WinTen² Tenant Accounts Receivable User Manual

Transcription

1 WinTen² Tenant Accunts Receivable This user manual is meant t prvide guidance n the WinTen² Tenant Accunts Receivable prgram. WinTen² Tenant Accunts Receivable is a fully integrated system that allws public husing authrities t manage all f their receivables bth frm tenants and frm nn-tenants including rent and utility payments, late fees, maintenance charges, and security and pet depsits. The prgram supprts the creatin f recurring and nn-recurring transactins (charges, credits, transfers, and refunds); the printing f bills, statements, and receipts; the acceptance f payments; and the depsiting f funds. Tenant Accunts Receivable als supprts husing-specific functins, such as maintaining unit, tenant, and lease infrmatin; tracking PHAS events; and reprting t HUD. The prgram prvides full supprt fr agency-definable develpmental fund accunting and management. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

2 WinTen² Tenant Accunts Receivable 1 Setup Overview 15 Setup Outline 15 Bank Accunts 17 Setting Up Bank Accunts 17 Payment Types 18 Setting Up Payment Types 18 Develpments 19 Setting Up Develpments 19 Add Basic Develpment Inf 19 Map Develpment t Accunts 19 Offices 20 Setting Up Offices 20 Enter Basic Inf 20 Map Develpments t Offices 20 Cash Drawers 22 Setting Up Cash Drawers 22 Transactin Types 23 Setting Up Transactin Types 23 Accunt Types 24 Planning Custmer Accunt Types 24 Accunts Receivable (AR) Accunts 24 Escrw Accunts 24 Revlving Charge Accunts 25 Mrtgage Accunts 25 Defining Yur Custmer Accunt Types 25 Setting Up Accunt Types 26 Mapping Develpment Accunts 27 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

3 Assign Accunt t Develpment(s) 28 Define Accunts 28 Map Cash Drawer(s) 28 Mapping Transactin Types 29 Mapping Incme Accunts 30 Interest 31 Setting Up Interest Prfiles 31 Enter Basic Prfile Inf 31 Map Interest Plicy 32 Map Accunt Type(s) 32 Setting Up Interest fr Accunt(s) 33 Setting Up Agency and NSF Settings 34 Clr Settings 34 Agency Settings 34 NSF Settings 34 Plicies 36 Setting Plicies 36 Plicy Summaries 37 ACH/Direct Debit 37 ACH Cmpany Descriptin fr the 5th Recrd at Psitin Is Direct Debit (ACH) Allwed t Be Used fr Recurring Payments? 37 Direct Debit - Name f the File That Will Be Created 37 NSF 37 NSF Transactin Descriptin fr RecTrans and Register Payments 37 NSF Fee Descriptin fr RecTrans and Register 37 Payments 38 Payment Type fr Only Accept Cash Custmers 38 Pst Payments with Depsits 38 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

4 Default Payment Type fr Payment Wizard 38 Default the Pre-Payment Flag During the Payment Wizard 38 Manually Apply Payments (D nt have system aut apply) 38 Pre-payments and Due Nw Balance - Aut Re-apply Withut Asking Every Time 39 Receipts 39 Preview Receipt Befre Printing During Payment Wizard 39 Default the Payment Wizard t Print Receipt 39 Receipts - Shw Future Transactins n the Receipt 39 Include the Receivables Transactin n Receipts/Statements 39 EPF 40 Electrnic Payment File - Depsit Cash Drawer Autmatically 40 Late Fees 40 Late Fees - Apply Late Fees with the Variable Date 40 Late Fees - Always Apply Late Fee t Previus Mnth fr Which a Late Fee Was Nt Applied 40 Lease 40 Allw New Lease When Tenant is in ORC 40 Allw Lease t Terminate When Tenant is in ORC 41 Separate TAR Accunts fr Every Lease 41 Cash Drawers 41 Allw Balance f Cash Drawer if Drawer is Out f Balance 41 Allw Depsit f Cash Drawer if Depsit is Out f Balance 41 Depsit Wizard, Default Cash Drawer t Select all Cash Drawers 41 Allw One Persn t Access Multiple Cash Drawers 41 Allw One Cash Drawer fr Multiple Peple 42 General Ledger 42 Aut Accept GL Batches Created frm TAR 42 Pst Receivables Transactins t General Ledger 42 Miscellaneus 42 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

5 What Date Shuld Be Used fr the Beginning Balance? 42 What Date Shuld Be Used fr the Ending Balance? 43 View the Ttal Amunt Due n the Custmer Brwse Screen 43 Set the Transactin Detail fr the Accunt Detail Screen 43 Allw User t Mdify the URP Refund Check Befre They Are Psted 43 Allw Lease Terminate When Tenant is in ORC 43 Office Security - Use Office Security 44 Unit Activity Paint Date 44 Statements - Only Print the Mnth Being Billed? 44 URP - Select a Vendr fr the URP Invices/Checks 44 Allw Zer Rent 44 Default Payables Vendr Type fr Refund Checks 45 Set Number f Mnths That Can Be Open at One Time 45 Descriptin Used fr Re-pen Certificatins (Lease Und) 45 Buildings 46 Setting Up Building Entrances 46 Maintaining Building Entrances 47 Edit Building Entrance 47 Delete Building Entrance 47 Unit Amenities 49 Setting Up Unit Amenities 49 Unit Activity Types 50 Setting Up Unit Activity Types 50 Unit Disability Types 51 Registers 52 Setting Up Registers 52 AR Register Example 53 Revlving Accunt Register Example 54 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

6 Escrw Accunt Register Example 55 Late Fees 57 Setting Up Late Fee Prfiles 57 Add Basic Prfile Inf 57 Map Late Fee Plicy 57 Daily Late Fee 58 Flat Rate Fee 59 Legal Prceeding Fee 59 Map Accunt Type(s) 59 Map Transactin Type(s) 60 EPFs 61 Setting Up EPFs 61 Security Depsits 64 Setting Up Security Depsit Prfiles 64 Tips and Hints: 64 Refunds 66 Setting Up Refund Prfiles 66 Enter Basic Prfile Inf 66 Map Refund Plicy 66 Map Accunt Type(s) 66 Map Transactin Type(s) 67 Emplyees 68 Setting Up Emplyees 68 Terminatin Reasns 69 Setting Up Terminatin Reasns 69 Frm Letter Templates 70 Setting Up Frm Letter Templates 70 Enter Frm Letter Details 70 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

7 Specify Filter/Srt Criteria 71 Enter Frm Letter Template Text/Layut 71 Management Cdes 73 Setting Up Management Cdes 73 Editing Management Cdes 73 Units Management Overview 74 Adding New Units 74 Add Basic Unit Inf 74 Enter Rent Inf 75 Specify Amenities 75 Maintaining Building Entrances 75 Add Building Entrance 75 Edit Building Entrance 76 Delete Building Entrance 76 Tenant, Lease, and Custmer Management 78 Tenants and Leases 78 Unsubsidized Tenants 78 Subsidized Tenants 78 Receivables Custmers 78 Accunts 79 Charges 79 Receivables 79 Payments 79 Accunt Transfers 79 Credit Mems/Adjustments 79 Refund Requests 80 NSFs 80 Tenants and Leases 81 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

8 Maintaining Tenants & Leases 81 Adding Unsubsidized Tenants 82 Setting Up Direct Depsits 84 Issuing Keys t Tenants 85 Transferring Unsubsidized Tenants t a New Unit 85 Adding & Editing Ntes 86 Generating Individual Frm Letters 87 Crrecting Lease Start Dates 88 Crrecting Rent Amunts 89 Vacancy Ntices (Recrding, Extending, Reversing) 89 Recrding a Vacancy Ntice 90 Extending a Vacancy Ntice 90 Reversing a Vacancy Ntice 91 Receiving Keys frm Tenants 91 Terminating Leases 92 Maintaining Tenants & Leases 93 Adding & Editing Ntes 94 Generating Individual Frm Letters 95 Crrecting Lease Start Dates 96 Crrecting Rent Amunts 96 Receivables Custmers 98 Adding Custmers 98 Maintaining Receivables Custmers 99 Adding Legal Prceedings 100 Accunts 102 Adding Custmer Accunts 102 Charges 103 Adding Charges 103 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

9 Adding Recurring Charges 104 Viding Transactins 105 Receivables 107 Adding Receivables 107 Adding Recurring Receivables 108 Payments 38 Taking Payments 110 Enter All Payment Types and Amunts 111 Optinal Step 1: Select Accunts t Pay Nw 111 Optinal Step 2: Specify Transactins t Pay Nw 112 Optinal Step 3: Select Accunt and Transactin t Prepay 112 Custmizing the Take Payment Wizard 113 Adding Recurring Payments 113 Mving Payments frm One Custmer Accunt t Anther 115 Re-Applying Payments 116 Viding Payments 117 Accunt Transfers 119 Creating Accunt Transfers 119 Adding Recurring Transfers 120 Creating Balance Transfers 121 Viding Accunt Transfers 123 Credit Mems r Adjustments 124 Adding Credit Mems/Adjustments 124 Adding Recurring Credit Mems 125 Adding Receivable Credit Mems 127 Viding Transactins 128 Refund Requests 130 Creating Refund Requests 130 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

10 Viding Refund Requests 131 NSFs 132 Recrding NSFs 132 Reversing Recrded NSFs 133 Peridic Prcessing Overview 134 Daily Prcesses 134 Mnthly Prcesses 134 Daily Prcesses 135 Opening Cash Drawers 135 Balancing Cash Drawers 136 Making Depsits 137 Prcessing EPFs 138 Generating Late Fees 138 Psting t GL 139 Mnthly Prcesses 141 Generating Mnthly Transactins 141 Generating and Exprting Statements 142 Generating Bills 144 Generating Late Ntices 145 Generating URP Refunds 146 Applying Interest t Accunts 147 Generating Direct Debit Transactins 148 Prcessing Direct Debits (ACH) 149 Prcessing Flat Amunt Direct Debits 149 Prcessing Variable Amunt Direct Debits 150 Clsing a Receivables Mnth 150 Frm Letters Overview 153 Generating a Frm Letter Batch 153 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

