Tenant Management System User's Manual Version 01.31 Copyright 1992-1994, Lee A. Stoeckert All Rights Reserved Lee A. Stoeckert 2708 Spring Lake Drive Richardson, TX 75082-4238 COPYRIGHT NOTICE Tenant Management System, Version 01.31 Copyright 1992-1994, 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 Delinquency Balancing Report . . . . . . . . . . . . . . . . . .2 Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Tenant Receipts. . . . . . . . . . . . . . . . . . . . . . . . .3 Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Screen Commonality. . . . . . . . . . . . . . . . . . . . . . . . . .3 Menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 Consistent Key Usage . . . . . . . . . . . . . . . . . . . . . .4 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . .5 TMS Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . .5 Hardware Requirements. . . . . . . . . . . . . . . . . . . . . .5 Software Requirements. . . . . . . . . . . . . . . . . . . . . .6 Disk Space Requirements. . . . . . . . . . . . . . . . . . . . .6 Backups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 TMS License. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 TMS Main Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Posting Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Manager Active. . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Initial Setup Mode Active . . . . . . . . . . . . . . . . . . . . . 12 Main Menu Choices . . . . . . . . . . . . . . . . . . . . . . . . . 13 ABOUT - About TMS. . . . . . . . . . . . . . . . . . . . . . . 13 BACKUP - Backup The TMS Files. . . . . . . . . . . . . . . . . 13 DELINQ - Delinquency Balancing Reports . . . . . . . . . . . . 13 EXTRACT - Create Extracts For Offline Processing . . . . . . . 14 GROUP - Post HUD/GROUP Payments. . . . . . . . . . . . . . . . 14 INVOICE - Create Tenant Invoices . . . . . . . . . . . . . . . 14 JOURNALS - View Daily Journals . . . . . . . . . . . . . . . . 14 MANAGER - Manager Sign In. . . . . . . . . . . . . . . . . . . 15 NEW - Add New Tenant(s). . . . . . . . . . . . . . . . . . . . 15 PRINT - Print Reports. . . . . . . . . . . . . . . . . . . . . 15 READY - Set TMS to LIVE Mode . . . . . . . . . . . . . . . . . 15 RENT - Rent Charges/Payments . . . . . . . . . . . . . . . . . 16 SETUP - Setup TMS. . . . . . . . . . . . . . . . . . . . . . . 16 TENANT - View/Update/Delete Tenant(s). . . . . . . . . . . . . 16 EXIT - Exit Tenant Management System . . . . . . . . . . . . . 16 ABOUT - About TMS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 BACKUP - Backup The TMS Files. . . . . . . . . . . . . . . . . . . . . . 19 TMS File Backup Overview. . . . . . . . . . . . . . . . . . . . . . 19 TMS File Backups. . . . . . . . . . . . . . . . . . . . . . . . . . 20 Offsite Storage . . . . . . . . . . . . . . . . . . . . . . . . . . 20 TMS File Restore. . . . . . . . . . . . . . . . . . . . . . . . . . 21 DELINQ - Delinquency Balancing Reports . . . . . . . . . . . . . . . . . 23 Delinquency Balancing Reports / List. . . . . . . . . . . . . . . . 23 Column Headings. . . . . . . . . . . . . . . . . . . . . . . . 23 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 24 Delinquency Balancing Report / Individual View. . . . . . . . . . . 25 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 27 Delinquency Balancing Report / Print. . . . . . . . . . . . . . . . 28 EXTRACT - Create Extracts For Offline Processing . . . . . . . . . . . . 29 What's An Extract?. . . . . . . . . . . . . . . . . . . . . . . . . 29 Extract Selection Menu. . . . . . . . . . . . . . . . . . . . . . . 30 Extract / All Tenants By Unit Number . . . . . . . . . . . . . 30 Extract / Selected Tenants By Unit Number. . . . . . . . . . . 31 Extract / Selected Tenants w/ Non-Zero Balances. . . . . . . . 32 Extract / Selected Tenants By Lease Expiration Date. . . . . . 33 GROUP - Post GROUP/HUD Payments. . . . . . . . . . . . . . . . . . . . . 35 GROUP/HUD Payments Selection & Overview . . . . . . . . . . . . . . 35 HUD Tenant Selection Menu . . . . . . . . . . . . . . . . . . . . . 36 HUD Check Number. . . . . . . . . . . . . . . . . . . . . . . . . . 37 Corporate/Group Code. . . . . . . . . . . . . . . . . . . . . . . . 38 Corporate/Group Tenant Selection Menu . . . . . . . . . . . . . . . 39 Corporate/Group Check Number. . . . . . . . . . . . . . . . . . . . 40 INVOICE - Create Tenant Invoices . . . . . . . . . . . . . . . . . . . . 41 Invoice Day Range Selection Menu. . . . . . . . . . . . . . . . . . 41 Invoice Tenant Selection Menu . . . . . . . . . . . . . . . . . . . 42 Tenant Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . 43 JOURNALS - View Daily Journals . . . . . . . . . . . . . . . . . . . . . 45 Daily Journal Selection Menu. . . . . . . . . . . . . . . . . . . . 45 Column Headings. . . . . . . . . . . . . . . . . . . . . . . . 46 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 48 Daily Journal View. . . . . . . . . . . . . . . . . . . . . . . . . 49 Columns Headings . . . . . . . . . . . . . . . . . . . . . . . 49 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 50 Daily Journal Entry Detail. . . . . . . . . . . . . . . . . . . . . 51 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 53 Daily Journal Print . . . . . . . . . . . . . . . . . . . . . . . . 54 Daily Bank Deposit. . . . . . . . . . . . . . . . . . . . . . . . . 56 MANAGER - Manager Sign In. . . . . . . . . . . . . . . . . . . . . . . . 57 Manager Sign In . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 59 NEW - Add New Tenant(s). . . . . . . . . . . . . . . . . . . . . . . . . 61 New Tenant Account Number . . . . . . . . . . . . . . . . . . . . . 61 New Tenant Information - Tenant Status. . . . . . . . . . . . . . . 62 New Tenant Information. . . . . . . . . . . . . . . . . . . . . . . 62 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 66 New Tenant Billing Address. . . . . . . . . . . . . . . . . . . . . 67 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 68 PRINT - Print Reports. . . . . . . . . . . . . . . . . . . . . . . . . . 69 Report Selection Menu . . . . . . . . . . . . . . . . . . . . . . . 69 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Tenant List / By Unit Number . . . . . . . . . . . . . . . . . 70 Tenant List / By Last Name . . . . . . . . . . . . . . . . . . 71 Tenant List / By Account Number. . . . . . . . . . . . . . . . 72 Tenant List / By Lease Expiration Date . . . . . . . . . . . . 73 Tenant List / Tenants With Non-Zero Balances . . . . . . . . . 74 Tenant List / Current Tenants Who Haven't Been Charged Rent This Month . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Tenant List / All Previous Tenants . . . . . . . . . . . . . . 75 Tenant List / Security Deposit Required vs Received. . . . . . 76 Tenant List / Current Tenants Who Haven't Made A Payment This Month . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Tenant List / By Unit Number w/ Balances . . . . . . . . . . . 77 Tenant List / By Day Rent Due. . . . . . . . . . . . . . . . . 77 READY - Set TMS To LIVE Mode . . . . . . . . . . . . . . . . . . . . . . 79 Ready . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 RENT - Rent Charges/Payments . . . . . . . . . . . . . . . . . . . . . . 81 Rent - Search Value(s). . . . . . . . . . . . . . . . . . . . . . . 81 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Action Keys. . . . . . . . . . . . . . . . . . . . . . . . . . 82 Tenant Selection Menu . . . . . . . . . . . . . . . . . . . . . . . 83 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 84 Sort Tenant List. . . . . . . . . . . . . . . . . . . . . . . . . . 85 Rent Charges/Payments . . . . . . . . . . . . . . . . . . . . . . . 86 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Other Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Tenant Receipt. . . . . . . . . . . . . . . . . . . . . . . . . . . 91 SETUP - Setup TMS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Select Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Property Information. . . . . . . . . . . . . . . . . . . . . . . . 94 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 95 Tenant Receipt Information. . . . . . . . . . . . . . . . . . . . . 96 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 97 Control Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 98 Run-Time Options. . . . . . . . . . . . . . . . . . . . . . . . . . 99 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .100 Setup Available Printers. . . . . . . . . . . . . . . . . . . . . .105 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .105 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .107 Late Fee Options. . . . . . . . . . . . . . . . . . . . . . . . . .108 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .108 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .110 TENANT - View/Update/Delete Tenant(s). . . . . . . . . . . . . . . . . .111 Tenant File Maintenance . . . . . . . . . . . . . . . . . . . . . .111 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .111 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .112 Tenant Search . . . . . . . . . . . . . . . . . . . . . . . . . . .113 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .113 Action Keys. . . . . . . . . . . . . . . . . . . . . . . . . .115 Tenant Sort . . . . . . . . . . . . . . . . . . . . . . . . . . . .116 Tenant Information. . . . . . . . . . . . . . . . . . . . . . . . .117 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .117 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .120 Tenant Card . . . . . . . . . . . . . . . . . . . . . . . . . . . .122 Tenant Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . .123 Tenant Transactions . . . . . . . . . . . . . . . . . . . . . . . .124 Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . .124 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .126 Transaction Detail. . . . . . . . . . . . . . . . . . . . . . . . .126 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .126 Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .128 Duplicate Tenant Receipt. . . . . . . . . . . . . . . . . . . . . .129 Tenant Billing Address. . . . . . . . . . . . . . . . . . . . . . .130 Tenant Re-Assign. . . . . . . . . . . . . . . . . . . . . . . . . .131 Confirm Delete. . . . . . . . . . . . . . . . . . . . . . . . . . .132 Rent Change Memo. . . . . . . . . . . . . . . . . . . . . . . . . .133 Miscellaneous. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135 TMSDATE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135 TMSLOGO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136 Prompt For Printer Selection. . . . . . . . . . . . . . . . . . . .136 Prompt For File Name. . . . . . . . . . . . . . . . . . . . . . . .137 Report Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . .138 TMS System Limitations. . . . . . . . . . . . . . . . . . . . . . .138 TMS Disk Files . . . . . . . . . . . . . . . . . . . . . . . .139 Other Charges. . . . . . . . . . . . . . . . . . . . . . . . .139 Daily Reports Per Delinquency Balancing Report . . . . . . . .140 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141 Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141 Installation Diskette Files. . . . . . . . . . . . . . . . . .141 Installation Steps . . . . . . . . . . . . . . . . . . . . . .143 Installation Program. . . . . . . . . . . . . . . . . . . . . . . .143 Opening Screen . . . . . . . . . . . . . . . . . . . . . . . .144 Source Directory . . . . . . . . . . . . . . . . . . . . . . .145 License Information. . . . . . . . . . . . . . . . . . . . . .146 Destination. . . . . . . . . . . . . . . . . . . . . . . . . .147 Install Option . . . . . . . . . . . . . . . . . . . . . . . .148 Installation Progress. . . . . . . . . . . . . . . . . . . . .149 Property Number. . . . . . . . . . . . . . . . . . . . . . . .149 Final Instructions . . . . . . . . . . . . . . . . . . . . . .150 Appendix A - Messages. . . . . . . . . . . . . . . . . . . . . . . . . .151 Appendix B - Feedback To The Author. . . . . . . . . . . . . . . . . . .173 Appendix C - Common Problems & Solutions . . . . . . . . . . . . . . . .175 Printing Problems . . . . . . . . . . . . . . . . . . . . . . . . .175 Graphic Print Characters . . . . . . . . . . . . . . . . . . .175 Appendix D - Default Printer Initialization Codes. . . . . . . . . . . .177 IBM ProPrinter XL . . . . . . . . . . . . . . . . . . . . . . . . .177 Epson FX-80 . . . . . . . . . . . . . . . . . . . . . . . . . . . .177 HP LaserJet II Series . . . . . . . . . . . . . . . . . . . . . . .178 HP DeskJet 500/500C . . . . . . . . . . . . . . . . . . . . . . . .178 Panasonic 1124. . . . . . . . . . . . . . . . . . . . . . . . . . .178 Appendix E - Code Page . . . . . . . . . . . . . . . . . . . . . . . . .179 Appendix F - Windows PIF File . . . . . . . . . . . . . . . . . . . . .181 Appendix G - Glossary. . . . . . . . . . . . . . . . . . . . . . . . . .183 Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187 List Of Figures Figure 1 - TMS Main Menu - Normal Mode {Screen}. . . . . . . . . . . . . 11 Figure 2 - TMS Main Menu - Initial Setup Mode {Screen} . . . . . . . . . 11 Figure 4 - ABOUT Information Box {Screen}. . . . . . . . . . . . . . . . 17 Figure 5 - TMS File Backups {Screen} . . . . . . . . . . . . . . . . . . 20 Figure 5 - Delinquency Balancing Reports / List {Screen} . . . . . . . . 23 Figure 6 - Delinquency Balancing Report / Individual View {Screen} . . . 25 Figure 7 - Delinquency Balancing Report / Print {Report} . . . . . . . . 28 Figure 8 - Extract Selection Menu {Screen} . . . . . . . . . . . . . . . 30 Figure 9 - Select Tenants For Unit Number Extract {Screen} . . . . . . . 31 Figure 10 - Select Tenants For Non-Zero Balances Extract {Screen}. . . . 32 Figure 11 - Select Tenants For Lease Expiration Date Extract {Screen}. . 33 Figure 12 - Select HUD or Corporate/Group Payment Posting {Screen} . . . 35 Figure 13 - HUD Tenant Selection Menu {Screen} . . . . . . . . . . . . . 36 Figure 14 - HUD Check Number {Screen/Pop-Up} . . . . . . . . . . . . . . 37 Figure 15 - Corporate/Group Code Selection Menu {Screen/Pop-Up}. . . . . 38 Figure 17 - Corporate/Group Tenant Selection Menu {Screen} . . . . . . . 39 Figure 18 - Corporate/Group Check Number {Screen/Pop-Up} . . . . . . . . 40 Figure 18 - Invoice Day Range Selection Menu {Screen}. . . . . . . . . . 41 Figure 19 - Invoice Tenant Selection Menu {Screen} . . . . . . . . . . . 42 Figure 20 - Tenant Invoice {Report}. . . . . . . . . . . . . . . . . . . 43 Figure 21 - Daily Journal Selection Menu {Screen}. . . . . . . . . . . . 45 Figure 22 - Daily Journal View {Screen}. . . . . . . . . . . . . . . . . 49 Figure 23 - Daily Journal Entry Detail {Screen}. . . . . . . . . . . . . 51 Figure 24 - Daily Journal Print (Left Half) {Report} . . . . . . . . . . 54 Figure 26 - Daily Journal Print (Right Half) {Report}. . . . . . . . . . 55 Figure 27 - Daily Bank Deposit Print {Report}. . . . . . . . . . . . . . 56 Figure 27 - MANAGER Sign In {Screen} . . . . . . . . . . . . . . . . . . 57 Figure 28 - New Tenant Account Number {Screen} . . . . . . . . . . . . . 61 Figure 29 - New Tenant Information - Tenant Status {Screen}. . . . . . . 62 Figure 31 - New Tenant Information {Screen}. . . . . . . . . . . . . . . 62 Figure 31 - Tenant Billing Address {Screen}. . . . . . . . . . . . . . . 67 Figure 32 - Report Selection Menu {Screen} . . . . . . . . . . . . . . . 69 Figure 34 - Tenant List / By Unit Number {Report}. . . . . . . . . . . . 70 Figure 35 - Tenant List / By Last Name {Report}. . . . . . . . . . . . . 71 Figure 36 - Tenant List / By Account Number {Report} . . . . . . . . . . 72 Figure 37 - Tenant List / By Lease Expiration Date {Report}. . . . . . . 73 Figure 38 - Tenant List / Tenants With Non-Zero Balances {Report}. . . . 74 Figure 39 - Tenant List / Current Tenants Who Haven't Been Charged Rent This Month {Report}. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Figure 40 - Tenant List / All Previous Tenants {Report}. . . . . . . . . 75 Figure 41 - Tenant List / Security Deposit Required vs Received {Report} 76 Figure 42 - Tenant List / Current Tenants Who Haven't Made A Payment This Month {Report}. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Figure 43 - Tenant List / By Unit Number w/ Balances {Report}. . . . . . 77 Figure 43 - Tenant List / By Day Rent Due {Report} . . . . . . . . . . . 77 Figure 44 - Rent Charges/Payment Search {Screen} . . . . . . . . . . . . 81 Figure 46 - Tenant Selection Menu {Screen} . . . . . . . . . . . . . . . 83 Figure 46 - Tenant List Sort {Screen/Pop-Up} . . . . . . . . . . . . . . 85 Figure 48 - Tenant Account - Rent/Charges/Payments (with HUD) {Screen} . 86 Figure 48 - Other Charges {Screen} . . . . . . . . . . . . . . . . . . . 90 Figure 49 - Tenant Receipt {Report}. . . . . . . . . . . . . . . . . . . 91 Figure 50 - Select Setup {Screen}. . . . . . . . . . . . . . . . . . . . 93 Figure 52 - Property Information {Screen}. . . . . . . . . . . . . . . . 94 Figure 52 - Tenant Receipt Information {Screen}. . . . . . . . . . . . . 96 Figure 54 - Control Numbers {Screen} . . . . . . . . . . . . . . . . . . 97 Figure 54 - Run-Time Options {Screen}. . . . . . . . . . . . . . . . . . 99 Figure 55 - Setup Available Printers {Screen}. . . . . . . . . . . . . .105 Figure 56 - Late Fee Options {Screen}. . . . . . . . . . . . . . . . . .108 Figure 58 - Tenant File Maintenance {Screen} . . . . . . . . . . . . . .111 Figure 58 - Tenant Search {Screen/Pop-Up}. . . . . . . . . . . . . . . .113 Figure 59 - Tenant Sort {Screen/Pop-Up}. . . . . . . . . . . . . . . . .116 Figure 61 - Tenant Information {Screen}. . . . . . . . . . . . . . . . .117 Figure 61 - Tenant Card {Report} . . . . . . . . . . . . . . . . . . . .122 Figure 62 - Tenant Invoice {Report}. . . . . . . . . . . . . . . . . . .123 Figure 64 - Transactions For Account {Screen}. . . . . . . . . . . . . .124 Figure 64 - Transaction Detail {Screen}. . . . . . . . . . . . . . . . .126 Figure 65 - Duplicate Tenant Receipt {Report}. . . . . . . . . . . . . .129 Figure 66 - Tenant Billing Address {Screen/Pop-Up} . . . . . . . . . . .130 Figure 68 - Tenant Re-Assign {Screen/Pop-Up} . . . . . . . . . . . . . .131 Figure 69 - Tenant Delete {Screen/Pop-Up}. . . . . . . . . . . . . . . .132 Figure 70 - Tenant Rent Amount Update {Screen/Pop-Up}. . . . . . . . . .133 Figure 70 - Prompt For Printer Selection {Screen/Pop-up} . . . . . . . .136 Figure 71 - Prompt For File Name {Screen/Pop-up} . . . . . . . . . . . .137 Figure 73 - TMS Report Viewer {Screen/Pop-up}. . . . . . . . . . . . . .138 Figure 74 - TMS Installation Opening {Screen}. . . . . . . . . . . . . .144 Figure 75 - TMS Installation Source Directory {Screen} . . . . . . . . .145 Figure 76 - TMS Installation License User {Screen} . . . . . . . . . . .146 Figure 77 - TMS Installation Destination {Screen}. . . . . . . . . . . .147 Figure 78 - TMS Installation Options {Screen}. . . . . . . . . . . . . .148 Figure 79 - TMS Installation Progress {Screen} . . . . . . . . . . . . .149 Figure 79 - TMS Installation Property Number {Screen}. . . . . . . . . .149 Figure 81 - TMS Installation Final Instructions {Screen} . . . . . . . .150 Figure 82 - Contents Of TMS.PIF (TMS Windows PIF File) . . . . . . . . .181 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). Additionally, TMS can save you money in the cost of forms alone. The typical "peg board" system forms are preprinted forms, TMS makes it's own forms using plain paper. 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. Delinquency Balancing Report The Delinquency Balancing Report tracks the total outstanding/unpaid balance of the property's tenant accounts. Each Delinquency Balancing Report begins with the delinquency balance from the previous report, adds receipts and charges from each daily journal, and results in a new/current delinquency. You can use this report to easily track where your property stands in it's collection of rent and other charges. Invoices Invoices can be generated for a specific tenant, for a group of tenants, or for all tenants at once. The invoices are often used to bill tenants for rent coming due (this is particularly useful when the person responsible for the rent is not living in the unit), or they can be used as a reminder of balances due. 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 81). 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 111). 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 to standard printers, reports can be sent to a file or can be viewed on the screen. Most of the information available on the reports can also be obtained using the search and sort features of the tenant file maintenance function. 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. Thus, you can easily get up and running with TMS with a very small initial investment. Hardware Requirements TMS requires an IBM compatible PC to run on. There is no restriction on which processor. TMS will run on an 8086 up through a Pentium, basically any 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 supports the IBM ProPrinter, the EPSON FX-80, the HP LaserJet Series II, the Panasonic 1124 and the HP DeskJet 500/500C printers. You may find that many other printers can be used using one of these common printer settings (many printers have an emulation mode for one of the above printers). You may also add your own printer to TMS (or customize the printer controls used by TMS). In order to do this, you will need to review the printer manual that came with your printer and construct the printer "escape codes" necessary to put the printer into the right modes. Use the Available Printers selection, part of the SETUP function, to define or alter the printer escape codes used by TMS for printer control. 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 lose 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 < 16k 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 lose one or more of your files. Hard disks fail (either totally or take "hits" that can render one or more files unusable). Beginning with Version 01.12 of TMS, TMS included it's own backup function. The TMS backup function is a simple backup implementation to copy your TMS data files to a floppy drive. The TMS backup function includes both a "nag" feature (to gently remind you when it's time to do a backup) and an automatic feature (that will start the backup automatically for you). The TMS backup feature DOES NOT REPLACE the need for you to perform regular backups of your critical files. The TMS backup feature ONLY backs up the critical TMS data files. Be sure you have a backup of the other TMS files (such as your program and license files), plus any and all other important files (such as form letter models you use with TMS extracts). In addition to the TMS backup feature for the TMS data files, 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). You may choose to use any of these utilities in addition to, or in place of the TMS backup feature. It is also highly advisable that you institute an off-site backup procedure on a weekly (minimum) basis. It does little good to take regular backups, if all of the backups are located in the same room or building where your PC is and a local disaster strikes (such as a fire). PC hardware can be replaced and/or repaired. Your data is much harder to recover, especially if it contains several months, or even years of tenant history. 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 License LICENSE TO USE AGREEMENT Lee A. Stoeckert grants to the Purchaser and Purchaser accepts a nontransferable and nonexclusive license to use, on a single computer, Tenant Management System (TMS) and accompanying materials provided to Purchaser by Lee A. Stoeckert. Purchaser is hereby licensed only to read the program from its medium into the memory of a single computer solely for the purpose of executing the program. Lee A. Stoeckert shall have the right to terminate this license if purchaser violates any of its provisions. Purchaser agrees that the TMS and accompanying materials are the property of Lee A. Stoeckert and that Lee A. Stoeckert shall maintain title to and ownership of TMS at all times. Purchaser agrees to make no more than one (1) working copy and one (1) backup copy of TMS for their personal use only. Except as indicated above, TMS may not, in whole or part, be copied, reproduced, translated, or distributed to other parties. TMS and accompanying materials are sold with an unconditional 30 day money back guarantee. If for any reason you are not completely satisfied with TMS return all materials to your original place of purchase within 30 days of your purchase date for a full refund less a $10.00 restocking fee. Lee A. Stoeckert makes no warranties of any kind, expressed or implied, with respect to the quality, performance, accuracy, or fitness of TMS for any particular purpose. Lee A. Stoeckert assumes no responsibility for any decisions made or actions taken on the part of the Purchaser because of the use of the TMS. In no event shall Lee A. Stoeckert, or any of his representatives, be liable for any loss of profit or any other damages, including but not limited to special, incidental, consequential or other damages, arising out of the use or inability to use this product - even if Lee A. Stoeckert or an authorized agent of such has been advised of the possibility of such damages - or for any claim by any other party. Tenant Management System (TMS) Copyright 1992-1994 - Lee A. Stoeckert All Rights Reserved Lee A. Stoeckert reserves the right to make changes, enhancements and improvements to TMS at any time and without notice. TMS Main Menu Main Menu The TMS Main Menu is the root or starting point for all functions within the Tenant Management System. The TMS Main Menu can take on any one of three forms. The TMS Main Menu is dynamically built so as to only display the functions that are currently valid. The most common one (see Figure1, right) is when all functions are enabled. If the current day's Daily Journal has been closed, the functions that permit posting new transactions to the journal (such as RENT and GROUP) are removed. The third version of the TMS Main Menu is seen only when you are initially setting up a new property. The "Initial Setup" version (see Figure 2, right) of the TMS Main Menu does not permit posting any transactions or viewing any Daily Journals or Delinquency Balancing Reports (since they don't yet exist). The "Initial Setup" TMS Main Menu does have one additional function, READY, which is used to take TMS out of the "Initial Setup" mode and into the LIVE mode (see READY beginning on page 79). 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 57) 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. Initial Setup Mode Active The presence of this indicator in the top left hand corner of the screen (where the posting date would normally occur, indicates that TMS is currently in the "Initial Setup Mode". While in this mode, Tenant accounts can be easily changed, including the tenant balances and rent amounts. This mode is only available when a new TMS data base has been initialized. Once this mode has been turned off, via the READY function, it cannot be turned back on. Main Menu Choices The TMS main menu has thirteen possible selections (not all will be available at all times). 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 17) for more information. BACKUP - Backup The TMS Files This selection is used to backup the TMS data files. It will not backup your LICENSE.TMS or TMS.EXE (or other non-TMS files in the TMS directory). This selection, will also, upon successful completion of the backup, permit you to do some file maintenance, such as purging old Daily Journal files and compressing/re-organizing your PROPERTY.TMS file. See the BACKUP section (beginning on page 19) for more information. DELINQ - Delinquency Balancing Reports This section is used to display, print and close out Delinquency Balancing Reports. Using this selection, you can view and print the current Delinquency Balancing Report as well as previous Delinquency Balancing Reports. See the DELINQ section (beginning on page 23) for more information. EXTRACT - Create Extracts For Offline Processing This section is used to create extracts from the TMS data base for input to other programs, such as word processors. By using this function, combined with a word processor, you can easily generate letters and/or labels to/for all or selected tenants. See the EXTRACT section (beginning on page 29) for more information. GROUP - Post HUD/GROUP Payments This selection is used to update tenant accounts when a HUD/GROUP or other type of check is received that applies to more than one tenant account. Since this type of check typically applies to more than one tenant, this selection allows you to select which tenant account(s) the check applies to, and verify the amount. If a HUD/GROUP check is received for a single tenant account, it could be posted to that tenant's account as a normal payment. However, since HUD/GROUP checks are marked uniquely by this process (for later reporting) all HUD/GROUP payments should be posted through this process. See the GROUP section (beginning on page 35) for more information. The GROUP checks will typically apply to apartments that are rented in mass by a corporate or other business (normally to house visiting personnel). Please note: In the context of TMS, HUD specifically refers to HUD Section 8 walk-in tenants ONLY. INVOICE - Create Tenant Invoices This selection is used to select tenants and print invoices for them. In some cases, you may have agreements with tenants (particularly commercial ones) that require you to bill a tenant for the rent due. This feature will allow you to do just that. Of course, you can also use this feature to invoice tenants that have past due balances. JOURNALS - View Daily Journals This selection is used to view, print, and close 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 45) 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 57) 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 61) 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 69) for more information. READY - Set TMS to LIVE Mode This selection is used to change the tell TMS that all of the initial tenant setup work has been done and that you are now ready to "Go Live" with the system. Changing to the live or normal mode, enables additional functions. However, it also disables your ability to make changes to the Tenants' balance and to change the Tenants' rent, without it being posted as a change on the tenant card. See the READY section (beginning on page 79) 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 81) for more information. SETUP - Setup TMS This selection is used to setup information about the rental property and how TMS is to perform it's duties. The property 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). This function permits you to define a message that will be printed on each Tenant Receipt, in fact, to customize the up to four lines of text on the Tenant Receipt. These lines could be used to remind or inform your tenants of upcoming events (anything from parking lot repairs & pool closing to tenant gatherings/parties/meetings). Finally, the SETUP function is where you define how many and what types of printers you have connected to your system. See the SETUP section (beginning on page 93) 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 111) 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 Figure 3, 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. BACKUP - Backup The TMS Files TMS File Backup Overview As mentioned earlier, backing up your TMS data files is a very important part of running this system successfully. Computers are suspectable to failures that can cause your data to be lost. Hard disks fail or get permanent errors on parts of them (usually the part with the most important piece of data you have). Power outages while using the computer can leave your files in a corrupted state. Human error can also cause problems that result in you needing to restore your files from a backup copy. Your TMS data files are inter-related to each other. Information about tenants is contained in multiple files, and these files must stay in sync with each other. You cannot just "do without" a particular file without running the risk of loosing data or having to re-enter data that was lost. The backup facility provided by TMS is a simple backup. It will copy all of your TMS data files (e.g. your PROPERTY.TMS, REPORTS.TMS, DJyymmdd.TMS and Tppptttt.TMS files). The backup DOES NOT copy any other files that might be present in your TMS directory (such as TMS.EXE, LICENSE.TMS, or other files such as extracts, documentation, or word processing documents). The TMS backup facility will do the following: 1) Use either the "A" drive or "B" drive for the backup target drive. 