Cash Receipts

This module may be integrated with the A/R, Tenant Management, Mortgage, and G/L modules. Utilizing a terminal, or workstation, and printer at the cashier’s counter, over-the-counter transactions are recorded and receipts printed immediately. Other payments and adjustments may be entered from any terminal. Reporting is comprehensive and may be done from any terminal.

Some significant elements of the Cash Receipts system are as follows:

Receipts printed immediately or later
Payments accepted over-the-counter or in batches
Verification of tenant credit status
Payments at banks, payroll deductions supported
Collection Agency statements supported
Payment coupons
Preprinted receipts for on-site collections
Capability to handle Pre-Authorized Payments and electronic transfer
Automatic posting to General Ledger
Daily deposit reconciliation
System date control for audit and reconciliation
Bank reconciliation
Bank service charges, NSF cheques
Security deposits

Central Registry

The Central Registry module is designed to permit a housing-provider to maintain waiting lists for properties managed by other agencies. It integrates the self-managed and other-managed properties into a comprehensive inventory of available housing which is matched against the preferences and requirements of the applicant to find the most suitable available accommodation. Features include:

Applicants may apply for Senior or Family Rent-Geared-to-Income (RGI) housing, or non-RGI housing
Applicants may be included on waiting list for authority, other-provider, or both
Preference may be recorded for locality, amenities, or enriched services and (for non-RGI applicants) for price range
An expanded project profile provides additional housing inventory data and is used to maintain vacancy information on outside housing provider projects
The Applications Main Data Entry screen is enhanced to include a facility to browse through suitable project profiles which are matched by RGI category, price range (including the cost of amenities and enriched services,) locality, bedroom size and availability.
Applicant Selection and Activity reports are expanded to include Central Registry waiting lists

Material Control

The Material Control system incorporates Mandala’s Material Requisitions, Inventory Control and Purchase Control subsystems. It provides information, control, audit trail and General Ledger interface for the purchase, warehousing and use of stock and maintenance items, for central or distributed stockrooms or from service vehicles.

Significant features of the system are:
Multiple inventory locations
Integral purchase control subsystem
Back order control and analysis
Two-year history on each item
System suggested order quantities based on historical use and season
Packing slip analysis for G/L accruals
A/P invoice entry from packing slip
Inventory activity report linked to G/L
Four types of seasonality
Economic Order Quantity
Weighted average, combined weighted average or current costing
Comprehensive inventory movement and stock level reports
Complete physical inventory subsystem
Requisitions reference multiple work orders, relieving inventory and generating G/L transactions
Reporting available by requisition number, G/L account, housing project and unit, supervisor and workman, and work order
Adjustment reporting by type for G/L expense
Control of inventory maintained on service vehicles
A G/L audit report and automatic General Ledger posting is provided

Property Management

The Mandala Property Management System is a highly specialized module designed to fully automate all aspects of the Accounts Receivable function at a provincial Housing Corporation or Authority. This module has many features not normally found in Property Management systems, particularly the depth and detail of occupant information, the variety of statistical information, and the interface with an Application (Waiting List) Management system.

Some significant elements of the Property Management system are as follows:
User customizable G/L interface, with up to 100 categories of transactions, both revenues and tenant charges
Automatic posting to General Ledger
Most A/R functions occur on a single screen for rapid, efficient data entry, including: tenant assignment, vacate, and inquiry; edit charges; enter abatements, special charges; handle security deposits/interest; family composition, income review, renew lease procedure; write-offs; display/enter remarks; create/send/acknowledge correspondence; lookups on various fields.
Integrated with Applications Management, Cash Receipts, General Ledger and Accounts Payable modules
Tenant lookup by ID, unit, SIN or name
Changing charges, deferring rent categories
Handling of Abatements and Tenant Utility Accounts
Management of written-off tenant accounts
Collection agency statements and charges
Damage deposits and automatic accrual of interest, posted monthly to G/L
Account reconciliation at vacate time
Generation and printing of refund cheques
Flash printed Family Composition/Income Review forms, linked to Lease Renewal procedure
Lease Renewal letters with tracking of response and sending reminders
Complete and comprehensive audit trail
Rent changes and audit report
NSF cheques
Aged A/R by Project, Tenant, Collections Officer, Collections Agency
Statistical Reports
Occupancy Reports
Post-dated cheques
Unit availability report
Project/Unit Maintenance subsystem
Form letters for special purposes such as welcome or delinquency
Flexible selection criteria for form letter mailing to former or current tenants
Pre-Authorized Payments through any chartered bank
Flexible handling of federal and/or provincial housing programs
Detailed reports of both financial and non-financial (remarks & events) histories

Applications Management

The Application Management System serves a number of important functions. It is the source for the Property Management module, tracks and manages the applicants waiting list, optionally includes all family members of applicants, is a rich source of statistical and demographic information required to plan additional public housing, computes applicant point scores and significantly increases the speed and accuracy of applicant selection for vacancies. A further significant feature is the ability to record events relevant to applications. The primary benefit of this feature is to provide an on-line file for Community Relations staff and thus significantly reduce the number of instances where an applicants physical file must be located.

