MN Certificate of Rent Paid

Transcription

1 MN Certificate of Rent Paid Documentation Manual

2 HMS CRP Table of Contents HMS CRP Table of Contents... 2 General Information... 3 About this Manual... 3 Processing CRP Forms... 4 General Information... 4 CRP Minnesota Certificate of Rent Paid File Tab... 6 Setup HA Info... 7 Designate Codes for Rent... 8 Clear CRP Info... 9 Generate CRP Info...10 Maintain CRP Info...12 Exit...12 Find...13 New...13 Save...13 Delete...13 Print...14 View...14 CRP Minnesota Certifiacte of Rent Paid Reports Tab...15 Print CRPs...15 Print CRP Labels...17 Print CRP Register...18 Print CRP Register by Project

3 General Information The Minnesota Certificate of Rent Paid (HMS CRP) has been designed to allow Public Housing Authorities to generate and maintain their CRP forms that need to be issued to tenants for each year s rent payments. HMS CRP generates the forms from the transactions entered via HAB s Tenant Accounting System (WinTAR), and calculates the percentage allowed by the State of Minnesota for property tax refunds for each tenant. The actual forms can then be printed to plain paper (all appropriate text is automatically printed on the form). A CRP Register can be generated, listing each tenant who is receiving a CRP form along with the amounts that will print on the forms. This report can be used for reconciliation and reference. About this Manual The H.M.S. CRP User s Guide describes the HAB, INC. CRP Program (HMS CRP), and provides instructions for its use. The manual consists of a single chapter explaining the major functions of the system. As the user will see in detail later in this manual, the HMS CRP system is an excellent tool for processing and maintaining vital CRP information. Its ease in setup and reporting options allow users to process CRP forms in record time. HAB INC. hopes users will enjoy working with the system and trusts it will provide staff with efficient form generation previously unavailable to operations that will serve to improve overall efficiency and productivity. 3

4 Processing CRP Forms General Information This chapter describes the information that must be established before the CRP forms can be generated, and then describes the generation and maintenance process. Specifically, the chapter describes how to: Setup Housing Authority Information Clear a previously processed year Generate CRP forms Maintain CRP forms already generated To access H.M.S. CRP log into Encompass. Select the Tenant/Applicant Mgt Tab and click on the wintar button. 4

5 Select the Reports Tab and click on the CRP button. From the drop-down menu choose MN Cert. This will bring up the CRP Minnesota Certificate of Rent Paid menu box. 5

6 CRP Minnesota Certificate of Rent Paid File Tab From the CRP Minnesota Certificate of Rent Paid menu box the File tab is selected by default. This tab displays the two submenus for setting up and generating CRP forms. The options are: To start any of the options on this tab, simply click on the desired options. This brings up the first screen of the selected option. The remainder of this chapter contains instructions for the use of the options on the File tab. 6

7 Setup HA Info The Setup HA Info option is necessary for the printing of correct Housing Authority information on each form. To access this option, click the Setup HA Info item from the Setup submenu on the File tab. The following window will be displayed: Enter all of the Housing Authority information to this window. Once everything is entered, click Save to save all changes. A confirmation box will appear: Click Ok to exit the HA setup information and return to the File tab. 7

8 Designate Codes for Rent The Designate Codes for Rent option is necessary for the calculation of the correct amount of rent paid for each form. To access this option, click the Designate Codes for Rent item from the Setup submenu on the File tab. The following window will be displayed: This option allows the user to customize which transaction codes are added to determine the amount paid by each tenant. In the above example, each DR Payment-Auto transaction in the tenant s accounts will be added to the total for rent paid. The State of Wisconsin requires that the total rent paid include items such as garage rent, excess utilities, appliances and furnishings, so other codes must be specified. Since WinTAR allows for the customization of transaction codes, each of these transactions codes need to be selected and designated as such. To designate a code, select a Balance to Affect from the drop-down list. Next, highlight an appropriate code from the left side of the window. Click the Add button to move that transaction code to the right side of the window. Once all necessary transactions codes are assigned, click Exit to return to the main menu. 8

9 Clear CRP Info The Clear CRP Info option is not necessary unless forms were generated for a calendar year that shouldn t have been processed. Prior year CRP forms will not interfere with current year forms, so previous years do not need to be cleared before processing another. To clear a previously processed year from the CRP forms, click Clear CRPs from the CRPs submenu on the File tab. The following window will be displayed: Select the year to clear CRP info for, and then click Clear. A message will appear, asking the user to verify this: Click Yes to clear or No to cancel. If Yes was clicked, the following confirmation box will appear: Click Ok to return to the File tab. 9

10 Generate CRP Info With this option, the user can generate the CRP forms for each public housing project. To access this option, click Generate CRPs from the CRPs submenu on the File tab. The following window will be displayed: Each project will need to be processed individually, due to the need to enter separate property ID numbers and number of units in each property. Select a project to process. Enter the County, Property ID, and Number of Units. (The check box is to be used If a government housing agency paid you part of the rent for this unit, check this box but do not include the amounts paid by the government agency in line 1.). The percent to use defaults to the proper percentage. The CRP Year should be for Once all information is filled, click Generate. The following question appears: 10

11 Answer Yes to generate the CRPs. Answer No to return to the Generate CRPs window. If Yes was clicked, the system will generate the CRP information for the project selected. When complete, the following message will be displayed: The number of CRP forms generated will be displayed. Keep in mind, this number includes active tenants and tenants who may have vacated throughout the year, so the number of forms should be higher than the number of units in the development. Click OK to return to the Generate CRP Info option to generate another development. If no more developments need to be processed, click Exit to return to the CRP main menu. 11

