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SMD Software, Inc. SiteLink User`s Manual

1. Find unit rI Move Out Schedule Move Out Doo C 1 Scheduled lt Help RASSE af Close To Schedule move outs for a future date RER ae Click on the Move Out button Select a tenant from the list Click on the Schedule Move Out button Choose the date to move out Clicking the Close button confirms the move out saves your entries and exits the move out form Now units scheduled for move out will appear on the Scheduled Move Out Report The Task Manager keeps up with deadlines and displays the number of planned move outs for each day When the Task Manager indicates scheduled move outs click on the Move out section to go to the move out screen Follow steps 1 through 4 on the next page To move out immediately a a If tenants wish to move out right away click on the Move Out button Select a unit from the list Pick today s date from the pop up calendar Make your selections from the Payment and Credit Options box 22 5 Click on the Finish button to confirm the move out take payment if necessary save your entries and exit the move out form Prepare Charges and Credits for Move Out Michael J Jordan Unit 103 Existing Credit 0 00 z Move Out 12 03 01 Prepaid Rent 0 00 C edit Options Paid Thru 12 02 01 Prorated Rent 0 00 eeppinen credits to allicharges dated etter move out date Overlocked No Prepaid Insurance 0 00 I Prorate rent charges for remaining move out period Pror
2. 1 Click on the Transfer button Zi Select the tenant s current unit 3 From the list of available units click on the new rental space for your tenant 4 Click on Process Transfer 5 SiteLink will prorate any prepaid rent apply credits or balances calculate rent for the new space and provide the option to charge an administrative fee depending on your fee policy 6 Click Finish to complete the Transfer 20 Transfer a Tenant from One Unit to Another Training p Move Out Of foa x Lookup Unit Type Self Storage Rent 50 00 Size 10x20 Tenant Lease Overlocked Halle B Berry Paid Thru 11 03 06 24 Existing Credit 0 00 No Current Balance 20 00 Move Into Find unit l Saet a unit Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Self Storage Click on column headers to sort 201 204 205 206 eiz 10x10 10x10 10x10 10410 AID Lunt Tige L utl Sel Fert Power Cimeta Inside Alam Fo 75 00 75 00 75 00 75 00 5 00 EN EC ER RE RE 209 210 211 21
3. Clear Selections Customer Sign Up Sheet Lease 0102 Zeta Jones Catherine w Lease 2 Lease 0107 Clooney George M Selection Wizard Lease Summary Information Lease 0109 Rental Agreement Lease Kidman Nicole 5 Authorization to Hold Keys Tenant O21 Jackson Samuel L AT Setup Notice of Change of Access Code Tenant 0215 Gooding Cuba Form Date Notice of Change of Address Tenant 0216 Hecker Markus R Notice of Cutting Lock Lock O 220 Jackson Samuel L Fri Mar 19 2004 v Notice of Second Lock Removal Lock 0222 Pitt Brad T PR Notice of Tenant Providing Own Lock Lock marad t Mailing Address Notice of Default Collections 0283 Jordan Michael J Primary Notice of Lien Collections O e804 Berry Halle B C Alternate Partial Payment Reminder Collections Orvo2 Chan Jackie W Past Due Notice Collections Preliminary Lien Notice Collections Auction Purchase Receipt Auction Unitt none Inventory List for Public Auction Auction Notice of Auction Proceeds Auction Ey Blank Form Notice of Auction Sale Auction Notice of Balance Due After Auction Auction BR Filled Form Preview Contract Labor Info Sheet Miscellaneous Damage Claim Report Miscellaneous Insurance Cancellation Notice Miscellaneous Invoice Form Miscellaneous Notice of Lease Termination Miscellaneous Notice of Rental Rate Increase Miscellaneous Notice of Returned Check Miscellaneous amp Filled Forms Notice of Security Deposit Refund Miscellaneous Petty C
4. Then have the provider contact SMD Software for an encoded Project number Note Monthly insurance must coincide with the monthly rent anniversary date To add Insurance 1 Click on the Insurance button sib Add POS i Del Charge sb Add Charge gt Add Credit Insurance qi 2 Choose New Policy Insurance Status Not Insured Current Status Add Insurance Charges Insurance 0 Additional Months Premium Coverage Theft Start Date Paid Thru Policy Number New Policy x Cancel Policy 3 Select the coverage requested by the tenant Remember the monthly insurance date must coincide with the rent anniversary date Setup New Policy Monthly insurance must coincide with the rent anniverary date New Monthly Policy Start Date Fes HEE End Date irre Coverage Premium I Coverage I O 5 00 2 000 00 O 55 00 2 000 00 O 8 00 3 000 00 O 12 00 3 000 00 OO 132 00 5 000 00 OO 20 00 5000 00 Ol 13 00 7 500 00 O 29 00 7 500 00 O 25 00 10 000 00 O 38 00 10 000 00 OO 30 00 12 000 00 OO 545 00 12 000 00 O 38 00 15 000 00 Clear O 57 00 15 000 00 Selection O 550 00 20 000 00 O 75 00 20 000 00 ew ok 15 Smiley Face Click on the Smiley face located beside the word Note on the payment screen This allows you to choose different icons that represent whatever you would like them to for each tenant Within the list of icons
5. 10 10 10 10 1 000 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 Clear Selections StdRate Sec Dep Rentable Selection Wizard N Blank field no change Unit Width z Depth D i Floor Std Rate Sec Dep ss Type x Setting oe No Change C Yes C No lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt The Modify Units Button allows you to change the characteristics of specific or multiple units The features that were selected in the Add Units button can all be changed from this screen Simply choose the unit or multiple units from the unit column by clicking on their corresponding boxes On the right hand side of the form you can put in the corresponding values that you wish those units to have One that is done you simply click on the Change Settings for Selected Units button and those units will now be changed There is a Selection Wizard Feature that allows you to choose a group of units with certain characteristics Just click on the selection button and choose from whatever characteristics you would like to see for the units in the list If you want to see all of the 10 by
