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PHAS Software Updates

New Features and Enhancements

As Of:  1/8/2010

 

 

ACCOUNTS PAYABLE

 

  1. A new field has been added to option #22 – Unpaid Voucher by GL Account that allows the user to select unpaid vouchers by using the General Ledger number.

 

 

PURCHASE ORDERS

 

1.     New field added to option #4 – Create P. O. Work File from Inventory.  There is a (Yes) or (No) selection to Clear Previous Files Only, if run by mistake.  

2.    Two new fields added to the Print Restocking Report By Warehouse screen.  One field allows the user to Clear Previous Files Only in the event they were created by mistake in a previous run.  Nothing is updated or changed in the Inventory Master or P. O. files.  The other one clears the To Purchase (Vendor, Quantity and Price) fields. 

      

 

PURCHASE REQUISITIONS

 

  1. New Email Address field is added to option #12 – Add/Change Approval Table on the Purchase Requisition Menu (EPOXX6).  This is the email address of the Approver.  This field is used in option #2 of the Purchase Requisition Menu when the Purchase Requisition is created.  It will automatically send an email to the Approver if the Housing Authority has email capability.   

 

 

MAINTENANCE INVENTORY

 

 

1.     Three new fields added to the Add/Change Inventory Master by Location:  To Purchase Vendor, To Purchase Quantity and To Purchase Price.  These fields are updated when the Restocking Report is run from MENU (EPOXX2), option #5.

 

2.     A new Sort By Selection field is added to option #5 – Print Items Under Stock.  Users may select to sort either by Item or by Bin Location.  Also, the column in the report showing Bill Price has been eliminated and replaced with Reorder Quantity.

 

3.     Option #11 – Change Held Balances For Counting, located on Maintenance Inventory Managers’ Menu (INVXX5), has been removed and relocated to Maintenance Inventory (Counting) Menu (INVXX7).

 

4.     New option, Print Bar Code Labels Inventory 3 UP, is added to Maintenance Inventory Menu (INVXX7).  You can select a group of items to print by selecting a range of numbers.

 

5.     New option, Print Bar Code Labels Location 3 UP, is added to Maintenance Inventory Menu (INVXX7).  You can select a group of items to print by selecting a range of numbers.

 

6.     A new field, Do Not Use Zero Cost Price, is added to option #15 – Move Cost Price to Bill Price.

 

7.     A new display field is added to the Display Inventory Master option.  The new field, On Order Quantity, displays the number of items on open purchase orders.

 

 

SECTION/8

 

  1. A new field added to the Manual Check Request screen gives the user the ability to enter UAP Immediate Manual Check Requests.  Also, the type of request is printed next to the amount total on the Manual Check Request form.

 

  1. Email address added to the Section/8 Tenant Additional Fields screen.  At this time it is Informational only and is entered in Tenant Maintenance.

 

  1. Email Address field is added to the Section/8 Tenant File Maintenance More Fields screen.  At this time it is Informational only.  

 

  1. Three new function keys added to the Section/8 Member File Maintenance screen:  F13=Previous Member, F23=Print Worksheet and F24=Assets.

 

  1. To go with the HAP contract, a Cover Letter field has been added to the Print Housing Contract set up screen. Also, a new function key, F5=Print Letter, has been added to the Print HAP Contract screen to allow users to print a cover letter along with the HAP contract.

 

  1. Added a default cover letter (#259) to the Section/8 System Control Record for the HAP contract.

 

  1. A new field, MCR#–Manual Request, is added to the Immediate UAP Check Maintenance screen allowing the user to enter MANUAL checks or checks which need to be paid immediately.  In addition, two new search windows were added to search for payments by Manual Check Request Number or by Subsidy/Tenant Number.

 

  1. A new option added to Section/8 Check Reconciliation Menu (SECXX3) to send a test Email Direct Deposit Notification to all owners.

 

  1. Inspections Menu (SECX11) has been recompiled from options #20 through #23.

             A new option, #23 – Go To Inspection Menu II, is also added.  This takes the user  to the new Inspection Scheduling II Menu (SECX40).  The Violation Detail Maintenance option (originally option #20) has been relocated to Menu (SECX40).

 

    10.    A new program, option #22 – Purge Interviewers’ Scheduled File, is added to Managers’ Menu II (SECX12).  This procedure removes from the interviewer’s schedule file all records between the   dates entered.

 

    11.    New date selection field added to the report of the MTCS data from the Rent        Calculation History file.  This allows the user to print only the history data  transferred to PIC in a selected month.

 

12.   Section/8 Managers’ Menu III (SECX36) has been recompiled and nine options moved to the new Inspection Scheduling II Menu (SECX40).

   

    13.    A new Inspection Scheduling menu has been created, which is a continuation of Inspection Scheduling Menu (SECX11).  Here you may add, change or delete information in the maintenance of the inspection scheduling process.

 

    14.    A new option, #2 – Delete Inspection History, relocated from Menu (SECX37) to Menu (SECX40), allows users to delete inspection records using three  selection criterions. 

