CornerStone™ HUDManager/IPMS – Rent Data Conversion Guide
Property Name
Phone your Conversion Team Techs at 1-800-944-5572:
Mark Robinson, Manager ------ext 205 Chondra Ausmus ------ext 237 Jairus Garcia ------ext 209 Karen Kuhfeldt ------ext 203 Mike Livesay ------ext 220
Thank you for being part of the IPM-Software family!
1 We are excited to have you join the CornerStone Windows family of software users and hope to make your software transition as smooth as possible. We know that there can be many frustrations and reservations about changing software vendors or products; we want you to know that we are here to assist you with our Data Conversion program.
This package includes a “shopping list” of everything we need to know about your organization and property set up in order to get you up and running as soon as possible. Please read each section carefully as some of this information may not pertain to your specific situation.
It is very important that this information is completed and returned to IPM-Software.
Incomplete or incorrect information will be returned to you and will cause unnecessary delays in the conversion process. We will match to your reports and check you DOS Reconciliation Spreadsheet. Necessary corrections to your data done once the conversion has begun or is complete may require a separate conversion payment.
All users who are converting to Cornerstone will complete the following:
. CornerStone Conversion Information Form.
. Customization Options form
. User Security Options form.
. Final Check List.
. DOS Reconcile Spreadsheet – either electronic or paper copy.
During this process you will have several points of contact from our office.
. Sales – please call them regarding any issues during this process or to make changes to your order; they will remain your primary point of contact aside from your assigned Client Care Representative.
. Training – your trainer will contact you after the sale of software to confirm training dates, times and course material.
. Conversion – The conversion team is responsible for getting your data converted into the CornerStone program.
. Client Care – this team is at your service for technical advice or data issues Monday through Friday 7:30 am till 6:00 pm CST
CornerStone is designed as a user-friendly tool for the Conventional and Affordable Multi- Family community. Please let us know how we can assist you. It’s exciting for us at IPM-Software to be able to offer leading edge solutions, and it’s a great opportunity for your company to gain competitive advantage. We look forward to working with you.
2 Steps to Ready Your Data For Conversion READYING IPMS RESIDENT RECEIVABLES FOR CONVERSION
STEP 1
MAKE SURE THAT IPMS DATE FORMAT IS SET TO DISPLAY A FOUR DIGIT YEAR
This will ensure that all dated records in IPMS are set to a four-digit year. Go to the DOS prompt and type cd\ipms and press [Enter]. At C:\IPMS> Type edit config.fp and press [Enter].
Type CENTURY=ON. If this is already typed, from File drop-down menu, choose to Exit. From the File drop-down menu, choose Save. From the File drop-down menu, choose Exit. Open the IPMS program. Close the IPMS program.
3 STEP 2
MAKE THE FIRST IPMS BACKUP Open IPMS Make a Backup of your IPMS Data. This will be your “Pre-Close Backup”. Go to Utilities | System Maintenance | Maintain Data Files | Backup. Answer Yes to question “Are you ready to do a backup?” Choose your property; insert disk into Drive A (or other disk drive)
STEP 3
RUN THE CLEAN UP FILES FUNCTION
While still in IPMS, Run the Clean Up Files function. NOTE: Do NOT run the Clean Up Files function if you use Phone Link. Instead, skip ahead to the next step.
Go to Utilities | System Maintenance | Maintain Data Files | Clean up Files. Answer Yes to question “….Are you sure?”. Choose your property
(This will erase any files that were previously hidden through the back door of the database and may shrink the size of your backup file).
4 STEP 4
UPDATE YOUR RECURRING CHARGES WITH LINK TO FORMS
Choose Property Management | Resident Receivables | Tenant Maintenance | Link to Forms. Choose your property. Answer yes to update the changes from HUD Control.
STEP 5 TIDY YOUR DATA WITH THE TENANT BALANCES FUNCTION
Go to Utilities | System Maintenance | Maintain Data Files |Tenant Balances Choose your property Answer Yes to questions “…Are you sure?”
