Most of the documents available in this section are PDF documents. In order to open these documents, you will need Adobe Reader version 7 or later installed on your computer.

If you don't have Adobe Reader version 7 or later installed on your computer, you can freely download and install the software from the Adobe website. Please click here to download the software or copy and paste the following URL in the "address" line in your web browser:

https://get.adobe.com/reader

If you have an older version of Adobe Reader installed on your computer, you will see the following error message when you try to open the attachment:

There was an error opening this document. This viewer cannot decrypt this document.

Please upgrade your current version of Adobe Reader by downloading the newer version from the Adobe website.

The bank account verification service on TPN Credit Bureau verifies the account details specified directly with the bank and a result is returned indicating whether the account is open, active and linked to the specified applicant.

You can verify accounts for the following banks:

·       ABSA Bank      

·       African Bank

·       Capitec Bank

·       Discovery Bank

·       First National Bank (FNB)

·       Grindrod Bank

·       Investec Bank

·       Nedbank

·       Rand Merchant Bank ( RMB)

·       Sasfin Bank

·       Standard Bank

·       Tyme Bank

Each registered TPN Letter of demand is assigned a tracking number by the South African Post office.

You will receive an email from TPN to confirm the tracking number for the letter on demand within 24 – 48 hours from generating the letter.

Alternatively, you can view the tracking number on the Payment profile data as follows:

·        Login to the Credit Bureau

·        Click My Data

·        Find the account/ record for the tracking number

·        Click Letters on the left hand navigation or on Lease details click the number next to the Letters.

·        All the letters sent to the debtor/ tenant will show

·        Click on the folder icon next the letter you want to track

·        The details of the letter sent will show The tracking number will be listed

·        Click the tracking number to go directly to the post office tracking website

https://trackingnew.postoffice.co.za/

Please note: The tracking can take up to 48 hrs to show on the post office website.

Verifying Identity using ID Biometrics - Helping to Combat application fraud. 

The ID Biometric or Selfie check is the most highly recommended verification of Identity as it allows you to perform a live "selfie check" on the applicant, almost always verifying that you are indeed dealing with the correct person.

The selfie check performs two crucial checks to combat Identity fraud: 

1.  Is the applicant present to take a selfie in front of a computer or on their phone?  

This ensure they are the actual applicant you are expecting, and that they are actually in front of the camera and alive. Not just a decent ID book copy that looks right. This also verifies they have access to the email or cellphone you sent the link too.

2.    Does the applicant, you have just taken a photo of, exist at Home Affairs and do they match the picture on file for the ID Number and Name you captured?

 The captured photo is then vetted against the details you have captured and the photo at Home affairs.  Again ensuring the person matches the details you will use to vet your tenant against and use to draw up a lease agreement.

How the check works:

In this check a SMS is sent to the applicant to ask them to confirm their identity, this SMS is sent the phone number captured on the Credit check.

Once the applicant clicks the link in the SMS it will ask them to capture themselves using their phone / computer camera. The Check will ask them to move their head around in a defined area and follow on screen instructions.

Once a photo is captured the photo is verified against the latest ID or Passport picture captured at the Department of Home Affairs. This can be a green barcoded ID, a smart card or passport.    

We will verify that the details you captured match those on the Home Affairs database and the photo is of the same person who was assigned the ID Number.

Once the check is completed by the applicant the Home Affairs photo as well as the selfie photo will be returned to you with an outcome showing mismatched fields and/ or non-match of photos. 

Summary Tab

Displays a green tick next to “Selfie” shows the Selfie check was done successfully, and the ID Photo matches the image captured on the selfie check.

To be able to complete the process on your device, your device must: 

·       Accepts SMS’s (Connection to working cellular network)

·       Have a working camera

·      Have an active connection to the internet (Wi-Fi , LAN or cellular network data)

·       If using a data connection, you must have data available

The SMS link can be copied and forwarded to another cellphone, laptop; tablet; computer or device and used as long as it has:

·       Has a working camera

·       An active connection to the internet (Wi-Fi , LAN or cellular network data)

·       If using a data connection, they have data available

• Verify the link you have received is from TPN. Our URL will show as follows:

  https://dea.tpn.co.za/curata/….