6. 3 5 inch disks Label them Monday Diskl Monday Disk2 Tuesday Disk1 etc At the end of each day back up onto these disks and keep them in an off site location your home for example Should disaster strike your office your disks will still be safe If the backup disk you rely on happens to be damaged you will still have a disk with the previous day s records 2 To actually start the backup procedure on you computer click on the Backup button In case of a loss restore your data by inserting the first backup disk and click on the Restore button 3 Remember to exchange backup disks occasionally to guard against disk failures 4 Make an archive copy at the end of the year to keep off your premises 52 To use the Print Forms and Labels Button As you use different functions such as the Payments or Move in screen SiteLink will prompt you to print relevant forms for you and or your tenant to sign upon completion of a task You may however find it necessary to communicate with customers or service personnel in writing to document agreements or charges Use the Print Forms and Labels button to generate letters forms and notices as you see fit 1 Select a form 2 Select the appropriate tenant 3 Click on the Filled Form button to print the form selected with the selected tenant information Site Forms Training Select a Form Select Tenants Current C Past i SelectAll Access Liability Waiver Unit Tenant
7. 67 919 111 1111 Zeta Jones Catherine W 109 147 354 84 919 464 3445 919 555 1234 919 555 1212 List Filter to Show Days Past Due amp Phone Numbers 3 au Past Due C Past Due Events 3 int Li Show Detail Print List The Invoice button Mailing invoices and monitoring unpaid invoices is an important part of collection dues Invoicing begins when you sign up new customers from the Move In screen There you select whether customers receive invoices from you and displays A list of customers that are currently due an invoice A list of customers whose invoices are currently unpaid 25 To use the Invoice button Invoicing Training nice 5 LTenant_ 5 Unit__ _Next Rent_ Last Invoice Date O Byrd Larry R 03 05 04 O Cartwright Bill R 02 12 04 O Grant Horace w 05 14 03 O Hodges Craig 05 27 03 O Horey Robert 01 01 04 Email Address 1 List Bad Zip Codes horaceg magic com Fee Print List of All Invoiced Tenants Manually Create New Invoice Find Unit Select All Clear Selections Preview J Invoice Ley E Mail 6 Invoices Mailing Labels M Invoices Print Invoices amp Labels 1 Click on the Invoices to Mail button of the Task Manager or the Invoicing button on the Navigator to view the Invoice Control window The left screen shows customers who receive invoices based on the number of days chosen on the invoicing screen in the Setu
8. Checks MARKETING Dj Marketing Summary Im Discount Plan Summary mn Marketing Source El City Statistics gl Zip Code Statistics MapPoint Map r INSURANCE Bj Insured Roll Insurance Activity Insurance Statement r POINT OF SALE POS Summary gi Inventory Activity POS Sales History r MANAGEMENT Dj Management Summary a Site Inspection Dj Occupancy Statistics Dj Occupied History wj Income Analysis mj Income Activity a Concessions __ Exception Activity mj Manager Activity si Hourly Site Activity a Security Settings Owner s Audit li Site Activity Graphs El Batch Print Reports El E Mail FTP Reports Invoice 5 Credit Cards 3 fai Move Outs 1 SP Waiting List 1 fm Vacant Units 162 Past Due 10 11 44 AM 61 The Prorate Button The prorate button allows you to view prorates for first of the month billing on the left hand side And for people that will be staying for less then a month on the right hand side Simply type in the rent amount in the upper right hand corner and it will create the prorate for you You can also choose the date on the upper left hand side for first of the month It defaults to the current days date Rent Prorate Calculator Fri Mar 19 04 Fri Mar 19 04 vi Fri Mar 19 04 62 The Map Button Ste Map Traing CES TEEI wri al f gt One of the great
9. SiteLink to print correctly to older printers with 16 bit drivers like some older dot matrix printers If you are having trouble printing try making the following changes Open your Printers Folder normally found in the Windows Control Panel and double click on your default printer Then in that print manager select Properties from the Printer menu 47 The Properties window will show a number of tabs Change your print manager properties found on these tabs to the following settings 1 Set to Spool print documents so program finishes faster do not print directly to the printer 2 Set spooling to Start printing immediately 3 Set your print processor data type to EMF If this doesn t work try setting it to RAW EMF is preferred but not all printers will support this correctly 4 Be sure your printer driver is the latest version supplied by the manufacturer Visit your printer manufacturer s web site to download the latest driver 5 If you are interfacing to more than one printer from your computer setup the printer you want to use as the default printer for your system before starting up SiteLink Paper and Envelope Recommendations 1 Use standard 8 5 x 11 paper for printing forms and reports 2 Use Avery Laser Labels 5160 1 x 2 5 8 for printing labels To use the Unit Types Button Unit Types Training item Lease Type 1 Self Storage RY Parking 2 a Delete W Close In the unit type
10. also add users from the Unauthorized Users to the Authorized for Access list Gate Access Training Primary Tenant no h Lookup Oni Access Code Lock Out at Gate Time Zone C UnLocked Keypad Zone Others Authorized To Access This Unit All Customers Customers With Access to this Unit Aniston Jennifer PHa Add to List With Es Er i Access To This Douglas Michael Unit Gooding Cuba Hanks Tom Hecker Markus R n Jackson Samuel L Jagger Mick Remove From a o Authorized List Add New Name Edit User Information Reset Gate Update Gate amp Close Unlock Gate Update Charges All Tenants E amp Gate Access All Tenants 2 31 End of Day To perform a daily close Close and Deposit Button 1 Count the cash checks charge card receipts you recorded for point of sale items and tenant payments since the last Daily Close Enter these amounts in the fields of the Enter Receipts box Note Petty cash is not a part of a Daily Close Handle petty cash separately per your property management company s instructions 2 Count the total cash and checks you plan to deposit as miscellaneous transactions in the Enter Ledger Adjustment screen Note Miscellaneous deposits are not point of sale receipts or tenant payments Suppose you wanted to make a deposit to pay your company back for personal phone calls You enter the amount along with a description from the Enter Ledger Adjustment button
