
                                                            Tenant Management System

                                                                       User's Manual

                                                                       Version 01.00





                                          Copyright (c) 1992, 1993, Lee A. Stoeckert
                                                                 All Rights Reserved


                                                                    Lee A. Stoeckert
                                                              2708 Spring Lake Drive
                                                          Richardson, TX  75082-4238COPYRIGHT NOTICE


                       Tenant Management System, Version 01.00

                    Copyright (c) 1992, 1993 by Lee A. Stoeckert
                                 All Rights Reserved


No part of this manual may be reproduced, transmitted, transcribed, stored in a retrieval
system or translated into any language, natural or computer, in any form or by any means,
without the prior written permission of Lee A. Stoeckert.

The software described in this manual is protected by copyright laws.

Information in this manual is subject to change without notice and does not represent a
commitment on the part of Lee A. Stoeckert.

Lee A. Stoeckert may make improvements and/or changes in this manual or in the
product(s) and/or program(s) described in this manual at any time.

This product could include technical inaccuracies or typographical errors.  Changes are
periodically made to the information herein; these changes may be incorporated in new
editions of the product.

Tenant Management System and TMS are trademarks of Lee A. Stoeckert.  All other brand
and product names are trademarks or registered trademarks of their respective companies.Table Of Contents



Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
      Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
             What Does TMS Do?. . . . . . . . . . . . . . . . . . . . . . . . . .  1
             Why TMS? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
      How Does It Work? . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
             The Tenant Card. . . . . . . . . . . . . . . . . . . . . . . . . . .  2
             The Daily Journal. . . . . . . . . . . . . . . . . . . . . . . . . .  2
             Tenant Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . .  2
             Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  2
      Screen Commonality. . . . . . . . . . . . . . . . . . . . . . . . . . . . .  3
             Menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  3
             Consistent Key Usage . . . . . . . . . . . . . . . . . . . . . . . .  3
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . .  4
      TMS Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  4
             Hardware Requirements. . . . . . . . . . . . . . . . . . . . . . . .  4
             Software Requirements. . . . . . . . . . . . . . . . . . . . . . . .  4
             Disk Space Requirements. . . . . . . . . . . . . . . . . . . . . . .  5
      Backups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  5

TMS Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7
      Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7
      Posting Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7
      Manager Active. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
      Main Menu Choices . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
             ABOUT - About TMS. . . . . . . . . . . . . . . . . . . . . . . . . .  8
             HUD - Post HUD Payments. . . . . . . . . . . . . . . . . . . . . . .  9
             JOURNALS - View Daily Journals . . . . . . . . . . . . . . . . . . .  9
             MANAGER - Manager Sign In. . . . . . . . . . . . . . . . . . . . . .  9
             NEW - Add New Tenant(s). . . . . . . . . . . . . . . . . . . . . . .  9
             PRINT - Print Reports. . . . . . . . . . . . . . . . . . . . . . . . 10
             RENT - Rent Charges/Payments . . . . . . . . . . . . . . . . . . . . 10
             SETUP - Setup Property Information . . . . . . . . . . . . . . . . . 10
             TENANT - View/Update/Delete Tenant(s). . . . . . . . . . . . . . . . 10
             EXIT - Exit Tenant Management System . . . . . . . . . . . . . . . . 10

ABOUT - About TMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

HUD - Post HUD Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
      HUD Tenant Selection Menu . . . . . . . . . . . . . . . . . . . . . . . . . 15
      HUD Amount Verification . . . . . . . . . . . . . . . . . . . . . . . . . . 16

JOURNALS - View Daily Journals. . . . . . . . . . . . . . . . . . . . . . . . . . 17
      Daily Journal Selection Menu. . . . . . . . . . . . . . . . . . . . . . . . 17
             Column Headings. . . . . . . . . . . . . . . . . . . . . . . . . . . 18
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
      Daily Journal View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
             Columns Headings . . . . . . . . . . . . . . . . . . . . . . . . . . 20
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
      Daily Journal Entry Detail. . . . . . . . . . . . . . . . . . . . . . . . . 22
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
      Daily Journal Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
      Daily Bank Deposit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

MANAGER - Manager Sign In . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
      Manager Sign In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

NEW - Add New Tenant(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
      New Tenant Account Number . . . . . . . . . . . . . . . . . . . . . . . . . 33
      New Tenant Information - Tenant Status. . . . . . . . . . . . . . . . . . . 34
      New Tenant Information. . . . . . . . . . . . . . . . . . . . . . . . . . . 35
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

PRINT - Print Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
      Report Selection Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
      Printer Selection Pop-Up. . . . . . . . . . . . . . . . . . . . . . . . . . 42
      Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
             Tenant List / By Unit Number . . . . . . . . . . . . . . . . . . . . 43
             Tenant List / By Last Name . . . . . . . . . . . . . . . . . . . . . 44
             Tenant List / By Account Number. . . . . . . . . . . . . . . . . . . 45
             Tenant List / By Lease Expiration Date . . . . . . . . . . . . . . . 46
             Tenant List / Tenants With Non-Zero Balances . . . . . . . . . . . . 46
             Tenant List / Current Tenants Who Haven't Been Charged Rent This
                   Month. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
             Tenant List / All Previous Tenants . . . . . . . . . . . . . . . . . 47
             Tenant List / Security Deposit Required vs Received. . . . . . . . . 48
             Tenant List / Current Tenants Who Haven't Made A Payment This
                   Month. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

RENT - Rent Charges/Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . 49
      Rent - Search Value(s). . . . . . . . . . . . . . . . . . . . . . . . . . . 49
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
             Action Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
      Tenant Selection Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
      Sort Tenant List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
      Rent Charges/Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
      Tenant Receipt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

SETUP - Setup Property Information. . . . . . . . . . . . . . . . . . . . . . . . 61
      Property Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

TENANT - View/Update/Delete Tenant(s) . . . . . . . . . . . . . . . . . . . . . . 65
      Tenant File Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . 65
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
      Tenant Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
             Action Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
      Tenant Sort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
      Tenant Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
      Tenant Card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
      Tenant Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
             Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
      Transaction Detail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
             Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
             Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
      Duplicate Tenant Receipt. . . . . . . . . . . . . . . . . . . . . . . . . . 84
      Tenant Re-Assign. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
      Confirm Delete. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
      Rent Change Memo. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
      Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
             Installation Diskette Files. . . . . . . . . . . . . . . . . . . . . 89
             Installation Steps . . . . . . . . . . . . . . . . . . . . . . . . . 90
      Installation Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
             Opening Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
             Source Directory . . . . . . . . . . . . . . . . . . . . . . . . . . 92
             License Information. . . . . . . . . . . . . . . . . . . . . . . . . 93
             Destination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
             Install Option . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
             Installation Progress. . . . . . . . . . . . . . . . . . . . . . . . 96
             Property Number. . . . . . . . . . . . . . . . . . . . . . . . . . . 97
             Final Instructions . . . . . . . . . . . . . . . . . . . . . . . . . 98
      Miscellaneous . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
             TMSDATE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
             TMSLOGO. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

How Do I? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101

Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115
                                  List Of Figures


Figure 1 - TMS Main Menu {Screen} . . . . . . . . . . . . . . . . . . . . . . . .  7
Figure 2 - ABOUT Information Box {Screen} . . . . . . . . . . . . . . . . . . . . 13
Figure 3 - HUD Tenant Selection Menu {Screen} . . . . . . . . . . . . . . . . . . 15
Figure 4 - HUD Amount Verification {Screen/Pop-Up}. . . . . . . . . . . . . . . . 16
Figure 5 - Daily Journal Selection Menu {Screen}. . . . . . . . . . . . . . . . . 17
Figure 6 - Daily Journal View {Screen}. . . . . . . . . . . . . . . . . . . . . . 20
Figure 7 - Daily Journal Entry Detail {Screen}. . . . . . . . . . . . . . . . . . 22
Figure 8 - Daily Journal Print (Left Half) {Report} . . . . . . . . . . . . . . . 25
Figure 9 - Daily Journal Print (Right Half) {Report}. . . . . . . . . . . . . . . 26
Figure 10 - Daily Bank Deposit Print {Report} . . . . . . . . . . . . . . . . . . 27
Figure 11 - MANAGER Sign In {Screen}. . . . . . . . . . . . . . . . . . . . . . . 29
Figure 12 - New Tenant Account Number {Screen}. . . . . . . . . . . . . . . . . . 33
Figure 13 - New Tenant Information - Tenant Status {Screen} . . . . . . . . . . . 34
Figure 14 - New Tenant Information {Screen} . . . . . . . . . . . . . . . . . . . 35
Figure 15 - Report Selection Menu {Screen}. . . . . . . . . . . . . . . . . . . . 41
Figure 16 - Printer Selection {Screen/Pop-Up} . . . . . . . . . . . . . . . . . . 42
Figure 17 - Tenant List / By Unit Number {Report} . . . . . . . . . . . . . . . . 43
Figure 18 - Tenant List / By Last Name {Report} . . . . . . . . . . . . . . . . . 44
Figure 19 - Tenant List / By Account Number {Report}. . . . . . . . . . . . . . . 45
Figure 20 - Tenant List / By Lease Expiration Date {Report} . . . . . . . . . . . 46
Figure 21 - Tenant List / Tenants With Non-Zero Balances {Report} . . . . . . . . 46
Figure 22 - Tenant List / Current Tenants Who Haven't Been Charged Rent This
      Month {Report}. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Figure 23 - Tenant List / All Previous Tenants {Report} . . . . . . . . . . . . . 47
Figure 24 - Tenant List / Security Deposit Required vs Received {Report}. . . . . 48
Figure 25 - Tenant List / Current Tenants Who Haven't Made A Payment This
      Month {Report}. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Figure 26 - Rent Charges/Payment Search {Screen}. . . . . . . . . . . . . . . . . 49
Figure 27 - Tenant Selection Menu {Screen}. . . . . . . . . . . . . . . . . . . . 52
Figure 28 - Tenant List Sort {Screen/Pop-Up}. . . . . . . . . . . . . . . . . . . 54
Figure 29 - Tenant Account - Rent/Charges/Payments (with HUD) {Screen}. . . . . . 55
Figure 30 - Tenant Receipt {Report} . . . . . . . . . . . . . . . . . . . . . . . 59
Figure 31 - Property Information {Screen} . . . . . . . . . . . . . . . . . . . . 61
Figure 32 - Tenant File Maintenance {Screen}. . . . . . . . . . . . . . . . . . . 65
Figure 33 - Tenant Search {Screen/Pop-Up} . . . . . . . . . . . . . . . . . . . . 68
Figure 34 - Tenant Sort {Screen/Pop-Up} . . . . . . . . . . . . . . . . . . . . . 71
Figure 35 - Tenant Information {Screen} . . . . . . . . . . . . . . . . . . . . . 72
Figure 36 - Tenant Card {Report}. . . . . . . . . . . . . . . . . . . . . . . . . 77
Figure 37 - Transactions For Account {Screen} . . . . . . . . . . . . . . . . . . 78
Figure 38 - Transaction Detail {Screen} . . . . . . . . . . . . . . . . . . . . . 81
Figure 39 - Duplicate Tenant Receipt {Report} . . . . . . . . . . . . . . . . . . 84
Figure 40 - Tenant Re-Assign {Screen/Pop-Up}. . . . . . . . . . . . . . . . . . . 85
Figure 41 - Tenant Delete {Screen/Pop-Up} . . . . . . . . . . . . . . . . . . . . 86
Figure 42 - Tenant Rent Amount Update {Screen/Pop-Up} . . . . . . . . . . . . . . 87
Figure 43 - TMS Installation Opening {Screen} . . . . . . . . . . . . . . . . . . 91
Figure 44 - TMS Installation Source Directory {Screen}. . . . . . . . . . . . . . 92
Figure 45 - TMS Installation License User {Screen}. . . . . . . . . . . . . . . . 93
Figure 46 - TMS Installation Destination {Screen} . . . . . . . . . . . . . . . . 94
Figure 47 - TMS Installation Options {Screen} . . . . . . . . . . . . . . . . . . 95
Figure 48 - TMS Installation Progress {Screen}. . . . . . . . . . . . . . . . . . 96
Figure 49 - TMS Installation Property Number {Screen} . . . . . . . . . . . . . . 97
Figure 50 - TMS Installation Final Instructions {Screen}. . . . . . . . . . . . . 98
                                   Introduction


Welcome


Welcome to the Tenant Management System (TMS).  TMS was developed to automate the
process of tenant management of small to medium (10 to 1000 units) commercial apartment
complexes.


What Does TMS Do?

TMS replaces the familiar Tenant Card and Daily Journal pegboard system commonly used
in apartment complexes.  As a result of putting these two basic objects into the hands of the
computer, many of the other manual tasks, especially preparing reports, become the job of
the computer as well.


