which
you can click on to view the attachment or attachments.09/23/2009
These release notes are broken down into 2 sections for major and minor enhancements to the application. A third section lists all new windows and tasks that have been added where the System Administrator at your organization will need to set security in order for you to have access to them.
This is a summary of enhancements made with 8.0. Details of each enhancement are described in the appropriate sections of the Help documentation, which you can get to by clicking the links for each of these enhancements.
Please note that for tasks that are made obsolete or have moved to a new location with this new version of Property Manager, the task will appear on the Task List, but will have a different color (olive text). If the user clicks on it, they get a message stating: "This task has moved. Please check 'What's New in this Release', available under the Help menu, for further information." Specific tasks that have been removed or made obsolete are noted below.
Jump down to:
New Windows/Tasks to be set in Security
When Adding/Maintaining a Charge Type from System Administration > Accounting Setup – Charge Type Setup using the Insert Charge Type and Maintain Charge Type tasks, a new check box is available to ”Display on Move-in/Renewal”. This charge type parameter can be customized for each community/funding program group at Accounting Detail > Account Maintenance using the Customize Charge Type and Maintain Customized Charge Type tasks.
Any Charge Types that have ”Display on Move-In/Renewal” selected will be available to add to a household as a scheduled receivable from the Create Move-In/Transfer Certification task on the Occupancy & Compliance Detail > Manage Vacancies tab and Household Detail > General tab; the Create Certification task on the Occupancy & Compliance Detail > Annual Recertification tab; and the Lease Review and Lease Change tasks on the Occupancy & Compliance Detail > Leases tab. A new step will be available on these tasks for Recurring Charges. From this step you can add, remove or change recurring charges. Adding a new recurring charge will create a new Scheduled Item on the Household’s Household Detail > Accounting > Receivables tab effective as of the same date as the certification you are working. Changing the amount of an existing Recurring Charge will mature the existing Scheduled Item and replace it with a new Scheduled Item as of the effective date of the certification. Removing a Recurring Charge will mature the existing Scheduled Item as of the day before the effective date of the certification. All balance schedules created through this Recurring Charge step of the above certification tasks will have not maturity date and will be set with a frequency of Monthly. Any scheduled items created in these tasks can be maintained directly using the Maintain Selected Scheduled Receivable task on the Household Detail > Accounting > Receivables tab.
A new tab has been added under System Administration (System Administration > Export Setup). This tab will display all non-financial web exports that have been created by community and export type. Initially, the exports to be included on this tab page are the NAMA Standard XML Interfaces to Tax Credit State Agencies (see below). The task, Create New Export is used to add new exports needed for your database. This new tab and task allow for the definition and control of multiple non-financial exports at the community level. One community can have as many export types defined for it as needed. The AMSI eSite export types that had been defined under System Administration > Accounting Setup - Export Information Setup are now defined here. If you need an non-financial export that is not currently supported, please contact Bostonpost Support.
The view on the Accounting Detail > General Information tab has been enhanced for ease of use. The window is now broken down into a To-Do List to better manage and track the tasks in regards to managing your accounting activities for a selected community or all communities the user is authorized to view. The Accounting To-Do List Activities include: Pending GL Entries, Error GL Entries, Pending Payment Batches, HAP Payments to Process, Unbatched Tenant Payments, Process 236 Overage, Refund Overage, Refund Utility Reimbursements, Assess Late Charges, Create Tenant Chargebacks, viewing Units not Billed, and other batch processes that do not fit into one of these categories.
All the Accounting To-Do List Activities are included in the To-Do List Dashboard Object.
A new task is now available under the Accounting Detail > Payments tab to Start new Payment Batch from File. If you utilize a Lock Box, a Check Scanner or other application that produces a file that can be imported into Property Manager, you can use this task to create a payment batch from that file. Import file specifications for an Import Type can be created by Bostonpost Technology from documentation you provide from your lock box setup or check scanner software. The only requirement is that each detail payment row has Property Manager’s Household ID (HHID), which can be up to 10 characters. That way, Property Manager will be able to identify the household each payment is to be created for.
Imports Types have already been defined for a:
Standard Lockbox - to be used when you don't have an existing Lockbox relationship with a bank. This standard format can be used along with the rent coupons you can print from Property Manager to setup a new lockbox with your bank.