11 Reprts Overview 155 Access Reprts 155 Preview r Print Reprts 155 Lease Reprt Summaries 155 Unit Reprt Summaries 156 Reprts Used t Generate PHAS 157 Fr Management Only 157 Payment & Depsit Reprt Summaries 158 Receivable Reprt Summaries 159 Register and Custm Reprt Summaries 161 Tenant Accunts Receivable & General Ledger 163 General Ledger 163 Terms 163 Tenant Accunts Receivable 163 Terms 163 Actins 164 Mre n Actins: 164 Accunts 165 Balancing TAR t GL at a Glance 167 Charging a Tenant fr Rent 167 Payment n Accunt 167 Recncile the Cash Drawer & Depsit the Mney 167 Enter a Credit Mem n Accunt 167 Recrd an NSF Check 167 EPF File Imprt 167 Direct Debit 167 Transfer frm TAR t Repayment Agreement Accunt 168 Related Prcesses 169 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

12 FSS 169 Repayment Agreements 169 Setting Up Office Security 169 Setting Up Direct Debit Prcessing 169 Setting Up Variable Amunt Direct Debit Prcessing 169 Allw Direct Debit (ACH) fr Recurring Payments? (if necessary) 169 Enter Name f File Created by Direct Debit Prcessing (if necessary) 170 Set Up Payment Type Details 170 Enter Bank Accunt Inf 170 Specify Develpments and Cash Drawers 171 Enter Custmer Direct Debit Inf 171 Setting Up Flat Amunt Direct Debit Prcessing 172 Add Recurring Payment 172 Setting Up URPs t Utility Cmpany Accunts 172 Set URP Plicies 173 Enter Utility Cmpany Accunt Numbers 173 Charging Off Tenants 174 Add Cllectin Lss Accunts t Apprpriate Custmers 174 Transfer Security Depsit Balances t AR Accunts 175 Transfer AR Accunt Balance t Cllectin Lss Accunt 175 Inactivate Security Depsit and AR Accunts 175 Adding Interest t Accunt Types 175 Setting Up FSS (PH) 176 Set Up FSS Bank Accunt 176 Set Up FSS Escrw Payment Type 176 Set Up FSS Develpment 177 Set Up FSS Cash Drawer 177 Map FSS Develpment t FSS Escrw Accunt Type 177 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

13 Set Up FSS Escrw Credit Transactin Type 177 Map FSS Escrw Credit Transactin Type t AR Accunt 178 Map GL Fund/Accunt t FSS Escrw Credit Transactin Type and AR Accunt 178 Set Up FSS Interest Prfile 178 Set Up Interest fr FSS Escrw Accunt 178 Set Up FSS Register 178 Setting Up FSS (S8) 178 Set Up FSS Bank Accunt 179 Set Up FSS Escrw Payment Type 179 Set Up FSS Interest Transactin Type 179 Set Up FSS Cash Drawer 179 Set Up FSS Develpment 179 Map FSS Develpment t FSS Escrw Accunt Type 180 Map Cash Drawer(s) t FSS Develpment 180 Map FSS Escrw Interest Transactin Type t FSS Escrw Accunt Type 180 Map GL Fund/Accunt t FSS Escrw Accunt 180 Set Up Interest fr FSS Escrw Accunt 180 Set Up FSS Interest Prfile 180 Set Up FSS Register 181 Taking Payments that Include FSS Escrw 181 Setting Up Sectin 8 Repayment Agreements 181 Add Sectin 8 Develpment 182 Set Up Office Security (if necessary) 182 Set Up Repayment Transactin Type 182 Set Up Repayment Revlving Charge Accunt 182 Map Develpment t Psting and Bank Accunts 183 Map Repayment Transactin Type t Repayment Accunt 183 Map Repayment Accunt t Incme Accunt 183 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

14 Creating S8 Repayment Agreements 184 Add Sectin 8 Custmer 184 Add Repayment Revlving Charge Accunt 185 Add Charge (hw much they we right nw) 185 Add Recurring Receivable Transactin (Set Up Custmer s Mnthly Repayment Schedule) 185 Glssary 187 Index 193 Cmmn Icns 200 Print/Preview Reprt Icns/Buttn 200 TenDcs 202 What TenDcs Des 202 Getting mre infrmatin n TenDcs 202 Abut Tenmast Sftware 203 Cmpany Infrmatin 203 Cntact Infrmatin 203 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

15 Setup Overview All WinTen² prgrams have a variety f Setup ptins that cntrl the prgram envirnment and gvern many aspects f prgram peratin. These ptins allw yur agency t custmize the prgrams t best meet yur needs and make yur jb easier. Yu shuld carefully plan and then implement yur Setup ptins befre using the Tenant Accunts Receivable prgram. In additin, the administratr f yur WinTen² prgrams shuld review yur Setup ptins at least annually. If yu are setting up yur Tenant Accunts Receivable prgram frm scratch, use the prvided utline t fllw the recmmended rder f steps that will guide yu thrugh an efficient and thrugh setup f the prgram. Setup Outline Belw is the recmmended rder f steps fr an efficient and thrugh setup f yur Tenant Accunts Receivable prgram. Click the links t access the related tpics. 1. Set up bank accunts 2. Set up payment types 3. Set up develpment basic infrmatin 4. Set up ffices 5. Set up cash drawers 6. Set up transactin types 7. Set up accunt types 8. Map develpment accunts 9. Map transactin types 10. Map incme accunts 11. Set up interest prfiles 12. Set up interest fr accunts 13. Map develpment infrmatin 14. Set up agency and NSF settings 15. Set up plicies 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 prfiles 22. Set up EPFs 23. Set up security depsit prfiles WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

16 24. Set up refund prfiles 25. Set up emplyees 26. Set up terminatin reasns 27. Set up frm letter templates 28. Set up management cdes WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

17 Bank Accunts A receivables bank accunt is a bank accunt int which yu depsit payments that yu receive frm custmers. Tenant Accunts Receivable cntains ne recrd fr each f yur receivables bank accunts. After yu set up yur bank accunts, yu will include them in the develpmental accunt mapping fr yur custmer accunt types. Fr each develpment that uses a particular accunt type, yu will identify the bank accunt int which depsits fr that accunt type are made fr that develpment. Yu will als make depsits int receivables bank accunts. Setting Up Bank Accunts 1. Click SETUP n the Main Menu screen and then click BANK ACCOUNTS n the Receivables Setup screen that appears. The Maintain Receivables Bank Accunts screen pens with all available bank accunts displayed in a table. 2. Click n the tlbar. The Add Receivables Bank Accunts Wizard is initiated. 3. Select the apprpriate bank accunt ID frm the drp-dwn list. This field ffers yur agency-defined list f receivables bank accunts, which yu maintain in the Setup area f the prgram. See "Setting Up Bank Accunts" n page Enter a text descriptin t identify the bank accunt. Nte: If the bank accunt ID yu want is nt listed in the drp-dwn list, yu have the ptin t add a new bank accunt recrd t yur agency-defined list. On the Maintain Receivables Bank Accunts screen, click This accesses the Select Bank Accunt screen. Click and select "Maintain Bank Accunt Inf.", enter the apprpriate infrmatin n the Maintain Bank Accunts screen that appears and then click. The newly added bank accunt is nw available t chse frm in the bank accunt ID drpdwn list in the Add Receivables Bank Accunts Wizard. 5. Click START and then click FINISH t save and set up the bank accunt. The Maintain Receivables Bank Accunts screen appears again with the new, "active" bank accunt displayed in the table. Hint: If a recrd is active, it is available fr yu t wrk with elsewhere in the prgram. Uncheck this checkbx fr recrds yu n lnger wish t use. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

18 Payment Types Payment types allw yu t identify the methds f payment (such as cash, check, mney rder, etc.) that yu will accept frm custmers. Tenant Accunts Receivable cntains ne recrd fr each payment type yu will accept. After yu set up yur payment types, yu will assign a payment type t each payment yu receive frm a custmer. Setting Up Payment Types 1. Click SETUP n the Main Menu screen and then click PAYMENTS n the Receivables Setup screen that appears. The Maintain Payment Types screen pens with all available payment types displayed in a table. 2. Click n the tlbar. The Add Payment Type Wizard is initiated. 3. Enter a text descriptin t identify the payment type. 4. Check the include in cash drawer depsit checkbx if a tenant culd use this payment methd when making a physical payment at a cash drawer r drp bx r thrugh the mail. (Cash, check, and mney rder, fr instance, wuld typically fall int this categry.) This payment type then appears as an ptin when recrding payments at a cash drawer D nt check this bx if tenants d nt use this payment methd when making physical payments (e.g., electrnic funds transfers). 5. Check dcument reference number required checkbx if yu want t require thse recrding payments t enter this reference number when taking this type f payment. D nt check this bx if this payment type has n such reference number (e.g., cash), if tenants d nt use this payment methd when making physical payments (e.g., electrnic funds transfers); r if yu simply d nt wish t require this number. Dcument reference number: refers t a number n the dcument a tenant uses t make a payment. The mst cmmn examples are a check number and a mney rder number. 6. Check the can be used as a recurring payment checkbx if yu want t make this payment type available fr setting up a recurring payment. Only electrnic funds transfers (als knwn as EFTs r direct debits) are apprpriate fr recurring payments.(see "Setting Up Direct Debit Prcessing" n page 169) 7. Check the creates a direct debit (ACH) transactin checkbx if yu want t have this payment type autmatically create a direct debit transactin. If checked, all payments with this payment type will be placed in the direct debit file created during prcessing. (See "Generating Direct Debit Transactins" n page 148) 8. Click START and then click FINISH t 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 recrd is active, it is available fr yu t wrk with elsewhere in the prgram. Uncheck this checkbx fr recrds yu n lnger wish t use. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