11. features of SiteLink is the map When you click on the map button it brings you to a screen with an EDIT button at the top of it Click on this button and it will take you to the next screen where you place your units on the map Also on the main screen there is a printer icon Creating a Site Map Placing Removing Units or an Office to the Site Map 1 On the Map Toolbar select the floor you want to place the units or office on In most cases you will want to select All Floors 2 Click on the Edit button to show the Map Maker form Then select the units or office you want to place on the map 3 Arrange the units in the way you want them to appear on the map Hint It is best to try to make the center of the map indicated by the red grid lines the center of your project 4 When the units appear on the Map Maker in the way you want them to be on the site map click OK to return to the site map The units or office you are placing will be blinking on the map Their starting position will be the center of the map 5 Use the mouse to click and drag to move the units into place Zoom In or Out to get a better view Turn the grid On or Off to help place the units Click Save to keep your new map Click Abort if you don t want to save any changes 7 To remove units or office from the map click Edit to show the Map Maker select Remove and then select the units you want to take off the map D Do not hesitate to experiment Y
12. has a credit The Credit Information section displays Existing Credit Click on the Apply Credit checkbox then click OK to apply the credit Suppose a tenant has a 50 balance and a 10 credit If the credit is applied the tenant s balance is now 40 What if customers submit payments that are less than the balances By default SiteLink automatically applies payment amounts against the oldest charge first After entering the payment amount the Current Charges table posts payments against balances Suppose a tenant owes 50 for this month s rent and 20 in late charges for the previous month for a total balance of 70 If the tenant paid 55 SiteLink will post 20 against the late fee and the remaining 35 against the more recent rent charge leaving the tenant with a 15 balance against the current month s rent However it is possible to manually adjust the way SiteLink auto applies payments against balances Simply click on the line in the Payment column and type in how much a tenant wants to apply to each balance In the example above the option is available to manually post 50 against the customer s current rent and 5 against last month s late charge Then the tenant will still carry a 15 balance for last month s late charge but none against his rent Can I edit balances in the Current Charges table Once tenants incur charges there is no option to adjust balances in the Current Charges table However just click the Add Charg
13. have an active account with an Internet Service Provider set up on this computer If you have not already set up your Email options they may be done from the Setup Defaults screen SiteLink is designed to work with POP email Microsoft Outlook Express as your default email program and Microsoft Internet Explorer as your browser SiteLink does not work with AOL or Compuserve 1 Your Email type should be POP Post Office Protocol the standard type of e mail supplied by most Internet providers 2 Select your Internet Access Type 3 Enter the email address to which you will use most often 4 Click the Test Email Setup button 52 Select the Default Items you wish to download 6 Click Save Email provides a consistent and reliable means of communication however you may also save your data to disk or perform a modem to modem connection with your home office How to Create a Custom Form and Save it in Sitelink Go into Company Form Setup Click on Make New Form Type desired text Insert Sitelink macros using the Insert drop down menu and click on Keyword Once the form is complete click on the File drop down menu and click on Save as new form Enter a title and file name for the form and it will now appear in the list of forms Pye ade How to Copy a previously created form into Sitelink Open your previously created form in the originating text editor i e Microsoft Word Notepad Wordpad Highlight all of
14. of collection dues Credit card billing begins when signing up new customers from the Move In screen There you select whether customers pay by credit card or 27 receive invoices SiteLink tracks credit card billings for you and displays on the Task Manager when you need to charge or debit tenants credit cards To use the Credit Card button 1 Click on the Credit Card button to see a list of tenants whose card you need to charge Whenever you are running the program the Task Manager will display when you need to bill customers credit card accounts The Task Manger tracks and remembers billing dates for you You can click on the credit card section of the Task Manager to view the credit card processing window 2 Click on each tenant s name to view contact and billing information 3 Click on the Preview Charges Then Process Selection button for one tenant at a time or Batch Process Entire list button to process everyone Customers whose Credit Cards need to be processed Training Preview Then Process Berry Halle 3 This is the safest way to process credit cards Jordan Michael J since you must confirm each transaction before it Zets Jones Catheine W is processed If an error occurs this process will x a end after a 90 second timeout period If you are processing over the internet you must be on line before you begin Batch Process Entire List Internet credit card processing is very fast if you are charging lar
15. take place to either the publication or the software Software License The software described in this document is furnished under a license agreement The software may be used or copied only in accordance with the terms of that agreement It is against the law to copy the software onto any medium for any purpose other than the purchaser s business use September 2006 Contents Chapter dit in siensiidadainaste Getting Started Opening SiteLink The SiteLink Navigator CT APO 2 ein iii LO The Operations Button The Payments Section To use the Move In button To use the Payments button To use the Batch payments button To transfer a tenant from one unit to another To schedule move outs for a future date To move out tenants immediately The Collections Section To use the Past Due button To use the Invoices button To use the Credit Card button The Tenant Information Section To use the Current Tenants button To use the All Customers button To use the Waiting List button The Gate Control Section To use the Gate Access button End of Day Chapter dde ideaa i doine A The Ledger Button Help is always in reach The Adjustments Section To enter Ledger Adjustments To Adjust Moved Out Accounts To View a list of all checks and enter bad checks The Ledger Section CHAPIOP f nu a a 40 Using the Company Section To use the Setup Checklist To use the Gate Setup Button To use the Form Setup Button To use the Modify Units Button To use the Edi
