Tenant File Year End Closing Instructions
The specific screen instructions for closing out the year are located in your manual.  This sheet is intended to provide additional information and tips for closing out the year. This documentation is for the current version - if you have an older Tenant File version, you will need to refer to your matching User's Guide for detailed instructions.  

Question: Do you HAVE to close out the year?
Answer: Technically, no, but  the answer is YES YOU SHOULD! Follow the instructions below to have last year's data easily available. If you don't close out the year, the program will run slower (because of lots of data) and your database could become less stable and more easily corrupted. The risk is not worth it.

Before anything, BACKUP!

There is nothing more important to closing out the year than making sure you have a good backup of your information.  Once you have entered all of the information you can for the previous year, make full backups before closing out anything! You should use a backup utility provided by Windows or another third party backup utility. Make a full backup of your Tenant File folder (or directory) to a removable media (such as tape, memory stick, CD, DVD, etc) so that you can store a copy of your Tenant File information 'off premises'.  You will find your files in a folder (or directory) in the path named C:\Tenant File\TF4WIN (or C:\TF4WIN or C:\Program Files\TF4WIN for older versions) unless you changed the default path during installation of the Tenant File.  In addition to the full backups, copy all files ending with .MDB (your data files) to a separate media and label the disks with the appropriate date period.

 How to copy your current TENANT FILE folder to a new folder for a ‘Previous Year’ backup.

Once you are finished posting for the year, and BEFORE CLOSING, make a copy of your Tenant File folder on your computer’s hard drive.  That way, you can access last year’s files without having to restore anything.  Be very careful to follow the instructions below. Depending on the version of Windows that you are using, the procedure may be slightly different for your computer.

 Step 1:     Double-click on the ‘My Computer’ (or 'Computer') icon on your computer desktop or under 'Start'.

Step 2:     Double-click on your local computer hard drive letter. (Such as drive ‘C:’)

Step 3:     Find the folder named ‘Tenant File' and double-click to open it 

Step 4:     Find the folder named ‘TF4WIN’ and click once on the folder to highlight the folder.  (Don’t open it)

Step 5:     Press Ctrl-C (or Control-C) to copy the folder. (You won’t see any change)

Step 6:     Press Ctrl-V (or Control-V) to paste the folder. (You may not see any change)

Step 7:     Find the NEW FOLDER, named ‘Copy of TF4WIN’ (or 'TF4WIN - Copy'). (Probably at the bottom of your current window)

Step 8:     Right-Click on the new folder, then select ‘Rename’.

Step 9:     Type in ‘TF4WIN2009’, or whatever you want to call your previous year file folder.

Step 10:   Create a shortcut to the new folder: Double-click to open the folder you just created. Find the program file TF4WIN.EXE, and RIGHT-CLICK on the file. Select 'Create Shortcut', which should create a 'shortcut to TF4WIN.EXE' file in the same folder you are in. Drag that shortcut to your desktop. You should rename the shortcut something that is more descriptive, such as 'Tenant File 2009'. To rename it, simply right-click on the new shortcut on your desktop, and choose 'Rename'.

 What happens during closing...

The Year End closing procedure is very simple, really.  In the Year End Closing Screen, you will specify a 'Starting Close Out Date' and an 'Ending Close Out Date'.  The total of all transactions between these two dates will be carried forward and posted to the 'Starting Balance' in each Owner Ledger, Property Ledger, Unit Ledger, and Tenant Ledger. The 'New Period Starting Date' selection on your screen will be the date of your new 'Starting Balance'.

NOTE: If you have not closed out the year for more than one year, BE SURE to specify the correct 'Starting Close Out Date' to include the previous years. For example, if you have transactions dating back to 2008, you must specify the 'Starting Close Out Date' to be 01/01/2008 to include the 2008 transactions in the close out.

Next, the Year End closing procedure will delete all of the transactions in each ledger between the dates you specified. None of your Owner, Property, Unit, or Tenant information will change, only the transactions will be affected.