19 Develpments The Tenant Accunts Receivable prgram prvides full supprt fr agency-definable AMP/prject accunting and management. Yur first step in the AMP/prject accunting prcess is t create ne recrd fr each f yur develpments. After yu set up yur develpment recrds, cmplete the setup by assigning develpments t units, t custmer accunt types, transactin types, and individual custmer accunts. Yu will assign each unit t a develpment. In Setup, yu will assign each custmer accunt type t ne r mre develpments that use the accunt type. Yu will then set up the AMP/prject accunt mapping fr the receivables and revenue accunts fr each type f transactin within each accunt type. Hint: Each accunt type will likely have multiple develpments that use it, and each develpment will likely use multiple accunt types. Yu will als assign each individual custmer accunt t a develpment, based n the custmer and n the develpments available fr the accunt type. Setting Up Develpments T set up a develpment, yu need t add the basic develpment infrmatin and then map the develpment t specific default accunts, transactin types, and prfiles. Add Basic Develpment Inf 1. Click SETUP n the Main Menu screen and then click DEVELOPMENT n the Receivables Setup screen that appears. The Brwse Develpment screen pens with all available develpments displayed in a table. 2. Click n the tlbar. The Add Develpment Wizard is initiated. 3. Enter a unique develpment cde, type a descriptin t identify the develpment, and check the checkbx if the develpment is late fee exempt. 4. Click START and then click FINISH t save and set up the new, "active" develpment. The Maintain Develpment screen appears with the new develpment infrmatin displayed. Hint: If a recrd is active, it is available fr yu t wrk with elsewhere in the prgram. Uncheck this checkbx fr recrds yu n lnger wish t use. Map Develpment t Accunts 5. If necessary, click and specify the default accunts, default transactin type, default prfiles, general ledger accunt, and bank accunt infrmatin. Nte: Fr sme types f develpments, yu d nt need t fill ut any additinal infrmatin; fr example, if the develpment des nt deal with leases, yu d nt need t enter any additinal infrmatin besides the cde and descriptin. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

20 Offices A receivables ffice is any ffice lcatin where yu receive payments. Tenant Accunts Receivable cntains ne recrd fr each f yur ffices. Yu must assign each f yur agency s cash drawers t an ffice. Sme ffices may have multiple cash drawers. The main purpse f receivables ffices is t allw yu t balance and reprt n payments received fr an ffice as a whle, as well as fr individual cash drawers. Yu can als set up a receivables ffice fr a bank that accepts payments fr yur agency. After yu have set up yur receivables ffices, yu can assign them t cash drawers and specific emplyees. Setting Up Offices T set up a receivables ffice, yu need t add the basic ffice infrmatin and then map the ffice t the specific develpments which the ffice will manage. Enter Basic Inf 1. Click SETUP n the Main Menu screen and then click OFFICES n the Receivables Setup screen that appears. The Maintain Receivables Offices screen pens with all available ffices displayed in a table. 2. Click n the tlbar. The Add Receivables Office Wizard is initiated. 3. Enter a descriptin t identify the ffice, such as Central Office, click START, and then click FINISH t save and set up the ffice. The Maintain Receivables Offices screen displays again with the new, "inactive" ffice displayed in the table. Hint: If a recrd is active, it is available fr yu t wrk with elsewhere in the prgram. Uncheck this checkbx fr recrds yu n lnger wish t use. Nte: If yu want t make the ffice active, click then click t save. 4. Repeat until all yur agency s ffices have been added. Map Develpments t Offices, check the Active checkbx, and 5. Highlight the ffice yu want t wrk with n the Main tab, and then select the Develpments tab. 6. Click. The Receivables Office Add Develpment Wizard is initiated. 7. Check the checkbx(es) f the develpments yu want assciated with the selected ffice. This is yur agency-defined list f develpments, which yu maintain in the Setup area f the prgram. See "Setting Up Develpments" n page Click START, and then click FINISH t map the develpment(s) t the ffice. The Maintain Receivables Offices screen appears again. 9. Repeat steps 5-8 until all develpments have been mapped t the apprpriate ffices. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

21 Cash Drawers A cash drawer is a specific place within an ffice where yu accept payments. Tenant Accunts Receivable cntains ne recrd fr each f yur cash drawers. A cash drawer may be a literal cash drawer at yur agency r at a bank, r it may be a cmputer wrkstatin where yu accept payments. Sme ffices may have nly ne cash drawer, thers may have multiple cash drawers. After yu set up yur cash drawers, yu can use them t accept payments. Each day yu use a particular cash drawer, yu will pen it and balance and clse it. Setting Up Cash Drawers 1. Click SETUP n the Main Menu screen and then click CASH DRAWERS n the Receivables Setup screen that appears. The Maintain Cash Drawers screen pens with all available cash drawers displayed in a table. 2. Click n the tlbar. The Add Cash Drawer Wizard is initiated. 3. Enter a unique drawer number and type a descriptin fr the cash drawer (fr example, Central Office #1 ). 4. Enter the next receipt number (number f the next receipt t issue frm this drawer), and select the apprpriate receivables ffice t which the drawer shuld be assciated. This is yur agency-defined list f receivable ffices, which yu maintain in the Setup area f the prgram. See "Setting Up Offices" n page Select the apprpriate cash n hand accunt. This accunt is pulled frm General Ledger and shuld already be set up. If nt, please verify with yur accunting department which cash n hand accunt is needed. 6. Click START and then click FINISH t 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 recrd is active, it is available fr yu t wrk with elsewhere in the prgram. Uncheck this checkbx fr recrds yu n lnger wish t use. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

22 Transactin Types A transactin type identifies the purpse f a transactin. Many transactins (bth recurring and nn-recurring) that yu enter fr custmers require a transactin type. The mst cmmn transactin type is rent. Other examples culd include utilities (such as electricity, gas, water, and cable TV ), agency charges (such as wrk rder r clean-up fees), r ther charges (such as interest, late fee, r NSF fee ). Setting Up Transactin Types 1. Click SETUP n the Main Menu screen and then click TRANSACTIONS n the Receivables Setup screen that appears. The Maintain Transactin Types screen pens with all available transactin types displayed in a table. 2. Click n the tlbar. The Add Transactin Type Wizard is initiated. 3. Enter a text descriptin t identify the transactin type. 4. Click START and then click FINISH t set up the transactin type. The Maintain Transactin Types screen appears again with the new, "active" transactin type displayed in the table. Hint: If a recrd is active, it is available fr yu t wrk with elsewhere in the prgram. Uncheck this checkbx fr recrds yu n lnger wish t use. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

23 Accunt Types Tenant Accunts Receivable cntains ne recrd fr each f yur agency-defined custmer accunt types. Yu assign an accunt type t each custmer accunt. Custmer accunt types are als an imprtant part f the setup fr yur agency s develpmental fund accunting. Setting up yur agency-defined custmer accunt types is a mutli-step prcess: 1. Plan yur custmer accunt types. 2. Create a recrd fr each accunt type. During creatin f each type, yu can identify an rder in which t apply payments, varius default frmats fr printed dcuments, and whether interest accrues t accunts. Assign each accunt type t ne r mre develpments that use that accunt type and set up the develpmental accunt mapping fr the receivables and revenue accunts fr each type f transactin within that accunt type. Assign each accunt t ne r mre transactins included in the accunt type. Yu must als assign the rder in which t apply payments fr past due and current amunts. Identify the General Ledger incme accunts per develpment fr each transactin. 3. Designate if interest accrues t custmer accunt types. Planning Custmer Accunt Types Tenant Accunts Receivable supprts fur different categries f custmer accunt types: accunts receivable accunts, escrw accunts, revlving charge accunts, and mrtgage accunts. Each f yur agency-defined custmer accunt types must fall int ne f these fur categries. Accunts Receivable (AR) Accunts Use this categry fr standard receivables accunts. Accunts f this type require the custmer t pay ff any utstanding balance at the end f each mnth. Escrw Accunts Use this categry fr escrw accunts, such as security depsits, FSS escrw accunts, and tenant savings plans. Mney added t an accunt f this type is a liability t yur agency and an asset t the custmer. Yu can allw custmers t accrue interest n the balances f these accunts. Yu can set up receivables (amunts currently due) n these accunts, but the accunt balances are nt affected until actual payments are made. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

24 Revlving Charge Accunts Use this categry fr revlving charge accunts, such as repayment agreements, retractive rent agreements, and prmissry ntes. A custmer with a revlving charge accunt keeps an verall accunt balance and wes a mnthly receivable t the accunt. (Fr example, the custmer may we yur agency a ttal f $1000, but the minimum mnthly payment is nly $50.) Yur agency can charge interest n the balances f these accunts. Mrtgage Accunts Use this categry fr mrtgages (e.g., fr a mrtgage in the Sectin 8 Hmewnership prgram r fr a hme purchase financed by yur agency). A custmer with this type f accunt has a mrtgage (principal) balance, and the amunt f principal and interest charged t the accunt is different each mnth. Yu will set up separate escrw accunts fr any escrw amunts related t a mrtgage, such as taxes r insurance. Defining Yur Custmer Accunt Types Yu can subdivide these fur categries int multiple agency-defined custmer accunt types. Fr example, yu might have a custmer accunt type fr security depsits and a separate accunt type fr pet depsits, bth f which wuld fall under the Escrw categry. Each f yur custmer accunt types has an accunt descriptin and is assigned t ne f the fur categries. Here are sme custmer accunt types yu might cnsider: Accunt Descriptin Cllectin Lss FSS Escrw Hmewnership Pet Depsit Repayment Security Depsit Tenant Accunts Receivable Categry AR Escrw Mrtgage Escrw Revlving Charge Escrw AR Fr each accunt type, yu can als identify an rder in which t apply payments, varius default frmats fr printed dcuments, and whether interest accrues t accunts f that type. The payment apply rder lets yu rank the default rder in which the prgram applies custmer payments t utstanding balances fr different accunt types. Fr example, if a custmer wes n bth an AR accunt and a security depsit accunt, yu may wish t apply a payment t the AR accunt first. If a custmer has utstanding balances in tw different accunts with the same rank (e.g., if yu ranked tw accunt types the same r if the custmer has tw accunts f the same type), the prgram will apply a payment first t the ldest utstanding balance. Hint: Fr any individual payment, yu can verride the default apply rder by applying the payment manually t utstanding balances. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

