Tenant Management System

User's Manual

Version 01.00

Copyright (c) 1992, 1993, Lee A. Stoeckert

All Rights Reserved

Lee A. Stoeckert

2708 Spring Lake Drive

Richardson, TX 75082-4238

COPYRIGHT NOTICE

Tenant Management System, Version 01.00

Copyright (c) 1992, 1993 by Lee A. Stoeckert

All Rights Reserved

No part of this manual may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language, natural or computer, in any form or by any means, without the prior written permission of Lee A. Stoeckert.

The software described in this manual is protected by copyright laws.

Information in this manual is subject to change without notice and does not represent a commitment on the part of Lee A. Stoeckert.

Lee A. Stoeckert may make improvements and/or changes in this manual or in the product(s) and/or program(s) described in this manual at any time.

This product could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes may be incorporated in new editions of the product.

Tenant Management System and TMS are trademarks of Lee A. Stoeckert. All other brand and product names are trademarks or registered trademarks of their respective companies.

Table Of Contents

Introduction	1

Welcome	1

What Does TMS Do?	1

Why TMS?	1

How Does It Work?	1

The Tenant Card	2

The Daily Journal	2

Tenant Receipts	2

Reports	2

Screen Commonality	3

Menus	3

Consistent Key Usage	3

Action Line	4

TMS Requirements	4

Hardware Requirements	4

Software Requirements	4

Disk Space Requirements	5

Backups	5

TMS Main Menu	7

Main Menu	7

Posting Date	7

Manager Active	8

Main Menu Choices	8

ABOUT - About TMS	8

HUD - Post HUD Payments	9

JOURNALS - View Daily Journals	9

MANAGER - Manager Sign In	9

NEW - Add New Tenant(s)	9

PRINT - Print Reports	10

RENT - Rent Charges/Payments	10

SETUP - Setup Property Information	10

TENANT - View/Update/Delete Tenant(s)	10

EXIT - Exit Tenant Management System	10

ABOUT - About TMS	13

HUD - Post HUD Payments	15

HUD Tenant Selection Menu	15

HUD Amount Verification	16

JOURNALS - View Daily Journals	17

Daily Journal Selection Menu	17

Column Headings	18

Action Line	19

Daily Journal View	20

Columns Headings	20

Action Line	21

Daily Journal Entry Detail	22

Fields	22

Action Line	24

Daily Journal Print	25

Daily Bank Deposit	27

MANAGER - Manager Sign In	29

Manager Sign In	29

Fields	30

Action Line	31

NEW - Add New Tenant(s)	33

New Tenant Account Number	33

New Tenant Information - Tenant Status	34

New Tenant Information	35

Fields	35

Action Line	38

PRINT - Print Reports	41

Report Selection Menu	41

Printer Selection Pop-Up	42

Reports	42

Tenant List / By Unit Number	43

Tenant List / By Last Name	44

Tenant List / By Account Number	45

Tenant List / By Lease Expiration Date	46

Tenant List / Tenants With Non-Zero Balances	46

Tenant List / Current Tenants Who Haven't Been Charged Rent This Month	47

Tenant List / All Previous Tenants	47

Tenant List / Security Deposit Required vs Received	48

Tenant List / Current Tenants Who Haven't Made A Payment This Month	48

RENT - Rent Charges/Payments	49

Rent - Search Value(s)	49

Fields	49

Action Keys	50

Tenant Selection Menu	51

Fields	51

Action Line	52

Sort Tenant List	54

Rent Charges/Payments	55

Fields	56

Tenant Receipt	59

SETUP - Setup Property Information	61

Property Information	61

Fields	61

Action Line	63

TENANT - View/Update/Delete Tenant(s)	65

Tenant File Maintenance	65

Fields	66

Action Line	66

Tenant Search	68

Fields	69

Action Keys	70

Tenant Sort	71

Tenant Information	72

Fields	72

Action Line	75

Tenant Card	77

Tenant Transactions	78

Columns	79

Action Line	80

Transaction Detail	80

Fields	80

Action Line	83

Duplicate Tenant Receipt	84

Tenant Re-Assign	85

Confirm Delete	86

Rent Change Memo	87

Installation	89

Overview	89

Installation Diskette Files	89

Installation Steps	90

Installation Program	90

Opening Screen	91

Source Directory	92

License Information	93

Destination	94

Install Option	95

Installation Progress	96

Property Number	97

Final Instructions	98

Miscellaneous	98

TMSDATE	99

TMSLOGO	99

How Do I?	101

Messages	103

Glossary	113

Index	115

List Of Figures

Figure 1 - TMS Main Menu {Screen}	7

Figure 2 - ABOUT Information Box {Screen}	13

Figure 3 - HUD Tenant Selection Menu {Screen}	15

Figure 4 - HUD Amount Verification {Screen/Pop-Up}	16

Figure 5 - Daily Journal Selection Menu {Screen}	17

Figure 6 - Daily Journal View {Screen}	20

Figure 7 - Daily Journal Entry Detail {Screen}	22

Figure 8 - Daily Journal Print (Left Half) {Report}	25

Figure 9 - Daily Journal Print (Right Half) {Report}	26

Figure 10 - Daily Bank Deposit Print {Report}	27

Figure 11 - MANAGER Sign In {Screen}	29

Figure 12 - New Tenant Account Number {Screen}	33

Figure 13 - New Tenant Information - Tenant Status {Screen}	34

Figure 14 - New Tenant Information {Screen}	35

Figure 15 - Report Selection Menu {Screen}	41

Figure 16 - Printer Selection {Screen/Pop-Up}	42

Figure 17 - Tenant List / By Unit Number {Report}	43

Figure 18 - Tenant List / By Last Name {Report}	44

Figure 19 - Tenant List / By Account Number {Report}	45

Figure 20 - Tenant List / By Lease Expiration Date {Report}	46

Figure 21 - Tenant List / Tenants With Non-Zero Balances {Report}	46

Figure 22 - Tenant List / Current Tenants Who Haven't Been Charged Rent This Month {Report}	47

Figure 23 - Tenant List / All Previous Tenants {Report}	47

Figure 24 - Tenant List / Security Deposit Required vs Received {Report}	48

Figure 25 - Tenant List / Current Tenants Who Haven't Made A Payment This Month {Report}	48

Figure 26 - Rent Charges/Payment Search {Screen}	49

Figure 27 - Tenant Selection Menu {Screen}	52

Figure 28 - Tenant List Sort {Screen/Pop-Up}	54

Figure 29 - Tenant Account - Rent/Charges/Payments (with HUD) {Screen}	55

Figure 30 - Tenant Receipt {Report}	59

Figure 31 - Property Information {Screen}	61

Figure 32 - Tenant File Maintenance {Screen}	65

Figure 33 - Tenant Search {Screen/Pop-Up}	68

Figure 34 - Tenant Sort {Screen/Pop-Up}	71

Figure 35 - Tenant Information {Screen}	72

Figure 36 - Tenant Card {Report}	77

Figure 37 - Transactions For Account {Screen}	78

Figure 38 - Transaction Detail {Screen}	81

Figure 39 - Duplicate Tenant Receipt {Report}	84

Figure 40 - Tenant Re-Assign {Screen/Pop-Up}	85

Figure 41 - Tenant Delete {Screen/Pop-Up}	86

Figure 42 - Tenant Rent Amount Update {Screen/Pop-Up}	87

Figure 43 - TMS Installation Opening {Screen}	91

Figure 44 - TMS Installation Source Directory {Screen}	92

Figure 45 - TMS Installation License User {Screen}	93

Figure 46 - TMS Installation Destination {Screen}	94

Figure 47 - TMS Installation Options {Screen}	95

Figure 48 - TMS Installation Progress {Screen}	96

Figure 49 - TMS Installation Property Number {Screen}	97

Figure 50 - TMS Installation Final Instructions {Screen}	98

Introduction

Welcome

Welcome to the Tenant Management System (TMS). TMS was developed to automate the process of tenant management of small to medium (10 to 1000 units) commercial apartment complexes.

What Does TMS Do?

TMS replaces the familiar Tenant Card and Daily Journal pegboard system commonly used in apartment complexes. As a result of putting these two basic objects into the hands of the computer, many of the other manual tasks, especially preparing reports, become the job of the computer as well.

Why TMS?

TMS will provide a more efficient office operation. The net result of installing TMS will be that the apartment management staff will spend less time managing the paper and more time managing the apartment complex (dealing with tenants, handling maintenance issues, and prospecting new tenants).

How Does It Work?

TMS is a user friendly, menu driven system. It is designed so that it will require a minimum amount of training. Those that are already familiar with the pegboard type of systems will be able to use TMS with only minor orientation. Those that have not been trained on the pegboard style systems will learn to use TMS faster than they would have learned the pegboard system. TMS screens are designed to be simple and easy to use. Instructions and "what to do next" are present on every screen.

The Tenant Card

Like the pegboard systems, the heart of TMS is the tenant card. TMS keeps a tenant card for each future, current and previous tenant. The tenant card contains general information about the tenant. The general information includes; account number, name, lease expiration date, phone number, employer and emergency contacts. Also included is the financial information such as; monthly rent charges (rent, HUD, storage, taxes, carport, other), security deposit (security, cleaning, keys, pet, other, amount received) and the tenant's current account balance. Last but not least, a full transaction log (beginning balance, each charge, payment, and rent change). The tenant card is viewable from TMS or it can be printed. Please note: In the context of TMS, HUD specifically refers to HUD Section 8 walk-in tenants ONLY.

The Daily Journal

The daily journal records all charges and credits to the tenant cards (tenant accounts). There will be a daily journal for each day that financial activity occurs. The daily journal and the tenant card will both record each transaction. Each daily journal is viewable from TMS or it can be printed. In addition, a deposit slip can be created by TMS from the daily journal.

Tenant Receipts

TMS is capable of printing tenant receipts for each transaction recorded. Printing of a receipt is the default when a charge, credit or payment is posted via the RENT function (see the RENT section beginning on page ). To cancel the printing of the receipt, press ESC when you are asked which printer to use. Transactions posted via other means (such as HUD payments or automated rent posting) and reprints of receipts can be done via the TENANT function (see the TENANT section beginning on page ).

Reports

TMS is capable of creating several reports. TMS can scan the tenant cards and produce these common reports in a fraction of the time that it would take to do manually. In addition, most of the information available on the reports can also be obtained on the screen, simply by using the search and sort features of the tenant file maintenance screen.

Screen Commonality

One of the key features to any system is usability. If the system is not quickly useable, then it is a failure. TMS addresses that issue by using layered menus, consistent key usage, and an action line. These features greatly reduce the orientation time needed for the new user.

