institutions use because there is no secure information i e credit card information being transmitted via the internet Even with a SSL while the information is being transmitted online it is bound to skip and therefore is not secure Can hackers hack into my account No The Connected Books server site is sec
22. or a Renter Z UHAB Connected Books Unit Resident Browse Microsoft Internet Explorer File Edit View Favorites Tools Help ay A A 9 0 fH A 0 2 x O a m Back F 4 Stop Refresh Home Search Favorites History Print Edit 2 http www uhab coop cb UnitTenantBrowse cfm v Go Links gt Logot A Unit Residents MM Add Unit Resident Help Moin Menu a J Movedin Moved Out Type Status Edt Apartment 1 Karen Smith 01401 1993 12 31 2092 M Active f i Ei Apartment2 Carmen Diaz 01401 1993 12 31 2092 M Active Edt Apartment3 Ray Jones 01401 1993 12 31 2092 M Active Edt Apartment 4 Ramon Perez 01401 1993 12 31 2092 M Active Ei Apartment 5 Tawana Brown 01401 1993 12 31 2092 M Active B dt Apartment6 Dolly Gonzales 01401 1993 12 31 2092 M Active Ei Apartment7 Don Wood 01 01 2003 12 31 2006 R Active Ei Apartment8 George Costanza 01 01 2003 12 31 2006 R Active BAd Store Acme Bike 01 01 2003 12 31 2006 R Active The Urban Homesteading Assistance Board 120 Wall Street 20th Floor vv Done Internet All Rents view shows the amounts owed by the resident and Section 8 or Public Assistance Z UHAB Connected Books Rent Browse Microsoft Internet Explorer E x File Edit View Favorites Tools Help a a z Q Q x 2 L K Sa m Back F Stop Refresh Home Search Favorites History Print Edit s http www
23. rected Recognizing error messages will help you figure out what the next step is The error message appears in red and following the instructions in the message will allow you to submit or add information correctly If you encounter a Connected Books Error you will see an Error Report or Bug Report page with an Error ID number Please record the steps that led up to this error in the text box and submit the information having as much information as possible about the events that led to the error is extremely helpful in preventing this error from occurring in the future Submitting the Error Report sends the error information to the Connected Books Bug Team UHAB is committed to working to solve bugs that you encounter in Connected Books I am getting a message that says You have been logged off lt Occasionally when the internet goes down you may get kicked off of the Connected Books system First please make sure that this is not related to your internet service If your internet service seems to be working it may be a problem with UHAB s internet service If you see this message log back in to Connected Books with your email address and password If it seems that this is happening very frequently give the Connected Books team at UHAB a phone call and let us know this is happening repeatedly 108 Frequently Asked Questions I don t have an internet connection can I use Connected Books It is preferred that Connected B
24. sident Amount gt Click Add to submit new rent information Verify information in the following places All Rent Rent Roll Report Customer History report 101 Moving Residents When residents switch apartments or move from one apartment to another within the same building This requires a multi step process first to move the resident out of their current apartment then to move the resident into another apartment Move out resident from the apartment unit that will be vacant Under the Setup heading on the Main Menu screen gt Click on Move Out gt Select a Unit Resident from the pull down menu gt Enter move out date i e 1 31 05 2 28 05 3 31 05 gt Click Move Out to move person out To move another resident into that vacant unit first move them out of their current unit Under the Setup Heading on the Main Menu screen gt Click on All Unit Resident gt Click Edit for the Resident Record of the resident who s moving gt Change Move Out Date to last date of that period i e 1 31 05 2 28 05 3 31 05 gt Set Status of Resident Record to Inactive gt Click Update to submit information You will get a confirmation screen that the Resident s information was updated Then move them into the vacant unit Click Search icon to return to All Unit Resident view gt Click on Add Unit Resident icon gt Select a unit from the pull
25. ssion is to call the Connected Books Team at UHAB Brian Salfas 212 479 3355 Emily Ng 212 479 3318 After business hours you may leave a voicemail message and UHAB staff members will return your call as soon as possible the next business day A third way to schedule a support session is through the Connected Books online tool At the bottom of every Connected Books webpage there is a link to an e mail address which when you can click on it opens an email from you to cbhelp connectedbooks coop You can also send an email to Brian Salfas at salfas uhab org Accounting Training and Bookkeeping Help If your building needs additional bookkeeping help regular Co op Accounting trainings are held monthly at the UHAB offices both downtown and in Harlem Additional Bookkeeping assistance is available for an additional fee Please contact Brian or Venecia for more information Bug information What is a bug A software bug is an error mistake or failure that prevents it from working as intended or produces an incorrect result Although UHAB and its software developer put a great deal of testing and planning into the Connected Books software the process is complex and unintended things sometimes emerge In the case that you encounter a bug an error report or bug report page will appear and require you to enter information of what happened prior to the bug occurring This information helps in preventing that error in the programming or system
