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MultiSite Suite: Tenants User`s Manual

1. Tenant Information for Unit PUROT Security Deposit Balance Initial SD Disposition Tenant Balance Rent Adiustment Davs 359889 DaiwRent 5119778 1 Open Charges 53 i M SD Disposition SD forfeiture to Site 5 D Refund to Tenant C soo Account Disposition Site Refund to Tenant C 9 Balance Due from Tenant __ s2278 91 32278 Quit lt lt Back Next gt gt Screen 2 of 4 PUROLATOR BUILDING Puno Facet caps NUM ozana inanam 8 Click Next The Summary tab appears It shows what amounts will be refunded and forfeited as well as the associated bank accounts There was no security deposit for the commercial tenant whose account is pictured below therefore the amounts are 0 However various amounts usually appear in this tab Security Deposit Disposition L 15 x File Tools Mode Help Select Worksheet Summary Print Disposition of Security Deposit is about to be finalized Please check the following actions Check s or Funds from Security Deposit Account Disbursements from eft E Print Refund Check To i sat Print Forfeiture Check 10 i A Sub Total M Check s from Disbursement Account Disbursements from he Act Print Refund check to oat Leg Total Disbursement sm 9 Check the amounts in each text box and do one of the following MultiSite Systems LLC version 6 131 MultiSite Suite Tenants Module Table of Cont
2. gt What You Are Now Requesting Workorder will be automatically generated Tenant will be billed I Keyed Deadbolt Lock I Sliding Doorbar T Sliding Door Pinlock I Keyless Deadbolt I Doorviewer I Other SSS start iG E eal Tenants No Filter Ap Verify the Lease information is accurate review and check the pertinent information required to complete the lease Click Save MultiSite Systems LLC version 6 181 MultiSite Suite Tenants Module Generating amp Printing Letters The lease will generate on the screen Click the save button on the tool bar This will add the lease document to the tenant notes Next print your lease using the print icon from the tool bar Close the lease by clicking file and exit and close the lease summary form Verification Letters To launch Verifications click on icons located in the Letters and Applicants sidebar Here is a screenshot of the interface a Print Verification 5 m Effective Date jo 72006 Forms printed this session Verify reports for Default Site Full Name Exit Edit Address Add Address Save and Priat Remarks about the above screen shot example e Forms printed on this session textbox Since you will be entering multiple tenant occupant and letter combinations this textbox will list what you have done in this session Also the contents from this box will be written to a tenant note
3. Tenant Search a Sites arms 2BR WHITSON CYNTHIA 403 00 at Reasor Ri Vacant Units Ba Notices Pending DEVOTIE LUCILLE 0 00 02 15 1991 08 03 ff RA Open Acct Paros R PRUITT BETTY Gm Deposit Slip Gm AuditT rail EDGERTON TAFFY 0 00 0 00 g 6 0 Moving Out of TATE MARTHA 154 00 07 077 Personal Reasor PE Notices Pending RIVER TRAIL 7 072003 caps NUM 07 07 2003 10 12 AM EEN Tip You can filter the list of pending Notices to Vacate by site manager property manager and so forth This shortens the time it takes for the system to retrieve the records and enables you to view records more efficiently For instructions on selecting filters see the Fi ering Records for Customized Viewing section in the Viewing Management Specific Information Mgt Views topic Viewing Outstanding Receivables for Rental Assistance The RA Open Acct icon enables you to view all outstanding rental assistance receivables from the government gt To view outstanding rental assistance receivables do the following 1 If the Met Views label bar isn t already open click on it to display the various viewing options 2 Inthe Met Views slider bar click the RA Open Acct icon MultiSite Systems LLC version 6 49 MultiSite Suite Tenants Module Table of Contents The list of outstanding receivables for rental assistance appears Tenants filtered by Property Manager BECKY STEYENS eix File Edit View T
4. Entering a Notice to Vacate 123 Moving a Tenant Out 126 Recording a Tenant s Security Deposit Disposition 128 Renewing a Tenant s Lease 133 Entering Rental Assistance Charges 134 Undoing a Tenant Charge or Receipt 136 MultiSite Systems LLC version 6 MultiSite Suite Tenants Module Using the Swap Tenants Feature Changing the Head of Household Managing Applicants Viewing Applicants Adding Applicants Applicant Waiting List Preferences How to Receive Refund and Transfer Money from an Applicant Copying Applicant Transactions to Tenant Records Recording Lost Applicants Modifying Applicant Details Fulfilling Refund Requests Searching for an Applicant by Last Name Generating amp Printing Reports Navigating in Printing Exporting and E mailing Reports Quick Generation of Tenant Profile Account History Open A R amp SD History Reports Generating Regular Reports Project Worksheet Report Tax Credit Reports Daily Occupancy Reports Ranking Worksheet Report Vacancy Loss Report Unit Turnover Report Tenant Summary Report Rent Roll Report Rent Roll by Day Report Navigating in Printing Exporting and E mailing Reports Generating amp Printing Letters Other Letters Package Print Letters Print Lease Verification Letters MultiSite Syste
5. The left side of the tab includes relevant tenant information The right side displays a reconciliation of the tenant s current balances both security deposit and tenant account balances as well as information about how the security deposit will be disposed of refund and or forfeiture ig Security Deposit Disposition BE x File Tools Mode Help Select Worksheet Summary Print Tenant Information for Unit PUROT Security Deposit Balance 0 00 Fea Vae Initial SD Disposition Tenant Balance 50 00 LP Rent Adiustment L o Davs DaivRent _ oA Open Charges IPE 07 11 2003 Damages Misc TOTAL Charges SD Disposition S D forfeiture to Site 0 00 S D Refund to Tenant 0 0 00 Account Disposition Site Refund to Tenant LD Balance Due from Tenant 50 00 50 00 Quit Screen 2 of 4 PUROLATOR BUILDING Puro Facet caps NUM ov 11vanna 1017 AM lt lt Back If you need to adjust the rent do the following a Enter the number of days in the Days text box The corresponding rent adjustment appears automatically in the Daily Rent text box b Click the Open Charges ellipsis button to open the Tenant Charges window version 6 129 MultiSite Suite Tenants Module Table of Contents c Inthe Tenant Charges window enter the rental adjustment that appears in the Daily Rent Charges text box For detailed information about using this window see Entering
6. 7 If the HUD Affordable Housing Program AHP is selected and you press the Next button the Step 2 HUD RD data entry grid opens Enter a whole number in each cell and save MultiSite Systems LLC version 6 205 MultiSite Suite Tenants Module Rent and Income Limits Step 2 HUD RD 30 EL 50 VL 80 L 95 BMIR 100 M 2 Person 3 Person 4 Person 5 Person 6 Person Person 8 Person 9 Person 10 Person 11 Person 12 Person 8 HUD properties without RD will only need to fill out the a 30 Extremely Low b 50 Very Low C 80 Lower d Perhaps the 95 9 RD properties will need to fill a 50 Very Low b 80 Low Income C 100 Moderate 10 HUD RD Combined will need to fill out all except possibly the 95 BMIR 11 Enter whole numbers and press Save button 12 After saving you will be notified that the data was saved 13 Press the Next button The next screen can vary according to your choice on the main form If you just entered HUD limits the next screen will let you know that you have finished the table and ask you if you You have Finished this Table Do you want to enter another Table want to enter another Yes table Here is the O No screenshot gt 14 Press Next or Close Pressing Next will return you to the Main form You look at your data again by pressing next or you can change the program type and begin entering new data for a different program E Ti
7. MultiSite Systems LLC version 6 188 MultiSite Suite Tenants Module Setting User Preferences 5 Ifyou area site manager you can filter the tenant list sites list vacant units list and pending Notices to Vacate list by site manger To do this select the name from the Default Site Manager drop down list Note If you are a site manager and you select UNKNOWN for the Default Site Manager the system will not return any records when you conduct a search for those lists 6 If you want to change the printer to which utility subsidy checks are sent for printing select it from the Check Printer drop down list 7 Ifyou want to change the printer to which reports and letters are sent for printing select it from the Letter Printer drop down list 8 Click the Save Settings button to save the preferences that you set in the General tab 9 Click the Custom View tab The following tab view appears i TENANT PREFERENCES BEE Eile General Company Info CustomView Letters and Reports Modules WaitListPrefs i Leases x Available Fields Occupants Custom View TC_QualifyingD ate Save Settings Undo Close 10 From the View drop down list select one of the three types of 2 column view records for which a Custom View filter is available Leases Occupants or Tenants MultiSite Systems LLC version 6 189 MultiSite Suite Tenants Module Setting User Preferences MultiSite Systems LLC 14 15
8. After selecting the default site manager in user Preferences activate the filter by choosing Filter from the View menu on the main menu bar and then choosing By Site Manager from the submenu To turn the filter off select a different filter or No Filter from the submenu By Property Manager Note Only property managers and system administrators can filter records by property manager If you are a property manager you can filter lists of tenants sites vacant units and pending Notices to Vacate by property manager The list that appears corresponds to the property manager you select in the Default Property Manager drop down list in the Tenant Preferences window for instructions see Mai Merge The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that ate going to receive the letters To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on a Property Tenant or Applicant you can set your intentions on this form At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses but
9. The UtilSub VOID icon enables you to void a utility subsidy check that has been written to a tenant Note You cannot void a check that has already been cleared by the bank To void a tenant s utility subsidy check do the following 1 ce MultiSite Systems LLC Select the utility check you want to void For instructions on displaying and selecting the check see Viewing a Tenants Utility Subsidy Checks Click on the Met Actions label bar to open the corresponding slider bar In the Met Actions slider bar click the UtilSub VOID icon A message box appears asking if you want to void the selected check Review the information about the check If it the one you want to void is displayed click Yes If not click No and repeat the steps in this procedure selecting the correct check The default Period to Post is the current period If you want to post the voided check to another period enter a different one Then click OK The default date to post is today s date If you want to post the voided check to another period enter a different one Then click OK The voided check is sent to the printer automatically Tip You can change the printer to which checks are sent For instructions see Mai Merge The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that are going to receive the letters ver
10. alisa ica iea ia ian Dian ias Vika iea iea iga liea liga A 1 lt lt 1 49 Code 5560 BI Description Garagelig B Market Rent 150 Unique Lease Taxable Ur check if you do not want to auto v ProRate MIMO M raphe AR Transaction Code v T Delete tkis AutoBil Edit AutoBilMaster Add New AuloBil 7 Click the Edit Auto Bill Master button 8 Make your changes in the fields located below the grid and press Save 9 Continue as needed Viewing Auto Bills The standard Units View has been altered by adding a column named Auto Bills This new column lists each auto bill separated by 6699 semicolons MultiSite Systems LLC version 6 199 MultiSite Suite Tenants Module Auto Bills Auto Billing Overview Printing Auto Bills and Rentable Spaces Reports are located in Other Reports group At this time there are two standard reports e Tenant List With AutoBills o All occupied and vacant units are listed e Rentable Spaces o All available and occupied spaces are listed MultiSite Systems LLC version 6 200 MultiSite Suite Tenants Module Auto Bills Auto Billing Overview Auto Bill Frequently Ask Questions e Do need to put an ending date on my AutoBills gt We recommend that you do NOT enter an expiration date on your auto bills when creating a new auto bill The exception would be when you actually have a firm expiration date Auto bills will continue t
11. Tf the CONFIRM EVICTION IN PROGRESS selected This Tenant is Not in Eviction do you want to mark as Eviction in Progress tenant were altea dy Yes No Eviction in Progress then the popup would indicate that the tenant is about to be taken off Eviction In Progress If you press Yes the next Select your date resize form if necessary form will allow you to May 2007 choose an Effective Date Sun Mon Tue Wed Thu Fri Sat fot the event Choose a 4 ales 5 date and press Save to 33 0n E 15 16 18 19 2 EJ a a 2 continue man O ea Cancel Save This is what the tenant note automatically created looks like Tenant Notes Evicti 05 23 2007 Eviction Process 05 20 2007 Lettei 03 01 2007 Bad Housekeeping Note 09 07 2005 Late Notice and Fee MultiSite SY Note 08 09 2005 Late Notice and Fee BRENTDEM BrentDemo 14sb1 14sb1 98 MultiSite Suite Tenants Module Table of Contents RD Eviction Feature Changing the eviction status for an RD tenant will automatically create an RD 3560 8 certification with a certification type E or XE XE certification type is for an UNDO Eviction state These certifications created will automatically print at the end of the action only if the tenant has a current 3560 8 certification These new certifications will be transmitted on your next transmission to MIN
12. s record and choose Occupants Grid from the shortcut menu that appears Open the Tenant Views slider bar and click the Occupants icon A list of occupants who live with the selected tenant appears as shown Tenants filtered by Division Commercial File Edit View Tools Help g a Dak DTI omn e Mat Views OCCUPANTS IS _ Name Suffix Co Tenant Relationship SSN Bi _Age M Status E Type Sex Bi PRPELONDELLNTRAVIS oT 5 i951 52 i KEET Units E Ba Notices Pending Mi RA Open Acct Tenant Search ay Sites G Deposit Slip AuditTrail T Views Mat Actions Tenant Actions Applicants Letters Reports Occupants BRITISH WOODS 195 eTo TRAVIS FRED D 072003 CPs NUM 07 10 2003 11 10 4M F version 6 54 MultiSite Suite Tenants Module Table of Contents EEN Tip The actual tenant does not appear in this list 3 To view a detailed record of an occupant in the list double click on his record The 2 column detailed view of the occupant appears as shown below Tenants filtered by Property Manager BECKY STEYENS iSl xi Eile Edit Yiew Tools Help a 4 Haw prammen om e Tenant Views Custom View a Fields Search fi Tenant 2 Feel a aa Vae eaal DA CT ja Occupants Open A R Acct History Ba Lease amp Tenant Lease Hi Ba Unit Lease History Ga Cert History RD Cert Gi SD History Be Unit G amp Utility Sub Chks amp AA De
13. 3 PrePaid Rent Do not add Applicant money using the Miscellaneous Income form All Applicant money is collected in the Applicant Transaction form This form is only located in the Applicant form Press the Add Transaction button in the applicant form MultiSite Systems LLC version 6 143 MultiSite Suite Tenants Module Table of Contents Traffic Preference Status Verification History Application Date 07 21 2003 09 20pm LeaseAgent j Times Shown fo LastName 30 Da FitstName 30 ftom mii Suect 3 i Ciy a0VSttezpf PRES Phone 14 ff SSNQ UnitID 25 P UntTypel 2BR 3060 v UntTypez NA Expected MI 08 01 2003 Source 50 Property Signage Comment 255 Close Refund Request Add Transaction Save i Applicant Income for Day Tom a l a File Options Unit ID Date 04 07 2004 Paid With ex PeiodPos OOO Check MO Description Apartment Name Site Name Income Type Applicant Amount If this is a Refund Receipt then enter a Negative Number Cancel The Applicant Transaction form opens Choose the Paid With Check Cash MO Credit Card from the dropdown list MultiSite Systems LLC version 6 144 MultiSite Suite Tenants Module Table of Contents APPLICANT RECEIPTS Security Deposits and Fees Enter the Check or Money Order number Choose the Income Type from the drop down list First let s review th
14. 5 indicates interim In the L6 Action B column 1 indicates correction to the prior certification 2indicates a transfer 3 indicates a gross rent charge Also The T Rent column indicates the tenant s portion of the rent Subsidy indicates the HUD portion of the rent U Reimburse indicates the utility subsidy to the tenant if any Acheck mark in the Transmitted column indicates that the corresponding 59 certification has been transmitted to TRACS MultiSite Systems LLC version 6 71 MultiSite Suite Tenants Module Table of Contents Tenants filtered by Property Manager BECKY STEYENS File Edit wiew Tools Help Dal Daisies an _e we 59 History Ga Acct History al ieee Juno Erbas _ UsActonA LeActon 6 Rent Subsgy _URembuce Trenanited Pa al som Cert History 034 0 003 0 p 0 00 6286 00 Ba AD Cert a SD History Ma Unit Ga Utility Sub Chks fa RA Detail a 59 History fa 50059 a Tenant Lease Hi Past Tenants Mat Actions Tenant Actions Applicants Letters Reports Pil ssuistoy DALE THE 5 baoa HALL KENISHA 072003 caps NUM 07 07 2003 10 48 AM Note This is a view only list There is no detailed 2 column view of each certification record in the Tenants module and none of the items in the record can be edited from this view Viewing amp Printing a HUD Tenant s Certification Details MultiSite Systems LLC The 50059 ico
15. A message box appears indicating that the reminder has been saved in the system Click OK in the message box To exit the window click the x button in the top right corner or the Close button in the bottom part of the window You return to the Reminders window To add another reminder repeat steps 2 10 To exit the Reminders window click the x button in the top right corner or the Close button in the bottom part of the window You teturn to the main screen version 6 193 MultiSite Suite Tenants Module Displaying the Multipad amp Calculator EEN Tip After you add reminders they appear in a list in the Reminders window according to the frequency that you set in step 7 You can dismiss a reminder by clicking inside the corresponding check box in the Dismiss column You can also dismiss all related reminders by clicking inside the corresponding check box in the Clear All column If you use these features to dismiss reminders they do not appear in the Reminders window when you log into the system Displaying the Multipad amp Calculator If you want to open Multipad a text tool that is similar to Windows Notepad to use while you are working in the Tenants module choose Multipad from the Tools menu or press Ctl M If you want to open the Windows Calculator to use while you are working in the Tenants module click the calculator button on the main screen toolbar Rebuilding Layout Files Your system contains a
16. MultiSite Suite Tenants Module Table of Contents Navigation Workflow Typically after you log into Tenants you click the label bar of the section you want to use first Then you click the icon in the corresponding slider bar and continue working in the panels that appear in the main screen or in popup windows that appear Specific instructions for each procedure are included in this manual Logging Out of Tenants To log out of Tenants simply click the exit button on the main screen toolbar You return to the remote server Desktop To log out of the remote server click the Start button on the Windows Taskbar and choose Log off Your Username Viewing Management Specific Information Mgt Views MultiSite Systems LLC The Met Views slider bar contains icons that enable property managers site managers and other management users to display global information about the sites units and tenants that they oversee Managers can quickly look up the number of vacant units at their sites the balance due at various sites or units and so forth Many of the panels in Met Views display general information However you can use Met Views to look up specific tenants as well From the Met Views slider bar you can view any of the following A list of tenants and or details for individual tenants Tenant Search Sites Units Vacant units Pending Notices to Vacate Notices Pending version 6 19 MultiSite Suite
17. MultiSite Suite Tenants Module Table of Contents Selecting Specific Records selection bar Many of the records in Tenants as well as in other MultiSite modules display records in a grid either in the main screen panel or in a popup window To put your focus on a specific record or tow click anywhere in the row A small black triangle appears in the selection bar to the left of the record indicating which record is selected as shown below MOUNTAIN VILLA CURRENT j NNINGHAM WNHO4M PAST Navigating in Records Printing Records MultiSite Systems LLC You can move your focus from one text box or cell in a record to another by clicking with your mouse or pressing the Tab key on your keyboard On some panels and windows you can also press the Enter key on your keyboard You can move from one row in a grid to another by clicking with your mouse or pressing the up or down arrow keys on your keyboard You can also resize columns in grids by placing your cursor between two column headers and dragging your mouse pointer to the left or right To save the new column size so that the system displays it whenever you re open the grid click anywhere inside the grid after resizing it Most of the views in the MultiSite Suite can be printed To print selected records or all records in a display panel use the Print Selected Rows or Print All Rows command on the File menu or shortcut menu version 6 18
18. Paid With field is prefilled with Check and the field Check MO is blank and is awaiting your entry of the check number MultiSite Systems LLC version 6 82 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC 6 7 If a refund is due the Tenant then you will be ask to enter the Refund Check Number in this dialog box Enter numbers only REFUND CHECK INPUT Enter Refund Check Number If the tenant has any open charges the system displays a message box asking you if you want to write off the tenant Click Yes or No depending on whether or not you want to write the tenant off If you are asked if you want to write the tenant off and you click Yes the system creates A R transactions that write off any unpaid charges Unpaid rent is written off to bad debt rent and all other open charges are written off to their respective codes When this procedure is done the tenant security deposit ledger and tenant ledger will be adjusted with transactions according to Write Off Tenant Form QUILIMACO IKE L Last resided at unit 2 132 They have a remaining outstanding balance of 135 Enter Period to Post Transactions 92008 Enter Transaction Date 12 20 2008 83 Write Off MultiSite Suite Tenants Module Table of Contents the security deposit disposition Recording Rental Assistance Receipts The RA Receipts icon enables you to record the receipt of rental assistance
19. To determine the specific fields that you want to view for each of these detail views select them in the Custom View tab of the Tenant Preferences window for instructions see Mai Merge The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that ate going to receive the letters To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on a Property Tenant or Applicant you can set your intentions on this form At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing version 6 21 MultiSite Suite Tenants Module Table of Contents MultiSite Mail Merge Form SALE File C Tenant Merge Applicant Merge Effective 11 25 2010 Site x Merge Letter C Letters Templates T Fa C Vendor Merge PLEASE SELECT A PROPERTY Merge Letters in Directory Letter Name mE 03x5 MI MO Inspection Form rtf Zz Anemoi for HUD forms rtf
20. below Security Deposit Disposition File Tools Mode Help Table of Contents Select Worksheet Summary Print ALDERSGATE AL ALDERSGATE II AD ALLENDALE MANOR ALM Unit GENT APPLE TREE APP APPLEGATE VILLAGE AP ASHLYN PARK ASH AZALEA CIRCLE AZ BALDWIN PLACE BAL BATTLE FOREST BA BERRY COURT BER BERRY PARK BPK BLUE RIDGE BL BLUESTONE BLU BRITISH WOODS BT BRITTANY PLACE BP BROOKHOLLOW BH BROOKSIDE BRK BROOKWAY VILLAGE BV BURNSIDE VILLAGE BU CALDWELL BUILDING CAL CANDLEWOOD CAN CAVALIER CA CEDAR GLEN CD CEDAR GROVE CDG CEDAR RUN CE CHOWAN GA amp RNENS Ml Previous Tenants KERE Quit lt lt Back Next gt gt __ Tenant Mi_Date_ MO_Date__ TenRent__ Balance Due _ LastPayDate Current Click Curent Site Curent Unit Current Tenant 3 Inthe Unit ID text box enter the unit ID number of the unit for which you are recording a security deposit disposition When you navigate outside the Unit ID the past tenants for that unit appear version 6 caps num ozana NISAM MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC 4 From the list of past tenants select the tenant whose security 6 deposit disposition you are recording Click Next The Worksheet tab appears You use this tab to view tenant information and enter additional charges if necessary
21. click OK in the message box contact the user and find out when he or she will be finished writing checks When you know that the person is no longer writing checks click Yes in the message box that reads Do you want to change the light to green This lets other users know that you are now writing checks Anyone else attempting to write checks will see the alert message and your name will appear in it s Check Wizard 1 Of x AP Check Wizard Select all Authorized Checks with Due Date on or before fori 1 2003 Post Checks to Period 072003 Check Date Jorn 1 2003 Select One Utility Subsidy o Exit Next gt gt In the first text box enter the due date of the utility subsidy checks that you ate writing Tip All utility subsidy checks that are due on or before the date you enter will be written The Post Checks to Period text box contains the current period If you need to change the period enter a different one The Check Date text box contains today s date If you want a different date to appear on each check enter a different one version 6 87 MultiSite Suite Tenants Module Table of Contents 6 Click the Next button A summary panel appears listing how many checks will be written as well as the total amount of all checks combined 7 Click the Print Checks button The checks are sent to the printer E Tip You can change the printer to which checks are sent
22. do the following 1 Display the 2 column detail view of the tenant s lease For instructions see Vzewing a Tenant s Current Lease to modify the current lease or Viewing a Tenant s Lease History to modify any lease in the tenant s history 2 Inthe lease record double click on the value that you want to change The Editing window appears The current value appears in the Existing text box at the top This text box is for reference purposes only Do one of the following MultiSite Systems LLC version 6 61 MultiSite Suite Tenants Module Table of Contents Inthe New text box enter the new value manually Click the Browse button to display all the possible values they appear in the larger blank text box in the lower left part of the window Then select the one you want to enter by clicking on it 3 Click OK The information is changed and you return to the main screen Viewing the Lease History of a Tenant s Unit The Unit Lease History icon enables you to view the lease history of a particular tenant s unit gt To view the lease history of a tenant s unit do the following MultiSite Systems LLC 1 Select the tenant who is currently living in the unit for which you want to view a lease history For instructions see Viewing Tenants If the Tenant Views slider bar isn t already open click on the Tenant Views label bar to open it In the Tenant Views slider bar click the Unit
23. 16 17 18 19 20 In the Available Fields list box click once on each field that you want to view when using the Custom View filter for the selected record type Each field name you select is copied to the Fields in Custom View list box To remove a field from the Custom View select it in the Fields in Custom view list box Repeat this for each field you want to remove Tip To add or remove all fields at once use the double arrow buttons Repeat steps 10 12 for each of the other types of 2 column view detail records Click the Save View button at the bottom of the tab Click the Save Settings button at the bottom of the window Click on the Letters and Reports tab If you want to change the location where the system stores reports letter templates and letterhead templates double click inside the corresponding text boxes Default Report Location Default Letter Template Loc and Default Tenant Letters Loc Then in the browse window that appears select the alternate location in the file directory If you want to define a specific format for any of the reports listed in the Letters and Reports tab from Check Voucher Report to Tax Credit Year Rpt double click inside the corresponding text box Then in the browse window that appears navigate to and select the specific report file that you want to use for each one Click the Save Settings button at the bottom of the window If you want to set waiting list prefer
24. 17 Tip If you do not add occupants at this point you can do so later on using a separate procedure For instructions see Adding Occupants version 6 117 MultiSite Suite Tenants Module Table of Contents 14 15 16 17 Adding Occupants If you clicked Yes in the message box the Occupants tab appears On the right side of the tab select each cell in the Value column and enter the occupant s information just as you did in the lease and tenant information tabs Click the Save button The Another Occupant button becomes available at the bottom of the wizard If you want to add another occupant click the Another Occupant button and repeat steps 14 and 15 Repeat steps 14 16 until all occupants are added Tip If you want to add fields that you do not see to the lease tenant or occupants information in the wizard contact technical support Exit the wizard by clicking the Quit button You return to the main screen Note If you selected the ProRate Rent at Move In check box in step 6 another wizard panel appears at the end of the procedure displaying a list of the transactions that will be added to the tenant s account One transaction appears for each lease field containing an amount greater than 0 Each transaction is prorated based on a 30 day month and the vacancy status of the unit is taken into account Tip If you need to change the unit into which you moved a tenant you can use th
25. A summary of financial information appears in the Financial Information text box version 6 126 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC ig Notice of Intent to Yacate Form X iS x File Maintenance r Unit Unit ID pon Incomplete Forwarding Address Move In Date o3 Aootmer RR Lee Stat Date Sie EURGUATORBUMDING 0 Lesse Tem Tenant SS ee Tenant Contribution Prpety Moege XIE Tenant CurrentBalance 000 Notice Balance Amt 56587 67 r Dates m Financial Information Hassonfar Mova ike Heath id Last rent charged 032003 Rent charged thru 03 31 2003 Move out Date 07711 2003 Basic rent 0 00 4 y Previous Balance 50 00 Date Notice Received Date Notice Mailed Date Tenant Expects to Vacate Date to Charge Rent Through Date Tenant Vacated Unit 07 11 2003 Total 17 966 67 Date of Inspection Report Balance Due 6 637 67 Charges Rent 17 966 67 Adjustments Current Month Tenant Contribution zi Move Out Comments i Clear Save No Print SaveandSend If you need to change any of the information that appears in the window you can do so at this point In the Date Tenant Vacated Unit text box enter the date on which the tenant moved out If the tenant has provided a forwarding address when he moved out you can enter it by choosing Enter Forwarding Address from the Maintenance menu on the menu bar of the
26. Birth Age Code KENISHA we 15 Relationship to Head of Houschold te Head Of Household K OSHJAH A CHILD DEPENDANT 03 24 1977 25 hinnnaaa 3 16 Sex F F 4 To print the certification use the Print Cert command in the File menu at the top o f the window 5 To close the window click the x in the top right corner or choose Close from the File menu You return to the main screen Viewing the Past Tenants of a Tenant s Unit The Past Tenant s icon enables you to view all the past tenants who lived in a specific tenant s unit gt To view the past tenants of a tenant s unit do the following MultiSite Systems LLC 1 Select the tenant who currently resides in the unit for which you want to view past tenants For instructions see Viewing Tenants Do one of the following Right click on the tenant s record and choose Unit History Past Tenants from the shortcut menu that appears version 6 73 MultiSite Suite Tenants Module Table of Contents Open the Tenant Views slider bar and click the Past Tenants icon A list of past tenants appears 3 To view the details of any tenant on the list double click on his record The 2 column detail view of the tenant appears Management Specific Procedures Mgt Actions The Met Actions slider bar contains icons that enable managers to g g perform a wide variety of management oriented tasks for tenants These tasks are too