5 STEP 6
PRINT REPORTS TO USE WITH THE RECONCILE SPREADSHEET
Rent Roll Report for Effective Date – from HUDManager – Print for the Resident Receivables Current Close Date TR21 – Tenant Standard Monthly Charges TR87 – Tenant Rent Roll Gross Potential Summary TR93 – General Ledger Trial Balance – Detail TR92 – Bank Deposits – Monthly Listing (For All Accounts) TR33 – Summary Tenant Activity TR14 – Tenant NSF Payments TR29 – Security Deposit Listing – Pending Refunds TR15 – Security Deposit Listing – Current Tenants
STEP 7
COMPLETE THE DOS RECONCILE SPREADSHEET. YOU WILL BE SENDING A COPY OF THIS SPREADSHEET WITH YOUR DATA FOR CONVERSION. THE COPY CAN BE ELECTRONIC OR A PRINTED COPY.
STEP 8
PRINT TR04 TO SCREEN
TR04 – Tenant Aged Receivables Report – Run this report and display it on your screen. Running this report will update balances in the correct locations of the database in preparation for the conversion.
6 STEP 9
LOOK AT TR21 STANDARD MONTHLY CHARGES FOR POSSIBLE PROBLEMS
Look for Excess or Loss to Lease on the TR21 and correct the cause, such as incorrect IPMS floor plans or incorrect Rents in HUD. (Excess or Loss to Lease is only okay for Section 236 and Conventional units.)
STEP 10
EXAMINE THE TR87 GROSS POTETENTIAL SUMMARY
TR87 - Gross Potential should be in Balance. The Gross Potential should match the TR21 RENT CONTRACT column total. (Usually, after month’s end close, EVERYTHING matches. If it does not, run the TR73 – Gross Potential Reconcile Report – and look for the cause.)
7 STEP 11
LOOK FOR INCORRECT AGED TENANT BALANCES
Run the TR39-Tenant Aged Receivables and examine for any untrue Tenant Balances. Correct if Necessary
STEP 12
LOOK FOR INACCURATE SECURITY DEPOSIT INFORMATION
Run the TR15-Security Deposit Listing and examine for all Security Deposits Required and Paid. Correct if necessary.
8
STEP 13
PERFORM ANY ADDITIONAL STEPS NORMALLY DONE PRIOR TO CLOSING YOUR RESIDENT RECEIVABLES MONTH
STEP 14
CLOSE YOUR RESIDENT RECEIVABLES MONTH
Choose Property Management | Resident Receivables | Close Out Month Choose your property. Follow your normal close out procedure as dictated by your Management Company. Warning : The conversion process will not work at any other time of the month. It must be completed directly after a month-end close. A month-end close need not fall at the end of the month.
9 STEP 15
BACKUP YOUR IPMS/LINKPRO TO SEND FOR CONVERSION AS SOON AS YOU CLOSE THE MONTH.
Go to Utilities | System Maintenance | Maintain Data Files | Backup Answer Yes to question “…Are you ready to do a backup?” Choose the desired property; insert a fresh disk into the disk drive. Label this disk with your Property name and that this is a Post Close Backup. You will be mailing this backup along with your paperwork to IPM Software.
10 CORNERSTONE CONVERSION INFORMATION Please print and complete a copy of this form for each property submitted for conversion. Please note: missing or incomplete information will delay the completion of your conversion.
Conversion Contact Information Contact Person
Phone
Fax Property Project Name on Voucher
Street Address
County, Township, Parish
City, State, Zip Property Manager Manager Name
Manager Office Street Address
City, State, Zip
Office Phone Number
Manager’s email Management Agent Agent’s Company
Street Address
City, State, Zip
Phone Number
Agent’s Employer ID Property Owner Owner’s Name
Street Address
City, State, Zip
Phone Number
Owner Employer ID
11 Building, floor and Unit Information: Please indicate address or unit number and Accessibility needs (if any). If applicable, please specify which building and/or floor the unit is in. Please use extra paper, if needed.
Example: Building 1 Units 101 – 115 – not accessable
Example: Building 2 Units 116, 117, 118 – Mobility accessibility
12
Voucher Information Please print and complete this page for each HUD Contract Number. Payee Information Payee Name
Street Address
City, State, Zip TRACS Settings TRACS Phone Number – EX: 1-800-862-1874
Sender’s TRACS Mail ID EX: TRACM12345
TRACS Mail Address – EX [email protected] TRACS Password - 123456 Voucher Signature Block Name
Title
Phone Number Banking Information Have you changed banks since your last voucher?
Bank Name
Bank Address
City, State, Zip
ABA Route Number
Account Number
13 Please print and complete this page for each HUD Contract Number.
Subsidy Information Contract Number EX: MA123456789 HAP Contract Effective Date. This is required information.