16. the Enter Bad Checks button you may either select a tenant by unit or search by check number 2 Click the checkbox next to the check in question 3 In the Options box you can Reverse payment and charge a Bad Check fee Le Reverse payment Only charge a Bad Check fee And in addition to any aforementioned cases charge a Late Fee 4 After you click on the OK button SiteLink will bring up the Print window and give you the option to print a Back Check Notice to mail to the tenant Click OK if you want to print the notice 5 If you made a mistake and for example entered the wrong check as bad record an administrative credit for the account form the Enter Adjustments button The Bad Check Entry shows all checks you recorded If your bank returned one as bad select it and click on the OK button 6 The adjustment amount should be the amount of the check and depending on your selection the amount of the bad check fee and the amount of the late fee 7 If necessary repeat the bad check entry process using the correct check 37 Bad Check Entry Training All Units Leased By This Tenant a Check a Payment to Reverse Then Mark as Bad Select a Unit 100 4 Lookup Unit PaymentDate Check Amount Receipt Bad OR Find Check Search r Tenant Select Options Reverse Payment and Charge Bad Check Fee Only Reverse Payment Only Charge Bad Check Fee Charge Late Fee 0 00 Total
17. you can type what they represent Simply click on an icon and it will now show on that particular customer s screen You can also click on the smiley face and then the appropriate icon to correspondingly take them off the customer s payment screen The Setup Button located in the Payments Screen The Setup button wrench and hammer allows you to choose defaults for Receipt Printing order of payments whether to show a photo and whether to prompt to disable past due events Simply choose the defaults you would like The default is used for all of the tenants Payment Screen Defaults Always Print Receipt Selecting this option will determine whether the user is prompted to print a receipt the receipt will be printed automatically or a receipt will not be printed whenever a payment is made Order of Payments Apply payments to charges from oldest to newest apply payments to all rents first or apply payments to all fees first Prompt to Disable Past Due Handling When you take a partial payment this feature causes SiteLink to prompt and ask if you want to automatically disable late fees past due letters land gate lockout for the partially paid month Always Show Picture Showing a picture increases the time it takes to update the payments screen If the picture is not shown by default it can still be viewed by i clicking on the picture box Receipt Printing Prompt to Print Receipt Always Print Re
18. 1 a Overlocks to Remove 1 Overlock Units 8 E Mail Past Due Notices 10 E Mail Lien Notices 8 amp Print List a a Al Setup Printing User Memos amp Reminders Double click on a row to see the full message New Memo Date Memo Sender Recurrin 01 27 2004 A roofer will be by at 8 00 AM on Wed to fix unit 100 DEMO DEMO View 05 05 2006 werweewr DEMO DEMO Monthly Sth 08 09 2006 wasdfasdf DEMO DEMO T Delete Snooze Show All Memos a Print List The SiteLink Navigator After clicking on the Close button of the Reminders and Memo window the SiteLink Navigator screen appears Whenever opening the program the Operations screen appears first because it contains the functions used most often Click on the Print All Letters amp Reports button to automatically print all letters Automatic printing of all past due letters has the following features 1 You can stop printing any time during the printing process 2 All scheduled letters associated with all past due events are printed If the event has a fee then it is skipped 3 Invoices are printed separately from the Invoice screen double click on the reminder to jump to this task Set Up Printing Button This screen below will pop up once you click that button Reminders Printing Defaults Printing Automation Letters amp Start of Day Reports C Automatically print all at start up ec Prompt to print all letters and rep
19. 2 214 215 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 1010 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 10x10 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 75 00 Move Out Click on the Move Out Button if tenants want to vacate rental spaces Tenants either move out the same day or schedule move outs for a later date Below we will explain both move out procedures From the Move Out button it is possible to either exit customers immediately or schedule them to move out later 208 sf Process x Cancel 21 Michael J Jordan 103 I cta 3 ck on column headers to sort Unit Tenant dress Balance Due Move Out Date Jordan Michael J 5000 Madison Ave Chicago IL 68709 60 00 0 00 Goode Amy B Goode Amy B 123 Yellow Brick Rd Oz KS 98766 696 00 0 00 Grant Horace W 671 Ives Dr Gamer NC 26779 696 00 30 00 Jordan Michael J 5000 Madison Ave Chicago IL 68709 865 00 40 00 Hodges Craig S 4530 Highwoods Blvd Raleigh NC 27604 775 00 0 00 Jordan Michael J 5000 Madison Ave Chicago IL 68709 135 00 0 00 123 Yellow Brick Rd Oz KS 98766 696 00 0 00
20. 5 units then simply choose that size from the drop down list 50 To use the Delete Units Button Delete Units MySite Select Units to Delete The Delete Units Button will show you the list of units that currently do not have tenants and you can delete those units by hitting the delete button Sitelink will not let you delete a unit if you have a tenant currently renting the unit Using the Edit Rent Button The Edit Rent screen allows you to change the Standard Next and Scheduled rent for single or multiple units Simply select the unit or units on the left hand side of the screen and put in the rent amount under the appropriate box on the right hand side You click the update button and the change will be made The Scheduled Rent change is used to change the rent of a specific unit on a given day in the future You choose the amount that you would like the rent to be changed to and choose from the calendar function the date that the rent will be changed If you would like to change the date that the rent has been scheduled for you can choose another date under the Change Scheduled Date column 51 To use the Backup Button Database backup Training Backup Log IV Only list last 30 Backups Restores Date Time Operation Resut Backup to a ZIP Disk wy May 05 2006 10 44AM Successful Backing up to an IOMEGA ZIP Drive is Apr 06 2006 11 08AM Successful recommended SiteLink gives your backup file a Mar 30 2005 09 104M Succ
