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WinTen² Tenant Accounts Receivable User Manual

1. After you create your customer account type records you will assign each customer account type to one or more developments that use the account type You will then set up the developmental account mapping for the receivables and revenue accounts for each type of transaction within each account type Finally after you fully set up your customer account types you can use them to create individual accounts for customers Within TAR there are four types of accounts that need to be setup 1 Accounts receivable account The master account that all customers have This type of account records charges and payments Each charge on the account is due in full as of the date of the charge Periodic payments are allowed but any charge not paid or credited off is past due as soon as the charge date is passed 2 Escrow account An escrow account is a security deposit pet deposit FSS escrow account or other account where the value on the account accumulates or increases as payments are made into the account There are no charges thus no transactions associated with this type of account The user may set up a receivable not a charge to show how much the tenant should be paying but receivables are not associated with any GL account number Thus escrow accounts do not create a journal transaction The payment however does create a transaction which credits the account and debits the cash drawer The balance of the escrow account continues to accu
2. Hint You can also access the Add Receivable Credit Memo Wizard from the Account Summary and Account Details tabs on either the Tenant Management screen for tenants or the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 5 Select the account to which you are adding the receivable credit memo You can adda receivable credit memo to escrow accounts only o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 6 Enter a description for the receivable credit memo and specify the date the receivable credit memo takes effect Enter the amountof the receivable credit memo and click START to continue Review and confirm the receivable credit memo information you have set up and click FINISH to add the receivable credit memo to the tenant customer account WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 160 of 253 User Manual 10 2011 Voiding Transactions A transaction is a type of charge or credit memo and you are able to void any current or future transaction A void transaction nullifies the original transaction making the balance return to the balance prior to the original transaction You also have the
3. Common Icons The following icons appear on many screens throughout WinTen programs al bo gz Name Purpose Add icon Add a record Edit icon Edit a record Delete icon Delete a record Save icon Save changes from edits Cancel icon Cancel changes from edits Exit a screen and return to a browse screen to search for other Search icon records Next icon View the next record Previous icon View the previous record Exit a screen and return to a menu screen closes any open Exit icon browse screens qP id H s E m a Af Notes icon Open the Notes screen 4 Tools icon Take action on a record select from a menu of options Wizards icon Start a wizard select from a menu of wizards ape Show Hide icon Show or hide a screen s detail information section Show Form Letters icon Generate Form Letters icon fit View a history of printed form letters and reports Start the Generate Form Letters Wizard g Change Color icon Change screen color Reports Menu icon Open the Reports Menu screen TenDocs icon Launch the TenDocs document archive program Data Area icon Select a different data area Print Preview Report Icons Button One button and several icons appear on the Preview Report screen Name Purpose Preview icon Preview a report or printed document WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 250 of 253 User Manual 10 2011 Name Print icon
4. i to load the report and use the Zoom icons iei to zoom in or out to your 3 I 4 gt Dl 3 preference If the report has multiple pages use the arrows to navigate through the pages WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 197 of 253 User Manual 10 2011 Lease Report Summaries These reports are found on the Leases tab of the Receivables Reports screen Leases is a listing of all Leases You have the ability to select active expired or all leases for one or multiple developments You can select leases that started within a specified date range and also change the order so it prints by tenant last name address effective date of the lease termination date of the lease for expired leases or unit number Vacancy Notice List is a listing of all families that have given notice that they are vacating their unit You have the ability to select for one or multiple developments and select notices given within a specified date range You can also change the order so it prints by tenant last name address or unit number Pending Lease Changes is a listing of all future or pending lease changes A lease change is where a recertification was completed and the lease amounts will change You have the ability to select for one or multiple developments and select notices given within a specified date range You can also change the order so it prints by tenant last name address or unit number Lease Termination
5. means apply first The program applies payments to lower numbered account types before higher numbered ones For example if you wanted all payments to be applied first to outstanding balances in the Tenant Accounts Receivable account type you would rank that account type 1 If you wanted payments applied next to outstanding balances in the Repayment account type you would rank it 2 etc You have the WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 47 of 253 User Manual 10 2011 option of ranking two or more account types the same It is also possible for a customer to have two or more accounts of the same type Either case could allow a situation in which a customer has outstanding balances in two different accounts with the same rank If this happens the program will apply a payment first to the oldest outstanding balance For any individual payment you can override this default order by applying the payment manually to outstanding balances 5 Click START to continue review and confirm the information you have set up and then click FINISH to map the transaction type to the account type The Transactions Included in Account tab appears again with the newly mapped transaction displayed in the table You are now ready to map income accounts Mapping Income Accounts After mapping transaction types you need to identify the general ledger income accounts to which you post payments received
6. nmast Software Making Your Job Easier WinTen Tenant Accounts Receivable User Manual This user manual is meant to provide guidance on the WinTen Tenant Accounts Receivable program WinTen Tenant Accounts Receivable is a fully integrated system that allows public housing authorities to manage all of their receivables both from tenants and from non tenants including rent and utility payments late fees maintenance charges and security and pet deposits The program supports the creation of recurring and non recurring transactions charges credits transfers and refunds the printing of bills statements and receipts the acceptance of payments and the depositing of funds Tenant Accounts Receivable also supports housing specific functions such as maintaining unit tenant and lease information tracking PHAS events and reporting to HUD The program provides full support for agency definable developmental fund accounting and management Setup Units Management Tenant Lease and Customer Management Periodic Processing Form Letters Reports Tenant Accounts Receivable amp General Ledger Balancing TAR to GL at a Glance Related Processes Glossary Index Common Icons TenDocs About Tenmast WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 1 of 253 User Manual 10 2011 Setup Overview All WinTen programs have a variety of Setup options that control the program environment and gove
7. 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record for which you want to add a customer account and double click or click f The Tenant Management screen or Maintain Customer Information screen opens 4 Select the Account Summary tab 5 Toaddan account click The Add Customer Account Wizard is initiated OR To edit account numbers change developments if not attached to a lease and attach detach accounts to from leases for existing accounts select and highlight the account you want to edit in the table and click of The Add Customer Account Wizard is initiated 6 Select the type of account from the drop down list o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 If necessary select or edit the lease to which the account is associated If necessary select or edit the development to which the account belongs o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 9 Ifnecessary enter or edit the account number 10 Click START to continue 11 Review and confirm the account information you set up and click FINISH
8. 246 of 253 receipts policies receivables reports recurring payments gathering refunds refund profiles setting up URPs registers reports setting up rent repayment agreement reports custom lease listing payments receivable register unit security deposits security deposit profiles setting up WT2 Tenant Accounts Receivable User Manual 10 2011 Copyright Tenmast Software 2011 52 130 132 203 181 68 162 164 68 69 69 183 206 9 99 110 127 230 233 197 206 198 205 201 203 206 199 65 65 66 66 247 of 253 statements exporting generating tenants charging off subsidized unsubsidized termination reasons transaction types mapping to accts setting up transactions generating posting to GL transfers accounts tenants transaction balances unit activity types setting up unit amenities setting up unit disability types units adding reports WT2 Tenant Accounts Receivable User Manual 10 2011 186 186 85 88 217 96 98 99 107 109 110 116 91 93 96 98 100 102 103 107 109 110 116 17 39 47 40 124 129 130 155 161 162 192 180 178 147 148 150 154 95 152 25 26 23 24 27 80 81 199 Copyright Tenmast Software 2011 248 of 253 URPs 215 generating refunds 183 V vacancy notices 100 void 129 146 154 161 164 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 249 of 253 User Manual 10 2011
9. At the beginning of each day you must open each cash drawer that accepts payments and at the end of the day you must then balance and deposit the cash drawer amounts in order to close each of the drawers See Opening Cash Drawers on page 172 See Balancing Cash Drawers on page 173 In order to take additional payments into each cash drawer you must make deposits from them Note Click here to find out how reconciling a cash drawer and making a deposit affects General Ledger See Balancing TAR to GL at a Glance on page 211 1 Click MAKE DEPOSITS on the Daily tab of the Periodic Processing screen The Make Deposit Wizard is initiated 2 Click START to begin and specify the processing date of the deposit this defaults to today s date 3 Check the checkbox es of the offices for which you are making a deposit This is the list of offices for which the cash drawer is set up to service 4 Click OK and then click NEXT to continue The Select Cash Drawer Session screen appears with all open cash drawer sessions for the office s you previously selected displayed in a table Check the checkbox es of the open cash drawer sessions you wish to include in the deposit If necessary edit the actual amount to deposit By default the entire collected amount is included and you can choose to include less if necessary Enter zero for any session you do not wish to include at all Depending on your agency s policy if this amount is o
10. See Setting Up Payment Types on page 38 3 Type FSS Escrow as the description and check the can be used as a recurring payment checkbox 4 Check the include in cash drawer deposit checkbox to force payments to post to Check Reconciliation 5 Check the create a direct debit ACH transaction checkbox If this is not checked nothing will post to the TAR account Set Up FSS Interest Transaction Type See Setting Up Transaction Types on page 40 6 Enter FSS Escrow Interest as the description Set Up FSS Cash Drawer See Setting Up Cash Drawers on page 31 7 Type FSS as thedescription 8 Select an appropriate cash on hand account This account is a pass through account used for recording a deposit s temporary location Note Make sure to select the FSS cash drawer as the direct debit cash drawer after mapping the FSS development to the FSS escrow account WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 227 of 253 User Manual 10 2011 Set Up FSS Development Even though the common scenario is to have one FSS development you can set up two different FSS developments one for PH and one for S8 This prohibits any Section 8 FSS activity from interfering with Public Housing normal operations and separates tenants for reporting purposes See Setting Up Developments on page 19 9 Type FSS or S8 FSS as the code and description 10 Select the recurring payments bank account this is the
11. The Tenant Information tab appears again with the vacancy notice date now cleared WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 101 of 253 User Manual 10 2011 Receiving Keys from Tenants You can only record receiving keys for unsubsidized tenants in Tenant Accounts Receivable Completing the Receive Keys Wizard moves out an unsubsidized tenant without ending their lease Note Use the Terminate Lease Wizard to end an unsubsidized tenant s lease See Terminating Leases on page 103 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table 2 Select how you want to order the tenant lease table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant lease to match the criteria is highlighted in the table 3 Highlight the tenant lease record you want to work with and double click or click af The Tenant Management screen opens with the Tenant Information tab selected 4 Click 4 7 and select Receive Keys from Tenant from the menu that appears The Receive Keys Wizard is initiated Specify the date the keys were returned from the tenant Click START to continue Review and confirm the information and then click FINISH to record the receiving of keys and move out the tenant The Tenant Information tab appears again The keys returned date you specified in the wizard now disp
12. They can be printed for a user selected date range usually for the current or just past month but can be for a longer time period The user has the option of selecting tenants or customers only or all If the user selects tenants registers can be for all tenants active leases or expired leases These reports can be printed in order by last name unit number EPF file account number or the numeric unit See Setting Up Registers on page 9 Custom Reports If the user has the necessary security rights and is included in the Report Group inthe Custom Report Writer program for Receivables Reports then all custom reports designated as Receivable Reports Group reports are listed on the Custom Reports tab If the user does NOT have the necessary security rights the Custom Reports tab is unavailable and does not appear on the screen WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 206 of 253 User Manual 10 2011 Tenant Accounts Receivable amp General Ledger This topic provides additional information on the basic setup of receivable accounts why actions taken have different affects on account balances and how data flows from the Tenant Accounts Receivable program to the General Ledger program For more information on balancing TAR to GL please see the Balancing TAR to GL at a Glance topic Within any accounting system there is what is referred to as the General Ledger This isa tracking system designed to accumulate f
13. Value True or False o Ifyou set this policy to True the program will allow multiple people to work with one cash drawer o If you set this policy to False the program will allow only one cash drawer per person Note All cash drawers must be closed before this policy can be changed General Ledger Auto Accept GL Batches Created from TAR Value True or False WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 55 of 253 User Manual 10 2011 o If you set this policy to True the General Ledger program will automatically accept GL batches created in the TAR program Post Receivables Transactions to General Ledger o If you set this policy to True the program will automatically post Receivables transactions to General Ledger Note Since closed months do not post make sure to close months that you don t want to post FIRST Miscellaneous What Date Should Be Used for the Beginning Balance This date is displayed on the Account Details and Account Summary tabs to determine the beginning balance This is NOT used for reports or statements Value True or False o If you set this policy to True the date used for a tenant s beginning balance will be the end of the last month o If you set this policy to False the date used for a tenant s beginning balance will be the last closing date What Date Should Be Used for the Ending Balance This date is displayed on the Account Details and Account Summary ta
14. 11 Step 1 of the Print Form Letter Wizard opens with the generated form letter displayed in a table Click NEXT to continue 12 Review and confirm the form letter you are about to print and click FINISH A Print window appears where you can set the appropriate print settings for your particular printer You have successfully generated an individual form letter Hint If you need to cancel the form letter generation use the CTRL ALT C keyboard shortcut WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 108 of 253 User Manual 10 2011 Correcting Lease Start Dates You are able to record changes to lease start dates for both your subsidized and unsubsidized tenants The new lease start date that you apply in Tenant Accounts Receivable is automatically updated in Occupancy and Rent Calculation 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table 2 Select how you want to order the tenant table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant to match the criteria is highlighted in the table 3 Highlight the tenant record you want to work with and double click or click of The Tenant Management screen opens with the Tenant Information tab selected 4 Click S on the toolbar and select Lease Start Correction from the menu that appears The Lease Start Date Correction
15. 2011 159 of 253 User Manual 10 2011 Adding Receivable Credit Memos A receivable credit memo is an adjustment to a receivable to decrease the amount of the receivable that the tenant owes This will NOT affect the ending balance of the account You can also add credit memos and recurring credit memos to AR accounts revolving charge accounts and mortgage accounts See Adding Credit Memos Adjustments on page 156 See Adding Recurring Credit Memos on page 158 Note A receivable is not a new charge It is simply an amount currently due out of a greater total amount that a customer already owes in a particular account Unlike most other transactions receivables have no effect on the balances of the accounts in which you create them In other words a receivable itself never actually posts to an account 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and click on the toolbar Select Add Receivable Credit Memo from the menu that appears The Add Receivable Credit Memo Wizard is initiated
16. 9 Select the Account Types Included sub tab at the bottom of the screen 10 Click bg to add an account to the new interest policy The Add Account to Interest Policy Wizard appears The interest profile and interest policy you just added is displayed on the first screen of the wizard Note The interest policy that is highlighted on the Interest Policies tab of the Maintain Interest Profiles screen is the policy to which you are mapping an account type 11 Select the account type to be affected by this policy from the drop down list o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 12 Click NEXT review the account type s information and then click FINISH to add the new account type The Maintain Interest Profile Setup screen appears again You are now ready to set up the interest to specific account type s Now that you are finished setting up the needed information to make an interest application to account s possible you are now able to apply the actual interest to those account types Applying interest to accounts can be accomplished in the Periodic Processing area of the TAR program See Applying Interest to Accounts on page 190 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 73 of 253 User Manual 10 2011 Setting Up Interest for Account s After setting up interest profiles you need to identify the g
17. Details tab Displayed in a table are all the tenant s customer s active account transactions Hint You can click f on the toolbar to see a detailed view of the tenant s transactions The detailed view reports each transaction s beginning balance charges payments transfers and ending balance Hint If you want to remove transaction reserves for an inactive account select Inactive from the view accounts drop down list 5 Select the customer account for which you want to remove transaction reserves 6 Click on the toolbar and select Recalculate Balance from the menu that appears The Recalculate Balance Wizard is initiated Select the Remove Transaction Reserve except FSS option and click START Confirm your choice and click FINISH The Account Details tab appears again Rebuilding Payment Apply Information This removes all apply records and rebuilds them from the beginning of the account Please note any completed balance transfers on the account will be lost 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 122 of 253 User Manual 10 2011 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The fir
18. Generating Monthly Transactions on page 180 Adjustment Listing is a report of all adjustments applied to customer accounts during a specified date range You have the ability to select for a single or combination of developments and for a single or combination of charge types This report may be in the order of the customer name customer number or transaction date Account Transfers is used to list transfers between customer accounts during a specified date range such as transferring a security deposit to the accounts receivable account to pay for WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 203 of 253 User Manual 10 2011 charges due You have the ability to select for a single or combination of developments and may be sorted inthe order of the customer name customer number or transaction date Aged Balance Report is a listing of all tenants and their customer accounts showing the ending balance as of the selected report date and columns showing how past due the receivable amount is as of that date This report can be for one or more selected developments and may be sorted in the order of the customer name or by customer number This report has an option to select all or a single customer account type There is also a checkbox to exclude customers with zero or credit balances You may also select all tenants tenants with active leases or tenants with expired leases The columns in the report are ordered so that y
19. Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and double click or click af The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Recurring Transactions tab Displayed in a table are all the tenant s customer s recurring transactions 5 Click on the toolbar and select Add Recurring Payment from the menu that appears The Add Recurring Payment Wizard is initiated Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 6 Select the account to which you are adding the payment o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 7 Enter a description for the payment 8 Select the type of payment you are adding o This is your agency defined list of payment types which
20. Onthe Main Menu screen click PERIODIC The Periodic Processing screen opens 2 Select the Monthly tab and click GENERATE URP REFUNDS The Generate URP Refunds Wizard is initiated 3 Click START specify the processing date all refunds as of this date will be generated and check the checkboxes of the developmentsyou want to work with By default all developments are checked o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Hint Click Z Makan atk 4ll_ to check all checkboxes click O Unmatk Al to uncheck all checkboxes 4 Click OK and then click NEXT to prepare the refunds for the selected development s A green checkmark appears next to the Prepare Refunds step when it is completed 5 Click NEXT to continue Depending on your agency s policy the Edit URP Refunds screen appears and you can adjust any tenants refund amounts See Setting Policies on page 50 f your agency has not elected to allow editing of refund amounts please continue with step 9 o The screen displays all tenants who are eligible for refunds in alphabetical order along with the account into which their refunds will be deposited the amount of their refund and whether or not to prepare their refund during this processing 6 Review and confirm the refund amounts Click within the refund amount field for the tenant s you want to adjust and edit the amount
21. Types on page 40 6 Click to return to the Receivables Setup screen select the Offices and Accounts tab and then click TRANSACTIONS The Maintain Transaction Types screen appears WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 230 of 253 User Manual 10 2011 Click ks on the toolbar The Add Transaction Type Wizard is initiated Enter a description such as Section 8 HCV Repayment click START and then click FINISH to add the new transaction type The Maintain Transaction Types screen displays again Note If your agency charges repayment interest make sure to add a Section 8 Repayment Interest transaction type as well Set Up Repayment Revolving Charge Account See Setting Up Account Types on page 45 9 10 11 12 13 14 Click _ to return to the Receivables Setup screen select the Offices and Accounts tab and then click ACCOUNTS The Browse Customer Account Types screen appears Click E on the toolbar The Add Account Type Wizard is initiated Enter a description such as Section 8 HCV Repayment and select Revolving Charge Account as the type of account Click START to continue Select Repayment Agreement Register as the default register Statement Standard as the default statement and a default bill optional Click NEXT to continue Review and confirm the information you have set up and click FINISH to save and create the new account
22. Types on page 45 11 Click NEXT 12 Review and confirm the void information and click FINISH to save and apply the void The Account Details tab appears again with the voided refund request displayed in the table Note If a refund request is attached to an invoice in Accounts Payable you must manually void that invoice in Accounts Payable AFTER voiding the refund request in Tenant Accounts Receivable WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 164 of 253 User Manual 10 2011 NSFs NSFs are insufficient fund fees that can be added toa tenant costumer account When recording an NSF you are able to add the amount charged to tenant by PHA the fee applied to the tenant s account by the PHA when a check the tenant has given as payment is returnedby the bank as NSF and the amount charged by the bank to the PHA the fee that the PHA is charged by the bank when a tenant check is returned NSF Recording NSFs Reversing Recorded NSFs Note Click here to find out how NSFs affect General Ledger See Balancing TAR to GL at a Glance on page 211 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 165 of 253 User Manual 10 2011 Recording NSFs You can add an insufficient fund fee NSF to a tenant costumer account in two ways either asa non recurring charge or as arecorded NSF See Adding Charges on page 125 Adding an NSF asa charge only adds the charge amount to the tenant customer a
23. Up Interest Profiles When setting up interest profiles you need to add the basic profile information and then set up and map the profile to an interest policy or set of rules and specific account type s Tips and Hints o You cannot have multiple profiles per development but you can have multiple policies for the same account type and time period per profile This results in interest only being applied once for each policy in monthly processing In order to delete a profile all developments must be removed from the profile first Also all account types must be removed from a policy in order to delete a policy Once a profile or policy has been used they cannot be deleted Removing all developments and or account types however will make them inactive Enter Basic Profile Info 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the Profiles and Policies tab and then click INTEREST The Browse Interest Profiles screen opens with all available interest profiles displayed in a table Click on the toolbar The Add Interest Profile Wizard is initiated Enter a description to identify the profile and then check the checkboxes of the developmentsyou want to include in the profile o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Note You are only able to have one profile per developme
24. a high risk that numbers posted to General Ledger can change unexpectedly Therefore there is a limit on the number of months the system can be open the default setting is 3 months open Value User specific o From the value drop down list select the number of months that can remain open in TAR Tenmast recommends allowing 3 months to stay open but no more than 6 months Description Used for Re open Certifications Lease Undo Value User specific WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 58 of 253 User Manual 10 2011 o From the value field enter the description you d like to use for a re opened certification formerly known as Lease Undo For example Lease Reversal Lease Undo Re open Lease Adjustment WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 59 of 253 User Manual 10 2011 Late Fees Ona regular basis usually daily you need to generate late fees for overdue payments Before generating the late fees however you need to first set up late fee profiles Late fee profiles are detailed descriptions of alate fee After setting up a late fee profile you are then able to quickly process late fees using the information described in the profile Setting Up Late Fee Profiles WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 60 of 253 User Manual 10 2011 Setting Up Late Fee Profiles When setting up late fee profiles you need to add the basic profi
25. accounts receivable 2 Increase debit cash on hand Reconcile the Cash Drawer amp Deposit the Money 1 Decrease credit cash on hand 2 Increase debit cash in bank Enter a Credit Memo on Account This action removes the charge so it is a reversal of the original charge process 1 Decrease credit accounts receivable 2 Decrease debit the income account Record an NSF Check Increase debit accounts receivable for the amount of the check and any fees added 2 Decrease credit cash in bank for the amount of the check and any fees charged by the bank 3 Increase debit fees charged expense for the amount of the fee the bank charged 4 Increase credit fees income for any amount of fees the HA charges the tenant EPF File Import This action is an automated payment process That is a file received from the bank is imported and records a paymenton multiple accounts simultaneously This action creates a series of transactions with the same affect as paying on the account reconciling the cash drawer and making a deposit Direct Debit This is a series of actions from a charge through a payment to a deposit all completed automatically and simultaneously During the monthly process of generating charges two sets of transactions are generated One is a charge and the other is the payment record The payment WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 211 of 253 User Manual 10 2011 record may or
26. accounts will be automatically created Cash Drawers Allow Balance of Cash Drawer if Drawer is Out of Balance Value True or False WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 54 of 253 User Manual 10 2011 o If you set this policy to True the program will allow a cash drawer to be balanced if the drawer is out of balance o Ifyou set this policy to False the program will not allow a cash drawer to be balanced Allow Deposit of Cash Drawer if Deposit is Out of Balance Value True or False o Ifyou set this policy to True the program will allow a cash drawer to be deposited if the deposit is out of balance o Ifyou set this policy to False the program will not allow a cash drawer to be deposited Deposit Wizard Default Cash Drawer to Select all Cash Drawers Value True or False o Ifyou set this policy to True all cash drawer sessions will be selected as the default on step 2 of the Make Deposit Wizard o Ifyou set this policy to False a specific cash drawer session will not be selected on step 2 of the Make Deposit Wizard Allow One Person to Access Multiple Cash Drawers Value True or False o If you set this policy to True the program will allow a user to access multiple cash drawers o If you set this policy to False the program will allow a user access to only one cash drawer Note All cash drawers must be closed before this policy can be changed Allow One Cash Drawer for Multiple People
27. agency and has an overall credit balance you can enter a refund request to issue a refund check to the customer Refund requests can be created for allaccount types If you use the Accounts Payable program a refund request created in Tenant Accounts Receivable generates an invoice in that program Accounts Payable then generates a check to the customer in order to pay the invoice 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table Highlight the tenant customer record you want to work with and click on the toolbar Select Refund Request from the menu that appears The Request Refund Wizard is initiated Hint You can also access the Request Refund Wizard from the Account Summary and Account Details tabs on either the Tenant Management screen for tenants or the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 5 Enter a description for the ref
28. agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Hint Click Z Makan Mark AII fo check all checkboxes click L Unmark AI to uncheck all checkboxes 4 Click OK and then click NEXT to prepare the late fees for the selected development s A green checkmark appears next to the Prepare Late Fees step when it is completed 5 Click NEXT to continue The Late Fees Listing appears with all late fees to be generated displayed Review and confirm the late fee information and click to print the report if necessary Click CLOSE to return to the wizard Click NEXT You have successfully generated late fees WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 177 of 253 User Manual 10 2011 Posting to GL Ona daily basis you need to post to General Ledger the transactions created by the Tenant Accounts Receivable program asa result of maintaining your tenant accounts ls 2 On the Main Menu screen click PERIODIC The Periodic Processing screen opens Select the Daily tab and click POST TO GL The Post to General Ledger Wizard is initiated Click START specify the processing date all transactions as of this date will be posted and check the checkboxes of the developmentsfor which you want to post transactions By default all developments are checked o This is your agency defined list of developments which you maintain in the Se
29. as necessary 7 Ifyou do not want to prepare a refund for a particular tenant uncheck the appropriate prepare refund checkbox Click OK and then click NEXT to continue The Refunds Listing appears with all refund to be generated displayed BS 10 Review and confirm the refund information and click to print the report if necessary 11 Click CLOSE to return to the wizard WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 183 of 253 User Manual 10 2011 Note At this point no changes have been made to the tenants accounts If you need to make corrections use the BACK button to return to the appropriate step or click a to exit out of the wizard completely 12 Click NEXT You have successfully generated PH URP refunds Generating Direct Debit ACH After generating monthly transactions and gathering recurring payments you can then quickly generate a direct debit file Generating a direct debit file is in most cases a monthly process and can be accomplished in the Periodic Processing area of the Tenant Accounts Receivables program Note You must first gather all customer payments transactions in order to create and generate the direct debit file 1 On the Main Menu screen click PERIODIC The Periodic Processing screen opens 2 Select the Monthly tab and click GENERATE DIRECT DEBIT ACH The Generate Direct Debit ACH Wizard is initiated Hint Even though the generate direct debit ACH option is
30. by adding them as columns You are limited to 14 columns per register 9 Enter the heading name for the column and then select the action or transaction type associated with the column heading from the drop down list o This is your agency defined list of transaction types which you maintain in the Setup area of the program See Setting Up Transaction Types on page 40 10 Click OK to save and apply your changes Or click ADD ANOTHER to clear the screen for another entry 11 Repeat until all necessary transactions columns have been created Hint To edit details of an existing register use f on the toolbar of the Browse Registers screen To edit the register name or to change the register s column format select Register from WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 9 of 253 User Manual 10 2011 the menu that appears after clicking the icon the Edit Register Wizard is initiated where you can modify those details To edit the register s column details select Edit the Maintain Register screen appears where you can select the column you want to modify Example Accounts Receivable AR Register Example Revolving Account Register Example Escrow Account Register AR Register Example AnAR account type register tracks the activity of your AR accounts Examples of AR accounts are tenant accounts receivable and collection loss Register Name example Monthly Rental Register Column Forma
31. click GENERATE MONTHLY TRANSACTIONS The Generate Monthly Transactions Wizard is initiated 3 Click START specify the processing date one individual transaction for each recurring transaction record in effect for any customer will be generated as of this date and check the checkboxes of the developmentsfor which to generate monthly transactions By default all developments are checked o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Hint Click Z Makan Mark AII fo check all checkboxes click Z Unmark AI to uncheck all checkboxes 4 Click OK to save your choices and close the screen A green checkmark appears next to the Select Processing Date and Development s step verifying that you have completed it 5 Click NEXT to prepare the transactions for reporting and processing A green checkmark appears next to the Prepare Transactions step verifying that you have completed it 6 Click NEXT to preview and print register reports for the prior period The Select Registers for Generate Monthly Transactions screen appears with all available registers displayed in a table BS 7 Ifnecessary highlight and click to print any registers for review and for your records Hint Click a on the toolbar to access the Browse Registers screen From this screen you can set up edit or delete a register See Setting Up Registers on page 9 W
32. customer Enter All Payment Types and Amounts 5 Ifnecessary select the appropriate cash drawer in which to take the payment Depending on your agency s policy you may be able to select from multiple cash drawers in which to take a payment Note If the tenant lives in a development that has multiple cash drawers mapped to it those cash drawers will display in the cash drawer field and the payment will be appropriately distributed 6 Depending on your agency s policy you may see an only take payment on current lease accounts checkbox If you want to apply payments to any other account any account NOT attached to the tenant s current lease an account without a unit number or with a different unit number from the unit in which the tenant is currently living uncheck the checkbox By WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 135 of 253 User Manual 10 2011 default this checkbox will be checked but unchecking the checkbox allows you to override the current policy during the payment process for a particular customer 7 Verify or enter the payment date defaults to today s date and choose whether or not to print a receipt by checking or unchecking the print receipt checkbox 8 Inthe payment table in the middle of the screen click within the first cell immediately below the Amount header If you have not changed the payment date or print receipt field this cell of the table is active by default 9 Type
33. description is already provided for you 10 Click NEXT 11 Review and confirm the void information and click FINISH to save and apply the void The Account Details tab appears again with the voided transfer displayed in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 154 of 253 User Manual 10 2011 Credit Memos or Adjustments A credit memo adjustment is a transaction that will reduce the amount of charges on a customer s account A receivable credit memo is an adjustment to a receivable to decrease the amount of the receivable that the tenant owes This will NOT affect the ending balance of the account Adding Credit Memos Adding Recurring Credit Memos Adding Receivable Credit Memos Voiding Transactions Note Click here to find out how credit memos affect General Ledger See Balancing TAR to GL at a Glance on page 211 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 155 of 253 User Manual 10 2011 Adding Credit Memos Adjustments You can use credit memos to add a credit adjustment to the balance of your tenant customer s accounts receivable accounts AR revolving charge accounts or mortgage accounts You can also add recurring credit memos and add receivable credit memos to escrow accounts See Adding Recurring Credit Memos on page 158 See Adding Receivable Credit Memos on page 160 Caution A credit memo CANNOT be used as a flat adjustment to a tenant s bal
34. developments have a specified account number Click Bb to exit and return to the Development Account Mapping tab 9 Repeat until allaccount types have revenue accounts mapped to their associated developments Now that you are finished setting up the needed information to make an interest application to account s possible you can now apply the actual interest to those account types Applying interest to accounts can be accomplished in the Periodic Processing area of the TAR program See Applying Interest to Accounts on page 190 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 74 of 253 User Manual 10 2011 EPFs Before setting up an electronic payment file EPF you will need to work closely with your bank to create a file that contains the following 4 pieces of information This file must then be given to Tenmast and the information will be available to you during set up of an EPF o Sequence number that identifies transaction used for tracking purposes stops payment from being applied twice o 8 digit account number sent to bank by Tenmast This is a unique identifier number given to each customer o Payment date and format is accepted o Payment amount Note Also if your bank requires an OCR line please contact Tenmast with the check digit if required as well as the guidelines for how to compute the line A default OCR line is available on the Standard Statement Coupon and you can change th
35. due on these accounts but the account balances are not affected until actual payments are made Revolving Charge Accounts Use this category for revolving charge accounts such as repayment agreements retroactive rent agreements and promissory notes A customer with a revolving charge account keeps an overall account balance and owes a monthly receivable to the account For example the customer may owe your agency a total of 1000 but the minimum monthly payment is only 50 Your agency can charge interest on the balances of these accounts Mortgage Accounts Use this category for mortgages e g for a mortgage in the Section 8 Homeownership program or for a home purchase financed by your agency A customer with this type of account has a mortgage principal balance and the amount of principal and interest charged to the account is different each month You will set up separate escrow accounts for any escrow amounts related toa mortgage such as taxes or insurance Defining Your Customer Account Types You can subdivide these four categories into multiple agency defined customer account types For example you might have a customer account type for security deposits and a separate account type for pet deposits both of which would fall under the Escrow category Each of your customer account types has an account description and is assigned to one of the four categories Here are some customer account types you might consider Accoun
36. each report opens sequentially in its own report preview screen 14 View print and or save the reports as needed 15 Click CLOSE to exit the report preview screens When you close the preview screen for the last report or if you selected no reports a green checkmark appears next to the Print Out Other Reports step verifying that you have completed it 16 Click NEXT A message box appears informing you that you have successfully completed the wizard 17 Click OK through the message You have successfully closed a receivables month WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 193 of 253 User Manual 10 2011 Form Letters Overview The WinTen Applicant List Occupancy and Rent Calculation and Tenant Accounts Receivable programs are all capable of processing and printing form letters You are able to generate a batch of form letters for any group of tenants or customers who are managed in the Tenant Accounts Receivable program in the Form Letters area of the program Generating a Form Letter Batch Note For information on how to generate an individual form letter for a specific tenant please see the Generating Individual Form Letters topic For information on how to set up a form letter template please see the Setting Up Form Letter Templates topic WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 194 of 253 User Manual 10 2011 Generating a Form Letter Batch You are able to gen
37. from the developments that uses the account type transaction type combination Each customer payment that matches a given transaction development and account type will post to the income account you identify 1 Onthe Maintain Customer Account Types screen highlight the account type you want to work with in the table Note The account type that is highlighted on the Main tab of the Maintain Customer Account Types screen is the account type to which you are mapping and are working with 2 Select the Transactions Included in Account tab All mapped transaction types display in a table 3 Highlight the mapped transaction type you want to work with and click the ACCOUNT MAPPING button at the bottom of the screen The Maintain Transaction Ledger Accounts screen appears with all mapped developments displayed in a table Note The transaction type that is highlighted on the Transactions Included in Account tab of the Maintain Customer Account Types screen is the transaction type to which you are mapping and are working with Select the general ledger income account to which you post payments received for this account type and transaction type You maintain your general ledger accounts in the General Ledger program Highlight the development you want to work with and click Click H to save to apply your changes and map the income account Repeat steps 4 6 until all developments are mapped to an income account Click amp to exit and retu
