Asset Management How to Input, View, and Finalize Financial Data on the MITAS Internet Property Management site
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- Candace Booth
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1 Slide 1 - Title Asset Management How to on the MITAS Internet Property Management site Page 1 of 70
2 Slide 2 - Objectives Objectives In this online learning module, you will learn how to input (manually) and modify previously input financial data, view financial data that you have input, and finalize financial data for the agency using the MITAS Internet Property Management site. Page 2 of 70
3 Slide 3 - Objectives: Input and Modify Data Section One Objectives In this section, you will learn how to input (manually) and modify previously input financial data using the MITAS Internet Property Management site. An interactive simulation will demonstrate how to do this. Page 3 of 70
4 Slide 4 - Scenario: Input and Modify Data Scenario Vicky, a property manager calls you... "Hi Becky, I'm trying to modify the financial data that I already input using the MITAS Internet Property Management site. How do I do this?" Let's find out how we can help Vicky. Page 4 of 70
5 Slide 5 - Concept: Input and Modify Data How to Input or Modify Financial Data It is easy to manually input and/or modify previously input financial data using the MITAS Internet Property Management site. In order to do this, you must be logged in as either a Property Manager or Property Manager - Financials user. Once you have retrieved the property from the Property / Project screen, choose the Financials option. The Asset Management page is displayed. Choose your Federal ID, Report, Fiscal Year, Month, and type of Financials to input or modify. Next, choose the Enter Financials option. The Asset Management Financials Input page is displayed. Financial data can be manually input on this page or if you have previously input data (either manually or using the automatic upload), the data is also modified on this page. After you have input the data and/or made the necessary changes, you can save or finalize the data, or choose a different report and input or modify data for that report. Page 5 of 70
6 Slide 6 - Simulation: Input and Modify Data Simulation Inputting or Modifying Financial Data The following simulation takes you through the steps needed to input or modify financial data using the MITAS Internet Property Management site. You will be shown the appropriate steps to follow. Page 6 of 70
7 Slide 7 - Slide 7 Select the Property Information menu item Once you have successfully logged in to the site, the Main Menu page is displayed. Page 7 of 70
8 Slide 9 - Slide 9 The Property Information page appears Select the Retrieve Property text box, and input the Property Number. For security reasons, you must know the property number for which you are trying to input or modify financial data. Page 8 of 70
9 Slide 10 - Slide 10 Click the Retrieve button Page 9 of 70
10 Slide 12 - Slide 12 The Property Information page appears with the property address Verify the property address information is correct. If the information is not correct, contact the agency. Click the Financials button to manually input financial data or to modify previously input financial data Page 10 of 70
11 Slide 13 - Slide 13 The Asset Management page appears Select the Federal ID combo box Page 11 of 70
12 Slide 14 - Slide 14 Select the corresponding federal identification number item Page 12 of 70
13 Slide 15 - Slide 15 Select the Report combo box Page 13 of 70
14 Slide 16 - Slide 16 Select the corresponding report item for which to input or modify financial data Page 14 of 70
15 Slide 17 - Slide 17 Select the Fiscal Year text box, and input the fiscal year for which to input or modify financial data Page 15 of 70
16 Slide 18 - Slide 18 Select the Month combo box Page 16 of 70
17 Slide 19 - Slide 19 Select the appropriate month item Page 17 of 70
18 Slide 20 - Slide 20 Select the Financials combo box Page 18 of 70
19 Slide 21 - Slide 21 Select the appropriate financials item for which to input or modify financial data Important Note If you are inputting Actual financials, you will be inputting monthly figures. However, if you are inputting Budget and/or Audited financials, you will be inputting yearly figures. Page 19 of 70
20 Slide 22 - Slide 22 Click the Enter Financials button to input or modify financial data Page 20 of 70
21 Slide 24 - Slide 24 The Asset Management Financial Input page appears Select the Amount text box, and input or modify the corresponding financial data Page 21 of 70
22 Slide 25 - Slide 25 Select the Amount text box, and input or modify the corresponding financial data Page 22 of 70
23 Slide 26 - Slide 26 Select the Amount text box, and input or modify the corresponding financial data Continue inputting or modifying the amounts for each line item as needed on this page for this report. Page 23 of 70