The Year End Closing Screen allows you a few options.  You should leave all of the checkmarks selected. If you want to retain your current balances, you must keep the checkmarks showing!
 

Reports you need to run…

All of them.  Well, mostly.  The most helpful reports that relate directly to Year End Closing are the Ledger Balances, Listings, Owner Statements (detailed), Income/Expense Reports, and the Account Reports.  If you are going to delete the old checks (which you should), be sure to run all Check Reports, and Vendor Reports.

 Be sure that you run the Ledger Balances report before and after closing to see if all of your balances are correct to begin with, and then if they transferred the way you wanted them to.  If a balance is incorrect, it is most likely because a particular ledger had an incorrect balance or transaction before closing.  This can be caused by an electrical surge or by shutting down the computer without exiting the program correctly.  (If a ledger ever shows the wrong current balance, it can be fixed by simply getting into it again - all ledgers automatically recalculate the transactions each time you enter the ledger).  If there is an incorrect transfer amount, just make the appropriate Owner, Property, Unit, or Tenant active, and then click on the 'Starting Balance' button.  The 'Starting Balance' and 'Starting Date' can be edited just like any other information.  (Be sure to use a minus sign if a debit).   

Deleting Owner, Properties, Units, and Tenants…

At the end of the year is the best time to delete any Units you no longer own or manage, along with the associated Tenants or Vacancies.  Do this after you close out, and after you have run all of the appropriate information reports, financial reports, and statements that you need for the Owners and for taxes.  Refer to your manual or help file under 'Deleting', and to 'Common Questions and Answers'.

Remember that deleting something is much different than making it 'VACANT'.  When you make a Unit or Tenant 'VACANT', all of the Tenant transactions are transferred to the Inactive File.  (See 'Common Questions and Answers' and 'Inactive Files').  All Owner, Property, and Unit transactions are retained in the Active File for continued posting.   On the other hand, when you delete an Owner, Property, Unit, or Tenant, no information or transactions are saved.  Even when a property is sold, you should first make it VACANT to save the Tenant payment history, then run all Owner and financial reports, and finally delete it at the end of the year after closing.
 

Deleting Unused Account Categories…

At the end of the year is the best time to delete any unused Account Categories.  Do this after you close out and before you enter any new transactions.  The reason for this is that if you edit or delete any account category, it will affect all transactions that use that account category throughout the program.
 

Deleting Inactive Files…

We strongly suggest that you also clear your Inactive Files. To clear any of the Inactive Files, just enter your INACTIVE FILES and delete them by Owner, Property, Unit, or Tenant.  If you keep your Inactive Files, the file may become too big in size and increase the risk of database corruption. These files will be saved with your year-end backup if you follow the above instructions.

Another (easier) way to start off with a new, blank INACTIVE file is to download one from this website. We have provided a NEW, BLANK INACTIVE FILE for VERSION 6.0 (or higher) ONLY. If you have any other older version before 6.0 DO NOT DOWNLOAD this file. You will need to download this file and copy it to your current Tenant File folder, overwriting your existing INACTIVE file of the same name: TFDATAOF.MDB. Click here to get the download.
 

Deleting Old Printed Checks and Deposits… don't skip this step!

As your check files can grow rapidly, and contain a lot of detailed information, you should definitely erase your previous year's CLEARED checks and deposits.  This will speed up the program and reduce the risk of database corruption. To erase your printed checks and deposits, enter 'Check Activities', then 'Check Register', then display the CLEARED checks and deposits to delete. Be sure to write down the total shown at the bottom of the screen, write it down, because you will need to post that amount as a starting balance in the new year. Note: You may want to delete the 'cleared deposits' as a separate step from deleting the 'cleared printed checks' - then you will need to post forward 2 separate amounts, a 'cleared deposits' amount (credit) and a 'cleared checks' amount (debit).