27. Charges d Click the Save button e Ifthe Tenant Charges window doesn t close click the Close button to return to the Worksheet tab EEN Tip If the Save on Close command in the Preferences menu of the Tenant Charges window is selected the window closes automatically when you save the charge The rental charge you added appears in the list of account information on the right side of the window 7 To add other charges to the tenant s account for damages and so forth do the following a Click the Open Charges ellipsis button to open the Tenant Charges window b In the Tenant Charges window add the additional charges for damages etc For detailed information about using this window see Entering Charges c Click the Save button d Repeat steps 7b 7c until all additional charges are entered e Ifthe Tenant Charges window doesn t close click the Close button to return to the Worksheet tab it Tip If the Save on Close command in the Preferences menu of the Tenant Charges window is selected the window closes automatically when you save the charge The charges you added appear in the list of account information on the right side of the window When you finish working in the Worksheet tab the information looks like this MultiSite Systems LLC version 6 130 MultiSite Suite Tenants Module Table of Contents i Security Deposit Disposition Eile Tools Mode Help Select Worksheet Summary Print
28. Contents Viewing Sites check box again 5 To delete the entire note do the following a Click the Delete button A confirmation message appears b Click Yes in the message box The Note window closes and you return to the main screen Note To see the deletion in the list of notes for the tenant it is necessary to refresh the screen first You can do this by selecting a different tenant and then re selecting the tenant whose note you deleted To navigate to another note in the list of notes for the tenant without leaving the Note window use the first previous next and last buttons at the bottom of the window If you want to print a note navigate to it and then click the Print button If you want to add a new note for the tenant at this point click the Add button and follow steps 4 10 in the Adding Tenant Notes section of this topic above To exit the Note window click the Close button or the x in the top right corner of the window You teturn to the main screen gt To view sites do the following MultiSite Systems LLC 1 If the Met Views label bar isn t already open click on it to display the various viewing options In the Met Views slider bar click the Sites icon The list of sites appears as shown below The V column contains the number of vacant units at each site version 6 44 MultiSite Suite Tenants Module Table of Contents The N column contains the number of N
29. Date 087057200 No Bad Check Private RA Amount Tenant 1D N ot First fill out the Actual Transfer Date You may not enter a transfer date equal to the Move In date or any other date that is a current lease date Next fill out the Lease Term Months field as a number The section below the Lease Term is to be filled out only for properties without Tenant Income Certifications TIC The reason this information does not need to be filled out for TIC tenants is that a new TIC will be filled out and the values in these fields will be automatically filled calculated Tip Only fill out the Tenant Contribution for non subsidized tenants Click the Save Transfer button Tip To undo the transfer at this point choose Undo Transfer from the Mode menu on the Transfer window s menu bar To exit the window click the Close button You return to the main screen Tip You can undo the transfer by getting focus on the tenant and clicking the icon Transfer Then changing the menuitem Mode to Undo Transfer No certifications or print package will print version 6 122 MultiSite Suite Tenants Module Table of Contents Entering a Notice to Vacate When a tenant gives you a Notice to Vacate you can enter it into the system by using the Notice to Vacate icon Note The Notice to Vacate procedure is first step in the two step process of moving a tenant out The system requ
30. Federal Housing Commisioner Important Read the instructions in Appendix of Handbook 4350 3 before completeing this form PART GENERAL INFORMATION 2 Date Tenant moved into this Project a Aways Enter Gre Code t Move Ins 2 Conv Complex Code DA S Initial Certitication 6 Action Processed see instructions ae Table of Contents BAE l L1 Effective Date 07 01 2003 Unto 7 Type of Subsidy OMB No 2502 0204 Exp 3 31 87 7 Type of Subsidy a Subsidy Tenant will recieve iter One Code ter Section amp 2 Rent Supplement 4 Annual Recertification 4 Section 296 S Interim Recertification 5 BMIR 6 HUD owned B SeeInsteuctions B Ls this the ype of subsidy the 5 Correction proir to 0059 Sani is HOWE Unit Transfer 5 Section 8 Project Contract Number Sonn ance ange A Rent Rebate screRooo0i1 M Yes No G c Haz the Family 9 0 Race of Head of 9b Ethnicity of Head of a POSERE M PEER recieved Section 8 Household Household Geass RS akanan COAN oaaao sinet ganeor Gre Codey 2 Entar One Code to complete Code for sode for Move In or DERS Bee as items 10 11 Move Inz ove Ins Initial phiri 1 Hispanic and 12 ONLY Y Certifications S American Indian or Alaskan ONLY Native 2 Non Hispanic p Yes 7 No 4 Asian or Pacitic Islander e el E PART II HOUSEHOLD COMPOSITION 19 Spec s 18 Status 14b First 8 Letters of First Name 17 Date of
31. For instructions see Mail Merge The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that are going to receive the letters gt To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on lt Applicant you can set your intentions on thi At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing MultiSite Systems LLC version 6 88 MultiSite Suite Tenants Module Table of Contents MultiSite Mail Merge Form File Tenant Merge Applicant Merge Effective 11 25 2010 Site x Merge L 1 Wender Marga PLEASE SELECT A PROPERTY Merge Letters in Directory Available Merge Filters Merge List Letter Name amp _ Filter Name Full Name Address x P Applicant Waiting List SP app AFDC Workfirst ttf App 11 HomeVisit rtf __ appApplicant Status Letter rtf appCred
32. Lease History icon A list of all past and present leases for the selected tenant s current unit appears as shown below version 6 62 MultiSite Suite Tenants Module Table of Contents Tenants filtered by Property Manager BECKY STEYENS BEE File Edit View Tools Help me 4 DaD paanan on 2 Mat Views E Tenant Views Unit Lease History Search ff Tenant Tenant Status MiDate MODate Ten Balance LastPay_ E PAST 2 Ot 7 3 Occupants Ba Open A R fa Acct History amp Lease i Tenant Lease Hi G Unit Lease History Ga Cert History Ra RD Cert a SD History ia Unit fm Utility Sub Chks G amp RA Detail Mat Actions Tenant Actions Applicants jeports Fl Unit Lease History BRITISH WOODS 195 BT02 Past o72003 c45 NuM 07 07 2003 10 40 AM 4 To view details about a lease in the list double click on it The 2 column detail view of the lease appears Viewing an RD Tenant s Certification History When RD tenants are certified and re certified a summary of information about their certification history automatically becomes available in the Tenants module The Cert History icon enables you to view this history gt To view an RD tenant s certification history do the following ty 8g MultiSite Systems LLC 1 Select the RD tenant whose certification history you want to view For instructions see Viewing Tenants 2 If the Tenant
33. Mail Merge Form DER File C Tenant Merge Applicant Merge Effective 11 25 2010 Site 7 Merge Letter C Letters Templates T Vendor Merge PLEASE SELECT A PROPERTY Merge List Addresses Available Merge Filters Fieve o Applicant Waiting List SP Merge Letters in Directory Letter Name z 435035 MI MO Inspection Form rtf __ Acknowledgment for HUD forms rtf _ FuiName applandlordreferer nce rth Morksheet rtf ed Annlinant Status etter rtf All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fill Merge Addresses Print Merge List Setting User Preferences The Preferences feature enables you to set default values that the system uses when you work with records in the Tenants database You can set any of the following defaults The current period in which you view and manage records throughout the Tenants module The company division office property manager and site manager to use when filtering certain records by those parameters Note If you do zot have system administrator privileges you should not change the division or office that the system administrator has set for you You should only change the default property manager if you are a property manager MultiSite Systems LLC version 6 186 Mult
34. Median Income form gt Median Income 4 Enter the Median Income and press the Save MultiSite Systems LLC version 6 204 MultiSite Suite Tenants Module Rent and Income Limits button The main form will now display Affordable Housing Programs choices 5 If you need to edit the Median Income value press the Update shortcut to the right of the Median Income value 6 Inthis example the partial screenshot below has preselected the HUD Step 1 Effective Date Site s 05 30 2011 Age Old Apartments 14 YUKIKO ZELAZO WILLIAN HINNENKAMP Rocki Median Income 47600 Update Affordable Housing Programs Started Has Detail Records HUD No No LIHTC Other Federal State or Local Agency O Sec 42 Tax Exempt Bond affordable housing program choice Also notice that the form tells us that the data has not Started and does not Has Detail Records This example tells us that there is No Data entered for the HUD program You may now begin entering the data by pressing the Next button located at the bottom right of the main form Note Your property may have more than one program type You may enter as many program limits as needed for the property selected in the dropdown You will need a different Unit Type for each program type bedroom size Your property most likely already has all the necessary unit types for managing your property
35. MultiSite Suite Calculator opens the standard Windows Calculator program Online Help opens the online help for the program An explanation of each menu on the menu bar is as follows File menu enables you to change the setup of your default printer options Printer Setup You can also use it to print the current version 6 13 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC screen that is displayed Print Grid or to exit the Tenants module Exit Edit menu enables to select all records that are currently displayed Select All deselect all records that are currently selected Select None or add a note to a tenant s record see Adding Modifying amp Deleting Tenant Notes View menu contains various filtering commands that enable you to filter records that you view in the system thus shortening the amount of time that you spend waiting for the system to retrieve unneeded records For a specific explanation of each filter command see the Fi ering Records for Customized Viewing section in the topic Viewing Management Specific Information Mgt Views Tools menu enables you to do the following lt The Find command places your cursor in the Unit Search text box on the toolbar so that you can search for the tenant who lives in a specific unit You can also place your cursor in the Unit Search text box by pressing the shortcut key combination Ctrl F on your keyboard
36. MultiSite Suite Tenants Module Table of Contents move in procedure Undo a Move Out Undo a Tenant Transfer Undo a Notice to Vacate gt Toundo a procedure or switch a Move In to another unit do MultiSite Systems LLC the following 1 If the Met Actions slider bar isn t already open click on the Met Actions label bar to open it In the slider bar click the UNDO icon The Undo Wizard appears as shown below w Undo Wizard Bale ks Undo Wizard Please select the action that you sish to preform and press Next Switch a Move In to for another Unit Unit ID Undo a Move Out C Undo a Move Transfer C Undo a Notice To Vacate Select the option button of the action you want to perform In the Unit ID text box enter the unit ID of the unit for which you ate performing the switch or undo action Click the Next button The system displays the corresponding tenant information If the information is correct click the Finish button to execute the action If it is not correct click the Back button and repeat steps 3 5 version 6 93 MultiSite Suite Tenants Module Table of Contents You return to the main screen Writing a MAT40 Manually gt Ifyou need to write a MAT40 manually for an RD tenant who moves out do the following 1 If the Mgt Actions slider bar isn t already open click on the Mgt Actions label bar to open it 2 Inthe slider bar click the M
37. MultiSite Systems LEG VeTSIOM O TOY MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC 10 11 12 Tip You can also open the New Applicant window by right clicking on any applicant s record and choosing New Applicant from the shortcut menu that appears The current date appears in the Application text box If you want to change the date of the application enter a different one The current time appears in the Application text box If you want to change the time of the application enter a different one In the Name 30 text box enter the last name of the applicant Enter the applicant s first name middle initial if any address and phone number in the corresponding text boxes If you know the unit into which you expect to move the applicant enter it in the Unit ID text box In the Expected MI text box enter the date on which you expect the applicant to move in In the Source 30 text box write a word or phrase that indicates how the applicant found out about the site e g newspaper ad word of mouth etc If you have any comments to add enter them in the Comments text box Click the Save button Do one of the following If you have no receipt to add to the applicant s record click the Close button to close the window and finish the procedure If the applicant paid money up front e g an applicant fee a security deposit and or the first month s rent click th
38. Pon Date oz71172003 Paid with Period Post ozz Check MO Current Tenant v Comment Apartment Name Site Name SD TYPE Si Aeauies SD Amount Amount 7 0 Current Balance Cancel From the Paid With drop down list select the method of payment check money order etc for the security deposit Check is the default value If the security deposit was paid with a check or money order enter the check or money order number in the Check MO text box A comment appears automatically based on some of the information you entered thus far You can change the comment or add to it by entering text in the Comment text box From the SD Type drop down list select the security deposit type the default type is Security Deposit Tip Although you can select an alternate security deposit type if necessary the correct choice is almost always Security Deposit In the Amount text box enter the amount of the security deposit When you navigate out of the Amount text box the system compares the amount you entered to the standard security deposit for the tenant s unit If the amounts are not the same a message box appears letting you know that they do not match If the system displays the above mentioned message click OK in the message box Otherwise skip to the next step Click the Save button Click the Close button You return to the main screen version 6 113 MultiSite Suite
39. Tenants Module Table of Contents Outstanding rental assistance receivables from the government RA Open Acct Unposted receipts for checks that tenants have paid Deposit Slip You can also complete deposits for unposted receipts and print deposit slips for completed deposits by using the Deposit Slip icon The changes made to a particular field in the Tenants module within a specific time frame Audit Trail Instructions for using each view are included in the topics below Filtering Records for Customized Viewing MultiSite Systems LLC Some of the lists of records in Mgt Views can be quite lengthy You can filter some of these views to shorten the amount of time that you spend waiting for the system to retrieve unneeded records and to scroll through records more efficiently To filter views you choose the filtering commands from the View menu on the main screen menu bar Note If you are already viewing records and then you select or deselect a filter option from the View menu you must refresh the screen to see the results You can do this by re selecting the original list or detailed record Descriptions and procedures for each type of filter are as follows Custom View The Custom View filter shortens the list of fields that appear in the following 2 column detail views Tenants Occupants Leases version 6 20 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC
40. The system will send the notification to each recipient automatically Click the Send button and faxes are sent to the printer email messages are sent to the recipients identified in the Email text boxes Click the Close button to close the Notice to Vacate Notification Wizard You return to the Notice of Intent to Vacate window version 6 125 MultiSite Suite Tenants Module Table of Contents 20 Click the Close button in the window You return to the main screen Tip If the tenant decides not to move out after you have recorded his notice to vacate you can undo it by using the UNDO icon in the Met Actions slider bar For instructions see Undoing a Procedure Moving a Tenant Out The Move Out icon enables you to move a tenant out Note The Move Out procedure is the second step in the two step process of moving a tenant out Before you perform this step the system requires that you enter a Notice to Vacate for the tenant first for instructions see Entering a Notice to Vacate gt To move a tenant out do the following MultiSite Systems LLC 1 Select the tenant whom you want to move out For instructions see Viewing Tenants Click the Tenant Actions label bar to open the corresponding slider bar In the Tenant Actions slider bar click the Move Out icon The Notice of Intent to Vacate window appears as shown below All the information that you entered in the Notice to Vacate procedure appears
41. Tools Help FT e a Daw esd oul s ool on e a All Unit Fields Search Mi Tenant Occupants Open A R Gi Acct History G Lease Ga Cert History fi AD Cert SD History amp Unit a Utility Sub Chks Ga RA Detail Applicants J Occupants Current ial YT C Over Income Fl Unit BRITISH WOODS 195 BT02 072003 CAPS num 07 07 2003 10 44 AM PAST EE Tip There is no custom view filter for the unit detail view Modifying Unit Details gt To modify any of the details in a units record do the following 1 Display the 2 column detail view of the unit For instructions see Viewing Details of a Tenant s Unit above 2 Inthe unit s record double click on the value that you want to change The Editing window appears The current value appears in the Existing text box at the top This text box is for reference purposes only Do one of the following Inthe New text box enter the new value manually Click the Browse button to display all the possible values they appear in the larger blank text box in the lower left part of the window Then select the one you want to enter by clicking on it MultiSite Systems LLC version 6 67 MultiSite Suite Tenants Module Table of Contents 3 Click OK The information is changed and you return to the main screen Viewing a Tenant s Utility Subsidy Checks The Utility Sub Chks icon enables you to view a list of all utility su
42. Unit Number 37 Shortcut Menu Commands 38 Modifying Tenant Details 39 Adding Modifying amp Deleting Tenant Notes 40 Adding Tenant Notes 41 Modifying Deactivating or Deleting Tenant Notes 42 Viewing Sites 44 Viewing Units 45 Viewing Vacant Units 47 Viewing Pending Notices to Vacate 48 Viewing Outstanding Receivables for Rental Assistance 49 MultiSite Systems LLC version 6 MultiSite Suite Tenants Module Viewing Unposted Receipts Table of Contents Viewing Occupants Modifying Occupant Details Viewing a Tenant s Current Lease Viewing a Tenant s Lease History Modifying a Tenant s Lease Viewing Details of a Tenant s Unit Modifying Unit Details Confirming Deposits Charging Rents Charging Late Fees Finalizing Security Deposits Recording Rental Assistance Receipts 50 Completing Deposits amp Printing Deposit Slips 51 Viewing an Audit Trail of Database Field Changes 52 Viewing Tenant Specific Information Tenant Views 52 54 56 Viewing amp Printing Open Tenant Charges 57 Viewing amp Printing a Tenant s Account History 57 59 60 61 Viewing the Lease History of a Tenant s Unit 62 Viewing an RD Tenant s Certification History 63 Viewing amp Printing an RD Tenant s Certification Details 64 Viewing a Tenant s Security Deposit History 65 66 67 Viewing a Tenant s Utility Subsidy Checks 68 Viewing
43. Utility Allowance so Utility Allowance O y Quit Show History lt lt Back Save In the first top Unit Type list box select the first type of unit for which you want to set a rental amount for example 1BR 50 is a one bedroom 50 income unit The last effective date basic rent and market rent for the selected unit appears in the Last Effective Date group box In the New Effective Date group box on the right side of the window continue with the following steps In the Effective Date text box enter the date on which the new rents will become effective In the Basic Rent text box enter the new basic rent for the selected unit In the Market Rent text box enter the new market rent for the selected unit The lower part of the screen contains the utility allowance information Continue with the following steps In the second bottom Unit Type list box select the same type of unit that you selected in step 5 The last effective date and utility allowance for the selected unit appears in the Last Effective Date group box In the New Effective Date group box on the right side of the window continue with the following steps version 6 Table of Contents 91 MultiSite Suite Tenants Module Table of Contents 10 In the Effective Date text box enter the date on which the new utility allowance will become effective 11 In the Utility Allowance text box enter the new u
44. When you press the Exit button the note will be written MultiSite Systems LLC version 6 182 MultiSite Suite Tenants Module Generating amp Printing Letters e You can select one row on each of the three grids on this form The combination of information in these three rows will be used when you press the Save and Print button You must have a row selected in each grid HH Members Grid The first row will be the HOH Next rows ate occupants e Verify Reports Grid Contains a list of available reports or letters for verification purposes The contents of this grid can be filled for your Default site letters setup or individual sites can have their own unique letters reports See Instructions on using the Administrator Module e Address Book Grid Contains an alphabetical listing of your property Address Book Each property has their own address book and they cannot be shared among properties The grid only displays addresses that are marked as Active You can change the addressee status edit the addressee and add new addresses by pressing a button at the bottom of the screen Edit Address Add Address The following screenshot shows this address maintenance form Tip Leave the Verification form open until you have i P P y printed all the letters for this household Then all letters will be contained in one tidy Tenant Note BW Screenshot of Address Company Jackie Carpets Add Edit
45. annual recert checklist rtf app AFDC Workfirst rtf App 11 HomeV fisit rtf Available Merge Filters Merge List Addresses re __ Ful Name P Applicant Waiting List SP applnsuranceac gi applandlordreference rtf cable Fraction Worksheet rtf All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fill Merge Addresses Print Merge List Setting User Preferences Then choose the Custom View command from the View menu on the main screen menu bar to activate the filter Choose it again to turn the filter off By Site Manager Note Only site managers and system administrators can filter records by site manager If you are a site manager you can filter lists of tenants sites vacant units and pending Notices to Vacate by site manager The list that appears corresponds to the site manager you select in the Default Site Manager drop down list in the Tenant Preferences window for instructions see Mai Merge The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that ate going to receive the letters MultiSite Systems LLC version 6 22 MultiSite Suite Tenants Module Table of Contents gt To open the Mail Merge form do the following From the main screen in the Tena
46. close the log You return to the main screen An email message is automatically sent to the address in the email results text box notifying the recipient of the charges Charging Late Fees The Charge Late Fees icon enables you to charge late fees for a specific period usually a month for each tenant at a site or for all sites within a company division This procedure only applies to tenants who are not exempted from late fee charges It is based on a late fee code that is entered for each site This code indicates whether or not a late fee should be charged as well as the amount of the charge if applicable gt To charge late fees do the following 1 2 MultiSite Systems LLC If the Met Actions slider bar isn t already open click on the Met Actions label bar to open it In the slider bar click the Charge Late Fees icon The Charging Rent window appears as shown below EI Charging Late Fees Please select one C Charge Rents Charge Late Fees Period i Date s F Division z eMail Results umm Standing Ready version 6 77 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC 3 10 Accept the default Charge Late Fees option at the top of the window In the Period text box enter the period in which you want to charge late fees using the format mmyyyy Do not use slashes or hyphens For example enter 072003 for the p
47. close the wizard You return to the main screen Note After recording a tenant s security deposit disposition the next step is to finalize the security deposit For instructions see Finalizing Security Deposits Renewing a Tenant s Lease The Renew Lease icon enables you to create a new lease for a specific tenant This new lease may need to be created for any reason the anniversary of the tenant s lease a mass rent change a change in the tenant s income and so forth gt To renew a tenant s lease do the following 1 Select the tenant for whom you are renewing a lease For instructions see Viewing Tenants 2 Click the Tenant Actions label bar to open the corresponding slider bar 3 Inthe Tenant Actions slider bar click the Renew Lease icon The Lease Start Date window appears 4 In the text box enter the start date for the new lease 5 Click OK The Add New Lease Entry window appears MultiSite Systems LLC version 6 133 MultiSite Suite Tenants Module Table of Contents ig Add New Lease Entry for NEW BREED olx Eile Property Information Apartment Name NEW BREED BUILDING Location HIGH POINT NC Site Name NEW BREED BUILDING Unit Type Required Fields All Lease Fields _ Fied Vaue Type Note The left side of this window is not used 6 Inthe Value column on the right side of the window select each cell that you want to modify and enter the corresponding new lea
48. configuration file that determines which Tenant module icons and features appear in your own customized version of the Tenants screen and which ones do not Sometimes this file gets corrupted When that happens the Rebuild Layout Files feature restores the system defaults so that your Tenant screens and windows will work properly again You should not rebuild layout files on your own However if you are experiencing technical difficulty a customer support technician may ask you to use this feature If that happens then simply choose Rebuild Layout Files from the Tools menu Auto Bills Auto Billing Overview MultiSite Systems LLC Auto Bills can be added to Tenants or Applicants Auto Bills will pro rate exactly like any other re occurring charge Auto Bills are added to tenant ledgers during the Charge Rent procedure Auto bills are custom charges that can be named anything that suits your purpose Auto bill charges are rooted from AR Transaction Codes that have imbedded general ledger version 6 194 MultiSite Suite Tenants Module Auto Bills Auto Billing Overview account numbers Any AR Transaction Code can be made into an auto bill Auto Bill items come in two distinct types e Rentable Spaces single unique tenant rental e Standard Rentals available to all tenants Examples e Rentable Spaces Parking Space 100 Garage 10 e Standard Rentals Cable Internet Washer rental How to Add or Edit Auto Bills to Tenants B
49. list select the type of note you are entering In the Subject text box enter a description for the note If you want to attach a file to the note e g a scanned document click the F button to the right of the File Attachment text box and use the standard browse window to locate and select the file Then click OK Skip over the File Embed Name text box the File Embed feature is not operational at this time In the Note text box enter the note you want to add for the selected tenant Click the Save button If you want to print the note click the Print button To exit the Note window click the Close button or the x in the top right corner of the window You return to the main screen Modifying Deactivating or Deleting Tenant Notes gt To modify deactivate or delete an existing note do the MultiSite Systems LLC following 1 Search for the tenant by using one of the methods in the Vzewing Tenants section and select his record or display the detailed 2 column view In the Tenant Notes section double click on the note you want to change or delete The note appears in the Note window as shown below version 6 42 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC He Note for BROWN JENNIFER D Ioj x Eile Insert Note Type Note sts Date 06 10 2003 10 2 Subject Late Notice and Fee Author Giner File Attachment F A EART c k E Note m Linked File T
50. list of tenants Search icon Note When you click the Search icon in the Tenant Views slider bar the Met Views slider bar opens automatically and you search for tenants from that slider bar For specific instructions on displaying a list of tenant records see zewing Tenants The detailed record of a tenant who is selected in the tenants list Tenant icon For specific instructions on displaying these types of records see Viewing Tenants MultiSite Systems LLC version 6 52 MultiSite Suite Tenants Module Table of Contents A list occupants who live with the selected tenant and details about each one Occupants icon Open charges for the selected tenant Open A R icon All account transactions all charges and receipts that are open or closed for the selected tenant Acct History icon Details about the selected tenant s current lease Lease icon A history of all the leases that the selected tenant has had since he has lived at his current site Tenant Lease History icon The lease history of the selected tenant s unit Unit Lease History icon A summary of the selected RD tenant s certification history Cert History icon Details of any certification in the selected RD tenant s certification history RD Cert icon A history of all security deposit transactions for the selected tenant SD History icon Details about the unit in which the selected tenant lives Unit
51. money check or electronic transfer from the government a specific site allocating appropriate amounts to each tenant gt To record RA receipts for a specific site do the following MultiSite Systems LLC 1 3 If the Met Actions slider bar isn t already open click on the Met Actions label bar to open it In the slider bar click the RA Receipts icon The RA receipts window appears me mos Site No f Date we a Ped Post T ooo Nae Amount e i Bk Site Name Open Rental Assistance Transactions ate Description Amount Balance Apply In the Site No text box enter the site number for which you are recording the receipt of money for rental assistance The apartment name and site name appear automatically in the corresponding text boxes at the top of the window From the Type drop down list select the type of rental assistance for which you are receiving money version 6 84 MultiSite Suite Tenants Module Table of Contents 5 10 11 12 In the Payment ID text box enter the check number or wire transfer number of the receipt The date is automatically set to today s date If you need to change it enter a different date in the Date text box The period to post the receipt to General Ledger is automatically set to the current period If you need to change it enter a different period in the Period Post text box In the Amount text box enter the amount of the receipt Wh
52. numerous to list here Specific instructions for each one appear in the ensuing topics below Confirming Deposits MultiSite Systems LLC The Confirm Deposit icon enables you to confirm each deposit in the Tenants system after it has been physically taken to the bank and deposited When you confirm deposits a record is automatically created in the Cash Management module that is used when reconciling the corresponding bank account To confirm deposits do the following 1 Ifthe Mgt Actions slider bar isn t already open click on the Mgt Actions label bar to open it 2 Inthe slider bar click the Confirm Deposit icon The Deposit window appears 3 Inthe Deposit Number text box enter the number of the deposit 4 Inthe Transaction Date text box enter the date on which the deposit was actually delivered to the bank version 6 74 MultiSite Suite Tenants Module Table of Contents Charging Rents 10 11 The current period appears automatically in the Period Post text box If you need to change the period delete the current period and enter a different one From the Bank Account drop down list select the bank account into which the deposit was made In the Deposit Amount text box enter the amount that was deposited Enter the paper deposit slip amount in the corresponding text box In the Description text box enter a description such as Tenant Receipts or Security Deposit Receipts Click
