How To Move In a Tenant
Step 1: Select the Tenant
The Tenant Move In Process can be started from either the Waiting List program or Tenant Management.
From the Waiting List Program
NAVIGATION: Processes menu > Applicant to Tenant Wizard - Tenant Management
or
From Tenant Management
NAVIGATION: PROCESSES menu > Applicant to Tenant Wizard
- Press NEXT
- Select the Application For.
- User can click on the Prompt Box (box with dots).
- This will give the user available options.
- Make selection by Double Clicking on the correct option.
- Enter or select the Tracking Number or Last Name.
- User should now see the Applicant that is Moving In.
- Check the Waiting List that this Applicant will be Housed from.
- Press NEXT
Step 2: Unit Information
- Select the Area the tenant is moving into
- Select the Community the tenant is moving into
- Enter or select the Unit the tenant is moving into
- The Tenant Suffix will be assigned by the system
- If this is the correct unit and tenant number, press NEXT
Step 3: Move-In Information
- Enter or select the Move in Date and press TAB
- Depending upon Tenant Accounting Link information in the Waiting List Settings program the following fields may or may not be available:
- Enter or select the Transaction Date, if applicable
- Enter Security Deposit Required, if applicable
- Enter Security Deposit Paid, if applicable
- Enter Pet Security Deposit Required and Paid, if applicable
- Enter any other Required and Paid information that is listed, if applicable
- The system may calculate the Admission Rent Charge if the field is available, review for accuracy. Edit if necessary
- Enter the Admission Rent Payment, if applicable
- Enter the Check Number, if applicable
- Press the PRINT RECEIPT button to print a receipt for the applicant, if available
- Press NEXT
- Press FINISH
Step 4: Check Applicant Status
In the Waiting List module:
- Depending on how your program is setup your applicant may still be in with the active applicants or they may be in the inactive applicants
- In either the Applicant (Active) or the Inactive Applicants:
- Select Application For
- Enter Tracking Number and press TAB.
- Make sure the appropriate waiting list is marked housed or that your applicant's status is Housed.
In the Tenant Management Module:
- Tenants (Active)
- Located under Maintain; Tenants (Active)
- Enter Tenant Number or Last Name and select the tenant
- If the file is in "read only" mode, go to Quick Link menu > Unlock Tenant File. Select a Tracking Code and/or enter a modified description and press SAVE.
- Check the Moving In Box
- Verify the Status as Active, the Action as New Admission, and the Effective Date as the date of Move In.
- Press the CONTRACTS Tab. Enter all applicable Information especially Lease Information and Next Re-Exam Date.
- Go through the rest of the tabs and review all information
- When finished reviewing the information, return to the Main Tab and press the arrow beside the SAVE Icon and do a Save Without Clearing
Step 5: Household Composition
NAVIGATION: Quick Link menu > Household Composition
- If user needs to Edit an existing Member, double click their name
- If user needs to add a member - see How to Add a Household Member
- Verify all information about each Member including Income, Assets, and Deductions
Step 6: Income Information; Asset Information or Deduction Information
- Edit an Existing Income, Asset, or Deduction, double click on that Line
- To Add an Income, Asset, or Deduction, press Quick Link and make selection
- Once all Information is verified, Save and return to Tenant Master
Step 7: Rent Calculation
NAVIGATION: Quick Link menu > Rent Calculation
- Make sure Date matches Effective Date on front screen
- Press Auto Calculation one time
- Verify all information on Main Screen
- Verify TTP
- Press Rent Calculation Tab
- Enter Utility Allowance and press TAB
- Verify Contract Rent
- SAVE and CLOSE the view
Step 8: Auto Bill
NAVIGATION: Quick Link menu > Auto Bills
- Verify the Monthly Rent and other charges
- Close the Screen
Step 9: Create 50058
NAVIGATION: Quick Link menu > Create 50058 Record
- If you get any errors - fix and create the 50058 again
- When a 50058 has been created with no validation errors, press YES to print out the 50058.
- If the tenant's file was in edit mode, it will automatically be returned to read only status after the 50058 has been created.
Step 10: Cash Receipts Processing
Depending upon Tenant Accounting Link information in the Waiting List Settings program and information entered in the Move-In Wizard, Cash Receipts may need entered or posted.
Step 11: Adjustment Processing
Depending upon Tenant Accounting Link information in the Waiting List Settings program and information entered in the Move-In Wizard, Adjustments may need entered or posted.
2/2022