25 If yu use the Custm Reprt Writer prgram, yu can assign t each accunt type a default printed frmat fr cntracts, statements, registers, and adjustment vuchers. Yu can als designate whether interest accrues t custmer accunt types. See "Setting Up Interest fr Accunt(s)" n page 33 After yu create yur custmer accunt type recrds, yu will assign each custmer accunt type t ne r mre develpments that use the accunt type. Yu will then set up the develpmental accunt mapping fr the receivables and revenue accunts fr each type f transactin within each accunt type. Finally, after yu fully set up yur custmer accunt types, yu can use them t create individual accunts fr custmers. Within TAR, there are fur types f accunts that need t be setup: 1. Accunts receivable accunt: The master accunt that all custmers have. This type f accunt recrds charges and payments. Each charge n the accunt is due in full as f the date f the charge. Peridic payments are allwed, but any charge nt paid r credited ff is past due as sn as the charge date is passed. 2. Escrw accunt: An escrw accunt is a security depsit, pet depsit, FSS escrw accunt, r ther accunt where the value n the accunt accumulates r increases as payments are made int the accunt. There are n charges, thus n transactins assciated with this type f accunt. The user may set up a receivable (nt a charge), t shw hw much the tenant shuld be paying, but receivables are nt assciated with any GL accunt number. Thus, escrw accunts d nt create a jurnal transactin. The payment, hwever, des create a transactin which credits the accunt and debits the cash drawer. The balance f the escrw accunt cntinues t accumulate as a negative balance t shw that the HA wes the tenant the amunt reflected in the accunt. 3. Revlving credit accunt: This is a repayment agreement type accunt. Amunts charged n the primary accunts receivable accunt are transferred t this accunt and this transfers the balance due. Then, recurring receivable amunts are defined fr the mnthly payment amunts that shuld be paid t reduce the verall balance due. There are n transactins assciated with this accunt as all charge items have already been recrded n the AR accunt and transferred. 4. Mrtgage accunt: This accunt type is similar t the revlving credit accunt in setup and actins. Setting Up Accunt Types When setting up an accunt type, yu need t add the basic accunt infrmatin and then map the accunt t specific develpments and transactin types. 1. Click SETUP n the Main Menu screen and then click ACCOUNTS n the Receivables Setup screen that appears. The Brwse Custmer Accunt Types screen pens with all available accunt types displayed in a table. 2. Click n the tlbar. The Add Accunt Type Wizard is initiated. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

26 3. Enter a descriptint identify the accunt type and then select the type f accunt (whether this accunt type is fr accunts receivable (AR) accunts, escrw accunts, revlving charge accunts, r mrtgage accunts). 4. Click START t cntinue. 5. If necessary, select a default register frmat, default statement, and a default bill. Nte: If yur agency uses the Custm Reprt Writer prgram, yu can create ne r mre custm frmats r frms fr the printed cpies f each f these dcument types. If yu have dne this, each frm yu have created will appear in its respective drp-dwn list. If yur agency des nt use the Custm Reprt Writer prgram, r if yu have nt created custm frms, nly ne frm will be available t chse frm fr each field. 6. Enter the apply rder f payment. This field allws yu t rank the default rder in which the prgram applies custmer payments t utstanding balances fr different accunt types. Fr example, if a custmer wes n bth an AR accunt and a security depsit accunt, yu may wish t apply a payment t the AR accunt first. (Mre n Apply Order...) Rank the payment apply rder fr this accunt type by entering a whle number equal t r greater than ne. (An apply rder f 1 means apply first. ) The prgram applies payments t lwer-numbered accunt types befre higher-numbered nes. Fr example, if yu wanted all payments t be applied first t utstanding balances in the Tenant Accunts Receivable accunt type, yu wuld rank that accunt type 1. If yu wanted payments applied next t utstanding balances in the Repayment accunt type, yu wuld rank it 2, etc. Yu have the ptin f ranking tw r mre accunt types the same. It is als pssible fr a custmer t have tw r mre accunts f the same type. Either case culd allw a situatin in which a custmer has utstanding balances in tw different accunts with the same rank. If this happens, the prgram will apply a payment first t the ldest utstanding balance. Fr any individual payment, yu can verride this default rder by applying the payment manually t utstanding balances. 7. Click START t cntinue. Review and cnfirm the infrmatin yu have set up and click FINISH t save and create the new accunt. The Maintain Custmer Accunt Types screen appears with the Main tab selected and the newly added accunt type infrmatin displayed. 8. Click ; if necessary, select a default adjustment vucher, default vid ticket, and check the checkbxes if the default statement and bill are summary frmats. (The remaining fields n this tab shuld have been filled in within the Add Accunt Type Wizard, but yu can fill them in nw r edit them as necessary.) 9. Click t save and set up the accunt type.yu are nw ready t map develpment accunts that will use the accunt type. Mapping Develpment Accunts The prgram will crrectly place charges and revenues in the right place if mapped crrectly. After yu have set up yur custmer accunt types, assign each accunt t ne r mre develpments that use that accunt type, define a receivables psting accunt and a bank depsit WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

27 accunt fr each develpment, and map apprpriate cash drawers t the develpment. Each custmer accunt that matches the accunt type, the develpment, and cash drawer will use these recrds fr the psting f receivables and the depsiting f payments received. Hint: Each accunt type will likely have multiple develpments that use it, and each develpment will likely use multiple accunt types. 1. On the Maintain Custmer Accunt Types screen, highlight the accunt type yu want t wrk with in the table and select the Develpment Accunt Mapping tab. Assign Accunt t Develpment(s) 2. Click. The Add Develpment Accunt Mapping Wizard is initiated. Nte: The accunt type that is highlighted n the Main tab f the Maintain Custmer Accunt Types screen is the accunt type t which yu are mapping and are wrking with. 3. Select the develpment name yu are mapping fr this accunt type. This is yur agency-defined list f develpments, which yu maintain in the Setup area f the prgram. See "Setting Up Develpments" n page 19 Define Accunts 4. Select the apprpriate psting accunt number. The ending balance f the register is this accunt number in General Ledger. Select the general ledger accunt t which receivables pst fr this accunt type fr this develpment. Fr mst agencies, this is usually an 1122 accunt (Accunts Receivable) fr mst develpments and accunt types. Yu maintain yur general ledger accunts in the General Ledger prgram. 5. Select the apprpriate bank accunt number. This is the bank accunt int which yu make depsits fr this accunt type fr this develpment. This field ffers yur agency-defined list f receivables bank accunts, which yu maintain in the Setup area f the prgram. See "Setting Up Bank Accunts" n page 17 Nte: It is extremely imprtant that yu verify with yur accunting department as t which accunt numbers need t be selected. 6. If necessary, select the direct debit cash drawer t use frm the drp-dwn list. This is the cash drawer in which the develpment s direct debit withdrawal funds will be depsited. 7. Click START t cntinue, review and cnfirm the infrmatin yu have set up, and then click FINISH t map the develpment accunts t the accunt type. The Develpment Accunt Mapping tab appears again with the newly mapped develpment displayed in the table. Map Cash Drawer(s) 8. Select the Cash Drawers sub-tab at the bttm f the screen and click. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

28 9. Select a cash drawer. When taking a payment fr the develpment, the cash drawer(s) yu select here will be available t wrk with. This field ffers yur agency-defined list f cash drawers, which yu maintain in the Setup area f the prgram. See "Setting Up Cash Drawers" n page Click t save and map the cash drawer. Repeat until all apprpriate cash drawers have been mapped t the develpment. Yu are nw ready t map transactin types. Mapping Transactin Types After mapping develpment accunts, assign each accunt t ne r mre transactins included in the accunt type. 1. On the Maintain Custmer Accunt Types screen, highlight the accunt type yu want t wrk with in the table and select the Transactins Included in Accunt tab. 2. Click. The Add Transactin t Include in Accunt Wizard is initiated. Nte: The accunt type that is highlighted n the Main tab f the Maintain Custmer Accunt Types screen is the accunt type t which yu are mapping and are wrking with. 3. Select the transactin type yu want t map frm the transactin descriptin drp-dwn list. This is yur agency-defined list f transactin types, which yu maintain in the Setup area f the prgram. See "Setting Up Transactin Types" n page Enter the payment apply rder fr past due and current amunts fr this transactin within this accunt type. (Mre n Apply Order...) Rank the payment apply rder fr this accunt type by entering a whle number equal t r greater than ne. (An apply rder f 1 means apply first. ) The prgram applies payments t lwer-numbered accunt types befre higher-numbered nes. Fr example, if yu wanted all payments t be applied first t utstanding balances in the Tenant Accunts Receivable accunt type, yu wuld rank that accunt type 1. If yu wanted payments applied next t utstanding balances in the Repayment accunt type, yu wuld rank it 2, etc. Yu have the ptin f ranking tw r mre accunt types the same. It is als pssible fr a custmer t have tw r mre accunts f the same type. Either case culd allw a situatin in which a custmer has utstanding balances in tw different accunts with the same rank. If this happens, the prgram will apply a payment first t the ldest utstanding balance. Fr any individual payment, yu can verride this default rder by applying the payment manually t utstanding balances. 5. Click START t cntinue, review and cnfirm the infrmatin yu have set up, and then click FINISH t map the transactin type t the accunt type. The Transactins Included in Accunt tab appears again with the newly mapped transactin displayed in the table. Yu are nw ready t map incme accunts. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

29 Mapping Incme Accunts After mapping transactin types, yu need t identify the general ledger incme accunts t which yu pst payments received frm the develpments that uses the accunt type/transactin type cmbinatin. Each custmer payment that matches a given transactin, develpment, and accunt type will pst t the incme accunt yu identify. 1. On the Maintain Custmer Accunt Types screen, highlight the accunt type yu want t wrk with in the table. Nte: The accunt type that is highlighted n the Main tab f the Maintain Custmer Accunt Types screen is the accunt type t which yu are mapping and are wrking with. 2. Select the Transactins Included in Accunt tab. All mapped transactin types display in a table. 3. Highlight the mapped transactin type yu want t wrk with and click the ACCOUNT MAPPING buttn at the bttm f the screen. The Maintain Transactin Ledger Accunts screen appears with all mapped develpments displayed in a table. Nte: The transactin type that is highlighted n the Transactins Included in Accunt tab f the Maintain Custmer Accunt Types screen is the transactin type t which yu are mapping and are wrking with. 4. Highlight the develpment yu want t wrk with and click. 5. Select the general ledger incme accunt t which yu pst payments received fr this accunt type and transactin type. Yu maintain yur general ledger accunts in the General Ledger prgram. 6. Click t save t apply yur changes and map the incme accunt. 7. Repeat steps 4-6 until all develpments are mapped t an incme accunt. 8. Click t exit and return t the Transactins Included in Accunt tab. 9. Repeat steps 3-8 until all accunt type/transactin type cmbinatins have incme accunts mapped t their assciated develpments. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

