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Software Conversion Contract

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					       CornerStone™
    HUDManager/IPMS –
    Rent, Ledger, Payables
    Data Conversion Guide




             Property Name
Phone your Conversion Team Techs at 1-800-944-5572:

     Mark Robinson, Manager --------------------- ext 205
     Chondra Ausmus ------------------------------- ext 237
     Jairus Garcia ------------------------------------ ext 209
     Karen Kuhfeldt --------------------------------- ext 203
     Mike Livesay ----------------------------------- ext 220



Thank you for being part of the IPM-Software family!



                             1
We are excited to have you join the CornerStone Windows family of software users and hope to
make your software transition as smooth as possible. We know that there can be many
frustrations and reservations about changing software vendors or products; we want you to know
that we are here to assist you with our Data Conversion program.

This package includes a “shopping list” of everything we need to know about your organization
and property set up in order to get you up and running as soon as possible. Please read each
section carefully as some of this information may not pertain to your specific situation.

It is very important that this information is completed and returned to IPM-Software.

Incomplete or incorrect information will be returned to you and will cause unnecessary
delays in the conversion process. We will match to your reports and check you DOS
Reconciliation Spreadsheet. Necessary corrections to your data done once the conversion
has begun or is complete may require a separate conversion payment.

All users who are converting to Cornerstone will complete the following:

      CornerStone Conversion Information Form.

      Customization Options form

      User Security Options form.

      Final Check List.

      DOS Reconcile Spreadsheet – either electronic or paper copy.

During this process you will have several points of contact from our office.

      Sales – please call them regarding any issues during this process or to make changes to
       your order; they will remain your primary point of contact aside from your assigned
       Client Care Representative.

      Training – your trainer will contact you after the sale of software to confirm training
       dates, times and course material.

      Conversion – The conversion team is responsible for getting your data converted into the
       CornerStone program.

      Client Care – this team is at your service for technical advice or data issues Monday
       through Friday 7:30 am till 6:00 pm CST

CornerStone is designed as a user-friendly tool for the Conventional and Affordable Multi-
Family community. Please let us know how we can assist you.
It‟s exciting for us at IPM-Software to be able to offer leading edge solutions, and it‟s a great
opportunity for your company to gain competitive advantage. We look forward to working with
you.




                                                2
                Steps to Ready Your Data For Conversion
       READYING IPMS RESIDENT RECEIVABLES FOR
                    CONVERSION

                                          STEP 1


MAKE SURE THAT IPMS DATE FORMAT IS SET TO DISPLAY A FOUR DIGIT
                            YEAR
 This will ensure that all dated records in IPMS are set to a four-digit year.
         Go to the DOS prompt and type cd\ipms and press [Enter].
         At C:\IPMS>
                  Type edit config.fp and press [Enter].




           Type CENTURY=ON. If this is already typed, from File drop-down menu,
            choose to Exit.
           From the File drop-down menu, choose Save.
           From the File drop-down menu, choose Exit.
           Open the IPMS program.
           Close the IPMS program.




                                               3
                                      STEP 2

                      MAKE THE FIRST IPMS BACKUP
Open IPMS
       Make a Backup of your IPMS Data. This will be your “Pre-Close Backup”.
       Go to Utilities | System Maintenance | Maintain Data Files | Backup.
       Answer Yes to question “Are you ready to do a backup?”
       Choose your property; insert disk into Drive A (or other disk drive)




                                      STEP 3

                  RUN THE CLEAN UP FILES FUNCTION

While still in IPMS, Run the Clean Up Files function. NOTE: Do NOT run the Clean Up
Files function if you use Phone Link. Instead, skip ahead to the next step.

         Go to Utilities | System Maintenance | Maintain Data Files | Clean up Files.
         Answer Yes to question “….Are you sure?”.
         Choose your property

      (This will erase any files that were previously hidden through the back door of the
      database and may shrink the size of your backup file).




                                           4
                                     STEP 4

UPDATE YOUR RECURRING CHARGES WITH LINK TO FORMS

   Choose Property Management | Resident Receivables | Tenant Maintenance | Link
    to Forms.
   Choose your property.
   Answer yes to update the changes from HUD Control.




                               STEP 5
TIDY YOUR DATA WITH THE TENANT BALANCES FUNCTION

   Go to Utilities | System Maintenance | Maintain Data Files |Tenant Balances
   Choose your property
   Answer Yes to questions “…Are you sure?”