21. A n ms Arrange Selected Units sr click OK to begin moving them into position oors Help 64 The Internet Features Button sa Internet Features Internet Your Web Sites SiteLink Support Send Data to Corp Office S Send Database to Setup Css Online Self Storage R SiteLink Support 4h E Mail FTP Send E Mail to E Mail or FTP Call Centers SiteLink Support W Reports amp Database G Preferred Partners SiteLink s Website Program Export r Note Before you can use the Internet with SiteLink you need to have access to the Internet Some feature also require a working email setup SiteLink Interfaces the best with POP email The most commonly POP email programs are Microsoft Outlook Express and Microsoft Outlook You don t have to have those but they are the easiest to set up Online Self Storage Allows you to connect to the onlineselfstorage com remote call center provided that you have an account with them Call Centers Provides connection with other call centers Preferred Partners Program Export Links to Shurgard s Preferred Partners program Send Database to SiteLink Support Uses email or File Transfer Protocol FTP to send your database to SiteLink technical support Send E Mail to SiteLink Support Write an email message to SiteLink technical support SiteLink s Website Takes you to the SMD Software site where you can submit a support request Setup E Mail FTP This is whe
22. Charge Process By Marking ok as Bad amp Applying Charges 8 Print Notice Fi sS Close 38 Using the Edit Ledger Button Edit Ledger Account Training Select a Unit Unit Information 102 4 Lookup Tenant Tom Hanks Unit Type Self Storage Lease 30 Aenea DO Hes oe L ve Billing Type FOM Monthly 2 nit Rent 50 Available Credit 0 00 Sec Dep Bat 0 00 Lease Date Sun Apr 9 2006 7 r Payments 06 22 06 Preview Receipt Transfer Payment to Another Unit 8 a Delete Payment Si Help r Unpaid Charges amp od Charge Description i Ledger Hist 09 05 06 Late Fee Report 09 04 06 Late Fee Add Charge z 09 03 06 Late Fee de Ledger 09 02 06 Late Fee ettings 09 01 06 09 30 06 Rent Delete Charge 09 01 06 Late Fee eon 11 08 31 06 Late Fee d 08 30 06 Late Fee i oe re Caage 08 29 06 Late Fee i with New Credit 08 28 06 Late Fee o Close The Edit Ledger button allows you to delete and credit charges and payments that need a correction This can only be done before a daily close If a daily close has occurred the payments and charges will stay in the system and can be adjusted through charges and credits Simply choose a unit from the drop down box and the tenants payments and charges will be displayed in the Payments and Open Charges areas respectively 39 Using the Inventory Returns amp Adjustments Button POS Returns amp Invent
23. E es ee ae Unit Billing Size Pmt History Rent Units Ledger Hist Notes Statement Receipts Apply Payment to Tenant s Units Payment Payment Method Pmt Applied Amt Error Total Bal 0 00 0 00 Check z The total payment must the applied amount Total Applied 0 00 Check before the payment can be accepted Bal Applied Amt 0 00 Bal Applied Amt lt 0 Pmt Applied Amt Error If a unit has excess payments you will be prompted to prepay rent DenteNen 4 Spread Pmts Top Down From DO O Month s Create Next Month s Charges hages ee Memo Create the next period s recurring charges and initialize thi F Waive This Period s Late Fee 1 of ACCEPT PAYMENT V Print Receipts consolidated receipt will be printed for all M 2 Copies al Print Grid af Close Pmt Applied Amt Error The total payment must the applied amount before the payment can be accepted Bal Applied Amt lt 0 If a unit has excess payments you will be prompted as to whether you want to prepaid rent or to credit the unit Create Next Month s Charges Create the next period s recurring charges and reinitialize this form Payment Order Payments are applied in the following order Oldest to most recent however you can change how much of a payment goes to each unit by clicking under the payment column and putting in the amounts you want for each unit Receipts A co
24. S Credit Cards 3 ia Move Outs 1 a Waiting List 1 fig Vacant Units 162 Past Due 10 10 52 AM The Operations button controls all tenant related areas such as new customers and gate access codes At the bottom of the Navigator screen the Task Manager reminds of critical tasks for each day From the Ledger button important accounting activities can be completed such as editing ledgers and bad check entry Normally the Company screen will not be used in day to day operations The SiteLink Installation Manual covers most of the functions of this screen Finally the Reports menu generates a variety of reports and graphical displays to analyze operational efficiency In the next chapters each screen is discussed in turn SiteLink 2006 Ver 3 03 0008 Training Mode File Yideo Help a ET see Operations Ledger Company Reports Reminders Prorate Map Multi Users Internet SSA SITE SETUP UNIT SETUP r MAINTENANCE Setup E Unit Checklist Types Soup Al Add Units amp oe it Modify aga A Units FS Walk Thru Order le Delete Units Tuesday Sep 5 06 Invoice 5 Credit Cards 3 e Move Outs 1 10 53 AM The SiteLink Navigator contains the most important most often used buttons Double click on any button of the Task Manager Chapter 2 The Operations Button Each time the program is started and once the Reminders screen is closed the Operations screen will appear Here most dail
25. SMD Software Inc SiteLink User s Manual 3000 Highwoods Blvd Suite 120 Raleigh North Carolina 27604 Phone 919 865 0789 FAX 919 865 0795 Email info smdsoftware com Internet www smdsoftware com SMD Software Inc Copyright Notice Copyright c 2006 by SMD Software Inc All rights are reserved No part of this publication may be reproduced transmitted transcribed stored in a retrieval system or translated into any human or computer language in whole or in part in any form or by any means electronic mechanical magnetic optical manual or otherwise without the prior written consent of SMD Software Inc 3000 Highwoods Blvd Suite 120 Raleigh NC 27604 USA Disclaimer SMD Software Inc makes no representations or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose SMD Software Inc further reserves the right to revise this publication and make periodic changes to the content thereof without the obligation of SMD Software Inc to notify any person of such revisions or changes SMD Software Inc does not assume any responsibility for the use of the manual nor for any patent infringements or other rights of third parties who may use the manual or the software contained herein The contents of this publication may not be an accurate representation of the software that is being described due to changes that may
