A full ERP system designed by Tenmast Software for government & public administration and real estate & property management companies.
Tenmast offers a fully integrated public housing software system based on HUD regulations and reporting requirements. Our clients are contributors to the design of our products through Client Advisory Boards. Clients can purchase and use each program individually, but when multiple Tenmast programs are loaded on a network they integrate to share data as needed. Our WinTen2+ software suite encompasses all aspects of housing authority operations.
The Tenmast WinTen2+ system offers superior design based around the business processes of your Public Housing Authority using wizards and a clear, concise user interface. Our team strives in every way to provide the industry’s best software with excellent, continuous support.
Accounts Payable is your financial management system’s central point for tracking invoices, generating payments, managing cash flow, and producing year-end compliance reporting. Accounts Payable is designed to provide comprehensive control over the payables portion of your agency’s financial activities.
As with all WinTen² modules, Accounts Payable is designed to integrate with other programs in the WinTen² product line. This data sharing allows for more efficient operation, as multiple programs can pass data back and forth without the need for operator intervention. Accounts Payable integrates with the following other WinTen² modules:
Payables posts invoice entries automatically to General Ledger during the check process. Payables supports encumbrance accounting for those agencies that wish to implement encumbrance accounting at their organization.
Payables can import the invoice data from received purchase orders, turning this into ready-to-be-paid invoices for the vendors already in its database. An option allows the user to auto-receive purchase orders and update inventory when the invoice is created.
Receivable can create vendor records in Accounts Payable for tenants or former tenants who need to be issued refund checks. It will also create invoices for these checks.
Applicant List is the first point at which an applicant’s data enters the Tenmast system. Applicant List allows you to track the individual records of an unlimited number of subsidized housing applicants, as well as their positions on an unlimited number of waiting lists.
As with all WinTen² software, Applicant List is designed to integrate with other programs in the WinTen² product line. This data sharing allows for more efficient operation, as multiple programs can pass data back and forth without the need for operator intervention. Here is how Applicant List integrates with the following other WinTen² modules:
When a prospective tenant becomes an actual tenant, you record the move-in by transferring the tenant’s record from Applicant List to Occupancy and Rent Calculation using our House applicant wizard. All eligibility rules are applied at that time. All tenant data and notes are available in the other housing applications. When a new applicant is added all these modules are searched for past tenant activity and open balances.
If the tenant is moving into a Section 8 unit, you can attach the data that Rent Reasonableness has on that unit to the tenant’s record while you are moving the record into Occupancy and Rent Calculation. You can also request an inspection as part of the Request for Lease Approval (RFLA) process.
The Applicant List program automatically creates issuance and expiration of voucher 50058 records for submission to PIC.
Budget Management allows public housing authorities to prepare and revise budgets and move them through the approval process. It also shares data with the WinTen² General Ledger program to make it easy for you to compare budgeted amounts with actual expenditures and revenue.
The program’s revision feature allows you to create a new revision of a budget at any time, before or after the budget is approved. Revisions make it easy for you to compare multiple versions of budgets and track the differences among them.
Budget Management and General Ledger allow you to open a new fiscal year for budgeting only. This allows you to prepare the next budget, but it does not yet allow your agency to post any transactions in that new fiscal year.
Budget Management’s import/export feature lets you create and/or edit a budget in an Excel spreadsheet. This allows you to do “what if” scenarios and then import the spreadsheets back into the program to speed data entry. This feature is also useful for sending a subset of a budget to a project manager for review and editing without granting them access to the Budget program.
Budget Management includes many built-in reports to help you prepare and track your agency’s budgets. The General Ledger program offers many options, using data from Budget Management, for doing budget comparison tracking on an on-going basis.
WinTen² programs allow your agency to make customizations to reflect your own business process and make your job easier. Custom options available in Budget Management include defining your own monthly budget distribution schemes.
Data affecting other WinTen² programs automatically integrates with those programs “live,” in real time. This eliminates duplicate data entry and ensures that all users have current information. Budget Management integrates with the Purchase Order, General Ledger, and Accounts Payable programs.
Budget Management allows public housing authorities to prepare and revise budgets and move them through the approval process. It also shares data with the General Ledger program to make it easy for you to compare budgeted amounts with actual expenditures and revenue.
Check Reconciliation allows users to reconcile (balance) the transactions recorded in your financial records for a bank account against those cleared by financial institutions for that same bank account. The program provides a link between your system’s financial records and those of your bank.