Menus

A menu is a choice of available options that a user can choose from. Menus are used by TMS when a user can choose an action/task to be performed, choose one of several entries in a file (such as an entry in the daily journal or a transaction from a tenant card) and to choose one of several possible input values (when entering data such as tenant status or other charges). The currently selected item on the menu is highlighted by reversing the colors used on the menu for that one line. For example, if the background of the menu is white and the text is black, the current menu item would be shown as white on a black background. To move to a different menu item, use the up and down arrow keys (commonly referred to as UpArrow and DownArrow throughout this document). Each press of the key will move the highlighted bar up or down one selection. The END and HOME keys can be used to position the bar immediately at the bottom (END) or top (HOME) of the menu. For large menus, those that have more entries than will fit on a single screen, you can also use the PageUp and PageDown keys to move a full screens worth of entries at a time. Up and down arrows are displayed above the first and below the last entry on the menu screen if other selections are available that are not on the screen. When backing up (via ESC) to a previous menu, the same menu entry will be highlighted. Please note; the sample screens included in this documentation are text samples, thus they do not show the highlighting/reverse image or shadowing effects referred to in this documentation.

Consistent Key Usage

Every attempt is made by TMS to use action keys in a consistent manner. Action keys are keys such as ESC, F1 through F12, HOME, END, PageUp, PageDown, and the arrow keys. Action keys cause TMS to take immediate action, versus keys that are used to enter data (e.g. A-Z, 0-9, etc.). The ESC key is used to cancel the current operation. In many cases that will result in backing up one level (going back one screen). The F2 key is used to print, when printing of a screen element (Tenant Card, Daily Journal, etc.) is available (of course, you can always use the PrintScreen key to allow DOS to copy your screen to the printer). Active action keys and their associated function are displayed on the action line.

Action Line

The action line resides on line 25 (bottom line) of each TMS screen. The action line tells the user which action keys are currently active and what action will be taken when they are used.

TMS Requirements

The requirements for TMS are minimal. TMS was designed with the overall cost of ownership in mind. TMS was designed to be a cost effective alternative to the pegboard based paper systems. Dependencies on other software has been kept to a bare minimum. No expensive graphical user interfaces or data base packages are required. Total cost of the TMS hardware and software platform should be under $2,000.

Hardware Requirements

TMS requires an IBM compatible PC to run on. There is no restriction on which processor. TMS will run on an 8086, 80286, 80386 or 80486 (Intel or compatible). The PC should have a minimum of 640k of memory. Memory above 640k will not be used by TMS. While a hard disk/drive is not required by TMS, it is recommended for performance. Larger apartment complexes or those that want to retain a substantial amount of payment history may need a hard disk/drive for that reason as well. TMS was written for a color monitor, but will operate with a non-color VGA (64 shades of gray) monitor. Color is recommended. TMS is configured to use printer escape codes for an IBM ProPrinter for setting elite and pica print modes. TMS will work with other printers that support the IBM ProPrinter escape sequences.

Software Requirements

TMS requires PC-DOS (IBM) or MS-DOS (MicroSoft) version 3.30 or newer. TMS is not a MicroSoft Windows program, but will run as a DOS application under Windows. TMS is not an OS/2 program, but will run as a DOS application in either full screen or window mode under OS/2. TMS has no other software requirements. For performance, you may consider the use of a disk cache program (as long as it guarantees that disk writes are immediately applied to the hard disk).

WARNING:	DO NOT USE A RAM DRIVE for the TMS files. While TMS will work with a RAM drive, you may loose data if your files are not copied to a hard disk before the computer is powered off. Use of RAM drives should be limited to temporary files ONLY.

Disk Space Requirements

Disk space requirements are largely determined by the size of the complex (number of tenants) and the period for which you retain historical data. Here is a guide for helping to estimate your disk space requirements:

Description	Space Required Program Storage (TMS executables) < 500k bytes TMS fixed file requirements 512 bytes Tenant storage 512 bytes per tenant account Transaction storage 256 bytes per transaction

Backups

Taking regular backups of your work is very important in any system, TMS is no exception to that. ANYTHING can happen that could cause you to loose one or more of your files. Hard disks fail (either totally or take "hits" that can render one or more files unusable).

DOS comes with three different ways to do simple backups (COPY, XCOPY, and BACKUP/RESTORE). There are many very good backup programs on the market today. Some use diskettes and others use tape (for large amounts of data). Pick the one that best suits your needs and use it often.

For TMS files, the following backup procedures are recommended as a minimum:

-	Daily, backup all *.TMS files to diskette.

This should be done at the same time each day, as a part of a regular procedure (e.g. at the start of each business day).

-	Weekly, backup all *.TMS files to diskette, make two (2) copies.

This too should be done as part of a regular procedure, the same time each week. One copy should be kept in a safe place (like a safe or fire-proof lock box) on site, the other copy should be sent offsite (take it home with you, send it to the corporate office or even store it at another property). There should ALWAYS be a recent copy off-site. This is your disaster copy. Should your office burn to the ground (taking your PC and files with it), the off-site copy is what you'll need to rebuild with.

Set yourself a regular, preventive, backup schedule and stick to it. Include at least a weekly off-site copy. Don't get caught without a backup.

TMS Main Menu

Main Menu

The TMS Main Menu (see , right) is the root or starting point for all functions within the Tenant Management System. As with all TMS screens, there are several common elements to make note of.

Posting Date

The posting date is displayed in the upper left hand corner of the screen. This date is taken from the PC's system clock or from the environment variable TMSDATE. If the date is taken from the environment variable TMSDATE, TMS will beep twice when it is first initialized to alert the user that a system date override is in effect. TMS will also check the posting date against the last posting date used. If the current posting date is prior to the last posting date, an error message dialog box will be displayed. The error message dialog box will permit you to either accept the current posting date or to end TMS (to presumably correct the system clock and/or the TMSDATE environment variable).

Manager Active

If the manager has signed into the system (see the MANAGER section beginning on page ) the top right hand corner will indicate "Manager Active". While the manager is signed into TMS, several additional functions will be active. These individual functions are discussed in detail in their respective sections.

Main Menu Choices

The TMS main menu has nine possible selections. With the exception of EXIT (which ends TMS) each one has one or more additional menus and/or data entry screens beneath it. Each of the selections is discussed briefly in this section. Each selection has a corresponding section in this document that defines it in much greater detail. Use the UpArrow and DownArrow to move the highlighted selection bar to the desired selection, OR key in the first letter of the desired selection and the highlighted selection bar will be moved directly to the desired selection. When the desired selection is highlighted, press ENTER.

ABOUT - About TMS

This selection is used to learn more about TMS. Specifically, this selection will display a window that will show you what version of TMS you are running. It will also show you the license number, type of license, when it expires (if applicable), and who it belongs to. See the ABOUT section (beginning on page ) for more information.

HUD - Post HUD Payments

This selection is used to update tenant accounts when a HUD check is received. Typically, a HUD check applies to more than one tenant. This selection allows you to select which tenant account(s) the HUD check applies to, and verify the amount. If a HUD check is received for a single tenant account, it could be posted to that tenants account as a normal payment. However, since HUD checks are marked uniquely by this process (for later reporting) all HUD payments should be posted through this process. See the HUD section (beginning on page ) for more information. Please note: In the context of TMS, HUD specifically refers to HUD Section 8 walk-in tenants ONLY.

JOURNALS - View Daily Journals

This selection is used to view and print the daily journals and to print deposit slips from the daily journals. Using this selection, you can view and print the current day's daily journal as well as previous daily journals. See the JOURNALS section (beginning on page ) for more information.

MANAGER - Manager Sign In

This selection processes the manager sign in. Special functions are reserved for the manager. These functions are active only when the manager is signed in. Once signed in, the manager remains "active" for 10 minutes. After that time, the manager is automatically signed out. If manager sign out is required before the 10 minutes has expired, it will be necessary to EXIT TMS and then restart it. Specific manager only functions are identified throughout their respective sections. See the MANAGER section (beginning on page ) for more information.

NEW - Add New Tenant(s)

This selection is used to add new tenants to the TMS files. TMS will choose a tenant account number (which you can change) and then prompt you for key information about the tenant (such as name, unit number, rent, etc.). As much information about the tenant as known should be entered at this time. There is some information that cannot be changed once the tenant has been added (such as tenant balance). See the NEW section (beginning on page ) for more information.

PRINT - Print Reports

This selection is used to print reports based on information from the tenant cards. These include reports listing; which tenants are in which units, which tenants have open balances, which tenants haven't paid rent this month, as well as several others. See the PRINT section (beginning on page ) for more information.

RENT - Rent Charges/Payments

This selection is used to charge tenant accounts for Rent, Late Charges, Damages, etc., and to post tenant accounts with payments. See the RENT section (beginning on page ) for more information.

SETUP - Setup Property Information

This selection is used to setup information about the rental property. This information includes the property name, address, phone number, and manager name. Control information is also defined here (next Daily Report Number and next Tenant Receipt Number). Finally, this selection permits you to define a message that will be printed on each Tenant Receipt. This message could be used to remind or inform your tenants of upcoming events (anything from parking lot repairs & pool closing to tenant gatherings/parties/meetings). See the SETUP section (beginning on page ) for more information.

TENANT - View/Update/Delete Tenant(s)

From this selection you can view and update tenant information. This is your access to the Tenant Cards. Tenants are selected from a list that can be narrowed down by using the search action and/or organized by using the sort action. See the TENANT section (beginning on page ) for more information.

EXIT - Exit Tenant Management System

This selection is pretty self explanatory. By choosing it, you'll exit (end) the Tenant Management System and return to DOS (or the DOS Shell/Menu that you used to start TMS).

ABOUT - About TMS

The About TMS pop-up screen (see , right) identifies the version of TMS. It also displays the license number, type of license, when it expires (if applicable), and who it belongs to.

HUD - Post HUD Payments

HUD Tenant Selection Menu

The HUD Tenant Selection Menu (see , right) provides you with a means for selecting which tenant accounts are to be credited with a HUD (section 8) payment. The menu lists only the tenants whose tenant cards reflect a HUD amount. The tenant's unit, last name and HUD amount are displayed. Using the information provided by HUD (received with the check), mark the tenant accounts that are to be credited with a payment. One or all accounts can be marked. Use the UpArrow and DownArrow to move the selection bar. Use the INSERT key (either one) to mark a tenant account or the DELETE key to unmark a previously marked tenant account. Marked accounts have an arrow or "wedge" character preceding the unit number. Once you have marked all of the accounts that the check applies to, press the ENTER key.

HUD Amount Verification

This pop-up box is used to verify that the tenant accounts you selected add up to the amount on the HUD check you received. If they do, enter the HUD check number or other information as instructed by your management (up to 10 characters). This information will be recorded by TMS along with the payment. After entering the HUD check number (and/or other information) press F4 to apply the payment to the marked tenant account(s). If the total amount does not match the check amount, then press ESC to go back to the HUD tenant selection menu.

