
                                                   Tenant Management System

                                                              User's Manual

                                                              Version 01.31





                                    Copyright   1992-1994, Lee A. Stoeckert
                                                        All Rights Reserved


                                                           Lee A. Stoeckert
                                                     2708 Spring Lake Drive
                                                 Richardson, TX  75082-4238                             COPYRIGHT NOTICE


                  Tenant Management System, Version 01.31

                Copyright   1992-1994, by Lee A. Stoeckert
                            All Rights Reserved


No part of this manual may be reproduced, transmitted, transcribed, stored in a retrieval system
or translated into any language, natural or computer, in any form or by any means, without the
prior written permission of Lee A. Stoeckert.

The software described in this manual is protected by copyright laws.

Information in this manual is subject to change without notice and does not represent a
commitment on the part of Lee A. Stoeckert.

Lee A. Stoeckert may make improvements and/or changes in this manual or in the product(s)
and/or program(s) described in this manual at any time.

This product could include technical inaccuracies or typographical errors.  Changes are
periodically made to the information herein; these changes may be incorporated in new editions
of the product.

Tenant Management System and TMS are trademarks of Lee A. Stoeckert.  All other brand and
product names are trademarks or registered trademarks of their respective companies.                             Table Of Contents



Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
     Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
          What Does TMS Do?. . . . . . . . . . . . . . . . . . . . . . . .1
          Why TMS? . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
     How Does It Work? . . . . . . . . . . . . . . . . . . . . . . . . . .1
          The Tenant Card. . . . . . . . . . . . . . . . . . . . . . . . .2
          The Daily Journal. . . . . . . . . . . . . . . . . . . . . . . .2
          Delinquency Balancing Report . . . . . . . . . . . . . . . . . .2
          Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
          Tenant Receipts. . . . . . . . . . . . . . . . . . . . . . . . .3
          Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
     Screen Commonality. . . . . . . . . . . . . . . . . . . . . . . . . .3
          Menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
          Consistent Key Usage . . . . . . . . . . . . . . . . . . . . . .4
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . .5
     TMS Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . .5
          Hardware Requirements. . . . . . . . . . . . . . . . . . . . . .5
          Software Requirements. . . . . . . . . . . . . . . . . . . . . .6
          Disk Space Requirements. . . . . . . . . . . . . . . . . . . . .6
     Backups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

TMS License. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

TMS Main Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
     Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
     Posting Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
     Manager Active. . . . . . . . . . . . . . . . . . . . . . . . . . . 12
     Initial Setup Mode Active . . . . . . . . . . . . . . . . . . . . . 12
     Main Menu Choices . . . . . . . . . . . . . . . . . . . . . . . . . 13
          ABOUT - About TMS. . . . . . . . . . . . . . . . . . . . . . . 13
          BACKUP - Backup The TMS Files. . . . . . . . . . . . . . . . . 13
          DELINQ - Delinquency Balancing Reports . . . . . . . . . . . . 13
          EXTRACT - Create Extracts For Offline Processing . . . . . . . 14
          GROUP - Post HUD/GROUP Payments. . . . . . . . . . . . . . . . 14
          INVOICE - Create Tenant Invoices . . . . . . . . . . . . . . . 14
          JOURNALS - View Daily Journals . . . . . . . . . . . . . . . . 14
          MANAGER - Manager Sign In. . . . . . . . . . . . . . . . . . . 15
          NEW - Add New Tenant(s). . . . . . . . . . . . . . . . . . . . 15
          PRINT - Print Reports. . . . . . . . . . . . . . . . . . . . . 15
          READY - Set TMS to LIVE Mode . . . . . . . . . . . . . . . . . 15
          RENT - Rent Charges/Payments . . . . . . . . . . . . . . . . . 16
          SETUP - Setup TMS. . . . . . . . . . . . . . . . . . . . . . . 16
          TENANT - View/Update/Delete Tenant(s). . . . . . . . . . . . . 16
          EXIT - Exit Tenant Management System . . . . . . . . . . . . . 16

ABOUT - About TMS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

BACKUP - Backup The TMS Files. . . . . . . . . . . . . . . . . . . . . . 19
     TMS File Backup Overview. . . . . . . . . . . . . . . . . . . . . . 19
     TMS File Backups. . . . . . . . . . . . . . . . . . . . . . . . . . 20
     Offsite Storage . . . . . . . . . . . . . . . . . . . . . . . . . . 20
     TMS File Restore. . . . . . . . . . . . . . . . . . . . . . . . . . 21

DELINQ - Delinquency Balancing Reports . . . . . . . . . . . . . . . . . 23
     Delinquency Balancing Reports / List. . . . . . . . . . . . . . . . 23
          Column Headings. . . . . . . . . . . . . . . . . . . . . . . . 23
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 24
     Delinquency Balancing Report / Individual View. . . . . . . . . . . 25
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
          Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 27
     Delinquency Balancing Report / Print. . . . . . . . . . . . . . . . 28

EXTRACT - Create Extracts For Offline Processing . . . . . . . . . . . . 29
     What's An Extract?. . . . . . . . . . . . . . . . . . . . . . . . . 29
     Extract Selection Menu. . . . . . . . . . . . . . . . . . . . . . . 30
          Extract / All Tenants By Unit Number . . . . . . . . . . . . . 30
          Extract / Selected Tenants By Unit Number. . . . . . . . . . . 31
          Extract / Selected Tenants w/ Non-Zero Balances. . . . . . . . 32
          Extract / Selected Tenants By Lease Expiration Date. . . . . . 33

GROUP - Post GROUP/HUD Payments. . . . . . . . . . . . . . . . . . . . . 35
     GROUP/HUD Payments Selection & Overview . . . . . . . . . . . . . . 35
     HUD Tenant Selection Menu . . . . . . . . . . . . . . . . . . . . . 36
     HUD Check Number. . . . . . . . . . . . . . . . . . . . . . . . . . 37
     Corporate/Group Code. . . . . . . . . . . . . . . . . . . . . . . . 38
     Corporate/Group Tenant Selection Menu . . . . . . . . . . . . . . . 39
     Corporate/Group Check Number. . . . . . . . . . . . . . . . . . . . 40

INVOICE - Create Tenant Invoices . . . . . . . . . . . . . . . . . . . . 41
     Invoice Day Range Selection Menu. . . . . . . . . . . . . . . . . . 41
     Invoice Tenant Selection Menu . . . . . . . . . . . . . . . . . . . 42
     Tenant Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . 43

JOURNALS - View Daily Journals . . . . . . . . . . . . . . . . . . . . . 45
     Daily Journal Selection Menu. . . . . . . . . . . . . . . . . . . . 45
          Column Headings. . . . . . . . . . . . . . . . . . . . . . . . 46
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 48
     Daily Journal View. . . . . . . . . . . . . . . . . . . . . . . . . 49
          Columns Headings . . . . . . . . . . . . . . . . . . . . . . . 49
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 50
     Daily Journal Entry Detail. . . . . . . . . . . . . . . . . . . . . 51
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 53
     Daily Journal Print . . . . . . . . . . . . . . . . . . . . . . . . 54
     Daily Bank Deposit. . . . . . . . . . . . . . . . . . . . . . . . . 56

MANAGER - Manager Sign In. . . . . . . . . . . . . . . . . . . . . . . . 57
     Manager Sign In . . . . . . . . . . . . . . . . . . . . . . . . . . 57
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 59

NEW - Add New Tenant(s). . . . . . . . . . . . . . . . . . . . . . . . . 61
     New Tenant Account Number . . . . . . . . . . . . . . . . . . . . . 61
     New Tenant Information - Tenant Status. . . . . . . . . . . . . . . 62
     New Tenant Information. . . . . . . . . . . . . . . . . . . . . . . 62
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 66
     New Tenant Billing Address. . . . . . . . . . . . . . . . . . . . . 67
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 68

PRINT - Print Reports. . . . . . . . . . . . . . . . . . . . . . . . . . 69
     Report Selection Menu . . . . . . . . . . . . . . . . . . . . . . . 69
     Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
          Tenant List / By Unit Number . . . . . . . . . . . . . . . . . 70
          Tenant List / By Last Name . . . . . . . . . . . . . . . . . . 71
          Tenant List / By Account Number. . . . . . . . . . . . . . . . 72
          Tenant List / By Lease Expiration Date . . . . . . . . . . . . 73
          Tenant List / Tenants With Non-Zero Balances . . . . . . . . . 74
          Tenant List / Current Tenants Who Haven't Been Charged Rent This Month
               . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
          Tenant List / All Previous Tenants . . . . . . . . . . . . . . 75
          Tenant List / Security Deposit Required vs Received. . . . . . 76
          Tenant List / Current Tenants Who Haven't Made A Payment This Month
               . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
          Tenant List / By Unit Number w/ Balances . . . . . . . . . . . 77
          Tenant List / By Day Rent Due. . . . . . . . . . . . . . . . . 77

READY - Set TMS To LIVE Mode . . . . . . . . . . . . . . . . . . . . . . 79
     Ready . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

RENT - Rent Charges/Payments . . . . . . . . . . . . . . . . . . . . . . 81
     Rent - Search Value(s). . . . . . . . . . . . . . . . . . . . . . . 81
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
          Action Keys. . . . . . . . . . . . . . . . . . . . . . . . . . 82
     Tenant Selection Menu . . . . . . . . . . . . . . . . . . . . . . . 83
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 84
     Sort Tenant List. . . . . . . . . . . . . . . . . . . . . . . . . . 85
     Rent Charges/Payments . . . . . . . . . . . . . . . . . . . . . . . 86
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
     Other Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
     Tenant Receipt. . . . . . . . . . . . . . . . . . . . . . . . . . . 91

SETUP - Setup TMS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
     Select Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
     Property Information. . . . . . . . . . . . . . . . . . . . . . . . 94
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 95
     Tenant Receipt Information. . . . . . . . . . . . . . . . . . . . . 96
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 97
     Control Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . 97
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . . 98
     Run-Time Options. . . . . . . . . . . . . . . . . . . . . . . . . . 99
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .100
     Setup Available Printers. . . . . . . . . . . . . . . . . . . . . .105
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .105
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .107
     Late Fee Options. . . . . . . . . . . . . . . . . . . . . . . . . .108
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .108
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .110

TENANT - View/Update/Delete Tenant(s). . . . . . . . . . . . . . . . . .111
     Tenant File Maintenance . . . . . . . . . . . . . . . . . . . . . .111
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .111
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .112
     Tenant Search . . . . . . . . . . . . . . . . . . . . . . . . . . .113
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .113
          Action Keys. . . . . . . . . . . . . . . . . . . . . . . . . .115
     Tenant Sort . . . . . . . . . . . . . . . . . . . . . . . . . . . .116
     Tenant Information. . . . . . . . . . . . . . . . . . . . . . . . .117
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .117
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .120
     Tenant Card . . . . . . . . . . . . . . . . . . . . . . . . . . . .122
     Tenant Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . .123
     Tenant Transactions . . . . . . . . . . . . . . . . . . . . . . . .124
          Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . .124
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .126
     Transaction Detail. . . . . . . . . . . . . . . . . . . . . . . . .126
          Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . .126
          Action Line. . . . . . . . . . . . . . . . . . . . . . . . . .128
     Duplicate Tenant Receipt. . . . . . . . . . . . . . . . . . . . . .129
     Tenant Billing Address. . . . . . . . . . . . . . . . . . . . . . .130
     Tenant Re-Assign. . . . . . . . . . . . . . . . . . . . . . . . . .131
     Confirm Delete. . . . . . . . . . . . . . . . . . . . . . . . . . .132
     Rent Change Memo. . . . . . . . . . . . . . . . . . . . . . . . . .133

Miscellaneous. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135
     TMSDATE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135
     TMSLOGO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136
     Prompt For Printer Selection. . . . . . . . . . . . . . . . . . . .136
     Prompt For File Name. . . . . . . . . . . . . . . . . . . . . . . .137
     Report Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . .138
     TMS System Limitations. . . . . . . . . . . . . . . . . . . . . . .138
          TMS Disk Files . . . . . . . . . . . . . . . . . . . . . . . .139
          Other Charges. . . . . . . . . . . . . . . . . . . . . . . . .139
          Daily Reports Per Delinquency Balancing Report . . . . . . . .140

Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141
     Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141
          Installation Diskette Files. . . . . . . . . . . . . . . . . .141
          Installation Steps . . . . . . . . . . . . . . . . . . . . . .143
     Installation Program. . . . . . . . . . . . . . . . . . . . . . . .143
          Opening Screen . . . . . . . . . . . . . . . . . . . . . . . .144
          Source Directory . . . . . . . . . . . . . . . . . . . . . . .145
          License Information. . . . . . . . . . . . . . . . . . . . . .146
          Destination. . . . . . . . . . . . . . . . . . . . . . . . . .147
          Install Option . . . . . . . . . . . . . . . . . . . . . . . .148
          Installation Progress. . . . . . . . . . . . . . . . . . . . .149
          Property Number. . . . . . . . . . . . . . . . . . . . . . . .149
          Final Instructions . . . . . . . . . . . . . . . . . . . . . .150

Appendix A - Messages. . . . . . . . . . . . . . . . . . . . . . . . . .151

Appendix B - Feedback To The Author. . . . . . . . . . . . . . . . . . .173

Appendix C - Common Problems & Solutions . . . . . . . . . . . . . . . .175
     Printing Problems . . . . . . . . . . . . . . . . . . . . . . . . .175
          Graphic Print Characters . . . . . . . . . . . . . . . . . . .175

Appendix D - Default Printer Initialization Codes. . . . . . . . . . . .177
     IBM ProPrinter XL . . . . . . . . . . . . . . . . . . . . . . . . .177
     Epson FX-80 . . . . . . . . . . . . . . . . . . . . . . . . . . . .177
     HP LaserJet II Series . . . . . . . . . . . . . . . . . . . . . . .178
     HP DeskJet 500/500C . . . . . . . . . . . . . . . . . . . . . . . .178
     Panasonic 1124. . . . . . . . . . . . . . . . . . . . . . . . . . .178

Appendix E - Code Page . . . . . . . . . . . . . . . . . . . . . . . . .179

Appendix F - Windows  PIF File . . . . . . . . . . . . . . . . . . . . .181

Appendix G - Glossary. . . . . . . . . . . . . . . . . . . . . . . . . .183

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187
                              List Of Figures


Figure 1 - TMS Main Menu - Normal Mode {Screen}. . . . . . . . . . . . . 11
Figure 2 - TMS Main Menu - Initial Setup Mode {Screen} . . . . . . . . . 11
Figure 4 - ABOUT Information Box {Screen}. . . . . . . . . . . . . . . . 17
Figure 5 - TMS File Backups {Screen} . . . . . . . . . . . . . . . . . . 20
Figure 5 - Delinquency Balancing Reports / List {Screen} . . . . . . . . 23
Figure 6 - Delinquency Balancing Report / Individual View {Screen} . . . 25
Figure 7 - Delinquency Balancing Report / Print {Report} . . . . . . . . 28
Figure 8 - Extract Selection Menu {Screen} . . . . . . . . . . . . . . . 30
Figure 9 - Select Tenants For Unit Number Extract {Screen} . . . . . . . 31
Figure 10 - Select Tenants For Non-Zero Balances Extract {Screen}. . . . 32
Figure 11 - Select Tenants For Lease Expiration Date Extract {Screen}. . 33
Figure 12 - Select HUD or Corporate/Group Payment Posting {Screen} . . . 35
Figure 13 - HUD Tenant Selection Menu {Screen} . . . . . . . . . . . . . 36
Figure 14 - HUD Check Number {Screen/Pop-Up} . . . . . . . . . . . . . . 37
Figure 15 - Corporate/Group Code Selection Menu {Screen/Pop-Up}. . . . . 38
Figure 17 - Corporate/Group Tenant Selection Menu {Screen} . . . . . . . 39
Figure 18 - Corporate/Group Check Number {Screen/Pop-Up} . . . . . . . . 40
Figure 18 - Invoice Day Range Selection Menu {Screen}. . . . . . . . . . 41
Figure 19 - Invoice Tenant Selection Menu {Screen} . . . . . . . . . . . 42
Figure 20 - Tenant Invoice {Report}. . . . . . . . . . . . . . . . . . . 43
Figure 21 - Daily Journal Selection Menu {Screen}. . . . . . . . . . . . 45
Figure 22 - Daily Journal View {Screen}. . . . . . . . . . . . . . . . . 49
Figure 23 - Daily Journal Entry Detail {Screen}. . . . . . . . . . . . . 51
Figure 24 - Daily Journal Print (Left Half) {Report} . . . . . . . . . . 54
Figure 26 - Daily Journal Print (Right Half) {Report}. . . . . . . . . . 55
Figure 27 - Daily Bank Deposit Print {Report}. . . . . . . . . . . . . . 56
Figure 27 - MANAGER Sign In {Screen} . . . . . . . . . . . . . . . . . . 57
Figure 28 - New Tenant Account Number {Screen} . . . . . . . . . . . . . 61
Figure 29 - New Tenant Information - Tenant Status {Screen}. . . . . . . 62
Figure 31 - New Tenant Information {Screen}. . . . . . . . . . . . . . . 62
Figure 31 - Tenant Billing Address {Screen}. . . . . . . . . . . . . . . 67
Figure 32 - Report Selection Menu {Screen} . . . . . . . . . . . . . . . 69
Figure 34 - Tenant List / By Unit Number {Report}. . . . . . . . . . . . 70
Figure 35 - Tenant List / By Last Name {Report}. . . . . . . . . . . . . 71
Figure 36 - Tenant List / By Account Number {Report} . . . . . . . . . . 72
Figure 37 - Tenant List / By Lease Expiration Date {Report}. . . . . . . 73
Figure 38 - Tenant List / Tenants With Non-Zero Balances {Report}. . . . 74
Figure 39 - Tenant List / Current Tenants Who Haven't Been Charged Rent This Month
     {Report}. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Figure 40 - Tenant List / All Previous Tenants {Report}. . . . . . . . . 75
Figure 41 - Tenant List / Security Deposit Required vs Received {Report} 76
Figure 42 - Tenant List / Current Tenants Who Haven't Made A Payment This Month
     {Report}. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Figure 43 - Tenant List / By Unit Number w/ Balances {Report}. . . . . . 77
Figure 43 - Tenant List / By Day Rent Due {Report} . . . . . . . . . . . 77
Figure 44 - Rent Charges/Payment Search {Screen} . . . . . . . . . . . . 81
Figure 46 - Tenant Selection Menu {Screen} . . . . . . . . . . . . . . . 83
Figure 46 - Tenant List Sort {Screen/Pop-Up} . . . . . . . . . . . . . . 85
Figure 48 - Tenant Account - Rent/Charges/Payments (with HUD) {Screen} . 86
Figure 48 - Other Charges {Screen} . . . . . . . . . . . . . . . . . . . 90
Figure 49 - Tenant Receipt {Report}. . . . . . . . . . . . . . . . . . . 91
Figure 50 - Select Setup {Screen}. . . . . . . . . . . . . . . . . . . . 93
Figure 52 - Property Information {Screen}. . . . . . . . . . . . . . . . 94
Figure 52 - Tenant Receipt Information {Screen}. . . . . . . . . . . . . 96
Figure 54 - Control Numbers {Screen} . . . . . . . . . . . . . . . . . . 97
Figure 54 - Run-Time Options {Screen}. . . . . . . . . . . . . . . . . . 99
Figure 55 - Setup Available Printers {Screen}. . . . . . . . . . . . . .105
Figure 56 - Late Fee Options {Screen}. . . . . . . . . . . . . . . . . .108
Figure 58 - Tenant File Maintenance {Screen} . . . . . . . . . . . . . .111
Figure 58 - Tenant Search {Screen/Pop-Up}. . . . . . . . . . . . . . . .113
Figure 59 - Tenant Sort {Screen/Pop-Up}. . . . . . . . . . . . . . . . .116
Figure 61 - Tenant Information {Screen}. . . . . . . . . . . . . . . . .117
Figure 61 - Tenant Card {Report} . . . . . . . . . . . . . . . . . . . .122
Figure 62 - Tenant Invoice {Report}. . . . . . . . . . . . . . . . . . .123
Figure 64 - Transactions For Account {Screen}. . . . . . . . . . . . . .124
Figure 64 - Transaction Detail {Screen}. . . . . . . . . . . . . . . . .126
Figure 65 - Duplicate Tenant Receipt {Report}. . . . . . . . . . . . . .129
Figure 66 - Tenant Billing Address {Screen/Pop-Up} . . . . . . . . . . .130
Figure 68 - Tenant Re-Assign {Screen/Pop-Up} . . . . . . . . . . . . . .131
Figure 69 - Tenant Delete {Screen/Pop-Up}. . . . . . . . . . . . . . . .132
Figure 70 - Tenant Rent Amount Update {Screen/Pop-Up}. . . . . . . . . .133
Figure 70 - Prompt For Printer Selection {Screen/Pop-up} . . . . . . . .136
Figure 71 - Prompt For File Name {Screen/Pop-up} . . . . . . . . . . . .137
Figure 73 - TMS Report Viewer {Screen/Pop-up}. . . . . . . . . . . . . .138
Figure 74 - TMS Installation Opening {Screen}. . . . . . . . . . . . . .144
Figure 75 - TMS Installation Source Directory {Screen} . . . . . . . . .145
Figure 76 - TMS Installation License User {Screen} . . . . . . . . . . .146
Figure 77 - TMS Installation Destination {Screen}. . . . . . . . . . . .147
Figure 78 - TMS Installation Options {Screen}. . . . . . . . . . . . . .148
Figure 79 - TMS Installation Progress {Screen} . . . . . . . . . . . . .149
Figure 79 - TMS Installation Property Number {Screen}. . . . . . . . . .149
Figure 81 - TMS Installation Final Instructions {Screen} . . . . . . . .150
Figure 82 - Contents Of TMS.PIF (TMS Windows PIF File) . . . . . . . . .181
                               Introduction


Welcome

Welcome to the Tenant Management System (TMS).  TMS was developed to automate the
process of tenant management of small to medium (10 to 1000 units) commercial apartment
complexes.


What Does TMS Do?

TMS replaces the familiar Tenant Card and Daily Journal pegboard system commonly used
in apartment complexes.  As a result of putting these two basic objects into the hands of the
computer, many of the other manual tasks, especially preparing reports, become the job of the
computer as well.


Why TMS?

TMS will provide a more efficient office operation. The net result of installing TMS will be
that the apartment management staff will spend less time managing the paper and more time
managing the apartment complex (dealing with tenants, handling maintenance issues, and
prospecting new tenants).  Additionally, TMS can save you money in the cost of forms alone. 
The typical "peg board" system forms are preprinted forms, TMS makes it's own forms using
plain paper.


How Does It Work?

TMS is a user friendly, menu driven system.  It is designed so that it will require a minimum
amount of training.  Those that are already familiar with the pegboard type of systems will be
able to use TMS with only minor orientation.  Those that have not been trained on the pegboard
style systems will learn to use TMS faster than they would have learned the pegboard system. 
TMS screens are designed to be simple and easy to use.  Instructions and "what to do next" are
present on every screen.


