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Tenant File Online Support


Want personal training on the Tenant File? Click here for more information

 

Common Questions and Answers

The Tenant File is one of the very few software vendors that provide free support. Free phone support is available for 60 days from the date of purchase and email/fax/internet support has no time limit. All support is available for the 3 most recent versions of the Tenant File. Hours are 10-2 CST Monday - Friday. For phone support, please have your Tenant File running and your question ready when you call. Calls are limited to 2 calls per day, 10 minutes per call maximum. Training is not provided on the Technical Support line - it is available separately by appointment for a fee. For email/internet support, click the button below:

Click here to contact Tenant File Customer Service

If you are past the 60 day period and want additional phone support, click here to order extended phone support

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The most Common Questions ...

What do I need to get Technical Support?
What do I do at the end of the year?
Important Note: The Tenant File and Date Settings
How do I transfer the Tenant File program to another computer?
Can I get training on the Tenant File?
How do I order checks to use with the Tenant File?
General Questions and How To ...
What is a Tenant Information Box?
What is a Tenant Ledger?
What is a Unit Information Box?
What is a Unit Ledger?
What is a Property Information Box?
What is a Property Ledger?
What is an Owner Information Box?
What is an Owner Ledger?
What is the Active Box?
What does Account 'Status' mean?
Where should most transactions be posted?
How do I post a transaction?
How do I delete a transaction?
How do I enter a new check?
How do I enter a new deposit?
How do I charge the Tenant's rent amount?
How do I pay the Owners?
How do I back up my data?
How do I move my database from one computer to another?
What do you do if you get an error message?

Most common error messages have to do with corrupted data in your database. If you suspect this is the problem, the first thing to do is to back up your database files. Next, from the Main Menu, go to 'File', then 'Database Maintenance', and run 'Repair Active Files', and 'Compact Active Files'. Also run the 'Check for Link Problems' option. The 'Database Maintenance' and 'Check for Link Problems' routines should be run periodically (once a month or so) to keep your database in good, efficient working condition. Be sure to backup your database often as well - preferably every day of use, using rotating media.

If you receive and error message such a 'invalid database format' or 'unable to recognize database' or 'not a valid Microsoft Access database', then your database is corrupted.  This can happen if you have a power outage or surge while using the database or if your computer hard drive has errors. You will need to restore your last good backup into the Tenant File, by using Windows 'copy' and 'paste' functions to copy the good database into your Tenant File folder. Sometimes, our programming department can restore a corrupted database for you. If you want us to try, attach your corrupted database (TFDATAFL.MDB) to an email to , explain the problem, and leave your contact information. If we can repair the corrupted database, then there will be a $60.00 service charge for the repair. There will be no charge is the database is not repairable.

To view other error messages and suggested solutions, click here.

How do I obtain Technical Support?

Free phone support is available for 60 days from purchase, and email/fax/internet support is free for the last 3 versions.

You can reach W G Software Company 10:00am to 2:00pm CST at the numbers below. Before calling, first consult the topic in your User's Guide or Help File. Most questions can be answered in the 'How To' section of either. You should be in the Tenant File Program, know your Tenant File Version (click Help, then About) and computer operating system (Vista, XP, etc), and have your question or error message written down in detail. If your question involves any transactions, print a report of the transactions, and fax the report before calling.  We cannot answer any questions concerning Windows, operating systems, your network system, or questions not directly involving the Tenant File program. 

Free phone support is for SPECIFIC questions asked, and may be limited to 10 minutes per call and two calls per day on busy days. Please do not call and ask to be trained on how to use the program on the technical support line - there are step-by-step instructions in the 'How to' section of the User's Guide. However, if you don't understand a specific operation after reading the User's Guide, we will be glad to help you on that question. If the lines are busy, and you get a recorded message during support hours, you can leave a message and we will return your call within 24 hours in most cases. Or, you can contact our email support by using the link above.

 Phone training in 30 minute sessions is available.

Tenant File Support Line: (512) 288-1305 M-F 10:00-2:00 CST
Tenant File FAX Line: (512) 288-1792 anytime

Website: www.tenantfile.com

 

 

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.   

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:\Program Files\TF4WIN (or C:\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, it is a good idea to 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.

 Note: This assumes your files are in a folder named ‘TF4WIN’.  If not, substitute the name you assigned instead. (To see where your Tenant Files are located, go to the icon or program selection that starts the program, then right-click on that item. Go to 'Properties', and look for the start in 'target' or 'location' of your Tenant Files program. It is normally C:\Program Files\TF4WIN or C:\TF4WIN). The file TF4WIN.EXE is NOT part of the path or location!

