IPM-Software. CornerStone 3.0 Update Summary

Transcription

1 IPM-Software CornerStone 3.0 Update Summary This document provides installation instructions and a summary of program changes and enhancements. This document printed on: Thursday, July 28, 2005 UPDATE 1

2 Updating the Software 1. Close all open programs. 2. Insert the CornerStone CD into your CD drive. 3. The Setup Wizard should start automatically. 4. Click the Install CornerStone button. 5. Click Yes to continue. 6. Continue following the directions on the Installation Wizard. 7. Click Finish when the installation is completed. 8. The CornerStone Installation wizard will reappear. 9. *Click Convert. 10. Verify the location of your CornerStone database and click OK. 11. Verify that you want to update from your previous version to this version by clicking OK. 12. A confirmation message will be displayed when the database has been successfully updated. Click OK. 13. Click Exit to close the installer. 14. **Restart your computer. *Note: If you are running CornerStone over a network, Step 4 (the installation process to update CornerStone) needs to be completed for each workstation. However, the Convert process only needs to be completed once for the database on the network. Each individual workstation will not have to complete this process and can skip to step 13. ** Server Notice: After following the directions above to update CornerStone and convert your database, reinsert the CornerStone CD and click the BDE button to reinstall the Borland Database Engine. UPDATE 2

3 Enhancements and Program Changes Customization Options Financial Customization: A field has been added to the Chart of Accounts screen to allow the designation of a Budget Owner for each account. To access this field, choose Tools Customization Options Financial Customization. The Chart of Accounts screen will open by default. Scroll to the right in the table to access the Budget Owner field. This field will allow a three-character designation. Compliance Customization - General: A new field has been added to advance the HUD period separately from the Rent period. To advance the HUD period, choose Tools Customization Options Compliance Customization. The current period is displayed in a field at the bottom of the screen. Click the drop-down arrow and choose the next period. All new HUD-related transactions (i.e., Move Ins, Move Outs, Unit Transfers, and Recertifications) will be posted to the period indicated in this field. Warning: This field should never be changed to a prior period. Compliance Customization - Subsidy: You can now automatically create charge types for a new contract. To create charge types, choose Tools Customization Options Compliance Customization. Click the HUD icon and then click the Subsidy button. Press [F3] to see a list of contracts. Right-click on the desired contract and choose Create Contract Charge Types. Property Gross Rent Change: When processing a gross rent change affecting households that do not have historical certifications effective prior to (or equal to) the effective date of the certification, you will now be prompted to print a list of those certifications. This information will allow you to calculate manual adjustments from the date of the prior certification to the date of the gross rent change. Units Abatements: If HUD determines that a unit is not habitable or safe, HUD can refuse to pay assistance for it (even if it is occupied). If regular assistance or an adjustment for a unit covers a period during which the unit was abated, you can print the Unit Abatement Activity Report (CP32) to display this information. You can use UPDATE 3

4 the information from this report and guidance from your HUD office or your CA to make manual adjustments to your voucher. To record a unit s abatement status: 1. Click the Property icon. 2. Press [F3] to access the Search options. 3. In the Search By dialog box, click the circle next to Unit. 4. Click on the desired unit. 5. Click the Abatements button. 6. Click the small Add button. 7. Enter the Effective Date of the abatement. 8. Enter the Termination Date of the abatement if it is known. 9. If the Termination Date has been entered and HUD has agreed to pay retroactive subsidy for the period of the abatement, click the Override checkbox. 10. Click the Save button. 11. Click the Close button. Traffic Waiting List: HUD-Compliant waiting list functionality has been added to the Traffic module. All existing current households will be displayed in the Traffic module as Inactive Applicants. If any of these households needs to be placed on a waiting list, you can make them active by choosing the Change Inactive Applicants to Active option from the Utilities drop-down. For more information about how to use CornerStone s waiting list, see the online help system or the accompanying Waiting List user s guide. Household Recert Notices: An error message is no longer displayed when printing recertification notices. Move In: When processing a move-in certification, you are now prompted to print the Annual Recertification Initial Notice when printing the Assets: Each individual asset total is now rounded prior to calculating yearly income from assets. Trial Certifications: Trial certifications can now be processed in future periods. UPDATE 4