Why TMS?

TMS will provide a more efficient office operation. The net result of installing TMS will be
that the apartment management staff will spend less time managing the paper and more
time managing the apartment complex (dealing with tenants, handling maintenance issues,
and prospecting new tenants).


How Does It Work?

TMS is a user friendly, menu driven system.  It is designed so that it will require a minimum
amount of training.  Those that are already familiar with the pegboard type of systems will
be able to use TMS with only minor orientation.  Those that have not been trained on the
pegboard style systems will learn to use TMS faster than they would have learned the
pegboard system.  TMS screens are designed to be simple and easy to use.  Instructions and
"what to do next" are present on every screen.


The Tenant Card

Like the pegboard systems, the heart of TMS is the tenant card.  TMS keeps a tenant card
for each future, current and previous tenant.  The tenant card contains general information
about the tenant.  The general information includes; account number, name, lease expiration
date, phone number, employer and emergency contacts.  Also included is the financial
information such as; monthly rent charges (rent, HUD, storage, taxes, carport, other),
security deposit (security, cleaning, keys, pet, other, amount received) and the tenant's
current account balance.  Last but not least, a full transaction log (beginning balance, each
charge, payment, and rent change).  The tenant card is viewable from TMS or it can be
printed.  Please note:  In the context of TMS, HUD specifically refers to HUD Section 8
walk-in tenants ONLY.


The Daily Journal

The daily journal records all charges and credits to the tenant cards (tenant accounts). 
There will be a daily journal for each day that financial activity occurs.  The daily journal
and the tenant card will both record each transaction.  Each daily journal is viewable from
TMS or it can be printed.  In addition, a deposit slip can be created by TMS from the daily
journal.


Tenant Receipts

TMS is capable of printing tenant receipts for each transaction recorded.  Printing of a
receipt is the default when a charge, credit or payment is posted via the RENT function (see
the RENT section beginning on page 49).  To cancel the printing of the receipt, press ESC
when you are asked which printer to use.  Transactions posted via other means (such as
HUD payments or automated rent posting) and reprints of receipts can be done via the
TENANT function (see the TENANT section beginning on page 65).


Reports

TMS is capable of creating several reports.  TMS can scan the tenant cards and produce
these common reports in a fraction of the time that it would take to do manually.  In
addition, most of the information available on the reports can also be obtained on the
screen, simply by using the search and sort features of the tenant file maintenance screen.


Screen Commonality

One of the key features to any system is usability.  If the system is not quickly useable, then
it is a failure.  TMS addresses that issue by using layered menus, consistent key usage, and
an action line.  These features greatly reduce the orientation time needed for the new user.


Menus

A menu is a choice of available options that a user can choose from.  Menus are used by
TMS when a user can choose an action/task to be performed, choose one of several entries
in a file (such as an entry in the daily journal or a transaction from a tenant card) and to
choose one of several possible input values (when entering data such as tenant status or
other charges).  The currently selected item on the menu is highlighted by reversing the
colors used on the menu for that one line.  For example, if the background of the menu is
white and the text is black, the current menu item would be shown as white on a black
background.  To move to a different menu item, use the up and down arrow keys
(commonly referred to as UpArrow and DownArrow throughout this document).  Each press
of the key will move the highlighted bar up or down one selection.  The END and HOME
keys can be used to position the bar immediately at the bottom (END) or top (HOME) of
the menu.  For large menus, those that have more entries than will fit on a single screen,
you can also use the PageUp and PageDown keys to move a full screens worth of entries
at a time.  Up and down arrows are displayed above the first and below the last entry on
the menu screen if other selections are available that are not on the screen.  When backing
up (via ESC) to a previous menu, the same menu entry will be highlighted.  Please note; the
sample screens included in this documentation are text samples, thus they do not show the
highlighting/reverse image or shadowing effects referred to in this documentation.


Consistent Key Usage

Every attempt is made by TMS to use action keys in a consistent manner.  Action keys are
keys such as ESC, F1 through F12, HOME, END, PageUp, PageDown, and the arrow keys. 
Action keys cause TMS to take immediate action, versus keys that are used to enter data
(e.g. A-Z, 0-9, etc.).  The ESC key is used to cancel the current operation.  In many cases
that will result in backing up one level (going back one screen).  The F2 key is used to print,
when printing of a screen element (Tenant Card, Daily Journal, etc.) is available (of course,
you can always use the PrintScreen key to allow DOS to copy your screen to the printer). 
Active action keys and their associated function are displayed on the action line.


Action Line

The action line resides on line 25 (bottom line) of each TMS screen.  The action line tells
the user which action keys are currently active and what action will be taken when they are
used.


TMS Requirements

The requirements for TMS are minimal.  TMS was designed with the overall cost of
ownership in mind.  TMS was designed to be a cost effective alternative to the pegboard
based paper systems.  Dependencies on other software has been kept to a bare minimum. 
No expensive graphical user interfaces or data base packages are required.  Total cost of the
TMS hardware and software platform should be under $2,000.


Hardware Requirements

TMS requires an IBM compatible PC to run on.  There is no restriction on which processor. 
TMS will run on an 8086, 80286, 80386 or 80486 (Intel or compatible).  The PC should have
a minimum of 640k of memory.  Memory above 640k will not be used by TMS.  While a
hard disk/drive is not required by TMS, it is recommended for performance.  Larger
apartment complexes or those that want to retain a substantial amount of payment history
may need a hard disk/drive for that reason as well.  TMS was written for a color monitor,
but will operate with a non-color VGA (64 shades of gray) monitor.  Color is recommended. 
TMS is configured to use printer escape codes for an IBM ProPrinter for setting elite and
pica print modes.  TMS will work with other printers that support the IBM ProPrinter
escape sequences.


Software Requirements

TMS requires PC-DOS (IBM) or MS-DOS (MicroSoft) version 3.30 or newer.  TMS is not
a MicroSoft Windows program, but will run as a DOS application under Windows.  TMS
is not an OS/2 program, but will run as a DOS application in either full screen or window
mode under OS/2.  TMS has no other software requirements.  For performance, you may
consider the use of a disk cache program (as long as it guarantees that disk writes are
immediately applied to the hard disk).

WARNING:     DO NOT USE A RAM DRIVE for the TMS files.  While TMS will work with
             a RAM drive, you may loose data if your files are not copied to a hard disk
             before the computer is powered off.  Use of RAM drives should be limited to
             temporary files ONLY.


Disk Space Requirements

Disk space requirements are largely determined by the size of the complex (number of
tenants) and the period for which you retain historical data.  Here is a guide for helping to
estimate your disk space requirements:

Description                                     Space RequiredProgram Storage (TMS executables)< 500k bytesTMS fixed file requirements   512 bytesTenant storage   512 bytes per tenant accountTransaction storage   256 bytes per transaction


Backups

Taking regular backups of your work is very important in any system, TMS is no exception
to that.  ANYTHING can happen that could cause you to loose one or more of your files. 
Hard disks fail (either totally or take "hits" that can render one or more files unusable).

DOS comes with three different ways to do simple backups (COPY, XCOPY, and
BACKUP/RESTORE).  There are many very good backup programs on the market today. 
Some use diskettes and others use tape (for large amounts of data).  Pick the one that best
suits your needs and use it often.

For TMS files, the following backup procedures are recommended as a minimum:
      -      Daily, backup all *.TMS files to diskette.
             This should be done at the same time each day, as a part of a regular
             procedure (e.g. at the start of each business day).
      -      Weekly, backup all *.TMS files to diskette, make two (2) copies.
             This too should be done as part of a regular procedure, the same time each
             week.  One copy should be kept in a safe place (like a safe or fire-proof lock
             box) on site, the other copy should be sent offsite (take it home with you, send
             it to the corporate office or even store it at another property).  There should
             ALWAYS be a recent copy off-site.  This is your disaster copy.  Should your
             office burn to the ground (taking your PC and files with it), the off-site copy
             is what you'll need to rebuild with.

Set yourself a regular, preventive, backup schedule and stick to it.  Include at least a weekly
off-site copy.  Don't get caught without a backup.TMS Main Menu


Main Menu

The TMS Main
Menu (see Figure 1,
right) is the root or
starting point for all
functions within the
Tenant Management
System.  As with all
TMS screens, there
are several common
elements to make
note of.







Posting Date

The posting date is displayed in the upper left hand corner of the screen.  This date is taken
from the PC's system clock or from the environment variable TMSDATE.  If the date is
taken from the environment variable TMSDATE, TMS will beep twice when it is first
initialized to alert the user that a system date override is in effect.  TMS will also check the
posting date against the last posting date used.  If the current posting date is prior to the last
posting date, an error message dialog box will be displayed.  The error message dialog box
will permit you to either accept the current posting date or to end TMS (to presumably
correct the system clock and/or the TMSDATE environment variable).


Manager Active

If the manager has signed into the system (see the MANAGER section beginning on page
29) the top right hand corner will indicate "Manager Active".  While the manager is signed
into  TMS, several additional functions will be active.  These individual functions are
discussed in detail in their respective sections.


Main Menu Choices

The TMS main menu has nine possible selections.  With the exception of EXIT (which ends
TMS) each one has one or more additional menus and/or data entry screens beneath it. 
Each of the selections is discussed briefly in this section.  Each selection has a corresponding
section in this document that defines it in much greater detail.  Use the UpArrow and
DownArrow to move the highlighted selection bar to the desired selection, OR key in the
first letter of the desired selection and the highlighted selection bar will be moved directly
to the desired selection.  When the desired selection is highlighted, press ENTER.


ABOUT - About TMS

This selection is used to learn more about TMS.  Specifically, this selection will display a
window that will show you what version of TMS you are running.  It will also show you the
license number, type of license, when it expires (if applicable), and who it belongs to.  See
the ABOUT section (beginning on page 13) for more information.


HUD - Post HUD Payments

This selection is used to update tenant accounts when a HUD check is received.  Typically,
a HUD check applies to more than one tenant.  This selection allows you to select which
tenant account(s) the HUD check applies to, and verify the amount.  If a HUD check is
received for a single tenant account, it could be posted to that tenants account as a normal
payment.  However, since HUD checks are marked uniquely by this process (for later
reporting) all HUD payments should be posted through this process.  See the HUD section
(beginning on page 15) for more information.  Please note:  In the context of TMS, HUD
specifically refers to HUD Section 8 walk-in tenants ONLY.


JOURNALS - View Daily Journals

This selection is used to view and print the daily journals and to print deposit slips from the
daily journals.  Using this selection, you can view and print the current day's daily journal
as well as previous daily journals.  See the JOURNALS section (beginning on page 17) for
more information.


MANAGER - Manager Sign In

This selection processes the manager sign in.  Special functions are reserved for the
manager.  These functions are active only when the manager is signed in.  Once signed in,
the manager remains "active" for 10 minutes.  After that time, the manager is automatically
signed out.  If manager sign out is required before the 10 minutes has expired, it will be
necessary to EXIT TMS and then restart it.  Specific manager only functions are identified
throughout their respective sections.  See the MANAGER section (beginning on page 29)
for more information.


NEW - Add New Tenant(s)

This selection is used to add new tenants to the TMS files.  TMS will choose a tenant
account number (which you can change) and then prompt you for key information about the
tenant (such as name, unit number, rent, etc.).  As much information about the tenant as
known should be entered at this time.  There is some information that cannot be changed
once the tenant has been added (such as tenant balance).  See the NEW section (beginning
on page 33) for more information.


PRINT - Print Reports

This selection is used to print reports based on information from the tenant cards.  These
include reports listing; which tenants are in which units, which tenants have open balances,
which tenants haven't paid rent this month, as well as several others.  See the PRINT section
(beginning on page 41) for more information.


RENT - Rent Charges/Payments

This selection is used to charge tenant accounts for Rent, Late Charges, Damages, etc., and
to post tenant accounts with payments.  See the RENT section (beginning on page 49) for
more information.


SETUP - Setup Property Information

This selection is used to setup information about the rental property.  This information
includes the property name, address, phone number, and manager name.  Control
information is also defined here (next Daily Report Number and next Tenant Receipt
Number).  Finally, this selection permits you to define a message that will be printed on
each Tenant Receipt.  This message could be used to remind or inform your tenants of
upcoming events (anything from parking lot repairs & pool closing to tenant
gatherings/parties/meetings).  See the SETUP section (beginning on page 61) for more
information.


TENANT - View/Update/Delete Tenant(s)

From this selection you can view and update tenant information.  This is your access to the
Tenant Cards.  Tenants are selected from a list that can be narrowed down by using the
search action and/or organized by using the sort action.  See the TENANT section
(beginning on page 65) for more information.