You can use the date ranges at the bottom to select specific dates – but if you change a date range, re-select your categories at the top left of your screen and be absolutely sure that you only are viewing the checks or deposits you want to delete. (Check to be sure you don't have any checks and deposits prior to the year you are deleting - use an earlier 'Start' date in that case). Be sure you do not delete any 'Pending' checks or deposits. When you have displayed the checks to delete, click on the 'Delete All' button. Do the same for any 'Voided' checks or deposits. Be sure that you have run a full set of reports on your printed checks and have already printed all checks in the 'Entered' Check File prior to deleting them. Make your backups first.
 

Database Maintenance…

Any time you make a lot of changes in a database, as in the Year End Closing, you should compact the database to 'reclaim' lost space and speed up the program.  Refer to 'Database Maintenance' in your help file or manual.  You would want to run the REPAIR FILES and then the COMPACT FILES procedure.  (For both the Active and Inactive Files). Also, click the button to CHECK FOR LINK PROBLEMS.  This will check for link problems that may have occurred while deleting ledgers.  It will also check for invalid transaction dates.

Reminder on restoring your data …

If at any time during the year, you need to restore the previous year’s database to view activities, it is important to remember that if you RESTORE the .MDB file into your current TF4WIN folder, it will overwrite your current data. Never restore data from within the Tenant File or from another utility without copying your current data files first.
 

Important Settings Reminder…
The Tenant Files uses the current Windows settings for the date display.   You need to make sure that the display shows 4 digits for the year.  Use the following instructions 'The Tenant File and Date Settings'  or 'Regional Settings' for setting your dates.

 If you have any questions not covered in the Year End Closing guidelines, if you have available phone support (see top of screen to purchase) you can call tech support between 10-2 CST Monday-Friday, excluding holidays.  Please have your Customer Phone Support ID# ready. We are busy at this time of the year answering questions, so please be patient.  We’re sorry but we cannot answer any questions about backing up your files using your WINDOWS Backup utility or copying files through WINDOWS – only questions that pertain to the Tenant File for Windows program.  Thank you for your continued support of the Tenant File.

Important Note: The Tenant File and Date Settings
The Tenant Files uses the current Windows settings for the date display. You need to change this display to show 4 digits for the year. This is done as follows:

For Windows XP:

Step 1: From the Windows Desktop, click the ‘Start’ button.

Step 2: Select ‘Settings’.

Step 3: Select ‘Control Panel’.

Step 4: Select ‘Regional Settings’.

Step 5: Click on the ‘Date’ tab.

Step 6: Change the ‘Short Date Style’ to ‘MM/dd/yyyy’.

Step 7: Click on ‘Apply’, then ‘OK’ to exit.

Step 8: Close all windows. All transactions in the Tenant File should display the new date format.

Step 1: From the Windows Desktop, click the ‘Start’ button.

Step 2: Select ‘Control Panel’.

Step 3: Select ‘Clock, Language, and Region'.

Step 4: Select 'Region and Language Options'.

Step 5: Select 'Customize', find the correct tab, then change the ‘Short Date Style’ to ‘MM/dd/yyyy’.

Step 6: Click on ‘Apply’, then ‘OK’ to exit.

Step 7: Close all windows. All transactions in the Tenant File should display the new date format.

Can I get training on the Tenant File?

Yes, training is offered by the support staff of the Tenant File program for a fee. You can book a specific time to call us and go over any questions you may have or to give a brief 'getting started' overview of the Tenant File. You can also send us your database and we'll look over your setup and make any suggestions on improving your information. Training is in 30 minute increments over the phone and you can have any number of people participating. For more information on the Tenant File training program, click here.

How can I transfer the Tenant File to another computer?

If you need to transfer the Tenant File to another computer, and have the CURRENT 'Full Version' disc, follow the instructions below:

3.    Lastly, enter the Tenant File, go to Copy/Restore and RESTORE the 3 data files that you backed up earlier. (Or, you can use your Windows copy/paste function to copy the files).