2) Delete any files (with permission) on the target drive if it is not already empty. TMS will delete all files and all subdirectories except for files marked as SYSTEM files. If TMS finds a SYSTEM file in any directory except for the root directory, it will stop and ask for another diskette. 3) TMS will copy all TMS data files to the target diskette, into a subdirectory off the root called "\TMSBACK". DOS does not permit the root directory to hold an unlimited number of files, but does not have the same limitation on a subdirectory. 4) TMS will place a DOS BAT file (named TMSLOAD.BAT) in the root directory of the diskette. This BAT file can be used to restore the TMS data files to the ORIGINAL directory on the hard drive if needed. TMS cannot be running when this restore takes place. 5) Depending on the options specified in the Run-Time Options in SETUP (see Run-Time Options beginning on page 99 for more details), TMS will also: a) Delete all Daily Journals that are more than three months old. b) Re-organize / compress your PROPERTY.TMS file. The PROPERTY.TMS file can become larger than necessary if you've recently deleted a large number of tenants. A re-org of the PROPERTY.TMS file will also remove any records that are in error (this can happen if TMS is not exited normally). TMS File Backups The TMS File Backups screen (see Figure 4, right) is displayed while TMS is backing up the TMS data files. This screen shows the total number of files and bytes that TMS is going to backup and the current number of files and bytes that have been backed-up. Below that is the name of the current file being backed up. Finally, TMS also displays a moving bar gage so that you can monitor the overall progress of the TMS file backup process. Offsite Storage At least weekly, if not nightly, a backup copy of your TMS data files should be removed offsite. If a disaster were to strike, such as a fire, your back-ups are worthless if they are destroyed as well. Good data processing procedures include taking a copy of your critical files offsite, at least weekly. The best procedure would be to take a copy of your TMS files to a bank safe deposit box. However, at a minimum, you should take a copy home with you (unless you live in the same building). TMS File Restore The TMS data files are placed on the diskette in their native state. Thus, they are usable as they are, without the need for any special restore utility. As a convenience, TMS will place a DOS BAT file on the diskette to aid you in restoring the files to their original subdirectory on the hard drive. However, you may use any facility that you wish that will move the files (e.g. COPY, XCOPY, etc.). Keep in mind that the TMS data files are a SET. That is, they should always be backed up and restored in whole, not individually. This is especially important to make note of if a single backup requires multiple diskettes. DELINQ - Delinquency Balancing Reports Delinquency Balancing Reports / List The Delinquency Balancing Report screen (see Figure 5, right) provides a summary of the most recent twelve Delinquency Balancing Reports. The list is provided "most recent first". Column Headings There are four columns of information displayed for each Delinquency Balancing Report: Date This column is the month and year that this Delinquency Balancing Report is for. It is possible to have more than one report for the same month, but they will cover different periods of the month. Previous DRN/Delinq This column contains information that has been carried over from the previous Delinquency Balancing Report. Specifically, this column has the highest/last Daily Report Number (taken from the Daily Journal) and the delinquency amount (to date). Last DRN/Delinq This column contains the current/final information for this Delinquency Balancing Report. Specifically, this column has the highest/last Daily Report number (taken from the Daily Journal) and the delinquency amount (to date). Status This column indicates the status of this Delinquency Balancing Report. There are two valid statuses: Active This indicates that the Delinquency Balancing Report has not been completed. The next Daily Journal to be closed will be added to this Delinquency Balancing Report. There can only be one Active Delinquency Balancing Report. Complete This indicates that this Delinquency Balancing Report has been completed and balanced with the Tenant files. Action Line There are four actions available from this menu: ESC-Abort This action key will end this function and return you to the TMS Main Menu. F2-PrintReport This action key will cause the currently selected/highlighted Delinquency Balancing Report to be printed. F9-CloseReport This action key will cause the currently selected/highlighted Delinquency Balancing Report to be balanced (i.e. compared with the actual tenant accounts) and closed. A new Delinquency Balancing Report will be created (possibly replacing an existing one if there are already twelve or more). ENTER-View This action key will cause the currently selected/highlighted Delinquency Balancing Report to be displayed in detail. Delinquency Balancing Report / Individual View The individual view of the Delinquency Balancing Report (see Figure 6, right) contains twelve fields, five of which are scrollable . Like the other TMS scrollable screens, use the UpArrow and DownArrow and/or the PageUp and PageDown to scroll through the entries in the list. Fields There are seven fields of information displayed for each Delinquency Balancing Report: Month/Year This is the month and year that this Delinquency Balancing Report is for. It is possible to have more than one form for the same month, but they will cover different periods of the month. Status There are two valid statuses for the Delinquency Balancing Report: Active This indicates that the Delinquency Balancing Report has not been completed. The next Daily Journal to be closed will be added to this Delinquency Balancing Report. There can only be one Active Delinquency Balancing Report. Complete This indicates that this Delinquency Balancing Report has been completed and balanced with the Tenant files. Previous/Beginning Delinquency This is the delinquency amount that has been carried over from the previous Delinquency Balancing Report. Thru DRN This is the highest/last Daily Report Number (DRN) from the previous Delinquency Balancing Report. Note: The Daily Report Number is reset to 1 at the start of each new month. Totals These are the totals of the columns F-D and columns 2+3 from the individual Daily Journals that were posted to this Delinquency Balancing Report. New/Current Delinquency This is the delinquency amount as of the end of this Delinquency Balancing Report. This amount is derived by taking the beginning delinquency adding the totals of columns F-D and subtracting the totals of columns 2+3. Columns The Delinquency Balancing Report / Individual View contains a scrollable list of the information from the Daily Journals that have been posted to it. There is a maximum of 31 Daily Journals per Delinquency Balancing Report, nine of which are displayed on the screen at one time. There are five columns of data: Seq This is the sequence number of the entry within this Delinquency Balancing Report. This number can be from 1 to 32 and indicates the order that this entry was posted to this Delinquency Balancing Report. Day This is the day of the month that this posting (Daily Journal) represents. DRN This is the Daily Report Number for the Daily Journal that this posting represents. Please note that a Daily Journal may contain multiple Daily Reports (a Daily Report number is assigned to each PAGE of the Daily Journal). Columns F-D This is the total from the Daily Journal for columns F-D. Columns 2+3 This is the total from the Daily Journal for columns 2+3. Action Line There are two actions available from this menu: ESC-Abort This action key will abort this screen and return you to the Delinquency Balancing Reports / List screen. ENTER-Back This action key will end this screen and return you to the Delinquency Balancing Reports / List screen. Delinquency Balancing Report / Print The Delinquency Balancing Report / Print (see Figure 7, right) is a printed version of the individual view. It lists all of the Daily Report Numbers (from the Daily Journals) that were posted to this report and their totals. EXTRACT - Create Extracts For Offline Processing What's An Extract? Extracts are useful for creating mailings to your tenants. Extracts can be used for mass mailings (e.g. to every tenant) such as newsletters, special events, or maintenance notices. Or they can be used for selective mailings, such as lease expiration notices or pay-or-vacate notices. The extract function creates an ASCII (character) file of selected information from the tenant files. The extract files are in a form known as "Comma Separated Variables" or CSV for short. This format is common and easy to use by your word processing programs as input to their merge or mail/merge functions. When doing a mail/merge, you can use one or all of the fields supplied in the extract file, thus the extracts can be used for multiple purposes. Extract Selection Menu The Extract Selection Menu (see Figure 8, right) gives you the choice of four different extracts. All of the extracts except one (All Tenants By Unit Number) give you a secondary selection screen to choose which specific tenants (meeting the required criteria) you want to include in the extract file. TMS will prompt you for the file name (and optional path) for the extract (see Prompt For File Name beginning on page 137 for more details). This will permit you to run multiple extracts for multiple purposes while in TMS, without needing to exit to your word processor between extracts. Extract / All Tenants By Unit Number This extract file is a complete list of all tenants, in unit number sequence. This extract is ideal for times when you want to create letters or mailing labels for every tenant in the complex. As with all extracts, the extract file is ASCII text, in comma separated variable format. This extract file contains three fields in each record. They are; TenantFirstName, TenantLastName, Unit. Extract / Selected Tenants By Unit Number This selection will display a secondary screen (see Figure 9, right) which will contain a list of all tenants. Use the INSert and DELete keys to mark the tenants you want included in the extract file. The CTRL key, when used in conjunction with the INSert or DELete key acts as an ALL key. Thus CTRL-INS marks all of the entries and CTRL- DEL unmarks all entries. The extract file will contain the selected tenants, in unit number sequence. This extract is ideal for times when you want to create letters or mailing labels for selected tenants in the complex. As with all extracts, the extract file is ASCII text, in comma separated variable format. This extract file contains three fields in each record. They are; TenantFirstName, TenantLastName, Unit. Extract / Selected Tenants w/ Non-Zero Balances This selection will display a secondary screen (see Figure 10, right) which will contain a list of all tenants that currently have non-zero account balances. Use the INSert and DELete keys to mark the tenants you want included in the extract file. The CTRL key, when used in conjunction with the INSert or DELete key, acts as an ALL key. Thus, CTRL-INS marks all entries in the list and CTRL-DEL unmarks all entries in the list. This extract file is the selected list of tenants, in unit number sequence, with non-zero balances. This extract is ideal for times when you want to create pay-or-vacate notifications.. As with all extracts, the extract file is ASCII text, in comma separated variable format. This extract file contains six fields in each record. They are; TenantFirstName, TenantLastName, Unit, BalanceDue, MonthlyRentalCharges, DueNextMonth (DueNextMonth is the sum of BalanceDue plus MonthlyRentalCharges, if the tenant actually has a positive balance, the DueNextMonth would be less than the MonthlyRentalCharges). Extract / Selected Tenants By Lease Expiration Date This selection will display a secondary screen (see Figure 11, right) which will list all of the tenants, in lease expiration date sequence. Use the INSert and DELete keys to mark the tenants you want to include in the extract file. You can use the CTRL key in conjunction with the INSert or DELete key as an ALL key. Thus, CTRL-INS will mark all entries in the list and CTRL-DEL will unmark all entries in the list. This gives you the flexibility of deciding how far in advance you want to mail lease expiration notices. As with all extracts, the extract file is ASCII text, in comma separated variable format. This extract file contains four fields in each record. They are; TenantFirstName, TenantLastName, Unit, LeaseExpirationDate. GROUP - Post GROUP/HUD Payments GROUP/HUD Payments Selection & Overview Figure 12, right is the secondary selection menu for the Post GROUP/HUD Payments function. Use this menu to select HUD or Corporate/Group payment posting. Group (or Corporate) payments and HUD (Section 8 housing subsidy payments from the US Government) while very different in purpose, are very similar from a payment posting perspective. In both cases, we are getting one check that is to be applied to the accounts of a number of tenants/individual units. You will notice that each will have some uniqueness to it, but the approach is very much the same for both. You will be given a list of tenant accounts that could be recipients of the check that you will select from. As you select each tenant, a running total will be kept in the lower right hand corner of the screen. You can use this to insure that the tenants you are selecting do indeed add up to the amount of the check. Following your selection, you'll be asked for the check number that is being posted. That's it! TMS will take care of the rest. Each selected account will be credited for the appropriate amount (their portion of the check). When TMS applies the funds (either HUD or Corporate/Group) to each account, TMS will also charge the account for the current months rent and other charges, if the account has not already been charged this month. However, this process will NOT charge any late fees to the account. If you want to charge late fees to these accounts (and they have not yet been charged rent this month), first charge them for their rent (and late fees) using the RENT function, then use the appropriate HUD or Corporate/Group posting to credit them for the actual payments. Alternatively, you can use the RENT function after doing the HUD or Corporate/Group posting to individually charge the appropriate tenant accounts with late fees. HUD Tenant Selection Menu The HUD Tenant Selection Menu (see Figure 13, 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. You may also use the CTRL key in conjunction with the INSert or DELete key (hold down the CTRL key while pressing the INSert or DELete key). When used this way, CTRL-INS marks all of the entries in the list. CTRL-DEL unmarks all of the entries in the list. Marked accounts have an arrow or "wedge" character preceding the unit number. The sum of the HUD amounts for each of the marked accounts is maintained in the "HUD Check Total" box in the lower right hand corner of the screen. Once you have marked all of the accounts that the check applies to, press the ENTER key. HUD Check Number This pop-up box (right) is the final step before the check is posted to the selected tenant accounts. 