Introduction to TENNET reports
The following is a summary of the available standard reports with a description of functionality and content. In each case the Building must be selected from the Portfolio Display and Individual Tenants selected if necessary for the purpose of the report. Once generated, a PDF file is produced that can be displayed and/or printed when convenient.
1. Accounts Receivable Report – This provides a current listing of all Tenants (Active, Inactive or Both), or just those tenants with an outstanding balance at the time the report is run. The reason for including zero balances is to also show an accurate total cash receipts for the current processing month. If a tenant has paid and gone to a zero balance and only Tenants with Balances is selected, their payment amount will not be included in the report total of payments collected. If the purpose of the report is to just show the outstanding balances due for the building, then that option can and should be selected.
2. Tenant AR History – This will produce a report containing the detailed AR transactions for All Tenants in the building or for just an Individual Tenant. Options include detailed AR transactions from Current Processing Month only, All detailed transactions from the Last End Of Month Zero Balance, All AR transaction From a particular month/year To a particular month/year, or a Complete AR history for the entire Tenant occupancy.
3. Rent Roll Report – This will produce a report containing the occupancy status of the building at the time the report is generated. The units will show in Numerical sequence showing the Tenant Name, Type (Stabilized, Controlled, Deregulated, or Free Market), Bedrooms/Baths-Square Footage, Move In/Out date, Lease Dates, Security Deposit Required/Received and Monthly Recurring Charges for each unit. Active, Inactive or Both can be included, although Active only would be the usual selection. The end of the report shows a Recap of the Monthly Active Totals of each Recurring Charge for all Occupied and Vacant Units.
4. Unit/Tenant Report – This report combines the Rent Roll and AR Balance information in the same format as the Rent Roll report, both by individual Tenant/Unit and the Totals for the building.
5. Tenant Bills – This will produce a rent bill for all Tenants in the building or for a Selected Tenant only. Optional AR transactions shown on the Bill include the Current Processing Month only, Prior and Current month only, from the last Zero Balance at the End of the Month, or From a specific Month/Year to a specific Month/Year.
This is the basic report platform in the initial version of TENNET, with enhancements to follow in the coming months. As always we invite and look forward to our invaluable User feedback as these enhancement decisions are discussed and implemented.
6. Future Dated Transactions
6.1 Process Future Dated Transactions
If there are any previously scheduled FDT’s ready for update, you will receive a Warning message upon Login that there are pending FDT’s ready to be updated. To see a display of all FDT’s click on the Future Dated Transactions tab shown in Red. Only the FDT’s that are ready to be updated will display the Process tab in Green, and all pending FDT’s will have the option of the Delete tab in Red to remove them. The Property, Unit/Tenant, Date, Type, which shows what action is pending for each FDT displayed, Category description and Amount. To execute the FDT update simply click on the Process tab to post the transaction or the Delete tab to remove the transaction. Once prompted, answer the verification message to complete the update. Any FDT’s that are ready to be updated that have not been acted upon will be automatically updated during the End of Month procedure after one final Warning message that these actions will occur.
6.2 FDT Move In/Move Out
If there are any previously scheduled FDT’s ready for update, you will receive a Warning message upon Login that there are pending FDT’s ready to be updated. To see the display of all FDT’s click on the Future Dated Transactions tab shown in Red. Only the FDT’s that are ready to be updated will display the Process tab in Green, and all FDT Move In’s will have a Red arrow to the right, with the option of the Delete tab in Red. The Move Outs will have a Green arrow to the left and the option of the Cancel tab in Yellow. If the FDT Move Out is canceled and there is a FDT Move In pending for the same unit, the FDT Move In must also be deleted. To execute the FDT update simply click on the Process tab to update or Delete/Cancel tab to remove the update. Once prompted, answer the verification message to complete the update. Any FDT Move In’s or Move Outs that are ready to be updated that have not been acted upon will be automatically selected during the End of Month procedure after one final Warning message that these actions will occur.
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5. Payment/Charges Section
5.1 Generating Charges
Charges are posted to tenants in two primary ways; Recurring Charges that are generated automatically for an upcoming processing month during the End of Month procedure. These are based on the information stored in the tenant record as monthly recurring charges, and Miscellaneous Charges that are manually posted as they become necessary.
Recurring Charge updates can be completed by going to the Portfolio tab, choosing the desired property from the display and selecting the Unit/Tenant to be updated. As described earlier you are initially in View Mode, to make changes click the Edit Mode tab. Click on the amount in the Recurring Charge section to change an existing charge, or add a new recurring charge by clicking the arrow on the next available Category Code field to choose the description to be used and enter the amount. When finished, click the Save Changes tab and answer the verification message to complete the update.
Miscellaneous Charges are posted by going to the Portfolio tab and clicking on the Payments/Charges tab. Select the desired property from the display and select the Unit/Tenant to be charged. Click the Charge tab under the Tenant Summary and choose the Category Code description to be assigned by clicking the down arrow and selecting the desired code. Choose the date for the charge to be posted, the amount (positive for charge, negative for credit) and the optional description to be associated with this charge. When finished, click the Apply Charge tab and answer the verification message to complete the update.