What if I don't have the most recent 'Full Version' OR my current version is an 'Update Only' disc?
NOTE: You should not put older versions on a new computer - we always optimize the Tenant File for the most recent operating system

1.    First, make backups of your data from the old computer - use the Tenant File Copy/Restore feature. You should COPY all 3 database files listed below. Use more than one disk if necessary.
The 3 files to copy are:
TFDATAFL.MDB - the MAIN Database file.
TFDATAOF.MDB - the INACTIVE files.
FEATURES.MDB - the 'features' for each unit, such as interior, exterior, etc.

2.    Go ahead and install the latest 'Update Only' version on the new computer. (The 'Update Only' Version has all the files you need except the data files). Be sure to note the path where it is installed. That will usually be C:\Tenant File\TF4WIN.

NOTE:    At this point, if you try to enter the Tenant File, you will get an error message, telling you that the file 'TFDATAFL.MDB' is missing.  You can't enter the Tenant File without any data.     

3.    Using WINDOWS 'copy and paste' features, copy the 3 database files from your backup into the SAME PATH to which you installed the 'Update Only' Version in step 2.

4.    Enter the Tenant File and check your data.

Note: if you are also moving the Work Order Program, you will need to re-install the Work Order Program into the SAME PATH as your Tenant File Program, and then copy the Work Order database WORKORDR.MDB into the SAME PATH after that.     

How do I post a transaction?

Overview - You can post transactions to your ledgers by entering the ledger and posting a transaction directly to the transaction grid, or by writing a checks, making a deposit, using the 'Post Rent' button, utilizing the Quick Posting feature or the Automatic Posting feature. The following is the procedure to enter a transaction directly to an individual ledger.

PROCEDURE - Find the desired ledger.

1. From the 'Activities' Menu, select the type of Ledger that you wish to post to - Owner, Property, Unit or Tenant.

2. Once you have selected the type of Ledger you wish to display in your 'Active Screen', locate the exact Ledger you want to make a posting to by clicking onto the 'Tree', the  'First', 'Previous', 'Next' or 'Last' button on the button bar or click on 'Find'. ('Find' will display a listing of Owner, Property, Unit or Tenant names for you to choose from).

3. Once you have located the correct Ledger, click on the 'Ledger' button on your button bar to replace the 'Notes' folders with your transaction grid. (You can increase your transaction grid to a full page by clicking on the up arrow located on the far-right hand corner directly above the displayed grid).

PROCEDURE - Post the transaction.

1. Click onto the 'Date' field on the last line (with '*' shown on the far left side) of your transaction grid. If you wish to use today's date, press your space bar. Otherwise, you can type in the date of the posting. (Do not type in a '/' between the month, date or year. Type the full date such as '021502' for February 15, 2002 - the program will supply the slashes.)
2. Click onto the 'Account ' field (or use your left-right arrow keys on your keyboard) and either type in the exact Income or Expense Account Code name or click on the '+' button to pull down a listing of the Income or Expense Account Codes you have previously entered through the 'Preferences' selection off of the 'Main Menu'. Once you have the Code listing displayed, you can begin typing your Code and the first match will be highlighted on your pull down listing. Click onto the exact Income or Expense Code to bring it into the 'Account' field.
3. Click on the 'Remark' field and enter a remark for this particular transaction, if desired.
4. Click on the 'Amount ' field and enter in the amount of your transaction. Do not enter a dollar sign
5. Click on the 'Check/Dep' field if you wish to enter a Check number or Deposit number for this transaction. Do not enter a character such as a '"#" in this box, only numbers.

PROCEDURE - Save the transaction.

1. To save your transaction, click onto the next available transaction row (or any other row within the grid). The Status field will automatically be entered according to the Income or Expense Account Code designation previously entered through the 'Preferences' selection off of the 'Main Menu' - 'Edit Accounts'.

How do I delete a transaction?

Overview - Transactions can be individually deleted off of your transaction grid on any of your Ledgers.

PROCEDURE - Find the desired ledger.