EXIT - Exit Tenant Management System

This selection is pretty self explanatory.  By choosing it, you'll exit (end) the Tenant
Management System and return to DOS (or the DOS Shell/Menu that you used to start
TMS).                            ABOUT - About TMS

The About TMS
pop-up screen (see
Figure 2, right)
identifies the version
of TMS.  It also
displays the license
number, type of
license, when it
expires (if
applicable), and who
it belongs to.                HUD - Post HUD Payments

HUD Tenant Selection Menu

The HUD Tenant
Selection Menu (see
Figure 3, right)
provides you with a
means for selecting
which tenant
accounts are to be
credited with a HUD
(section 8) payment. 
The menu lists only
the tenants whose
tenant cards reflect a
HUD amount.  The
tenant's unit, last
name and HUD
amount are
displayed.  Using the
information provided
by HUD (received
with the check),
mark the tenant accounts that are to be credited with a payment.  One or all accounts can
be marked.  Use the UpArrow and DownArrow to move the selection bar.  Use the
INSERT key (either one) to mark a tenant account or the DELETE key to unmark a
previously marked tenant account.  Marked accounts have an arrow or "wedge" character
preceding the unit number.  Once you have marked all of the accounts that the check
applies to, press the ENTER key.


HUD Amount Verification

This pop-up box is
used to verify that
the tenant accounts
you selected add up
to the amount on
the HUD check you
received.  If they do,
enter the HUD
check number or
other information as
instructed by your
management (up to
10 characters).  This
information will be
recorded by TMS
along with the
payment.  After
entering the HUD
check number
(and/or other information) press F4 to apply the payment to the marked tenant account(s). 
If the total amount does not match the check amount, then press ESC to go back to the
HUD tenant selection menu.JOURNALS - View Daily Journals
Daily Journal Selection Menu

The Daily Journal
selection menu
(right) is a list of the
Daily Journal files
currently found on
the computer.  TMS
will only support a
maximum of 100
Daily Journal files
on this menu.  If
more than 100 are
present you will be
given the option of
viewing only the
Daily Journals for
the current month or
aborting this request. 
If you choose to
abort this request,
you may want to exit TMS and remove (move to a floppy disk) some of the older Daily
Journal files.  The Daily Journal files are distinctively named.  The name begins with the
letters "DJ" and is followed by the date that the Daily Journal is for, in the form "yymmdd",
followed by ".TMS".

This selection menu contains several pieces of information about the Daily Journal files that
will aid you in your selection of which one(s) to view or print.

Column Headings

There are five columns of information displayed for each Daily Journal:

Date                      This is the date that the Daily Journal file contains transactions
                          for.  There will only be one Daily Journal for each date.  There
                          may be gaps in the dates.  If there were dates when no
                          transactions (changes to tenant accounts) were posted to a
                          tenant account, then a Daily Journal was not created.

First/Last Receipt        This column describes the receipt numbers of the first & last
                          receipt recorded in the Daily Journal.  This will enable you to
                          locate a particular Daily Journal if you are looking for a specific
                          tenant receipt number.

1st DRN                   This column describes the first Daily Report Number contained
                          in this Daily Journal.  A Daily Report Number is sequentially
                          assigned to each page of each Daily Journal during each month
                          (the first Daily Journal page of each month is Daily Report
                          Number 1).  This column is helpful in locating a particular Daily
                          Report Number if a reprint is necessary.

Entries                   This column identifies the number of entries or "postings" in this
                          Daily Journal.  This column will give you information about the
                          relative size of the Daily Journal.

Status                    This final column displays the print status of the Daily Journal. 
                          The value can be either "Printed" or "Not Printed".  This value
                          is set to "Not Printed" each time a transaction is posted to the
                          Daily Journal.  Thus, if you print the current Daily Journal (it
                          will get marked as "Printed") and then later post one or more
                          new transactions, the Daily Journal will be marked as "Not
                          Printed".  This status makes it simple to keep track of which
                          completed Daily Journals have been printed and which have
                          not.


Action Line

There are four actions available from this menu:

ESC-Abort                 Abort this selection menu.  This will return you to the TMS
                          Main Menu.

F2-PrintJournal           Print the Daily Journal.  This action will print the Daily Journal
                          currently highlighted by the selection bar.

F3-PrintDeposit           Print the bank deposit.  This action will print a bank deposit for
                          the Daily Journal currently highlighted by the selection bar. 
                          The bank deposit will match the Daily Journal line for line, thus
                          there may be several blank lines on each page of the bank
                          deposit.

ENTER-ViewHighlighted     View the Daily Journal.  This action will select the currently
                          highlighted Daily Journal for viewing and move you to the next
                          level of detail.


Daily Journal View

This Daily Journal
View selection menu
is a summary of each
of the transactions
posted to the Daily
Journal for the
selected date.  Key
information has been
selected from each
entry for display and
more detail is
available.








Columns Headings

There are seven columns of information displayed for each Daily Journal entry:

Tenant's Last Name        This column is the last name of the tenant whose tenant
                          account was posted by this Daily Journal entry.

Unit                      This column is the tenant's unit (apartment) number.

Account                   This column is the account number that was posted by this
                          Daily Journal entry.

Total                     This is the total charges to this account for this Daily Journal
                          entry.

Received                  This is the total of all checks and cash that was received for this
                          Daily Journal entry.  This amount is applied as a credit to the
                          tenant's account and will appear on the tenant card as well.

New Balance               This column contains the new tenant account balance.  This
                          amount is arrived at by taking the previous balance, adding the
                          total charges (see the total column above) and subtracting the
                          amount received (see the received column above).

Receipt#                  This column contains the tenant receipt number that was
                          assigned to this daily journal entry.  A tenant receipt number is
                          assigned to each daily journal entry.  Printing of the receipt is
                          optional.  No receipts are printed from a HUD or automated
                          rent posting.  In all cases, duplicate tenant receipts can be
                          printed (see the TENANT section, beginning on page 65).


Action Line

There are two actions available from this selection menu:

ESC-Abort                 This action will cancel this selection menu and return you to the
                          Daily Journals Selection Menu.

ENTER-ViewHighlighted     This action will display the detailed information about the Daily
                          Journal Entry that is currently highlighted by the selection bar.


Daily Journal Entry Detail

This screen displays
the detailed
information that was
captured in the Daily
Journal for this
transaction.














Fields

The Daily Journal entry detail screen has the following fields displayed on it:

Date                      This is the posting date for this transaction.  Of course, it is the
                          same date as the Daily Journal.  It is redisplayed on this screen
                          so that you will have it, should you decide to do a PrintScreen.

Receipt#                  This is the tenant receipt number that was assigned to this daily
                          journal entry.

Tenant                    This is the last name of the tenant whose account (tenant card)
                          was posted with this transaction.

Unit                      This is the tenant unit (apartment) number that this transaction
                          was for.

Status                    This is the tenant status (C-current, P-previous, F-future) at the
                          time this transaction was posted.

Rent Due                  This is the amount of rent that was charged as part of this
                          transaction.  Rent Due and Prorated Rent (below) are mutually
                          exclusive.

Correction To Balance     This is an amount that was applied (+ or -) to the tenant's
                          balance (tenant card) to adjust for a previous entry.

Prorated Rent             This is the amount of rent that was charged for a partial month. 
                          Prorated Rent and Rent Due (above) are mutually exclusive.

Security Deposit          This is the amount due towards the security deposit.  The
                          Tenant Card tracks both the total security deposit required and
                          the amount received.  If there is a shortage, a charge is
                          recorded against the tenant's account for that amount. 
                          Conversely, if the security deposit account is over funded (e.g.
                          a reduction in deposit requirements) this item will reflect a
                          credit to the tenant's account.

Other(1)/(2)/(3)          These three fields are used for "other" charges to the tenant's
                          account.  These charges include; late charge, non-sufficient
                          funds, damages, retain security deposit, subsidy payback, and
                          miscellaneous).

Total                     This amount is the total of all of the above charges (and
                          possibly credits) to the tenant's account.

Previous Balance          This amount is the tenant's previous balance (e.g. any previously
                          unpaid charges or potentially credits).

Amount Due                This is the total amount due from the tenant.  This is the sum
                          of the total plus the previous balance.

Received/Cash             This field is the total amount of cash that was received from the
                          tenant as part of this transaction.

Received/Check            This field is the total amount received in the form of a check as
                          part of this transaction.  This amount could either be a check or
                          money order that was received directly from the tenant, a
                          direct-deposit credit, or a HUD payment (see the Reference
                          field, below, for more on this).

Reference                 This field contains information about the type of check that was
                          received.  Possible values are:
                          *HUD Pymnt         HUD Payment
                          *DirectDep         Direct Deposit credit
                          *Rent Post         This is actually a type of CHARGE, not a
                                             credit/payment.  This is used to identify
                                             transactions that were applied as a result
                                             of the AutoPost action
                          all other          Freeform text (up to 10 characters) such
                                             as a check or money order number

New Balance               This field contains the tenant's account balance, after this
                          transaction was posted to their tenant card.


Action Line

There is only one action available on the Daily Journal Entry Detail screen:

ESC-Abort                 This action will cancel this screen and return you to the Daily
                          Journal View selection menu.


Daily Journal Print

The printed daily journal is an extra wide form.  It requires a full 192 print positions. 
Because of its size, TMS prints it in two parts.  First, TMS prints the left side of the report
(see Figure 8 above) and then TMS prints the right side (see Figure 9 on page 25).  Once
printed, the left and right sides can be aligned to form the completed report.


Daily Bank Deposit

TMS will create a bank deposit for each daily journal. 
The entries on the bank deposit line up, one for one, with
the entries on the daily journal.  This may result in several
blank lines on the bank deposit (because of HUD
payments, Direct Deposit, or activity that didn't result in
a payment being received).   MANAGER - Manager Sign In
Manager Sign In

The manager sign in
screen is used by the
manager to identify
themselves to the
Tenant Management
System.  Once the
manager has been
identified as the
person using the
system, TMS enables
special privileges.








These privileges include:
      -      The ability to change tenant's account number.
      -      The ability to change the amount of the tenant's security deposit
             received.
      -      The ability to change information about the property
             (apartment complex)
      -      The ability to change the Daily Report Number.
      -      The ability to change the next Tenant Receipt Number.

The manager remains active for 10 minutes.  After that, the manager is signed off and
standard access is again in affect.


Fields

The manager sign in screen has three fields:

Current Password          The manager should enter their current password.  When TMS
                          is first installed, the manager's password is set to TMS0100. 
                          The manager should sign in and change the password to a new
                          password immediately.  If the manager forgets his/her password,
                          a TMS password override is available.  The password is known
                          by the home office (and the developer).  The TMS password
                          override is unique to each property and changes daily.  Use of
                          the TMS password override forces an immediate change to a
                          new password.

Enter New Password        This field is used to enter a new password (to change from the
                          previous password).  Following this field is either the phrase
                          "(optional)" or "(required)".

                          The new password must be at least 6 characters long.  It cannot
                          be the same as the old password.  The first 4 characters of the
                          password cannot be a replication of each other (e.g. AAAA). 
                          Choose your password with care.  Choose a password that will
                          not be easily guessed, but one that will be easy for you to
                          remember.

                          Password changes will be required approximately every 60 days
                          that the system is used.  Passwords can be changed at any time
                          if desired.

Re-Enter New Password     Since passwords are not ever displayed, re-entry of your new
                          password is required to verify that it was typed correctly.  If this
                          field and the previous field do not match, you are instructed to
                          re-enter them both again.


Action Line

There are two active action keys for this screen:

ESC-Abort                 This action will abort/cancel the manager sign in process and
                          return to the TMS Main Menu.

F4-SignIn                 This action should be taken after all required fields have been
                          filled in.  This action will complete the sign in process.NEW - Add New Tenant(s)


New Tenant Account Number

This screen contains
a simple pop-up
dialog box for you to
supply the tenant
account number that
you want to add to
TMS.  As an aid,
TMS has
remembered the last
tenant account
number you added
and has incremented
it by one (or as
many as necessary)
to locate the next
available tenant
account number. 
You may either use
the default TMS
supplied tenant account number or supply your own.

After entering the new tenant account number (or choosing to use the TMS supplied default
tenant account number) there are two actions that can be taken.  You may press ESC to
cancel the add or press ENTER to continue with the add process.


New Tenant Information - Tenant Status

The screen to the
right is the new
tenant information
screen with the
tenant status pop-up
list opened.  This is
what you will see
after pressing
ENTER on the new
tenant account
number screen.  Use
the UpArrow and
DownArrow to select
the proper tenant
status then press
enter to record it. 
Optionally, you may
press ESC to abort
this action and
return to the TMS Main Menu.