26. ainder 0 00 Total Refund Due 0 00 ketuna x Exit Unpaid Charges Chg Date End Date Description Unapplied Payment 01 01 04 01 31 04 Rent 75 00 0 00 01201204 01 31 04 Ret sof osf 5 30 oon 02 01 04 02 29 04 Extended Hours sof 0 30 530 ooo sb Add Charge a Ren 750 00 7500 0 D pi charge P Add Credit Clear All Charges as Written Off Bad Debt 1 The Moved Out Accounts button will take you to the Refunds and Adjustments for Moved Out Tenants screen 2 Use the Refunds and Adjustments for Moved Out Tenants screen to issue credits or debits debits is another term for charges to customers For example you may apply the tenant s 36 security deposit to his existing balance or if there is no existing balance you may issue a refund for the security deposit 3 Use the Record Refunds button to select what is returned like Security Deposit how it is returned like by Check and the amount Refunds are paid in the order of Security Deposits first then Insurance and then Credits last 4 Applying Security Deposit to Damages use the Add Charge button Create a Damages and Repairs charge from the Adjust Moved Out Accounts screen and then apply the Security Deposit to that charge from that screen 5 Use the Add Reduce Credit button to make an administrative change the amount of credit refund due to the tenant To view a list of all checks and enter bad checks 1 After you click on
27. ames indicate current customers Click on column headers to sort Tenant 5 Compay Unit Phone Al Phone __Access Primary 987 908 7980 T3183 vs Cartwright Bill R 100 919 648 3348 5568740 Yes Grant Horace W 210 919 464 3445 919 555 1212 3315448 Yes Hodges Craig S 212 919 897 3994 7383990 Yes Horrey Robert LA Lakers 106 213 742 7275 68702334 Yes Ledger History Payment History Credit Hist amp Print List sS Close 29 To use the Customer button l Click on the Customer button to change information for each tenant with an active lease 2 Select a tenant from the list 3 Use the Edit button to change address or gate access codes 4 Use the Ledger Settings button to revise billing procedures Select invoice or credit card billing the billing frequency and residential or commercial accounts The Ledger Settings button lets you change the fees SiteLink2002 assesses for the tenant for each period 5 To change gate access information a tenant must have a current lease Go to the Gate Access or Customers button for gate control data SiteLink keeps track of contact information of both current and former customers who no longer rent from you If any of your previous tenants decide to move back in SiteLink allows you to select their information from the move in screen The Waiting List The Waiting List feature allows you to reserve units for incoming tenants Using the Waiting List will allow y
28. ash Request Miscellaneous POS Return Receipt Miscellaneous Receipt Form Miscellaneous Refunds Receipt Miscellaneous Transfer Status Receipt Miscellaneous a Close Print any form from the Site Forms list If you select a tenant you can fill in relevant data You may preview a form by using the Preview box provided in the Print Forms and Labels Button Just choose the unit for the drop down box provided 53 To use the Reprint Receipts Button RepnniReceipis Receipts Aug to Apr 19 Dae p Pesme Return _Unt Teran nmm Aaen 10 27 2004 RY012 Chan Jackie W dt Lookup Tenant Find Receipt rs B Preview Find Return B Preview C Preview Selection amp Print List Date Range Start Sun Aug 1 2004 End Tue Apr 19 2005 The Reprint Receipts button allows you to preview and reprint receipts 54 To use the Export Accounting Data button SiteLink offers you two ways to transfer data from sites to import data into QuickBooks Both ways require use of the Home Office module to organize your files and ensure proper record keeping If you do not use the Home Office Module to download data you can use a disk to save accounting data and transfer it from your site to your home office l You can follow the Help box on the Download Accounting Data to Disk window or the instructions below 2 Unless you plan to import data into the Home Office f
29. ated Insurance 0 00 Sec Dep 0 00 Balance 60 00 Available Credit 0 00 Payment Options Move Out Date Mon 12 03 01 Change Take a payment for or credit remaining charges Date Out Mark remaining charges as bad debt Note for Unit 103 Security Deposit 0 00 Apply Secon Deposit te Remaining Charges 0 00 Amount of Sec Dep Deducted for Damages Chg Date End Date Description Amount Tax Balance Applied Credit Remainder 12 03 01 Administrative Fee 10 00 12 03 01 12 31 01 50 00 Remainder Owed 60 00 Move Out Charges Remaining Credit 0 00 Remaining Sec Dep 0 00 Click the Apply new credits to all charges checkbox Tak to waive fees and charges after the date out gt Notes yA Pme x Cancel Select a different date out to change rent charges A move out receipt will be available for printing You may also apply payments to moved out accounts from the Adjust Moved Out Accounts screen Note Before leaving the Prepare charges and Credits for Move Out please take notice of the Remainder Owed Remaining Credit and Remaining Security Deposit Frequently Asked e Questions What happens when a tenant moves out g SiteLink updates the tenant s current account status g The rent is prorated from the last billing date to the current date SiteLink will issue a credit to tenants who have already prepaid rent for the month You will be p
30. ceipt C Never Print Receipt 2 Copies Order of Payments Oldest First C Rent Before Fees Fees Before Rent Ledger History Report Sort in Payment Order C Sort in Chronological Order M Always Show Picture Thumbnail Prompt to disable past due handling like late fees when taking a partial payment on rent Prompt to print a Partial Payment Reminder letter when taking a partial payment on rent When taking Payments you have the ability to choose which charge the payment is applied too Firstly you can use the order of Payments pictured above to determine which fees are listed first at the bottom of the payment screen Those listed first will have the payments applied first Secondly you may put in the payment amount and force the payment against specific charges After you put the proper payment amount in the amount section located at the top of the payment screen you will see which charges at the bottom in the charges section that the payment is going against The Payment column will show the bold payment values You can click one at a time on each payment account and hit the backspace button This will erase the payment from this charge and you can then click on 16 another charge s payment field and type the amount against that charge You are dictating where the payment will go rather than letting Sitelink automatically decide Point of Sale Section Click on the Point of Sale button located in the payments sc