• Click the link
• This will open your phone's preferred browser

( e.g. Chrome or Safari)

 

Important: You may receive a message to allow the browser to access your camera.

Please select “Yes” or “Allow”.

• Follow the on-screen prompts to complete the verification

If you decline to give consent, then TPN will not be able to resubmit your fingerprints. Please rather raise any concerns you may have with your employer or TPN.

Declining may cause additional costs for your employer and you further inconvenience as you will need to complete the process in person at a TPN Fingerprinting Centre.

·        Once you have clicked the URL and the process has opened on your browser the Selfie Check will expire within 72 hours. So please action timeously! 

The ID Verification was requested by your employer, or perhaps a property manager, to help them verify your identity. 

They have chosen to use a biometric check from TPN Credit Bureau to verify your identity against the Department of Home Affairs and potentially confirm consent for a further check. 

The name of the person or company that made the request is included in the SMS messages you are receiving. If you are uncertain about why you need to do this check please call them about this. 

The  SMS reminders go out every 4 business hours until the process is either been completed or declined.

The SMS will say -  “ TPN Reminder: Please confirm your ID for <Company/Person who requested > by clicking here https://dea.tpn.co.za/<unique link>.

Not competing this request may have an impact on your application. 

Your HR person, or the person who initiated the check is able to send you a copy of the link either via email, sms or whatsapp.

Log into the Credit Bureau

Find the Credit check created for the person using your TPN Inbox

·       Click View results online

·       Select the ID Biometrics tab

·       Scroll to Biometrics Results selection

·       Confirm the comment says “An SMS has been sent to the consumers cellphone number with a link which will enable them to perform the Liveliness verification. No result can be returned until the consumer has completed this verification.” This means the check has not yet expired or been used.

·       Copy the link shown on “Selfie Link” it should be  something like https://dea.tpn.co.za/xxxxxxxxx

·       Resend to user via whatsapp or email. The check can be done on any devise with internet connection or using a computer.

If you are struggling to complete the ID Biometric / Selfie check on your phone due to the operating system, a broken camera or another issue with the phone, you can complete the process on any computer or another mobile device.

The link can be forwarded to a friend’s / colleagues mobile or a secondary device (eg.a tablet/ computer).

Prior to sending the link to another device please make sure that:

·  the device has a working camera and

·  an active connection to the internet, whether via Wi-Fi or data

·  has data available to access the link, and

·  the owner of the device is expecting the link and does not click on it.

Once the link is on the new device, click the dea.tpn.co.za link and follow on screen instructions.

The first step in accessing your applicant is to establish their identity number is valid, issued by the South African Department of Home Affairs and matches the supplied name and surname.

This check can be run against anyone who has a valid 13-digit South African ID number, this can include refugees and permanent residents.

To ensure the information you receive is accurate and up to date, the ID verification is run in real-time, directly against the South African Department of Home Affairs (DHA) database. 

Please note: As such we are dependent on the availability of the DHA system. 

Viewing the results of a successful ID verification

No Photo available

This means the applicant has not had an identity document or passport issued since HNAIS was brought online in about 2000. 

TPN recommendation for ID Blocked = Yes

• The ID is blocked by DHA.
•  It could have been reported by the Consumer as being used fraudulently, or DHA picked up that it has been fraudulently used and blocked the ID.
• The Consumer must contact DHA and receive a Clearance Letter before you proceed with placing the tenant.

Please read a news article published in August 2024 about this HERE

TPN recommendation for Deceased / Never Issued:

• This is probably a fraudulent application.
• Please send a copy of the ID DOCUMENT to TPN and we will manually verify with Home Affairs. This process takes 2 weeks. It is recommended that you don’t enter into any agreement until the ID document has been verified.
• If still verified as "Never Issued" or “Deceased” and the tenant believes there is an error, the tenant should contact Department of Home Affairs directly.

In some cases you may receive an error message " The call to DHA has timed out - DHA may be down.", this means the DHA (Department of Home Affairs) system is down and we are unable to verify the consumers identity. 