New Tenant Information

The screen to the
right is the new
tenant information
screen, without the
tenant status pop-up
list opened.













Fields

There are twenty-six fields on this screen that need to be filled out to add a tenant.  Most
of the fields are optional and can be changed later if necessary.  The exceptions to this are
noted in each field description.

Account                   This is the tenant's account number, the one you just entered. 
                          This account number cannot be changed here.  After the new
                          tenant is added to TMS, the account number can ONLY be
                          changed while the manager mode is in affect.

Status                    This is the tenant status.  This field was updated as a result of
                          the pop-up list and can be changed at any time.  Valid statuses
                          are; C-current, P-previous & F-future.

Lease Expiration          This is the lease expiration date for this tenant's lease.  The
                          format for this date is mm/dd/yyyy.  Note the use of a full four
                          digit year (1992 not just 92).  Date validity checks are
                          performed on this date.  The date entered must be a valid date.

Name                      This field is for the tenant's name.  Place the tenant's last name
                          (up to 20 characters) first then TAB or press ENTER to move
                          past the comma and enter the tenant's first name (up to 10
                          characters).

Home Phone                This field is for the tenant's phone number.  Since the tenant is
                          a resident of the apartment complex, it is assumed that they are
                          in the same area code as the property.  Thus, the tenant's
                          phone number is up to 8 characters long (allowing room for the
                          "-" between the 3 and 4 digits of the phone number).

Outstanding Balance       In this field enter the tenant's current outstanding balance.  This
                          is the ONLY time you can directly input the this amount. 
                          Normally, new tenants would start with a zero balance. 
                          However, if you are starting from an existing pegboard system,
                          you'll need to enter the tenant's existing balance at this time. 
                          After this point, your only opportunities to affect the tenant's
                          balance will be via "correction to balance" under the RENT
                          function (see the RENT section beginning on page 49) or by
                          deleting and re-adding the tenant (which will delete all of the
                          tenant's payment history from their tenant card).

Employer                  This 30 character field is for you to record the name of the
                          tenant's employer.

Employer/Phone            This 20 character field is for you to record the phone number
                          of the tenant's employer OR the tenant's work phone number. 
                          In either case, the field is large enough to include both an area
                          code and an extension number, plus formatting characters (e.g.
                          "()- ").

Emergency                 This 30 character field is for you to record an emergency
                          contact for the tenant.

Emergency/Phone           This 20 character field is for you to record the phone number
                          of the tenant's emergency contact.  The field is large enough to
                          include both an area code and an extension number, plus
                          formatting characters (e.g. "()- ").

Notes                     This 50 character field is for you to record any notes you see fit
                          about this tenant.  This field can be changed at any time.  You
                          could use it for special notes like "Doberman in apartment,
                          beware!" or temporary notes such as "in hospital until 6/29/92". 
                          These notes print on the tenant card and will appear on the
                          tenant information screen.

Rent                      This field is used to track the portion of the monthly rental
                          charges that the tenant pays.  In the case of a HUD (section 8)
                          tenant, this amount is the difference between the market rent
                          and the HUD subsidy.

Taxes                     This field is used to track the portion of the monthly charges
                          that are attributable to taxes.  These charges in addition to the
                          monthly rent, not a part of the rent.

HUD                       This field is used to track the amount of the HUD (section 8)
                          co-payment for this tenant.  The Rent field plus this field should
                          equal the monthly market rent value for the apartment.

Carport                   This field is used to account for any carport/garage fees that the
                          tenant is charged monthly for.

Storage                   Use this field to record the monthly charges to this tenant for
                          any storage space that the tenant is being charged for.

Other                     Use this field to record any other miscellaneous monthly
                          charges.  Do not use this field for non-recurring charges.  One
                          time charges should be recorded using the
                          Rent/Charges/Payments screen as part of the RENT function
                          (see the RENT section beginning on page 49).

Monthly Charges/Total     This field is a TMS calculated total monthly charges based on
                          the amounts that you entered for the above monthly charges
                          fields.  This total is not directly changeable.

Security                  Use this field to record the amount of security deposit required
                          from this tenant.

Cleaning                  Use this field to record the amount of cleaning deposit (if
                          applicable) required from this tenant.

Pet                       Use this field to record the amount of pet deposit (if
                          applicable) required from this tenant.

Key                       Use this field to record the amount of key deposit (if
                          applicable) required from this tenant.

Other                     Use this field to record the amount of any other deposits that
                          were required from this tenant.

Received                  Use this field to record the amount of deposits that have
                          already been received from this tenant.  This will be especially
                          useful when converting existing pegboard systems to TMS. 
                          After the tenant has been added, this field can ONLY be
                          changed when the manager sign in is active.

Deposits/Total            This field is a TMS calculated total deposits required based on
                          the amounts that you entered for the above deposit fields.  This
                          total is not directly changeable.


Action Line

There are two possible actions available from this screen:

ESC-Abort                 This action will cancel the current function and return you to
                          the TMS Main Menu.

F4-Add                    This action will take the information that you have entered and
                          will create the new tenant's tenant card.PRINT - Print Reports

Report Selection Menu

The report selection
menu (see Figure 15,
right) is used to
select one of several
reports.  Use the
highlighted selection
bar to pick the
report you want,
then press ENTER
to create the report. 
Use the ESC key to
abort this process
and return to the
main menu.


Printer Selection Pop-Up

The printer selection
pop-up menu is used
to select which
printer you want the
selected report to be
printed on.  This
gives you the
flexibility of having
different types or
sizes of paper in
different printers
and being able to
direct the selected
report to the most
appropriate one. 
Use the highlighted
selection bar to pick
the printer you want,
then press ENTER
to begin printing.  Use the ESC key to abort this process (canceling the report print
request), and return to the Main Menu.  Once printing has begun, the ESC key can still be
used to abort the printing process.  This same pop-up is displayed and functions the same
whenever a print is about to take place.


Reports

There are nine different reports that can be generated from this selection menu.


Tenant List / By Unit Number

This report is a list of all current tenants, in unit number order.  The report includes the
tenant's unit number, account number, full name, monthly rent, other monthly charges, total
monthly charges, and their lease expiration date.

If a hardcopy report is not needed, this information is also available via the TENANT
function (see the TENANT section beginning on page 65).  From the tenant list, use the sort
action key to re-order the tenant list into unit number order.  You'll then have access to all
of the details for each tenant as well.


Tenant List / By Last Name

This report is a list
of all current
tenants, in order by
their last names. 
The report includes
the tenant's full
name, account
number, and unit.

If a hardcopy report
is not needed, this
information is also
available via the
TENANT function
(see the TENANT
section beginning on
page 65).  From the tenant list, use the sort action key to re-order the tenant list into name
order.  You'll then have access to all of the details for each tenant as well.


Tenant List / By Account Number

This report is a list of all current tenants, in order by their account number.  The report
includes the tenant's account number, full name, unit, monthly rent, other monthly charges,
total monthly charges, and their lease expiration date.

If a hardcopy report is not needed, this information is also available via the TENANT
function (see the TENANT section beginning on page 65).  The tenant list default order is
by account number.  You'll then have access to all of the details for each tenant as well.


Tenant List / By Lease Expiration Date

This report is a list
of all current
tenants, in order by
their lease expiration
dates (closest
expiration date first). 
The report includes
the tenant's lease
expiration date, unit,
account and full
name.

If a hardcopy report
is not needed, this
information is also
available via the
TENANT function (see the TENANT section beginning on page 65).  From the tenant list,
use the sort action key to re-order the tenant list into lease expiration date order.  You'll
then have access to all of the details for each tenant as well.


Tenant List / Tenants With Non-Zero Balances

This report is a list
of all tenants
(previous and
current) that have
non-zero (either
positive/credit or
minus/debit
balances).  The
report includes the
tenant's account
number, full name, unit and balance.

If a hardcopy report is not needed, this information is also available via the TENANT
function (see the TENANT section beginning on page 65).  From the tenant list, use the
search action key to specify the search criteria (tenants with non-zero balances "Y" and
which tenants "3").  When the search is completed, you may use the sort action key to
arrange the list in any of the available orders.  From this list, you'll then have access to all
of the details for each tenant.


Tenant List / Current Tenants Who Haven't Been Charged Rent This Month

This report is a list
of all current tenants
that have not yet
been charged rent
this month.  Rent is
posted to a tenant
account either;
manually (via the
RENT function), when a payment is received (via the RENT or HUD functions), or by the
AutoPost action key.  This report contains the tenant's account number, full name, unit and
the date (month and year) that they were last charged rent for.

If a hardcopy report is not needed, this information is also available via the TENANT
function (see the TENANT section beginning on page 65).  From the tenant list, use the
search action key to specify the search criteria (tenants who have not been charged rent "Y"
and which tenants "1").  When the search is completed, you may use the sort action key to
arrange the list in any of the available orders.  From this list, you'll then have access to all
of the details for each tenant.


Tenant List / All Previous Tenants

This report is a list
of all previous
tenants.  This report
contains the tenant's
account number, full
name, and unit (that
they occupied last).

If a hardcopy report is not needed, this information is also available via the TENANT
function (see the TENANT section beginning on page 65).  From the tenant list, use the
search action key to specify the search criteria (which tenants "2").  When the search is
completed, you may use the sort action key to arrange the list in any of the available orders. 
From this list, you'll have access to all of the details for each tenant.


Tenant List / Security Deposit Required vs Received

This report is a list
of all current tenants
and what their
security deposit
status is.  The report
includes the tenant's
unit, full name, the
total security deposit
amount due, the
amount that has
been received, and
any balance due.






Tenant List / Current Tenants Who Haven't Made A Payment This Month

This report contains
a list of all current
tenants that have not
made a payment this
month.  The report
includes the tenant's
unit, full name, date
of last payment, and
current balance due.       RENT - Rent Charges/Payments

Rent - Search Value(s)

When you begin the
RENT function, the
first thing you do is
to search for the
tenant(s) whose
account(s) you want
to charge/credit. 
This is the same
search screen that is
available from the
search action key in
the TENANT
function (see the
TENANT section
beginning on page
65 for more
information).


Fields

There are six fields on the search screen.  The fields are treated as "AND" fields.  In other
words, your response to each question is used to look at each tenant card to decide if it
should be selected.  The first three fields (unit, name and account number) may also be
partially filled in to provide for wildcard searches (see the description of each of the fields
for more details on how this works).

Unit







Tenant Name





Account Number




Select Tenants With
An Account Balance



Select Tenants Who
Haven't Been
Charged Rent





Which TenantsThis is the unit number for the tenant.  If you are looking for
a specific unit number, filling in the four position number will
result in an immediate search for that tenant card.  If you want
to search for all tenants on the first floor, you could put in a "1"
and leave the rest of the field blank.



This is the last name of the tenant.  The value you fill in is
compared to the last names of the tenant on all of the tenant
cards, for the number of characters you entered.  If you entered
a name such as "SMITH", names such as Smith, Smithson,
Smithy, etc. would be matched.

This is the tenant's account number.  If you fill in all of the
digits TMS will immediately search that specific tenant number. 
If you fill in only some of the digits, all tenants that match (e.g.
617223.) would be selected.

Answering "Y" to this question limits the search to ONLY
tenants with an account balance (positive or negative).  A "N"
answer (which is the default) selects all tenants regardless of
their account balance.

Answering "Y" to this question limits the search to ONLY
tenants who have not yet been charged rent for the current
month.  Rent is charged to a tenant account via the RENT
function, the HUD function, or the AutoPost action key (a part
of the TENANT function).  A "N" answer (which is the default)
selects all tenants regardless of if their account has been posted
with a rent charge this month or not.

The default, "1" selects only CURRENT tenants.  A "2" will
select only PREVIOUS tenants.  A "3" will select both
CURRENT & PREVIOUS tenants.

Action Keys

There are two action keys active on this screen:

ESC-Abort                 This action will cancel the current function and return you to
                          the TMS Main Menu.

F5-BeginSearch            This action will begin to search the tenant cards for tenants that
                          match the combined search criteria that you selected.


Tenant Selection Menu

The tenant selection
menu (see Figure 27,
right) is the result of
doing a search of all
of the tenant cards. 
Only the tenant
cards that matched
your search criteria
are in this list.  Use
the highlighted
selection bar to
select the tenant
account that you
want to work with. 
Use the UpArrow
and DownArrow
keys to move the
selection bar.  If
there were more
tenants selected than will fit on a single screen, UpArrows and DownArrows will appear in
the window boarder.  You can use the PageUp and PageDown keys to move up and down
a full list of tenants at a time.  The END key will take you to the bottom of the list and the
HOME key will take you to the top of the list.  This screen is bypassed by TMS if the result
of the search was a single tenant.  If only one tenant was selected, TMS will display the
Rent/Charges/Payments screen for that tenant.