5.2 Receiving Payments
Payments are posted based on the Date Assigned to them when they are input. Go to the Portfolio tab, click the Payments/Charges tab, choose the desired property from the display and select the Unit/Tenant to have the posted payment. Click the Payments tab under the Tenant Summary and select the Payment Date, Check Date (if any), Amount and Check Number (if any). Record the optional Memo to be associated with the payment and adjust the automatic allocation of the payment amount against the current charges shown if necessary. When finished, click the Apply Payment tab and answer the verification message to complete the update.
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4. Move In/Out Operations
4.1 Move In when Creating Unit
As described in 3.2, Go to Property Set Up Tab and select the desired property from the display. Go to the Set Up New Unit/Tenant option and click the Add New tab. Enter the Unit information, Tenant information including monthly Recurring Charges, and the option of generating the recurring charges as of the first day of the current processing month. Once finished, click the Add Unit/Tenant tab.
4.2 Move In to Vacant Unit
Go to the Portfolio tab, select the desired property from the Property display, and select the existing vacant unit from the Units/Tenants display. Once selected, the displayed unit is in View Mode, to complete the Move In, click the Edit Mode tab. Input all Tenant information including Name(s), Move In date, Lease Dates, Tenant Type (if any), Alternate Mailing Address (if any). Enter monthly Recurring Charges information by clicking the arrow next to the Category Code description for each amount. When finished, click the Move In tab.
4.2.1 Move In to Vacant Unit (FDT)
Follow the steps as described in 4.2, and use a move in date greater than the current day within the current processing month or a date in an upcoming future processing month.
4.3 Move In to Occupied Unit
In order to complete a Move In to a currently occupied unit, there must be an existing pending Move Out already in place. In addition, the date assigned to the Move In must be greater than the date assigned to the pending Move Out. Go to Portfolio tab and select desired property from display, and select the desired occupied unit being vacated at some point in the future. Once selected, the displayed unit is in View Mode, to complete the Move In, click the Edit Mode tab. Input all Tenant information including Name(s), Move In Date, Lease Dates, Tenant Type (if any) & Alternate Mailing Address (if any). Enter monthly Recurring Charges information by clicking the arrow next to the Category Code description for each amount. When finished, click the Move In tab.
4.4 Move Out
To complete a Move Out of an existing tenant, go to the Portfolio tab, select the Property from the display and click on the Unit/Tenant to be vacated. Once selected, the displayed unit is in View Mode, to complete the Move Out, click the Edit Mode tab. Select the Move Out date and click the Move Out tab. A message will then be displayed for you to verify the Move Out.
4.5 Delete FDT Move In
Any previously scheduled FDT’s that are due to be updated based on the date assigned during input may be displayed by clicking on the Future Dated Transactions tab shown in Red. Each item is then identified with a symbol to indicate the type of FDT currently pending. A Future Dated Move In will have a Green arrow pointing to the Left with an option to Delete shown in Red. Click on the Delete tab and answer the verification message to complete the deletion of this FDT Move In.
4.5.1 Delete FDT Move In to Occupied Unit
If a FDT Move In to an Occupied Unit has been input, both the FDT Move Out and FDT Move In will be displayed together in the Future Dated Transactions display. The Move Out will show the vacating Tenant name and have a Red Arrow pointing to the right to indicate a move out. The Move In will show the Tenant name moving in with a Green Arrow pointing to the left with an option to Delete shown in Red. If the previously scheduled FDT Move In is no longer valid, click the Delete tab and answer the verification message to complete the deletion of the FDT Move In.
4.6 Cancel FDT Move Out
If a FDT Move Out needs to be removed, click on the Future Dated Transactions tab to display all pending FDT’s. All FDT Move Outs will be shown with a Red Arrow pointing to the right, with the option to Process displayed in Green if due to be updated, or Cancel displayed in Yellow to remove the update. Once Cancel has been selected, answer the verification message to complete the deletion of the FDT Move Out.
4.6.1 Cancel FDT Move Out with FDT Move In
If a FDT Move Out needs to be removed and there is also a pending FDT Move In for the same unit, BOTH updates must be canceled and/or deleted. By choosing to Cancel the FDT Move Out, a verification message will be shown stating that both the FDT Move In and Move Out will be deleted. Complete the update by clicking the Yes tab in the verification message.
4.7 Update FDT Move In
If a FDT Move In is pending and ready to be updated, click on the Future Dated Transactions tab to display all pending FDT’s. Any FDT Move In that is ready to be updated will have the option to Process displayed in Green and show the Unit and Tenant name to be moved in. Click on the Process tab and answer the verification message to complete the update. If you do not complete this FDT ready for update it will be done automatically during the End of Month procedure.