The Tenant Card

Like the pegboard systems, the heart of TMS is the tenant card.  TMS keeps a tenant card for
each future, current and previous tenant.  The tenant card contains general information about
the tenant.  The general information includes; account number, name, lease expiration date,
phone number, employer and emergency contacts.  Also included is the financial information
such as; monthly rent charges (rent, HUD, storage, taxes, carport, other), security deposit
(security, cleaning, keys, pet, other, amount received) and the tenant's current account balance. 
Last but not least, a full transaction log (beginning balance, each charge, payment, and rent
change).  The tenant card is viewable from TMS or it can be printed.  Please note:  In the
context of TMS, HUD specifically refers to HUD Section 8 walk-in tenants ONLY.


The Daily Journal

The daily journal records all charges and credits to the tenant cards (tenant accounts).  There
will be a daily journal for each day that financial activity occurs.  The daily journal and the
tenant card will both record each transaction.  Each daily journal is viewable from TMS or it
can be printed.  In addition, a deposit slip can be created by TMS from the daily journal.


Delinquency Balancing Report

The Delinquency Balancing Report tracks the total outstanding/unpaid balance of the property's
tenant accounts.  Each Delinquency Balancing Report begins with the delinquency balance
from the previous report, adds receipts and charges from each daily journal, and results in a
new/current delinquency.  You can use this report to easily track where your property stands
in it's collection of rent and other charges.


Invoices

Invoices can be generated for a specific tenant, for a group of tenants, or for all tenants at once. 
The invoices are often used to bill tenants for rent coming due (this is particularly useful when
the person responsible for the rent is not living in the unit), or they can be used as a reminder
of balances due.


Tenant Receipts

TMS is capable of printing tenant receipts for each transaction recorded.  Printing of a receipt
is the default when a charge, credit or payment is posted via the RENT function (see the RENT
section beginning on page 81).  To cancel the printing of the receipt, press ESC when you are
asked which printer to use.  Transactions posted via other means (such as HUD payments or
automated rent posting) and reprints of receipts can be done via the TENANT function (see the
TENANT section beginning on page 111).


Reports

TMS is capable of creating several reports.  TMS can scan the tenant cards and produce these
common reports in a fraction of the time that it would take to do manually.  In addition to
standard printers, reports can be sent to a file or can be viewed on the screen.  Most of the
information available on the reports can also be obtained using the search and sort features of
the tenant file maintenance function.


Screen Commonality

One of the key features to any system is usability.  If the system is not quickly useable, then
it is a failure.  TMS addresses that issue by using layered menus, consistent key usage, and an
action line.  These features greatly reduce the orientation time needed for the new user.


Menus

A menu is a choice of available options that a user can choose from.  Menus are used by TMS
when a user can choose an action/task to be performed, choose one of several entries in a file
(such as an entry in the daily journal or a transaction from a tenant card) and to choose one of
several possible input values (when entering data such as tenant status or other charges).  The
currently selected item on the menu is highlighted by reversing the colors used on the menu for
that one line.  For example, if the background of the menu is white and the text is black, the
current menu item would be shown as white on a black background.  To move to a different
menu item, use the up and down arrow keys (commonly referred to as UpArrow and
DownArrow throughout this document).  Each press of the key will move the highlighted bar
up or down one selection.  The END and HOME keys can be used to position the bar
immediately at the bottom (END) or top (HOME) of the menu.  For large menus, those that
have more entries than will fit on a single screen, you can also use the PageUp and PageDown
keys to move a full screens worth of entries at a time.  Up and down arrows are displayed
above the first and below the last entry on the menu screen if other selections are available that
are not on the screen.  When backing up (via ESC) to a previous menu, the same menu entry
will be highlighted.  Please note; the sample screens included in this documentation are
text samples, thus they do not show the highlighting/reverse image or shadowing effects
referred to in this documentation.


Consistent Key Usage

Every attempt is made by TMS to use action keys in a consistent manner.  Action keys are keys
such as ESC, F1 through F12, HOME, END, PageUp, PageDown, and the arrow keys.  Action
keys cause TMS to take immediate action, versus keys that are used to enter data (e.g. A-Z, 0-9,
etc.).  The ESC key is used to cancel the current operation.  In many cases that will result in
backing up one level (going back one screen).  The F2 key is used to print, when printing of
a screen element (Tenant Card, Daily Journal, etc.) is available (of course, you can always use
the PrintScreen key to allow DOS to copy your screen to the printer).  Active action keys and
their associated function are displayed on the action line.


Action Line

The action line resides on line 25 (bottom line) of each TMS screen.  The action line tells the
user which action keys are currently active and what action will be taken when they are used.


TMS Requirements

The requirements for TMS are minimal.  TMS was designed with the overall cost of ownership
in mind.  TMS was designed to be a cost effective alternative to the pegboard based paper
systems.  Dependencies on other software has been kept to a bare minimum.  No expensive
graphical user interfaces or data base packages are required.  Thus, you can easily get up and
running with TMS with a very small initial investment.


Hardware Requirements

TMS requires an IBM compatible PC to run on.  There is no restriction on which processor. 
TMS will run on an 8086 up through a Pentium, basically any Intel or compatible.  The PC
should have a minimum of 640k of memory.  Memory above 640k will not be used by TMS. 
While a hard disk/drive is not required by TMS, it is recommended for performance.  Larger
apartment complexes or those that want to retain a substantial amount of payment history may
need a hard disk/drive for that reason as well.  TMS was written for a color monitor, but will
operate with a non-color VGA (64 shades of gray) monitor.  Color is recommended.  TMS
supports the IBM ProPrinter, the EPSON FX-80, the HP LaserJet Series II, the Panasonic 1124
and the HP DeskJet 500/500C printers.  You may find that many other printers can be used
using one of these common printer settings (many printers have an emulation mode for one of
the above printers).  You may also add your own printer to TMS (or customize the printer
controls used by TMS).  In order to do this, you will need to review the printer manual that
came with your printer and construct the printer "escape codes" necessary to put the printer into
the right modes.  Use the Available Printers selection, part of the SETUP function, to define
or alter the printer escape codes used by TMS for printer control.


Software Requirements

TMS requires PC-DOS (IBM) or MS-DOS (Microsoft) version 3.30 or newer.  TMS is not a
Microsoft Windows program, but will run as a DOS application under Windows.  TMS is not
an OS/2 program, but will run as a DOS application in either full screen or window mode under
OS/2.  TMS has no other software requirements.  For performance, you may consider the use
of a disk cache program (as long as it guarantees that disk writes are immediately applied to
the hard disk).

WARNING:  DO NOT USE A RAM DRIVE for the TMS files.  While TMS will work
          with a RAM drive, you may lose data if your files are not copied to a hard
          disk before the computer is powered off.  Use of RAM drives should be
          limited to temporary files ONLY.


Disk Space Requirements

Disk space requirements are largely determined by the size of the complex (number of tenants)
and the period for which you retain historical data.  Here is a guide for helping to estimate your
disk space requirements:




Description
                              Space Required


Program Storage (TMS executables)
< 500k bytes


TMS fixed file requirements
< 16k bytes


Tenant storage
   512 bytes per tenant account


Transaction storage
   256 bytes per transaction




Backups

Taking regular backups of your work is very important in any system, TMS is no exception to
that.  ANYTHING can happen that could cause you to lose one or more of your files.  Hard
disks fail (either totally or take "hits" that can render one or more files unusable).

Beginning with Version 01.12 of TMS, TMS included it's own backup function.  The TMS
backup function is a simple backup implementation to copy your TMS data files to a floppy
drive.  The TMS backup function includes both a "nag" feature (to gently remind you when it's
time to do a backup) and an automatic feature (that will start the backup automatically for you).

The TMS backup feature DOES NOT REPLACE the need for you to perform regular backups
of your critical files.  The TMS backup feature ONLY backs up the critical TMS data files.  Be
sure you have a backup of the other TMS files (such as your program and license files), plus
any and all other important files (such as form letter models you use with TMS extracts).

In addition to the TMS backup feature for the TMS data files, DOS comes with three different
ways to do simple backups (COPY, XCOPY, and BACKUP/RESTORE).  There are many very
good backup programs on the market today.  Some use diskettes and others use tape (for large
amounts of data).  You may choose to use any of these utilities in addition to, or in place of the
TMS backup feature.

It is also highly advisable that you institute an off-site backup procedure on a weekly
(minimum) basis.  It does little good to take regular backups, if all of the backups are located
in the same room or building where your PC is and a local disaster strikes (such as a fire).  PC
hardware can be replaced and/or repaired.  Your data is much harder to recover, especially if
it contains several months, or even years of tenant history.

Set yourself a regular, preventive, backup schedule and stick to it.  Include at least a weekly
off-site copy.  Don't get caught without a backup.                                TMS License


LICENSE TO USE AGREEMENT

Lee A. Stoeckert grants to the Purchaser and Purchaser accepts a nontransferable and
nonexclusive license to use, on a single computer, Tenant Management System (TMS) and
accompanying materials provided to Purchaser by Lee A. Stoeckert.  Purchaser is hereby
licensed only to read the program from its medium into the memory of a single computer solely
for the purpose of executing the program.  Lee A. Stoeckert shall have the right to terminate
this license if purchaser violates any of its provisions.  Purchaser agrees that the TMS and
accompanying materials are the property of Lee A. Stoeckert and that Lee A. Stoeckert shall
maintain title to and ownership of TMS at all times.  Purchaser agrees to make no more than
one (1) working copy and one (1) backup copy of TMS for their personal use only.  Except as
indicated above, TMS may not, in whole or part, be copied, reproduced, translated, or
distributed to other parties.

TMS and accompanying materials are sold with an unconditional 30 day money back
guarantee.  If for any reason you are not completely satisfied with TMS return all materials to
your original place of purchase within 30 days of your purchase date for a full refund less a
$10.00 restocking fee.  Lee A. Stoeckert makes no warranties of any kind, expressed or
implied, with respect to the quality, performance, accuracy, or fitness of TMS for any particular
purpose.  Lee A. Stoeckert assumes no responsibility for any decisions made or actions taken
on the part of the Purchaser because of the use of the TMS.  In no event shall Lee A. Stoeckert,
or any of his representatives, be liable for any loss of profit or any other damages, including
but not limited to special, incidental, consequential or other damages, arising out of the use or
inability to use this product - even if Lee A. Stoeckert or an authorized agent of such has been
advised of the possibility of such damages - or for any claim by any other party.

                      Tenant Management System (TMS)
                 Copyright   1992-1994 - Lee A. Stoeckert
                            All Rights Reserved

Lee A. Stoeckert reserves the right to make changes, enhancements and improvements to TMS
at any time and without notice.                               TMS Main Menu


Main Menu

The TMS Main Menu is
the root or starting point
for all functions within the
Tenant Management
System.  The TMS Main
Menu can take on any one
of three forms.  The TMS
Main Menu is dynamically
built so as to only display
the functions that are
currently valid.  The most
common one (see Figure1, right) is when all
functions are enabled.  If
the current day's Daily
Journal has been closed, the functions that permit posting new transactions to the journal (such
as RENT and GROUP) are removed.

The third version of the
TMS Main Menu is seen
only when you are initially
setting up a new property. 
The "Initial Setup" version
(see Figure 2, right) of the
TMS Main Menu does not
permit posting any
transactions or viewing
any Daily Journals or
Delinquency Balancing
Reports (since they don't
yet exist).  The "Initial
Setup" TMS Main Menu does have one additional function, READY, which is used to take
TMS out of the "Initial Setup" mode and into the LIVE mode (see READY beginning on page
79).  As with all TMS screens, there are several common elements to make note of.


Posting Date

The posting date is displayed in the upper left hand corner of the screen.  This date is taken
from the PC's system clock or from the environment variable TMSDATE.  If the date is taken
from the environment variable TMSDATE, TMS will beep twice when it is first initialized to
alert the user that a system date override is in effect.  TMS will also check the posting date
against the last posting date used.  If the current posting date is prior to the last posting date,
an error message dialog box will be displayed.  The error message dialog box will permit you
to either accept the current posting date or to end TMS (to presumably correct the system clock
and/or the TMSDATE environment variable).


Manager Active

If the manager has signed into the system (see the MANAGER section beginning on page 57)
the top right hand corner will indicate "Manager Active".  While the manager is signed into 
TMS, several additional functions will be active.  These individual functions are discussed in
detail in their respective sections.


Initial Setup Mode Active

The presence of this indicator in the top left hand corner of the screen (where the posting date
would normally occur, indicates that TMS is currently in the "Initial Setup Mode".  While in
this mode, Tenant accounts can be easily changed, including the tenant balances and rent
amounts.  This mode is only available when a new TMS data base has been initialized.  Once
this mode has been turned off, via the READY function, it cannot be turned back on. 

Main Menu Choices

The TMS main menu has thirteen possible selections (not all will be available at all times). 
With the exception of EXIT (which ends TMS) each one has one or more additional menus
and/or data entry screens beneath it.  Each of the selections is discussed briefly in this section. 
Each selection has a corresponding section in this document that defines it in much greater
detail.  Use the UpArrow and DownArrow to move the highlighted selection bar to the desired
selection, OR key in the first letter of the desired selection and the highlighted selection bar
will be moved directly to the desired selection.  When the desired selection is highlighted, press
ENTER.


ABOUT - About TMS

This selection is used to learn more about TMS.  Specifically, this selection will display a
window that will show you what version of TMS you are running.  It will also show you the
license number, type of license, when it expires (if applicable), and who it belongs to.  See the
ABOUT section (beginning on page 17) for more information.


BACKUP - Backup The TMS Files

This selection is used to backup the TMS data files.  It will not backup your LICENSE.TMS
or TMS.EXE (or other non-TMS files in the TMS directory).  This selection, will also, upon
successful completion of the backup, permit you to do some file maintenance, such as purging
old Daily Journal files and compressing/re-organizing your PROPERTY.TMS file.  See the
BACKUP section (beginning on page 19) for more information.


DELINQ - Delinquency Balancing Reports

This section is used to display, print and close out Delinquency Balancing Reports.  Using this
selection, you can view and print the current Delinquency Balancing Report as well as previous
Delinquency Balancing Reports.  See the DELINQ section (beginning on page 23) for more
information.


EXTRACT - Create Extracts For Offline Processing

This section is used to create extracts from the TMS data base for input to other programs, such
as word processors.  By using this function, combined with a word processor, you can easily
generate letters and/or labels to/for all or selected tenants.  See the EXTRACT section
(beginning on page 29) for more information.


GROUP - Post HUD/GROUP Payments

This selection is used to update tenant accounts when a HUD/GROUP or other type of check
is received that applies to more than one tenant account.  Since this type of check typically
applies to more than one tenant, this selection allows you to select which tenant account(s) the
check applies to, and verify the amount.  If a HUD/GROUP check is received for a single
tenant account, it could be posted to that tenant's account as a normal payment.  However, since
HUD/GROUP checks are marked uniquely by this process (for later reporting) all
HUD/GROUP payments should be posted through this process.  See the GROUP section
(beginning on page 35) for more information.  The GROUP checks will typically apply to
apartments that are rented in mass by a corporate or other business (normally to house visiting
personnel).  Please note:  In the context of TMS, HUD specifically refers to HUD Section
8 walk-in tenants ONLY.


INVOICE - Create Tenant Invoices

This selection is used to select tenants and print invoices for them.  In some cases, you may
have agreements with tenants (particularly commercial ones) that require you to bill a tenant
for the rent due.  This feature will allow you to do just that.  Of course, you can also use this
feature to invoice tenants that have past due balances.


JOURNALS - View Daily Journals

This selection is used to view, print, and close the daily journals and to print deposit slips from
the daily journals.  Using this selection, you can view and print the current day's daily journal
as well as previous daily journals.  See the JOURNALS section (beginning on page 45) for
more information.


MANAGER - Manager Sign In

This selection processes the manager sign in.  Special functions are reserved for the manager. 
These functions are active only when the manager is signed in.  Once signed in, the manager
remains "active" for 10 minutes.  After that time, the manager is automatically signed out.  If
manager sign out is required before the 10 minutes has expired, it will be necessary to EXIT
TMS and then restart it.  Specific manager only functions are identified throughout their
respective sections.  See the MANAGER section (beginning on page 57) for more information.


NEW - Add New Tenant(s)

This selection is used to add new tenants to the TMS files.  TMS will choose a tenant account
number (which you can change) and then prompt you for key information about the tenant
(such as name, unit number, rent, etc.).  As much information about the tenant as known should
be entered at this time.  There is some information that cannot be changed once the tenant has
been added (such as tenant balance).  See the NEW section (beginning on page 61) for more
information.


PRINT - Print Reports

This selection is used to print reports based on information from the tenant cards.  These
include reports listing; which tenants are in which units, which tenants have open balances,
which tenants haven't paid rent this month, as well as several others.  See the PRINT section
(beginning on page 69) for more information.


READY - Set TMS to LIVE Mode

This selection is used to change the tell TMS that all of the initial tenant setup work has been
done and that you are now ready to "Go Live" with the system.  Changing to the live or normal
mode, enables additional functions.  However, it also disables your ability to make changes to
the Tenants' balance and to change the Tenants' rent, without it being posted as a change on the
tenant card.  See the READY section (beginning on page 79) for more information. 


RENT - Rent Charges/Payments

This selection is used to charge tenant accounts for Rent, Late Charges, Damages, etc., and to
post tenant accounts with payments.  See the RENT section (beginning on page 81) for more
information.


SETUP - Setup TMS

This selection is used to setup information about the rental property and how TMS is to
perform it's duties.  The property information includes the property name, address, phone
number, and manager name.  Control information is also defined here (next Daily Report
Number and next Tenant Receipt Number).  This function permits you to define a message that
will be printed on each Tenant Receipt, in fact, to customize the up to four lines of text on the
Tenant Receipt.  These lines could be used to remind or inform your tenants of upcoming
events (anything from parking lot repairs & pool closing to tenant gatherings/parties/meetings). 
Finally, the SETUP function is where you define how many and what types of printers you
have connected to your system.  See the SETUP section (beginning on page 93) for more
information.


TENANT - View/Update/Delete Tenant(s)

From this selection you can view and update tenant information.  This is your access to the
Tenant Cards.  Tenants are selected from a list that can be narrowed down by using the search
action and/or organized by using the sort action.  See the TENANT section (beginning on page
111) for more information.


EXIT - Exit Tenant Management System

This selection is pretty self explanatory.  By choosing it, you'll exit (end) the Tenant
Management System and return to DOS (or the DOS Shell/Menu that you used to start TMS).                             ABOUT - About TMS

The About TMS pop-up
screen (see Figure 3,
right) identifies the
version of TMS.  It also
displays the license
number, type of license,
when it expires (if
applicable), and who it
belongs to.                       BACKUP - Backup The TMS Files

TMS File Backup Overview

As mentioned earlier, backing up your TMS data files is a very important part of running this
system successfully.  Computers are suspectable to failures that can cause your data to be lost. 
Hard disks fail or get permanent errors on parts of them (usually the part with the most
important piece of data you have).  Power outages while using the computer can leave your
files in a corrupted state.  Human error can also cause problems that result in you needing to
restore your files from a backup copy.  Your TMS data files are inter-related to each other. 
Information about tenants is contained in multiple files, and these files must stay in sync with
each other.  You cannot just "do without" a particular file without running the risk of loosing
data or having to re-enter data that was lost.

The backup facility provided by TMS is a simple backup.  It will copy all of your TMS data
files (e.g. your PROPERTY.TMS, REPORTS.TMS, DJyymmdd.TMS and Tppptttt.TMS files). 
The backup DOES NOT copy any other files that might be present in your TMS directory (such
as TMS.EXE, LICENSE.TMS, or other files such as extracts, documentation, or word
processing documents).

The TMS backup facility will do the following:
1)   Use either the "A" drive or "B" drive for the backup target drive.
2)   Delete any files (with permission) on the target drive if it is not already empty.  TMS
     will delete all files and all subdirectories except for files marked as SYSTEM files.  If
     TMS finds a SYSTEM file in any directory except for the root directory, it will stop
     and ask for another diskette.
3)   TMS will copy all TMS data files to the target diskette, into a subdirectory off the root
     called "\TMSBACK".  DOS does not permit the root directory to hold an unlimited
     number of files, but does not have the same limitation on a subdirectory.
4)   TMS will place a DOS BAT file (named TMSLOAD.BAT) in the root directory of the
     diskette.  This BAT file can be used to restore the TMS data files to the ORIGINAL
     directory on the hard drive if needed.  TMS cannot be running when this restore takes
     place.
5)   Depending on the options specified in the Run-Time Options in SETUP (see Run-Time
     Options beginning on page 99 for more details), TMS will also:
     a)   Delete all Daily Journals that are more than three months old.
     b)   Re-organize / compress your PROPERTY.TMS file.  The PROPERTY.TMS
          file can become larger than necessary if you've recently deleted a large number
          of tenants.  A re-org of the PROPERTY.TMS file will also remove any records
          that are in error (this can happen if TMS is not exited normally).


TMS File Backups

The TMS File Backups
screen (see Figure 4,
right) is displayed while
TMS is backing up the
TMS data files.  This
screen shows the total
number of files and bytes
that TMS is going to
backup and the current
number of files and bytes
that have been backed-up. 
Below that is the name of
the current file being
backed up.  Finally, TMS
also displays a moving bar
gage so that you can monitor the overall progress of the TMS file backup process.


Offsite Storage

At least weekly, if not nightly, a backup copy of your TMS data files should be removed
offsite.  If a disaster were to strike, such as a fire, your back-ups are worthless if they are
destroyed as well.  Good data processing procedures include taking a copy of your critical files
offsite, at least weekly.  The best procedure would be to take a copy of your TMS files to a
bank safe deposit box.  However, at a minimum, you should take a copy home with you (unless
you live in the same building).

TMS File Restore

The TMS data files are placed on the diskette in their native state.  Thus, they are usable as they
are, without the need for any special restore utility.  As a convenience, TMS will place a DOS
BAT file on the diskette to aid you in restoring the files to their original subdirectory on the
hard drive.  However, you may use any facility that you wish that will move the files (e.g.
COPY, XCOPY, etc.).  Keep in mind that the TMS data files are a SET.  That is, they should
always be backed up and restored in whole, not individually.  This is especially important to
make note of if a single backup requires multiple diskettes.                  DELINQ - Delinquency Balancing Reports

Delinquency Balancing Reports / List

The Delinquency
Balancing Report screen
(see Figure 5, right)
provides a summary of the
most recent twelve
Delinquency Balancing
Reports.  The list is
provided "most recent
first".  







Column Headings

There are four columns of information displayed for each Delinquency Balancing Report:



Date
This column is the month and year that this
Delinquency Balancing Report is for.  It is possible to
have more than one report for the same month, but they
will cover different periods of the month.


Previous DRN/Delinq
This column contains information that has been carried
over from the previous Delinquency Balancing Report. 
Specifically, this column has the highest/last Daily
Report Number (taken from the Daily Journal) and the
delinquency amount (to date).


Last DRN/Delinq
This column contains the current/final information for
this Delinquency Balancing Report.  Specifically, this
column has the highest/last Daily Report number (taken
from the Daily Journal) and the delinquency amount (to
date).