30 Interest Interest prfiles are used t rganize all yur agency s interest plicies, r rules n hw interest is applied. With an interest prfile, yu may grup and describe a cllectin f plicies, r just ne plicy. Setting Up Interest Prfiles After setting up interest prfiles, yu can then identify the general ledger revenue accunts t which yu pst interest received frm develpments that use a specific accunt type/transactin type cmbinatin. Each interest charge that matches a given transactin, develpment, and accunt type will pst t the revenue accunt yu identify. Setting Up Interest fr Accunts Setting Up Interest Prfiles When setting up interest prfiles, yu need t add the basic prfile infrmatin, and then set up and map the prfile t an interest plicy (r set f rules), and specific accunt type(s). Tips and Hints: Yu cannt have multiple prfiles per develpment, but yu can have multiple plicies fr the same accunt type and time perid per prfile. This results in interest nly being applied nce fr each plicy in mnthly prcessing. In rder t delete a prfile, all develpments must be remved frm the prfile first. Als, all accunt types must be remved frm a plicy in rder t delete a plicy. Once a prfile r plicy has been used, they cannt be deleted. (Remving all develpments and/r accunt types, hwever, will make them inactive. ) Enter Basic Prfile Inf 1. Click SETUP n the Main Menu screen and then click INTEREST n the Receivables Setup screen that appears. The Brwse Interest Prfiles screen pens with all available interest prfiles displayed in a table. 2. Click n the tlbar. The Add Interest Prfile Wizard is initiated. 3. Enter a descriptin t identify the prfile and then check the checkbxes f the develpmentsyu want t include in the prfile. This is yur agency-defined list f develpments, which yu maintain in the Setup area f the prgram. See "Setting Up Develpments" n page 19 Nte: Yu are nly able t have ne prfile per develpment. If anther prfile is added that includes a develpment fr which there is already a prfile, the first prfile will have that develpment remved. 4. Click NEXT, review the prfile infrmatin, and then click FINISH t save and add the new prfile. The Maintain Interest Prfile Setup screen appears with the Main tab selected. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

31 Map Interest Plicy 5. Select the Interest Plicies tab and click n the tlbar. The Add Interest Plicy Wizard is initiated. Nte: The interest prfile that is highlighted n the Main tab f the Maintain Interest Prfiles screen is the prfile t which yu are assciating a plicy. Cautin! Be careful t nt create redundant plicies fr the same accunt type and time perid. 6. Enter the name fr the interest plicy in the descriptin field and select the type f calculatin t use frm the drp-dwn list. 7. Select an effective date, r the date range f when the plicy is in effect, and enter an interest percentage (APR). Fr example: 8. Click START, review the plicy s infrmatin, and then click FINISH t add the new plicy. The Interest Plicies tab f the Maintain Interest Prfile Setup screen appears again. Map Accunt Type(s) 9. Select the Accunt Types Included sub-tab at the bttm f the screen. 10. Click t add an accunt t the new interest plicy. The Add Accunt t Interest Plicy Wizard appears. The interest prfile and interest plicy yu just added is displayed n the first screen f the wizard. Nte: The interest plicy that is highlighted n the Interest Plicies tab f the Maintain Interest Prfiles screen is the plicy t which yu are mapping an accunt type. 11. Select the accunt type t be affected by this plicy frm the drp-dwn list. This is yur agency-defined list f accunt types, which yu maintain in the Setup area f the prgram. See "Setting Up Accunt Types" n page Click NEXT, review the accunt type s infrmatin, and then click FINISH t add the new accunt type. The Maintain Interest Prfile Setup screen appears again. Yu are nw ready t set up the interest t specific accunt type(s). Nw that yu are finished setting up the needed infrmatin t make an interest applicatin t accunt(s) pssible, yu are nw able t apply the actual interest t thse accunt types. Applying interest t accunts can be accmplished in the Peridic Prcessing area f the TAR prgram. See "Applying Interest t Accunts" n page 147 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

32 Setting Up Interest fr Accunt(s) After setting up interest prfiles, yu need t identify the general ledger revenue accunts t which yu pst interest received frm develpments that use a specific accunt type/transactin type cmbinatin. Each interest charge that matches a given transactin, develpment, and accunt type will pst t the revenue accunt yu identify. 1. Frm the Main Menu screen, click SETUP and then click ACCOUNTS. The Brwse Custmer Accunt Types screen appears with all available accunt types displayed in a table. 2. Highlight the accunt type yu want t wrk with and click. The Maintain Custmer Accunt Types screen pens with the selected accunt type's infrmatin displayed. Nte: The accunt type that is highlighted n the Main tab f the Maintain Custmer Accunt Types screen is the accunt type t which yu are mapping and are wrking with. 3. Select the Develpment Accunt Mapping tab and then click the INTEREST ACCOUNT MAPPING buttn n the bttm f the screen. The Maintain Interest Ledger Accunts screen appears with all develpments mapped t the selected accunt type displayed in a table. 4. Highlight the develpment yu want t wrk with and click. 5. At the bttm f the screen, chse the accunt number int which yu pst interest generated fr this accunt type. Yu maintain yur general ledger accunts in the General Ledger prgram. 6. Click t save and set up the interest fr the accunt. 7. Repeat steps 4-6 until all develpments have a specified accunt number. 8. Click t exit and return t the Develpment Accunt Mapping tab. 9. Repeat until all accunt types have revenue accunts mapped t their assciated develpments. Nw that yu are finished setting up the needed infrmatin t make an interest applicatin t accunt(s) pssible, yu can nw apply the actual interest t thse accunt types. Applying interest t accunts can be accmplished in the Peridic Prcessing area f the TAR prgram. (See "Applying Interest t Accunts" n page 147) WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

33 Setting Up Agency and NSF Settings On the Receivables Default Settings screen, yu can set the prgram's interface clr, yur agency s cntact r return address infrmatin, yur default receipt, and returned check fee (NSF) settings. 1. Click SETUP n the Main Menu screen and then click SETTINGS n the Receivables Setup screen that appears. The Receivables Default Settings screen pens. Clr Settings The clr yu select here changes the interface f the prgram 2. Click n the tlbar and the Clr windw appears. 3. Select the bx f the clr yu want. 4. Click OK t save and apply the clr change. The clr yu select here will then display as the screen clr f every screen in the prgram. Hint: T create yur wn custm clr, click. Click n the clr gradient that appears until yur custm clr is achieved. Or, yu can enter specific hue, saturatin, luminatin, red, green, and blue variants. Click t save the custm clr fr future use. Nte: A clr setting, like any ther setting, is nly applied t the current data area. Many agencies use this feature t clr cde their data areas s users can tell at a glance what data area they re currently using. Agency Settings 5. Click n the tlbar. 6. Enter yur rganizatin name, address, and cntact infrmatin in the available fields. 7. If necessary, select a default receipt. Nte: If yur agency uses the Custm Reprt Writer prgram, yu can create ne r mre custm frmats r frms fr the printed cpies f receipts. If yu have dne this, each frm yu created appears in the default receipt drp-dwn list. If yur agency des nt use the Custm Reprt Writer prgram r if yu have nt created custm frms, nly ne frm is available t chse. NSF Settings 8. Select the tenant transactin type frm the drp-dwn list. This is the descriptin f the NSF transactins yu recrd and identifies the purpse f the transactins. This is yur agency-defined list f transactin types, which yu maintain in the Setup area f the prgram. See "Setting Up Transactin Types" n page Enter the NSF amunt charged t the tenant frm yur PHA. 10. Enter the NSF amunt charged by the bank t yur PHA. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

34 11. Select the default payment type when recrding an NSF. What yu select here becmes the default selectin fr yu in the Recrd NSF Wizard. See "Recrding NSFs" n page Click t save and apply yur changes. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

35 Plicies Prgram plicies and prcedures are advanced prgramming ptins within Tenant Accunts Receivable that can affect many different aspects f the cmputer prgram s behavir. They are similar in sme respects t default settings, but ffer much greater pwer and flexibility. Nte: Please d nt cnfuse these plicies and prcedures with yur agency s general plicies fr administering yur husing authrity r any f yur husing prgrams. Within the cntext used here, we are referring nly t very specific cmputer prgramming ptins within the Setup area f the Tenant Accunts Receivable prgram. Unlike ther Setup ptins, prgram plicies and prcedures are nt designed fr use by either the end user r the administratr f the Tenant Accunts Receivable prgram. Tenmast staff will set up yur agency s initial prgram plicies fr yu when yu first install r upgrade t WinTen² Tenant Accunts Receivable. Because they are advanced prgramming ptins, yu shuld mdify them nly at the directin f a Tenmast staff member. Cautin! It is extremely imprtant that yu d nt mdify any prgram plicies, except in direct cnsultatin with Tenmast staff. When directed t d s by Tenmast staff, yu will use the Maintain Plicies screen t maintain yur agency s prgram plicies fr Tenant Accunts Receivable. Setting Plicies There are many plicy ptins in the Tenant Accunts Receivable (TAR) prgram, and they can be used t custmize WinTen² prgrams t better match an HA s wrk prcesses. 1. T access TAR plicies, click SETUP n the Main Menu screen, and then click POLICIES. The Brwse Plicies screenpens with all available plicies displayed in a table. 2. Duble-click n the plicy yu want t wrk with; r, highlight the plicy in the table and click t pen the Maintain Plicies screen. 3. After chsing the apprpriate value, click OK t set the plicy. The Brwse Plicies screen appears again with the newly set value displayed in the table. TAR plicies can be divided int 10 categries: ACH/Direct Debit NSF Payments Receipts EPF Late Fees Lease Cash Drawers WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

36 General Ledger Miscellaneus Plicy Summaries ACH/Direct Debit ACH Cmpany Descriptin fr the 5th Recrd at Psitin This is a plicy that defines where t place the ACH cmpany descriptin in the ACH file. This is usually defined by the client's bank and changes with each client. The value shuld never change unless by bank rders. Value: HAP Checks, Payrll, Rent Payment, Sectin 8 In the value field, select the ACH cmpany descriptin that will be placed in the ACH file. Is Direct Debit (ACH) Allwed t Be Used fr Recurring Payments? Value: True r False If yu set this plicy t True, the prgram will autmatically use direct debit (ACH) fr recurring payments. Direct Debit - Name f the File That Will Be Created Only necessary if yur HA has a specific name fr the file. Value: User-specific In the value field, enter the name f the file (with extensin) that will be created by the direct debit prcessing. NSF NSF Transactin Descriptin fr RecTrans and Register Payments Value: User-specific In the value field, enter yur wn unique descriptin that will be used fr NSF transactins fr RecTrans and Register payments. NSF Fee Descriptin fr RecTrans and Register Value: User-specific In the value field, enter yur wn unique descriptin that will be used fr NSF fees fr Rec- Trans and Register payments. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

