Using the VMS Data Entry Reports

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1 Using the VMS Data Entry Reports Following HUD s hybrid VMS posting procedure, the WinTen 2+ VMS module gathers all paid HAP/URP transactions for a specific month and groups those payments by the VMS category and by the month in which the liability for each payment was incurred. The module also collects the UML and other data required by VMS for that month. Once data for the month is gathered, you can enter the data from each field on the VMS module screen into the corresponding field for the same month in the VMS system. In order to make transferring the data from the WinTen2+ program to VMS easier, the program includes two VMS Data Entry Reports that you can print. The VMS Data Entry Report Summary includes the data you need to enter into VMS in the format of the VMS screens. Similarly, the VMS Data Entry Report Detail includes all the transaction detail that supports the expenses paid in the month. The Detail report identifies transactions by check number, date and amount but also includes transaction date, amount, type and description. Also, if a payment has been voided since it was paid, the Detail report flags the transaction as voided. To view these reports in WinTen 2+: 1. Type reports in the Search menu on the Home tab and click on the Reports link beneath the Section 8 T&L header. Click inside the Report bar and type vms. Click on the VMS Data Entry Report. This report is a listing of checks paid for the given range grouped by Transaction Month and VMS Type. This report will provide the data for entry into VMS system. 2. Confirm the Check Start Date and Check End Date in the Parameters section.

2 Note: Be sure to select date ranges that include only the start and end of a given month. 3. Select the Housing Authority in the drop-down list Note: Use this parameter if your agency manages two or more PHA IDs. 4. Click View Results to show the data in the display grid. 5. Expand the Trans Month and VMS Type Description to view the report details. Users are able to view the Transaction Month, VMS Type Description, Incoming Portable Status, Tenant Name, Check Number, Check Date, Check Amount, Trans Date, Trans Amount, Trans Type, Trans Description, Voided status, and Portable Type. 6. Click the Scribe button to view a formatted report. 7. Place a check in the box for your selection and click OK.

3 8. The VMS Data Entry Report Detail shows the total checks written for a given date range grouped by VMS type with totals for each incurred month. If a check was voided, a check mark is displayed in the Check Voided column. 9. The VMS Data Entry Report Summary shows the data needed to enter into VMS in the format of the VMS screens which follow HUD s hybrid VMS posting procedure. 10. Both the VMS Data Entry Report Detail and VMS Data Entry Report Summary reports show the Other Paid Expenses Not Reported to VMS for balancing purposes. Examples of paid items that are excluded from VMS are: Shelter Plus Care HAP/URP Mod Rehab HAP/URP Outgoing Portable Admin Fees Transactions for projects that have a blank or non-vms type in Project Setup

4 Using the VMS 12 Month Report The VMS 12 Month Report provides the same information as the VMS Data Entry report but it cumulates months of the fiscal year. Each new month of the fiscal year is added to the report as you move throughout the fiscal year. By the end of your fiscal year, you will have a 12 month report. Agencies will use the VMS 12 Month Report for VMS data reconciliation. To use the VMS 12 Month Report in WinTen 2+: 11. Type reports in the Search menu on the Home tab and click on the Reports link beneath the Section 8 T&L header.

5 12. Click inside the Report bar and type vms 12. Click on the VMS 12 Month Report. This report provides a listing of checks paid organized by month and VMS type. Enter your fiscal year as the Check Start Date and Check End Date in the Parameters section. Note: Use the Housing Authority parameter if your agency manages two or more PHA IDs. 13. Click View Results to show the data in the display grid. 14. Expand the Trans Month and VMS Type Description to view the report details. Users are able to view the Transaction Month, VMS Type Description, Tenant Name, Check Number, Check Date, Check Amount, Trans Date, Trans Amount, Trans Type, Trans Description, Voided status, and Portable Type. 15. Click the Scribe button to view a formatted report.

6 16. The VMS 12 Month Report opens on the screen.

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