26. t Click View Report to create the Balance Sheet To view the Balance Sheet Report Under the Analysis heading in the Main Menu in the Reports section gt Click on Balance Sheet gt Click on Report of the Balance Sheet that you wish to view Balance sheets are displayed according to the Date it was created and the Period Ending Date When you are done with the report gt Hit Back button on web browser to return to the previous screen or to get to a screen with the Main Menu icon 83 Financial Snapshot The Financial Snapshot Report is a quick glance of the checking account unpaid bills and arrears outstanding It gives a literal snapshot of the finances at the moment that you view this report It is a good way to assess the HDFC s financial health To view a Financial Snapshot Under the Analysis heading in the Main Menu in the Reports section gt Click on Financial Snapshot F UHAB Connected Books Budget Tenant Report Microsoft Internet Explorer File Edit View Favorites Tools Help ay A P i 2 H ra as Back gt x a P Search Se Favorites Media amp j Se LJ d 3 Address amp http www uhab coop cb FinancialSnapshot01 cfm x Go Links G Googe 4 Free Hotmail Oddpost weather com NYTimes CitySearch MapQuest MTA UHAB te Urban Homesteading Assistance Board Connected Books Logotf Fin
27. the tenant information including contact information Z UHAB Connected Books Resident Browse Microsoft Internet Explorer ee x File Edit View Favorites Tools Help 0 6 i a kw Oam Back F ard Stop Refresh Search Favorites History Print Edit Address http www uhab coop cb TenantBrowse cfm v Ed Go Links Logot A MM Add Resident Help Main Menu __ Name Language Home Work Subsidy Status Unit Edt Acme Bike English 212 555 5555 None Active Store Eit Tawana Brown English 212 654 4444 917 200 2003 None Active Apartment 5 Edt George Costanza English None Active Apartment 8 Edt Carmen Diaz Spanish 212 462 5555 646 212 2121 None Active Apartment 2 at Dolly Gonzales English 212 462 3333 None Active Apartment 6 ii n ee wl Edt Ray Jones English 212 654 4444 212 444 8899 None Active Apartment 3 Edt Ramon Perez Spanish 212 462 2222 Section8 Active Apartment 4 T Edt Karen Smith English 212 462 5555 18 333 5555 Section Active Apartment 1 Beat Don Wood English 12 321 7654 212 479 3300 None Active Apartment 7 The Urban Homesteading Assistance Board 120 Wall Street 20th Floor New York NY 10005 v Done Internet 94 All Unit Residents view displays Move in out dates Maintenance amount and whether resident is a Maintenance Shareholder
28. tion beneath the Check Form has a 0 00 amount gt Click Update to submit the voided check Entering a Bounced Check There are two scenarios which will be detailed in this section 1 when the building writes a check that bounces that is a check that is written out of the building s expense account 2 when a resident writes a check i e for maintenance or rent and the check that is a check that is income to the building bounces after the deposit was made Scenario 1 How to add a check written from the building s account when it bounces This is the scenario when the building writes a check that bounces due to insufficient funds If it is not already done add the original check in the Checks section under the Banking heading on the Main Menu screen for instructions on entering checks see pages 34 35 Then you will need to negate the original check by adding another check with the negative dollar amount of the original check Under the Banking heading on the Main Menu screen gt Click on Checks 98 gt Click on Add Check gt First choose the vendor from the pull down menu gt Enter the date and memo gt For the check number add a number that deviates from the regular check number sequence see section on adding electronic debits for the reasons why this is important gt Enter the amount of the original check but with a negative amount i e if the original check a