12 Maintain CRP Info The Maintain CRP Info allows the user to change data on any particular form, print an individual form (mass printing is allowed under the Reports option), or allows for the addition of new forms for tenants who are not in the WinTAR program. To access this option, click Maintain CRs from the CRPs submenu on the File tab. The following window will be displayed: Each of the buttons along the top of this window allows the user to perform a variety of functions. Exit The Exit button does just that--- exits the user back to the File tab. 12

13 Find The Find button allows users to find a CRP form that is already processed in order to maintain the information on that particular form. Click Find to display the following window: Double click any of the lines to bring that CRP information to the Maintain window. The Export button will take the information on the screen and place it onto a spreadsheet. New The New button allows the user to add a new CRP form that was not generated from the WinTAR data. Add all of the necessary data and click Save to save this new CRP form. Save The Save button saves any changes made by the user to an existing or newly added CRP form. Delete The Delete button deletes any CRP form displayed at the time the Delete button is depressed. This does not delete the tenant or their payment history from the WinTAR program. 13

14 Print The Print button allows the user to print a single CRP form for an individual tenant. Use the Find button to find an existing CRP form. Click Print once the tenant s CRP info is displayed. The CRP form will be sent to the user s default printer. View The View button allows the user to view a single CRP form for an individual tenant. Use the Find button to find an existing CRP form. Click View once the tenant s CRP info is displayed. The CRP form will be seen on the user s screen. Once in the view mode, the CRP form can also be printed by selecting the Print option from the view. Click Exit to return to the CRP Main Menu. 14

15 CRP Minnesota Certificate of Rent Paid Reports Tab The Reports tab offers a variety of viewing and printing options. Clicking the Reports tab on the CRP Minnesota Certificate of Rent Paid menu box will bring up the following list: Click on the desired report in order to process, view, and print it. Following are instructions on processing each individual report and a printed example. Print CRPs The Print CRPs report allows user to print all of the CRP forms for a particular year and for specific projects or tenants. Setting up and Running the Report To run this report, select the Reports tab, then CRPs from the Forms submenu. This brings up the Print CRPs parameters screen. Use this screen to tell the system how to select and delimit the data to be included on the report. 15

16 Verify that the printer is the printer you wish to print this report to. If this is not the correct printer, click on the Setup button to change default printers. Select the number of copies of this report you would like to print. The default is 1. In order to print forms for the year in process, select the appropriate year in the from/thru parameters. To further delimit the information on the report, you can select a project or tenant name. To print this report directly to the printer, click on Print. To display this report on your monitor, click on View. You will then have the option of printing from the view mode. If you do not wish to run this report, click on <Esc> Exit. 16

17 Print CRP Labels The Print CRP Labels report allows user to print labels for all of the tenants that have CRP forms processed for a particular year and/or specific project. The labels are designed to print on Avery 5260 laser labels. Setting up and Running the Report To run this report, select the Reports tab, then CRP Labels from the Forms submenu. This brings up the Print CRP Labels parameters screen. Use this screen to tell the system how to select and delimit the data to be included on the report. Verify that the printer is the printer you wish to print this report to. If this is not the correct printer, click on the Setup button to change default printers. Select the number of copies of this report you would like to print. The default is 1. In order to print labels for the year in process, select the appropriate year in the from/thru parameters. To further delimit the information on the report, you can select a project or tenant name. To print this report directly to the printer, click on Print. To display this report on your monitor, click on View. You will then have the option of printing from the view mode. If you do not wish to run this report, click on <Esc> Exit. 17

18 Print CRP Register The Print CRP Register report allows user to print a listing of all of the tenants that have CRP forms processed for a particular year and/or specific project. Setting up and Running the Report To run this report, select the Reports tab, then CRP Register from the Listings submenu. This brings up the Print CRP Register parameters screen. Use this screen to tell the system how to select and delimit the data to be included on the report. Verify that the printer is the printer you wish to print this report to. If this is not the correct printer, click on the Setup button to change default printers. Select the number of copies of this report you would like to print. The default is 1. In order to print the register for the year in process, select the appropriate year in the from/thru parameters. To further delimit the information on the report, you can select a project or tenant name. To print this report directly to the printer, click on Print. To display this report on your monitor, click on View. You will then have the option of printing from the view mode. If you do not wish to run this report, click on <Esc> Exit. 18

19 Print CRP Register by Project The Print CRP Register by Project report allows user to print a listing of all of the tenants that have CRP forms processed for a particular year and/or specific project. This is similar to the CRP Register, but there are break groups for each Project. Setting up and Running the Report To run this report, select the Reports tab, then CRP Register by Project from the Listings submenu. This brings up the Print CRP Register parameters screen. Use this screen to tell the system how to select and delimit the data to be included on the report. Verify that the printer is the printer you wish to print this report to. If this is not the correct printer, click on the Setup button to change default printers. Select the number of copies of this report you would like to print. The default is 1. In order to print the register for the year in process, select the appropriate year in the from/thru parameters. To further delimit the information on the report, you can select a project or tenant name. To print this report directly to the printer, click on Print. To display this report on your monitor, click on View. You will then have the option of printing from the view mode. If you do not wish to run this report, click on <Esc> Exit. 19