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 you need to go back and change the tenants selected, press ESC to go back to the HUD tenant selection menu. Corporate/Group Code The Corporate/Group Code pop-up (right) gives you the opportunity to select which tenant group to view to select the appropriate accounts to receive credit for the Corporate/Group payment. The asterisk (*) is a wild card character. Thus, a response of "AA" would return all tenants that have a group code of "AA", where a response of "A*" would return all tenants that had a group code of "AB", "AC", "A1", "AX", etc, or a response of "*A" would return all tenants that have a group code of "AA", "BA", "1A", etc. Corporate/Group Tenant Selection Menu The Corporate/Group Tenant Selection Menu (see Figure 16, right) provides you with a means for selecting which tenant accounts are to be credited with a Corporate/Group payment. The menu lists only the tenants whose tenant cards reflect a Group Code that matches the search argument that you entered on the previous screen (note " " and "**" will match all group codes). The tenant's unit, last name and total rent amount are displayed. Using the information provided by the Corporate/Group payee (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. You may also use the CTRL key in conjunction with the INSert or DELete key to turn them into ALL keys. Thus, the CTRL-INS (when pressed together) marks all entries in the list. Likewise, the CTRL-DEL key sequence unmarks all entries in the list. Marked accounts have an arrow or "wedge" character preceding the unit number. The sum of the Corporate/Group amounts for each of the marked accounts is maintained in the "Check Total" box in the lower right hand corner of the screen. Once you have marked all of the accounts that the check applies to, press the ENTER key. Corporate/Group Check Number This pop-up box (right) is the final step before the check is posted to the selected tenant accounts. Enter the Corporate/Group 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 check number (and/or other information) press F4 to apply the payment to the marked tenant account(s). If you need to go back and change the tenants selected, press ESC to go back to the Corporate/Group tenant selection menu. INVOICE - Create Tenant Invoices The INVOICE function is used to produce invoices for one or more tenants. The invoices are typically used for billing the tenant prior to their rent becoming due. However, the invoices can also be used to notify a tenant of a balance due. Invoice Day Range Selection Menu Figure 18 (right) is the Invoice Day Range selection menu. You use this menu as the first step in selecting the tenants to be invoiced. On this menu, you specify the starting 'Day Rent Due' day and the ending 'Day Rent Due' day. The default is today's day plus 10 days. The beginning day may be later in the month than the ending day. In such a case, the days would be wrapped (i.e., if you specified a beginning day of the 20th and an ending day of the 10th, all tenants with due days from the 20th thru the 31st and all tenants with due days from the 1st thru the 10th would be selected). You may also have the beginning day and the ending day the same, to select only one day. After you have filled in the days, press the F5 key to begin the data base search. Invoice Tenant Selection Menu Figure 19 (right) is a list of the tenants that were selected, based on the rent due day range specified on the previous screen. The tenant's account number, unit, last name, current balance and total rent amount are displayed. 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. You may also use the CTRL key in conjunction with the INSert or DELete key to turn them into ALL keys. Thus, the CTRL-INS (when pressed together) marks all entries in the list. Likewise, the CTRL-DEL key sequence unmarks all entries in the list. Marked accounts have an arrow or "wedge" character preceding the unit number. Once you have marked all of the accounts that you want to generate invoices for, press the ENTER key. Tenant Invoice Figure 21 (right) is a sample of a printed tenant invoice. The printed tenant invoice reflects what the tenant should pay, when making their next payment. This includes any current balance, plus new charges. It also alerts the tenant to any possible late charges (if you use this option) and when the late charges will be assessed. 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. Regular use of the BACKUP function's "Delete Old Journals" option will prevent this from happening. 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 active/closed status and the print status of each Daily Journal. The status consists of two settings. The first setting is an indication of the files active/closed status. An "Active" Daily Journal is on that could still have transactions posted to it and one that has not been posted to a Delinquency Balancing Report. A Daily Journal that is "Closed" is one that cannot have new transactions added to it and one that has been posted to a Delinquency Balancing Report. The second setting 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". The combination of these two statuses makes it simple to keep track of which Daily Journals have been completed and printed. Action Line There are five 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. F9-CloseJournal Close the currently highlighted Daily Journal. This action will post the totals from the highlighted Daily Journal file to the current Delinquency Balancing Report. The Daily Journal files must be posted in the same order that they were created. The Daily Journal file with a daily report number of 1 must be posted to a new Delinquency Balancing Report. ENTER-View 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 111). 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 *Grp Pymnt Corporate/Group 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 Figure 24, right) and then TMS prints the right side (see Figure 25 on page 55). 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 various Run-Time options. - The ability to change the control numbers (such as the Daily Report Number). - The ability to override out-of-balance and out-of-sequence conditions when closing the Daily Journal and the Delinquency Balancing Report. 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 MANAGER. 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 (if your company purchased licenses for multiple properties) and by the TMS author. 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 Figure 28 (right) 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 Figure 29 (right) is 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 Figure 30 (right) is the new tenant information screen, without the tenant status pop-up list opened. Fields There are twenty-seven fields on this screen of tenant information. 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). Day Rent Due This field contains the day of the month that this tenant's rent is due. This field is used for rent posting, calculating late fees, and invoicing. 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. The ONLY time you can directly change this field is when TMS is in "Initial Setup Mode". 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 81) or by deleting and re-adding the tenant (which will delete all of the tenant's payment history from their tenant card) and sets the tenant's balance to zero. Group Code This two position field is optional and is intended to be used to group tenant accounts together that are part of a corporate or group payment plan. However, it could be used to group tenant accounts together for other purposes. It's only use in TMS is for tagging tenant accounts for later retrieval by the SEARCH function. Rent Charged Thru This field contains the last month and year that this tenant was charged rent for. The ONLY time you can directly change this field is when TMS is in "Initial Setup Mode". This field is mostly informational, but is helpful when initially setting up TMS to indicate that the tenant has already been charged rent for the current month (and is thus reflected already in their beginning balance, if any). 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 is the first of three fields that can be used for any monthly charges. The text/contents of this field is set in the Run-Time Options of the SETUP function. The default use of this field is to account for any carport/garage fees that the tenant is charged monthly for. Storage This is the second of three fields that can be used for any monthly charges. The text/contents of this field is set in the Run-Time Options of the SETUP function. The default use of this field is for any storage space that the tenant is being charged for. Other This is the third of three fields that can be used for any monthly charges. The text/contents of this field is set in the Run-Time Options of the SETUP function. The default use of this field is to record any other miscellaneous monthly charges. 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 three 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. F9-Addr This action will produce the Billing Address screen. This screen will permit you to supply a billing address for this tenant, should the tenant's billing address be other than the unit being rented. New Tenant Billing Address Figure 31 (right), is the new tenant information screen, without the tenant billing address pop-up screen opened. Fields There are five fields on this screen of tenant billing address. TMS supplies a default value for the first line of the billing address (the Tenant's first and last names). This line can be changed as needed, and up to four additional lines can be used to supply a billing address for the tenant. 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 New Tenant Information Screen. F4-Add This action will update the tenant's billing address and return you to the New Tenant Information Screen. PRINT - Print Reports Report Selection Menu The report selection menu (see Figure 32, 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. Reports There are ten 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 111). 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 111). 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 111). 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 111). 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, balance, and phone number. If a hardcopy report is not needed, this information is also available via the TENANT function (see the TENANT section beginning on page 111). 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 111). 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 111). 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. Tenant List / By Unit Number w/ Balances This report contains a list of all tenants, in unit number order, and what their current balance is (if any). Tenant List / By Day Rent Due This report contains a list of all tenants, in order by the day of the month that their rent is due. READY - Set TMS To LIVE Mode Ready READY is a very special, ONE TIME function. It is used to signal TMS that you have finished setting up your TMS files (mainly your tenants and their account balances) and that you are now ready to "open TMS for business". Prior to running READY, you are locked out of TMS functions that post activity to tenant accounts. These functions are RENT and HUD. In addition, since no account posting is being done, there are no Daily Journals or Delinquency Balancing Reports, so the JOURNAL and DELINQ functions are also not available. Prior to running READY, TMS is in "Initial Setup Mode". While in this mode, you have a some abilities that you won't have once TMS enters "live" mode. Mainly, you can directly change the balance of any tenant's account, just by changing the amount on their Tenant Card (which you can't do after TMS enters production mode). Also, you can change the rent amount on the Tenant Card without creating a log entry on the Tenant Card indicating the rent was changed. The purpose of this mode is to make it easy to setup all of your tenants before going "Live" with TMS. The READY function will scan all of the Tenant accounts and initialize the first Delinquency Balancing Report (with the current delinquency amount). It will also mark the system as being "live" which will enable the above mentioned functions. Once you've executed the READY function, it will disappear from the TMS Main Menu. READY is IRREVERSIBLE. Once you've run it, putting TMS into "production" mode, there is no going back without starting over from a new install. 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 111 for more information). Fields There are seven 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 This is the unit number for the tenant. If you are looking for a specific unit number, filling in the six position value 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. Tenant Name 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. Account Number 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. Select Tenants With An Account Balance 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. Select Tenants Who Haven't Been Charged Rent 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. Which Tenants The default, "1" selects only CURRENT tenants. A "2" will select only PREVIOUS tenants. A "3" will select both CURRENT & PREVIOUS tenants. Which Group Code The default, " " selects ALL groups and tenants without a group code on their tenant card (as does the wild card "**"). You can use the group code to limit the tenants selected as part of this search. 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 Figure 45, 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 eight 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. DD This column contains the tenant's day rent due (i.e. the day of the month that the rent is due from this tenant) 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. 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 five 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 Figure 47, 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, fourteen 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 93). 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. Day Rent Due This is the day of the month that rent is due from this tenant. If the day is beyond the number of days in the current month (i.e. day 31 of February), TMS treats the day rent due as the last day of the current month. 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. Other Charges The Other Charges pop-up window (see Figure 48, right) lets you enter up to three extra charges to a tenant's account. If more than three are needed, you will have to create two receipts (sets of charges). If you change your mind, simple chose the first item in the list "None" and that will erase the entry. TMS will automatically add Other Charges for Taxes and Miscellaneous if they appear on the Tenant Card as part of the tenant's monthly rent charges. Depending on how the late fee options are set (as part of the SETUP function), TMS may also add Late Fees to this account (if they are applicable). If TMS adds these items as Other Charges, you will not be able to alter them or remove them from the Tenant's Receipt. If it is necessary to remove them, you will need to abort this transaction, go to the Tenant Card and remove the Other Charges from their monthly charges. 