1. From the 'Activities' Menu, select the type of Ledger that you wish to post to: Owner, Property, Unit or Tenant.
2. Once you have selected the type of Ledger you wish to display in your 'Active Box', locate the exact Ledger you want to delete a posting from by clicking onto the 'First', 'Previous', 'Next' or 'Last' button on the task bar or click on 'Find'. ('Find' will display a listing of Owner, Property, Unit or Tenant names).
3. Once you have located the correct Ledger, click on the 'Ledger' button on your button bar to replace the 'Notes' folders with your transaction grid. (You can increase your transaction grid to a full page by clicking on the up arrow located on the upper right hand corner of the displayed grid).

PROCEDURE - Delete the transaction.

1. Click onto your 'Record Selector' for the transaction you wish to delete. The 'Record Selector' is the first column on the far left hand side of your transaction grid. Once you have clicked onto the 'Record Selector' the entire transaction will be highlighted. Once it is highlighted, press your 'Delete' key on your keyboard to delete the transaction. Do not click on the 'Delete' key on the button bar. This 'Delete' key on your button bar will delete the entire Ledger displayed in the 'Active' Box (a window will first display with a Warning to this effect).

How do I enter a new Check?

Overview - Checks can be entered and printed for posting of transactions directly to the individual ledgers.

PROCEDURE - Entering a new check.

1. From the 'Activities' Menu, select 'Checks/Deposits' and then 'Add/Edit Checks'. This will bring you into the 'Entered Checks' folder. Click on 'New' and enter the information for each new check.
2. Type in the Pay to the Order information or click on to the 'Payee List' Box. Depending on which you select, 'Vendors', 'Owners' or 'Tenants', a listing will be displayed for you to choose which you wish to make the check payable to.
3. Click on to the 'Post To Ledger' option to determine which Ledger you want this transaction to post to.
4. Enter a Remark and Invoice number in the appropriate fields (if the check is for multiple transactions you can enter the remark for 'each' of those instead).
5. To post the transaction(s) for the check, fill in the rows directly below the check. After you enter each row, click on another row (above or below) to save your current row.
6. Once your check is complete, click on to the 'Save' Button to save your check. You can then enter 'New' to add a new check.

Note: All new checks are placed in your 'Entered Check File' until you are ready to print. Transactions for these checks will not be posted until you have selected 'Print Checks' from the 'Checks/Deposit' selection of your 'Activities' Menu. Once you select 'Print Checks', you are given the option to select all 'Entered Checks' or you can select individual checks for printing. Do this by holding down your 'Control' key while clicking on the 'Record Selector' for the check you wish to print. (The 'Record Selector' is the first column on the left hand side of each displayed check.) Enter your 'Starting Check Number' and 'Date' to be printed on the check and click on the 'Start Printing' button. You can choose to enter checks to be posted and added to your register without actually printing by choosing the 'Skip Print - Post only' Box. This will automatically post the selected checks without printing and transfer the check to your 'Printed Check File'.

PROCEDURE - Viewing your printed checks.

1. You can view your Checks in your Register by clicking on to 'Checks/Deposits' selection from your 'Activities' Menu and then selecting 'Check Registers'. Your Check Register will always default to display your Printed Checks that are Pending. You can change the 'Display' Box to show the 'Entered Checks' to view any checks that have been entered but not yet printed or posted.

How do I enter a new Deposit?

Overview - Deposits can be entered for posting of income directly to the individual ledgers.

PROCEDURE - Entering a new deposit.

1. Click on the Checks/Deposits button (or from the 'Activities' Menu, select 'Checks/Deposits' and then 'Add/Edit Checks'). This will bring you into the 'Entered Checks' folder. Click on 'Deposits' from the 'Display' Box.  
2. Click on 'New' to enter a new deposit.
3. Enter in your 'Deposit Number' and select the correct ledger in the 'Post To Ledger' option box.
4. Fill out one or more rows under the deposit for the transactions of this deposit. Click on another row above or below the save each transaction.
5. Once you have entered all of the the transaction information for each deposit, click 'Save'.
6. To post the transactions to the ledgers, click on 'Post'. If you do not click 'Post' at this time, you can add more transactions later - possibly for more rent that you have received.

