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:

http://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.

• Watch this quick video now or see below for step-by-step instructions.

<center><iframe width="420" height="315" src=https://vimeo.com/858638358/4064cf2002></iframe></center>

• 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 an 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 >
• The system will then ask for the Credex details, the ID verification and to confirm consent.
• Credex Score - there are three Credex versions available; Basic, Silver, and Gold:
• Basic - the full credit report.
• Silver - the credit report plus an affordability score.
• Gold - the credit report with the affordability score, as well as a squatting prediction.
• RSA ID Verification - verifies the ID number the applicant has given you against their surname.
• NCA Compliance Declaration - verifying that you have consent to perform the credit check. Please ensure you retain the proof of consent for you records.
• Click Next>>
• By default, the RentCheck 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 RentCheck enquiry, you can select the TPN Individual Enquiry, the TransUnion Individual Enquiry and the Experian Individual Enquiry and then contact the Helpdesk for information on how to get access.
• There are several additional reports that can be selected:
• Bank Account Verification - this verifies that the bank account does belong to the applicant.
• TPN Bank Code - this sends a file to the bank, whereby they check if the applicant can afford the rental that they are applying for. Please note that the Bank Code will also verify the banking details, so there is no need to perform both enquiries.
• TPN Criminal 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 >>
• 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.

• Log onto TPN.
• Select Credit Checks from the blue ribbon on the top of the screen.
• Select Perform a new business credit check.
• The system allows you to choose an enquiry either by Registration Number or Company name. 
• If you want to perform a check on the company name, click on Change to company name search.
• Enter the Company name and as many other known details. The system is sensitive to any special characters (e.g. - / : ‘. ,).
• Click Next >>

• The next screen will display a list of possible matches.
• Click the appropriate Registration number.
• By default, the TPN RentCheck will be selected. This enquiry includes the TPN Company Enquiry and the Scan on File (TransUnion) Enquiry.
• If you do not have access to the RentCheck then you can perform the TPN Company Enquiry and Scan on File Enquiry, and then contact the Helpdesk for information on how to get access.
  
• Select the enquiries you want to perform by ticking the relevant tick-box.

• Additional enquiries are the Subject Default, Principal Default and TPN Bank Code (the Scan On File will provide you with Subject Default and Principal Default information and will automatically grey out these options)
• The other two additional enquiries you can perform are the Bank Account Verification, and the TPN BankCode.
• The Bank Account Verification will verify that the bank account belongs to the applicants.
• The TPN BankCode will perform an affordability assessment on the applicant.
• Once you are satisfied with your selection of enquiries click Perform Credit Check >>
• 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 tab to view the relevant report.

• There are menu options listed down the left hand side of the enquiry to download, email or print the report.
• If you would like to include additional checks to this report, click Add additional checks to this report.
• Reminder:  All enquiries done are automatically saved under the Credit Check History under the Credit Check Menu.

Enquiries that require investigation (Bank Codes & 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 Bank Codes and Criminal Check results.
• Bank Codes 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.
• Only 24 hours after the results have been viewed can you 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 Other menu item on 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 view previous 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 www.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

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 three 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. leasess, 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 3 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 tenants name.
• You are now on the Lease Summary page.
• To send a Welcome Letter to the tenant click on Letters under the Listings menu on the left menu.
• Click on 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.

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.

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