MHDC Asset Management Reporting System

Transcription

1 MHDC Asset Management Reporting System Login Page User Names & Passwords are used to access the AFS, Budget, and Occupancy Modules. Initial Occupancy Module User Name & Passwords are different from the User Name and Passwords issued for the AFS & Budget Module. If the person entering AFS & Budget data will be the same person entering occupancy data, 1 password may be used (must contact MHDC to make the change). There is a Forgot My Password link that will automatically send the user an with a new password. Note: Project must know user name to obtain new password. Main Menu User s access rights will determine what a user will be able to see. Example provided below has AFS & Budget rights only (cannot see occupancy information). General Data Maintenance - These links are where the user would go see latest approved rent increases, key information about the project, and update contact and utility allowance information (Links are available all the time). The rent increase & utility allowance links are view only applications. User has the ability to change user password here.

2 Project Information and Contact Person Maintenance Link This link captures important Project information from the Project s 2013 Application (Project Information section is view only). Owner and Management Information sections very important! Project must select preferred mailing address (Owner or Management Company) Note: MHDC s primary form of communication will be . MHDC will be adding a 2nd Management Company Contact Section (Preferred Mailing contact must be entered in Section 1). This section must be kept current at all times. Helpful Tip! Use the Tab key or mouse arrow to move between lines. Hitting enter will save data and send the user to the main menu. Helpful Tip! Note the Help bubbles Click to see definition and/or further help.

3 Enter My 2004 Financial Statement Submission Link This link gives the user 3 options Enter General information; Edit Statements; Delete AFS. Need to enter General Information first. Select Edit Statements to enter financial information for the Balance Sheet, Income Statement, Owner s Equity; Required Footnote and Supplementary Schedules, Surplus Cash, and Owner s Equity Delete AFS This link deletes all financial information that has been entered. Once deleted, this information cannot be recovered. Enter General Information link Enter the reporting period, auditor information, and report type All yes & no questions must be answered (answers should be able to be obtained from the financial statements). Answers to the yes & no questions will determine which supporting schedules will be needed to be filled out. Helpful Tip! Use the Tab key or mouse arrow to move between lines. Hitting enter will save data and send the user to the main menu.

4 Edit Statements Balance Sheet Enter all related Balance Sheet Information; and select Check Totals to verify accuracy. Select Next to continue. Helpful Tip! Note the red *. Any account designated by an * must contain an amount. If there is no balance enter $0. Accounts not designated with an * may be left blank if there is no associated balance related to that account. Helpful Tip! - Remember - Use the Tab key or mouse arrow to move between lines. Hitting enter will not save information or move the cursor. Helpful Tip! All information can be entered as positive amounts. The system will automatically convert positive balances to negative where applicable (i.e. accumulated depreciation). Edit Statements Income Statement Enter all related Income Statement Information. Income Statement Information is broken down into 11 Sub-Groups Rental Income, Vacancies, Revenues, Financial Revenue, Other Revenue,

5 Administrative Expenses, Utilities, Operating & Maintenance, Taxes & Insurance, Financial Expenses, and Non Operating Expenses. After entering information for each sub-group, select Check Totals to verify accuracy, and select Next to continue. Helpful Tip! Note the red *. Any account designated by an * must contain an amount. If there is no balance enter $0. Accounts not designated with an * may be left blank if there is no associated balance related to that account. Helpful Tip! - Remember - Use the Tab key or mouse arrow to move between lines. Hitting enter will not save information or move the cursor. Helpful Tip! All information can be entered as positive amounts. The system will automatically convert positive balances to negative where applicable (i.e. vacancies). Helpful Tip! A Jump back feature is provided for the user to be able to go back to a previous sub-group. Note: user can only go back. Once a user jumps back, the user must reselect Check Totals to verify accuracy, and select Next to continue for each previously entered sub-group. Edit Statements Net income Validation Helpful Tip! Enter net loss as a negative number. Edit Statements Statement of Partners Equity Ending Partners Equity balance and net income (loss) amount are automatically brought forward from the balance sheet and income statement. For 2004 only, user must enter the beginning Partners Equity balance. Next year, the system will carry forward the 2004 ending balance as the 2005 beginning balance. User must enter distribution, contribution, or other information each year.