38. given the wrong payment and double click or click af The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Payment History tab Displayed in a table are all the tenant s customer s payments 5 Inthe payment table select and highlight the payment you want to reapply to another account and then click 4 on the toolbar 6 Select Re Apply Payment from the menu that appears The Re Apply Payment Wizard is initiated Step 1 of the wizard holds a grid that displays the payment date the account to which the payment was applied the payment amount and the employee user who took the payment Note If more than one record is displayed in the grid the payment was either split between accounts and or transactions or a pre payment was taken on the account at the same time as the regular payment If this is the case you can only choose one portion of the payment you want to re apply at a time but you can repeat the wizard until the entire payment is re applied 7 Select the payment or portion of the payment you want to re apply and click START Step 2 of the wizard displays all transactions for the account in a table and the total amount you are able to re apply is displayed at the top of the table 8 Enter the amount to apply for the appropriate transaction s Note All entered amounts to apply must sum to 0 Also each added am
39. have set up and click FINISH to generate the pre note file The file is now saved in the designated file location and can be sent to the bank at any time Approve the Pre Notes After generating the pre note file the bank will approve and verify the information You must then manually approve the pre notes in the program in order to cancel the pre note designation you set up for the customers If you do not complete the Approve process the pre note status will remain pre notes will be regenerated and direct debit for the customer s will not be successful 11 From the Main Menu screen click SETUP select the Offices and Accounts tab then click BANK ACCOUNTS The Maintain Receivables Bank Accounts screen appears WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 35 of 253 User Manual 10 2011 12 Click a 7 on the toolbar and select Maintain Bank Account Info The Select Bank Account screen appears with all bank accounts displayed in a table 13 Highlight and select the bank account for which you want to generate pre notes This is the account which handles your agency s customer ACH accounts 14 Click on the toolbar The Browse Unapproved ACH Pre Note screen opens with all tenants with an unapproved pre note displayed in a table 15 Click and select Approve ACH Pre Note The Approve ACH Pre Note Wizard is initiated 16 By default all pre notes listed in the table will be included for appro
40. interest bearing escrow account money will go into Hint All other default values must be selected here after as they are set up For example after setting up a default interest profile you should return and select it here Map FSS Development to FSS Escrow Account Type See Mapping Development Accounts on page 46 11 Select the FSS or S8 FSS development from the development name drop down list 12 Select your GL account for FSS transactions as the posting account number usually an AP Family Self Sufficiency 2100 account liability account and an FSS savings account in which to place payments as the bank account number 13 Select the FSS cash drawer as the direct debit cash drawer If this is not checked nothing will post to the TAR account Map Cash Drawer s to FSS Development See Mapping Development Accounts on page 46 14 Select one or more cash drawers When taking a payment for the FSS development the cash drawer s you select here will be available to work with Map FSS Escrow Interest Transaction Type to FSS Escrow Account Type See Mapping Transaction Types on page 47 15 Select the FSS Escrow Interest transaction type you previously created as the transaction description and enter the payment apply order for past due and current amounts Map GL Fund Account to FSS Escrow Account See Mapping Income Accounts on page 48 16 Select the appropriate income account for example a 3110 income renta
41. inthe amount of the payment 10 Press TAB on your keyboard to highlight the next Type of Payment table cell Select the type of payment from the drop down list that appears o This is your agency defined list of payment types which you maintain in the Setup area of the program See Setting Up Payment Types on page 38 11 Press TAB on your keyboard to highlight the next Reference Number table cell 12 Enter the reference number if any for example a check number or money order number 13 Press ENTER on your keyboard A new table row appears with your cursor already placed in the first Amount cell and ready for another payment entry if necessary Hint You can include multiple payment methods within one payment for example a tenant customer could give you a check a money order and cash at the same time all of which you could include in one payment Just enter all the separate amounts payment types and reference numbers in the payment table to equal the correct Total Amount Due Optional Step 1 Select Accounts to Pay Now If the tenant customer is paying more than the Total Due Now you can take a prepayment on selected accounts In order to make a prepayment the total payment as displayed in the Amount Received field must be greater than the Total Amount Due field 14 Click QI the View Account Balances for Payment Distribution screen opens On this screen you can view the tenant s customer s account balances an
42. is designed to show the amount and percentage of rent collections over a specified period of time It can be run for one or any combination of developments and for one or multiple customer account types This can be printed showing the detail of each tenant or by summarizing each development without the tenant names In detail form tenants with zero amounts on all columns may be excluded There is an option to include a final page at the end of the report that details and explains the columns on this report and how they relate to each other Cumulative Rent Receivable Summary Report is a summary of the rent charged and collected with percentage collected for one or more developments for a specified date range Balance Transfer Reportis a summary of all balance transfers within the system for a specified date range This report can be for a single all or any combination of developments for AMP reporting ability and for any combination of customer account types For ease in viewing each individual balance transfers details are separated out by development account type and then the actual balance transfer description and amounts And at the end of the report there is asummary WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 204 of 253 User Manual 10 2011 of all balance transfers separated by balance transfer description customer tenant name account type and development For example Development Account Type Cust
43. letter template 18 Click EL again The Browse Templates screen displays with the newly created form letter highlighted in the table The template is now available for use and you can generate individual form letters for tenants managed in the program See Generating Individual Form Letters on page 108 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 16 of 253 User Manual 10 2011 Termination Reasons You may at times need to terminate a tenant lease Your agency maintains in Setup your custom list of possible reasons for terminating a lease Setting Up Termination Reasons 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the General Settings Developments Units tab and then click REASONS The Maintain Termination Reasons screen opens with all available termination reasons displayed in a table 2 Click a on the toolbar and then enter the termination reason in the textbox at the bottom of the screen 3 Click H to save and apply your changes The new termination reason now displays in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 17 of 253 User Manual 10 2011 Developments The Tenant Accounts Receivable program provides full support for agency definable AMP project accounting and management Your first step in the AMP project accounting process is to create one record for each of your developments After you set up your development re
44. order in which payments are applied to charges and accounts in the program B bank account ID The account ID to which a receivables bank account is associated bill A record of what is Due Now by a customer on all accounts as of the date of the bill C cash drawer sessions The time between the opening and closing balancing of a cash drawer A session usually but not always corresponds to one day An open session is one that has not yet been fully deposited WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 236 of 253 User Manual 10 2011 charge A financial liability a customer owes to the housing authority A charge WILL post to General Ledger whereas a receivable will NOT post to General Ledger credit memo A credit adjustment to the balance of a tenant s customer s accounts receivable accounts AR revolving charge accounts or mortgage accounts customer An entity or individual either a tenant or a non tenant who pays money to your agency and can have any type of account Tenant Accounts Receivable contains one customer record for each of your receivables customers D data source The selected data from one or more WinTen databases from which a template generates individual form letters Tenmast sets up data sources during program installation development Either a grouping of accounts or a representation of a physical building direct debit or ACH this is a series of ac
45. receipts o If you set this policy to False the program will show the transactions only up to the payment date on receipts Include the Receivables Transaction on Receipts Statements Your receipts and statements for accounts other than accounts receivable may not balance correctly if the tenant also has receivables transaction s attached to their lease To avoid this you have the ability to exclude receivables transactions on your receipts and statements with this policy setting o If you set this policy to True the program will list the receivables transactions and the security deposit account receipt statement will show a correct balance o Ifyou set this policy to False the program will not list the receivables transactions and the receipt statement will also show a correct balance Note This is for account types other than Accounts Receivable EPF Electronic Payment File Deposit Cash Drawer Automatically Value True or False o If you set this policy to True the cash drawer will automatically deposit after processing an electronic payment file EPF Late Fees Late Fees Apply Late Fees with the Variable Date Value True or False o If you set this policy to True the program will use a date with the first of the following month for the transaction date o If you set this policy to False the program will use a date of the day after what is in the policy setting WT2 Tenant Accounts Receivable Copyright Tenmas
46. record you want to work with and double click or click af i The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Selectthe Recurring Transactions tab Displayed in a table are all the tenant s customer s recurring transactions 5 Click on the toolbar and select Add Recurring Charge from the menu that appears The Add Recurring Charge Wizard is initiated Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 6 Select the account to which you are adding the charge o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 7 Select the type of charge such as Rent o This is your agency defined list of transaction types which you maintain in the Setup area of the program See Setting Up Transaction Types on page 40 8 Enter a description for the charge and enter the amount that the tenant customer is charged each month 9 Ifnecessary enter a maximum amount When this amount is reached the recurring charge will stop 10 Check the checkbox if the recurring charge is an annual recurrence for example lawn mowing or snow shoveling 11 Specify the start month and start year or when the re
47. rule that controls how the program behaves in certain situations For example should it print a receipt by default or not R receivable A transaction that records that a tenant owes you money The difference between a receivable and a charge is that a charge WILL post to General Ledger whereas a receivable will NOT post to General Ledger receivable credit memo An adjustment to a receivable to decrease the amount of the receivable that the tenant owes This will NOT affect the ending balance of the account receivables office Office where the HA will take payments recurring charge Charge that is the same each month such as a rent cable or garbage collection charge recurring receivable Automatically creates an individual receivable each month that the recurrence is in effect Most often used for repayment agreements and for certain types of escrow accounts such as security and pet deposits for which a customer makes regular monthly payments until the full amount is paid The individual monthly receivables have no effect on the balances of the accounts in which they are created In other words a receivable itself never actually posts to an account When the customer makes a payment on a receivable the payment posts to the account and reduces the balance recurring transaction A transaction that happens on a monthly basis such as rent pet rent garage fees and lawn care fees WT2 Tenant Accounts Receivable Copyrig
48. s accounts receivable AR account line items viewable on Account Details tab Rent 10 FSS Credit 25 FSS Escrow HA Portion 25 Balance 10 URP 10 Due 0 Tenant s FSS account line items viewable on Account Details tab FSS Escrow Due 25 FSS Escrow HA Portion 25 Balance 25 Due 0 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 226 of 253 User Manual 10 2011 Setting Up FSS S8 Even though the common scenario is to have one FSS development you can set up two different FSS developments one for PH and one for S8 This prohibits any Section 8 FSS activity from interfering with Public Housing normal operations and separates tenants for reporting purposes The first step in setting up FSS processing for your PHA is setting up the FSS escrow information in Tenant Accounts Receivable TAR that will be updated from changes completed in Occupancy and Rent Calculation ORC Click the links below to access the related topics Set Up FSS Bank Account See Setting Up Bank Accounts on page 34 1 Select an appropriate bank account ID from the drop down list This is usually a GL asset account that can be set up for Check Reconciliation in TAR 2 Type FSS as the description Note HUD does not require a separate S8 and PH FSS bank accounts But your agency s policy could require this If this is the case type S8 FSS or PH FSS as the descriptions Set Up FSS Escrow Payment Type
49. setup information described in the profile Processing EPFs is in most cases a daily process and can be accomplished in the Periodic Processing area of the Tenant Accounts Receivables program 1 2 On the Main Menu screen click PERIODIC The Periodic Processing screen opens Select the Daily tab and click PROCESS ELECTRONIC PAYMENT FILE The Process Electronic Payment File Wizard is initiated Note Even though the Process EPF option is available on the Daily tab there are several options of processing EPFs depending on the bank daily monthly and annually 3 Click START select the electronic payment file profile you want to work with from the drop down list and click OK This is your agency defined list of EPF profiles which you maintain in Setup See Setting Up EPFs on page 76 Click NEXT to continue to the next step of the wizard A window appears where you can browse for the file in your computer s files Select the EPF you want to import and click OPEN the file is validated Click NEXT to continue The Electronic Payment File Exception Listing appears If there are errors exceptions in the file they display here If there are no exceptions click CLOSE to exit the screen Note The file will not process if exceptions are found Please call your bank if there are exceptions and give them the file location of the error 7 Click NEXT The Electronic Payment File Pre Posting Listingopens 8 Review and confirm
50. step If everything is correct click FINISH 10 If you chose to print the letter now on Step 6 of the wizard the program immediately initiates the Print Form Letter Wizard If you chose to print the letter later the program returns to the Tenant Management screen 11 Step 1 of the Print Form Letter Wizard opens with the generated form letter displayed in a table Click NEXT to continue 12 Review and confirm the form letter you are about to print and click FINISH A Print window appears where you can set the appropriate print settings for your particular printer You have successfully generated an individual form letter Hint If you need to cancel the form letter generation use the CTRL ALT C keyboard shortcut WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 97 of 253 User Manual 10 2011 Correcting Lease Start Dates You are able to record changes to lease start dates for both your subsidized and unsubsidized tenants The new lease start date that you apply in Tenant Accounts Receivable is automatically updated in Occupancy and Rent Calculation 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table 2 Select how you want to order the tenant table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant to match the criteria is highlighted in the table 3 Highlight th
51. tab 23 Select the first transaction type to be prepaid and then press TAB on your keyboard to highlight the next Description table cell in the table 24 Enter a description to identify the prepaid transaction 25 Press TAB again to access the Amount table cell and enter the amount of this prepaid transaction WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 137 of 253 User Manual 10 2011 26 Press ENTER on your keyboard A new table row will appear with your cursor already placed in the first Transaction Type table cell and ready for another prepayment entry 27 Repeat steps 22 25 until all prepayments have been entered into the payment table 28 Click NEXT to continue review and confirm the payment information you have set up and then click FINISH WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 138 of 253 User Manual 10 2011 Customizing the Take Payment Wizard There are 5 policies you can use to customize the Take Payment Wizard to your agency s specifications 1 To access TAR policies click SETUP on the Main Menu screen and then click POLICIES The Browse Policies screenopens with all available policies displayed in a table See Setting Policies on page 50 Double click on the policy descriptions listed below or highlight the policy in the table and click f to open the Maintain Policies screen Default Payment Type to be used during the Payment Wizard The payment
52. the electronic payment file details and click NEXT to process the payments 9 Click NEXT again to display all the payments and if necessary SAVE or PRINT the Posting report for your records You can now post the processed payments to General Ledger WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 176 of 253 User Manual 10 2011 Generating Late Fees After setting up late fee profiles you are able to quickly process late fees using the information described in the profile See Setting Up Interest Profiles on page 72 Ona regular basis usually daily you will have to generate late fees for overdue payments 1 Onthe Main Menu screen click PERIODIC The Periodic Processing screen opens 2 Select the Daily tab and click GENERATE LATE FEES The Generate Late Fees Wizard is initiated Note This wizard generates late fees for each date before the processing date for which you have not already generated late fees In other words if you skipped days between generating late fees the wizard will go back and generate the late fees this depends on your late fee Setup options for any days you skipped except any skipped dates for which you have already closed the receivables month 3 Click START specify the processing date all past due balances as of this date will be generated and check the checkboxes of the developmentsfor which you want to generate late fees By default all developments are checked o This is your
53. to allow you much greater flexibility in managing and reporting on your units Note Each PHAS event can have many unit activity types Each unit activity type must correspond to one PHAS event After you have set up your activity types you can assign them to specific activities for individual units Setting Up Unit Activity Types WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 25 of 253 User Manual 10 2011 Setting Up Unit Activity Types 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the General Settings Developments Units tab and then click UNIT ACTIVITY TYPE The Maintain Unit Activity Type screen opens with all available unit activity types displayed in a table 2 Click i on the toolbar and then enter the activity description in the textbox at the bottom of the screen 3 Select the appropriate event description from the drop down list This field offers HUD s ten possible PHAS events Each of your activity types must correspond to one of these events 4 Click H to save and apply your changes The new unit activity type now displays in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 26 of 253 User Manual 10 2011 Unit Disability Types Unit disability types are defined and stored in the Setup area of the program The four provided disability types correspond to HUD defined accessibility categories of a unit Elderly Handic
54. to generate active leases only exclude zero balances exclude credit balances is this a summary statement one line per transaction type 6 Check the export statements checkbox and select the housing authority to which you want to export the statements from the which HA drop down list that appears 7 Check the checkboxes of the developmentsfor which you want to generate statement data By default all developments are checked WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 186 of 253 User Manual 10 2011 o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Hint Click 2 Mak AI to check all checkboxes click Z Unmatk AI to uncheck all checkboxes 8 Click START to continue 9 Check the checkboxes of the account types you want to include in the statement all transactions posted under that account type such as rent late fees utilities and work orders will be included o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 10 Click NEXT to continue 11 Review and confirm the statement information you just set up and click FINISH to generate and export the statements Note It takes several minutes for the Exporting message to appear The Exporting message and the Generate Statements Wizard closes when the expor
55. to remove a previous charge Creates entries in GL that are the reverse of the original charge function WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 208 of 253 User Manual 10 2011 Transfer of balances from one account to another As an account is a detailed listing of transactions that add up to the balance in GL any transfer of the transactions or balance in the account to another accountalso requires corresponding transactions in GL to reflect this transfer Tenant owes on escrow account Use a receivable action to show the amount due but not to change the balance on the escrow account until the payment is actually made Request a refund This action does not by itself create any journal transactions in GL It does however transfer the amounts and appropriate GL account numbers to Accounts Payable to generate a check to affect the refund This check then creates the journal entry that records refund request action Public Housing tenant signs up for FSS program When the tenant qualifies for a transfer of rent paid into the FSS escrow account there are specific transactions and actions used to record this function The first three steps are completed at the beginning of each month The fourth step which is the payment is completed when it is received o Record the normal rent charge o Create a credit memo to reduce the amount due to the regular TAR account for the amount that will be paid into the FSS escro
56. track of unit amenities for two primary reasons The first is simply so they can describe a unit more fully to a new tenant or applicant The second is so they can compare different units often with different amenities when making Fair Market Rent calculations Note The Maintain Unit Amenities function is available in both the Tenant Accounts Receivable program and the Rent Reasonableness program Your agency has only one list of available amenities but you can access and maintain that list from either program Setting Up Unit Amenities WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 23 of 253 User Manual 10 2011 Setting Up Unit Amenities The Tenant Accounts Receivable program already contains a default set of the most common amenities the first eighteen amenities in the list Your agency can change or add to this list if you wish Your first step toward using amenities is to make any necessary customizations to the default list After you have finalized your list of amenities in Setup you can then assign them to individual units 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the General Settings Developments Units tab and then click UNITY AMENITY The Maintain Unity Amenity screen opens with all available unit amenities displayed in a table 2 Click bi on the toolbar and then enter the amenity description in the textbox at the bottom of the screen 3 Ifnecessa
57. type you choose in this policy will always automatically display as the payment type this is usually your more frequently used payment type Default the Pre Payment flag during the Payment Wizard Setting this policy to TRUE will automatically check the pre payment checkbox and create a Pre Payment when the amount paid is more than what is owed Preview Receipt before printing during Payment Wizard Setting this policy to FALSE will print a receipt if the print receipt checkbox is checked without a preview first Default the Payment Wizard to Print Receipt Setting this policy to TRUE will automatically check the print receipt checkbox and print a receipt for every payment taken Restricting Payments to Current Lease Setting this policy to TRUE will only allow you to apply payments on accounts with a balance that are tied to the tenant s current lease Click OK to set each policy value and apply the changes to the program WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 139 of 253 User Manual 10 2011 Adding Recurring Payments Arecurring payment is a payment that is the same each month such as arent cable or garbage collection Note You cannot add recurring payments for customers who are set up for direct debit You must take each payment manually See Taking Payments on page 135 Hint Click here to find out how payments affect General Ledger See Balancing TAR to GL ata Glance on page 211 1 From the
58. when generating monthly transactions but you need to gather and deposit into the cash drawers for each recurring payment using the Gather Recurring Payments Wizard Gathering recurring payments is in most cases a monthly process and can be accomplished in the Periodic Processing area of the Tenant Accounts Receivables program 1 Onthe Main Menu screen click PERIODIC The Periodic Processing screen opens 2 Select the Monthly tab and click GATHER RECURRING PAYMENTS The Gather Recurring Payments Wizard is initiated 3 Click START select the bank account you want to work with from the drop down list and click OK Only the bank accounts that have been set up for direct debit are accessible from the drop down list Hint You can enable direct deposit for a bank account in the Setup area of the program See Setting Up Bank Accounts on page 34 4 Click NEXT Select the developments that you want to work with by checking the checkbox es By default all developments are checked Hint Click Z Makan Mark AII fo check all checkboxes click Z Unmark AI to uncheck all checkboxes 5 Click OK and then click NEXT to continue on with the wizard WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 181 of 253 User Manual 10 2011 6 Select the account types usually Tenant Accounts Receivable that you to want work with by checking the checkbox es o This is your agency defined list of account types which you
59. where the customer s statement s should be sent 8 Click NEXT review and confirm the customer information you have set up and click FINISH to add the new customer The Maintain Customer Information screen appears with the Account Summary tab selected Add Repayment Revolving Charge Account See Adding or Editing Customer Accounts on page 121 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 233 of 253 User Manual 10 2011 9 Click The Add a Customer Account Wizard is initiated 10 Select Section 8 HCV Repayment as the type of account select None for the lease select S8V Section 8 HCV Repayment Agreement as the development enter the account number if necessary and click START 11 Review and confirm the account information you have set up and click FINISH to add the account The Account Summary tab appears again Add Charge how much they owe right now See Adding Charges on page 125 12 Click on the toolbar and select Add Charge from the menu that appears The Add Charge Wizard is initiated Hint You can add a charge from both the Account Summary and Account Details tabs 13 Select Section 8 HCV Repayment as the account and type of charge 14 Enter a description for the charge such as Section 8 HCV Repayment specify the date of the charge when the payment will be applied to the account and enter the full amount of the charge If necessary you c
60. with the new charge displayed in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 128 of 253 User Manual 10 2011 Voiding Transactions A transaction is a type of charge or credit memo and you are able to void any current or future transaction A void transaction nullifies the original transaction making the balance return to the balance prior to the original transaction You also have the option to print a void ticket or void receipt during the void process 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and double click or click af i The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Selectthe Account Details tab On this tab you can view all the tenant s customer s active and inactive accounts and current and future transactions 5 Select the customer account to which the transaction you want to void is associated 6 Click on the toolbar and select Void Transaction fro
61. with all vacant and occupied units displayed in a table 2 Click is on the toolbar to access the Add Unit Wizard Add Basic Unit Info 3 Select the development and building entrance to which the unit belongs o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 o This is your agency defined list of building entrances which you maintain in the Setup area of the program See Setting Up Building Entrances on page 21 4 Enter the unit number HUD unit number if applicable apt and door All fields on this screen are part of the unit s address The unit address comes from the building record you maintain in Setup If the address is incorrect you must make the change in the building record not the unit record Click START to continue Enter the number of bedrooms bathrooms and total square footage of the unit Select the unit s accessibility HUD unit type and utility profile if using utility allowance calculations o The accessibility field offers the HUD defined accessibility categories of a unit which you maintain in the Setup area of the program See Unit Disability Types on page 27 8 If necessary check the checkboxes if the unit is a non dwelling unit merged unit reserved for elderly only or reserved for handicap only Hint The only required field on this step of the wizard is the HUD unit type 9 Click NEXT t
62. 5 Click to add an account to the new direct debit policy The Add Account to Direct Debit Policy Wizard appears The direct debit profile and direct debit policy you just added is displayed on the first step of the wizard 16 Select the accounttype to be affected by this policy from the drop down list such as Tenant Accounts Receivable o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 17 Click START review the account type s information and then click FINISH to map the account type to the direct debit profile The Account Types Included sub tab appears again with the newly mapped account type displayed in a table Map Transaction Type s 18 Highlight the account type you want to work with and click the TRANSACTION TYPES button at the bottom of the screen The Maintain Transaction Types for Direct Debit Policies screen opens 19 Click of on the toolbar and check the checkbox es of the transaction types you want to map o This is your agency defined list of transaction types which you maintain in the Setup area of the program See Setting Up Transaction Types on page 40 20 Click START and then click FINISH to apply your changes and map the transaction type s to the direct debit profile Now that you are finished setting up the needed information to make a direct debit application for accounts possible you can now set up
63. Accounts Receivable you can include multiple payment methods within one payment and then distribute that payment to the tenant s customer s multiple accounts and transactions If the tenant customer also wants to pay more than their total amount currently due in order to pay for future expenses such as rent or utilities you are then able to distribute their prepayment to specific transactions within a selected account Taking Payments o Customizing the Take Payment Wizard Adding Recurring Payments Voiding Payments Re Applying Payments Moving Payments from One Customer Account to Another Note Click here to find out how payments affect General Ledger See Balancing TAR to GL at a Glance on page 211 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 134 of 253 User Manual 10 2011 Taking Payments The Take Payment Wizard allows you to do several processes within one wizard You can include multiple payment methods within one payment for example a tenant customer could give youa check a money order and cash at the same time all of which you could include in one payment and then distribute that payment to the tenant s customer s multiple accounts and transactions If the tenant customer also wants to pay more than their total amount currently due in order to pay for future expenses such as rent or utilities you are then able to distribute their prepayment to specific transactions withi
64. CH information to submit to the bank to verify the validity of the ACH information before the live ACH file is sent WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 116 of 253 User Manual 10 2011 Note Before setting up direct debit and or prenotes you must first set up your direct debit profiles in the Setup area of the program See Setting Up Direct Debit Profiles on page 78 1 NO O A 10 From the Main Menu screen click RECEIVABLES The Browse Customers screen appears with all active customers displayed in a table Select how you want to order the customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first customer to match the criteria is highlighted in the table Highlight the customer record you want to work with and double click or click af The Maintain Customer Information screen opens with the Customer Information tab selected In the Bank Information section check the checkbox to enable direct debit for the customer Select the Direct Debit Information sub tab at the bottom of the screen and click Enter the account holder name and the bank name Select the account type either checking or savings you can only select one all moneys paid to the customer will be deposited into a single bank account and then enter the account number and routing number where money will be deposited In the ACH Processing Information
65. Charge a tenant for rent services late fees or basically anything Creates an entry to increase credit an income account and increase debit the receivable account associated with the type of charge and the tenant s development Tenant makes a payment Creates an entry to decrease credit the amount the tenant owes on the associated receivable account and increase debit the amount of money held in the cash drawer physical drawer desk box or where the money is kept until the deposit is made Caution Charging a tenant and a tenant making a payment require different GL account numbers Failure to use different account numbers for cash in the bank and for the cash drawer will result in incorrectly dated entries in GL s cash in bank account and ultimately no cash flow integrity Deposit is made Decreases credits the cash drawer account and increases debits the cash inthe bank account Tenant check returned by the bank as NSF Records a series of transactions o Decreases credits cash in bank o Increases debits the appropriate accounts receivable account o Creates an additional cost for the charge the bank charges the client o Increases debits the bank charge expense and an additional decrease credit of the amount of cash in bank o Possibly create a tenant charge for the returned check fee which increases debits the appropriate accounts receivable account and increases credits an income account Credit Memo
66. Close button First Page icon Last Page icon Load Report icon Next Page icon Previous Page icon Print Report icon Save Report icon Purpose Print a report or printed document Close the Preview View the first page of a report View the last page of a report Load open a saved report View the next page of a report View the previous page of a report Print a report Save a report Zoom to Fiticon Zoom a report to fit one entire page in the preview window 100 Zoom icon Zoom to Width icon WT2 Tenant Accounts Receivable User Manual 10 2011 Zoom a report to 100 size in the preview window Zoom a report to fill the preview window horizontally Copyright Tenmast Software 2011 251 of 253 TenDocs When using the Tenant Accounts Receivable program you may notice this icon on the toolbar of many of the program screens This icon launches the TenDocs document archive program TenDocs is a Web based document imaging and archiving program integrated with the WinTen suite of programs With this program you have the ability to scan all your agency s electronic files and documents into a secure archive When TenDocs is launched you can scan print and or e mail all your agency s stored documents document images records reports etc that you use in WinTen or any of your daily work processes What TenDocs Does With TenDocs you have the ability to ie Scan documents image documents and store th
67. Creating Balance Transfers Voiding Account Transfers Note Click here to find out how transfers affect General Ledger See Balancing TAR to GL at a Glance on page 211 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 147 of 253 User Manual 10 2011 Creating Account Transfers An account transfer moves an amount from one customer account to another account belonging to the same customer Note The system verifies that the month is open before allowing a transfer to occur If you attempt to complete an account transfer for a date in a closed month a message appears stating that you cannot perform the transfer with a date in a closed month Note Click here to find out how transfers affect General Ledger See Balancing TAR to GL at a Glance on page 211 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and click on the toolbar Select Account Transfer from the menu that appears The Create Account Transfer Wizard is initiated Hint You can also access the Create Accou
68. List is a listing of all leases that will terminate or have terminated within a specified date range You have the ability to select for one or multiple developments leases that started within a specified date range and leases with a certain termination reason You can also change the order so it prints by tenant last name address effective date termination date or unit number ORC Changes Report is a listing of all recertification records from the Occupancy amp Rent Calculation program data This listing should match the Pending Lease Changes report if the same date is used You have the ability to select for one or multiple developments and select changes that are effective within a specified date range You can change the order so it prints by tenant last name effective date of the change tenant SSN or unit number WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 198 of 253 User Manual 10 2011 Unit Report Summaries These reports are found on the Units tab of the Receivables Reports screen Master Unit Listing is a listing of all units inthe program You have the ability to select for one or multiple developments and select for a specified bedroom size or all bedrooms This report can be ordered by unit number apartment number street number bedrooms or street name Vacant Unit is a listing of all units in the program that are vacant as of a specified date You may exclude units from this report if they are fl
69. Manual 10 2011 Maintaining Receivables Customers Throughout the time period in which customers tenant or non tenant pay your agency you may need to periodically review and maintain their information 1 9 From the Main Menu screen click RECEIVABLES The Browse Customers screen appears with all active customers displayed in a table Select how you want to order the customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first customer to match the criteria is highlighted in the table Highlight the customer record you want to work with and double click or click af The Maintain Customer Information screen opens with the Customer Information tab selected Review the general information you have on file for the customer on the Customer Information tab On the Main Information and Address sub tab click of to editSee Management Codes on page 7 the customer s main contact information and unit address If necessary check the necessary checkboxes at the bottom of the tab o Late fee exempt o Only accept cash o Allow payment on account o Apply URP credits to balance o Employee o Separate TAR accounts for every lease o Exempt from statement generation o Exempt from bill generation if On the Statement Address Additional Information sub tab click to editSee Management Codes on page 7 the customer s statement information On the Direct Debit In
70. Memo Wizard is initiated Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 6 10 Select the account to which you are adding the credit memo adjustment You can add a recurring credit memo to AR accounts revolving charge accounts or mortgage accounts only o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 Select the type of credit This is usually the same type as the original charge that you are adjusting o This is your agency defined list of transaction types which you maintain in the Setup area of the program See Setting Up Transaction Types on page 40 Enter a description for the credit memo and specify the amount of the credit memo enter as a positive amount If necessary enter a maximum amount When this amount is reached the recurring credit memo will stop Specify the start month and start year or when the recurring credit memo schedule begins WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 158 of 253 User Manual 10 2011 Hint If you set the start date to a future date the credit memo will be applied the first time you generate monthly transactions on or after that date 11 Specify the end month and end year or when the recurring credi
71. On the Receivables Setup screen that appears select the General Settings Developments Units tab and then click BUILDING The Browse Building Entrance screen opens with all available building entrances displayed in a table Fe 2 Highlight the building entrance record you want to edit and double click or click on the toolbar The Maintain Building Entrance screen opens Hint Select how you want to order the table from the ordered by drop down list enter the search criteria in the search for field and click GO The first record to match the criteria will be highlighted in the table 3 Select the project number to which the building entrance belongs and if applicable select the TRACS contract 4 Select the default development for the building entrance and enter the building number building name building address BIN and the number of floors If necessary select a structure type for the building such as high rise or townhouse Enter the entrance number street street name city state zip county and any additional comments Note The address you enter here is the address used for all units that use this building and entrance record in Tenant Accounts Receivable TAR Occupancy and Rent Calculation ORC and WorkOrder 7 Review and confirm the building entrance information you have set up and click a to save and apply your changes Delete Building Entrance 1 Click SETUP on the Main Menu screen On the Receiv
72. Payment File Deposit Cash Drawer Automatically o Onthe Maintain Policies screen that appears select True as the value and click OK to apply your changes Optional Step Two Turn Off Second Deposit to GL After an EPF is processed the payments are posted to the General Ledger program To stop a second posting of the payments to GL you must inactivate the include in cash drawer deposit option o From the Main Menu screen click SETUP On the Receivables Setup screen that appears select the Offices and Accounts tab and then click PAYMENTS The Maintain Payment Types screen appears ie o Select the payment type of the EPF you are about to set up and click The most common payment for EPF processing is Electronic Funds Transfer o f necessary uncheck the Include in Cash Drawer Deposit checkbox and click h to save you changes If left checked the file funds will be deposited in GL a second time 1 From the Main Menu screen click SETUP On the Receivables Setup screen that appears select the Profiles and Policies tab and then click EPF The Maintain Electronic Payment File Setup Options screen appears WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 76 of 253 User Manual 10 2011 2 Click N select Assign EPF Account Numbers to Customers from the menu that appears and click YES through the message This assigns a unique identifier number to each customer and you should only have to do t