Status
This column indicates the status of this Delinquency
Balancing Report.  There are two valid statuses:
Active         This indicates that the Delinquency
               Balancing Report has not been
               completed. The next Daily Journal to be
               closed will be added to this Delinquency
               Balancing Report.  There can only be
               one Active Delinquency Balancing
               Report.
Complete  This indicates that this Delinquency
          Balancing Report has been completed
          and balanced with the Tenant files.


Action Line

There are four actions available from this menu:



ESC-Abort
This action key will end this function and return you to the
TMS Main Menu.


F2-PrintReport
This action key will cause the currently
selected/highlighted Delinquency Balancing Report to be
printed.


F9-CloseReport
This action key will cause the currently
selected/highlighted Delinquency Balancing Report to be
balanced (i.e. compared with the actual tenant accounts)
and closed.  A new Delinquency Balancing Report will be
created (possibly replacing an existing one if there are
already twelve or more).


ENTER-View
This action key will cause the currently
selected/highlighted Delinquency Balancing Report to be
displayed in detail.




Delinquency Balancing Report / Individual View

The individual view of the
Delinquency Balancing
Report (see Figure 6,
right) contains twelve
fields, five of which are
scrollable .  Like the other
TMS scrollable screens,
use the UpArrow and
DownArrow and/or the
PageUp and PageDown to
scroll through the entries
in the list.



Fields

There are seven fields of information displayed for each Delinquency Balancing Report:



Month/Year
This is the month and year that this Delinquency Balancing
Report is for.  It is possible to have more than one form for
the same month, but they will cover different periods of the
month.


Status
There are two valid statuses for the Delinquency Balancing
Report:
Active         This indicates that the Delinquency
               Balancing Report has not been completed.
               The next Daily Journal to be closed will be
               added to this Delinquency Balancing
               Report.  There can only be one Active
               Delinquency Balancing Report.
Complete  This indicates that this Delinquency
          Balancing Report has been completed and
          balanced with the Tenant files.


Previous/Beginning Delinquency
This is the delinquency amount that has been carried over
from the previous Delinquency Balancing Report.


Thru DRN
This is the highest/last Daily Report Number (DRN) from
the previous Delinquency Balancing Report.
Note:     The Daily Report Number is reset to 1 at the start
          of each new month.


Totals
These are the totals of the columns F-D and columns 2+3
from the individual Daily Journals that were posted to this
Delinquency Balancing Report.


New/Current Delinquency
This is the delinquency amount as of the end of this
Delinquency Balancing Report.  This amount is derived by
taking the beginning delinquency adding the totals of
columns F-D and subtracting the totals of columns 2+3.

Columns

The Delinquency Balancing Report / Individual View contains a scrollable list of the
information from the Daily Journals that have been posted to it.  There is a maximum of 31
Daily Journals per Delinquency Balancing Report, nine of which are displayed on the screen
at one time.  There are five columns of data:



Seq
This is the sequence number of the entry within this
Delinquency Balancing Report.  This number can be from
1 to 32 and indicates the order that this entry was posted to
this Delinquency Balancing Report.


Day
This is the day of the month that this posting (Daily
Journal) represents.


DRN
This is the Daily Report Number for the Daily Journal that
this posting represents.  Please note that a Daily Journal
may contain multiple Daily Reports (a Daily Report
number is assigned to each PAGE of the Daily Journal).


Columns F-D
This is the total from the Daily Journal for columns F-D.


Columns 2+3
This is the total from the Daily Journal for columns 2+3.



Action Line

There are two actions available from this menu:




ESC-Abort
This action key will abort this screen and return you to the
Delinquency Balancing Reports / List screen.


ENTER-Back
This action key will end this screen and return you to the
Delinquency Balancing Reports / List screen.




Delinquency Balancing Report / Print

The Delinquency Balancing
Report / Print (see Figure 7,
right) is a printed version of
the individual view.  It lists
all of the Daily Report
Numbers (from the Daily
Journals) that were posted to
this report and their totals.                  EXTRACT - Create Extracts For Offline
                               Processing


What's An Extract?

Extracts are useful for creating mailings to your tenants.  Extracts can be used for mass
mailings (e.g. to every tenant) such as newsletters, special events, or maintenance notices.  Or
they can be used for selective mailings, such as lease expiration notices or pay-or-vacate
notices.  The extract function creates an ASCII (character) file of selected information from the
tenant files.  The extract files are in a form known as "Comma Separated Variables" or CSV
for short.  This format is common and easy to use by your word processing programs as input
to their merge or mail/merge functions.  When doing a mail/merge, you can use one or all of
the fields supplied in the extract file, thus the extracts can be used for multiple purposes.


Extract Selection Menu

The Extract Selection
Menu (see Figure 8, right)
gives you the choice of
four different extracts.  All
of the extracts except one
(All Tenants By Unit
Number) give you a
secondary selection screen
to choose which specific
tenants (meeting the
required criteria) you want
to include in the extract
file.  TMS will prompt
you for the file name (and
optional path) for the
extract (see Prompt For File Name beginning on page 137 for more details).  This will permit
you to run multiple extracts for multiple purposes while in TMS, without needing to exit to
your word processor between extracts.


Extract / All Tenants By Unit Number

This extract file is a complete list of all tenants, in unit number sequence.  This extract is ideal
for times when you want to create letters or mailing labels for every tenant in the complex.  As
with all extracts, the extract file is ASCII text, in comma separated variable format.  This
extract file contains three fields in each record.  They are; TenantFirstName, TenantLastName,
Unit.


Extract / Selected Tenants By Unit Number

This selection will display
a secondary screen (see
Figure 9, right) which will
contain a list of all tenants. 
Use the INSert and
DELete keys to mark the
tenants you want included
in the extract file.  The
CTRL key, when used in
conjunction with the
INSert or DELete key acts
as an ALL key.  Thus
CTRL-INS marks all of
the entries and CTRL-
DEL unmarks all entries. 
The extract file will contain the selected tenants, in unit number sequence.  This extract is ideal
for times when you want to create letters or mailing labels for selected tenants in the complex. 
As with all extracts, the extract file is ASCII text, in comma separated variable format.  This
extract file contains three fields in each record.  They are; TenantFirstName, TenantLastName,
Unit.


Extract / Selected Tenants w/ Non-Zero Balances

This selection will display
a secondary screen (see
Figure 10, right) which
will contain a list of all
tenants that currently have
non-zero account balances. 
Use the INSert and
DELete keys to mark the
tenants you want included
in the extract file.  The
CTRL key, when used in
conjunction with the
INSert or DELete key,
acts as an ALL key.  Thus,
CTRL-INS marks all
entries in the list and
CTRL-DEL unmarks all entries in the list. This extract file is the selected list of tenants, in unit
number sequence, with non-zero balances.  This extract is ideal for times when you want to
create pay-or-vacate notifications..  As with all extracts, the extract file is ASCII text, in comma
separated variable format.  This extract file contains six fields in each record.  They are;
TenantFirstName, TenantLastName, Unit, BalanceDue, MonthlyRentalCharges,
DueNextMonth (DueNextMonth is the sum of BalanceDue plus MonthlyRentalCharges, if the
tenant actually has a positive balance, the DueNextMonth would be less than the
MonthlyRentalCharges).


Extract / Selected Tenants By Lease Expiration Date

This selection will display
a secondary screen (see
Figure 11, right) which
will list all of the tenants,
in lease expiration date
sequence.  Use the INSert
and DELete keys to mark
the tenants you want to
include in the extract file. 
You can use the CTRL
key in conjunction with
the INSert or DELete key
as an ALL key.  Thus,
CTRL-INS will mark all
entries in the list and
CTRL-DEL will unmark
all entries in the list.  This gives you the flexibility of deciding how far in advance you want
to mail lease expiration notices.  As with all extracts, the extract file is ASCII text, in comma
separated variable format.  This extract file contains four fields in each record.  They are;
TenantFirstName, TenantLastName, Unit, LeaseExpirationDate.                      GROUP - Post GROUP/HUD Payments

GROUP/HUD Payments Selection & Overview

Figure 12, right is the
secondary selection menu
for the Post GROUP/HUD
Payments function.  Use
this menu to select HUD
or Corporate/Group
payment posting.

Group (or Corporate)
payments and HUD
(Section 8 housing subsidy
payments from the US
Government) while very
different in purpose, are
very similar from a
payment posting
perspective.  In both cases, we are getting one check that is to be applied to the accounts of a
number of tenants/individual units.  You will notice that each will have some uniqueness to it,
but the approach is very much the same for both.  You will be given a list of tenant accounts
that could be recipients of the check that you will select from.  As you select each tenant, a
running total will be kept in the lower right hand corner of the screen.  You can use this to
insure that the tenants you are selecting do indeed add up to the amount of the check. 
Following your selection, you'll be asked for the check number that is being posted.  That's it! 
TMS will take care of the rest.  Each selected account will be credited for the appropriate
amount (their portion of the check).

When TMS applies the funds (either HUD or Corporate/Group) to each account, TMS will also
charge the account for the current months rent and other charges, if the account has not already
been charged this month.  However, this process will NOT charge any late fees to the account. 
If you want to charge late fees to these accounts (and they have not yet been charged rent this
month), first charge them for their rent (and late fees) using the RENT function, then use the
appropriate HUD or Corporate/Group posting to credit them for the actual payments. 
Alternatively, you can use the RENT function after doing the HUD or Corporate/Group posting
to individually charge the appropriate tenant accounts with late fees.


HUD Tenant Selection Menu

The HUD Tenant
Selection Menu (see
Figure 13, right) provides
you with a means for
selecting which tenant
accounts are to be credited
with a HUD (section 8)
payment.  The menu lists
only the tenants whose
tenant cards reflect a HUD
amount.  The tenant's unit,
last name and HUD
amount are displayed. 
Using the information
provided by HUD
(received with the check), mark the tenant accounts that are to be credited with a payment.  One
or all accounts can be marked.  Use the UpArrow and DownArrow to move the selection bar. 
Use the INSert key (either one) to mark a tenant account or the DELete key to unmark a
previously marked tenant account.  You may also use the CTRL key in conjunction with the
INSert or DELete key (hold down the CTRL key while pressing the INSert or DELete key). 
When used this way, CTRL-INS marks all of the entries in the list.  CTRL-DEL unmarks all
of the entries in the list.  Marked accounts have an arrow or "wedge" character preceding the
unit number.  The sum of the HUD amounts for each of the marked accounts is maintained in
the "HUD Check Total" box in the lower right hand corner of the screen.  Once you have
marked all of the accounts that the check applies to, press the ENTER key.


HUD Check Number

This pop-up box (right) is
the final step before the
check is posted to the
selected tenant accounts. 
Enter the HUD check
number or other
information as instructed
by your management (up
to 10 characters).  This
information will be
recorded by TMS along
with the payment.  After
entering the HUD check
number (and/or other
information) press F4 to
apply the payment to the marked tenant account(s).  If you need to go back and change the
tenants selected, press ESC to go back to the HUD tenant selection menu.


Corporate/Group Code

The Corporate/Group
Code pop-up (right) gives
you the opportunity to
select which tenant group
to view to select the
appropriate accounts to
receive credit for the
Corporate/Group payment. 
The asterisk (*) is a wild
card character.  Thus, a
response of "AA" would
return all tenants that have
a group code of "AA",
where a response of "A*"
would return all tenants
that had a group code of
"AB", "AC", "A1", "AX", etc, or a response of "*A" would return all tenants that have a group
code of "AA", "BA", "1A", etc.


Corporate/Group Tenant Selection Menu

The Corporate/Group
Tenant Selection Menu
(see Figure 16, right)
provides you with a means
for selecting which tenant
accounts are to be credited
with a Corporate/Group
payment.  The menu lists
only the tenants whose
tenant cards reflect a
Group Code that matches
the search argument that
you entered on the
previous screen (note "  "
and "**" will match all
group codes).  The tenant's unit, last name and total rent amount are displayed.  Using the
information provided by the Corporate/Group payee (received with the check), mark the tenant
accounts that are to be credited with a payment.  One or all accounts can be marked.  Use the
UpArrow and DownArrow to move the selection bar.  Use the INSert key (either one) to mark
a tenant account or the DELete key to unmark a previously marked tenant account.  You may
also use the CTRL key in conjunction with the INSert or DELete key to turn them into ALL
keys.  Thus, the CTRL-INS (when pressed together) marks all entries in the list.  Likewise, the
CTRL-DEL key sequence unmarks all entries in the list.  Marked accounts have an arrow or
"wedge" character preceding the unit number.  The sum of the Corporate/Group amounts for
each of the marked accounts is maintained in the "Check Total" box in the lower right hand
corner of the screen.  Once you have marked all of the accounts that the check applies to, press
the ENTER key.


Corporate/Group Check Number

This pop-up box (right) is
the final step before the
check is posted to the
selected tenant accounts. 
Enter the Corporate/Group
check number or other
information as instructed
by your management (up
to 10 characters).  This
information will be
recorded by TMS along
with the payment.  After
entering the check number
(and/or other information)
press F4 to apply the
payment to the marked tenant account(s).  If you need to go back and change the tenants
selected, press ESC to go back to the Corporate/Group tenant selection menu.                     INVOICE - Create Tenant Invoices


The INVOICE function is used to produce invoices for one or more tenants.  The invoices are
typically used for billing the tenant prior to their rent becoming due.  However, the invoices
can also be used to notify a tenant of a balance due.


Invoice Day Range Selection Menu

Figure 18 (right) is the
Invoice Day Range
selection menu.  You use
this menu as the first step
in selecting the tenants to
be invoiced.  On this menu,
you specify the starting
'Day Rent Due' day and the
ending 'Day Rent Due' day. 
The default is today's day
plus 10 days.  The
beginning day may be later
in the month than the
ending day.  In such a case,
the days would be wrapped
(i.e., if you specified a beginning day of the 20th and an ending day of the 10th, all tenants with
due days from the 20th thru the 31st and all tenants with due days from the 1st thru the 10th
would be selected).  You may also have the beginning day and the ending day the same, to
select only one day.

After you have filled in the days, press the F5 key to begin the data base search.


Invoice Tenant Selection Menu

Figure 19 (right) is a list of the
tenants that were selected,
based on the rent due day
range specified on the previous
screen.  The tenant's account
number, unit, last name,
current balance and total rent
amount are displayed.  One or
all accounts can be marked. 
Use the UpArrow and
DownArrow to move the
selection bar.  Use the INSert
key (either one) to mark a
tenant account or the DELete
key to unmark a previously
marked tenant account.  You may also use the CTRL key in conjunction with the INSert or
DELete key to turn them into ALL keys.  Thus, the CTRL-INS (when pressed together) marks
all entries in the list.  Likewise, the CTRL-DEL key sequence unmarks all entries in the list. 
Marked accounts have an arrow or "wedge" character preceding the unit number.  Once you
have marked all of the accounts that you want to generate invoices for, press the ENTER key.


Tenant Invoice

Figure 21 (right) is a sample of
a printed tenant invoice.  The
printed tenant invoice reflects
what the tenant should pay,
when making their next
payment.  This includes any
current balance, plus new
charges.  It also alerts the tenant
to any possible late charges (if
you use this option) and when
the late charges will be
assessed.                      JOURNALS - View Daily Journals


Daily Journal Selection Menu

The Daily Journal
selection menu (right) is a
list of the Daily Journal
files currently found on
the computer.  TMS will
only support a maximum
of 100 Daily Journal files
on this menu.  If more
than 100 are present you
will be given the option of
viewing only the Daily
Journals for the current
month or aborting this
request.  Regular use of
the BACKUP function's
"Delete Old Journals" option will prevent this from happening.  If you choose to abort this
request, you may want to exit TMS and remove (move to a floppy disk) some of the older
Daily Journal files.  The Daily Journal files are distinctively named.  The name begins with the
letters "DJ" and is followed by the date that the Daily Journal is for, in the form "yymmdd",
followed by ".TMS".

This selection menu contains several pieces of information about the Daily Journal files that
will aid you in your selection of which one(s) to view or print.

Column Headings

There are five columns of information displayed for each Daily Journal:



Date
This is the date that the Daily Journal file contains
transactions for.  There will only be one Daily Journal for
each date.  There may be gaps in the dates.  If there were
dates when no transactions (changes to tenant accounts)
were posted to a tenant account, then a Daily Journal was
not created.


First/Last Receipt
This column describes the receipt numbers of the first &
last receipt recorded in the Daily Journal.  This will enable
you to locate a particular Daily Journal if you are looking
for a specific tenant receipt number.


1st DRN
This column describes the first Daily Report Number
contained in this Daily Journal.  A Daily Report Number is
sequentially assigned to each page of each Daily Journal
during each month (the first Daily Journal page of each
month is Daily Report Number 1).  This column is helpful
in locating a particular Daily Report Number if a reprint is
necessary.


Entries
This column identifies the number of entries or "postings"
in this Daily Journal.  This column will give you
information about the relative size of the Daily Journal.


Status
This final column displays the active/closed status and the
print status of each Daily Journal.  The status consists of
two settings.  The first setting is an indication of the files
active/closed status.  An "Active" Daily Journal is on that
could still have transactions posted to it and one that has
not been posted to a Delinquency Balancing Report.  A
Daily Journal that is "Closed" is one that cannot have new
transactions added to it and one that has been posted to a
Delinquency Balancing Report.  The second setting can be
either "Printed" or "Not Printed".  This value is set to "Not
Printed" each time a transaction is posted to the Daily
Journal.  Thus, if you print the current Daily Journal (it will
get marked as "Printed") and then later post one or more
new transactions, the Daily Journal will be marked as "Not
Printed".  The combination of these two statuses makes it
simple to keep track of which Daily Journals have been
completed and printed.


Action Line

There are five actions available from this menu:



ESC-Abort
Abort this selection menu.  This will return you to the TMS
Main Menu.


F2-PrintJournal
Print the Daily Journal.  This action will print the Daily
Journal currently highlighted by the selection bar.


F3-PrintDeposit
Print the bank deposit.  This action will print a bank
deposit for the Daily Journal currently highlighted by the
selection bar.  The bank deposit will match the Daily
Journal line for line, thus there may be several blank lines
on each page of the bank deposit.


F9-CloseJournal
Close the currently highlighted Daily Journal.  This action
will post the totals from the highlighted Daily Journal file
to the current Delinquency Balancing Report.  The Daily
Journal files must be posted in the same order that they
were created.  The Daily Journal file with a daily report
number of 1 must be posted to a new Delinquency
Balancing Report.


ENTER-View
View the Daily Journal.  This action will select the
currently highlighted Daily Journal for viewing and move
you to the next level of detail.




Daily Journal View

This Daily Journal View
selection menu is a
summary of each of the
transactions posted to the
Daily Journal for the
selected date.  Key
information has been
selected from each entry
for display and more detail
is available.






Columns Headings

There are seven columns of information displayed for each Daily Journal entry:



Tenant's Last Name
This column is the last name of the tenant whose tenant
account was posted by this Daily Journal entry.


Unit
This column is the tenant's unit (apartment) number.


Account
This column is the account number that was posted by this
Daily Journal entry.


Total
This is the total charges to this account for this Daily
Journal entry.


Received
This is the total of all checks and cash that was received for
this Daily Journal entry.  This amount is applied as a credit
to the tenant's account and will appear on the tenant card as
well.


New Balance
This column contains the new tenant account balance.  This
amount is arrived at by taking the previous balance, adding
the total charges (see the total column above) and
subtracting the amount received (see the received column
above).


Receipt#
This column contains the tenant receipt number that was
assigned to this daily journal entry.  A tenant receipt
number is assigned to each daily journal entry.  Printing of
the receipt is optional.  No receipts are printed from a HUD
or automated rent posting.  In all cases, duplicate tenant
receipts can be printed (see the TENANT section,
beginning on page 111).



Action Line

There are two actions available from this selection menu:



ESC-Abort
This action will cancel this selection menu and return you
to the Daily Journals Selection Menu.


ENTER-ViewHighlighted
This action will display the detailed information about the
Daily Journal Entry that is currently highlighted by the
selection bar.

Daily Journal Entry Detail

This screen displays the
detailed information that
was captured in the Daily
Journal for this
transaction.









Fields

The Daily Journal entry detail screen has the following fields displayed on it:



Date
This is the posting date for this transaction.  Of course, it is
the same date as the Daily Journal.  It is redisplayed on this
screen so that you will have it, should you decide to do a
PrintScreen.


Receipt#
This is the tenant receipt number that was assigned to this
daily journal entry.


Tenant
This is the last name of the tenant whose account (tenant
card) was posted with this transaction.


Unit
This is the tenant unit (apartment) number that this
transaction was for.


Status
This is the tenant status (C-current, P-previous, F-future) at
the time this transaction was posted.


Rent Due
This is the amount of rent that was charged as part of this
transaction.  Rent Due and Prorated Rent (below) are
mutually exclusive.


Correction To Balance
This is an amount that was applied (+ or -) to the tenant's
balance (tenant card) to adjust for a previous entry.


Prorated Rent
This is the amount of rent that was charged for a partial
month.  Prorated Rent and Rent Due (above) are mutually
exclusive.


Security Deposit
This is the amount due towards the security deposit.  The
Tenant Card tracks both the total security deposit required
and the amount received.  If there is a shortage, a charge is
recorded against the tenant's account for that amount. 
Conversely, if the security deposit account is over funded
(e.g. a reduction in deposit requirements) this item will
reflect a credit to the tenant's account.


Other(1)/(2)/(3)
These three fields are used for "other" charges to the
tenant's account.  These charges include; late charge, non-
sufficient funds, damages, retain security deposit, subsidy
payback, and miscellaneous).


Total
This amount is the total of all of the above charges (and
possibly credits) to the tenant's account.


Previous Balance
This amount is the tenant's previous balance (e.g. any
previously unpaid charges or potentially credits).


Amount Due
This is the total amount due from the tenant.  This is the
sum of the total plus the previous balance.


Received/Cash
This field is the total amount of cash that was received
from the tenant as part of this transaction.


Received/Check
This field is the total amount received in the form of a
check as part of this transaction.  This amount could either
be a check or money order that was received directly from
the tenant, a direct-deposit credit, or a HUD payment (see
the Reference field, below, for more on this).


Reference
This field contains information about the type of check that
was received.  Possible values are:
*HUD Pymnt     HUD Payment
*Grp Pymnt          Corporate/Group Payment
*DirectDep          Direct Deposit credit
*Rent Post          This is actually a type of CHARGE,
                    not a credit/payment.  This is used
                    to identify transactions that were
                    applied as a result of the AutoPost
                    action
all other      Freeform text (up to 10 characters)
               such as a check or money order
               number


New Balance
This field contains the tenant's account balance, after this
transaction was posted to their tenant card.



Action Line

There is only one action available on the Daily Journal Entry Detail screen:



ESC-Abort
This action will cancel this screen and return you to the
Daily Journal View selection menu.



Daily Journal Print

The printed
daily journal
is an extra
wide form.  It
requires a full
192 print
positions. 
Because of its
size, TMS
prints it in
two parts. 
First, TMS
prints the left
side of the
report (see
Figure 24,
right) and
then TMS
prints the
right side (see
Figure 25 on
page 55). 
Once printed,
the left and
right sides can be aligned to form the completed report.
Daily Bank Deposit

TMS will create a bank deposit for each daily journal.  The
entries on the bank deposit line up, one for one, with the
entries on the daily journal.  This may result in several blank
lines on the bank deposit (because of HUD payments, Direct
Deposit, or activity that didn't result in a payment being
received).                         MANAGER - Manager Sign In
Manager Sign In

The manager sign in
screen is used by the
manager to identify
themselves to the Tenant
Management System. 
Once the manager has
been identified as the
person using the system,
TMS enables special
privileges.