(Note: The steps below assume your Tenant File is in the folder c:\Program Files\TF4WIN)

 Step 1:     Double-click on the ‘My Computer’ icon.

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

Step 3:     Find the folder named ‘Program Files’ 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’. (Probably at the bottom of your current window)

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

Step 9:     Type in ‘TF4WIN2007’, or whatever you want to call your previous year files.

 Note: To access these files later, you will need to browse to the TF4WIN2007 folder, open it, and double-click on the TF4WIN.EXE file, or create a shortcut to the TF4WIN.EXE file in your previous year folder.

 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'.

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.  Instead of carrying forward a balance, you may choose to start the new period with a zero balance for all of your Owner Ledgers, Property Ledgers, Unit Ledgers, or Tenant Ledgers.  Just remove the selected checkmarks in the 'Carry Forward Options' box. 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, 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 show in the Active Box, click LEDGER and then press 'Edit'.  The 'Starting Balance' and 'Starting Date' can be edited just like any other information.  (Be sure to use a minus sign if a debit).  When you are finished, click the 'Save' button.
 

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…

If you want to clear any of the Inactive Files, just enter them through 'ACTIVITIES' while your are working with INACTIVE FILES and delete them by Owner, Property, Unit, or Tenant.  You may just want to keep them, which is fine, but will result in a larger file size.
 

Deleting Old Printed Checks and Deposits…

As your check files can grow rapidly, and contain a lot of detailed information, you should probably erase your previous year's CLEARED checks and deposits.  This will speed up the program. To erase your printed checks and deposits, enter 'Check Activities', then 'Check Registers', then display the CLEARED checks and deposits to delete. If there is a 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. 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 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. When you have displayed the checks to delete, click on the 'Delete All' button.  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.
 

File 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 'File 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, you can call tech support between 10-2 CST Monday-Friday, excluding holidays.  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:

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.

 

 

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 'Full Version' disc, follow the instructions below:

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.    Find your original CD which has 'Full Version' printed on the label. This 'Full Version' has  both the 'Program Files' and the BLANK database files. Install that 'Full Version' on the new computer, and be sure to note the path where it is to be installed. That path is usually C:\TF4WIN, or C:\Program  Files\TF4WIN. (Make sure there is not an existing installation on the computer you are installing this to, because it will overwrite any existing files!)

Important Note: With the new Windows XP Service Pack 2 (SP2), some users (prior to version 5.6) have had problems registering 2 files included in the Tenant File.  (There have been many issues with Microsoft's SP2 release). The file names are CSText32.ocx and CSCmd32.ocx. If you receive an error message regarding 'unable to register' these files, then COMPLETE THE INSTALLATION by 'ignoring' the errors' (hit 'retry' at the end). Then, to received updated files that will take care of this problem, click here for updated files.  

3.    Next, find your latest 'Update Only' CD and install that into the SAME PATH as your 'Full Version'. (You may need to click on the 'Change Directory' button during installation if the path shown for the 'Update Only' Version is not the same as the path for the 'Full Version').

4.    Lastly, enter the Tenant File, go to Copy/Restore and RESTORE the 3 data files that you backup up earlier.

What if I don't have the 'Full Version' from before (you have an 'Update Only' disc), or my last Full Version is very old?

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:\Program Files\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 'file copy' or 'cut 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.     

 

 

What is a Tenant Information Box?
What is a Tenant Ledger?


The individual Tenant Information Boxes hold all of the information on each current Tenant including names, addresses, phone numbers, tax ID numbers, due date, payment amounts, late charge amount, lease dates and move in dates.
The Tenant Ledger is where you post all accounting transactions that pertain only to the Tenant. These transactions would include any expenses which the Tenant is required to pay, such as Rent Charged, Deposits Charged, Parking Fees Charged, etc., along with Income received from the Tenant to offset the expenses charged.

 


What is a Unit Information Box?
What is a Unit Ledger?


The Unit Information Box includes information on the individual unit such as the Rental Unit name and number, type and square footage. It will also include user-entered Recurring Fees which can be automatically posted to your ledgers.
The Unit Ledger is for posting income or expense accounting transactions that pertain to the rental unit itself - the daily operational transactions. Typical expenses might be Management Fees, New Appliance Purchases, Repairs and Maintenance, Utility Fees, Mortgage Payments, etc. Income posted to the Unit Ledger would primarily be Rent Received, or other income such as Insurance Claims Received or Forfeited Deposits Received.

 

 

What is a Property Information Box?
What is a Property Ledger?