Fields

There are seven fields displayed for each tenant to aid you in your selection:

Account                   This column contains the tenant's account number.

S                         This column contains the tenant's current status.  A "C" means
                          the tenant is a current tenant, a "F" means the tenant is a future
                          tenant, and a "P" indicates that the tenant is a previous tenant.

Tenant's Last Name        This column contains the tenant's last name.

Unit                      This column contains the tenant's unit number.

Lease Expt                This column contains the tenant's lease expiration date.

Balance                   This column contains the tenant's current balance due.  A
                          negative amount in this column indicates that the tenant has a
                          credit balance.

Last Rent                 This column contains the month and year that the tenant was
                          last charged rent for.


Action Line

The action line contains three active keys:

ESC-Abort                 This action will cancel the current function and return you to
                          the TMS Main Menu.

F6-Sort                   This action will give you the option to sort the tenant list into
                          a different order.  Besides the default account number order,
                          you can sort by tenant's last name, tenant's unit number, or
                          lease expiration date.

F9-AutoPost               This action will automatically post rent to each of the tenants'
                          account in the current list, IF THEY HAVE NOT YET BEEN
                          CHARGED RENT THIS MONTH.  This key is only active if
                          the search was done with "Select Tenants Who Haven't Been
                          Charged Rent" was set to "Y".

ENTER-ViewHighLighted     This action will bring up a new receipt slip for the tenant
                          currently selected by the highlighted selection bar.


Sort Tenant List

The pop-up sort box
is added to the
Tenant Selection
Menu as a result of
pushing the F6
action key.  This
pop-up permits you
to select which of
the four tenant fields
will be used to order
the tenant list
currently being
viewed.  Select
(using the
highlighted selection
bar) the one that
you want, then press
ENTER.  If you
instead choose the
ESC action key, you'll be returned to the previous menu.


Rent Charges/Payments

Figure 29, right, is
the Rent
Charges/Payments
screen.  It is the
principle way that
you update the
tenants' account
balances.  TMS will
calculate (to the best
of its ability) what
the tenant should be
charged.  If this is
the first charge for
the month, TMS will
calculate and include
the rent.  If the rent
has already been
charged to this
account for the
month, TMS will not
charge the tenant rent again.  Any previous balance, or shortage in collected security
deposits, will also be reflected on this screen.  If the tenant is not on the HUD (section 8)
co-payment plan, then the line showing the amount of the co-payment would not be
displayed.


Fields

There are many fields on this screen, thirteen of which can be directly manipulated by the
user:

Date                      This is the date of the transaction or "posting" date.  TMS fills
                          in this date from either the system clock or the TMSDATE
                          environmental variable (if present).

Receipt#                  This is the receipt number assigned to this transaction.  TMS
                          assigns this number sequentially.  The next receipt number can
                          be changed by the manager via the SETUP function (see the
                          SETUP section beginning on page 61).  After the receipt
                          number reaches 99999, it is reset to 00001.

Tenant                    This is the full name (last name, first name) of the tenant whose
                          account is about to be posted.  TMS supplies this based on the
                          tenant account that was selected from the previous screen.

Unit                      This is the tenant unit (apartment) number that this transaction
                          is for.

Status                    This is the tenant status (C-current, P-previous, F-future).

Rent Due                  This is the amount of rent that TMS has calculated is due from
                          this tenant.  The user cannot directly change this amount.  If
                          only a partial amount should be charged, update the Prorated
                          Rent filed (below) and TMS will zero out this amount.

Correction To Balance     This is an amount that will be applied (+ or -) to the tenant's
                          balance (tenant card) to adjust for a previous entry.

Prorated Rent             This is the amount of rent that is to be charged for a partial
                          month.  If you place an amount in this field, TMS will zero the
                          Rent field.  If you zero the Prorated Rent field, TMS will
                          restore the previous amount (if any) in the Rent field.

Security Deposit          This is the amount due towards the security deposit.  The
                          Tenant Card tracks both the total security deposit required and
                          the amount received.  If there is a shortage, a charge is
                          recorded against the tenant's account for that amount. 
                          Conversely, if the security deposit account is over funded (e.g.
                          a reduction in deposit requirements) this item will reflect a
                          credit to the tenant's account.

Other(1)/(2)/(3)          These three fields are used for "other" charges to the tenant's
                          account.  These charges include; late charge, non-sufficient
                          funds, damages, retain security deposit, subsidy payback, and
                          miscellaneous).  If the tenant card includes monthly charges that
                          fall into the "other" categories, TMS will fill them in (if due) for
                          you.  If TMS fills them in, you will not be able to change them. 
                          You will be able to add additional charges as need.  A
                          maximum of three "other" charges per transaction is supported. 
                          If you need more than three, you'll have to include them as
                          multiple transactions.

Total                     This amount is the total of all of the above charges (and
                          possibly credits) to the tenant's account.

Previous Balance          This amount is the tenant's previous balance (e.g. any previously
                          unpaid charges or potentially credits).

Amount Due                This is the total amount due from the tenant.  This is the sum
                          of the total plus the previous balance.  Don't forget to note if
                          the tenant is due a HUD (section 8) co-payment (if he/she is it
                          will be noted at the bottom of the window).

Received/Cash             This field is the total amount of cash that was received from the
                          tenant as part of this transaction.

Received/Check            This field is the total amount received in the form of a check as
                          part of this transaction.  This amount could either be a check or
                          money order that was received directly from the tenant, a
                          direct-deposit credit, or a HUD payment (see the Reference
                          field, below, for more on this).

Direct Deposit            This field is used to indicate if this payment was made by direct
                          deposit.  A direct deposit payment is one that is made straight
                          from the tenant's bank account to the property's bank account. 
                          You must record the payment, but you will not be handling any
                          check or cash.  Since this is more of the exception than the rule
                          for payments, this field is not part of the "normal" flow of fields
                          on the screen.  To position the cursor in this field so that you
                          can change it to a "Y", use the LeftTab (Shift-TAB) key from
                          the Reference field.

Reference                 This field contains information about the type of check that was
                          received.  You will only be able to update this field if there is
                          an amount placed in the Received/Check field.  You can enter
                          anything in this field that you want EXCEPT anything that
                          starts with "*".  It is suggested that you use this field to record
                          the check or money order number.  If the Direct Deposit field
                          is a "Y", this field will be filled in for you and you will not be
                          able to change it (unless you change Direct Deposit back to
                          "N").

New Balance               This field contains the tenant's account balance, after this
                          transaction is posted to their tenant card.


Tenant Receipt

The tenant receipt is
designed to take up half a
sheet of standard (8-1/2" by
11") paper (e.g. two receipts
per page).  The receipt
contains all of the charges
and credits to the tenants
account.  It also contains a
message line (taken from the
Property Setup, see the
SETUP section beginning on
page 61).  Duplicate receipts
are printable via the
TENANT function (see the
TENANT section beginning
on page 65).            SETUP - Setup Property Information

Property Information

The SETUP function
is used to define
items that are
unique to this
property.  Figure 31,
right, is the Property
Setup screen.  You'll
see this screen when
you first install TMS
(the information
contained on this
screen is required to
initialize the TMS
system).  After TMS
is initially setup, the
only thing that
should need periodic
changes would be
the Property
Message.


Fields

There are eleven different fields on this screen.  All of them are printed on one or more
reports (including the tenant's receipt, bank deposit, and daily journal) produced by TMS.

Property Number           This is the three digit property number.  This property number
                          is key to the TMS system and can only be set when TMS is
                          installed.

Property Manager          This is the name of the manager of the property.  This name
                          can be up to 30 characters long.  This name is printed on the
                          tenant's receipt.

Property Name             This is the name of the property itself.  This name can be up to
                          30 characters long.  This name appears on several reports
                          including the bank deposit and daily journal.

Property Address          This is the street address of the property.  This address can be
                          up to 30 characters long.

City                      This is the name of the city where the property is located.  The
                          city name can be up to 15 characters long.

State                     This is the state where the property is located.  The state name
                          should be the standardized two position abbreviation
                          popularized by the US Postal Service.

ZIP                       This is the 9 digit (Zip +4) postal zip code for the property.

Telephone Number          This field is for the telephone number of the property.  This
                          field is 14 characters long, long enough for the area code, phone
                          number and formatting characters (e.g. "()_ ").

Next Receipt #            This 5 digit number is the next tenant's receipt number to be
                          assigned.  After TMS is initially setup, only the manager may
                          update this field.  The receipt numbers are assigned sequentially
                          by TMS to each transaction recorded in the daily journal.  After
                          receipt number 99999, TMS resets the receipt number to 00001
                          (not 00000).

Next Daily Report #       This 3 digit daily report number is the next daily report number
                          to be assigned.  A daily report number is assigned to each daily
                          journal page.  The daily report number is reset to 01 at the start
                          of each month.  After TMS is initially setup, only the manager
                          may update this field.

Property Message          This 50 character field is available to place messages, greetings,
                          announcements, etc. to your tenants in.  This message will be
                          printed on each receipt.  Thus, this could make a convenient
                          way of alerting your tenants to upcoming events or changes, or
                          even wishing them a Merry Christmas.

Action Line


There are two possible actions available from this screen:

ESC-Abort                 This action will cancel the current function and return you to
                          the TMS Main Menu.

F4-Update                 This action will take the information that you have entered and
                          will update the property information.TENANT - View/Update/Delete Tenant(s)


Tenant File Maintenance

The tenant file
maintenance menu
(see Figure 32, right)
is a list of all tenants
(current, previous
and future) currently
in the TMS data
base files.  Use the
highlighted selection
bar to select the
tenant account that
you want to work
with.  Use the
UpArrow and
DownArrow keys to
move the selection
bar.  If there were
more tenants
selected than will fit
on a single screen, UpArrows and DownArrows will appear in the window boarder.  You
can use the PageUp and PageDown keys to move up and down a full list of tenants at a
time.  The END key will take you to the bottom of the list and the HOME key will take you
to the top of the list.  See the action keys (described below as part of the action line) to
reduce the size of this list and/or to re-order (sort) the list.


Fields

There are seven fields displayed for each tenant to aid you in selecting the one you want to
view/update/delete:

Account                   This column contains the tenant's account number.

S                         This column contains the tenant's current status.  A "C" means
                          the tenant is a current tenant, a "F" means the tenant is a future
                          tenant, and a "P" indicates that the tenant is a previous tenant.

Tenant's Last Name        This column contains the tenant's last name.

Unit                      This column contains the tenant's unit number.

Lease Expt                This column contains the tenant's lease expiration date.

Balance                   This column contains the tenant's current balance due.  A
                          negative amount in this column indicates that the tenant has a
                          credit balance.

Last Rent                 This column contains the month and year that the tenant was
                          last charged rent for.


Action Line

The action line contains four active keys:

ESC-Abort                 This action will cancel the current function and return you to
                          the TMS Main Menu.

F5-Search                 This action key will give you the option to search the tenant
                          cards and select only the ones that match a specified (by you)
                          criteria.  For more details, please see Tenant Search beginning
                          on page 68.

F6-Sort                   This action will give you the option to sort the tenant list into
                          a different order.  Besides the default account number order,
                          you can sort by tenant's last name, tenant's unit number, or
                          lease expiration date.

ENTER-ViewHighLighted     This action will permit you to view the details about this tenant
                          from their tenant card.


Tenant Search

The search pop-up
(see Figure 33, right)
can be used to limit
the size of the tenant
work list.  The
search is identical to
the search done in
the RENT section
(beginning on page
49).  Once the
search is executed,
the Tenant File
Maintenance
selection menu is
updated to show
only the tenants that
matched the
specified search
criteria.


Fields

There are six fields in the search pop-up.  The fields are treated as "AND" fields.  In other
words, your response to each question is used to look at each tenant card to decide if it
should be selected.  The first three fields (unit, name and account number) may also be
partially filled in to provide for wildcard searches (see the description of each of the fields
for more details on how this works).

Unit





Tenant Name





Account Number




Select Tenants With
An Account Balance



Select Tenants Who
Haven't Been
Charged Rent






Which TenantsThis is the unit number for the tenant.  If you are looking for
a specific unit number, filling in the four position number will
result in an immediate search for that tenant card.  If you want
to search for all tenants on the first floor, you could put in a "1"
and leave the rest of the field blank.                    

This is the last name of the tenant.  The value you fill in is
compared to the last names of the tenant on all of the tenant
cards, for the number of characters you entered.  If you entered
a name such as "SMITH", names such as Smith, Smithson,
Smithy, etc. would be matched.