These privileges include:
     -    The ability to change tenant's account number.
     -    The ability to change the amount of the tenant's security deposit received.
     -    The ability to change various Run-Time options.
     -    The ability to change the control numbers (such as the Daily Report Number).
     -    The ability to override out-of-balance and out-of-sequence conditions when
          closing the Daily Journal and the Delinquency Balancing Report.

The manager remains active for 10 minutes.  After that, the manager is signed off and standard
access is again in affect.


Fields

The manager sign in screen has three fields:



Current Password
The manager should enter their current password.  When
TMS is first installed, the manager's password is set to
MANAGER.  The manager should sign in and change the
password to a new password immediately.  If the manager
forgets his/her password, a TMS password override is
available.  The password is known by the home office (if
your company purchased licenses for multiple properties)
and by the TMS author.  The TMS password override is
unique to each property and changes daily.  Use of the
TMS password override forces an immediate change to a
new password.


Enter New Password
This field is used to enter a new password (to change from
the previous password).  Following this field is either the
phrase "(optional)" or "(required)".

The new password must be at least 6 characters long. 
It cannot be the same as the old password.  The first 4
characters of the password cannot be a replication of
each other (e.g. AAAA).  Choose your password with
care.  Choose a password that will not be easily guessed,
but one that will be easy for you to remember.

Password changes will be required approximately every
60 days that the system is used.  Passwords can be
changed at any time if desired.


Re-Enter New Password
Since passwords are not ever displayed, re-entry of your
new password is required to verify that it was typed
correctly.  If this field and the previous field do not match,
you are instructed to re-enter them both again.




Action Line

There are two active action keys for this screen:



ESC-Abort
This action will abort/cancel the manager sign in process
and return to the TMS Main Menu.


F4-SignIn
This action should be taken after all required fields have
been filled in.  This action will complete the sign in
process.

                          NEW - Add New Tenant(s)


New Tenant Account Number

Figure 28 (right) contains
a simple pop-up dialog
box for you to supply the
tenant account number
that you want to add to
TMS.  As an aid, TMS has
remembered the last tenant
account number you added
and has incremented it by
one (or as many as
necessary) to locate the
next available tenant
account number.  You
may either use the default
TMS supplied tenant
account number or supply your own.

After entering the new tenant account number (or choosing to use the TMS supplied default
tenant account number) there are two actions that can be taken.  You may press ESC to cancel
the add or press ENTER to continue with the add process.


New Tenant Information - Tenant Status

Figure 29 (right) is the
right is the new tenant
information screen with
the tenant status pop-up
list opened.  This is what
you will see after pressing
ENTER on the new tenant
account number screen. 
Use the UpArrow and
DownArrow to select the
proper tenant status then
press enter to record it. 
Optionally, you may press
ESC to abort this action
and return to the TMS
Main Menu.


New Tenant Information

Figure 30 (right) is the
new tenant information
screen, without the tenant
status pop-up list opened.



Fields

There are twenty-seven fields on this screen of tenant information.  Most of the fields are
optional and can be changed later if necessary.  The exceptions to this are noted in each field
description.



Account
This is the tenant's account number, the one you just
entered.  This account number cannot be changed here. 
After the new tenant is added to TMS, the account number
can ONLY be changed while the manager mode is in
affect.


Status
This is the tenant status.  This field was updated as a result
of the pop-up list and can be changed at any time.  Valid
statuses are; C-current, P-previous & F-future.


Lease Expiration
This is the lease expiration date for this tenant's lease.  The
format for this date is mm/dd/yyyy.  Note the use of a full
four digit year (1992 not just 92).  Date validity checks are
performed on this date.  The date entered must be a valid
date.


Name
This field is for the tenant's name.  Place the tenant's last
name (up to 20 characters) first then TAB or press ENTER
to move past the comma and enter the tenant's first name
(up to 10 characters).


Day Rent Due
This field contains the day of the month that this tenant's
rent is due.  This field is used for rent posting, calculating
late fees, and invoicing.


Home Phone
This field is for the tenant's phone number.  Since the
tenant is a resident of the apartment complex, it is assumed
that they are in the same area code as the property.  Thus,
the tenant's phone number is up to 8 characters long
(allowing room for the "-" between the 3 and 4 digits of the
phone number).


Outstanding Balance
In this field enter the tenant's current outstanding balance. 
The ONLY time you can directly change this field is
when TMS is in "Initial Setup Mode".  Normally, new
tenants would start with a zero balance.  However, if you
are starting from an existing pegboard system, you'll need
to enter the tenant's existing balance at this time.  After this
point, your only opportunities to affect the tenant's balance
will be via "correction to balance" under the RENT
function (see the RENT section beginning on page 81) or
by deleting and re-adding the tenant (which will delete all
of the tenant's payment history from their tenant card) and
sets the tenant's balance to zero.


Group Code
This two position field is optional and is intended to be
used to group tenant accounts together that are part of a
corporate or group payment plan.  However, it could be
used to group tenant accounts together for other purposes. 
It's only use in TMS is for tagging tenant accounts for later
retrieval by the SEARCH function.


Rent Charged Thru
This field contains the last month and year that this tenant
was charged rent for.  The ONLY time you can directly
change this field is when TMS is in "Initial Setup
Mode".  This field is mostly informational, but is helpful
when initially setting up TMS to indicate that the tenant
has already been charged rent for the current month (and is
thus reflected already in their beginning balance, if any).


Employer
This 30 character field is for you to record the name of the
tenant's employer.


Employer/Phone
This 20 character field is for you to record the phone
number of the tenant's employer OR the tenant's work
phone number.  In either case, the field is large enough to
include both an area code and an extension number, plus
formatting characters (e.g. "()- ").


Emergency
This 30 character field is for you to record an emergency
contact for the tenant.


Emergency/Phone
This 20 character field is for you to record the phone
number of the tenant's emergency contact.  The field is
large enough to include both an area code and an extension
number, plus formatting characters (e.g. "()- ").


Notes
This 50 character field is for you to record any notes you
see fit about this tenant.  This field can be changed at any
time.  You could use it for special notes like "Doberman in
apartment, beware!" or temporary notes such as "in
hospital until 6/29/92".  These notes print on the tenant
card and will appear on the tenant information screen.


Rent
This field is used to track the portion of the monthly rental
charges that the tenant pays.  In the case of a HUD (section
8) tenant, this amount is the difference between the market
rent and the HUD subsidy.


Taxes
This field is used to track the portion of the monthly
charges that are attributable to taxes.  These charges in
addition to the monthly rent, not a part of the rent.


HUD
This field is used to track the amount of the HUD (section
8) co-payment for this tenant.  The Rent field plus this field
should equal the monthly market rent value for the
apartment.


Carport
This is the first of three fields that can be used for any
monthly charges.  The text/contents of this field is set in
the Run-Time Options of the SETUP function.  The default
use of this field is to account for any carport/garage fees
that the tenant is charged monthly for.


Storage
This is the second of three fields that can be used for any
monthly charges.  The text/contents of this field is set in
the Run-Time Options of the SETUP function.  The default
use of this field is for any storage space that the tenant is
being charged for.


Other
This is the third of three fields that can be used for any
monthly charges.  The text/contents of this field is set in
the Run-Time Options of the SETUP function.  The default
use of this field is to record any other miscellaneous
monthly charges.


Monthly Charges/Total
This field is a TMS calculated total monthly charges based
on the amounts that you entered for the above monthly
charges fields.  This total is not directly changeable.


Security
Use this field to record the amount of security deposit
required from this tenant.


Cleaning
Use this field to record the amount of cleaning deposit (if
applicable) required from this tenant.


Pet
Use this field to record the amount of pet deposit (if
applicable) required from this tenant.


Key
Use this field to record the amount of key deposit (if
applicable) required from this tenant.


Other
Use this field to record the amount of any other deposits
that were required from this tenant.


Received
Use this field to record the amount of deposits that have
already been received from this tenant.  This will be
especially useful when converting existing pegboard
systems to TMS.  After the tenant has been added, this field
can ONLY be changed when the manager sign in is active.


Deposits/Total
This field is a TMS calculated total deposits required based
on the amounts that you entered for the above deposit
fields.  This total is not directly changeable.



Action Line

There are three possible actions available from this screen:



ESC-Abort
This action will cancel the current function and return you
to the TMS Main Menu.


F4-Add
This action will take the information that you have entered
and will create the new tenant's tenant card.


F9-Addr
This action will produce the Billing Address screen.  This
screen will permit you to supply a billing address for this
tenant, should the tenant's billing address be other than the
unit being rented.



New Tenant Billing Address

Figure 31 (right), is the
new tenant information
screen, without the tenant
billing address pop-up
screen  opened.



Fields

There are five fields on
this screen of tenant
billing address.  TMS
supplies a default value for
the first line of the billing
address (the Tenant's first and last names).  This line can be changed as needed, and up to four
additional lines can be used to supply a billing address for the tenant.Action Line

There are two possible actions available from this screen:



ESC-Abort
This action will cancel the current function and return you
to the New Tenant Information Screen.


F4-Add
This action will update the tenant's billing address and
return you to the New Tenant Information Screen.

                           PRINT - Print Reports

Report Selection Menu

The report selection menu
(see Figure 32, right) is
used to select one of
several reports.  Use the
highlighted selection bar
to pick the report you
want, then press ENTER
to create the report.  Use
the ESC key to abort this
process and return to the
main menu.


Reports

There are ten different reports that can be generated from this selection menu.


Tenant List / By Unit Number

This report is a
list of all
current tenants,
in unit number
order.  The
report includes
the tenant's
unit number,
account
number, full
name, monthly
rent, other
monthly
charges, total
monthly charges, and their lease expiration date.

If a hardcopy report is not needed, this information is also available via the TENANT function
(see the TENANT section beginning on page 111).  From the tenant list, use the sort action key
to re-order the tenant list into unit number order.  You'll then have access to all of the details
for each tenant as well.


Tenant List / By Last Name

This report is a list of all
current tenants, in order by
their last names.  The
report includes the tenant's
full name, account
number, and unit.

If a hardcopy report is not
needed, this information is
also available via the
TENANT function (see
the TENANT section
beginning on page 111). 
From the tenant list, use the sort action key to re-order the tenant list into name order.  You'll
then have access to all of the details for each tenant as well.


Tenant List / By Account Number

This report is a
list of all
current tenants,
in order by
their account
number.  The
report includes
the tenant's
account
number, full
name, unit,
monthly rent,
other monthly
charges, total
monthly
charges, and their lease expiration date.

If a hardcopy report is not needed, this information is also available via the TENANT function
(see the TENANT section beginning on page 111).  The tenant list default order is by account
number.  You'll then have access to all of the details for each tenant as well.


Tenant List / By Lease Expiration Date

This report is a list of all
current tenants, in order by
their lease expiration dates
(closest expiration date
first).  The report includes
the tenant's lease
expiration date, unit,
account and full name.

If a hardcopy report is not
needed, this information is
also available via the
TENANT function (see
the TENANT section beginning on page 111).  From the tenant list, use the sort action key to
re-order the tenant list into lease expiration date order.  You'll then have access to all of the
details for each tenant as well.


Tenant List / Tenants With Non-Zero Balances

This report is a list of all
tenants (previous and
current) that have non-zero
(either positive/credit or
minus/debit balances). 
The report includes the
tenant's account number,
full name, unit, balance,
and phone number.

If a hardcopy report is not needed, this information is also available via the TENANT function
(see the TENANT section beginning on page 111).  From the tenant list, use the search action
key to specify the search criteria (tenants with non-zero balances "Y" and which tenants "3"). 
When the search is completed, you may use the sort action key to arrange the list in any of the
available orders.  From this list, you'll then have access to all of the details for each tenant.


Tenant List / Current Tenants Who Haven't Been Charged Rent This
Month

This report is a list of all
current tenants that have
not yet been charged rent
this month.  Rent is posted
to a tenant account either;
manually (via the RENT
function), when a payment
is received (via the RENT or HUD functions), or by the AutoPost action key.  This report
contains the tenant's account number, full name, unit and the date (month and year) that they
were last charged rent for.

If a hardcopy report is not needed, this information is also available via the TENANT function
(see the TENANT section beginning on page 111).  From the tenant list, use the search action
key to specify the search criteria (tenants who have not been charged rent "Y" and which
tenants "1").  When the search is completed, you may use the sort action key to arrange the list
in any of the available orders.  From this list, you'll then have access to all of the details for
each tenant.


Tenant List / All Previous Tenants

This report is a list of all
previous tenants.  This
report contains the tenant's
account number, full
name, and unit (that they
occupied last).

If a hardcopy report is not needed, this information is also available via the TENANT function
(see the TENANT section beginning on page 111).  From the tenant list, use the search action
key to specify the search criteria (which tenants "2").  When the search is completed, you may
use the sort action key to arrange the list in any of the available orders.  From this list, you'll
have access to all of the details for each tenant.


Tenant List / Security Deposit Required vs Received

This report is a list of all
current tenants and what
their security deposit
status is.  The report
includes the tenant's unit,
full name, the total
security deposit amount
due, the amount that has
been received, and any
balance due.






Tenant List / Current Tenants Who Haven't Made A Payment This
Month

This report contains a list
of all current tenants that
have not made a payment
this month.  The report
includes the tenant's unit,
full name, date of last
payment, and current
balance due.


Tenant List / By Unit Number w/ Balances

This report
contains a list
of all tenants,
in unit
number order,
and what their
current
balance is (if
any).









Tenant List / By Day Rent Due

This report contains a list
of all tenants, in order by
the day of the month that
their rent is due.                       READY - Set TMS To LIVE Mode

Ready

READY is a very special, ONE TIME function.  It is used to signal TMS that you have
finished setting up your TMS files (mainly your tenants and their account balances) and that
you are now ready to "open TMS for business".  Prior to running READY, you are locked out
of TMS functions that post activity to tenant accounts.  These functions are RENT and HUD. 
In addition, since no account posting is being done, there are no Daily Journals or Delinquency
Balancing Reports, so the JOURNAL and DELINQ functions are also not available.

Prior to running READY, TMS is in "Initial Setup Mode".  While in this mode, you have a
some abilities that you won't have once TMS enters "live" mode.  Mainly, you can directly
change the balance of any tenant's account, just by changing the amount on their Tenant Card
(which you can't do after TMS enters production mode).  Also, you can change the rent amount
on the Tenant Card without creating a log entry on the Tenant Card indicating the rent was
changed.  The purpose of this mode is to make it easy to setup all of your tenants before going
"Live" with TMS.

The READY function will scan all of the Tenant accounts and initialize the first Delinquency
Balancing Report (with the current delinquency amount).  It will also mark the system as being
"live" which will enable the above mentioned functions.  Once you've executed the READY
function, it will disappear from the TMS Main Menu.  READY is IRREVERSIBLE.  Once
you've run it, putting TMS into "production" mode, there is no going back without starting over
from a new install.                       RENT - Rent Charges/Payments

Rent - Search Value(s)

When you begin the
RENT function, the first
thing you do is to search
for the tenant(s) whose
account(s) you want to
charge/credit.  This is the
same search screen that is
available from the search
action key in the
TENANT function (see
the TENANT section
beginning on page 111 for
more information).


Fields

There are seven fields on the search screen.  The fields are treated as "AND" fields.  In other
words, your response to each question is used to look at each tenant card to decide if it should
be selected.  The first three fields (unit, name and account number) may also be partially filled
in to provide for wildcard searches (see the description of each of the fields for more details on
how this works).



Unit
This is the unit number for the tenant.  If you are looking
for a specific unit number, filling in the six position value
will result in an immediate search for that tenant card.  If
you want to search for all tenants on the first floor, you
could put in a "1" and leave the rest of the field blank.


Tenant Name
This is the last name of the tenant.  The value you fill in is
compared to the last names of the tenant on all of the tenant
cards, for the number of characters you entered.  If you
entered a name such as "SMITH", names such as Smith,
Smithson, Smithy, etc. would be matched.


Account Number
This is the tenant's account number.  If you fill in all of the
digits TMS will immediately search that specific tenant
number.  If you fill in only some of the digits, all tenants
that match (e.g. 617223.) would be selected.


Select Tenants With An Account
Balance
Answering "Y" to this question limits the search to ONLY
tenants with an account balance (positive or negative).  A
"N" answer (which is the default) selects all tenants
regardless of their account balance.


Select Tenants Who Haven't
Been Charged Rent
Answering "Y" to this question limits the search to ONLY
tenants who have not yet been charged rent for the current
month.  Rent is charged to a tenant account via the RENT
function, the HUD function, or the AutoPost action key (a
part of the TENANT function).  A "N" answer (which is
the default) selects all tenants regardless of if their account
has been posted with a rent charge this month or not.


Which Tenants
The default, "1" selects only CURRENT tenants.  A "2"
will select only PREVIOUS tenants.  A "3" will select both
CURRENT & PREVIOUS tenants.


Which Group Code
The default, "  " selects ALL groups and tenants without a
group code on their tenant card (as does the wild card
"**").  You can use the group code to limit the tenants
selected as part of this search.


Action Keys

There are two action keys active on this screen:



ESC-Abort
This action will cancel the current function and return you
to the TMS Main Menu.


F5-BeginSearch
This action will begin to search the tenant cards for tenants
that match the combined search criteria that you selected.



Tenant Selection Menu

The tenant selection menu
(see Figure 45, right) is
the result of doing a search
of all of the tenant cards. 
Only the tenant cards that
matched your search
criteria are in this list.  Use
the highlighted selection
bar to select the tenant
account that you want to
work with.  Use the
UpArrow and DownArrow
keys to move the selection
bar.  If there were more
tenants selected than will
fit on a single screen, UpArrows and DownArrows will appear in the window boarder.  You
can use the PageUp and PageDown keys to move up and down a full list of tenants at a time. 
The END key will take you to the bottom of the list and the HOME key will take you to the top
of the list.  This screen is bypassed by TMS if the result of the search was a single tenant.  If
only one tenant was selected, TMS will display the Rent/Charges/Payments screen for that
tenant.


Fields

There are eight fields displayed for each tenant to aid you in your selection:



Account
This column contains the tenant's account number.


S
This column contains the tenant's current status.  A "C"
means the tenant is a current tenant, a "F" means the tenant
is a future tenant, and a "P" indicates that the tenant is a
previous tenant.


Tenant's Last Name
This column contains the tenant's last name.


Unit
This column contains the tenant's unit number.


Lease Expt
This column contains the tenant's lease expiration date.


DD
This column contains the tenant's day rent due (i.e. the day
of the month that the rent is due from this tenant)


Balance
This column contains the tenant's current balance due.  A
negative amount in this column indicates that the tenant
has a credit balance.


Last Rent
This column contains the month and year that the tenant
was last charged rent for.



Action Line

The action line contains three active keys:



ESC-Abort
This action will cancel the current function and return you
to the TMS Main Menu.


F6-Sort
This action will give you the option to sort the tenant list
into a different order.  Besides the default account number
order, you can sort by tenant's last name, tenant's unit
number, or lease expiration date.


F9-AutoPost
This action will automatically post rent to each of the
tenants' account in the current list, IF THEY HAVE NOT
YET BEEN CHARGED RENT THIS MONTH.


ENTER-ViewHighlighted
This action will bring up a new receipt slip for the tenant
currently selected by the highlighted selection bar.



Sort Tenant List

The pop-up sort box is
added to the Tenant
Selection Menu as a result
of pushing the F6 action
key.  This pop-up permits
you to select which of the
five tenant fields will be
used to order the tenant
list currently being
viewed.  Select (using the
highlighted selection bar)
the one that you want, then
press ENTER.  If you
instead choose the ESC
action key, you'll be
returned to the previous menu.Rent Charges/Payments

Figure 47, right, is the
Rent Charges/Payments
screen.  It is the principle
way that you update the
tenants' account balances. 
TMS will calculate (to the
best of its ability) what the
tenant should be charged. 
If this is the first charge
for the month, TMS will
calculate and include the
rent.  If the rent has
already been charged to
this account for the month,
TMS will not charge the
tenant rent again.  Any
previous balance, or shortage in collected security deposits, will also be reflected on this screen. 
If the tenant is not on the HUD (section 8) co-payment plan, then the line showing the amount
of the co-payment would not be displayed.


Fields

There are many fields on this screen, fourteen of which can be directly manipulated by the user:



Date
This is the date of the transaction or "posting" date.  TMS
fills in this date from either the system clock or the
TMSDATE environmental variable (if present).


Receipt#
This is the receipt number assigned to this transaction. 
TMS assigns this number sequentially.  The next receipt
number can be changed by the manager via the SETUP
function (see the SETUP section beginning on page 93). 
After the receipt number reaches 99999, it is reset to
00001.


Tenant
This is the full name (last name, first name) of the tenant
whose account is about to be posted.  TMS supplies this
based on the tenant account that was selected from the
previous screen.


Day Rent Due
This is the day of the month that rent is due from this
tenant.  If the day is beyond the number of days in the
current month (i.e. day 31 of February), TMS treats the day
rent due as the last day of the current month.


Unit
This is the tenant unit (apartment) number that this
transaction is for.


Status
This is the tenant status:
C    Current
P    Previous
F    Future


Rent Due
This is the amount of rent that TMS has calculated is due
from this tenant.  The user cannot directly change this
amount.  If only a partial amount should be charged, update
the Prorated Rent filed (below) and TMS will zero out this
amount.


Correction To Balance
This is an amount that will be applied (+ or -) to the
tenant's balance (tenant card) to adjust for a previous entry.


Prorated Rent
This is the amount of rent that is to be charged for a partial
month.  If you place an amount in this field, TMS will zero
the Rent field.  If you zero the Prorated Rent field, TMS
will restore the previous amount (if any) in the Rent field.


Security Deposit
This is the amount due towards the security deposit.  The
Tenant Card tracks both the total security deposit required
and the amount received.  If there is a shortage, a charge is
recorded against the tenant's account for that amount. 
Conversely, if the security deposit account is over funded
(e.g. a reduction in deposit requirements) this item will
reflect a credit to the tenant's account.


Other(1)/(2)/(3)
These three fields are used for "other" charges to the
tenant's account.  These charges include; late charge, non-
sufficient funds, damages, retain security deposit, subsidy
payback, and miscellaneous).  If the tenant card includes
monthly charges that fall into the "other" categories, TMS
will fill them in (if due) for you.  If TMS fills them in, you
will not be able to change them.  You will be able to add
additional charges as need.  A maximum of three "other"
charges per transaction is supported.  If you need more than
three, you'll have to include them as multiple transactions.


Total
This amount is the total of all of the above charges (and
possibly credits) to the tenant's account.


Previous Balance
This amount is the tenant's previous balance (e.g. any
previously unpaid charges or potentially credits).


Amount Due
This is the total amount due from the tenant.  This is the
sum of the total plus the previous balance.  Don't forget to
note if the tenant is due a HUD (section 8) co-payment (if
he/she is it will be noted at the bottom of the window).