31. cellation Notice Miscellaneous Invoice Detailed Miscellaneous Invoice Legacy Miscellaneous Notice of Lease Termination Miscellaneous Notice of Rental Rate Increase Miscellaneous Notice of Returned Check Use alternate printer interface Try using the Alternate Printer Interface if you experience problems printing SiteLink forms or map Selected Form s Properties M Used at This Site Copies Cr Printer 2 Help o i Make New Form wal O Edit Form D Preview Blank Form b Remove Form Path to Forms Directory C Program Files SiteLink F a Browse Default is C Program Files SiteLink Forms gf Close The Form setup button allows you to edit existing forms in Sitelink to fit the descriptions that your facility desires along with creating new forms that you would wish to use ot amb amd and and mnt mt and mnt amd am and mt a and m ml ca out f eut out out mnt e ems fin Cy lt mm There are many different types of printers on the market If you have any problems with your printer not configuring with Sitelink you can select the alternate printer interface button Troubleshooting Printing Problems SiteLink performs sophisticated spooling and graphics printing in Windows 95 98 and NT operating systems and on file servers Your windows print processor must be correctly configured to support these operations Note that it may not possible for
32. ckup file selection is automatic Feb 24 2005 09 10AM Successful Server paths must be mapped as disk drives Feb 23 2005 09 10 AM Successful Disk drive A is your floppy drive Feb 22 2005 09 10AM Successful ret 94 anne ANMAN Aba LP en on a tt ALWAYS make a backup after a Daily Close atabase Backup Restore Test Backup B oO rc a a Re mn S 3 2 Backup Forms ag Restore Forms v Fy S Backup Photos ris Restore Photos el Start a backup system as soon as you begin using SiteLink Do not delay starting your backup routine and stick with it Few users realize the importance of backups until they actually lose information You have invested time and money in your data Therefore you should protect it appropriately You can lose data if you accidentally delete files Your computer may be stolen or damaged by natural disasters In addition most hard drives will fail at some point Few if any systems can bring back all of your information in case of a loss However you can systematically create backup copies to restore all your data after a loss except for information you had not backed up at the time the loss occurred To start a backup system 1 For each day of the week create a set of 3 5 inch disks it may take more than one 3 5 inch disk to back up your data If you have other backup media such as Zip drives you can and should use them instead of
33. e applied to Rent T ax Unit Std Monthly Rate Tenant s Rate Months Never Charge Rent Tax Concession Plan none DAS Ge E Calculator Monthly Rate 50 00 Discount Amount 0 00 Discounted Rate 50 00 Reset All to the Std Rate Use Discount 11 The Edit Waive button allows adjustment to any of the aforementioned fees For example apply discounts by clicking on the top Edit button From the Rent Schedule Editor window enter the discounted monthly rent or enter a percentage discount Additionally there is an option to waive the one time sign up fee perhaps as a gesture for a repeat tenant Editing will only affect the current tenant For all other customers SiteLink will continue to apply standard charges Any changes or edits will appear in SiteLink s exception reports You can also add a pre defined concession plan such as a senior citizen discount or rent six months and get the seventh month free The Move In Date text box allows selection of the move in date from the calendar Note how total charges will change during selection of different move in dates This box can be disabled from set program defaults in the setup checklist e If the tenant is new enter the relevant information in all fields Be sure to use middle initials e If possible ask for an alternate and work address from customers Click on the Alternate and Work Address tabs next to Primary Address to enter the additional contac
34. e current month picture on next page 13 Accept Payment Training Wed March 24 2004 Walk In POS 4 Lookup Sched Move Out RUAUCS 2 10 04 Monthly Pmt Unit Type Self Storage Billing Type FOM Monthly Overlocked No Cur Due Rent 50 00 Unit Size 9 5x20 Lease Date 2711704 Insur Premium N A Sched Out Total Due Payment Amount 0 00 El Payment Hist Bill R Cartwright Ed Payment Method X Ledger History 428 Central Ave Cary NC 26687 Notes Phone 919 648 3348 Received From Cartwright Bill R Statement 1 Ledger Payment Memo a Receipts Note ton Exsing Credi 0 00 d E This Period s Late Fee 1 15 007 Waive Late Fee 2 0 007 Late Fee 0 00 in xX Cancel Charges Chg Date End Date Description Unapplied 0 00 02 11 04 Transferred Rent 625 86 i 02711704 Transter Charge 154 60 ooo 154 50 000 sib Add Pos 02 11 04 AdministrativeFee 10 00 000 0 00 oo Del ch 02 11 04 02 29 04 Rent 3276 000 32 76 000 2 02 16 04 LateFee O 15 00 000 15 00 000 Add Charge 03 01 04 03 31 04 Rent 5000 oof SOO 0 00 03 06 04 LateFee Cd 15 00 ooo 15 00 0 00 p Add Credit Concessions e From the Payments screen record payment or view customer credits For adjustment to customer s balance click on either the Add Charge or Add Credit button Additionally Insurance can be added The Statement button displays each tenant s balances and provides a print option e Itis p
35. e or Credit feature to manually add charges or credits to a customer s total balance Click on the Add Charge or Credit button select credit or charge and enter a dollar amount Click on the OK button to save and apply your entry If a charge was entered it will appear as an Administrative Charge in the Current Charges table If a credit were entered there would be an increase the Existing Credit amount For example if customers feel they unjustly incurred late fees it is possible to issue a credit to offset fees in dispute However it is not possible change the Late Fee or other line items in the Current Charges table Can I credit two month s late fees using the Credit Late Fee checkbox You may only credit the current rent period s late charges To remove Late fees incurred in previous months it is mandatory to manually create and apply a credit BATCH PAYMENTS If a tenant has more than one unit it s possible to take one payment for the units rented Batch payments are applied to multiple units leased by a tenant in the following order First unit to last or spread evenly between each unit Excess payments can be applied either as prepaid rent or as credits on all of the units Credits must be applied from the normal payments screen Payments are automatically committed and saved after every 25 entries 18 Apply a Payment to Multiple Units Edit payments by typing into the grid Unit Tenant Rate Paid hru Account