In some instances, we can verify the consumers identity by returning information from a recent check that was performed and verified by the Department of Home Affairs when they were online.  This would result in a record being shown called “ DHA Cache Used” with the date that the cached record was created.

If no cached result is available, you will need to try again later. 

Please note: You may experience intermittent downtime in future, until a permanent resolution has been found by the DHA. 

The address supplied by my potential client shows “Not Matched” or "Failed" on the KYC Check result - why does this happen? 

TPN KYC Check verifies the address you input into our system against golden source information.  

Golden source information is information that is verified against external third-party sources that also need to comply with FICA regulations like Banks, Insurance companies, cellular service providers and other financial institutions.

These institutions would do similar checks and request supporting documents to verify and KYC their clients.

It’s possible the third-party source has not received or processed a request from the client to update this information and the institution has not done a recent RICA or FICA Check, so the information they are providing is outdated but is the most up-to-date information they have. 

What must I do now to verify the address?

In cases like this you should perform further due diligence and verify the address the client has given against a third-party document, like a bank statement, utility bill or cellular invoice.

Be aware of strange looking documents and see if the document can be verified online or via telephone.

Customer Due Diligence is required according to FIC Act (FICA) for all accountable institutions. 

The TPN Enhanced Due Diligence Check verifies consumer information against trusted third-party sources and numerous global databases, including those specifically mentioned in the FIC Act.

• Search over 5500 Global Sanctions and Watchlists

Including the Targeted Financial Sanctions list from the  United Nations Security Council (UNSC) as prescribed by the FIC Act.

• Verify Political influence and exposure using up to date local and global sources.
• Search Global Adverse media.

• Select the KYC Check to verify your applicants identity against South African Department of Home Affairs and confirm proof of address using golden sources
• Verify Income and bank account details directly with the bank
• Company Check to confirm Members; Directors and Shareholders to ensure you are checking all relevant parties.

The FIC Act specifically requires you to check the targeted financial sanctions (TFS) list.

The Targeted Financial Sanctions / UNSC is included in the TPN Enhanced Due Diligence Check.  

As per their website “ The TFS list includes all persons and entities applicable to sections 26A, 26B and 26C of the FIC Act which refer to sanctions under a resolution by the UNSC and require accountable institutions to scrutinise their clients against the applicable list, to freeze assets and to ensure not to proceed with a transaction.

It is important to note the TFS list is not a FIC or South African domestic sanctions list, but a replica of the original source, which is the UNSC consolidated list of targeted financial sanctions.”

See the original source HERE

The UNSC is the United Nations Security Council and their Consolidated Sanctions list includes the UN 1267 and the TFS list mentioned by the FIC.

The UNSC Consolidated Sanctions List is included in TPN Enhanced Due Diligence check. 

The Criminal Check status now shows as Capture Fingerprints, how do we go about getting fingerprints captured so we can get the results?

There are two ways to get your fingerprints captures so the Criminal Check process can be sent to the SAPS for verification.

1.    TPN can come through to your school/ place of employment to capture of fingerprints for your employees. This service is available to all schools and employers who have more than 10 sets of fingerprints that will be processed on the same day*.

 *This service will incur an additional charge.

Please contact our Support Analyst on 0861 876 000 to arrange a suitable date and time.

 2.   Find a TPN Fingerprint Centre closest to you here

If the “Submit Criminal Check” button does not show on a specific person this may be due to there already being a criminal check captured or in progress on this user.

Section 41 of the Sexual Offences Act requires all school staff (teachers, coaches, administrators, ground staff) to be checked against the Sexual Offences Register. 

The Children's Act, section 126, requires all school staff to be checked against the National Child Protection Register.

Both of these registers are based on criminal enquiries, cases awaiting trial and convictions.

TPN's biometric criminal check provides details on all convictions and cases awaiting trial.

And, for your convenience, TPN can resubmit previously captured fingerprints to save you time and the hassle of visiting your local police station or another TPN Fingerprinting station. To do this resubmit we require your Consent which we get using a Biometric ID "selfie" Check. 