5 Corrections to Prior Certifications: You can now process corrections to prior certifications for moved out tenants. To process a correction to prior for a moved out household: 1. Click the Household icon. 2. Change the Household Status to Former Resident. 3. From the Resident Name drop-down list, select the desired household. 4. Click the Certification button. 5. On the Certification Action form, click the All checkbox and select the type of certification that you need to correct. 6. Click the drop-down arrow next to the Effective Date field and select the certification that you want to correct. 7. Choose the voucher date and click OK to open the and complete the HUD/Compliance 202B Requirements: Functionality has been added to allow TRACS reporting capabilities in 202B format. If you are reporting to HUD, you can turn on the 202B option now. If you are reporting to a CA, contact your CA and confirm that you can start reporting in 202B format before turning on this option. To turn on the 202B option: 1. From the Tools drop-down menu, choose Customization Options Compliance Customization. 2. Click the HUD icon. 3. Click the Subsidy Information button. 4. Press [F3] to see a list of contracts and click on the desired contract. 5. Click the TRACS Destination button. 6. On the right side of the screen, choose B from the TRACS MAT File Version drop-down list. 7. Click the Save icon. Vouchers (1): The Main form of the voucher now has a field that displays the number of abated units for the contract. Abated unit status can now be recorded on the Units screen. UPDATE 5

6 Vouchers (2): When adding a manual adjustment to a voucher, if the Adjustment From, Adjustment To, Assistance Payment, and Prior Assistance fields are completed, the adjustment amount is now automatically calculated. Vouchers (3): The voucher form has been updated to be 202B compliant. Either the 201B or the 202B form will be printed automatically based on the version selected in the TRACS MAT File Version field in Compliance Customization. Special Claims (1): Regular vacancy claims are now calculated using a daily rate based on the actual number of days during the month of the move out if the TRACS MAT File Version is set to 202B. Special Claims (2): All special claims forms have been updated to be 202B compliant. Either 201B or 202B forms will be printed automatically based on the version selected in the TRACS MAT File Version field in Compliance Customization. Verification Letters: The following verification letters had the acronym TDD replaced with TYY: Asset Verification Medical Expense Verification Public Assistance Verification Social Security Information Verification Stocks and Bonds Verification Termination of Employment Verification Unemployment Income Verification Veterans Administration Income Verification Annual Recertification/Initial Notice Letter: This letter now tells the tenant that they must respond to the notice no later than the tenth day of the eleventh month after the effective date of the move in or annual recertification. Rent Adjustments: Adjustments caused by retroactive recertifications are now calculated correctly. Additionally, the adjustment is now displayed as a total amount, instead of as multiple items spanning over the adjustment period. UPDATE 6

7 Ledger Cards: The interest amount displayed on ledger cards for former tenants now calculates through the move-out date and not through the computer system date. UPDATE 7

8 Enter Payments: You can now enter payments for applicants and the payments will be part of the household record when the applicant moves in. To enter an applicant payment, click the Rent icon and change the Household Status field to Applicant. Maintenance Work Order: New search capabilities have been added to the Basic Information screen of the work order. You can now click the Search icon next to the Name or Phone Number fields to locate the household requiring the work order Payables Enter Invoices: A Search feature has been added next to the vendor name field on this screen. Clicking the Search icon will display a list of vendors, their addresses, phone numbers, and default properties. View Vendor Invoices: A Notes column has been added to the table on this screen Payables Report: Applicable 1099 forms can now be printed from the Payables module when selecting Reports Print Payables 1099 Report. Reverse Invoice: A new feature has been added to the Payables module to allow you to reverse an invoice. To reverse an invoice: 1. Click the Payables icon. 2. Click the Enter Invoices icon. 3. Locate the invoice to be reversed. 4. Click the Reverse icon located in the upper-left portion of the screen. 5. Click Yes to confirm your intention of reversing the invoice. Ledger Account Query: A search option has been added in two locations to allow a query by account. In Ledger View Balances, pressing [F3] will allow you to search by account number. Additionally, when printing the GL Account Query Report (TP13), clicking the Select button to select accounts will present a Search field, which allows a search by account number. Bank Reconciliation: The icon for Bank Reconciliation has been removed from the left pane when in the Ledger module. To access the Bank Reconciliation function, UPDATE 8

9 open the Ledger module and choose Bank Reconcile from the Utilities drop-down menu. To reconcile a transaction using the new Bank Reconcile function: 1. Click the Ledger icon. 2. From the Utilities drop-down menu, choose Bank Reconcile. 3. From the Account drop-down list, choose the bank account you want to reconcile. 4. Type the date of the statement in the Statement Date field. By default, only unreconciled items will be displayed. Uncheck the Unreconciled Only checkbox if you would like to see all items. 5. In the Statement Start Balance, type the starting balance (as it appears on your bank statement). Note: The first time you use the Bank Reconcile utility for each bank account, you should enter 0 in this field. 6. In the Statement End Balance, type the ending balance (as it appears on your bank statement). 7. For each item showing on your bank statement, click once in the C column to cancel that item. Note that if you have several checks in a range, you can use the Quick Action option to cancel all of the checks in the range. For example, if checks are on your bank statement, choose Cancel Checks in the Quick Action section (in the lower right corner of the screen) and enter the starting and ending check numbers in the range. 8. Click Go to reconcile the specified checks. 9. Once all items to be canceled are selected, look at section 2 on the right side of the form and verify that the Difference is Click Finish and the Bank Reconcile Screen will close. Note: If you are in the middle of processing your bank reconciliation but not ready to finish, you can click the Postpone button to save C status for all items you already selected to clear. To void a check using the new Bank Reconcile function: 1. Click the Ledger icon. 2. From the Utilities drop-down menu, choose Bank Reconcile. 3. From the Account drop-down list, choose the bank account. 4. Choose Void Checks in the Quick Action section (in the lower right corner of the screen) and enter the starting and ending check numbers for checks to be voided. UPDATE 9