                                    5
                                  STEP 6
 PRINT REPORTS TO USE WITH THE RECONCILE SPREADSHEET

      Rent Roll Report for Effective Date – from HUDManager – Print for the Resident
       Receivables Current Close Date
      TR21 – Tenant Standard Monthly Charges
      TR87 – Tenant Rent Roll Gross Potential Summary
      TR93 – General Ledger Trial Balance – Detail
      TR92 – Bank Deposits – Monthly Listing (For All Accounts)
      TR33 – Summary Tenant Activity
      TR14 – Tenant NSF Payments
      TR29 – Security Deposit Listing – Pending Refunds
      TR15 – Security Deposit Listing – Current Tenants

                                   STEP 7

  COMPLETE THE DOS RECONCILE SPREADSHEET. YOU WILL BE
  SENDING A COPY OF THIS SPREADSHEET WITH YOUR DATA FOR
CONVERSION. THE COPY CAN BE ELECTRONIC OR A PRINTED COPY.


                                   STEP 8
                         PRINT TR04 TO SCREEN
   TR04 – Tenant Aged Receivables Report – Run this report and display it on your
   screen. Running this report will update balances in the correct locations of the
   database in preparation for the conversion.




                                      6
                                      STEP 9

   LOOK AT TR21 STANDARD MONTHLY CHARGES FOR POSSIBLE
                        PROBLEMS

Look for Excess or Loss to Lease on the TR21 and correct the cause, such as incorrect
IPMS floor plans or incorrect Rents in HUD. (Excess or Loss to Lease is only okay for
Section 236 and Conventional units.)




                                  STEP 10

      EXAMINE THE TR87 GROSS POTETENTIAL SUMMARY
TR87 - Gross Potential should be in Balance. The Gross Potential should match the
TR21 RENT CONTRACT column total. (Usually, after month’s end close,
EVERYTHING matches. If it does not, run the TR73 – Gross Potential Reconcile
Report – and look for the cause.)




                                       7
                                    STEP 11

       LOOK FOR INCORRECT AGED TENANT BALANCES
Run the TR39-Tenant Aged Receivables and examine for any untrue Tenant Balances.
Correct if Necessary




                                 STEP 12

 LOOK FOR INACCURATE SECURITY DEPOSIT INFORMATION
Run the TR15-Security Deposit Listing and examine for all Security Deposits Required
and Paid. Correct if necessary.




                                      8
                                         STEP 13
PERFORM ANY ADDITIONAL STEPS NORMALLY DONE PRIOR TO CLOSING
             YOUR RESIDENT RECEIVABLES MONTH

                                         STEP 14
                CLOSE YOUR RESIDENT RECEIVABLES MONTH

            Choose Property Management | Resident Receivables | Close Out Month
            Choose your property.
             Follow your normal close out procedure as dictated by your Management
             Company.
Warning: The conversion process will not work at any other time of the month. It must be
completed directly after a month-end close. A month-end close need not fall at the end of
the month.




                                         STEP 15
 BACKUP YOUR IPMS/LINKPRO TO SEND FOR CONVERSION AS SOON AS
                    YOU CLOSE THE MONTH.

             Go to Utilities | System Maintenance | Maintain Data Files | Backup
             Answer Yes to question “…Are you ready to do a backup?”
             Choose the desired property; insert a fresh disk into the disk drive.
             Label this disk with your Property name and that this is a Post Close Backup.
              You will be mailing this backup along with your paperwork to IPM Software.




                                              9
    Follow these steps ONLY if you are also converting the IPMS
                         Payables Module
1. Follow the steps below if you are using and converting the Payables module in IPMS.
        Note: You do not have to close the Payables period.
        Set the rstr_all.flg flag in your IPMS directory.
              i. Go to the DOS prompt to your IPMS Directory ex: C:\IPMS> and type in
                  edit rstr_all.flg




    Alt F and choose SAVE and Alt F and choose EXIT.

2. Run the AP04 – Vendor Aged Payables or the AP0 - Central Payables Aged
   Payables. Examine to be sure all outstanding invoices for each Vendor truly
   outstanding.




                                         10
3. Run the AP08 - Invoice out of Balance report. Examine and correct any out of balance
   invoices.




                                         11
Follow these steps if you are also converting the IPMS Ledger
                            Module
 1. Run the GL01 - Summary Trial Balance report. Examine and verify all trial
    balances. You should also be sure that all trial balances are equal to 0 (total for
    beginning and ending balances).
        a. Go to accounting | Ledger | Reports | Single Report




                                          12
                   CORNERSTONE CONVERSION INFORMATION
Please print and complete a copy of this form for each property submitted for conversion. Please note:
missing or incomplete information will delay the completion of your conversion.


