wi certificate of rent paid - hab inc · 3 general information the wisconsin certificate of rent...

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WI Certificate of Rent Paid

Documentation Manual

2014

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WIS CRP Table of Contents

WIS CRP Table of Contents ........................................................................................................................... 2

General Information ................................................................................................................................... 3 About this Manual ...................................................................................................................................... 3

Processing CRP Forms ................................................................................................................................... 4 General Information ................................................................................................................................... 4 CRP Wisconsin Rent Certificate File Tab .................................................................................................. 6 Designate Codes for Rent ........................................................................................................................... 7 Clear out Rent Certificates ......................................................................................................................... 8 Generate Rent Certificates .......................................................................................................................... 9 Maintain Rent Certificates .........................................................................................................................11

Exit ........................................................................................................................................................11 Find ........................................................................................................................................................12 New .......................................................................................................................................................12 Save .......................................................................................................................................................12 Delete.....................................................................................................................................................13 Print .......................................................................................................................................................13 View ......................................................................................................................................................13 Landlord Button.....................................................................................................................................13

CRP Wisconsin Rent Certificate Reports Tab ...........................................................................................14 Post-Generation Error Report ................................................................................................................15 Rent Certificates ....................................................................................................................................16 Print Rent Certificates Labels ................................................................................................................17 Print Rent Certificate Register ...............................................................................................................18 Print Detail Register by Project .............................................................................................................19 Detail Register for Share .......................................................................................................................20

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General Information The Wisconsin Certificate of Rent Paid (WIS CRP) has been designed to allow Public

Housing Authorities in the State of Wisconsin to generate and maintain their CRP forms

that need to be issued to tenants for each year’s rent payments.

WIS CRP generates the forms from the transactions entered via HAB’s Tenant

Accounting System (WinTAR). 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 (WIS 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 WIS 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.

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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.

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Select the Reports Tab and click on the CRP button.

From the drop-down menu choose WI Cert.

This will bring up the CRP Wisconsin Rent Certificate menu box.

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CRP Wisconsin Rent Certificate File Tab From the CRP Wisconsin Rent Certificate menu box the File tab will automatically be

selected. This brings up the options for the setting up and generating CRP forms. The

options are:

To start any of the options in this tab, simply click on the desired option. 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.

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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.

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Clear out Rent Certificates The Clear out Rent Certificates option is not necessary unless forms were generated for a

calendar year that shouldn’t have been processed. Prior year Certificates 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 Certificates, click ‘Clear CRPs’ from the CRPs

submenu on the File tab. The following window will be displayed:

Select the year to clear Certificate 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.

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Generate Rent Certificates With this option, the user can generate the Certificate forms for each WinTAR 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 answer specific

questions that could be different for each property.

Select a project to process. Verify that the Year is 2013. Enter the Landlord information

and answer the questions regarding this property.

To compute 11a monthly amounts you may choose from the following options:

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Once all information is filled, click ‘Generate’. The following question appears:

Answer ‘Yes’ to generate the Certificates. Answer ‘No’ to return to the Generate

Certificates window. If ‘Yes’ was clicked, the system will generate the Certificate

information for the project selected. When complete, the following message will be

displayed:

The number of 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 Rent Certificates option to generate another

development. If no more developments need to be processed, click ‘Exit’ to return to the

File tab.

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Maintain Rent Certificates The Maintain Rent Certificates option 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 CRPs’ 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 on the CRP

Wisconsin Rent Certificate menu box.

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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:

Use the drop-down box at the top of the screen to select a year.

Double click any of the lines to bring that Certificate to the Maintain window.

One item under Maintenance that is not automatically calculated is if more than one

occupant was in the rental unit contributing towards the rent. The number of occupants

does not count spouse or children under 18.

Field 11e on the Rent Certificate should be changed if other occupants paid their own

share of the rent separately. Then, the other occupant should also get their own Rent

Certificate (by using the ‘New’ button to create a new form for this occupant).

New The ‘New’ button allows the user to add a new Certificate form that was not generated

from the WinTAR data. Add all of the necessary data and click ‘Save’ to save this new

form.

Save The ‘Save’ button saves any changes made by the user to an existing or newly added

form.

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Delete The ‘Delete’ button deletes any Certificate form displayed at the time the Delete button is

depressed. This does not delete the tenant or their payment history from the WinTAR

program.

Print The ‘Print’ button allows the user to print a single Certificate for an individual tenant.

Use the ‘Find’ button to find an existing Certificate. Click ‘Print’ once the tenant’s

Certificate info is displayed. The form will be sent to the user’s default printer.

View The ‘View’ button allows the user to view a single form for an individual tenant. Use the

‘Find’ button to find an existing form. Click ‘View’ once the tenant’s Certificate info is

displayed. The form will be seen on the user’s screen. Once in the view mode, the form

can also be printed by selecting the ‘Print’ option from the view.

Click ‘Exit’ to return to the Certificates Main Menu.

Landlord Button The ‘Landlord’ button on the bottom-right side of the window allows the user to access

the landlord information (the information added from the Generate Rent Certificates

option) in order to perform maintenance on the landlord information for a specific form.

If the landlord information was answered incorrectly for All forms processed, they can be

regenerated through the ‘Generate’ option instead of performing maintenance on each

individual Rent Certificate.

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CRP Wisconsin Rent Certificate Reports Tab The Reports tab offers a variety of viewing and printing options. Clicking the ‘Reports’

tab on the CRP main 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.

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Post-Generation Error Report The Generation process contains an error-checking tool to check that the total rent collected for

each unit (field 11c) matches the rent collected per month times the number of months that rent

was collected (fields 11a times 11b). If these amounts disagree, the error report will flag them for

review. Sometimes, this amount should disagree, but the report is designed to show the user

which tenant’s amounts disagree and allow for ease in reviewing/correcting these tenants.

Setting up and Running the Report

To run this report, select the Reports tab, then Post-Generation Error Report from the forms

submenu. This brings up the Error Report parameters screen. Use this screen to tell the system

which project to print on the report.

Select the appropriate project to report on, and click ‘Report’.

If mismatched values exist, the following message will appear

Click ‘Ok’ to the message. The report will be displayed in ‘View’ Mode, and can be printed from

this window by clicking ‘Print’ on the menu bar.

Closing the report will return the user to the Error Report window in order to print the report for

another project.

If no more error reports are needed, click on Exit to return to the Reports tab.

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Rent Certificates

The Rent Certificates report allows user to print all of the rent certificates for a particular year and

for specific projects or tenants.


To run this report, select Reports, then Rent Certificates. This brings up the Rent Certificates

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 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.

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Print Rent Certificates Labels

The Print Rent Certificate Labels report allows user to view and print labels for all of the tenants

that have forms processed for a particular year and/or specific project. The labels are designed to

print on Avery 5260 laser labels.


To run this report, select the Reports tab, then Rent Certificate 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.




In order to print labels for the year in process, select the appropriate year in the from/thru


name.





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Print Rent Certificate Register

The Print Rent Certificate Register report allows user to view and print a listing of all of the

tenants that have forms processed for a particular year and/or specific project.


To run this report, select the Reports tab, then Rent Certificate 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.




In order to print the register for the year in process, select the appropriate year in the from/thru


name.





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Print Detail Register by Project The Print Detail Register by Project report allows user to print a listing of all of the tenants that

have forms processed for a particular year and/or specific project. This is similar to the Rent

Certificate Register, but there are break groups for each Project.


To run this report, select Reports, then Detail Register by Project. This brings up the Detail

Register parameters screen. Use this screen to tell the system how to select and delimit the data

to be included on the report.






name.





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Detail Register for Share The ‘Detail Register for Share’ report allows user to print a listing of all of the tenants that have

forms processed for a particular year and/or specific project, but breaks the forms down by how

much of the rent share was paid by each occupant in the unit.


To run this report, select Reports, then Detail Register for Share. This brings up the Detail

Register parameters screen. Use this screen to tell the system how to select and delimit the data

to be included on the report.






name.





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