Heartland Payment Services
Bank of America Remote Deposit Service
First Hampshire Bank - works with their check scanner application
With the Import Type defined, creating a payment batch is started by importing the file. The task will attempt to apply payments to existing open items, and any money that can’t be applied will create unapplied payments. Before completing the task, you have the ability to go through each unapplied payment and apply them manually. Since this imported file represents a deposit that has already occurred at the bank, you will not be able to delete checks from the batch, change the amount checks are written for, or add new checks to the payment batch.
When an error occurs in the Start new Payment Batch from File task while importing a file, you will receive detailed messages as to why one or more payments in the import file failed to load. I.e. – Household ID for a payment row is missing, Household ID for a payment row doesn't exist in Property Manager, Apt Nbr in transmission file doesn't correspond to an Apt Nbr in Property Manager, etc.
A new tab has been added under Occupancy & Compliance Detail for LIHTC. This tab container and its underlying tasks allow for the building and transmission compliance data for Low Income Housing Tax Credit funding programs. This new tab has the same look and feel as the tab containers for managing MINC and PIC transmissions. You will create a Tax Credit file and upload it to the appropriate agency.
In the Build LIHTC File task, you will build files for one community at a time and can narrow the selection down by Funding Program. The selection of certifications to include can be done for certs created since a specific date, for certs within an effective date range or for all certs not yet transmitted. After the file is built the task will open the web site or detail the destination of a file to be saved that has been defined under System Administration > Export Setup for the community the file is being transmitted for. Once the certifications have been sent, they will be marked as ”Transmitted”. Other tasks available from this tab include: Review/Edit LIHTC File, Transmit/Retransmit File and Delete Selected File. From the Household Detail > Transactions tab, you can use the Mark as Transmitted and Undo Transmission tasks to handle any issues that arise.
The Review/Edit LIHTC File task shows the contents of the LIHTC Transmission file that has already been created and allows it to be updated. You can also add a note to the file. The file you are editing can replace the original file or you can create a copy of the file under a new name. You can also choose to use this task to just review the File without saving any changes that are made.
A new service has been added to Property Manager which is billed separately from the standard monthly processing fee. If you wish to implement Document Imaging and the associated electronic storage of these images, please contact Bostonpost Support to learn about rates and how to get started.
In various tasks in Property Manager a Scan Wizard has been added to
allow for a document imaging interface. This new scan wizard will
be a step in several tasks to support the acquisition of images individually
or in bulk from a scanner, fax, network fax or a file stored on a PC or
network. When an attachment exists for an item in Property Manager
(certification, AP Invoice, household Note, or community note), there
will be a paperclip which
you can click on to view the attachment or attachments.
Under System Administration > Maintain Lookup Tables – Business Constants, you can set where you want to allow attachments: Invoices, Fixed Assets, Transactions, Community Notes and Household Notes.
Security for the ability to add and maintain or just view attachments is available separate from the tasks where the attachments are added from. Each of these areas has its own securable object under System Administration > Define Access. In this way an individual, for example, can still access the Receive Verification Forms task, but can’t add attachments while in the task or only has the ability to view attachments while in this task.
Attachments Tasks:
The Attachments popup allows you to create an attachment from a File or from a Scan. When you click the File link, an ”Attach Existing File” dialogue box appears. It will default to the ”My Documents” directory on your computer, but you can browse elsewhere both on your computer or mapped drives on your organization's network. The Network button allows you to map a drive to another location on your network if necessary. When you click the Scan link, a ”Scan a Document” dialogue box appears. As long as you have a scanner attached to your computer, you can click the Scan button to begin the scanning of a document. You can choose to save the scanned document as either a PDF or JPG file.
You are limited by file size for attachments from a file or a scan. You will receive an error if the size of the attachment exceeds 1 MB.
Under File > Scanner Setup, you can select the appropriate source for your scanned documents. This can be more than one scanner, a fax, camera, etc.
If the file type of the attachment is PDF or JPG, then the popup will preview the attachment without having to open it. All other attachment types (DOC, XLS and others) will need to be opened to see their contents. For attachments that cannot be previewed, the link ”Unable to preview this attachment – Click here to open” will be displayed.