73. START to continue 7 Review and confirm the bill information and check the checkboxes of the customer account types for which to generate late notices By default all account types are checked o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 Click NEXT to continue Review and confirm all late notice information you have set up If everything is correct click FINISH You have successfully generated late notices WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 189 of 253 User Manual 10 2011 Applying Interest to Accounts After setting up interest profiles and interest for accounts you can then apply interest to accounts For example interest on security deposit accounts See Setting Up Interest Profiles on page 72 See Setting Up Interest for Account s on page 74 Applying interest to account s is in most cases a monthly process and can be accomplished in the Periodic Processing area of the Tenant Accounts Receivables TAR program 1 Onthe Main Menu screen click PERIODIC The Periodic Processing screen opens 2 Select the Monthly tab and click APPLY INTEREST The Generate Interest Transactions Wizard is initiated Note Even though the Apply Interest option is available on the Monthly tab there are several options of applying interest depending on the account daily monthly and annually 3 Click S
74. T2 Tenant Accounts Receivable Copyright Tenmast Software 2011 180 of 253 User Manual 10 2011 8 cick to return the wizard and then click NEXT The Print Monthly Transactions Other Reports screen opens 9 Check the checkboxes of each report you wish to print and click OK to print the selected reports If you selected at least one report it opens in a report preview screen If you selected more than one report each report opens sequentially in its own report preview screen 10 View print and or save the reports as needed 11 Click CLOSE to exit the report preview screens When you close the preview screen for the last report or if you selected no reports a green checkmark appears next to the Print Out Other Reports step verifying that you have completed it 12 Click NEXT to preview and print register reports for the current period The Select Registers for Generate Monthly Transactions screen appears with all available registers displayed in a table BS 13 If necessary highlight and click to print any registers for review and for your records Hint Click i on the toolbar to access the Browse Registers screen From this screen you can set up edit or delete a register See Setting Up Registers on page 9 14 Click _ to return the wizard A message box appears informing you that you have successfully completed the wizard 15 Click OK through the message Gathering Recurring Payments Payments are processed
75. TART select the interest profile that includes the account you want to work with from the drop down list and click OK This is your agency defined list of interest profiles which you maintain in Setup See Setting Up Interest Profiles on page 72 4 Click NEXT to continue to the next step of the wizard Specify the processing date This is the end date for manually calculating interest The program will begin calculating interest from this date forward 6 Select the developments included in the interest profile that you want to work with by checking the checkbox es By default all developments are checked Hint Click 2 Mak Al to check all checkboxes click Z Unmatk AI to uncheck all checkboxes 7 Click OK and then click NEXT to continue on with the wizard 8 Select the account types included in the interest profile that you to work with by checking the checkbox es 9 Click OK and then click NEXT to continue 10 Specify the date of the transaction the date interest is posted to a tenant s account and the date the GL entry is made and if using distributed actual interest calculation enter the amount to distribute 11 If this is the first time you are applying interest to these account s you will need to enter the date to start calculating interest Caution If all developments are not selected the first time you apply interest on step 2 of the wizard there is not another opportunity to specify the date to start calc
76. The receivable will stop permanently after if reaches this date The default is blank which means there is no end date If you entered a maximum amount the ending month and year will automatically calculate Note The receivable will stop permanently after it reaches the maximum amount or the end date whichever comes first Hint Use the start month and end month fields if the receivable is seasonal The first receivable of the season will be applied in the start month The last receivable of the season will be applied in the end month The set of receivables will repeat the following year provided the receivable has not yet reached an end date 11 Check the checkbox if you want to create the first month s transaction on exit of the wizard If you check this box the receivable is applied immediately and it will be applied again the next time you generate monthly transactions 12 Check the checkbox if there should be an active lease required for this transaction If you check this box the recurring receivable is only applied if the tenant customer has an active lease 13 Click START to continue review and confirm the information you have set up and then click FINISH to add the recurring receivable The Recurring Transactions tabappears again with the new receivable displayed in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 133 of 253 User Manual 10 2011 Payments When taking payments in Tenant
77. The Maintain Customer Account Types screen appears Map Development to Posting and Bank Accounts See Mapping Development Accounts on page 46 See Mapping Income Accounts on page 48 15 16 17 18 19 20 Select the Development Account Mapping tab and click 5 The Add Development Account Mapping Wizard is initiated Select the Section 8 HCV Repayment Agreement development you previously created as the development name Select the appropriate posting account number It is extremely important that you verify with your accounting department as to which account number needs to be selected for posting HAP Select the appropriate bank account number It is extremely important that you verify with your accounting department as to which bank account number needs to be selected for Section 8 payments If necessary select a cash drawer Click START to continue review and confirm the information you have set up and then click FINISH to map the development account to the transaction type The Development Account Mapping tab displays again WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 231 of 253 User Manual 10 2011 Map Repayment Transaction Type to Repayment Account See Mapping Transaction Types on page 47 21 Select the Transactions Included in Account tab and click a The Add Transaction to Include in Account Wizard is initiated 22 Select the Section 8 HCV Repayment Agreement t
78. UP on the Main Menu screen On the Receivables Setup screen that appears select the Offices and Accounts tab and then click OFFICES The Maintain Receivables Offices screen opens with all available offices displayed in a table Click on the toolbar The Add Receivables Office Wizard is initiated Enter a description to identify the office such as Central Office click START and then click FINISH to save and set up the office The Maintain Receivables Offices screen displays again with the new active office displayed in the table Hint Ifa record is active it is available for you to work with elsewhere in the program Uncheck this checkbox for records you no longer wish to use i 4 lfnecessary click to enter additional address information of the office For example if the physical location of the office is a different address than the main Housing Authority address Note Address information entered here may be used to print on statements receipts or other custom reports 5 Click h to save and apply your changes Map Developments to Offices 6 Highlight the office you want to work with on the Main tab and then select the Developments tab Click The Receivables Office Add Development Wizard is initiated 8 Check the checkbox es of the developments you want associated with the selected office o This is your agency defined list of developments which you maintain in the Setup area of the program See Sett
79. a vacancy notice clears the vacancy notice date Recording a Vacancy Notice 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table Select how you want to order the tenant lease table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant lease to match the criteria is highlighted in the table Highlight the tenant lease record you want to work with and double click or click af The Tenant Management screen opens with the Tenant Information tab selected Click and select Notice to Vacate from the menu that appears The Notice to Vacate Wizard is initiated Specify the date the notice was reportedand the projected move out date both default to the current date Select how the tenant gave notice from the notification method drop down list Click START to continue Review and confirm the vacancy notice information and click FINISH The Tenant Information tab appears again with the specified vacancy notice date now displayed Extending a Vacancy Notice 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table 2 Select how you want to order the tenant lease table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant lease to match the criteria is highli
80. able Copyright Tenmast Software 2011 57 of 253 User Manual 10 2011 Statements Only Print the Month Being Billed Value True or False o If you set this policy to True when printing statements the program will only print the transactions for the month being billed and not the current month o Ifyou set this policy to False the program will print the transactions for both the month being billed and the current month also URP Select a Vendor for the URP Invoices Checks Value User specific o From the value drop down list select the vendor who should be the vendor used for URP invoices checks Note If the HA s URP checks go to the tenant the value should be blank Allow Zero Rent Value True or False o If you set this policy to True a recurring charge in the amount of 0 will post to customer accounts whose leases had their rent equal to 0 Default Payables Vendor Type for Refund Checks Value User specific o When a customer is not already a vendor in Accounts Payable and a check request is created the program will create a vendor for the tenant and the new vendor record will have an assigned vendor type From the value drop down list select the default Accounts Payable vendor type for refund checks Set Number of Months That Can Be Open at One Time If there are a large number of open months in Tenant Accounts Receivable and if certifications are re opened in Occupancy and Rent Calculation there is
81. ables Bank Accounts screen appears again with the new active bank account displayed in the table Hint Ifa record is active it is available for you to work with elsewhere in the program Uncheck this checkbox for records you no longer wish to use Generating amp Approving ACH Prenotes for Customers You have the ability to create a zero dollar pre note of customer ACH information to submit to the bank to verify the validity of the ACH information before the live ACH file is sent The customer pre note process involves two main steps generating and approving For more information on setting up ACH please see the Direct Debit topic Note In order to work with pre notes in Tenant Accounts Receivable you must first be given sufficient access rights using Master Setup Ask your administrator to enable you with the appropriate pre note task s E Group ACHPrenote Access to Approve ACH Pre note Access to Browse ACH Pre note Access to Generate ACH Pre note file WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 34 of 253 User Manual 10 2011 Generate ACH Pre Notes Hint If you have the proper security rights you are able to generate ACH pre notes from any program which contains uses the Select Bank Account screen 1 From the Main Menu screen click SETUP select the Offices and Accounts tab then click BANK ACCOUNTS The Maintain Receivables Bank Accounts screen appears 2 Click N 7 on the toolbar a
82. ables Setup screen that appears select the General Settings Developments Units tab and then click BUILDING The Browse Building Entrance screen opens with all available building entrances displayed in a table Highlight the building entrance record you want to delete and click on the toolbar 3 Click YES through the confirmation message and delete the record or click NO to cancel the deletion Hint Select how you want to order the table from the ordered by drop down list enter the search criteria in the search for field and click GO The first record to match the criteria will be highlighted in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 22 of 253 User Manual 10 2011 Unit Amenities Unit amenities are extra features of a unit or its immediate neighborhood that make the unit more usable convenient comfortable or enjoyable for the tenant living there Amenities go beyond the bare minimum requirements of decent safe and sanitary housing They are not covered by the unit s basic attributes of location square footage type and age An amenity could be an accessibility feature for the handicapped or disabled e g a wheelchair ramp some other item or feature in the unit itself e g carpeting or arefrigerator or dishwasher a nearby facility e g laundry facilities or a community playground or evena management service e g the owner pays all utilities Most agencies keep
83. ables customers who are not tenants 1 From the Main Menu screen click RECEIVABLES The Browse Customers screen appears with all active customers displayed in a table 2 Onthe Browse Customers screen click a The Add Customer Account Wizard is initiated Hint You are also able to add a customer from the Customer Information tab on the Maintain Customer Information screen 3 Enter the customer s SSN EIN enter the SSN EIN as XXX XX XXXX and first and last name Note If the customer is a business and does not have a first and last name enter the business name in the Last Name field and check the Custom checkbox 4 Click START to continue 5 Enter the customer s contact information such as the contact name street address city state zip phone fax and email Click NEXT to continue Check the statement address checkbox and enter the customer s payee information or to whom and to where the customer s statement s should be sent 8 Click NEXT review and confirm the customer information you have set up and click FINISH to add the new customer The Maintain Customer Information screen appears with the Account Summary tab selected You can now begin entering additional information for the customer such as o Customer Accounts o Charges o Receivables o Payments o Account Transfers o Credit Memos o Refund Requests o NSFs WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 113 of 253 User
84. account Amounts charged on the primary accounts receivable account are transferred to this account and this transfers the balance due Then recurring receivable amounts are defined for the monthly payment amounts that should be paid to reduce the overall balance due There are no WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 209 of 253 User Manual 10 2011 transactions associated with this account as all charge items have already been recorded on the AR account and transferred 4 Mortgage account This account type is similar to the revolving credit account in setup and actions Example For example an HA charges a tenant rent in the amount of 225 00 for the month of June 2008 Below is a description of the series of transactions that occur with this action and how each of these transactions are then recorded in GL as a balanced entry as a credit and a debit 1 Consider where the money is coming from It eventually comes from the tenant but why o You are charging rent so the money is coming from rent charges or rent income or dwelling rental revenue 2 Consider where the money is going o The tenant is not actually paying you are just charging the tenant for something they will pay Thus we are increasing the amount of receivablefrom the tenant or tenant accounts receivable 3 Consider how to properly record charging rent in General Ledger o Onone side of the balanced entry you creditthe amoun
85. account transfer information and click FINISH to apply your changes You have successfully created an account transfer Hint If you double click on a transfer transaction in the table on the Account Summary or Account Details tab the Transfer Breakdown screen appears where you can view a breakdown of what was included in that transfer this is a view only screen WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 149 of 253 User Manual 10 2011 Adding Recurring Transfers A recurring transfer is a regular monthly transfer from one account to another account belonging to the same customer You might set up a recurring transfer for example if you make a monthly transfer from an energy assistance account to cover a customer s current utility expenses Note Click here to find out how transfers affect General Ledger See Balancing TAR to GL at a Glance on page 211 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and double click or click af F The Tenant Management screen or Maintain Cust
86. action s balance that you are transferring to the other account WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 148 of 253 User Manual 10 2011 10 Review and confirm the transfer transaction details If necessary change the amounts to include and or the amounts to apply for any transactions that appear on this step To make any other corrections click BACK to return to Step 1 of the wizard Note By default the program assigns transfer amounts to transactions according to the payment apply order The payment apply order also lets you rank the default order in which the program applies customer payments to outstanding balances for different account types For example if a customer owes on both an AR account and a security deposit account you may wish to apply a payment to the AR account first If a customer has outstanding balances in two different accounts with the same rank e g if you ranked two account types the same or if the customer has two accounts of the same type the program applies a payment first to the oldest outstanding balance You define apply order for customer account types and for transactions within those account types in the Setup area of the program See Setting Up Account Types on page 45 You can override this default by changing the amounts to include and or the amounts to apply for any transactions that appear on this step 11 Click NEXT to continue 12 Review and confirm the
87. agged with specific reasons for being vacant such as property left in the unit damaged with insurance claim pending etc You have the ability to select for one or multiple developments and select for a specified bedroom size or all bedrooms This report can be ordered by unit number apartment number street number bedrooms or street name Vacant Unit Status with Offers is a listing of all vacant units in the program that have a pending unit offer as of a specified date You have the ability to select for one or multiple developments You can also select for a specified bedroom size or all bedrooms This report can be ordered by unit number apartment number street number bedrooms or street name Occupied Units isa listing of all units that are occupied as of a specified date You have the ability to select for one or multiple developments and select for a specified bedroom size or all bedrooms This report can be ordered by unit number apartment number street number bedrooms or street name Unit Actions Log is a listing of unit actions which are the transactions listed on a unit from move out to move in used in vacancy unit turnaround tracking These may be property left in the unit damaged with insurance claim pending etc You have the ability to select for one or multiple developments and select for a specified bedroom size or all bedrooms This report can be ordered by unit number apartment number street number bedro
88. ain Customer Information screen select the Customer Information tab and click ON The Maintain Notes screen appears with all notes added for the tenant record displayed in a table P To add a note click OR Enter or edit the date the note was taken date to which the note pertains the subject of the note and the actual notes text in the fields at the bottom of the screen To edit an existing note select and highlight it in the table and then click Click H to save and apply your changes o The user responsible for creating or updating the note as well as the program in which the note was created is stored in the system You can view this information in the Who and Program columns in the Notes table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 107 of 253 User Manual 10 2011 Generating Individual Form Letters You are able to generate a single form letter for any tenant or customer who is also a tenant whois managed in the Tenant Accounts Receivable program 1 From the Main Menu screen click TENANTS The Browse Tenant Leases appears with all current leases displayed in a table 2 Select how you want to order the tenant table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant to match the criteria is highlighted in the table 3 Highlight the tenant record you want to work with and double click or click of The Tenant Management
89. alance select and highlight the transaction in the grid The information about the transaction automatically displays at the bottom of the screen Note You can also access the following wizard options by clicking on the toolbar Add Charge Add Credit Memo Add Receivable Add Receivable Credit Memo Account Transfer Refund Request Void Transaction Void Payment Void Account Transfer Void Refund Request Generate Statement Recalculate Balance and Balance Transfer WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 119 of 253 User Manual 10 2011 Accounts An account is a record of all transactions between the Housing Authority and the customer After adding tenants or receivables customers you can begin setting up additional information for the tenant customer such as adding their customer accounts for rent security deposits etc Adding amp Editing Customer Accounts Recalculating Account Balances WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 120 of 253 User Manual 10 2011 Adding or Editing Customer Accounts After adding tenants or receivables customers you can begin setting up additional information for the tenant customer such as adding their customer accounts for rent security deposits etc 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table
90. an check the checkbox to print the charge adjustment voucher after completing the wizard 15 Click START to continue Review and confirm the information you have set up and click FINISH to save and add the charge The Account Summary tab displays again Note If your agency charges repayment interest and you have added a Section 8 Repayment Interest transaction type make sure to add a charge for the repayment interest as well Add Recurring Receivable Transaction Set Up Customer s Monthly Repayment Schedule See Adding Recurring Receivables on page 132 16 Select the Recurring Transactions tab click and select Add Recurring Receivable The Add Recurring Receivable Wizard is initiated 17 Select the Section 8 HCV Repayment account in the select account drop down list enter a description for the recurring receivable such as Monthly Repayment Agreement Amount and enter the monthly amount that the Section 8 customer tenant will be charged each month 18 Enter the maximum amount that the customer owes When this amount is reached the recurring amount will stop For example a customer may pay ten dollars per month for five months on a repayment agreement of fifty dollars In this case you would set up a recurring receivable of ten dollars with a maximum amount of fifty dollars 19 Specify the start month and start year or when the recurring receivable repayment schedule begins It is not necess
91. ance It allows you to add credit adjustments to amounts owed applied on individual transactions inside a single account of a tenant For example if you add a credit memo for the MISC transaction type then it will only affect another transaction with the type of MISC Note If a customer has actually overpaid and has an overall credit balance you can enter a refund request to issue a refund check to the customer See Creating Refund Requests on page 163 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table Highlight the tenant customer record you want to work with and click on the toolbar Select Add Credit Memo Adjustment from the menu that appears The Add Credit Memo Wizard is initiated Hint You can also access the Add Credit Memo Wizard from the Account Summary and Account Details tabs on either the Tenant Management screen for tenants or the Account Summary and Account Details tabs on the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to ve
92. ansaction making the balance return to the balance prior to the original transaction WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 241 of 253 User Manual 10 2011 Index A accounts 41 adding 121 applying interest to 190 bank accounts 33 customer accounts 120 121 editing 121 mapping developments 46 mapping income accts 48 mapping transaction types 47 planning 42 recalculating balances 122 setting up 45 setting up interest 74 Address 253 B bank accounts 33 prenotes 34 setting up 34 bills generating 188 buildings 20 maintaining entrances 83 setting up entrances 21 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 242 of 253 User Manual 10 2011 cash drawers balancing closing making deposits opening policies setting up charges collection loss Company Contact Address Email Fax Phone Website credit memos customers daily processes deposits reports developments mapping to accounts mapping to accts mapping to offices setting up WT2 Tenant Accounts Receivable User Manual 10 2011 Copyright Tenmast Software 2011 30 173 173 174 172 54 31 124 125 127 129 161 217 253 253 253 253 253 253 253 129 155 156 158 160 161 85 112 114 118 170 172 174 176 178 174 201 18 19 46 29 19 243 of 253 direct debit direct debit profiles 78 generating 184 prenotes 34 116 setting up 78 116 E Email 253 employees 32 se
93. apped Hearing Impaired and Visually Impaired The purpose of disability types is to allow you much greater flexibility in managing and reporting on your units The disability types stored here are then assigned to your unit records using the accessibility field on the Maintain Unit Information screen See Adding New Units on page 81 For more information on disabilities please see the HUD web site WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 27 of 253 User Manual 10 2011 Offices A receivables office is any office location where you receive payments Tenant Accounts Receivable contains one record for each of your offices You must assign each of your agency s cash drawers to an office Some offices may have multiple cash drawers The main purpose of receivables offices is to allow you to balance and report on payments received for an office as a whole as well as for individual cash drawers You can also set up a receivables office for a bank that accepts payments for your agency After you have set up your receivables offices you can assign them to cash drawers and specific employees Setting Up Offices WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 28 of 253 User Manual 10 2011 Setting Up Offices To set up a receivables office you need to add the basic office information and then map the office to the specific developments which the office will manage Enter Basic Info 1 Click SET
94. area select the appropriate direct debit profile For more information please see Setting Up Direct Debit Profiles Check the checkbox if a prenote is needed This will create a zero dollar pre note of the customer s ACH information which will be submitted to the bank to verify the validity of the ACH information before the live ACH file is sent Click H to save your changes The customer is now set up for direct debit and prenote capabilities Now that you have set up direct debit and or prenote capabilities you can now process your direct debit file and or prenote files For more information please see the following topics Generating Monthly Transactions Gathering Recurring Payments Generating Direct Debit ACH Generating amp Approving ACH Prenotes for Customers WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 117 of 253 User Manual 10 2011 Adding Legal Proceedings 1 From the Main Menu screen click RECEIVABLES The Browse Customers screen appears with all active customers displayed in a table 2 Select how you want to order the customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first customer to match the criteria is highlighted in the table 3 Highlight the customer record you want to work with and double click or click af The Maintain Customer Information screen opens with the Customer Information tab selected 4 Click N
95. area of the Tenant Accounts Receivable program WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 240 of 253 User Manual 10 2011 transaction The type of charge or credit memo transaction type Identifies the purpose of a transaction Many transactions both recurring and non recurring entered for customers require a transaction type Examples are rent 99 66s electricity work order interest late fee transfer Internal transfers between accounts or transfers to another program such as Accounts Payable for a refund request turnaround days The amount of days from a move out on a unit to a move in U unit activity types Allow you to create or subdivide any PHAS event into custom activity types for much greater flexibility in managing and reporting on your units unit amenities Extra features of a unit or its immediate neighborhood that make the unit more usable convenient comfortable or enjoyable for the tenant living there URP Acronym for Utitlity Retmubursement Payment a refund that is provided to the tenant to assist in paying utility bills Vv vacancy days The number of days that a unit has been vacant If reporting to HUD the days become fiscal calendar days If the vacancy days cross over into a new fiscal year only those days that occur in the fiscal year that is begin reported will be counted void A void transaction nullifies the original tr
96. ary to specify an end month or year the receivable will stop when the maximum amount is reached WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 234 of 253 User Manual 10 2011 20 Check the checkbox if you want to create the first month s transaction on exit of the wizard 21 Click START to continue review and confirm the information you have set up and then click FINISH to create the customer s repayment schedule The Recurring Transactions tab displays again WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 235 of 253 User Manual 10 2011 Glossary A account A record of all transactions between the Housing Authority and the customer account balance Net of all transactions over the life of the account for a specific date range account ending balance What is owed by a customer on the account as of a specified date range accounts receivable accounts Accounts of this type require the customer to pay off any outstanding balance at the end of each month ACH or direct debit this is a series of actions from a charge through a payment to a deposit all completed automatically and simultaneously During the monthly process of generating charges two sets of transactions are generated One is a charge and the other is the payment record The payment record may or may not be created at this exact point but is generated either now or while the generating an ACH file apply order The
97. available on the Monthly tab there are several options for generating direct debits depending on the account daily monthly and annually 3 Click START select the bank account you want to work with from the drop down list and click OK Only the bank accounts that have been set up for direct debit are accessible from the drop down list Hint You can enable direct deposit for a bank account in the Setup area of the program See Setting Up Bank Accounts on page 34 4 Specify the processing date This is the date the direct debit withdrawals will be deposited in the specified bank account usually the first of the month 5 Select the developments that you want to work with by checking the checkbox es By default all developments are checked Hint Click Z Makan Mark AII fo check all checkboxes click Z Unmark AI to uncheck all checkboxes 6 Click OK and then click NEXT to continue on with the wizard 7 Select the direct debit profile for which you want to generate direct debits See Setting Up Direct Debit Profiles on page 78 Click NEXT to continue The direct debit file is prepared Click NEXT to continue The Generate Direct Debit ACH Prepare Listing appears 10 Review and confirm the direct debit details you have set up and SAVE or PRINT the report for your records Click CLOSE to exit the report and return to the wizard Please note there are page breaks inserted after every development 11 Click NEXT to g
98. ave on file for the tenant on the Account Summary tab Account Details tab Recurring Transactions tab and Payment History tab o On the Account Summary Account Details and Recurring Transactions tabs click N a on the toolbar to view transaction history WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 106 of 253 User Manual 10 2011 Adding amp Editing Notes You are able to attach notes to a tenant customer record in the Applicant List Occupancy and Rent Calculation and Tenant Accounts Receivables modules that can then be viewed and maintained from all three programs 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table Highlight the tenant customer record for which you want to add a customer account and double click or click of The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected If on the Tenant Management screen click s on the toolbar The Maintain Notes screen appears with all notes added for the tenant record displayed in a table OR If on the Maint
99. ayments and at the end of the day you must then balance and deposit the cash drawer amounts in order to close each of the drawers 1 From the Main Menu screen click PERIODIC The Periodic Processing screen appears with the Daily tab selected Note You can also access the Open Cash Drawer Wizard when taking your first payment of the work day If your office hasn t opened a cash drawer yet and you choose the Take Payment option the Open Cash Drawer Wizard is automatically initiated The Take Payment Wizard can be accessed from the Browse Tenants or Browse Customers screen or the Account Details or Account Summary tabs of the Tenant Management or Maintain Customer Information screens 2 Click OPEN CASH DRAWER and the Open Cash Drawer Wizard is initiated 3 Click START and select a cash drawer to open from the drop down list o This field offers your agency defined list of cash drawers which you maintain in the Setup area of the program See Setting Up Cash Drawers on page 31 4 lfnecessary enter the starting cash dollar amount that is in the drawer This field is used by PHAs who allow tenants to pay cash and use a physical cash drawer Click OK and then click NEXT to continue Check the checkbox es of the employees who should have access to the cash drawer o This is your agency defined list of receivables employees which you maintain in the Setup area of the program See Employees on page 32 7 Check the checkbox
100. bs to determine the ending balance This is NOT used for reports or statements Value True or False o Ifyou set this policy to True the date used for a tenant s ending balance will be the end of the current month o If you set this policy to False the date used for a tenant s ending balance will be the system date View the Total Amount Due on the Customer Browse Screen Value True or False o Ifyou set this policy to True the Browse Customers screen will display total due now for each customer o Ifyou set this policy to False the Browse Customers screen will not display the total due now and the searching speed will be greatly increased Set the Transaction Detail for the Account Detail Screen Value True or False WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 56 of 253 User Manual 10 2011 o Ifyou set this policy to True the Account Detail tab of the Maintain Customer Information screen will display transactions in detail displays transaction type beginning balance charges payments transfers and ending balance o If you set this policy to False the Account Detail tab of the Maintain Customer Information screen will display transaction summaries only displays date transaction type description and amount Allow User to Modify the URP Refund Check Before They Are Posted Value True or False o Ifyou set this policy to True the program allows the user to edit the URP refun
101. ccount However recording anNSF adds the NSF fee your HA charges to the tenant customer account adds the full balance of the payment that was returned for insufficient funds and adds the NSF fee the bank charges your HA Note You maintain your agency s NSF fee amount the bank NSF fee amount and other NSF information in the Setup area of the program See Setting Up Agency and NSF Settings on page 5 Note Click here to find out how NSFs affect General Ledger See Balancing TAR to GL at a Glance on page 211 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and double click or click af i The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Payment History tab Displayed in a table are all the tenant s customer s payments 5 Select and highlight the payment that was returned for insufficient funds and for which you want to record as an NSF and then click on the toolbar 6 Select Record NSF C
102. ccount type to the late fee profile The Account Types Included sub tab appears again with the newly mapped account type displayed in a table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 63 of 253 User Manual 10 2011 Note You cannot have multiple profiles per development but you can have multiple policies for the same account type and time period per profile This results in late fees only being applied once for each policy in monthly processing Hint In order to delete a profile all developments must be removed from the profile first Also all account types must be removed from a policy in order to delete a policy Once a profile or policy has been used they cannot be deleted Removing all developments and or account types however will make them inactive Map Transaction Type s 16 Highlight the account type you want to work with and click the TRANSACTION TYPES button at the bottom of the screen The Maintain Transaction Types for Late Fee Policies screen opens 17 Click of on the toolbar and check the checkbox of the transaction types you want to map o This is your agency defined list of transaction types which you maintain in the Setup area of the program See Setting Up Transaction Types on page 40 18 Click START and then click FINISH to apply your changes and map the transaction type s to the late fee profile Now that you are finished setting up the needed information to make late fe
103. cies on page 50 5 Specify the date the keys were received from the tenant and the lease termination date both default to the current date 6 Select the appropriate reason for termination This field offers None and your agency defined list of termination reasons which you maintain in the Setup area of the program See Termination Reasons on page 17 7 By default terminating a lease will stop charging the rent If necessary uncheck the stop charging rent checkbox if you want to continue charging the tenant their rent amount If you are stopping rent specify the last day of rent to be charged Click START to continue 10 Review and confirm the information you have set up and click FINISH to terminate the unsubsidized tenant s current lease The Tenant Information tab appears again The lease termination date you specified in the wizard now displays in the Lease End Date field and the specified termination reason also displays this field is editable o To view the account information select the Account Summary or Account Details tab o If chose to stop rent the tenant s amount due now for rent is 0 00 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 103 of 253 User Manual 10 2011 Viewing Transaction History You can view transaction and recurring transaction history for a tenant or customer on the Account Summary Account Details and Recurring Transactions tabs of the Tenant Management and Main
104. compliance and accuracy of information 2 Set Up FSS Updates in TAR this task is accomplished in the Occupancy and Rent Calculation program 3 SetUp FSS Action Types this task is accomplished in the Occupancy and Rent Calculation program This task should only need accomplished once at the time of implementation of WinTen but action types may need updated periodically depending on your HA s policy 4 Set Up FSS Participants this task is accomplished in the Occupancy and Rent Calculation program 5 Manage FSS Participant Contracts this task is accomplished in the Occupancy and Rent Calculation program 6 Generate Monthly Transactions After transactions are generated for PH FSS tenants all monies are applied to the appropriate GL account numbers previously set up in during the Set Up FSS for Public Housing task 7 Take Rent Payments e Recurring Rent FSS Credit FSS Escrow Tenant Portion and or FSS Escrow HA Portion transactions are applied to the tenant accounts receivable AR account FSS escrow transactions are displayed in the program so the tenant and HA portions are clearly defined Depending on the rent and FSS credit amounts an FSS Escrow Tenant Portion and or FSS Escrow HA Portion transaction s is applied to the tenant accounts receivable AR account Also a recurring FSS Due transaction is applied to the FSS account with line item s showing the FSS Escrow Tenant Portion and or FSS Escrow HA P
105. cords complete the setup by assigning developments to units to customer account types transaction types and individual customer accounts You will assign each unit to a development In Setup you will assign each customer account type to one or more developments that use the account type You will then set up the AMP project account mapping for the receivables and revenue accounts for each type of transaction within each account type Hint Each account type will likely have multiple developments that use it and each development will likely use multiple account types You will also assign each individual customer account to a development based on the customer and on the developments available for the account type Setting Up Developments WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 18 of 253 User Manual 10 2011 Setting Up Developments To set up a development you need to add the basic development information and then map the developmentto specific default accounts transaction types and profiles Add Basic Development Info 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the General Settings Developments Units tab and then click DEVELOPMENT The Browse Development screen opens with all available developments displayed in a table Click on the toolbar The Add Development Wizard is initiated Enter a unique development code type adescription to identify the deve
106. creen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Account Details tab On this tab you can view all the tenant s customer s active and inactive accounts and current and future transactions 5 Select the customer account to which the refund request you want to void is associated 6 Click amp on the toolbar and select Void Refund Request from the menu that appears The Void Refund Request Wizard is initiated All the tenant s customer s refund requests associated to the selected account display in a table Hint You can also access the Void Refund Request Wizard from the Account Summary tabs on either the Tenant Management screen for tenants or the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 7 Select and highlight the refund request you want to void 8 Click START to continue 9 Specify the date that you want the refund request to be voided and enter a description for the void if necessary a default description is already provided for you 10 Check the checkbox to print a void ticket after completing the wizard Hint The void ticket that prints by default for the selected account type is maintained in the Setup area of the program See Setting Up Account
107. ction or IRS tax credit unit If some of your agency s market rent units receive Section 8 assistance those tenants are located in one data area of ORC and are placed in the Section 8 Tenant and Landlord S8 However you still need to add them to the Tenant Accounts Receivables TAR program as well in order to collect rent To accomplish this you are able to manually enter the S8 tenants into TAR using Tenant Lease Management and then attach them to an unsubsidized unit lease 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table 2 Click Amessage appears asking if you are sure you want to add an unsubsidized tenant Click YES through the message The Add New Lease Wizard is initiated Hint You are also able to add an unsubsidized tenant from the Tenant Information tab on the Tenant Management screen 3 Enter the tenant s first and last name and SSN EIN enter the SSN EIN as XXX XX XXXX 4 Click START to continue to step 3 of the wizard If there is an error like a duplicate SSN then step 2 will appear and let you know 5 Enter the contact phone number if available and then click NEXT to continue to step 4 of the wizard 6 Ifthe unit is new and has not yet been entered into the system enter the unit s mailing address mailing city state and zip OR If the unit has already been entered into the system click GET UNIT The Brows
108. curity and pet deposits for which a customer makes regular monthly payments until the full amount is paid For example a tenant may pay ten dollars per month for five months on a pet deposit of fifty dollars In this case you would set up a recurring receivable of ten dollars with a maximum amount of fifty dollars Just like other recurring transaction records a recurring receivable record automatically creates an individual receivable each month that the recurrence is in effect Unlike other recurring transactions however these individual monthly receivables have no effect on the balances of the accounts in which they are created In other words a receivable itself never actually posts to an account When the customer makes a payment on a receivable the payment posts to the account and reduces the balance You can also add an individual receivable for any customer account See Adding Receivables on page 131 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and double click or click af i The Tenan
109. curring charge schedule begins WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 127 of 253 User Manual 10 2011 Hint If you set the start date to a future date the charge will be applied the first time you generate monthly transactions on or after that date 12 Specify the end month and end year or when the recurring charge schedule ends The charge will stop permanently after if reaches this date The default is blank which means there is no end date If you entered a maximum amount the ending month and year will automatically calculate Note The charge will stop permanently after it reaches the maximum amount or the end date whichever comes first Hint Use the start month and end month fields if the charge is seasonal The first charge of the season will be applied in the start month The last charge of the season will be applied in the end month The set of charges will repeat the following year provided the charge has not yet reached an end date 13 Check the checkbox if you want to create the first month s transaction on exit of the wizard 14 Check the checkbox if there should be an active lease required for this transaction If you check this box the recurring charge is only applied if the tenant customer has an active lease 15 Click START to continue review and confirm the information you have set up and then click FINISH to add the recurring charge The Recurring Transactions tabappears again