4.7.1 Update FDT Move In to Occupied Unit
If a FDT Move In to an Occupied Unit, both the Move In and Move Out updates will show together in the FDT display. Go to the Future Dated Transactions tab to display all previously scheduled FDT’s. Any FDT’s that are ready for update will have the Process tab displayed in Green indicating they are ready to be done. The Move Out of the existing tenant must be completed before the FDT Move In can be updated, so the option to process the FDT Move In is not available until the Move Out has been done. Once Move Out is done, you may complete the Move In of the new tenant by clicking the Process tab and answering the verification message to complete the update.
4.8 Update FDT Move Out
If a FDT Move Out is pending and ready to be updated, it will be shown in the FDT display. Go to the Future Dated Transactions tab to display all previously scheduled FDT’s. Any updates that are ready will have the Process tab displayed in Green indicating they are ready to be done. Any FDT Move Outs will show a Red arrow pointing to the right, with the option to Process in Green, or Cancel in Yellow. Click on the Process tab and answer the verification message to complete the Move Out. If you do not complete this FDT ready for update it will be done automatically during the End of Month procedure.
4.8.1 Update FDT Move Out with FDT Move In
If a FDT Move Out has been scheduled along with a FDT Move In, they will be displayed together in the FDT display. Go to the Future Dated Transactions tab to display all previously scheduled FDT’s. Any updates that are ready will have the Process tab displayed in Green indicating they are ready to be done. The FDT Move In will not have the option to process until the FDT Move Out has been updated. To execute the FDT Move Out, click the Process tab and answer the verification message to complete the vacate. The FDT Move In can now be processed in the same fashion. If you do not complete these FDT’s that are ready for update it will be done automatically during the End of Month procedure.
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3. units/tenants
3.1 Adding units/tenants
Once the property has been set up, the Units & Tenants should now be added. After clicking the Set Up New Property tab, select the property from the display on the left of the screen, and then click the Add New tab for set up of new Unit/Tenant.
3.2 Adding vacant units and units with tenants
Once the Setup New Unit/Tenant window is displayed, type in the Unit Number and any optional data to be included (i.e. – Beds/Baths, Square Footage, etc). If the unit is in a multiple address complex, record the actual address for the physical location of the unit if it is different than the address used when the property was set up. You now have the option of setting up a Vacant unit by clicking the tab for Create Vacant Unit, or one that is currently occupied by an existing tenant. Input the Name, Move In Date, Lease Dates, & Type (if any). If the rent bill is to be sent to somewhere other than the physical location of the unit (i.e. – corporate rental), enter the necessary information under Tenant Alternate Mailing Information. Enter the fixed monthly charges under Recurring Charges by clicking on the arrow for each Category Code description to be assigned to each monthly charge. (Category Codes are established under the My Account tab, Category Codes and click Add New tab). You now have the option of generating the monthly recurring charge as of the first day of the current processing month. If you do not want this to occur, click the Check Box to remove.
3.3 Unit/tenant editing
Once Units/Tenants have been established for your property(s), you may edit the existing information by clicking the Portfolio tab, choosing the desired property from the display & selecting the existing Unit/Tenant to be updated.The selected Unit will be displayed in View Mode and may be updated by clicking the Edit Mode tab. Once finished, click the Save Changes tab at the bottom of the display.
3.4 Unit/tenant future dated transaction (FDT)
Any Future Dated changes (FDT) to the monthly recurring charges (i.e. – Rent increase for the upcoming month) or changes in occupancy are scheduled using the same procedure as in 3.3 with the inclusion of the effective Future Date for the required update.
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2. Property
2.1. Setting up property
Click on Property Setup Tab, then click Add New. Enter the Name & physical address of the property. Then input the Checks Payable To name for the Tenant payments & the return address for the remittance. (If the mailing address for rent payments is the same as the Property Address, click the Copy tab). Set up any desired message to be printed on the rent bills (i.e. – Late charges will be assessed on all accounts that remain outstanding after the 5th day of each month). Under Property Settings, choose the type of property being set up (i.e. – residential, commercial, etc.) & which months to generate recurring charges.
2.2. Edit property
Once the property is established, any changes can be done by selecting the property from the display and clicking the Edit tab.
2.3. Delete property
While it is not recommended, you may delete an existing property by clicking the DELETE PROPERTY button (after entering EDIT mode) if it is no longer part of your existing portfolio. The more desirable option is to make the property Inactive, thereby preserving the data for future access if necessary.
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1. Registration and Set Up
1.1. Choosing user name and password
Upon sign up, you will be assigned a Username & Password which will be emailed to the address indicated during Account Set Up. Once received, a link together with temporary login information will allow user log on to TENNET system and choose personal Username & Password (this process will confirm the accuracy of the email address recorded at sign up). You can now proceed with the set up of the Account Information and Property(s).
1.2. Recovering user name/password
Upon entering your email address, the correct information will be sent to registered email account.
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