To resubmit your fingerprints TPN asks for your consent by performing a biometric check using a facial recognition software called Curata. 

 The process is simple:

• You will receive an SMS from TPN with a url starting https://dea.tpn.co.za/xxxx
• Click the link
• The browser on your phone will open and the check may ask you for access to your phones camera - select Yes
• You will be asked to give us consent to use your previously captured fingerprints  - select yes

NB: If you select "No" to the consent question, the process will not be able to complete and you will be required to go to one of our centers for manual fingerprint scanning.

• Follow the onscreen prompts until the process has completed. 

You will receive an SMS that reads as follows:

“TPN: Please confirm your ID for <School Name> by clicking here https://tpn.curata.co.za<unique link>” 

This enables you to verify that who the link is from, and the link is genuine.  You may receive multiple links is you work for more than one employer.

•           Log into the Credit bureau

•           Click Credit Checks

•           Click Credit Check History

•           Type in the name or ID number of the person who you are searching for

•           Click “Apply filter”

•           A list of checks done on the person will show

•           Select the most recent check

•           Click “Click here to view the online report”

•           Click on “ID Biometrics” tab

•           See Selfie Link and use the copy button or mouse to select and copy. 

•           Resend to person either via email; WhatsApp or via SMS

·       Log onto TPN

·       Select Credit Checks from the blue ribbon at the top of the screen.

·       Select Perform a new consumer credit check.

·       The system allows you to choose an enquiry either by ID number or passport number. To perform the check on a passport number, select change to passport number search to the right of the ID number field.

·       Enter the ID number, first name, surname, current address and cell phone number.

·       If you are performing a passport number search, you will need to enter the nationality and date of birth of the applicant.

·       Click Next >>

·       Select a Credex score version, the ID verification and confirm consent.

·       Credex Score - there are three Credex versions available; Basic, Silver, and Gold:

o   Basic - the full credit report.

o   Silver - the credit report plus an affordability score.

o   Gold - the credit report with the affordability score, as well as a squatting prediction.

 More Information on Credex

 ·       South African ID Verification - verifies the ID number and name entered for the applicant against the Department of Home Affairs, HANIS and National Population register. This check returns an ID Photo if available.

·       NCA Compliance Declaration - confirming that you have consent to perform the credit check. Please ensure you retain the proof of consent for your records.

·       Click Next>>

·       By default, the RentCheck enquiry will be selected.

o   This enquiry includes the TPN and Transunion enquiries, as well as account payment information, at a discounted rate.

 More information on TPN RentCheck

If you do not have access to the TPN RentCheck enquiry, you can select the TPN Individual Enquiry, the Transunion Individual Enquiry and the Experian Individual Enquiry and then contact the Support for information on how to get access.

 ·       There are several additional reports that can be selected:

o   Employment Verification - information supplied to TPN by various employers confirming the applicants current and previous employment including employer name; contact number and details of employment period.

o   Online Bank Statements  - This verifies come directly with the bank and returns 6 months bank statements and financial insights which will allow you to confirm affordability without worrying about document fraud.*

o   Bank Account Verification - this verifies that the bank account is open, accepts debits and belongs to the applicant.

o   Enhanced Due Diligence - Search sanctions, watchlists, political exposure or influence and adverse media to ensure compliance to FICA and help combat financial crimes. 

o   Qualification Check - An investigative enquiry where the South African educational institution supplied is contacted and a manual verification is performed against the supplied qualification. Response from provider is normally received within 5 to 10 days. *

o   TPN Criminal Check - this is used mostly for employment purposes, as the applicant will need to present themselves at a TPN fingerprinting Centre for finger printing so that we can check their criminal history. *

·       Once you are satisfied with your selection of enquiries click Perform credit check >>

·        If you have selected investigative enquiries*, you may be required to enter more information

·       The credit checks are processed immediately, and the next screen will display automatically.

·       You will note at the top of the screen each enquiry is individually tabbed with the Summary Report displayed first.  You can click on each report that was selected to view it.

·       On the left-hand side menu, you will be able to download, email or print full report as well as the condensed report.

