Revised: 10/17/2013
Go to Maintain>>Landlords
NOTE: User should use tab to move from field to field.
Landlord Number - Enter next available number. This field holds up to 8 alphanumeric characters.
SIDE NOTE: to have the system automatically assign a Landlord number, leave this field blank - REFER TO SETTINGS SET UP!
Sort Key - enter the Landlord Name (last name first)
Landlord - enter the Landlord name.
General Information - enter street address, city, state, zip and contact (phone 1 & 2) information
Miscellaneous Information
Status - Click drop down menu and select Active
Type - May leave blank - Users may enter a short code to classify landlords
Sex - Select either male or female from the drop down.
Race - Select from the drop down
Alternate Check Address
If the Landlord needs the check mailed to an alternate address enter the Sort Key, Check Name, Address, City, State and Zip Code information in the appropriate fields.
If the landlord's payments are to be sent to an agent, select the agent and check the HAP to agent box.
1099 Information
ID Type - from the drop down select either Federal EIN or Social Security Number
Federal ID - Enter the EIN or Social Security Number - Do not enter dashes
W9 Returned - If the Landlord has filled out a W9, check the box
Income Type - Click on the down arrow and make selection (usually Rents)
Send 1099 - check if applicable (must be checked if a 1099 is to be created for the landlord)
Backup Withholding - Check if applicable
Name Control - The program will enter name control information when the file is saved or when this field is entered into if Send 1099 is checked. The Name Control information should be reviewed. See Publication 1220 from the IRS for additional information. Name control must be filled in if filing electronically.
1099 Mailing Address Information - if 1099 mailing address is different than main address enter the 1099 name and address information in the appropriate fields
Direct Deposit
If you will be paying the Landlord with Direct Deposit, enter the following information - otherwise leave blank.
Routing Number - Enter the bank routing number
Account Number - Enter the Landlord's bank account number
Account Type - Select either Checking/Demand Account or Savings Account
Online Setup
If your agency is using DocumentViewer.net enter the following information for the landlord if applicable:
Email - Enter the landlord's email address
Weblogin - Enter a login name for the landlord
Password - Enter a password for the landlord. You will need to send the login and password information by going to Quick Link>>Send Web Login Information to DocumentViewer.net after you have saved the new landlord file.
The Landlord can be notified by a merge letter. If you need assistance setting up a merge template, please call the help desk or refer to: How to Create a Simple Letter.
User Defined
These fields may be left blank
Notes
New Note - click on this button to add a new note - the system will automatically create a Note Date (current date) which may be changed
Subject - Enter a brief description of the note
Click in the white area below the table and enter the body or details of the note.
Print Note - Click this button to print the active note
Print All Notes - Click this button to print a range of notes using a start and end date and clicking OK.
Payment Summary
Monthly totals paid to the landlord may be viewed here. This information will need to be reset at the beginning of each year. Click here for instructions on this process.
Return to the Main Tab and click the save icon to save the information entered.