Check Reconciliation works with the General Ledger, Accounts Payable, Payroll, and Section 8 Tenant and Landlord programs enabling you to record bank transactions as they are posted to your agency’s accounts.
Check Reconciliation posts manual entries in the check register (e.g. entries for hand-entered deposits and bank deposits and handwritten checks, as opposed to checks written in another WinTen² program) to General Ledger’s Manual Transaction Journal.
The Check Reconciliation program maintains the identifying data for your agency’s bank accounts and its current balance. If a posting to the Manual Transaction Journal (see above) crosses funds, Check Reconciliation uses General Ledger Inter-Fund Account data to balance this transaction.
Consumable Inventory provides current inventory tracking for all consumable items and supplies in your agency’s inventory. While it is most frequently used to track maintenance supplies, you can just as easily track office supplies or any other items your agency uses and expends on a regular basis.
Consumable Inventory offers a streamlined process for conducting your periodic physical inventory. You can even continue to process item issues, transfers, and requests while taking Inventory.
Your agency can define an unlimited number of warehouses as storage locations for your inventory.
You can define an unlimited number of item categories to help you manage and report on your inventory and simplify vendor quoting.
WinTen² programs allow your agency to make customizations to reflect your own business process and make your job easier. Custom options available in Consumable Inventory include defining your own Warehouses, Item Categories, Charge To Accounts, and Units of Measure.
Consumable Inventory integrates with the Purchase Order, General Ledger, and Work Order programs.
Custom Report Writer is a reporting tool that can be used with any of the WinTen² programs. The program features a complete data dictionary, which shows all of the databases, tables, and data fields used by the Tenmast software suite. It enables the user to create and format virtually any report from the data system.
WinTen² Fixed Assets Inventory allows your housing authority to track and manage all of your fixed assets. The program calculates depreciation and disposal of your agency’s items of capital inventory and allows for direct posting to the General Ledger. Each item’s record includes its make, model, serial number, inventory number, current inventory location, acquisition data, and depreciation history and projections.
Your agency has unlimited flexibility in defining locations and location groups for your assets. A location tells you exactly where an asset is. Most locations are units, but other locations could include common areas, warehouses, maintenance buildings, and administrative offices.
You can create an asset listing report for your entire agency or for a specific location. A tenant can sign an asset listing report when moving in, acknowledging responsibility for the property in the new unit. An inspector can use an asset listing report to check the property in a unit or at any other location. Location groups allow you to categorize locations for reporting and management analysis. You can create multi-level location groups–you can have groups within other groups.
The Fixed Assets Inventory program integrates with the General Ledger and Purchase Order programs.
Data affecting other WinTen² programs automatically integrates with those programs “live,” in real time. This eliminates duplicate data entry and ensures that all users have current information. Fixed assets will appear automatically on your balance sheet. You can also choose to have depreciation post directly to your general ledger, so you don’t have to do it manually.
The General Ledger program is a fully integrated, self-balancing, double-entry ledger system capable of controlling all HUD accounts as well as other Non-Profit fund accounting ledgers.
The General Ledger program integrates with the Tenant Accounts Receivable, Section 8 Tenant & Landlord, Payroll, Fixed Assets Inventory, Consumable Inventory, Accounts Payable, Purchase Order, and Check Reconciliation programs so data is entered only once.
Grant Management allows public housing authorities to administer all aspects of the grant process: from the budgeting and approval of grants to the obligation, invoicing, and drawdown of funds to the completion of grants. The program offers many options for reporting and analysis throughout the process.
WinTen² programs allow your agency to make customizations to reflect your own business process and make your job easier. Among the many custom options available in Grant Management are agency-defined grant types, work item phases, and milestones.
Budget Management– The Budget Management program gives you access to many budget comparison features that help you keep your grants within budget. Most of these features are available from the General Ledger and Purchase Order programs. Budget Management also allows you to set up custom budget distribution schemes, which can help save time when you create budgets for grant work items.
General Ledger– When a grant is modified the Budget module and the General Ledger are updated.
Accounts Payable– Invoices in Accounts payable can be tagged to a Grant Work Item and/or Contract for tracking. The Grant Management program creates Grant Draw Downs of all Accounts Payable invoices that have not been drawn down previously.