The Property Information Box includes the name of the Property such as the name of an Apartment Complex or a Business Complex. If you are setting up ledgers for a duplex or a fourplex, you could enter the address of the building as the Property Name. Each Property may contain multiple Units and Tenants.
Property Ledger transactions would include any expenses or income that pertains to the entire building rather than the individual units, such as a Multi-unit Mortgage Payment, a Utility Fee (if the Tenants are not responsible for Utility Fees), Common area Lawn Maintenance, Building Pass-Through charges, etc. If you are working with single family dwellings where the Property information is the same as the Unit information, you may choose to forego using the Property Ledgers and post all expenses and income directly to the Unit Ledger or the Owner Ledger instead.

 

 

What is an Owner Information Box?
What is an Owner Ledger?


The Owner Information Box includes all information on your Owners including names, addresses, Tax ID numbers, phone numbers, Management Fee percentages, etc. Within the Tenant File for Windows, the Owner is at the top of the hierarchy. You may have any number of Owners, even more than one Owner with the same name, however, the Tenant File considers each Owner to be separate with its own group of Properties, Units and Tenants. Each Owner may have multiple Properties, however, any given Property may have only one Owner.
Owner Ledger transactions normally include any expenses or income that pertains to a group of properties, and primarily transactions such as 'Funds Sent to Owner' and 'Funds Received from Owner'. By keeping such transactions at the 'Owner level', these transactions can be kept out of the individual Property or Unit Ledgers. However, if you are working with single family dwellings (where there is one Owner and Property for each Unit/Tenant), you may wish to post Owner financial transactions directly to each Unit Ledger to 'zero out' debits or credits in the Unit Ledger.

 


What is the Active Box?

When you select Owner, Property, Unit, or Tenant from the Activities Menu, the Active Box is displayed in the upper left hand corner of your screen. Depending on which choice you selected, you will see complete detail of the current Owner, Property, Unit, or Tenant in the Active Box. To switch another choice to the Active Box, click anywhere on one of the other 3 smaller boxes to the right of the Active Box. It is very important that you are aware of what is displayed in your Active Box, because other functions, such as Add, Delete, Edit, Ledgers (Transaction Ledgers), and Notes operate a certain way based on what is displayed in the Active Box.

 


What does Account 'Status' mean?

All transactions posted are given a Status which will indicate whether the posting belongs to the Owner (status "O"), Property (status "P"), Unit (status "U"), Tenant (status "T") or Both Tenant and Unit (status "B"). The status "B" will post a single transaction to both the Tenant and the Unit Ledgers (such as Rent Received). Users can enter Income and Expense Account Codes along with the Status of those codes by selecting 'Preferences' from the Main Menu and clicking onto 'Edit Accounts'. When entering new Income or Expense Account Codes, you can also choose a Status of 'General'. A transaction with a 'General' Status can be posted to whichever transaction Ledger you are in at the time. (For example, you might want to post a 'Repair Expense' to the Unit Ledger in one transaction and then later post a 'Repair Expense' to the Property Ledger. This 'Expense Account Code' would then need to be classified as a 'General' Expense.) The Income and Expense Account Codes can be easily edited.

 


Where should most Transactions be posted?

Where you post your income and expenses depends on the type of business you have. If you own or are managing an apartment complex, for an example, you can post Rent Charged to the Tenant Ledger and then Rent Received to Both the Tenant and Unit Ledger. This will allow you to zero out your Tenant Ledger as all expenses are paid. The Unit Ledger would have a running total of your income less any expenses posted that you do not charge the tenant. One of those expenses might be the Management Fees which can be charged according to a percentage of each individual payment amount.

Expenses for the entire complex, such as Mortgage Payments, should be charged to the Property Ledger. Income received from the Owner for payment of overall expenses for the entire Apartment Complex can be posted to this Ledger. If this is the only Property the Owner has, then the Owner Income can be posted instead to the Owner Ledger.

As mentioned earlier, if you are working primarily with Single Family Dwellings, you may choose to work only with the Owner Ledger along with the individual Unit/Tenant Ledgers. The main purpose of a Property Ledger is to set up the individual Unit/Tenant Ledgers under this group in order to print reports for the entire chain of Ledgers.