53. record after navigating to more specific information such as his lease or unit information Lease displays details about the selected tenant s current lease Unit displays specific details about the unit in which the selected tenant lives version 6 38 MultiSite Suite Tenants Module Table of Contents Occupants Grid displays a list of occupants who live with the selected tenant with details about each one Open AR Grid displays the open charges for the selected tenant Account History Grid displays all account transactions all charges and receipts that are open or closed for the selected tenant SD History displays a history of all security deposit transactions for the selected tenant Lease History displays a history of all the leases that the selected tenant has had since he has lived at his current site Unit History Past Tenants displays a list of all past tenants who lived in the selected tenant s current unit Enter Charge enables you to enter a charge for the selected tenant Enter Receipt enables you to enter a receipt for the selected tenant Enter SD Transaction enables you to enter a security deposit transaction for the selected tenant Reports displays the Profile Account History Open Accounts Receivable or Security Deposit History report for the selected tenant Letterhead displays a preformatted letter template in Microsoft Word with the
54. report The system navigates to the corresponding site in the list 4 Select the site if it isn t already selected and then do one of following Double click on the site name Press Enter on your keyboard A calendar window appeats Enter Ending Date Ioj x MultiSite Systems LLC version 6 171 MultiSite Suite Tenants Module Generating amp Printing Reports 10 Navigate to and select the date on which you want the report to begin Click the Save button Navigate to and select the date on which you want the report to end Click the Save button The report appears in the Reports window To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section To close the Reports window click the x button on the toolbar or in the upper right corner of the window Unit Turnover Report Although the Unit Turnover icon generates the Unit Turnover report this report is no longer relevant To view unit turnover at a site generate a Daily Occupancy report instead see Daily Occupancy Reports above Tenant Summary Report The Tenant Summary Report displays all the transactions in the Tenant system for one or more sites within a given time period To generate the report follow the instructions below gt To generate a Tenant Summ
55. screen Deleting Occupants MultiSite Systems LLC Use the instructions below to delete commercial or conventional occupants from the system manually Notes This procedure is for non RD and non HUD occupants only If RD or HUD occupants move out of a unit they are deleted from the system automatically when the RD or HUD te certification is completed in the RD or HUD module Ifa conventional occupant no longer lives with the corresponding tenant but you do not want to delete his record you can change the version 6 119 MultiSite Suite Tenants Module Table of Contents occupant s status from CURRENT to PAST instead of deleting the occupant For instructions see Modifying Occupant Details gt To delete a regular occupant from the system do the following 1 Select the record of the occupant you want to delete For instructions see Viewing Occupants Click the right mouse button and select Delete Occupant from the shortcut menu that appears A confirmation message appears asking if you are sure you want to delete the occupant Click Yes in the message box A Delete Succeeded message box appeats Click OK The occupant is deleted and you return to the main screen The occupant s record no longer appears in the Occupants list Transferring Tenants to Another Unit The Transfer icon enables you to transfer a tenant from one unit to another within the same site Note For Low I
56. selected tenant s name and address automatically embedded Note The letter feature is currently under construction Modifying Tenant Details gt To modify any of the details in a tenant s record do the following 1 Search for the tenant by using one of the methods in the Viewing Tenants section and display the 2 column view of his record MultiSite Systems LLC version 6 39 MultiSite Suite Tenants Module Table of Contents 2 Inthe tenant s record double click on the value that you want to change The Editing window appears ig Editing First Name Field olx Existing FirstName Value F RED New FirstName Value FRED Data Field Type Character OK Browse Cance The current value appears in the Existing text box at the top This text box is for reference purposes only 3 Do one of the following Inthe New text box enter the new value manually Click the Browse button to display all the possible values they appear in the larger blank text box in the lower left part of the window Then select the one you want to enter by clicking on it 4 Click OK The information is changed and you return to the main screen Adding Modifying amp Deleting Tenant Notes A Tenant Notes section appears at the bottom of each tenant s record in both the tenants list Tenant Search and the detailed 2 column view This section enables you to view add modify deactivate or delete not
57. short list you can double click on the item of your choice E Tip Double click on the auto bill you want to add The screenshot below shows the form after two items have been added to the tenant Edit AutoBill One Tenant File Tools unit i AutoBils for RODRIGUEZ BOB T M code Description Market Rent Date Began Date Ended l Internet 70 00 05 01 2002 04 30 2003 Enter the new information for the row that your cursor is in Amount 23 Beain Date 05 01 2002 End Date 0473072003 Note Dates auto tab Exit Remove this AutoBill Add AutoBill y When you MultiSite Systems LLC version 6 196 MultiSite Suite Tenants Module Auto Bills Auto Billing Overview Add an auto bill the Begin and End dates automatically pre fill with the Lease dates When you change focus on a row the fields below change with the row contents You may edit these fields The Save button becomes active when you edit any of these fields Auto bills and rentable spaces self renew when the action Renew Lease is performed Auto Bills pro rate exactly like all other lease charges Note You should never remove or delete an auto bill unless the bill was added accidentally or tenant declined before any charges were made against the auto bill How to Add or Edit Auto Bills to Applicants MultiSite Systems LLC You can add remove or edit auto bills for applicants the same way you do when working with Tenants Begin by
58. the Navigating in Printing Exporting and E mailing Reports section 10 To close the Reports window click the x button on the toolbar or in the upper right corner of the window Vacancy Loss Report The Vacancy Loss report enables you to determine financial loss due to vacant units at a particular site To generate the report follow the instructions below gt To generate a Vacancy Loss report do the following 1 If the Reports label bar isn t already open click on it to display the corresponding slider bar MultiSite Systems LLC version 6 170 MultiSite Suite Tenants Module Generating amp Printing Reports 2 Inthe Reports slider bar click the Vacancy Loss icon The Search for a Site window appears i Search for a Site oix Start Typing press ENTER or DbiClick _ Site sitename ApartmentName _ 290 ABC INVESTMENT PENN COURT _ LBEMARLE CF KRIDGE 2 ALDERSGATE I ALDERSGATE ii 3 ALDERSGA ALDERSGATE I _ 4 ALEXANDER RIDGEWAY gt f 5 ALLENDALE DALE TH 6 APEX X WAKE ACRES s E 5 ARC STANLY p N JURT ON C _ 86 ARDEN RIVER GLEN RIVER GLEN _ 296 ASHLYN PARK TASH I PARK 170 AURORA MALLARD CREEK E 8 BATTLEBORO DREW HILLS E D OE E ERYWOOD FORES CI 138 BISHOPVILLE I Y TERRACE nef BRAGG 51 FOREST RIDGE 108 DDITICU Financ DDITICU WNANDCE a 4 3 In the text box at the top of the window enter the name of the site for which you want to generate a Vacancy Loss
59. to a specified e mail recipient 1of2 gt al a sl lel 100 Total 49 100 49 of 49 version 6 176 MultiSite Suite Tenants Module Generating amp Printing Reports MultiSite Systems LLC Explanations of each button and label in sequential order from left to right ate as follows The red x closes the window The first left arrow goes to the 1 page in the report The second left arrow goes to the previous page in the report The 1 of 2 indicates the page number that is currently displayed page 1 followed by the total number of pages 2 pages The first right arrow goes to the next page in the report The last right arrow goes to the last page in the report The square stops the viewer from searching for a particular page You can use this button if you click the 1st page button or last page button and it is taking too long for the viewer to find the page due to the length of the report The reports window displays whatever page the system is retrieving at the moment you click this stop button The print button prints the report The print and wrench button opens the Printer Setup window to select printer options such as Landscape orientation for reports that are too wide to print in Portrait orientation The envelope button is the export button It opens a standard export window that enables you to export the report to a file or to send it as an e mail attachment to an e mail address that you spe
60. v Code 11 Period Post 072003 Amount l a Zil TenantName EUTLER DOROTHY Description Site Name Current Balance 4 From the Charge Code drop down list select the appropriate rental assistance charge code 5 Inthe Amount text box enter the amount of the RA charge 6 A description appears in the Description text box based on the charge code If you want to change this description enter a new one in its place 7 The default date for the charge is today s date If you want to change it enter a different one in the Date text box 8 The default period to post date is the current period If you want to change it enter a different one in the Period Post text box 9 Click the Save button MultiSite Systems LLC version 6 135 MultiSite Suite Tenants Module Table of Contents 10 11 12 A message appears indicating that the charge is saved to the system Click OK in the message box One of the following happens Ifthe Close on Save command in the Preferences menu of the Tenant Charges window is selected the window closes automatically and you are finished with the procedure The selected tenant s RA Detail View appears automatically and the new charge you just entered is displayed Ifthe Close on Save command is vor selected a blank window appears Continue with step 11 If you want to add another RA charge for the same tenant or for a different tenant click the Add b
61. when you are experiencing technical trouble see Rebuilding Layout Files Note This is something that customer support may ask you to do if 8 PP y ase yi you are experiencing system difficulties it is not advisable to choose this option on your own The MultiPad command opens a text tool that is similar to the Windows NotePad program The Show Reminders command lets you set and display reminders to notify you of specific tasks to be done see Setting Reminders You can also show reminders by pressing the shortcut key combination Ctrl R on your keyboard The Test Email Screwdrivers Set Client Test Printers and Update Site Vacancy and Notes commands are special functions that are performed only by the system administrator Help menu displays the online Help and the version number of the Tenants module A short cut menu is available from the tenants list as well as from any specific tenant s detail record You can right click on any tenant s record to display the menu and select various commands to perform specific tasks for the selected tenant or to view or print additional information about him his lease his occupants the unit he lives in and so forth For more information see the Shortcut Menu Commands section in the topic Vzewing Tenants A similar menu is also available in the Applicants list to help you view and manage applicant information For instructions see the individual topics that
62. which the tenant is transferring and press the Tab key to move to the next input field When you navigate out of the Unit Transferring To text box a 2 column view is displayed for the new unit into which the tenant is transferring 5 If this property has a Project Based Section 8 contract you will see a message box asking you to pick a contract from the list before you attempt to save the transfer NOTIFY OF CONTRACT REQUIREMENT e l Please choose a contract from the contract list or transfer will Fail 6 After you select a contract the form will now look like below Note The grid on the left side of the form contains General Information about the Tenant Please resize the columns if you cannot read the information This information is read only and you do not need to update any information in this grid MultiSite Systems LLC version 6 121 MultiSite Suite Tenants Module Table of Contents Transfer File Mode 7 10 11 ce MultiSite Systems LLC Unit Transferring From Unit Transferring To When done Press Tab to show Grid 2129 Transfer To Fwige042007 General Information for Unit 2 128 MIMBS DAVIDA 2 Lease Term enter Months 12 Actual Transfer Date Everwood Everwood 07 05 2008 N 2 Fields below are for Non HUD and Non T ax Credit Unit Transfers Tenant Contribution 0 Hance Dua 5 Section 8 NP Non Project based Amount 0 Last Pay
63. 620 40050 42430 40 473900 9300 Maximum Rent Limits Reatlhim itCode BRI 60 If you do not have this report please email us at support multisitesystems com MultiSite Systems LLC version 6 203 MultiSite Suite Tenants Module Rent and Income Limits How to Launch and Use the new Income and Rent Limits data entry form Click the icon Income Limits in the Tenants module This icon is located in the Group Met Actions You will find it located at the bottom of the list Income Limits aa File Options Step 1 Py Pitisie Effective Date Site s 05 30 2017 Instructions s Median Income This Wizard contains the following Steps Update Step 1 Enter general information about the new Income Level tables Site Name Median Income and effective Date Select the Program and the Rent Limit Step 2 Income Limit Tables Enter values on tables Click on button Save Step 3 Enter another table If you want to enter another table select option Yes and click on button Next Returns to Step 1 Step 4 End Click on button Close 1 Change the Effective Date to 05 14 2010 or another date of your choice 2 Pick your property from the Site s dropdown list After you pick your property from the dropdown either the form will fill with known information or a popup form will ask you to enter the Median Income The graphic Enter New Median Income shows the popup
64. 7 2 Type Code Desc Amount Open 004 C Rent 004 Ic PrePaid Rent PrePaid Rent Tenant Security Deposit Grid ae a PaylD r ee ee EDAS nae 2 21212 250 00 Chec SD Total Payments 250 00 DEPOSIT MultiSite Systems LLC APPLICANT REFUNDS The Applicant form has a button that prints a request for the home office to make a refund to the applicant Before you press this button enter the full name and address information and press the save button so this information will be printed on the refund request The home office upon receipt of the applicant refund request will look for a regional manager authorization signature and if authorized they will cut a check to the applicant and make the entry on the Applicant record If an applicant calls and asks you if the check has been cut look in the transaction history of the Applicant and if you version 6 149 MultiSite Suite Tenants Module Table of Contents see a refund entry the check has been cut If it has not been cut and it has been a reasonable amount of time tell the applicant you will check with the home office and get an estimated time of refund Copying Applicant Transactions to Tenant Records The Copy to Move In icon enables you to copy an applicant s transactions to his tenant records after he moves in In this way you do not have to re enter receipts that the tenant has already paid Note The system requires that you move the tenant in before copyin
65. A a THT ET Coa jon Gom jon Goma jo Coma a o la baoa HALL KENISHA 072003 CAPS NUM 07 07 2003 10 46 AM Tip To void a check see Voiding a Utility Subsidy Check ta p is 5 D Viewing a Tenant s Rental Assistance Details The RA Detail icon enables you to view details about any rental assistance that a specific tenant may have received since he has lived at his current site The information includes rental assistance charges and adjustments RA charges are added to the system automatically when the Charge Rents program is run from the Mgt Actions slider bar see Charging Rents for instructions gt To view a tenants rental assistance details do the following MultiSite Systems LLC 1 Select the tenant whose rental assistance details you want to view For instructions see Viewing Tenants 2 If the Tenant Views slider bar isn t already open click on the Tenant Views label bar to open it 3 Inthe Tenant Views slider bar click the RA Detail icon A list of rental assistance details appears as shown below The initial in the Transaction Type Trans Type column is usually C which means charge version 6 69 MultiSite Suite Tenants Module Tenants filtered by Property Manager BECKY STEYENS Open items only File Edit View Tools Help Table of Contents BEE Mat Views Tenant Views Gm Open A R Ba Acct History Lease Tenant Lease Hi Ga Unit Lease
66. Applicants icon enables you to view prospective tenants applicants who have been entered into the system for instructions on entering applicants see Adding Applicants below 8 app ig App To view applicants do the following 1 Click the Applicants label bar to open the corresponding slider bar In the Applicants slider bar click the View Applicants icon A list of all applicants who have not yet moved in appears To view transactions that have been entered for a particular applicant e g payment of a security deposit or applicant fee select the applicant s record and view the transactions at the bottom of the panel To view a detailed record of an applicant do one of the following In the list of applicants double click on the applicant s record version 6 138 MultiSite Suite Tenants Module Table of Contents Select the applicant s record click the right mouse button and choose Edit Receive Money from the shortcut menu that appears Click the Applicants label bar to open the corresponding slider bar then click the Edit Applicant icon The applicant s 2 column detailed record appears Tip You can also search for one applicant quickly by last name by using the Find App icon Adding Applicants The New Applicant icon enables you to enter a prospective tenant applicant into the Tenants module This is particularly useful in cases where an applicant pays money up front to rent a u
67. C Terminating a Tenant s HUD Subsidy The Terminate HUD icon enables you to create a terminate 59 for a tenant and to create a new lease for him that defines basic rent gt To terminate a tenant s HUD subsidy do the following MultiSite Systems LLC 1 Select the tenant for whom you want to terminate a HUD subsidy For instructions see Vzewing Tenants 2 Click on the Met Actions label bar to open the corresponding slider bar 3 Inthe Met Actions slider bar click the Terminate HUD icon A message box appears informing you that you are about to terminate a HUD tenant and explaining that a new lease will be made and the tenant will be charged basic rent on future charges 4 If you want to continue click Yes in the message box A Tenant HUD Termination window appears There is information at the top of the window about the unit and tenant for which the termination will be processed 5 Check the information carefully to make sure you have the correct tenant and unit If it is correct continue with the steps below If not click the Close button and start this procedure again selecting the correct tenant 6 The default Voucher Date Period is the current period If you need to change this period enter a different one in the text box version 6 99 MultiSite Suite Tenants Module Table of Contents 7 Inthe Termination Effective Date text box enter the effective date of the HUD termination 8 From the Termi
68. ER TRAIL 7 072003 CAPs Num 0770772003 10 12AM E Tip You can filter the list of vacant units by site manager property manager and so forth This shortens the time it takes for the system to retrieve the records and enables you to view records more efficiently For instructions on selecting filters see the Fiering Records for Customized Viewing section in the Viewing Management Specific Information Mgt Views topic Viewing Pending Notices to Vacate The Notices Pending icon enables you to view a list of all tenants that have given their Notice to Vacate but have not yet moved out gt To view pending Notices to Vacate do the following 1 If the Met Views label bar isn t already open click on it to display the various viewing options 2 Inthe Met Views slider bar click the Notices Pending icon A list of tenants who have submitted a Notice to Vacate appears as shown below The MI Date column contains the date on which each tenant moved in MultiSite Systems LLC version 6 48 MultiSite Suite Tenants Module Table of Contents The Expect Vacate column contains the date on which each tenant expects to move out MO Reason is the tenant s reason for vacating Tenants filtered by Property Manager BECKY STEYENS e x File Edit Yiew Tools Help g a paw pgoamam omp e Notices Pending UnitiD U Type Tenant Name BalanceDue _MIDate ExpectVacate MO Reason H 05 08 7 alR
69. History Ge Cert History AD Cert Gm SD History amp Unit Gi Utility Sub Chks RA Detail fa 59 History fa 50059 Ba Past Tenants E l paw pgoaman om e w RA Detail Ls __ Date Period Trans Type Trans Code Desc Amount Balance Due 052002 C RA HUDSec8 RA HUDSec8 RA HUDSec8 RA HUDSec8 Viewing a HUD Tenant s Certification History gt To view a HUD tenant s certification history do the following MultiSite Systems LLC RA HUD Sec Ra HUD Sec RA HUD Sec 562 00 Fl Ra Detail DALE THE 5 DADA HALL KENISHA 072003 CAPS NUM 07 07 2003 10 47 AM When HUD tenants are certified and re certified a summary of information about their certification history automatically becomes available in the Tenants module The 59 History icon enables you to view this history 1 Select the HUD tenant whose certification history you want to view For instructions see zewing Tenants 2 Ifthe Tenant Views slider bar isn t already open click on the Tenant Views label bar to open it 3 Inthe Tenant Views slider bar click the 59 History icon A summary list of 50059 certification details appears as shown below The L6 Action A column indicates the type of 59 certification 1 indicates a move in version 6 562 00 70 MultiSite Suite Tenants Module Table of Contents 3 indicates an initial certification 4 indicates annual
70. LLC version 6 116 MultiSite Suite Tenants Module Table of Contents Smoove In Wizard for Commercial Properties Eile View Tools Help Property Information N Apartment Name DUNDAS BUILDING Location GREENSBORO N Site Name DUNDAS BUILDING Unit DUN100 Unit Type Comm Suite Select Unit Lease Information Tenant Information Occupants Tenant Charges Required Fields All Lease Fields Tred ved New Tenant Name LD E Lease Expiration Date Date 7 a Tenant Contribution Quit lt lt Back Next gt gt lt lt Clear gt gt Save 8 On the right side of the tab select each cell in the Value column and enter the Lessee s new tenant s name the lease start date lease expiration date lease term and any other lease information that appears such as the tenant s contribution toward the rent 9 Click Next The Tenant Information tab appears 10 On the right side of the tab select each cell in the Value column and enter the tenant s first name last name move in date lease term and any other tenant information that appears 11 Click the Save button A Tenant Saved message box appears 12 Click OK in the message box A message box appears asking if you want to add an occupant 13 If you want to add occupants click Yes and continue with the ce MultiSite Systems LLC next step If you don t want to add any occupants click No and skip to step
71. Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid MultiSite Systems LLC version 6 115 MultiSite Suite Tenants Module Table of Contents Press the Print Merge button and the letters will begin printing MultiSite Mail Merge Form File a C Tenant Merge Applicant Merge Effective 11 25 2010 Site 7 Merge L Vendor Merge PLEASE SELECT A PROPERTY Available Merge Filters Merge List Merge Letters in Directory _ Filter Name Full Name Address LD J App Letter Name appinsuranceackn lament rtf applandlordreferen able F sheet rtf Le Anolicant Status etter rtf All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fill Merge Addresses Setting User Preferences 5 From the list of vacant units select the unit where the tenant will be living The corresponding unit ID appears in the Unit ID text box on the right side of the tab 6 If you want the system to create a prorated rent charge automatically click the ProRate Rent at Move In check box to select it 7 Click Next The Lease Information tab of the Move In Wizard appears MultiSite Systems
72. MultiSite Suite Tenants User s Manual Version 6 69 Ss hig arb ystems MultiSite Suite Tenants Module Copyright amp Trademarks Copyright Notice and Trademarks 2010 MultiSite Systems LLC All rights reserved Reprinted and edited with permission by MultiSite Systems LLC Microsoft Windows Excel and Outlook are registered trademarks of Microsoft Corporation All other product names and services used throughout this document are trademarks or registered trademarks of their respective companies The product names and services that appear in this document are used in editorial fashion only and for the benefit of such companies No such use or the use of any trade name is intended to convey endorsement or other affiliation with this document MultiSite Systems LLC version 6 i MultiSite Suite Tenants Module Table of Contents Table of Contents Overview of Tenants 7 Logging Into Tenants 9 Navigating in Tenants 10 Label Bar Slider Bar Sections 11 Toolbar Options 12 Menu Commands 13 Shortcut Menus 16 Click level Sorting 17 Status Bar 17 Selecting Specific Records 18 Navigating in Records 18 Printing Records 18 Navigation Workflow 19 Logging Out of Tenants 19 Viewing Management Specific Information Mgt Views 19 Filtering Records for Customized Viewing 20 Viewing Tenants 34 By Last Name Tenant Search View 34 By
73. Notice of Intent to Vacate window Click the Save and Send button to save the information Click the Close button to exit the window You return to the main screen Note When you save your work the system updates several fields in the tenant s record The move out date is changed from the default system entry 1 1 2599 to the actual move out date The tenant status and lease status both change from CURRENT to PAST The current vacancies for the site increase by 1 as well Tip If you record a Move Out in the system and then the tenant does not move out you can undo the Move Out by using the UNDO icon in the Met Actions slider bar For instructions see Undoing a Procedure version 6 127 MultiSite Suite Tenants Module Recording a Tenant s Security Deposit Disposition MultiSite Systems LLC When a tenant moves out you have 30 days to inspect his unit identify any damages that may have been incurred and charge the tenant accordingly The SD Disposition icon enables you to review the tenant s balances add additional charges if necessary and record the portions of the security deposit that should be refunded and or forfeited To record a tenant s security deposit disposition do the following 1 If it isn t already open click on the Tenant Actions label bar to open the Tenant Actions slider bar 2 In the slider bar click the SD Disposition icon The Security Deposit Disposition wizard appears as shown
74. TNERSHIP VILLAGE PTR PARTNERSHIP VILLAGE II PTP Enter Primary Tenant SSP RIVER GLEN RIV WESTROSE VILLAGE WRV 00 00 0000 WIND RIDGE WIN Unit ID ProRate Rent at Move IN I Quit lt lt Back Next gt gt lt lt Clear gt gt Save 3 Select the site where the tenant will be living MultiSite Systems LLC version 6 114 MultiSite Suite Tenants Module Table of Contents An expander button appears to the left of the site name 4 Click on the expander button A list of vacant units at the selected site appears Note If the list of vacant units does not include the unit into which you are moving the tenant make sure your system s default division is correct You can use the Tools menu on the Move In Wizard menu bar or the main screen menu bar to set this preference if necessary For further instructions see Mai Merge The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that ate going to receive the letters gt To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on lt Applicant you can set your intentions on thi At the top of the form are options that you must set Pick Tenant Applicant or Vendor
75. Tenants Module Table of Contents Note The security deposit you entered now appears in Deposit Slip view see Viewing Unposted Receipts The deposit should be completed see Completing Deposits Printing Deposit Slips and taken to the bank along with other tenant and miscellaneous income receipts Moving a Tenant In The Move In icon enables you to move a commercial or conventional tenant into a unit manually A wizard prompts you for information about the tenant his lease and other occupants Note This procedure is for non RD and non HUD occupants only RD and HUD tenants are moved in when the RD or HUD certification is completed in the RD or HUD module of the MultiSite Suite gt To move a tenant in do the following 1 If it isn t already open click on the Tenant Actions label bar to open the Tenant Actions slider bar 2 Inthe slider bar click the Move In icon The Move In Wizard appears it s first tab Select Unit is displayed as shown below Move In Wizard for Multi Family Properties CURRENT PERIOD 072003 File Yiew Tools Mode Help Property Information Apartment Name Unknown Location Unknown Site Name Unknown Unit Unknown Unit Type Unknown Select Unit Lease Information TenantInformation Occupants TenantCharges All Vacant Apartment Units APPLE TREE APP CONNOR CREEK CC FALLING CREEK FCV JACKSON PARKVIEW PAR KINGSWAY KWY MASON MANOR MM PAR
76. Views slider bar isn t already open click on the Tenant Views label bar to open it 3 Inthe Tenant Views slider bar click the Cert History icon A summary list of certification details appears as shown below The Cert Type column indicates the type of certification The letter I indicates an initial certification version 6 63 MultiSite Suite Tenants Module Table of Contents R indicates a te certification T indicates a transfer V means vacate M indicates a modification of the tenant s certification Tenants filtered by Property Manager BECKY STE ENS Eile Edit View Tools Help 5 Mat Views E enant Views Cert History Search fs Tenant EnDate Ost Type Unt Type Umo UAn 6200 Occupants Open A R Acct History Gm Lease Ba Tenant Lease Hi Ma Unit Lease History G amp Cert History Gi AD Cert SD History Bs Unit a Utility Sub Chks G amp RA Detail Mat Actions Tenant Actions Applicants Letters Reports Fl Cert History BRITISH WOODS 195 BTO2 PAST 072003 CAPS NUM 07 07 2003 10 42 AM Note This is a view only list There is no detailed 2 column view of each certification record in the Tenants module and none of the items in the record can be edited from this view Viewing amp Printing an RD Tenant s Certification Details The RD Cert icon enables you to view and print details for any certification in an RD tenant s certification his
77. a Tenant s Rental Assistance Details 69 Viewing a HUD Tenant s Certification History 70 Viewing amp Printing a HUD Tenant s Certification Details 72 Viewing the Past Tenants of a Tenant s Unit 73 Management Specific Procedures Mgt Actions 74 74 75 77 Entering Non Tenant Receipts Misc Income 79 80 84 85 Recording Rental Assistance Adjustments MultiSite Systems LLC version 6 iij MultiSite Suite Tenants Module Writing Utility Subsidy Checks Table of Contents 86 Setting Rents amp Utility Allowances for RD amp HUD Units 89 Recording Mortgage Reductions 92 Undoing a Procedure 92 Writing a MAT40 Manually 94 Writing Off a Tenant 95 Tenant Eviction Status 97 RD Eviction Feature 99 Terminating a Tenant s HUD Subsidy 99 Flagging Past Tenants Records for Credit Bureau Notification Creating New Leases for All RD amp HUD Tenants 100 101 Reprinting Utility Subsidy Checks 102 Voiding a Utility Subsidy Check 104 Reissuing Utility Subsidy Checks 106 Making a Practice Set 106 Tenant Specific Procedures Tenant Actions 107 Entering Charges 107 Recording NSF Checks 108 Entering Receipts 110 Entering Security Deposit Receipts 112 Moving a Tenant In 114 Adding Occupants 118 Deleting Occupants 119 Transferring Tenants to Another Unit 120
78. ample enter 072003 for the period July 2003 Usually you enter the current period In the Date text box enter the effective date of the charge Usually this is the first date of the calendar month even if you are charging rents a few days afterwards From the Division drop down list select the division of the site or the site name to which the rent charges apply Tip A list of divisions appears first followed by an alphabetical list of site names Your email address automatically appears in the email results text box The system enters this based on the user name you used to log into the Tenants module If you want someone other than yourself to receive notification that the rents have been charged you can change the email address Click the Charge Rent button The Standing Ready progress indicator displays the system s progress as rent charges for each site are processed The Sites progress indicator displays the progress of all sites as their rental charges are processed After the system finishes processing the charges a confirmation message box appears asking if you want to view the log of the rent charges version 6 76 MultiSite Suite Tenants Module 9 10 If you want to view the log click Yes in the message box Otherwise click No Table of Contents If you clicked Yes in the previous step the rent charges log appears in Windows Notepad Click the x in the upper right corner of the window to