29. ts All Rent as well as on the Rent Roll Report and Customer History Report When a Resident Moves Out Under the SetUp heading on the Main Menu screen gt Click on the Move Out link gt Use the Move Out Form to select the apartment and name of the Unit Resident that is moving from the pull down menu gt Enter in the effective date in the Moved Out On field gt Click Move Out When a New Resident Moves In Under the SetUp heading on the Main Menu screen gt Click on the Move In link gt Use the New Resident Move In Form to select the Unit from the pull down menu that the new resident that is moving into gt Enter in the tenant name and contact information in the Tenant Information section into the appropriate fields including e First Name Last Name Phone Number and Resident Amount e Enter the Effective To Date and Effective From Date if that information is available NOTE these fields refer to the move in or move out dates e Mark the Maintenance Rent pull down menu with the appropriate payment status Enter Section 8 information if applicable e Enter any arrears information and mark the As of date to the last day of the previous month in order for the correct balance to forward to the rest of the application gt Click on Add Button to submit information 103 Setting Up Additional Users on your Connected Books Account The primary user on the
30. uhab coop cb RentBrowse cfm O A Add Rent Help Main Mera SS Current Resident Stared Ended Resident Amount Section 8 Amount Other Amount Eit Apartment 1 Karen Smith 01401 1993 12 31 2092 350 25 49 75 0 00 Eat Apartment2 Carmen Diaz 01401 1993 12 31 2092 300 00 0 00 0 00 Eit Apartment3 Ray Jones 01 01 1993 12 31 2092 450 00 0 00 0 00 Pai Apartment4 Ramon Perez 01 01 1993 12 31 2092 200 00 100 00 0 00 Edt Apartment 5 Tawana Brown 0101 1993 12 31 2092 450 00 0 00 0 00 EA Apartment6 Dolly Gonzales 0101 1993 12 31 2092 300 00 0 00 0 00 EBA Apartment Don Wood 01401 2003 12 81 2006 800 00 0 00 0 00 i p eRent Detalhent8 George Costanza 01 01 2003 1281 2006 800 00 0 00 0 00 f i Bat Store Acme Bike 01 01 2003 12 31 2006 1 400 00 0 00 0 00 The Urban Homesteading Assistance Board 120 Wall Street 20th Floor New York NY 1 0005 m 2 http www uhab coop cb RentMaintenance cfm Mode EditeRentID 2304 Internet 95 96 MISCELLANEOUS SCENARIOS Using the Bills features Basically using the Bills section ensures that Connected Books will give you reminders for bills that are entered into the system How do I enter a check for the bills that I have entered You do not need to enter a separate check if a bill has already been entered into the system Once you use the Pay Bill
31. ure with an industrial strength firewall Who sees my data No one except for the users that are set up by the account Administrator on your HDFC s account The UHAB staff will not access your account and will never view your account without your permission UHAB will occasionally monitor usage information for research and tracking purposes Why would I give permission to the UHAB staff to view my data There are instances where you might wish for UHAB staff to view your building s account such as if you need troubleshooting assistance The information is kept confidential see the Online Service Agreement Can I enter in data for previous years Yes it is possible to back enter data It is important to communicate with UHAB staff about the sections of Connected Books which are more sensitive to back entered information particularly sections which require entry of dates for example an As Of Date 109 Back entering data must be determined at the time of set up since the Connected Books is cumulative and works off of the previous month s information For example you don t want to enter data and then decide that you want to include last year s data I keep getting an Error ID message but I don t know what I did that could result in an error What should I do Send a detailed email message to the email address at the bottom of the Connected Books page cbhelp connectedbooks coop or call UHAB at 212 479 3318 W
32. w http www mozilla org products mozillal x Where it says Download Now click on the link that says Windows English 1 1 0MB A window will ask you if you want to let the program Run or save it to your computer Choose Run it may ask you where you want to install the files After it is finished Running the installation click on the Open button You will now be able to access the internet and Connected Books using Mozilla Firefox Type in the web address for Connected Books http www connectedbooks coop You can Bookmark this link or add it to your Favorites folder so you can easily access this site in the future Security No one is allowed to view your building s data except for the building Administrator The administrator can create other user profiles so that a bookkeeper board members and shareholders can view reports UHAB Staff Members will never view your information unless you request support and give permission for the staff to view your building profile For information on how to request a support session see page 87 111