This is the tenant's account number.  If you fill in all of the
digits TMS will immediately search that specific tenant number. 
If you fill in only some of the digits, all tenants that match (e.g.
617223.) would be selected.

Answering "Y" to this question limits the search to ONLY
tenants with an account balance (positive or negative).  A "N"
answer (which is the default) selects all tenants regardless of
their account balance.

Answering "Y" to this question limits the search to ONLY
tenants who have not yet been charged rent for the current
month.  Rent is charged to a tenant account via the RENT
function, the HUD function, or the AutoPost action key (a part
of the TENANT function).  A "N" answer (which is the default)
selects all tenants regardless of if their account has been posted
with a rent charge this month or not.


The default, "1" selects only CURRENT tenants.  A "2" will
select only PREVIOUS tenants.  A "3" will select both
CURRENT & PREVIOUS tenants.

Action Keys

There are two action keys active on this screen:

ESC-Abort                 This action will cancel the current function and return you to
                          the Tenant File Maintenance selection menu.

F5-BeginSearch            This action will begin to search the tenant cards for tenants that
                          match the combined search criteria that you selected.


Tenant Sort

The sort pop-up (see
Figure 34, right) can
be used to re-order
the tenant work list. 
This pop-up permits
you to select which
of the four tenant
fields will be used to
order the tenant list
currently being
viewed.  Select
(using the
highlighted selection
bar) the one that
you want, then press
ENTER.  If you
instead choose the
ESC action key,
you'll be returned to
the previous menu.  The sort is identical to the sort available in the RENT section
(beginning on page 49).  Once the sort is executed, the Tenant File Maintenance selection
menu is updated to show the tenants order as requested.


Tenant Information

The screen to the
right (Figure 35) is
the tenant
information screen. 
This screen contains
the base information
know by TMS about
each tenant.  This
screen represents the
top portion of the
tenant card used in
the pegboard style
systems.






Fields

There are twenty-five fields on this screen that can be changed:

Account                   This is the tenant's account number.  This account number
                          cannot be changed here.  When Manager mode is active, the
                          manager will have the option of changing, or re-assigning, the
                          tenant account number.

Status                    This is the tenant status.  This field is updated via a pop-up list
                          and can be changed at any time.  Valid statuses are; C-current,
                          P-previous & F-future.

Lease Expiration          This is the lease expiration date for this tenant's lease.  The
                          format for this date is mm/dd/yyyy.  Note the use of a full four
                          digit year (1992 not just 92).  Date validity checks are
                          performed on this date.  The date entered must be a valid date
                          or all zeros.

Name                      This field is for the tenant's name.  Place the tenant's last name
                          (up to 20 characters) first then TAB or press ENTER to move
                          past the comma and enter the tenant's first name (up to 10
                          characters).

Home Phone                This field is for the tenant's phone number.  Since the tenant is
                          a resident of the apartment complex, it is assumed that they are
                          in the same area code as the property.  Thus, the tenant's
                          phone number is up to 8 characters long (allowing room for the
                          "-" between the 3rd and 4th digits of the phone number).

Outstanding Balance       In this field enter the tenant's current outstanding balance.  This
                          field cannot be changed here.  To change this amount you will
                          need to use the "correction to balance" under the RENT
                          function (see the RENT section beginning on page 49) or by
                          deleting and re-adding the tenant (which will delete all of the
                          tenant's payment history from their tenant card).

Employer                  This 30 character field is for you to record the name of the
                          tenant's employer.

Employer/Phone            This 20 character field is for you to record the phone number
                          of the tenant's employer OR the tenant's work phone number. 
                          In either case, the field is large enough to include both an area
                          code and an extension number, plus formatting characters (e.g.
                          "()- ").

Emergency                 This 30 character field is for you to record an emergency
                          contact for the tenant.

Emergency/Phone           This 20 character field is for you to record the phone number
                          of the tenant's emergency contact.  The field is large enough to
                          include both an area code and an extension number, plus
                          formatting characters (e.g. "()- ").

Notes                     This 50 character field is for you to record any notes you see fit
                          about this tenant.  This field can be changed at any time.  You
                          could you it for special notes like "Doberman in apartment,
                          beware!" or temporary notes such as "in hospital until 6/29/92". 
                          These notes print on the tenant card and will appear on the
                          tenant information screen.

Rent                      This field is used to track the portion of the monthly rental
                          charges that the tenant pays.  In the case of a HUD (section 8)
                          tenant, this amount is the difference between the market rent
                          and the HUD subsidy.

Taxes                     This field is used to track the portion of the monthly charges
                          that are attributable to taxes.  These charges in addition to the
                          monthly rent, not a part of the rent.

HUD                       This field is used to track the amount of the HUD (section 8)
                          co-payment for this tenant.  The Rent field plus this field should
                          equal the monthly market rent value for the apartment.

Carport                   This field is used to account for any carport/garage fees that the
                          tenant is charged monthly for.

Storage                   Use this field to record the monthly charges to this tenant for
                          any storage space that the tenant is being charged for.

Other                     Use this field to record any other miscellaneous monthly
                          charges.  Do not use this field for non-recurring charges.  One
                          time charges should be recorded using the
                          Rent/Charges/Payments screen as part of the RENT function
                          (see the RENT section beginning on page 49).

Monthly Charges/Total     This field is a TMS calculated total monthly charges based on
                          the amounts that you entered for the above monthly charges
                          fields.  This total is not directly changeable.

Security                  Use this field to record the amount of security deposit required
                          from this tenant.

Cleaning                  Use this field to record the amount of cleaning deposit (if
                          applicable) required from this tenant.

Pet                       Use this field to record the amount of pet deposit (if
                          applicable) required from this tenant.

Key                       Use this field to record the amount of key deposit (if
                          applicable) required from this tenant.

Other                     Use this field to record the amount of any other deposits that
                          were required from this tenant.

Received                  This field reflects the total amount of all security deposits that
                          have been collected from this tenant.  This amount can be
                          directly updated only by the manager.

Deposits/Total            This field is a TMS calculated total deposits required based on
                          the amounts that you entered for the above deposit fields.  This
                          total is not directly changeable.


Action Line

There are six possible actions available from this screen:

ESC-Abort                 This action will cancel the current function and return you to
                          the Tenant Selection Menu.

F2-PrintCard              This action will cause a hardcopy of the tenant card to be
                          printed.  The tenant card print will include most of the basic
                          information plus a complete transaction log (since the tenant
                          was added to TMS).

F4-Update                 This action will take the information that you have entered and
                          will create the new tenant's tenant card.

F7-Transactions           This action will display the transaction log for this tenant.  The
                          transaction log shows each transaction that has been applied to
                          this tenant's account since they were added to TMS.

F8-Delete                 This action will delete the tenant (and their transaction log)
                          from TMS.  Transactions for this tenant will still be present in
                          the daily journals.

F10-ReAssign              This action is only available when the Manager mode is active. 
                          This action provides a means to change the tenant's account
                          number (reassign the tenant to a new account number).


Tenant Card

Figure 36, above, is a sample of a printed tenant card.  This print is the result of using the
F2-PrintCard action key on the Tenant Information Screen (see Figure 35 on page 72).  The
printed tenant card reflects most of the information that TMS has about the tenant.  This
print may span multiple pages.  Should a second or subsequent page be necessary, only the
first line (page number, name, account number) are printed on those pages.


Tenant Transactions

Figure 37, right, is a
summary of all the
transactions
recorded by TMS for
a specific tenant. 
This screen is the
result of using the
F7-Transactions
action key on the
Tenant Information
Screen (see
Figure 35 on page
72).  There are two
special transaction
types that cut across
the normal data
columns; BALANCE
FORWARD and
MEMO. 
BALANCE FORWARD is the initial transaction entry on the tenant's card and indicates
the tenant's beginning balance.  In most cases, it will be zero.  However, tenants that were
transferred to TMS from a previous system (such as a pegboard system) may start with a
non-zero balance.  The MEMO transaction is a record of a significant change to the tenant
card.  Currently the only MEMO supported by TMS is a change to the tenant's rent.


Columns

There are seven columns of information displayed for each transaction:

Date                      This column contains the date that the transaction was posted
                          to the tenant's account.

Old Balance               This column contains the tenant's account balance before this
                          transaction was posted to their account.

Total                     This column contains the total charges that this transaction
                          charged to the tenant's account.  A negative number in this
                          column is possible and most likely would represent an
                          adjustment to balance.

Received                  This column contains the total amount that was received and
                          was credited to the tenant's account.  A negative number in this
                          column is possible and most likely would represent a check that
                          had been returned by the bank.

New Balance               This column contains the tenant's account balance after this
                          transaction was posted to their account.

Receipt#                  This column contains the tenant's receipt number that was
                          assigned to this transaction by TMS.

Reference                 This column contains the reference or comments that were
                          associated with this transaction.  The reference is a freeform
                          field (up to 10 characters) that is typically used for the check or
                          money order number.  TMS also uses this field to mark entries
                          that were generated by TMS.  All entries generated by TMS
                          begin with "*".  TMS entries include:
                          *HUD Pymnt         HUD Payment
                          *DirectDep         Direct Deposit credit
                          *Rent Post         This is actually a type of charge, not a
                                             credit/payment.  This is used to identify
                                             transactions that were applied as a result
                                             of the AutoPost action


Action Line

There are two active action keys for this screen:

ESC-Abort                 Pressing the ESC action key will abort this function and return
                          you to the Tenant Information Screen (see Figure 35 on page
                          72).

ENTER-ViewHighlighted     Pressing the ENTER action key will bring up the Transaction
                          Detail screen (see Figure 38 on page 80) for the currently
                          highlighted transaction.  This action is not available for the
                          BALANCE FORWARD or MEMO transactions.


Transaction Detail

The Transaction
Detail screen (see
Figure 38, right)
contains the details
for the transaction
selected from the
Tenant Transactions
screen (see
Figure 37 on page
78).










Fields

The Transaction Detail screen has the following fields displayed on it:

Date                      This is the posting date for this transaction.

Receipt#                  This is the tenant receipt number that was assigned to this
                          tenant transaction.

Tenant                    This is the full name (last, first) of the tenant.

Unit                      This is the tenant unit (apartment) number that this transaction
                          was for.

Status                    This is the tenant status (C-current, P-previous, F-future) at the
                          time this transaction was posted.

Rent Due                  This is the amount of rent that was charged as part of this
                          transaction.  Rent Due and Prorated Rent (below) are mutually
                          exclusive.

Correction To Balance     This is an amount that was applied (+ or -) to the tenant's
                          balance (tenant card) to adjust for a previous entry.

Prorated Rent             This is the amount of rent that was charged for a partial month. 
                          Prorated Rent and Rent Due (above) are mutually exclusive.

Security Deposit          This is the amount due towards the security deposit.  The
                          Tenant Card tracks both the total security deposit required and
                          the amount received.  If there is a shortage, a charge is
                          recorded against the tenant's account for that amount. 
                          Conversely, if the security deposit account is over funded (e.g.
                          a reduction in deposit requirements) this item will reflect a
                          credit to the tenant's account.

Other(1)/(2)/(3)          These three fields are used for "other" charges to the tenant's
                          account.  These charges include; late charge, non-sufficient
                          funds, damages, retain security deposit, subsidy payback, and
                          miscellaneous).

Total                     This amount is the total of all of the above charges (and
                          possibly credits) to the tenant's account.

Previous Balance          This amount is the tenant's previous balance (e.g. any previously
                          unpaid charges or potentially credits).

Amount Due                This is the total amount due from the tenant.  This is the sum
                          of the total plus the previous balance.

Received/Cash             This field is the total amount of cash that was received from the
                          tenant as part of this transaction.

Received/Check            This field is the total amount received in the form of a check as
                          part of this transaction.  This amount could either be a check or
                          money order that was received directly from the tenant, a
                          direct-deposit credit, or a HUD payment (see the Reference
                          field, below, for more on this).

Reference                 This field contains information about the type of check that was
                          received.  Possible values are:
                          *HUD Pymnt         HUD Payment
                          *DirectDep         Direct Deposit credit
                          *Rent Post         This is actually a type of charge, not a
                                             credit/payment.  This is used to identify
                                             transactions that were applied as a result
                                             of the AutoPost action
                          all other          Freeform text (up to 10 characters) such
                                             as a check or money order number

New Balance               This field contains the tenant's account balance, after this
                          transaction was posted to their tenant card.


Action Line

There are two action available on the Transaction Detail screen:

ESC-Abort                 This action will cancel this screen and return you to the Tenant
                          Transactions selection menu.

F2-PrintReceipt           This action will print a duplicate tenant receipt for this
                          transaction.