37 Payments Payment Type fr Only Accept Cash Custmers Value: Autmatic Withdrawal, Cash, Cashier s Check, Check, Electrnic Funds Transfer, r Mney Order This plicy affects the default payment type, fr Only Accept Cash custmers, used during the Take Payment Wizard. What yu select as the value will be the default payment type fr custmers wh are classified as nly accept cash. Yu can specify a custmer as nly accept cash n the Custmer Infrmatin tab f the Maintain Custmer Infrmatin screen. Pst Payments with Depsits Value: True r False If yu set this plicy t True, the prgram will pst payments t General Ledger at the time the depsit is made. If this plicy is set t False, the prgram will nt pst payments with depsits, and the ther side f the payment will pst when psting t GL r when clsing a mnth. Default Payment Type fr Payment Wizard Value: Autmatic Withdrawal, Cash, Cashier s Check, Check, Electrnic Funds Transfer, r Mney Order What yu 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 r False If yu set this plicy t True, when the amunt paid is mre than the amunt wed, the create pre-payment checkbx in the Take Payment Wizard will default t checked, and a pre-payment will autmatically be created. Nte: If yur HA always keeps the verpayment, set this plicy t True. If yur HA always gives the change, set this plicy t False. Manually Apply Payments (D nt have system aut apply) Value: True r False WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

38 If yu set this plicy t True, yu will always have t manually apply all payments. If yu set this plicy t False, the system will aut-apply all payments. Pre-payments and Due Nw Balance - Aut Re-apply Withut Asking Every Time Value: True r False If yu set this plicy t True, the prgram will autmatically re-apply pre-payments/adjustments that are applied t future transactins t current transactins withut asking every time. If yu set this plicy t False, the prgram will always ask first whether r nt t re-apply prepayments/adjustments that are applied t future transactins t current transactins. Receipts Preview Receipt Befre Printing During Payment Wizard Value: True r False If yu set this plicy t False, a receipt will autmatically be printed, withut a preview first, after finishing the Take Payment Wizard. Default the Payment Wizard t Print Receipt Value: True r False If yu set this plicy t True, a receipt will autmatically be printed, fr every payment taken, after finishing the Take Payment Wizard. Receipts - Shw Future Transactins n the Receipt Value: True r False If yu set this plicy t True, the prgram will shw future transactins n receipts. If yu set this plicy t False, the prgram will shw the transactins nly up t the payment date n receipts. Include the Receivables Transactin n Receipts/Statements Yur receipts and statements fr accunts ther than accunts receivable may nt balance crrectly if the tenant als has receivables transactin(s) attached t their lease. T avid this, yu have the ability t exclude receivables transactins n yur receipts and statements with this plicy setting. If yu set this plicy t True, the prgram will list the receivables transactins, and the security depsit accunt receipt/statement will shw a crrect balance. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

39 If yu set this plicy t False, the prgram will nt list the receivables transactins, and the receipt/statement will als shw a crrect balance.. Nte: This is fr accunt types ther than Accunts Receivable. EPF Electrnic Payment File - Depsit Cash Drawer Autmatically Value: True r False If yu set this plicy t True, the cash drawer will autmatically depsit after prcessing an electrnic payment file (EPF). Late Fees Late Fees - Apply Late Fees with the Variable Date Value: True r False If yu set this plicy t True, the prgram will use a date with the first f the fllwing mnth fr the transactin date. If yu set this plicy t False, the prgram will use a date f the day after what is in the plicy setting. Late Fees - Always Apply Late Fee t Previus Mnth fr Which a Late Fee Was Nt Applied Value: True r False If yu set this plicy t True, the prgram will apply a late fee t the prir mnth if late fees fr the accunt were nt generated. If yu set this plicy t False, the prgram will nt apply late fees t a prir mnth, n matter what. Lease Allw New Lease When Tenant is in ORC Value: True r False If the tenant exists in ORC and this plicy is set t False, a new lease cannt be added frm Tenant Accunt Receivables; it must be added frm ORC. (Des nt allw new lease.) If this plicy is set t True, a new lease can be added, but ORC will nt be updated. (Allws new lease.) Nte: This plicy shuld be set t True if yur HA has nn-subsidized leases. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

40 Allw Lease t Terminate When Tenant is in ORC Value: True r False If the tenant exists in ORC, and this plicy is set t False, a lease cannt be terminated frm TAR; it must be terminated frm ORC. (Des nt allw a lease terminate.) If this plicy is set t True, it can be terminated frm TAR, but ORC will nt be updated. (Allws a lease t terminate.) In vary rare circumstances will this plicy be set t True. Separate TAR Accunts fr Every Lease Value: True r False If yu set this plicy t False, the prgram will NOT create new accunts fr a new lease. Nte: If the develpment is changed, a new set f accunts will be autmatically created. Cash Drawers Allw Balance f Cash Drawer if Drawer is Out f Balance Value: True r False If yu set this plicy t True, the prgram will allw a cash drawer t be balanced if the drawer is ut f balance. If yu set this plicy t False, the prgram will nt allw a cash drawer t be balanced. Allw Depsit f Cash Drawer if Depsit is Out f Balance Value: True r False If yu set this plicy t True, the prgram will allw a cash drawer t be depsited if the depsit is ut f balance. If yu set this plicy t False, the prgram will nt allw a cash drawer t be depsited. Depsit Wizard, Default Cash Drawer t Select all Cash Drawers Value: True r False If yu set this plicy t True, all cash drawer sessins will be selected, as the default, n step 2 f the Make Depsit Wizard. If yu set this plicy t False, a specific cash drawer sessin will nt be selected n step 2 f the Make Depsit Wizard. Allw One Persn t Access Multiple Cash Drawers Value: True r False WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

41 If yu set this plicy t True, the prgram will allw a user t access multiple cash drawers. If yu set this plicy t False, the prgram will allw a user access t nly ne cash drawer. Nte: All cash drawers must be clsed befre this plicy can be changed. Allw One Cash Drawer fr Multiple Peple Value: True r False If yu set this plicy t True, the prgram will allw multiple peple t wrk with ne cash drawer. If yu set this plicy t False, the prgram will allw nly ne cash drawer per persn. Nte: All cash drawers must be clsed befre this plicy can be changed. General Ledger Aut Accept GL Batches Created frm TAR Value: True r False If yu set this plicy t True, the General Ledger prgram will autmatically accept GL batches created in the TAR prgram. Pst Receivables Transactins t General Ledger If yu set this plicy t True, the prgram will autmatically pst Receivables transactins t General Ledger. Nte: Since clsed mnths d nt pst, make sure t clse mnths that yu dn t want t pst FIRST. Miscellaneus What Date Shuld Be Used fr the Beginning Balance? This date is displayed n the Accunt Details and Accunt Summary tabs t determine the beginning balance. This is NOT used fr reprts r statements. Value: True r False If yu set this plicy t True, the date used fr a tenant s beginning balance will be the end f the last mnth. If yu set this plicy t False, the date used fr a tenant s beginning balance will be the last clsing date. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

42 What Date Shuld Be Used fr the Ending Balance? This date is displayed n the Accunt Details and Accunt Summary tabs t determine the ending balance. This is NOT used fr reprts r statements. Value: True r False If yu set this plicy t True, the date used fr a tenant s ending balance will be the end f the current mnth. If yu set this plicy t False, the date used fr a tenant s ending balance will be the system date. View the Ttal Amunt Due n the Custmer Brwse Screen Value: True r False If yu set this plicy t True, the Brwse Custmers screen will display ttal due nw fr each custmer. If yu set this plicy t False, the Brwse Custmers screen will nt display the ttal due nw, and the searching speed will be greatly increased. Set the Transactin Detail fr the Accunt Detail Screen Value: True r False If yu set this plicy t True, the Accunt Detail tab f the Maintain Custmer Infrmatin screen will display transactins in detail (displays transactin type, beginning balance, charges, payments, transfers, and ending balance). If yu set this plicy t False, the Accunt Detail tab f the Maintain Custmer Infrmatin screen will display transactin summaries nly (displays date, transactin type, descriptin, and amunt). Allw User t Mdify the URP Refund Check Befre They Are Psted Value: True r False If yu set this plicy t True, the prgram allws the user t edit the URP refunds befre they are psted t GL. When set t True, a new step is added t the Generate URP Refunds Wizard that allws yu t view custmers wh are eligible fr a refund. On the additinal step yu are als allwed yu t change the amunt t be refunded, r exclude them frm a refund cmpletely. Allw Lease Terminate When Tenant is in ORC This plicy allws yu t set up whether r nt lease terminatins shuld be cmpleted in Tenant Accunts Receivable (TAR), r nly in Occupancy and Rent Calculatin (ORC). If yu have ten- WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

43 ant recrds that als exist in ORC, yu can set the prgram t nly allw lease terminatins in ORC and a lease cannt be terminated frm Receivables. Value: True r False If yu set this plicy t True, a lease can be terminated in TAR (but ORC will NOT be updated). If yu set this plicy t False, a lease cannt be terminated in TAR. Office Security - Use Office Security This plicy is used t limit the viewing f the Brwse Tenant Leases screen, as well as limiting the develpments available in reprts used fr develpments, prcesses by develpments, and cash drawers (payments). Value: True r False If yu set this plicy t True, the prgram will use ffice security. This links develpments t ffices, and then links emplyees t ffices. Unit Activity Paint Date Value: User-specific Frm the value drp-dwn list, select the date fr when a unit shuld be painted. Statements - Only Print the Mnth Being Billed? Value: True r False If yu set this plicy t True, when printing statements, the prgram will nly print the transactins fr the mnth being billed and nt the current mnth. If yu set this plicy t False, the prgram will print the transactins fr bth the mnth being billed and the current mnth als. URP - Select a Vendr fr the URP Invices/Checks Value: User-specific Frm the value drp-dwn list, select the vendr wh shuld be the vendr used fr URP invices/checks. Nte: If the HA s URP checks g t the tenant, the value shuld be blank. Allw Zer Rent Value: True r False If yu set this plicy t True, a recurring charge in the amunt f 0 will pst t custmer accunts whse leases had their rent equal t 0. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