·       Reminder:  All enquiries done are automatically saved in Credit Check History under the Credit Check Menu. 

*Investigative enquiries may take longer to process, and you will receive an email once these are available.

Any enquiries that require investigation (eg. Qualification & Criminal Checks) are reported in the Mailbox.

• Log onto TPN.
• Select Credit Checks from the blue ribbon at the top pf the screen.
• Select View Mailbox under the Other heading on the left hand menu.
• The mailbox consists of previously requested Qualification and Criminal Check results.
• Qualification and Criminal Checks are investigation enquiries. When the enquiry results are ready, the status changes to complete and you can view the results. Click View to see results.
• 24 hours after the results have been viewed you can delete this report from your Mailbox. Click the Delete button next to the appropriate report.

A history of all enquiries you have performed are stored under Credit check history.

• Log onto TPN.
• Select Credit Checks from the blue ribbon on the top of the screen.
• Select Credit Check History from the left hand menu.
• All enquiries done are automatically saved under Credit check history.
• You can search by inserting either the date of the enquiry, the ID number, or the consumer / company name.
• Click on the name which the enquiry was performed on to the enquiry.
• If you would like to see additional enquiries on the individual, click the Update this credit report button.

The Individual Trace allows you to request information using only an ID number / Passport number, Surname and date of birth or Telephone number. 

The Individual Trace will report contact information (address, telephone number and employment information) from TPN and TransUnion. 

The information is classified by most recent: 3 months, 12 months or older than 12 months.

• Log onto TPN on https://sso.tpn.co.za/
• Select Credit Checks from the blue ribbon at the top of the screen.
• Select "Trace Consumer by" on left hand navigation
• The system allows you to choose an enquiry either by: 

Ø  ID/ Passport number

Ø  Surname and date of birth

Ø  Telephone number

• Select either "approximate match" or "exact match" from the drop down menu.
• Enter the information required and enquiry reason
• Click "Next >>" to view the result

Our recommendation is:

• ID Verification 
• The ID verification will indicate for you if the name and surname match the ID number before you proceed with the reset of the enquiries.
• You will be alerted to the possibility of deceased or fraudulent ID documents. The system will also alert you to an input error - e.g. entering the name and surname back to front, mismatching a husband and wife's details, or entering the tenants ID number with the landlords details. (All common mistakes)
• ID Biometric
• The ID Biometric check is the ultimate in fraud prevention as an SMS is generated to the individual you are checking which asks them to perform a "live" selfie, this selfie then verifies using biometrics against the latest photo on file for the individual.
• Ensuring the person you are checking is who they say they are. 
• RentCheck
• The RentCheck enquiry is the ultimate credit check to perform on a tenant - it includes the TPN and TransUnion checks and includes Rental Payment Profile, Judgements, Defaults and Notices.
• In order to access the RentCheck enquiry, the Consumer is required to load a minimum of 1 (One) month's Payment Profile Information onto the Database;

The Consumer acknowledges and accepts that ongoing access to RentCheck shall be dependent on Rental Payment Profile information being updated on a monthly basis and that TPN may, in its sole discretion, suspend the Consumer's access to RentCheck at any time should the Consumer fail to timeously provide such information to TPN.

• If the RentCheck enquiry is not available
• Contact TPN's data team on 0861 876 000 to find out how you can access more information at discounted rates.
• It is then recommended to select the TPN, TransUnion, and Experian Individual Enquiries - this will show you any Rental Payment Profile as well as any judgements, defaults and/or notices that are on the applicant's credit profile.
• It is recommended to select all three bureaux reports as each bureau has different client bases. TPN has found that unless all three enquiries are performed, the TPN member runs the risk of not seeing defaults listed with the other credit bureaux.

When a search is performed on an individual, all the companies that the individual is a member or director of (or has been in the past) are listed in the enquiry.

This allows the rental agent / landlord to validate the information that has been supplied to them by the applicant and establish a risk profile based on the status of the companies listed - e.g. if the individual is a member of many companies which have been liquidated, they could be considered a high risk tenant.