Duplicate Tenant Receipt

The tenant receipt (see
Figure 39, right) identifies all
of the charges and credits to
the tenants account for this
transaction.  The duplicate
receipt differs from the
original receipt (see
Figure 30 on page 59) in
only two ways; the tenant
receipt number is suffixed
with a "(d)" and the message
line is replaced by the text
"** Duplicate Receipt **".Tenant Re-Assign

The tenant
reassignment pop-up
box (see Figure 40,
right) is the result of
the F10-Reassign
action key being
used on the Tenant
Information screen
(see Figure 35 on
page 72).  The pop-
up box suggests an
available new tenant
account number. 
You may use that
number or override
it with one of your
own choosing.  Once
you've chosen the
new tenant account
number, press ENTER then TMS will change the tenant's account number.  Pressing ESC
will cancel the reassignment and return you to the Tenant Information screen.Confirm Delete

The confirm delete
screen (see
Figure 41, right) is
displayed to confirm
your intention to
delete the selected
tenant.  If you
proceed (by selecting
YES), then all of the
tenant's information,
including their
tenant card, will be
deleted (the tenant's
transactions will still
remain in the
respective daily
journals).  It is
advisable to first
print the tenant card
and filing it before deleting the tenant from TMS.  Select NO, to abort the delete function
and return to the Tenant Information screen.Rent Change Memo

The Rent Change
Memo pop-up dialog
box (see Figure 42,
right) is displayed
when an update to
the tenant
information screen is
about to change the
amount of the
tenant's rent.  The
rent change memo
pop-up dialog box is
used to record (as a
memo entry on the
tenant card) why the
rent was changed
and when it is to be
effective.


Please note: the effective date is a comment only and does not have an effect on how TMS
calculates the rent due.  TMS uses the amount of the rent charge straight from the tenant
card when rent is charged.  If the rent change is to take affect next month, DO NOT update
the tenant card before rent is collected for the current month.Installation

Overview

The Tenant Management System installation is very straight forward and easy to accomplish. 
All of TMS is shipped to the end user on a single 3-1/2" diskette.  The TMS installation
diskette contains the TMS program itself, the license files, the installation program, and
some sample files.

TMS MUST be installed using the following procedure.  DO NOT simply copy the TMS files
directly from the distribution/installation diskette.  TMS will not function if it is not installed
via the INSTALL program nor will it run from the distribution/installation diskette.


Installation Diskette Files

The installation diskette contains the following files:

      Program Files
             INSTALL.EXE        Installation Program
             TMS.EXE            Tenant Management System Program

      License Files
             LICENSE.DOC        TMS License Agreement
             LICENSE.TMS        TMS License Control File

      Sample Files For Property 617

             DJ92????.TMS       } Sample Daily Journal Files
             PROPERTY.TMS       } Sample Property File
             T617????.TMS       } Sample Tenant Files


Installation Steps

To install TMS:

      1)     Real ALL instructions first

      2)     Backup ALL existing TMS files to a diskette

      3)     Insert the TMS distribution diskette into the "A" drive.

      4)     Make the "A" drive the current drive by typing:A:
             Then press the ENTER key.

      5)     Start the TMS installation program by typing:INSTALL
             Then press the ENTER key.

      6)     If you created a new set of TMS data base files, follow the instructions to start
             up TMS and:
             a)    Change the Manager password
             b)    Setup the specific property information
             c)    Add your tenants


Installation Program

The TMS installation program makes installing TMS easy.  The next few pages illustrate the
use of the TMS installation program and its options.


Opening Screen

The first screen of
the TMS installation
program (see
Figure 43, right) tells
you that there are
three different
options to consider
when installing TMS. 

The first option
installs TMS along
with sample data
base files.  These
sample files will
permit you to learn
to use TMS.  The
data in the TMS
sample data base
files correspond to
the examples in this document.

The second option installs TMS when you already have an existing set of TMS data bases. 
This option will read the existing data files and perform and conversions that might be
necessary to accommodate any file differences between TMS versions.  If you plan to use
this option, always backup the existing files first.

The third and final option installs TMS and creates a new set of TMS data bases.  This
option will delete any pre-existing TMS data bases and then create an empty set for the
property number selected.

Press ENTER (CONTINUE) to proceed with the TMS installation (you'll actually pick
which option you want to use a little bit later), or TAB to the EXIT button to abort the
installation.


Source Directory

The TMS installation
program must first
be sure of the source
of the TMS files to
be installed.  The
TMS installation
program displays the
current directory as
the default location. 
If you followed the
instructions
beginning on page
89, then the default
should be "A:\".  If
not, make sure that
the TMS installation
program knows the
proper source
location of the TMS
distribution files.

Press ENTER (CONTINUE) or TAB to the EXIT button and press ENTER to abort the
installation.


License Information

This screen displays
the TMS license
information (license
type, number,
expiration date (if
applicable), and
owning company).  It
then prompts you to
"sign" the license. 
Signing the license
indicates that you
have read and
agreed to the TMS
license agreement. 
The user name will
then be placed into
the TMS license file
for this copy of
TMS.

Enter your name, as you want it to be displayed later (up to 30 characters).  When
complete, press ENTER (OK), or you may TAB to the CANCEL button to abort the
installation.  The TMS license must be signed in order to complete the installation.

This screen only appears the first time the TMS installation diskette is used.  This screen will
be skipped in any subsequent installation since the license will already have been signed.


Destination

The TMS installation
program needs to
know where you
want TMS installed
on your PC.  The
default is "C:\TMS"
(the TMS
subdirectory off the
root directory of the
"C" drive).  If this is
not an acceptable
location, you may
change it to one that
is.  Then press the 
ENTER key
(CONTINUE) to
proceed with the
TMS installation or
TAB to the EXIT
button and press ENTER to abort the installation.  If the subdirectory on the drive that you
selected does not currently exist, the TMS installation process will automatically create it for
you.


Install Option

TMS is now ready
for you to choose an
installation option. 
TMS has looked at
the directory that
you specified as the
installation
destination.  If the
TMS installation
program was able to
find a valid TMS
property file
(PROPERTY.TMS),
then the "Install with
EXISTING..." option
is enabled.

You can use either
the mouse to click
on the option that you want or use the DownArrow to move to the correct option and press
the SPACE BAR to mark it.  Once the correct option is marked, TAB (if necessary) to the
CONTINUE button and press ENTER to proceed with the installation.  You may also
choose to TAB to the EXIT button and press ENTER to abort the TMS installation
process.  Finally, you can also use the mouse and "click" on the button that you want.

TAB to the option that you want and use the SPACE BAR to mark it.  Then TAB to the
CONTINUE button and press ENTER to proceed with the installation.  You may choose
to TAB to the EXIT button and press ENTER to abort the TMS installation process.


Installation Progress

The TMS installation
program will display
this pop-up to keep
you apprised of the
progress of the TMS
installation.  The
status window shows
which file is currently
being copied
(including its source
and destination) and
an overall estimated
completion
percentage for the
TMS installation.


Property Number

Figure 49, right, is
displayed only if you
chose the option to
install TMS and
create a new set of
TMS data base files. 
If a previous set of
TMS data base files
were present, then
the property number
defaults to that
number.  Accept the
property number or
enter the
appropriate three
digit property
number.  Press
ENTER (OK) to
continue, or TAB to
the CANCEL button to abort the installation process.


Final Instructions

Figure 50, right, is
the final screen of
the installation
process.  It instructs
you on the remaining
"post installation"
activities that you
need to do before
your TMS system is
completely up and
running.  Please
make a note of these
instructions.  Press
ENTER (OK) at this
point to
acknowledge this
screen and complete
the TMS installation
process.


Miscellaneous

TMS makes use of two optional environment variables.  These environmental variables
enable you to modify two TMS characteristics.  Environmental variables are named values
that programs have access to.  These values are set before the program is started.  For more
information on environmental variables in general, please consult your operating system
documentation (MS-DOS, PC-DOS, etc.).


TMSDATE

The TMSDATE environmental variable allows you to instruct TMS to use a posting date
for the transactions that is different from the current date in the computer.  This is an
effective way to re-enter transactions that were lost due to a file problem (e.g. you restored
the TMS files from two days ago and re-enter all transactions for yesterday and today).  USE
THIS WITH CAUTION.  TMS will beep twice when you start the system using this override
and as always the posting date is displayed on the screen.  TMS will warn you if the date is
before the date that TMS was last used.  Other than that, TMS will not be able to protect
you from entering transactions with dates that are before transactions that are already
present in a tenants account.

The exact format of this environmental variable is:
      SET TMSDATE=yyyymmdd

Where 'yyyy' is the year, 'mm' is the month, and 'dd' is the year.

Note:  TMS does not validate this to be a valid year/month/day combination.


TMSLOGO

The TMSLOGO environmental variable permits you to customize the background of the
Tenant Management System screen.  The default is the "Tenant Management System" text. 
You can specify any text, up to 40 characters that will be spread across the screen (replacing
the "Tenant Management System" text).  Additionaly, a special string NOLOGO can be used
to supress all background text, resulting in a plain blue background.

The exact format of this environmental variable is:
      SET TMSLOGO=Tenant Management System                (default logo)
      SET TMSLOGO=Florida Property Management, Inc.       (use company name)
      SET TMSLOGO=NOLOGO                                  (blank blue screen)How Do I?

                                     Messages


The following messages appear in TMS as "pop up" windows when errors occur.  For the
most part, the messages themselves are intended to be descriptive and self explanatory. 
However, at times, space limitations prevent a full explanation.


TMS001D: File Error
      PROPERTY.TMS file missing or corrupted.
      Restore the PROPERTY.TMS file or reinstall TMS.
      Press OK to abort TMS.

      TMS was either unable to find the PROPERTY.TMS file in the current directory
             OR the PROPERTY.TMS file was not a valid PROPERTY.TMS file.  The
             PROPERTY.TMS file is critical to the operation of TMS.  You must either
             restore ALL of the TMS files or re-install TMS (resulting in an empty data
             base).  This is a CRITICAL error.  Recovery is required before continuing.


TMS002W: Date Error
      Current date is less than previous date!
                Current date = mm/dd/yyyy
               Previous date = mm/dd/yyyy
      Do you want to use the current date?
      Select OK to continue, CANCEL to abort

      TMS has detected an inconsistency in the system date.  The current system date (or
             the date provided in the TMSDATE environment variable) is less than the
             last date that TMS was run (according to what was recorded in the
             PROPERTY.TMS file).  This is not a critical error, but care should be taken
             before proceeding.  If you continue, you could end up with date sequence
             abnormalities on the Tenant Cards.



TMS003D: Journal File Missing
      Journal file 'DJyymmdd.TMS' not found.
      Today's journal file MUST be restored before continuing.
      Select OK to abort

      TMS was not able to locate the Daily Journal File for the current posting date.  TMS
             had previously recorded transactions for the current posting date.  You must
             restore the missing journal before proceeding.  The journal file is named
             DJyymmdd.TMS where 'yy' is the posting year, 'mm' is the posting month, and
             'dd' is the posting day.



TMS004D: Journal File Error
      Journal file 'DJyymmdd.TMS' record count does not match.
      Today's journal file MUST be restored before continuing.
      Select OK to abort

      When TMS opened the daily journal file 'DJyymmdd.TMS' (where 'yy' is the posting
             year, 'mm' is the posting month, and 'dd' is the posting day) the number of
             journal entries that were supposed to be in the file and the number of journal
             entries that were actually in the file did not match.  Possibly a copy of the
             journal file was restored that was not the most current.  Restore the most
             current file, or restore all TMS files back to a point where all files were in
             sync and re-enter the transactions from that point forward.



TMS005W: AutoPost
      You are about to post RENT DUE to
      ALL selected accounts that have not
      been posted yet this month.  Are
      you **SURE** you want to do this
      Select YES to continue, NO to abort

      You have selected the AutoPost action.  The AutoPost action will automatically post
             the rent due to each of the tenants that are in the presently selected tenant
             list, that have not yet been charged rent for this month.  If that is what you
             intend to do, then select the YES option to proceed.  To cancel the AutoPost
             and return to the previous menu, simply select the NO option.



TMS006W: Confirm Delete
      You are about to delete ALL records for Tenant:
              ffffffffff llllllllllllllllllll
      Are you sure you want to do this ???????
      Select YES to proceed, NO to abort

      You have selected the DELETE action for the named user.  The delete action will
             delete all records for the user (except the entries that are in the daily journal
             files).  If that is what you really want to do, select the YES button.  If you
             don't want to delete this year at this time, select the NO button.



TMS007I: No HUD Records Found
      No tenants with HUD payments
      were found in the data base.

