Revised: 11/24/2015
Go to Maintain>>Tenant Management Tables>>Community Master
This program is used to setup, maintain and associate a community with an area.
Across the top of the program are functions such as save and delete. For more information on functions click here.
Select a valid area code. Area IDs are setup and maintained in the Area Master.
Enter a new unique community identification code four characters in length or select an existing community ID.
Enter, view or edit the Community Name.
Enter the address for the community in the fields provided. Leave the second address line blank if it is not needed.
If the Closing Mode in Tenant Accounting is set to Community Closing then dates should be entered here. For any other closing mode the date fields may be left blank.
Enter the last day of the month you are currently in. After initially entering the ending date, the program will update these fields during the closing process.
For Example:
If you are entering cash receipts or adjustments for July of 2009 then the current month ending date would be 7/31/09.
This field may be left blank as it is not used except for Community Closing mode.
Enter the date statements were last sent to tenants. After initially entering the last statement date, the program will update the statement date during the closing process.
This field may be left blank as it is not used except for Community Closing mode.
Enter the project number assigned to the community.
Enter the contract number assigned to the community.
Enter the borrower ID.
Enter a region for the project.
Enter the Company/Ledger ID for the community.
Select the appropriate subsidy type from the following list:
Conventional
Market Rent Tenants
Other
RAP
RD - HUD Voucher
RD - No Deep Tenant Subsidy
RD - Other Public RA
RD - Other Types at Basic Rent
RD - Private RA
RD - Rental Assistance (RA)
Rent Supplement
Reserved
Section 202 PRAC
Section 202/162 PAC
Section 221(d)(3) BMIR
Section 236
Section 8
Section 811 PRAC
Enter the date the community was built.
Enter the total square footage for the community.
Enter the number of buildings in the community.
Enter the number of units in the community.
Leave the field at Undefined as there are no other selections.
Select one of the following heating types for the community:
Electric
Gas Forced Air
Gas Hot Water
Enter a count of how many of each bedroom size is within the community.
Enter the property identification for the community.
Enter the FIPS county code.
Select one of the following codes:
HAP Effective before 10/1/81
HAP Effective on or after 10/1/81
Not Section 8
Select one of the following indicators:
Yes
No
Not Section 8
Select one of the following:
None
Title II
Title IV
Enter the region code for the community.
Enter a field office code for the community if applicable.
Place a check mark in this field if the community is owned by HUD.
Enter the last statement number used. The system will increment this number for every statement.
Select a month as the starting month for fiscal information, if applicable.
Note: This information is used for the Tenant Management Snapshot report which is only available when Tenant Management settings>>Cash Receipt mode is set to Class Mode.
Utility information may be assigned for the community in this area. If the same utility information does not apply for the entire community, then assign utility information in the unit master.
Select a unit type.
Note:
Unit Types are setup and maintain by the user in the Unit Type Master File and then associated with a user maintained utility table in Utility Allowance Tables.
When a valid unit type is selected its description will be displayed.
Select the type of allowances for the community. If allowances differ within the community enter the differences for the individual units in the Unit Master.
Select one of the following types of heating:
Bottle Gas
Coal
Electric
Kerosene
Natural Gas
Oil
Wood
Undefined
Checkmark this field if the community has a heating allowance.
Checkmark this field if the community has an Air Conditioning Allowance.
Select one of the following power sources for cooking:
Natural Gas
Electric
Bottle Gas
Kerosene
Wood
Undefined
Checkmark this field if the community is entitled to a cooking allowance.
Checkmark this field if the community is entitled to other electric allowances.
Select one of the following sources used to heat water:
Natural Gas
Electric
Bottle Gas
Kerosene
Wood
Undefined
Checkmark this field if the community is entitled to a water heating allowance.
Checkmark this field if the community is entitled to a water allowance.
Checkmark this field if the community is entitled to a sewer allowance.
Checkmark this field if the community is entitled to a trash allowance.
Checkmark this field if the community is entitled to a range or microwave allowance.
Checkmark this field if the community is entitled to a refrigerator allowance.
Select the appropriate accounting code for billing from the list. The code is setup in Accounting Codes
Select one of the following auto payment modes:
No Auto Payments
Detailed on Tenant Account
Reduced UA Only on Tenant Account
Tenant Based Vendor Payments
Select the appropriate accounting code for the following if you are using an auto pay mode:
Gas Payment Code
Electric Payment Code
Water Payment Code
Sewer Payment Code
Select the appropriate vendor code for the following if you are using an auto pay mode:
Gas Vendor Code
Electric Vendor Code
Water Vendor Code
Sewer Vendor Code
Enter or select an Allowance Code for one or more of the following when applicable:
Gas Allowance Code
Electric Allowance Code
Water Allowance Code
NOTE: The allowance codes are setup in the Consumption Allowance Table.