44 Default Payables Vendr Type fr Refund Checks Value: User-specific When a custmer is nt already a vendr in Accunts Payable and a check request is created, the prgram will create a vendr fr the tenant, and the new vendr recrd will have an assigned vendr type. Frm the value drp-dwn list, select the default Accunts Payable vendr type fr refund checks. Set Number f Mnths That Can Be Open at One Time If there are a large number f pen mnths in Tenant Accunts Receivable, and if certificatins are re-pened in Occupancy and Rent Calculatin, there is a high risk that numbers psted t General Ledger can change unexpectedly.therefre, there is a limit n the number f mnths the system can be pen (the default setting is 3 mnths pen). Value: User-specific Frm the value drp-dwn list, select the number f mnths that can remain pen in TAR. Tenmast recmmends allwing 3 mnths t stay pen, but n mre than 6 mnths. Descriptin Used fr Re-pen Certificatins (Lease Und) Value: User-specific Frm the value field, enter the descriptin yu d like t use fr a re-pened certificatin (frmerly knwn as Lease Und ). Fr example, Lease Reversal, Lease Und, Re-pen Lease Adjustment. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

45 Buildings HUD requires that yu assign each f yur agency s units nt t a building, but t a building entrance. Building entrances are based n pstal addresses. Nte: HUD s building entrances d nt crrespnd t physical entrances (drs int a building). They crrespnd directly t pstal addresses. If a particular building has nly ne pstal address fr the entire building, it will have nly ne HUD building entrance. Yu will number it entrance 1 and assign all units in the building t that entrance. Fr mst agencies, this will be the case fr mst f yur buildings. If a particular building has mre than ne pstal address, each pstal address will be a different HUD building entrance. Yu will number the entrances sequentially and assign each unit in the building t its respective entrance. As mentined abve, yu shuld use entrance number 1 if a building has nly ne entrance. If a building has mre than ne entrance, yu have mre flexibility in frmatting yur entrance numbers. Each entrance number can cntain numbers and/r letters and can be up t three characters lng. Yu must maintain ne building entrance recrd in Tenant Accunts Receivable fr each f yur building entrances. After yu set up yur building entrance recrds, yu then assign each unit t an entrance when adding yur units. See "Adding New Units" n page 74 Setting Up Building Entrances Maintaining Building Entrances Setting Up Building Entrances There shuld be at least ne building entrance fr each distinct address. 1. Click SETUP n the Main Menu screen and then click BUILDING n the Receivables Setup screen that appears. The Brwse Building Entrance screen pens with all available building entrances displayed in a table. 2. Click n the tlbar. The Add Building and Entrance Wizard is initiated. 3. Select the prject number t which the building entrance belngs, and, if applicable, select the TRACS cntract #. 4. Select the default develpment fr the building entrance and enter the building number, HUD building number, building name, building address, BIN, and the number f flrs. 5. If necessary, select a structure type fr the building, such as high rise r twnhuse. 6. Click START t cntinue. 7. Enter the entrance number, street #, street name, city, state, zip, cunty, and any additinal cmments. Nte: The address yu enter here is the address used fr all units that use this building and entrance recrd in Tenant Accunts Receivable (TAR), Occupancy and Rent Calculatin (ORC), and Wrk Order! 8. Click NEXT t cntinue. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

46 9. Review and cnfirm the building entrance infrmatin yu have set up and click FINISH. The Maintain Building Entrance screen appears again with the new building entrance infrmatin displayed. The new building entrance is nw available t wrk with in the TAR, ORC, and Wrk Order prgrams. Yu can als nw assign each unit t an entrance when. (See "Adding New Units" n page 74) Maintaining Building Entrances Yu are als able t maintain building entrances frm the Units area f the prgram. See "Maintaining Building Entrances" n page 75 Edit Building Entrance 1. Click SETUP n the Main Menu screen and then click BUILDING n the Receivables Setup screen that appears. The Brwse Building Entrance screen pens with all available building entrances displayed in a table. 2. Highlight the building entrance recrd yu want t edit and duble-click, r click n the tlbar. The Maintain Building Entrance screen pens. Hint: Select hw yu want t rder the table frm the rdered by drp-dwn list, enter the search criteria in the search fr field and click GO. The first recrd t match the criteria will be highlighted in the table. 3. Select the prject number t which the building entrance belngs, and, if applicable, select the TRACS cntract #. 4. Select the default develpment fr the building entrance and enter the building number, building name, building address, BIN, and the number f flrs. 5. If necessary, select a structure type fr the building, such as high rise r twnhuse. 6. Enter the entrance number, street #, street name, city, state, zip, cunty, and any additinal cmments. Nte: The address yu enter here is the address used fr all units that use this building and entrance recrd in Tenant Accunts Receivable (TAR), Occupancy and Rent Calculatin (ORC), and WrkOrder! 7. Review and cnfirm the building entrance infrmatin yu have set up and click t save and apply yur changes. Delete Building Entrance 1. Click SETUP n the Main Menu screen and then click BUILDING n the Receivables Setup screen that appears. The Brwse Building Entrance screen pens with all available building entrances displayed in a table. 2. Highlight the building entrance recrd yu want t delete and click n the tlbar. 3. Click YES thrugh the cnfirmatin message and delete the recrd; r click NO t cancel the deletin. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

47 Hint: Select hw yu want t rder the table frm the rdered by drp-dwn list, enter the search criteria in the search fr field and click GO. The first recrd t match the criteria will be highlighted in the table. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

48 Unit Amenities Unit amenities are extra features f a unit r its immediate neighbrhd that make the unit mre usable, cnvenient, cmfrtable, r enjyable fr the tenant living there. Amenities g beynd the bare minimum requirements f decent, safe, and sanitary husing. They are nt cvered by the unit s basic attributes f lcatin, square ftage, type, and age. An amenity culd be an accessibility feature fr the handicapped r disabled (e.g., a wheelchair ramp), sme ther item r feature in the unit itself (e.g., carpeting r a refrigeratr r dishwasher), a nearby facility (e.g., laundry facilities r a cmmunity playgrund), r even a management service (e.g., the wner pays all utilities). Mst agencies keep track f unit amenities fr tw primary reasns. The first is simply s they can describe a unit mre fully t a new tenant r applicant. The secnd is s they can cmpare different units, ften with different amenities, when making Fair Market Rent calculatins. Nte: The Maintain Unit Amenities functin is available in bth the Tenant Accunts Receivable prgram and the Rent Reasnableness prgram. Yur agency has nly ne list f available amenities, but yu can access and maintain that list frm either prgram. Setting Up Unit Amenities The Tenant Accunts Receivable prgram already cntains a default set f the mst cmmn amenities (the first eighteen amenities in the list). Yur agency can change r add t this list, if yu wish. Yur first step tward using amenities is t make any necessary custmizatins t the default list. After yu have finalized yur list f amenities in Setup, yu can then assign them t individual units. 1. Click SETUP n the Main Menu screen and then click UNITY AMENITY n the Receivables Setup screen that appears. The Maintain Unity Amenity screen pens with all available unit amenities displayed in a table. 2. Click n the tlbar and then enter the amenity descriptin in the textbx at the bttm f the screen. 3. If necessary, enter the amenity's relative weight and check the checkbx if it requires an exact match. These fields are used nly by the Rent Reasnableness prgram, which helps husing authrities make Fair Market Rent calculatins. Require exact match: If yu check this checkbx fr a particular amenity, a cmparisn fr a prpsed unit that has this amenity will nly return units that als have the amenity. 4. Click t save and apply yur changes. The new unit amenity nw displays in the table. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

49 Unit Activity Types Unit activity types allw yur agency t create custm PHAS events. HUD defines ten PHAS events that crrespnd t ten pssible statuses r cnditins f a unit. These statuses and cnditins relate t whether a unit is ccupied and, if nt ccupied, why it is nt ccupied. HUD uses these events t calculate the vacancy statistics n yur units that, in turn, make up part f yur agency s PHAS scre. The ten HUD-defined events are Legal Cnditins, Maintenance, Market Cnditins, Mve-In (Unit Occupied), Mve-Out (Unit Vacant), Other Reasns, Ready t Lease, Resident Prperty in Unit, Unit Deprgramming, and Unit Under Mdernizatin Plan. Yu cannt edit r add t these events. Unit activity types, hwever, allw yu t subdivide any event int as many different custm activity types as yu want. The purpse f activity types is t allw yu much greater flexibility in managing and reprting n yur units. Nte: Each PHAS event can have many unit activity types. Each unit activity type must crrespnd t ne PHAS event. After yu have set up yur activity types, yu can assign them t specific activities fr individual units. Setting Up Unit Activity Types 1. Click SETUP n the Main Menu screen and then click UNIT ACTIVITY TYPE n the Receivables Setup screen that appears. The Maintain Unit Activity Type screen pens with all available unit activity types displayed in a table. 2. Click n the tlbar and then enter the activity descriptin in the textbx at the bttm f the screen. 3. Select the apprpriate event descriptin frm the drp-dwn list. This field ffers HUD s ten pssible PHAS events. Each f yur activity types must crrespnd t ne f these events 4. Click t save and apply yur changes. The new unit activity type nw displays in the table. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

50 Unit Disability Types Unit disability types are defined and stred in the Setup area f the prgram. The fur prvided disability types crrespnd t HUD-defined accessibility categries f a unit: Elderly, Handicapped, Hearing Impaired, and Visually Impaired.The purpse f disability types is t allw yu much greater flexibility in managing and reprting n yur units. The disability types stred here are then assigned t yur unit recrds using the accessibilityfield n the Maintain Unit Infrmatin screen. See "Adding New Units" n page 74 Fr mre infrmatin n disabilities, please see the HUD web site. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