10 5. Click Go to void the specified checks. 6. Click Yes to confirm your intention of voiding the check(s). To see voided checks on this screen, uncheck the Unreconciled Only checkbox and check the Show Void Check checkbox. Reports/Forms and Notices AP08 Invoice Allocation Report by Vendor: This report can now be restricted by allocated properties. AP93 Payable G/L Posting: New payables entries posted will be batched on this report. Note that entries posted in versions prior will not be batched. BR01 Check Listing by Status: This report has been replaced with the BR99 Bank Reconciliation Reports. This series of reports allows you to choose either Unreconciled Report Entries by Date, Reconciled Items by Period, or a Bank Reconciliation Report by Period. CP11 TRACS Responses: From HUD TRACS Message Control Center, you can now click on just the desired file and click the Print icon to print the information for the selected file. To print this report for a date range, choose it from the Print Reports screen. CP31 Tenant Demographics Report: This new report has been added and displays the Gross Potential; the Resident Breakdown by Couples, Single Men, Single Women, Original Residents, Women, Men, and Total; Average and Median Ages; Breakdown by Age Group; Racial Data per Civil Rights Compliance Review; Information for Residents with Special Needs; and a list of households with special needs. CP32 Unit Abatement Activity: This new report has been added and displays the unit number, the tenant name, the type of certification effective during the abatement period, the effective date of the certification, the assistance amount, the voucher amount, and the effective and termination dates for the abatement. FM04 Late Rent Notices: The late rent notices now print in unit order and show the total due for the tenants selected. Additionally, the late rent notices now print the correct amount for households with more than one item in arrears. UPDATE 10

11 GL02 General Ledger Trial Balance Detail: A new option, Reconciling Trial Balance, has been added to this report. If this option is selected, AR transactions will be totaled and displayed for each deposit. If this option is not selected, each AR transaction will be displayed individually. GL12 Account Analysis Report Detail: The Reference column on this report now accurately displays the Reference for each applicable item. GL15 G/L Budget Worksheet: This new report has been added and displays the following information per month for each Revenue and Expense account: Prior Year (PY) Actual, Current Year (CY) Actual, CY Budget, and Next Year (NY) Budget. HH90 Vehicle Listing by Unit: This new report has been added and displays the following information, sorted by unit number: tenant name, parking space number, license plate number, vehicle make, vehicle model, vehicle color, and tenant status (i.e., current tenant). HH91 Vehicle Listing by Parking Space: This new report has been added and displays the following information, sorted by parking space number: unit number, tenant name, license plate number, vehicle make, vehicle model, vehicle color, and tenant status (i.e., current tenant). HH92 Pet Listing by Unit: This new report has been added and displays the following information, sorted by unit number: tenant name, pet s name, pet type, pet description, vaccination date, color, and tenant status (i.e., current tenant). PO01 Purchase Order Form: Any notes added to purchase orders are now displayed on this form. RT04 Aged Receivables Report: You can now print this report in unit order or name order, the report can be printed for Current Tenants only, and there is now a Summary checkbox to print only summary information per tenant. RT17 Security Deposit Interest Activity Report: A Deposit Required column has been added to this report. UPDATE 11

12 RT20 Tenant Payments Report: This report now prints a summary at the end of the report that totals payments by category. RT28 Prior Tenant Balance Summary: A speed issue has been addressed with this report and it is now printing correctly. RT51 Monthly Bank Transaction Log: This report now includes Miscellaneous Income and Assistance Payments. TP13 GL Trial Balance: This report has been renamed to Query Account Report and now displays only cash or only accrual transactions based on the option selected in Ledger Customization. This report also now shows the correct Period End Balance. New receivables and payables entries posted will be batched on this report. Note that entries posted in versions prior to will not be batched. Period subtotals are now displayed on this report. TP22 Payables Transaction Register Detail: The first three characters of the Property Description are now displayed for each allocation on this report. TP55 Centralized Payables Check Register: This report is now sorted by property. Waiting List: A new folder containing Waiting List reports was added to the Print Reports area. For detailed information on each of the reports in this area, see the accompanying Waiting List user s guide. UPDATE 12

13 If you have any questions, call us at C Vista Road Suite 250 Pasadena, Texas Phone (800) Fax (713) UPDATE 13