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The Accounts Payable Menu Item with the Receive Invoice and Invoice Detail tab pages below it have been updated to be more consistent with the rest of the application. Under Accounts Payable Detail there are 2 new tab pages General Information and Invoice. Each with a series of tasks to help you make managing accounts payable invoices in Property Manager easier and more efficient. Also new under Accounts Payable Detail is a new Find Invoice popup. This popup allows you to find invoices by their invoice number, received date range, community, status of its work order line items, vendor and/or PO number.
The Accounts Payable Detail > General Information tab page is in the form of a To-Do List. The 3 activities on this tab include: Code Invoices, Approve Invoices and Export Invoices. The available tasks will vary based on which Activity you are looking at. If you double-click any invoice on this tab, you will be brought to the Accounts Payable Detail > Invoice tab where tasks can be performed that are both available here and only on the Invoice tab. Please note that if any invoices existed prior to upgrade that were out-of-balance (sum of amount billed on line items doesn't equal the total amount of the invoice) they have been deleted on upgrade. This was necessary because this out-of-balance condition is no longer possible with v8.0 of Property Manager. The only incomplete invoices that are allowed are those that have not been coded with GL Accounts for the line items of the invoice.
Code Invoices: |
Export Invoices: |
Approve Invoices: |
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The Accounts Payable Detail > Invoice tab will display the last invoice you were working on. You can use the Find Invoice popup to search for the invoice you want to work on.
The Receive Invoice task has been created to replace the old Receive Invoice process under Accounts Payable Detail. In prior versions of Property Manager this was not a task but a menu item. By making this a task, it is easier to use and more consistent with the way the rest of Property Manager is laid out.
A new task, Maintain Invoice Accounts, has been added to both the General Information and Invoice tabs under Accounts Payable Detail. This task allows you to add invoice accounts, maintain existing invoice accounts and make existing invoice accounts inactive. This new task replaces the System Administration > Maintain Lookup Table where Invoice Accounts had been maintained in prior versions.
Two new tasks, Receive Credit Memo and Receive Credit Memo for Selected Invoice are available from the Accounts Payable Detail > General and Invoice tabs. The invoice to be credited can be found with the Invoice Finder or from with in the task.
Dashboard
Work Orders
The Work Orders Dashboard Object has been enhanced to include hyperlinks for communities. Also, pop ups have been added for the P.O. counts. Double clicking on a number in the PO columns of the object will bring up a listing of PO’s. From this popup you can double click the PO Number hyperlinks to view the details of the selected PO.
Vacancy
The Vacancy Dashboard Object now includes a column for the count of units that are temporarily offline. In prior versions, these units were included in the vacant column and part of the % Occupied and % Net Occupied calculations. As always, permanently offline units are not included in any counts.
Household Detail
Find Person
The Person Finder now includes a field to search for a household by License Plate. When vehicles are tracked for households in a community on the Household Detail > Additional Info tab and the license plate is entered for the vehicle, you can now search for a household by their license plate. Especially helpful when a car is parked where it shouldn’t be and you want to find the household who owns the car.
General
The Rent Information data window on the Household Detail > General tab now displays the total of all non-rent scheduled charges (non-certified, i.e. – air conditioning, cable, etc.) to be billed each month.
When using the Swap Counted Group task on the Household Detail > General tab when a funding program is being removed, an Expel transaction will be created with a date one day less than the effective date originally entered to denote the end of participation the on that program. This will also take care of the mode where the counted group stays the same but an optional funding program goes from an eligible layer to Not Participating. The Expel certification will include the funding program ending with an action of termination. This avoids having an enroll certification for the funding programs that were not affected.
Additional Info
When using the Add Household Contact and Modify Household Contact tasks from the Household Detail > Additional Info tab, you will be required to enter a phone number if you select a phone type. Also, if you enter a phone number first, you will be required to select a phone type. You will not be able to complete the task until you have both a phone number and a phone type or if both selections have been cancelled.
In the Household Contacts data window of the Household Detail > Additional Info tab, there is now a Detail link, which when double-clicked will bring up a popup with all the details of the contact.
A new task has been added to the Household Detail > Additional Info tab to Rebill Amenity. This task has been added so that you can rebill the charges for an amenity when there has been incorrect billing.
Members
Waitlist
The Change Apply Date task on the Household Detail > Waitlist tab now allows you to modify both the date and the time for the selected waitlist entry.