Received/Cash
This field is the total amount of cash that was received
from the tenant as part of this transaction.


Received/Check
This field is the total amount received in the form of a
check as part of this transaction.  This amount could either
be a check or money order that was received directly from
the tenant, a direct-deposit credit, or a HUD payment (see
the Reference field, below, for more on this).


Direct Deposit
This field is used to indicate if this payment was made by
direct deposit.  A direct deposit payment is one that is
made straight from the tenant's bank account to the
property's bank account.  You must record the payment, but
you will not be handling any check or cash.  Since this is
more of the exception than the rule for payments, this field
is not part of the "normal" flow of fields on the screen.  To
position the cursor in this field so that you can change it to
a "Y", use the LeftTab (Shift-TAB) key from the Reference
field.


Reference
This field contains information about the type of check that
was received.  You will only be able to update this field if
there is an amount placed in the Received/Check field. 
You can enter anything in this field that you want EXCEPT
anything that starts with "*".  It is suggested that you use
this field to record the check or money order number.  If
the Direct Deposit field is a "Y", this field will be filled in
for you and you will not be able to change it (unless you
change Direct Deposit back to "N").


New Balance
This field contains the tenant's account balance, after this
transaction is posted to their tenant card.

Other Charges

The Other Charges pop-up
window (see Figure 48,
right) lets you enter up to
three extra charges to a
tenant's account.  If more
than three are needed, you
will have to create two
receipts (sets of charges). 
If you change your mind,
simple chose the first item
in the list "None" and that
will erase the entry.  TMS
will automatically add
Other Charges for Taxes
and Miscellaneous if they
appear on the Tenant Card as part of the tenant's monthly rent charges.  Depending on how the
late fee options are set (as part of the SETUP function), TMS may also add Late Fees to this
account (if they are applicable).  If TMS adds these items as Other Charges, you will not be
able to alter them or remove them from the Tenant's Receipt.  If it is necessary to remove them,
you will need to abort this transaction, go to the Tenant Card and remove the Other Charges
from their monthly charges.


Tenant Receipt

The tenant receipt is designed to
take up half a sheet of standard
(8-1/2" by 11") paper (e.g. two
receipts per page).  The receipt
contains all of the charges and
credits to the tenant's account.  It
also contains a message line
(taken from the Property Setup,
see the SETUP section beginning
on page 93).  Duplicate receipts
are printable via the TENANT
function (see the TENANT
section beginning on page 111).                             SETUP - Setup TMS

Select Setup

The SETUP function is
used to define information
that is unique to this
property and TMS
installation.  For ease of
use, SETUP is broken up
into six areas or types of
information.  Some of the
information is only
changeable when the
MANAGER security level
is active.  In all cases, all
of the information is
viewable.  Figure 50,
right, is the first screen of
the SETUP function, from it you choose which type of information you want to view or update.Property Information

Figure 51, right, is the
Property Setup screen. 
This screen contains
general information about
the property being
managed (manager's
name, property name,
address, etc.).  There is
also a place to put a short
message to your tenants. 
This message will be
printed on all of the
receipts (originals only).


Fields

There are nine different fields on this screen.  All of them are printed on one or more reports
(including the tenant's receipt, bank deposit, and daily journal) produced by TMS.




Property Number
This is the three digit property number.  This property
number is key to the TMS system and can only be set when
TMS is installed.


Property Manager
This is the name of the manager of the property.  This
name can be up to 30 characters long.  This name is printed
on the tenant's receipt.


Property Name
This is the name of the property itself.  This name can be
up to 30 characters long.  This name appears on several
reports including the bank deposit and daily journal.


Property Address
This is the street address of the property.  This address can
be up to 30 characters long.


City
This is the name of the city where the property is located. 
The city name can be up to 15 characters long.


State
This is the state where the property is located.  The state
name should be the standardized two position abbreviation
popularized by the US Postal Service.


ZIP
This is the 9 digit (Zip +4) postal zip code for the property.


Telephone Number
This field is for the telephone number of the property.  This
field is 14 characters long, long enough for the area code,
phone number and formatting characters (e.g. "()_ ").


Property Message
This 50 character field is available to place messages,
greetings, announcements, etc. to your tenants in.  This
message will be printed on each receipt.  Thus, this could
make a convenient way of alerting your tenants to
upcoming events or changes, or even wishing them a
Merry Christmas.  TMS will "center" the text that you enter
for this field and re-display it that way on this screen.


Action Line

There are two possible actions available from this screen:



ESC-Abort
This action will cancel the current function and return you
to the Select SETUP menu.


F4-Update
This action will take the information that you have entered
and will update the property information.




Tenant Receipt Information

Figure 52, right, is the
Tenant Receipt
Information screen.  This
screen contains
information about the
management company that
runs this property.  This
information can only be
changed when the
MANAGER security level
is active. This message
will be printed on all of
the receipts.


Fields

There are three different fields on this screen.  All of them are printed on the tenant's receipt 
produced by TMS.




Receipt Company
Name/Address
These two lines are used to fill in the company name and
address as you want them to appear on the Tenant Receipt. 
TMS will "center" the text that you enter into these two
fields and re-display it that way on this screen.


Receipt Slogan/Motto
This line will also be printed on the Tenant Receipt and is
intended to be used as a company slogan or motto.  It could
be used for any other information that you want to place on
the Tenant Receipt as well.  TMS will "center" the text that
you enter into this field and re-display it that way on this
screen.

Action Line

There are two possible actions available from this screen:



ESC-Abort
This action will cancel the current function and return you
to the Select SETUP menu.


F4-Update
This action will take the information that you have entered
and will update the tenant receipt information.  This action
is only available if the MANAGER security level is
currently in affect.




Control Numbers

Figure 53, right, is the
Control Numbers screen. 
This screen contains the
current values for the two
"control" numbers used by
TMS (the next receipt
number and the next Daily
Report number).  This
information can only be
changed when the
MANAGER security level
is active.


Fields

There are two different fields on this screen.  These control fields are sequence numbers that
are assigned to documents created by TMS.




Next Receipt #
This 5 digit number is the next tenant's receipt number to
be assigned.  After TMS is initially setup, only the manager
may update this field.  The receipt numbers are assigned
sequentially by TMS to each transaction recorded in the
daily journal.  After receipt number 99999, TMS resets the
receipt number to 00001 (not 00000).


Next Daily Report #
This 3 digit daily report number is the next daily report
number to be assigned.  A daily report number is assigned
to each daily journal page.  The daily report number is reset
to 01 at the start of each month.  After TMS is initially
setup, only the manager may update this field.  Be very
careful about changing this value.  This is a control field
that is used to sequence check the Daily Journals as they
are posted to the Delinquency Balancing Report.  If the
Daily Report Numbers are out of sequence or have a
gap, you will have to force the posting and balancing of
the Delinquency Balancing Report.


Action Line

There are two possible actions available from this screen:



ESC-Abort
This action will cancel the current function and return you
to the Select SETUP menu.


F4-Update
This action will take the information that you have entered
and will update the control numbers.  This action is only
available if the MANAGER security level is currently in
affect.




Run-Time Options

Figure 54, right, is the
Run-Time Options screen. 
This screen contains the
current values for the eight
run time values used by
TMS.  Run-Time
Options/Values are
settings that will affect the
way TMS runs.  These
values could be changed
while TMS is running to
affect the operation of
TMS for a short time. 
This information can only
be changed when the
MANAGER security level is active.


Fields

There are ten different fields on this screen.  These fields set run time options for TMS.




Daily Journal Print / Column
3/4 Usage
This run-time option defines the usage of the column on
the Daily Journal that sits between the Rent and Other
Payments and the Reference columns.  This run-time
option has four choices:
Not Used       The column will not contain any
               data.
Subsidy Payback     The column will contain amounts
                    that were posted as subsidy
                    payback.  These amounts WILL
                    NOT be included in the amounts in
                    column 2.
Miscellaneous  The column will contain amounts
               that were posted as miscellaneous
               charges.  These amounts will be
               included in the amounts in column
               2 and are listed here as a MEMO
               only.
Taxes               The column will contain amounts
                    that were posted as taxes.  These
                    amounts will be included in the
                    amounts in column 2 and are listed
                    here as MEMO only.


Automatic Close (DJ/DR)
This run-time option sets whether TMS will automatically
close the Daily Journals (posting them to the Delinquency
Balancing Report) when TMS detects a new business day. 
This also controls whether TMS will automatically close
the current Delinquency Balancing Report when TMS
detects the start of a new month.  This run-time option has
three choices:
Yes       TMS is to automatically close the Daily
          Journals and Delinquency Balancing
          Reports.
No        TMS is NOT to automatically close the
          Daily Journals and Delinquency Balancing
          Reports.
Don't Use TMS is not to use the Delinquency
          Balancing Report.


Maximum Days Before Back-Up
Warning
This run-time option sets the number of days that TMS will
wait between backups, before it starts to warn the user that
it is time for a backup.  The value of this field must be
between 01 and 30.


Persistence Level
The persistence level tells TMS how persistent it should be
when it comes to warning the TMS user that it's time for a
backup to be taken.
0    No Warnings 
     This setting essentially disables the warnings
     feature of TMS.  Regardless of the number of days
     set or the number of days since the last backup, no
     warning messages or other actions will be taken by
     TMS.
1    At Startup Only
     If the number of days since the last backup is
     greater than or equal to the "Maximum Days" field
     (above), a warning message is issued by TMS each
     time TMS is started, until a backup is completed.
2    Every 20 Functions
     If the number of days since the last backup is
     greater than or equal to the "Maximum Days" field
     (above), a warning message is issued by TMS at
     startup and every 20th time the Main Menu is
     displayed, until a backup is completed.
3    Every Function
     If the number of days since the last backup is
     greater than or equal to the "Maximum Days" field
     (above), a warning message is issued by TMS at
     startup and every time the Main Menu is displayed,
     until a backup is completed.
4    Forced At Startup
     If the number of days since the last backup is
     greater than or equal to the "Maximum Days" field
     (above), TMS will start the backup function at
     startup.


Purge Old Daily Journal Files
After Backup
This option controls whether or not old (more than two
months old) Daily Journal files will be deleted from the
TMS directory AFTER they have been successfully backed
up.
Y    Yes
     Old Daily Journal files will AUTOMATICALLY
     be deleted after a backup has been successfully
     completed.
N    No
     Old Daily Journal files will not be deleted after a
     backup has been successfully completed.
A    Ask
     After successful completion of the backup, TMS
     will ask if old Daily Journal files are to be deleted
     (if any were present).


Re-org Property Data Base
After Backup
This option controls whether or not the PROPERTY.TMS
file will be re-organized AFTER a successful backup.  Re-
organizing the PROPERTY.TMS file will remove unused
records (see Re-org in the Glossary, beginning on page 41,183, for more details).
Y    Yes
     The PROPERTY.TMS file will
     AUTOMATICALLY be re-organized after a
     backup has been successfully completed.
N    No
     The PROPERTY.TMS file will not be re-organized
     after a backup has been successfully completed.
A    Ask
     After successful completion of the backup, TMS
     will ask if the PROPERTY.TMS file should be re-
     organized.


File Integrity Option
TMS does it's best to always ensure the integrity of it's
files.  However, a problem can occur when TMS adds to
it's files and does not get a chance to properly close them
(usually due to a power failure).  In order to avoid these
problems, TMS does close and re-open all of it's files each
time the Main Menu is displayed.  However, there are other
times where there may be an exposure, particularly if you
are adding a lot of tenants or posting several entries to the
Daily Journal file.  This option gives you the ability to have
TMS close the affected files after each new record is added,
thus forcing DOS to flush the file buffers and update the
hard drive.  However, on slower machines, this may affect
the overall performance of TMS.  This option let's you
choose which mode to run TMS in.
Y    Yes
     TMS will close each file after it adds a record to the
     file (e.g. when the file size increases).
N    No
     TMS will continue to only close the files when the
     Main Menu is displayed (this is the way TMS
     functioned prior to release 01.20).


Optional Monthly Charge 1
Title
This field is the text that is displayed to represent the first
of three optional monthly charges.  This field is global (i.e.
the text is the same for all accounts).  The default value for
this field is "Carport".


Optional Monthly Charge 2
Title
This field is the text that is displayed to represent the
second of three optional monthly charges.  This field is
global (i.e. the text is the same for all accounts).  The
default value for this field is "Storage".


Optional Monthly Charge 3
Title
This field is the text that is displayed to represent the third
of three optional monthly charges.  This field is global (i.e.
the text is the same for all accounts).  The default value for
this field is "Other".





Setup Available Printers

The Setup Available
Printers function is
actually a two window
pop-up (see Figure 55,
right).  The top pop-up
window lists all four of the
potential printer ports
(LPT1 through LPT4) and
their current printer
assignment (including
Printer Port Not In Use). 
The bottom pop-up
window contains the
printer values assigned to
the selected printer port.

Fields

There are seven different fields on this screen.  These fields make up the printer definition for
the selected printer port.




Printer Description
This field is a text description of the printer.  This text can
be changed to anything that is meaningful to you (i.e. "the
printer on the left").


Normal Printer Specifications



Initialization String
This field contains the printer control characters that TMS
is to send to the printer for "normal mode" printing
(typically prints that will fit in 80 characters or less).  This
string is sent to the printer by TMS at the beginning of each
print job.  The string is displayed in Hexadecimal (base
16).  Be sure to carefully review your printer
documentation before making any changes to this string. 
See Appendix D - Default Printer Initialization Codes
(beginning on page 177) for details of the default strings.


Maximum Characters Per Line
This value is the number of characters (i.e. print positions)
that can fit on a single line on your printer in "normal
mode".  If you specify a value that is larger than can
actually fit on the print line you may loose some of the data
on the line.  Specifying a value too small may cause some
of your reports that could be printed in "normal mode" to
be printed in "condensed mode".


Maximum Lines Per Page
This value represents the number of lines that can fit on a
page in "normal mode".  Specifying a value larger than will
actually fit on the page will cause print lines to flow
beyond the bottom of the page (your actual results will
vary depending on how your printer handles this
condition).  Specifying a value that is too small will limit
the number of lines on the page causing extra "white space"
at the bottom of the page, and causing you to need more
paper than may otherwise be required (this may actually be
desirable in some cases, to give you room to make notes on
the paper).


Condensed Print Specifications



Initialization String
This field contains the printer control characters that TMS
is to send to the printer for "condensed mode" printing
(typically prints that will fit in 96 characters or less).  This
string is sent to the printer by TMS at the beginning of each
print job.  The string is displayed in Hexadecimal (base
16).  Be sure to carefully review your printer
documentation before making any changes to this string. 
See Appendix D - Default Printer Initialization Codes
(beginning on page 177) for details of the default strings.


Maximum Characters Per Line
This value is the number of characters (i.e. print positions)
that can fit on a single line on your printer in "condensed
mode".  If you specify a value that is larger than can
actually fit on the print line you may loose some of the data
on the line.


Maximum Lines Per Page
This value represents the number of lines that can fit on a
page in "condensed mode".  Specifying a value larger than
will actually fit on the page will cause print lines to flow
beyond the bottom of the page (your actual results will
vary depending on how your printer handles this
condition).  Specifying a value that is too small will limit
the number of lines on the page causing extra "white space"
at the bottom of the page, and causing you to need more
paper than may otherwise be required (this may actually be
desirable in some cases, to give you room to make notes on
the paper).



Action Line

The action line contains three active keys:



ESC-Abort
This action will cancel the current function and return you
to the printer port selection menu.


F4-Update
This action key will update this printer port entry with the
information on the screen.


F7-List
This action will give you a list of the default printer types
supported by TMS.  Selecting one of these printer types
will result in all of the fields being filled in with the default
values for the selected printer type.  This action key is only
available when you are positioned on the Printer
Description field.




Late Fee Options

57, right, is the Late Fee
Options screen.  This
screen contains the current
values for the five Late
Fee values used by TMS. 
Late Fee options/values
are settings that will affect
the way TMS runs.  These
values could be changed
while TMS is running to
affect the operation of
TMS for a short time. 
This information can only
be changed when the
MANAGER security level
is active.


Fields

There are five different fields on this screen.  These fields set late fee options for TMS.




Charge Late Fee
This option controls whether or not TMS will charge each
tenant account a Late Fee when calculating rent.
Y    Yes
     TMS will automatically charge the default Late Fee
     to each tenant's account rent charges are calculated
N    No
     TMS will not charge the default Late Fee to each
     tenant's account.
A    Ask
     TMS will ask if a Late Fee should be charged to the
     selected tenant's account.


Late Fee Is Calculated As
This tells TMS how to calculate the Late Fee.  There are
three options:
Fixed Amount
     TMS will add a late fee of a fixed amount to each
     account that a late fee is due.  The fixed amount is
     set by the next field on the screen.

% Of Current Month's Charges
     TMS will calculate the late fee as a percentage of
     the charges/rent due for the current month.  The
     percentage is obtained from the next field on the
     screen.

% Of Balance Due
     TMS will calculate the late fee as a percentage of
     the total balance due from this tenant.  The balance
     due is AFTER adding this month's current charges. 
     The percentage is obtained from the next field on
     the screen.


Late Fee Amount
This is either the "fixed amount" to be used as the late fee,
or a percentage to be used to calculate the late fee
(depending on which option is selected for the previous
field on the screen).


Days Past Due Before Late Fee
Charged
This tells TMS the number of days of grace period you
want extended to a tenant, past their Day Rent Due date
before a late fee is assessed to their account.


Late Fee If Partial Payment
This tells TMS if you want a late fee charged to an account
that has made a payment against their balance, but has not
paid their account in full.



Action Line

The action line contains two active keys:



ESC-Abort
This action will cancel the current function and return you
to the SETUP menu.


F4-Update
This action key will update the Late Fee Options and return
you to the SETUP menu.

                   TENANT - View/Update/Delete Tenant(s)


Tenant File Maintenance

The tenant file maintenance
menu (see Figure 57, right) is
a list of all tenants (current,
previous and future) currently
in the TMS data base files. 
Use the highlighted selection
bar to select the tenant
account that you want to
work with.  Use the UpArrow
and DownArrow keys to
move the selection bar.  If
there were more tenants
selected than will fit on a
single screen, UpArrows and
DownArrows will appear in
the window boarder.  You can use the PageUp and PageDown keys to move up and down a full
list of tenants at a time.  The END key will take you to the bottom of the list and the HOME
key will take you to the top of the list.  See the action keys (described below as part of the
action line) to reduce the size of this list and/or to re-order (sort) the list.


Fields

There are eight fields displayed for each tenant to aid you in selecting the one you want to
view/update/delete:



Account
This column contains the tenant's account number.


S
This column contains the tenant's current status.  A "C"
means the tenant is a current tenant, a "F" means the tenant
is a future tenant, and a "P" indicates that the tenant is a
previous tenant.


Tenant's Last Name
This column contains the tenant's last name.


Unit
This column contains the tenant's unit number.


Lease Expt
This column contains the tenant's lease expiration date.


DD
This column contains the day of the month that the rent is
due from this tenant.


Balance
This column contains the tenant's current balance due.  A
negative amount in this column indicates that the tenant
has a credit balance.


Last Rent
This column contains the month and year that the tenant
was last charged rent for.



Action Line

The action line contains four active keys:



ESC-Abort
This action will cancel the current function and return you
to the TMS Main Menu.


F5-Search
This action key will give you the option to search the
tenant cards and select only the ones that match a specified
(by you) criteria.  For more details, please see Tenant
Search beginning on page 113.


F6-Sort
This action will give you the option to sort the tenant list
into a different order.  Besides the default account number
order, you can sort by tenant's last name, tenant's unit
number, or lease expiration date.


ENTER-ViewHighlighted
This action will permit you to view the details about this
tenant from their tenant card.



Tenant Search

The search pop-up (see
Figure 58, right) can be used
to limit the size of the tenant
work list.  The search is
identical to the search done in
the RENT section (beginning
on page 81).  Once the search
is executed, the Tenant File
Maintenance selection menu
is updated to show only the
tenants that matched the
specified search criteria.



Fields

There are nine fields in the search pop-up.  The first seven fields are treated as "AND" fields. 
The last two fields, working together, are "ANDed" with the first seven fields.  In other words,
your response to each question is used to look at each tenant card to decide if it should be
selected.  The first three fields (unit, name and account number) may also be partially filled in
to provide for wildcard searches (see the description of each of the fields for more details on
how this works).



Unit
This is the unit number for the tenant.  If you are looking
for a specific unit number, filling in the six position
number will result in an immediate search for that tenant
card.  If you want to search for all tenants on the first floor,
you could put in a "1" and leave the rest of the field blank.


Tenant Name
This is the last name of the tenant.  The value you fill in is
compared to the last names of the tenant on all of the tenant
cards, for the number of characters you entered.  If you
entered a name such as "SMITH", names such as Smith,
Smithson, Smithy, etc. would be matched.


Account Number
This is the tenant's account number.  If you fill in all of the
digits TMS will immediately search that specific tenant
number.  If you fill in only some of the digits, all tenants
that match (e.g. 617223.) would be selected.


Select Tenants With An Account
Balance
Answering "Y" to this question limits the search to ONLY
tenants with an account balance (positive or negative).  A
"N" answer (which is the default) selects all tenants
regardless of their account balance.


Select Tenants Who Haven't
Been Charged Rent
Answering "Y" to this question limits the search to ONLY
tenants who have not yet been charged rent for the current
month.  Rent is charged to a tenant account via the RENT
function, the HUD function, or the AutoPost action key (a
part of the TENANT function).  A "N" answer (which is
the default) selects all tenants regardless of if their account
has been posted with a rent charge this month or not.


Which Tenants
The default, "1" selects only CURRENT tenants.  A "2"
will select only PREVIOUS tenants.  A "3" will select both
CURRENT & PREVIOUS tenants.


Which Group Code
The default, "  " selects ALL groups and tenants without a
group code on their tenant card (as does the wild card
"**").  You can use the group code to limit the tenants
selected as part of this search.


Beginning 'Day Rent Due' Date
This field describes the starting day of the month that rent
is due to be selected.  If nothing is entered for the next
field, this day will be used to select tenants whose rent is
due on this specific day.  Otherwise, the tenants whose rent
is due on this day thru the day specified in the next field
will be selected.  If both this field and the next field are left
blank, then 'Day Rent Due' will not be used to select
tenants.


Ending 'Day Rent Due' Date
This field describes the ending day of the month that rent
is due to be selected.  If nothing is entered for the previous
field, this day will be used to select tenants whose rent is
due on this specific day.  Otherwise, the tenants whose rent
is due on the day in the previous field thru the day
specified in this field will be selected.  If both this field and
the previous field are left blank, then 'Day Rent Due' will
not be used to select tenants.



Action Keys

There are two action keys active on this screen:



ESC-Abort
This action will cancel the current function and return you
to the Tenant File Maintenance selection menu.


F5-BeginSearch
This action will begin to search the tenant cards for tenants
that match the combined search criteria that you selected.