HAP Contract Sign Date
Hap Contract Expiration Date Type of Section 8 – Sub Rehab, New Construction, LMSA, PDSA? Project Type – FHA, Non-Insured, EH, FMHA Project Number HUD owned? Subsidy Type – New Construction, Sub Rehab, LMSA, PDSA Contract Type – Elderly, Family, Handicapped, Elderly and Handicapped, other? Is this contract a 202/811 PRAC or 231? Was HAP agreement signed after 1/1/1981? Was HAP contract effective on/after 10/1/1981? If a LM/PD Set Aside, was HAP contract signed on/after 10/3/84? Do you use Public Housing Authority vouchers? Do you use Welfare Rent?
Is this a POA or S/D Contract?
Do you require a 504 Coordinator? Number and Type of Units Total Number of Units:
Number Market Rate Units: Number of BMIR Units:
Number Section 8 Units: Number of HUD-Owned Units:
Number Rent Supp Units: Number of 202/PRAC Units:
Number RAP Units: Number of 811/PRAC Units:
Number Section 236 Units: Number of 202/162 Units:
14 Customization Options
After your property (properties) has been converted, or set up from scratch, there are many customization options available in Cornerstone. The decisions on how to handle data entry are normally made by the management company. The following checklist will assist us in customizing CornerStone to meet your needs. Financial Customization
Which accounting method do you use, cash or accrual? Yes No What is the beginning of your fiscal period? mm/yyyy What is the end of your fiscal period? mm/yyyy Do you have a management fee? Yes No Is it by unit? Percentage? Or dollar? Amount? The start of the open transaction period (mm/yyyy) for payables and ledger. The end of the open transaction period (mm/yyyy) for payables and ledger.
15 Rent Customization
Do you charge a default late fee? What is the amount of the late fee? Is the late fee charged per day? On what day, do you begin charging the late fee? On what day, does the late fee end? For what month should Resident Receivables be set to begin data entry? (mm/yyyy) Print Rent Receipt Always, Never, or On Demand? Default amount for an NSF charge? Yes No Require a unique reference number for payments? (This would require that each payment MUST have a different reference (check) number) No edit on Payments? (If yes, users who enter payments will not be able to change the reference number and notes field in payment history before a bank deposit) Process unit transfers as a move in/move out? (If a tenant transfer between units, do you want separate ledger cards for the tenant?) DO NOT CHOOSE THIS IF YOU ARE SECTION 8. Print the Bank Deposit Log in receipt order? Do you use preprinted receipts? Never Waive a Late Fee? (If you answer yes to this question, your users would never be able to override a late charge) Is this property a Co-Op?
Require a bank deposit before closing the receivables period? Do you pay interest on security deposits? Please provide us with your table for security deposit interest. Ex: 2005 .05%
16 List any Recurring Charges with the associated GL account number: NOTE: “Recurring charges” are repeated charges to the tenant or HUD and can occur monthly, such as rent or garage fees. They can also recur seasonally, such as air conditioning during the summer. Recurring Charge GL account number EX: Assistance 5120 EX: Air Conditioning from 6/1 5120 through 9/1
If you do not use a single account (i.e. 1120) for payment deposits, please add the account number you use.
17 Rent Payment Type Associated Rent Payment Account # EX: Rent Payments 1120 – Cash Operations Rent Payments Security Deposits Assistance Payments
18 User Security Options CornerStone has Profiles that can be setup for each user. Once a profile is added with a user name and password, you can choose what this employee has access to. For each profile/user one of these set of forms must be filled out with a profile name, a user name, password and what they will be granted access to. Please copy and complete this document for each user who will have access to the software.