The Occupancy and Rent Calculation program allows you to perform instant rent calculations. Occupancy and Rent Calculation maintains all information necessary to calculate a tenant’s TTP (Total Tenant Payment) and tenant rent.
The WinTen² Occupancy and Rent Calculation program is designed to assist you in managing financial, household, and dwelling unit data on every subsidized housing tenant who falls under your agency’s jurisdiction. It conforms to HUD reporting requirements for the following subsidized housing program types:
Boutique and Custom Rent calculations can be added for a fee:– The program is capable of preparing the official Form HUD-50058 and Form HUD-50059 for HUD reporting, as well as Form RD 1944-8 for USDA (Rural Development) reporting and the IRS Tenant Income Certification form for IRS Tax credits. It also, in conjunction with the WinTen² TransNet program, handles PIC/58, TRACS, and MTFS electronic record preparation and submission.
Program Integration:–As with all WinTen² software, Occupancy and Rent Calculation is designed to integrate with other programs in the WinTen² product line. This data sharing allows for more efficient operation, as multiple programs can pass data back and forth without the need for operator intervention.
Applicant List:– The Applicant List program handles the initial data processing for a prospective tenant’s application for subsidized housing. Once that tenant is accepted into a subsidized housing program, you can record the tenant’s move-in in Occupancy and Rent Calculation. Occupancy and Rent Calculation draws the tenant’s data directly from Applicant List’s database.
Tenant Accounts Receivable:–Occupancy and Rent Calculation sends appropriate change instructions to the Tenant Accounts Receivable program whenever a change in a public housing tenant’s data indicates that the tenant’s rent should be altered. This change does not have to be immediate – if you set a future effective date, you can prepare for a change that will not take effect until one or more months later.
Section 8 Tenant and Landlord:– Occupancy and Rent Calculation sends appropriate change instructions to the Section 8 Tenant and Landlord program whenever a change in a Section 8 tenant’s data indicates that the tenant’s rent should be altered. This change does not have to be immediate – if you set a future effective date, you can prepare for a change that will not take effect until one or more months later.
TranSend:– The TranSend program creates the data submission files for PIC/58, TRACS, and MTFS reporting. It does this by gathering individual tenant transaction records created in Occupancy and Rent Calculation.
Rent Reasonableness Reporter:– Occupancy and Rent shares several databases with Rent Reasonableness. These include unassisted units, FMR (Fair Market Rent) tables, and utility allowance tables.
The Payroll program can perform payroll calculation for both salaried and hourly employees, manage multiple types of leave time, and calculate a wide array of standard and non-standard deductions. Payroll enables you to maintain an individual record for each employee, including pay information, overtime and leave tracking, individual payroll deductions, and basic human resources data. Deductions can include federal, state, and local taxes, insurance, retirement, and various payments.
The Payroll program integrates with the General Ledger, Check Reconciliation and Partner Access programs. This enables users to enter information into the system one time without retyping.
The Tenmast Public Housing Assessment System (PHAS) Reporting program is used to collect and format all data necessary for the preparation and printing of the HUD-50072 form.
PHAS Reporting integrates with the Tenant Accounts Receivable and WorkOrder programs so your data flows automatically and seamlessly between programs.
Tenant Accounts Receivable updates the PHAS Reporting programing with data used to calculate Sub-Indicators 1 and 4 of Indicator 3 (through the Inspections programs or through direct input into Tenant Accounts Receivable). If your agency has the Work Order program, data used to calculate Sub-Indicator 4 of Indicator 3 is updated every time a user issues or completes a work order. PHAS Reporting, either separately or in conjunction with these programs, acts as a management tool to review your agency’s status and estimate your possible PHAS score so you can take action in any area needed to improve your final score.
Purchase Order allows public housing authorities to manage all aspects of purchasing; from supplies and inventory items they need for their operations to services and contracts. The program includes the full purchasing cycle: from creating and approving requests, to preparing and tracking quotes or purchase requests, to issuing purchase orders to vendors, and then receiving the requested items.
Purchase approvers can enter electronic approval signatures for requisitions, purchase orders, and blanket purchase orders. Your agency can choose to use approver PINs (personal identification numbers) for added security.
Purchase Order offers encumbrance accounting to make it easier for your agency to manage your funds and stay within your budgets. With Purchase Order’s encumbrance accounting option, a manager can encumber (set aside) the cost of a purchase order in the General Ledger program when the purchase order is issued, even though you have not yet received the invoice.
