WinTen2+

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.

System Highlights

• One System, Fully Integrated. No more need for multiple systems or spreadsheets – it’s all here!
• Subsidy Management. If you are a Housing Authority, our system is built for your housing programs. More than 20 subsidy types come standard, including multi-subsidies for a particular unit/tenant. KCHA MtW rules are included!
• User-Friendly Design. Wizards to easily complete tasks & eliminate data entry errors
• Superior Documentation. Videos, Online Help, Manuals, Training Docs, and more. Did we mention Tenmast University?
• PIC Simplicity. 50058 Submissions are handled through the WinTen² system – no need to navigate the PIC website.
• Reporting the way you want it. Choose from hundreds of reports or simply build your own. Customize reports. Save report layouts. Produce batch letters to report records. Add fields, group by fields, sort by fields, all on-the-fly with no system modifications. Reports
• Advanced Features. For the IT crowd, we have you covered as well: custom fields, custom screens, advanced reporting& the works!
• Data Accessibility. Export data in many formats, including MS Excel, MS Word, TXT, HTML, PDF, CSV.
• Advanced Setup & User Security. System-wide, available from virtually every screen and form. Easily modify security based on organizational needs. Seamlessly jump to appropriate setup records (drop downs, options, etc) from the respective field/screen.

Accounts Payable

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.

Program Integration

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:

General Ledger

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.

Purchase Order

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.

Tenant Accounts Receivable

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

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.

Program Integration

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:

Occupancy and Rent Calculation, Tenants Account Receivable and Section 8

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.

Rent Reasonableness and Inspections

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.

TranSend (PIC Submission)

The Applicant List program automatically creates issuance and expiration of voucher 50058 records for submission to PIC.

Budget Management

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.

Revisions

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.

Open Fiscal Years for Budgeting Only

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.

Edit Budgets in Spreadsheets

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.

Reports

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.

Flexibility

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.

Program Integration

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

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.

General Ledger

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

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.

Physical Inventory

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.

Unlimited Warehouses

Your agency can define an unlimited number of warehouses as storage locations for your inventory.

Item Categories

You can define an unlimited number of item categories to help you manage and report on your inventory and simplify vendor quoting.

Flexibility

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.

Program Integration

Consumable Inventory integrates with the Purchase Order, General Ledger, and Work Order programs.

Custom Report Writer

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.

Features:

• Creates reports through the use of a wizard that guides you through selection of databases and data fields to use and filtering options for those fields
• Once created, stores report templates that can be used to run same reports over again.
• Accommodates customized report layouts.
• Allows for a high degree of control over appearance and content of reports through the use of a report designer interface.
• Once created, custom reports can be added permanently to other Tenmast programs.
• Includes flexible user security.
• Includes advance features such as: * complete data dictionary (with field names and descriptions) * report wizards * automatic data sorting, group totals, and grand totals * report style sheets * simple and advanced data filters * pre-designed queries for ease of use * graphic/image support in reports * mail merge capabilities * data export for use in Microsoft Excel and other third-party programs

Fixed Assets

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.

Program Integration

The Fixed Assets Inventory program integrates with the General Ledger and Purchase Order programs.

General Ledger

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.

General Ledger

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.

Features:

• Tracks an unlimited number of funds (ledgers). Each fund can have a different fiscal year end.
• Accommodates up to 10 account segments of up to 10 digits or letters per segment, so we can handle the most complicated account number structures.
• Automatically maintains inter-fund (Due to/Due From) balance entries.
• Drill-down capabilities allow you to quickly determine account details.
• Distributes funds across multiple projects.
• User defined allocation tables allow for easy and efficient distribution of amounts across accounts and funds.
• Funds can be open for multiple years/periods. If you post to a past fiscal year closing entries are automatically generated so all current year financial reports are up to date.
• Maintains multiple journal vouchers at once with the ability to edit entries at later dates.
• Ability to generate Multi-Fund side-by side comparison spreadsheets.
• Ability to export all reports to Excel spreadsheets.
• Ability to easily copy and reverse Journal Entries for more efficient data entry.
• Ability to import spreadsheets into journal vouchers.
• Ability to copy one funds chart of accounts to a new fund.
• All Transaction history is kept on line so past reports are always available.
• User defined Journals.
• Several Budget Comparison reports in various column formats.
• Maintains history for funds that are inactive.
• User defined Reports groups allow for easier financial reports.
• Includes a custom Financial Report Writer for user defined financial reports. Perfect for create Project Manager AMP reports and custom Board reports.
• Includes many built-in reports, including HUD’s Financial Data Schedule (FDS).
• Fully compliant with GAAP and HUD audit requirements.
• Produces HUD Balance Sheet and Statement of Operating Receipts and Expenditures.
• Generates a detailed balance sheet and annual report on all account or set of accounts showing each month’s net change and ending balance.
• Perform data entry for future months.
• Fiscal years may be opened for budgeting and not allow for posting until the fiscal year starts.Allocation tables allow users to distribute an expenditure for a given expense across several funds or several project based accounts in the same ledger.
• Automated integration with the Housing Intelligence Portal application that allows staff to monitor Key Performance indicators of Fiscal Management.
• Integrated Document Imaging allows the user to scan, view, print, email and/or fax (with a fax server) archived documents.

Program Integration

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

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.

Flexibility

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.

Program Integration

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.

Occupancy and Rent Calculation

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:

• Public Housing–Section 221d BMIR
• Section 8 Housing Choice Vouchers–IRS Tax Credit
• Section 8 Project Based–Section 8 Manufactured Homes
• Mixed Finance–Rural Development (Section 515)
• Private/Non-subsidivzed/Market Rent–Section 8 Homeownership
• Section 8 Mod Rehab–Managed Projects
• Preservation Vouchers --Indian Housing
• Section 202–Tax Exempt
• Section 236–Sectioni 8 New Construction
• Section 811–State Projects
• TRACS 202C–Compliant Submissions

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.

Payroll

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.

Human Resources Features:

• Human Resource forms track:
• Longevity
• Last evaluation
• Next scheduled evaluations
• Job positions
• Driver’s License Information
• Personal Information
• Phone Numbers
• Birth Date
• Gender
• Race
• Ethnicity
• Spouse’s Name
• Children
• Marital Status * Emergency Contact information * Medical Information * Blood Type * Allergies * Medical Reactions * Impairments * Immunization Dates

Program Integration

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.

PHAS Reporting

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.

Program Integration

PHAS Reporting integrates with the Tenant Accounts Receivable and WorkOrder programs so your data flows automatically and seamlessly between programs.

Tenant Accounts Receivable

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

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.

Electronic Approvals

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.

Encumbrance Accounting

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.

Blanket Purchase Orders

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.

Item Categories

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.

Program Integration

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.

Consumable Inventory Integration

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.

Budget and Grant Integration

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.

Tenant Accounts Receivable

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.

Program Integration

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.

Public Housing Inspections

PHAS Reporting– The General Ledger will generate details for PHAS reporting.

WorkOrder– Full Integration with Work Order allows for automated billing of maintenance charges.

TransNet

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

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.

Job Codes

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.

Dispatching

WorkOrder supports dispatching of maintenance employees, including agency-defined dispatch methods.

Flexibility

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.

Program Integration

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.