 

 

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 Box', locate the exact Ledger you want to make a posting to by clicking onto 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 'Trans' 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' field to determine which Ledger you want this transaction to post to.
  4. Once you have determined your 'Post To' selection, click on to the 'Account' Box to pull down a listing of your Expense Account Codes which pertain to the 'Post To' selection chosen. Click onto the Account Code you wish to use.
  5. Enter your check amount, Remark and Invoice number in the appropriate fields.
  6. If you wish to post a split transaction, you can do so by clicking on to 'Split' once you have entered your 'Payee' information. This will bring in a 'Split Check/Deposit' grid which will allow you to enter split transactions for one check. Split transactions can only be posted to the Unit Ledgers, not your Owner Ledgers, Property Ledgers or Tenant Ledgers.
  7. 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. From the 'Activities' Menu, select 'Checks/Deposits' and then 'Add/Edit Checks'. This will bring you into the 'Entered Checks' folder. Click on 'Printed' from the 'Display' Box. Click the 'Deposit' Tab on the File Folder.
  2. Click on 'New' to enter a new deposit.
  3. You can enter a Deposit to be added to your check register and not posted to any ledger by entering the 'Deposit Number', 'Amount' of the deposit, and a 'Remark' and clicking 'Save'.
  4. You can enter a Deposit to be posted to several ledgers (for an example, you can enter the daily deposit for Rent Received) by entering in your 'Deposit Number' and then clicking 'Details'. This will allow you to enter the Income 'Account Code' along with a 'Remark', the Unit Ledger you wish to 'Post To' and the 'Amount' of each posting. Once you have entered the information for each check you are depositing, click 'Exit' and then 'Save'. To post the transactions to the ledgers, click on 'Post'. If you do not click 'Post' at this time, the deposit will be added to the Register but will not be posted.


PROCEDURE - View your deposits.

  1. You can view your Deposits in your Register by clicking on to 'Checks/Deposits' 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 charge the Tenant's rent amount?

Overview - At the beginning of each month, you should charge each Tenant with their rent amount. This can be done automatically by using 'Post Rent' button or the the Automatic Posting Menu. See the 'How To ...' section in your User's Guide for the differences.

Posting with the 'Post Rent' button:
Click 'Post Rent from the Main Menu'. Follow the on screen instructions.

 

Posting with Automatic Posting:
Checklist:

bulletAre all Tenants entered with their correct rent amount?
bulletFrom the Main Menu select 'Activities', then 'Tenants'. Look at the Tenant field labeled 'Payments'. This is the amount that will be posted. To change this amount, press 'EDIT', edit the amount and then press 'SAVE'. Check the other Tenants by pressing 'NEXT'.


PROCEDURE - Posting Rent Charged.

  1. From the 'Activities' menu, select 'Posting', then 'Automatic Posting'.
  2. In the box labeled 'Posting Options', make sure 'Post RENT amount' is selected.
  3. Click the button labeled 'Select Account to Use'. You will see all of your 'Income' Accounts' listed first. Select 'Show Expenses' at the bottom of the screen. From your Expense Accounts, select 'Rent Charged'. Press 'OK' (or EXIT).
  4. Enter a Date to use for all postings.
  5. Enter a Remark to use for all postings.
  6. Select 'Start Posting'.

 

 

 

How do I pay Owners?

Overview - At the end of the month, you should disperse any income to Owners. This can be done through the Automatic Posting menu. Owner payments must be posted to either the individual rental Unit Ledger, the Property ledger, or the Owner Ledger. Which ever one you post to depends on your particular situation. Here are the options…

Post Owner payments to Unit Ledgers: Owner payments are treated like any other Unit Expense (such as repairs) and will 'zero out' any credits existing in each Unit account.

Post Owner payments to Property Ledgers: Owner payments are posted at the 'Property level'. For example, if the Property was a fourplex, and the 'combined' income for all four units was $2,000, a single posting of $2,000 would be made into the single Property Ledger of the four units. Each individual unit would still show a running debit or credit in their Unit Ledger, however, the overall credit of $2,000 would be offset by a $2,000 debit (Owner payment) in this Property Ledger.

Post Owner Payments to Owner Ledgers: Owner Payments are made at the 'Owner level'. All credits and debits for all Units and Properties under each Owner are totaled, and a single amount is posted into each Owner Ledger where an overall credit is found.

Checklist:

bulletDoes the Owner prefer to have one check sent for all Properties and Units?
bulletYou probably should post Owner payments to the Owner Ledger.
bulletDoes the Owner prefer to have one check sent for each Property owned?
bulletThis provides more detailed accounting and you should post Owner payments to the Property Ledger.
bulletDo you want to 'zero out' each Unit credit each month?
bulletPost to the Unit Ledger.


PROCEDURE - Making Owner Payments.