PROCEDURE - View your deposits.

1. You can view your deposits in your Register by clicking the 'Register' button, or the 'Checks/Deposits' choice from your 'Activities' Menu and then selecting 'Check Registers'. Your Check Register will always default to display your Printed Checks that are Pending. Click on to 'Deposits' from the 'Display' Box and click on 'All' from the 'Current Status' Box to view your Deposits.

How do I back up my data?

You can easily back up your data to a floppy disk, CD, or other media by going to File, then Copy/Restore files, or by clicking the 'Backup' button (with Version 5.6). Instructions for using the Copy/Restore screen are in your manual and in your Help system under 'Copy/Restore'. Be sure to back up your data often.

NOTE: Starting with Windows XP, Microsoft initiated a new backup method that does not allow 'direct' writing to a CD or DVD. Instead, Windows copies the files to a temporary area, and then later gives you the option to 'write these files' to a CD or DVD. Since the Tenant File uses a 'direct' copy method in the Copy/Restore section, backups may not work or be allowed. Instead of using the Tenant File Copy/Restore, you may need to use the built-in Windows method of highlighting the file(s) you wish to copy from the Tenant File folder (normally C:\Tenant File\TF4WIN), then right-click and select 'Send To'. Choose your CD/DVD drive letter and start the copy. You can use other methods to allow the Tenant File to make backups, but they require some workarounds, as outlined in the following article: http://www.webtree.ca/windowsxp/saving_files_to_cd.htm

How do I move my data from one computer to another?

To move files from one computer to the next, be sure you have a good copy of these files, and use 'Copy/Restore' within the Tenant File to 'Copy' from the old computer and 'Restore' to the new computer.  

If you need to transfer data on a regular basis, you usually only need to copy the MAIN DATABASE (TFDATAFL.MDB) from one computer to the other. This can be done by using writable media, as explained above, or by 'emailing' the database as an attachment and downloading from the second computer into your Tenant File folder. Be very careful in doing this, however, and be sure you have backups first. Once your data file is overwritten by another data file, there is no way to get the old data back.

'Permission denied' when backing up database
'File not found' or 'Record was deleted' when running Owner payments
'Invalid use of null' when adding to Vendor list
'Type mismatch' errors in older programs
'Range not found' in Past Due Notices, Payment Invoices, Payment Receipt reports
'Update installed, but my current program still shows the older version'
'Machine locked by User Admin' during Easy Post (version 5.4 only)
'I created a deposit, but it did not post to the transaction ledgers'
The command buttons on the ledger screen are partially hidden (Windows XP only)
Unable to see the bottom line on the transaction grid to add a new transaction
I can't see what I am typing in the transaction grid
Report totals are incorrect
When editing a field I cannot type more than a few characters
Making a Tenant 'VACANT' does not work
I/O errors
Microsoft Vista Compatibility

'Permission denied' when backing up database

Sometimes when someone else is using the database, or you have other files open, you may experience the 'permission denied' message. Be sure that when you exit the Tenant File, you exit by going to 'File', then 'Exit Tenant File', (rather than clicking the 'x' in the upper right corner). This will insure that all files are closed properly. To solve the problem, simply exit the Tenant File properly (back to your desktop), then re-enter the Tenant File again and go directly to the backup procedure. You should have no problem.

'File not found' or 'Record was deleted' when running Owner payments

This would be because of some corruption in your database files or possibly bad dates. The first thing to do is to back up your database files. Next, from the Main Menu, go to 'File', then 'File Maintenance', and run 'Repair Active Files', and 'Compact Active Files'. Next, from the Main Menu again, go to 'File', then 'Tenant File Links', and run 'Check for Link Problems'.