Profile Identifier EX: MANAGER, CLERK User Name (1-15 characters, including spaces) EX: JDOE User Password (1-20 characters, including spaces) EX: PUPPY Which Properties will this User have access to? ALL? A SPECIFIC SITE? Security access options View Add Edit Delete Print *Properties Properties Floor Plans Common Areas Amenities Staff Contacts and Vendors *Traffic Prospects/Applicants Credit Check Make Applicant Visits Sources Market Survey *Household Information Household Information Move In Move Out Unit Transfer Renew Lease Household Members Move In Member
19 View Add Edit Delete Print Move Out Member Household History Vehicle Information Pet Information Waiting List *Rent Enter Payments Batch Payment Misc. Income Bank Deposit Payment History NSF Check Unapply Reverse Apply Charges/Adjustments Recurring Charge Batch Charge Late Fee Charge List Ledger Card Security Deposit Period End Processing Post Journal Entries Generate Recurring Charges Advance Rent Fiscal Period *Work Order Maintenance Work Order Inventory Purchase Order Replacement Tracker *Payables Vendor Maintenance Enter Invoices Manual Payments Recurring Payables Batch Delete View Payables
20 View Add Edit Delete Print View Invoices View Payments View Vendor Invoices View Checks Utilities Pay Vendor Invoices and Print Checks Preview or Process Reprint Checks Generate Payables Journal Entries *General Ledger Enter Ledger Post Current Post All Recurring Ledger Maintain Ledger Reverse Validate Batch Delete Bank Reconciliation Undo Post Void Check View Ledger View Balances *Customization Options General Accounting Customization Chart of Accounts Fiscal Period Others Serial Number Rent Customization Charge Types Payment Types Late Fees Accounting Profile Options Interest Tables
21 View Add Edit Delete Print Accounts Payables Settings Terms Accounting Information Options Allocation Table Ledger Setting Accounting Information Work Order Setup W/O Options W/O Lookup Codes W/O Task Library *Database Management Data Dictionary Transfer Data Out Transfer Data In *Users User Maintenance Security Profiles *System Options Lookup Codes Preferences *System Logs System Log Error Log *Setup Wizards Enter Existing Residents Wizard Property Setup Wizard Template Review Wizard *Reports Report Explorer Forms and Notices Print Reports Vacancy Loss Report *HUD Compliance HUD Vouchers HUD TRACS HUD EIR HUD Batch Processing
22 Final Check List
Did You Remember to Send the Following? Incomplete or missing information will delay your data conversion.
Please check off the following required items as you pack them.
HUDManager Conversion: _____ A zipped copy of your entire HUDManager folder (AMHMFT). NOTE: We CANNOT convert from your HUDManager backup. We MUST have your entire AMHMFT folder. This folder can be compressed using WinZip to make the folder a smaller size. _____ A paper copy of your last Low Income Housing Rent Schedule (Gross Rent Change) from HUD. _____ A paper copy of a Tenant Rent Report/Roll from your HUD compliance software. Note: Run this report AFTER you close your receivables month. The Tenant Rent Report/Roll effective date must be the SAME as the date you closed your Rent Receivables month. EX: If you closed your Receivables on 9/30/04, run your HUD Tenant Rent Report/Roll for the effective date 9/30/04. _____ Paper Copy of the Income Limits _____ A paper copy of the last voucher transmitted for each HUD Contract. The completed copies of the following: _____ CornerStone Conversion Information Form. _____ Customization Options Form. _____ User Security Options Form _____ Signed copy of this Final Check List
IPMS Backup: _____Completed DOS Reconcile Spreadsheet.
_____ AR Post-close backup of IPMS. NOTE: Ensure that the IPMS backup is created immediately after you close your Resident Receivables period. This will eliminate unposted entries in Receivables. We cannot convert your IPMS if it contains unposted entries.
WARNING: Entering rent payments after you close the Receivables period will leave these new entries unposted. EX: You close your receivables period on 1/31/2005. After closing, you enter two payments for 1/15/2005.These two post-close entries have not been posted and will not be posted until the next time you close your Receivables period. Backups with unposted entries will be returned to the client.
To convert your IPMS Payables, please send the following: Payables Reports: _____ AP04 – Vendor Aged Payables _____ AP08 – Invoice Allocation _____ AP08 – Invoice Out of Balance _____ AP13 – Vendor Check Listing by Account
23 To convert your IPMS Ledger, please send the following: General Ledger Reports: _____ GL01 – Trial Balance summary (the first GL01) _____ GL04 – Balance Sheet (the first GL04) _____ GL07 – Income Statement _____ GL21 – Chart of Accounts
I, ______, hereby acknowledge the above (Print Name) Final Checklist and Data Conversion Guide and verify that all pertinent steps outlined in the Steps to Ready Your Data For Conversion section of this document have been performed. I further verify the completion and enclosure all required documents and backups/baselines, and any additional sections from the Data Conversion Guide
______Date:______(Signature)
24