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Data FAQ

Why should I submit my data?

The benefits of submitting your account / payment profile data to TPN are numerous:

1. When your data is uploaded, your tenants are notified of the change in their credit profile, via SMS, for free – this has a positive impact on collections.

2. Build loyalty with your good tenants – by rewarding their good payment behaviour with timely updates on their credit records.

3. Change the behaviour of your delinquent tenants – encourage timely payments without making all those phone calls or sending emails.

4. By submitting your tenant payment behaviours, you get access to TPN RentCheck – a combined credit check at a reduced cost, this includes:

• TPN payment behaviours,

• TransUnion Default & Judgement information,

• A detailed view of the monthly commitments and payment behaviours of your prospective tenant (SACRRA data)

5. Free Online Monitoring of all tenants where you have done a RentCheck and who you have loaded as a tenant on TPN. This Free Monitor shows any changes to your tenant’s payment profile to help you proactively mitigate the risk of non -payment.

Why does TPN want my data?

TPN Credit Bureau collects payment behaviour data from all role players in the property industry.

We value the data that we collect from a single landlord just as highly as the data we collect from listed funds. The reason for this is that small landlords and estate agents (1-10 rental properties) represent about 70% of the industry and understanding the payment behaviour of all these tenants is critical for TPN to continue providing our customers with invaluable insight into the industry.

It also ensures that the next time you place a tenant you are able to do so knowing you have checked their previous payment behaviour with the most comprehensive source of tenant payment information.

When should I submit my data?

We suggest that you submit your data to TPN as soon as you have captured your payments.

The most beneficial times to submit payments are as follows:

Between the 5th-7th of the month

A submission at this time will allow you to thank your tenants who have paid up timeously, and remind your tenants who have not paid that an amount is due.

Between the 15th – 20th of the month

A second submission will update your tenants who paid after the previous submission and send a follow up SMS to your tenants that have still not paid.

NB: TPN does not restrict how often you update your accounts on the system.

How does this service help my good tenants?

Good tenants who pay their rent in full on or before the due date are great to find.

In order to encourage these tenants to continue their good payment record, it is important to reward them.

Simply by updating their payment record on the TPN system timeously, you are updating your tenants’ credit profile with positive information and encouraging their commitment to continue paying on time.

This is reinforced by sending a free SMS each month thanking them for paying their rent on time and the positive impact this has on their credit record. *

See the different SMS'es sent directly off the TPN system here

To find out how to submit your data please contact us on data@tpn.co.za

*SMS'es are free to clients who upload data.

Does this service help with my bad tenants?

Some tenants seem to forget that their rent is due every month.

It requires a few phone calls, letters and possibly even a visit in order to collect the rent. This is a frustrating situation that Property Practitioners, Managing Agents and Landlords face every month.

Even more frustrating is the fact that the tenants seem to believe that it is not important when the rent is paid, as long as they eventually pay it.

This is where TPN Credit Bureau helps.

By updating the tenants accounts payment history timeously, on TPN, can be used as a tool educate the tenant that their overdue rent payment is having a negative effect on their credit record and could decrease their ability to obtain credit or future rental in the market place.

Submit your Data securely using DataWeb

Step 1: Go to https://dataweb.tpn.co.za/, login using your TPN Credit Bureau details

NB: if you are unsure of these details, please contact helpdesk@tpn.co.za.

Step 2: Click on Upload Data on left hand navigation

Step 3: Select Management System using the drop down–set up by the Data

If your system isn’t listed please contact Data on 0861 876 000 or via email data@tpn.co.za.

Step 4: Drag and Drop or Click to select your data file from your management or payroll system

Step 5: File is processed to TPN Staging database

Step 6: Once status displays as uploaded click on period

Step 7: Reports can be viewed and files uploaded with or without SMS

VERY IMPORTANT: If this is your 1^st time uploading your file, it must be verified and released by the TPN Data Team.

How do I submit my data via reOS?

If you are using reOS to manage your rentals, follow the steps below to submit your data to TPN Credit Bureau:

1. On reOS click on the Reporting tab and click the download button next to "TPN Report"

2. Set the date range to the dates you want (current month or previous months)

3. Click download

4. Upload the files on https://dataweb.tpn.co.za/ using your TPN Credit Bureau username and password

How do I submit my data?

TPN has created three different strategies to assist Property managers, Property Practitioners and landlords to deliver their data easily to TPN.

I use a property management system - TPN has partnered with many of the property management system providers around the country to create simple data transfer processes. Contact TPN on 0861 876 000 or email us on data@tpn.co.za to get more detailed instructions for your property management system. (they have to contact TPN prior to access dataweb as they can access data web if not set up)

I use MS Excel or similar – While Excel is a fantastic tool to assist smaller property managers and landlords, the complexity of managing the accounts of even a single property can get quite overbearing. Invoicing is difficult and often sent late, and reporting is impossible.

We can’t upload from excel, but perhaps you could look at TPN Rentbook (www.rentbook.co.za). Rentbook is an online rental management system for property Practitioners and landlords to use free of charge for up to 20 leases.

You don’t have a system and don’t want to use RentBook – No problem, TPN has an interface available on the www.tpn.co.za website which allows you to capture your lease information and thereafter your payment information on an ongoing basis. You will only need to capture your lease once and then update your payment profile information each month.

What happens to data after it is submitted?

Once the data has been submitted to TPN, the data is available to view under the “My Data” section of the TPN website. Updating the payment information, or sending letters like welcome letters, demand letters or cancellation letters and even blacklisting is available at the click of a couple buttons.