6 Edit Statements Statement of Cash Flows Users do not need to enter cash flow data. Answer appropriate yes/no questions. Cash Flow Statement still needs to be included in the uploaded version of the financial statement for MHDC to utilize if needed. Edit Statements Schedule of Funds Enter Financial Institution Name, Bank Account Type, Account Description, and Amount for all bank account including accounts held with MHDC. Each account entered will be available on a summary page. Helpful Tip! - Use the Tab key or mouse arrow to move between lines. Hitting enter will save data and send the user to the Schedule of Funds Summary Schedule. Edit Statements Schedule of Replacement Reserves and Residual Receipts Users do not need to enter Schedule of Replacement Reserves and Residual Receipts data.

7 Answer appropriate yes/no questions. Schedule of Replacement Reserves and Residual Receipts still needs to be included in the uploaded version of the financial statement for MHDC to utilize if needed. Edit Statements Edit Notes Payable Enter required note payable information. Any account designated by an * must have information entered. Each note entered will be available on a summary page. Helpful Tip! - Use the Tab key or mouse arrow to move between lines. Hitting enter will save data and send the user to the Notes Payable Summary Schedule. Edit Statements Edit Related Party Transactions Enter required related party information. Any account designated by an * must have information entered. Designate if the transaction should be paid from operations or surplus cash. Each note entered will be available on a summary page. Helpful Tip! - All Related Party Transactions should have a Paid Amount and/or Accrued Amount entered. An amount must be entered in at least one of these fields to continue. Helpful Tip! - Use the Tab key or mouse arrow to move between lines. Hitting enter will save data and send the user to the Related Party Summary Schedule.

8 Edit Statements Surplus Cash Enter surplus cash information. Note the following account balances are automatically brought forward from the balance sheet: Cash (Accts 1120, 1170, 1191), Tenant Subsidy Vouchers HUD (Acct 1135), Prepaid Revenue (Acct 2210), and Tenant Security Deposits Liability (Acct 2191). If surplus cash amount is positive, user will be asked later on if they want to make a distribution request. Helpful tip! Click on the help bubble to help determine what amounts should be included on a particular line of the surplus cash form. Helpful Tip! - Remember - Use the Tab key or mouse arrow to move between lines. Hitting enter will not save information or move the cursor. Helpful Tip! Line items may be left blank if there is no associated amount related to that account. Edit Statements Computation of Distributions to Owners Enter information for Lines 1, 4, 5, 6, and 9. Enter total cumulative prior year distributions earned current equity (line 3) will automatically be carried forward to the cumulative prior year distributions earned total in 2005.

9 Line 8 Distribution to Partners amount is automatically brought forward from the Partners Equity Statement. System will automatically check amount available for distribution against calculated surplus cash to determine if an amount needs to be deposited into residual receipts. Helpful Tip! - Remember - Use the Tab key or mouse arrow to move between lines. Hitting enter will not save information or move the cursor. Helpful Tip! All information can be entered as positive amounts. The system will automatically convert positive balances to negative where applicable (i.e. lines 5, 6, and 9). Edit Statements Financial Statement Upload A copy of the financial statement must be uploaded for MHDC to utilize if needed. A listing of statements and schedules that need to be included in the upload is included on the upload page. The listing is determined based on the type of project funding being received, and the questions entered on the General Information screen. Attach uploaded copy similar to how you would save a document. Select Browse, and specify the path to where the financial statement can be located. Select Open when the file is found to upload the financial statement. Attachment may be deleted if an error was made during the upload. MHDC s prefers all uploads to be attached in a PDF format.

10 Edit Statements Certification Enter name of user submitting on-line data. Submit Annual Financial Statements. Helpful Tip! A Financial Statement is not considered to be submitted, and Surplus Cash cannot be requested until the financial statement has been certified. Surplus Cash Distribution Request If the project has positive surplus cash, the user will be asked if they want to take a distribution. Answering yes will take the user to a Request Surplus Cash Distribution Screen. Answering no will end the user s session, and will take the user back to the main menu. The user can still request surplus cash later if they do not want to request the distribution now. (User can request distribution later from the main menu.) Available Surplus Cash amount is automatically brought forward from the Surplus Cash calculation entered earlier. User must breakout the available surplus cash request within the lines provided.

11 Submission Results Once submitted, the user will be taken to a Congratulations page! MHDC recommends this page to be printed for the project s records. Helpful Tip! - Right Click Mouse and Select Print MHDC s Review Once submitted, MHDC will review the submitted financial statement. Questions regarding the submitted financial statement will be sent to the primary contact via . All Project finding responses should be sent to MHDC via . All correspondence will be saved in the system. After all findings are cleared, projects will receive a close out letter from MHDC via .