Notes
History
References
The Add Personal Reference and Add Business Reference buttons have been removed from the Household Detail > References tab and replaced by Business and Personal links, which when clicked allow you to add new references based on the type you selected. To delete a reference, highlight it and click the Delete link. A Show Inactive check box has also been added to display references that had been made inactive.
Income and Expense
When adding an asset with a zero gross value in an Income and Expense worksheet, you will no longer get an error message. Instead, you will receive a warning message stating that “The Gross Value for this asset will be set to $0.00."
When HUD, USDA, PHA or Tax Credit rules apply and the list of worksheet rows on the Income and Expense / Create MM/DD/YY Worksheet step of a certification task includes an Imputed Asset with a disposal date of less than or equal to 24 months, any Imputed Asset rows meeting this criteria will be selected to copy forward to the certification you are creating and you will not be able to deselect it. If the Imputed Asset has a disposal date greater than 24 months in the past, it will be deselected and you will not be able to select it to copy forward to the certification you are working on. When on the Edit MM/DD/YY Worksheet Step of the task, you will receive an error if you attempt to add an Imputed Asset with a disposal date of greater than 24 months.
Evictions
Transactions
When funding programs are created for a community using the Conventional type of funding program as its base, the certification on the Household Detail > Transaction tab will now display the name of that funding program instead of the word “Conventional”. In that way the transaction is more readily identified with the funding program.
A correction type certification is now allowed even when Property Manager detects that there are no changes being made to the selected AR, IR or IT certification. This correction type certification is allowed where HUD rules apply in cases where the household had a confirmed and transmitted move-out certification and then that move-out certification is marked as rejected. The MAT User Guide instructs the user to submit the last full certification as a correction, and with this enhancement you can now do that with the Correct Selected Transaction for HAP task.
For a Household that is being moved into a HUD program with an exception code (Create Certification step of the Create Move-In/Transfer task), the certification will be marked as DNX on the Household Detail > Transaction tab (household will be counted as Terminated from the move in effective date when HUD rules apply) because a Move-In Certification with $0 subsidy will be rejected.
The Details popup on the Household Detail > Transaction tab for each certification in the list now displays details from billing corrections that don’t have the same Forms Cert ID as the selected certification, but are still listed when the event date of those billing corrections falls between the effective dates of the selected certification. The popup breaks down adjustments between rent and subsidy, and also includes the Forms Cert ID, as well as the HAP ID if they are already included on a HAP Request. This gives the user more information on subsidy that is linked to the selected certification or should be linked to the selected certification.
The Transaction (Certification) Types available in the task, Insert New Transaction, on the Household Detail > Transaction tab has been limited to Annual Recertification – AR. The Annual HQS Inspection – AI, Non-Signature – NS and Other – OR transaction types are obsolete and no longer used in Property Manager. The Initial Certification – IC and Interim Recertification – IR transaction types can be added from the related tasks on the Household Detail > General tab and can no longer be added with this task.
The Tax Credit Move-In Date (community in date) has been added to Tax Credit certifications that will reflect the date of the initial tax credit certification within the community.
The South Dakota TIC form has been updated to include the “Form Complete Date”. This date is the create timestamp for the certification when it is created in Property Manager.
The South Dakota Partial TIC form has been added to Property Manager. This new partial TIC form will be used when the household is not required to complete the annual recertification process and instead uses the Annual Non-Financial Update process.
The Oregon TIC form has been added to Property Manager.
The Los Angeles Housing Department TIC form has been added to Property Manager.
The Missouri TIC form has been updated for the 2/20/2009 revision from the Missouri Housing Development Commission.
The Mississippi TIC form (Mississippi Home Corporation) has been added to Property Manager.
The Washington State TIC form has been updated to include “5. Foster Care Participant (previous or current)” to the Student Exception List at the bottom of page 1.
The California TIC form has been updated for 2009 changes including the student exception types.
A variation on the California TIC called the VCH TIC has been added to Property Manager.
The Kentucky TIC form has been added to Property Manager.
Accounting
Summary
Receivables
When concession scheduled items are set up on a household from the Household Detail > Accounting > Receivables tab using the Add New Scheduled Receivable task, the resulting monthly concession will only be automatically applied to the rent charge with the same due date. You still have the ability to apply concessions manually with the Apply Credit task to a charge with any due date.