110. cy Vacant Days report above Instead of showing each unit action it summarizes the time period specified showing just the totals for each month in the report date range and a grand total WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 200 of 253 User Manual 10 2011 Payment amp Deposit Report Summaries These reports are found on the Payments Deposits tab of the Receivables Reports screen Payment Listing displays a list of all payments made during a specified date range These are the payments made not the deposits This report can be ordered by customer or by date of the payment It can be reported for one or all receivables offices and for all payments or those taken into a specified cash drawer You may select to include the payee address on the report print in summary only for the selected grouping and include the payment detail on the report Payment Listing by Payment Type lists all payments made during a specified date range grouped and subtotaled by type of payment This report can be ordered by customer or by date of the payment It can be reported for one or all receivables offices and for all payments or those taken into a specified cash drawer Payment Listing by Development lists all payments made during a specified date range grouped and subtotaled by the development where the tenant lived You can select one or a combination of multiple developments for this report This report can be ordered by custom
111. d Select the project number to which the building entrance belongs and if applicable select the TRACS contract Select the default development for the building entrance and enter the building number HUD building number building name building address BIN and the number of floors If necessary select a structure type for the building such as high rise or townhouse Click START to continue Enter the entrance number street street name city state zip county and any additional comments Note The address you enter here is the address used for all units that use this building and entrance record in Tenant Accounts Receivable TAR Occupancy and Rent Calculation ORC and Work Order 8 Click NEXT to continue 9 Review and confirm the building entrance information you have set up and click FINISH The Maintain Building Entrance screen appears again with the new building entrance information displayed The new building entrance is now available to work with in the TAR ORC and Work Order programs You can also now assign each unit to an entrance when See Adding New Units on page 81 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 21 of 253 User Manual 10 2011 Maintaining Building Entrances You are also able to maintain building entrances from the Units area of the program See Maintaining Building Entrances on page 83 Edit Building Entrance 1 Click SETUP on the Main Menu screen
112. d by drop down list enter the search criteria in the search for field and click GO The first tenant to match the criteria is highlighted in the table 3 Highlight the tenant record you want to work with and double click or click of The Tenant Management screen opens with the Tenant Information tab selected 4 Click Nt on the toolbar and select Correct Recurring Rent Amount to Match ORC from the menu that appears The Rent Amount Correction screen opens with the current rent amount displayed 5 Specify the new rent amount and then click OK to save and apply the change WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 110 of 253 User Manual 10 2011 Viewing Transaction History You can view transaction and recurring transaction history for a tenant or customer on the Account Summary Account Details and Recurring Transactions tabs of the Tenant Management and Maintain Customer Information screens 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record for which you want to add a customer account and double c
113. d exclude accounts from receiving any of the payment By default the program includes in the distribution of the payment all accounts that have outstanding balances 15 Uncheck the include checkbox for any account you do NOT wish to include for distribution of the payment If you exclude an account that has a Due Now balance it will change the Total Amount Due field back on Step 1 of the Take Payment Wizard 16 Click to apply your changes and return to Step 1 of the Take Payment Wizard Optional Step 2 Specify Transactions to Pay Now If the tenant customer is paying more than the Total Due Now they can choose to apply the excess as a prepayment of future expenses ina specific account The customer may then choose to restrict the prepayment to specific amounts for specific kinds of transactions within the WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 136 of 253 User Manual 10 2011 selected account such as rent expenses or utility expenses within the tenant accounts receivable account 17 Click _View Payment Distribution Apply Manually Payment Distibution Apply The View Payment Distribution Apply Manually screen opens with a table of the customer s transactions with balances due for all accounts you previously included in the payment in step 14 displayed Note Using this button and screen allows you to override any default payment apply orders your agency set up by applying a payment manually t
114. developments that use that account type and set up the developmental account mapping for the receivables and revenue accounts for each type of transaction within that account type o Assign each account to one or more transactions included in the account type You must also assign the order in which to apply payments for past due and current amounts o Identify the General Ledger income accounts per development for each transaction 3 Designate if interest accrues to customer account types WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 41 of 253 User Manual 10 2011 Planning Customer Account Types Tenant Accounts Receivable supports four different categories of customer account types accounts receivable accounts escrow accounts revolving charge accounts and mortgage accounts Each of your agency defined customer account types must fall into one of these four categories Accounts Receivable AR Accounts Use this category for standard receivables accounts Accounts of this type require the customer to pay off any outstanding balance at the end of each month Escrow Accounts Use this category for escrow accounts such as security deposits FSS escrow accounts and tenant savings plans Money added to an account of this type is a liability to your agency and an asset to the customer You can allow customers to accrue interest on the balances of these accounts You can set up receivables amounts currently
115. direct debit and prenote capability for the appropriate customers See Setting Up Direct Debit amp Prenotes on page 116 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 79 of 253 User Manual 10 2011 Units Management Overview You will maintain one record in Tenant Accounts Receivable for each of your agency s lease able units both dwelling and non dwelling Each unit record contains a variety of data most of which is required by HUD for reporting to its Public and Indian Housing Information Center PIC You must assign each unit to a development and a building entrance You also have the option of maintaining a list of amenities per unit See Unit Amenities on page 23 You will assign each tenant lease to a unit As you move tenants into and out of units the program automatically tracks vacancy statistics and other PHAS data for you Adding New Units Maintaining Building Entrances WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 80 of 253 User Manual 10 2011 Adding New Units When adding new units you need to add the basic unit information rent information and then expand on the unit description by selecting its specific amenities Note If the unit belongs to a new building entrance you must add the building entrance BEFORE adding the unit For more information on how to set up building entrances 1 Onthe Main Menu screen click UNITS The Browse Unit Information screen appears
116. dized tenant should be transferred and click W Select The Unit Transfer Wizard appears again with the new unit information displayed 9 Specify the transfer date and the new rent amount 10 Click START to continue 11 Review and confirm the information you have set up and click FINISH to transfer the tenant to a new unit The Tenant Information tab appears again o To view the tenant s account information select the Account Summary or Account Details tab o To view the tenant s lease history select the Leases tab WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 95 of 253 User Manual 10 2011 Adding amp Editing Notes You are able to attach notes to a tenant customer record in the Applicant List Occupancy and Rent Calculation and Tenant Accounts Receivables modules that can then be viewed and maintained from all three programs 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table Highlight the tenant customer record for which you want to add a customer account and double click or click of The Tenant Management screen or Maintain Cust
117. ds before they are posted to GL When set to True a new step is added to the Generate URP Refunds Wizard that allows you to view customers who are eligible for a refund On the additional step you are also allowed you to change the amount to be refunded or exclude them from a refund completely Allow Lease Terminate When Tenant is in ORC This policy allows you to set up whether or not lease terminations should be completed in Tenant Accounts Receivable TAR or only in Occupancy and Rent Calculation ORC If you have tenant records that also exist in ORC you can set the program to only allow lease terminations in ORC and a lease cannot be terminated from Receivables Value True or False o Ifyou set this policy to True a lease can be terminated in TAR but ORC will NOT be updated o If you set this policy to False a lease cannot be terminated in TAR Office Security Use Office Security This policy is used to limit the viewing of the Browse Tenant Leases screen as well as limiting the developments available in reports used for developments processes by developments and cash drawers payments Value True or False o Ifyou set this policy to True the program will use office security This links developments to offices and then links employees to offices Unit Activity Paint Date Value User specific o From the value drop down list select the date for when a unit should be painted WT2 Tenant Accounts Receiv
118. during a specified date range WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 202 of 253 User Manual 10 2011 Receivable Report Summaries These reports are found on the Receivable tab of the Receivables Reports screen Daily Activity Summary Report is a summary of all transactions within the system for a specified date range This report can be fora single all or any combination of developments for AMP reporting ability and for any combination of customer account types There is an option to include a final page at the end of the report that details and explains the columns on this report and how they relate to each other Account Summary Report is a listing of all tenants and their customer accounts showing the balance as of the beginning report date charges payments and transfers during the report date range selected and the ending balance as of the end of the selected report dates This report can be for one or more selected developments and the report may be in the order of the customer name or by customer number This report has an option to select all or a single customer account type There is also a checkbox to show the development totals or summary only instead of listing each tenant name and their balances Charge Activity Report lists all charges on a tenant account for a specified date range You have the ability to select for a single or combination of developments and for a single or combination of c
119. e ORC line in the Custom Report Writer program Setting Up EPFs WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 75 of 253 User Manual 10 2011 Setting Up EPFs When setting up EPF profiles you need to add the basic profile information and then map the profile to a specific bank account cash drawer and payment type s After setting up an EPF profile you are then able to quickly process an EPF using the information described in the profile See Processing EPFs on page 176 Setting up an electronic payment file involves 2 optional steps o Optional step 1 Deposit cash drawer automatically Turn on policy to auto deposit close the cash drawer Not required but if you want to automatically deposit and cash out a cash drawer after processing EPF payments than this policy must be turned to True o Optional step 2 Turn off second deposit to General Ledger GL Optional Step One Deposit Cash Drawer Automatically Use the Electronic Payment File Deposit Cash Drawer Automatically policy setting to balance and deposit the cash drawer automatically after processing an EPF o From the Main Menu screen click SETUP On the Receivables Setup screen that appears select the Profiles and Policies tab and then click POLICIES The Browse Policies screenopens with all available policies displayed in a table o Double click the policy with a code of REpfDpCD and the following description Electronic
120. e TAR program See Setting Up Section 8 Repayment Agreements on page 230 After setting up the needed information to create a Section 8 repayment agreement you can then add repayments to Section 8 customers Creating a Section 8 repayment agreement involves 4 main steps Add Section 8 customer Add repayment revolving charge account to customer record C Add customer s first charge to the repayment account C Add a recurring transaction set up customer s monthly repayment schedule Add Section 8 Customer See Adding Customers on page 113 1 From the Main Menu screen click RECEIVABLES The Browse Customers screen appears with all active customers displayed in a table 2 Onthe Browse Customers screen click 2 The Add Customer Account Wizard is initiated Hint You are also able to add a customer from the Customer Information tab on the Maintain Customer Information screen 3 Enter the customer s SSN EIN enter the SSN EIN as XXX XX XXXX and first and last name Note If the customer is a business and does not have a first and last name enter the business name in the Last Name field and check the Custom checkbox 4 Click START to continue 5 Enter the customer s contact information such as the contact name street address city state zip phone fax and email Click NEXT to continue Check the statement address checkbox and enter the customer s payee information or to whom and to
121. e Unit Information screen opens with all vacant and occupied units displayed in a table Select the unit from the table and click SELECT Step 4 of the Add New Lease Wizard appears again with the selected unit information displayed WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 91 of 253 User Manual 10 2011 o This screen offers your agency defined list of units which you maintain in the Units area of the program See Adding New Units on page 81 7 Click NEXT to continue 8 Enter the lease date rent effective date and the date the keys were issued to the tenant Note If the move in date is the first of the month the program does NOT pro rate the rent it uses the full month rent 9 Specify the current lease rent amount and check the checkbox to set up the security deposit now if applicable o If you check to set up a new security deposit now the Security Deposit Wizard is initiated after completion of the Add New Lease Wizard Enter the security deposit amount and click FINISH to add the amount to the tenant s security deposit account You can also set up a security deposit at a later time using the Set Up Security Deposit Wizard on the Tenant Information tab of the Tenant Management screen See Setting Up Direct Deposits on page 93 o Ifyou do not check to set up the security deposit now a new security deposit account with a balance of 0 00 is automatically created for the tenant and you can manuall
122. e application to account s possible you can now generate the actual late fees for those account types Generating late fees can be accomplished in the Periodic Processing area of the TAR program See Generating Late Fees on page 177 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 64 of 253 User Manual 10 2011 Security Deposits Security deposit profiles are used to organize all your agency s security deposit policies or rules on how deposits are applied With a security deposit profile you may group and describe a collection of policies or just one policy Setting Up Security Deposit Profiles WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 65 of 253 User Manual 10 2011 Setting Up Security Deposit Profiles When setting up security deposit profiles you need to add the basic profile information and then set up and associate the profile to a deposit policy or set of rules Tips and Hints ie You cannot have multiple profiles per development but you can have multiple policies for the same account type and time period per profile This results in interest only being applied once for each policy in monthly processing In order to delete a profile all developments must be removed from the profile first Also all account types must be removed from a policy in order to delete a policy Once a profile or policy has been used they cannot be deleted Removing all developments and or acc
123. e difference between areceivable and a charge is that a charge WILL post to General Ledger whereas a receivable will NOT post to General Ledger You can enter an individual receivable for any customer account A receivable is not a new charge It is simply an amount currently due out of a greater total amount that a customer already owes in a particular account Unlike most other transactions receivables have no effect on the balances of the accounts in which you create them In other words a receivable itself never actually posts to an account When the customer makes a paymenton a receivable the payment posts to the account and reduces the balance Adding Receivables Adding Recurring Receivables WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 130 of 253 User Manual 10 2011 Adding Receivables Areceivable is an amount currently due out of a total amount that a customer owes infrequently or only one time in a particular account for example a security deposit You can also add a schedule of recurring receivables to a customer account See Adding Recurring Receivables on page 132 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for fi
124. e menu that appears The Create Account Transfer Wizard is initiated 11 Select the customer s security deposit account in the transfer from drop down list and verify that the amount to transfer is correct WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 217 of 253 User Manual 10 2011 12 Select the customer s AR account from the transfer to drop down list and click START to continue 13 Review the transfer account details and click NEXT 14 Confirm the transfer information you have set up and click FINISH to complete the transfer The Account Summary tab displays again Transfer AR Account Balance to Collection Loss Account 15 Click to access the Create Account Transfer Wizard again 16 Select the customer s TAR account in the transfer from drop down list and verify that the amount to transfer is correct 17 Select the customer s collection loss account you previously added from the transfer to drop down list and click START to continue 18 Review the transfer account details and click NEXT 19 Confirm the transfer information you have set up and click FINISH to complete the transfer The Account Summary tab displays again Inactivate Security Deposit and AR Accounts It s usually a good idea to inactivate unnecessary zero balance accounts 20 Select the customer s security deposit account now with a balance of 0 00 and click on the toolbar 21 Click YES and OK through the confirma
125. e profile o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Note You are only able to have one profile per development If another profile is added that includes a development for which there is already a profile the first profile will have that development removed 4 Click NEXT review the profile information and then click FINISH to save and add the new profile The Maintain Refund Profile Setup screen appears with the Main tab selected Map Refund Policy 5 Select the Refund Policies tab and click bl on the toolbar The Add Refund Policy Wizard is initiated 6 Enter the refund description when reviewing a customer s account this is what you will see such as standard refund and select the type of calculation from the drop down list 7 Select the date on which the policy should be based and then select an effective date or the date range of when the policy is in effect 8 Click START review the policy s information and then click FINISH to add the new policy The Refund Policies tab of the Maintain Refund Profile Setup screen appears again Map Account Type s 9 Select the Account Types Included sub tab at the bottom of the screen 10 Click to add an account to the new refund policy The Add Account to Refund Policy Wizard appears The refund profile and refund policy you just added is displayed on the first
126. e tenant record you want to work with and double click or click of The Tenant Management screen opens with the Tenant Information tab selected 4 Click S on the toolbar and select Lease Start Correction from the menu that appears The Lease Start Date Correction screen opens with the current lease start date displayed 5 Specify the new lease start date and then click OK to save and apply the change The Tenant Information tabappears again with the new lease start date now displayed o The new lease start date is also automatically updated in Occupancy and Rent Calculation and can be viewed on the Main tab of the Tenant Detail screen in that program Main Menu screen gt Tenant gt Browse Tenants screen gt Tenant Detail screen gt Main tab gt Tenant Detail sub tab gt Lease Start Date field WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 98 of 253 User Manual 10 2011 Correcting Rent Amounts You are able to record changes to rent amounts for both your subsidized and unsubsidized tenants Rent amounts for subsidized tenants are managed in Occupancy and Rent Calculation however in some cases a subsidized tenant s recurring rent amounts may change in ORC and you will need to manually change the amount in Tenant Accounts Receivable to match the recurring amount in ORC Note Changing a subsidized tenant s rent using this method does NOT update ORC with the new rent amount You should only update rent amo
127. e tenants security deposit and AR accounts fe 1 From the Main Menu screen click RECEIVABLES The Browse Customers screen appears with all active customers displayed in a table 2 Select how you want to order the customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first customer to match the criteria is highlighted in the table 3 Click of on the toolbar The Account Summary tab of the Maintain Customer Information screen opens Add Collection Loss Accounts to Appropriate Customers 4 Click on the toolbar The Add Customer Account Wizard is initiated 5 Select collection loss as the type of account from the drop down list o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 If necessary select the lease to which the account is associated If necessary select the development to which the account belongs o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 If necessary enter the account numberand click START to continue Review and confirm the account information you set up and click FINISH to add the account The Account Summary tab appears again Transfer Security Deposit Balances to AR Accounts 10 Click 4 on the toolbar and select Account Transfer from th
128. e the first day of the month of the transactions being billed and the include transactions through date must be the last day of the month of the transactions being billed 7 Check the checkboxes of the developments for which you want to generate bills By default all developments are checked o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Hint Click Z Mark all Mark AII fo check all checkboxes click Z Unmark AI to uncheck all checkboxes 8 Click START to continue 9 Review and confirm the bill information and check the checkboxes of the customer account types for which to generate bills By default all account types are checked o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 10 Click NEXT to continue 11 Review and confirm all bill information you have set up If everything is correct click FINISH You have successfully generated bills WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 188 of 253 User Manual 10 2011 Generating Late Notices A late notice is set up in accordance to your housing authority s policy It can be run at any time during the month and you can generate a notice for any customer tenant with a balance on accounts specified by the agency s policy for example it can display Total Due N
129. e toolbar and then select Maintain Building from the menu that appears to access the Browse Building Entrance screen 3 Click on the toolbar to set up a new a building entrance using the Add Building and Entrance Wizard 4 Follow the same steps as setting up building entrances See Setting Up Building Entrances on page 21 Edit Building Entrance 1 Onthe Main Menu screen click UNITS The Browse Unit Information screen appears with all vacant and occupied units displayed in a table 2 Click N 7 on the toolbar and then select Maintain Building from the menu that appears to access the Browse Building Entrance screen 3 Highlight the building entrance record you want to edit and double click or click af onthe toolbar The Maintain Building Entrance screen opens Hint Select how you want to order the table from the ordered by drop down list enter the search criteria in the search for field and click GO The first record to match the criteria will be highlighted in the table 4 Select the project number to which the building entrance belongs and if applicable select the TRACS contract 5 Select the default development for the building entrance and enter the building number HUD building number building name building address BIN and the number of floors If necessary select a structure type for the building such as high rise or townhouse Enter the entrance number street street name city state zip cou
130. ect multiple sort criteria they take effect in order 10 Choose whether you want to print the letter now or save it for later printing WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 195 of 253 User Manual 10 2011 11 Select the signature line for the letter from the signature description drop down list enter a short description for the letter and then click NEXT 12 Review the settings you have chosen for the letter If you need to change anything click BACK to return to the appropriate step If everything is correct click FINISH 13 If you chose to print the letter now on Step 6 of the wizard the program immediately initiates the Print Form Letter Wizard If you chose to print the letter later the program returns to the Tenant Management screen 14 Step 1 of the Print Form Letter Wizard opens with the form letters generated in the batch displayed in a table Click NEXT to continue 15 Review and confirm the form letters you are about to print A Yes appears in the Print column of each form letter to be printed If you do not want a particular form letter to print double click on the Yes for that form letter A No will then appear indicating the form letter will NOT print 16 Click FINISH A Print window appears where you can set the appropriate print settings for your particular printer You have successfully generated a batch of form letters Hint If you need to cancel the form letter generat
131. ect the general ledger account to which receivables post for this account type for this development For most agencies this is usually an 1122 account Accounts Receivable for most developments and account types You maintain your general ledger accounts in the General Ledger program 5 Select the appropriate bank account number This is the bank account into which you make deposits for this account type for this development o This field offers your agency defined list of receivables bank accounts which you maintain in the Setup area of the program See Setting Up Bank Accounts on page 34 Note It is extremely important that you verify with your accounting department as to which account numbers need to be selected WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 46 of 253 User Manual 10 2011 6 Ifnecessary select the direct debit cash drawer to use from the drop down list This is the cash drawer in which the development s direct debit withdrawal funds will be deposited 7 Click START to continue review and confirm the information you have set up and then click FINISH to map the development accounts to the account type The Development Account Mapping tab appears again with the newly mapped development displayed in the table Map Cash Drawer s 8 Select the Cash Drawers sub tab at the bottom of the screen and click a i 9 Selecta cash drawer When taking a payment for the development the cash drawer s
132. ects a single data field from the template s data source and is the field on which the batch is filtered Hint This wizard step has two view modes standard and advanced If it is in standard mode the Advanced button allows you to switch to advanced mode and vice versa In standard mode you can only set up one filtering criterion In advanced mode you can set as many criteria as you need You can set up to three sort criteria regardless of the mode the tab is in 6 Choose an operator This is a mathematical expression used for filtering like equal to or greater than gt that performs a comparison between two things This allows you to specify how you are checking individual database records against the filtering criterion For example if you want all records whose filtering data field is greater than a specific value set the operator to gt greater than 7 Enter a value this is the data field for the value against which you are filtering Hint The between operator allows you to set a pair of values between which the filtered field s value must fall Use a comma to separate these two values For example if you want all records with move in dates between the first and last day of July enter 7 1 2002 7 31 2002 as the value 8 Click NEXT to continue 9 If necessary select up to three fields to be associated with the data source of your form letter template and then click NEXT If you sel
133. een appears with the General tab selected Enter Form Letter Details 3 Inthe form letter template description textbox type in the name of your form letter 4 Selecta data source from the drop down list Receivables Customers or Receivables Tenants 5 lf form letters generated from this template require responses check the checkbox and enter the required response period in the days field When the program generates a form letter from this template the program records the date on which the letter was generated and allows you to record when your agency received a response Hint Type in the number of days first and then you can check uncheck the checkbox for required 6 Ifnecessary and if available select a letter header and letter footer from the drop down lists Headers and footers are standard text blocks that are independent of any one letter You can attach a header or footer to multiple templates 7 Inthe field names for label data drop down lists select the labels you want to display for the addressee address city state and zip code Click A next to a field to browse for the field using a separate search screen Specify Filter Sort Criteria Filtering is a method of selecting specific items from a data source that match one or more criteria For example you can filter a batch of income verification form letters so that only tenants with annual household incomes under 15 000 will be included in the batch 8 Select
134. eld and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and click on the toolbar Select Add Receivable from the menu that appears The Add Receivable Wizard is initiated Hint You can also access the Add Receivable Wizard from the Account Summary and Account Details tabs on either the Tenant Management screen for tenants or the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 5 Select the account to which you are adding the receivable o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 Enter a description for the receivable and specify the date the receivable takes effect Enter the amountof the receivable and click START to continue Review and confirm the receivable information you have set up and click FINISH to add the receivable to the tenant customer account WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 131 of 253 User Manual 10 2011 Adding Recurring Receivables Recurring receivables are used most often for repayment agreements and for certain types of escrow accounts such as se
135. em in a secure off site archive Archive documents document images from any other software that has printing capabilities such as Word or Excel View Print E mail Fax Scan Archive image documents Print E mail Fax Scan Archive a batch of image documents Getting more information on TenDocs C If your agency currently has the TenDocs program and you would like more guidance on how to use it please refer to the TenDocs user manual The user manual can be opened by clicking 2 ice on the toolbar of the TenDocs program If your agency does not currently have the TenDocs program and you are interested in learning more about it please contact Dan Wright for more information or a free demonstration of the program o email dwright tenmast com o phone 1 877 359 5492 extension 241 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 252 of 253 User Manual 10 2011 About Tenmast Software Company Information Tenmastis an established leader in providing excellent software and expert support to the public housing industry We produce software for managing tenant and financial data tracking maintenance activities performing unit inspections and producing standard HUD and agency specific reports and data reporting files We have been automating housing authorities across the United States since 1985 Contact Information Phone 877 359 5492 toll free Fax 1 859 367 7480 Email info tenmast com Addres
136. eneral ledger revenue accounts to which you post interest received from developments that use a specific account type transaction type combination Each interest charge that matches a given transaction development and account type will post to the revenue account you identify 1 From the Main Menu screen click SETUP On the Receivables Setup screen that appears select the Offices and Accounts tab and then click ACCOUNTS The Browse Customer Account Types screen appears with all available account types displayed ina table 2 Highlight the account type you want to work with and click a The Maintain Customer Account Types screen opens with the selected account type s information displayed Note The account type that is highlighted on the Main tab of the Maintain Customer Account Types screen is the account type to which you are mapping and are working with 3 Select the Development Account Mapping tab and then click the INTEREST ACCOUNT MAPPING button on the bottom of the screen The Maintain Interest Ledger Accounts screen appears with all developments mapped to the selected account type displayed ina table At the bottom of the screen choose the account number into which you post interest generated for this account type You maintain your general ledger accounts in the General Ledger program Highlight the development you want to work with and click Click H to save and set up the interest for the account Repeat steps 4 6 until all
137. enerate the direct debit file WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 184 of 253 User Manual 10 2011 12 Click NEXT again to post all the generated direct debit transactions Depending on your policy settings the transactions will automatically post to General Ledger See Setting Policies on page 50 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 185 of 253 User Manual 10 2011 Generating and Exporting Statements A statement contains all transaction activity for a customer for a given period of time as opposed to a bill which only contains the current amount due When an agency generates statements is based on your agency s specific policy some agencies generate customer statements every month while others do soless frequently Caution Before you generate statements for a given month make sure that you have generated the monthly transactions for that month first See Generating Monthly Transactions on page 180 Note Your statements for accounts other than accounts receivable may not balance correctly if the tenant also has receivables transaction s attached to their lease To avoid this you have the ability to exclude receivables transactions on your statements with a policy setting When set to True the receivables transactions will be listed and the security deposit account statement will show a correct balance When set to False the receivables transactions will not be lis
138. equently or only one time to a tenant or customer account for example an NSF fee promissory note work order charge etc A recurring charge is a charge that is the same each month such as a rent cable or garbage collection charge Adding Charges Adding Recurring Charges Voiding Transactions Note Click here to find out how charging rent affects General Ledger See Balancing TAR to GL at a Glance on page 211 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 124 of 253 User Manual 10 2011 Adding Charges A non recurring charge is a charge that is added infrequently or only one time to a tenant or customer account for example an NSF fee promissory note work order charge etc You can also add a schedule of recurring charges to customer accounts See Adding Recurring Charges on page 127 Note Adding an NSF as a non recurring charge only adds the charge amount to the tenant customer account However recording an NSF adds the NSF fee your HA charges to the tenant customer account adds the full balance of the payment that was returned for insufficient funds AND adds the NSF fee the bank charges your HA See Recording NSFs on page 166 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered b
139. er or by date of the payment It can be reported for one or all receivables offices and for all payments or those taken into a specified cash drawer You may select toinclude the payee address on the report print in summary only for the selected grouping and include the payment detail on the report Payment Listing Condensed lists all payments made during a specified date range This report can be ordered by customer or by date of the payment No other selection or options are available for this report Void Payment Listing displays a list of all payments that were taken and subsequently voided Year to Date Payment Listing displays a list of all payments made during a specified date range The default report date range is for a time beginning one year prior to today through today This date range can be changed which then changes the data reported This report can be ordered by customer or by date of the payment Bank Deposit Listing displays a list of all bank deposits made during a specified date range These are deposits not payments on account This report may be reported for one or all receivables offices and for all payments or those taken into a specified cash drawer It can also be reported for all deposits made into all bank accounts or a selected bank account If multiple bank accounts are selected the report first groups and subtotals by bank account then groups and subtotals by the sort order selected Receipt Listing is a list
140. erate a batch of form letters for any group of tenants or customers who are managed in the Tenant Accounts Receivable program Note For instructions on how to generate a single form letter for a specific tenant please review the Generating Individual Form Letters topic 1 From the Main Menu screen click FORM LETTERS The Process Form Letters screen appears with all form letters created by the logged in user displayed in a table Hint To view all form letters created by all users select the Show All Form Letters button located at the top right hand side of the screen The user who created the form letter will display in the table Click on the toolbar The Generate Form Letter Wizard is initiated 3 Select the template group that contains the form letter template you want to use for this letter then click START 4 Check the checkbox es of the form letter template you want to use for this letter then click NEXT to continue Since you are generating an individual form letter the wizard skips Steps 3 through 5 See Form Letter Templates on page 14 Note A template is a data record that contains all of the setup information for one form letter It is the electronic equivalent of a blank master copy of a form that you photocopy and fill in for each individual recipient For more information on creating a new form letter template please see the Setting Up Form Letter Templates topic 5 Selecta field name to work with This sel
141. erent unit number from the unit in which the tenant is currently living you must manually select it When the policy is set to True a new checkbox appears in the Take Payment Wizard Only take payment on current lease accounts By default this checkbox will be checked but unchecking the checkbox allows the user to override the current policy during the payment process for a particular customer Post Payments with Deposits Value True or False o If you set this policy to True the program will post payments to General Ledger at the time the deposit is made o If this policy is set to False the program will not post payments with deposits and the other side of the payment will post when posting to GL or when closing a month WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 51 of 253 User Manual 10 2011 Default Payment Type for Payment Wizard Value Automatic Withdrawal Cash Cashier s Check Check Electronic Funds Transfer or Money Order o What you select as the value will be the default payment type used in the Take Payment Wizard Default the Pre Payment Flag During the Payment Wizard Value True or False o Ifyou set this policy to True when the amount paid is more than the amount owed the create pre payment checkbox in the Take Payment Wizard will default to checked and a pre payment will automatically be created Note If your HA always keeps the overpayment set this policy to True If yo
142. es of the employees who should be allowed to balance close the cash drawer 8 Click OK and then click NEXT You have successfully opened a cash drawer At the end of the day you must then balance and deposit the cash drawer amounts in order to close each cash drawer See Balancing Cash Drawers on page 173 See Making Deposits on page 174 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 172 of 253 User Manual 10 2011 Balancing Cash Drawers At the beginning of each day you must open each cash drawer that accepts payments and at the end of the day you must then balance and deposit the cash drawer amounts in order to close each of the drawers This process allows you to open and use the cash drawer again the next morning Note Click here to find out how reconciling a cash drawer and making a deposit affects General Ledger See Balancing TAR to GL at a Glance on page 211 1 From the Main Menu screen click PERIODIC The Periodic Processing screen appears with the Daily tab selected Click BALANCE CASH DRAWER and the Balance Cash Drawer Wizard is initiated Select a cash drawer to balance from the drop down list The starting cash total amount of cash in this drawer the last time it was opened and the payments received amount display automatically for the selected cash drawer If necessary o Enter the amount of petty cash paid out from the cash drawer for the day This field is used by PHAs w
143. evolving Account Register Example A revolving account type register tracks the activity of your revolving account types Examples of revolving accounts are repayment retro rent and promissory note Register Name examples Repayment Register Retro Rent Register Promissory Note Register Column Format examples B Repay Retro PromNote etc If your HA uses recurring transfers Column Heading Beginning Balance Action Beginning Balance Column Heading Amount Due Action Receivable Column Heading Transfers Action Transfer Account type All Other Unused recommended to select just one account type Column Heading Ending Balance Action Ending Balance If your HA uses receivables no recurring transfers Column Heading Beginning Balance WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 11 of 253 User Manual 10 2011 Action Beginning Balance Column Heading Amount Due Action Receivable Column Heading Charges Action Charge Receivable transaction type All Other Unused recommended to select just one transaction type Column Heading Retro Rent Action Charge OR Transfer Receivable transaction type Retro Rent Column Heading Promissory Note Action Charge OR Transfer Receivable transaction type Promissory Note Column Heading NSF only necessary if HA accepts checks or form of payment that can be NSF d Action NSF Returned Check Fee Column Heading Paymen
144. files on page 72 4 After adding the interest profile and policy you must then add or link an account type to the interest policy you just created using the Add Account to Interest Policy Wizard With this wizard you specify the type of account such as a security deposit to which you want to apply the interest policy See Setting Up Interest Profiles on page 72 5 Lastly after adding the interest profile and policy and then specifying the account type to which you want to apply the interest you must then access Periodic Processing to apply the interest using the Generate Interest Transactions Wizard See Applying Interest to Accounts on page 190 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 219 of 253 User Manual 10 2011 FSS Overview Public Housing FSS for Public Housing o Setting Up FSS for Public Housing o PH FSS Example Rent Scenarios Section 8 Setting Up FSS S8 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 220 of 253 User Manual 10 2011 FSS for Public Housing Below are the processes tasks that comprise the Public Housing FSS management lifecycle Your agency needs to complete these tasks in order to successfully manage FSS for your Public Housing tenants 1 Set Up FSS for Public Housing This task should only need accomplished once at the time of implementation of WinTen but agency administrators should review these steps annually in order to ensure
