Baseline Electronic Conversion(S)

CornerStone™

Data Conversion Guide – Baseline and Beginning Balances

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!

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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 Rapid Implementation 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 as verification that the conversion is correct; changes made to those reports 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.

Current users of IPM-Software in its DOS format need to follow the specific instructions in Section 1; “Steps to Ready Your Data for Conversion” documentation included in this package.

New users of IPM-Software, who choose to convert manually or electronically, will simply follow the list of what to send to us!

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 matter
• Conversion – your data may reach our office by mail or via the trainer; the conversion team is responsible for getting your data 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 Multi-Family community, Conventional and Affordable. Our goal is to provide you with minimal challenges during the conversion and training process. Please let us know if there is anything we can assist you with, our number is 800-944-5572 or you can e-mail us at . Our web address is:

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 serving you.

Baseline Electronic Conversion(s)

1. Rent schedule – including: Apt. Bedroom size, Rent tables, Utility Allowance.

(This should be a copy of the last Gross Rent Change Schedule provided to you by HUD)

1. Paper copy of last voucher transmitted. We must have the full voucher, with details, so that the conversion team can verify that we have an accurate baseline.

1. HUD Required Security Deposit and Amount Paid by Tenant.
2. Building, Floor, and Unit Address and Information: to include unit addresses and/or numbers, which units are Accessible and for which accessibility need. Please specify which units are in which buildings and on which floor.

1. A copy of the CornerStone Conversion Information Form, the Customization Options Form, and the User Security Options Form for each property you are submitting for conversion.

1. If you will be using the Resident Receivables portion of CornerStone, please provide a listing of all current tenants whose beginning balances show credits and/or delinquencies. This is usually clearer in spreadsheet format.

Example:

Unit / Tenant Name / Delinquency / Credit/PrePay
#3 / Smith, Rose / $300 Rent / $20 Freezer
#6 / Jones, Jerry / $400 Rent
#7 / Haney, Karen / 350 damage + $30 lock

7.SIGNED copy of The Rapid Implementation Checklist

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

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
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
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

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:

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.
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 through 9/1 / 5120
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

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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 IdentifierEX: 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 / / / / /
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 / / / / /
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 / / / / /
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 / / / / /

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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.

HUDControl Conversion:

_____ A Baseline file from your compliance software or CA.

_____ 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

Resident Receivables setup – for New IPMS accounting clients only:

_____ A listing of Beginning Balances and Credits for all your tenants. This list should break down the Charges/Credits by type and amount. EX: Unit 305, Doe, John – AC charge - $15.00.

_____ List of Security Deposits - Required and Paid - for current tenants.

I, ______, hereby acknowledge the

(Print Name)

Final Checklist and Data Conversion Guide. I further verify the completion and enclosure all required documents and backups/baselines, and any additional sections from the Data Conversion Guide

______Date:______

(Signature)

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