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 tenant's account. It also contains a message line (taken from the Property Setup, see the SETUP section beginning on page 93). Duplicate receipts are printable via the TENANT function (see the TENANT section beginning on page 111). SETUP - Setup TMS Select Setup The SETUP function is used to define information that is unique to this property and TMS installation. For ease of use, SETUP is broken up into six areas or types of information. Some of the information is only changeable when the MANAGER security level is active. In all cases, all of the information is viewable. Figure 50, right, is the first screen of the SETUP function, from it you choose which type of information you want to view or update. Property Information Figure 51, right, is the Property Setup screen. This screen contains general information about the property being managed (manager's name, property name, address, etc.). There is also a place to put a short message to your tenants. This message will be printed on all of the receipts (originals only). Fields There are nine 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. "()_ "). 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. TMS will "center" the text that you enter for this field and re-display it that way on this screen. 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 Select SETUP menu. F4-Update This action will take the information that you have entered and will update the property information. Tenant Receipt Information Figure 52, right, is the Tenant Receipt Information screen. This screen contains information about the management company that runs this property. This information can only be changed when the MANAGER security level is active. This message will be printed on all of the receipts. Fields There are three different fields on this screen. All of them are printed on the tenant's receipt produced by TMS. Receipt Company Name/Address These two lines are used to fill in the company name and address as you want them to appear on the Tenant Receipt. TMS will "center" the text that you enter into these two fields and re-display it that way on this screen. Receipt Slogan/Motto This line will also be printed on the Tenant Receipt and is intended to be used as a company slogan or motto. It could be used for any other information that you want to place on the Tenant Receipt as well. TMS will "center" the text that you enter into this field and re-display it that way on this screen. 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 Select SETUP menu. F4-Update This action will take the information that you have entered and will update the tenant receipt information. This action is only available if the MANAGER security level is currently in affect. Control Numbers Figure 53, right, is the Control Numbers screen. This screen contains the current values for the two "control" numbers used by TMS (the next receipt number and the next Daily Report number). This information can only be changed when the MANAGER security level is active. Fields There are two different fields on this screen. These control fields are sequence numbers that are assigned to documents created by TMS. 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. Be very careful about changing this value. This is a control field that is used to sequence check the Daily Journals as they are posted to the Delinquency Balancing Report. If the Daily Report Numbers are out of sequence or have a gap, you will have to force the posting and balancing of the Delinquency Balancing Report. 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 Select SETUP menu. F4-Update This action will take the information that you have entered and will update the control numbers. This action is only available if the MANAGER security level is currently in affect. Run-Time Options Figure 54, right, is the Run-Time Options screen. This screen contains the current values for the eight run time values used by TMS. Run-Time Options/Values are settings that will affect the way TMS runs. These values could be changed while TMS is running to affect the operation of TMS for a short time. This information can only be changed when the MANAGER security level is active. Fields There are ten different fields on this screen. These fields set run time options for TMS. Daily Journal Print / Column 3/4 Usage This run-time option defines the usage of the column on the Daily Journal that sits between the Rent and Other Payments and the Reference columns. This run-time option has four choices: Not Used The column will not contain any data. Subsidy Payback The column will contain amounts that were posted as subsidy payback. These amounts WILL NOT be included in the amounts in column 2. Miscellaneous The column will contain amounts that were posted as miscellaneous charges. These amounts will be included in the amounts in column 2 and are listed here as a MEMO only. Taxes The column will contain amounts that were posted as taxes. These amounts will be included in the amounts in column 2 and are listed here as MEMO only. Automatic Close (DJ/DR) This run-time option sets whether TMS will automatically close the Daily Journals (posting them to the Delinquency Balancing Report) when TMS detects a new business day. This also controls whether TMS will automatically close the current Delinquency Balancing Report when TMS detects the start of a new month. This run-time option has three choices: Yes TMS is to automatically close the Daily Journals and Delinquency Balancing Reports. No TMS is NOT to automatically close the Daily Journals and Delinquency Balancing Reports. Don't Use TMS is not to use the Delinquency Balancing Report. Maximum Days Before Back-Up Warning This run-time option sets the number of days that TMS will wait between backups, before it starts to warn the user that it is time for a backup. The value of this field must be between 01 and 30. Persistence Level The persistence level tells TMS how persistent it should be when it comes to warning the TMS user that it's time for a backup to be taken. 0 No Warnings This setting essentially disables the warnings feature of TMS. Regardless of the number of days set or the number of days since the last backup, no warning messages or other actions will be taken by TMS. 1 At Startup Only If the number of days since the last backup is greater than or equal to the "Maximum Days" field (above), a warning message is issued by TMS each time TMS is started, until a backup is completed. 2 Every 20 Functions If the number of days since the last backup is greater than or equal to the "Maximum Days" field (above), a warning message is issued by TMS at startup and every 20th time the Main Menu is displayed, until a backup is completed. 3 Every Function If the number of days since the last backup is greater than or equal to the "Maximum Days" field (above), a warning message is issued by TMS at startup and every time the Main Menu is displayed, until a backup is completed. 4 Forced At Startup If the number of days since the last backup is greater than or equal to the "Maximum Days" field (above), TMS will start the backup function at startup. Purge Old Daily Journal Files After Backup This option controls whether or not old (more than two months old) Daily Journal files will be deleted from the TMS directory AFTER they have been successfully backed up. Y Yes Old Daily Journal files will AUTOMATICALLY be deleted after a backup has been successfully completed. N No Old Daily Journal files will not be deleted after a backup has been successfully completed. A Ask After successful completion of the backup, TMS will ask if old Daily Journal files are to be deleted (if any were present). Re-org Property Data Base After Backup This option controls whether or not the PROPERTY.TMS file will be re-organized AFTER a successful backup. Re- organizing the PROPERTY.TMS file will remove unused records (see Re-org in the Glossary, beginning on page 41,183, for more details). Y Yes The PROPERTY.TMS file will AUTOMATICALLY be re-organized after a backup has been successfully completed. N No The PROPERTY.TMS file will not be re-organized after a backup has been successfully completed. A Ask After successful completion of the backup, TMS will ask if the PROPERTY.TMS file should be re- organized. File Integrity Option TMS does it's best to always ensure the integrity of it's files. However, a problem can occur when TMS adds to it's files and does not get a chance to properly close them (usually due to a power failure). In order to avoid these problems, TMS does close and re-open all of it's files each time the Main Menu is displayed. However, there are other times where there may be an exposure, particularly if you are adding a lot of tenants or posting several entries to the Daily Journal file. This option gives you the ability to have TMS close the affected files after each new record is added, thus forcing DOS to flush the file buffers and update the hard drive. However, on slower machines, this may affect the overall performance of TMS. This option let's you choose which mode to run TMS in. Y Yes TMS will close each file after it adds a record to the file (e.g. when the file size increases). N No TMS will continue to only close the files when the Main Menu is displayed (this is the way TMS functioned prior to release 01.20). Optional Monthly Charge 1 Title This field is the text that is displayed to represent the first of three optional monthly charges. This field is global (i.e. the text is the same for all accounts). The default value for this field is "Carport". Optional Monthly Charge 2 Title This field is the text that is displayed to represent the second of three optional monthly charges. This field is global (i.e. the text is the same for all accounts). The default value for this field is "Storage". Optional Monthly Charge 3 Title This field is the text that is displayed to represent the third of three optional monthly charges. This field is global (i.e. the text is the same for all accounts). The default value for this field is "Other". Setup Available Printers The Setup Available Printers function is actually a two window pop-up (see Figure 55, right). The top pop-up window lists all four of the potential printer ports (LPT1 through LPT4) and their current printer assignment (including Printer Port Not In Use). The bottom pop-up window contains the printer values assigned to the selected printer port. Fields There are seven different fields on this screen. These fields make up the printer definition for the selected printer port. Printer Description This field is a text description of the printer. This text can be changed to anything that is meaningful to you (i.e. "the printer on the left"). Normal Printer Specifications Initialization String This field contains the printer control characters that TMS is to send to the printer for "normal mode" printing (typically prints that will fit in 80 characters or less). This string is sent to the printer by TMS at the beginning of each print job. The string is displayed in Hexadecimal (base 16). Be sure to carefully review your printer documentation before making any changes to this string. See Appendix D - Default Printer Initialization Codes (beginning on page 177) for details of the default strings. Maximum Characters Per Line This value is the number of characters (i.e. print positions) that can fit on a single line on your printer in "normal mode". If you specify a value that is larger than can actually fit on the print line you may loose some of the data on the line. Specifying a value too small may cause some of your reports that could be printed in "normal mode" to be printed in "condensed mode". Maximum Lines Per Page This value represents the number of lines that can fit on a page in "normal mode". Specifying a value larger than will actually fit on the page will cause print lines to flow beyond the bottom of the page (your actual results will vary depending on how your printer handles this condition). Specifying a value that is too small will limit the number of lines on the page causing extra "white space" at the bottom of the page, and causing you to need more paper than may otherwise be required (this may actually be desirable in some cases, to give you room to make notes on the paper). Condensed Print Specifications Initialization String This field contains the printer control characters that TMS is to send to the printer for "condensed mode" printing (typically prints that will fit in 96 characters or less). This string is sent to the printer by TMS at the beginning of each print job. The string is displayed in Hexadecimal (base 16). Be sure to carefully review your printer documentation before making any changes to this string. See Appendix D - Default Printer Initialization Codes (beginning on page 177) for details of the default strings. Maximum Characters Per Line This value is the number of characters (i.e. print positions) that can fit on a single line on your printer in "condensed mode". If you specify a value that is larger than can actually fit on the print line you may loose some of the data on the line. Maximum Lines Per Page This value represents the number of lines that can fit on a page in "condensed mode". Specifying a value larger than will actually fit on the page will cause print lines to flow beyond the bottom of the page (your actual results will vary depending on how your printer handles this condition). Specifying a value that is too small will limit the number of lines on the page causing extra "white space" at the bottom of the page, and causing you to need more paper than may otherwise be required (this may actually be desirable in some cases, to give you room to make notes on the paper). Action Line The action line contains three active keys: ESC-Abort This action will cancel the current function and return you to the printer port selection menu. F4-Update This action key will update this printer port entry with the information on the screen. F7-List This action will give you a list of the default printer types supported by TMS. Selecting one of these printer types will result in all of the fields being filled in with the default values for the selected printer type. This action key is only available when you are positioned on the Printer Description field. Late Fee Options 57, right, is the Late Fee Options screen. This screen contains the current values for the five Late Fee values used by TMS. Late Fee options/values are settings that will affect the way TMS runs. These values could be changed while TMS is running to affect the operation of TMS for a short time. This information can only be changed when the MANAGER security level is active. Fields There are five different fields on this screen. These fields set late fee options for TMS. Charge Late Fee This option controls whether or not TMS will charge each tenant account a Late Fee when calculating rent. Y Yes TMS will automatically charge the default Late Fee to each tenant's account rent charges are calculated N No TMS will not charge the default Late Fee to each tenant's account. A Ask TMS will ask if a Late Fee should be charged to the selected tenant's account. Late Fee Is Calculated As This tells TMS how to calculate the Late Fee. There are three options: Fixed Amount TMS will add a late fee of a fixed amount to each account that a late fee is due. The fixed amount is set by the next field on the screen. % Of Current Month's Charges TMS will calculate the late fee as a percentage of the charges/rent due for the current month. The percentage is obtained from the next field on the screen. % Of Balance Due TMS will calculate the late fee as a percentage of the total balance due from this tenant. The balance due is AFTER adding this month's current charges. The percentage is obtained from the next field on the screen. Late Fee Amount This is either the "fixed amount" to be used as the late fee, or a percentage to be used to calculate the late fee (depending on which option is selected for the previous field on the screen). Days Past Due Before Late Fee Charged This tells TMS the number of days of grace period you want extended to a tenant, past their Day Rent Due date before a late fee is assessed to their account. Late Fee If Partial Payment This tells TMS if you want a late fee charged to an account that has made a payment against their balance, but has not paid their account in full. Action Line The action line contains two active keys: ESC-Abort This action will cancel the current function and return you to the SETUP menu. F4-Update This action key will update the Late Fee Options and return you to the SETUP menu. TENANT - View/Update/Delete Tenant(s) Tenant File Maintenance The tenant file maintenance menu (see Figure 57, 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 eight 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. DD This column contains the day of the month that the rent is due from this tenant. 