79. ance Acknowledgment Community Room Rules Regulations list of letter names is added in a Tenant Note i You can check or un check all items in the grid by clicking the menu item File and clicking on Check All or Un Check All See Letter Interface Comparison at end of this paper MultiSite Systems LLC version 6 180 MultiSite Suite Tenants Module Generating amp Printing Letters Print Lease Print Lease can be opened manually from the Letters group sidebar or when a Print Package form closes you will be ask if you want to print the lease A Lease Summary form will be displayed i Lease Summary BEES Eile LEASE SUMMARY DATA FOR UNIT QRII 1033B1 Name s of LESSEE s Full Legal Names Names of AUTHORIZED OCCUPANT S Name Sutt oTenar Relationship SSN Birthday Age M Status E Type Sex Pick Lease HudMedelLease Lease Start Date peono Lease End Date pravam Tenant Contribution Em ProRate Rent Oo a Premium Rent Po Total Concessions Disounts m SD Amount ie Interest pow Pet Deposit Amount Poo Pet Monthly Fee ESI Parking Fee i Has Insurance e No Apartment Keys a No Mailbox Keys p No Access Devices pP 60 r Check each service the Company Pays for If NOT Checked then the Tenant will Pay for the service Water I Heat T Gas I Electricity I Wastewater I Trash I Cable TY I Master Antenna I Intenet I Other Sa
80. and the letters will begin printing MultiSite Mail Merge Form DAR File C Tenant Merge Applicant Merge Effective 11 25 2010 Site y Merge Letter C Letters T emplates T Fa Vendor Merge PLEASE SELECT A PROPERTY Merge Letters in Directory Letter Name a Available Merge Filters Merge List Addresses FiterName _ Full Name Applicant Waiting List SP applnsuranceac gi applandlordreference rtf cable Fraction Worksheet rtf appMarketinglnformation rtf appResident damages and fee schedule appT enD ayNotice ttf _ n Rules Regulations ttf __ ConsentFormDisclosure0 flnformation rtf All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fill Merge Addresses Print Merge List lt Setting User Preferences lt The Copy Address to Clipboard command copies the name and address of the currently selected tenant to the Windows Clipboard so that you can paste the information into another software program such as Microsoft Word MultiSite Systems LLC version 6 15 MultiSite Suite Tenants Module Shortcut Menus Table of Contents You can also copy the currently selected tenant s name and address to the Clipboard by pressing the shortcut key combination Ctrl C on your keyboard The Rebuild Layout Files command rebuilds your system layout files
81. ant and Ready for Occupancy Lakeview Apartments Practice Brent Roadside Apartments Still Spring Apartments Top Of The Mark Hilltop Apartments Ready kUnitID UnitType MO_Date Basic Rent VacantDays True S 095 3BR8 10 15 2009 450 00 139 Vacant and NOT Ready for Occupancy Ready kUnitID UnitT ype MO_Date Basic Rent VacantDays False NE 603 IBR 10 15 2009 690 00 189 On Notice with Reservation Expected Ready kUnitID UnitType MO_Date Basic Rent MI Date Applicant True NE 602 1BR 01 01 2599 690 00 06 03 200 Qui ones Sanchez Victor 787 724 4051 787 721 5 Tru NE 704 IBR 01 01 2599 690 00 03 03 200 Mendez Custodio Arsenio 787 722 72701787 722 Lakeview Apartments Vacant and Ready for Occupancy Ready kUnitID UnitType MO Dat Basic Rent VacantDays True IND 001 IBRS 01 01 2599 467 00 215 017 Move to first page move to previous page next page last page Shows what page is displayed in the report window Grayed X stops the report if you think it is taking to long MultiSite Systems LLC version 6 157 MultiSite Suite Tenants Module Table of Contents Blue arrows are the Refresh button Press this button to go back to the parameters screen so you can change the report options and re launch the report Use this to quickly change the report so you do not have to close the report and run for another set of conditions Select Expert allows you to add more select con
82. ants Module Table of Contents 5 If the tenant gave you less than 30 days notice and you want to waive the 30 day notice requirement select the Override 30 day requirement check box 6 If the tenant broke his lease and you want to waive the charge for breaking the lease select the Override Break Lease Charge check box 7 Inthe Date Notice Received text box enter the date that the Notice to Vacate was received at the office 8 Inthe Date Notice Mailed text box enter the date on which the Notice to Vacate was mailed postmarked 9 Inthe Date Tenant Expects to Vacate enter the date on which the tenant expects to move out In the Date to Charge Rent Through text box the last date on which the tenant will be charged rent appears automatically based on the tenant s expected date to move out Also the corresponding prorated rent amount appears in the Pro Rated Amt text box 10 Comments about whether or not the tenant gave 30 days notice or broke the lease automatically appear based on the dates that you entered in the previous steps You can change or add to these comments in the Comments text box 11 If the tenant has provided a forwarding address with his Notice to Vacate you can enter it by choosing Enter Forwarding Address from the Maintenance menu on the menu bar of the Notice of Intent to Vacate window 12 Click the Save and Send button The Notice to Vacate Notification Wizard appears MultiSite Systems LLC versi
83. ants Module Table of Contents ce MultiSite Systems LLC Double click on the record of the site for which you want to view units Select the site then click the Units icon in the Mgt View slider bar All the units at the selected site appear as shown below Units that are vacant are automatically highlighted in dark blue The MI column contains the move in date of each tenant The Balance Due column contains each tenant s account balance The Last Pay Date column contains the last date on which each tenant made a payment The Tenant Rent column contains the amount of each tenant s rent contribution according to his current lease All Tenants No Filter Applied BEE File Edit view Tools Help l a Haw pmoamam an e Units for RIVER TRAIL Ls UnitiD UType TenantName ML_Date Balance Due Last Pay Date TenRent 0cc gt 2BR 0 2003 FT ay Sites w Units s l Vacant Units Ba Notices Pending Tenant Search KNOIA PHILLIPS KIMBERLY 12 999 188 00 188 00 JENNIFER D 09 200 210 00 07 01 2003 211 00 M RA Open Acct 2B STILLS JAMES 3 0 00 06 03 455 00 Ba Deposit Slip Ga AuditTrail MORRISON KIMBERLY Of 2 406 00 0 00 0 00 3 00 91 00 0 03 116 00 Appicans ial Units RIVER TRAIL 7 072003 CAPS NUM 07 07 2003 10 12 AM Tips You can double click on any one of the units to display a detailed version 6 46 M
84. anual MAT40 icon The manual MAT40 window appears ij Purpose To Write MAT40 info for Tenants that have Moved Out OF x i MO Date reset Unit ID oss 00 i See Credit Section 8 Amount p ext2 SSDBGrid1 3 Inthe Unit ID text box enter the unit ID number of the tenant who moved out 4 Inthe MO Date text box enter the date on which the tenant moved out 5 Enter the Section 8 amount in the corresponding text box it Tip If you need to view credit information click the See Credit button 6 Click the Save MAT4O0 button You return to the main screen MultiSite Systems LLC version 6 94 MultiSite Suite Tenants Module Table of Contents Writing Off a Tenant The Write Off Tenant icon enables you to write off a tenant who has vacated but still has an open balance in his account a Tip You can also write off a tenant while finalizing his security deposit For instructions see Finalizing Security Deposits 1 Select the tenant whom you want to write off For instructions see Viewing Tenants 2 Click on the Met Actions label bar to open the corresponding slider bar 3 Inthe Met Actions slider bar click the Write Off Tenant icon Note If the status in the tenant s record is not Past or if his balance is less than or equal to zero then the system displays a message box indicating that the tenant cannot be written off The Write Off Tenant window appears as shown below ig Wri
85. app AFDC Workfirst tf App 11 HomeVisit rtf All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fill Merge Addresses Print Merge List Setting User Preferences MultiSite Systems LLC version 6 142 MultiSite Suite Tenants Module Table of Contents This section also includes text boxes for 2 different unit sizes which may be used to further rank waiting list applicants Mandatory Transfer is automatically defined as the 1 ranking text box in the list To activate the preferences select the check box of each ranking preference that you want to include when the system sorts applicants according to the waiting list The right side of the Waiting List Preferences section is used when an applicant turns down a unit If a tenant is offered a unit and turns it down select the Denied Unit check box and enter the date and time that the applicant turned it down as well as his reason for doing so When you save this information the corresponding application date is changed to the date that you entered in the Date Denied area The applicant then moves to the bottom of the list How to Receive Refund and Transfer Money from an Applicant There are at least three types of money you might receive from an Applicant T Security Deposit for a Move In at a future date 2 Applicant Fee or Pet Fee
86. are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing MultiSite Mail Merge Form mick C Tenant Merge Applicant Merge Vendor Merge Letter Name a 3503x5 MI MO Inspection Form rtf __ Acknowledgment for HUD forms rtf appM arketinglnformation rtf appResident damages and fee schedule __ appTenD ayNotice rtf __ childsupportdeclaration rtf SS Community Room Rules Regulations rtf __ ConsentFormDisclosureO flnformation rtf __ CreditPolicy rtf Definition H rtf Ri gt Annlicant Status etter rtf Effective 11 25 2010 Site y MergeL PLEASE SELECT A PROPERTY Available Merge Filters Merge List __ Filter Name Full Name Address gt Applicant Waiting List SP Let All Applicants that are on the Waiting List for a single Property SS Exit Retresh Letters List Refresh Filters List Setting User Preferences MultiSite Systems LLC version 6 Fill Merge Addresses 103 MultiSite Suite Tenants Module Table of Contents Voiding a Utility Subsidy Check
87. ark as lost For instructions see Viewing Applicants Do one of the following Click the right mouse button and choose Move to Lost Apps from the shortcut menu that appears Inthe Applicants slider bar click the Send to Lost Apps icon A message box appears asking you if you want to mark the applicant as lost If the name of the applicant is correct click Yes in the message box Otherwise click No and repeat steps 1 2 A message appears indicating that the applicant has been successfully removed Click OK in the message box If you click the View Applicants icon to refresh the list of applicants the record of the applicant you just marked no longer appears However you can still find the applicant s record in the system by using the Find App icon version 6 151 MultiSite Suite Tenants Module Table of Contents Modifying Applicant Details MultiSite Systems LLC The Edit Applicant icon enables you to modify details in an applicant s record To modify an applicant s details do the following 1 Display the 2 column detailed view of the applicant whose information you want to modify For instructions see Viewing Applicants Do one of the following to display the applicant s detailed record In the list of applicants double click on the applicant s record Select the applicant s record click the right mouse button and choose Edit Receive Money from the shortcut menu that a
88. ars From the submenu choose Open A R Use the Print button on the Reports toolbar to print the report Then click the x button to close the Reports window Viewing amp Printing a Tenant s Account History The Acct History icon enables you to view a list of all transactions all charges and receipts that are open or closed for a specific tenant gt To view and print a tenant s account history do the following MultiSite Systems LLC 1 Select the tenant for whom you want to view the account history For instructions see zewing Tenants Do one of the following Right click on the selected tenant s record and choose Account History Grid from the shortcut menu that appears version 6 57 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC Open the Tenant Views slider bar and click the Acct History icon The Account History panel appears as shown below The T column indicates the type of account item C indicates that the item is a charge and R indicates that it is a receipt The Running column displays the running total of all open charges i e those that have not yet been paid as of the date on the corresponding line item Tip The last running total in the tenant s account history should be equal to the number in the Balance Due field of the tenant s detailed 2 column record Tenants filtered by Property Manager BECKY STEYENS BEE al
89. ary report do the following MultiSite Systems LLC 1 If the Reports label bar isn t already open click on it to display the corresponding slider bar In the Reports slider bar click the Tenant Summary icon The Tenant Summary window appears as shown below version 6 172 MultiSite Suite Tenants Module Generating amp Printing Reports Tenant Summary olx File Effective Period 072003 Close Select Sites gt gt 3 Inthe Effective Date text box enter the date for which you want to display tenant summary details 4 Click the Select Sites button The site selection window appeats i Select One or More Sites to Include in your Report iof x Select One or More Sites Code Sitet SiteName Apartment Name State Property Manager M 281 HOI ALLENDALE ALLENDALE MANOR SC Brandon Liles ASHLYN PARK ASHLYN PARK SC David Phipps David Phipps Linda Phillips Barry Dunsmore 5 Select the site s for which you want to generate the report Tip You can select multiple rows by holding down your Shift or Ctrl tS P P y 8 y key and then clicking the rows with your mouse 6 Click the OK button at the bottom of the window The report appears in the Reports window 7 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section MultiSite Sys
90. ate the filter by choosing Filter from the View menu on the main menu bar and then choosing By Division and Property Manager from the submenu To turn the filter off select a different filter or No Filter from the submenu Commercial View Commercial View filter shortens the list of sites that appear in a site search so that only commercial sites appear in the list of records To activate this filter choose Commercial View from the View menu on the main menu bar Choose it again to turn the filter off For instructions on searching for sites see Vzewing Sites MultiSite Systems LLC version 6 33 MultiSite Suite Tenants Module Table of Contents Viewing Tenants There ate two primary ways to display a specific tenant s record searching by last name and searching by unit number Instructions for both are explained below it Tip You can also display a specific tenant s record by double clicking on his unit in the Units search panel For more information see Viewing Units By Last Name Tenant Search View gt To search for a tenant by last name do the following 1 Do one of the following to open the Tenant Search panel Log into the Tenants module the Tenant Search panel appears automatically by default On the Tenants module toolbar click the Find Tenant binoculars button From the Met Views slider bar click the Tenant Search icon From the Tenant Views slider bar click the Search icon T
91. bsidy checks that were paid to a specific tenant since he has lived at his current site Note Not all tenants receive utility subsidy checks gt To view a tenants utility subsidy checks do the following 1 Select the tenant whose utility subsidy checks you want to view For instructions see Wzewing Tenants 2 Ifthe Tenant Views slider bar isn t already open click on the Tenant Views label bar to open it 3 Inthe Tenant Views slider bar click the Utility Sub Chks icon The list of the tenant s utility subsidy checks appears as shown below Ifa check has been voided a check mark appears in the Void column Ifa check has cleared the bank a check mark appears in the Cleared column MultiSite Systems LLC version 6 68 MultiSite Suite Tenants Module Table of Contents Tenants filtered by Property Manager BECKY STE ENS File Edit wiew Tools Help Search G Tenant Occupants Open A R Aas Utility Subsidy Check Ba Acct History Utiity Subsidy Check 43 00 Bi Lease fi Tenart Lease His Utility Subsidy Check 43 00 Gi Unit Lease History 05 Utility Subsidy Check 43 00 Ga Cert History Ba AD Cert SD History US c 41 00 amp Unit fa Utility Sub Chks Ba RA Detail MgtActions 03 11 2003 2 Utility Chec 41 00 Applicants 05 13 25542 Utility Subsidy Chec 41 00 Fl Utility Sub Chks DALE THE 5 Utility Subsidy Check 43 00 Utility S c 41 00 Utility Chec 41 00 gaa a
92. ch auto bills are pro rated by marking the auto bill field Pro Rate MI MO to true or false Edit each master auto bill from the Edit Auto Bill form You can also control which auto bills are included in the Late Fee calculation The field Charge Late Rent Include Auto Bills in the Site table controls if auto bills are to be included in the total past due for purposes of charging a late fee Note If you do not want to include auto bills in the late fee calculation set the Charge Late Rent Include Auto Bills to False Auto Bills will pro rate using either the Actual Days formula or the 30 day formula This formula is selected automatically according to your database setup Auto bills are prorated at e Move In o Conventional Move In form o Copy applicant to Move In o New Tenant Income Certification e Move Out o Move Out form e Renew Lease o MoultiSite will update all auto bills with the new lease date and will either re assign or assign new auto bills according to the auto bill assignment history How to control which Auto Bills Pro Rate By default all Auto Bills are NOT Pro Rated at Move In or Move Out You should set your preference when you setup your Master Auto Bills Some examples of auto bill items you may not wish to be automatically pro rated are Internet and cable Some examples of auto bills you want to pro rate are Garage and Storage Shed You edit the pro rate indicators in the Master Au
93. changed and you return to the main screen Notes Ifan occupant no longer lives with the selected tenant you can change the occupant s status from CURRENT to PAST Alternatively you can delete the occupant by selecting his record clicking the right mouse button and selecting Delete Occupant from the shortcut menu that appears for more instructions on deleting occupants see Deleting Occupants RD or HUD re certifications result in an automatic update of all occupant information in the system You do not need to delete occupants or update their status to PAST if they move out of an RD or HUD unit version 6 56 MultiSite Suite Tenants Module Table of Contents Viewing amp Printing Open Tenant Charges The Open A R icon enables you to view open charges Le charges that have a balance greater or less than 0 by a specific tenant gt To view open charges for a tenant do the following 1 Select the tenant for whom you want to view open charges For instructions see Viewing Tenants Do one of the following Right click on the selected tenant s record and choose Open A R Grid from the shortcut menu that appears Open the Tenant Views slider bar and click the Open A R icon The list of open charges for the selected tenant appears in a panel in the main screen To print a report of the selected tenant s open charges right click and choose Reports from the shortcut menu that appe
94. cify The 100 drop down list enables you to select different sizes in which to view the current page creating the effect of zooming in and out The number next to Total indicates the total number of records that are in the report The percentage that appears next to the Total Records indicator is the percentage of records in the report that have been processed by the system 49 of 49 label indicates the number of records in the report that have been processed by the system as well as the total number of records in the report version 6 177 MultiSite Suite Tenants Module Generating amp Printing Letters Generating amp Printing Letters Other Letters MultiSite Systems LLC This section will discuss three different methods to print Letters Multi Pad custom letter writer and Other Reports are not discussed in this section The three methods are Other Letters Package Print and Verifications See the comparison table at the end of this section quick reference Individual and stock letters can be created in MultiPad You can launch MultiPad from the Tools menu Usually administrators create stock letters Letters can be printed from three main areas MultiPad Group Sidebar Letters and Verifications MultiPad instructions are not included in this section There ate many stock letters for you to choose from This section of the manual we are going to discuss how to print sto
95. ck letters Most modules have a sidebar group labeled Letters Click the Other Letters icon to launch the letter merge interface tenant Report Menu loj x File Letter C All Letters Tenants Only C Applicants Only _ s Merge Preview Current Selection Acknowledgement for HUD forms A All Community Room Rules Regulations Consent Form Disclosure Of Information Drugfree Housing Policy Ethnicity and Racial Data El Deposit Bank Notification Letter mi Eviction Policy Report Description you may Double Click to edit description Acknowledgement for HUD forms version 6 178 MultiSite Suite Tenants Module Generating amp Printing Letters When you launched the Letter Menu form MultiSite noticed if you had current focus on a current tenant or an applicant The letters menu will filter by tenant or applicant letters based upon what you have in focus You may change the filtering by clicking on one of the three option buttons at the top of the screen All Tenants or Applicant The letter you pick may or may not have merge fields on it If you have focus on a Tenant and choose an applicant report the merging will not work correctly However not all letters have merge fields and this filtering feature gives you the flexibility to make your own choices Get focus on a letter in the grid and you will see the description fill in the text box below the grid Y
96. ding down your Shift or Ctrl key and then clicking the rows with your mouse 6 Click the OK button at the bottom of the window The report appears in the Reports window 7 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section 8 To close the Reports window click the x button on the toolbar or in the upper right corner of the window Rent Roll by Day Report MultiSite Systems LLC The Rent Roll by Day report is similar to the Rent Roll report except that it focuses on a particular day it displays the tenants that were living at the site and what rent they paid on the specified day To generate the report follow the instructions below To generate a Rent Roll By Day report do the following 1 2 If the Reports label bar isn t already open click on it to display the corresponding slider bar In the Reports slider bar click the Rent Roll By Day icon The Rent Roll By Day window appears ig Rent Roll By Day Jol x File Effective Date Close Select Site s gt gt Ready ZA In the Effective Date text box enter the day for which you want to display rent roll details Click the Select Sites button version 6 Generating amp Printing Reports MultiSite Suite Tenants Module Generating amp Printing Reports The site selection w
97. ditions to the report You can build custom formulas Find Expert allows you to use advanced Find techniques You can build custom formulas for finding records or words Find allows you to find all occurrences of a word or number in y the report Zoom allows you to Zoom In or Out After you press this button your mouse roller takes over the zoom function The red x closes the window The percentage that appears next to the Total Records indicator is the percentage of records in the report that have been processed by the system MultiSite Systems LLC version 6 158 MultiSite Suite Tenants Module Generating amp Printing Reports Quick Generation of Tenant Profile Account History Open A R amp SD History Reports The shortcut menu in the Tenant s program contains a Reports command that enables you to print some of the more common tenant reports quickly and easily The following reports are available Tenant Profile a summary of useful details about the selected tenant Account History specific details about the selected tenant s account over time Sd Open A R all open charges for the selected tenant i e charges that have a balance greater or less than 0 SD History a history of the status and uses of the selected tenant s security deposit gt To quickly generate one of these reports do the following 1 Select the tenant for whom you want to generate the report For ins
98. djustment for rental assistance The apartment name and site name appear automatically in the corresponding text boxes at the top of the window 4 From the Type drop down list select the type of rental assistance for which you are recording an adjustment 5 A description appears in the Description text box automatically based on the RA type you selected You can change this description by entering a different one 6 Enter the amount of the adjustment e g 50 to deduct 50 7 Click the Save button The window closes and you return to the main screen Writing Utility Subsidy Checks MultiSite Systems LLC The Utility Subsidy Checks icon enables you to write and print checks to current tenants who receive utility subsidy funds The checks include all utility subsidy transactions that have not yet been paid to each tenant Checks written are posted to General Ledger version 6 86 MultiSite Suite Tenants Module Table of Contents gt To write utility subsidy checks do the following 1 MultiSite Systems LLC If the Met Actions slider bar isn t already open click on the Met Actions label bar to open it In the slider bar click the Utility Subsidy Checks icon The Check Wizard appears shown below Note If someone else is writing checks in the system a message box appears letting you know that the check writing feature is being used The name of the system user appears in the message box If this happens
99. e Switch a Move In to for another unit option in the Undo Wizard For instructions see Undoing a Procedure Use the instructions below to add commercial or conventional occupants to the system manually MultiSite Systems LLC Note This procedure is for non RD and non HUD occupants only If occupants move into RD or HUD units they are added to the system automatically when the RD or HUD certification is completed in the RD or HUD module version 6 118 MultiSite Suite Tenants Module Table of Contents gt To add an occupant to the system do the following 1 Select the tenant whose occupant you want to add to the system For instructions see Vzewing Tenants Click the Tenant Actions label bar to open the corresponding slider bar In the slider bar click the Add Occupant icon The Move In Wizard appears with the occupant tab displayed Tip You can also display the wizard by selecting an existing occupant s record for the selected tenant clicking the right mouse button and choosing Add Occupant from the shortcut menu that appears For instructions on displaying occupants records see Viewing Occupants Select each cell in the Value column and enter the occupant s information Click the Save button To add another occupant for the selected tenant repeat steps 3 5 To add an occupant for a different tenant repeat steps 1 5 Click the Quit button to exit the wizard You return to the main
100. e Subiect Author PB tenant Seach RIVER TRAIL 7 072003 cars Num 0770772003 10 11 AM This default screen is already set up to search for a list of tenants You would see the same screen if you clicked the Tenant Search icon under Met Views or clicked the Find Tenant button on the toolbar for more information see Viewing Tenants Label Bar Slider Bar Sections Tenants is made up of 7 sections one for each type of activity Mgt Views for displaying tenants sites units vacant units notices pending open accounts of tenants who receive rental assistance deposit slips and an audit trail of database field changes Tenant Views for displaying a variety of information about tenants occupants tenant accounts leases units certifications security deposits utility subsidy checks and rental assistance Mgt Actions for performing managerial tasks such as confirming deposits charging rents and late fees finalizing security deposits working with RA receipts and adjustments MultiSite Systems LLC version 6 11 MultiSite Suite Tenants Module Table of Contents Toolbar Options MultiSite Systems LLC writing utility subsidy checks making global changes to rents and so forth Tenant Actions for performing everyday tenant tasks such as moving tenants in and out recording charges receipts and NSF transactions recording security deposit receipts and dispositions transferring t
101. e site name and the tenant s current balance appear automatically s Tenant Charges Close On Save Disabled olx File Preferences Unit ID Date fora 1 2003 Charge Code Period Post 072003 Amount Tenant Name Description Apartment Name Site Name Current Balance In the Charge Code drop down list select the type of charge you are entering version 6 Table of Contents 107 MultiSite Suite Tenants Module Table of Contents 4 10 In the Amount text box enter the amount of the charge A description appears in the Description text box based on the charge code If you want to change this description enter a new one in its place The default date for the charge is today s date If you want to change it enter a different one in the Date text box The default period to post date is the current period If you want to change it enter a different one in the Period Post text box Click the Save button One of the following happens Ifthe Close on Save command in the Preferences menu of the Tenant Charges window is selected the window closes automatically and you are finished with the procedure The selected tenant s account history appears automatically and the new charge you just entered is displayed there Ifthe Close on Save command is vor selected a blank window appears Continue with step 9 If you want to add another charge for the same tenant or for a different
102. e Add Transaction button to enter a receipt for the applicant and continue with step 13 If you clicked the Add Transaction button in step 12 the Applicant Income window appears version 6 140 MultiSite Suite Tenants Module Table of Contents 13 14 15 16 17 18 19 From the Payment Type drop down list select the method that the applicant used to pay check money order etc If the transaction was paid with a check or money order enter the check or money order number in the Check MO text box Enter whatever description you d like to include in the Description text box In the Income Type drop down list select the purpose of the receipt that you are entering application fee security deposit etc In the Amount text box enter the amount of the receipt Click the Save button A message box appears asking if you want to print the receipt If you want to print the receipt click Yes in the message box Otherwise click No If you clicked Yes the receipt is sent to the printer Tip For instructions on how to view or edit applicants records see Viewing Applicants Applicant Waiting List Preferences MultiSite Systems LLC The Waiting List Preferences are set in the Preferences form See the tab Waiting List Preferences The left side of the Waiting List Preferences section displays check boxes for each of the ranking preferences as they are set in user Preferences for instructio
103. e Tenant Module and all the reports in the certification modules will be found under the first icon Other Reports When you click on this icon a tenant report menu will be displayed MultiSite Systems LLC version 6 154 MultiSite Suite Tenants Module Table of Contents All Tenants No Filter Applied a paa DITO onu S e Other Reports Tenancies O oea Sees Poan ee n x Letters Eq File Edit View Tools Help i Tenant Report Menu File Enter beginning of Report Name and press ENTER Current Selection A All Close Reports Applicant MI Date Address phone Printer a ae List Current Columns App Name App Date UnitID Exp ron _S a Utilities Maria Apartments 884 a 5 FE other Reports Maria Apartments 884 042010 cars NUM 0471972010 8 35 AM E Astart E Si PRAI Tenants No Fiter Ap 208 Highlight the report you wish to generate and select current selection under the preview menu on the right side Depending on the report you will need to enter certain parameters such as the date range period etc The main parameter you will need to enter is your complex code If you have focus on your property prior to generating reports this value will already be in the complex code field or will be available in the drop down list of this field After entering all of