JOURNALS - View Daily Journals

Daily Journal Selection Menu

The Daily Journal selection menu (right) is a list of the Daily Journal files currently found on the computer. TMS will only support a maximum of 100 Daily Journal files on this menu. If more than 100 are present you will be given the option of viewing only the Daily Journals for the current month or aborting this request. If you choose to abort this request, you may want to exit TMS and remove (move to a floppy disk) some of the older Daily Journal files. The Daily Journal files are distinctively named. The name begins with the letters "DJ" and is followed by the date that the Daily Journal is for, in the form "yymmdd", followed by ".TMS".

This selection menu contains several pieces of information about the Daily Journal files that will aid you in your selection of which one(s) to view or print.

Column Headings

There are five columns of information displayed for each Daily Journal:

Date	This is the date that the Daily Journal file contains transactions for. There will only be one Daily Journal for each date. There may be gaps in the dates. If there were dates when no transactions (changes to tenant accounts) were posted to a tenant account, then a Daily Journal was not created.

First/Last Receipt	This column describes the receipt numbers of the first & last receipt recorded in the Daily Journal. This will enable you to locate a particular Daily Journal if you are looking for a specific tenant receipt number.

1st DRN	This column describes the first Daily Report Number contained in this Daily Journal. A Daily Report Number is sequentially assigned to each page of each Daily Journal during each month (the first Daily Journal page of each month is Daily Report Number 1). This column is helpful in locating a particular Daily Report Number if a reprint is necessary.

Entries	This column identifies the number of entries or "postings" in this Daily Journal. This column will give you information about the relative size of the Daily Journal.

Status	This final column displays the print status of the Daily Journal. The value can be either "Printed" or "Not Printed". This value is set to "Not Printed" each time a transaction is posted to the Daily Journal. Thus, if you print the current Daily Journal (it will get marked as "Printed") and then later post one or more new transactions, the Daily Journal will be marked as "Not Printed". This status makes it simple to keep track of which completed Daily Journals have been printed and which have not.

Action Line

There are four actions available from this menu:

ESC-Abort	Abort this selection menu. This will return you to the TMS Main Menu.

F2-PrintJournal	Print the Daily Journal. This action will print the Daily Journal currently highlighted by the selection bar.

F3-PrintDeposit	Print the bank deposit. This action will print a bank deposit for the Daily Journal currently highlighted by the selection bar. The bank deposit will match the Daily Journal line for line, thus there may be several blank lines on each page of the bank deposit.

ENTER-ViewHighlighted	View the Daily Journal. This action will select the currently highlighted Daily Journal for viewing and move you to the next level of detail.

Daily Journal View

This Daily Journal View selection menu is a summary of each of the transactions posted to the Daily Journal for the selected date. Key information has been selected from each entry for display and more detail is available.

Columns Headings

There are seven columns of information displayed for each Daily Journal entry:

Tenant's Last Name	This column is the last name of the tenant whose tenant account was posted by this Daily Journal entry.

Unit	This column is the tenant's unit (apartment) number.

Account	This column is the account number that was posted by this Daily Journal entry.

Total	This is the total charges to this account for this Daily Journal entry.

Received	This is the total of all checks and cash that was received for this Daily Journal entry. This amount is applied as a credit to the tenant's account and will appear on the tenant card as well.

New Balance	This column contains the new tenant account balance. This amount is arrived at by taking the previous balance, adding the total charges (see the total column above) and subtracting the amount received (see the received column above).

Receipt#	This column contains the tenant receipt number that was assigned to this daily journal entry. A tenant receipt number is assigned to each daily journal entry. Printing of the receipt is optional. No receipts are printed from a HUD or automated rent posting. In all cases, duplicate tenant receipts can be printed (see the TENANT section, beginning on page ).

Action Line

There are two actions available from this selection menu:

ESC-Abort	This action will cancel this selection menu and return you to the Daily Journals Selection Menu.

ENTER-ViewHighlighted	This action will display the detailed information about the Daily Journal Entry that is currently highlighted by the selection bar.

Daily Journal Entry Detail

This screen displays the detailed information that was captured in the Daily Journal for this transaction.

Fields

The Daily Journal entry detail screen has the following fields displayed on it:

Date	This is the posting date for this transaction. Of course, it is the same date as the Daily Journal. It is redisplayed on this screen so that you will have it, should you decide to do a PrintScreen.

Receipt#	This is the tenant receipt number that was assigned to this daily journal entry.

Tenant	This is the last name of the tenant whose account (tenant card) was posted with this transaction.

Unit	This is the tenant unit (apartment) number that this transaction was for.

Status	This is the tenant status (C-current, P-previous, F-future) at the time this transaction was posted.

Rent Due	This is the amount of rent that was charged as part of this transaction. Rent Due and Prorated Rent (below) are mutually exclusive.

Correction To Balance	This is an amount that was applied (+ or -) to the tenant's balance (tenant card) to adjust for a previous entry.

Prorated Rent	This is the amount of rent that was charged for a partial month. Prorated Rent and Rent Due (above) are mutually exclusive.

Security Deposit	This is the amount due towards the security deposit. The Tenant Card tracks both the total security deposit required and the amount received. If there is a shortage, a charge is recorded against the tenant's account for that amount. Conversely, if the security deposit account is over funded (e.g. a reduction in deposit requirements) this item will reflect a credit to the tenant's account.

Other(1)/(2)/(3)	These three fields are used for "other" charges to the tenant's account. These charges include; late charge, non-sufficient funds, damages, retain security deposit, subsidy payback, and miscellaneous).

Total	This amount is the total of all of the above charges (and possibly credits) to the tenant's account.

Previous Balance	This amount is the tenant's previous balance (e.g. any previously unpaid charges or potentially credits).

Amount Due	This is the total amount due from the tenant. This is the sum of the total plus the previous balance.

Received/Cash	This field is the total amount of cash that was received from the tenant as part of this transaction.

Received/Check	This field is the total amount received in the form of a check as part of this transaction. This amount could either be a check or money order that was received directly from the tenant, a direct-deposit credit, or a HUD payment (see the Reference field, below, for more on this).

Reference	This field contains information about the type of check that was received. Possible values are:

*HUD Pymnt	HUD Payment

*DirectDep	Direct Deposit credit

*Rent Post	This is actually a type of CHARGE, not a credit/payment. This is used to identify transactions that were applied as a result of the AutoPost action

all other	Freeform text (up to 10 characters) such as a check or money order number

New Balance	This field contains the tenant's account balance, after this transaction was posted to their tenant card.

Action Line

There is only one action available on the Daily Journal Entry Detail screen:

ESC-Abort	This action will cancel this screen and return you to the Daily Journal View selection menu.

Daily Journal Print

The printed daily journal is an extra wide form. It requires a full 192 print positions. Because of its size, TMS prints it in two parts. First, TMS prints the left side of the report (see above) and then TMS prints the right side (see on page ). Once printed, the left and right sides can be aligned to form the completed report.

Daily Bank Deposit

TMS will create a bank deposit for each daily journal. The entries on the bank deposit line up, one for one, with the entries on the daily journal. This may result in several blank lines on the bank deposit (because of HUD payments, Direct Deposit, or activity that didn't result in a payment being received).

MANAGER - Manager Sign In

Manager Sign In

The manager sign in screen is used by the manager to identify themselves to the Tenant Management System. Once the manager has been identified as the person using the system, TMS enables special privileges.

These privileges include:

-	The ability to change tenant's account number.

-	The ability to change the amount of the tenant's security deposit received.

-	The ability to change information about the property (apartment complex)

-	The ability to change the Daily Report Number.

-	The ability to change the next Tenant Receipt Number.

The manager remains active for 10 minutes. After that, the manager is signed off and standard access is again in affect.

Fields

The manager sign in screen has three fields:

Current Password	The manager should enter their current password. When TMS is first installed, the manager's password is set to TMS0100. The manager should sign in and change the password to a new password immediately. If the manager forgets his/her password, a TMS password override is available. The password is known by the home office (and the developer). The TMS password override is unique to each property and changes daily. Use of the TMS password override forces an immediate change to a new password.

Enter New Password	This field is used to enter a new password (to change from the previous password). Following this field is either the phrase "(optional)" or "(required)".

The new password must be at least 6 characters long. It cannot be the same as the old password. The first 4 characters of the password cannot be a replication of each other (e.g. AAAA). Choose your password with care. Choose a password that will not be easily guessed, but one that will be easy for you to remember.

Password changes will be required approximately every 60 days that the system is used. Passwords can be changed at any time if desired.

Re-Enter New Password	Since passwords are not ever displayed, re-entry of your new password is required to verify that it was typed correctly. If this field and the previous field do not match, you are instructed to re-enter them both again.

Action Line

There are two active action keys for this screen:

ESC-Abort	This action will abort/cancel the manager sign in process and return to the TMS Main Menu.

F4-SignIn	This action should be taken after all required fields have been filled in. This action will complete the sign in process.

NEW - Add New Tenant(s)

New Tenant Account Number

This screen contains a simple pop-up dialog box for you to supply the tenant account number that you want to add to TMS. As an aid, TMS has remembered the last tenant account number you added and has incremented it by one (or as many as necessary) to locate the next available tenant account number. You may either use the default TMS supplied tenant account number or supply your own.

After entering the new tenant account number (or choosing to use the TMS supplied default tenant account number) there are two actions that can be taken. You may press ESC to cancel the add or press ENTER to continue with the add process.

New Tenant Information - Tenant Status

The screen to the right is the new tenant information screen with the tenant status pop-up list opened. This is what you will see after pressing ENTER on the new tenant account number screen. Use the UpArrow and DownArrow to select the proper tenant status then press enter to record it. Optionally, you may press ESC to abort this action and return to the TMS Main Menu.

New Tenant Information

The screen to the right is the new tenant information screen, without the tenant status pop-up list opened.

Fields

There are twenty-six fields on this screen that need to be filled out to add a tenant. Most of the fields are optional and can be changed later if necessary. The exceptions to this are noted in each field description.

Account	This is the tenant's account number, the one you just entered. This account number cannot be changed here. After the new tenant is added to TMS, the account number can ONLY be changed while the manager mode is in affect.

Status	This is the tenant status. This field was updated as a result of the pop-up list and can be changed at any time. Valid statuses are; C-current, P-previous & F-future.

Lease Expiration	This is the lease expiration date for this tenant's lease. The format for this date is mm/dd/yyyy. Note the use of a full four digit year (1992 not just 92). Date validity checks are performed on this date. The date entered must be a valid date.

Name	This field is for the tenant's name. Place the tenant's last name (up to 20 characters) first then TAB or press ENTER to move past the comma and enter the tenant's first name (up to 10 characters).

Home Phone	This field is for the tenant's phone number. Since the tenant is a resident of the apartment complex, it is assumed that they are in the same area code as the property. Thus, the tenant's phone number is up to 8 characters long (allowing room for the "-" between the 3 and 4 digits of the phone number).

Outstanding Balance	In this field enter the tenant's current outstanding balance. This is the ONLY time you can directly input the this amount. Normally, new tenants would start with a zero balance. However, if you are starting from an existing pegboard system, you'll need to enter the tenant's existing balance at this time. After this point, your only opportunities to affect the tenant's balance will be via "correction to balance" under the RENT function (see the RENT section beginning on page ) or by deleting and re-adding the tenant (which will delete all of the tenant's payment history from their tenant card).