Other Features Include:

Single screen for most applicant data entry, including enter new applicant; update family composition; enter remarks; change application status; change applicant data; compute/revise point score; record dates of office interview, home visit, and completion of update request; tenant selection; find applicant by name; ad hoc letters, acknowledge correspondence
On-line applicant inquiry
Applicant tracking by region, program, preferred locality
SIN number tracking if desired to identify former tenants, invalid SIN numbers etc.
Applicant lookup by name, ID code or SIN
Unit lookup
Applicant history reporting
Waiting List may be alphabetic, or by region and/or locality, and may be restricted to any status of application
Flexible applicant selection report
Handles tenant transfer requests
Monthly Reports providing applications analysis, activity summary, transfer requests summary
Statistical reports for planning, including income profile, age profile, point score profile, shelter/income ratio profile, and other demographic data
Letters to applicants en masse or individually via a flexible form letter library
Automatic point score calculations with user maintainable tables and multiple point score capabilities

Mortgage Management Information System

The Mortgage Management Information System is integrated with the Accounts Payable and General Ledger systems, and handles applications and properties in a manner analogous to the rental housing systems. Cross-referencing among applicants, tenants, mortgagees, and former tenants and mortgagees is possible. Lease/purchase and RRAP long term loans are accommodated. Pre-Authorized Payment data can also be merged from the Rental and Mortgage modules to provide a single monthly bank transmission. Users have the ability to store immense amounts of detail on clients, applicants and mortgage holders not normally found in commercial mortgage systems.

Major features include:

Extensive handling of client inquiries and applications
Retains information on clients such as family members, income sources and amounts, expenses, credit information, payment capabilities and a comment database
Includes numerous transaction types for payments and adjustments to principal, interest, tax and insurance accounts, advances, administration fees, legal fees, payouts and subsidies
Numerous user-definable code tables, such as programs, budget items, collections status, income sources, etc, each of which may include up to 100 individual codes
Ability to set up lawyer, tax authority, and community databases
Additional comprehensive security features available through the menu via an Operator Privilege Maintenance facility to control the actions and editing capabilities available to each operator
Computes interest charges according to standard compounding formulae, and maintains balances for principal, tax, insurance and other charges
An inspection facility permits advances to be based on criteria such as the amount of work completed
Handles subsidization of mortgages and loans
A Budgeting/Commitment facility permits the allocation of financing to specific purposes
Maintains a user-defined list of Required Items to meet approval criteria, including date requested, date due, and date requirement was met
Provides on-line inquiry into balances and transactions
Provides on-line inquiry for payout required for given date with forecasting options
Handles collection agency assignments
Produces a complete audit trail and interface to foreign vendor general ledgers or the Mandala G/L
Accommodates Pre-Authorized payments
Provides comprehensive financial, arrears, insurance, statistical and CMHC reporting
Produces flexible and comprehensive transaction listings
Tracks insurance and taxes due
Produces rollover notifications
Includes memo or remark facility
A flexible letter library facility permits creation of form letters for any situation, with the option to produce multiple copies for alternate recipients
Ability to issue advances, produce annual and payout statements, enter adjustments, and schedule future dated transactions
Comprehensive tracking of fire insurance
A sophisticated mortgage calculator computes amortization schedules based on flexible data input, such as principal and interest and length of mortgage, or payment amount and frequency, etc.

Project Management System

The Project Management System is designed to track the construction, ownership and financing data for Public Housing Projects and serves as a point of integration with many of the other modules. It interfaces with the Property Management system as the source of new units and report structures, although it is not restricted to projects to be turned over to agencies. In provinces with Housing Authorities or similar management agencies, it would provide address data etc. for the Authority Management System.

Information contained in this system includes:
Construction status, both at the project and building level
Ownership data
Commitment date and amount
Costs of land and construction
Completion and turnover dates
Partnership data including capitol cost share, interest rate, share of operating costs, payments due, amortization
Municipal information such as Registry of Deeds number, tax number, mill rate, assessment, appraisal
Census area, constituency, authority at project and building levels
Program and CMHC number identifiers
Parking availability
At building level, construction material and building composition such as laundry rooms and common areas

Property Maintenance

The Mandala Property Maintenance System is an extremely comprehensive package including preventive maintenance schedules, third-party maintenance contract administration, equipment and building/unit profile, unscheduled maintenance tracking and analysis, budget interface, memo facility, personnel and unit performance reporting, paint schedules, co-ordination of move-out, move-in and annual inspections with Applications Management (for unit assignment) and Property Management (for unit vacancy information), work orders, and tenant invoicing.

Some significant elements of the Property Maintenance System are as follows:
Manual or system-generated work orders which accumulate costs from other subsystems such as Material Requisitions
Items may be assigned to painting, preventive maintenance and/or inspection schedules
Preventive Maintenance schedules are by month for one year, and annually for 10 years
Users may define the maintenance activities, including replacement for budget forecasting purposes
Maintenance tasks may be prioritized
Items are categorized as Equipment, Appliances, Building Interior, Building Exterior, Interior Fixtures, Exterior Fixtures or Other
User-defined subcategories may be assigned without limit
Purchase date, order number and cost, and warranty expiry date are maintained
Tracking of manufacturer, manufacturers part number, supplier, serial number, model number, colour, quantity and size/capacity
Each item requiring maintenance has a budget for time, labour cost and material cost for up to seven activities
Extensive painting detail maintained
Inspections may be scheduled and results recorded and forwarded to managers’ To-do list
Work order scheduling performed on an itemized list generated by the PM, inspection and painting schedules, memos, and unscheduled maintenance items (internal and tenant requested)
G/L interface tracks material and labour for repairs and maintenance, modernizations and improvements, damages, and painting

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