TPN Interface - DataTrac Automation

DataTrac has developed a module within it's Letting Management Software that specifically deals with Tenant Profile Network (TPN) specifications for reporting the Tenant Payment Profile (TPP) of your management rentals. Without DataTrac's automation of this requirement, you would ordinarily have to go onto TPN's website and then painstakingly, select each of your Tenants and report on how they have paid their liabilities for the most recent month which is quite a mission to say the very least, especially if you have a large number of rentals.

Our programming provides the necessary fields in the Tenant's "Financial" Tab to store the information required by TPN for it's Tenant Payment Profile reporting.

The actual processing mechanism is accessed via what we call our Control Screen in which there is a Process menu option containing "TPN Data Preparation". When you click on this option, the following screen is displayed:

When the screen loads for the very first time, there will be no records or details displayed in either of the tables. All you have to do is click on the Process button to populate the tables. While the Process procedure is running, you will see progress information being displayed in the status bar at the foot of the screen.

We now cover very briefly the info in the various columns and meanings thereof:

Account Number – self explanatory
Invoice Month – based on calendar months (YYYYMM)
Invoice Amount – aggregate value of invoices for the period 1 day after the prior month’s due date to the current month’s due date, both dates inclusive
Balance Due – self explanatory
Last Receipt Date – date of the last receipt in the receipt period (refer Amount Received below)
Amount Received - aggregate value of receipts for the period 1 day after the prior month’s due date to the current month’s due date, both dates inclusive

Payment Status – Code convention designed by TPN as follows:

POT Paid on time – the amount due was paid on or before the due date.
PL Paid Late – the amount due was paid after the due date but was fully paid during the period.
PP Paid Partial – only a portion of the amount due was paid during or before the period.
DNP Did Not Pay – no payments were received during the period.

Create CSV File. The next stage in this process is to actually prepare the file to be sent to TPN for processing by them. Click on the Select All checkbox which you will find between the two tables that will highlight all records in the first table followed by clicking on the Create CSV File button. You will now be asked “Are you sure you wish to create the CSV output file?” If you click on Yes, you will then be advised that the output file has been created and the name thereof and will be asked “Do you wish to eMail this file to TPN now?”. Answer appropriately. To view the output file, search for it alphabetically in your main DataTrac directory which will have the name “tpp” followed by the date of it’s creation eg. tpp20110916. For your info, the content of the file looks as follows: