FAQ

Click your mouse on a frequently asked question to reveal the answer.

Accounting

Q: There are many previous tenants in our current TAR system with zero balances. Do we need to keep them in the system or should they be deleted before we upgrade to 2+?

A: When an account in WinTen2 Tenant Accounts Receivable (TAR) has a zero balance, you can simply inactivate the account. You can do the same with any of the accounts (TAR, Security Deposits, Pet Deposits, etc.). There is no need to delete - just inactivate. For help on inactivating accounts view this Quick Start Guide.

Certifications

Q: Is there a way to Finalize a Certification without having to checkmark every single Certification Step?

A: You do not have to checkmark every step. The system will alert you that all steps have not been completed, but then allow you to continue if you want to complete the certification.

Q: How do we move a Section 8 client from one unit to another?

A: We have a Job Aid that is available as well as a TenMastery on this topic.

Exception Reports

Q: I just got my Exception Report from Tenmast. How do I make sense of this report?

A: On the Certification Exception Report here are two tabs located at the bottom of the spreadsheet. One is called Active CertExceptions and the other is called History CertExceptions.


“Active” means that they tenants are an Active Tenant in your database. “History” means that this tenant no longer an Active Tenant. The History Certification Exceptions may not be as important to you because they are no longer actively residing in your housing authority.

The following is a list and explanation of the different types of exceptions provided in the Certification Exception Report:

Issuance of Voucher is not a valid transaction in 2+
Need to know that only the last certification will come over (Annual or Interim) prior to the TransCode 10 (Issuance of a Voucher). Question to ask, is why did you create this transaction, are they out searcher? You may need to update the certification based on the reasoning behind this. Remember once they have been housed, there is no reason to “issue” a new voucher.

No Lease Record for this Certification
The tenant is still listed under Current but has an End of Participation (EOP) certification. You need to delete them to history or know that you will continue to see them listed as an exception.

Annuals/Interims cannot be finalized after a Move Out

Asset End Date cannot be earlier than Start Date

Move-In or New Admission Certification required for this Unit/Program Type before any certs can be processed
The tenant is missing a new admission record (one does not exist, however there are Interims or Annuals for this tenant)

Existing record for voucher number after the effective start date of voucher

Unable to terminate a HAP contract because it is not in an Executed state
There is nothing for you to fix, the HAP Contract was terminated before the completion of the certification.

Null Reference Exception
There is nothing for you to fix, the certification prior to the last certification will not migrate over, for example:
+ Issuance of a Voucher
+ Annual HQS Inspection

Contract Rent for Unit Is Missing
Go to the unit and enter the contract rent for the unit.

No HAP contract found for the certification household
Verify that there is an active certification that has an active landlord and voucher for the tenant.

General Information, Setup, and Data Cleanup

Q: What things should we consider when we want to schedule our Go-Live on 2+?

A: Here are some things you should consider when scheduling your Go-Live date:
+ Holidays
+ Staff leave/vacations
+ 1099s in January
+ Fiscal Year End Activity
+ HUD Audits
+ Month End Processing
+ Initialization
+ Check Runs in Section 8 and Payroll
+ Rent Generation
+ New Tenant Orientations
+ TRACS Annual Gross Rent Change Schedule
+ TRACS Monthly Voucher complete

Q: Is it possible to perform cleanup at the same time of the migration?

A: You can “Clean Up” whatever data you think needs maintenance either before or after the migration. However, please do not perform any clean up in your module’s Set Up areas, until after you have migrated.

Q: Our Master Setup has a lot of old, active and inactive records. What can we do to clean this up so it does not populate in 2+ Form Security?

A: In Master Set Up, edit those users by removing the data areas associated to them, then mark them inactive.

Q: During the conversion from WinTen2, will the information that’s currently listed under the blue musical note convert to WinTen2+?

A: Yes, this information will convert.

Q: Can we can find out how to make the list smaller for who pulls over to 2+ for signatures?

A: Programming is researching this. Currently, even when properly inactivated, they are still populating in this list.

Q: Is there a place for an email address in WinTen 2+ for tenants?

A: Yes, on the person screen in the bottom right-hand side under the phone number WinTen 2+ has a field for Email Address. See the screen shot below:

Landlords

Q: I have several landlords who have their personal contact information listed under the Owner 1099 tab of our current WinTen2 system because those owners need to receive the 1099 at the end of the calendar year. However, because those owners have a Management Company handling all their business affairs, the Management Company’s information is listed under the Landlord tab so that the Management Company will receive all Section 8 letters, correspondences and HAP payments. Since WinTen2+ does not have the “Landlord” and “Owner” tabs, how do I keep this same separation format in the new WinTen2+ system?

A: Two Customer records (Owner Record and Landlord Record) will be created in 2+ as a result of the migration.

Q: When we first got WinTen2, I had to manually enter in all our Landlord’s phone numbers because the conversion didn't automatically do that for our HA. Entering those phone numbers manually took me well over a year to complete. Under WinTen2+ will I have to manually enter these again, or will they convert with the upgrade?

A: This information will convert during the migration to 2+.

Maintenance

Q: Right now our Section 8 inspection letters are in custom report writer. What do we need to do to get them into Scribe? Also, they are currently not working properly, what will we need to do to get them to pull the landlord information?

A: There are default Inspection Letters in 2+ that can be edited to meet your needs.

Q: Our housing authority currently uses Windows Tablets for Inspections. Will our Windows Tablets be compatible with WinTen 2+ Mobile Inspections?

A: Windows Tablets are not compatible with WinTen 2+. Please contact the Migration Team at Migration@tenmast.com to discuss this issue.

Multi-Subsidy / Dual Subsidy

Q: I have a tenant currently on dual subsidies in WinTen 2. Why does he appear twice in the Household Search in 2+?

A: The image below illustrates how migrated dual-subsidy data will appear in 2+:

As you can tell, the tenant “Mark” appears twice in the Household Search results. When Tenmast migrates any dual-subsidy tenant from WinTen 2 to 2+, Tenmast has to migrate the units/tenants/household details/certifications from all data areas. In WinTen 2, when setting up a dual-subsidy tenant, you are required to put all of the tenant information in all data areas where the tenant is currently receiving subsidy.

Since the data exists as two separate data sets in WinTen 2, Tenmast has to migrate them as two separate data sets. The follow screens illustrate the differences in how data appears in WinTen 2 vs. 2+ for dual-subsidy tenants. Dual-subsidy data as it appears in WinTen 2:

Data Area 1: Notice the Unit Number (505-MW), Address (2714 1ST AVENUE SE), and Tenant Type (Tax Credit)

Data Area 2: Unit (505) vs. 505-MW, Address (2714 1ST AVE SE) vs. 2714 1ST AVENUE SE, and Tenant Type (Housing Choice Voucher)

This information from WinTen 2 migrates to the following in 2+:

505-MW, Tax Credit Unit

505, HCV Unit

Those units are needed as is for the Certifications:

When you look at the Household Search screen in 2+ you will see both instances of the tenants/units. Tenmast is working on getting the data as consolidated as possible and have been successful in most areas; the person and person detail records are not duplicated, and the household and household details are not duplicated.

Tenmast University

Q: What are the minimum system requirements for Tenmast University?

A: TU is supported on all major web browsers (Chrome, Firefox, Internet Explorer) and has a mobile interface with Apple and Android devices. Be sure to allow traffic to www.jwplayer.com. TU requires Javascript and Cookies to be enabled and at least Flash Player version 9.

Waiting List / Applicant List

Q: When we migrate will Eligibility Certifications be created automatically or will we need to manually need to add those in?

A: No, you can skip that step and go straight to a new move-in.

Q: While verifying a waiting list in WinTen 2+ the report displayed the same applicant multiple times for one waiting list. Is this a system error? See screen shot below:

A: The Applicant Waiting List report is based on Preference, so it will list a record for each preference that a particular applicant has. “Jane Doe” has three preferences marked for this waiting list; therefore her name is listed 3 times. Users should verify the waiting list by going to Waiting List menu option under Application List. Select the Waiting list and bedroom size if appropriate; the system provides the option to print from this grid if needed.

Q: What can we do with the Preferences that we no longer want to use once in 2+?

A: Set the weight to 0.