24 Slide 27 - Slide 27 Click the Save button to save the data that you have input or modified. By clicking the Save button you have not committed the data to the agency, but saved the data so that you can review it and modify it. The data is not committed to the agency until you have finalized it. Page 24 of 70
25 Slide 28 - Slide 28 Click the Change Report button to input or modify financial data on a different report Be sure you have saved the data you input for this report before clicking the Change Report button or your work will be lost Page 25 of 70
26 Slide 29 - Slide 29 The Asset Management page appears. End of simulation To input or modify data on another report, you must choose the options corresponding to that report. Page 26 of 70
27 Slide 30 - Objectives: View Data Section Two Objectives In this section, you will learn how to view financial data that has already been input (automatically uploaded or manually) using the MITAS Internet Property Management site. An interactive simulation will demonstrate how to do this. Page 27 of 70
28 Slide 31 - Scenario: View Data Scenario Vicky, a property manager calls you... "Hi Becky, I'm trying to view the financial data that I automatically uploaded using the MITAS Internet Property Management site. How do I do this?" Let's find out how we can help Vicky. Page 28 of 70
29 Slide 32 - Concept: View Data How to View Financial Data It is easy to view financial data that has been previously input (either using the automatic upload process or by manual input) using the MITAS Internet Property Management site. In order to do this, you must be logged in as either a Property Manager or Property Manager - Financials user. Once you have retrieved the property from the Property / Project screen, choose the View Financials option. The Asset Management Financials View page is displayed. After you have reviewed the financial data, you can make any necessary modifications, and then finalize the data for the agency. Page 29 of 70
30 Slide 33 - Simulation: View Data Simulation Viewing Financial Data The following simulation takes you through the steps needed to view financial data using the MITAS Internet Property Management site. You will be shown the appropriate steps to follow. Page 30 of 70
31 Slide 34 - Slide 34 Click the Property Status button to return to the Property Information page To view financial data, you must click the Financials button on the Property Information page. You can access the Property Information page from the Main Menu or by clicking the Property Status button. Page 31 of 70
32 Slide 35 - Slide 35 Page 32 of 70
33 Slide 36 - Slide 36 The Property Information page appears Select the Retrieve Property text box, and input the Property Number. For security reasons, you must know the property number for which you are trying to input or modify financial data. Page 33 of 70
34 Slide 37 - Slide 37 Click the Retrieve button Page 34 of 70
35 Slide 40 - Slide 40 Click the Financials button to access the View Financials option Page 35 of 70
36 Slide 41 - Slide 41 The Asset Management page appears Select the Federal ID combo box Page 36 of 70
37 Slide 42 - Slide 42 Select the corresponding federal identification number item Page 37 of 70
38 Slide 43 - Slide 43 Select the Report combo box Page 38 of 70
39 Slide 44 - Slide 44 Select the corresponding report item for which to view financial data Page 39 of 70
40 Slide 45 - Slide 45 Select the Fiscal Year text box, and input the fiscal year for which to view financial data Page 40 of 70
41 Slide 46 - Slide 46 Select the Month combo box Page 41 of 70
42 Slide 47 - Slide 47 Select the appropriate month item Page 42 of 70
43 Slide 48 - Slide 48 Select the Financials combo box Page 43 of 70
44 Slide 49 - Slide 49 Select the appropriate financials item for which to view financial data Page 44 of 70
45 Slide 50 - Slide 50 Click the View Financials option Page 45 of 70
46 Slide 52 - Slide 52 The Asset Management Financials View page appears Click the Property Status button to return to the Property Information page The financial data that has been input for this property and this report is displayed. Data on this page is for review only, and cannot be input or modified here. Once you have reviewed the data, you can either modify it (as demonstrated in Section One) or finalize it (demonstrated in Section Three) when needed. Click the Change Report button to access the Asset Management page to either input, modify, or view financial data for another report End of simulation Page 46 of 70
47 Slide 53 - Objectives: Finalize Data Section Three Objectives In this section, you will learn how to finalize financial data using the MITAS Internet Property Management site. An interactive simulation will demonstrate how to do this. Page 47 of 70
48 Slide 54 - Scenario: Finalize Data Scenario Vicky, a property manager calls you... "Hi Becky, I'm trying to finalize my financial data for the agency using the MITAS Internet Property Management site. How do I do this?" Let's find out how we can help Vicky. Page 48 of 70
