Tenant Move In Process

The Tenant Move In Wizard will move an applicant from the Waiting List to the Tenant Management system.

Tenant Move In Wizard

NAVIGATION: PROCESSES menu > Movement Wizards > Applicant to Tenant

  1. Prepare for Action prompt: a prompt will appear stating "Any open views will be cleared before proceeding - OK?"
    1. Click YES to close all tabs and open the wizard
    2. Click NO to cancel the wizard
  2. The Pull Applicant Information to Tenant Files wizard will appear.  Click NEXT.
  3. Select Applicant
    1. Select the Application For.   
      1. User can click on the Prompt Box (box with dots).  
      2. This will give the user available options.  
      3. Make selection by Double Clicking on the correct option.
    2. Enter or select the Tracking Number or Last Name.
    3. User should now see the Applicant that is Moving In.
    4. Check the Waiting List that this Applicant will be Housed from.
    5. Click NEXT.
  4. Select the Unit for the Applicant
    1. Select the Area the tenant is moving into
    2. Select the Community the tenant is moving into
    3. Enter or select the Unit the tenant is moving into
    4. The Tenant Suffix will be assigned by the system
    5. If this is the correct unit and tenant number, click NEXT.
  5. Enter Move-In Information
    1. Enter or select the Move in Date; press TAB
    2. Enter or select the Transaction Date; press TAB
    3. Enter applicable security deposit information. Depending upon Tenant Accounting Link information in the Waiting List Settings program the following fields, may or may not be available:
      1. Security Deposit Required/Security Deposit Paid
      2. Pet Security Deposit Required/Paid
      3. Any other Required and Paid information that is listed
    4. Admission Rent Charge: the system may calculate the Admission Rent Charge if the field is available, review for accuracy.  Edit if necessary.
    5. Admission Rent Payment: enter rent payments, if applicable
    6. Check number: enter the check number, if applicable
    7. Click PRINT RECEIPT button to print a receipt for the applicant, if available
    8. Click NEXT.
      1. If security deposit information is not entered, a prompt will appear to confirm no security deposit is required. Edit if necessary. Click YES or NO to proceed.
  6. Click FINISH to create the new tenant.
  7. Tenant Adjustment Register: Preview or print the report (see Report Preview, Print and Save Options).

Review Applicant Status

NAVIGATION: ACTIVITIES menu > Tenant Master

  1. Enter Tenant Number or Last Name and select the tenant
  2. If the file is in "READ ONLY" mode, unlock the tenant.
    1. Go to Quick Link menu > Unlock Tenant File.  
    2. Select a Tracking Code and/or enter a modified description
    3. Click SAVE.
  3. MAIN Tab
    1. Unit Information: Check the MOVING IN? Box
    2. Current Status Information: Verify the information:
      1. Status: Active
      2. Eff Date: enter or select the date of the move in
      3. Action: New Admission
      4. Correction: Not Correction
    3. Important Dates
      1. Admission Date: the date selected in the Move In Wizard will display
      2. Current Annual
      3. Next RX: enter or select the date of the next re-exam
  4. HOUSEHOLD Tab: Add/Update Household Member
  5. CONTRACTS Tab
    1. Lease Information
      1. Original Lease: enter or select the date of the move in
      2. Tenant Signed: enter or select the date of tenant signature
      3. Owner Signed: enter or select the date landlord signature
  6. GENERAL Tab
    1. Pet Information
    2. Police Tenant
    3. Make-Ready Information
    4. Subsidy/Assistance Information
  7. CONTACTS Tab: enter two contacts for the new tenant
  8. MAILING Tab: enter the mailing address for the tenant
  9. EMERGENCY Tab: fields are available to enter minister, hospital, doctor, and ambulance
  10. VEH/REF Tab
    1. Vehicles: enter up to two vehicles 
    2. References: enter up to three references
  11. ADMISSION Tab
    1. Former Address: enter former address, if applicable
    2. Applicant Information: applicant information will display from the Waiting List
    3. Admission Information: enter or select dates
    4. Admission Codes: check any applicable codes
      1. Homeless at Admission
      2. Qualify for Admission over the VL Limit
      3. Continuously Assisted under 1937 Housing Act
      4. HUD Approved Income Targeting Disregard
  12. ACCOUNTING Tab: review the information as it was entered from the Move In Wizard
  13. FSS Tab: Create an FSS Participant/Enrollment
  14. When finished reviewing the information, click APPLY.

Review Income, Asset and Deduction Information

  1. Review the income, assets, and deductions for each household member.
    1. See Add/Update Household Member

Rent Calculation

Enter Tenant Number or Last Name and select the tenant

NAVIGATION: ACTIVITIES menu > Tenant Master > Quick Links > Rent/FSS > Rent Calculation

  1. The Rent Calculation screen will appear.
  2. Effective Date: should match the Effective Date on main screen
  1. Click the AUTO CALCULATION button once
  2. MAIN Tab: the Auto Calculation will generate the amounts on the screen. Review and verify all information.
  3. TTP Tab: Verify TTP
  4. RENT CALCULATION Tab: review and verify the information
  5. ADDITIONAL CHARGES: enter any additional charge for air condition, dishwasher, or HAP rent
  6. UTILITY ALLOWANCE Tab: Enter Utility Allowance and press TAB
  7. RETRO/SPECIAL PAYMENTS Tab: enter any retroactive payment information, if applicable
  8. Click SAVE.

Tenant Auto-Bills

Enter Tenant Number or Last Name and select the tenant

NAVIGATION: ACTIVITIES menu > Tenant Master > Quick Links > Auto Bills

  1. Verify the Monthly Rent and other charges
  2. Close the Screen

Create Tenant 50058

Enter Tenant Number or Last Name and select the tenant

NAVIGATION: ACTIVITIES menu > Tenant Master > Quick Links > 58 > Create 50058 Record

  1. If you get any errors - fix and create the 50058 again
  2. When a 50058 has been created with no validation errors, press YES to print out the 50058.  
  3. If the tenant's file was in edit mode, it will automatically be returned to read only status after the 50058 has been created.

Process Cash Receipts

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.

Create Cash Receipts Options

Process Adjustments

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.

Process a Tenant Adjustment

7/2023

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388