      You selected HUD - Post HUD Payments from the TMS Main Menu and TMS was
             unable to locate any current tenants that have HUD co-payments indicated
             on their tenant cards.



TMS008I: No Records Found
      No records were found on file that
      matched your selection criteria.
      Select OK to abort

      No records were found on file that
      matched your selection criteria.
      Do you want to try another search?
      Select YES to continue, NO to abort

      A search was done of the TMS data base and no tenant records were found that
             matched the search criteria.  In the first form of the message, the search was
             done as a result of requesting a specific tenant report to be printed.  Since
             that report cannot be printed without records being selected by this search,
             your only option is to abort and print a different report.  In the second form
             of this message, you requested the sort directly and thus you have the option
             of specifying a different search (maybe one that is less restrictive) or aborting
             your request.



TMS009I: No Tenants On File
      There are no tenants on file
      Use NEW to add tenant(s)
      Select OK to continue

      You requested to look at the tenants on the data base but their are no
             tenants.  Use the NEW function to add one or more tenants to the
             TMS data base.



TMS010W: File Full
      All tenant account numbers are in use.
      You must delete one or more before
      you can add any more tenants.
      Select YES to proceed, NO to abort

      You attempted to add a new tenant to the TMS data base but all of the tenant
             account numbers (there are 10,000 of them) are in use.  You need to use the
             TENANT function to delete one or more tenants to make room for the one(s)
             that you are trying to add.



TMS011I: Tenant Account Number In Use
      The tenant account number you entered is
      already on file.  Choose a different number or
      use the TENANT function to View/Update/Delete
      Select YES to choose another, NO to abort

      You attempted to add a new tenant to the TMS data base but the tenant account
             number you are using is already in use by another tenant.  You must either
             choose a different account number or remove the other tenant.



TMS012D: File Index Error
      PROPERTY.TMS primary index is corrupted
      You must restore/rebuild PROPERTY.TMS before
      you can continue.  Press OK to abort TMS.

      The PROPERTY.TMS index has been corrupted.  You cannot continue without
             repairing the file.  This could be the result of a bad disk drive, or improperly
             exiting TMS.  Restore all the *.TMS files and re-enter all of the transactions
             from that point forward.  If this is not possible, contact your support/help
             contact for instructions on rebuilding the PROPERTY.TMS index.



TMS013W: TMS License Expiration Warning
            * * * Warning * * *
      The license for this copy of TMS
      will expire in ?? days.

            * * * Warning * * *
      The license for this copy of TMS
      will expire *TOMORROW*.

      The TMS license you have is one that is only valid for a limited time (permanent
             licenses are available).  Your license is about to expire.  This message will
             begin appearing 30 days prior to the license expiration.  This message has two
             forms.  The first form warns you that you only have ?? days remaining before
             your TMS license expires.  The second form warns you that this is your LAST
             day before the TMS license expires.  Once the TMS license expires, your files
             will remain intact, but TMS will cease to function.  You should re-new your
             license or acquire a permanent license.



TMS014D: TMS License Expired
            * * * Warning * * *
      The license for this copy of TMS
      HAS expired.

      The TMS license you have is one that is only valid for a limited time (permanent
             licenses are available).  Yours has expired.  You should re-new your license
             or acquire a permanent license.  Your files remain intact, but TMS will not
             function until you acquire a valid license.



TMS015D: File Bad
      LICENSE.TMS file is invalid.
      This file is REQUIRED to run TMS.
      This file must be restored.

      The TMS license file has been corrupted (LICENSE.TMS).  TMS requires the
             license file to be present and valid or TMS will not function.  You must
             restore the TMS license file.



TMS016D: File Missing
      * * * LICENSE.TMS is missing * * *
      This file is REQUIRED to run TMS.
      This file must be restored.

      TMS was unable to locate the TMS license file (LICENSE.TMS) in the current
             directory.  TMS requires the license file to be present and valid or TMS will
             not function.  You must restore the TMS license file.



TMS017I: New Password Required
      The current Manager password has expired.
      A new Manager password is required.
      Select YES to try again, NO to abort

      The current Manager password has expired and a new one is now required.  The
             Manager password expires approximately every 60 days of system use.  Enter
             a new, valid, password (twice for verification).  The new password must be at
             least six (6) characters in length, it cannot be the same as the previous/current
             password, and the first four (4) characters cannot be repetitive (e.g. AAAA).



TMS018I: New Password Failed Edit
      The new password you entered does not meet the requirements
      for a new password.  The new password must be at least six
      positions, it must be different from the current password,
      and the first 4 positions cannot be the same (e.g. AAAA).
      Select YES to try again, NO to abort

      The new Manager password that you entered did not meet the minimum
             requirements for a password (see the text of message TMS017I, above). 
             Enter a password that does meet the minimum password requirements.



TMS019I: New Password Validation Error
      The new password you entered was not
      entered identically twice.  Please re-enter
      the new password again so that it can be validated.
      Select YES to try again, NO to abort

      TMS requires you to enter the new password twice, to verify that it has been entered
             correctly (since TMS does not display the password on the screen).  In this
             case, the two passwords do not match.  You have made a keying error on one
             of them.  Please re-enter the new Manager password, twice.



TMS020I: Password Error
      The password you entered does not
      match the current Manager password.
      Select YES to try again, NO to abort

      The password you enter for the Manager password is incorrect.  Please re-enter the
             correct password to continue.  If you have forgotten your password, you can
             call your support/help desk to obtain a master password that will permit you
             access to the system so that you can set a new password.  The master
             password is only good for one day, so use it immediately and set a new
             password that you'll remember.



TMS021I: Too Many Daily Journal Files
      There are in excess of 90 Daily Journal files in
      the current directory.  You need to archive some
      of the older files off the disk.  You may continue
      by selecting YES to view only the Daily Journal
      files for the current month, or select NO to abort.

      You requested a list of all of the Daily Journal files.  TMS found more than 90 Daily
             Journal files in the current directory.  TMS can handle a maximum of 90 Daily
             Journal files.  You should archive some of these files to a backup disk and
             delete them from the current directory.  Daily Journal files are named
             'DJyymmdd.TMS' (where 'yy' is the year, 'mm' is the month, and 'dd' is the
             day that this file contains postings for).  You can choose to have TMS display
             only the Daily Journal files for the current month, by selecting YES.



TMS022I: No Journal Files
      No Daily Journal Files could be found in
      the current directory.  Locate or restore
      the Daily Journal Files (DJyymmdd.TMS).
      Select OK to return to the Main Menu

      You asked for a list of the Daily Journal files and TMS was unable to locate any of
             them in the current directory.  Daily Journal files are created by TMS for each
             day that you have financial transactions.  Move the Daily Journal files to the
             TMS directory, or restore them from a backup/archive.  TMS can only handle
             up to 90 of these files at one time, so only restore the most recent ones that
             you will need to review.



TMS023I: Printer Error
      ??????????????????????????????????

      A printer error has occurred.  '??????????????????????' describes the type of error
             that was detected.  If the problem is correctable, then correct the printer
             problem and RETRY.  If not, you can CANCEL the print.


      




                                     Glossary


Automated Rent Posting
      Automated rent posting is an action key option that is part of the RENT function. 
      This action permits you to automatically post "rent due" to a number of tenants that
      have not made a rent payment yet for the current month.  You have the full search
      capabilities to limit which tenants you want to do this posting for.  There is no chance
      that rent will be charged to the same tenant twice in the same month (by this
      process).

AutoPost
      See Automated Rent Posting.

Action Key
      Action keys are special keys used by TMS to signal an immediate action that is to be
      taken.  These keys include the function keys (F1 through F12), the ESC (escape) key,
      and the ENTER (on some keyboards labeled RETURN) key.

Action Line
      The action line is the bottom line of the screen (line 25).  The action line identifies
      which action keys are currently active and briefly what action would be taken if they
      are used.

Daily Journal
      The daily journal is a daily record of all payments, charges, and other credits that
      affect any of the tenant accounts.  A journal exists for each day that has activity.  If
      no activity exists for any day, no journal is created.  Each journal entry has a receipt
      number assigned to it.

Daily Report Number
      The Daily Report Number is a sequentially assigned number that is assigned to each
      PAGE of each daily journal.  A daily journal consists of a maximum of 29
      transactions (each with a unique receipt number) per page.  The daily report number
      is reset to one (1) on the first page of the first daily journal for the month.

HUD
      Technically, HUD stands for Housing and Urban Development.  It is a department
      within the Federal government.  Specifically within TMS it refers to a program of
      HUD (sometimes called section 8) that provides for housing subsidy payments.

Property
      The property is the apartment complex(s) that the tenants occupy that are being
      tracked by TMS.

Receipt Number
      Each financial transaction is assigned a sequential receipt number.  Each transaction,
      along with this number, is recorded in both the tenant's account (tenant card) and
      the daily journal.

Tenant
      The tenant is the principle person or business entity that holds the lease on the
      apartment.

Tenant Card
      The tenant card is a document that is part of a manual pegboard system that tracks
      all tenant payment activity and includes key information about each tenant (such as
      name, apartment, rent amount, balance, etc.).  TMS uses this same metaphor to
      describe its record of each tenant's account.

                                       Index


Action Key. . . . . . . . . . . . 37, 38, 40-44, 47, 58, 60, 62, 67, 68, 70, 75, 103
Action Line . . . . . . . .3, 4, 16, 18, 21, 27, 34, 46, 55, 57, 58, 66, 70, 73, 103
Automated Rent Posting. . . . . . . . . . . . . . . . . . . . . . . . . . 2, 18, 103
AutoPost. . . . . . . . . . . . . . . . . . . . .21, 41, 44, 46, 60, 69, 72, 95, 103

Daily Journal . . . .1-3, 9, 15-19, 21-23, 22, 24, 53, 54, 79, 94, 95, 101, 103, 104
Daily Report Number . . . . . . . . . . . . . . . . . . . . . . .10, 16, 25, 54, 103
DownArrow . . . . . . . . . . . . . . . . . . . . . . . . . 3, 8, 13, 30, 45, 57, 85

END . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3, 7, 10, 45, 57, 79, 93
ESC2, 3, 13-19, 21, 25, 27, 29, 30, 34-36, 43, 44, 46, 47, 53, 55, 57-59, 61, 62, 66, 68, 70,
                                                                  71, 73, 75-77, 103

F1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3, 103
F10 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62, 67, 75, 76
F12 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3, 103
F2. . . . . . . . . . . . . . . . . . . . . . . . .3, 15, 16, 62, 66, 67, 71, 73, 76
F3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15, 17
F4. . . . . . . . . . . . . . . . . . 14, 25, 27, 30, 34, 47, 53, 55, 62, 66, 76, 77
F5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43, 44, 57-59, 61
F6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46, 47, 57, 58
F7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62, 66, 68, 76
F8. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62, 66, 76
F9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

HOME. . . . . . . . . . . . . . . . . . . . .3, 6, 26, 30, 32, 45, 57, 62, 64, 75-77
HUD2, 7, 8, 13, 14, 18, 21, 23, 24, 30, 33, 41, 44, 47, 48, 50, 60, 62, 65, 67-69, 72, 75-77,
                                                                             95, 103

Main Menu . . . . . . . . . . . . . 7, 8, 16, 27, 30, 34-36, 44, 46, 55, 58, 95, 101
Manager . .7-10, 13, 25-27, 31, 34, 49, 52-54, 62, 63, 66-68, 74-77, 80, 88, 99, 100
Manager Active. . . . . . . . . . . . . . . . . . . . . . . .7, 8, 13, 62, 68, 75-77

PageDown. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3, 45, 57
PageUp. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3, 45, 57
Password. . . . . . . . . . . . . . . . . . . . . . . . . . .25, 26, 80, 88, 99, 100
Print . . 3, 4, 7, 9, 15-17, 22, 23, 22, 24, 33, 35, 36, 64, 66, 67, 73, 76, 96, 101
Property Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53, 54

Search. . . . . . . . . . . . . . . . . . . . . 2, 10, 40, 41, 43-46, 57-61, 96, 103
Sort. . . . . . . . . . . . . . . . . . 2, 10, 37, 38, 40-42, 46, 47, 57, 58, 62, 96

Tenant Card 1-3, 18-21, 32-34, 43, 49-51, 59, 60, 63, 64, 66-68, 71, 72, 76, 77, 104
Tenant Receipt. . . . . . . . . . . . . . . . . . 10, 16, 18, 19, 25, 52, 71, 73, 74
Tenant Status . . . . . . . . . . . . . . . . . . . . . . .3, 20, 30, 31, 49, 63, 71
TMSDATE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7, 48, 88, 89, 93
TMSLOGO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

UpArrow . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3, 8, 13, 30, 45, 57