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 113. 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 Figure 58, 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 81). 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 nine fields in the search pop-up. The first seven fields are treated as "AND" fields. The last two fields, working together, are "ANDed" with the first seven 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 This is the unit number for the tenant. If you are looking for a specific unit number, filling in the six 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. Tenant Name 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. Account Number 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. Select Tenants With An Account Balance 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. Select Tenants Who Haven't Been Charged Rent 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. Which Tenants The default, "1" selects only CURRENT tenants. A "2" will select only PREVIOUS tenants. A "3" will select both CURRENT & PREVIOUS tenants. Which Group Code The default, " " selects ALL groups and tenants without a group code on their tenant card (as does the wild card "**"). You can use the group code to limit the tenants selected as part of this search. Beginning 'Day Rent Due' Date This field describes the starting day of the month that rent is due to be selected. If nothing is entered for the next field, this day will be used to select tenants whose rent is due on this specific day. Otherwise, the tenants whose rent is due on this day thru the day specified in the next field will be selected. If both this field and the next field are left blank, then 'Day Rent Due' will not be used to select tenants. Ending 'Day Rent Due' Date This field describes the ending day of the month that rent is due to be selected. If nothing is entered for the previous field, this day will be used to select tenants whose rent is due on this specific day. Otherwise, the tenants whose rent is due on the day in the previous field thru the day specified in this field will be selected. If both this field and the previous field are left blank, then 'Day Rent Due' will not be used to select 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 Figure59, 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 81). 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 (Figure 60) 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-eight 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). Day Rent Due This is the day of the month that rent is due from this tenant. Home Phone This field is for the tenant's phone number. The tenant's phone number is up to 14 characters long (allowing room for an area code as well as any formatting characters you may want to include). Outstanding Balance This field is the tenant's current outstanding balance. This field cannot be changed (unless in Initial Setup Mode). To change this amount you will need to use the "correction to balance" under the RENT function (see the RENT section beginning on page 81). Group Code This two position field is optional and is intend to be used to group tenant accounts together that are part of a corporate or group payment plan. However, it could be used to group tenant accounts together for other purposes. It's only use in TMS is for tagging tenant accounts for later retrieval by the SEARCH function. Rent Charged Thru This field contains the last month and year that this tenant was charged rent for. The ONLY time you can directly change this field is when TMS is in "Initial Setup Mode". This field is mostly informational, but is helpful when initially setting up TMS to indicate that the tenant has already been charged rent for the current month (and is thus reflected already in their beginning balance, if any). 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 81). 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 eight possible actions available from this screen: ESC-Abort This action will cancel the current function and return you to the Tenant Selection Menu. F2-Card 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). F3-Inv This action will create/print an invoice for this tenant. This invoice will include any current balance plus any charges for the upcoming period. F4-Update This action will take the information that you have entered and will create the new tenant's tenant card. F7-Trans 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. F9-Addr This action is used to bring up the address box for this tenant. This box permits you to specify up to five lines of mailing address for this tenant. This is useful in cases where the tenant that is responsible for the rent does not actually live on the property (i.e., they have a different mailing/billing address). F10-ReAsgn 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 Figure 61, right, is a sample of a printed tenant card. This print is the result of using the F2-Card action key on the Tenant Information Screen (see Figure 60 on page 117). 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 Invoice Figure 63 (right) is a sample of a printed tenant invoice. This print is the result of using the F3-Inv action key on the Tenant Information Screen (see Figure 60 on page 117). The printed tenant invoice reflects what the tenant should pay, when making their next payment. This includes any current balance, plus new charges. It also alerts the tenant to any possible late charges (if you use this option) and when the late charges will be assessed. Tenant Transactions Figure 63, 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 Figure 60 on page 117). 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 *Grp Pymnt Corporate/Group 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 Figure 60 on page 117). ENTER-ViewHighlighted Pressing the ENTER action key will bring up the Transaction Detail screen (see Figure 64 on page 126) for the currently highlighted transaction. This action is not available for the BALANCE FORWARD or MEMO transactions. Transaction Detail The Transaction Detail screen (see Figure 64, right) contains the details for the transaction selected from the Tenant Transactions screen (see Figure 63 on page 124). 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 *Grp Pymnt Corporate/Group 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 Figure 65, right) identifies all of the charges and credits to the tenant's account for this transaction. The duplicate receipt differs from the original receipt (see Figure 49 on page 91) 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 Billing Address The tenant billing address pop-up box (see 67, right) is the result of the F9-Addr action key being used on the Tenant Information screen (see Figure 60 on page 117). The pop-up box provides you with room for up to five lines of addressing information for tenants that have mailing/billing addresses other than at the unit that they are being billed for. This is particularly handy if you have a corporate client that maintains one or more units for visiting employees. Pressing ESC will cancel the billing address update and return you to the Tenant Information screen. Pressing F4 will update the record according to the information on the screen. Note, if no supplemental billing information is currently on file, TMS will build a default first line of the tenant's full name. Tenant Re-Assign The tenant reassignment pop-up box (see Figure 67, right) is the result of the F10-Reassign action key being used on the Tenant Information screen (see Figure 60 on page 117). 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 Figure 68, 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 Figure 69, 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 invoiced or collected for the current month. 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 tenant's account. You may not enter transactions against Daily Journals that have already been posted to Delinquency Balancing Reports. 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). Additionally, a special string NOLOGO can be used to suppress 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) Prompt For Printer Selection The Select Print Destination pop-up window (see Figure70, right) appears before TMS starts to print any requested report or form. In this example, it is shown appearing as the result of asking for one of the Tenant List reports. This same pop- up will also appear for printing Tenant Cards, Tenant Receipts, Delinquency Balancing Reports, Daily Journals, etc. The pop-up window will contain one to four printers (as defined in the SETUP function) plus FILE and VIEW selections. The FILE selection permits you to send the text report to a file of our choice (you may elect to do this to use the report as input to another program or file editor). The VIEW selection sends the report to an on-screen viewer. This permits you to view the report on the PC screen (blank lines are removed from the report). Once a report has been "VIEWed" you can re-run the report again if you decide that you want it printed. Simply highlight the desired destination and press ENTER to begin printing. Pressing the ESC key will cancel the print request. Prompt For File Name The Enter File Name pop-up window (see Figure 71, right) appears when TMS needs you to supply a file name. A file name is needed by TMS when you select FILE as a print destination (as in Figure 71) or before creating an extract (see EXTRACT beginning on page 29). TMS will supply a default path name and file name. The default path name is the one currently being used for all of the *.TMS files. The default file name will either be TMSPRINT.TXT (if this is a result of a print request) or TMSEXTRT.TXT (if this is a result of an Extract request). Report Viewer Figure 72 (right) is a sample of the TMS report Viewer. You can send any TMS print output to the report viewer so that you may browse it on your PC screen (instead of actually printing the report on paper). The arrows at the bottom of the window indicate that you can scroll the report left, right, up and down to see the entire report (TMS reports vary in line length and most will not fit into the limited space available on the screen, thus you must often scroll left to see the entire report). The viewer initially positions the window so that the first character of the first line of the report is displayed in the upper left-hand corner of the viewer window. You can return the viewer to this location at any time by pressing the Home key on your keyboard. TMS System Limitations Every effort has been made to eliminate limitations. However, since computer resources and development time is not limitless, some compromises have been made in the design and/or implementation of TMS. Hopefully, these minor limitations will not be an inconvenience to the user. While not many, there are some current limitations to TMS. TMS Disk Files All TMS files must reside on the same physical disk in the same disk subdirectory. The ONLY exception to this is the TMS program file itself (TMS.EXE) which can be executed from anywhere in your system. However, when started, the DEFAULT directory (sometime know as the working directory) must contain all of the TMS data files and the TMS license file. Other Charges Other charges within TMS are the charges that can be added to a Tenant's account such as Late Fees (fees for returned checks), Taxes, Miscellaneous, etc. TMS will support up to a maximum of three "other charges" per transaction. If more than three "other charges" must be applied to a tenant's account, multiple transactions must be used. Daily Reports Per Delinquency Balancing Report This is one limitation that you need to pay close attention to. TMS can post up to 31 Daily Reports to a single Delinquency Balancing Report. A Daily Report is created for each PAGE of a Daily Journal. There are a maximum of 29 lines on a Daily Journal page and thus a maximum of 29 lines per Daily Report. Each transaction requires from ONE to THREE lines on a Daily Journal page. The number of lines used relates directly to the number of "other charges" (see above) in the transaction. If the transaction has no or one "other charge", it can be posted on a single line. If it has two "other charges", it requires two lines. If the transaction has three "other charges", it requires three lines on the Daily Journal page. Now comes the IMPORTANT PART: Since you can have only 31 Daily Reports per Delinquency Balancing Report, and each Daily Report is a single PAGE of a Daily Journal which has up to 29 lines representing from 9 to 29 transactions, a Daily Journal SHOULD NEVER be allowed to exceed 31 pages which is somewhere between 299 and 899 transactions per business day. While this may seem like a large number, you must be careful if you have a large complex and do most of your posting (including HUD Posting, Group Posting, or AutoPost'ing) on the same day. Especially if you have a lot of tenants that have Taxes, Miscellaneous, and/or Late Fees added during the AutoPost process. At this point, should you exceed this limitation inadvertently, your ONLY recourse is to restore your files and recreate your work, cutting off the Daily Journal before it exceeds this limit. I hope to address this limitation better in a future release. 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: Documentation Files FILES.DOC A list of all files on the installation diskette. See this file for the most current/complete list and explanation of all files. LICENSE.DOC An explanation of the limited license granted to you to use the Tenant Management System. README.1ST Installation instructions. READ.ME (if present) The latest updates and/or program flashes (those that didn't make it into this documentation). TMSDOC.ZIP A ZIP file containing TMSDOC.TXT, A DOS ASCII text version of the TMS manual (this document). TMS Execution Files INSTALL.EXE Installation Program. This program is REQUIRED to properly install TMS and setup your TMS files. LICENSE.TMS Your TMS registered license file. TMS.EXE Tenant Management System Program. TMS.ICO A MicroSoft Windows ICON file for TMS. TMS.PIF A MicroSoft Windows PIF file for TMS. MESSAGES.TMS This file contains the text of the messages that TMS displays. Sample Files For Property 617 DJ92????.TMS } Sample Daily Journal Files PROPERTY.TMS } Sample Property File REPORTS.TMS } Sample Report 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 Figure 73, 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 141, 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 Figure 79, 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 Figure 80, 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. Appendix A - 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. 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. 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. A search was done of the TMS data base and no tenant records were found that matched the search criteria. If this message is a result of requesting a report or an extract, there were no records that fit the criteria for that report or extract. Select another report or extract. If this message was the result of a SEARCH request, try revising your search to something less restrictive. TMS009I: No Tenants On File There are no tenants on file Use NEW to add tenant(s) 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. 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 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. 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 | *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. 