Tenant Sort

The sort pop-up (see Figure59, right) can be used to re-
order the tenant work list. 
This pop-up permits you to
select which of the four
tenant fields will be used to
order the tenant list currently
being viewed.  Select (using
the highlighted selection bar)
the one that you want, then
press ENTER.  If you instead
choose the ESC action key,
you'll be returned to the
previous menu.  The sort is
identical to the sort available
in the RENT section (beginning on page 81).  Once the sort is executed, the Tenant File
Maintenance selection menu is updated to show the tenants order as requested.Tenant Information

The screen to the right
(Figure 60) is the tenant
information screen.  This
screen contains the base
information know by TMS
about each tenant.  This
screen represents the top
portion of the tenant card
used in the pegboard style
systems.





Fields

There are twenty-eight fields on this screen that can be changed:



Account
This is the tenant's account number.  This account number
cannot be changed here.  When Manager mode is active,
the manager will have the option of changing, or re-
assigning, the tenant account number.


Status
This is the tenant status.  This field is updated via a pop-up
list and can be changed at any time.  Valid statuses are:
C    Current
P    Previous
F    Future


Lease Expiration
This is the lease expiration date for this tenant's lease.  The
format for this date is mm/dd/yyyy.  Note the use of a full
four digit year (1992 not just 92).  Date validity checks are
performed on this date.  The date entered must be a valid
date or all zeros.


Name
This field is for the tenant's name.  Place the tenant's last
name (up to 20 characters) first then TAB or press ENTER
to move past the comma and enter the tenant's first name
(up to 10 characters).


Day Rent Due
This is the day of the month that rent is due from this
tenant.


Home Phone
This field is for the tenant's phone number.  The tenant's
phone number is up to 14 characters long (allowing room
for an area code as well as any formatting characters you
may want to include).


Outstanding Balance
This field is the tenant's current outstanding balance.  This
field cannot be changed (unless in Initial Setup Mode).  To
change this amount you will need to use the "correction to
balance" under the RENT function (see the RENT section
beginning on page 81).


Group Code
This two position field is optional and is intend to be used
to group tenant accounts together that are part of a
corporate or group payment plan.  However, it could be
used to group tenant accounts together for other purposes. 
It's only use in TMS is for tagging tenant accounts for later
retrieval by the SEARCH function.


Rent Charged Thru
This field contains the last month and year that this tenant
was charged rent for.  The ONLY time you can directly
change this field is when TMS is in "Initial Setup
Mode".  This field is mostly informational, but is helpful
when initially setting up TMS to indicate that the tenant
has already been charged rent for the current month (and is
thus reflected already in their beginning balance, if any).


Employer
This 30 character field is for you to record the name of the
tenant's employer.


Employer/Phone
This 20 character field is for you to record the phone
number of the tenant's employer OR the tenant's work
phone number.  In either case, the field is large enough to
include both an area code and an extension number, plus
formatting characters (e.g. "()- ").


Emergency
This 30 character field is for you to record an emergency
contact for the tenant.


Emergency/Phone
This 20 character field is for you to record the phone
number of the tenant's emergency contact.  The field is
large enough to include both an area code and an extension
number, plus formatting characters (e.g. "()- ").


Notes
This 50 character field is for you to record any notes you
see fit about this tenant.  This field can be changed at any
time.  You could you it for special notes like "Doberman in
apartment, beware!" or temporary notes such as "in
hospital until 6/29/92".  These notes print on the tenant
card and will appear on the tenant information screen.


Rent
This field is used to track the portion of the monthly rental
charges that the tenant pays.  In the case of a HUD (section
8) tenant, this amount is the difference between the market
rent and the HUD subsidy.


Taxes
This field is used to track the portion of the monthly
charges that are attributable to taxes.  These charges in
addition to the monthly rent, not a part of the rent.


HUD
This field is used to track the amount of the HUD (section
8) co-payment for this tenant.  The Rent field plus this field
should equal the monthly market rent value for the
apartment.


Carport
This field is used to account for any carport/garage fees
that the tenant is charged monthly for.


Storage
Use this field to record the monthly charges to this tenant
for any storage space that the tenant is being charged for.


Other
Use this field to record any other miscellaneous monthly
charges.  Do not use this field for non-recurring charges. 
One time charges should be recorded using the
Rent/Charges/Payments screen as part of the RENT
function (see the RENT section beginning on page 81).


Monthly Charges/Total
This field is a TMS calculated total monthly charges based
on the amounts that you entered for the above monthly
charges fields.  This total is not directly changeable.


Security
Use this field to record the amount of security deposit
required from this tenant.


Cleaning
Use this field to record the amount of cleaning deposit (if
applicable) required from this tenant.


Pet
Use this field to record the amount of pet deposit (if
applicable) required from this tenant.


Key
Use this field to record the amount of key deposit (if
applicable) required from this tenant.


Other
Use this field to record the amount of any other deposits
that were required from this tenant.


Received
This field reflects the total amount of all security deposits
that have been collected from this tenant.  This amount can
be directly updated only by the manager.


Deposits/Total
This field is a TMS calculated total deposits required based
on the amounts that you entered for the above deposit
fields.  This total is not directly changeable.



Action Line

There are eight possible actions available from this screen:



ESC-Abort
This action will cancel the current function and return you
to the Tenant Selection Menu.


F2-Card
This action will cause a hardcopy of the tenant card to be
printed.  The tenant card print will include most of the
basic information plus a complete transaction log (since the
tenant was added to TMS).


F3-Inv
This action will create/print an invoice for this tenant.  This
invoice will include any current balance plus any charges
for the upcoming period.


F4-Update
This action will take the information that you have entered
and will create the new tenant's tenant card.


F7-Trans
This action will display the transaction log for this tenant. 
The transaction log shows each transaction that has been
applied to this tenant's account since they were added to
TMS.


F8-Delete
This action will delete the tenant (and their transaction log)
from TMS.  Transactions for this tenant will still be present
in the daily journals.


F9-Addr
This action is used to bring up the address box for this
tenant.  This box permits you to specify up to five lines of
mailing address for this tenant.  This is useful in cases
where the tenant that is responsible for the rent does not
actually live on the property (i.e., they have a different
mailing/billing address).


F10-ReAsgn
This action is only available when the Manager mode is
active.  This action provides a means to change the tenant's
account number (reassign the tenant to a new account
number).



Tenant Card

Figure 61,
right, is a
sample of a
printed tenant
card.  This
print is the
result of using
the F2-Card
action key on
the Tenant
Information
Screen (see
Figure 60 on
page 117). 
The printed
tenant card
reflects most
of the
information
that TMS has about the tenant.  This print may span multiple pages.  Should a second or
subsequent page be necessary, only the first line (page number, name, account number) are
printed on those pages.


Tenant Invoice

Figure 63 (right) is a sample of
a printed tenant invoice.  This
print is the result of using the
F3-Inv action key on the
Tenant Information Screen (see
Figure 60 on page 117).  The
printed tenant invoice reflects
what the tenant should pay,
when making their next
payment.  This includes any
current balance, plus new
charges.  It also alerts the tenant
to any possible late charges (if
you use this option) and when
the late charges will be
assessed.


Tenant Transactions

Figure 63, right, is a
summary of all the
transactions recorded by
TMS for a specific tenant. 
This screen is the result of
using the F7-
Transactions action key
on the Tenant Information
Screen (see Figure 60 on
page 117).  There are two
special transaction types
that cut across the normal
data columns; BALANCE
FORWARD and MEMO. 
BALANCE FORWARD
is the initial transaction entry on the tenant's card and indicates the tenant's beginning balance. 
In most cases, it will be zero.  However, tenants that were transferred to TMS from a previous
system (such as a pegboard system) may start with a non-zero balance.  The MEMO transaction
is a record of a significant change to the tenant card.  Currently the only MEMO supported by
TMS is a change to the tenant's rent.


Columns

There are seven columns of information displayed for each transaction:



Date
This column contains the date that the transaction was
posted to the tenant's account.


Old Balance
This column contains the tenant's account balance before
this transaction was posted to their account.


Total
This column contains the total charges that this transaction
charged to the tenant's account.  A negative number in this
column is possible and most likely would represent an
adjustment to balance.


Received
This column contains the total amount that was received
and was credited to the tenant's account.  A negative
number in this column is possible and most likely would
represent a check that had been returned by the bank.


New Balance
This column contains the tenant's account balance after this
transaction was posted to their account.


Receipt#
This column contains the tenant's receipt number that was
assigned to this transaction by TMS.


Reference
This column contains the reference or comments that were
associated with this transaction.  The reference is a
freeform field (up to 10 characters) that is typically used
for the check or money order number.  TMS also uses this
field to mark entries that were generated by TMS.  All
entries generated by TMS begin with "*".  TMS entries
include:
*HUD Pymnt     HUD Payment
*Grp Pymnt          Corporate/Group Payment
*DirectDep          Direct Deposit credit
*Rent Post          This is actually a type of charge, not
                    a credit/payment.  This is used to
                    identify transactions that were
                    applied as a result of the AutoPost
                    action



Action Line

There are two active action keys for this screen:



ESC-Abort
Pressing the ESC action key will abort this function and
return you to the Tenant Information Screen (see Figure 60
on page 117).


ENTER-ViewHighlighted
Pressing the ENTER action key will bring up the
Transaction Detail screen (see Figure 64 on page 126) for
the currently highlighted transaction.  This action is not
available for the BALANCE FORWARD or MEMO
transactions.



Transaction Detail

The Transaction Detail
screen (see Figure 64,
right) contains the details
for the transaction selected
from the Tenant
Transactions screen (see
Figure 63 on page 124).







Fields

The Transaction Detail screen has the following fields displayed on it:



Date
This is the posting date for this transaction.


Receipt#
This is the tenant receipt number that was assigned to this
tenant transaction.


Tenant
This is the full name (last, first) of the tenant.


Unit
This is the tenant unit (apartment) number that this
transaction was for.


Status
This is the tenant status (C-current, P-previous, F-future) at
the time this transaction was posted.


Rent Due
This is the amount of rent that was charged as part of this
transaction.  Rent Due and Prorated Rent (below) are
mutually exclusive.


Correction To Balance
This is an amount that was applied (+ or -) to the tenant's
balance (tenant card) to adjust for a previous entry.


Prorated Rent
This is the amount of rent that was charged for a partial
month.  Prorated Rent and Rent Due (above) are mutually
exclusive.


Security Deposit
This is the amount due towards the security deposit.  The
Tenant Card tracks both the total security deposit required
and the amount received.  If there is a shortage, a charge is
recorded against the tenant's account for that amount. 
Conversely, if the security deposit account is over funded
(e.g. a reduction in deposit requirements) this item will
reflect a credit to the tenant's account.


Other(1)/(2)/(3)
These three fields are used for "other" charges to the
tenant's account.  These charges include; late charge, non-
sufficient funds, damages, retain security deposit, subsidy
payback, and miscellaneous).


Total
This amount is the total of all of the above charges (and
possibly credits) to the tenant's account.


Previous Balance
This amount is the tenant's previous balance (e.g. any
previously unpaid charges or potentially credits).


Amount Due
This is the total amount due from the tenant.  This is the
sum of the total plus the previous balance.


Received/Cash
This field is the total amount of cash that was received
from the tenant as part of this transaction.


Received/Check
This field is the total amount received in the form of a
check as part of this transaction.  This amount could either
be a check or money order that was received directly from
the tenant, a direct-deposit credit, or a HUD payment (see
the Reference field, below, for more on this).


Reference
This field contains information about the type of check that
was received.  Possible values are:
*HUD Pymnt     HUD Payment
*Grp Pymnt          Corporate/Group Payment
*DirectDep          Direct Deposit credit
*Rent Post          This is actually a type of charge, not
                    a credit/payment.  This is used to
                    identify transactions that were
                    applied as a result of the AutoPost
                    action
all other      Freeform text (up to 10 characters)
               such as a check or money order
               number


New Balance
This field contains the tenant's account balance, after this
transaction was posted to their tenant card.



Action Line

There are two action available on the Transaction Detail screen:



ESC-Abort
This action will cancel this screen and return you to the
Tenant Transactions selection menu.


F2-PrintReceipt
This action will print a duplicate tenant receipt for this
transaction.




Duplicate Tenant Receipt

The tenant receipt (see Figure 65,
right) identifies all of the charges
and credits to the tenant's account
for this transaction.  The
duplicate receipt differs from the
original receipt (see Figure 49 on
page 91) in only two ways; the
tenant receipt number is suffixed
with a "(d)" and the message line
is replaced by the text "**
Duplicate Receipt **".Tenant Billing Address

The tenant billing address 
pop-up box (see 67, right) is
the result of the F9-Addr
action key being used on the
Tenant Information screen
(see Figure 60 on page 117). 
The pop-up box provides you
with room for up to five lines
of addressing information for
tenants that have
mailing/billing addresses
other than at the unit that they
are being billed for.  This is
particularly handy if you have
a corporate client that
maintains one or more units for visiting employees.  Pressing ESC will cancel the billing
address update and return you to the Tenant Information screen.  Pressing F4 will update the
record according to the information on the screen.  Note, if no supplemental billing information
is currently on file, TMS will build a default first line of the tenant's full name.Tenant Re-Assign

The tenant reassignment
pop-up box (see Figure 67,
right) is the result of the
F10-Reassign action key
being used on the Tenant
Information screen (see
Figure 60 on page 117). 
The pop-up box suggests
an available new tenant
account number.  You may
use that number or override
it with one of your own
choosing.  Once you've
chosen the new tenant
account number, press
ENTER then TMS will change the tenant's account number.  Pressing ESC will cancel the
reassignment and return you to the Tenant Information screen.


Confirm Delete

The confirm delete screen
(see Figure 68, right) is
displayed to confirm your
intention to delete the
selected tenant.  If you
proceed (by selecting
YES), then all of the
tenant's information,
including their tenant card,
will be deleted (the tenant's
transactions will still
remain in the respective
daily journals).  It is
advisable to first print the
tenant card and filing it
before deleting the tenant from TMS.  Select NO, to abort the delete function and return to the
Tenant Information screen.


Rent Change Memo

The Rent Change Memo
pop-up dialog box (see
Figure 69, right) is
displayed when an update
to the tenant information
screen is about to change
the amount of the tenant's
rent.  The rent change
memo pop-up dialog box is
used to record (as a memo
entry on the tenant card)
why the rent was changed
and when it is to be
effective.


Please note: the effective date is a comment only and does not have an effect on how TMS
calculates the rent due.  TMS uses the amount of the rent charge straight from the tenant
card when rent is charged.  If the rent change is to take affect next month, DO NOT
update the tenant card before rent is invoiced or collected for the current month.                               Miscellaneous


TMS makes use of two optional environment variables.  These environmental variables enable
you to modify two TMS characteristics.  Environmental variables are named values that
programs have access to.  These values are set before the program is started.  For more
information on environmental variables in general, please consult your operating system
documentation (MS-DOS, PC-DOS, etc.).


TMSDATE

The TMSDATE environmental variable allows you to instruct TMS to use a posting date for
the transactions that is different from the current date in the computer.  This is an effective way
to re-enter transactions that were lost due to a file problem (e.g. you restored the TMS files
from two days ago and re-enter all transactions for yesterday and today).  USE THIS WITH
CAUTION.  TMS will beep twice when you start the system using this override and as always
the posting date is displayed on the screen.  TMS will warn you if the date is before the date
that TMS was last used.  Other than that, TMS will not be able to protect you from entering
transactions with dates that are before transactions that are already present in a tenant's account. 
You may not enter transactions against Daily Journals that have already been posted to
Delinquency Balancing Reports.

The exact format of this environmental variable is:
     SET TMSDATE=yyyymmdd

Where 'yyyy' is the year, 'mm' is the month, and 'dd' is the year.

Note:  TMS does not validate this to be a valid year/month/day combination.


TMSLOGO

The TMSLOGO environmental variable permits you to customize the background of the
Tenant Management System screen.  The default is the "Tenant Management System" text. 
You can specify any text, up to 40 characters that will be spread across the screen (replacing
the "Tenant Management System" text).  Additionally, a special string NOLOGO can be used
to suppress all background text, resulting in a plain blue background.

The exact format of this environmental variable is:
     SET TMSLOGO=Tenant Management System         (default logo)
     SET TMSLOGO=Florida Property Management, Inc.     (use company name)
     SET TMSLOGO=NOLOGO                      (blank blue screen)


Prompt For Printer Selection

The Select Print Destination
pop-up window (see Figure70, right) appears before TMS
starts to print any requested
report or form.  In this
example, it is shown
appearing as the result of
asking for one of the Tenant
List reports.  This same pop-
up will also appear for
printing Tenant Cards, Tenant
Receipts, Delinquency
Balancing Reports, Daily
Journals, etc.  The pop-up
window will contain one to
four printers (as defined in the SETUP function) plus FILE and VIEW selections.  The FILE
selection permits you to send the text report to a file of our choice (you may elect to do this to
use the report as input to another program or file editor).  The VIEW selection sends the report
to an on-screen viewer.  This permits you to view the report on the PC screen (blank lines are
removed from the report).  Once a report has been "VIEWed" you can re-run the report again
if you decide that you want it printed.  Simply highlight the desired destination and press
ENTER to begin printing.  Pressing the ESC key will cancel the print request.


Prompt For File Name

The Enter File Name pop-up
window (see Figure 71, right)
appears when TMS needs you
to supply a file name.  A file
name is needed by TMS when
you select FILE as a print
destination (as in Figure 71)
or before creating an extract
(see EXTRACT beginning on
page 29).  TMS will supply a
default path name and file
name.  The default path name
is the one currently being used
for all of the *.TMS files.  The
default file name will either be
TMSPRINT.TXT (if this is a result of a print request) or TMSEXTRT.TXT (if this is a result
of an Extract request).


Report Viewer

Figure 72 (right) is a sample
of the TMS report Viewer. 
You can send any TMS print
output to the report viewer
so that you may browse it on
your PC screen (instead of
actually printing the report
on paper).  The arrows at the
bottom of the window
indicate that you can scroll
the report left, right, up and
down to see the entire report
(TMS reports vary in line
length and most will not fit
into the limited space
available on the screen, thus you must often scroll left to see the entire report).  The viewer
initially positions the window so that the first character of the first line of the report is
displayed in the upper left-hand corner of the viewer window.  You can return the viewer to
this location at any time by pressing the  Home key on your keyboard.


TMS System Limitations

Every effort has been made to eliminate limitations.  However, since computer resources and
development time is not limitless, some compromises have been made in the design and/or
implementation of TMS.  Hopefully, these minor limitations will not be an inconvenience to
the user.  While not many, there are some current limitations to TMS.


TMS Disk Files

All TMS files must reside on the same physical disk in the same disk subdirectory.  The ONLY
exception to this is the TMS program file itself (TMS.EXE) which can be executed from
anywhere in your system.  However, when started, the DEFAULT directory (sometime know
as the working directory) must contain all of the TMS data files and the TMS license file.


Other Charges

Other charges within TMS are the charges that can be added to a Tenant's account such as Late
Fees (fees for returned checks), Taxes, Miscellaneous, etc.  TMS will support up to a maximum
of three "other charges" per transaction.  If more than three "other charges" must be applied to
a tenant's account, multiple transactions must be used.


Daily Reports Per Delinquency Balancing Report

This is one limitation that you need to pay close attention to.  TMS can post up to 31 Daily
Reports to a single Delinquency Balancing Report.  A Daily Report is created for each PAGE
of  a Daily Journal.  There are a maximum of 29 lines on a Daily Journal page and thus a
maximum of 29 lines per Daily Report.  Each transaction requires from ONE to THREE lines
on a Daily Journal page.  The number of lines used relates directly to the number of "other
charges" (see above) in the transaction.  If the transaction has no or one "other charge", it can
be posted on a single line.  If it has two "other charges", it requires two lines.  If the transaction
has three "other charges", it requires three lines on the Daily Journal page.  Now comes the
IMPORTANT PART:

     Since you can have only 31 Daily Reports per Delinquency Balancing Report,
     and each Daily Report is a single PAGE of a Daily Journal which has up to 29
     lines representing from 9 to 29 transactions, a Daily Journal SHOULD NEVER
     be allowed to exceed 31 pages which is somewhere between 299 and 899
     transactions per business day.

While this may seem like a large number, you must be careful if you have a large complex and
do most of your posting (including HUD Posting, Group Posting, or AutoPost'ing) on the same
day.  Especially if you have a lot of tenants that have Taxes, Miscellaneous, and/or Late Fees
added during the AutoPost process.

At this point, should you exceed this limitation inadvertently, your ONLY recourse is to restore
your files and recreate your work, cutting off the Daily Journal before it exceeds this limit.  I
hope to address this limitation better in a future release.                               Installation

Overview

The Tenant Management System installation is very straight forward and easy to accomplish. 
All of TMS is shipped to the end user on a single 3-1/2" diskette.  The TMS installation
diskette contains the TMS program itself, the license files, the installation program, and some
sample files.

TMS MUST be installed using the following procedure.  DO NOT simply copy the TMS files
directly from the distribution/installation diskette.  TMS will not function if it is not installed
via the INSTALL program nor will it run from the distribution/installation diskette.


Installation Diskette Files

The installation diskette contains the following files:

     Documentation Files

          FILES.DOC      A list of all files on the installation diskette.  See this file
                         for the most current/complete list and explanation of all
                         files.
          LICENSE.DOC    An explanation of the limited license granted to you to
                         use the Tenant Management System.
          README.1ST     Installation instructions.
          READ.ME        (if present) The latest updates and/or program flashes
                         (those that didn't make it into this documentation).
          TMSDOC.ZIP     A ZIP file containing TMSDOC.TXT, A DOS ASCII
                         text version of the TMS manual (this document).

     TMS Execution Files

          INSTALL.EXE    Installation Program.  This program is REQUIRED to
                         properly install TMS and setup your TMS files.
          LICENSE.TMS    Your TMS registered license file.
          TMS.EXE        Tenant Management System Program.
          TMS.ICO        A MicroSoft Windows ICON file for TMS.
          TMS.PIF        A MicroSoft Windows PIF file for TMS.
          MESSAGES.TMS   This file contains the text of the messages that TMS
                         displays.


     Sample Files For Property 617

          DJ92????.TMS   } Sample Daily Journal Files
          PROPERTY.TMS   } Sample Property File
          REPORTS.TMS    } Sample Report File
          T617????.TMS   } Sample Tenant Files


Installation Steps

To install TMS:

     1)   Real ALL instructions first

     2)   Backup ALL existing TMS files to a diskette

     3)   Insert the TMS distribution diskette into the "A" drive.

     4)   Make the "A" drive the current drive by typing:   A:
          Then press the ENTER key.

     5)   Start the TMS installation program by typing:     INSTALL
          Then press the ENTER key.

     6)   If you created a new set of TMS data base files, follow the instructions to start
          up TMS and:
          a)   Change the Manager password
          b)   Setup the specific property information
          c)   Add your tenants


Installation Program

The TMS installation program makes installing TMS easy.  The next few pages illustrate the
use of the TMS installation program and its options.


Opening Screen

The first screen of the
TMS installation program
(see Figure 73, right) tells
you that there are three
different options to
consider when installing
TMS.

The first option installs
TMS along with sample
data base files.  These
sample files will permit
you to learn to use TMS. 
The data in the TMS
sample data base files correspond to the examples in this document.

