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Import Tenant Details

The application provides the option to import tenant details from a CSV file. When you upload a file, the system will delete any data previously imported for the specific rent roll period.

You can import data for periods with a pending status. You cannot import data for periods that have been submitted, approved, or completed.

  1. Access the Supportive Services Rent Roll application.

    The Rent Roll page opens.

    rent-roll-list.png

  2. Click into the record (row) for the rent roll you want to edit.

    The Rent Roll page opens.

    rent-roll-month-list-import.png

  3. If needed, click Download Template to export the rent roll template.

  4. Enter the monthly rent roll details in the template and save the template.

  5. Click Import Rent Roll.

    The Import Rent Roll screen opens.

    import-rent-roll.png

  6. Click Choose File, and select the populated template.

  7. Click Upload.

    When the system processes the file, the Import History displays the status along with any errors logged.

    import-history.png

  8. Click Return to Monthly Rent Roll to go back to the Rent Roll page and see the imported tenant details.

Upon initial creation of the record, the system calculates some of the fields. You can edit these fields after the initial save; the system will not update the calculations.

Field

Calculation

Monthly Tenant Rent

Monthly Tenant Income multiplied by the Subsidy Income Percent entered in the PL_SupportiveServicesRentRollSubsidy picklist.

Example: If Monthly Tenant Income = $500 and Income Percent is 27%, then system will calculate as follows: 500 * 27% =  $135. $135 would be the tenant paid rent.

If the agency has configured the system to do so, the app will round the system calculated value for this field up or down to the nearest dollar.

Prorated Rent

If New Move In = Yes, then ((Unit Total Rent / Number of Days in Prorated Month) x Number of days Unit occupied) + Additional Month(s) Rent; if New Move In = No, then no prorated rent is calculated.

Prorated Tenant Rent

If New Move In = Yes, then ((Monthly Tenant Rent / Number of Days in Prorated Month) x Number of days Unit occupied) + Additional Month(s) Tenant Rent; if New Move In = No, then no prorated tenant rent is calculated.

Subsidy Amount

If New Move In = Yes, then Prorated Rent - Prorated Tenant Rent; if New Move In = No, then Unit Total Rent - Monthly Tenant Rent; if vacancy payment is greater than 0, then subsidy equals vacancy payment.

Tip

If you want to have the system perform calculations after the initial record save, you will need to delete the record and re-add it, ensuring the New Move-In field value = Yes.

After all tenant details are entered for the year and month, you can submit the rent roll to the agency.

Import Template

We recommend using the ProLink provided template to import tenant details for a rent roll period. However, you can use any CSV file where the column header names match the header names in the ProLink template. Columns and rows in the file must be contiguous; the system will ignore data after a blank column or row.

import-csv-template.png

Import Log

The import status will be either Complete, when the system successfully validates and imports the file, or Failed with Errors, when the file has validation errors.

Table 1. Error Log Messages

Error

Cause/Resolution

File is missing column(s) [Column Name]

Fix the file so that all column header names match the template.

Also, ensure columns are contiguous.

File type is not valid. File Type must be .csv format.

Save the file as a .csv file.

No log message, but tenant data is not imported.

Ensure rows in the file are contiguous.

Position: Row [#], Column [Name]: Missing Unit Number. Unit number is required.

Enter the unit number in the file.

Position: Row [#], Column [Name]: Invalid number format. Allowable format examples include $10, $10.00, 10.00.

The Monthly Tenant Income, Total Unit Rent Amount, Vacancy Payment, and PSH PBRA Admin Fee fields are currency/number fields, which accept blank/null, dollar sign ($), commas, and two decimals.

Position: Row [#], Column [Name]: Invalid date format. Allowable format examples include 1-1-2000, 01-01-2000, 1/1/2000, 01/01/2000.

The Move In and Move Out fields are date fields, which require the full date with a slash or dash.

Position: Row [#], Column [Name]: Invalid format. Allowable format examples include Yes, No, Y, N.

Enter a valid value for the New Move In field.

Position: Row [#], Column [Name]: Missing Monthly Tenant Income. Monthly Tenant Income is required. If income is $0, please enter a 0.

Enter a valid value for the Monthly Tenant Income field.

Position: Row [#], Column [Name]: Missing Total Unit Rent Amount. Total Unit Rent Amount is required.

Enter a valid value for the Total Unit Rent Amount field.

No log message, but tenant data is truncated.

When the file contains values that reach the maximum number of characters, the system truncates the extra characters for Comments, Tenant Name, Unit Number, and Unit Size.



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