Subsidy
The Charge Type description for each subsidy open item now includes the HAP Request an open item is included on at the Household Detail > Accounting > Subsidy tab. Clicking on Charge Type column heading, the open items will be sorted by HAP Request.
Deposits
Promissory Notes
When receiving payments against a Note Payable Promissory Note (Accounting Detail > Payments) that creates an OARQ to be included on a HAP, the amount applied to the Promissory Note can only be in whole dollars. Amounts on HAP requests are rounded to whole dollars, so if the amount applied to the Note Payable and the created OARQ aren’t in whole dollars, you can’t receive the payment against the HAP. When you create the Note Payable Promissory Note using the Convert Subsidy Due to Promissory Note task on the Household Detail > Accounting > Subsidy tab, the Payment Amount can only be set to whole dollars.
Tenant Services
Print Options
Community Detail
General
Facilities
Program Info
The Elderly designation/restriction is now done on the Community Detail > Program Info tab. It had been on the Community Detail > General tab as a check box. Now the Elderly Restriction is a drop down list with choices being “Elderly Including Disabled”, “Elderly Only” or “Disabled Only”.
For Tax Credit funding programs only, a new parameter has been added to set “Recerts effective on Anniversary Day” in the Funding Program Detail data window on the Community Detail > Program Info tab. With this parameter selected, the recertification form will show a recert date with the actual day of the month set to match the move-in day of the month instead of the 1st of the month. Please note the transaction effective date will still show as the first of the month.
For HUD Section 8 Programs the “Under 62 Quota” label has been changed to “Non-Elderly Disabled (49 and younger) Set Aside”. The “Near Elderly Quota” label has been changed to “Near Elderly Preference” and entry in this field is now just a check box. A numeric quota is not necessary and the box is checked when the Near Elderly Preference is not zero. These changes are necessary to the Community Detail > Program Info tab for HUD Section 8 Programs to abide by HUD Standards (See HUD Handbook, page 3-48, for definitions of Elderly, Near Elderly and Non Elderly).
A new indicator has been added to the Community Detail > Program Info tab for Tax Credit Funding Programs. This check box can be selected when tax credit rules apply to indicate HERA Special Limits apply. This check box can not be selected if the income region does not have HERA Special Limits. For Non-Tax Credit, the HERA Special Limits will not be included in the Income Region Drop down.
A new Security Deposit Method has been added to the Community Detail > Program Info tab, Greater of Tenant Payment or Fixed Amount. The Tenant Payment amount does not include the Utility Allowance (UA).
Contract
For the HUD Programs Section 236, RAP, Rent Supp and BMIR contracts that do not have a contract number, the list in the Select Contract data window on the left hand side of the Community Detail > Contract tab will now display the Project Nbr instead of the word ANY for the Contract.
A new task has been added to the Community Detail > Contract tab to Maintain Unit Class Counts. This task was added to support compliance set asides that are specified by unit size (aka Unit Class).
In the Occupancy by Unit Class data window on the Community Detail > Contract tab, if the Min and Max for an income layer does not apply by unit class (bedroom size), then they will show as n/a in this data window.
Rent
A new task has been added to the Community Detail > Rent tab to Update Amenity Rents. This task functions much in the same way as the Certify Gross Rent Change task, but is specific to Amenities instead of Units.
The Gross Potential Method displayed on the Community Detail > Rent tab can no longer be changed after a community has occupied units in it. Making this change on a live community has caused many problems requiring data fixes. If the Gross Potential Method for any Community/Funding Program Group is wrong, please contact Bostonpost Support to have it corrected.
Accounting
Waitlist
Unit Turnovers
Notes
Businesses
Maintenance
Vehicle Info
The Apt # in the list of vehicles on the Community Detail > Vehicle Info tab is now a hyperlink to the Unit Detail > General tab and the household’s name is now a hyperlink to the Household Detail > General tab.
User Codes
Print Options
Unit Detail
General
A new offline status reason called Rehabilitation has been added when using the Take Unit Offline task from the Unit Detail > General Information tab. This new offline status is a temporary status and the vacant unit will appear on the Occupancy and Compliance > Manage Vacancies tab as well as the Occupancy and Compliance > Unit Turnovers and Community Detail > Unit Turnovers tabs.
In the Agency Identification data window on the Unit Detail > General Information tab, a field has been added to enter the unit’s Tax Credit Unit Number. This field allows you to store an apartment number assigned to this unit in the external system for tax credit reporting.