'Invalid use of null' when adding to Vendor list

This can happen when a Vendor is deleted which had payments already set up. Be sure to delete the payments for any Vendor you delete. To solve the problem, from the Main Menu again, go to 'File', then 'Tenant File Links', and run 'Check for Link Problems'.

'Type mismatch' errors in older programs

The 'Type mismatch' error is letting you know that you have entered a character when the program is expecting a number or (visa versa). You will need to find the problem field and correct the entry. Later versions of the Tenant File warn you when this is about to happen. (An example of the error would be entering a '$' in a currency number field - the program will enter the '$' for you).

'Range not found' in Past Due Notices, Payment Invoices, Payment Receipt reports

These reports allow you to enter 2 paragraphs of information. As you are typing, do not hit your 'Enter' key at the end of a line - instead, let the Tenant File 'word wrap' for you. To correct the problem, you'll need to delete the existing text, and hold down your delete key in the box for about 10 seconds (to delete any invisible spaces or 'returns'), then re-type the paragraph correctly.

'Update installed, but my current program still shows the older version'

You did not install the update in the same folder as your original Tenant File Program. The Tenant File (and updates) default to the installation folder under 'Tenant File', as in 'C:\Tenant File\TF4WIN'. Older versions of the Tenant File installed under the 'root' directory, as in 'C:\TF4WIN', or 'C:\Program Files\TF4WIN'. Additionally, you may have changed your installation folder to another name. (Usually, you can check your installation folder by right-clicking on the icon you use to open the program, and looking at the 'location' or 'target' of the icon). You'll need to re-install the update into the correct folder.

'Machine locked by User Admin' during Easy Post (version 5.4 only)

Under certain conditions, you may intermittently get this message when using Easy Post.  This has been corrected in later versions of 5.4, and may require that you download an update. Please send us an email describing the problem and the conditions under which it happens, and will recommend an action to correct it.

'I created a deposit, but it did not post to the transaction ledgers'

Deposits do no automatically post to the transaction ledgers, since not all deposits need to. After you save a deposit, click on the 'Post' button to post the deposit to the transaction ledgers.

The command buttons on the ledger screen are partially hidden (Windows XP only)

You will need to change you display settings on you computer. Go to 'Start', then 'Control Panel', then 'Display', then 'Themes', and change your theme to 'Windows Classic'. Click 'Apply'.

Unable to see the bottom line on the transaction grid to add a new transaction

This may be a little different depending on which version of Windows you have. Generally, you need to go to 'Start', then 'Settings', then 'Taskbar'.  Make sure the setting to keep the Task Bar Always on top is not checked.

I can't see what I am typing in the transaction grid

You'll need to change your font size within your Windows setting. Go to your Control Panel and change your display settings to use 'Normal Fonts' (not Large Fonts), and set your display dpi to 'Normal'.

Report totals are incorrect

This would be because of some corruption in your database files or possibly bad dates. The first thing to do is to back up your database files. Next, from the Main Menu, go to 'File', then 'File Maintenance', and run 'Repair Active Files', and 'Compact Active Files'. Next, from the Main Menu again, go to 'File', then 'Tenant File Links', and run 'Check for Link Problems'.

When editing a field I cannot type more than a few characters

The field you are type in may have some 'blank characters' or 'space bars' already in the field. At the end of your typing, press and hold down the 'delete key' (on your keyboard) to erase the extra spaces.

Making a Tenant 'VACANT' does not work

This could be one of two things. First, be sure that after you click 'Edit' and edit the Tenant's first name to the word 'VACANT' you press your 'Enter' key - do not move to another field or save the edit first. Secondly, make sure the transactions are showing in the lower half of your screen before making a tenant 'vacant'.

I/O errors

The I/O error is a Windows generated error, which stands for 'Input/Output'. This error is telling you that a problem exists in some hardware communication, such as the computer to a CD-drive, the computer to a printer or another device problem. It may be a problem reading the computer hard disk, such as a corrupted or missing file or a bad sector on the hard disk. Try running 'scan disk' (usually under Programs, Accessories, System Tools) or a computer analysis program.