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). 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. 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. 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). 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 ?????????????????????????????????? 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. TMS024I: Extract Completed Filename has been created. An extract of the TMS tenant data base has been created. The second line of the message box indicates the file name that was created. Filename is the full name (pathname + filename) of the file. TMS025W: Ready/Activate You are about to activate this TMS data base. ALL tenant account balances will be locked in their current state. Are you ***SURE*** you want to do this? Select YES to continue, NO to abort You have selected the TMS READY function. This function is used once, and only once, after you have constructed the TMS tenant data base. Once you complete the READY function, you will be able to post activity to the tenant accounts via the RENT function. However, you will no longer be able to change tenant account balances or to change their rent amounts (except through normal journal logged activities). This is the final step in the activation of the TMS system at a new complex (or a complex just going on to the Tenant Management System). TMS026I: Daily Journal Closed Today's Daily Journal is already closed. No new transactions can be posted until tomorrow. The Daily Journal for today has been 'closed'. It has been marked as complete, balanced and posted to the Delinquency Balancing Report. You cannot post any new transactions to a journal that has been closed. You'll have to wait until tomorrow to post any new transactions. TMS027D: Reports File Missing Reports file 'REPORTS.TMS' not found. It must be restored. TMS was unable to find the REPORTS.TMS file. This file is required for TMS to function (new with release 01.10 of TMS). Restore the file from a current backup and then restart TMS. TMS028D: Reports File Corrupted Reports file 'REPORTS.TMS' corrupted. It must be restored. TMS opened and examined the REPORTS.TMS file and found that it's data structure was not what TMS expected. This file is required for TMS to function (new with release 01.10 of TMS). Restore the file from a current backup and then restart TMS. TMS029I: Previous Delinquency Balancing Report Still Open The current monthly Delinquency Balancing Report is still open. You must close the previous months Delinquency Balancing Report before closing the first Daily Journal of the next month. You are trying to close the first Daily Journal of a new month but the previous Delinquency Balancing Report (from the previous month) has not been closed yet. You need to got the DELINQ function and close the current Delinquency Balancing Report before closing this Daily Journal. If you were running with "Automatic Close (DJ/DR)" set to YES, this would not happen. TMS030I: Previous Daily Journal(s) Still Open One or more previous Daily Journals are still open. You must close all previous Daily Journals (in order) before closing this Daily Journal. Do you want to FORCE this closed? WARNING: This may later cause an out-of-balance condition! You are trying to close a Daily Journal, but one or more previous (lower Daily Report Number) Daily Journals have not been closed. It is essential that all Daily Journals be posted to the Delinquency Balancing Report in the order that they are created. Failure to do so will likely result in an out-of-balance condition when the Delinquency Balancing Report is closed. The option to proceed is available if MANAGER mode is active. If you were running with "Automatic Close (DJ/DR)" set to yes, this condition would not occur. TMS031W: Balancing Error Delinquency Balancing Report and Tenant Accounts DO NOT BALANCE Delinquency Balancing Report: ???.?? Tenant Accounts: ???.?? Do you want to FORCE the Delinquency Balancing Report into Balance? YES to close this Delinquency Balancing Report and match it to the Tenant Accounts. CANCEL to abort this close. During the close of the Delinquency Balancing Report, TMS sums the balances of all of the Tenant Cards. During this process, TMS found that the delinquency calculated on the Delinquency Balancing Report and the sum of the Tenant Card balances does not agree. This condition should not normally occur. Possible causes are files that have been improperly restored (e.g. not all files from the same backup date & time) or a close of a Daily Journal that was out of sequence was forced earlier. The option to proceed and force a balancing is only available if the MANAGER is active. By choosing YES, TMS will "fix" the ending balance of the Delinquency Balancing Report so that it matches the sum of the Tenant Cards. Manual calculations of the Delinquency Balancing Report will not balance out. TMS032W: Cannot Delete Tenant w/Balance Tenant firstname lastname has an outstanding balance of $???.?? You cannot delete a tenant with a non-zero balance. You are trying to delete a tenant from TMS, but the tenant's account has a non-zero balance. You need to zero the tenant's account balance, most likely using an adjustment to balance, via the RENT function before you can delete this tenant. TMS033I: Invalid Drive Specification The Drive must be either Drive A or B. It can be entered either as: A or A: or A:\ Your response to the prompt for a drive to use for backing up the TMS files was invalid. Valid responses are for drive "A" or drive "B" only, in any of the following three formats; drive letter only (A), drive letter followed by a colon (A:), or drive letter, colon and root path (A:\). TMS034I: Insert Disk [Please remove disk #?, and] Please insert (empty/formatted) backup disk #? into drive D In preparation for running the TMS backup function (or in continuation of that function), TMS requires a disk be inserted into the designated backup drive (D). Please insert an empty formatted disk so that TMS may complete the backup procedure. TMS035W: Disk Not Empty Disk not empty. Press OK to erase all files on target disk or Press CANCEL to insert a new disk The disk you inserted for TMS to backup your TMS data files on is not empty. TMS can attempt to erase all of the files for you (TMS cannot erase SYSTEM files and will not use a disk that has SYSTEM files in any directory except the root), or you can insert another disk. Press the OK button to have TMS erase the files on the diskette or CANCEL to insert another diskette. TMS036D: Backup Aborted TMS file backup aborted. rrrrrrrrrrrrrrrrrrrrrrrr Correct problem and restart. The TMS backup procedure has aborted. rrrrrrrrr contains the reason for the abort. Correct the problem and restart the backup. Possible reasons are: At user request (destination path request) The user pressed CANCEL when prompted for the destination path (drive A or B). At user request (disk prompt) The user pressed CANCEL when TMS prompted for the diskette to be inserted in the destination drive. Copy of file ffffffff failed An error occurred while copying file 'fffff'. TMS037I: Backup Complete TMS file backup completed. Remote diskette from drive D, label diskette(s) with today's date and store it/them in a safe place. The TMS backup procedure has successfully finished. You should remove the diskette from the drive and label all diskettes used during the backup with "TMS Backup For mm/dd/yy". Please see the discussion on Backups in the INTRODUCTION section (beginning on page 7) and the BACKUP section (beginning on page 19) for more details. TMS038E: Disk I/O Failure Error nn; ttttttttttttttt While backing up the TMS data files, the system reported a disk I/O error to TMS. The error number is nn and a textual description of the error is contained in ttttttttttt. Correct the problem with the disk or file and restart the backup. TMS039I: Maximum Days In Error Maximum days between backup warning must be between 01 and 30. You attempted to change the number of days that TMS will permit you to go between backups without generating a warning message or taking other actions. However, the value that you choose is outside of the acceptable range. The value can be as small as 01 (backups should be taken every day) or as large 30 (backup warnings will be issued if not taken at least every 30 days). TMS040I: Maximum DRN Exceeded Closing this Daily Journal will result in more than the maximum of 31 Daily Reports being posted to a single Delinquency Balancing Report. You must close this Delinquency Balancing Report (to start a new one) before this Daily Journal can be closed. A Delinquency Balancing Report is limited to a total of 31 Daily Reports. A Daily Report is created for every PAGE of a Daily Journal. If the selected Daily Journal was to be added to the current Delinquency Balancing Report, it would exceed the 31 Daily Reports limitation. You must close the current Delinquency Balancing Report (which will in turn cause a new one to be started) before you can close this Daily Journal. TMS041I: Backup Due * * * WARNING * * * Your last file backup occurred on mm/dd/yy Backing up your TMS files is an important function (which is now *OVERDUE*). This is the warning message issued by TMS when a backup is due/overdue. In the message mm/dd/yy is the date that the last successful backup occurred (using the TMS backup function). This message will be repeated as prescribed by the Persistence Level setting in the Run-Time options of the SETUP section (see page 99). TMS042I: Charge Late Fee Do you want to charge a late fee to these accounts? You have started to AutoPost rent due to a list of selected tenant accounts. Your Run- Time options (see Run-Time Options beginning on page 99) indicate that a Late Fee can be charged and that you should be asked each time AutoPost is run. Select YES if you want to post a late fee to each tenant account (you will then be prompted for a late fee amount), select NO if you don't want a late fee added to each of the selected tenant accounts. TMS043I: Delete Old Journals Do you want to delete Daily Journal files prior to mm/yyyy? TMS has successfully completed a backup of your TMS data files. Your Run-Time options (see Run-Time Options beginning on page 99) indicate that you are to be asked (following a successful backup) if old Daily Journal files are to be deleted. Select YES to delete all Daily Journal files prior to mm/yyyy (you will still have them on your backup disk, but you should always print them or otherwise put the disk into a safe place for long term storage). Select NO to not delete them. TMS044I: Old Daily Journals Deleted nnn Daily Journal files deleted. bb,bbb bytes deleted. TMS has successfully deleted nnn old Daily Journal files from your hard disk. By deleting these files, bb,bbb bytes were released for use by other/new files. TMS045I: Re-org PROPERTY.TMS Do you want to re-org PROPERTY.TMS? TMS has successfully completed a backup of your TMS data files. Your Run-Time options (see Run-Time Options beginning on page 99) indicate that you are to be asked (following a successful backup) if the PROPERTY.TMS file should be re-orged. Select YES to re-org the PROPERTY.TMS file. Select NO to not re-org it at this time. TMS046I: Re-org Completed Re-org of PROPERTY.TMS is complete. nn records removed. TMS has successfully completed the re-org of PROPERTY.TMS. During the re-org, TMS removed nn records from the file. The re-org process removes records from the file for a number of reasons (see Re-org in the Glossary, beginning on page 41, 183, for more details). TMS047D: Re-org *Failed* Re-org of PROPERTY.TMS failed. Diagnostics = rc, function, tenantnumber The re-organization of the PROPERTY.TMS file has failed. TMS encountered a problem constructing the new PROPERTY.TMS file. The old file is still intact and was not altered by this process. In the message, the diagnostics include the rc (return code) from the DBKey function, function that the DBKey was called upon to perform and the tenantnumber that was being processed by DBKey at the time of failure. Continue to use the existing PROPERTY.TMS file. If the re-org process continues to get this error, send a copy of the PROPERTY.TMS file and a "bug" report (see the Bug Report form on page 173) to the TMS author. TMS048I: Unable To Delete All Files Cannot delete all files on disk. One or more SYSTEM files were found in one or more subdirectories. Please insert another disk. The diskette that you inserted to backup the TMS data files onto was not empty. At your request TMS attempted to delete all files from it. TMS found one or more files marked as SYSTEM files in one or more subdirectories on the diskette. TMS cannot delete files marked as SYSTEM files and will not use a diskette that has files and/or subdirectories already on it. Remove the diskette and insert another formatted, empty diskette. TMS049I: Invalid File Name [Invalid file specification | Invalid drive specification. Drive does not exist. | Invalid directory specification. Directory does not exist. | Bad File Name ] The name you entered in response to a TMS prompt for a file name (either as a print destination or a file for extracted records) was invalid. The file name can be invalid for one of the following three reasons: Invalid file specification The file name did not conform to DOS file naming standards. See your DOS manual for restrictions on file names. Invalid drive specification. The drive you specified for the file is not a valid drive on your system. Invalid directory specification The directory/path you specified was invalid because it does not currently exist. The directory/path must be a valid currently existing directory. Correct the drive/path/file name. TMS050D: File Version Is The Wrong Level name.TMS file is not the correct format. Your name.TMS file is a version vv.vv format. This copy of TMS requires a format of version rr.rr. Reinstall TMS and have the INSTALL program upgrade your TMS files. TMS opened name.TMS and found that it was of the wrong file format. TMS found that the file name.TMS was of version vv.vv. This version of TMS requires a file version of rr.rr. The TMS INSTALL program will upgrade your previous TMS file versions to the current/required version/format. TMS051I: Late Fee Days In Error Maximum days before charging a Late Fee must be between 01 and 30. You have specified the maximum number of days for TMS to wait before charging a late fee outside of the valid range for this value. The valid range is 01 to 30, inclusive. TMS052E: Disk I/O Failure rrrrrrrrrrrrrrrrrrrrrrrrrrr Correct problem and press: RETRY to continue or CANCEL to abort backup A rrrrrrrrrrrrrrrrrrrrrrr disk I/O failure has occurred while performing the TMS backup. Correct the problem and press RETRY to resume the backup procedure. OR, press CANCEL to abort the backup procedure. TMS053I: Invalid Hex String Hex string must be an even number of characters and the only valid characters are 0123456789ABCDEF You entered a hexadecimal string that was invalid. Hexidecimal strings must be an even number of characters and the only valid characters are 0123456789ABCDEF. Correct your string to a valid hexidecimal string. TMS054I: Invalid Number Of Characters The number of characters per print line must be greater than 30 but less than 255 You entered a value for the number of print characters per print line that was outside of the acceptable range. The acceptable range is 30 to 255, inclusive. TMS055I: Invalid Number Of Lines The number of lines per print page must be greater than 20 but less than 100 You entered a value for the number of lines per page that was outside of the acceptable range. The acceptable range is 21 to 99, inclusive. TMS056E: File Already Exists File: ffffffff.fff Already exists, do you want to replace it? The file name (ffffffff.fff) you specified already exists. You can replace it (write over it) or choose another file name. Press YES to overwrite the existing file, press NO to choose a new file name. TMS057I: Print To Disk File Completed ffffffff.fff has been created TMS has completed printing the requested report to disk. It has been placed in the file name (ffffffff.fff) that you requested. Appendix B - Feedback To The Author The author appreciates your feedback on TMS. Please forward all of your feedback to: Lee A. Stoeckert 2708 Spring Lake Drive Richardson, TX 75082-4238 When writing, please include the following information: Your Name Your company/apartment complex Mailing Address TMS License Number (taken from the ABOUT screen) TMS Version (taken from the ABOUT screen) Typically, feedback can take any of four forms: 1) "Bug Report" In this case, you've come across a problem in TMS where it isn't performing the way that the documentation says it should. If this is the case, please include as much detail about the problem as you can. This should include a description of the events (key pressed, information entered, etc.) that led up to the problem. Messages and/or results observed (please be as complete as possible). If possible, copies of the TMS data files involved in the problem (on diskette) would be helpful. 