145. formation sub tab click of to editSee Management Codes on page 7 the customer s direct debit information o Setting Up Direct Debit amp Prenotes Click H to save and apply any changes 10 Click N to accomplish the following tasks for your customers WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 114 of 253 User Manual 10 2011 o Adding Legal Proceedings 11 Click to add or edit notes attached to the customer record See Adding amp Editing Notes on page 116 12 Review the account transaction and payment information you have on file for the tenant on the Account Summary tab Account Details tab Recurring Transactions tab and Payment History tab o On the Account Summary Account Details and Recurring Transactions tabs click N a on the toolbar to view transaction history WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 115 of 253 User Manual 10 2011 Adding amp Editing Notes You are able to attach notes to a tenant customer record in the Applicant List Occupancy and Rent Calculation and Tenant Accounts Receivables modules that can then be viewed and maintained from all three programs 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table Select how you want to order the tenant or customer table from the ordered by drop down list e
146. ghted in the table 3 Highlight the tenant lease record you want to work with and double click or click af The Tenant Management screen opens with the Tenant Information tab selected WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 100 of 253 User Manual 10 2011 4 Click and select Extend Vacancy Notice Date from the menu that appears The Extend Vacancy Notice Wizard is initiated 5 Specify the new vacancy notice date and the projected move out date both default to the current date Select how the tenant gave notice from the notification method drop down list Click START to continue Review and confirm the vacancy notice information and click FINISH The Tenant Information tab appears again with the new vacancy notice date now displayed Reversing a Vacancy Notice 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table 2 Select how you want to order the tenant lease table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant lease to match the criteria is highlighted in the table 3 Highlight the tenant lease record you want to work with and double click or click af The Tenant Management screen opens with the Tenant Information tab selected Click and select Reverse a Vacancy Notice from the menu that appears Click YES through the confirmation message
147. gister Value User specific ie In the value field enter your own unique description that will be used for NSF fees for RecTrans and Register payments WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 50 of 253 User Manual 10 2011 Payments Payment Type for Only Accept Cash Customers Value Automatic Withdrawal Cash Cashier s Check Check Electronic Funds Transfer or Money Order This policy affects the default payment type for Only Accept Cash customers used during the Take Payment Wizard o What you select as the value will be the default payment type for customers who are classified as only accept cash o You can specify a customer as only accept cash on the Customer Information tab of the Maintain Customer Information screen Restricting Payments to Current Lease Value True or False This policy allows your agency to apply payments to only the accounts attached to a tenant s current lease Current lease accounts have account numbers that contain the unit number in which the tenantis currently living o Ifyou set this policy to True only accounts with a balance that are tied to the current lease may have a payment applied o If this policy is set to False no restrictions are placed on what accounts can have a payment applied Note If you want to apply payments to any other account any account NOT attached to the current lease without a unit number or with a diff
148. harge types This report may be sorted in the order of the customer name customer number or transaction date Credit Listing Report is areport of all credits applied on customer accounts during a specified date range This is usually used to list tenants with credit rent or utility allowance payments due but can also be used to list any credit transaction applied to customer accounts You have the ability to select for a single or combination of developments and for a single or combination of charge types This report may be sorted in the order of the customer name customer number or transaction date Transaction Listing is used to list all transactions added to a customer account during a specified date range You have the ability to select for a single or combination of developments and may be sorted in the order of the customer name customer number or transaction date Voided Transaction Listing is used to list all transactions that have been voided from a customer account during a specified date range You have the ability to select for a single or combination of developments and for a single or combination of charge types This report may be in the order of the customer name customer number or transaction date Recurring Transaction Listing lists all transactions that are defined as recurring or repeating transactions These are the transactions that automatically apply to a customer account after generating monthly transactions See
149. he charge to the tenant customer account WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 157 of 253 User Manual 10 2011 Adding Recurring Credit Memos Youcan add a recurring credit memo to add arecurring credit adjustment to the balance of a customer s accounts receivable accounts AR revolving charge accounts or mortgage accounts You can also add non recurring credit memos as well as add receivable credit memos to escrow accounts See Adding Credit Memos Adjustments on page 156 See Adding Receivable Credit Memos on page 160 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table Highlight the tenant customer record you want to work with and double click or click a i The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected Select the Recurring Transactions tab Displayed in a table are all the tenant s customer s recurring transactions Click on the toolbar and select Add Recurring Credit Memo from the menu that appears The Add Recurring Credit
150. heck from the menu that appears The Record NSF Wizard is initiated Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 7 Verify the payment date and the amountand then click START 8 Select the bank account to which you are adding the NSF specify the NSF transaction date when the NSF takes effect and then enter the amount charged to the tenant by your PHA This is the fee applied to the tenant s account by the PHA when a check the tenant has given as payment is returned by the bank as NSF 9 Select the account to which you are charging the NSF and enter the amount charged by the bank to your PHA if any This is the fee that the PHA is charged by the bank when a tenant check is returned NSF Since this amount was charged to your HA it is posted directly to General Ledger and not the tenant customer account 10 Specify the bank fee date and click NEXT to continue WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 166 of 253 User Manual 10 2011 11 Review and confirm the NSF information you have set up and click FINISH to record the NSF charge to the tenant customer account The Payment History tab appears again with the recorded NSF amount displayed in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 167 of 253 User Manual 10 2011 Reve
151. heckbox if there should be an active lease required for this transaction If you check this box the recurring payment is only applied if the tenant customer has an active lease 15 Click START to continue review and confirm the information you have set up and then click FINISH to add the recurring payment The Recurring Transactions tabappears again with the new payment displayed in the table Related Topics Gathering Recurring Payments Direct Debit WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 141 of 253 User Manual 10 2011 Moving Payments from One Customer Account to Another If you have taken a payment without receipt on the wrong customer account you do not need to void the payment you can transfer the payment to the correct customer account Caution If you took a payment with receipt on the wrong customer you will not be able to use this feature 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record who was given the wrong payment and double click or click af The Tenant Management screen or Main
152. hen directed to do so by Tenmast staff you will use the Maintain Policies screen to maintain your agency s program policies for Tenant Accounts Receivable Setting Policies WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 49 of 253 User Manual 10 2011 Setting Policies There are many policy options in the Tenant Accounts Receivable TAR program and they can be used to customize WinTen programs to better match an HA s work processes 1 To access TAR policies click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the Profiles and Policies tab and then click POLICIES The Browse Policies screenopens with all available policies displayed in a table Double click on the policy you want to work with or highlight the policy in the table and click of to open the Maintain Policies screen After choosing the appropriate value click OK to set the policy The Browse Policies screen appears again with the newly set value displayed in the table TAR policies can be divided into 9 categories ie NSF Payments Receipts EPF Late Fees Lease Cash Drawers General Ledger Miscellaneous Policy Summaries NSF NSF Transaction Description for RecTrans and Register Payments Value User specific ie In the value field enter your own unique description that will be used for NSF transactions for RecTrans and Register payments NSF Fee Description for RecTrans and Re
153. his account type is for accounts receivable AR accounts escrow accounts revolving charge accounts or mortgage accounts 4 Click START to continue 5 Ifnecessary select a default register format default statement and a default bill Note If your agency uses the Custom Report Writer program you can create one or more custom formats or forms for the printed copies of each of these document types If you have done this each form you have created will appear in its respective drop down list If your agency does not use the Custom Report Writer program or if you have not created custom forms only one form will be available to choose from for each field 6 Enter the apply order of payment This field allows you to rank the default order in which the program applies customer payments to outstanding balances for different account types For example ifa customer owes on both an AR account and a security deposit account you may wish to apply a payment to the AR account first More on Apply Order Rank the payment apply order for this account type by entering a whole number equal to or greater than one An apply order of 1 means apply first The program applies payments to lower numbered account types before higher numbered ones For example if you wanted all payments to be applied first to outstanding balances in the Tenant Accounts Receivable account type you would rank that account type 1 If yo
154. his step the first time you process an EPF 3 Onthe Maintain Electronic Payment File Setup Options screen click to add a new EPF setup option profile The Add Electronic Payment File Setup Option Wizardappears 4 Selectthe bank account cash drawer and payment type for example cash check or money order from the drop down lists This is the General Ledger bank account and the cash drawer into which the payments are placed o This field offers your agency defined list of receivables bank accounts which you maintain in the Setup area of the program See Setting Up Bank Accounts on page 34 o This field offers your agency defined list of cash drawers which you maintain in the Setup area of the program See Setting Up Cash Drawers on page 31 o This is your agency defined list of payment types which you maintain in the Setup area of the program See Setting Up Payment Types on page 38 5 Enter the default file location and default file name This is the location on your computer where the file is always saved and the name it always is saved under so you don t have to enter this information every time the EPF is processed 6 Select the type of file comma delimited or fixed field length A fixed field length file txt is the most commonly used file and allows you to specify the exact parameters for the file Click START to continue to the next step of the wizard Check the file has a header line and file has a foo
155. ho allow tenants to pay cash and use a physical cash drawer o Enter the amount of petty cash paid into the cash drawer for the day This field is used by PHAs who allow tenants to pay cash and use a physical cash drawer o Enter the amount of cash left in the drawer at the time of this balancing Only fill out this field ifthere was starting cash in the drawer and you want to leave this amount in the cash drawer and do NOT want to deposit this amount 5 Enter the amount to deposit at this time Note If the drawer had starting cash when it was first opened and you now want to deposit that amount remember to add this amount to the deposit total 6 Review the drawer over short cash amount Depending on your agency s policy if this amount does NOT equal zero you are not able to complete balancing the cash drawer See Setting Policies on page 50 Check the first checkbox if you wish to review print a Cash Drawer Balance report after clicking START and or check the second checkbox to review print the Cash Drawer Balance report after completing the wizard Click START to continue Review and confirm the information you set up and click FINISH to officially balance the cash drawer In order to take additional payments into each cash drawer you must now make a deposits from them See Making Deposits on page 174 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 173 of 253 User Manual 10 2011 Making Deposits
156. ht Tenmast Software 2011 239 of 253 User Manual 10 2011 recurring transfer A regular monthly transfer from one account to another account belonging to the same customer refund profiles A detailed description of a refund consisting of a set of rules that are applied to specific development s and refund policies are those rules refund request A transaction that records a refund that is due to the customer from the Housing Authority If your agency uses the Accounts Payable program a refund request will create an invoice in the Accounts Payable program relative weight Allows your agency to weight amenities on a scale from 0 to 99 99 being the highest for the most important or desirable amenities The Rent Reasonableness program uses these weights when comparing different units with different amenities revolving charge accounts A customer with a revolving charge account keeps an overall account balance and owes a monthly receivable to the account S security deposit profiles Used to organize all your agency s security deposit policies or rules on how deposits are applied With a security deposit profile you may group and describe a collection of policies or just one policy statement A record of an account s activity for a specified date range T tenant Any customer subsidized or unsubsidized who has an active lease termination reason Agency defined reason for terrminating a tenant lease stored in Setup
157. ick the links to access the related topics 1 Setup bank accounts Set up payment types Set up development basic information Set up offices Set up cash drawers Set up transaction types Set up account types Map development accounts Map transaction types 10 Map income accounts Set up interest profiles 12 Set up interest for accounts 13 Map development information 14 Set up agency and NSF settings 15 Set up policies 16 Set up buildings 17 Set up unit amenities 18 Set up unit activity types 19 Set up unit disability types 20 Set up registers 21 Set up late fee profiles 22 Setup EPFs 23 Set up security deposit profiles 24 Set up refund profiles 25 Set up direct debit profiles 26 Set up employees 27 Set up termination reasons 28 Set up form letter templates 29 Set up management codes o MNO A OON WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 4 of 253 User Manual 10 2011 Setting Up Agency and NSF Settings On the Receivables Default Settings screen you can set the program s interface color your agency s contact or return address information your default receipt and returned check fee NSF settings 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the General Settings Developments Units tab and then click SETTINGS The Receivables Default Settings screen opens Color Settings The color you select he
158. ies to manage all of their receivables both from tenants and from non tenants customers including rent and utility payments late fees maintenance charges and security and pet deposits The program supports the creation of customer accounts recurring and non recurring transactions charges credits receivables transfers and refunds the printing of bills statements and receipts the acceptance of payments the recording of NSFs the recalculation and transfer of account balances and the depositing of funds Tenants and Leases Unsubsidized Tenants Adding Unsubsidized Tenants Setting Up Security Deposits Transferring Unsubsidized Tenants to a New Unit Adding amp Editing Notes Generating Individual Form Letters Correcting Lease Start Dates Correcting Rent Amounts Issuing Keys to Tenants Vacancy Notices Recording Extending Reversin Receiving Keys from Tenants Terminating Leases Viewing Transaction History Subsidized Tenants ie Adding amp Editing Notes Generating Individual Form Letters Correcting Lease Start Dates Correcting Rent Amounts Viewing Transaction History Receivables Customers o ie Maintaining Receivables Customers Adding Customers WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 User Manual 10 2011 85 of 253 o Adding amp Editing Notes o Setting Up Direct Debit amp Prenotes o Adding Legal Proceedings o Viewing Transaction History Accou
159. inancial monetary information group the financial information by type or category of similar transactions and provide a means of reporting this information in standardized formats This topic defines the basic series of transactions and processes that normally occur in a housing agency HA Hopefully this will help you understand the basic setup of receivable accounts why actions taken have different affects on the account balances and how the data flows from the Tenant Accounts Receivable TAR program to the General Ledger GL program General Ledger Terms Journal Batch Manually selecting the account for each side of the transaction resulting in a balanced entry Allocation Tables In Setup these are pre selected accounts that a transaction can use to allocate the dollar amounts to multiple accounts within the ledger based ona percentage value Funds Within each HA operation there are several different funds Each fund is defined by the source of funds available for use and the restrictions placed on the use of these funds Accounting for the assets liabilities cash receipts and disbursements is completely separate within each fund It is customary for an HA in order to simplify the accounting and record keeping functions to receive and disburse all cash from a single bank account This necessitates additional accounting to reflect the amount of cash received or disbursed from one fund that actually belongs to another fund Thi
160. ing Up Developments on page 19 9 Click START and then click FINISH to map the development s to the office The Maintain Receivables Offices screen appears again WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 29 of 253 User Manual 10 2011 Cash Drawers A cash drawer is a specific place within an office where you accept payments Tenant Accounts Receivable contains one record for each of your cash drawers A cash drawer may be a literal cash drawer at your agency or at a bank or it may be a computer workstation where you accept payments Some offices may have only one cash drawer others may have multiple cash drawers After you set up your cash drawers you can use them to accept payments Each day you use a particular cash drawer you will open it and balance and close it Setting Up Cash Drawers WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 30 of 253 User Manual 10 2011 Setting Up Cash Drawers 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the Offices and Accounts tab and then click CASH DRAWERS The Maintain Cash Drawers screen opens with all available cash drawers displayed in a table Click on the toolbar The Add Cash Drawer Wizard is initiated Enter a unique drawer number and type a description for the cash drawer for example Central Office 1 Enter the next receipt number number of the next receipt to issue from thi
161. ing of all payments for a specified date range where a receipt was printed The difference between this report and the Payment Listing report is whether a receipt was printed or not This report can be ordered by customer or by date of the payment It can be reported for one or all receivables offices and for all payments or those taken into a specified cash drawer You may select to include the payee address on the report print in summary only for the selected grouping and include the payment detail on the report Receipt Listing by Developmentis a listing of all payments for a specified date range where a receipt was printed grouped and subtotaled by the development where the tenant lived The WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 201 of 253 User Manual 10 2011 difference between this report and the Payment Listing by Development report is whether a receipt was printed or not This report can be ordered by customer or by date of the payment It can be reported for one or all receivables offices and for all payments or those taken into a specified cash drawer You may select to include the payee address on the report print in summary only for the selected grouping and include the payment detail on the report Cash Drawer Balancing Report reprints the Cash Drawer Balancing reports of all cash drawers closed out during a specified date range Direct Debit Bank Report displays a list of all bank direct debits made
162. ion use the CTRL ALT C keyboard shortcut WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 196 of 253 User Manual 10 2011 Reports Overview Tenant Accounts Receivable includes many built in reports with powerful filters to help track and manage your data If your agency uses the Custom Report Writer program you can create custom reports and define who has rights to run them You can manage your reports by choosing from many report options and by previewing or printing reports You can also save reports as various file types Access Reports 1 Click REPORT on the Main Menu screen the Receivable Reports screen appears with the Leases tab selected 2 Select the tab and then the radio button of the report you want to work with Filter options for the report display on the right side of the screen and toolbar icons become available Following are the summaries of the reports found on the tabs of the Receivable Reports screen o Lease Report Summaries o Unit Report Summaries o Payment amp Deposit Report Summaries o Receivable Report Summaries o Listing Report Summaries o Register and Custom Report Summaries Preview or Print Reports 3 Once you have filtered and sorted the report to your needs you can click b on the toolbar Bs to preview the report in a separate window Or click to print a hard copy of the report Note On the Print Preview screen you can click to save the report to your files click
163. ith all available payment types displayed in a table Click bi on the toolbar The Add Payment Type Wizard is initiated Enter a text description to identify the payment type Check the include in cash drawer deposit checkbox if a tenant could use this payment method when making a physical payment at a cash drawer or drop box or through the mail Cash check and money order for instance would typically fall into this category This payment type then appears as an option when recording payments at a cash drawer Do not check this box if tenants do not use this payment method when making physical payments e g electronic funds transfers 5 Check document reference number required checkbox if you want to require those recording payments to enter this reference number when taking this type of payment Do not check this box if this payment type has no such reference number e g cash if tenants do not use this payment method when making physical payments e g electronic funds transfers or if you simply do not wish to require this number o Document reference number refers to a number on the document a tenant uses to make a payment The most common examples are a check number and a money order number 6 Check the can be used as a recurring payment checkbox if you want to make this payment type available for setting up a recurring payment Only payment types that have this box checked will appear in the Add Recurring Pa
164. ivable transactions are applied to the tenant s security deposit account for you to then receive from the tenant 8 Enter the maximum number of payments allowed that a tenant can make in order to satisfy the deposit enter the deposit amount and then the deposit percentage WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 66 of 253 User Manual 10 2011 9 If necessary check the checkbox to either calculate the security deposit by the number of bedrooms or by the number of pets 10 Click START review the policy s information and then click NEXT and then FINISH to add the new policy The Deposit Policies tab of the Maintain Deposit Profile Setup screen appears again 11 If you are calculating the security deposit by the number of bedrooms click the MAINTAIN BY BEDROOMS button at the bottom of the screen or if you are calculating the deposit by the number of pets click MAINTAIN BY PETS Depending on what you choose either the Maintain Deposit Policy by Bedrooms screen or Maintain Deposit Policy by Pets screen opens Hint You can also click N screens on the toolbar and select the appropriate action to access these 12 Click The deposit profile and deposit policy you just added is displayed at the top of the screen Note The deposit policy that is highlighted on the Deposit Policies tab of the Maintain Deposit Profiles screen is the policy you are working with 13 Enter the number of bedrooms and
165. kbox if there will be a daily rate Keep unchecked if itis a one time fee o Ifan active lease is required in order for the late fee to be applied check the checkbox o Check the starts legal proceedings checkbox to create a legal proceedings record for the customer This record then displays on the Maintain Legal Proceedings screen 10 Select a calculation type flat rate percentage or special calculation enter the late fee amount and enter amaximum amount if necessary late fee application stops when this amount is reached mostly used with a daily fee 11 Click START review the policy s information and then click FINISH to add the new policy The Late Fee Policies tab of the Maintain Late Fee Profile Setup screen appears again Late fee policy examples Daily Late Fee Monthly Description Daily Late Fee Charge Type Late Fee Effective Date fi 1 01 2008 E To fi 120172009 E 4 Balance as of the day of the month not paid by the 30 day of the month apply the late fee policy V Monday grace period for weekend late fees JV Fee is based on Business Days IV Active Lease Required IV Daily Fee Starts Legal Proceedings Calculation Type Flat Rate Amount 1 00 Maximum Amount 10 00 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 62 of 253 User Manual 10 2011 Flat Rate Fee Monthly Description Late Fee Charge Type Late Fee Effective Date or 01 2007 EJ To 07 01 2009 E 4 Ba
166. l account Set Up Interest for FSS Escrow Account See Setting Up Interest for Account s on page 74 17 Choose the appropriate account number into which you post interest generated for the FSS Escrow account type WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 228 of 253 User Manual 10 2011 Set Up FSS Interest Profile See Setting Up Interest Profiles on page 72 This ensures any accumulated interest is collected onthe FSS escrow account 18 Enter FSS as the description and check the FSS or S8 FSS developmentcheckbox to include it in the profile 19 Create an appropriate interest policy and then select to include the FSS escrow account type in the profile Set Up FSS Register See Setting Up Registers on page 9 See Escrow Account Register Example on page 12 20 Select FSS escrow as the account type and enter FSS Register as the register name 21 Select New as the column format and enter FSS Register Format as the new column format description WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 229 of 253 User Manual 10 2011 Setting Up Section 8 Repayment Agreements Because the Tenant Accounts Receivable program primarily manages Public Housing information you must first set up specific Section 8 information before you can add repayment to a Section 8 customer Setting up a Section 8 repayment agreement involves 7 main steps C Add Section 8 deve
167. l available registers displayed in a table Bs 7 Ifnecessary highlight and click to print any registers for review and for your records Hint Click es on the toolbar to access the Browse Registers screen From this screen you can set up edit or delete a register See Setting Up Registers on page 9 8 cick E to return the wizard and then click NEXT to prepare the transactions that will post to the General Ledger as a result of closing this month A green checkmark appears next to the Prepare Posting step when it is completed Note If there are errors found during preparation of the transactions error reports appear with descriptions of the errors and instructions on how to remedy them 9 Click NEXT to continue The Pre Posting report appears with all transactions to be posted displayed Ba 10 Review and confirm the posting information and click to print the report if necessary WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 192 of 253 User Manual 10 2011 Note If the Pre Posting report is out of balance a warning message appears and you will not be able to continue the closing process 11 Click CLOSE to return to the wizard 12 Click NEXT The Select Other Close Month Reports screen opens 13 Check the checkboxes of each report you wish to print and click OK to print the selected reports If you selected at least one report it opens in a report preview screen If you selected more than one report
168. l correctly place charges and revenues in the right place if mapped correctly After you have set up your customer account types assign each account to one or more developments that use that account type define a receivables posting account and a bank deposit account for each development and map appropriate cash drawers to the development Each customer account that matches the account type the development and cash drawer will use these records for the posting of receivables and the depositing of payments received Hint Each account type will likely have multiple developments that use it and each development will likely use multiple account types 1 Onthe Maintain Customer Account Types screen highlight the account type you want to work with in the table and select the Development Account Mapping tab Assign Account to Development s 2 Click The Add Development Account Mapping Wizard is initiated Note The account type that is highlighted on the Main tab of the Maintain Customer Account Types screen is the account type to which you are mapping and are working with 3 Select the development name you are mapping for this account type o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Define Accounts 4 Select the appropriate posting account number The ending balance of the register is this account number in General Ledger Sel
169. lance as of the 1 day of the month not paid by the 6 day of the month apply the late fee policy Monday grace period for weekend late fees J Fee is based on Business Days IV Active Lease Required Daily Fee I Starts Legal Proceedings Calculation Type Flat Rate we Amount 15 00 Maximum Amount 0 00 Legal Proceeding Fee Monthly Description Legal Proceedings Charge Type Late Fee Effective Date 1170172008 EJ To 11701 2009 E 4 Balance as of the day of the month not paid by the 30 day of the month apply the late fee policy Monday grace period for weekend late fees JV Fee is based on Business Days IV Active Lease Required Daily Fee JV Starts Legal Proceedings Calculation Type Flat Rate br Amount 100 00 Maximum Amount 0 00 Map Account Type s 12 Select the Account Types Included sub tab at the bottom of the screen 13 Click to add an account to the new late fee policy The Add Account to Late Fee Policy Wizard appears The late fee profile and late fee policy you just added is displayed on the first screen of the wizard 14 Select the account type to be affected by this policy from the drop down list this will usually be tenant accounts receivable o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 15 Click NEXT review the account type s information and then click FINISH to map the a
170. lays in the Move Out Date field Note Use the Terminate Lease Wizard to end unsubsidized tenant leases See Terminating Leases on page 103 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 102 of 253 User Manual 10 2011 Terminating Leases You can only terminate a lease for unsubsidized tenants in Tenant Accounts Receivable Completing the Terminate Lease Wizard ends the lease and moves out the unsubsidized tenant Note You can use the Receive Keys Wizard to move out an unsubsidized tenant without ending their lease See Receiving Keys from Tenants on page 102 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table 2 Select how you want to order the tenant lease table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant lease to match the criteria is highlighted in the table 3 Highlight the tenant lease record you want to work with and double click or click af The Tenant Management screen opens with the Tenant Information tab selected 4 Click 4 7 and select Terminate the Current Lease from the menu that appears The Terminate Lease Wizard is initiated Note You may receive a message stating that you are prevented from terminating leases Depending on your agency s policy you may not be able to terminate leases in Tenant Accounts Receivables See Setting Poli
171. le Add Receivable Credit Memo Account Transfer Refund Request Void Transaction Void Payment Void Account Transfer Void Refund Request Generate Statement Recalculate Balance and Balance Transfer WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 111 of 253 User Manual 10 2011 Receivables Customers A receivables customer is anyone either a tenant or a non tenant who pays money to your agency Tenant Accounts Receivable contains one customer record for each of your receivables customers Since all tenants are also receivables customers the program automatically maintains a customer record for each current tenant Youcan also maintain customer records manually for receivables customers who are not tenants An example of this might be a vendor who operates a laundry room on your premises Each customer can have multiple customer accounts Each customer account contains transactions related to a particular type of charge or payment Adding Customers Maintaining Receivables Customers Adding amp Editing Notes Setting Up Direct Debit amp Prenotes Adding Legal Proceedings Viewing Transaction History WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 112 of 253 User Manual 10 2011 Adding Customers The Tenant Accounts Receivable program automatically maintains one customer record for each of your current tenants You can also add and maintain customer records manually for receiv
172. le information setup and map the profile to a deposit policy or set of rules specific account type s and transaction type s Typically each profile will contain 3 rules or policies a flat rate fee policy a daily late fee policy and a legal proceeding fee policy Add Basic Profile Info 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the Profiles and Policies tab and then click LATE FEES The Browse Late Fee Profiles screen opens with all available late fee profiles displayed in a table Click i on the toolbar The Add Late Fee Profile Wizard is initiated Enter a late fee profile descriptionand then check the checkboxes of the developments you want to include in the profile For example if your agency does not charge late fees for elderly housing developments you would uncheck all those particular developments o Developments This is your agency defined list of developments which you maintain in Setup See Setting Up Developments on page 19 Note You are only able to have one profile per development If another profile is added that includes a development for which there is already a profile the first profile will have that development removed 4 Click NEXT review the profile information and then click FINISH to save and add the new profile The Maintain Late Fee Profile Setup screen appears with the Main tab selected Map Late Fee Policy 5 Select the Late Fee Policie
173. lick or click of The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Account Summary or Account Details tab if you want to view transaction history If you want to view recurring transaction history select the Recurring Transactions tab 5 Click N on the toolbar and select View Transaction History or View Recurring History Depending on what you choose either the View Transaction History screen or the View Recurring Transaction History screen opens The View Recurring Transaction History screen displays information for ALL recurring transactions for the tenant customer in a grid and there are no filter or additional options The View Transaction History screen displays all transactions for the tenant customer for a specified date range in a grid 6 For non recurring transactions select the date range of the transactions you d like to view and click GO The transactions that match the date criteria automatically display in the grid To view additional information about the transaction such as the transaction number created on date created by username and ending balance select and highlight the transaction in the grid The information about the transaction automatically displays at the bottom of the screen Note You can also access the following wizard options by clicking on the toolbar Add Charge Add Credit Memo Add Receivab
174. lopment C Set up office security optional C Set up repayment transaction type C Set up repayment revolving charge account C Map Section 8 development to appropriate posting and bank accounts C Map repayment transaction type to repayment account Map repayment account to income account Add Section 8 Development See Setting Up Developments on page 19 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the General Settings Developments Units taband then click DEVELOPMENT The Browse Development screen opens with all available developments displayed in a table 2 Click on the toolbar The Add Development Wizard is initiated Enter a development code such as S8V and then a description such as Section 8 HCV Repayment Agreement 4 Click START and then click FINISH to add the new development The Maintain Development screen appears with the new development information displayed Note All other default values are not necessary at this time Set Up Office Security if necessary See Setting Up Office Security on page 214 5 If necessary set up office security Setting up office security which involves adding employees to a specific Section 8 office and then assigning both to a separate cash drawer for Section 8 payments is usually only conducted by larger agencies Set Up Repayment Transaction Type See Setting Up Transaction
175. lopment and check the checkbox if the development is late fee exempt 4 Click START and then click FINISH to save and set up the new active development The Maintain Development screen appears with the new development information displayed Hint If a record is active it is available for you to work with elsewhere in the program Uncheck this checkbox for records you no longer wish to use Map Development to Accounts 5 If necessary click of and specify the default accounts default transaction type default profiles general ledger account and bank account information Note For some types of developments you do not need to fill out any additional information for example if the development does not deal with leases you do not need to enter any additional information besides the code and description WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 19 of 253 User Manual 10 2011 Buildings HUD requires that you assign each of your agency s units not to a building but to a building entrance Building entrances are based on postal addresses Note HUD s building entrances do not correspond to physical entrances doors into a building They correspond directly to postal addresses Ifa particular building has only one postal address for the entire building it will have only one HUD building entrance You will number it entrance 1 and assign all units in the building to that entrance Fo
176. lude the FSS Escrow Credit transaction type for the tenant accounts receivable account type Map GL Fund Account to FSS Escrow Credit Transaction Type and AR Account See Mapping Income Accounts on page 48 11 Select an appropriate income account to which you post payments received for this account type and transaction type for example a 3110 income rental account Set Up FSS Interest Profile See Setting Up Interest Profiles on page 72 This ensures any accumulated interest is collected onthe FSS escrow account 12 Enter FSS as the description and check the PH FSS developmentcheckbox to include it in the profile 13 Create an appropriate interest policy and then select to include the FSS escrow account type in the profile Set Up Interest for FSS Escrow Account See Setting Up Interest for Account s on page 74 14 Choose the appropriate account number into which you post interest generated for this account type Set Up FSS Register See Setting Up Registers on page 9 See Escrow Account Register Example on page 12 15 Select FSS escrow as the account type and enter FSS Register as the register name 16 Select New as the column format and enter FSS Register Format as the new column format description WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 224 of 253 User Manual 10 2011 PH FSS Example Rent Scenarios Scenario 1 Rent 100 FSS 50 Recurring
177. m the menu that appears The Void Transaction Wizard is initiated All the tenant s customer s transactions associated to the selected account display in a table Hint You can also access the Void Transaction Wizard from the Account Summary tabs on either the Tenant Management screen for tenants or the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 7 Select and highlight the transaction you want to void 8 Click START to continue 9 Specify the date that you want the transaction to be voided and enter a description for the void if necessary a default description is already provided for you 10 Check the checkbox to print a void ticket after completing the wizard Hint The void ticket that prints by default for the selected account type is maintained in the Setup area of the program See Setting Up Account Types on page 45 11 Click NEXT 12 Review and confirm the void information and click FINISH to save and apply the void The Account Details tab appears again with the voided transaction displayed in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 129 of 253 User Manual 10 2011 Receivables A receivable is a transaction that records that a tenant owes you money Th
178. m the menu that appears The Security Deposit Wizard is initiated Enter the security deposit amount and specify the effective date when the deposit becomes effective If necessary enter the number of payment plan periods allowed for payment of the security deposit Click START to continue Review and confirm the security deposit information you have set up and click FINISH to add the amount to the tenant s security deposit account The Tenant Information tab appears again o To view the account information select the Account Summary or Account Details tab o The amount due now on the security deposit account depends on how many plan periods were entered during setup For example if you entered 2 payment plan periods the amount due now for a 200 00 security deposit would be 100 00 Hint You can also add a security deposit while adding an unsubsidized tenant in the Add Tenant Lease Wizard See Adding Unsubsidized Tenants on page 91 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 93 of 253 User Manual 10 2011 Issuing Keys to Tenants You can only issue keys for unsubsidized tenants in Tenant Accounts Receivable or tenants who do NOT exist in Occupancy and Rent Calculation You are only able to issue keys to tenants who are added and fully maintained in TAR The reason for this is lease information is usually updated in ORC 1 From the Main Menu screen click TENANTS The Browse Tenant Leases
179. maintain in the Setup area of the program See Setting Up Account Types on page 45 Click OK and then click NEXT the payment transactions are prepared and gathered Click NEXT again The Recurring Payment Exception Report appears Review and confirm the payment exceptions and SAVE or PRINT the report for your records Click CLOSE to exit the report and return to the wizard 10 Click NEXT to deposit the payment transactions Note You will only be able to gather payments that have not been deposited so there is no way to duplicate the process WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 182 of 253 User Manual 10 2011 Generating URP Refunds After setting up refund profiles you are able to quickly generate URP refunds using the information described in the profile See Setting Up Refund Profiles on page 69 Ona regular basis usually monthly you will have to generate URP refunds for some your tenants During the process a refund request transaction is added to a tenant s account and an invoice is sent to Accounts Payable for the subsequent check run Refunds can either be generated for individual tenants by default or generated for the utility company See Setting Up URPs to Utility Company Accounts on page 215 Note URPs can be generated for both Section 8 and Public Housing Tenant Accounts Receivable handles the PH URPs while S8 URPs are generated in the Section 8 Tenant amp Landlord program 1
180. may not be created at this exact point but is generated either now or while generating an ACH file These two transactions are processed using the following actions charging a tenant payment on the account reconciling the cash drawer and making a deposit Transfer from TAR to Repayment Agreement Account Transfers between accounts are a slightly different set of transactions but are still standardized toa single definition 1 Decrease credit to the TAR account 2 Increase debit to the repayment agreement account The GL accounts used are the account s posting accounts identified when setting up developments Since all transfers between accounts are treated exactly the same the transaction created is 1 Decrease credit to the originating account 2 Increase debit to the receiving account Hint If you are charging off a tenant this is a transfer from the initial account where there is an amount due to the charge off account The charge off account however has a different type of posting account It will either be the allowance for doubtful accounts or bad debt expense depending on how the HA tracks its charge offs WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 212 of 253 User Manual 10 2011 Related Processes These processes include more than one area of the program several processes within one program and often include specific policy settings Setting Up Office Security Setting Up URPs t