51 Registers A register is a type f custm reprting device that is very useful fr audit tracking purpses, tracking depsits, r t validate ther reprts. Registers track the transactin activity fr a specific accunt type and can be printed/reviewed mnthly r daily. They can als track depsits and validate ther reprts. AR Register Example Revlving Accunt Register Example Escrw Accunt Register Example Setting Up Registers There are 6 cmmn register types that mst agencies will need: tenant accunts receivable (TAR) register, security depsit register, pet depsit register, cllectin lss register, revlving accunt register (prmissry nte, retr rent, repayment), and escrw register. 1. On the Main Menu screen, click SETUP and then click REGISTERS. The Brwse Registers screen appears with all registers displayed in a table. 2. Click n the tlbar. The Add Register Wizard is initiated. 3. Select the apprpriate accunt type t which the transactins yu want t track are assciated. This is yur agency-defined list f accunt types, which yu maintain in the Setup area f the prgram. See "Setting Up Accunt Types" n page Enter the register name, such as Mnthly Rental Register, and click START t cntinue. 5. Select either an existing clumn frmat frm the drp-dwn list, r chse New as the clumn frmat and enter the new clumn frmat descriptin (such as TAR frmat r A ). Cautin! If yu are using an existing clumn frmat, please remember that it is a shared frmat and any changes made t it will affect all registers that use the frmat. 6. Click NEXT t cntinue, review and cnfirm the infrmatin yu have set up, and then click FINISH t create the register. The Brwse Registers screen appears again with the newly created register displayed at the bttm f the registers table. 7. Select the register yu just created and click n the tlbar and select Edit frm the menu that appears. The Maintain Register screen pens. 8. Click n the tlbar. The Add Register Transactins screen displays. Nte: Yu add transactin details t a register by adding them as clumns. Yu are limited t 14 clumns per register. 9. Enter the heading name fr the clumn and then select the actin, r transactin type, assciated with the clumn heading frm the drp-dwn list. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

52 This is yur agency-defined list f transactin types, which yu maintain in the Setup area f the prgram. See "Setting Up Transactin Types" n page Click OK t save and apply yur changes. Or, click ADD ANOTHER t clear the screen fr anther entry. 11. Repeat until all necessary transactins/clumns have been created. Hint: T edit details f an existing register, use n the tlbar f the Brwse Registers screen. T edit the register name, r t change the register s clumn frmat, select Register frm the menu that appears after clicking the icn; the Edit Register Wizard is initiated where yu can mdify thse details. T edit the register s clumn details, select Edit; the Maintain Register screen appears where yu can select the clumn yu want t mdify. Example: Accunts Receivable (AR) Register Example: Revlving Accunt Register Example: Escrw Accunt Register AR Register Example An AR accunt type register tracks the activity f yur AR accunts. Examples f AR accunts are tenant accunts receivable and cllectin lss. Register Name example = Mnthly Rental Register Clumn Frmat examples = A, Rent Clumn Heading = Previus Balance Actin = Beginning Balance Clumn Heading = Rent Actin = Charge Receivable transactin type = Rent Clumn Heading = Late Fees Actin = Charge Receivable transactin type = Late Fee Excess Utilities (Clumn Heading = Gas, Electric, Water, Cable, Air Cnditining r Refrigeratr) Actin = Charge Receivable transactin type = Gas, Electric, Water, Cable, Air Cnditining, r Refrigeratr Clumn Heading = Retr Rent Actin = Charge OR Transfer Receivable transactin type = Retr Rent Clumn Heading = Prmissry Nte WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

53 Actin = Charge OR Transfer Receivable transactin type = Prmissry Nte Clumn Heading = Other Charges Actin = Charge Receivable transactin type = All Other Unused; OR, any miscellaneus charge transactin type nt yet used (recmmended t select just ne charge type) Clumn Heading = NSF (nly necessary if HA accepts checks r frm f payment that can be NSF'd) Actin = NSF Returned Check/Fee Clumn Heading = Payments Actin = Payment Clumn Heading = Refunds Actin = Check Request Clumn Heading = Transfers Actin = Charge Accunt type = All Other Unused (recmmended t select just ne accunt type) Clumn Heading = Charge Offs Actin = Transfer Accunt type = Cllectin Lss Clumn Heading = Ending Balance Actin = Ending Balance Revlving Accunt Register Example A revlving accunt type register tracks the activity f yur revlving accunt types. Examples f revlving accunts are repayment, retr rent, and prmissry nte. Register Name examples = Repayment Register, Retr Rent Register, Prmissry Nte Register Clumn Frmat examples = B, Repay, Retr, PrmNte, etc. If yur HA uses recurring transfers: Clumn Heading = Beginning Balance Actin = Beginning Balance Clumn Heading = Amunt Due Actin = Receivable Clumn Heading = Transfers Actin = Transfer WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

54 Accunt type = All Other Unused (recmmended t select just ne accunt type) Clumn Heading = Ending Balance Actin = Ending Balance If yur HA uses receivables (n recurring transfers): Clumn Heading = Beginning Balance Actin = Beginning Balance Clumn Heading = Amunt Due Actin = Receivable Clumn Heading = Charges Actin = Charge Receivable transactin type = All Other Unused (recmmended t select just ne transactin type) Clumn Heading = Retr Rent Actin = Charge OR Transfer Receivable transactin type = Retr Rent Clumn Heading = Prmissry Nte Actin = Charge OR Transfer Receivable transactin type = Prmissry Nte Clumn Heading = NSF (nly necessary if HA accepts checks r frm f payment that can be NSF'd) Actin = NSF Returned Check/Fee Clumn Heading = Payments Actin = Payment Clumn Heading = Refunds Actin = Check Request Clumn Heading = Transfers Actin = Transfer Accunt type = All Other Unused (recmmended t select just ne accunt type) Clumn Heading = Ending Balance Actin = Ending Balance Escrw Accunt Register Example An escrw accunt type register tracks the activity f yur escrw accunt types. Examples f escrw accunts are security depsits, pet depsits, and FSS. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

55 Register Name examples = Security Depsit Register, Pet Depsit Register, FSS Register Clumn Frmat examples = C, Security, Pet, FSS, etc. Clumn Heading = Beginning Balance Actin = Beginning Balance Clumn Heading = Interest Actin = Interest Clumn Heading = Payments Actin = Payment Clumn Heading = Refunds Actin = Check Request Clumn Heading = Transfers Actin = Transfer Accunt type = All Other Unused (recmmended t select just ne accunt type) Clumn Heading = Ending Balance Actin = Ending Balance WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

56 Late Fees On a regular basis, usually daily, yu need t generate late fees fr verdue payments. Befre generating the late fees, hwever, yu need t first set up late fee prfiles. Late fee prfiles are detailed descriptins f a late fee. After setting up a late fee prfile, yu are then able t quickly prcess late fees using the infrmatin described in the prfile. Setting Up Late Fee Prfiles When setting up late fee prfiles, yu need t add the basic prfile infrmatin, set up and map the prfile t a depsit plicy (r set f rules), specific accunt type(s), and transactin type(s). Typically, each prfile will cntain 3 rules, r plicies: a flat rate fee plicy, a daily late fee plicy, and a legal prceeding fee plicy. Add Basic Prfile Inf 1. Click SETUP n the Main Menu screen and then click LATE FEES n the Receivables Setup screen that appears. The Brwse Late Fee Prfiles screen pens with all available late fee prfiles displayed in a table. 2. Click n the tlbar. The Add Late Fee Prfile Wizard is initiated. 3. Enter a late fee prfile descriptinand then check the checkbxes f the develpments yu want t include in the prfile. Fr example, if yur agency des nt charge late fees fr elderly husing develpments, yu wuld uncheck all thse particular develpments. Develpments: This is yur agency-defined list f develpments, which yu maintain in Setup. (See "Setting Up Develpments" n page 19) Nte: Yu are nly able t have ne prfile per develpment. If anther prfile is added that includes a develpment fr which there is already a prfile, the first prfile will have that develpment remved. 4. Click NEXT, review the prfile infrmatin, and then click FINISH t save and add the new prfile. The Maintain Late Fee Prfile Setup screen appears with the Main tab selected. Map Late Fee Plicy 5. Select the Late Fee Plicies tab and click n the tlbar. The Add Late Fee Plicy Wizard is initiated. 6. Enter the mnthly descriptin (when reviewing a custmer s accunt, this is what yu will see), such as late fee, daily fee, r legal prceeding fee. 7. Select late fee as the charge type (transactin type t be generated). This is yur agency-defined list f transactin types, which yu maintain in the Setup area f the prgram. See "Setting Up Transactin Types" n page 23 WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

57 8. Select an effective date, r the date range f when the plicy is in effect, and enter when an utstanding balance shuld have a late fee applied. 9. If necessary: Check the checkbx t allw a Mnday grace perid fr weekend late fees. If checked, payments drpped ff ver the weekend and applied t the tenants' accunts n Mnday will nt be assessed late fees even thugh the payments are prcessed late n Mnday. (This applies t HA's that d NOT use a business day nly methd f rent cllectin.) Check the checkbx if yu want the late fee based n business days. If selected, yu must specify hlidays t ensure accurate late fee applicatin. Click n the tlbar t define all hlidays in the year that fall n a business day, such as President s Day r New Years Day. (Tip: Hlidays must be updated every year!) Check the daily fee checkbx if there will be a daily rate. Keep unchecked if it is a ne time fee. If an active lease is required in rder fr the late fee t be applied, check the checkbx. Check the starts legal prceedings checkbx t create a legal prceedings recrd fr the custmer. This recrd then displays n the Maintain Legal Prceedings screen. 10. Select a calculatin type (flat rate, percentage, r special calculatin), enter the late fee amunt, and enter a maximum amunt if necessary (late fee applicatin stps when this amunt is reached; mstly used with a daily fee). 11. Click START, review the plicy s infrmatin, and then click FINISH t add the new plicy. The Late Fee Plicies tab f the Maintain Late Fee Prfile Setup screen appears again. Late fee plicy examples: Daily Late Fee WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199

58 Flat Rate Fee Legal Prceeding Fee Map Accunt Type(s) 12. Select the Accunt Types Included sub-tab at the bttm f the screen. 13. Click t add an accunt t the new late fee plicy. The Add Accunt t Late Fee Plicy Wizard appears. The late fee prfile and late fee plicy yu just added is displayed n the first screen f the wizard. 14. Select the accunt type t be affected by this plicy frm the drp-dwn list (this will usually be tenant accunts receivable ). This is yur agency-defined list f accunt types, which yu maintain in the Setup area f the prgram. See "Setting Up Accunt Types" n page Click NEXT, review the accunt type s infrmatin, and then click FINISH t map the accunt type t the late fee prfile. The Accunt Types Included sub-tab appears again with the newly mapped accunt type displayed in a table. WT2 Tenant Accunts Receivable Cpyright Tenmast Sftware f 199