104. e receipt of a Security Deposit w Applicant Income for Day Tom 5 iol x Fie Options Unit ID Paid with Check MO Description Income Type Amount MultiSite Systems LLC Date Period Post Apartment Name Site Name Applicant If this is a Refund Receipt then enter a Negative Number Cancel Press Save button and the Security Deposit is saved to that tenant This receipt will show up in your Pre Deposit list You Make a Deposit Slip in the usual way This transaction will make on a Security Deposit Bank Account The above example will work the same way as a Fee Except fees will be put on a General Operating bank account deposit slip APPLICANT RECEIPTS Pre Paid Rent Enter information as above and then choose App PrePaid from the dropdown list This code will record the applicant money as a liability amount against a future rent receipt When you copy this to a Move In the amount will be transferred as a Rent Tenant amount and offset the liability version 6 145 MultiSite Suite Tenants Module Table of Contents Applicant Income for Day Tom E Ioj x File Options Unit ID Paid With Check MO Description Income Type Amount Date Period Post Apartment Name Site Name Applicant If this is a Refund Receipt then enter a Negative Number Also when you copy to move in you will be given the opportunity to appl
105. e table needed 11 new fields It was not possible to accurately automatically fill in the new tables from previous years data Each property will need to enter or edit the Rent and Income limits for 2010 Previous year s data will need to be entered on an as needed basis During our preparation and testing for this change many users will find that their properties already have 2010 data We cannot guarantee that your 2010 data was entered Also some 2010 data may be missing For Example if you have a HUD RD property it is possible that the RD Moderate 100 income level is missing You are responsible for checking the 2010 tables for your property To aid your data checking we created a report Income Limits by Property This report is located in Tenants Other Reports An example of this report is below canes Etecthe Date 05 14 2010 Site Cotity Ashe income Umit Medien INCOME LIMIT FOR FAMILY SIZE Bouroe Fam Iis OWE Two THREE FOUR FIVE six SEVEN EWHT NWE TEN ELEVEN TWELVE Income 1 PERSON PERSON PERSON PERSON PERSON PER SOW PER SOW PERSON PERSON PERSON PERSON PERSON HUD 230 Extrem eh Low 4iB300 10600 12100 13600 15100 16350 17550 13750 19950 21150 22350 23550 24750 m 50 Vern Low 4s00 17650 20200 22700 25200 27250 29250 31250 33300 35300 37300 39300 41950 m 30 Low 28250 32250 36300 0300 3550 6750 50000 3200 6400 9650 62850 66100 l LIHTC 21 60 Tax Credit t500 21240 24300 27300 30360 32760 35220 37
106. egin by setting focus on a Tenant Make sure you are in the group sidebar Met Actions Click on the icon labeled Tenant Auto Bill The Auto Bill form opens Edit AutoBill One Tenant File Tnnls unto i e AutoBills for RODRIGUEZ BOBBY M TransCode Code _Descripticn Market Rent Date Began Date Ended _ Enter the new information for the row that your cursor is in Amount Beain Date 0570172002 End Date 0473072003 Note Dates auto tab Exit Remove this AutcBill Add AutoBill MultiSite Systems LLC version 6 195 MultiSite Suite Tenants Module Auto Bills Auto Billing Overview This screenshot is showing a tenant without any auto billings Notice that the unit id and name are already filled in Also the Begin and End dates are pre filled with the Lease Start Date and Lease Expiration Date from the tenant lease You may change these dates We caution you to not get carried away and start changing dates until you completely understand the purpose of these dates Add an auto bill by pressing the Add Auto Bill button Select AutoBill Type first few letters Press ENTER when done 35 00 Cable cE GHIO EA 100 00 F Garage EE SL 25 Large Storage 30 00 m Storage f Intemet Internet 70 00 Intemet 55 100 _ Small Storage 25 00 M Storage When the selection list opens you can begin typing to quickly go to an item If you have a
107. en you move your cursor out of the Amount text box a message box appears reminding you to apply the receipt to each individual tenant s record at the site Click OK in the message box In the Apply column of the Open Rental Assistance section of the window manually enter the rental assistance amount for each tenant listed Tip Be sure that all the amounts in the Apply column add up to the number that is in the Amount text box If you want to print the receipt click the Print button Click the Save button The window closes and you return to the main screen Recording Rental Assistance Adjustments MultiSite Systems LLC The RA Adjustments icon enables you to record an adjustment to the project based rental assistance system for a specific site This adjustment does not apply to specific tenants but to the rental assistance project as a whole To record a project based RA adjustment for a specific site do the following 1 If the Met Actions slider bar isn t already open click on the Met Actions label bar to open it version 6 85 MultiSite Suite Tenants Module Table of Contents 2 Inthe slider bar click the RA Adjustments icon The Rental Adjustments window appears ij RA Charge Adjustments iol x Site No Date 0771172003 tee m a Description fqPARD SCS Apartment Name Amount fsa Site Name 3 In the Site No text box enter the site number for which you are recording the a
108. enant is recorded as being late This tenant has been sent a notice per company policy Outstanding Balance 211 Late Fee Charged 10 m Embeded File Add Edit Delete Close N Print M iew record gt 3 To modify the note do the following a Click the Edit button b Make changes in the drop down lists and or text boxes E Tip When you click the Edit button the buttons at the bottom of the window change to Save and Cancel If you make a mistake while modifying a note you can click the Cancel button and then the Refresh button which restores the information that appeared when you first opened the note c To attach a file to the note click the F button to the right of the File Attachment text box and use the standard browse window to locate and select the file then click OK d To remove an attachment from the note click on the file name in the File Attachment text box and press the Delete key on your keyboard Tip To view an attachment double click directly on the name of the attached file e Click the Save button to save the changes you made To deactivate the note click inside the Active Entry check box to clear it Tip When you deactivate a note it is not deleted from the system but it disappears from the Notes section of the selected tenant You can reactivate it at any time by repeating steps 1 3a and then selecting the version 6 43 MultiSite Suite Tenants Module Table of
109. enants Module Table of Contents Menu Commands MultiSite Systems LLC Find Tenant places your cursor in the text box above the Tenant Search view so that you can search for a tenant by last name You can also search for a tenant by clicking the Tenant Search icon in the Met Views slider bar or the Search icon in the Tenant Views slider bar You can also choose Find from the Tools menu or press the Ctrl F key combination on your keyboard Clipboard copies the name and address of the currently selected tenant to the Windows Clipboard so that you can paste the information into another software program such as Microsoft Word You can also copy a tenant name and address to the Clipboard by choosing Copy Address to Clipboard from the Tools menu or pressing the Ctrl C key combination on your keyboard Note enables you to add a note to a tenant s record You can also add a note by displaying a tenant s record and then navigating to the blank line in the Tenant Notes section at the bottom of the view panel You can also choose Add Note from the Edit menu or press the Ctrlt N key combination on your keyboard Preference opens the Tenant Preferences window where you can select various options to customize the records and reports that you display in the system You can also open the Tenant Preferences window by clicking Preferences in the Tools menu Module buttons in the center of the toolbar open the other modules in the
110. enants from one unit to another adding occupants renewing leases and so forth Applicants for as viewing adding and editing applicants and the fees that they pay recording applicants as lost copying applicants transactions to their permanent tenant records and so forth Letters generate letters to tenants and applicants directly from the Tenants and other modules Reports for generating printing exporting and or sending Tenants module reports To navigate to one of these 7 areas click on the corresponding label bar The label bar slides to the top revealing the slider bar area underneath You click the different icons in the slider bars to display different sets of records perform various activities or generate different types of reports Note When you first click on a label bar the other parts of the main screen remain in their previous view until you click an icon inside the newly opened slider bar An explanation of each toolbar button is as follows Exit closes the Tenants program and returns you to the remote server Desktop You can also click the Microsoft x button at the top right corner of the screen ot choose Exit from the File menu Unit Search is a text box that you use to search for a specific tenant that lives in a specific unit When you enter a unit ID and press Enter on your keyboard the detailed 2 column view of the corresponding tenant appears version 6 12 MultiSite Suite T
111. ences for prospective tenants applicants click on the Wait List Prefs tab and continue with the next step otherwise skip to step 25 The waiting list preferences tab appears as shown below version 6 190 MultiSite Suite Tenants Module Setting User Preferences ij TENANT PREFERENCES 21 From the Site drop down list select the site for which you want to set waiting list preferences 22 In one or more of the Preference Name text boxes enter the waiting list preferences you want to set for the selected site in order from most preferred 1 to least preferred 4 23 Click the Save Site App Prefs button to save the preferences 24 If you want to set waiting list preferences for another site repeat steps 21 23 When you are finished go step 25 25 If you want to enter company information click on the Company Info tab in the Preferences window and change the default settings in that tab Be sure to click the Save Settings button after working in the tab 26 To exit the Preferences window click the x in the upper right corner or the Close button in the bottom part of the window You return to the main screen MultiSite Systems LLC version 6 191 MultiSite Suite Tenants Module Setting Reminders Setting Reminders You can set reminders for yourself in the Tenants system The system displays the reminders when you log into the module so that you won t forget important tasks For example if you set a remi
112. ents 10 11 12 MultiSite Systems LLC Ifthe amounts are correct click the Finish button Ifthe amounts are incorrect click the Back button correct the amounts in the Worksheet tab and repeat steps 8 and 9 A message appears asking if you want to save the snapshot The snapshot is all the information at this moment in time about the security deposit and related tenant charges Click Yes in the message box A Snapshot Saved message appeats Click OK The Print tab appears as shown below At the bottom of the tab click the Print button A Print window appears Click the Print button in the window The security deposit information appears in the Reports window as shown xia io gt rif ajele po z Toas 100 3of3 Security Deposit Processing Harris Brown Mgt P O Box 25405 Greensboro NC 274046405 en fay I DOB Facet 01 01 2506 NA Move Out Date 07711 2003 Apartment PURO1 The following account is made of the Security Deposit which you have placed with us Security Dep Disposition Date O71 172003 Amount of Deposit 0 Items Charged Against Deposit Balance ll Date Description version 6 132 MultiSite Suite Tenants Module Table of Contents 13 View or print the report then click the x on the Reports toolbar or in the top right corner of the Reports window to close the report You return to the Security Deposit Disposition wizard 14 Click the Quit button to
113. erifications saved Actual letters not saved to to Tenant Notes Tenant Notes HOH and Occupant names are available for merging Advantage For Verification letters Letters can contain merge fields from many tables Additionally the Address Book is available so the destination address can be merged into your letter MultiSite Systems LLC version 6 184 MultiSite Suite Tenants Module Mail Merge Mail Merge MultiSite Systems LLC The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that are going to receive the letters To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on a Property Tenant or Applicant you can set your intentions on this form At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing version 6 185 MultiSite Suite Tenants Module Setting User Preferences MultiSite
114. eriod July 2003 Usually you enter the current period In the Date text box enter the effective date of the charge From the Division drop down list select the division of the site or the site name to which the late fee charges apply Tip A list of divisions appears first followed by an alphabetical list of site names Your email address automatically appears in the email results text box The system enters this based on the user name you used to log into the Tenants module If you want someone other than yourself to receive notification that the late fees have been charged you can change the email address Click the Chg Late Fees button The Standing Ready progress indicator displays the system s progress as late fee charges for each site are processed The Sites progress indicator displays the progress of all sites as their late fee charges are processed After the system finishes processing the charges a confirmation message box appears asking if you want to view the log of the late fee charges If you want to view the log click Yes in the message box Otherwise click No If you clicked Yes in the previous step the late fee charges log appears in Windows Notepad Click the x in the upper right corner of the window to close the log You return to the main screen An email message is automatically sent to the address in the email results text box notifying the recipient of the charges version 6 78 MultiSi
115. ersion 6 35 MultiSite Suite Tenants Module Table of Contents EEN Tip You can filter the list of tenants This shortens the time it takes for the system to retrieve the records and enables you to scroll through them more efficiently For more information see the section Fiering Records for Customized Viewing in the topic Viewing Management Specific Information Mgt Views 4 Scroll to the name of the tenant whose information you want to view and select it 5 Do one of the following Double click on the tenant s name Right click on the tenant s name then choose Tenant from the shortcut menu that appears Click the Tenant Views label bar then click the Tenant folder icon in the Tenant Views slider bar The detailed 2 column view of the tenant s record appears as shown below All Tenants No Filter Applied elx ai Aw ITI ol e Tenant Search All Tenant Fields Sites ee Cee Tenant D Not Updatable 1 2 Units il Vacant Units Gi Notices Pending Albeit ea Past Tenants Address 6 4 FIRS JE CIRCLE SE Ge RA Open Acct Ga Deposit Slip Gi AuditT rail 12 09 2002 Sec8 annual renewal received 09 09 2002 Rent increase approval BE Tenant RIDGEWAY 4 RDOGA KEGLEY ALOMA J o72003 CAPs NUM 0770772003 10 04 AM a Tip You can filter the fields that appear in the tenants detailed 2 column view by choosing Custom View from the View menu Fo
116. es about a tenant Tip No matter which view you are in when you add or modify tenant notes the additions and changes you make appear in the other view as well MultiSite Systems LLC version 6 40 MultiSite Suite Tenants Module Table of Contents Adding Tenant Notes gt To add a note a tenant do the following MultiSite Systems LLC 1 Search for the tenant by using one of the methods in the Vzewing Tenants section and select his record or display the detailed 2 column view Do one of the following Click inside the first empty row in the Tenant Notes section Click the Note button on the main screen toolbar From the Edit menu choose Add Note Press the shortcut key combination Ctrlt N on your keyboard A message box appears asking if you want to add a note Click Yes in the message box The Note window appeats te Note for KEGLEY ALOMA J OF x Eile Insert Note Type Nate 7 Date 07 07 2003 Subject fi Author rob File Attachment F A File Embed Name c AoiveEny v Note m Linked File m Embeded File Save Cancel Print i4 Add record gt gt Tip You can also add a note by displaying a note that already exists and clicking the Add button in the Note window For more information see the Modifying Deactivating or Deleting Tenant Notes section below version 6 41 MultiSite Suite Tenants Module Table of Contents 10 11 From the Note Type drop down
117. etters Group Package Print Icon Get focus on a tenant and press the Package Print icon And Applicants group App Package Icon Get focus on an Applicant and press the App Package icon Package printing is also on the Applicant form as a menu item Open the New or Edit Applicant form and click on the File menu then click on Package Print version 6 179 MultiSite Suite Tenants Module Generating amp Printing Letters Common uses for Package Printing are e Related groups of stock letters that are executed on actions like Move In Move Out Transfer Recertification Annual Certification Termination etc e Letters can have HOH merge information Merge fields are available for the following tables Tenants Units Site Lease Tax Credit HUD RD and other subsidized certifications See the form picture below The form opens with all letters appropriate for the module and property type All letters are checked When you press the print button each letter that is checked will print directly to your printer and a inixi File Edit You are about to print the reports displayed in the grid For the Complex Code UnCheck any reports you do not want to print at this time Select an Action Conventional Move In reports for Default Site __ Report Name Print Now Unit Prices Smoke Detector Policy LD _ _ Energy Conservation Policy E E E Insur
118. eyboard A calendar window appeats Enter Ending Date Ioj x MultiSite Systems LLC version 6 167 MultiSite Suite Tenants Module Generating amp Printing Reports 5 Navigate to and select the date on which you want the report to begin 6 Click the Save button 7 Navigate to and select the date on which you want the report to end 8 Click the Save button The report appears in the Reports window 9 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section 10 To close the Reports window click the x button on the toolbar or in the upper right corner of the window Ranking Worksheet Report The Ranking Worksheet report lists the tenants at one or more sites sorted by percentage income the percentage of each tenant s annual income that is used to pay their tenant rent and utility allowance When an RA slot becomes available this report is used to determine the next tenant who is due to receive rental assistance gt To generate a Ranking Worksheet report do the following 1 If the Reports label bar isn t already open click on it to display the corresponding slider bar 2 Inthe Reports slider bar click the Ranking Wksht icon The Ranking Worksheet window appeats ij Ranking Worksheet olx Effective Date m 2003 Se
119. form CareDf Address City State Zip fkComplexCode Exit De Activate Delete Save MultiSite Systems LLC version 6 183 MultiSite Suite Tenants Module Letter Interface Comparisons Generating amp Printing Letters Interface Pro Con Other Letters Customize Edit stock letters Only print one letter at a time Save actual edited letter to Tenant Notes Merge fields can be from the following tables Site Tenant Lease HUD RD and TC or do not have to have any Merge Fields Can only Mail Merge name of head of household Occupant names are not available for merging Advantage Quickly print a customized letter from a stock letter and save the entire letter to a tenant note Package Print Print many stock letters No customization available Letter names saved to Tenant Notes Actual letters not saved to Tenant Notes Merge fields can be from the following tables Site Tenant Lease HUD RD and TC Can only Mail Merge name of head of household Occupant names are not available for merging Do not have to have Merge Fields Advantage Quickly print a group of letters that relate to a specific task like Applicant Move In Move Out Transfer etc Verifications Specialized interface No customization available merges Tenant or Applicant information and verification source address information List of v
120. g his transactions to his tenant records For instructions see Moving a Tenant In gt To copy an applicant s transactions to his tenant records do the following 1 Select the applicant whose transactions you want to copy For instructions see Viewing Applicants 2 Do one of the following Click the right mouse button and choose Copy to Move In from the shortcut menu that appears Inthe Applicants slider bar click the Copy to Move In icon The Convert Monies window appears 3 Inthe Enter Unit to Move Transactions text box enter the unit ID of the unit into which the applicant has moved 4 Click the Save button A message box appears asking you to confirm if you are moving transactions for the correct tenant MultiSite Systems LLC version 6 150 MultiSite Suite Tenants Module Table of Contents 5 6 If you have selected the correct applicant tenant click Yes Otherwise click No and repeat steps 1 4 selecting the correct applicant A message appears indicating that the applicant s transactions have been moved to his tenant records successfully Click OK in the message box Recording Lost Applicants MultiSite Systems LLC The Send to Lost Apps icon enables you to mark applicants who have not returned to rent units as lost applicants without deleting them from the system entirely To mark an applicant as lost do the following 1 Select the applicant whom you want to m
121. g rental assistance receivables from the government Unposted tenant receipts While viewing unposted receipts users can also finalize the corresponding deposits and print deposit slips for them Tenants account histories leases lease histories HUD or RD certifications and certification histories Security deposits and security deposit histories Utility subsidy checks can be viewed written rewritten and voided In addition a variety of actions can be performed to keep tenants accounts current such as the ability to Confirm deposits Charge rent late fees and other tenant charges Enter RA charges to the government Record rental assistance receipts and make RA adjustments Make global changes to rents for each type of unit Write off tenants with open charges version 6 7 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC Record receipts rents security deposits and miscellaneous income Record NSF checks and automatically add the amount back to a tenant s balance Move tenants in and out Transfer a tenant to a different unit Prospective tenants applicants can be viewed and managed as well You can View applicants Add applicants and the fees that they pay to the system Edit applicant records Copy applicant transactions to permanent tenant records after the applicants move in Fulfill requests for refunds An extensive
122. ge PLEASE SELECT A PROPERTY Merge Letters in Directory Letter Name a 435035 MI MO Inspection Form ttf __ Acknowledgment for HUD forms rtf annual recert checklist rtf app AFDC Workfirst rtf App 11 HomeVisit rtf Available Merge Filters Merge List Addresses re _ Ful Name P Applicant Waiting List SP applnsuranceacknowledgment rtf applandlordreference rtf Applicable Fraction Worksheet ttf and fee schedule All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fill Merge Addresses Print Merge List Setting User Preferences After selecting the default office in user Preferences activate the filter by choosing Filter from the View menu on the main menu bar and then choosing By Office from the submenu To turn the filter off select a different filter or No Filter from the submenu By Division Note Only users with system administrator access privileges can filter records by company division If you are a system administrator you can filter lists of tenants sites vacant units and pending Notices to Vacate by company division The list that appears corresponds to the division you select in the Default Division drop down list in the Tenant Preferences window for instructions see Mai Merge MultiSite Systems LLC version 6 27 MultiSite Suite Tenan
123. getting focus on an Applicant Open the applicant form and find the button Auto Bills at the bottom of the Applicant form Auto Bills There are some important things to know about adding Applicant auto bills e You must reserve a unit before adding auto bills e You must add an expected Move In before adding auto bills After you satisfy the above requirements you can add remove or edit the auto bills exactly as you do with tenants Should you find that you need to change the reserved Unit ID just change to the new unit id in the main form When you tab off the field the auto bills will be updated automatically Should you change the Expected Move In date the auto bills will be updated automatically when you tab off the field Note Applicant auto bills are automatically updated when you update the Unit ID or the Expected Move In date Auto Bills will copy to a tenant when you Copy To Move In And the copy to move in will generate pro rated transactions for each auto bill version 6 197 MultiSite Suite Tenants Module Auto Bills Auto Billing Overview Auto Bill and Pro Rate Auto bills will pro rate just like any other re occurring charge that is on the Lease table Examples Tenant Contribution Month To Month any Discounts or Marketing Concessions You must have Pro Rate Rent turned on and you must accept the computer calculated amount or you can enter pro rations manually You can control whi
124. he Met Views slider bar is displayed and your focus is placed on the Tenant Search icon automatically From the Tools menu choose Search Press the shortcut key combination Ctrl S on your keyboard The Tenant Search panel appears as shown below MultiSite Systems LLC version 6 34 MultiSite Suite Tenants Module Table of Contents Tenants filtered by Property Manager BECKY STEYENS File Edit View Tools Help Mat Views Tenant Search ey Sites a Units a a FullName Apartment Unit Status Mi Date MO Date Balance amp Notices Pending f RA Open Acct amp Deposit Slip AuditTrail Be Tenant Search RIVER TRAIL 7 072003 CAPs NUM 0770772003 10 11 AM 2 In the text box at the top of the panel enter the last name of the tenant whose record you want to display 3 Press Enter on your keyboard A list of tenants with corresponding last names appears as shown below Tenants filtered by Property Manager BECKY STEYENS File Edit View Tools Help a paa pmamaa on 2 ER Matching Tenants found for PM BECKY STEVENS oy Sites 2 Units Fe Vacant Units Apartment Unt Se MOUNTAIN VILLA CURRENT Ba Notices Pending Gm RA Open Acct v MOUNTAIN GLEN MOQ2I CURRENT lm Deposit S Ba Deposit Slip CURRENT a AuditTrail WNHO4M A MTNOIB E Tenant Search BRITISH WOODS 195 o72003 cars uM 0770772003 10 26AM MultiSite Systems LLC v
125. he tenant s open charges appear in the Open AR section in the center of the window MultiSite Systems LLC version 6 110 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC kJ Tenant Receipts Of x Eile Mode Unit ID Date 0771172003 Paid With Period Post 072008 Check MO Tenant Commen Apartment Name Site Name Amount Qty NSF ERA Current Balance na we Comment Open AR Transactions fees fessen endear tent Damages Misc S 50 00 Recale From the Paid With drop down list select the method of payment check money order etc Check is the default value If the receipt was paid with a check or money order enter the check or money order number in the Check MO text box A comment appears automatically based on some of the information you entered thus far You can change the comment or add to it by entering text in the Comment text box In the Amount text box enter the amount of the receipt This should be a positive number and should not include a dollar sign When you navigate out of the Amount text box the system applies the amount you just entered toward the oldest open charges in the following order a The oldest charge for rent b Any other rent charges from oldest to newest c Charges other than rent such as damages etc You can see this allocation in the Apply column in the Open AR Transactions section of the window If there are an
126. iSite Suite Tenants Module Setting User Preferences You should only change the site manager if you are a site manager For more detailed explanations see the instructions below The specific fields you want to view when using the Custom View filter to view the detailed records of occupants leases and tenants For more information on filtering records see Fiering Records for Customized Viewing in the topic Viewing Management Specific Information Mgt Views The printer to which utility subsidy checks are sent for printing The printer to which letters and reports are sent for printing The location on your computer system where the system stores Tenants module reports and letters Sd The formats that you use for printing reports and letters Waiting list preferences for prospective tenants applicants gt To set user preferences do the following 1 From the Tools menu on the main screen menu bar choose Preferences The Tenant Preferences window appears and the General tab is displayed MultiSite Systems LLC version 6 187 MultiSite Suite Tenants Module Setting User Preferences ig TENANT PREFERENCES BEE Eile N General Company Info Custom View Letters and Reports ll Modules Wait List Prefs Session Current Period 072003 Tenant System Current Period 072003 Default Division Multi Family a Default Office E hd Default Property Manager BRANDON LILES x Default Site Ma
127. icon A list of all utility subsidy checks that were paid to a selected tenant who receives such assistance Unit Sub Chks icon Rental assistance details for a selected tenant who receives such assistance RA Detail icon A summary of the selected HUD tenant s certification history 59 History icon Details of any certification in the selected HUD tenant s certification history 50059 icon A list of all past tenants who lived in the selected tenant s particular unit Past Tenants icon Instructions for displaying each view are included in specific topics below except for the topic Wzewing Tenants which appears in a previous section of this manual MultiSite Systems LLC version 6 53 MultiSite Suite Tenants Module Table of Contents Viewing Occupants The Occupants icon enables you to view a list of occupants who live with a particular tenant Note Conventional and commercial occupants are added to the system manually when the corresponding tenants ate moved in see Moving a Tenant In or later on using a separate procedure see Adding Occupants RD or HUD occupants are added to the system automatically when the corresponding tenants are certified or re certified gt To view occupants do the following MultiSite Systems LLC 1 Select the tenant whose occupants you want to view For instructions see Viewing Tenants Do one of the following Right click on the selected tenant
128. ils typically the first day of the month 4 Click the Select Sites button The site selection window appeats ia Select One or More Sites to Include in your Report ioj x Select One or More Sites _ Code Sitet siteName Apartment Name State Property Manager LM 28 HOI ALLENDALE MAN SC Brandon Liles Linda Phillips Barry Dunsmore Candace Heath Tony Jones Kelly Hammer Susan Elliott 5 Select the site s for which you want to generate the report Tip You can select multiple rows by holding down your Shift or Ctrl E P P y 8 y key and then clicking the rows with your mouse 6 Click the OK button at the bottom of the window The system displays the Parameter Values window MultiSite Systems LLC version 6 163 MultiSite Suite Tenants Module Generating amp Printing Reports Enter Parameter Yalues x SortOrder Sort Order Sjite District Prop Mar A pt Name Value E X cma 7 Inthe Value drop down list select the value on which you d like to sort the report details 8 Click OK The report appears in the Reports window 9 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section 10 To close the Reports window click the x button on the toolbar or in the upper right corner of the window Tax Credit Reports Y
129. indow appears ig Select One or More Sites to Include in your Report Code Sitet_ State Property Manager 2 ca ALM 28 HOI ALLENDALE ALLENDALE MANOR SC Brandon Liles ASHLYN PARK ASHLYN PARK SC David Phipps ea T MAXTON w C k BALDWIN PLACE NC David Phipps gt BER CHADBOURN BERRY COURT NC Linda Phillips VALDESE BLUE RIDGE NC Barry Dunsmore BRITISH WOODS BRITISH WOODS NC Candace Heath HOI SANFORD BROOKHOLLOW NC Tony Jones NASHVILLE BROOKWAY VILLAGE NC Kelly Hammer HOUS OPP CANDLEWOOD Ve Susan Elliott 5 Select the site s for which you want to generate the report EEN Tip You can select multiple rows by holding down your Shift or Ctrl key and then clicking the rows with your mouse 6 Click the OK button at the bottom of the window The report appears in the Reports window 7 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section below 8 To close the Reports window click the x button on the toolbar or in the upper right corner of the window Navigating in Printing Exporting and E mailing Reports MultiSite Systems LLC Use the toolbar buttons and labels shown below to navigate among the report pages print the report export the report to a computer file and or send the report as an e mail attachment