The second option installs TMS when you already have an existing set of TMS data bases. 
This option will read the existing data files and perform and conversions that might be
necessary to accommodate any file differences between TMS versions.  If you plan to use this
option, always backup the existing files first.

The third and final option installs TMS and creates a new set of TMS data bases.  This option
will delete any pre-existing TMS data bases and then create an empty set for the property
number selected.

Press ENTER (CONTINUE) to proceed with the TMS installation (you'll actually pick which
option you want to use a little bit later), or TAB to the EXIT button to abort the installation.


Source Directory

The TMS installation
program must first be sure
of the source of the TMS
files to be installed.  The
TMS installation program
displays the current
directory as the default
location.  If you followed
the instructions beginning
on page 141, then the
default should be "A:\".  If
not, make sure that the
TMS installation program
knows the proper source
location of the TMS distribution files.

Press ENTER (CONTINUE) or TAB to the EXIT button and press ENTER to abort the
installation.


License Information

This screen displays the
TMS license information
(license type, number,
expiration date (if
applicable), and owning
company).  It then
prompts you to "sign" the
license.  Signing the
license indicates that you
have read and agreed to
the TMS license
agreement.  The user name
will then be placed into
the TMS license file for
this copy of TMS.

Enter your name, as you want it to be displayed later (up to 30 characters).  When complete,
press ENTER (OK), or you may TAB to the CANCEL button to abort the installation.  The
TMS license must be signed in order to complete the installation.

This screen only appears the first time the TMS installation diskette is used.  This screen will
be skipped in any subsequent installation since the license will already have been signed.


Destination

The TMS installation
program needs to know
where you want TMS
installed on your PC.  The
default is "C:\TMS" (the
TMS subdirectory off the
root directory of the "C"
drive).  If this is not an
acceptable location, you
may change it to one that
is.  Then press the 
ENTER key
(CONTINUE) to proceed
with the TMS installation
or TAB to the EXIT
button and press ENTER to abort the installation.  If the subdirectory on the drive that you
selected does not currently exist, the TMS installation process will automatically create it for
you.


Install Option

TMS is now ready for you
to choose an installation
option.  TMS has looked
at the directory that you
specified as the
installation destination.  If
the TMS installation
program was able to find a
valid TMS property file
(PROPERTY.TMS), then
the "Install with
EXISTING..." option is
enabled.

You can use either the
mouse to click on the option that you want or use the DownArrow to move to the correct option
and press the SPACE BAR to mark it.  Once the correct option is marked, TAB (if necessary)
to the CONTINUE button and press ENTER to proceed with the installation.  You may also
choose to TAB to the EXIT button and press ENTER to abort the TMS installation process. 
Finally, you can also use the mouse and "click" on the button that you want.

TAB to the option that you want and use the SPACE BAR to mark it.  Then TAB to the
CONTINUE button and press ENTER to proceed with the installation.  You may choose to
TAB to the EXIT button and press ENTER to abort the TMS installation process.


Installation Progress

The TMS installation
program will display this
pop-up to keep you
apprised of the progress of
the TMS installation.  The
status window shows
which file is currently
being copied (including its
source and destination)
and an overall estimated
completion percentage for
the TMS installation.




Property Number

Figure 79, right, is
displayed only if you
chose the option to install
TMS and create a new set
of TMS data base files.  If
a previous set of TMS data
base files were present,
then the property number
defaults to that number. 
Accept the property
number or enter the
appropriate three digit
property number.  Press
ENTER (OK) to continue,
or TAB to the CANCEL
button to abort the installation process.


Final Instructions

Figure 80, right, is the
final screen of the
installation process.  It
instructs you on the
remaining "post
installation" activities that
you need to do before your
TMS system is completely
up and running.  Please
make a note of these
instructions.  Press
ENTER (OK) at this point
to acknowledge this screen
and complete the TMS
installation process.                           Appendix A - Messages


The following messages appear in TMS as "pop up" windows when errors occur.  For the most
part, the messages themselves are intended to be descriptive and self explanatory.  However,
at times, space limitations prevent a full explanation.


TMS001D: File Error
     PROPERTY.TMS file missing or corrupted.
     Restore the PROPERTY.TMS file or reinstall TMS.

     TMS was either unable to find the PROPERTY.TMS file in the current directory OR
          the PROPERTY.TMS file was not a valid PROPERTY.TMS file.  The
          PROPERTY.TMS file is critical to the operation of TMS.  You must either
          restore ALL of the TMS files or re-install TMS (resulting in an empty data
          base).  This is a CRITICAL error.  Recovery is required before continuing.


TMS002W: Date Error
     Current date is less than previous date!
               Current date = mm/dd/yyyy
              Previous date = mm/dd/yyyy
     Do you want to use the current date?
     Select OK to continue, CANCEL to abort

     TMS has detected an inconsistency in the system date.  The current system date (or the
          date provided in the TMSDATE environment variable) is less than the last date
          that TMS was run (according to what was recorded in the PROPERTY.TMS
          file).  This is not a critical error, but care should be taken before proceeding. 
          If you continue, you could end up with date sequence abnormalities on the
          Tenant Cards.



TMS005W: AutoPost
     You are about to post RENT DUE to
     ALL selected accounts that have not
     been posted yet this month.  Are
     you **SURE** you want to do this
     Select YES to continue, NO to abort

     You have selected the AutoPost action.  The AutoPost action will automatically post
          the rent due to each of the tenants that are in the presently selected tenant list,
          that have not yet been charged rent for this month.  If that is what you intend to
          do, then select the YES option to proceed.  To cancel the AutoPost and return
          to the previous menu, simply select the NO option.



TMS006W: Confirm Delete
     You are about to delete ALL records for Tenant:
             ffffffffff llllllllllllllllllll
     Are you sure you want to do this ???????
     Select YES to proceed, NO to abort

     You have selected the DELETE action for the named user.  The delete action will
          delete all records for the user (except the entries that are in the daily journal
          files).  If that is what you really want to do, select the YES button.  If you don't
          want to delete this year at this time, select the NO button.



TMS007I: No HUD Records Found
     No tenants with HUD payments
     were found in the data base.

     You selected HUD - Post HUD Payments from the TMS Main Menu and TMS was
          unable to locate any current tenants that have HUD co-payments indicated on
          their tenant cards.



TMS008I: No Records Found
     No records were found on file that
     matched your selection criteria.
     
     A search was done of the TMS data base and no tenant records were found that
          matched the search criteria.  If this message is a result of requesting a report or
          an extract, there were no records that fit the criteria for that report or extract. 
          Select another report or extract.  If this message was the result of a SEARCH
          request, try revising your search to something less restrictive.



TMS009I: No Tenants On File
     There are no tenants on file
     Use NEW to add tenant(s)
     
     You requested to look at the tenants on the data base but their are no tenants. 
          Use the NEW function to add one or more tenants to the TMS data base.



TMS010W: File Full
     All tenant account numbers are in use.
     You must delete one or more before
     you can add any more tenants.
     
     You attempted to add a new tenant to the TMS data base but all of the tenant account
          numbers (there are 10,000 of them) are in use.  You need to use the TENANT
          function to delete one or more tenants to make room for the one(s) that you are
          trying to add.



TMS011I: Tenant Account Number In Use
     The tenant account number you entered is
     already on file.  Choose a different number or
     use the TENANT function to View/Update/Delete
     
     You attempted to add a new tenant to the TMS data base but the tenant account number
          you are using is already in use by another tenant.  You must either choose a
          different account number or remove the other tenant.



TMS012D: File Index Error
     PROPERTY.TMS primary index is corrupted
     You must restore/rebuild PROPERTY.TMS.

     The PROPERTY.TMS index has been corrupted.  You cannot continue without
          repairing the file.  This could be the result of a bad disk drive, or improperly
          exiting TMS.  Restore all the *.TMS files and re-enter all of the transactions
          from that point forward.  If this is not possible, contact your support/help
          contact for instructions on rebuilding the PROPERTY.TMS index.



TMS013W: TMS License Expiration Warning
           * * * Warning * * *
     The license for this copy of TMS will expire [in ?? days | *TOMORROW*].

     The TMS license you have is one that is only valid for a limited time (permanent
          licenses are available).  Your license is about to expire.  This message will
          begin appearing 30 days prior to the license expiration.  This message has two
          forms.  The first form warns you that you only have ?? days remaining before
          your TMS license expires.  The second form warns you that this is your LAST
          day before the TMS license expires.  Once the TMS license expires, your files
          will remain intact, but TMS will cease to function.  You should re-new your
          license or acquire a permanent license.



TMS014D: TMS License Expired
           * * * Warning * * *
     The license for this copy of TMS HAS expired.

     The TMS license you have is one that is only valid for a limited time (permanent
          licenses are available).  Yours has expired.  You should re-new your license or
          acquire a permanent license.  Your files remain intact, but TMS will not
          function until you acquire a valid license.



TMS015D: File Bad
     LICENSE.TMS file is invalid.
     This file is REQUIRED to run TMS.
     This file must be restored.

     The TMS license file has been corrupted (LICENSE.TMS).  TMS requires the license
          file to be present and valid or TMS will not function.  You must restore the
          TMS license file.



TMS016D: File Missing
     * * * LICENSE.TMS is missing * * *
     This file is REQUIRED to run TMS.
     This file must be restored.

     TMS was unable to locate the TMS license file (LICENSE.TMS) in the current
          directory.  TMS requires the license file to be present and valid or TMS will not
          function.  You must restore the TMS license file.



TMS017I: New Password Required
     The current Manager password has expired.
     A new Manager password is required.

     The current Manager password has expired and a new one is now required.  The
          Manager password expires approximately every 60 days of system use.  Enter
          a new, valid, password (twice for verification).  The new password must be at
          least six (6) characters in length, it cannot be the same as the previous/current
          password, and the first four (4) characters cannot be repetitive (e.g. AAAA).



TMS018I: New Password Failed Edit
     The new password you entered does not meet the requirements
     for a new password.  The new password must be at least six
     positions, it must be different from the current password,
     and the first 4 positions cannot be the same (e.g. AAAA).

     The new Manager password that you entered did not meet the minimum requirements
          for a password (see the text of message TMS017I, above).  Enter a password
          that does meet the minimum password requirements.



TMS019I: New Password Validation Error
     The new password you entered was not
     entered identically twice.  Please re-enter
     the new password again so that it can be validated.

     TMS requires you to enter the new password twice, to verify that it has been entered
          correctly (since TMS does not display the password on the screen).  In this case,
          the two passwords do not match.  You have made a keying error on one of
          them.  Please re-enter the new Manager password, twice.



TMS020I: Password Error
     The password you entered does not
     match the current Manager password.

     The password you enter for the Manager password is incorrect.  Please re-enter the
          correct password to continue.  If you have forgotten your password, you can
          call your support/help desk to obtain a master password that will permit you
          access to the system so that you can set a new password.  The master password
          is only good for one day, so use it immediately and set a new password that
          you'll remember.



TMS021I: Too Many Daily Journal Files
     There are in excess of 90 Daily Journal files in
     the current directory.  You need to archive some
     of the older files off the disk.  You may continue
     by selecting YES to view only the Daily Journal
     files for the current month, or select NO to abort.

     You requested a list of all of the Daily Journal files.  TMS found more than 90 Daily
          Journal files in the current directory.  TMS can handle a maximum of 90 Daily
          Journal files.  You should archive some of these files to a backup disk and
          delete them from the current directory.  Daily Journal files are named
          'DJyymmdd.TMS' (where 'yy' is the year, 'mm' is the month, and 'dd' is the day
          that this file contains postings for).  You can choose to have TMS display only
          the Daily Journal files for the current month, by selecting YES.



TMS022I: No Journal Files
     No Daily Journal Files could be found in
     the current directory.  Locate or restore
     the Daily Journal Files (DJyymmdd.TMS).

     You asked for a list of the Daily Journal files and TMS was unable to locate any of
          them in the current directory.  Daily Journal files are created by TMS for each
          day that you have financial transactions.  Move the Daily Journal files to the
          TMS directory, or restore them from a backup/archive.  TMS can only handle
          up to 90 of these files at one time, so only restore the most recent ones that you
          will need to review.



TMS023I: Printer Error
     ??????????????????????????????????

     A printer error has occurred.  '??????????????????????' describes the type of error that
          was detected.  If the problem is correctable, then correct the printer problem and
          RETRY.  If not, you can CANCEL the print.



TMS024I:  Extract Completed
     Filename has been created.

     An extract of the TMS tenant data base has been created.  The second line of the
          message box indicates the file name that was created.  Filename is the full name
          (pathname  + filename) of the file.



TMS025W:  Ready/Activate
     You are about to activate this TMS data base.
     ALL tenant account balances will be locked in their current state.
     Are you ***SURE*** you want to do this?
     Select YES to continue, NO to abort

     You have selected the TMS READY function.  This function is used once, and only
          once, after you have constructed the TMS tenant data base.  Once you complete
          the READY function, you will be able to post activity to the tenant accounts via
          the RENT function.  However, you will no longer be able to change tenant
          account balances or to change their rent amounts (except through normal
          journal logged activities).  This is the final step in the activation of the TMS
          system at a new complex (or a complex just going on to the Tenant
          Management System).



TMS026I:  Daily Journal Closed
     Today's Daily Journal is already closed.
     No new transactions can be posted until tomorrow.

     The Daily Journal for today has been 'closed'.  It has been marked as complete,
          balanced and posted to the Delinquency Balancing Report.  You cannot post
          any new transactions to a journal that has been closed.  You'll have to wait until
          tomorrow to post any new transactions.


TMS027D:  Reports File Missing
     Reports file 'REPORTS.TMS' not found.
     It must be restored.

     TMS was unable to find the REPORTS.TMS file.  This file is required for TMS to
          function (new with release 01.10 of TMS).  Restore the file from a current
          backup and then restart TMS.


TMS028D:  Reports File Corrupted
     Reports file 'REPORTS.TMS' corrupted.
     It must be restored.

     TMS opened and examined the REPORTS.TMS file and found that it's data structure
          was not what TMS expected.  This file is required for TMS to function (new
          with release 01.10 of TMS).  Restore the file from a current backup and then
          restart TMS.


TMS029I:  Previous Delinquency Balancing Report Still Open
     The current monthly Delinquency Balancing Report is still open.
     You must close the previous months Delinquency Balancing Report
     before closing the first Daily Journal of the next month.

     You are trying to close the first Daily Journal of a new month but the previous
          Delinquency Balancing Report (from the previous month) has not been closed
          yet.  You need to got the DELINQ function and close the current Delinquency
          Balancing Report before closing this Daily Journal.  If you were running with
          "Automatic Close (DJ/DR)" set to YES, this would not happen.


TMS030I:  Previous Daily Journal(s) Still Open
     One or more previous Daily Journals are still open.
     You must close all previous Daily Journals (in order)
     before closing this Daily Journal.
     Do you want to FORCE this closed?
     WARNING:  This may later cause an out-of-balance condition!

     You are trying to close a Daily Journal, but one or more previous (lower Daily Report
          Number) Daily Journals have not been closed.  It is essential that all Daily
          Journals be posted to the Delinquency Balancing Report in the order that they
          are created.  Failure to do so will likely result in an out-of-balance condition
          when the Delinquency Balancing Report is closed.  The option to proceed is
          available if MANAGER mode is active.  If you were running with "Automatic
          Close (DJ/DR)" set to yes, this condition would not occur.


TMS031W:  Balancing Error
     Delinquency Balancing Report and Tenant Accounts DO NOT BALANCE
     Delinquency Balancing Report:    ???.??          Tenant Accounts:   ???.??
     Do you want to FORCE the Delinquency Balancing Report into Balance?
     YES to close this Delinquency Balancing Report and match it to the Tenant Accounts.
     CANCEL to abort this close.

     During the close of the Delinquency Balancing Report, TMS sums the balances of all
          of the Tenant Cards.  During this process, TMS found that the delinquency
          calculated on the Delinquency Balancing Report and the sum of the Tenant
          Card balances does not agree.  This condition should not normally occur. 
          Possible causes are files that have been improperly restored (e.g. not all files
          from the same backup date & time) or a close of a Daily Journal that was out
          of sequence was forced earlier.  The option to proceed and force a balancing is
          only available if the MANAGER is active.  By choosing YES, TMS will "fix"
          the ending balance of the Delinquency Balancing Report so that it matches the
          sum of the Tenant Cards.  Manual calculations of the Delinquency Balancing
          Report will not balance out.



TMS032W:  Cannot Delete Tenant w/Balance
     Tenant firstname lastname
     has an outstanding balance of $???.??
     You cannot delete a tenant with a non-zero balance.

     You are trying to delete a tenant from TMS, but the tenant's account has a non-zero
          balance.  You need to zero the tenant's account balance, most likely using an
          adjustment to balance, via the RENT function before you can delete this tenant.


TMS033I:  Invalid Drive Specification
     The Drive must be either Drive A or B.
     It can be entered either as:
     A   or   A:   or  A:\

     Your response to the prompt for a drive to use for backing up the TMS files was
          invalid.  Valid responses are for drive "A" or drive "B" only, in any of the
          following three formats; drive letter only (A), drive letter followed by a colon
          (A:), or drive letter, colon and root path (A:\).


TMS034I:  Insert Disk
     [Please remove disk #?, and]
     Please insert (empty/formatted) backup
     disk #? into drive D

     In preparation for running the TMS backup function (or in continuation of that
          function), TMS requires a disk be inserted into the designated backup drive (D). 
          Please insert an empty formatted disk so that TMS may complete the backup
          procedure.


TMS035W:  Disk Not Empty
     Disk not empty.
     Press OK to erase all files on target disk or
     Press CANCEL to insert a new disk

     The disk you inserted for TMS to backup your TMS data files on is not empty.  TMS
          can attempt to erase all of the files for you (TMS cannot erase SYSTEM files
          and will not use a disk that has SYSTEM files in any directory except the root),
          or you can insert another disk.  Press the OK button to have TMS erase the files
          on the diskette or CANCEL to insert another diskette.


TMS036D:  Backup Aborted
     TMS file backup aborted.
     rrrrrrrrrrrrrrrrrrrrrrrr
     Correct problem and restart.

     The TMS backup procedure has aborted.  rrrrrrrrr contains the reason for the abort. 
          Correct the problem and restart the backup.  Possible reasons are:

          At user request (destination path request)
               The user pressed CANCEL when prompted for the destination path
               (drive A or B).
          At user request (disk prompt)
               The user pressed CANCEL when TMS prompted for the diskette to be
               inserted in the destination drive.
          Copy of file ffffffff failed
               An error occurred while copying file 'fffff'.


TMS037I:  Backup Complete
     TMS file backup completed.  Remote diskette
     from drive D, label diskette(s) with today's
     date and store it/them in a safe place.

     The TMS backup procedure has successfully finished.  You should remove the diskette
          from the drive and label all diskettes used during the backup with "TMS
          Backup For mm/dd/yy".  Please see the discussion on Backups in the
          INTRODUCTION section (beginning on page 7) and the BACKUP section
          (beginning on page 19) for more details.


TMS038E:  Disk I/O Failure
     Error nn; ttttttttttttttt

     While backing up the TMS data files, the system reported a disk I/O error to TMS.  The
          error number is nn and a textual description of the error is contained in ttttttttttt. 
          Correct the problem with the disk or file and restart the backup.


TMS039I:  Maximum Days In Error
     Maximum days between backup warning
     must be between 01 and 30.

     You attempted to change the number of days that TMS will permit you to go between
          backups without generating a warning message or taking other actions. 
          However, the value that you choose is outside of the acceptable range.  The
          value can be as small as 01 (backups should be taken every day) or as large 30
          (backup warnings will be issued if not taken at least every 30 days).


TMS040I:  Maximum DRN Exceeded
     Closing this Daily Journal will result in more
     than the maximum of 31 Daily Reports being posted
     to a single Delinquency Balancing Report.  You must close
     this Delinquency Balancing Report (to start a new one) before
     this Daily Journal can be closed.

     A Delinquency Balancing Report is limited to a total of 31 Daily Reports.  A Daily
          Report is created for every PAGE of a Daily Journal.  If the selected Daily
          Journal was to be added to the current Delinquency Balancing Report, it would
          exceed the 31 Daily Reports limitation.  You must close the current
          Delinquency Balancing Report (which will in turn cause a new one to be
          started) before you can close this Daily Journal.


TMS041I:  Backup Due
                * * * WARNING * * *
     Your last file backup occurred on mm/dd/yy
     Backing up your TMS files is an important
         function (which is now *OVERDUE*).

     This is the warning message issued by TMS when a backup is due/overdue.  In the
          message mm/dd/yy is the date that the last successful backup occurred (using the
          TMS backup function).  This message will be repeated as prescribed by the
          Persistence Level setting in the Run-Time options of the SETUP section (see
          page 99).


TMS042I:  Charge Late Fee
     Do you want to charge a late
     fee to these accounts?

     You have started to AutoPost rent due to a list of selected tenant accounts.  Your Run-
          Time options (see Run-Time Options beginning on page 99) indicate that a Late
          Fee can be charged and that you should be asked each time AutoPost is run. 
          Select YES if you want to post a late fee to each tenant account (you will then
          be prompted for a late fee amount), select NO if you don't want a late fee added
          to each of the selected tenant accounts.


TMS043I:  Delete Old Journals
     Do you want to delete Daily Journal
     files prior to mm/yyyy?

     TMS has successfully completed a backup of your TMS data files.  Your Run-Time
          options (see Run-Time Options beginning on page 99) indicate that you are to
          be asked (following a successful backup) if old Daily Journal files are to be
          deleted.  Select YES to delete all Daily Journal files prior to mm/yyyy (you will
          still have them on your backup disk, but you should always print them or
          otherwise put the disk into a safe place for long term storage).  Select NO to not
          delete them.


TMS044I:  Old Daily Journals Deleted
     nnn Daily Journal files deleted.
     bb,bbb bytes deleted.

     TMS has successfully deleted nnn old Daily Journal files from your hard disk.  By
          deleting these files, bb,bbb bytes were released for use by other/new files.


TMS045I:  Re-org PROPERTY.TMS
     Do you want to re-org PROPERTY.TMS?

     TMS has successfully completed a backup of your TMS data files.  Your Run-Time
          options (see Run-Time Options beginning on page 99) indicate that you are to
          be asked (following a successful backup) if the PROPERTY.TMS file should
          be re-orged.  Select YES to re-org the PROPERTY.TMS file.  Select NO to not
          re-org it at this time.


TMS046I:  Re-org Completed
     Re-org of PROPERTY.TMS is complete.
     nn records removed.

     TMS has successfully completed the re-org of PROPERTY.TMS.  During the re-org,
          TMS removed nn records from the file.  The re-org process removes records
          from the file for a number of reasons (see Re-org in the Glossary, beginning on
          page 41, 183, for more details).


TMS047D:  Re-org *Failed*
     Re-org of PROPERTY.TMS failed.
     Diagnostics = rc, function, tenantnumber

     The re-organization of the PROPERTY.TMS file has failed.  TMS encountered a
          problem constructing the new PROPERTY.TMS file.  The old file is still intact
          and was not altered by this process.  In the message, the diagnostics include the
          rc (return code) from the DBKey function, function that the DBKey was called
          upon to perform and the tenantnumber that was being processed by DBKey at
          the time of failure.  Continue to use the existing PROPERTY.TMS file.  If the
          re-org process continues to get this error, send a copy of the PROPERTY.TMS
          file and a "bug" report (see the Bug Report form on page 173) to the TMS
          author.