 

    15.    A new field is added to option #3 – Change Inspector Assigned In Log on the Inspection Scheduling Menu (SECX40).  A Route Code selection has been entered to the process of un-assigning or reassigning the Inspection before scheduling.         

 

    16.    Option #14 – Zero QTD Field Owner/Agency File is added to Managers’ Options Menu III (SECX36).  This option was moved from Managers’ Menu II (SECX12) to this menu.

 

    17.    A new field added to option #17 – Print Project Utilization Report, Reports Menu III (SECX37),  allowing user to either select a particular program code or leave blank to select ALL.

 

    18.    New menu option to Create Tenant Download is added to Section/8 Reports Menu III  (SECX37).  This new option creates a file called SECPBVH.  The file can be downloaded to  your PC.  The program selects tenants who received assistance between the “From” and “To” dates.  The program can also select House Type which is defined and maintained in Tenant Maintenance.

 

    19.    A new option to Print UAP Payments to Utility Company is added to Section/8 Reports Menu III (SECX37).  The report will show the current tenant and the UAP amounts with totals by type of utility and final total.

 

    20.    A new menu option, #13 ­­­– Add/Change Zip Codes, is added to Section/8  TRACTS Address/Census/Data Base Menu (SECX32).  This option allows you to add, change or delete information in the Zip Code file for TRACTS.  The Zip Code file is used when the TRACTS address file is created.  It inserts the city and state into each address line.  

 


 

SECTION/8 – OWNERS & AGENTS

 

 

  1. When issuing a manual check request, a new field was added to the Create and Print Payment Request screen giving users the ability to enter an Agent number.  If the Agent number is entered when creating this manual check, the check will be issued to the Agent and not the Owner.  Also, there is a new selection field adding the ability to enter Immediate UAP manual check.

 

  1. Three new Retro fields have been added to the Transaction section of the Deduction/Adjustment Maintenance screen showing Retro Payment Type, Retro Month and Retro Year.

 

  1. A new field allowing users to enter an Agent number for a tenant was added to the Second Party/Guardian/Agent Maintenance screen.

 

  1. Users now have the ability to “Override Payee Number” on the Immediate HAP Check Maintenance screen allowing them to designate a different Payee.  In addition, new Retro fields have been added showing Retro Payment Type, Retro Month and Retro Year.

 

 

SECTION/8 – RETRO PAYMENTS

 

 

1.     Three new Retro fields have been added to the Create and Print Payment Request screen showing Retro Payment Type, Retro Month and Retro Year.

 

2.     Three new Retro fields have been added to the Transaction section of the Deduction/ Adjustment Maintenance screen showing Retro Payment Type, Retro Month and Retro Year.

 

3.     A new screen has been added to option #11 – Rent Calculations For Tenants showing the amount, the date and the description of all HAP and UAP Retro payments.

 

4.     Three new fields have been added to the Immediate HAP Check Maintenance screen showing Retro Payment Type, Retro Month and Retro Year.

 

  1.   Three new fields have been added to the Immediate UAP Check Maintenance screen showing Retro Payment Type, Retro Month and Retro Year.

 

  1. A new selection field and a new report allowing the user to select and print only Retro checks has been added to the Check Register Processing screen.

 

 

WAIT LIST

 

  1. A new field was added to the Wait List Maintenance Program to allow the Special Program Codes 1 and 2 to be entered.  The 50058 Issue Type 10 transactions now require any applicant assigned to the VASH Program have that information as part of the issue.  The fields are on the issue screens from the Wait List Maintenance Program, F22 to issue an applicant or option #5 to issue an applicant.  When the applicant moves to housing (option #6), the program codes 1 and 2 will need to be entered again and will populate the Section/8 Tenant Master.      

 

 

PUBLIC HOUSING -TENANT ACCOUNTING

 

  1. A new field is added to option #9 – Print All Posted Batches (Month).  On the Print Cash Receipts Report screen, the user has the option to print posted as well as un-posted transactions.  Added “Area” to the title description in the Cash Receipts Pay Summary section of the report.

 

  1. A new field, Use 2nd Party Address, is added to option #12 – Create Work Order Transactions, allowing the user to answer (Yes) or (No) to the question of having the Second-Party Address print on the letters.

 

  1. New sort field and report is added to Reports Menu II, option #6 – Resident List/Select Age/Sex.  Users have the ability to sort the Resident Report by Member Name.

 

  1. Screen revisions to option #4 – Enter/Change Meter Readings on the Utility Processing Menu give users the ability to enter all utility readings on one screen.  Also, four new functions were added at the bottom of the Enter Meter Readings screen.

 

  1. New option, #17 – Update Utility Rates by Project, is added to the Utility Processing Menu (TNXX11).  This option updates all utility rates.

 

  1. A new field, Print Tenants on Hold Only, has been added to option #12 – Print Legal Status Report.  This field selection allows the user to print tenants who are on Hold only; includes tenants with an H, 1, 2 or 3 in the HOLD PAY field of the Tenant Master.

 

  1. An additional sort selection (T) is added to the Print Legal Status Report allowing users the ability to sort the report by Area/Project/Unit/Tenant Number and then Legal Status.