How secure is my data?

TPN is a registered credit bureau with the NCR (NCRCB08) and as such the data which we hold is subject to the data restrictions imposed by the National Credit Act.

Our history of data security over the past 22 years has enabled us to gain the trust of all the big listed funds in South Africa. The contractual agreement which TPN signs with all of our customers is the same and the obligation we have to protect all data is critical.

How do I submit my data via Datatrac?

If you are using Datatrac to manage your rentals, follow the steps below to submit your data to TPN Credit Bureau:

1. Start on the Control Screen

2. Select Process > TPN Data Preparation > Process

3. Select All and Create CSV file

4. Follow the onscreen prompts –

5. Select “Yes” to the following question -” Are you sure you wish to create the output file?”

6. Select “Yes” to “Do you wish to email this file to TPN now?”

7. Upload the files on https://dataweb.tpn.co.za/ using your TPN Credit Bureau username and password

How do I submit my data via ExplorIT?

If you are using ExplorIT to manage your rentals, you will need to do the following to submit your data to TPN Credit Bureau:

1. Contact data@tpn.co.za or 0861-876-000 to obtain a data authorisation form to allow ExplorIT to share your data with TPN.

2. Once received we will automatically export your lease and/or levy data on the 5^th /10^th /20^th of the month.

(You can request additional uploads during the month)

How do I submit my data via MDA?

If you are using an MDA solution to manage your rentals, you will need to do the following to submit your data to TPN Credit Bureau:

1. MDA Cloud

You need to obtain a Licence key from MDA; this will enable functionality on MDA to export your data;

Once you have your license key follow the steps below to export your data

1. Tools

2. Administration

3. Credit bureau export

4. request licence

5. activate licence

6. export data

7. Save the exported file and upload via https://dataweb.tpn.co.za/ using your TPN Credit Bureau username and password

2. MDA Stand-Alone

We have developed a FREE data export application which extracts your data for you.

Please contact us on data@tpn.co.za to receive the application.

How do I submit my data via Nicor?

If you are using Nicor to manage your rentals, follow the detailed steps below to submit your data to TPN Credit Bureau:

Confirm the feature has been setup by Nicor
Select Utilities > TPN extract
Select a valid Viewing Group (building code & period)
Select “extract”, this will generate the export file
Extract the files from the print spooler
Upload the files on https://dataweb.tpn.co.za using your TPN Credit Bureau username and password

How do I submit my data via Novtel?

If you are using Novtel to manage your rentals, follow the steps below to submit your data to TPN Credit Bureau:

Select Dashboard
Click on TPN Logo
Input Agency Code
Select Mandatory Report
Save Export on Desktop
Upload the files on https://dataweb.tpn.co.za/ using your TPN Credit Bureau username and password

How do I submit my data via Payprop?

If you are using PayProp to manage your rentals, follow the steps below to submit your data to TPN Credit Bureau:

1. You need to click on support to send support@payprop.co.za an email to activate the TPN settings

2. Once activated

3. Click on settings > TPN Settings

4. Enter your TPN username & password and your TPN Agency Code

5. Click on “Export Data;

6. Upload the files on https://dataweb.tpn.co.za/ using your TPN Credit Bureau username and password.

How do I submit my data via Powerprop?

If you are using Powerprop to manage your rentals, follow the steps below to submit your data to TPN Credit Bureau:

Select Reports >
Export TPN data
Set the rent due date
Set the date range for the export
Select “proceed” and the file will be created
Find the file in the TPN folder under the folder EPS
Upload the files on https://dataweb.tpn.co.za/ using your TPN Credit Bureau username and password

How do I submit my data via Propsys?

If you are using Propsys to manage your rentals, follow the detailed steps below to submit your data to TPN Credit Bureau:

Select Processing > exports > TPN exports
Select Financial period & Building type
Input Propsys password
Select “Export”
Save the file
Upload the file on https://dataweb.tpn.co.za/ using your TPN Credit Bureau username and password

How do I submit my data via Propworx?

If you are using Propworx to manage your rentals, follow the steps below to submit your data to TPN Credit Bureau:

Select Accounting
Select Tenant Statements menu
Then click “submit to TPN” button
The report will then be sent to data@tpn.co.za

How do I submit my data via Unibase?

If you are using Unibase to manage your rentals, follow the detailed steps below to submit your data to TPN Credit Bureau:

Request the export to be enabled from Unibase
Open Uniprop select Function > Import or Export > TPN data download
Unibase will automatically email us your export

Reports on Dataweb

Once your datafile has been uploaded onto DataWeb the data will be analysed and the reports below will be made available.

· Data Report
A comprehensive data report detailing your collection statistics associated with the data sent to TPN in the export file. If the statistics reflected in the file look incorrect, please contact us so that we can investigate further.

·       Error Report
A list of all the active accounts which were rejected and therefore will not be uploaded onto the TPN system. As there are various reasons for these rejections, a full list of the rejected records with each of the corresponding rejection reasons is listed.

·       Warning Report
A list of all the active accounts which will be uploaded to TPN, however mandatory information like postal code, name or surname, cell number etc. are missing. As there are various reasons for these rejections, a full list of the rejected records with each of the corresponding rejection reasons is listed.
·       Payment Reports
o   The PDF version shows your payment profile history
o   The excel spreadsheet, contains multiple worksheets for payment profiles for the current period. Based on the payment information received in the export file, your tenants have been separated between the worksheets. This worksheet can be distributed to your accounts department so that the status of the SMS’s delivered to customers can be verified.