Conversion Contact Information
Contact Person

Email

Phone

Fax

Property
Project Name on Voucher

Street Address

County, Township, Parish

City, State, Zip

Property Manager
Manager Name

Manager Office Street Address

City, State, Zip

Office Phone Number

Manager’s email

Management Agent
Agent’s Company

Street Address

City, State, Zip

Phone Number

Agent’s Employer ID

Property Owner
Owner’s Name

Street Address

City, State, Zip

Phone Number

Owner Employer ID




                                                   13
Building, floor and Unit Information: Please indicate address or unit
number and Accessibility needs (if any). If applicable, please specify
which building and/or floor the unit is in. Please use extra paper, if
needed.
Example: Building 1          Units 101 – 115 – not accessable

Example: Building 2          Units 116, 117, 118 – Mobility accessibility




                                         14
                            Voucher Information
Please print and complete this page for each HUD Contract Number.

Payee Information
Payee Name

Street Address

City, State, Zip

TRACS Settings
TRACS Phone Number – EX: 1-800-862-1874

Sender’s TRACS Mail ID EX: TRACM12345

TRACS Mail Address – EX
tracmprod@tracsmail.hud.gov
TRACS Password - 123456

Voucher Signature Block
Name

Title

Phone Number

Banking Information
Have you changed banks since your last
voucher?

Bank Name

Bank Address

City, State, Zip

ABA Route Number

Account Number




                                           15
Please print and complete this page for each HUD Contract Number.


Subsidy Information
Contract Number
 EX: MA123456789

HAP Contract Effective Date. This is
required information.
HAP Contract Sign Date

Hap Contract Expiration Date
Type of Section 8 – Sub Rehab, New
Construction, LMSA, PDSA?
Project Type – FHA, Non-Insured, EH,
FMHA
Project Number

HUD owned?
Subsidy Type – New Construction, Sub
Rehab, LMSA, PDSA
Contract Type – Elderly, Family,
Handicapped, Elderly and Handicapped,
other?
Is this contract a 202/811 PRAC or 231?
Was HAP agreement signed after
1/1/1981?
Was HAP contract effective on/after
10/1/1981?
If a LM/PD Set Aside, was HAP contract
signed on/after 10/3/84?
Do you use Public Housing Authority
vouchers?
Do you use Welfare Rent?

Is this a POA or S/D Contract?

Do you require a 504 Coordinator?

Number and Type of Units
Total Number of Units:

Number Market Rate Units:                 Number of BMIR Units:

Number Section 8 Units:                   Number of HUD-Owned Units:

Number Rent Supp Units:                   Number of 202/PRAC Units:

Number RAP Units:                         Number of 811/PRAC Units:

Number Section 236 Units:                 Number of 202/162 Units:




                                                 16
                       Customization Options

After your property (properties) has been converted, or set up from scratch, there
are many customization options available in Cornerstone. The decisions on how to
handle data entry are normally made by the management company. The following
checklist will assist us in customizing CornerStone to meet your needs.

                      Financial Customization
Which accounting method do you use, cash or accrual?
                                                           Yes        No
What is the beginning of your fiscal period? mm/yyyy
What is the end of your fiscal period? mm/yyyy
Do you have a management fee?                            Yes        No
Is it by unit? Percentage? Or dollar?
Amount?
The start of the open transaction period (mm/yyyy) for
payables and ledger.
The end of the open transaction period (mm/yyyy) for
payables and ledger.




                                        17
                               Rent Customization
Do you charge a default late fee?
What is the amount of the late fee?
Is the late fee charged per day?
On what day, do you begin charging the late fee?
On what day, does the late fee end?
For what month should Resident Receivables be set to
begin data entry? (mm/yyyy)
Print Rent Receipt Always, Never, or On Demand?
Default amount for an NSF charge?
                                                                      Yes          No
Require a unique reference number for payments?
(This would require that each payment MUST have a different
reference (check) number)
No edit on Payments?
(If yes, users who enter payments will not be able to change the
reference number and notes field in payment history before a bank
deposit)
Process unit transfers as a move in/move out?
(If a tenant transfer between units, do you want separate ledger
cards for the tenant?) DO NOT CHOOSE THIS IF YOU ARE SECTION 8.
Print the Bank Deposit Log in receipt order?
Do you use preprinted receipts?
Never Waive a Late Fee?
(If you answer yes to this question, your users would never be able
to override a late charge)
Is this property a Co-Op?