 

  1. A new option, #22 – Tenant Accounting Summary, is added to the Tenant Accounting Main Menu (TNXX0).  This program will display the summary totals for Public Housing based on the selections you make.  

 

 

WORK ORDERS

 

  1. A new option, Display Tenant for Special Features, is added to the Maintenance Work Orders Menu III.  Users are able to maintain the Tenant Master Special Features function from this option only.

 

PHAS Software Updates

New Features and Enhancements

As Of:  4/1/2010

 

GENERAL LEDGER

 

  1. A new search field has been added to the General Ledger History Search Window which shows the month in which the transaction was posted.

 

 

SECTION/8

 

  1. The message: WARNING:  EFF DATE DOES NOT MATCH THE FMR TABLE SELECTED – PRESS F5, has been added to the Section/8 Rent Calculations screen.  The effective date is compared to the FROM and TO dates in the APS/FMR table.  If the effective date is out of the APS/FMR range, the above warning is displayed.  When the user presses the F5 key, the APS/FMR window is displayed showing the FROM and TO dates for each table.

 

  1. A new selection field was added to option #20 ­– Print Owner/Agents with Direct Deposits, Menu (SECXX3), enabling users to Print PRE-NOTES ONLY.

 

  1. A new selection field was added to option #21 ­– Create ACH Direct Deposit Test, Menu (SECXX3), enabling users to Select PRE-NOTE ONLY. 

 

  1. The program for option #19 – Print Portable Form 52665 was modified so that when this option is performed, a NOTE is added to the tenant screen indicating that a 52665 form was printed for this tenant.

 

  1. Portable Subsidies I Menu (SECXX9) has been revised and options #22 – Print PHA Accounts History and #23 – Print Payment PHA Payment History have been moved to the new Portable Subsidies II Menu (SECX41).

 

  1. A new program option, #22 – Portable Billing Maintenance, was added to Portable Subsidies I, Menu (SECXX9).  This program is used to maintain the portable billing detail history. You can add, change or delete billing items from the billing file. 

 

  1. A new Portable Subsidies II, Menu (SECX41) has been created, which is a continuation of Portable Subsidies I, Menu (SECXX9).   Also, a new option has been added to Portable Subsidies I, Menu (SECXX9), which takes the user to the new menu.

 

  1. Two new fields, Email Return Address and Email Phone Number were added to option #3 – Add/Change System Control Record, Managers Menu II, (SECX12). 

 

 

  9.  Added option #19 to Family Self-Sufficiency Menu (SECX13).  This allows the FSS history date to be added or changed.

 

  1.  The program for option #4 – Add MTCS History Record to 50058 History File (SECX28) was modified so that when this option is performed, a note is added to the tenant's file indicating this

    action and the transaction type.

 

  1.  The program for option #7 – Select Transactions to Resubmit for MTCS

      (SECX28) was modified so that a NOTE is written to the tenant’s file if the transaction type is changed to 14. 

 

  1. The program for option #2 – Tenant Search & Display, Inspections Search was modified for Moved-out Tenants to display inspections, only if an inspection date exists.

 

  13. Added the Voucher Extended Date to option #2 – Tenant Search & Display, Menu (SECXX1)

 

  14. Added the Voucher Extended Date to option #4 – Subsidy # Maintenance, Menu (SECXX1).

 

  15.  Added the option to Undelete to option #14 – Deductions & Adjustments Maintenance, Menu (SECXX1).  A Source Code field and Status field was also added to the Deduction/Adjustment List.

 

 

WAIT LIST

 

  1. The Initial Inspection field on the Application File Maintenance screen has been reprogrammed to allow the user to remove the inspection number in order to create a new one.

 

  1. Added new field to the F3=Subsidy Issued search window on the Move Applicant to Housing screen.  The new field, PI, means Program Issued.  When an error message indicates that the wrong program code has been assigned, user can determine what the program code is by using the F3 function key without having to return to the Wait List.   

 

 


 

PUBLIC HOUSING -TENANT ACCOUNTING

 

1.    The Print Bedroom Discrepancies Report was modified to so that when the Project number changes in the listing, the system prints a Project Total for over housed and under housed.  In addition, when the Area/Project changes, system prints the total for the last Project in the Area and then prints a total for the Area and ALL Projects.

 

2.    A new field was added to the Public Housing/Additional Tenant Information screen showing the PH tenant’s email address.

 

3.    In Tenant Search & Display, three new fields showing Late Rent EOM, Cash Posted Month and All Rent Due Now were added to the Tenant Inquiry-Tenant A/R Totals screen.  These three fields have also been set up in the letter menu for use on the late rent letter.  No other letter uses the new insert codes.

 

4.    The HELP text language for Work Order Charges for Input to Tenant Accounting has been clarified for a better understanding of the Transaction Date, From and To Dates, Date to Charge and Delinquency Date fields.*

 

  

WORK ORDERS

 

 A new option has been added to Maintenance Work Orders Menu III to allow users to print blank, pre-numbered Work Order forms.