130. ing Ifthe name of the tenant check number and amount in the window correctly identify the NSF check enter the check number in the text box then click OK Ifthe information in the window does not identify the NSF check keep the default value of 0 and click either OK or the Cancel button then re start these procedures selecting the correct tenant s check A Transaction Date window appears as shown below Enter Bank NSF Date like 1 22 2000 Cancel version 6 109 MultiSite Suite Tenants Module Table of Contents 5 Enter the bank NSF date in the text box using the format mm dd yyyy 6 Click OK The system displays the tenant s account history The amount of the NSF check is automatically added back to the tenant s account balance Entering Receipts The Receipts icon enables you to manually enter a receipt for a specific tenant gt To enter a receipt for a tenant do the following 1 Select the tenant for whom you want to enter a receipt For instructions see Vzewing Tenants 2 Do one of the following Click the right mouse button and choose Enter Receipt from the shortcut menu that appears Click the Tenant Actions label bar to open the corresponding slider bar Then click the Receipts icon The Tenant Receipts window appears as shown below The tenant s unit ID name apartment name site name current balance and tenant s contribution toward the rent appear automatically T
131. ires that you perform this procedure before moving a tenant out for instructions on moving a tenant out see Moving a Tenant Out gt To enter a Notice to Vacate for a tenant do the following 1 4 MultiSite Systems LLC Select the tenant for whom you are entering a Notice to Vacate For instructions see zewing Tenants Click the Tenant Actions label bar to open the corresponding slider bat In the Tenant Actions slider bar click the Notice to Vacate icon The Notice of Intent to Vacate window appears as shown below All the pertinent information about the selected tenant his lease and his unit appear in the window automatically ig Notice of Intent to Yacate Form BEI x File Maintenance Unit Unit ID PUROT Incomplete Forwarding Address Move In Date 0670171993 ommen FOROR Lese Sta Date Ste PRRs O OiaLease Tem pens es P i Tenant Contribution oey Manage YE Tenant CurrentBalance s0 Notice Balance Amt sane m Dates Reason for Move Du sd Date Notice Received 0072539 Date Notice Mailed 0072559 Date Tenant Expects to Vacate 0072539 Pro Rated Amt Date to Charge Rent Through Date Tenant Vacated Unit Date of Inspection Report ReFa aye enbo ae siaaa 2 TE Notice to Vacate Close Recale Clear Save No Print Save and Send In the Reason for Move Out drop down list select the tenant s reason for moving out version 6 123 MultiSite Suite Ten
132. is description 8 If you need to change the date or post period enter alternate values in the Date or Period Post text boxes MultiSite Systems LLC version 6 79 MultiSite Suite Tenants Module Table of Contents 9 10 11 In the Amount text box enter the amount of the non tenant receipt If you want to print a record of this receipt open the Options menu in the Miscellaneous Income window at this point in the procedure and make sure the Print Receipt on Save menu command is selected Click the Save button If you selected the Print Receipt on Save menu command in step 10 the system prompts you to print a receipt Click Yes in the message box to print the receipt The window closes and you return to the main screen Note The receipt you just recorded appears in Deposit Slip View in the Met Views slider bar It should be deposited along with all the other tenant and security deposit receipts For instructions see Completing Deposits Printing Deposit Slips Finalizing Security Deposits The Finalize SD icon enables you to finalize security deposits for a specific tenant When your property was setup you were ask how you forfeit a tenant Security Deposit to the property If your property transfers a forfeit from bank to bank at the Home Office then your property was setup with the field Forfeit SD with Check False If your Home Office physically writes a check to the property then the field Forfe
133. it SD with Check True gt To finalize a security deposit for a tenant do the following MultiSite Systems LLC 1 Select the past tenant for whom you want to finalize a security deposit For instructions see Vzewing Tenants or Viewing the Past Tenants of a Tenant s Unit Click on the Met Actions label bar to open the corresponding slider bat In the Met Actions label bar click the Finalize SD icon version 6 80 MultiSite Suite Tenants Module Table of Contents A confirmation window appears displaying the tenant s name and balance due and asking you if this is the correct tenant Confirm Tenant Is this the Correct Tenant RUILIMACO IKE L Balance Due 235 Cee 4 Do one of the following ce If the tenant is not correct click No and repeat steps 1 3 Ifthe tenant is correct click Yes Tip If the security deposit has been finalized before a message box appears letting you know that it has already been finalized You can re finalize the security deposit by clicking Yes in the message box 5 Do one or both of the following MultiSite Systems LLC If all or a portion of the security deposit is being refunded a refund check window appears Enter the refund check number and click OK If all or a portion of the security deposit is being forfeited the system displays a forfeiture application window that is similar to the regular cash receipts window This window auto
134. itPolicy rtf jonFormat rtf vil KiK Annlinant Status etter rtf All Applicants that are on the Waiting List for a single Property Exit Retresh Letters List Refresh Filters List Fill Merge Addresses Setting User Preferences After the checks are printed a summary box displays the batch number for the checks 8 Write down the batch number of the checks for future reference in case you need to reprint them at a later date For instructions on reprinting utility subsidy checks see Reprinting Utility Subsidy Checks 9 Click the Finish button to close the Check Wizard You return to the main screen Setting Rents amp Utility Allowances for RD amp HUD Units MultiSite Systems LLC The Rent Tables icon enables you to set default rents both basic and market rents and utility allowances for each type of unit at RD and HUD sites version 6 89 MultiSite Suite Tenants Module Table of Contents Note The Rent Tables procedure does not create new leases for each tenant To create new leases based on the rent and utility allowance amounts that you set in this procedure see Creating New Leases for All RD amp HUD Tenants gt Toset RD and HUD unit rents and utility allowances do the following MultiSite Systems LLC 1 3 If the Met Actions slider bar isn t already open click on the Met Actions label bar to open it In
135. l Merge Addresses Setting User Preferences If you view the check in Utility Sub Chks view a check mark appears in the corresponding Void column Reissuing Utility Subsidy Checks The UtilSub Reissue icon enables you to reissue utility subsidy checks This procedure is currently obsolete Making a Practice Set The Make Practice Set icon enables you to make a separate set of practice records for training purposes For information on how to use this feature contact technical support MultiSite Systems LLC version 6 106 MultiSite Suite Tenants Module Tenant Specific Procedures Tenant Actions Entering Charges The Tenant Actions slider bar contains icons that enable users to perform a wide variety of everyday tasks for tenants These tasks are too numerous to list here Specific instructions for each one appear in the ensuing topics below The Charges icon enables you to manually enter a charge for a specific tenant gt To enter a charge for a tenant do the following MultiSite Systems LLC 1 Select the tenant for whom you want to enter a charge For 3 instructions see Viewing Tenants Do one of the following Click the right mouse button and choose Enter Charge from the shortcut menu that appears Click the Tenant Actions label bar to open the corresponding slider bar Then click the Charges icon The Tenant Charges window appears as shown below The unit ID tenant name apartment nam
136. l out the form and the cursor will be in the Check Number field The Delivery Date always pre fills with Today s date You may change the date A No answer will put you in a UnitID textbox Enter the UnitID and press enter to select your tenant Optionally you may also perform this action from the Tenant Views RA Details icon From the RA Details view you may Right Click and choose Mark Check Delivered to Tenant The Check Delivery form opens The example below is from a user that answered Yes from the Confirm tenant popup version 6 208 MultiSite Suite Tenants Module How to Mark a Utility Reimbursement Check as Received Enter you amount s in the Apply Column then fill out the rest of the required information Then press Save Record issue of Utility Subsidy Check You have chosen to mark a Utility Reimbursement Check as delivered to the identified in the field below Enter Unit ID and press Enter 4539468 8 8 HOFSTETTER FELICE Move In Date 06 26 2007 Verify you have the correct tenant Open Utility Reimbursement Transactions Press the F9 key to ReCalculate Date Period Trans Type Trans Code Desc Amount Balance Pet scone lao C Utility Subsidy Rental Assistance 102007 48 00 4 Grid displays all Open Utility charges You will enter the amount in the Apply Column Check Amount Verify you have
137. lar Reports gt To generate any report other than the specific ones that appear in the Reports slider bar do the following 1 If the Reports label bar isn t already open click on it to display the corresponding slider bar 2 Inthe Reports slider bar click the Other Reports icon The Tenant Report Menu window appears as shown below It displays the reports that are assigned to you Note If a report that you expect to see does not appear speak to your supervisor or system administrator about adding the report to your assigned list MultiSite Systems LLC version 6 160 MultiSite Suite Tenants Module Generating amp Printing Reports MultiSite Systems LLC ig Tenant Report Menu 0 x Eile Report Name Cd A R Aging HUD Sites E __ Accounts Receivable Report Commercial E BS AR Transaction Codes All Bank Deposit List One Batch by User _ Cash Receipts PM Current Period Close Reports __ Cash Receipts By Site By Date PM Scroll down the list of reports until you find the one you want to view Then click on the report name to select it Tip An arrow appears in the selection bar next to the report that you selected A description of the report is displayed in the Report Description box at the bottom of the window Do one of the following Click the All icon in the Preview slider bar on the right side of the Tenant Report Menu window Double click
138. lect Site s gt gt MultiSite Systems LLC version 6 168 MultiSite Suite Tenants Module MultiSite Systems LLC Generating amp Printing Reports In the Effective Date text box enter the date for which you want to display ranking worksheet details Click the Select Sites button The site selection window appears ig Select One or More Sites to Include in your Report a i Sts Ties CE HOI ALLENDALE ASHLYN PARK ALLENDALE M ASHLYN PARK BALDWIN PLACE BERRY COURT BLUE RIDGE BRITISH WOODS BROOKHOLL Brandon Liles David Phipps David Phipps Linda Phillips Barry Dunsmore Candace Heath Select the site s for which you want to generate the report Tip You can select multiple rows by holding down your Shift or Ctrl key and then clicking the rows with your mouse Click the OK button at the bottom of the window The system displays the Parameter Values window version 6 169 MultiSite Suite Tenants Module Generating amp Printing Reports Enter Parameter Yalues xi SortOrder Sort Order A Jpartment Name or PJroperty Mar Value El X Cancel 7 From the Value drop down list select the value on which yov d like to sort the report details 8 Click OK The report appears in the Reports window 9 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in
139. lick the Find App icon The Search for Applicant window appears 3 Enter some or all of the characters in the applicant s last name 4 Click OK An applicants list appears displaying all applicants records that match the name you entered in step 3 Additional columns for Lost Apps and Moved In appear indicating the applicant s status Tip For instructions on how to view all applicants see Wzewing Applicants MultiSite Systems LLC version 6 153 MultiSite Suite Tenants Module Table of Contents Generating amp Printing Reports Various icons on the Reports slider bar and in the Tenants shortcut menu enable you to generate reports quickly and easily After you generate a report it is displayed in the Reports window where you can view the report print it export it to a file or send it as an e mail attachment Instructions for each of these procedures follow The majority of the reports you will generate will be located in the tenant module exception to Tenant Income Certification reports The reports dealing with the certification are found in their respective module To view and generate the reports in the Tenant and other Modules you will follow the same process below Click on the Side bar group Reports In the Tenant Module there will be icon reports listed under this side bar group Some Certification Modules do not have icon reports To view these reports click on the icon The remaining reports in th
140. lowing MultiSite Systems LLC 1 Select the tenant for whom you want to view current lease details For instructions see zewing Tenants Do one of the following Right click on the selected tenant s record and choose Lease from the shortcut menu that appears Open the Tenant Views slider bar and click the Lease icon A 2 column view of the tenant s current lease details appears as shown below version 6 59 MultiSite Suite Tenants Module Table of Contents Tenants filtered by Property Manager BECKY STEYENS File Edit View Tools Help vaa pmaman an el Custom View Lease Fields Search Ba Tenant Occupants Gi Open A R Sa Acct History Bi Lease Ga Cert History G AD Cert Ge SD History Ga Unit fa Utility Sub Chks G amp amp RA Detail Bi Lease BRITISH WOODS 195 BTOI TRAVIS FRED 072003 caps Num 0770772003 10 35 AM E Lease D Not Updatable EEN Tip You can filter the fields that appear in the detailed 2 column lease view by choosing Custom View from the View menu For more information see the section Fiering Records for Customized Viewing in the topic Viewing Management Specific Information Mgt Views Viewing a Tenant s Lease History The Tenant Lease History icon enables you to view a list of all the leases that a specific tenant has had since he has lived at his current site gt To view a tenant s lease history do the following MultiSite Sys
141. ls uno a _AutoBills for ane Andrew 2 Cs Be Co 037 07 AND NO ADJUSTMENTS MADE hae a RET TON IOS vs in the grid The first two rows are the original auto bills 201 MultiSite Syst Exil Renove this AaluBil Felease this AutuBill Aude Aul Bill MultiSite Suite Tenants Module and the second two rows are the new lease renewals that were generated automatically Note Renew Lease edited the existing two auto bills Date Ended And created two new auto bills with ending dates Date Ended The Date Ended will always use the lease expiration date you entered in the renew lease form MultiSite Systems LLC version 6 202 MultiSite Suite Tenants Module Rent and Income Limits Rent and Income Limits In years past the Rent and Income limits were set by which county the property was located This is no longer the case Limits can vary by many factors today The physical location of the property is no longer the primary criteria We found that automatic generated rent and income tables were not flexible enough to meet the needs of every property MultiSite has responded to today s complicated rent and income limit structure by giving back total control to each individual property manager Properties will no longer share Rent Income Limits according to County data To increase the flexibility of the MultiSite Rent and Income limit structure new tables had to be created and the Unit Typ
142. lt The Search command places your cursor in the text box above the Tenant Search view so that you can search for a tenant by last name You can also place your cursor in the text box above the Tenant Search view by pressing the shortcut key combination Ctrl S on your keyboard lt The Preferences command lets you set user preferences such as the default current accounting period the parameters for some of the record retrieval filters the specific report formats you use and so forth see Mai Merge The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that ate going to receive the letters To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon version 6 14 MultiSite Suite Tenants Module Table of Contents Note If you did not already have focus on a Property Tenant or Applicant you can set your intentions on this form At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button
143. matically contains the tenant information and the amount of the forfeiture as determined in the SD Disposition procedure see Recording a Tenant s Security Deposit Disposition The forfeiture is automatically applied to any open charges Adjust the amount applied to any of these charges if necessary Then click the Save button version 6 81 MultiSite Suite Tenants Module Table of Contents If your property is setup so SD Forfeits with Check False the image below is displayed Note that the Paid With field is prefilled with TRANSFER and so is the field Check MO Security Deposit Forfeiture Receipt Unit ID Date Paid With TRANSFER 7 Period Post Check MO Tenant Coc i Site Name Amount im Oty NSF Posizcd Current Balance m z Tenant Contribution Comment e e Open AR Transactions Das ime Demon OOOO f aro Baere Ann D 2 295 00 235 00 100 00 Security Deposit Forfeiture Receipt File Unit ID Raz Date Paidwith Check Period Post Check MO aan Tenant Penisi Apartment Name Site Name Everwood ne Aani Oty NSF Posted E Current Balance no z Tenant Contribution Comment Open AR Transactions __ Date Tope Description Amount Balance Apply L gt 08 01 20 235 0 Rent Tenant Rent Charged for 082008 ee ee a oe _ If your property is setup so SD Forfeits with Check False the image below is displayed Note that the
144. ms LLC version 6 Table of Contents 137 137 137 138 139 141 143 150 151 152 153 153 154 157 159 160 162 164 166 168 170 172 172 174 175 176 178 178 179 181 182 MultiSite Suite Tenants Module Letter Interface Comparisons Table of Contents 184 Mail Merge 185 Setting User Preferences 186 Setting Reminders 192 Displaying the Multipad amp Calculator 194 Rebuilding Layout Files 194 194 Auto Bills Auto Billing Overview Rent and Income Limits 203 How to Launch and Use the new Income and Rent Limits data entry form 204 How to Mark a Utility Reimbursement Check as Received 208 MultiSite Systems LLC version 6 vi MultiSite Suite Tenants Module Table of Contents Overview of Tenants MultiSite Systems LLC The Tenants module was designed to manage tenant occupant unit and lease information for tenants who are not in the HUD or RD programs However information in the RD and HUD modules of the MultiSite Suite is automatically shared with the Tenants module so that HUD and RD records can be viewed in Tenants as well With the Tenants module users can view and or manage the following information quickly and easily Tenants by last name or unit number and tenant occupants Sites and units including vacant units Unit lease histories and past tenants of units Pending Notices to Vacate Outstandin
145. n enables you to view and print details for any certification in a HUD tenant s certification history To view and print a HUD tenant s certification details do the following 1 Display the HUD certification history for the HUD tenant For instructions see Vzewing a HUD Tenant s Certification History above From the list of certifications select the certification for which you want to view details In the Tenant Views label bar click the 50059 icon The details for the selected 50059 HUD certification appear in a window as shown below Tip If you click the 50059 icon without selecting a certification from the HUD certification history first the current 50059 certification for the version 6 72 MultiSite Suite Tenants Module selected HUD tenant appears ig Yiewing 50059 CERTIFICATION File Edit Tools and Rent Procedures 1 Date this form will be Effective 3 Project Name DALE THE 0 Bib Was the Hen of Spouse age 6 or older at time ol conversion 8 Complete this 8 a Dat item ONLY for Code Tenants who were See already converted Instruct trom Rent Supp ions or RAB e Oo Yes Ci No Mor tga Last Name of Family Member Head HALL 2 HALL Rent Adjustments Owner s Certification of Compliance with HUD s Tenant Eligibility 4 FHA EH Non Insured Project No Special Fields U S Department of Housing and Urban Development Office of housing
146. nager UNKNOWN s Default Font Arial Font Size s Check Printer Ciient ROBV HEM MAIL1 APcheck x Paper Bin 7 7 Letter Printer Client ROBVH Laserdet 4200 x p Auto x Save Settings Undo Close 2 Ifyou want to change the current period in which you want to view and manage Tenant module data enter the period in the Session Current Period text box Note When you change the default current period the new default value only appears during the current session When you exit the Tenants module the default current period automatically resets to the actual current period The actual current period is set by the system administrator at the beginning of each period 3 Ifyou have system administrator privileges you can filter the tenant list sites list vacant units list and pending Notices to Vacate list by company division office division amp office or division amp property manager To do this select the names from the corresponding drop down lists and then use the corresponding filter on the View menu 4 Ifyou are a property manager you can filter the tenant list sites list vacant units list and pending Notices to Vacate list by property manger To do this select the name from the Default Property Manager drop down list Note If you are a property manager and you select UNKNOWN for the Default Property Manager the system will not return any records when you conduct a search for those lists
147. nation Reason drop down list select the reason for terminating the tenant s HUD subsidy 9 Ifyou want to enter a description for the termination enter it in the Description text box 10 Click the Save button The system processes the termination and you return to the main screen Flagging Past Tenants Records for Credit Bureau Notification The Credit Bureau Reporting and Credit Bureau Letter Flag icons both enable you to flag the records of past tenants who have outstanding balances of more than 100 In this way you can eventually send them a letter informing them that you intend to send their account to the Credit Bureau gt First Flag Tenants to receive the Notice of intent to send to Credit Bureau This will flag all past tenants with open balances of more than 100 and tenants with Credit Bureau Status lt gt H H is the hold status gt Second Flag past tenants to be reported to your Credit Bureau This will flag all past tenants with open balances of more than 100 Credit Bureau Status lt gt H and a security deposit disposition older than 45 days gt To flag the records of past tenants do the following 1 If the Mgt Actions slider bar isn t already open click on the Mgt Actions label bar to open it 2 In the slider bar click either the Credit Bureau Letter Flag icon or the Credit Bureau Reporting icon A message box appears informing you that the records of past
148. ncome Tax Credit LIHC sites transfers are only allowed within the same building Transfers outside the same building must be handled as a Move Out and Move In of a new tenant NOTE 2008 rules may have changed this rule gt To transfer a tenant to another unit do the following MultiSite Systems LLC 1 Select the tenant whom you want to transfer to another unit For instructions see Vzewing Tenants Click the Tenant Actions label bar to open the corresponding slider bar In the Tenant Actions slider bar click the Transfer icon version 6 120 MultiSite Suite Tenants Module Table of Contents The Transfer window appears The Unit Transferring From section contains information about the tenant s current unit The Unit Transferring To section is for information about the new unit into which the tenant is transferring Transfer File Mode Unit Transferring From m Unit Transferring To When done Press Tab to show Grid 2129 General Information for Unit 2 128 Actual Transfer Date MIMBS DAVIDA 2 Lease Term enter Months 2 Everwood Everwood Ae 07705 2008 Fields below are for Non HUD and Non T ax Credit Unit Transfers N 2 Tenant Contribution 0 Section 8 NP Non Project based Amount 0 Private RA Amount __ Tenant D Not Credit D 4 Inthe Unit Transferring To text box enter the unit number of the new unit into
149. ncy report shows which units were vacant at a site on each day during a specified time span To generate the report follow the instructions below gt To generate a Daily Occupancy report do the following 1 If the Reports label bar isn t already open click on it to display the corresponding slider bar MultiSite Systems LLC version 6 166 MultiSite Suite Tenants Module Generating amp Printing Reports 2 Inthe Reports slider bar click the Daily Occupancy icon The Search for a Site window appears i Search for a Site oix Start Typing press ENTER or DbiClick _ Site sitename ApartmentName _ 290 ABC INVESTMENT PENN COURT _ LBEMARLE CF KRIDGE 2 ALDERSGATE I ALDERSGATE ii 3 ALDERSGA ALDERSGATE I _ 4 ALEXANDER RIDGEWAY gt f 5 ALLENDALE DALE TH 6 APEX X WAKE ACRES s E 5 ARC STANLY p N JURT ON C _ 86 ARDEN RIVER GLEN RIVER GLEN _ 296 ASHLYN PARK TASH I PARK 170 AURORA MALLARD CREEK E 8 BATTLEBORO DREW HILLS E D OE E ERYWOOD FORES CI 138 BISHOPVILLE I Y TERRACE nef BRAGG 51 FOREST RIDGE 108 DDITICU Financ DDITICU WNANDCE a 4 3 In the text box at the top of the window enter the name of the site for which you want to generate a Daily Occupancy report The system navigates to the corresponding site in the list 4 Select the site if it isn t already selected and then do one of following Double click on the site name Press Enter on your k
150. nder for every Thursday the system displays the reminder every Thursday as soon as you log into Tenants Note In order for the system to display reminders the Show Reminders command on the Tools menu must be selected gt To set reminders do the following 1 Do one of the following From the Tools menu of the main screen choose Show Reminders Press the shortcut key combination Ctrlt R on your keyboard The Reminders window appears i Reminders iof x File Filter date subiect Dismiss Clear A Close Add Reminder 2 Click the Add Reminder button The Add Reminder window appears MultiSite Systems LLC version 6 192 MultiSite Suite Tenants Module Setting Reminders MultiSite Systems LLC 10 11 12 ig Add Reminder Jol x Add a Reminder Reminder Frequency panies Beginning Date 06 13 2003 ei 1st of Every Month Ending Date Jos 3 2003 A x Every Monday Subject Every Wednesday Description Every Weekend In the Beginning Date text box select or enter the date on which you want the reminder to start In the Ending Date text box select or enter the date on which you want the reminder to end In the Subject text box enter the subject of the reminder In the Description text box enter a detailed description of the reminder In the Reminder Frequency list select the frequency with which you want to be reminded Click the Save button
151. ng the same to contain any false fictitious or fraudulent statement or entry shall be fined under this itle or imprisioned not more than five years or both TATEMENT REQUIRED BY THE PRIVACY ACT Title V of the housing Act of 1949 authorizes RHS to collect the informatior n this form Your disclosure of the information is voluntary However failure to disclose certain information may delay the rocessing of your eligibilty or rejection RHS will not deny eligibility if you refuse to disclose your social security number his information is collected principally to determine eligibility for occupancy and to determine your tenant contribution for rent owever the information collected may be released to appropriate Federal State and Local Agencies credit bureaus and ervicing agents when relevant to civil criminal or regulatory proceedings or to enforce regulations by manual or automated erification procedures ound all monetary figures up to the nearest dollar at 50 and above 8 Household Member Name Last First and Middle Initial 9 Sex 10 Date of Birth eae ees EAS E ha SS SSS Ee E Rico SSS Tia sae hse ee ee ers none ae Sees eae Tenatora IIE CoTena an ges prey ey noo 4 To print the certification use the Print menu at the top of the window 5 To close the window click the x in the top right corner or choose Close from the File menu You return to the main screen Viewing a Tenant s Sec
152. nit such as an applicant fee security deposit and so forth and you want to keep track of what he or she has paid you gt To enter a new applicant do the following 1 Click the Applicants label bar to open the corresponding slider bar 2 Inthe Applicants slider bar click the New Applicant icon The New Applicant window appears as shown below Applicant Current Status is NEW Traffic General Occupants Activities Preference Status Verification History RD Data PublicHousing Application Number 41 Paper Application ID Po Le Agent Times She I Appling for Affordable Housing Program ee Bical p Prospect Type Market M HUD 53 M HUDS58 I Tax Credit M RD I Other Prospect Date 03 12 2009 09 09 am Marital Status 0 Sex 0 Last Name 30 Dion First Name 30 Joe MI 1 Street 30 City 30 State Zip_ 2 Prev Street 30 Prev City State Zip Phone 000 000 0000 Phone2 Eje SSN 11 1000 00 0000 DOB 11 0120172599 Email Address Employer P Drivers License p 0 Unit ID 25 811 b06 Unit Type 1 1BR v Unit Type 2 N A M 04 10 2003 311 b06 Reserved for 0 i it fo Expected MI Vv 04710 2009 Tenant Rent Security Deposit Contact Type Unknown Source of Interest Unknown ba Comment 255 Estimated Annual Income fo Income Level L VL EL fu Howto T To Enter NEW Exit Refund Request Add Transaction Add Occupant Wait ees Status Letter Credit Check Saye precert Open Save Cert Module
153. ns on setting waiting list preferences see Mail Merge The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that ate going to receive the letters version 6 141 MultiSite Suite Tenants Module Table of Contents gt To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on a Property Tenant or Applicant you can set your intentions on this form At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing MultiSite Mail Merge Form DAR File C Tenant Merge Applicant Merge Effective 11 25 2010 Site v Merge Letter C Letters T emplates T Faj C Vendor Merge PLEASE SELECT A PROPERTY Merge Letters in Directory a Available Merge Filters Merge List Addresses Fiternams _ Ful Name Applicant Waiting List SP 5 MI MO Inspection Form ttf wledgment for HUD forms rtt __
154. nt Current eae gt 7 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section 8 To close the Reports window click the x button on the toolbar or in the upper right corner of the window You return to the Tenant Report Menu window 9 Click the Close Reports icon in the Preview slider bar of the Tenant Report Menu window You return to the main screen Project Worksheet Report The Project Worksheet report is used for RD sites It lists all units at one or more sites along with their current lease information It is normally run for all RD sites on the first day of each month to verify that the Tenants database is in agreement with the RD database To generate the report follow the instructions below gt To generate a Project Worksheet report do the following MultiSite Systems LLC 1 If the Reports label bar isn t already open click on it to display the corresponding slider bar version 6 162 MultiSite Suite Tenants Module Generating amp Printing Reports 2 Inthe Reports slider bar click the Project Worksheet icon The Project Worksheet window appeats ig Project Worksheet ioj x Eile Effective Date A Close Select Site s gt gt 3 Inthe Effective Date text box enter the date for which you want to display project worksheet deta
155. nts sites vacant units and pending Notices to Vacate by office The list that appears corresponds to the office you select in the Default Office drop down list in the Tenant Preferences window for instructions see Mail Merge version 6 25 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that ate going to receive the letters To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on a Property Tenant or Applicant you can set your intentions on this form At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing version 6 26 MultiSite Suite Tenants Module Table of Contents MultiSite Mail Merge Form SALE File C Tenant Merge Applicant Merge Effective 11 25 2010 Site x Merge Letter C Letters Templates T Fa C Vendor Mer
156. nts module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on a Property Tenant or Applicant you can set your intentions on this form At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing MultiSite Mail Merge Form DAR File C Tenant Merge Applicant Merge Effective 11 25 2010 Site v Merge Letter C Letters T emplates T Faj C Vendor Merge PLEASE SELECT A PROPERTY Merge Letters in Directory a Available Merge Filters Merge List Addresses Fiternams _ Ful Name Applicant Waiting List SP 5 MI MO Inspection Form ttf wledgment for HUD forms rtt __ app AFDC Workfirst tf App 11 HomeVisit rtf All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fill Merge Addresses Print Merge List Setting User Preferences MultiSite Systems LLC version 6 23 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC
157. o charge when you charge rent as long as the Expiration Date is greater than or equal to the date entered on the Charge Rent form The default date of 01 01 2599 will ensure the auto bill will be charged each month until the auto bill is released e What is the difference between Removing and Releasing an auto bill gt Remove auto bill You should never remove or delete an auto bill unless the bill was added accidentally or tenant declined before any charges were made against the auto bill gt Releasing an auto bill will stop the monthly charge and keep a history of the existence of a residents auto bills Release an auto bill by pressing the Release button in the auto bill form and entering an expiration date to release the auto charging of the auto bill e How do I remove or discontinue a tenant requested auto bill gt Edit the auto bill and press Remove this auto bill or Release this auto bill The action will be performed on the grid row you have in focus e What exactly happens to my auto bills when I renew a lease gt The screenshot below shows a resident with two auto bills Both have beginning dates of 03 10 2010 and ending dates of Edit AutoBill One Tenant BEE 01 01 2599 The ae default date of 01 01 2599 means that the auto bills will remain in force uan AutoBills for Johnson Andrew Dae Erec 50 Cable 350 00 05 10 2010 forevi Edit AutoBill One Tenant Tile Too
158. on 6 124 MultiSite Suite Tenants Module ig Notice To acate Notification Wizard Eile Notice To Vacate Send Notice Table of Contents olx Letters Letter to Send VacateNotice 2 1pt VacateNotice 3 rpt VacateNotice 4 rpt VacateNotice 5 rpt Send To M Tenant V Resident Mgr M Property Mgr Send Via IV Print Print I Fax g I Emal 13 14 E 15 16 17 18 19 MultiSite Systems LLC Fax g M Email dalexander hbme com Vv File Copy I Print In the Letter to Send list box select the Vacate Notice report format that you d like to use to send a letter to the tenant In the Send To section select the check boxes of the people who will be receiving a copy of the tenant s notification letter Tip All check boxes are selected by default If you want to exclude any of them click inside the corresponding check boxes to clear the check marks Where applicable select the Print check boxes to print a letter of notification for selected recipients Where applicable select the Fax check boxes to print a fax notification for selected recipients Enter the fax number for each fax recipient in the corresponding Fax text box the number will appear on the printed fax notification Where applicable select the Email check boxes to send email notification to the selected recipients Enter the email address for each email recipient in the corresponding Email text box
159. on the report name If report parameters are associated with the selected report a report parameters window appears Each parameter window contains different options depending on which report you selected in step 3 Select and or enter the parameter values by which you want to filter the selected the report Click OK The selected report appears in the Reports window as shown below version 6 161 MultiSite Suite Tenants Module xja 1of3 ij amp 8 4 00 Harris Brown Mgt Tenant Name STITH THE ESTATE OF JOHN 191 ALLENDALE DR ROANOKE RAPIDS NC 27870 Generating amp Printing Reports Total 100 97 of 97 Tenant Account History Unit BTO1 1BR BRITISH WOODS BRITISH WOODS BT 195 Lyri Robh sow Fax 52 308 0061 Move In Date Mowe Out Date Balance Due Bal SD Comments 06 11 2001 P Birth Date Age Sex SSN Marital Status 0602 2003 0 00 0 00 08 16 1932 70 M 242 42 1027 Employment YTD Rent YTD Late Fees B No Bad Cks Hop No Race Cert Date Next Date to CB Cert Date Last 0603 2003 Crt Bur Status Lease Info Basic Mit Util RA RA Secs Seog LIHC Rent Rent vit Supp incent Disc Ten Contr fanine Mon Ine WL 421 592 Occupants Occupant Name Sub os RO o o o Relationship 0 286 o 0 0 136 11 330 699 0 Marital Birth Date Age Status SSN Race Sex Hop Account History Original amanu
160. ools Help 3 aj paa naman On 2 Tenant Search LS RA Open Acct m Sites aa pene sieners petore Tore Code rst pa anon saree Spi SE 1i ia KEEN Units Ba Notices Pending fm R Open Acct LUE RIDGE RA HUD NP BLUE RIDGE RA HUD NP ALUE RIDGE RA HUD NP Ba Deposit Slip Ga AuditTrail LUE RIDGE RA HUD NP 052002 05 01 2002 VALDESE BLUE RIDGE RA HUD NP 072002 07 002 769 00 VALDESE LUE RIDGE RA HUD NP 794 00 794 00 BLUE RIDGE ent 0 e 2002 01 2002 119 00 119 00 BLUE RIDGE BLUE RIDGE 2 12 01 2002 179 179 00 BLUE RIDGE ie verage 012003 01 01 J 5 00 5 00 BLUE RIDGE ge 012003 01 01 3 5 00 5 00 m E fil m m mm mm E fa m mE m m m fi m m 4 EEJ PA Open Acct RIVER TRAIL 7 KNO2C TAYLOR CATHERINE o72003 CAPs num 0770772003 10 15AM EE Tip There is no filter for the open accounts of people receiving rental assistance Viewing Unposted Receipts After you apply tenants checks to their outstanding balances in the Tenant Actions slider bar the receipts for those checks appear in an unposted receipts list The Deposit Slip icon enables you to view this list You can then mark the receipts as complete and print a deposit slip for them for instructions see Completing Deposits Printing Deposit Slips which follows this topic Note When you click the Deposit Slip icon the system displays unposted receipt
161. ot already displayed enter your user name in the User Name text box Keep the default Current Period the current global period for tenant activity Note Only users with special administrative rights to the Tenants module can change the date in the Current Period text box of this window Click OK The default main screen for Accounts Payable appears as shown in the next section Navigating in Tenants version 6 9 MultiSite Suite Tenants Module Table of Contents Navigating in Tenants The modules in MultiSite Suite are designed to look like Microsoft Outlook for simplicity and familiarity When you first log into Tenants the following screen automatically appears MultiSite Systems LLC version 6 10 MultiSite Suite Tenants Module Table of Contents i Note button buttons that open other TAT Find Tenant Sy eta MultiSite modules nl earc button gt Calculator button Preferences Exit button Tenents filtered by Property Manager BECK Y STEYENS button GIES File Edit Wew Tools Help zS DITIEIOIG D op S Online Help Label bar gt __MatViews button TersctSasch l Tenant Search filtered by BECKY STEVENS zad Sites ee Enter beginning of Last Name and press ENTER ab Units a Fanan Apartment Urit Staus MiDate MODate lt seeet column B Notices Pending headers Ba RA Open Acct slider bar fa Deposit Slip a AuditTrail tye Dat
162. otices to Vacate at each site The Balance column contains the total number of charges due from all tenants who currently live at the site it does vot include charges of tenants who have moved out Sites with an occupancy of under 92 the company occupancy threshold appear in red All Tenants No Filter Applied elx File Edit View Tools Help Tenant Search ed Sites nits Ri Vacant Units G Notices Pending ff RA Open Acct 3 HUD 202 Ba Deposit Slip fa AuditTrail 21 RD 515 ARDEN RIVER GLEN 3 0 00 00 04 61 HOME AURORA 24 0 95 8 1 6 RD 515 LIHC BATTLEBORO BISHOPVILLE 0 0j 0 s RD 515 LIHC BRITISH WOODS 26 0 3 RD 515 LIHC BURKE 40 2 97 50 44 RD 515 CALDWELL 66 El 1 984 00 RD 515 CDBH HYDE 6 0j 0 100 00 RD 515 LIHC E sites RIVER TRAIL 7 072003 CAPs Num 07707720031011 AM E Tip You can filter the list of sites This shortens the time it takes for the system to retrieve the records and enables you to scroll through them more efficiently For instructions on selecting filters see the Filtering Records for Customized Viewing section in the Viewing Management Specific Information Mgt Views topic Viewing Units gt To view units do the following 1 Display the site containing the units you want to view by following the instructions in Viewing Sites above 2 Do one of the following MultiSite Systems LLC version 6 45 MultiSite Suite Ten
163. ou can edit the description by double clicking in the description textbox If the letter you are printing is for one person click the Current Selection icon in the sidebar on the right side of the form When you click a Merge Preview icon the letter will open up in MultiPad for your editing or printing Edit the letter When you are finished print and save the letter When you save the letter the file save box will be defaulted to your document file location The letter will also have a default filename The filename might look cryptic we suggest you do not alter the filename Of course you may alter the filename but you will have no further direct use for this letter file MultiSite of course knows the filename and stores it as a Tenant Note The letter will become a record attached to a tenant and available to view and reprint in Tenant Notes See Letter Interface Comparison at end of this paper Package Print Letters MultiSite Systems LLC Groups of related letters may be printed for applicants or tenants through the interface we call Package Print The Package Print feature allows the printing of many letters to the same tenant or applicant Information from Tenant Lease and certification information will automatically be merged in to your letter Occupant information is not visible to Package Printing Package printing can be launched from the following locations Tenants RD TC amp HUD Modules L
164. ou can generate the following tax credit reports by using the corresponding icons in the Reports slider bar Tax Credit Monthly Tax Credit Quarterly Tax Credit Yearly MultiSite Systems LLC version 6 164 MultiSite Suite Tenants Module Generating amp Printing Reports These reports are used for tax credit sites They list all units at one or more sites along with their current lease and certification information It is used to verify that the tenants qualify for Low Income Tax Credits and it is normally run for all tax credit sites on the last day of each month To generate any one of these 3 reports follow the instructions below gt To generate a Tax Credit report do the following MultiSite Systems LLC 1 If the Reports label bar isn t already open click on it to display the corresponding slider bar 2 Inthe Reports slider bar click one of the TaxCredit icons axCredit Monthly TaxCredit Quarterly or TaxCredit Yearly The Tax Credit Report window appears amp Tax Credit Report form ol x Eile C Summary o Detat Effective Date 0673072003 H x Close Select Sitefs gt gt 4 3 In the window select either the Summary option which displays one line of information per site or the Detail option which displays several pages of information for each site Usually it is more useful to generate the Detail report 4 Inthe Effective Date text box enter the date for which yo
165. ou can set your intentions on this form At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing version 6 32 MultiSite Suite Tenants Module Table of Contents MultiSite Mail Merge Form DoR File I C Tenant Merge Applicant Merge Effective 11 25 2010 Site x Merge Letter C Letters Templates T Fa C Vendor Merge PLEASE SELECT A PROPERTY Available Merge Filters Merge List Addresses fi _ Ful Name P Applicant Waiting List SP Merge Letters in Directory Letter Name a 435035 MI MO Inspection Form ttf __ Acknowledgment for HUD forms rtf annual recert checklist rtf app AFDC Workfirst rtf App 11 HomeVisit rtf appinsuranceacknowledgment ttf applandlordreference rtf Applicable Fraction Worksheet ttf All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fill Merge Addresses Print Merge List Setting User Preferences After selecting the default division and property manager in user Preferences activ
166. p If your property is a HUD and Tax Credit property press Next and begin entering the LIHTC Rent and Income Limits MultiSite Systems LLC version 6 206 MultiSite Suite Tenants Module Rent and Income Limits 15 If you are continuing on to enter LIHTC data click the LIHTC option and the Maximum Rent Limit Tables section becomes visible on the form 16 You have four choices Click on the option to begin entering Income and Rent Limits Affordable Housing Programs O HUD UHTC Other Federal State or Local Agency O Sec 42 Tax Exempt Bond Maximum Rent Limit Tables UHTC O FMR O Home Low Home High Other Started Yes Started No No No No No Has Detail Records Yes Has Details Records No No No No No 17 The next form has two grids for your data entry Top Grid is for Income Limits and the bottom grid is for Rent Limits Step 2 LUHTC 1 Person 2 Person 3 Person 4 Person 5 Person 6 Person 7 Person Person 9 Person 10 Person 11 Person 12 Person Rent Limits 30 35 40 45 50 55 60 FMR E Toe aner EPa ee Err 1 Bedroom 2 Bedroom 3 Bedroom 4Bedroom 5 Bedroom 6 Bedroom 18 Each grid has its own Save button Enter your data and press Save 19 Repeat these methods for more data entry MultiSite Systems LLC version 6 207 MultiSite Suite Tenants Module How to Mark a Utility Reimbursement Check as Received How to Ma
167. paw pgoaoman on e Mat Views E Tenant Views a Acct History Search CEE G amp Tenant Occupants Open A R Sa Acct History Bi Lease i Tenant Lease Hi Ba Unit Lease History Ge Cert History Gi AD Cert SD History GH Unit Ge Utility Sub Chks Gm RA Detail AR Payments for selected record m E Paidwith AppiedAmt Applied To Description Fl Acct History BRITISH WOODS 195 BTM TRAVIS FRED 072003 CAPS NUM 07 07 2003 10 34 AM To view receipts that were applied to a charge select the corresponding C type record The receipts that were applied to the selected charge appear in the notes section at the bottom of the Account History panel To view the charges to which a particular receipt was applied select the corresponding R type record version 6 58 MultiSite Suite Tenants Module Table of Contents The charges to which the selected receipt was applied appear in the notes section at the bottom of the Account History panel To print a report of the selected tenant s account history right click and choose Reports from the shortcut menu that appears From the submenu choose Account History Use the Print button on the Reports toolbar to print the report Then click the x button to close the Reports window Viewing a Tenant s Current Lease The Lease icon enables you to view the details about a specific tenant s current lease gt To view details of a tenant s current lease do the fol
168. pertain to applicants MultiSite Systems LLC version 6 16 MultiSite Suite Tenants Module Table of Contents Click level Sorting Status Bar MultiSite Systems LLC The Tenants module supports click level sorting This means that if you click on any of the column headers in a grid of records all the records will sort according to that column header The records sort in ascending order For example if you click the Unit column header in the Tenant Search results panel the tenant records will sort according to unit number in ascending order Tenants filtered by Property Manager BECKY STEYENS File Edit View Tools Help Bl BTO Tenant Search os Sites 2 Units yd DESEN Units Unit Status column SMITH ANNA M MOUNTA A MTNO34 CURRENT 03 12 2001 01 0172 Ba Notices Pending headers ff RA Open Acct BESS MOUNTAIN GLEN MOO2C CURRENT 08 14 2002 01 01 2599 Ba Deposit Sli ae iol RIVER GLEN VO CURRENT 0 398 01 01 2599 Ga AuditTrail WINNINGHAM MOUNTAIN VILLA CURRENT RIVER GLEN V3 CURRENT CURRENT Be tenant Search BRITISH WOODS 195 072003 CAPs NUM 0770772003 10 26 AM The status bar at the bottom of the Tenants screen always tells you where you are in the program Status information often appears at the top of grids of records as well For example in the picture above the type of view is displayed in the status bar as well above the record grid version 6 17
169. ppears Click the Applicants label bar to open the corresponding slider bar then click the Edit Applicant icon The applicant s detailed 2 column record appears Double click on the cell in the Value column that contains information you want to change The Editing window appears The current value appears in the Existing text box at the top This text box is for reference purposes only Do one of the following Inthe New text box enter the new value manually Click the Browse button to display all the possible values they appear in the larger blank text box in the lower left part of the window Then select the one you want to enter by clicking on it Click OK version 6 152 MultiSite Suite Tenants Module Table of Contents The information is changed and you return to the main screen Fulfilling Refund Requests Searching for an Applicant by Last Name The Find App icon enables you to search for an applicant quickly by last name By using this method of searching you can find any of the following types of applicants Applicants who currently appear in the applicants list see Viewing Applicants Applicants who have been marked as lost see Recording Lost Applicants Applicants who have moved in see Moving a Tenant In gt To search for an applicant by last name do the following 1 Click the Applicants label bar to open the corresponding slider bar 2 Inthe Applicants slider bar c
170. r more information see the section Fi tering Records for Customized Viewing in the MultiSite Systems LLC version 6 36 MultiSite Suite Tenants Module Table of Contents topic Viewing Management Specific Information Mgt Views By Unit Number gt To search for a tenant by unit number do the following 1 Do any of the following to place your cursor in the Unit Search text box on the main screen toolbar Click inside the text box From the Tools menu choose Find Press the shortcut key combination Ctrl F on your keyboard 2 Inthe Unit Search text box enter the unit number of the tenant whose record you want to view 3 Press Enter on your keyboard The 2 column detail view for the corresponding tenant appears as shown below All Tenants No Filter Applied BE xi a a pe E A Tenant Search All Tenant Fields zy Sites w Units b KET Units Ba Notices Pending amp Past Tenants Gm RA Open Acct mi Deposit Slip Gi AuditTrail ALOMA 12 09 2002 Sec8 annual renewal received 09 09 2002 Rent increase approval FE Tenant RIDGEWAY 4 RDOGA KEGLEY ALOMAJ o72003 CPs num 0770772003 10 04AM MultiSite Systems LLC version 6 37 MultiSite Suite Tenants Module Table of Contents ce Tip You can filter the fields that appear in the tenants detailed 2 column view by choosing Custom View from the View menu For more information see the section Fi tering Record
171. report generation feature is included in the Tenants module as well The Tenants module has the following features Microsoft Outlook user interface design for simplicity and consistency with other MultiSite modules Compatibility with Microsoft Office 97 2000 and XP Filters that provide custom views so that users can see only the information they need to perform their own jobs Unlimited histories of tenant accounts are automatically maintained in the system Unlimited notes can be added and updated for each tenant Word files Excel files and image files such as scanned contracts photos or correspondence can be attached to any tenant note Automatic posting of tenant transactions to the General Ledger module version 6 8 MultiSite Suite Tenants Module Table of Contents Fast easy generation of reports that can be viewed printed exported to Excel or sent as an e mail attachment from one simple window Security levels limit access to sensitive information as needed Logging Into Tenants gt To log into the Tenants module do the following MultiSite Systems LLC 1 On your regular Windows Desktop double click the MultiSite shortcut The system connects to a remote server via the Internet Your Windows Desktop changes to the one associated with the MultiSite program The windows login window appears User Name fis b Current Period 1052003 Cancel If it is n
172. rge List Setting User Preferences After selecting the default division and office in user Preferences activate the filter by choosing Filter from the View menu on the main menu bar and then choosing By Division and Office from the submenu To turn the filter off select a different filter or No Filter from the submenu By Division and Property Manager Note Only users with system administrator access privileges can filter records by company division and property manager If you are a system administrator you can filter lists of tenants sites vacant units and pending Notices to Vacate by a combination of company division and property manager The list that appears corresponds to the division and property manager you select in the Default Division and Default Property Manager drop down lists in the Tenant Preferences window for instructions see Mai Merge MultiSite Systems LLC version 6 31 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that ate going to receive the letters To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on a Property Tenant or Applicant y
173. rk a Utility Reimbursement Check as Received The purpose of this feature is to mark Utility checks that you give to your tenants This action verifies that you have given the check to the tenant There is also a report named Utility Check Deliveries in Other Reports that displays the data you enter as you deliver checks to your tenants To begin you may or may not already have focus on the tenant you wish to Mat Actions i Confirm Deposit B Charge Rents fi Charge Late Fees E Misc Income Gi Finalize SD i RA Receipts B RA Adjustments a Utility Subsidy Chks fi Rent Tables GE Mortage Reduction fm UNDO Ba Manual MAT40 Ba Wtite Off Tenant om Terminate HUD f Credit Bureau Reporting Ba Mass Rent Change a Change Unit Type Ba Credit Bureau Letter Flag Mi Make Practice Set Gi Starting Balances i USub Delivery MultiSite Systems LLC record the check as delivered Click the icon Usub Delivery in Met Actions group sidebar For your convenience you do not have to have focus on the tenant you wish to record When you click the icon to begin the action you will be ask if this is the tenant you wish to record Like this RECORD UTILITY CHECK DELIVERY Do you want to record a delivery for FELICE HOFSTETTER If this is the correct tenant answer Yes if not answet No The next form that opens will fill with information depending on if you answer Yes or No A Yes answer will fil
174. rk as complete and include in the deposit slip Tip To select more than one receipt use the Ctrl or Shift key on your keyboard while clicking on records with your mouse Click the right mouse button to display the shortcut menu From the shortcut menu choose Mark Deposit Complete version 6 51 MultiSite Suite Tenants Module Table of Contents A confirmation message box appears 5 Click Yes in the message box A Finished message box appears 6 Click OK in the message box The list refreshes automatically All the receipts you marked as complete disappear from the list A deposit slip is automatically sent to the printer which you can take to the bank with the checks Viewing an Audit Trail of Database Field Changes The Audit Trail icon is a system administration feature that enables you to view changes to a particular field in the Tenants module within a specific time frame After clicking the Audit Trail icon you select the desired table and field enter a beginning and ending date and click the Show Audit button to display the audit trail of changes for the selected field The previous value new value corresponding dates and user ID of the user who entered values is displayed Viewing Tenant Specific Information Tenant Views The Tenant Views slider bar contains icons that enable users to display a wide variety of details about tenants From the Tenant Views slider bar you can view any of the following A
175. rning message Eviction is in rogress Accepting money may damage your eviction prog p ng y may ge y proceedings The Bad Check Limit is unchanged 3 A Tenant Note is automatically written each time the eviction state is changed either by a new eviction status or an Undo of an eviction status 4 NEW CHANGE RD 3560 8 certifications are automatically wtitten for a new status or an Undo of the Eviction state Here is how you place a tenant in Eviction Status To the left you can see the Icon Evict Status at the bottom of the Group Sidebar Tenant Actions Make sure you have focus on the tenant you wish to indicate that this tenant has had the Eviction process started Is this the Correct Tenant After you press Kellam Mary D the icon the Balance Due 71 next form that pops up is a pea 97 MultiSite Suite Tenants Module Table of Contents confirmation form Please read the tenant name and indicate by pressing Yes or No to confirm that the correct tenant is selected If you press Yes then the next popup message will tell you what the next action is going to be There are only two possible tenant states 1 the tenant is already marked as Eviction in Progress or 2 the tenant is Not in Eviction The form displayed below shows that the selected tenant is Not in Eviction and the next action will be to mark the tenant as Eviction In Progress
176. s oo oo gt UserID camy camy edowe II edowe I edowe I F a02 edowe II camy The screen on the left is the Tree You can expand the tree to view the sections of the report You can navigate to these sections of the report by clicking on the section of the report you wish to view The screen on the right will hold the actual report At the top of the report form is the tool bar X Q 156 MultiSite Suite Tenants Module Table of Contents Navigating in Printing Exporting and E mailing Reports Use the toolbar buttons and labels shown below to navigate among the report pages print the report export the report to a computer file and or send the report as an e mail attachment to a specified e mail recipient B MultiSite Report Viewer e 1 gt Gee mfr BusinessObjects Explanations of each button and label in sequential order from left to right are as follows Export Button It opens a standard export window that enables you to export the report to a file or to send it as an e mail attachment to an e mail address that you specify Print Button Tree button Shows or hides the tree Hide the tree and the report displays with a larger and more readable report Click the to expand and contract the tree Click on an item in the tree and the report will zoom to the tree item Age Old Apartments Brents Apartments Brents Apartments Hilltop Apartments Vac
177. s Merge List Addresses FiterName _ Ful Name gt Applicant Waiting List SP applnsuranceac gi applandlordreference rtf Worksheet rtf y n Rules Regulations rtf __ ConsentFormDisclosureO information rtf __ CreditPolicy rt All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fill Merge Addresses Print Merge List Setting User Preferences After selecting the default division in user Preferences activate the filter by choosing Filter from the View menu on the main menu bar and then choosing By Division from the submenu To turn the filter off select a different filter or No Filter from the submenu By Division and Office Note Only users with system administrator access privileges can filter records by company division and office If you are a system administrator you can filter lists of tenants sites vacant units and pending Notices to Vacate by a combination of company division and office The list that appears corresponds to the division and office you select in the Default Division and Default Office drop down lists in the Tenant Preferences window for instructions see Mai Merge MultiSite Systems LLC version 6 29 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC The purpose of the Mail Merge form is to allo
178. s Module Table of Contents When you enter the unit number and TAB off that field the bottom grid pre fills with the current open charges on that unit like this w COPY APPLICANT Tom Day TO A MOVE IN OR CURRENT TENANT 3 E lo x File Please Note The Applicant must have already been Moved In to a Unit using the MultiSite software If the tenant is NOT a Current Tenant please close this form then Move In the Tenant and try this again Enter Destination Unit 51 0 105 Period Post Moneys collected from Tom Day as an Applicant Dae in Pan ER Pere ____At Open AR Transactions for Tom Day yee et een tl at Close You have selected Tom Day to copy to Move in Save When you press Save a verification form will pop up ioi xi Is this the Correct Tenant Day Tom Resides in Unit 510 105 Tenant Moved In on 03 15 2004 NO Yes If it is the correct tenant then press the Yes button MultiSite Systems LLC version 6 148 MultiSite Suite Tenants Module Table of Contents When you press Save the Security Deposit money will be transferred to the Tenant Security Deposit account and the App PrePaid money you entered for this tenant pre fill with the 500 you accepted from the applicant After you press save the tenant account and security deposit history grid will look like this Tenant Account History Grid Period Date 0407 2 04 0
179. s for Customized Viewing in the topic Vzewing Management Specific Information Mgt Views Shortcut Menu Commands MultiSite Systems LLC After you select a tenant s record or display his detailed 2 column view you can right click to display a shortcut menu that enables you to perform specific tasks for the tenant or view additional information about him his lease his unit and so forth The choices on this shortcut menu correspond to various icons in the Tenant Views and Tenant Actions slider bars They are as follows Print All Rows prints all the rows in the current view Print Selected Rows prints all the rows that you have selected in the current view you can select multiple rows by holding down your Shift or Ctrl key and then clicking the rows with your mouse Export lt V Export All to CSV file exports all the rows in the current view to a csv file For example you might want to export a list of tenants to open in Excel for further analysis Export Selected to CSV File exports all the rows that you have selected in the current view to a csv file you can select multiple rows by holding down your Shift or Ctrl key and then clicking the rows with your mouse Tenant displays the detailed record of a tenant who is selected in the tenants list i e the list you display in Tenant Search view Tip The Tenant shortcut menu command provides a quick and easy way to go back to a tenant s
180. s for your tenants only based on the User Name you use to log into the Tenants module gt To view unposted receipts for your tenants do the following 1 If the Met Views label bar isn t already open click on it to display the various viewing options 2 Inthe Met Views slider bar click the Deposit Slip icon MultiSite Systems LLC version 6 50 MultiSite Suite Tenants Module Table of Contents ce A list of your tenants unposted receipts appears as shown below Tenants filtered by Property Manager BECKY STEYENS File Edit wiew Tools Help 4 aw DTI Ob e a Tenant Search Deposit Slip E Sites 2 Units bi KE Units Bt Notices Pending 05 6700 6 171 76 DUN200 ELS MARKETING ff RA Open Acct Ga Deposit Slip Ba AuditT rail FE Deposit Sip RIVER TRAIL 7 kno2c TAYLOR CATHERINE 072003 caps NUM 07 07 2003 10 20AM Tip To complete unposted deposits in the list and print deposit slips for them see Completing Deposits Printing Deposit Slips below Completing Deposits amp Printing Deposit Slips After displaying your tenants unposted receipts you can mark any of them as complete and print a deposit slip for them gt To mark unposted deposits as complete and print a deposit slip MultiSite Systems LLC for them do the following 1 Display your tenants unposted receipts for instructions see Viewing Unposted Receipts above Select the receipts that you want to ma
181. s the AR transaction code Bad Debt Other by default During this process new negative charges Tenant Actions are created to offset the open positive charges that are due Positive open charges Charges ate not removed from the system In this m NSF Check way a complete audit trail of AR Receipts transactions can be shown in the selected f SD Receipt tenant s account history FJ Move In Ga Add Occupant f Transfer GE Notice to Vacate EJ Move Out _ SD Disposition fi Renew Lease Ga RA Charge f Undo C A fi Swap Tenants fi Change HOH fm Evict Status MultiSite Systems LLC version 6 96 MultiSite Suite Tenants Module Table of Contents i Tips All write off transactions can be easily identified on reports by their unique transaction codes Bad Debt Rent and or Bad Debt Other The property management company can control where the write off goes in the General Ledger module by defining which accounts go in the database fields WriteOffDebit and WriteOffCredit for each charge Tenant Eviction Status MultiSite Systems LLC Lets review what this feature does when you place a tenant in the status Eviction in Progress 1 The tenant table has a marker that holds the value for this field and can thus be used to indicate the tenants in eviction by reading this value in various reports 2 When a receipt is being taken for the tenant that is in eviction p g you will receive the following wa
182. se information 7 Click the Save button A message box appears 8 Click OK in the message box The window closes automatically and you return to the main screen If the start date is a future date then the status of the lease is automatically set to FUTURE When you charge rents for the tenant s new lease start date the system changes the status to CURRENT automatically and the tenant is charged for the expected rent Entering Rental Assistance Charges The RA Charge icon enables you to create a rental assistance charge on behalf of a specified tenant MultiSite Systems LLC version 6 134 MultiSite Suite Tenants Module Table of Contents Unlike tenant charges RA charges go directly to the government either RD or HUD rather than to the tenant Therefore they appear in the tenant s RA Detail view but of in the tenant s account history or account history report gt To enter an RA Charge do the following 1 Select the tenant for whom you are entering an RA charge For instructions see Vzewing Tenants 2 Click the Tenant Actions label bar to open the corresponding slider bat 3 Inthe Tenant Actions slider bar click the RA Charge icon The Charges window appears The unit ID tenant name apartment name site name and the tenant s current balance appear automatically s Tenant Charges Close On Save Disabled iof x File Preferences Unit ID Peton Date 0771172003 X Charge Code l