Require a bank deposit before closing the receivables
period?
Do you pay interest on security deposits?
Please provide us with your table for security deposit
interest. Ex: 2005                                                          .05%




                                               18
List any Recurring Charges with the associated GL account number:
NOTE: “Recurring charges” are repeated charges to the tenant or HUD and can occur
monthly, such as rent or garage fees. They can also recur seasonally, such as air
conditioning during the summer.
      Recurring Charge                              GL account number
EX: Assistance                          5120
EX: Air Conditioning from 6/1           5120
through 9/1




If you do not use a single account (i.e. 1120) for payment deposits, please add the
account number you use.
      Rent Payment Type                  Associated Rent Payment Account #
EX: Rent Payments                       1120 – Cash Operations
Rent Payments
Security Deposits
Assistance Payments




                                               19
                         Payables Customization
What is your Payables Cash Account number?
What is your Trade Payables Ledger Account number?
What is your Payables Discount Account number?
                                                                               Yes   No
Would you like to require a unique invoice number?
Would you like to show the GL Account number on the
Check Stub?
Would you like to print comments on the check stubs?
Would you like to be able to print multiple copies of your
checks?
Would you like text amounts on Checks?
Is the check number preprinted?
Would you like to include Multiple Invoices per Check
for the same Vendor?
Please list the terms for your vendors below:              Example:
                                                           Net 30
                                                           Net 10
                                                           Net 15


                                Laser Check Setup
                Complete this portion only if you intend to use Laser Check.

Company Name
Company Address
Bank Name
Bank Address
Account Description
Check #
ABA #
Transit #
Routing
Beginning Check #




                                                20
                               Ledger Customization
What is your Suspense Account number?
What is your Retained Earnings Account number?




            Maintenance Work Order Customization
                                                                    Yes   No
Would you like to use a Problem Category?
(This function will allow you to assign work orders to a category
such as plumbing, or electrical.)
Would you like to be able to add multiple locations per
Work Order?
Would you like to track Labor Cost associated with
work orders?
Would you like to track Parts Cost associated with work
orders?
Bill Residents to Compensate for Work Order Costs?
Would like to use the Purchase Order function?
Would you like to use the Replacement Tracker
function? (This will allow you to track replacement items such
as stoves, refrigerators, or carpet)
Would you like users to be able to edit the Work Order
number?
Would you like to track changes in Work Order Status?
Would you like to view the Unit Key number?
(If you have units or common areas with specific key numbers
you can add this field to your work order.)
Would you like to assign staff members to Work
Orders?
Would you like to assign staff members per level of
assignment? (This will allow you to assign different staff
members to different tasks per work order)
Would you like to track the Work Order Task Details?




                                               21
                                                                        Yes   No
Would you like to track the Work Order Inventory
usage? (This option will allow you to update inventoried items
when used in work orders or received from purchase orders.)
Would you like to use the Task Library? (This option
would let you assign tasks such as „paint kitchen‟ or „change light
bulbs‟)
Would you like to customize the Work Order Status
Lookup? (This option would allow you to filter work orders by
status such as open, closed or in progress.)
Would you like to customize the Work Order Category
Lookup?
Would you like to customize the Work Order Priority
Lookup?
Would you like to customize the Work Order Source
Lookup? (This will allow you to choose the source from which
the work order was reported such as walk in, or call in)
Would you like to customize the Work Order Task Craft
Lookup? (This would allow you to assign a work order to a
specific craft such as Sheetrock, electrical, painting, or plumbing.)
Would you like to customize the Inventory Category
Lookup? (This will assign a category to inventory such as
electrical or plumbing)




                                                 22
                               User Security Options
CornerStone has Profiles that can be setup for each user. Once a profile is added with a user name and
password, you can choose what this employee has access to. For each profile/user one of these set of
forms must be filled out with a profile name, a user name, password and what they will be granted access
to. Please copy and complete this document for each user who will have access to the
software.

Profile Identifier EX: MANAGER, CLERK
User Name (1-15 characters, including
spaces) EX: JDOE
User Password (1-20 characters,
including spaces) EX: PUPPY
Which Properties will this User have
access to? ALL? A SPECIFIC SITE?
                                Security access options
                                           View Add                  Edit      Delete Print
*Properties
Properties
Floor Plans
Common Areas
Amenities
Staff
Contacts and Vendors
*Traffic
Prospects/Applicants
Credit Check
Make Applicant
Visits
Sources
Market Survey
*Household Information
Household Information
Move In
Move Out
Unit Transfer
Renew Lease
Household Members
Move In Member


                                                   23
                             View   Add   Edit   Delete Print
Move Out Member
Household History
Vehicle Information
Pet Information
Waiting List
*Rent
Enter Payments
Batch Payment
Misc. Income
Bank Deposit
Payment History
NSF Check
Unapply
Reverse
Apply
Charges/Adjustments
Recurring Charge
Batch Charge
Late Fee
Charge List
Ledger Card
Security Deposit
Period End Processing
Post Journal Entries
Generate Recurring Charges
Advance Rent Fiscal Period
*Work Order Maintenance
Work Order
Inventory
Purchase Order
Replacement Tracker
*Payables
Vendor Maintenance
Enter Invoices
Manual Payments
Recurring Payables
Batch Delete
View Payables