49 Slide 55 - Concept: Finalize Data How to Finalize Financial Data It is easy to finalize financial data using the MITAS Internet Property Management site. In order to do this, you must be logged in as either a Property Manager or Property Manager - Financials user. Once you have retrieved the property from the Property Information screen, choose the Enter Financials option. The Asset Management Financial Input page is displayed. After you have reviewed and finalized the financial data for the agency, you will no longer be able to modify the data. Page 49 of 70
50 Slide 56 - Simulation: Finalize Data Simulation Finalizing Financial Data The following simulation takes you through the steps needed to finalize financial data using the MITAS Internet Property Management site. You will be shown the appropriate steps to follow. Page 50 of 70
51 Slide 57 - Slide 57 Click the Property Status button to return to the Property Information page To finalize financial data, you must click the Financials button on the Property Information page. You can access the Property Information page from the Main Menu or by clicking the Property Status button. Page 51 of 70
52 Slide 58 - Slide 58 The Property Information page appears Select the Retrieve Property text box, and input the Property Number For security reasons, you must know the property number for which you are trying to input or modify financial data. Page 52 of 70
53 Slide 59 - Slide 59 Click the Retrieve button Page 53 of 70
54 Slide 62 - Slide 62 Click the Financials button to access the Finalize Financials option Page 54 of 70
55 Slide 64 - Slide 64 The Asset Management page appears Select the Federal ID combo box Page 55 of 70
56 Slide 65 - Slide 65 Select the corresponding federal identification number item Page 56 of 70
57 Slide 66 - Slide 66 Select the Report combo box Page 57 of 70
58 Slide 67 - Slide 67 Select the corresponding report item for which to finalize financial data Page 58 of 70
59 Slide 68 - Slide 68 Select the Fiscal Year text box, and input the fiscal year for which to finalize financial data Page 59 of 70
60 Slide 69 - Slide 69 Select the Month combo box Page 60 of 70
61 Slide 70 - Slide 70 Select the appropriate month item Page 61 of 70
62 Slide 71 - Slide 71 Select the Financials combo box Page 62 of 70
63 Slide 72 - Slide 72 Select the appropriate financials item for which to finalize financial data Page 63 of 70
64 Slide 73 - Slide 73 Click the Enter Financials button to access the financial data to be finalized Page 64 of 70
65 Slide 75 - Slide 75 The Asset Management Financial Input page appears Click the Finalize button to submit this report and data to the agency Page 65 of 70
66 Slide 77 - Slide 77 The Asset Management Finalize Data page appears To accept the finalized data, click the Accept Data button. Depending on your agency, there may be data audits in place. If the financial data does not pass these audits, your data will not be accepted. After accepting entered data (finalizing the data), you will no longer be able to modify it. You must contact your reporting agency and ask them to enable you to change entered data. From this page, you also have options to access the Property Information page, modify the data, and view/modify data for another report. Click the Accept Data button to finalize this report's financial data and submit it to your reporting agency Page 66 of 70
67 Slide 79 - Slide 79 The Asset Management Data Acceptance page appears A message will indicate if the financial data was successfully submitted to your agency. From this page, you can modify financial data, access the Property Information page, return to the Main Menu or Logoff the site. Click the Edit Financials button to input or modify financial data Click the Property Status button to return to the Property Information page End of simulation Page 67 of 70
68 Slide 80 - Concept: Special Data Audits Accepting Financial Data When you press the Accept Data button to finalize and accept the financial data for the reporting agency, there are several audits the data must pass before acceptance. MSHDA Special Data Audits 1. User cannot finalize MIE Template 10 until AR/AP Template 20 is finalized. 2. Current Month Template 10 Line Number 1260 must equal Current Month Template 10 Line Number Current Month Template 10 Line Number 1230 must equal Current Month Template 20 Line Number Current Month Template 20 Line Number Previous Month Template 20 Line Number 1390 must equal Current Month Template 10 Line Number 40 must equal Template 20 Line Number Current Month Template 10 Line Number 1255 must equal Previous Month Template 10 Line Number Do not finalize if the Current Month Template 20 Line 1220 not equal to Current Month Template 20 Line Number Page 68 of 70
69 Page 69 of 70
70 Slide 81 - End Congratulations! You have completed Asset Management How to using the MITAS Internet Property Management site Page 70 of 70
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