Generating Monthly Transactions

Each month, you will generate monthly transactions for the upcoming month. You must do this before you can generate the statements and/or bills for that upcoming month. When you generate monthly transactions, you select a “processing date,” which sets one date for all the individual transactions you create. The process creates one individual transaction for each recurring transaction record in effect for any customer as of this date. Depending on your agency's policy, you may choose to date the monthly transactions on the 1st day or the 5th day of the month. Other common choices are the 10th or 15th.

If there are a large number of open months in Tenant Accounts Receivable, and if certifications are re-opened in Occupancy and Rent Calculation, there is a high risk that numbers posted to General Ledger can change unexpectedly. Therefore, there is a limit on the number of months the system can be open. You have the choice of 1 - 6 open months (Tenmast recommends allowing 3 months to stay open) and you set your agency's policy in the Setup area of the program. See "Set Number of Months That Can Be Open at One Time"

Note: If there are more months open than what is set with the new policy, the system will not allow generating of monthly transactions until some months are closed.

1. On the Main Menu screen, click PERIODIC. The Periodic Processing screen opens.
2. Select theMonthly tab and click GENERATE MONTHLY TRANSACTIONS. The Generate Monthly Transactions Wizard is initiated.
3. Click START, specify the processing date (one individual transaction for each recurring transaction record in effect for any customer will be generated as of this date), and check the checkboxes of the developmentsfor which to generate monthly transactions. By default, all developments are checked.

Hint: Click to check all checkboxes; click to uncheck all checkboxes.

4. Click OK to save your choices and close the screen. A green checkmark appears next to the Select Processing Date and Development(s) step, verifying that you have completed it.
5. Click NEXT to prepare the transactions for reporting and processing. A green checkmark appears next to the Prepare Transactions step, verifying that you have completed it.
6. Click NEXT to preview and print register reports for the prior period. The Select Registers for Generate Monthly Transactions screen appears with all available registers displayed in a table.
7. If necessary, highlight and click to print any registers for review and for your records.

Hint: Click on the toolbar to access the Browse Registers screen. From this screen you can set up, edit or delete a register. See "Setting Up Registers"

8. Click to return the wizard and then click NEXT. The Print Monthly Transactions Other Reports screen opens.
9. Check the checkboxes of each report you wish to print and click OK to print the selected reports. If you selected at least one report, it opens in a report preview screen. If you selected more than one report, each report opens sequentially in its own report preview screen.
10. View, print, and/or save the reports, as needed.
11. Click CLOSE to exit the report preview screens. When you close the preview screen for the last report (or if you selected no reports), a green checkmark appears next to the Print Out Other Reports step, verifying that you have completed it.
12. Click NEXT to preview and print register reports for the current period. The Select Registers for Generate Monthly Transactions screen appears with all available registers displayed in a table.
13. If necessary, highlight and click to print any registers for review and for your records.

Hint: Click on the toolbar to access the Browse Registers screen. From this screen you can set up, edit or delete a register. See "Setting Up Registers"

14. Click to return the wizard. A message box appears, informing you that you have successfully completed the wizard.
15. Click OK through the message.

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