  1. From the 'Activities' Menu, select 'Posting' and then 'Automatic Posting'.
  2. In the box labeled 'Posting Options', select 'Post Owner Payments'.
  3. Click the button labeled 'Select Account to Use'. Select 'Show Expenses' at the bottom of your screen. From your Expense Accounts, select 'Paid to Owner' (or the similar appropriate Account Code).
  4. Enter a Date to use for all postings.
  5. Enter a Remark to use for all postings.
  6. If you wish to issue a check automatically for each Owner Payment, click 'Issue Checks'. Single checks can be issued for multiple postings to one Owner only if the transactions are to be posted in the Unit Ledgers. Transactions that are to be automatically posted to the Owner Ledgers or the Property Ledgers will issue multiple checks for each Owner or Property Ledger posting. (Postings will not occur at this time, only when the checks are printed.)

 

 

 

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:\Program Files\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?

The Tenant File has 3 main database files:

TFDATAFL.MDB - the MAIN DATABASE, with all active information and transactions.
TFDATAOF.MDB - the Inactive files only
FEATURES.MDB - the Interior, Exterior, etc features of each unit.

* All files that end with 'DAT' are small files that hold your Tenant File settings, such as check type, etc.

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.

 

 

 

 

 

How do I order checks to use with the Tenant File?

Tenant File compatible checks can be ordered by clicking here to download an order form. You can also order matching envelopes, endorsement stamps and deposit ticket booklets.

To order, complete the order form, and fax to (512) 288-1792 along with a sample voided check.

 

 

 

 

Error Messages and Other Questions

'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. Like most programs now, the Tenant File (and updates) default to the installation folder under 'Program Files', as in 'C:\Program Files\TF4WIN'. Older versions of the Tenant File installed under the 'root' directory, as in 'C:\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.

 

Microsoft Vista Operating System: Tenant File Version 5.6 was released in 2005 (for Windows 98, 2000, and XP) and some features are not compatible directly with the new Vista system. There is now a Tenant File 6.0 Version update for current users, which runs on Vista. Vista does have a Windows XP compatibility mode, however. To access Windows XP Compatibility, do the following:

   * right-click on the Tenant File icon on your desktop, select 'Properties', then 'Compatibility'
   * under 'Privilege Level', put a checkmark in 'Run this program as administrator'.
   * under 'Compatibility mode' select 'Run this program in compatibility mode for Windows XP (Service Pack 2)
   * click 'Apply', then 'OK'.

Known issues with non-Vista version:
1. The 'Tree' in ledger screen is too large, however, it still works fine.
2. The on-screen help file doesn't work. (Microsoft discontinued support of the help system with Vista).

Note: Technical Support will not answer Vista related questions, or questions regarding running any non-Vista compatible programs on the Vista operation system. To take advantage of Vista, we suggest you order the Tenant File Version 6.0.

Click here to contact Tenant File Customer Service

 

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Downloads - Do not download unless instructed by Technical Support!

1.    OC30.DLL - download if this file was missing when you installed the Tenant  File Word Processor. You may have received a message like 'Load Library failed' or unable to register 'H5OCX32.OCX. Copy to your Windows SYSTEM folder. This is usually c:\Windows\System32, but check your own computer to be sure.

2.    Acknowledgment of Down Payment.rtf - download this file if you can't set the margins in your Tenant File Word Processor for this document. Copy it to your 'Reports' folder within the Tenant File Word Processor folder. This is usually c:\Program Files\TF4WIN\Reports\. (If this opens as a 'document', you can 'right click' on the file name, and select 'Save As' instead of double-clicking on the file name).

3.   DBLIST32.OCX - download if this file is missing when you are trying to run the Tenant  File 1099 MISC program. Copy to your Windows SYSTEM folder. This is usually c:\Windows\System32, but check your own computer to be sure.

4.   MFCANS32.DLL - download if this file is missing when you are trying to run the Tenant  File program. Copy to your Windows SYSTEM folder. This is usually c:\Windows\System32, but check your own computer to be sure.

5.   1096Transmittal-O.RPT (Owner 1096 Transmittal) - this is an update for the tax year 2006 1099 MISC. This report must be copied into your Tenant File 1099 MISC REPORTS folder. This is usually c:\Program Files\TF1099\Reports.

6.   1096Transmittal-V.RPT (Vendor 1096 Transmittal) - this is an update for the tax year 2006 1099 MISC. This report must be copied into your Tenant File 1099 MISC REPORTS folder. This is usually c:\Program Files\TF1099\Reports.

Important Note: With the Windows XP Service Pack 2 (SP2), some users (prior to version 5.6) have had problems registering 2 files included in the Tenant File.  (There have been many issues with Microsoft's SP2 release). The file names are CSText32.ocx and CSCmd32.ocx. To received updated files that will take care of this problem, click here for updated files.



 

Mail us at:
W G Software, Inc.
POB 90218
Austin TX 78709-0218


Requirements: RAM 48M or higher, Hard Disk 50M free, Windows 95,98,Me,2000,XP,Vista.