TMS048I:  Unable To Delete All Files

     Cannot delete all files on disk.  One or
     more SYSTEM files were found in one or more
     subdirectories.  Please insert another disk.

     The diskette that you inserted to backup the TMS data files onto was not empty.  At
          your request TMS attempted to delete all files from it.  TMS found one or more
          files marked as SYSTEM files in one or more subdirectories on the diskette. 
          TMS cannot delete files marked as SYSTEM files and will not use a diskette
          that has files and/or subdirectories already on it.  Remove the diskette and insert
          another formatted, empty diskette.


TMS049I:  Invalid File Name
     [Invalid file specification |

     Invalid drive specification.
     Drive does not exist. |

     Invalid directory specification.
     Directory does not exist. |

     Bad File Name ]


     The name you entered in response to a TMS prompt for a file name (either as a print
          destination or a file for extracted records) was invalid.  The file name can be
          invalid for one of the following three reasons:
               Invalid file specification         The file name did not conform to
                                                  DOS file naming standards.  See
                                                  your DOS manual for restrictions
                                                  on file names.
               Invalid drive specification.       The drive you specified for the
                                                  file is not a valid drive on your
                                                  system.
               Invalid directory specification    The directory/path you specified
                                                  was invalid because it does not
                                                  currently exist.  The
                                                  directory/path must be a valid
                                                  currently existing directory.
          Correct the drive/path/file name.


TMS050D:  File Version Is The Wrong Level
     name.TMS file is not the correct format.
     Your name.TMS file is a version vv.vv
     format.  This copy of TMS requires a format of
     version rr.rr.  Reinstall TMS and have the INSTALL
     program upgrade your TMS files.

     TMS opened name.TMS and found that it was of the wrong file format.  TMS found
          that the file name.TMS was of version vv.vv.  This version of TMS requires a
          file version of rr.rr.  The TMS INSTALL program will upgrade your previous
          TMS file versions to the current/required version/format.


TMS051I: Late Fee Days In Error
     Maximum days before charging a Late
     Fee must be between 01 and 30.

     You have specified the maximum number of days for TMS to wait before charging a
          late fee outside of the valid range for this value.  The valid range is 01 to 30,
          inclusive.


TMS052E: Disk I/O Failure
     rrrrrrrrrrrrrrrrrrrrrrrrrrr
     Correct problem and press:
     RETRY to continue or
     CANCEL to abort backup

     A rrrrrrrrrrrrrrrrrrrrrrr disk I/O failure has occurred while performing the TMS
          backup.  Correct the problem and press RETRY to resume the backup
          procedure.  OR, press CANCEL to abort the backup procedure.


TMS053I: Invalid Hex String
     Hex string must be an even number of characters
     and the only valid characters are
     0123456789ABCDEF

     You entered a hexadecimal string that was invalid.  Hexidecimal strings must be an
          even number of characters and the only valid characters are
          0123456789ABCDEF.  Correct your string to a valid hexidecimal string.


TMS054I: Invalid Number Of Characters
     The number of characters per print line
     must be greater than 30 but less than 255

     You entered a value for the number of print characters per print line that was outside
          of the acceptable range.  The acceptable range is 30 to 255, inclusive.


TMS055I: Invalid Number Of Lines
     The number of lines per print page
     must be greater than 20 but less than 100

     You entered a value for the number of lines per page that was outside of the acceptable
          range.  The acceptable range is 21 to 99, inclusive.


TMS056E: File Already Exists
     File: ffffffff.fff
     Already exists, do you want to replace it?

     The file name (ffffffff.fff) you specified already exists.  You can replace it (write over
          it) or choose another file name.  Press YES to overwrite the existing file, press
          NO to choose a new file name.


TMS057I: Print To Disk File Completed
     ffffffff.fff has been created

     TMS has completed printing the requested report to disk.  It has been placed in the file
                    name (ffffffff.fff) that you requested.                    Appendix B - Feedback To The Author



The author appreciates your feedback on TMS.  Please forward all of your feedback to:
     Lee A. Stoeckert
     2708 Spring Lake Drive
     Richardson, TX  75082-4238

When writing, please include the following information:
     Your Name
     Your company/apartment complex
     Mailing Address
     TMS License Number (taken from the ABOUT screen)
     TMS Version (taken from the ABOUT screen)

Typically, feedback can take any of four forms:

1) "Bug Report"          In this case, you've come across a problem in TMS where it isn't
                         performing the way that the documentation says it should.  If
                         this is the case, please include as much detail about the problem
                         as you can.  This should include a description of the events (key
                         pressed, information entered, etc.) that led up to the problem. 
                         Messages and/or results observed (please be as complete as
                         possible).  If possible, copies of the TMS data files involved in
                         the problem (on diskette) would be helpful.

2) Documentation         In this case, you may have noted an error or omission in the
                         documentation (please, even pointing out a spelling or
                         punctuation error is appreciated).  Please note the manual
                         version number and page number and the text in error.  If an
                         omission, please describe what you feel should be added, and
                         where you feel it would best fit into the documentation.

3) Suggestions      You, the end user of the system, are in the best position to
                    describe your needs for TMS.  Please feel free to send me your
                    list of items that you would like to see changed or added in
                    TMS.  Did you find an existing function difficult to use?  How
                    would it have been easier?  Is there something that TMS could
                    do for you that it's not doing now?  Please be sure to describe
                    new functions as fully as possible, including where in TMS you
                    feel they would best fit.

4) Praise & Salutations  Sure, why not?  Actually, I'd love to hear what features you find
                                                  most usable and why.                     Appendix C - Common Problems &
                                            Solutions


As common operational problems are reported, I'll document them in this section so that all
users may benefit from the answers provided.  Of course, when possible, TMS will be changed
to address these problems.  However, some problems simply can't be addressed via
programming (usually those that are hardware related).


Printing Problems

Probably the most common problems are print related.  A lot of changes have been made
beginning with TMS Version 01.20 in the area of printer support to address these problems.


Graphic Print Characters

This problem is typical and probably the most common.  It manifests itself by printing "3's"
and other characters when printing the Tenant Receipt and the Daily Journal instead of vertical
and horizontal bars.  The graphic characters used by TMS on these two reports are defined by
ASCII values in the 128 to 255 range.  Herein lies the problem.

There are two possible problems that can cause this:

     The most common is that your printer is not setup to use the full Graphical Character
     set.  Most printers default to using a character set that includes Italic characters or limits
     the characters to those defined by ASCII values 1 thru 127.  For the printers that TMS
     supports, beginning with Version 01.20, a printer command is sent to the printer to
     attempt to switch it to the required character set.  However, if you are still seeing this
     problem after installing Version 01.20, you will need to change the default setting on
     your printer to the proper character set.  You will need to review your printer manual
     to find out how to set the default character set.  Some printers do this by setting "dip"
     switches.  Others use the printer control panel to set the configuration.

     Another possible solution applies to printers that are attached to the PC using the serial
          port.  In this case, it is essential that the printer and the PC be setup to use "8, N, 1".               Appendix D - Default Printer Initialization
                                    Codes


Beginning with TMS 01.30, you are able to change the printer initialization codes used by
TMS.  This permits you to customize your printer.  You can use a different font or print quality,
or you can adjust the number of characters per line or lines per page.  You can also add support
for a printer that is not supported by TMS today.

The following printers are currently supported by TMS (i.e., TMS has a default set of
specifications for these printers).


IBM ProPrinter XL

     Normal Print
          x'1B121B36'
               1B12           -    10 Characters per inch
               1B36           -    Quality mode
     Condensed Print
          x'1B3A1B36'
               1B3A           -    12 Characters per inch
               1B36           -    Quality mode


Epson FX-80

     Normal Print
          x'1B50'
               1B50           -    10 Characters per inch
     Condensed Print
          x'1B4D'
               1B4D           -    12 Characters per inch


HP LaserJet II Series

     Normal Print
          x'1B451B28313055'
               1B45           -    Reset
               1B28313055          -    PC8
     Condensed Print
          x'1B451B28733132481B28313055'
               1B45           -    Reset
               1B2873313248   -    Primary pitch 12 characters per inch
               1B28313055          -    PC8


HP DeskJet 500/500C

     Normal Print
          x'1B451B287333541B2873313048'
               1B45           -    Reset
               1B28733354          -    Typeface Courier
               1B2873313048   -    Primary pitch 10 characters per inch
     Condensed Print
          x'1B451B287333541B2873313248'
               1B45           -    Reset
               1B28733354          -    Typeface Courier
               1B2873313248   -    Primary pitch 12 characters per inch


Panasonic 1124

     Normal Print
          x'1B45121B740107'
               1B4512         -    
               1B740107       -    
     Condensed Print
          x'1B4D1B740107'
               1B4D           -
               1B740107       -                              Appendix E - Code Page


A code page is a unique grouping of characters (alphabetic, numeric, punctuation, and special
symbols) designed to meet the requirements of specific languages and occupations.  Computers
use code pages to map these character groupings to a numeric value (0 to 255).  If the program,
computer, and printer are not using / referencing the same code page, the data set to the printer
from the program may not look the way it was intended.  The most commonly seen problem
involves special characters, such as those used by TMS for box drawing.

TMS uses the PC code page 437. 
This code page is often referred to as
PC8 or PC-8.  TMS will attempt to
set your printer to use this code
page.  If your reports do not show
the proper box drawing characters,
please check the initialization string
being used by TMS and be sure that
it is set properly for your specific
printer.  If your printers code page
cannot be set via an initialization
string, please set your printer (using
the control panel or dip switches) to
use the 437 / PC8 code page or one
that is available to your printer that
matches the 437 code page (see
Figure ?) as closely as possible (the
drawing characters are shown in the
shaded boxes).
                      Appendix F - Windows  PIF File


Figure ? (right) is a
sample MicroSoft
Windows PIF
Editor screen.  This
screen shows you
the default contents
of the TMS PIF file. 
As you can see, the
TMS PIF file
settings are very
simple.  The default
is for a "windowed"
environment that
will run in the
"background".  You
can change either of
these settings
without affecting
the ability to run
TMS.  However, if you turn off the background execution option, TMS will only get
processing time when it is the active window (this may not be very desirable if you are printing
a report).

The TMS PIF file ONLY applies if you are running TMS in a MicroSoft Windows
environment.  It is not used if you are running TMS under straight DOS.                           Appendix G - Glossary


Automated Rent Posting
     Automated rent posting is an action key option that is part of the RENT function.  This
     action permits you to automatically post "rent due" to a number of tenants that have not
     made a rent payment yet for the current month.  You have the full search capabilities
     to limit which tenants you want to do this posting for.  There is no chance that rent will
     be charged to the same tenant twice in the same month (by this process).

AutoPost
     See Automated Rent Posting.

Action Key
     Action keys are special keys used by TMS to signal an immediate action that is to be
     taken.  These keys include the function keys (F1 through F12), the ESC (escape) key,
     and the ENTER (on some keyboards labeled RETURN) key.

Action Line
     The action line is the bottom line of the screen (line 25).  The action line identifies
     which action keys are currently active and briefly what action would be taken if they
     are used.

Daily Journal
     The daily journal is a daily record of all payments, charges, and other credits that affect
     any of the tenant accounts.  A journal exists for each day that has activity.  If no activity
     exists for any day, no journal is created.  Each journal entry has a receipt number
     assigned to it.

Daily Report Number
     The Daily Report Number is a sequentially assigned number that is assigned to each
     PAGE of each daily journal.  A daily journal consists of a maximum of 29 transactions
     (each with a unique receipt number) per page.  The daily report number is reset to one
     (1) on the first page of the first daily journal for the month.

Delinquency Balancing Report
     The Delinquency Balancing Report is a report on the delinquency (non-payment) of
     tenants at your property.  The Delinquency Balancing Report tracks the total
     uncollected rents.  Each Delinquency Balancing Report starts off with a "balancing" of
     unpaid amounts by summing the tenant account balances from their Tenant Cards. 
     During the month, totals from each Daily Journal are posted to the Delinquency
     Balancing Report.  The current Delinquency Balancing Report will always reflect the
     current, up to the day, delinquency.  The Delinquency Balancing Report is closed out
     each month, but it is also possible to close it out before the end of the month (there
     would still be one closed at the end of the month).

Extract
     An extract is a ASCII (character) file that contains selected fields from selected TMS
     data base records.  Extracts can be used as input to other programs, such as word
     processors.  When used as input to word processors' mail/merge functions, extracts can
     be a handy way of generating personalized letters/notices and mailing labels.  The
     extracts created by TMS are created as Comma Separated Variables (CSV) files.  That
     is, each separate field on each record is separated by a comma.

HUD
     Technically, HUD stands for Housing and Urban Development.  It is a department
     within the Federal government.  Specifically within TMS it refers to a program of HUD
     (sometimes called section 8) that provides for housing subsidy payments.

Other Charges
     Other Charges are a small collection of charges that may occur to a Tenant's account
     during the month.  In some cases, such as Taxes or Miscellaneous, they may actually
     be monthly charges, automatically added on by TMS (as taken from the Tenant Card). 
     In other cases, they may be special, one time charges (such as NSF, Miscellaneous,
     Subsidy Pay Back) that are added on by the clerk/manager at the time they are known.

Property
     The property is the apartment complex(s) that the tenants occupy that are being tracked
     by TMS.

Receipt Number
     Each financial transaction is assigned a sequential receipt number.  Each transaction,
     along with this number, is recorded in both the tenant's account (tenant card) and the
     daily journal.

Re-org
     Re-org or re-organizing of the PROPERTY.TMS file is a process where TMS extracts
     the valid, active user data records from the current PROPERTY.TMS file and builds
     a new PROPERTY.TMS with them, then deletes the old PROPERTY.TMS.  This will
     often cause the new PROPERTY.TMS file to be a few records smaller.  There are three
     reasons for this:
     1)   'Free' records      'Free' records are records that were used, at one time for
                              tenant information, but the tenant has been deleted from
                              the data base.  TMS will re-use 'free' records as needed,
                              but a re-org will remove all 'free' records (TMS will later
                              expand the PROPERTY.TMS file if needed).
     2)   Old index records   The PROPERTY.TMS file contains index records that
                              are used to speed the access to tenant records.  Tenant
                              records are indexed by the first two digits of their
                              account numbers.  If all of the tenants that share the first
                              two digits of the account number (e.g. all tenants 0001
                              thru 0099) are removed from the file, the index record is
                              unneeded and can be removed by the re-org.
     3)   'Incomplete' records     'Incomplete' records can occur if you are in the middle
                                   of adding a new tenant to the file and TMS is shut down
                                   (usually due to a power or computer failure).  In this
                                   case TMS may have been adding a record, but did not
                                   get a chance to complete the add.  This is a rare
                                   occurrence, but it is cleaned-up by the re-org process.

Tenant
     The tenant is the principle person or business entity that holds the lease on the
     apartment.

Tenant Card
     The tenant card is a document that is part of a manual pegboard system that tracks all
     tenant payment activity and includes key information about each tenant (such as name,
     apartment, rent amount, balance, etc.).  TMS uses this same metaphor to describe its
          record of each tenant's account.                                   Index


Action Key24, 27, 70, 71, 73-75, 81, 82, 85, 107, 110, 112, 114, 116, 122-124, 126, 130,
                                                                   131, 183
Action Line3-5, 24, 27, 48, 50, 53, 59, 66, 68, 84, 95, 97, 98, 107, 110-112, 120, 126,
                                                                   128, 183
Active4, 5, 11, 12, 15, 23-26, 45, 46, 57, 59, 66, 69, 82, 84, 93, 96, 97, 99, 107, 108, 110,
             112, 115, 117, 121, 124, 126, 131-133, 160, 161, 181, 183, 185
Automated Rent Posting . . . . . . . . . . . . . . . . . . . . . 3, 50, 183
AutoPost . . . . . . . . . 53, 75, 82-84, 114, 125, 128, 140, 152, 165, 183

Backup7, 9, 11, 13, 19-21, 45, 99, 101-103, 143, 144, 157-159, 161-167, 169
Billing Address. . . . . . . . . . . . . . . . . . . . . . 67, 68, 121, 130

Closed . . . . . . . . . . . . . . . . . 11, 24, 25, 46, 159, 160, 164, 184
Condensed Mode . . . . . . . . . . . . . . . . . . . . . . . . . . 106, 107

Daily Journal1, 2, 4, 11, 13, 14, 23-25, 27, 45-51, 53-57, 94, 98-100, 102-104, 140, 142,
                                       152, 157-161, 164, 165, 175, 183-185
Daily Report Number. . . . 16, 23, 24, 26, 27, 46, 48, 57, 97, 98, 160, 183
Day Rent Due62, 63, 67, 69, 77, 84, 86, 87, 90, 109, 117, 118, 122, 130-133, 136
Delinquency Balancing Report2, 13, 23-28, 46, 48, 57, 79, 98, 100, 101, 140, 159-161,
                                                                   164, 184
DownArrow. . . . . . . . . . . . . .4, 13, 25, 36, 39, 42, 62, 83, 111, 148

END. . . . . . . . . . . 4, 12, 16, 24, 26, 27, 83, 111, 141, 151, 174, 184
ESC3, 4, 23-25, 27, 30-33, 35-42, 45, 48-51, 53, 57, 59, 61, 62, 66-69, 81-86, 90, 93-99,
          105, 107, 108, 110-113, 115-117, 120, 124, 126, 128, 130-133, 136-138, 183
Extract. . . . . . . . . . . . . . . . . . . .14, 29-33, 137, 153, 158, 184

F1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4, 183
F10. . . . . . . . . . . . . . . . . . . . . . . . . . . 117, 121, 131, 132
F12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4, 183
F2 . . . . . . . . . . . . .4, 23, 24, 45, 48, 117, 121, 122, 126, 128, 132
F3 . . . . . . . . . . . . . . . . . . . . . . . 45, 48, 117, 121, 123, 132
F437, 40, 57, 59, 62, 67, 68, 86, 90, 94-99, 105, 107, 108, 110, 117, 121, 130, 132, 133
F5 . . . . . . . . . . . . . . . . . . . . . . . . 41, 81, 83, 111-113, 115
F6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83-85, 111, 112
F7 . . . . . . . . . . . . . . . . . . . . . . 105, 107, 117, 121, 124, 132
F8 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117, 121, 132
F9 . . . . . . . . . . . 23, 24, 45, 48, 62, 67, 83, 84, 117, 121, 130, 132
File Integrity . . . . . . . . . . . . . . . . . . . . . . . . . . .99, 103
File Name. . . . . . . . . . . . . . . . . . . . . . .30, 137, 158, 168-171

Group Code . . . . .38, 39, 62, 64, 67, 81, 82, 113, 114, 117, 118, 130-133
Group Post . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35, 38

HOME . . . . . . . . 4, 21, 58, 62, 63, 67, 83, 111, 117, 118, 130-133, 138
HUD2, 3, 11, 14, 35-37, 43, 50, 52, 53, 55, 56, 62, 65, 75, 79, 82, 86, 88, 114, 117, 119,
                                       122-125, 128, 131-133, 140, 152, 184

Initial Setup Mode . . . . . . . . . . . . . . . . . . .11, 12, 64, 79, 118
Invoice. . . . . . . . . . . . . . . . . . . . . . . . .14, 41-43, 121, 123

Late Fee . . . . . . . . . . . . . . . . . . . . . . .90, 108-110, 165, 169
Live . . . . . . . . . . . . . . . . . . . . . . . .11, 12, 15, 21, 79, 121

Main Menu. . .11-13, 24, 48, 59, 62, 66, 69, 79, 82, 84, 102, 104, 112, 152
Manager11, 12, 15, 16, 23, 25, 43, 45, 57-59, 63, 66, 69, 86, 91, 93, 94, 96-99, 108, 117,
          120, 121, 123, 124, 129, 131-133, 143, 150, 156, 157, 160, 161, 184
Manager Active . . . 12, 23, 25, 45, 69, 96, 97, 99, 108, 117, 124, 131-133

Normal Mode. . . . . . . . . . . . . . . . . . . . . . . . 11, 15, 105, 106

Other Charges. . . . . . . . . . . . . . . . . .2, 4, 35, 90, 139, 140, 184

PageDown . . . . . . . . . . . . . . . . . . . . . . . . . . 4, 25, 83, 111
PageUp . . . . . . . . . . . . . . . . . . . . . . . . . . . 4, 25, 83, 111
Password . . . . . . . . . . . . . . . . . . . . 57, 58, 143, 150, 156, 157
Posting Date11, 12, 17, 20, 23, 25, 30-33, 35-42, 45, 49, 51, 57, 61, 62, 67, 69, 81, 83,
          85, 86, 90, 93, 94, 96, 97, 99, 105, 108, 111, 113, 116, 117, 124, 126, 130-133, 135-138
Print4, 11, 13-15, 28, 45-48, 54-56, 65, 69, 99, 100, 105-107, 119, 121-123, 128, 132,
                            136-138, 158, 165, 168, 170, 171, 175, 177, 178
Printer. . . . . . . . . . . . . . . . 3-5, 105-107, 136, 158, 175-177, 179
Property Message . . . . . . . . . . . . . . . . . . . . . . . . . . 94, 95
Property Number. . . . . . . . . . . . . . . . . . . . . . 28, 94, 144, 149

Reports2, 1, 3, 11-13, 15, 19, 23, 27, 69, 70, 79, 94, 101, 106, 135, 136, 138, 140, 142,
                                                         159, 164, 175, 179
Re-org . . . . . . . . . . . . . . . . . . . . . . . . . .20, 103, 166, 185
Run-Time . . . . . . . . . . . . . . . . . .20, 57, 65, 66, 99-101, 164-166

Search . . . . . . 3, 16, 39, 41, 64, 74, 75, 81-83, 111-115, 118, 153, 183
Setup5, 11, 12, 15, 16, 20, 64-66, 79, 86, 90, 91, 93-99, 105, 108, 110, 118, 136, 142,
                                                    143, 150, 164, 175, 176
Sort . . . . . . . . . . . . . . 3, 16, 70, 71, 73-75, 83-85, 111, 112, 116

Tenant Card1, 2, 4, 15, 49, 51-53, 64, 65, 67, 79, 81, 82, 87-90, 112-114, 117, 119, 121,
                                 122, 124, 127, 128, 132, 133, 161, 184-186
Tenant Number. . . . . . . . . . . . . . . . . . . . . . . . . . . .82, 114
Tenant Receipt . . . . . . . 16, 46, 50, 51, 91, 96, 97, 126, 128, 129, 175
Tenant Status. . . . . . . . . . . . . . . . . .4, 51, 62, 63, 87, 117, 127
TMSDATE. . . . . . . . . . . . . . . . . . . . . . . . . . 12, 86, 135, 151
TMSLOAD.BAT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
TMSLOGO. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136
Transaction. . . .2-4, 6, 47, 51-53, 86-90, 98, 121, 124-129, 139, 140, 185

UpArrow. . . . . . . . . . . . . . . . . 4, 13, 25, 36, 39, 42, 62, 83, 111