When a search is performed on a company, all the directors (current and historic) are listed in the enquiry.

Again, this allows the rental agent / landlord to validate the information that has been supplied to them by the applicant.

·       Log onto TPN on https://mrisoftware.tpn.co.za/

·       Click Login

·       Enter your TPN username & password

·       Select Credit Checks from the blue ribbon at the top of the screen.

·       Select Perform a new consumer credit check.

Step 1:

·       The system allows you to choose an enquiry either by ID number or passport number.

o   To perform the check on a passport number, select change to passport number search to the right of the ID number field.

·       Enter the ID number, first name, surname, current address and cell phone number.

o   If you are performing a passport number search, you will need to enter the nationality and date of birth of the applicant.

·       Click Next >>

Step 2:

·       Select the Credex Score using the dropdown;

 o   There are two Credex versions available:

§  Basic - probability of consumer defaulting/ not making payment to you in future.

§  Silver - generates affordability based on consumer income and school fee amount (if you don’t have an income amount, choose basic credex)

Select type of Consumer Verification:

We recommend checking the consumers ID number and name prior to continuing with the credit check.

·       Verify ID - *HIGHLY RECOMMENDED* verifies the ID number and surname the applicant has given you against the Department of Home Affairs.

·       Verify Biometrics - a selfie check to confirm the consumers presence and confirms their details and facial features against Department of Home Affairs.

·       Verified Online Bank Statements – request up to 6 months’ bank statements directly from bank to confirm affordability and comply with FICA (eliminate fraudulent documents)

·       Verify Address - Perform a proof of address verification against the supplied address

  NCA Compliance Declaration

Verify and confirm that you have consent to perform the credit check. Please ensure you retain the proof of consent for your records.

 ·       Click Next>>

Step 3: Report Selection

 ·       By default, the EduCheck / SmartCheck enquiry will be selected. This enquiry includes the TPN and TransUnion enquiries, as well as account payment information, at a discounted rate.

 ·       If you do not have access to the EduCheck / SmartCheck enquiry, you can select the TPN Individual Enquiry, the TransUnion Individual Enquiry and the Experian Individual Enquiry and then contact the Data department for information on how to get access.

There are several additional reports that can be selected:

o   Bank Account Verification - this verifies that the bank account does belong to the applicant.

o   Qualification Check – this verifies and confirms qualifications held.

o   TPN SACE Check - this is used mostly for employment purposes, as the applicant will need to present themselves at a TPN centre for finger printing so that we can check their criminal history.

·       Once you are satisfied with your selection of enquiries click Perform credit check >>

NB: If you have selected the TPN SACE enquiry, you will receive an additional step to confirm the applicant must be sent for fingerprint capturing to complete this check. Tick the box and click Finish >>

Results

 ·       The credit check and report selection are processed immediately and the results will display automatically.

 ·       You will note at the top of the screen each enquiry is individually tabbed with the Summary Report displayed first. 

 ·       You can click on each report that was selected to view it.

 ·       On the left-hand side menu, you will be able to download, email or print full report as well as the condensed report.

Reminder:  All enquiries done are automatically saved in Credit Check History under the Credit Check Menu.

The account verification is an enquiry that will verify the banking details, supplied by the applicant, do in fact belong to them.

These banks are available on the service.

This section allows you to list all your tenants and use the collection services to encourage full and timeous rent payment.

The workflow is as follows:

1. Load Tenants;
2. Welcome Letter;
3. Rental Payment Profile;
4. Letter of Demand, and finally
5. Blacklist the tenant

• Log onto TPN.
• Select My Data from the blue ribbon at the top of the screen.
• You will have the options to search for a specific lease by using the search bar and various filters, or to add a new lease from the left hand side menu.
• Click: Add a new record to the system; Select whether it is a Lease or Levy record type.



• Select the appropriate box if your tenant has an ID number, passport number or is a company, trust, or a sole proprietor. Enter ID number. Click Next >>



• Enter physical address (The details of the leased property) and Landlord details if applicable. Click Next >>



• Select the property address on the map.
• Enter the tenant's details and contact details. Click Next >>



• Enter the lease details. Click Finish.