Enter or select a Utility Rate Code
NOTE: The Utility Rate Codes are setup and maintained in the Consumption Rate Table.
Enter fair market rent information for each applicable bedroom size in the community.
Fair Market rents may also be set in the County Master and the community FMR may be left blank if county codes are tied in properly.
Market rent information for new construction communities may be entered here. If you do not have any new construction communities, this area may be left blank.
Enter contract rent information for each bedroom size if applicable.
Enter ceiling and maximum rent information for each bedroom size listed for the community, if applicable. Ceiling rents may also be entered in the Area Master and the community information may be left blank.
Enter flat rent information for each bedroom size listed, if applicable. Flat rent information may also be entered in the Area Master and the community information may be left blank.
Enter the following information for the manager which may be merged into forms or letters:
Manager's Name
Letter Title (manager's title)
Phone Number
Fax Number
Email Address
Enter the following return address information which may be merged into forms or letters:
Return Name
Address 1
Address 2
City
State
Zip Code
Enter the following information to interface MAT30 Voucher Payment Information:
Owner Name
Owner Signed Name
Owner Title
Owner Phone
Enter the following management information if applicable:
Management Agent
Management EIN
Enter the following information to allow the system to interface within the program and with other modules:
Select a default warehouse for the community, if applicable.
Note:
Warehouse codes may be setup within the following modules:
House Billing
Materials Management (Purchase Orders)
Maintenance Management (Work Orders)
Select a default Pay Group for the Community.
Select a default paygroup code for FSS entries within the community, if applicable.
Select a default AMP code for the community.
Select an inspection group, if applicable, for the community. Inspection groups are setup and maintained in the Inspection Module.
The following information is needed to interface with the Materials Management (work order) module. If you are not using the module, the Billing Setup information may be left blank.
Enter a customer number to be used as the default customer number.
Customer Numbers may be setup in the Materials Management module.
Enter a ship-to-code to be used as the default shipping code if applicable..
Enter a default mileage rate, if applicable.
Enter a default mileage description, if applicable.
Enter a checkmark in this field if the system should not bill inventory.
Enter a checkmark in this field if the system should not bill for mechanics.
Enter a checkmark in this field if the system should not bill for technicians.
Enter a checkmark in this field if the system should not bill for custodians.
Enter general ledger/amp segment information in the applicable fields
This area is used to setup information to interface to House Billing. If the House Billing module is not used, this area may be left blank.
Enter the Company/Fund ID for House Billing if applicable.
Enter a receivable group code if applicable. Receivable group codes are setup in the House Billing module.
Enter an accounting code if applicable.
The following information is used to interface to the Inspection module. If you are not using the inspection module this area may be left blank.
Enter or select a site group code if applicable.
Enter or select a work order site link if applicable.
Enter the last inspection date for the community if applicable.
Enter the next inspection date for the community if applicable.
Note: This area, when setup, will give the ability of inter-fund accounting when Cash Receipts are entered and posted.
Leave this area blank if you do not wish to do inter-fund Cash receipts.
Please contact the help desk for assistance in using inter-fund cash receipts if setting up for the first time.
Select the company for cash receipts to be recorded in.
Select the general ledger account number for cash to be recorded in. The account number should be in the company that was selected as the "Cash Company".
Select the general ledger account number for security deposits to be recorded in. The account number should be in the company that was selected as the "Cash Company".
Select the general ledger account number for payables to be recorded in. The account number should be in the company that was selected as the "Cash Company".
Enter the Company Fund/Ledger ID for the company that the Waiting List is in for this Community.
Enter any additional accounting charge codes in this area. When a code is setup here, a field will become available in the Rent Calculation program on the Additional Charges tab for users to enter an amount. The amount will be included in the final rent calculations for the tenants who reside in the Community.
Checkmark any month that should be included as a default summer month for billing purposes when the Auto-Bill Edit List and the Post Auto Bills programs are run.
Months that have a check mark will automatically be checked when the effective date falls within the month. Default months can be unchecked at the time the programs are run if they are not needed.
Checkmark any month that should be included as a default winter month for billing purposes when the Auto-Bill Edit List and the Post Auto Bills programs are run.
Months that have a check mark will automatically be checked when the effective date falls within the month. Default months can be unchecked at the time the programs are run if they are not needed.