2) Documentation In this case, you may have noted an error or omission in the documentation (please, even pointing out a spelling or punctuation error is appreciated). Please note the manual version number and page number and the text in error. If an omission, please describe what you feel should be added, and where you feel it would best fit into the documentation. 3) Suggestions You, the end user of the system, are in the best position to describe your needs for TMS. Please feel free to send me your list of items that you would like to see changed or added in TMS. Did you find an existing function difficult to use? How would it have been easier? Is there something that TMS could do for you that it's not doing now? Please be sure to describe new functions as fully as possible, including where in TMS you feel they would best fit. 4) Praise & Salutations Sure, why not? Actually, I'd love to hear what features you find most usable and why. Appendix C - Common Problems & Solutions As common operational problems are reported, I'll document them in this section so that all users may benefit from the answers provided. Of course, when possible, TMS will be changed to address these problems. However, some problems simply can't be addressed via programming (usually those that are hardware related). Printing Problems Probably the most common problems are print related. A lot of changes have been made beginning with TMS Version 01.20 in the area of printer support to address these problems. Graphic Print Characters This problem is typical and probably the most common. It manifests itself by printing "3's" and other characters when printing the Tenant Receipt and the Daily Journal instead of vertical and horizontal bars. The graphic characters used by TMS on these two reports are defined by ASCII values in the 128 to 255 range. Herein lies the problem. There are two possible problems that can cause this: The most common is that your printer is not setup to use the full Graphical Character set. Most printers default to using a character set that includes Italic characters or limits the characters to those defined by ASCII values 1 thru 127. For the printers that TMS supports, beginning with Version 01.20, a printer command is sent to the printer to attempt to switch it to the required character set. However, if you are still seeing this problem after installing Version 01.20, you will need to change the default setting on your printer to the proper character set. You will need to review your printer manual to find out how to set the default character set. Some printers do this by setting "dip" switches. Others use the printer control panel to set the configuration. Another possible solution applies to printers that are attached to the PC using the serial port. In this case, it is essential that the printer and the PC be setup to use "8, N, 1". Appendix D - Default Printer Initialization Codes Beginning with TMS 01.30, you are able to change the printer initialization codes used by TMS. This permits you to customize your printer. You can use a different font or print quality, or you can adjust the number of characters per line or lines per page. You can also add support for a printer that is not supported by TMS today. The following printers are currently supported by TMS (i.e., TMS has a default set of specifications for these printers). IBM ProPrinter XL Normal Print x'1B121B36' 1B12 - 10 Characters per inch 1B36 - Quality mode Condensed Print x'1B3A1B36' 1B3A - 12 Characters per inch 1B36 - Quality mode Epson FX-80 Normal Print x'1B50' 1B50 - 10 Characters per inch Condensed Print x'1B4D' 1B4D - 12 Characters per inch HP LaserJet II Series Normal Print x'1B451B28313055' 1B45 - Reset 1B28313055 - PC8 Condensed Print x'1B451B28733132481B28313055' 1B45 - Reset 1B2873313248 - Primary pitch 12 characters per inch 1B28313055 - PC8 HP DeskJet 500/500C Normal Print x'1B451B287333541B2873313048' 1B45 - Reset 1B28733354 - Typeface Courier 1B2873313048 - Primary pitch 10 characters per inch Condensed Print x'1B451B287333541B2873313248' 1B45 - Reset 1B28733354 - Typeface Courier 1B2873313248 - Primary pitch 12 characters per inch Panasonic 1124 Normal Print x'1B45121B740107' 1B4512 - 1B740107 - Condensed Print x'1B4D1B740107' 1B4D - 1B740107 - Appendix E - Code Page A code page is a unique grouping of characters (alphabetic, numeric, punctuation, and special symbols) designed to meet the requirements of specific languages and occupations. Computers use code pages to map these character groupings to a numeric value (0 to 255). If the program, computer, and printer are not using / referencing the same code page, the data set to the printer from the program may not look the way it was intended. The most commonly seen problem involves special characters, such as those used by TMS for box drawing. TMS uses the PC code page 437. This code page is often referred to as PC8 or PC-8. TMS will attempt to set your printer to use this code page. If your reports do not show the proper box drawing characters, please check the initialization string being used by TMS and be sure that it is set properly for your specific printer. If your printers code page cannot be set via an initialization string, please set your printer (using the control panel or dip switches) to use the 437 / PC8 code page or one that is available to your printer that matches the 437 code page (see Figure ?) as closely as possible (the drawing characters are shown in the shaded boxes). Appendix F - Windows PIF File Figure ? (right) is a sample MicroSoft Windows PIF Editor screen. This screen shows you the default contents of the TMS PIF file. As you can see, the TMS PIF file settings are very simple. The default is for a "windowed" environment that will run in the "background". You can change either of these settings without affecting the ability to run TMS. However, if you turn off the background execution option, TMS will only get processing time when it is the active window (this may not be very desirable if you are printing a report). The TMS PIF file ONLY applies if you are running TMS in a MicroSoft Windows environment. It is not used if you are running TMS under straight DOS. Appendix G - 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. Delinquency Balancing Report The Delinquency Balancing Report is a report on the delinquency (non-payment) of tenants at your property. The Delinquency Balancing Report tracks the total uncollected rents. Each Delinquency Balancing Report starts off with a "balancing" of unpaid amounts by summing the tenant account balances from their Tenant Cards. During the month, totals from each Daily Journal are posted to the Delinquency Balancing Report. The current Delinquency Balancing Report will always reflect the current, up to the day, delinquency. The Delinquency Balancing Report is closed out each month, but it is also possible to close it out before the end of the month (there would still be one closed at the end of the month). Extract An extract is a ASCII (character) file that contains selected fields from selected TMS data base records. Extracts can be used as input to other programs, such as word processors. When used as input to word processors' mail/merge functions, extracts can be a handy way of generating personalized letters/notices and mailing labels. The extracts created by TMS are created as Comma Separated Variables (CSV) files. That is, each separate field on each record is separated by a comma. 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. Other Charges Other Charges are a small collection of charges that may occur to a Tenant's account during the month. In some cases, such as Taxes or Miscellaneous, they may actually be monthly charges, automatically added on by TMS (as taken from the Tenant Card). In other cases, they may be special, one time charges (such as NSF, Miscellaneous, Subsidy Pay Back) that are added on by the clerk/manager at the time they are known. 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. Re-org Re-org or re-organizing of the PROPERTY.TMS file is a process where TMS extracts the valid, active user data records from the current PROPERTY.TMS file and builds a new PROPERTY.TMS with them, then deletes the old PROPERTY.TMS. This will often cause the new PROPERTY.TMS file to be a few records smaller. There are three reasons for this: 1) 'Free' records 'Free' records are records that were used, at one time for tenant information, but the tenant has been deleted from the data base. TMS will re-use 'free' records as needed, but a re-org will remove all 'free' records (TMS will later expand the PROPERTY.TMS file if needed). 2) Old index records The PROPERTY.TMS file contains index records that are used to speed the access to tenant records. Tenant records are indexed by the first two digits of their account numbers. If all of the tenants that share the first two digits of the account number (e.g. all tenants 0001 thru 0099) are removed from the file, the index record is unneeded and can be removed by the re-org. 3) 'Incomplete' records 'Incomplete' records can occur if you are in the middle of adding a new tenant to the file and TMS is shut down (usually due to a power or computer failure). In this case TMS may have been adding a record, but did not get a chance to complete the add. This is a rare occurrence, but it is cleaned-up by the re-org process. 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 Key24, 27, 70, 71, 73-75, 81, 82, 85, 107, 110, 112, 114, 116, 122-124, 126, 130, 131, 183 Action Line3-5, 24, 27, 48, 50, 53, 59, 66, 68, 84, 95, 97, 98, 107, 110-112, 120, 126, 128, 183 Active4, 5, 11, 12, 15, 23-26, 45, 46, 57, 59, 66, 69, 82, 84, 93, 96, 97, 99, 107, 108, 110, 112, 115, 117, 121, 124, 126, 131-133, 160, 161, 181, 183, 185 Automated Rent Posting . . . . . . . . . . . . . . . . . . . . . 3, 50, 183 AutoPost . . . . . . . . . 53, 75, 82-84, 114, 125, 128, 140, 152, 165, 183 Backup7, 9, 11, 13, 19-21, 45, 99, 101-103, 143, 144, 157-159, 161-167, 169 Billing Address. . . . . . . . . . . . . . . . . . . . . . 67, 68, 121, 130 Closed . . . . . . . . . . . . . . . . . 11, 24, 25, 46, 159, 160, 164, 184 Condensed Mode . . . . . . . . . . . . . . . . . . . . . . . . . . 106, 107 Daily Journal1, 2, 4, 11, 13, 14, 23-25, 27, 45-51, 53-57, 94, 98-100, 102-104, 140, 142, 152, 157-161, 164, 165, 175, 183-185 Daily Report Number. . . . 16, 23, 24, 26, 27, 46, 48, 57, 97, 98, 160, 183 Day Rent Due62, 63, 67, 69, 77, 84, 86, 87, 90, 109, 117, 118, 122, 130-133, 136 Delinquency Balancing Report2, 13, 23-28, 46, 48, 57, 79, 98, 100, 101, 140, 159-161, 164, 184 DownArrow. . . . . . . . . . . . . .4, 13, 25, 36, 39, 42, 62, 83, 111, 148 END. . . . . . . . . . . 4, 12, 16, 24, 26, 27, 83, 111, 141, 151, 174, 184 ESC3, 4, 23-25, 27, 30-33, 35-42, 45, 48-51, 53, 57, 59, 61, 62, 66-69, 81-86, 90, 93-99, 105, 107, 108, 110-113, 115-117, 120, 124, 126, 128, 130-133, 136-138, 183 Extract. . . . . . . . . . . . . . . . . . . .14, 29-33, 137, 153, 158, 184 F1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4, 183 F10. . . . . . . . . . . . . . . . . . . . . . . . . . . 117, 121, 131, 132 F12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4, 183 F2 . . . . . . . . . . . . .4, 23, 24, 45, 48, 117, 121, 122, 126, 128, 132 F3 . . . . . . . . . . . . . . . . . . . . . . . 45, 48, 117, 121, 123, 132 F437, 40, 57, 59, 62, 67, 68, 86, 90, 94-99, 105, 107, 108, 110, 117, 121, 130, 132, 133 F5 . . . . . . . . . . . . . . . . . . . . . . . . 41, 81, 83, 111-113, 115 F6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83-85, 111, 112 F7 . . . . . . . . . . . . . . . . . . . . . . 105, 107, 117, 121, 124, 132 F8 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117, 121, 132 F9 . . . . . . . . . . . 23, 24, 45, 48, 62, 67, 83, 84, 117, 121, 130, 132 File Integrity . . . . . . . . . . . . . . . . . . . . . . . . . . .99, 103 File Name. . . . . . . . . . . . . . . . . . . . . . .30, 137, 158, 168-171 Group Code . . . . .38, 39, 62, 64, 67, 81, 82, 113, 114, 117, 118, 130-133 Group Post . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35, 38 HOME . . . . . . . . 4, 21, 58, 62, 63, 67, 83, 111, 117, 118, 130-133, 138 HUD2, 3, 11, 14, 35-37, 43, 50, 52, 53, 55, 56, 62, 65, 75, 79, 82, 86, 88, 114, 117, 119, 122-125, 128, 131-133, 140, 152, 184 Initial Setup Mode . . . . . . . . . . . . . . . . . . .11, 12, 64, 79, 118 Invoice. . . . . . . . . . . . . . . . . . . . . . . . .14, 41-43, 121, 123 Late Fee . . . . . . . . . . . . . . . . . . . . . . .90, 108-110, 165, 169 Live . . . . . . . . . . . . . . . . . . . . . . . .11, 12, 15, 21, 79, 121 Main Menu. . .11-13, 24, 48, 59, 62, 66, 69, 79, 82, 84, 102, 104, 112, 152 Manager11, 12, 15, 16, 23, 25, 43, 45, 57-59, 63, 66, 69, 86, 91, 93, 94, 96-99, 108, 117, 120, 121, 123, 124, 129, 131-133, 143, 150, 156, 157, 160, 161, 184 Manager Active . . . 12, 23, 25, 45, 69, 96, 97, 99, 108, 117, 124, 131-133 Normal Mode. . . . . . . . . . . . . . . . . . . . . . . . 11, 15, 105, 106 Other Charges. . . . . . . . . . . . . . . . . .2, 4, 35, 90, 139, 140, 184 PageDown . . . . . . . . . . . . . . . . . . . . . . . . . . 4, 25, 83, 111 PageUp . . . . . . . . . . . . . . . . . . . . . . . . . . . 4, 25, 83, 111 Password . . . . . . . . . . . . . . . . . . . . 57, 58, 143, 150, 156, 157 Posting Date11, 12, 17, 20, 23, 25, 30-33, 35-42, 45, 49, 51, 57, 61, 62, 67, 69, 81, 83, 85, 86, 90, 93, 94, 96, 97, 99, 105, 108, 111, 113, 116, 117, 124, 126, 130-133, 135-138 Print4, 11, 13-15, 28, 45-48, 54-56, 65, 69, 99, 100, 105-107, 119, 121-123, 128, 132, 136-138, 158, 165, 168, 170, 171, 175, 177, 178 Printer. . . . . . . . . . . . . . . . 3-5, 105-107, 136, 158, 175-177, 179 Property Message . . . . . . . . . . . . . . . . . . . . . . . . . . 94, 95 Property Number. . . . . . . . . . . . . . . . . . . . . . 28, 94, 144, 149 Reports2, 1, 3, 11-13, 15, 19, 23, 27, 69, 70, 79, 94, 101, 106, 135, 136, 138, 140, 142, 159, 164, 175, 179 Re-org . . . . . . . . . . . . . . . . . . . . . . . . . .20, 103, 166, 185 Run-Time . . . . . . . . . . . . . . . . . .20, 57, 65, 66, 99-101, 164-166 Search . . . . . . 3, 16, 39, 41, 64, 74, 75, 81-83, 111-115, 118, 153, 183 Setup5, 11, 12, 15, 16, 20, 64-66, 79, 86, 90, 91, 93-99, 105, 108, 110, 118, 136, 142, 143, 150, 164, 175, 176 Sort . . . . . . . . . . . . . . 3, 16, 70, 71, 73-75, 83-85, 111, 112, 116 Tenant Card1, 2, 4, 15, 49, 51-53, 64, 65, 67, 79, 81, 82, 87-90, 112-114, 117, 119, 121, 122, 124, 127, 128, 132, 133, 161, 184-186 Tenant Number. . . . . . . . . . . . . . . . . . . . . . . . . . . .82, 114 Tenant Receipt . . . . . . . 16, 46, 50, 51, 91, 96, 97, 126, 128, 129, 175 Tenant Status. . . . . . . . . . . . . . . . . .4, 51, 62, 63, 87, 117, 127 TMSDATE. . . . . . . . . . . . . . . . . . . . . . . . . . 12, 86, 135, 151 TMSLOAD.BAT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 TMSLOGO. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136 Transaction. . . .2-4, 6, 47, 51-53, 86-90, 98, 121, 124-129, 139, 140, 185 UpArrow. . . . . . . . . . . . . . . . . 4, 13, 25, 36, 39, 42, 62, 83, 111