Employer	This 30 character field is for you to record the name of the tenant's employer.

Employer/Phone	This 20 character field is for you to record the phone number of the tenant's employer OR the tenant's work phone number. In either case, the field is large enough to include both an area code and an extension number, plus formatting characters (e.g. "()- ").

Emergency	This 30 character field is for you to record an emergency contact for the tenant.

Emergency/Phone	This 20 character field is for you to record the phone number of the tenant's emergency contact. The field is large enough to include both an area code and an extension number, plus formatting characters (e.g. "()- ").

Notes	This 50 character field is for you to record any notes you see fit about this tenant. This field can be changed at any time. You could use it for special notes like "Doberman in apartment, beware!" or temporary notes such as "in hospital until 6/29/92". These notes print on the tenant card and will appear on the tenant information screen.

Rent	This field is used to track the portion of the monthly rental charges that the tenant pays. In the case of a HUD (section 8) tenant, this amount is the difference between the market rent and the HUD subsidy.

Taxes	This field is used to track the portion of the monthly charges that are attributable to taxes. These charges in addition to the monthly rent, not a part of the rent.

HUD	This field is used to track the amount of the HUD (section 8) co-payment for this tenant. The Rent field plus this field should equal the monthly market rent value for the apartment.

Carport	This field is used to account for any carport/garage fees that the tenant is charged monthly for.

Storage	Use this field to record the monthly charges to this tenant for any storage space that the tenant is being charged for.

Other	Use this field to record any other miscellaneous monthly charges. Do not use this field for non-recurring charges. One time charges should be recorded using the Rent/Charges/Payments screen as part of the RENT function (see the RENT section beginning on page ).

Monthly Charges/Total	This field is a TMS calculated total monthly charges based on the amounts that you entered for the above monthly charges fields. This total is not directly changeable.

Security	Use this field to record the amount of security deposit required from this tenant.

Cleaning	Use this field to record the amount of cleaning deposit (if applicable) required from this tenant.

Pet	Use this field to record the amount of pet deposit (if applicable) required from this tenant.

Key	Use this field to record the amount of key deposit (if applicable) required from this tenant.

Other	Use this field to record the amount of any other deposits that were required from this tenant.

Received	Use this field to record the amount of deposits that have already been received from this tenant. This will be especially useful when converting existing pegboard systems to TMS. After the tenant has been added, this field can ONLY be changed when the manager sign in is active.

Deposits/Total	This field is a TMS calculated total deposits required based on the amounts that you entered for the above deposit fields. This total is not directly changeable.

Action Line

There are two possible actions available from this screen:

ESC-Abort	This action will cancel the current function and return you to the TMS Main Menu.

F4-Add	This action will take the information that you have entered and will create the new tenant's tenant card.

PRINT - Print Reports

Report Selection Menu

The report selection menu (see , right) is used to select one of several reports. Use the highlighted selection bar to pick the report you want, then press ENTER to create the report. Use the ESC key to abort this process and return to the main menu.

Printer Selection Pop-Up

The printer selection pop-up menu is used to select which printer you want the selected report to be printed on. This gives you the flexibility of having different types or sizes of paper in different printers and being able to direct the selected report to the most appropriate one. Use the highlighted selection bar to pick the printer you want, then press ENTER to begin printing. Use the ESC key to abort this process (canceling the report print request), and return to the Main Menu. Once printing has begun, the ESC key can still be used to abort the printing process. This same pop-up is displayed and functions the same whenever a print is about to take place.

Reports

There are nine different reports that can be generated from this selection menu.

Tenant List / By Unit Number

This report is a list of all current tenants, in unit number order. The report includes the tenant's unit number, account number, full name, monthly rent, other monthly charges, total monthly charges, and their lease expiration date.

If a hardcopy report is not needed, this information is also available via the TENANT function (see the TENANT section beginning on page ). From the tenant list, use the sort action key to re-order the tenant list into unit number order. You'll then have access to all of the details for each tenant as well.

Tenant List / By Last Name

This report is a list of all current tenants, in order by their last names. The report includes the tenant's full name, account number, and unit.

If a hardcopy report is not needed, this information is also available via the TENANT function (see the TENANT section beginning on page ). From the tenant list, use the sort action key to re-order the tenant list into name order. You'll then have access to all of the details for each tenant as well.

Tenant List / By Account Number

This report is a list of all current tenants, in order by their account number. The report includes the tenant's account number, full name, unit, monthly rent, other monthly charges, total monthly charges, and their lease expiration date.

If a hardcopy report is not needed, this information is also available via the TENANT function (see the TENANT section beginning on page ). The tenant list default order is by account number. You'll then have access to all of the details for each tenant as well.

Tenant List / By Lease Expiration Date

This report is a list of all current tenants, in order by their lease expiration dates (closest expiration date first). The report includes the tenant's lease expiration date, unit, account and full name.

If a hardcopy report is not needed, this information is also available via the TENANT function (see the TENANT section beginning on page ). From the tenant list, use the sort action key to re-order the tenant list into lease expiration date order. You'll then have access to all of the details for each tenant as well.

Tenant List / Tenants With Non-Zero Balances

This report is a list of all tenants (previous and current) that have non-zero (either positive/credit or minus/debit balances). The report includes the tenant's account number, full name, unit and balance.

If a hardcopy report is not needed, this information is also available via the TENANT function (see the TENANT section beginning on page ). From the tenant list, use the search action key to specify the search criteria (tenants with non-zero balances "Y" and which tenants "3"). When the search is completed, you may use the sort action key to arrange the list in any of the available orders. From this list, you'll then have access to all of the details for each tenant.

Tenant List / Current Tenants Who Haven't Been Charged Rent This Month

This report is a list of all current tenants that have not yet been charged rent this month. Rent is posted to a tenant account either; manually (via the RENT function), when a payment is received (via the RENT or HUD functions), or by the AutoPost action key. This report contains the tenant's account number, full name, unit and the date (month and year) that they were last charged rent for.

If a hardcopy report is not needed, this information is also available via the TENANT function (see the TENANT section beginning on page ). From the tenant list, use the search action key to specify the search criteria (tenants who have not been charged rent "Y" and which tenants "1"). When the search is completed, you may use the sort action key to arrange the list in any of the available orders. From this list, you'll then have access to all of the details for each tenant.

Tenant List / All Previous Tenants

This report is a list of all previous tenants. This report contains the tenant's account number, full name, and unit (that they occupied last).

If a hardcopy report is not needed, this information is also available via the TENANT function (see the TENANT section beginning on page ). From the tenant list, use the search action key to specify the search criteria (which tenants "2"). When the search is completed, you may use the sort action key to arrange the list in any of the available orders. From this list, you'll have access to all of the details for each tenant.

Tenant List / Security Deposit Required vs Received

This report is a list of all current tenants and what their security deposit status is. The report includes the tenant's unit, full name, the total security deposit amount due, the amount that has been received, and any balance due.

Tenant List / Current Tenants Who Haven't Made A Payment This Month

This report contains a list of all current tenants that have not made a payment this month. The report includes the tenant's unit, full name, date of last payment, and current balance due.

RENT - Rent Charges/Payments

Rent - Search Value(s)

When you begin the RENT function, the first thing you do is to search for the tenant(s) whose account(s) you want to charge/credit. This is the same search screen that is available from the search action key in the TENANT function (see the TENANT section beginning on page for more information).

Fields

There are six fields on the search screen. The fields are treated as "AND" fields. In other words, your response to each question is used to look at each tenant card to decide if it should be selected. The first three fields (unit, name and account number) may also be partially filled in to provide for wildcard searches (see the description of each of the fields for more details on how this works).

Unit

Tenant Name

Account Number

Select Tenants With An Account Balance

Select Tenants Who Haven't Been Charged Rent

Which Tenants

This is the unit number for the tenant. If you are looking for a specific unit number, filling in the four position number will result in an immediate search for that tenant card. If you want to search for all tenants on the first floor, you could put in a "1" and leave the rest of the field blank.

This is the last name of the tenant. The value you fill in is compared to the last names of the tenant on all of the tenant cards, for the number of characters you entered. If you entered a name such as "SMITH", names such as Smith, Smithson, Smithy, etc. would be matched.

This is the tenant's account number. If you fill in all of the digits TMS will immediately search that specific tenant number. If you fill in only some of the digits, all tenants that match (e.g. 617223.) would be selected.

Answering "Y" to this question limits the search to ONLY tenants with an account balance (positive or negative). A "N" answer (which is the default) selects all tenants regardless of their account balance.

Answering "Y" to this question limits the search to ONLY tenants who have not yet been charged rent for the current month. Rent is charged to a tenant account via the RENT function, the HUD function, or the AutoPost action key (a part of the TENANT function). A "N" answer (which is the default) selects all tenants regardless of if their account has been posted with a rent charge this month or not.

The default, "1" selects only CURRENT tenants. A "2" will select only PREVIOUS tenants. A "3" will select both CURRENT & PREVIOUS tenants.

Action Keys

There are two action keys active on this screen:

ESC-Abort	This action will cancel the current function and return you to the TMS Main Menu.

F5-BeginSearch	This action will begin to search the tenant cards for tenants that match the combined search criteria that you selected.

Tenant Selection Menu

The tenant selection menu (see , right) is the result of doing a search of all of the tenant cards. Only the tenant cards that matched your search criteria are in this list. Use the highlighted selection bar to select the tenant account that you want to work with. Use the UpArrow and DownArrow keys to move the selection bar. If there were more tenants selected than will fit on a single screen, UpArrows and DownArrows will appear in the window boarder. You can use the PageUp and PageDown keys to move up and down a full list of tenants at a time. The END key will take you to the bottom of the list and the HOME key will take you to the top of the list. This screen is bypassed by TMS if the result of the search was a single tenant. If only one tenant was selected, TMS will display the Rent/Charges/Payments screen for that tenant.

Fields

There are seven fields displayed for each tenant to aid you in your selection:

Account	This column contains the tenant's account number.

S	This column contains the tenant's current status. A "C" means the tenant is a current tenant, a "F" means the tenant is a future tenant, and a "P" indicates that the tenant is a previous tenant.

Tenant's Last Name	This column contains the tenant's last name.

Unit	This column contains the tenant's unit number.

Lease Expt	This column contains the tenant's lease expiration date.

Balance	This column contains the tenant's current balance due. A negative amount in this column indicates that the tenant has a credit balance.

Last Rent	This column contains the month and year that the tenant was last charged rent for.

Action Line

The action line contains three active keys:

ESC-Abort	This action will cancel the current function and return you to the TMS Main Menu.

F6-Sort	This action will give you the option to sort the tenant list into a different order. Besides the default account number order, you can sort by tenant's last name, tenant's unit number, or lease expiration date.