33. wide error from occurring again 106 Troubleshooting Questions I ve forgotten my password What do I do If you are the Administrator for your building the person who set up the Connected Books account on behalf of your building or is the liason between UHAB and your building call UHAB staff at 212 479 3355 and we can help you reset your password If you are set up as a Bookkeeper a Board Member Shareholder or a Guest you can contact your building s Connected Books Administrator to reset your password I entered in the wrong information but can not delete it What do I do now In most cases you would be able to edit information in Connected Books but there are some cases where you may need to delete information To delete an item you will see an icon at the top of the page with an X logo which says Delete beneath the icon If you do not see the icon you will not be able to delete that information The reason why you can not delete certain information is due to the security levels of the user type to which you were assigned If you can not access the Delete icon contact the Administrator of your building If you are the Administrator User for your building contact the UHAB staff I created a new user profile for a board member shareholder but that person has moved out of my building How can I delete this person Once someone moves out of the building you should not delete this user What
34. xist to allow users to view the same information in various ways For example if you wanted just to know if residents are Maintenance Shareholders or Renters and when each person moved in you could go to the All Residents view and click on the link to view that information Editing Resident Information It is important to keep in mind that when making changes to or updating Tenant Information or Rent Roll Information you should never make changes or Edit without checking the User Manual or checking in with a UHAB Staff Member When a change is made in one of the four All views the change may not be effective until it is verified in the Current views Unfortunately there is no definitive section in which you should Edit tenant and rent roll information and making a change to one section does not guarantee that the update is effective this is due to the fact that the information has been copied into the other sections allowing you to search and find information In cases where there is a Rent Increase in the building or if a Resident is moving from one apartment Unit to another there are specific commands and instructions to add that information into Connected Books Those commands can be found in the Miscellaneous Scenarios section on page 110 Z UHAB Connected Books Current Unit Resident Rent Browse Microsoft Internet Explorer File Edit view Favorites Tools Help ay 0o 0 ff A A GO 2 x
35. y Bank 01 18 2004 C 2124 Rat Bee Gone 50 00 Jan Exterminating Yes Bd ABC City Bank 01 15 2004 D Dolly Gonzales 300 00 1002 Yes BAd ABC City Bank 01 15 2004 D Tawana Brown 450 00 3333 Yes Done i Internet a The Search Results with give you information about the Bank Account associated with the transaction Posting Date the transaction was posted Type of transaction whether it is a Deposit or a Check Check number if there is one Vendor Payer Amount of the transaction Memo description and whether or not the transaction was Reconciled Clicking on the Edit icon at the left hand side of the transaction listings takes you to the original check or deposit form for that particular transaction Clicking on the Search icon from the Results page takes you to the Search form 91 Searching through Resident or Unit Information Once the Tenant and Rent Roll information have been set up for more information on setting up your account see pages 19 29 there are several ways to look at the Resident and Unit information These include Current Unit Resident Rent And four other views All Units All Residents All Unit Residents All Rent When tenant and rent roll information is set up Connected Books copies this information into the four other views Since the tenant and rent roll information is now in two places it is necessary to be sensitive to how edits and updates are made These views e
36. you can do instead is mark the user s record as Inactive This will not delete their entry but rather they will no longer be able to log into the account That way you can keep the historical record of who has had access to the building s information If that person returns to the building or moves in you can always re activate their user profile A resident has moved out of my building should I delete this person You do not want to delete that person since that would wipe out the resident from your Connected Books account as though they had never lived in the building Since financial information exists for that person you won t actually be able to delete the tenant record instead you can follow the instructions to Move that person out of the building using the Move Out instructions on page 86 of the manual I am having trouble recording a rent maintenance charge increase Ever since I recorded the increase my Rent Roll Reports have been messed up What can I do to fix this 107 Make sure that you have added the rent change properly if you have overlapping Rent Charge dates in the All Rents table it will affect your Rent Roll Report See page 114 115 for instructions on updating the Maintenance or Rent charge I was using Connected Books but when I clicked on the Submit Add button I got an error message What should I do Connected Books usually will tell you when you have made an error that needs to be cor
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