181. mulate as a negative balance to show that the HA owes the tenant the amount reflected in the account WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 43 of 253 User Manual 10 2011 3 Revolving credit account This is a repayment agreement type account Amounts charged on the primary accounts receivable account are transferred to this account and this transfers the balance due Then recurring receivable amounts are defined for the monthly payment amounts that should be paid to reduce the overall balance due There are no transactions associated with this account as all charge items have already been recorded on the AR account and transferred 4 Mortgage account This account type is similar to the revolving credit account in setup and actions WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 44 of 253 User Manual 10 2011 Setting Up Account Types When setting up an account type you need to add the basic account information and then map the account to specific developments and transaction types 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the Offices and Accounts tab and then click ACCOUNTS The Browse Customer Account Types screen opens with all available account types displayed in a table Click il on the toolbar The Add Account Type Wizard is initiated Enter a descriptionto identify the account type and then select the type of account whether t
182. n a selected account Hint Your agency can customize the Take Payments process so that it better fits your needs See Customizing the Take Payment Wizard on page 139 Hint You can also set up payment apply order for account types from the Setup area of the program See Setting Up Account Types on page 45 Note Click here to find out how payments affect General Ledger See Balancing TAR to GL at a Glance on page 211 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and click on the toolbar 4 Select Take Payment from the menu that appears The Take Payment Wizard is initiated Hint You can also access the Take Payment Wizard from the Account Summary and Account Details tabs on either the Tenant Management screen for tenants or the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant
183. nd PH FSS bank accounts But your agency s policy could require this If this is the case type S8 FSS or PH FSS as the descriptions Set Up FSS Development See Setting Up Developments on page 19 3 Type FSS or PH FSS as the description 4 Enter an appropriate recurring payments bank account This is the interest bearing escrow account where money goes and only pertains to PH FSS program Hint All other default values must be selected here after as they are set up For example after setting up a default interest profile you should return and select it here Map FSS Development to FSS Escrow Account Type See Mapping Development Accounts on page 46 Select the PH FSS development from the development name drop down list Select your GL account for FSS transactions as the posting account number usually an AP Family Self Sufficiency 2100 account liability account and an FSS savings account in which to place payments as the bank account number It is recommended to leave the cash drawer as None It recommended to leave the direct debit cash drawer as None Set Up FSS Escrow Credit Transaction Type See Setting Up Transaction Types on page 40 9 Enter FSS Escrow Credit as the description WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 223 of 253 User Manual 10 2011 Map FSS Escrow Credit Transaction Type to AR Account See Mapping Transaction Types on page 47 10 Select to inc
184. nd select Maintain Bank Account Info The Select Bank Account screen appears with all bank accounts displayed in a table 3 Highlight and select the bank account for which you want to generate pre notes This is the account which handles your agency s customer ACH accounts 4 Click on the toolbar The Browse Unapproved ACH Pre Note screen opens with all tenants with an unapproved pre note displayed in a table 5 Click and select Generate ACH Pre Note The Generate ACH Pre Note Wizard is initiated 6 If necessary select the module for which you want to generate the pre notes all modules Payables Payroll Receivables or Section 8 By default All WinTen modules with pre note abilities is selected 7 By default all pre notes listed in the table will be included in the file sent to the bank If you do not want to include a specific pre note in the file double click on the Yes displayed in the appropriate customer s Include column To include a pre note marked as No just double click again to change to Yes Hint Click Z Mark al atk AIl to check all checkboxes click O Unmatk Al to uncheck all checkboxes 8 Ifnecessary enter the file path or where you want the pre note file to be saved If you have program installed in T WinTen2 the default file location will display as your T WinTen2 Exe folder 9 Click START to continue 10 Review and confirm the information you
185. nt If another profile is added that includes a development for which there is already a profile the first profile will have that development removed 4 Click NEXT review the profile information and then click FINISH to save and add the new profile The Maintain Interest Profile Setup screen appears with the Main tab selected Map Interest Policy 5 Select the Interest Policies tab and click on the toolbar The Add Interest Policy Wizard is initiated Note The interest profile that is highlighted on the Main tab of the Maintain Interest Profiles screen is the profile to which you are associating a policy Caution Be careful to not create redundant policies for the same account type and time period 6 Enter the name for the interest policy in the description field and select the type of calculation to use from the drop down list 7 Select an effective date or the date range of when the policy is in effect and enter an interest percentage APR For example WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 72 of 253 User Manual 10 2011 Description Simple Interest Calculated Monthly Type of Calculation Simple Interest Monthy Effective Date 10 01 2007 To 09 30 2008 E Interest Percentage APR 8 8 Click START review the policy s information and then click FINISH to add the new policy The Interest Policies tab of the Maintain Interest Profile Setup screen appears again Map Account Type s
186. nt but each tenant over time can sign multiple leases with your agency Therefore you may have multiple lease records per tenant The ability to maintain multiple lease records per tenant gives you the benefit of having a history of each tenant s leases It also allows you to create a record for a new lease that takes effect in the future As you move in a tenant or transfer a tenant between units the Tenant Accounts Receivable program automatically creates a record for the new lease If you do not already have a record for the tenant if the tenant has never before been housed by your agency the program also creates a new tenant record Note The Tenant Accounts Receivable program creates separate TAR accounts for every lease Each time a tenant changes units they will have a separate tenant accounts receivable TAR account for each unit If a tenant transfers three times then you will see three different TAR accounts This is important due to project based accounting because each site is responsible for their own collections Maintaining Tenants amp Leases WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 88 of 253 User Manual 10 2011 Maintaining Tenants amp Leases Throughout the time period in which a tenant subsidized or unsubsidized is housed with your agency you may need to periodically review and maintain their lease information 1 From the Main Menu screen click TENANTS The Brow
187. nt Transfer Wizard from the Account Summary and Account Details tabs on either the Tenant Management screen for tenants or the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 5 Specify the date of the transfer 6 Select the account you want to transfer from in the drop down list The balance of the selected account displays below Enter the amount to transfer Select the account you want to transfer to in the drop down list The balance of the selected account displays below 9 Click START to continue If one or both accounts in the transfer do NOT have individual transactions from which or to which you can distribute the transfer review and confirm the transfer information you have set up and then click FINISH You have successfully created an account transfer OR If one or both accounts in the transfer have individual transactions from which or to which you can distribute the transfer an additional step appears where the specific amounts transferred from and or transferred to specific transactions are displayed in a table The transaction table displays each transaction that currently has an outstanding balance in the transfer from account The Amount to Include column identifies the amount of each trans
188. nt to order the customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first customer to match the criteria will be highlighted in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 215 of 253 User Manual 10 2011 9 Click af The Account Summary tab of the Maintain Customer Information screen appears 10 Select the Customer Information taband click 11 Enter the utility company account number and then click H to save your changes 12 Click to a return to the Browse Customers screen and search for the next tenant 13 Repeat steps 8 12 until all tenants who receive URPs have the utility company account number entered Now after generating URP refunds the checks invoices are transferred to the Accounts Payable program and you can print the invoices and send them to the utility company See Generating URP Refunds on page 183 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 216 of 253 User Manual 10 2011 Charging Off Tenants You can add tenants who are also customers to your collection loss accounts to determine how many clients have not paid your agency Charging off a tenant involves 4 main steps o Add collection loss accounts to appropriate customers o Transfer security deposit balances to tenants accounts receivable accounts o Transfer tenants AR account balances to new collection loss accounts Inactivat
189. nter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record who was given the wrong payment and double click or click af The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Account Details tab Displayed in a table are all the tenant s customer s account transactions Hint You can click f on the toolbar to see a detailed view of the tenant s transactions The detailed view reports each transaction s beginning balance charges payments transfers and ending balance 5 Click on the toolbar and select Balance Transfer from the menu that appears The Balance Transfer Wizard is initiated Select the account you want to work with and enter a description for the balance transfer Click START to continue A table displays all outstanding transactions which the tenant owes your agency from the last 3 months 8 To view the tenant s customer s outstanding transactions for a specific timeframe use the show dates from and to date fields and then click GO The charges within the selected timeframe automatically display in the table 9 Select the re apply date or the date you want the new balances to transfer 10 In the Amount to Apply column of the table edit the amount to apply to each outstanding transac
190. nter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table Highlight the tenant customer record for which you want to add a customer account and double click or click of The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected If on the Tenant Management screen click 2 on the toolbar The Maintain Notes screen appears with all notes added for the tenant record displayed in a table OR If on the Maintain Customer Information screen select the Customer Information tab and click 2 The Maintain Notes screen appears with all notes added for the tenant record displayed in a table oP To add a note click l OR Enter or edit the date the note was taken date to which the note pertains the subject of the note and the actual notes text in the fields at the bottom of the screen To edit an existing note select and highlight it in the table and then click Click H to save and apply your changes o The user responsible for creating or updating the note as well as the program in which the note was created is stored in the system You can view this information in the Who and Program columns in the Notes table Setting Up Direct Debit amp Prenotes You have the ability to set up direct debit for your customers You also are able to create a zero dollar pre note of customer A
191. nts o Adding amp Editing Customer Accounts o Recalculating Account Balances Charges o Adding Charges o Adding Recurring Charges o Voiding Transactions Receivables o Adding Receivables o Adding Recurring Receivable Payments o Taking Payments o Customizing the Take Payment Wizard o Adding Recurring Payments o Voiding Payments o Re Applying Payments o Moving Payments from One Customer Account to Another Account Transfers o Creating Account Transfers o Adding Recurring Transfers o Creating Balance Transfers o Voiding Account Transfers WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 86 of 253 User Manual 10 2011 Credit Memos Adjustments o Adding Credit Memos Adjustments o Adding Recurring Credit Memos Adjustments o Adding Receivable Credit Memos Adjustments o Voiding Transactions Refund Requests o Creating Refund Requests o Voiding Refund Requests NSFs o Recording NSFs o Reversing Recorded NSFs WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 87 of 253 User Manual 10 2011 Tenants and Leases Tenant Accounts Receivable allows you to maintain one record for each of your tenants as well as one record for each tenant lease The distinction between tenants and leases is an important one A tenant is one person or one organization or company so you should maintain only one record per tenant Only one lease is typically in effect at any one time for a given tena
192. nty and any additional comments Note The address you enter here is the address used for all units that use this building and entrance record in Tenant Accounts Receivable TAR Occupancy and Rent Calculation ORC and Work Order WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 83 of 253 User Manual 10 2011 8 Review and confirm the building entrance information you have set up and click a to save and apply your changes Delete Building Entrance 1 On the Main Menu screen click UNITS The Browse Unit Information screen appears with all vacant and occupied units displayed in a table 2 Click N 7 on the toolbar and then select Maintain Building from the menu that appears to access the Browse Building Entrance screen All building entrances are displayed in a table 3 Highlight the building entrance record you want to delete and click on the toolbar Click YES through the confirmation message and delete the record or click NO to cancel the deletion Hint Select how you want to order the table from the ordered by drop down list enter the search criteria in the search for field and click GO The first record to match the criteria will be highlighted in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 84 of 253 User Manual 10 2011 Tenant Lease and Customer Management WinTen Tenant Accounts Receivable is a fully integrated system that allows public housing authorit
193. o Utility Company Accounts Charging Off Tenants Adding Interest to Account Types FSS FSS for Public Housing o Setting Up FSS for Public Housing o PH FSS Example Rent Scenarios Setting Up FSS for Section 8 Repayment Agreements Setting Up S8 Repayment Agreements Creating S8 Repayment Agreements WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 213 of 253 User Manual 10 2011 Setting Up Office Security Setting up office security involves 5 main steps Activate office security policy Add office s Map development s to office s Map cash drawer s to office s and accounts Associate employee s to office s a FwnrN gt WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 214 of 253 User Manual 10 2011 Setting Up URPs to Utility Company Accounts By default the Tenant Accounts Receivable program is set up to send URP checks directly to a tenant s account However you have the option to send the URP checks directly to a tenant s utility company account instead in order to help pay their utility bills quickly and easily With this option the URP checks invoices are transferred to the Accounts Payable program after processing and you can print the invoices from that program Note URPs can be generated for both Section 8 and Public Housing Tenant Accounts Receivable handles the PH URPs while S8 URPs are generated in the Section 8 Tenant amp Landlord program When setting up URPs
194. o continue Enter Rent Info 10 Enter the flat rent contract rent and the utility allowance amount if not using a utility profile 11 Click NEXT to continue WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 81 of 253 User Manual 10 2011 Specify Amenities 12 Check the checkboxes of the all appropriate unit amenities and click NEXT o This is your agency defined list of unit amenities which you maintain in the Setup area of the program See Setting Up Unit Amenities on page 24 Hint Click Z Mark all Mark Al fo check all checkboxes click LI Unmark Al to uncheck all checkboxes 13 Review and confirm the unit information you have set up and click FINISH The new unit information is now available to work with in the TAR ORC and Work Order programs WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 82 of 253 User Manual 10 2011 Maintaining Building Entrances Usually you will work with building entrance records in the Setup area of the program when you are first setting up the Tenant Accounts Receivable program However you are also able to add edit or delete building entrances from the Units area of the program Note There should be at least one building entrance for each distinct address Add Building Entrance 1 On the Main Menu screen click UNITS The Browse Unit Information screen appears with all vacant and occupied units displayed in a table 2 Click N 7 on th
195. o transactions with outstanding balances 18 Click in the amount to apply field for any transaction and change the amount of this payment to apply to that transaction o Ifyou change any amounts verify that the total amount to apply equals the total amount the customer wishes to pay o fthere is an amount besides 0 00 already entered you must zero out the amount first by entering O before editing the amount N o To cancel any changes click and select Reset Default 19 After all amounts to apply have been entered click to apply your changes and return to step 1 of the Take Payment Wizard 20 If necessary check or uncheck the create pre payment checkbox This is checked by default when the Amount Received is greater than the Total Amount Due 21 Click START to continue If you are not creating a prepayment review and confirm the payment information you have set up and then click FINISH You have successfully taken a payment OR If you chose to create a prepayment you are directed to an additional step in the wizard where you can set up prepayment information Optional Step 3 Select Account and Transaction to Prepay 22 Select the customer account to be prepaid and press TAB on your keyboard or click within the first cell of the transaction table located immediately below the Transaction Type header o This field offers a list of all accounts for this customer which you maintain on the Account Summary
196. of the transaction types you want to map o This is your agency defined list of transaction types which you maintain in the Setup area of the program See Setting Up Transaction Types on page 40 15 Click START and then click FINISH to apply your changes and map the transaction type s to the refund profile Now that you are finished setting up the needed information to make a refund application to accounts possible you can now generate the actual refunds for those account types Generating refunds can be accomplished in the Periodic Processing area of the TAR program See Generating URP Refunds on page 183 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 70 of 253 User Manual 10 2011 Interest Interest profiles are used to organize all your agency s interest policies or rules on how interest is applied With an interest profile you may group and describe a collection of policies or just one policy Setting Up Interest Profiles After setting up interest profiles you can then identify the general ledger revenue accounts to which you post interest received from developments that use a specific account type transaction type combination Each interest charge that matches a given transaction development and account type will post to the revenue account you identify Setting Up Interest for Accounts WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 71 of 253 User Manual 10 2011 Setting
197. om the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant to match the criteria is highlighted in the table 3 Highlight the tenant record you want to work with and double click or click of The Tenant Management screen opens with the Tenant Information tab selected Click on the toolbar The Generate Form Letter Wizard is initiated Select the template group that contains the form letter template you want to use for this letter then click START 6 Check the checkbox es of the form letter template you want to use for this letter then click NEXT to continue Since you are generating an individual form letter the wizard skips Steps 3 through 5 See Form Letter Templates on page 14 Note A template is a data record that contains all of the setup information for one form letter It is the electronic equivalent of a blank master copy of a form that you photocopy and fill in for each individual recipient For more information on creating a new form letter template please see the Setting Up Form Letter Templates topic 7 Choose whether you want to print the letter now or save it for later printing 8 Select the signature line for the letter from the signature description drop down list enter a short description for the letter and then click NEXT 9 Review the settings you have chosen for the letter If you need to change anything click BACK to return to the appropriate
198. omer Information screen opens with the Tenant Information tab or Account Summary tab selected If on the Tenant Management screen click s on the toolbar The Maintain Notes screen appears with all notes added for the tenant record displayed in a table OR If on the Maintain Customer Information screen select the Customer Information tab and click ON The Maintain Notes screen appears with all notes added for the tenant record displayed in a table P To add a note click OR Enter or edit the date the note was taken date to which the note pertains the subject of the note and the actual notes text in the fields at the bottom of the screen To edit an existing note select and highlight it in the table and then click Click H to save and apply your changes o The user responsible for creating or updating the note as well as the program in which the note was created is stored in the system You can view this information in the Who and Program columns in the Notes table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 96 of 253 User Manual 10 2011 Generating Individual Form Letters You are able to generate a single form letter for any tenant or customer who is also a tenant whois managed in the Tenant Accounts Receivable program 1 From the Main Menu screen click TENANTS The Browse Tenant Leases appears with all current leases displayed in a table 2 Select how you want to order the tenant table fr
199. omer Account Balance Transfer From Trans From Transaction Description Date Summa Balance Transfer Summa Customer Summa Account Type Summa Development Listing Report Summaries These reports are found on the Listing tab of the Receivables Reports screen Directory Listing is a listing of all tenants You have the ability to select all active leases or customers with expired leases You can order the report by customer name and choose whether or not to include mailing addresses on the report Late Fee Exempt Report is a listing of all customers who are marked as exempt from late fee calculations There are no options to choose for this report Customer Exemptions shows all customers who are marked as exempt as of a specified date This report has an option to select all or a single program exemption type and may be sorted in the order of the customer name Direct Debit Customer Listing is a listing of all customers who are set up for direct debit You have the ability to order by customer name and choose whether or not to include addresses on the report WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 205 of 253 User Manual 10 2011 Register and Custom Report Summaries These reports are found on the Registers and Custom Reports tab of the Receivables Reports screen Registers are user definable and can be added and modified as needed Each register can be printed for one or any combination of developments
200. omer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Recurring Transactions tab Displayed in a table are all the tenant s customer s recurring transactions 5 Click on the toolbar and select Add Recurring Transfer from the menu that appears The Add Recurring Transfer Wizard is initiated Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 6 Select the account you want to transfer from in the drop down list 7 Enter the amount of the transfer each time it occurs 8 Select the account you want to transfer to in the drop down list 9 Enter a description for the recurring transfer 10 Specify the start month and start year or when the recurring transfer schedule begins Hint If you set the start date to a future date the transfer will be applied the first time you generate monthly transactions on or after that date 11 Specify the end month and end year or when the recurring transfer schedule ends The transfer will stop permanently after if reaches this date The default is blank which means there is no end date If you entered a maximum amount the ending month and year will automatically calculate Hint Use the start month and end month fields if the transfer is seasonal The first transfer of the season will be ap
201. oms or street name You may also run this report for a selected unit action or all actions Unit Summary is a listing of all units in the program You have the ability to select for one or multiple developments and select for a specified bedroom size or all bedrooms This report can be ordered by unit number apartment number street number bedrooms or street name This report is the same as the Master Unit Listing except it reports the occupancy status as of a specified date Move In Report is a listing of all families that moved in during a specified date range You have the ability to select for one or multiple developments and select for a specified bedroom size or all bedrooms This report can be ordered by unit number apartment number street number bedrooms or street name Move Out Report is a listing of all families that moved out during a specified date range You have the ability to select for one or multiple developments and select for a specified bedroom size or all bedrooms This report can be ordered by unit number apartment number street number bedrooms or street name Applicant List Vacant Unit Listing displays only vacant units that are not classified under any type of exclusion and are available for lease The report also displays any offers that were made WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 199 of 253 User Manual 10 2011 on units in the Applicant List program and if the offers we
202. on that will represent the full text management code 3 Click OK and then enter the full management code description in the textbox at the bottom of the screen 4 Click H to save and apply your changes The new management code now displays in the table Editing Management Codes To edit the full management code description click o To edit the short code description that represents the full text management code click WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 7 of 253 User Manual 10 2011 Registers A register is a type of custom reporting device that is very useful for audit tracking purposes tracking deposits or to validate other reports Registers track the transaction activity for a specific account type and can be printed reviewed monthly or daily They can also track deposits and validate other reports Setting Up Registers o AR Register Example o Revolving Account Register Example o Escrow Account Register Example WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 8 of 253 User Manual 10 2011 Setting Up Registers There are 6 common register types that most agencies will need tenant accounts receivable TAR register security deposit register pet deposit register collection loss register revolving account register promissory note retro rent repayment and escrow register 1 Onthe Main Menu screen click SETUP On the Receivables Setup sc
203. on the Main Menu screen On the Receivables Setup screen that appears select the Offices and Accounts tab and then clickKTRANSACTIONS The Maintain Transaction Types screen opens with all available transaction types displayed in a table Click bi on the toolbar The Add Transaction Type Wizard is initiated Enter a text description to identify the transaction type Click START and then click FINISH to set up the transaction type The Maintain Transaction Types screen appears again with the new active transaction type displayed in the table Hint If a record is active it is available for you to work with elsewhere in the program Uncheck this checkbox for records you no longer wish to use WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 40 of 253 User Manual 10 2011 Account Types Tenant Accounts Receivable contains one record for each of your agency defined customer account types You assign an account type to each customer account Customer account types are also an important part of the setup for your agency s developmental fund accounting Setting up your agency defined customer account types is a mutli step process 1 Plan your customer account types 2 Create a record for each account type During creation of each type you can identify an order in which to apply payments various default formats for printed documents and whether interest accrues to accounts o Assign each account type to one or more
204. on the toolbar and select Legal Proceedings The Browse Legal Proceedings screen appears with all legal proceeding records for the customer displayed in a table Click the Add Legal Proceedings Wizard is initiated Enter the court case number and the start date and end date of the legal proceeding Specify the ruling date and select the final result of the legal proceeding None Evicted or Repayment Agreement Click START to continue Review and confirm the legal proceeding information you set up and then click FINISH to add the legal proceeding to the customer record The Maintain Legal Proceedings screen appears with the new legal proceeding information displayed 10 If necessary click a to edit the information or to enter any additional notes about the ruling inthe ruling comment textbox 11 Click H to save your changes WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 118 of 253 User Manual 10 2011 Viewing Transaction History You can view transaction and recurring transaction history for a tenant or customer on the Account Summary Account Details and Recurring Transactions tabs of the Tenant Management and Maintain Customer Information screens 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from
205. option to print a void ticket or void receipt during the void process 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and double click or click af i The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Selectthe Account Details tab On this tab you can view all the tenant s customer s active and inactive accounts and current and future transactions 5 Select the customer account to which the transaction you want to void is associated 6 Click on the toolbar and select Void Transaction from the menu that appears The Void Transaction Wizard is initiated All the tenant s customer s transactions associated to the selected account display in a table Hint You can also access the Void Transaction Wizard from the Account Summary tabs on either the Tenant Management screen for tenants or the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field a
206. ord you want to work with and double click or click af The Tenant Management screen opens with the Tenant Information tab selected Review the general information you have on file for the tenant on the Tenant Information tab If necessary you can click f and select a management code This field offers your agency defined list of management codes which you maintain in the Setup area of the program See Management Codes on page 7 Click to accomplish the following tasks for your subsidized and or unsubsidized tenants o Setting Up Security Deposits o Transferring Unsubsidized Tenants to a New Unit o Adding amp Editing Notes o Correcting Lease Start Dates o Correcting Rent Amounts o Issuing Keys to Tenants o Vacancy Notices Recording Extending Reversin o Receiving Keys from Tenants o Terminating Leases Click N tenants to accomplish the following tasks for your subsidized and or unsubsidized o Correcting Lease Start Dates o Correcting Rent Amounts Click ON to add or edit notes attached to the tenant record See Adding amp Editing Notes on page 116 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 105 of 253 User Manual 10 2011 9 Click to generate a form letter for the tenant See Generating Individual Form Letters on page 108 10 Review the lease information you have on file for the tenant on the Leases tab 11 Review the account transaction and payment information you h
207. ortion These more labels are then displayed in the program on the Account Summary Account Details tab o Example Rent Scenarios 8 RunFSS Register 9 IfFSS Tenant Does Not Pay Rent o Void FSS Escrow Credit transaction generates on AR account WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 221 of 253 User Manual 10 2011 o Void FSS Escrow Due transaction generates on FSS account o Void FSS Transfer s generates on AR and FSS accounts WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 222 of 253 User Manual 10 2011 Setting Up FSS for Public Housing Even though the common scenario is to have one FSS development you can set up two different FSS developments one for PH and one for S8 This prohibits any Section 8 FSS activity from interfering with Public Housing normal operations and separates tenants for reporting purposes The first step in setting up FSS processing for your PHA is setting up the FSS escrow information in Tenant Accounts Receivable TAR that will be updated from changes completed in Occupancy and Rent Calculation ORC Click the links below to access the related topics Set Up FSS Bank Account See Setting Up Bank Accounts on page 34 1 Select an appropriate bank account ID from the drop down list This is usually a GL asset account that can be set up for Check Reconciliation in TAR 2 Type FSS as the description Note HUD does not require a separate S8 a
208. ou can add their values together and they will total correctly A column key at the top of the report helps you balance the report to the Monthly Rental Register Delinquent Report shows all tenants who are delinquent as of a specified date This report can be for one or more selected developments and may be sorted in the order of the customer name or by customer number This report has an option to select all or a single customer account type You may also select all tenants tenants with active leases or tenants with expired leases There is also a checkbox to show delinquent for their rent charge only Refund Request List displays a list of all tenants where a credit rent or utility allowance refund would be processed based on the policy settings for refunds as of a specific date range This is usually used to list all tenants with a credit rent charge on their account This report can be for one or acombination of developments and it can be printed in order by customer name or customer number Tenant Account History shows all transactions for a specified date range for one customer account type You can choose to run this report in summary only or in detail showing each customer and their transactions Ledger Unposted Pre Posting report lists all GL transactions that have not been posted to the Ledger Journal file as of the specified report date This report can be for one or more selected developments Rent Collection Performance Report
209. ount types however will make them inactive Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the Profiles and Policies tab and then click SECURITY DEPOSITS The Browse Deposit Profiles screen opens with all available security deposit profiles displayed in a table Click on the toolbar The Add Deposit Profile Wizard is initiated Enter a descriptionto identify the profile and then check the checkboxes of the developmentsyou want to include in the profile o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Note You are only able to have one profile per development If another profile is added that includes a development for which there is already a profile the first profile will have that development removed 4 Click NEXT review the profile information and then click FINISH to save and add the new profile The Maintain Deposit Profile Setup screen appears with the Main tab selected Select the Deposit Policies tab and click on the toolbar The Add Deposit Policy Wizard is initiated Enter the name for the deposit policy in the description field and select the type of calculation to use from the drop down list Check the checkboxes if you want to allow payment plans allow amount overrides or make the deposit optional Note If you choose to allow payment plans the appropriate rece
210. ount is checked to make sure that the resulting remaining amount will still be between 0 and the original amount You cannot use the wizard to end up with more than you started with ona transaction and you cannot reverse a transaction Hint The original applied payments are entered by default in the transaction table To avoid getting errors enter a 0 to zero out those amounts first 9 Click NEXT to continue WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 144 of 253 User Manual 10 2011 10 Review and confirm the balance transfer information you have set up and click FINISH The Payment History tab appears again WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 145 of 253 User Manual 10 2011 Voiding Payments You are able to void current or future payments 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table Highlight the tenant customer record you want to work with and double click or click af The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab
211. ow for all accounts or it can display Total Due for just rent Hint A late notice needs to be run as a statement if your agency does not charge late fees See Generating and Exporting Statements on page 186 Caution Before you generate late notices for a given month verify that you have generated the monthly transactions for that month first See Generating Monthly Transactions on page 180 1 Onthe Main Menu screen click PERIODIC The Periodic Processing screen opens 2 Select the Monthly tab and click GENERATE LATE NOTICES The Generate Late Notices Wizard is initiated 3 Verify or enter the late notice date all late notices as of this date will be generated and select the appropriate late notice format from the drop down list 4 Specify the beginning balance as of date and the include transactions through date Note The late notice date and beginning balance as of date must be the first day of the month of the transactions being billed and the include transactions through date must be the last day of the month of the transactions being billed 5 Check the checkboxes of the developments for which you want to generate late notices By default all developments are checked o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Hint Click 2 Mak Ai o check all checkboxes click L Unmatk AI to uncheck all checkboxes 6 Click
212. plied in the start month The last transfer of the season will be applied in the end month The set of transfers will repeat the following year provided the transfer has not yet reached an end date WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 150 of 253 User Manual 10 2011 12 Check the checkbox if there should be an active lease required for this transaction If you check this box the recurring transfer is only applied if the tenant customer has an active lease 13 Click START to continue review and confirm the information you have set up and then click FINISH to add the recurring transfer The Recurring Transactions tabappears again with the new transfer displayed in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 151 of 253 User Manual 10 2011 Creating Balance Transfers A balance transfer moves a balance from one transaction to different transaction s It also allows you to move amounts owed applied between individual transactions inside a single account of a tenant For example if you need to transfer a portion of December s rent to November s water bill then this option allows you to do so 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list e
213. policy Direct debit profiles are associated to customer records Setting Up Direct Debit Profiles Setting Up Direct Debit Profiles When setting up direct debit profiles you need to add the basic profile information and then set up and associate the profile to a direct debit policy or set of rules Hint In order to delete a profile all account types must be removed from a policy in order to delete a policy Once a profile or policy has been used they cannot be deleted Removing all account types however will make them inactive Note In order to work with direct debit profiles you must first be given sufficient access rights using Master Setup Ask your administrator to enable you with the Maintain Direct Debit Profiles task 1 Click SETUP on the Main Menu screen and then select the Profiles and Policies tab on the Receivables Setup screen that appears 2 Click DIRECT DEBIT The Browse Direct Debit Profiles screen opens with all available direct debit profiles displayed in a table Click id on the toolbar The Add Direct Debit Profile Wizard is initiated Enter a descriptionto identify the profile and then enter the company TIN Specify the default file location default file name and the backup file location oa k amp Click START review the profile information and then click FINISH to save and add the new profile The Main tab of the Maintain Direct Debit Profile Setup screen appears with the new active direc
214. ppears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 7 Select and highlight the transaction you want to void 8 Click START to continue 9 Specify the date that you want the transaction to be voided and enter a description for the void if necessary a default description is already provided for you 10 Check the checkbox to print a void ticket after completing the wizard Hint The void ticket that prints by default for the selected account type is maintained in the Setup area of the program See Setting Up Account Types on page 45 11 Click NEXT 12 Review and confirm the void information and click FINISH to save and apply the void The Account Details tab appears again with the voided transaction displayed in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 161 of 253 User Manual 10 2011 Refund Requests A refund request is a transaction that records a refund that is due to the customer from the Housing Authority If your agency uses the Accounts Payable program a refund request will create an invoice in the Accounts Payable program Refund requests can be created for allaccount types Creating Refund Requests Voiding Refund Requests WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 162 of 253 User Manual 10 2011 Creating Refund Requests Ifa customer has overpaid your
215. program See Setting Up Offices on page 29 3 Select the employeeyou want to associate to the office o This field offers your agency defined list of WinTen users which you maintain in the Master Setup program 4 Click h to apply your changes and associate the employee to the specific receivables office The Maintain Employees by Receivables Office screen appears with the new information displayed WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 32 of 253 User Manual 10 2011 Bank Accounts A receivables bank account is a bank account into which you deposit payments that you receive from customers Tenant Accounts Receivable contains one record for each of your receivables bank accounts After you set up your bank accounts you will include them in the developmental account mapping for your customer account types For each development that uses a particular account type you will identify the bank account into which deposits for that account type are made for that development You will also make deposits into receivables bank accounts You also have the ability to create a zero dollar pre note of customer ACH information to submit to the bank to verify the validity of the ACH information before the live ACH file is sent The customer pre note process involves two main steps generating and approving both of which canbe accomplished from the Bank Accounts area of the program Setting Up Bank Accounts Genera
216. r most agencies this will be the case for most of your buildings If a particular building has more than one postal address each postal address will be a different HUD building entrance You will number the entrances sequentially and assign each unit in the building to its respective entrance As mentioned above you should use entrance number 1 if a building has only one entrance Ifa building has more than one entrance you have more flexibility in formatting your entrance numbers Each entrance number can contain numbers and or letters and can be up to three characters long You must maintain one building entrance record in Tenant Accounts Receivable for each of your building entrances After you set up your building entrance records you then assign each unit to an entrance when adding your units See Adding New Units on page 81 Setting Up Building Entrances Maintaining Building Entrances WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 20 of 253 User Manual 10 2011 Setting Up Building Entrances There should be at least one building entrance for each distinct address 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the General Settings Developments Units tab and then click BUILDING The Browse Building Entrance screen opens with all available building entrances displayed in a table Click on the toolbar The Add Building and Entrance Wizard is initiate