F9-AutoPost	This action will automatically post rent to each of the tenants' account in the current list, IF THEY HAVE NOT YET BEEN CHARGED RENT THIS MONTH. This key is only active if the search was done with "Select Tenants Who Haven't Been Charged Rent" was set to "Y".

ENTER-ViewHighLighted	This action will bring up a new receipt slip for the tenant currently selected by the highlighted selection bar.

Sort Tenant List

The pop-up sort box is added to the Tenant Selection Menu as a result of pushing the F6 action key. This pop-up permits you to select which of the four tenant fields will be used to order the tenant list currently being viewed. Select (using the highlighted selection bar) the one that you want, then press ENTER. If you instead choose the ESC action key, you'll be returned to the previous menu.

Rent Charges/Payments

, right, is the Rent Charges/Payments screen. It is the principle way that you update the tenants' account balances. TMS will calculate (to the best of its ability) what the tenant should be charged. If this is the first charge for the month, TMS will calculate and include the rent. If the rent has already been charged to this account for the month, TMS will not charge the tenant rent again. Any previous balance, or shortage in collected security deposits, will also be reflected on this screen. If the tenant is not on the HUD (section 8) co-payment plan, then the line showing the amount of the co-payment would not be displayed.

Fields

There are many fields on this screen, thirteen of which can be directly manipulated by the user:

Date	This is the date of the transaction or "posting" date. TMS fills in this date from either the system clock or the TMSDATE environmental variable (if present).

Receipt#	This is the receipt number assigned to this transaction. TMS assigns this number sequentially. The next receipt number can be changed by the manager via the SETUP function (see the SETUP section beginning on page ). After the receipt number reaches 99999, it is reset to 00001.

Tenant	This is the full name (last name, first name) of the tenant whose account is about to be posted. TMS supplies this based on the tenant account that was selected from the previous screen.

Unit	This is the tenant unit (apartment) number that this transaction is for.

Status	This is the tenant status (C-current, P-previous, F-future).

Rent Due	This is the amount of rent that TMS has calculated is due from this tenant. The user cannot directly change this amount. If only a partial amount should be charged, update the Prorated Rent filed (below) and TMS will zero out this amount.

Correction To Balance	This is an amount that will be applied (+ or -) to the tenant's balance (tenant card) to adjust for a previous entry.

Prorated Rent	This is the amount of rent that is to be charged for a partial month. If you place an amount in this field, TMS will zero the Rent field. If you zero the Prorated Rent field, TMS will restore the previous amount (if any) in the Rent field.

Security Deposit	This is the amount due towards the security deposit. The Tenant Card tracks both the total security deposit required and the amount received. If there is a shortage, a charge is recorded against the tenant's account for that amount. Conversely, if the security deposit account is over funded (e.g. a reduction in deposit requirements) this item will reflect a credit to the tenant's account.

Other(1)/(2)/(3)	These three fields are used for "other" charges to the tenant's account. These charges include; late charge, non-sufficient funds, damages, retain security deposit, subsidy payback, and miscellaneous). If the tenant card includes monthly charges that fall into the "other" categories, TMS will fill them in (if due) for you. If TMS fills them in, you will not be able to change them. You will be able to add additional charges as need. A maximum of three "other" charges per transaction is supported. If you need more than three, you'll have to include them as multiple transactions.

Total	This amount is the total of all of the above charges (and possibly credits) to the tenant's account.

Previous Balance	This amount is the tenant's previous balance (e.g. any previously unpaid charges or potentially credits).

Amount Due	This is the total amount due from the tenant. This is the sum of the total plus the previous balance. Don't forget to note if the tenant is due a HUD (section 8) co-payment (if he/she is it will be noted at the bottom of the window).

Received/Cash	This field is the total amount of cash that was received from the tenant as part of this transaction.

Received/Check	This field is the total amount received in the form of a check as part of this transaction. This amount could either be a check or money order that was received directly from the tenant, a direct-deposit credit, or a HUD payment (see the Reference field, below, for more on this).

Direct Deposit	This field is used to indicate if this payment was made by direct deposit. A direct deposit payment is one that is made straight from the tenant's bank account to the property's bank account. You must record the payment, but you will not be handling any check or cash. Since this is more of the exception than the rule for payments, this field is not part of the "normal" flow of fields on the screen. To position the cursor in this field so that you can change it to a "Y", use the LeftTab (Shift-TAB) key from the Reference field.

Reference	This field contains information about the type of check that was received. You will only be able to update this field if there is an amount placed in the Received/Check field. You can enter anything in this field that you want EXCEPT anything that starts with "*". It is suggested that you use this field to record the check or money order number. If the Direct Deposit field is a "Y", this field will be filled in for you and you will not be able to change it (unless you change Direct Deposit back to "N").

New Balance	This field contains the tenant's account balance, after this transaction is posted to their tenant card.

Tenant Receipt

The tenant receipt is designed to take up half a sheet of standard (8-1/2" by 11") paper (e.g. two receipts per page). The receipt contains all of the charges and credits to the tenants account. It also contains a message line (taken from the Property Setup, see the SETUP section beginning on page ). Duplicate receipts are printable via the TENANT function (see the TENANT section beginning on page ).

SETUP - Setup Property Information

Property Information

The SETUP function is used to define items that are unique to this property. , right, is the Property Setup screen. You'll see this screen when you first install TMS (the information contained on this screen is required to initialize the TMS system). After TMS is initially setup, the only thing that should need periodic changes would be the Property Message.

Fields

There are eleven different fields on this screen. All of them are printed on one or more reports (including the tenant's receipt, bank deposit, and daily journal) produced by TMS.

Property Number	This is the three digit property number. This property number is key to the TMS system and can only be set when TMS is installed.

Property Manager	This is the name of the manager of the property. This name can be up to 30 characters long. This name is printed on the tenant's receipt.

Property Name	This is the name of the property itself. This name can be up to 30 characters long. This name appears on several reports including the bank deposit and daily journal.

Property Address	This is the street address of the property. This address can be up to 30 characters long.

City	This is the name of the city where the property is located. The city name can be up to 15 characters long.

State	This is the state where the property is located. The state name should be the standardized two position abbreviation popularized by the US Postal Service.

ZIP	This is the 9 digit (Zip +4) postal zip code for the property.

Telephone Number	This field is for the telephone number of the property. This field is 14 characters long, long enough for the area code, phone number and formatting characters (e.g. "()_ ").

Next Receipt #	This 5 digit number is the next tenant's receipt number to be assigned. After TMS is initially setup, only the manager may update this field. The receipt numbers are assigned sequentially by TMS to each transaction recorded in the daily journal. After receipt number 99999, TMS resets the receipt number to 00001 (not 00000).

Next Daily Report #	This 3 digit daily report number is the next daily report number to be assigned. A daily report number is assigned to each daily journal page. The daily report number is reset to 01 at the start of each month. After TMS is initially setup, only the manager may update this field.

Property Message	This 50 character field is available to place messages, greetings, announcements, etc. to your tenants in. This message will be printed on each receipt. Thus, this could make a convenient way of alerting your tenants to upcoming events or changes, or even wishing them a Merry Christmas.

Action Line

There are two possible actions available from this screen:

ESC-Abort	This action will cancel the current function and return you to the TMS Main Menu.

F4-Update	This action will take the information that you have entered and will update the property information.

TENANT - View/Update/Delete Tenant(s)

Tenant File Maintenance

The tenant file maintenance menu (see , right) is a list of all tenants (current, previous and future) currently in the TMS data base files. Use the highlighted selection bar to select the tenant account that you want to work with. Use the UpArrow and DownArrow keys to move the selection bar. If there were more tenants selected than will fit on a single screen, UpArrows and DownArrows will appear in the window boarder. You can use the PageUp and PageDown keys to move up and down a full list of tenants at a time. The END key will take you to the bottom of the list and the HOME key will take you to the top of the list. See the action keys (described below as part of the action line) to reduce the size of this list and/or to re-order (sort) the list.

Fields

There are seven fields displayed for each tenant to aid you in selecting the one you want to view/update/delete:

Account	This column contains the tenant's account number.

S	This column contains the tenant's current status. A "C" means the tenant is a current tenant, a "F" means the tenant is a future tenant, and a "P" indicates that the tenant is a previous tenant.

Tenant's Last Name	This column contains the tenant's last name.

Unit	This column contains the tenant's unit number.

Lease Expt	This column contains the tenant's lease expiration date.

Balance	This column contains the tenant's current balance due. A negative amount in this column indicates that the tenant has a credit balance.

Last Rent	This column contains the month and year that the tenant was last charged rent for.

Action Line

The action line contains four active keys:

ESC-Abort	This action will cancel the current function and return you to the TMS Main Menu.

F5-Search	This action key will give you the option to search the tenant cards and select only the ones that match a specified (by you) criteria. For more details, please see Tenant Search beginning on page .

F6-Sort	This action will give you the option to sort the tenant list into a different order. Besides the default account number order, you can sort by tenant's last name, tenant's unit number, or lease expiration date.

ENTER-ViewHighLighted	This action will permit you to view the details about this tenant from their tenant card.

Tenant Search

The search pop-up (see , right) can be used to limit the size of the tenant work list. The search is identical to the search done in the RENT section (beginning on page ). Once the search is executed, the Tenant File Maintenance selection menu is updated to show only the tenants that matched the specified search criteria.

Fields

There are six fields in the search pop-up. The fields are treated as "AND" fields. In other words, your response to each question is used to look at each tenant card to decide if it should be selected. The first three fields (unit, name and account number) may also be partially filled in to provide for wildcard searches (see the description of each of the fields for more details on how this works).

Unit

Tenant Name

Account Number

Select Tenants With An Account Balance

Select Tenants Who Haven't Been Charged Rent

Which Tenants

This is the unit number for the tenant. If you are looking for a specific unit number, filling in the four position number will result in an immediate search for that tenant card. If you want to search for all tenants on the first floor, you could put in a "1" and leave the rest of the field blank.

This is the last name of the tenant. The value you fill in is compared to the last names of the tenant on all of the tenant cards, for the number of characters you entered. If you entered a name such as "SMITH", names such as Smith, Smithson, Smithy, etc. would be matched.

This is the tenant's account number. If you fill in all of the digits TMS will immediately search that specific tenant number. If you fill in only some of the digits, all tenants that match (e.g. 617223.) would be selected.

Answering "Y" to this question limits the search to ONLY tenants with an account balance (positive or negative). A "N" answer (which is the default) selects all tenants regardless of their account balance.

Answering "Y" to this question limits the search to ONLY tenants who have not yet been charged rent for the current month. Rent is charged to a tenant account via the RENT function, the HUD function, or the AutoPost action key (a part of the TENANT function). A "N" answer (which is the default) selects all tenants regardless of if their account has been posted with a rent charge this month or not.

The default, "1" selects only CURRENT tenants. A "2" will select only PREVIOUS tenants. A "3" will select both CURRENT & PREVIOUS tenants.