Compliance \ Rent \ Transaction History
Gross Potential Activity
Special Claims
Special Claims will not be allowed to be created with the Add New Special Claim task on the Unit Detail > Special Claims tab when the following conditions exist:
A vacancy claim cannot be added where the former tenant in the unit was a market renter and the assistance was terminated with the Termination Code TI = TTP equals/exceeds gross rent.
An unpaid rent and damages claim cannot be added where the assistance that a former household was receiving was given to another household in the community effective the day after the move-out of the former household.
Maintenance
User Codes
Print Options
Amenity Detail
General
Gross Potential Activity
Maintenance
Accounting Detail
General
The Add New Receivables task has been updated to automatically select rows when the amount entered is less than $1. This was working correctly for amounts $1 or more, but not for amounts that were pennies only.
A new task, Add New Scheduled Receivables, has been added to the Accounting Detail > General Information tab. This new task will allow you to add new scheduled items (non-certified) for a community in a batch process instead of adding them individually to each household.
Community Cash Receipts
The Accounting Detail > Community Cash Receipts tab now has a date range filter that allows you to limit the list to community cash receipts within the given range instead of all community cash receipts that have ever been created. The list can also be filtered by Type of community cash receipt.
The Add Cash Receipts task now has you to select the Program Group before selecting the Receipt Type. This enables Community Cash Receipt Charge Types that are inactive for the selected community/funding program group to be excluded from the drop down list. The user will only see Receipt Types that are active for their community.
Subsidy Activity
Payments
Two new Tenant Payment Batch Types have been added to the Start New Payment Batch task. In addition to Tenant – Cash/Check and Tenant – EFT, there is now Tenant – Receivables Only and Tenant – Deposits Only. With either of these batch types selected, you can only receive money for tenant receivable balances or tenant deposit balances, respectively. At System Administration > Maintain Lookup Tables - Business Constants, you can require "Separate Payment Batches for Receivables and Deposits" by selecting this parameter, and the user can choose between the Tenant - Receivables Only and Tenant - Deposits Only batch types. If this parameter is not selected, then the user can receive both receivables and deposits using the Tenant - Cash/Check batch type.
Credit Card has been added as a choice for the Payment Method when using the Start New Payment Batch task on the Accounting Detail > Payments tab.
If you get an error on the Process Payment Batch step of the Start New Payment Batch, Start New Payment Batch from File, and Continue Processing Selected Batch tasks, the error will now display the Household Name, Household ID, Receivable Type, Amount and Due Date. This expanded detail on payment error messages will help you to more easily identify the problem payment(s) in the batch.
In the Start New Payment Batch, Start New Payment Batch from File, and Continue Processing Selected Batch tasks, when clicking the Add or Edit links for an Unapplied or Prepaid Item, the Unapplied Amount Item Type has been changed to be Unapplied Payment to more accurately describe what is being recorded.
Disbursement
General Ledger
Account Maintenance
A/R Select Receivable
Occupancy and Compliance Detail
General
Prospects
A new Referral Type has been added to the Guest Card created through the Add Prospect task on the Occupancy and Compliance Detail > Prospects tab. When Referral – Employee is selected, the Referral Source drop down list will include all active employees of the management company.
Manage Vacancies
When in the Create Move-In/Transfer Certification task from the Occupancy and Compliance Detail > Manage Vacancies tab or from the Household Detail > General tab, if the Annual Recertification date is set to “Alternate Date for Tenant” on the Community Detail > Program Info tab, then you will be required to enter or select a Recertification Date on the Certify Step of the task. You will receive an error and will not be able to complete the task until this date is entered.
This date is also required on the certify steps of the Initial Certification and Swap Counted Group tasks from the Household Detail > General tab.
For Funding Programs where no rules apply (conventional, commercial), if an override is selected the Schedule Move-In/Transfer task, it will appear on the Certify Step of the Create Move-In/Transfer Certification task. In other words, the Certify Step will always allow overrides if the move-in was scheduled with an override.
The Income Override has been enabled for all programs. In the past, the income override had been disabled unless HUD or USDA rules applied. For example, on a Schedule Move-In/Transfer task into a Tax Credit funding program, you may need to bypass the min/max limits to move the household in. Another example to use the income override would be to support a government initiative to move in ineligible households in response to disasters with no tax credit penalty.