                              24
                                    View   Add   Edit   Delete Print
View Invoices
View Payments
View Vendor Invoices
View Checks
Utilities
Pay Vendor Invoices and Print
Checks
Preview or Process
Reprint Checks
Generate Payables Journal Entries
*General Ledger
Enter Ledger
Post Current
Post All
Recurring Ledger
Maintain Ledger
Reverse
Validate
Batch Delete
Bank Reconciliation
Undo
Post
Void Check
View Ledger
View Balances
*Customization Options
General Accounting Customization
Chart of Accounts
Fiscal Period
Others
Serial Number
Rent Customization
Charge Types
Payment Types
Late Fees
Accounting Profile
Options
Interest Tables



                                     25
                                  View   Add   Edit   Delete Print
Accounts Payables Settings
Terms
Accounting Information
Options
Allocation Table
Ledger Setting
Accounting Information
Work Order Setup
W/O Options
W/O Lookup Codes
W/O Task Library
*Database Management
Data Dictionary
Transfer Data Out
Transfer Data In
*Users
User Maintenance
Security Profiles
*System Options
Lookup Codes
Preferences
*System Logs
System Log
Error Log
*Setup Wizards
Enter Existing Residents Wizard
Property Setup Wizard
Template Review Wizard
*Reports
Report Explorer
Forms and Notices
Print Reports
Vacancy Loss Report
*HUD Compliance
HUD Vouchers
HUD TRACS
HUD EIR
HUD Batch Processing



                                   26
                                Final Check List

  Did You Remember to Send the Following? Incomplete or missing information will delay
                                your data conversion.

Please check off the following required items as you pack them.

HUDManager Conversion:
_____ A zipped copy of your entire HUDManager folder (AMHMFT). NOTE: We CANNOT convert
from your HUDManager backup. We MUST have your entire AMHMFT folder. This folder can be
compressed using WinZip to make the folder a smaller size.
_____ A paper copy of your last Low Income Housing Rent Schedule (Gross Rent Change) from HUD.
_____ A paper copy of a Tenant Rent Report/Roll from your HUD compliance software.
       Note: Run this report AFTER you close your receivables month. The Tenant Rent Report/Roll
       effective date must be the SAME as the date you closed your Rent Receivables month. EX: If you
       closed your Receivables on 9/30/04, run your HUD Tenant Rent Report/Roll for the effective date
       9/30/04.
_____ Paper Copy of the Income Limits
_____ A paper copy of the last voucher transmitted for each HUD Contract.
The completed copies of the following:
_____ CornerStone Conversion Information Form.
_____ Customization Options Form.
_____ User Security Options Form
_____ Signed copy of this Final Check List



IPMS Backup:
     _____Completed DOS Reconcile Spreadsheet.

       _____ AR Post-close backup of IPMS. NOTE: Ensure that the IPMS backup is created
immediately after you close your Resident Receivables period. This will eliminate unposted entries in
Receivables. We cannot convert your IPMS if it contains unposted entries.

WARNING: Entering rent payments after you close the Receivables period will leave these new entries
unposted. EX: You close your receivables period on 1/31/2005. After closing, you enter two payments
for 1/15/2005.These two post-close entries have not been posted and will not be posted until the next time
you close your Receivables period.
Backups with unposted entries will be returned to the client.

To convert your IPMS Payables, please send the following:
      Payables Reports:
        _____ AP04 – Vendor Aged Payables
        _____ AP08 – Invoice Allocation
        _____ AP08 – Invoice Out of Balance
        _____ AP13 – Vendor Check Listing by Account




                                                    27
To convert your IPMS Ledger, please send the following:
      General Ledger Reports:
       _____ GL01 – Trial Balance summary (the first GL01)
       _____ GL04 – Balance Sheet (the first GL04)
       _____ GL07 – Income Statement
       _____ GL21 – Chart of Accounts

I, ______________________________________________, hereby acknowledge the above
                                (Print Name)

Final Checklist and Data Conversion Guide and verify that all pertinent steps outlined in the Steps to
Ready Your Data For Conversion section of this document have been performed. I further verify the
completion and enclosure all required documents and backups/baselines, and any additional sections from
the Data Conversion Guide


________________________________________________ Date:__________________
                       (Signature)




                                                  28

				
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