Action Keys

There are two action keys active on this screen:

ESC-Abort	This action will cancel the current function and return you to the Tenant File Maintenance selection menu.

F5-BeginSearch	This action will begin to search the tenant cards for tenants that match the combined search criteria that you selected.

Tenant Sort

The sort pop-up (see , right) can be used to re-order the tenant work list. This pop-up permits you to select which of the four tenant fields will be used to order the tenant list currently being viewed. Select (using the highlighted selection bar) the one that you want, then press ENTER. If you instead choose the ESC action key, you'll be returned to the previous menu. The sort is identical to the sort available in the RENT section (beginning on page ). Once the sort is executed, the Tenant File Maintenance selection menu is updated to show the tenants order as requested.

Tenant Information

The screen to the right () is the tenant information screen. This screen contains the base information know by TMS about each tenant. This screen represents the top portion of the tenant card used in the pegboard style systems.

Fields

There are twenty-five fields on this screen that can be changed:

Account	This is the tenant's account number. This account number cannot be changed here. When Manager mode is active, the manager will have the option of changing, or re-assigning, the tenant account number.

Status	This is the tenant status. This field is updated via a pop-up list and can be changed at any time. Valid statuses are; C-current, P-previous & F-future.

Lease Expiration	This is the lease expiration date for this tenant's lease. The format for this date is mm/dd/yyyy. Note the use of a full four digit year (1992 not just 92). Date validity checks are performed on this date. The date entered must be a valid date or all zeros.

Name	This field is for the tenant's name. Place the tenant's last name (up to 20 characters) first then TAB or press ENTER to move past the comma and enter the tenant's first name (up to 10 characters).

Home Phone	This field is for the tenant's phone number. Since the tenant is a resident of the apartment complex, it is assumed that they are in the same area code as the property. Thus, the tenant's phone number is up to 8 characters long (allowing room for the "-" between the 3rd and 4th digits of the phone number).

Outstanding Balance	In this field enter the tenant's current outstanding balance. This field cannot be changed here. To change this amount you will need to use the "correction to balance" under the RENT function (see the RENT section beginning on page ) or by deleting and re-adding the tenant (which will delete all of the tenant's payment history from their tenant card).

Employer	This 30 character field is for you to record the name of the tenant's employer.

Employer/Phone	This 20 character field is for you to record the phone number of the tenant's employer OR the tenant's work phone number. In either case, the field is large enough to include both an area code and an extension number, plus formatting characters (e.g. "()- ").

Emergency	This 30 character field is for you to record an emergency contact for the tenant.

Emergency/Phone	This 20 character field is for you to record the phone number of the tenant's emergency contact. The field is large enough to include both an area code and an extension number, plus formatting characters (e.g. "()- ").

Notes	This 50 character field is for you to record any notes you see fit about this tenant. This field can be changed at any time. You could you it for special notes like "Doberman in apartment, beware!" or temporary notes such as "in hospital until 6/29/92". These notes print on the tenant card and will appear on the tenant information screen.

Rent	This field is used to track the portion of the monthly rental charges that the tenant pays. In the case of a HUD (section 8) tenant, this amount is the difference between the market rent and the HUD subsidy.

Taxes	This field is used to track the portion of the monthly charges that are attributable to taxes. These charges in addition to the monthly rent, not a part of the rent.

HUD	This field is used to track the amount of the HUD (section 8) co-payment for this tenant. The Rent field plus this field should equal the monthly market rent value for the apartment.

Carport	This field is used to account for any carport/garage fees that the tenant is charged monthly for.

Storage	Use this field to record the monthly charges to this tenant for any storage space that the tenant is being charged for.

Other	Use this field to record any other miscellaneous monthly charges. Do not use this field for non-recurring charges. One time charges should be recorded using the Rent/Charges/Payments screen as part of the RENT function (see the RENT section beginning on page ).

Monthly Charges/Total	This field is a TMS calculated total monthly charges based on the amounts that you entered for the above monthly charges fields. This total is not directly changeable.

Security	Use this field to record the amount of security deposit required from this tenant.

Cleaning	Use this field to record the amount of cleaning deposit (if applicable) required from this tenant.

Pet	Use this field to record the amount of pet deposit (if applicable) required from this tenant.

Key	Use this field to record the amount of key deposit (if applicable) required from this tenant.

Other	Use this field to record the amount of any other deposits that were required from this tenant.

Received	This field reflects the total amount of all security deposits that have been collected from this tenant. This amount can be directly updated only by the manager.

Deposits/Total	This field is a TMS calculated total deposits required based on the amounts that you entered for the above deposit fields. This total is not directly changeable.

Action Line

There are six possible actions available from this screen:

ESC-Abort	This action will cancel the current function and return you to the Tenant Selection Menu.

F2-PrintCard	This action will cause a hardcopy of the tenant card to be printed. The tenant card print will include most of the basic information plus a complete transaction log (since the tenant was added to TMS).

F4-Update	This action will take the information that you have entered and will create the new tenant's tenant card.

F7-Transactions	This action will display the transaction log for this tenant. The transaction log shows each transaction that has been applied to this tenant's account since they were added to TMS.

F8-Delete	This action will delete the tenant (and their transaction log) from TMS. Transactions for this tenant will still be present in the daily journals.

F10-ReAssign	This action is only available when the Manager mode is active. This action provides a means to change the tenant's account number (reassign the tenant to a new account number).

Tenant Card

, above, is a sample of a printed tenant card. This print is the result of using the F2-PrintCard action key on the Tenant Information Screen (see on page ). The printed tenant card reflects most of the information that TMS has about the tenant. This print may span multiple pages. Should a second or subsequent page be necessary, only the first line (page number, name, account number) are printed on those pages.

Tenant Transactions

, right, is a summary of all the transactions recorded by TMS for a specific tenant. This screen is the result of using the F7-Transactions action key on the Tenant Information Screen (see on page ). There are two special transaction types that cut across the normal data columns; BALANCE FORWARD and MEMO. BALANCE FORWARD is the initial transaction entry on the tenant's card and indicates the tenant's beginning balance. In most cases, it will be zero. However, tenants that were transferred to TMS from a previous system (such as a pegboard system) may start with a non-zero balance. The MEMO transaction is a record of a significant change to the tenant card. Currently the only MEMO supported by TMS is a change to the tenant's rent.

Columns

There are seven columns of information displayed for each transaction:

Date	This column contains the date that the transaction was posted to the tenant's account.

Old Balance	This column contains the tenant's account balance before this transaction was posted to their account.

Total	This column contains the total charges that this transaction charged to the tenant's account. A negative number in this column is possible and most likely would represent an adjustment to balance.

Received	This column contains the total amount that was received and was credited to the tenant's account. A negative number in this column is possible and most likely would represent a check that had been returned by the bank.

New Balance	This column contains the tenant's account balance after this transaction was posted to their account.

Receipt#	This column contains the tenant's receipt number that was assigned to this transaction by TMS.

Reference	This column contains the reference or comments that were associated with this transaction. The reference is a freeform field (up to 10 characters) that is typically used for the check or money order number. TMS also uses this field to mark entries that were generated by TMS. All entries generated by TMS begin with "*". TMS entries include:

*HUD Pymnt	HUD Payment

*DirectDep	Direct Deposit credit

*Rent Post	This is actually a type of charge, not a credit/payment. This is used to identify transactions that were applied as a result of the AutoPost action

Action Line

There are two active action keys for this screen:

ESC-Abort	Pressing the ESC action key will abort this function and return you to the Tenant Information Screen (see on page ).

ENTER-ViewHighlighted	Pressing the ENTER action key will bring up the Transaction Detail screen (see on page ) for the currently highlighted transaction. This action is not available for the BALANCE FORWARD or MEMO transactions.

Transaction Detail

The Transaction Detail screen (see , right) contains the details for the transaction selected from the Tenant Transactions screen (see on page ).

Fields

The Transaction Detail screen has the following fields displayed on it:

Date	This is the posting date for this transaction.

Receipt#	This is the tenant receipt number that was assigned to this tenant transaction.

Tenant	This is the full name (last, first) of the tenant.

Unit	This is the tenant unit (apartment) number that this transaction was for.

Status	This is the tenant status (C-current, P-previous, F-future) at the time this transaction was posted.

Rent Due	This is the amount of rent that was charged as part of this transaction. Rent Due and Prorated Rent (below) are mutually exclusive.

Correction To Balance	This is an amount that was applied (+ or -) to the tenant's balance (tenant card) to adjust for a previous entry.

Prorated Rent	This is the amount of rent that was charged for a partial month. Prorated Rent and Rent Due (above) are mutually exclusive.

Security Deposit	This is the amount due towards the security deposit. The Tenant Card tracks both the total security deposit required and the amount received. If there is a shortage, a charge is recorded against the tenant's account for that amount. Conversely, if the security deposit account is over funded (e.g. a reduction in deposit requirements) this item will reflect a credit to the tenant's account.

Other(1)/(2)/(3)	These three fields are used for "other" charges to the tenant's account. These charges include; late charge, non-sufficient funds, damages, retain security deposit, subsidy payback, and miscellaneous).

Total	This amount is the total of all of the above charges (and possibly credits) to the tenant's account.

Previous Balance	This amount is the tenant's previous balance (e.g. any previously unpaid charges or potentially credits).

Amount Due	This is the total amount due from the tenant. This is the sum of the total plus the previous balance.

Received/Cash	This field is the total amount of cash that was received from the tenant as part of this transaction.

Received/Check	This field is the total amount received in the form of a check as part of this transaction. This amount could either be a check or money order that was received directly from the tenant, a direct-deposit credit, or a HUD payment (see the Reference field, below, for more on this).

Reference	This field contains information about the type of check that was received. Possible values are:

*HUD Pymnt	HUD Payment

*DirectDep	Direct Deposit credit

*Rent Post	This is actually a type of charge, not a credit/payment. This is used to identify transactions that were applied as a result of the AutoPost action

all other	Freeform text (up to 10 characters) such as a check or money order number

New Balance	This field contains the tenant's account balance, after this transaction was posted to their tenant card.

Action Line

There are two action available on the Transaction Detail screen:

ESC-Abort	This action will cancel this screen and return you to the Tenant Transactions selection menu.

F2-PrintReceipt	This action will print a duplicate tenant receipt for this transaction.

Duplicate Tenant Receipt

The tenant receipt (see , right) identifies all of the charges and credits to the tenants account for this transaction. The duplicate receipt differs from the original receipt (see on page ) in only two ways; the tenant receipt number is suffixed with a "(d)" and the message line is replaced by the text "** Duplicate Receipt **".

Tenant Re-Assign

The tenant reassignment pop-up box (see , right) is the result of the F10-Reassign action key being used on the Tenant Information screen (see on page ). The pop-up box suggests an available new tenant account number. You may use that number or override it with one of your own choosing. Once you've chosen the new tenant account number, press ENTER then TMS will change the tenant's account number. Pressing ESC will cancel the reassignment and return you to the Tenant Information screen.