Waitlist
Unit Turnovers
Annual Recertification
Annual Non-Financial Update
Leases
TRACS
General
Special Claims
Misc Adjustments
When using the Add Miscellaneous Adjustment task from the Occupancy and Compliance Detail > TRACS > Misc Adjustments tab, you will now first select the contract and then the Charge Date will default to the next HAP date for the selected contract.
The Occupancy and Compliance Detail > TRACS > Misc Adjustments and the Accounting Detail > Subsidy Activity tabs now display the Adjustment ID associated with each Miscellaneous Adjustment. This is the same Adjustment ID that is displayed in the Reconcile Selected HAP Request task, and should make it easier to see which Miscellaneous Adjustment is attached to a particular HAP.
HAP Requests
When using the Build New HAP Request task from either the Occupancy & Compliance Detail > TRACS > General or HAP Requests tab, you will no longer get an error if the previous HAP already has a payment posted for it, even though the HAP wasn’t reconciled.
The option to change a certification to Approved MI/Term DS has been removed from the top half of the Certifications step of the Reconcile Selected HAP Request task. You need to go through the Terminate Assistance task from the Household Detail > General tab and then Build Single Transmission on the Household Detail > Transactions tab and then add to the HAP. This ensures that everything is properly transmitted.
The Reconciliation Report available at the end of the Reconcile Selected HAP Request task has been updated to be more helpful to the process of reconciling your HAP and knowing what needs to be done after the reconciliation is complete.
The Popup from the Details link on the Occupancy and Compliance Detail > TRACS > HAP Requests tab now includes the iMAX Transaction ID for each transmitted file.
Two display items have been corrected for HAP Voucher Adjustments (Build New HAP Request – 52670 Part 3). When there is only a partial month adjustment, the adjustment will show as a Beginning Partial Month adjustment instead of an Ending Partial Month adjustment. Also, there is now a blank line separating adjustments for different households/units.
When certifications have been deleted from the Reconcile Selected HAP Request task on the Occupancy & Compliance Detail > TRACS > General tab, the HAP Reconciliation Report will display the rejected message, the HAP ID, the certification type, the certification effective date, the rent and the assistance for the certification that was deleted.
iMAX transmission errors now have better text to explain the reason behind an error when trying to transmit a file from any of the related tasks on the Occupancy & Compliance Detail > TRACS > General tab and the Occupancy and Compliance Detail > TRACS > HAP Requests tab.
MINCS
Transmission Files
Project Worksheet
PIC
A new task has been added to the Occupancy & Compliance Detail > PIC tab. When you transmit a PIC file via email using the Build PIC File task, you don’t know the PIC Ticket Number when you complete this task. With the Maintain Ticket Nbr for Selected File task, you can now add the PIC Ticket Number when you receive it back from the individual you emailed the file to. The task is only available for PIC files that have been transmitted.
LIHTC - See Major Enhancements above for this new tab page and its related tasks.
Accounts Payable Detail - See Major Enhancements above for changes to this tab page and its related tasks.
Find Invoice
General Information
Invoice
Work Order Detail - Help has been added for Work Order Detail.
Add Purchase Order
On the Work Order Detail > Add Purchase Order tab, the drop down list for Sub Types no longer includes inactive Purchase Order Sub Types. Purchase Order Sub Types are maintained at System Administration > Maintain Lookup Tables – Purchase Order Sub Type.
On the Work Order Detail > Add Purchase Order tab, you are now required to select a vendor for a line item when you have setup the Tenant Chargeback for the line item. This is necessary so that the Tenant Chargeback will show in the Create Tenant Chargebacks task on the Accounting Detail > General tab.
Maintain Purchase Order
You can no longer change the amount of a line item on a work order if that line item has already been included on an AR Invoice. The AR Invoice needs to be unbilled first from the Maintenance Company Detail > AR Invoice Detail tab using the UnBill (Delete Selected Invoices) task.
View Work List
Purchase Order Templates
Business Detail
Find Business
General
Contacts
Maintenance Company Detail - Help has been added for Maintenance Company Detail.
Work Schedule Calendar
Create AR Invoice
AR Invoice Detail
System Administration
General
A new column has been added to the System Administration Detail > General tab called TRACS Processing. When selected, Bostonpost Technology is doing your database’s TRACS Processing.
