How is "Client ID Number" Populated for HUD Housing Counseling
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For 9902 reporting, HUD requires that each client reported is assigned a Client ID Number. This article describes how a Client ID Number is assigned to new clients during the preparation of 9902 data for HUD.
Automatically Generating Client ID Numbers
The field "Client ID Number" was built as part of HomeKeeper's Housing Counseling features, and is designed for HUD reporting.
Clients being reported to HUD that have not yet been assigned a “Client ID Number” on their Contact record will have that field populated with an autogenerated number when program staff use HomeKeeper's HUD Connect app to refresh HUD submission data, which generates a 9902 and reports to HUD.
This typically happens during HUD Submission, but you can generate the Client ID Number anytime.
- Navigate to the HUD Connect App
- Click into any one of the “Submission" tabs
- Click the “Refresh HUD Submission Data” button
The Client ID Number will appear on the Contact and 1-1 Counseling/Education records.
NOTE: Only clients that have a Counseling/Education record where “Report to HUD” has been checked and where the required Application Household Member Record has been added correctly to the Service File (automatically created when using the Applicant Info or Enter Applicants tab when Manually Entering an Applicant), will have a Client ID generated.
Using Legacy IDs
If your organization needs to retain the "Client ID Number" used in a previous system for clients, you can manually enter or upload these during the transition to HomeKeeper.
- Edit the Contact page layout to add the field “Legacy CMS Client ID Number” - The Contact record stores contact information for those served by your program and also contains the HomeKeeper field “Client ID Number.”
NOTE: Learn more about how to Edit Fields, Sections, and Related Lists on Your Page Layout
- Go to the Contact you'd like to edit, and add the Legacy CMS Client ID Number. You'll see that once you save the record, the Client ID Number updates to that value:
NOTE: If you have a large number of clients that need to have Legacy IDs added, you can use Data Import Wizard, Data Loader, or another data migration tool to import Client ID Numbers. See Salesforce Trailhead for details.
Resetting Client ID Start Number
Go the App Launcher and search for HomeKeeper App Settings:
Click on HomeKeeper Housing Counseling Settings, then find the Set Start Number for Client ID field. This will update each time new IDs are assigned. You should only update this if you know exactly where you want to move the counter to - entering Client IDs incorrectly can result in duplicate Client IDs and lead to HUD submission errors.