217. ransaction type you previously created as the transaction description enter the payment apply order for past due and current amounts if necessary click START and then click FINISH to save and map the transaction to the account The Transactions Included in Account tab displays again Note If your agency charges repayment interest and you have added a Section 8 Repayment Interest transaction type make sure to map that transaction type to the account as well Map Repayment Account to Income Account See Mapping Income Accounts on page 48 23 Click ACCOUNT MAPPING The Maintain Transaction Ledger Accounts screen appears 24 Click f and select the appropriate income account number t is extremely important that you verify with your accounting department as to which income account number needs to be selected 25 Click a to map the income account number to the account You have successfully set up a Section 8 repayment agreement Now that you are finished setting up the needed information to create a Section 8 repayment agreement you can now add repayment to a Section 8 customer WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 232 of 253 User Manual 10 2011 Creating S8 Repayment Agreements Because the Tenant Accounts Receivable program TAR primarily manages Public Housing information you must first set up specific Section 8 information before you can add repayment to a Section 8 customer in th
218. rd with a green checkmark next to the Apply Payment to Customer step verifying that you have completed it WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 142 of 253 User Manual 10 2011 16 Click NEXT You have successfully transferred a payment from one customer account to another The customer account now has a new balance which you can verify on the Account Summary tab WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 143 of 253 User Manual 10 2011 Re Applying Payments Re applying payments allows you to re distribute a payment that was previously applied toa tenant s account For example if you applied your rent payment to a work order charge and electric bill then this would allow you to undo how the payment was previously applied and then apply itwhere you want Note You can only re apply payments within a single account so you cannot re apply a rent payment from the TAR account to the security deposit owed in the SD account 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record who was
219. re accepted or if the units are scheduled to be shown Reports Used to Generate PHAS This area includes reports that use the lease issue date or move in date to select which unit transactions are included in the report Allrecords are included in the report where the move in or lease issue date is within the selected date range o Unit Reportable Elapsed Days PHAS is a listing of all unit turnaround records These are the transactions for each unit from lease expiration to new lease issued tracking Down Time Make Ready Time and Lease Up Time with any reported exclusionary actions You have the ability to select for one or multiple developments and to specify a date range for this listing o Cumulative Unit Reportable Elapsed Days PHAS is a cumulative summarization of the Unit Reportable Elapsed Days report above Instead of showing each unit action it summarizes the time period specified showing just the totals for each month in the report date range and a grand total For Management Only This area includes reports that use the actual transaction date to select which are included in the report A move inis not required to include a vacant unit on these reports o Unit Vacancy is a listing of all units that are were vacant during the specified date range You have the ability to select for one or multiple developments and to specify a date range for this listing o Cumulative Unit Vacancy is a cumulative summarization of the Unit Vacan
220. re changes the interface of the program Click on the toolbar and the Color window appears Select the box of the color you want Click OK to save and apply the color change The color you select here will then display as the screen color of every screen in the program Hint To create your own custom color click 2 Custom Colors gt gt Glick on the color gradient that appears until your custom color is achieved Or you can enter specific hue saturation lumination red green and blue variants Click Add to Custom Colors 44 save the custom color for future use Note A color setting like any other setting is only applied to the current data area Many agencies use this feature to color code their data areas so users can tell at a glance what data area they re currently using Agency Settings 5 Click of on the toolbar 6 Enter your organization name address and contact information in the available fields 7 Ifnecessary select a default receipt Note If your agency uses the Custom Report Writer program you can create one or more custom formats or forms for the printed copies of receipts If you have done this each form you created appears in the default receipt drop down list If your agency does not use the Custom Report Writer program or if you have not created custom forms only one form is available to choose NSF Settings 8 Select the tenant transaction type from the drop down list This is the descrip
221. reen that appears select the General Settings Developments Units tab and then click REGISTERS The Browse Registers screen appears with all registers displayed in a table Click on the toolbar The Add Register Wizard is initiated Select the appropriate account type to which the transactions you want to track are associated o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 4 Enter the register name such as Monthly Rental Register and click START to continue Select either an existing column format from the drop down list or choose New as the column format and enter the new column format description such as TAR format or A Caution If you are using an existing column format please remember that it is a shared format and any changes made to it will affect all registers that use the format 6 Click NEXT to continue review and confirm the information you have set up and then click FINISH to create the register The Browse Registers screen appears again with the newly created register displayed at the bottom of the registers table 7 Select the register you just created and click it on the toolbar and select Edit from the menu that appears The Maintain Register screen opens 8 Click ba on the toolbar The Add Register Transactions screen displays Note You add transaction details to a register
222. rge after completing the wizard Hint The charge adjustment voucher that prints by default for the selected account type is maintained in the Setup area of the program See Setting Up Account Types on page 45 9 Click START to continue WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 125 of 253 User Manual 10 2011 10 Review and confirm the charge information you have set up and click FINISH to add the charge to the tenant customer account WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 126 of 253 User Manual 10 2011 Adding Recurring Charges A recurring charge is a charge that is the same each month such as a rent cable or garbage collection charge Caution If you use the WinTen Occupancy and Rent Calculation ORC program do not set up recurring rent charges manually The program does this for you automatically Note Click here to find out how charging rent affects General Ledger See Balancing TAR to GL at a Glance on page 211 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer
223. rify that you are entering information for the correct account belonging to the correct tenant customer 5 Select the account to which you are adding the credit memo You can add a credit memo to AR accounts revolving charge accounts or mortgage accounts only o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 6 Select the type of credit This is usually the same type as the original charge that you are adjusting o This is your agency defined list of transaction types which you maintain in the Setup area of the program See Setting Up Transaction Types on page 40 7 Enter a description for the credit memo and specify the date the credit memo takes effect 8 Enter the amountof the credit memo WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 156 of 253 User Manual 10 2011 9 Toapply the credit memo adjustment ONLY to charges of the same transaction type check the checkbox 10 Check the print credit memo adjustment voucher checkbox to print an adjustment voucher for the charge after completing the wizard Hint The credit memo adjustment voucher that prints by default for the selected account type is maintained in the Setup area of the program See Setting Up Account Types on page 45 11 Click START to continue 12 Review and confirm the charge information you have set up and click FINISH to add t
224. rn many aspects of program operation These options allow your agency to customize the programs to best meet your needs and make your job easier You should carefully plan and then implement your Setup options before using the Tenant Accounts Receivable program In addition the administrator of your WinT en programs should review your Setup options at least annually If you are setting up your Tenant Accounts Receivable program for the first time use the provided outline to follow the recommended order of steps that will guide you through an efficient and thorough setup of the program Tenant Accounts Receivables Setup Outline for first time setu General Settings Developments Units Agency and NSF Settings Management Codes Registers Form Letter Templates Termination Reasons Developments Buildings Unit Amenities Unit Activity Types Unit Disability Types Offices and Accounts Offices Cash Drawers Employees Bank Accounts Payment Types Transaction Types Account Types Profiles and Policies Policies Late Fees Security Deposits Refunds WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 User Manual 10 2011 2 of 253 Interest EPF s Direct Debit WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 3 of 253 User Manual 10 2011 Setup Outline Below is the recommended order of steps for an efficient and thorough setup of your Tenant Accounts Receivable program Cl
225. rn to the Transactions Included in Account tab Repeat steps 3 8 until all account type transaction type combinations have income accounts mapped to their associated developments WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 48 of 253 User Manual 10 2011 Policies Program policies and procedures are advanced programming options within Tenant Accounts Receivable that can affect many different aspects of the computer program s behavior They are similar in some respects to default settings but offer much greater power and flexibility Note Please do not confuse these policies and procedures with your agency s general policies for administering your housing authority or any of your housing programs Within the context used here we are referring only to very specific computer programming options within the Setup area of the Tenant Accounts Receivable program Unlike other Setup options program policies and procedures are not designed for use by either the end user or the administrator of the Tenant Accounts Receivable program Tenmast staff will setup your agency s initial program policies for you when you first install or upgrade to WinTen Tenant Accounts Receivable Because they are advanced programming options you should modify them only at the direction of a Tenmast staff member Caution It is extremely important that you do not modify any program policies except in direct consultation with Tenmast staff W
226. rsing Recorded NSFs 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and double click or click a The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Payment History tab Displayed in a table are all the tenant s customer s payments 5 Select and highlight the recorded NSF payment you want to reverse and then click a on the toolbar 6 Select Reverse a Record NSF Check from the menu that appears The Reverse NSF Wizard is initiated Click START The selected payments details display Review and confirm the payment information and click OK Click NEXT to complete the process and reverse the recorded NSF The Payment History tab appears again and the payment s previously recorded NSF amount now cleared to 0 00 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 168 of 253 User Manual 10 2011 Generating Individual Statements A statement contains all transaction activity for a cu
227. run that form letter such as Applicant List Occupancy and Rent Calculation ORC and Tenant Accounts Receivable TAR For example a form letter that goes to all applicants on a specific waiting list is hosted by WinTen Applicant List A template is a data record that contains all of the setup information for one form letter Itis the electronic equivalent of a blank master copy of a form that you photocopy and fill infor each individual recipient A batch is a set of form letters generated from a specific template and data source You can save a batch s setup information and run that batch with the current data in its data source For example you can save a batch of tenant account status letters and run the batch on a quarterly basis using current data every time you runit Setting Up Form Letter Templates WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 14 of 253 User Manual 10 2011 Setting Up Form Letter Templates Setting up a form letter involves 3 main steps C Enter form letter details C Specify filter sort criteria C Enter form letter template text layout 1 From the Main Menu screen click SETUP On the Receivables Setup screen that appears select the General Settings Developments Units tab and then click FORM LETTER TEMPLATES The Browse Templates screen opens with all available form letter templates displayed in a table 2 Click on the toolbar The Maintain Templates scr
228. ry enter the amenity s relative weight and check the checkbox if it requires an exact match These fields are used only by the Rent Reasonableness program which helps housing authorities make Fair Market Rent calculations o Require exact match If you check this checkbox for a particular amenity a comparison for a proposed unit that has this amenity will only return units that also have the amenity 4 Click H to save and apply your changes The new unit amenity now displays in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 24 of 253 User Manual 10 2011 Unit Activity Types Unit activity types allow your agency to create custom PHAS events HUD defines ten PHAS events that correspond to ten possible statuses or conditions of a unit These statuses and conditions relate to whether a unit is occupied and if not occupied why itis not occupied HUD uses these events to calculate the vacancy statistics on your units that in turn make up part of your agency s PHAS score The ten HUD defined events are Legal Conditions Maintenance Market Conditions Move In Unit Occupied Move Out Unit Vacant Other Reasons Ready to Lease Resident Property in Unit Unit Deprogramming and Unit Under Modernization Plan You cannot edit or add to these events Unit activity types however allow you to subdivide any event into as many different custom activity types as you want The purpose of activity types is
229. s 132 Venture Ct Suite 1 Lexington KY 40511 Website www tenmast com WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 253 of 253 User Manual 10 2011
230. s accounting is managed through Due To Due From accounts Examples of funds are o Public Housing funds which are divided into different AMPs or Asset Managed Projects and each treated as a separate fund o Section 8 Vouchers o Modernization Funds o Central Office Cost Center o Other funds as needed or defined by the funding source Tenant Accounts Receivable Terms There are two terms that involve a tenant owing money to your agency WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 207 of 253 User Manual 10 2011 Charge The record of the income atthe time of the charge usually used when an amount due from the tenant for services rendered is not already on their account for example rent work order charges utilities Receivable The increase on the tenant s account or decrease depending on the type of account when the tenant actually pays on the account for example security deposit payments FSS escrow payments etc A receivable is added to an account to show an amount due without actually affecting the account balance Actions There are three types of actions you can take ona tenant account Transaction Type of charge or credit memo Transfers Internal transfers between accounts or transfers to another program such as Accounts Payable for a refund request Receivable Shows the amount due but does not change any balances until the amount due is collected or paid More on Actions
231. s drawer and select the appropriate receivables office to which the drawer should be associated o This is your agency defined list of receivable offices which you maintain in the Setup area of the program See Setting Up Offices on page 29 Select the appropriate cash on hand account This account is pulled from General Ledger and should already be set up If not please verify with your accounting department which cash on hand account is needed Click START and then click FINISH to save and set up the cash drawer The Maintain Cash Drawers screen appears again with the new active cash drawer displayed in the table Hint If a record is active it is available for you to work with elsewhere in the program Uncheck this checkbox for records you no longer wish to use WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 31 of 253 User Manual 10 2011 Employees You have the option to associate employees to a specific receivables office Setting Up Employees 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the Offices and Accounts tab and then click EMPLOYEES The Maintain Employees by Receivables Office screen opens with all available employees displayed in a table 2 Click on the toolbar and select the receivables office to which the employee should be associated o This is your agency defined list of receivable offices which you maintain in the Setup area of the
232. s screen appears with all current leases displayed in a table Select how you want to order the tenant lease table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant lease to match the criteria is highlighted in the table Highlight the tenant lease record you want to work with and double click or click af The Tenant Management screen opens with the Tenant Information tab selected Click and select Transfer to a new unit from the menu that appears The Unit Transfer Wizard is initiated The tenant s current unit information is displayed at the top of the first screen in the wizard Click the Browse Unit Information screen appears with all vacant and occupied units displayed in a table Select Vacant Unit from the view drop down list to only view your agency s vacant units Select how you want to order the vacant unit table from the ordered by drop down list enter the search criteria in the search for field and click GO The first unit to match the criteria is highlighted in the table Hint To make your search more effective you can also filter the unit table by development Just select development in the filter drop down list select the particular development from the on drop down list that appears and then click Apply Only those units belonging to the selected development display in the table 8 Highlight the unit record into which the unsubsi
233. s tab and click on the toolbar The Add Late Fee Policy Wizard is initiated 6 Enter the monthly description when reviewing a customer s account this is what you will see such as late fee daily fee or legal proceeding fee 7 Select late fee as the charge type transaction type to be generated o This is your agency defined list of transaction types which you maintain in the Setup area of the program See Setting Up Transaction Types on page 40 8 Select an effective date or the date range of when the policy is in effect and enter when an outstanding balance should have a late fee applied 9 If necessary o Check the checkbox to allow a Monday grace period for weekend late fees If checked payments dropped off over the weekend and applied to the tenants WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 61 of 253 User Manual 10 2011 accounts on Monday will not be assessed late fees even though the payments are processed late on Monday This applies to HA s that do NOT use a business day only method of rent collection o Check the checkbox if you want the late fee based on business days If selected you must specify holidays to ensure accurate late fee application Click Ni on the toolbar to define all holidays in the year that fall on a business day such as President s Day or New Years Day Tip Holidays must be updated every year o Check the daily fee chec
234. screen appears with all current leases displayed in a table Select how you want to order the tenant lease table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant lease to match the criteria is highlighted in the table Highlight the tenant lease record you want to work with and double click or click af The Tenant Management screen opens with the Tenant Information tab selected Click and select Issue Keys to Tenant from the menu that appears The Receive Keys Wizard is initiated Specify the date the keys were issued to the tenant Click START to continue Review and confirm the information and then click FINISH to record the issuing of keys and move in the tenant The Tenant Information tab appears again The keys issued date you specified in the wizard now displays in the Keys Out Date field on the Leases tab Note Use the Terminate Lease Wizard to end unsubsidized tenant leases See Terminating Leases on page 103 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 94 of 253 User Manual 10 2011 Transferring Unsubsidized Tenants to a New Unit You can only transfer unsubsidized tenants in Tenant Accounts Receivable Transferring moves the tenant to anew unit updates the lease with the new unit information and updates any accounts the tenant may have or add new ones 1 From the Main Menu screen click TENANTS The Browse Tenant Lease
235. screen of the wizard 11 Select the accounttype to be affected by this policy from the drop down list this will usually be utility reimbursements WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 69 of 253 User Manual 10 2011 o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 12 Click NEXT review the account type s information and then click FINISH to map the account type to the refund profile The Account Types Included sub tab appears again with the newly mapped account type displayed in a table Note You cannot have multiple profiles per development but you can have multiple policies for the same account type and time period per profile This results in refunds only being applied once for each policy in monthly processing Hint In order to delete a profile all developments must be removed from the profile first Also all account types must be removed from a policy in order to delete a policy Once a profile or policy has been used they cannot be deleted Removing all developments and or account types however will make them inactive Map Transaction Type s 13 Highlight the account type you want to work with and click the TRANSACTION TYPES button at the bottom of the screen The Maintain Transaction Types for Refund Policies screen opens 14 Click of on the toolbar and check the checkbox
236. screen opens with the Tenant Information tab selected Click on the toolbar The Generate Form Letter Wizard is initiated Select the template group that contains the form letter template you want to use for this letter then click START 6 Check the checkbox es of the form letter template you want to use for this letter then click NEXT to continue Since you are generating an individual form letter the wizard skips Steps 3 through 5 See Form Letter Templates on page 14 Note A template is a data record that contains all of the setup information for one form letter It is the electronic equivalent of a blank master copy of a form that you photocopy and fill in for each individual recipient For more information on creating a new form letter template please see the Setting Up Form Letter Templates topic 7 Choose whether you want to print the letter now or save it for later printing 8 Select the signature line for the letter from the signature description drop down list enter a short description for the letter and then click NEXT 9 Review the settings you have chosen for the letter If you need to change anything click BACK to return to the appropriate step If everything is correct click FINISH 10 If you chose to print the letter now on Step 6 of the wizard the program immediately initiates the Print Form Letter Wizard If you chose to print the letter later the program returns to the Tenant Management screen
237. screen opens with the current lease start date displayed 5 Specify the new lease start date and then click OK to save and apply the change The Tenant Information tabappears again with the new lease start date now displayed o The new lease start date is also automatically updated in Occupancy and Rent Calculation and can be viewed on the Main tab of the Tenant Detail screen in that program Main Menu screen gt Tenant gt Browse Tenants screen gt Tenant Detail screen gt Main tab gt Tenant Detail sub tab gt Lease Start Date field WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 109 of 253 User Manual 10 2011 Correcting Rent Amounts You are able to record changes to rent amounts for both your subsidized and unsubsidized tenants Rent amounts for subsidized tenants are managed in Occupancy and Rent Calculation however in some cases a subsidized tenant s recurring rent amounts may change in ORC and you will need to manually change the amount in Tenant Accounts Receivable to match the recurring amount in ORC Note Changing a subsidized tenant s rent using this method does NOT update ORC with the new rent amount You should only update rent amounts in Tenant Accounts Receivable AFTER changing the rent amount in ORC 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table 2 Select how you want to order the tenant table from the ordere
238. se Tenant Leases screen appears with all current leases displayed in a table Select how you want to order the tenant lease table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant lease to match the criteria is highlighted in the table Highlight the tenant lease record you want to work with and double click or click af The Tenant Management screen opens with the Tenant Information tab selected Review the general information you have on file for the tenant on the Tenant Information tab If necessary you can click f and select a management code This field offers your agency defined list of management codes which you maintain in the Setup area of the program See Management Codes on page 7 Click to accomplish the following tasks for your subsidized and or unsubsidized tenants o Setting Up Security Deposits o Transferring Unsubsidized Tenants to a New Unit o Adding amp Editing Notes o Correcting Lease Start Dates o Correcting Rent Amounts o Issuing Keys to Tenants o Vacancy Notices Recording Extending Reversin o Receiving Keys from Tenants o Terminating Leases Click N tenants to accomplish the following tasks for your subsidized and or unsubsidized o Correcting Lease Start Dates o Correcting Rent Amounts Click ON to add or edit notes attached to the tenant record See Adding amp Editing Notes on page 116 WT2 Tenant Accounts Recei
239. search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and double click or click a The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Account Details tab On this tab you can view all the tenant s customer s active and inactive accounts and current and future transactions 5 Select the customer account to which the transfer you want to void is associated 6 Click on the toolbar and select Void Account Transfer from the menu that appears The Void Account Transfer Wizard is initiated All the tenant s customer s transfers associated to the selected account display in a table Hint You can also access the Void Account Transfer Wizard from the Account Summary tabs on either the Tenant Management screen for tenants or the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 7 Select and highlight the transfer you want to void 8 Click START to continue 9 Specify the date that you want the transfer to be voided and enter a description for the void if necessary a default
240. selected Select the Account Details tab On this tab you can view all the tenant s customer s active and inactive accounts and current and future transactions Click on the toolbar and select Void Payment from the menu that appears The Void Payment Wizard is initiated All the tenant s customer s payments display in a table Hint You can also access the Void Payment Wizard from the Account Summary tabs on either the Tenant Management screen for tenants or the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 6 Select and highlight the payment you want to void 7 Click START to continue 8 Specify the date that you want the payment to be voided and enter a description for the void if necessary a default description is already provided for you 9 Click NEXT 10 Review and confirm the void information and click FINISH to save and apply the void The Account Details tab appears again with the voided payment displayed in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 146 of 253 User Manual 10 2011 Account Transfers An account transfer is a transaction that records a transfer of balances between two accounts Creating Account Transfers Adding Recurring Transfers
241. st Software 2011 179 of 253 User Manual 10 2011 Generating Monthly Transactions Each month you will generate monthly transactions for the upcoming month You must do this before you can generate the statements and or bills for that upcoming month When you generate monthly transactions you select a processing date which sets one date for all the individual transactions you create The process creates one individual transaction for each recurring transaction record in effect for any customer as of this date Depending on your agency s policy you may choose to date the monthly transactions on the 1st day or the 5th day of the month Other common choices are the 10th or 15th If there are a large number of open months in Tenant Accounts Receivable and if certifications are re opened in Occupancy and Rent Calculation there is a high risk that numbers posted to General Ledger can change unexpectedly Therefore there is alimit on the number of months the system can be open You have the choice of 1 6 open months Tenmast recommends allowing 3 months to stay open and you set your agency s policy in the Setup area of the program See Setting Policies on page 50 Note If there are more months open than what is set with the new policy the system will not allow generating of monthly transactions until some months are closed 1 On the Main Menu screen click PERIODIC The Periodic Processing screen opens 2 Select the Monthly tab and
242. st be the last day of the month of the transactions being billed 6 Select any statement formatfrom the drop down list 7 If necessary check if this is a summary statement one line per transaction type 8 Click OK and then click NEXT to generate the statement When the statement has successfully generated a green checkmark appears next to the Generate Statement wizard step 9 Click NEXT to continue A Print Preview screen opens 10 Review and confirm the statement information you just set up 11 Click amp on the top left hand side of the screen to print the statement WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 169 of 253 User Manual 10 2011 Periodic Processing Overview There are many actions that most agencies perform on a regular basis in the Tenant Accounts Receivable program You will typically accept and process payments on a daily basis You will also deposit payments and generate late fees on a regular basis usually daily Each month you will generate monthly transactions for the upcoming month and print customer statements and or bills You will also close receivables months after you finalize their transactions Tenant Accounts Receivable contains a set of processing wizards to help you perform many of these actions Daily Processes In order to accept and process payments you will maintain your cash drawers each day You also deposit payments and generate late fees on a regular basis usuall
243. st tenant customer to match the criteria is highlighted in the table Highlight the tenant customer record who was given the wrong payment and double click or click a The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected Select the Account Details tab Displayed in a table are all the tenant s customer s account transactions Hint You can click f on the toolbar to see a detailed view of the tenant s transactions The detailed view reports each transaction s beginning balance charges payments transfers and ending balance Hint If you want to rebuild payment apply information for an inactive account select Inactive from the view accounts drop down list 5 Select the customer account for which you want to rebuild payment apply information 6 Click on the toolbar and select Recalculate Balance from the menu that appears The Recalculate Balance Wizard is initiated Select the Rebuild Payment Apply Information option and click START Confirm your choice and click FINISH The Account Details tab appears again WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 123 of 253 User Manual 10 2011 Charges A charge is a financial liability a customer owes to the housing authority A charge WILL post to General Ledger whereas a receivable will NOT post to the ledger A non recurring charge is a charge that is added infr
244. stomer for a given period of time as opposed to a bill which only contains the current amount due Note For batch statement processing for mat one time please use the Generate Statements option in the Periodic Processing area of the program See Generating and Exporting Statements on page 186 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table Highlight the tenant customer record for whom you want to generate a statement and double click or click of The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected On the Account Summary tab or Account Details tab click on the toolbar and select Generate Statement from the menu that appears The Generate Statement Wizard is initiated Click START Specify the statement date due date beginning balance as of date and include transactions through date Note The statement date due date and beginning balance as of date must be the first day of the month of the transactions being billed and the include transactions through date mu
245. t represented by a negative sign to the dwelling rental income since this is where the money is coming from Then add the amount to the balance already on the account to arrive at the total to date amount o Onthe other side of the balanced entry you debitthe amount represented by a plus sign to tenant accounts receivable since this is where the money is going Again add the amount to the balance already on the account for a total to date amount The date of the transaction is June 2008 and the reference or description of this transaction should describe what is happening i e tenant name rent charge Payments deposits NSF checks write offs transfers to other types of accounts security deposit payments refunds other types of charges are examples of the transaction types found in TAR The series of transactions are the same as listed above just with different descriptions and each series of transactions that are recorded in GL have to bea balanced entry credit and debit WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 210 of 253 User Manual 10 2011 Balancing TAR to GL at a Glance Below are basic actions within the Tenant Accounts Receivable program and how they affect General Ledger Charging a Tenant for Rent 1 Increase debit the accounts receivable amount in the appropriate account 2 Increase credit income as outlined in the setup of accounts Payment on Account 1 Decrease credit
246. t Description Category Collection Loss AR WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 42 of 253 User Manual 10 2011 FSS Escrow Escrow Homeownership Mortgage Pet Deposit Escrow Repayment Revolving Charge Security Deposit Escrow Tenant Accounts Receivable AR For each account type you can also identify an order in which to apply payments various default formats for printed documents and whether interest accrues to accounts of that type The payment apply order lets you rank the default order in which the program applies customer payments to outstanding balances for different account types For example if a customer owes on both an AR account and a security deposit account you may wish to apply a payment to the AR account first If a customer has outstanding balances in two different accounts with the same rank e g if you ranked two account types the same or if the customer has two accounts of the same type the program will apply a paymentfirst to the oldest outstanding balance Hint For any individual payment you can override the default apply order by applying the payment manually to outstanding balances If you use the Custom Report Writer program you can assign to each account type a default printed format for contracts statements registers and adjustment vouchers You can also designate whether interest accrues to customer account types See Setting Up Interest for Account s on page 74
247. t Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Recurring Transactions tab Displayed in a table are all the tenant s customer s recurring transactions 5 Click on the toolbar and select Add Recurring Receivable from the menu that appears The Add Recurring Receivable Wizard is initiated Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 6 Select the account to which you are adding the receivable o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 7 Enter a description for the receivable and enter the amount that the tenant customer is charged each month 8 Ifnecessary enter a maximum amount When this amount is reached the recurring receivable will stop 9 Specify the start month and start year or when the recurring receivable schedule begins WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 132 of 253 User Manual 10 2011 Hint If you set the start date to a future date the receivable will be applied the first time you generate monthly transactions on or after that date 10 Specify the end month and end year or when the recurring receivable schedule ends
248. t Software 2011 53 of 253 User Manual 10 2011 Late Fees Always Apply Late Fee to Previous Month for Which a Late Fee Was Not Applied Value True or False o Ifyou set this policy to True the program will apply a late fee to the prior month if late fees for the account were not generated o If you set this policy to False the program will not apply late fees to a prior month no matter what Lease Allow New Lease When Tenant is in ORC Value True or False o Ifthe tenant exists in ORC and this policy is set to False a new lease cannot be added from Tenant Account Receivables it must be added from ORC Does not allow new lease o If this policy is set to True a new lease can be added but ORC will not be updated Allows new lease Note This policy should be set to True if your HA has non subsidized leases Allow Lease to Terminate When Tenant is in ORC Value True or False o Ifthe tenant exists in ORC and this policy is set to False a lease cannot be terminated from TAR it must be terminated from ORC Does not allow a lease terminate o If this policy is set to True it can be terminated from TAR but ORC will not be updated Allows a lease to terminate In vary rare circumstances will this policy be set to True Separate TAR Accounts for Every Lease Value True or False o Ifyou set this policy to False the program will NOT create new accounts for a new lease Note If the development is changed a new set of
249. t debit profile displayed Hint If a record is active it is available for you to work with elsewhere in the program Uncheck this checkbox for records you no longer wish to use 7 Select the Direct Debit Policies tab and click a on the toolbar The Add Direct Debit Policy Wizard is initiated 8 Enter the name for the direct debit policy in the description field when reviewing a customer s account this is what you will see and enter the effective date the date range of when the policy is in effect 9 Enter the payment description and choose the appropriate payment type such as Direct Debit WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 78 of 253 User Manual 10 2011 Hint You can set up a Direct Debit payment type in the Setup area of the program See Setting Up Payment Types on page 38 10 Select the type of calculation to use from the drop down list 11 Check the checkbox if the payment is based on business days and then enter the day to use as the payment date 12 Check the checkbox if you want to reserve payments for selected transactions 13 Click START review the policy s information and then click FINISH to add the new policy The Direct Debit Policies tab of the Maintain Direct Debit Profile Setup screen appears again with the new active direct debit profile displayed in the table Map Account Type s 14 Select the Account Types Included sub tab at the bottom of the screen 1
250. t examples A Rent Column Heading Previous Balance Action Beginning Balance Column Heading Rent Action Charge Receivable transaction type Rent Column Heading Late Fees Action Charge Receivable transaction type Late Fee Excess Utilities Column Heading Gas Electric Water Cable Air Conditioning or Refrigerator Action Charge Receivable transaction type Gas Electric Water Cable Air Conditioning or Refrigerator Column Heading Retro Rent Action Charge OR Transfer Receivable transaction type Retro Rent Column Heading Promissory Note Action Charge OR Transfer Receivable transaction type Promissory Note Column Heading Other Charges Action Charge Receivable transaction type All Other Unused OR any miscellaneous charge transaction type not yet used recommended to select just one charge type WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 10 of 253 User Manual 10 2011 Column Heading NSF only necessary if HA accepts checks or form of payment that can be NSF d Action NSF Returned Check Fee Column Heading Payments Action Payment Column Heading Refunds Action Check Request Column Heading Transfers Action Charge Account type All Other Unused recommended to select just one account type Column Heading Charge Offs Action Transfer Account type Collection Loss Column Heading Ending Balance Action Ending Balance R
251. t memo schedule ends The credit memo will stop permanently after if reaches this date The default is blank which means there is no end date If you entered a maximum amount the ending month and year will automatically calculate Note The credit memo will stop permanently after it reaches the maximum amount or the end date whichever comes first Hint Use the start month and end month fields if the receivable is seasonal The first credit memo of the season will be applied in the start month The last credit memo of the season will be applied in the end month The set of credit memos will repeat the following year provided the credit memo has not yet reached an end date 12 Check the checkbox if there should be an active lease required for this transaction If you check this box the recurring credit memo is only applied if the tenant customer has an active lease 13 Check the checkbox if you want to create the first month s transaction on exit of the wizard If you check this box the credit memo is applied immediately and it will be applied again the next time you generate monthly transactions 14 Click START to continue review and confirm the information you have set up and then click FINISH to add the recurring credit memo The Recurring Transactions tabappears again with the new credit memo displayed in the table You have successfully added a recurring credit memo WT2 Tenant Accounts Receivable Copyright Tenmast Software
252. t process is complete The system saves the export file as RecStatementHousingAuthorityExport txt within the WinTen folder on your Tenmast drive this is usually T WinTen2 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 187 of 253 User Manual 10 2011 Generating Bills A bill shows a customer s current amount due as opposed to a statement which shows all transaction activity for a given period of time Many agencies generate customer bills each month others use statements instead Please check your agency s policy Caution Before you generate bills for a given month verify that you have generated the monthly transactions for that month first See Generating Monthly Transactions on page 180 1 On the Main Menu screen click PERIODIC The Periodic Processing screen opens 2 Select the Monthly tab and click GENERATE BILLS The Generate Bills Wizard is initiated 3 Verify or enter the bill date all bills as of this date will be generated and select the appropriate bill format from the drop down list 4 If necessary check the filter checkboxes to refine the bill data you want to generate exclude zero balances or exclude credit balances Select the statement order and check the checkbox if this is a summary bill If you are generating a summary bill specify the beginning balance as of date and the include transactions through date Note The bill date and beginning balance as of date must b
253. t the date range of the transactions you d like to view and click GO The transactions that match the date criteria automatically display in the grid To view additional information about the transaction such as the transaction number created on date created by username and ending balance select and highlight the transaction in the grid The information about the transaction automatically displays at the bottom of the screen Note You can also access the following wizard options by clicking on the toolbar Add Charge Add Credit Memo Add Receivable Add Receivable Credit Memo Account Transfer Refund Request Void Transaction Void Payment Void Account Transfer Void Refund Request Generate Statement Recalculate Balance and Balance Transfer WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 104 of 253 User Manual 10 2011 Maintaining Tenants amp Leases Throughout the time period in which a tenant subsidized or unsubsidized is housed with your agency you may need to periodically review and maintain their lease information 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table Select how you want to order the tenant lease table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant lease to match the criteria is highlighted in the table Highlight the tenant lease rec