Maintain Documents
A new User Document Group called Lease Package has been added on the System Administration > Maintain Documents tab. The Lease Package User Document Group can be added to any other document groups, such as for a Move-In, so that all documents in the Lease Package document group will be printed from the appropriate tasks.
A new File Type has been added to Documentation Information on the System Administration > Maintain Documents tab. The File Type “StoredProcedure” will allow Bostonpost to add new merge fields for documents without a front-end release of Property Manager, meaning new merge fields will be made available between releases.
A new selection has been added to the Selected Funding Programs Match Criteria drop-down list on the Document Details sub-tab of the System Administration > Maintain Documents tab. By selecting “Is One Of”, you will be able to create, for example, on set of verification forms and associate with all the funding programs for which it applies.
Maintain Lookup Tables
A field has been added to the Late Charge Method table that gives you the ability to charge an additional percentage of the outstanding open item when it is above a specific dollar amount (Compute % fee on portion of balance above). For example, you can enter a fixed fee of $10, 5% in the Percentage field, and $500 in the “Compute % fee on portion of balance above” field. If the outstanding open item(s) exceed $500, an additional 5% late charge will be assessed with the $10 fixed fee.
The “Compute % fee on portion of balance above” field and the “Compute % fee only if balance exceeds” field replace the “Applied to the First” field.
You are now able to define the tolerance for a Late Notice Method based on a dollar amount in addition to a percentage. This change allows you set the same tolerance for both the Late Notice Method and the Late Charge Method.
Employees
Define Access
A bug has been corrected where access to the Occupancy & Compliance Detail has been set to No Access (System Administration > Define Access), but a user under this Role was still able to view the tabs under Occupancy & Compliance Detail. With 8.0, No Access means No Access.
Define Roll Members
Accounting Setup
GL Account Setup
Charge Type Setup
Export Information Setup
Two fields have been added to System Administration > Accounting Setup – Export Information Setup, AR Account Root and AR Suffix Customer. When the AR Suffix Customer is selected, enter the GL Account Root Number to be used when AR Invoices are created for this community under Maintenance Company Detail > Create AR Invoice. This AR Account Root will be combined with Building Class Code to create the GL Account on export of AR Invoices.
When the parameter “Use Building Class Code” is selected under System Administration > Accounting Setup – Export Information Setup, the Class Code entered on the Community Detail > Facilities tab using the Add Building or Modify Building tasks will append to the GL Account as defined in the export setup. If the parameter is not set, the Building Class Code will be used as a Department.
The Enable Tenant Payable Interface parameter on System Administration > Accounting Setup – Export Information Setup has been changed to be four separate parameters by tenant payable batch type. This allows you to enable this feature for Utility Reimbursements refunds (Accounting Detail > Disbursement tab - Refund Utility Reimbursements); Moveout Accounting refunds (Household Detail > Accounting > Deposits tab - Household Moveout Accounting Activity or Occupancy & Compliance Detail > Manage Vacancies tab - Post Moveout Activity); Security Deposit Interest refunds (Accounting Detail > Disbursement tab - Refund Interest on Deposit) or refunds of other household credits (Household Detail > Accounting > Receivables tab - Refund Selected Receivable). By selecting one or more of these parameters you can enable the tenant payable interface for one or more of these activities, and leave it disabled for the others.
A new parameter has been added to System Administration > Accounting Setup – Export Information Setup for Journal Code Override. Entry in this field will override the Journal Code entered at System Administration > Maintain Lookup Tables – Business Constants or Payment Batch Types. This allows you to define a different Journal Code for community’s Export Information Setup.
A new parameter has been added to System Administration > Accounting Setup – Export Information Setup for Receivable Offset Ind. This parameter only applies to the IRES Web Services Export Type. If the parameter is not selected, Tenant AP Interface has been enabled and Cash Basis has been enabled, a GL Entry will be created on the Refund Credit event to reclass the offset for the accounts payable that is created. In other words, the offset for the payable will be the original income or liability GL Account instead of the accounts receivable GL Account.
User Codes
Reports
Select Reports
Following are new tabs and tasks for which your System Administrator must set security before they will be available in Property Manager and in Task lists. This is set on the Property Manager > System Administration > Define Access Tab.
Found in Path on Define Access Tab |
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