183. ses for all RD and HUD sites have been created version 6 101 MultiSite Suite Tenants Module Table of Contents Reprinting Utility Subsidy Checks gt To reprint utility subsidy checks do the following MultiSite Systems LLC 1 If the Met Actions slider bar isn t already open click on the Met Actions label bar to open it In the slider bar click the UtilSub RePrint icon A window appears asking for the Batch ID of the checks that you want to reprint Enter BatchiD Cancel In the window enter the Batch ID number that appeared on the Finished panel of the Check Wizard when you first printed the utility checks see Writing Utility Subsidy Checks Click OK The checks are sent to the printer and you return to the main screen Tip You can change the printer to which checks are sent For instructions see Mai Merge The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that are going to receive the letters gt To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon version 6 102 MultiSite Suite Tenants Module Table of Contents Note If you did not already have focus on a Property Applicant you can set your intentions on this form At the top of the form
184. sion 6 104 MultiSite Suite Tenants Module Table of Contents gt To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on lt Applicant you can set your intentions on thi At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing MultiSite Systems LLC version 6 105 Table of Contents MultiSite Mail Merge Form File 2 C Tenant Merge Applicant Merge Effective 11 25 2010 Site x Merge L MultiSite Suite Tenants Module siete PLEASE SELECT A PROPERTY Available Merge Filters Merge List _ FiterName Full Name Address gt Applicant Waiting List SP annual recert checklist rtf app AFDC Workfirst rtf App 11 HomeVisit rtf Status Letter rtf X vil Kim Annlinant Status etter rtf All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fil
185. tail El Occupants BRITISH WOODS 195 eTo TRAVIS FRED D 072003 caps Num 0770772003 10 31 AM EEN Tips You can filter the fields that appear in the occupants detailed 2 column view by choosing Custom View from the View menu For more information see the section Fiering Records for Customized Viewing in the topic Viewing Management Specific Information Mgt Views The Occupants views do not have the same shortcut menu as the other Tenant Views To navigate to another view from Occupants right click select the Tenants command and start over from there MultiSite Systems LLC version 6 55 MultiSite Suite Tenants Module Table of Contents Modifying Occupant Details gt To modify any of the details in an occupant s record do the MultiSite Systems LLC following 1 Display the 2 column detail view of the occupant s record For instructions see Viewing Occupants above In the occupant s record double click on the value that you want to change The Editing window appears The current value appears in the Existing text box at the top This text box is for reference purposes only Do one of the following Inthe New text box enter the new value manually Click the Browse button to display all the possible values they appear in the larger blank text box in the lower left part of the window Then select the one you want to enter by clicking on it Click OK The information is
186. te Off Tenant Form olx File MALAVE CASIMIRA R Last resided at unit PCTO2 They have a remaining outstanding balance of 354 Enter Period to Post Transactions 072003 Enter Transaction Date for 1 2003 Close Write Off 4 Review the name and summary information about the tenant in the center part of the window to be sure you want to write off the selected tenant Note A tenant write off cannot be undone Therefore it is important to review this information carefully If you change your mind about writing off the tenant at this point click the Close button at the bottom MultiSite Systems LLC version 6 95 MultiSite Suite Tenants Module Table of Contents of the window 5 Inthe Period to Post Transactions text box the current period appears If you want to change the period for which you want to write off the tenant enter a different one 6 Inthe Transaction Date text box today s date appears If you want to change the date on which you want to write off the tenant enter a different one 7 Click the Write Off button First the system writes off all open rent transactions If the AR transaction type is Rent Tenant a new AR transaction is created This new transaction uses the AR transaction code Bad Debt Rent by default Next the system writes off all non rent transactions If the AR transaction type is of Rent Tenant a new AR transaction is created This new transaction use
187. te Suite Tenants Module Table of Contents Entering Non Tenant Receipts Misc Income The Misc Miscellaneous Income icon enables you to enter a receipt that is not tenant related such as income from laundry machines gt To enter a non tenant receipt do the following 1 Select the site for which you are recording non tenant receipts For instructions see zewing Sites 2 Click the Mgt Actions label bar to open the corresponding slider bar 3 Inthe Met Actions slider bar click the Misc Income icon The Miscellaneous Income window appears The site information such as apartment name is entered automatically along with the current date and period to post the receipt to the GL module ig Miscellaneous Income Print Receipt On Save DISABLED Joj x Eile Options Paid With Date Check MO Period Post GL Account WASHER DRYER INCOME Description Apartment Name CREEKRIDGE i Cancel 4 From the Paid With drop down list select the type of payment method cash check credit card money order etc 5 If the receipt was paid by check or money order enter the check or money order number in the Check MO text box 6 From the GL Account drop down list select the General Ledger account into which this receipt will eventually be posted at month end when all tenant transactions are rolled up into GL 7 A description appears automatically based on some of the information you selected so far You can change th
188. tems LLC 1 Select the tenant for whom you want to view a lease history For instructions see Vzewing Tenants 2 Do one of the following Right click on the selected tenant s record and choose Lease History from the shortcut menu that appears Open the Tenant Views slider bar and click the Tenant Lease History icon version 6 60 MultiSite Suite Tenants Module Table of Contents A list of all the leases for the selected tenant appears Tenants filtered by Property Manager BECKY STEYENS BEE File Edit Yiew Tools Help 4 Dale pTaman an e BTod Tenant Views Tenant Lease History Search Ba Tenant UmiD Lease Leasetype Stat Date Stop Date _ om Mos Contibuion Sec 8NP gt PAST n 09 24 1994 03 317 12 0 00 In 0 00 Occupants B Open A A T02 AS RECERT 05 01 1999 2 0 00 ts MassRentChange 01 01 200 0 0 2 0 00 Bi Lease ff Tenant Lease Hi RECERT 0 02 2 32 00 0 00 Ba Unit Lease History 3702 MassRentChange Ga Cert History Gm AD Cert amp SD History Gi Unit ff Utility Sub Chks Ba RA Detail MassRentChange 01 01 2003 03 31 2 0 00 Bl Tenant Lease History BRITISH WOODS 195 BTO2 JESSE JAMES 072003 CAPS NUM 07 07 2003 10 39 AM 3 To view details about a specific lease in the list double click on it The 2 column detail view of that lease appears Modifying a Tenant s Lease gt To modify any of the details in a tenant s lease record
189. tems LLC version 6 173 MultiSite Suite Tenants Module Generating amp Printing Reports 8 To close the Reports window click the x button on the toolbar or in the upper right corner of the window Rent Roll Report The Rent Roll report is very similar to the Tenant Summary report except that it does not include as many details as the Tenant Summary report To generate the report follow the instructions below gt To generate a Rent Roll report do the following 1 If the Reports label bar isn t already open click on it to display the corresponding slider bar 2 Inthe Reports slider bar click the Rent Roll icon The Rent Roll window appeats 3 Inthe Effective Date text box enter the date for which you want to display rent roll details 4 Click the Select Sites button The site selection window appears ig Select One or More Sites to Include in your Report iof x Select One or More Sites _ Code Sitet SiteName Apartment Name State Property Manager E LM 281 HOI ALLENDALE ALLENDALE MANOR SC Brandon Liles David Phipps IN PLACE NC David Phipps BERRY COURT NC Linda Phillips VALDESE BLUE RIDGE NC Barry Dunsmore BRITISH IDS BRITISH 5 NC Candace Heath HOI SANFORD BROOKHOLLOW NC Tony Jones Kelly Hammer 5 Select the site s for which you want to generate the report MultiSite Systems LLC version 6 174 MultiSite Suite Tenants Module Tip You can select multiple rows by hol
190. tenant click the Add button enter the unit ID of the tenant in the Unit ID text box then repeat steps 3 8 When you are finished click the Close button to close the window The account history of the last tenant for whom you entered charges appears automatically displaying the new charge s you just entered Recording NSF Checks MultiSite Systems LLC The NSF Check icon enables you to record an NSF check for any tenant at any time When you record an NSF check the system automatically adds the amount of the check back to the tenant s account balance version 6 108 MultiSite Suite Tenants Module Table of Contents Note Once you record an NSF you cannot undo it i e you cannot reverse it in the system gt To record an NSF check for a tenant do the following MultiSite Systems LLC 1 In the tenant s account history select the check that was returned for non sufficient funds For instructions see Viewing Printing a Tenant s Account History Click the Tenant Actions label bar to open the corresponding slider bar In the Tenant Actions slider bar click the NSF Check icon A window appears asking you to confirm the NSF Check Number Question Eg You are about to mark a check from Facet as NSF You have chosen Check 54645 in the amount of 75 Cancel Please enter the Check Number to Confirm this ineversable transaction Enter 0 to Cancel raa Do one of the follow
191. tenants with open balances of more than 100 will be flagged for MultiSite Systems LLC version 6 100 MultiSite Suite Tenants Module Table of Contents notification of your intention to send their account to the Credit Bureau 3 Click Yes in the message box The system flags the corresponding records You may now use the Mail Merge feature to print tenant notices or Credit Bureau letters or report using your Tenant Screening process if you have one Creating New Leases for All RD amp HUD Tenants The Mass Rent Change icon enables you to create a new lease for every tenant in an RD or HUD site Note In order to perform this procedure you must first set default rents both basic and market rents and utility allowances for each type of unit at RD and HUD sites For instructions see Se ting Rents Utility Allowances for RD HUD Units gt To create new leases for all RD amp HUD Tenants do the MultiSite Systems LLC following 1 If the Mgt Actions slider bar isn t already open click on the Mgt Actions label bar to open it 2 In the slider bar click the Mass Rent Change icon 3 Inthe Effective Date text box enter the effective date of the leases 4 In the Site list select the site for which you want to create leases 5 Click the Start button The system creates new leases for all tenants at the site 6 To create leases for another site repeat the steps above Continue repeating the steps until lea
192. the Save button A confirmation message appears To confirm the deposit you just entered click Yes in the message box The Charge Rents icon enables you to create a new rent charge record for a specific period usually a month for each tenant at a site or for all sites within a company division For every current lease the system automatically charges the designated rent for each tenant and if applicable for the government portion of rental assistance The charges include predetermined discounts and so forth Note When you use the Charge Rents procedure future leases with starting dates on or before the Charge Rents date automatically become current in the system and rents are charged for them gt To charge rents do the following MultiSite Systems LLC 1 If the Met Actions slider bar isn t already open click on the Met Actions label bar to open it In the slider bar click the Charge Rents icon The Charging Rent window appears version 6 75 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC Charging Rent Please select one Charge Rents Charge Late Fees Period Date 7 Division z eMail Results rvocci hbme com Standing Ready Charge Rent Accept the default Charge Rents option at the top of the window In the Period text box enter the period in which you want to charge rents using the format mmyyyy Do not use slashes or hyphens For ex
193. the correct tenant Delivered Check To Delivered by Witness 8 Current Click Dizzy Duke Apartments 453 453 9468 FELICE HOFSTETTER 092000 LAPS NUM 09 06 2009 11 26 AM After you press Save you will be notified if successful and the form remains open so you can enter another check delivery if you desire Remember to only press the Save button once MultiSite Systems LLC version 6 209
194. the required parameters click ok to generate the report The report will generate a split screen MultiSite Systems LLC version 6 155 MultiSite Suite Tenants Module MultiSite Systems LLC MultiSite Report iewer alt ek gt wf 1 iH E 1944 1944MI ChgRent TCMI tenant tenantMo Unknown y Demo Co Calendar Perioc 022010 1628 mpo x AR Transactions by Site by Period SM4 Big Red Apartments Big Red Apartments 19 981 GINNY SHEIKH Date Unit ID Tenant Name Description 1944 02 17 2010 Rent charged to Tenant 02 17 201 SM13844 02 26 2010 Rent charged to Tenant 02 26 201 SM1 3A4 1944M 02405 2010 Prorated Rent on Mowe Ins 0205 201 BTA 30582 0205 201 MCE t42C 02 11 2010 Prorated Rent on Mowe Ins 02 11 201 MCE 4618 211 201 QRH181 02 18 2010 Prorated Rent on Move Ins 02 13 201 BTA 31182 0301 2010 Rent to be charged back to prior period s 0301 201 SMI SAt Astart c La PPal Tenants No Fiter ap BantIomnt Laara Adj Cumnt022010 Rent Tent Laara Adj Cumu 022010 Pr Rated Bant MI 022010 Pr Batad Bant MI 022010 Pro Batad Bant MI 022010 Pro Rated Bont MI 022010 Pr Rated Bant MI 022010 Prior Mo ath Rant MI 032010 version 6 Amount 16 00 16 00 15 00 16 00 165 00 165 00 30 00 80 00 101 00 181 00 181 00 104 00 308 00 412 00 412 00 58 00 68 00 68 00 52 00 52 00 62 00 Table of Content
195. the slider bar click the Rent Tables icon The rent tables wizard appears SF wizMI1 W E ALDERSGATE II ALLENDALE MANOR APPLE TREE APPLEGATE VILLAGE ASHLYN PARK AZALEA CIRCLE Site to Change Gross Rents BALDWIN PLACE BATTLE FOREST BERRY COURT BERRY PARK BLUE RIDGE BLUESTONE BRITISH WOODS BRITTANY PLACE BROOKHOLLOW BROOKSIDE BROOKWAY VILLAGE BURNSIDE VILLAGE CALDWELL BUILDING CANDLEWOOD CAVALIER arnan mirar In the list box on the left select the site for which you want to set rents and utility allowances The name of the site appears in the Site to Change Gross Rents text box on the right Click the Next button The Add New Gross Rents panel appears All the data in the Site Information section appears automatically based on the site you selected in the previous step version 6 90 MultiSite Suite Tenants Module MultiSite Systems LLC ia Add New Gross Rents lolx Eile Site Information Site Code asH Site Name ASHLYN PARK Property Manager David Phipps Site Number ese Apartment Name ASHLYN PARK City State MCCOLL SC gt RENTS for 1BR 50 m Last Effective Date m New Effective Date for 1BR 50 Effective Date 07072003 Effective Date Tnn n Basic Rent mo Basic Rent sizdg Market Rent mo Market Rent aE UTILITY ALLOWANCE for 1BR 50 m Last Effective Date gt p New Effective Date for 1B8R 50 Effective Date ovor2003 Effective Date jae
196. tility allowance for the selected unit 12 Click the Save button at the bottom of the window 13 Repeat steps 5 12 for each of the other types of units at the site EEN Tip At any time you can click the Show History button at the bottom of the window to view the rent history for all the units at the selected site 14 If you want to set rents and utility allowances for other sites click the Back button and repeat all the steps starting with step 3 15 When you are finished click the Quit button at the bottom of the window You return to the main screen Recording Mortgage Reductions The Mortgage Reduction icon is not operational at this time To record a mortgage reduction use the RA Adjustments icon instead For instructions see Recording Rental Assistance Adjustments Undoing a Procedure The UNDO icon enables you to undo some of the procedures in the Tenants module or to switch a Move In to another unit This is helpful if a mistake is made or if a tenant changes his mind about moving out or transferring to another unit etc The UNDO feature enables you to Switch a Move In to another unit i Tip This procedure is helpful if you moved a tenant into a unit in the system but he actually moves into a different unit The Switch a Move In to another unit procedure only changes the tenant s unit information all his other information remains as it was when you performed the MultiSite Systems LLC version 6 92
197. tions slider bar the UNDO wizard appears and the Switch a Move In to for another unit option is selected automatically For instructions on using the UNDO wizard see Undoing a Procedure Changing the Head of Household Look in Tenants Module Group Sidebar Tenant Actions Click the Icon Change HOH Managing Applicants MultiSite Systems LLC The icons in the Applicants label bar enable you to manage prospective tenant applicant information You can view add and edit each applicant s information including financial transactions such as receipts for security deposits application fees and so forth From the Applicants slider bar you can do any of the following View a list of all applicants in the system View Applicants icon version 6 137 MultiSite Suite Tenants Module Table of Contents Add new applicants New Applicant icon Copy an applicant s transactions to his permanent tenant record Copy to Move In icon Record applicants who have not returned to rent units Send to Lost Apps icon Modify the details in an applicant s record Edit Applicant icon Refund an applicant s receipts such as an application fee security deposit and so forth Refund Request icon Search for an applicant quickly by last name Find App icon Instructions for most of these procedures are included in specific topics below Viewing Applicants MultiSite Systems LLC The View
198. to Bill form If you have some auto bills that you wish to remove from the auto pro rate MultiSite Systems LLC version 6 198 MultiSite Suite Tenants Module Auto Bills Auto Billing Overview process use the instructions below If you are satisfied with the way auto bills pro rate you do not need to do anything Get focus on any tenant with an auto bill s Open group sidebar Mgt Actions click icon Tenant AutoBill 1 2 3 The Edit AutoBill One Tenant form will open 4 The top of this form has a menu bar Click the menu item Tools then click on Open Auto Bill Master The menu looks like this gt Open Autobill Master 5 Next the Auto Bill Master List form opens 6 The grid displays all your auto bills You can edit the auto bill from the lower half of the form To edit an auto bill get focus on an auto bill in the grid AutoBill Master List AvutoBills for MultiSite Demo Description Market Rent Taxable AR Trans Code UniqueRental fkUnitlD ProRate Garage Lra 150 00 Storage Lra 30 00 Storage Lrg 90 00 Storage Sm 75 00 Storage Sir 75 00 Storage Lrg 90 00 Internet 50 00 Trash 1 00 Inclusive elec fee 1 00 Garage Garage Garage Garage Tee Garage Storage Storage Storage Storage Storage Internet Trash Inclusive elec Garage Garage Garage Garage Veen ee i ia ia i ia a ia i ia ia
199. ton to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing version 6 24 MultiSite Suite Tenants Module Table of Contents MultiSite Mail Merge Form DER File C Tenant Merge Applicant Merge Effective 11 25 2010 Site x Merge Letter C Letters Templates T PLEASE SELECT A PROPERTY Vendor Merge Merge Letters in Directory Letter Name mE 03x5 MI MO Inspection Form rtf Available Merge Filters Merge List Addresses re __ Ful Name P Applicant Waiting List SP Zz Anemoi for HUD forms rtf annual recert checklist rtf app AFDC Workfirst rtf App 11 HomeV fisit rtf appinsuranceac gi applandlordreference rtf Fraction Worksheet rtf Exit All Applicants that are on the Waiting List for a single Property MultiSite Systems LLC Setting User Preferences After selecting the default property manager in user Preferences activate the filter by choosing Filter from the View menu on the main menu bar and then choosing By Property Manager from the submenu To turn the filter off select a different filter or No Filter from the submenu By Office Note Only users with system administrator access privileges can filter records by company office If you are a system administrator you can filter lists of tena
200. tory gt To view and print an RD tenant s certification details do the following 1 Display the RD certification history for the RD tenant For instructions see Viewing an RD Tenant s Certification History above MultiSite Systems LLC version 6 64 MultiSite Suite Tenants Module Table of Contents 2 From the list of certifications select the certification for which you want to view details 3 Inthe Tenant Views label bar click the RD Cert icon The details for the selected RD certification appear in a window in 1944 8 format as shown below EEN Tip If you click the RD Cert icon without selecting a certification from the RD Certification history first the current RD certification for the selected RD tenant appears File Print 1 Effective 94 01 2003 Date Initial Certification AeCettification Other PART Il TENANT HOUSEHOLD INFORMATION fenter codel 6 Tenant Subsidy Code N USDA RURAL HOUSING SERV ICE TENANT CERTIFICATION PART I PROJECT AND UNIT IDENTIFICATION E a ee IARNING STATEMENT Section 1001 of Title 18 United States Code provides Whoever in any matter within the jurisdictic f any department or agency of the United States knowingly and willfully falsifies conceals or covers up by any trick scheme r device a material fact or makes any false fictitious or fraudulent statements or representations or makes or uses any false riting or document knowi
201. tructions see Vewing Tenants 2 Click the right mouse button From the shortcut menu that appears click Reports From the submenu click the report that you want to generate for the selected tenant The report appears in the Reports window as shown below MultiSite Systems LLC version 6 159 MultiSite Suite Tenants Module Generating amp Printing Reports A x Kil 4 1of1 bj aj alele fox z Total 1 100 Harris Brown Mgt Tenant Profile Tenant Name TRAVIS FRED Unit BTO4 1BR 909 A E LITTLETON RD BRITISH WOODS BRITISH WOODS BT 195 ROANOKE RAPIDS NC 27870 Move In Date 08 11 2003 Birth Date 08 24 1947 Employment YTO Ret e fe s Hop No YTD Lat Fees Sex M Status No Bad Cks 0 CURRENT SSN 24480 2666 Bal SD 200 00 ee Comments Lease Info Basic Mie WA om RA RD RA Sec RA Seo 8 WIC Ten Contr fon inc Monine ML 421 00 59200 8600 0 00 0 00 0 00 0 00 421 00 18 686 00 1 42800 0 Occupants a arita Occupant Name Relationship Birth Date fae sauce SN Race Sex Hop Emplowme TRAMIS BLONDELL 0840171951 52 231 746735 F Mo ll 3 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section 4 To close the Reports window click the x button on the toolbar or in the upper right corner of the window You return to the main screen Generating Regu
202. ts Module Table of Contents MultiSite Systems LLC The purpose of the Mail Merge form is to allow users to select a letter from their document library select a Filter to get the tenants applicants or vendors that ate going to receive the letters To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on a Property Tenant or Applicant you can set your intentions on this form At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing version 6 28 MultiSite Suite Tenants Module Table of Contents MultiSite Mail Merge Form SALE File C Tenant Merge Applicant Merge Effective 11 25 2010 Site x Merge Letter C Letters Templates T Fa C Vendor Merge PLEASE SELECT A PROPERTY Letter Name 435035 MI MO Inspection Form ttf __ Acknowledgment for HUD forms rtf annual recert checklist rtf app AFDC Workfirst rtf App 11 HomevVisit tf tatus Letter rtf icy rt inFormat rtf Available Merge Filter
203. u want to display tax credit information 5 Click the Select Sites button The Site Selection window appears version 6 165 MultiSite Suite Tenants Module ig Select One or More Sites to Include in your Report Select One or More Sites _ Code Sitet Site Name Apartment Name State Property Manager gt SC ALM 281 HOI ALLENDALE w T MAXTON W C m D CHADBOURN w GLENWOOD w T HOI SANFORD NASHVILLE CONOVER COMPTON PLACE HOI GAFFNEY ALLENDALE MANOR BALDWIN PLACE BERRY COURT BLUESTONE BROOKHOLLOW BROOKWAY VILLAGE CEDAR GLEN COMPTON PLACE FAIRFIELD Generating amp Printing Reports Brandon Liles David Phipps Linda Phillips Ed Dallape Tony Jones Kelly Hammer Barry Dunsmore Lisa Oglesby 6 Select the site s for which you want to generate the report EEN Tip You can select multiple rows by holding down your Shift or Ctrl key and then clicking the rows with your mouse 7 Click the OK button at the bottom of the window The report appears in the Reports window 8 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section 9 To close the Reports window click the x button on the toolbar or in the upper right corner of the window Daily Occupancy Reports The Daily Occupa
204. ultiSite Suite Tenants Module Table of Contents recotd of the tenant who lives in that unit There is no filter for units however whatever filter you select from the View menu does apply to vacant units for more information see Viewing Vacant Units below Viewing Vacant Units MultiSite Systems LLC gt To view vacant units do the following 1 If the Met Views label bar isn t already open click on it to display the various viewing options In the Met Views slider bar click the Vacant Units icon A list of vacant units appears as shown below The Last MO column contains the move out date for the tenant who previously occupied the unit The Max Occ column contains the maximum number of occupants that can live in each unit The HCP column indicates the handicapped status of the unit if it contains a check mark the unit is designated as a handicapped unit version 6 47 MultiSite Suite Tenants Module Table of Contents Tenants filtered by Property Manager BECKY STEVENS e x gw SS IO e e All Managed Sites BECKY STEVENS UType LastMO MaxQce HCP 2BR 02 002 0 Tenant Search my Sites 2 Units BROIZ1A Ml Vacant Units Ba Notices Pending M RA Open Acct BRO1258 Ba Deposit Slip a AuditT rail BR01928 BR01945 BR0201 7 Ej mi E r L fmi Ej F E F Ej r Ej r E fmi Ej imi L 1BR 50 m L r COM116 2 0 El vacant Unts RIV
205. urity Deposit History The SD History icon enables you to view a history of all security deposit transactions for a specific tenant including receipts forfeitures and refunds MultiSite Systems LLC version 6 65 MultiSite Suite Tenants Module Table of Contents gt To view a tenant s security deposit history do the following 1 Select the tenant whose security deposit history you want to view For instructions see zewing Tenants 2 Do one of the following Right click on the selected tenant s record and choose SD History from the shortcut menu that appears Open the Tenant Views slider bar and click the SD History icon All the security deposit transactions for the selected tenant appear in a list Viewing Details of a Tenant s Unit The Unit icon enables you to display details about a specific tenant s unit gt To view details of a tenant s unit do the following 1 Select the tenant who is living in the unit for which you want to view details For instructions see Wzewing Tenants 2 Do one of the following Right click on the selected tenant s record and choose Unit from the shortcut menu that appears Open the Tenant Views slider bar and click the Unit icon The detailed 2 column view of the unit appears as shown below MultiSite Systems LLC version 6 66 MultiSite Suite Tenants Module Table of Contents Tenants filtered by Property Manager BECKY STEYENS elx File Edit View
206. utton and enter the unit ID of the tenant in the Unit ID text box then repeat steps 4 10 When you are finished click the Close button to close the window The RA Detail view of the last tenant for whom you entered rental assistance charges appears automatically displaying the new charge s you just entered Undoing a Tenant Charge or Receipt The Undo C R icon enables you to undo a charge or receipt that you entered for a specific tenant gt To undo a charge or receipt for a tenant do the following MultiSite Systems LLC 1 Open the account history of the tenant for whom you want to undo a charge or receipt For instructions see Viewing Printing a Tenant s Account History In the list of transactions select the charge or receipt that you want to undo version 6 136 MultiSite Suite Tenants Module Table of Contents 3 Click the Tenant Actions label bar to open the corresponding slider bar 4 Inthe Tenant Actions slider bar click the Undo C R icon A message box appears asking if you want to delete the charge or receipt 5 Click Yes in the message box An Undo Successful message box appears 6 Click OK in the message box A new Undo Transaction line is created in the tenant s account history that offsets the corresponding credit or receipt The original credit or receipt is not deleted from the system Using the Swap Tenants Feature When you click the Swap Tenants icon in the Tenant Ac
207. w users to select a letter from their document library select a Filter to get the tenants applicants or vendors that ate going to receive the letters To open the Mail Merge form do the following From the main screen in the Tenants module click on the group sidebar Letters then click the Mail Merge icon Note If you did not already have focus on a Property Tenant or Applicant you can set your intentions on this form At the top of the form are options that you must set Pick Tenant Applicant or Vendor Merge option Set the Effective Date for the letter and choose a property Last select a merge letter and a merge filter Press the Fill Merge Addresses button to see the records returned by the filter set in the Available Merge Filter grid Press the Print Merge button and the letters will begin printing version 6 30 MultiSite Suite Tenants Module Table of Contents MultiSite Mail Merge Form CoR File C Tenant Merge Applicant Merge Effective 11 25 2010 Site x Merge Letter C Letters Templates T Vendor Merge PLEASE SELECT A PROPERTY Merge Letters in Directory ie Name Available Merge Filters Merge List Addresses _ Ful Name aiting List SP All Applicants that are on the Waiting List for a single Property Exit Refresh Letters List Refresh Filters List Fill Merge Addresses Print Me
208. y against any charges made prior to the copy to move in Now it is time to copy the applicant to this Move In APPLICANT COPY TO MOVE IN First step is to move the new tenant in as you always do Do not attempt to copy an applicant into a vacant unit This will not work unless you are moving a subsidized tenant that has a pre certification After we moved in the new Tenant the account history looks like this cnet tht 04 07 IC Rent Prorated In MultiSite Systems LLC MultiSite made the prorated rent and added it to this tenants account history To begin the process get focus on the Applicant in the applicant grid Then right click with your mouse and choose Copy to Move In The following form will pop up version 6 146 MultiSite Suite Tenants Module Table of Contents is COPY APPLICANT Tom Day TO A MOVE IN OR CURRENT TENANT si 042004 _ Date IncTye Paiwith PeyiD Dess Amt LPT 12 02 2003 Security Deposit e EREK el12122 SD a 250 00 gt Amount Balance Apply Oo ee Please look at the bottom of the screen and verify that you had focus on the correct tenant You have selected Tom Day to copy to Move In Then enter the destination unit and Period Post Period Post will default with your current session period Notice that the existing applicant transactions fill in the top grid MultiSite Systems LLC version 6 147 MultiSite Suite Tenant
209. y amounts left over after paying all open charges the system creates a Prepaid charge and applies it toward the tenant s account version 6 111 MultiSite Suite Tenants Module Table of Contents Note You can change the automatic allocation of the receipt by changing the amount s in the Apply column in the Open AR Transactions section of the window However the total amount applied to all charges must equal the amount you entered in the Amount text box 7 Click the Save button 8 Click the Close button to close the window You return to the main screen Entering Security Deposit Receipts The SD Receipt icon enables you to enter a specific tenant s security deposit receipt gt To enter a security deposit receipt for a tenant do the following 1 Select the tenant for whom you want to enter a security deposit receipt For instructions see Vzewing Tenants 2 Do one of the following Click the right mouse button and choose Enter SD Transaction from the shortcut menu that appears Click the Tenant Actions label to display the corresponding slider bar Then click the SD Receipt icon The Security Deposit Transaction window appears The selected tenant and his site information appear in the window automatically MultiSite Systems LLC version 6 112 MultiSite Suite Tenants Module Table of Contents MultiSite Systems LLC 10 i Security Deposit Transaction 0 Lx File Options UnitID

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