254. tain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Payment History tab Displayed in a table are all the tenant s customer s payments 5 Click on the toolbar and select Move Payment to Correct Customer from the menu that appears The Move Payment to Correct Customer Wizard is initiated 6 Click START Step 1 of the wizard appears with all the customer s payments without receipt numbers displayed in a table Highlight the incorrect payment you want to transfer and click OK Click NEXT to continue The Select Customer screen opens with all active customers displayed in a table Hint To search for the customer select how you want to order the table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria will be highlighted in the table 9 Highlight the customer to whom you want to move the payment and click __ Select 10 Click NEXT to continue The Take Payment Wizard is launched with the payment you selected in Step 7 displayed 11 Enter all payment types and amounts 12 If necessary select the accounts to pay now 13 If necessary specify transactions to pay now 14 Lastly if necessary select the account and transaction to prepay 15 After clicking FINISH through the Take Payment Wizard you are returned to the Move Payment to Correct Customer Wiza
255. tain Customer Information screens 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record for which you want to add a customer account and double click or click of The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Account Summary or Account Details tab if you want to view transaction history If you want to view recurring transaction history select the Recurring Transactions tab 5 Click N on the toolbar and select View Transaction History or View Recurring History Depending on what you choose either the View Transaction History screen or the View Recurring Transaction History screen opens The View Recurring Transaction History screen displays information for ALL recurring transactions for the tenant customer in a grid and there are no filter or additional options The View Transaction History screen displays all transactions for the tenant customer for a specified date range in a grid 6 For non recurring transactions selec
256. ted and the receipt will also show a correct balance See Setting Policies on page 50 Hint If you want to generate an individual statement for a specific customer please use the Generate Statements option in the Tenant Lease and Customer Management area of the program See Generating Individual Statements on page 169 On the Main Menu screen click PERIODIC The Periodic Processing screen opens 2 Select the Monthly tab and click GENERATE STATEMENTS The Generate Statements Wizard is initiated 3 Specify the statement date due date beginning balance as of date and include transactions through date Note The statement date due date and beginning balance as of date must be the first day of the month of the transactions being billed and the include transactions through date must be the last day of the month of the transactions being billed 4 Select any statement format while the export does not require a format the system does require a value entered in that field and a statement order from the drop down lists Hint If you choose the default Account Description Unit Number if tied in statement order and then choose multiple accounts on step 2 of the wizard a statement for each type of account for each tenant will be generated If you want one statement per tenant and are using multiple accounts choose a different statement order 5 If necessary check any filter checkboxes to refine the statement data you want
257. ter line checkboxes if the file contains a header line and or a footer line 9 Enter the file layout parameters which includes the starting position and the length of fields such as the sequence number account number payment date and payment amount Note These parameters should be given to Tenmast prior to setup If you have done so those parameters will populate the above fields automatically 10 Click NEXT to continue 11 In the available fields enter the remittance addressand billing inquiry address and then click NEXT Hint Address information is only needed if your agency must print out statements 12 Review and confirm the file information and then click FINISH to add the new EPF setup option profile The Maintain Electronic Payment File Setup Options screen appears again with the EPF profile displayed if Note You can now click and enter an optional profile description name WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 77 of 253 User Manual 10 2011 Once you are finished setting up your EPF profiles you can process the EPF file Processing EPFs can be accomplished in the Periodic Processing area of the TAR program See Processing EPFs on page 176 Direct Debit Direct debit ACH profiles are used to organize all your agency s direct debit policies or rules on how direct debits are applied With a direct debit profile you may group and describe a collection of policies or just one
258. the Filter Sort Criteria tab to filter the chosen data source to either show or eliminate specific data within it Note This tab has two view modes standard and advanced If it is in standard mode the Advanced button allows you to switch to advanced mode and vice versa In standard mode you can only set up one filtering criterion In advanced mode you can set as many WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 15 of 253 User Manual 10 2011 criteria as you need You can set up to three sort criteria regardless of the mode the tab is in 9 Selecta field name to work with This selects a single data field from the template s data source and is the field on which the batch is filtered 10 Choose an operator This is a mathematical expression used for filtering like equal to or greater than gt that performs a comparison between two things This allows you to specify how you are checking individual database records against the filtering criterion For example if you want all records whose filtering data field is greater than a specific value set the operator to gt greater than 11 Enter a value this is the data field for the value against which you are filtering Hint The between operator allows you to set a pair of values between which the filtered field s value must fall Use a comma to separate these two values For example if you want all records with move in dates bet
259. the General Ledger program You must use the General Ledger program to close fiscal periods Caution It is very important that you do not close a receivables month until you are certain you have entered all transactions for that month Closing policies vary among agencies We recommend you close each receivables month between the first day and the tenth day of the following month Under normal circumstances you should never close a receivables month before the end of its last business day 1 Onthe Main Menu screen click PERIODIC The Periodic Processing screen opens 2 Select the Monthly tab and click CLOSE MONTH PROCESS The Close Month Process Wizard is initiated 3 Click START and verify or enter the monthand yearof the month you wish to close The wizard will close this month and any prior months you have not already closed 4 Click OK to save your choices A green checkmark appears next to the Select Closing Month step verifying that you have completed it 5 Click NEXT to continue and check the checkboxes of the developmentsyou want to work with By default all developments are checked o This is your agency defined list of developments which you maintain in the Setup area of the program See Setting Up Developments on page 19 Hint Click Z Makan atk All to check all checkboxes click O Unmatk Al to uncheck all checkboxes 6 Click OK and then click NEXT The Select Registers for Close Month screen appears with al
260. the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record for which you want to add a customer account and double click or click f The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Account Summary or Account Details tab if you want to view transaction history If you want to view recurring transaction history select the Recurring Transactions tab 5 Click N on the toolbar and select View Transaction History or View Recurring History Depending on what you choose either the View Transaction History screen or the View Recurring Transaction History screen opens The View Recurring Transaction History screen displays information for ALL recurring transactions for the tenant customer in a grid and there are no filter or additional options The View Transaction History screen displays all transactions for the tenant customer for a specified date range in a grid 6 For non recurring transactions select the date range of the transactions you d like to view and click GO The transactions that match the date criteria automatically display in the grid To view additional information about the transaction such as the transaction number created on date created by username and ending b
261. the security deposit amount for that number of bedrooms in the textboxes 14 Click H to save your changes tick BL to exit and return to the Maintain Deposit Profile Setup screen WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 67 of 253 User Manual 10 2011 Refunds Ona regular basis usually monthly you need to generate refunds for utility reimbursement payments Before generating the refunds however you need to first set up refund profiles Refund profiles are detailed descriptions of a refund After setting up a refund profile you are then able to quickly generate URP refunds using the information described in the profile Setting Up Refund Profiles WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 68 of 253 User Manual 10 2011 Setting Up Refund Profiles When setting up refund profiles you need to add the basic profile information set up and map the profile to a deposit policy or set of rules specific account type s and transaction type s Enter Basic Profile Info 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the Profiles and Policies tab and then click REFUNDS The Browse Refund Profiles screen opens with all available refund profiles displayed in a table Click on the toolbar The Add Refund Profile Wizard is initiated Enter a refund profile descriptionand then check the checkboxes of the developments you want to include in th
262. these accounts but the account balances are not affected until actual payments are made E E E interest profile Used to organize all your agency s interest policies or rules on how interest is applied With an interest profile you may group and describe a collection of policies or just one policy B O late fee profiles A set of rules that are applied to specific development s and late fee policies are those rules Typically each profile will contain 3 rules or policies a flat rate fee policy a daily late fee policy and a legal proceeding fee policy lease Contract between a PHA and tenant only one lease is typically in effect at any one time for a given tenant but each tenant over time can sign multiple leases with your agency A merged unit Two units that are combined into a single unit for purpose of increasing the bedroom size of the merged unit or to allow more space in a nondwelling unit mortgage accounts A customer with this type of account has a mortgage principal balance and the amount of principal and interest charged to the account is different each month You will set up separate escrow accounts for any escrow amounts related to a mortgage such as taxes or insurance WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 238 of 253 User Manual 10 2011 N non recurring transaction Manually entered individual transactions for any customer account Bie eae ee policy A
263. ting amp Approving ACH Prenotes for Customers WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 33 of 253 User Manual 10 2011 Setting Up Bank Accounts 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the Offices and Accounts tab and then click BANK ACCOUNTS The Maintain Receivables Bank Accounts screen opens with all available bank accounts displayed in a table Click on the toolbar The Add Receivables Bank Accounts Wizard is initiated Select the appropriate bank account ID from the drop down list o This field offers your agency defined list of receivables bank accounts which you maintain in the Setup area of the program See Setting Up Bank Accounts on page 34 4 Enter a text description to identify the bank account Note If the bank account ID you want is not listed in the drop down list you have the option to add a new bank account record to your agency defined list On the Maintain N This accesses the Select Bank Account screen Click bi enter the appropriate Receivables Bank Accounts screen click and select Maintain Bank Account Info information on the Maintain Bank Accounts screen that appears and then click H The newly added bank account is now available to choose from in the bank account ID drop down list in the Add Receivables Bank Accounts Wizard 5 Click START and then click FINISH to save and set up the bank account The Maintain Receiv
264. tion and to transfer payments between transactions The total of the column must equal zero when you are finished Note All entered amounts to apply must sum to 0 Also each added amount is checked to make sure that the resulting remaining amount will still be between 0 and the original amount You cannot use the wizard to end up with more than you started with ona transaction and you cannot reverse a transaction o Example The tenant has a 30 credit in rent charges a 40 late charge and a 20 cable TV charge If you want to apply the credit so it covers the entire cable TV charge and part of the WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 152 of 253 User Manual 10 2011 late charge enter 30 in the Rent field 20 in the Cable TV field and 10 in the Late Charge field 30 20 and 10 add to zero so the tenant s accountis still in balance 11 Click NEXT to continue 12 Review and confirm the balance transfer information you have set up and click FINISH The Account Details tab appears again WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 153 of 253 User Manual 10 2011 Voiding Account Transfers 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the
265. tion messages to delete inactivate the account 22 Select the customer s AR account now with a balance of 0 00 and click onthe toolbar 23 Click YES and OK through the confirmation messages to delete inactivate the account You have successfully charged off a tenant 24 Repeat these steps for all tenants whom you want to charge off WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 218 of 253 User Manual 10 2011 Adding Interest to Account Types Adding interest to an account type involves several screens and tabs as well as four wizards that are available in the Setup and Periodic Processing areas of the program 1 Before setting up interest you must first specify the revenue accounts to which the interest will be posted See Mapping Development Accounts on page 46 2 Inthe Setup area of the program you then create an interest profile using the Add Interest Profile Wizard With this wizard you enter a description for the profile as well as specify which developments are to be associated with the profile See Setting Up Interest Profiles on page 72 3 After adding an interest profile you add an interest policy using the Add Interest Policy Wizard With this wizard you enter a description for the interest policy the type of calculation to be used such as simple interest monthly as well as the date the policy becomes effective and the interest percentage APR See Setting Up Interest Pro
266. tion of the NSF transactions you record and identifies the purpose of the transactions o This is your agency defined list of transaction types which you maintain in the WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 5 of 253 User Manual 10 2011 Setup area of the program See Setting Up Transaction Types on page 40 9 Enter the NSF amount charged to the tenant from your PHA 10 Enter the NSF amount charged by the bank to your PHA 11 Select the default payment type when recording an NSF What you select here becomes the default selection for you in the Record NSF Wizard See Recording NSFs on page 166 12 Click H to save and apply your changes WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 6 of 253 User Manual 10 2011 Management Codes Management codes used in Tenant Accounts Receivable are a word letter number or combination of these used to mark represent or identify anything important to your agency s reporting The uses and options for management codes are determined entirely by your agency Setting Up Management Codes 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the General Settings Developments Units tab and then click MANAGEMENT CODES The Maintain Management Codes screen opens with all available management codes displayed in a table 2 Click on the toolbar in the window that appears enter the short code descripti
267. tions from a charge through a payment to a deposit all completed automatically and simultaneously During the monthly process of generating charges two sets of transactions are generated One is a charge and the other is the payment record The payment record may or may not be created at this exact point but is generated either now or while the generating an ACH file direct debit profiles Used to organize all your agency s direct debit policies or rules on how direct debits are applied With a direct debit profile you may group and describe a collection of policies or just one policy E EPF Electronic Payment File this action is an automated payment process That is a file received from the bank is imported and records a payment on multiple accounts simultaneously This action creates a series of transactions with the same affect as paying on the account reconciling the cash drawer and making a deposit WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 237 of 253 User Manual 10 2011 EPF profiles Detailed descriptions of an electronic payment file after setting up an EPF profile you are then able to quickly process an EPF using the information described in the profile escrow accounts Money added to an account of this type is a liability to your agency and an asset to the customer You can allow customers to accrue interest on the balances of these accounts You can set up receivables amounts currently due on
268. to add the account The Account Summary tab appears again with the new account information displayed in the table WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 121 of 253 User Manual 10 2011 Recalculating Account Balances You are able to recalculate balances on accounts by either removing transaction reserves except for FSS accounts or rebuilding payment apply information Note You cannot undo account balance recalculations Once an account has been recalculated you must use the Balance Transfer Wizard to force any required changes Removing Transaction Reserves This marks all transactions that were reserved for a specific charge type as NOT reserved Please note transaction reserves on FSS Escrow Credit transactions will NOT be removed 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and double click or click af The Tenant Management screen or Maintain Customer Information screen opens with the Tenant Information tab or Account Summary tab selected 4 Select the Account
269. to utility company accounts you need to first set two URP policies and then enter the utility company account numbers for each tenant Caution If you choose to deposit tenants URP checks directly into their utility company accounts you are NOT able to set up URP direct deposit for any of your tenants Set URP Policies 1 On the Main Menu screen click SETUP On the Receivables Setup screen that appears select the Profiles and Policies tab and then click POLICIES The Browse Policies screen appears with all policies displayed in a table 2 Select the policy with a code of RVndlsOn and description of Turn option on for URP Select a Vendor for the URP Invoice and then click f The Maintain Policies screen opens 3 Select True from the value drop down list and click OK The Browse Policies screen appears again 4 Select the policy with a code of RVndURP and description of URP Select a Vendor for the URP Invoices Checks and then click f 5 Select the utility company to which you want to send the URPs from the value drop down list and click OK o This field offers your agency defined list of vendors which you maintain in the Purchase Orders or Accounts Payable programs 6 click EL twice to return to the Main Menu screen Enter Utility Company Account Numbers 7 Click RECEIVABLES The Browse Customers screen opens with all active customers displayed in a table 8 Select how you wa
270. transactions created in TAR viewable on Recurring Transactions tab FSS Credit on AR account 50 FSS Escrow Due on FSS account 50 FSS Escrow Tenant Portion 50 Tenant s accounts receivable AR account line items viewable on Account Details tab Rent 100 FSS Credit 50 FSS Escrow Tenant Portion 50 Balance 100 Tenant s FSS account line items viewable on Account Details tab FSS Escrow Due 50 FSS Escrow Tenant Portion 50 Balance 50 Due 0 Scenario 2 Rent 100 FSS 125 Recurring transactions created in TAR viewable on Recurring Transactions tab FSS Credit on AR account 125 FSS Escrow Due on FSS account 125 FSS Escrow Tenant Portion 100 FSS Escrow HA Portion 25 Tenant s accounts receivable AR account line items viewable on Account Details tab Rent 100 FSS Credit 125 FSS Escrow Tenant Portion 100 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 225 of 253 User Manual 10 2011 FSS Escrow HA Portion 25 Balance 100 Tenant s FSS account line items viewable on Account Details tab FSS Escrow Due 125 FSS Escrow Tenant Portion 100 FSS Escrow HA Portion 25 Balance 125 Due 0 Scenario 3 Rent 10 FSS 25 Recurring transactions created in TAR viewable on Recurring Transactions tab FSS Credit on AR account 25 FSS Escrow Due on FSS account 25 FSS Escrow HA Portion 25 Tenant
271. ts Action Payment Column Heading Refunds Action Check Request Column Heading Transfers Action Transfer Account type All Other Unused recommended to select just one account type Column Heading Ending Balance Action Ending Balance Escrow Account Register Example An escrow account type register tracks the activity of your escrow account types Examples of escrow accounts are security deposits pet deposits and FSS Register Name examples Security Deposit Register Pet Deposit Register FSS Register Column Format examples C Security Pet FSS etc Column Heading Beginning Balance Action Beginning Balance Column Heading Interest WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 12 of 253 User Manual 10 2011 Action Interest Column Heading Payments Action Payment Column Heading Refunds Action Check Request Column Heading Transfers Action Transfer Account type All Other Unused recommended to select just one account type Column Heading Ending Balance Action Ending Balance WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 13 of 253 User Manual 10 2011 Form Letter Templates Options for creating processing and printing form letters are available in many WinTen programs and the options are essentially identical in all of these programs A form letter s host program is the WinTen module program that manages the data used to
272. tting up 32 EPF 75 EPF profiles 75 76 policies 53 processing 176 setting up 76 EPF profiles setting up 76 F Fax 253 form letters 14 194 generating batch 195 generating individual 97 108 setting up templates 15 FSS public housing 223 section 8 227 WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 244 of 253 User Manual 10 2011 general ledger policies posting to interest applying to accts interest profiles setting up late fee profiles setting up late fees generating late fee profiles policies setting up late notices generating leases policies reports termination reasons legal proceedings monthly processes WT2 Tenant Accounts Receivable User Manual 10 2011 207 211 55 178 71 190 71 72 72 74 61 60 177 60 61 53 61 189 85 88 98 103 109 54 198 17 118 170 180 181 183 184 186 188 190 192 Copyright Tenmast Software 2011 245 of 253 notes NSF policies setting up offices mapping to developments office security setting up payment types policies setting up payments reports periodic processing Phone policies setting summaries prenotes approving generating setting up WT2 Tenant Accounts Receivable User Manual 10 2011 Copyright Tenmast Software 2011 96 107 116 125 165 166 168 50 5 28 29 214 29 37 51 38 134 135 139 140 142 144 146 201 170 253 49 50 50 34 116 35 35 116
273. tup area of the program See Setting Up Developments on page 19 Click OK and then click NEXT to prepare the posting for the selected development s A green checkmark appears next to the Prepare Posting step when it is completed Click NEXT to continue The Ledger Unposted Pre Posting Report appears with all transactions to be posted displayed BS Review and confirm the posting information and click to print the report if necessary 6 Click CLOSE to return to the wizard Click NEXT You have successfully posted to General Ledger WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 178 of 253 User Manual 10 2011 Monthly Processes You can perform the following monthly tasks in the Periodic Processing area of the program on the Monthly Processing tab You must generate monthly transactions for a given month before you print statements and or bills for that month Note Tenmast recommends following the order of processes below and the order of the buttons on the Monthly Processing tab in order to ensure that the total balance due on your statements is correct If it applies to your HA s policy of course Generating Monthly Transactions Gathering Recurring Payments Generating URP Refunds Generating Direct Debit ACH Generating and Exporting Statements Generating Bills Generating Late Notices Applying Interest to Accounts Closing a Receivables Month WT2 Tenant Accounts Receivable Copyright Tenma
274. u wanted payments applied next to outstanding balances in the Repayment account type you would rank it 2 etc You have the option of ranking two or more account types the same It is also possible for a customer to have two or more accounts of the same type Either case could allow a situation in which a customer has outstanding balances in two different accounts with the same rank If this happens the program will apply a payment first to the oldest outstanding balance For any individual payment you can override this default order by applying the payment manually to outstanding balances 7 Click START to continue Review and confirm the information you have set up and click FINISH to save and create the new account The Maintain Customer Account Types screen appears with the Main tab selected and the newly added account type information displayed 8 Click of if necessary select a default adjustment voucher default void ticket and check the checkboxes if the default statement and bill are summary formats The remaining WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 45 of 253 User Manual 10 2011 fields on this tab should have been filled in within the Add Account Type Wizard but you can fill them in now or edit them as necessary 9 Click a to save and set up the account type You are now ready to map development accounts that will use the account type Mapping Development Accounts The program wil
275. ulating interest and interest will be calculated from the date a payment deposit was received Please contact Tenmast if you have a specific case where not all developments would be selected the first time 12 Click OK and then click NEXT to prepare the transactions Click NEXT again to display all the prepared interest transactions 13 Check the checkbox es of the accounts to which you want to apply the interest and edit the interest amount if necessary WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 190 of 253 User Manual 10 2011 14 Click OK and then click NEXT to continue to the next step of the wizard The Interest Transaction Listingappears 15 Review and confirm the interest transactions you have set up and SAVE or PRINT the report for your records 16 Click CLOSE to exit the report and return to the wizard 17 Click NEXT to finish the wizard and apply the interest transactions The interest is now applied to the account s in the specified development s WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 191 of 253 User Manual 10 2011 Closing a Receivables Month Tenant Accounts Receivable closes receivables months per development Closing a receivables month for a development prevents the further entering or editing of any transactions for that month for that development in the Tenant Accounts Receivable program Note Closing receivables months does not close fiscal periods in
276. und and specify the date and amount of the refund Note The amount you enter should be the total remaining balance 6 Click START to continue 7 Review and confirm the refund information and click FINISH to create the refund o The check request has been created sent to Accounts Payable and should result in a zero dollar ending balance in both accounts receivable and security deposit accounts o If you do not intend on refunding the amount requested you can go into Accounts Payable and delete the invoice the zero balances will still be reflected on the accounts WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 163 of 253 User Manual 10 2011 Voiding Refund Requests Ifa refund request is attached to an invoice in Accounts Payable you must manually void that invoice in Accounts Payable AFTER voiding the refund request in Tenant Accounts Receivable 1 From the Main Menu screen click TENANTS or RECEIVABLES The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table 2 Select how you want to order the tenant or customer table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and double click or click af i The Tenant Management screen or Maintain Customer Information s
277. unts in Tenant Accounts Receivable AFTER changing the rent amount in ORC 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table 2 Select how you want to order the tenant table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant to match the criteria is highlighted in the table 3 Highlight the tenant record you want to work with and double click or click of The Tenant Management screen opens with the Tenant Information tab selected 4 Click Nt on the toolbar and select Correct Recurring Rent Amount to Match ORC from the menu that appears The Rent Amount Correction screen opens with the current rent amount displayed 5 Specify the new rent amount and then click OK to save and apply the change WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 99 of 253 User Manual 10 2011 Vacancy Notices Recording Extending Reversing For effective reporting and record keeping uses you can record vacancy notice details extenda vacancy notice and reverse a vacancy notice for both unsubsidized and subsidized tenants but these tasks are most often used for unsubsidized tenants o The Notice to Vacate Wizard records and fills in the Vacancy Notice Date on the Tenant Information tab o The Extend Vacancy Notice Date Wizard allows you to modify the vacancy notice date o Reversing
278. ur HA always gives the change set this policy to False Manually Apply Payments Do not have system auto apply Value True or False o Ifyou set this policy to True you will always have to manually apply all payments o Ifyou set this policy to False the system will auto apply all payments Pre payments and Due Now Balance Auto Re apply Without Asking Every Time Value True or False o If you set this policy to True the program will automatically re apply pre payments adjustments that are applied to future transactions to current transactions without asking every time o If you set this policy to False the program will always ask first whether or not to re apply pre payments adjustments that are applied to future transactions to current transactions Receipts Preview Receipt Before Printing During Payment Wizard Value True or False o If you set this policy to False a receipt will automatically be printed without a preview first after finishing the Take Payment Wizard Default the Payment Wizard to Print Receipt Value True or False WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 52 of 253 User Manual 10 2011 o If you set this policy to True a receipt will automatically be printed for every payment taken after finishing the Take Payment Wizard Receipts Show Future Transactions on the Receipt Value True or False o Ifyou set this policy to True the program will show future transactions on
279. ut of balance you are not able to complete the deposit of the cash drawer See Setting Policies on page 50 Click OK and then click NEXT to continue Select the bank account into which you want to make the deposit o This field offers your agency defined list of receivables bank accounts which you maintain in the Setup area of the program See Setting Up Bank Accounts on page 34 9 Click OK and then click NEXT to continue 10 Check the checkboxes of the deposit reports you want to print and click OK If you selected at least one report it opens in a report preview screen If you selected more than one report each report opens sequentially in its own report preview screen 11 View print and or save the reports as needed 12 Click CLOSE to exit the report preview screens When you close the preview screen for the last report or if you selected no reports a green checkmark appears next to the Print Reports step verifying that you have completed it WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 174 of 253 User Manual 10 2011 13 Click NEXT to post payments make the deposit and close the cash drawer session s You have successfully made a deposit You can now take additional payments into the cash drawer s WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 175 of 253 User Manual 10 2011 Processing EPFs After setting up EPF profiles you can then quickly process an EPF using the
280. vable Copyright Tenmast Software 2011 89 of 253 User Manual 10 2011 9 Click to generate a form letter for the tenant See Generating Individual Form Letters on page 108 10 Review the lease information you have on file for the tenant on the Leases tab 11 Review the account transaction and payment information you have on file for the tenant on the Account Summary tab Account Details tab Recurring Transactions tab and Payment History tab o On the Account Summary Account Details and Recurring Transactions tabs click N a on the toolbar to view transaction history WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 90 of 253 User Manual 10 2011 Adding Unsubsidized Tenants Subsidized tenants are added into the system using the Applicant List and Occupancy and Rent Calculation programs Tenant Accounts Receivable allows you to maintain one record for each of your tenants as well as one record for each tenant lease If you do not already have a record for the tenant of anew lease if the tenant has never before been housed by your agency the program also creates a new tenant record automatically Following isan example of when you would want to add an unsubsidized tenant Example Adding S8 Tenant into Unsubsidized Unit Market Rent A market rent unit is a unit owned by a public housing agency that does not receive a subsidy Therefore it is not considered public housing or a new constru
281. val and the customers removed from pre note status If you do not want to include a specific customer pre note in the approval double click on the Yes displayed in the appropriate customer s Include column To include a tenant marked as No just double click again to change to Yes Hint Click Z Makan Mark AII fo check all checkboxes click L Unmark AI to uncheck all checkboxes 17 Click START to continue 18 Review and confirm the information you have set up and click FINISH The selected customers now no longer have pre note status and the customer s next payment will be correctly routed to the bank account you have set up for them WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 36 of 253 User Manual 10 2011 Payment Types Payment types allow you to identify the methods of payment such as cash check money order etc that you will accept from customers Tenant Accounts Receivable contains one record for each payment type you will accept After you set up your payment types you will assign a payment type to each payment you receive from a customer Setting Up Payment Types WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 37 of 253 User Manual 10 2011 Setting Up Payment Types 1 Click SETUP on the Main Menu screen On the Receivables Setup screen that appears select the Offices and Accounts tab and then click PAYMENTS The Maintain Payment Types screen opens w
282. w account o Adda receivable in the FSS escrow account for the amount of rent payment that is to be transferred to this account o Tenant pays o Interest earned or charged on an account escrow accounts increase the balance due to the tenant when interest is added Accounts Within TAR there are four types of accounts 1 Accounts Receivable account The master account that all customers have This type of account records charges and payments Each charge on the account is due in full as of the date of the charge Periodic payments are allowed but any charge not paid or credited off is past due as soon as the charge date is passed 2 Escrow account An escrow account is a security deposit pet deposit FSS escrow account or other account where the value on the account accumulates or increases as payments are made into the account There are no charges thus no transactions associated with this type of account The user may set up a receivable not a charge to show how much the tenant should be paying but receivables are not associated with any GL account number Thus escrow accounts do not create a journal transaction The payment however does create a transaction which credits the account and debits the cash drawer The balance of the escrow account continues to accumulate as a negative balance to show that the HA owes the tenant the amount reflected in the account 3 Revolving credit account This is a repayment agreement type
283. ween the first and last day of July enter 7 1 2002 7 31 2002 as the value 12 Inthe sort criteria area at the bottom of the screen select up to three fields to be associated with the data source of your form letter template If you sort multiple sort criteria they take effect in order Enter Form Letter Template Text Layout 13 Select the Template Text tab and click the ENTER TEXT EDITOR button The Form Letter Editor screen displays The right side of the screen contains two lists one of all of the standard signature fields in the form letter signature data files and one of all data fields in the template s data source selected in Step 5 of this Quick Start Guide Note You can use this screen just as you would a common word processor program like Microsoft Word or Word Perfect N 14 To insert page numbers the current date images or a page break click on the toolbar and select the appropriate option from the menu that appears 15 On the right side of the screen select a field you want to add to the form letter Double click or click the appropriate Insert Fields button Note Make sure that when you choose to insert a field name your cursor is located where you want the field to appear 16 When you are finished typing the form letter click on the toolbar to exit the Form Letter Editor screen The Maintain Templates screen appears again 17 Click H on the toolbar to apply your changes and save the form
284. y daily You can perform these tasks in the Periodic Processing area of the program on the Daily Processing tab Opening Cash Drawers Balancing Cash Drawers Making Deposits Processing EPFs Generating Late Fees Posting to GL Monthly Processes You can perform the following monthly tasks in the Periodic Processing area of the program on the Monthly Processing tab You must generate monthly transactions for a given month before you print statements and or bills for that month Generating Monthly Transactions Gathering Recurring Payments Generating URP Refunds Generating Direct Debit ACH Generating and Exporting Statements Generating Bills Generating Late Notices Applying Interest to Accounts Closing a Receivables Month WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 170 of 253 User Manual 10 2011 Daily Processes In order to accept and process payments you will maintain your cash drawers each day You also deposit payments and generate late fees on a regular basis usually daily You can perform these tasks in the Periodic Processing area of the program on the Daily Processing tab Opening Cash Drawers Balancing Cash Drawers Making Deposits Processing EPFs Generating Late Fees Posting to GL WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 171 of 253 User Manual 10 2011 Opening Cash Drawers At the beginning of each day you must open each cash drawer that will accept p
285. y drop down list enter the search criteria in the search for field and click GO The first tenant customer to match the criteria is highlighted in the table 3 Highlight the tenant customer record you want to work with and click on the toolbar 4 Select Add Charge from the menu that appears The Add Charge Wizard is initiated Hint You can also access the Add Charge Wizard from the Account Summary and Account Details tabs on either the Tenant Management screen for tenants or the Account Summary and Account Details tabs on the Maintain Customer Information screen for customers who are also tenants Hint The non editable customer name field appears at the top of the screens Use this to verify that you are entering information for the correct account belonging to the correct tenant customer 5 Select the account to which you are adding the charge o This is your agency defined list of account types which you maintain in the Setup area of the program See Setting Up Account Types on page 45 6 Select the type of charge such as NSF fee o This is your agency defined list of transaction types which you maintain in the Setup area of the program See Setting Up Transaction Types on page 40 Enter a description for the charge and specify the date the charge takes effect Enter the amountof the charge and if necessary check the print charge adjustment voucher checkbox to print an adjustment voucher for the cha
286. y enter the security deposit information 10 Click NEXT 11 Review and confirm the lease information you have set up and click FINISH to add the unsubsidized tenant and their lease The Tenant Management screen appears with the tenant s information displayed You can now begin entering additional information for the tenant such as o Customer Accounts o Charges o Receivables o Payments o Account Transfers o Credit Memos o Refund Requests o NSFs o Statements Note If you need to edit the tenant s mailing address click al To edit the tenant s phone numbers click a l WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 92 of 253 User Manual 10 2011 Setting Up Direct Deposits Youcan set up anew security deposit for your unsubsidized tenants at any time after adding the unsubsidized tenant to the program using the Setup Direct Deposit Wizard 1 From the Main Menu screen click TENANTS The Browse Tenant Leases screen appears with all current leases displayed in a table Select how you want to order the tenant lease table from the ordered by drop down list enter the search criteria in the search for field and click GO The first tenant lease to match the criteria is highlighted in the table Highlight the tenant lease record you want to work with and double click or click af The Tenant Management screen opens with the Tenant Information tab selected Click a and select Setup Direct Deposit fro
287. yment Wizard See Adding Recurring Payments on page 140 7 Check the creates a direct debit ACH transaction checkbox if you want to have this payment type automatically create a direct debit transaction If checked all payments with this payment type will be placed in the direct debit file created during processing See Gathering Recurring Payments on page 181 8 Click START and then click FINISH to set up the payment type The Maintain Payment Types screen appears again with the new active payment type displayed in the table Hint If a record is active it is available for you to work with elsewhere in the program Uncheck this checkbox for records you no longer wish to use WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 38 of 253 User Manual 10 2011 Transaction Types A transaction type identifies the purpose of a transaction Many transactions both recurring and non recurring that you enter for customers require a transaction type The most common transaction type is rent Other examples could include utilities such as electricity gas water and cable TV agency charges such as work order or clean up fees or other charges such as interest late fee or NSF fee Setting Up Transaction Types WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 39 of 253 User Manual 10 2011 Setting Up Transaction Types 1 Click SETUP
288. you select here will be available to work with o This field offers your agency defined list of cash drawers which you maintain in the Setup area of the program See Setting Up Cash Drawers on page 31 10 Click H to save and map the cash drawer Repeat until all appropriate cash drawers have been mapped to the development You are now ready to map transaction types Mapping Transaction Types After mapping development accounts assign each account to one or more transactions included in the account type 1 Onthe Maintain Customer Account Types screen highlight the account type you want to work with in the table and select the Transactions Included in Account tab 2 Click The Add Transaction to Include in Account Wizard is initiated Note The account type that is highlighted on the Main tab of the Maintain Customer Account Types screen is the account type to which you are mapping and are working with 3 Select the transaction type you want to map from the transaction description drop down list o This is your agency defined list of transaction types which you maintain in the Setup area of the program See Setting Up Transaction Types on page 40 4 Enter the payment apply order for past due and current amounts for this transaction within this account type More on Apply Order Rank the payment apply order for this account type by entering a whole number equal to or greater than one An apply order of 1
289. you maintain in the Setup area of the program See Setting Up Payment Types on page 38 9 Select the cash drawer to which this payment should be associated o This field offers your agency defined list of cash drawers which you maintain in the Setup area of the program See Setting Up Cash Drawers on page 31 10 If you want to reserve the payment for a specific transaction type select it from the reserve payment for drop down list 11 Enter the amountof the payment each time it occurs WT2 Tenant Accounts Receivable Copyright Tenmast Software 2011 140 of 253 User Manual 10 2011 12 Specify the start month and start year when the recurring payment schedule begins Hint If you set the start date to a future date the payment will be applied the first time you generate monthly transactions on or after that date 13 Specify the end month and end year or when the recurring payment schedule ends The payment will stop permanently after if reaches this date The default is blank which means there is no end date If you entered a maximum amount the ending month and year will automatically calculate Hint Use the start month and end month fields if the payment is seasonal The first payment of the season will be applied in the start month The last payment of the season will be applied in the end month The set of payments will repeat the following year provided the payment has not yet reached an end date 14 Check the c

WinTen² Tenant Accounts Receivable User Manual

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WinTen² Tenant Accounts Receivable User Manual