Confirm Delete

The confirm delete screen (see , right) is displayed to confirm your intention to delete the selected tenant. If you proceed (by selecting YES), then all of the tenant's information, including their tenant card, will be deleted (the tenant's transactions will still remain in the respective daily journals). It is advisable to first print the tenant card and filing it before deleting the tenant from TMS. Select NO, to abort the delete function and return to the Tenant Information screen.

Rent Change Memo

The Rent Change Memo pop-up dialog box (see , right) is displayed when an update to the tenant information screen is about to change the amount of the tenant's rent. The rent change memo pop-up dialog box is used to record (as a memo entry on the tenant card) why the rent was changed and when it is to be effective.

Please note: the effective date is a comment only and does not have an effect on how TMS calculates the rent due. TMS uses the amount of the rent charge straight from the tenant card when rent is charged. If the rent change is to take affect next month, DO NOT update the tenant card before rent is collected for the current month.

Installation

Overview

The Tenant Management System installation is very straight forward and easy to accomplish. All of TMS is shipped to the end user on a single 3-1/2" diskette. The TMS installation diskette contains the TMS program itself, the license files, the installation program, and some sample files.

TMS MUST be installed using the following procedure. DO NOT simply copy the TMS files directly from the distribution/installation diskette. TMS will not function if it is not installed via the INSTALL program nor will it run from the distribution/installation diskette.

Installation Diskette Files

The installation diskette contains the following files:

Program Files

INSTALL.EXE	Installation Program

TMS.EXE	Tenant Management System Program

License Files

LICENSE.DOC	TMS License Agreement

LICENSE.TMS	TMS License Control File

Sample Files For Property 617

DJ92????.TMS	} Sample Daily Journal Files

PROPERTY.TMS	} Sample Property File

T617????.TMS	} Sample Tenant Files

Installation Steps

To install TMS:

1)	Real ALL instructions first

2)	Backup ALL existing TMS files to a diskette

3)	Insert the TMS distribution diskette into the "A" drive.

4)	Make the "A" drive the current drive by typing:	A:

Then press the ENTER key.

5)	Start the TMS installation program by typing:	INSTALL

Then press the ENTER key.

6)	If you created a new set of TMS data base files, follow the instructions to start up TMS and:

a)	Change the Manager password

b)	Setup the specific property information

c)	Add your tenants

Installation Program

The TMS installation program makes installing TMS easy. The next few pages illustrate the use of the TMS installation program and its options.

Opening Screen

The first screen of the TMS installation program (see , right) tells you that there are three different options to consider when installing TMS.

The first option installs TMS along with sample data base files. These sample files will permit you to learn to use TMS. The data in the TMS sample data base files correspond to the examples in this document.

The second option installs TMS when you already have an existing set of TMS data bases. This option will read the existing data files and perform and conversions that might be necessary to accommodate any file differences between TMS versions. If you plan to use this option, always backup the existing files first.

The third and final option installs TMS and creates a new set of TMS data bases. This option will delete any pre-existing TMS data bases and then create an empty set for the property number selected.

Press ENTER (CONTINUE) to proceed with the TMS installation (you'll actually pick which option you want to use a little bit later), or TAB to the EXIT button to abort the installation.

Source Directory

The TMS installation program must first be sure of the source of the TMS files to be installed. The TMS installation program displays the current directory as the default location. If you followed the instructions beginning on page , then the default should be "A:\". If not, make sure that the TMS installation program knows the proper source location of the TMS distribution files.

Press ENTER (CONTINUE) or TAB to the EXIT button and press ENTER to abort the installation.

License Information

This screen displays the TMS license information (license type, number, expiration date (if applicable), and owning company). It then prompts you to "sign" the license. Signing the license indicates that you have read and agreed to the TMS license agreement. The user name will then be placed into the TMS license file for this copy of TMS.

Enter your name, as you want it to be displayed later (up to 30 characters). When complete, press ENTER (OK), or you may TAB to the CANCEL button to abort the installation. The TMS license must be signed in order to complete the installation.

This screen only appears the first time the TMS installation diskette is used. This screen will be skipped in any subsequent installation since the license will already have been signed.

Destination

The TMS installation program needs to know where you want TMS installed on your PC. The default is "C:\TMS" (the TMS subdirectory off the root directory of the "C" drive). If this is not an acceptable location, you may change it to one that is. Then press the ENTER key (CONTINUE) to proceed with the TMS installation or TAB to the EXIT button and press ENTER to abort the installation. If the subdirectory on the drive that you selected does not currently exist, the TMS installation process will automatically create it for you.

Install Option

TMS is now ready for you to choose an installation option. TMS has looked at the directory that you specified as the installation destination. If the TMS installation program was able to find a valid TMS property file (PROPERTY.TMS), then the "Install with EXISTING..." option is enabled.

You can use either the mouse to click on the option that you want or use the DownArrow to move to the correct option and press the SPACE BAR to mark it. Once the correct option is marked, TAB (if necessary) to the CONTINUE button and press ENTER to proceed with the installation. You may also choose to TAB to the EXIT button and press ENTER to abort the TMS installation process. Finally, you can also use the mouse and "click" on the button that you want.

TAB to the option that you want and use the SPACE BAR to mark it. Then TAB to the CONTINUE button and press ENTER to proceed with the installation. You may choose to TAB to the EXIT button and press ENTER to abort the TMS installation process.

Installation Progress

The TMS installation program will display this pop-up to keep you apprised of the progress of the TMS installation. The status window shows which file is currently being copied (including its source and destination) and an overall estimated completion percentage for the TMS installation.

Property Number

, right, is displayed only if you chose the option to install TMS and create a new set of TMS data base files. If a previous set of TMS data base files were present, then the property number defaults to that number. Accept the property number or enter the appropriate three digit property number. Press ENTER (OK) to continue, or TAB to the CANCEL button to abort the installation process.

Final Instructions

, right, is the final screen of the installation process. It instructs you on the remaining "post installation" activities that you need to do before your TMS system is completely up and running. Please make a note of these instructions. Press ENTER (OK) at this point to acknowledge this screen and complete the TMS installation process.

Miscellaneous

TMS makes use of two optional environment variables. These environmental variables enable you to modify two TMS characteristics. Environmental variables are named values that programs have access to. These values are set before the program is started. For more information on environmental variables in general, please consult your operating system documentation (MS-DOS, PC-DOS, etc.).

TMSDATE

The TMSDATE environmental variable allows you to instruct TMS to use a posting date for the transactions that is different from the current date in the computer. This is an effective way to re-enter transactions that were lost due to a file problem (e.g. you restored the TMS files from two days ago and re-enter all transactions for yesterday and today). USE THIS WITH CAUTION. TMS will beep twice when you start the system using this override and as always the posting date is displayed on the screen. TMS will warn you if the date is before the date that TMS was last used. Other than that, TMS will not be able to protect you from entering transactions with dates that are before transactions that are already present in a tenants account.

The exact format of this environmental variable is:

SET TMSDATE=yyyymmdd

Where 'yyyy' is the year, 'mm' is the month, and 'dd' is the year.

Note: TMS does not validate this to be a valid year/month/day combination.

TMSLOGO

The TMSLOGO environmental variable permits you to customize the background of the Tenant Management System screen. The default is the "Tenant Management System" text. You can specify any text, up to 40 characters that will be spread across the screen (replacing the "Tenant Management System" text). Additionaly, a special string NOLOGO can be used to supress all background text, resulting in a plain blue background.

The exact format of this environmental variable is:

SET TMSLOGO=Tenant Management System	(default logo)

SET TMSLOGO=Florida Property Management, Inc.	(use company name)

SET TMSLOGO=NOLOGO	(blank blue screen)

How Do I?

Messages

The following messages appear in TMS as "pop up" windows when errors occur. For the most part, the messages themselves are intended to be descriptive and self explanatory. However, at times, space limitations prevent a full explanation.

TMS001D: File Error

PROPERTY.TMS file missing or corrupted.

Restore the PROPERTY.TMS file or reinstall TMS.

Press OK to abort TMS.

TMS was either unable to find the PROPERTY.TMS file in the current directory OR the PROPERTY.TMS file was not a valid PROPERTY.TMS file. The PROPERTY.TMS file is critical to the operation of TMS. You must either restore ALL of the TMS files or re-install TMS (resulting in an empty data base). This is a CRITICAL error. Recovery is required before continuing.

TMS002W: Date Error

Current date is less than previous date!

Current date = mm/dd/yyyy

Previous date = mm/dd/yyyy

Do you want to use the current date?

Select OK to continue, CANCEL to abort

TMS has detected an inconsistency in the system date. The current system date (or the date provided in the TMSDATE environment variable) is less than the last date that TMS was run (according to what was recorded in the PROPERTY.TMS file). This is not a critical error, but care should be taken before proceeding. If you continue, you could end up with date sequence abnormalities on the Tenant Cards.

TMS003D: Journal File Missing

Journal file 'DJyymmdd.TMS' not found.

Today's journal file MUST be restored before continuing.

Select OK to abort

TMS was not able to locate the Daily Journal File for the current posting date. TMS had previously recorded transactions for the current posting date. You must restore the missing journal before proceeding. The journal file is named DJyymmdd.TMS where 'yy' is the posting year, 'mm' is the posting month, and 'dd' is the posting day.

TMS004D: Journal File Error

Journal file 'DJyymmdd.TMS' record count does not match.

Today's journal file MUST be restored before continuing.

Select OK to abort

When TMS opened the daily journal file 'DJyymmdd.TMS' (where 'yy' is the posting year, 'mm' is the posting month, and 'dd' is the posting day) the number of journal entries that were supposed to be in the file and the number of journal entries that were actually in the file did not match. Possibly a copy of the journal file was restored that was not the most current. Restore the most current file, or restore all TMS files back to a point where all files were in sync and re-enter the transactions from that point forward.

TMS005W: AutoPost

You are about to post RENT DUE to

ALL selected accounts that have not

been posted yet this month. Are

you **SURE** you want to do this

Select YES to continue, NO to abort

You have selected the AutoPost action. The AutoPost action will automatically post the rent due to each of the tenants that are in the presently selected tenant list, that have not yet been charged rent for this month. If that is what you intend to do, then select the YES option to proceed. To cancel the AutoPost and return to the previous menu, simply select the NO option.

TMS006W: Confirm Delete

You are about to delete ALL records for Tenant:

ffffffffff llllllllllllllllllll

Are you sure you want to do this ???????

Select YES to proceed, NO to abort

You have selected the DELETE action for the named user. The delete action will delete all records for the user (except the entries that are in the daily journal files). If that is what you really want to do, select the YES button. If you don't want to delete this year at this time, select the NO button.

TMS007I: No HUD Records Found

No tenants with HUD payments

were found in the data base.

You selected HUD - Post HUD Payments from the TMS Main Menu and TMS was unable to locate any current tenants that have HUD co-payments indicated on their tenant cards.