The Purchase Order program supports blanket purchase orders, including options to limit the line item amount for any one item and/or to restrict purchases to specific items only.
You can define an unlimited number of categories for items (such as Plumbing, Electrical, Cabinets, etc.) to simplify vendor quoting and help you manage and report on your requests.
Purchase Order is fully integrated with the other accounting modules. Budget, General Ledger, Accounts Payable, and Inventory are all fully integrated with Purchase Order. This high level of integration makes purchasing and tracking purchase requests and quotes efficient and error-free. The purchase order program will even integrate with the Housing Intelligence Portal so management can track the efficiency of the purchasing department in responding and processing purchase requests. These performance metrics are available on-line for management to review and analyze.
The inventory program is tightly integrated with the purchasing module. Tenmast has provided an automated re-stock wizard that leads the user through creating purchase orders based on item restock quantities. The user has full control of the process and can easily adjust any information on an order at any point during the process. These wizards greatly speed up routine purchasing.
Purchase Order allows you to link the purchase of an item to a grant, a grant work item, a grant contract, and/or a contract task. This allows you to monitor grant expenditures from the Grant Management program. Purchase Order’s Check Budget Result function allows your purchase approvers to check quickly and easily whether requisitions and purchase orders are within budget.
The Tenant Accounts Receivable program is an extremely flexible and complete tenant accounting system. The program maintains a complete set of account records with audit trails for an unlimited number of user defined accounts. Tenant Accounts Receivable is fully Asset Management compliant and offers excellent reporting capabilities for Project Managers as well as the Finance Department.
WinTen² Tenant Accounts Receivable is a fully integrated system that allows public housing authorities to manage all of their receivables – both from tenants and from non-tenants – including rent and utility payments, late fees, maintenance charges, and security and pet deposits. The program supports the creation of recurring and non-recurring transactions (charges, credits, transfers, and refunds); the printing of bills, statements, and receipts; the acceptance of payments; and the depositing of funds.Tenant Accounts Receivable also supports housing-specific functions, such as maintaining unit, tenant, and lease information; tracking PHAS events; and reporting to HUD. The program provides full support for agency-definable developmental fund accounting and management.
Occupancy and Rent Calculation– Full integration with the Occupancy and Rent program allows for automated rent charge updates and retro-rent pro-rations to be generated at the end of the certification process.
General Ledger– Fully integrated real time system keeps General Ledger and Bank Accounts up to date in real time.
PHAS Reporting– The General Ledger will generate details for PHAS reporting.
WorkOrder– Full Integration with Work Order allows for automated billing of maintenance charges.
The TransNet program is Tenmast’s unique program designed to prepare files for submission to PIC, TRACS, and MTFS that submits your files to PIC without navigating through the PIC web site. TransNet retrieves PIC error reports and translates them into user friendly directions for correction. When it is time to submit, TransNet will check for PIC record match validation errors before submission alerting you to tenants that are already housed at another agency or units that are not vacant.
TransNet also submits data to TRACS, iMax in the 202c format, and MINC.
WorkOrder allows Public Housing Authorities to track maintenance work orders from initial request to completion, including consumable inventory items used and employee time in completion of each work order. It also shares data with several other WinTen² programs to help you manage all aspects of maintaining tenant units and the facility as a whole.
WorkOrder allows public housing authorities to track maintenance work orders from initial request to completion. It also shares data with several other WinTen² programs to help you manage all aspects of maintaining tenant units and the facility as a whole.
WorkOrder offers agency-defined Job Codes to categorize your work orders for management and analysis. You can also speed data entry by choosing to set default values for many other work order fields based on Job Code.
WorkOrder supports dispatching of maintenance employees, including agency-defined dispatch methods.
WinTen² programs allow your agency to make customizations to reflect your own business process and make your job easier. Custom options available in WorkOrder include defining your own Job Codes, Job Classes, Statuses, Priorities, Maintenance Crews, Dispatch Methods, and Standard Charges.
The Work Order program integrates with Tenant Accounts Receivable, Consumable Inventory, PHAS Reporting, Section 8 Inspections, Public Housing Inspections, Custom Report Writer, and the Partner Access programs. Data affecting other WinTen² programs automatically integrates with those programs “live,” in real time. This eliminates duplicate data entry and ensures that all users have current information.
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