• You will now be on the My Data page again.
• Clicking on the Reference to the left of the tenant's name will take you into the Lease Summary page (landlord, tenant and property details will be displayed).
• This is the screen where you will do updating of payments, letters of demand, and blacklistings.

The Welcome Letter informs your tenant that you are a member of TPN Credit Bureau, and their monthly payment behaviour will be recorded on the credit bureau. Should they pay the rental on time and in full each month this will build a positive credit profile.

• Log onto TPN.
• Select My Data from the blue ribbon at the top of the screen.
• Use the drop-down boxes to filter the type of records that can be searched.  

There are four options:

• Status: This is used to differentiate between Active (tenant is still in the property) and Inactive (tenant is no longer in the property) accounts. You can also choose to search through all records.
•  Type: This is used to choose the type of records you want to search through - e.g. leases, levies, debtors etc.
• Include This is used to choose various conditions affecting the records, e.g. accounts requiring blacklisting, requiring letters of demands etc.

If you are unsure about the record's status, it is best to set Status, Type and Include to All

• Search for tenant by inserting either the address (or part thereof), or the tenant’s name / ID number (or part thereof), or the reference number.

Troubleshooting for searching:
Do not enter all 4 search fields, only search on 1 option: address or tenant or reference.

• Click Apply Filter to search for your lease.
• Select your lease by clicking the Reference number to the left of the tenant’s name.
• You are now on the Lease Summary page.
• To send a Welcome Letter to the tenant click on Letters on the left menu.
• Click Click here to send a new letter
• Select the Welcome Letter by clicking the Send button.
• Finally, select the delivery options and click the Send Letter or the Download Letter buttons.

• Log onto TPN.
• Select My Data from the blue ribbon at the top of the screen.
• Search for tenant by inserting either the address (or part thereof), or the tenant’s name / ID number (or part thereof), or the reference number. Click the Apply Filter button .
• Select the tenant by clicking on the Reference Number to the left of their name.
• Select Rewards from the left hand side menu, under Listings.
• Click Add a new positive listing for this tenant.
• Select the tenants to be rewarded.
• Enter the reward information:
  • Rating Date: the date that you are loading the rating.
  • Rating Length: the period of the rating.
  • Reason: why you are loading the rating - e.g. tenant always pays rent on time.
• Update the Associated Payments of the tenant for the last 6 months.

• Click Save Rating

Rental Payment updater allows you to indicate tenant’s payment rating every month. This rating updates their TPN credit profile and SMSes the tenant to inform them how their credit profile has been updated. This process encourages full and timeous payment from the tenant.

The Rental Payment Profile update process opens up on the 1st of each month. We recommend starting the process from the 3rd of each month, once the rental payments start reflecting in your bank account.

• Log onto TPN.
• Select My Data from the blue ribbon at the top of the screen.
• Click List Records on the left menu under Payment Profiles
• The current month and previous 5 months paymentsare displayed
• Change the filter or search for specific leases. By default, all your open accounts are listed.
• For each tenant select the appropriate rating: Paid on Time, Grace Period Paid Late, Partial Payment, Did Not Pay.
• Click Save.
• All your tenants will be sent the appropriate SMS.

The Rental Payment Updater is available throughout the month and as your tenants continue to pay, you should continue to update their Rental Payment Profile.

Example:
If you update your tenant with Did Not Pay on the 3rd of the month, the tenant will receive the “did not pay” SMS.
If the tenant then pays Part of the Rent, you should update his Rental Payment Profile with Partial Payment – the second SMS will be sent to your tenant. If the tenant makes a second payment to settle his account during the month, you should update his Rental Payment Profile with Late Payer – a third SMS will be sent to the tenant noting his Full but Late Payment

TPN will remind you to start updating your Updating of the Payment Profiles by emailing you a reminder on the 3rd or 4th of the month. The email will include a link to your Update Payment Profile page on the TPN Website.

The Rental Blacklisting is available to list your tenant on either TPN or TPN and TransUnion Credit Bureaux.