TMS008I: No Records Found

No records were found on file that

matched your selection criteria.

Select OK to abort

No records were found on file that

matched your selection criteria.

Do you want to try another search?

Select YES to continue, NO to abort

A search was done of the TMS data base and no tenant records were found that matched the search criteria. In the first form of the message, the search was done as a result of requesting a specific tenant report to be printed. Since that report cannot be printed without records being selected by this search, your only option is to abort and print a different report. In the second form of this message, you requested the sort directly and thus you have the option of specifying a different search (maybe one that is less restrictive) or aborting your request.

TMS009I: No Tenants On File

There are no tenants on file

Use NEW to add tenant(s)

Select OK to continue

You requested to look at the tenants on the data base but their are no tenants. Use the NEW function to add one or more tenants to the TMS data base.

TMS010W: File Full

All tenant account numbers are in use.

You must delete one or more before

you can add any more tenants.

Select YES to proceed, NO to abort

You attempted to add a new tenant to the TMS data base but all of the tenant account numbers (there are 10,000 of them) are in use. You need to use the TENANT function to delete one or more tenants to make room for the one(s) that you are trying to add.

TMS011I: Tenant Account Number In Use

The tenant account number you entered is

already on file. Choose a different number or

use the TENANT function to View/Update/Delete

Select YES to choose another, NO to abort

You attempted to add a new tenant to the TMS data base but the tenant account number you are using is already in use by another tenant. You must either choose a different account number or remove the other tenant.

TMS012D: File Index Error

PROPERTY.TMS primary index is corrupted

You must restore/rebuild PROPERTY.TMS before

you can continue. Press OK to abort TMS.

The PROPERTY.TMS index has been corrupted. You cannot continue without repairing the file. This could be the result of a bad disk drive, or improperly exiting TMS. Restore all the *.TMS files and re-enter all of the transactions from that point forward. If this is not possible, contact your support/help contact for instructions on rebuilding the PROPERTY.TMS index.

TMS013W: TMS License Expiration Warning

* * * Warning * * *

The license for this copy of TMS

will expire in ?? days.

* * * Warning * * *

The license for this copy of TMS

will expire *TOMORROW*.

The TMS license you have is one that is only valid for a limited time (permanent licenses are available). Your license is about to expire. This message will begin appearing 30 days prior to the license expiration. This message has two forms. The first form warns you that you only have ?? days remaining before your TMS license expires. The second form warns you that this is your LAST day before the TMS license expires. Once the TMS license expires, your files will remain intact, but TMS will cease to function. You should re-new your license or acquire a permanent license.

TMS014D: TMS License Expired

* * * Warning * * *

The license for this copy of TMS

HAS expired.

The TMS license you have is one that is only valid for a limited time (permanent licenses are available). Yours has expired. You should re-new your license or acquire a permanent license. Your files remain intact, but TMS will not function until you acquire a valid license.

TMS015D: File Bad

LICENSE.TMS file is invalid.

This file is REQUIRED to run TMS.

This file must be restored.

The TMS license file has been corrupted (LICENSE.TMS). TMS requires the license file to be present and valid or TMS will not function. You must restore the TMS license file.

TMS016D: File Missing

* * * LICENSE.TMS is missing * * *

This file is REQUIRED to run TMS.

This file must be restored.

TMS was unable to locate the TMS license file (LICENSE.TMS) in the current directory. TMS requires the license file to be present and valid or TMS will not function. You must restore the TMS license file.

TMS017I: New Password Required

The current Manager password has expired.

A new Manager password is required.

Select YES to try again, NO to abort

The current Manager password has expired and a new one is now required. The Manager password expires approximately every 60 days of system use. Enter a new, valid, password (twice for verification). The new password must be at least six (6) characters in length, it cannot be the same as the previous/current password, and the first four (4) characters cannot be repetitive (e.g. AAAA).

TMS018I: New Password Failed Edit

The new password you entered does not meet the requirements

for a new password. The new password must be at least six

positions, it must be different from the current password,

and the first 4 positions cannot be the same (e.g. AAAA).

Select YES to try again, NO to abort

The new Manager password that you entered did not meet the minimum requirements for a password (see the text of message TMS017I, above). Enter a password that does meet the minimum password requirements.

TMS019I: New Password Validation Error

The new password you entered was not

entered identically twice. Please re-enter

the new password again so that it can be validated.

Select YES to try again, NO to abort

TMS requires you to enter the new password twice, to verify that it has been entered correctly (since TMS does not display the password on the screen). In this case, the two passwords do not match. You have made a keying error on one of them. Please re-enter the new Manager password, twice.

TMS020I: Password Error

The password you entered does not

match the current Manager password.

Select YES to try again, NO to abort

The password you enter for the Manager password is incorrect. Please re-enter the correct password to continue. If you have forgotten your password, you can call your support/help desk to obtain a master password that will permit you access to the system so that you can set a new password. The master password is only good for one day, so use it immediately and set a new password that you'll remember.

TMS021I: Too Many Daily Journal Files

There are in excess of 90 Daily Journal files in

the current directory. You need to archive some

of the older files off the disk. You may continue

by selecting YES to view only the Daily Journal

files for the current month, or select NO to abort.

You requested a list of all of the Daily Journal files. TMS found more than 90 Daily Journal files in the current directory. TMS can handle a maximum of 90 Daily Journal files. You should archive some of these files to a backup disk and delete them from the current directory. Daily Journal files are named 'DJyymmdd.TMS' (where 'yy' is the year, 'mm' is the month, and 'dd' is the day that this file contains postings for). You can choose to have TMS display only the Daily Journal files for the current month, by selecting YES.

TMS022I: No Journal Files

No Daily Journal Files could be found in

the current directory. Locate or restore

the Daily Journal Files (DJyymmdd.TMS).

Select OK to return to the Main Menu

You asked for a list of the Daily Journal files and TMS was unable to locate any of them in the current directory. Daily Journal files are created by TMS for each day that you have financial transactions. Move the Daily Journal files to the TMS directory, or restore them from a backup/archive. TMS can only handle up to 90 of these files at one time, so only restore the most recent ones that you will need to review.

TMS023I: Printer Error

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A printer error has occurred. '??????????????????????' describes the type of error that was detected. If the problem is correctable, then correct the printer problem and RETRY. If not, you can CANCEL the print.

Glossary

Automated Rent Posting

Automated rent posting is an action key option that is part of the RENT function. This action permits you to automatically post "rent due" to a number of tenants that have not made a rent payment yet for the current month. You have the full search capabilities to limit which tenants you want to do this posting for. There is no chance that rent will be charged to the same tenant twice in the same month (by this process).

AutoPost

See Automated Rent Posting.

Action Key

Action keys are special keys used by TMS to signal an immediate action that is to be taken. These keys include the function keys (F1 through F12), the ESC (escape) key, and the ENTER (on some keyboards labeled RETURN) key.

Action Line

The action line is the bottom line of the screen (line 25). The action line identifies which action keys are currently active and briefly what action would be taken if they are used.

Daily Journal

The daily journal is a daily record of all payments, charges, and other credits that affect any of the tenant accounts. A journal exists for each day that has activity. If no activity exists for any day, no journal is created. Each journal entry has a receipt number assigned to it.

Daily Report Number

The Daily Report Number is a sequentially assigned number that is assigned to each PAGE of each daily journal. A daily journal consists of a maximum of 29 transactions (each with a unique receipt number) per page. The daily report number is reset to one (1) on the first page of the first daily journal for the month.

HUD

Technically, HUD stands for Housing and Urban Development. It is a department within the Federal government. Specifically within TMS it refers to a program of HUD (sometimes called section 8) that provides for housing subsidy payments.

Property

The property is the apartment complex(s) that the tenants occupy that are being tracked by TMS.

Receipt Number

Each financial transaction is assigned a sequential receipt number. Each transaction, along with this number, is recorded in both the tenant's account (tenant card) and the daily journal.

Tenant

The tenant is the principle person or business entity that holds the lease on the apartment.

Tenant Card

The tenant card is a document that is part of a manual pegboard system that tracks all tenant payment activity and includes key information about each tenant (such as name, apartment, rent amount, balance, etc.). TMS uses this same metaphor to describe its record of each tenant's account.

Index

Action Key	37, 38, 40-44, 47, 58, 60, 62, 67, 68, 70, 75, 103

Action Line	3, 4, 16, 18, 21, 27, 34, 46, 55, 57, 58, 66, 70, 73, 103

Automated Rent Posting	2, 18, 103

AutoPost	21, 41, 44, 46, 60, 69, 72, 95, 103

Daily Journal	1-3, 9, 15-19, 21-23, 22, 24, 53, 54, 79, 94, 95, 101, 103, 104

Daily Report Number	10, 16, 25, 54, 103

DownArrow	3, 8, 13, 30, 45, 57, 85

END	3, 7, 10, 45, 57, 79, 93

ESC	2, 3, 13-19, 21, 25, 27, 29, 30, 34-36, 43, 44, 46, 47, 53, 55, 57-59, 61, 62, 66, 68, 70,

71, 73, 75-77, 103

F1	3, 103

F10	62, 67, 75, 76

F12	3, 103

F2	3, 15, 16, 62, 66, 67, 71, 73, 76

F3	15, 17

F4	14, 25, 27, 30, 34, 47, 53, 55, 62, 66, 76, 77

F5	43, 44, 57-59, 61

F6	46, 47, 57, 58

F7	62, 66, 68, 76

F8	62, 66, 76

F9	46

HOME	3, 6, 26, 30, 32, 45, 57, 62, 64, 75-77

HUD	2, 7, 8, 13, 14, 18, 21, 23, 24, 30, 33, 41, 44, 47, 48, 50, 60, 62, 65, 67-69, 72, 75-77,

95, 103

Main Menu	7, 8, 16, 27, 30, 34-36, 44, 46, 55, 58, 95, 101

Manager	7-10, 13, 25-27, 31, 34, 49, 52-54, 62, 63, 66-68, 74-77, 80, 88, 99, 100

Manager Active	7, 8, 13, 62, 68, 75-77

PageDown	3, 45, 57

PageUp	3, 45, 57

Password	25, 26, 80, 88, 99, 100

Print	3, 4, 7, 9, 15-17, 22, 23, 22, 24, 33, 35, 36, 64, 66, 67, 73, 76, 96, 101

Property Message	53, 54

Search	2, 10, 40, 41, 43-46, 57-61, 96, 103

Sort	2, 10, 37, 38, 40-42, 46, 47, 57, 58, 62, 96

Tenant Card	1-3, 18-21, 32-34, 43, 49-51, 59, 60, 63, 64, 66-68, 71, 72, 76, 77, 104

Tenant Receipt	10, 16, 18, 19, 25, 52, 71, 73, 74

Tenant Status	3, 20, 30, 31, 49, 63, 71

TMSDATE	7, 48, 88, 89, 93

TMSLOGO	89

UpArrow	3, 8, 13, 30, 45, 57