There are certain requirements before loading a blacklisting:

• You must send the defaulting tenant a written letter of demand that specifically states your intention to blacklist on the bureaux. (the TPN letter of demand is sufficient for this purpose)
• The tenant must be given 20 business days to rectify the breach - regardless of whether a 20 business day or 7 day letter of demand was sent.
• The tenant must be in default for three consecutive months.

The workflow is as follows:

• Log onto TPN.
• Select My Data from the blue ribbon at the top of the screen.
• Search for a tenant by inserting either the address (or part thereof), the tenant’s name / ID number (or part thereof), or the reference number. Click the Apply Filter button.
• Select the tenant by clicking on the Reference Number to the left of their name.
• Select Blacklistings from the left hand side menu, underneath Listings.
• Click Add a new blacklist record for this tenant.
• Enter the default information:
  • Default Date: This is the date payment was due.
  • Rating: The rating for the default. Generally, we recommend selecting on underneath the heading TPN and TransUnion (optional) listing as this will have a greater effect on the tenant's credit record.
  • Amount Due: How much the tenant is owing.
  • Reason: The reason for the blacklisting - e.g. "Non-payment of rental for three months."

• Update the Associated payments of the tenant for the last 6 months.

• Tick the declaration box, Click Save Listing.

To ensure the information you receive on a TPN KYC or TPN ID Verification enquiry is accurate and up to date, the ID verification is run in real-time, directly against the Department of Home Affairs (DHA) database. As such we are dependent on the availability if the DHA system. 

In some instances, when you request an ID Verification, the Department of Home Affairs system may be down and we are unable to verify the details provided with them directly at that point in time.  

We understand how frustrating this can be and that often you can't wait for the system to come back online. To help we have created a process that is used only when the DHA is down and unavailable. We find a recent ID check, for the ID you are querying, performed directly against the DHA and we return these results to you.  

This results in a record being shown called “ DHA Cache Used” and the Date that the record was verified against the DHA. We let you know that this cached result was used in two places on the Credit Report:

Summary Tab > Identity Verification result

ID Verification Tab > ID Status Flag

If you receive an error message when performing an ID Verification that says "an error has occurred contacting the DHA - DHA may be down"  it means the systems for South African Department of Home Affairs are down and we can't provide you with a verified result.

This unfortunately means we are unable to assist until the DHA resolves the issue and their systems are back online.

We have a fail-over solution for when the DHA systems are down, to try help minimize the inconvenience of not being able to verify your prospective client and provide you with access to a cached record.

The cached record will display the results of a recent check (within the last 12 months) that was done on the same consumer and was verified by the Department of Home Affairs when they were online.  

This would result in a record being shown called “ DHA Cache Used” with the date that the cached record was created.

The TPN CIPC Score is a score derived from a combination of four data points:

·        Director/s

·        Entity Age

·        Entity Status

·        Director Maturity

These factors are shown individually and then rolled into a single CIPC Score.

There are five CIPC Scores:

·        Excellent

·        Good

·        Average

·        Below Average

·        Poor

What does “Directors” show? 

·        Indicates the total number of active directors currently associated with the company.

·        Logic is added into the director count and “shelf” company directors are removed from the count. In some cases, we are unable to remove the shelf directors as these are not clearly shown.  

What is “Entity Age”?

  There are three entity age buckets:

•        Start Up – the business has been in operation for less than 2 years.

•        Established – the business has been in operation for between 2 and 15     years.

•        Mature – the business has been in operation for more than 15 years.

The entity age is not linked directly to the company CIPC record creation date, but calculations are performed as to when the company started operation (i.e.: company no longer a shelf company).

What is “Entity Status”?

Shows the current /past status of the entity.

·        Pass – if the company is in business.

·        Fail - if the company is no longer in business or flagged for deregistration.

·        Warning - if the company is in business, but the status of the business has been fluctuating between an active and inactive status.

What is “Director Maturity” ? 

This flag indicates the total amount of experience that the directors of the company have.

This status is determined by looking at all previous and other active directorships of each individual director.

There is a scale of:

•         Amateur

•         Average

•         Experienced