36. ed when the event is manually processed from the Past Due Task List 3 All other fees must be manually added 4 Some states tax rental property income like a sales tax Enter a tax rate like 5 00 if applicable 5 Enable the daily late charge feature if you charge late fees by the day after past due Past Due Schedule 1 Follow the instructions on the Past Due setup screen to specify your past due events Specify the days past due when each event should occur Also disable any events you don t use by marking them as No 2 You may add delete or edit most of the events listed 3 You may also set events that are required to happen before other events Feature Code amp Credit Card Processing 1 The Feature Code enables the options you have purchased such as accounting and gate controller interfaces number of databases etc 2 Contact SMD Software to purchase rights to additional features then enter a new Feature Code to upgrade SiteLink Bank Account amp Accounting 1 Enter your rental bank account number and bank name You will not be able to perform a daily close and prepare a deposit until this information is entered 2 Ifyou take security deposits and have a separate Trust bank account setup this bank account also and designate it as a trust account Move In and Prepayment Concession Plans Concession plans fall into two categories move in and prepayment type plans Both plans are available from the Edit Rent scr
37. een at the time of move in but only prepayment plans are available from the payments screen Before creating a custom concession plan review the list of default SiteLink plans to see if one of them will work for you If you want to create you own plan use the SiteLink default plans as examples When working with predefined concession plans keep in mind that 1 Full payments are required in SiteLink when the user chooses a prepayment type concession at move in or when taking a payment 2 Concession plans can be turned ON or OFF when checking the Plan is Currently In Use checkbox in the edit area of this concession screen then clicking the Save button to commit your changes 3 Optionally you can lock the user out from being able to edit concessions by checking the Only Allow Pre Defined Concessions checkbox 4 For simplicity use the SiteLink default concessions like 1 Move In Special and 7th Month Free If you create your own custom concession plan be sure to give it a descriptive name Concession plan activity is reported on a monthly basis on the Discount Plan Summary report Email and Internet E mail is used for SiteLink customer support and for sending reports and data to your home office 43 SiteLink updates can be downloaded from the internet Marketing Responses Add any new categories to SiteLink s default list 1st of Month or Anniversary Date Leasing Rent Prorate Paid Thru Date 1 Select 1st of Mon
38. eive payments form sources other than space or equipment rental Below we will discuss each function of the Accounting section along with examples To enter Ledger Adjustments 1 SiteLink will save entries in this screen and show them on Daily Close reports Miscellaneous entries can be payments for items other than point of sale products or space and equipment rentals For example you can enter your payments for personal phone calls from your office 2 The Post Miscellaneous Deposit screen will ask you to type a description and an amount of your deposit Both positive and negative numbers may be entered SiteLink automatically posts the current date to the right 3 Click OK to save you work and exit the screen To Adjust Moved Out Accounts Peps wd Vd pussies for Moved Che Fayre Select a Unit Unit Information Unit 203 Biling Type FOM Monthly Lease Date 1 01 04 Unit Lookup Rent 75 00 Unit Type Self Storage Moved Out 2 20 04 Size 10x10 Lease 2 Payment Information je al B ne His Lucy M Liu Payment Method 04 19 05 NR efunds 876 Maplewood Ct Raleigh NC 27609 E Payments Change Received From Li Lucy M Notes Address Payment Memo Apply Refunds to Charges Record Refunds Made Credit Balance 0 00 F App jit Credit Balance 0 00 wer y ok Security Deposit Balance 0 00 F Apply Sec Dep Sec Dep Balance 0 00 cord Total to Apply to Charges 0 00 Insurance Balance 0 00 Unapplied Rem
39. el Select your User name and enter your Password Next choose either the database whose name you listed in the Company Screen of Setup SiteLink or the Training database SiteLink lets you practice with the sample database at any time Entries in the database for training will not transfer to or affect your normal operations in any way The password is Demo Please note the different look of the Training database The training module s headlines distinguish it from your normal operations Make sure not to accidentally select the training database and enter data intended for day to day operations Finally the Reminders and Memos window will appear and display a summary of tasks for the current day SiteLink tracks information such as past due accounts invoices to mail and other tasks for that day However you do not have to memorize or note data in the Reminders and Memo window The Task Manager will complete these items with one click The Reminders and Memos screen will show the tasks to be completed today The upper right hand portion of the screen shows a calendar that states the days in which you made a daily close represented by a lock and a backup represented by a floppy disk Today s Reminders System Reminders Double click to jump to the task E Inventory Items to Reorder 1 E Invoices to Mai 5 SS Credit Cards to Process 3 Z5 Credit Cards Expiring 1 fi Tenants to Move Out 1 hf waiting List Customers to Move In
40. enant Fees Allows you to change Tenant s default fees Edit Tenant Settings Allows you to change Billing Frequency Gate Time Zones Invoicing settings and Rent Taxation To use the Gate Setup Button w Setup Gate Access Training Gate Access Time Zones amp Keypads Current Gate Interface r Select Gate Access Interface Company DKS Model Docking CompanyName Model z Gatease Site O Demco Demco for Windows Path C 5DKW55 D00RKING EXE O Digitech DigiGate700 Ops DoorKing O Global Electronics Axcys OMSTC Security Manager Test Interface Download All Tenant Info Opti Falcon Troubleshoot Interface O QuikStor QuikStor z O QuikStor QuikStor QSGate Select Gate Access Interface A O Sentinel WinSen Check your Access Control System on the list then click the Save CO Sentinel WinSen Remote RSCM Selection button to make this your default selection Path to Controller Interface Program Testing Your Interface Instead of downloading the entire SiteLink database to your gate Browse controller go to the Gate Access form on your Company screen to update your gate controller one tenant at a time Download All Tenant Info After selecting an Access System click on the Download All Tenant Info button to download all customer access codes This download will update the controller s settings for all customers and it could take afew a amp Hel minutes Pp Save Selection as C
41. essful name with a date like db_datetime zip so you can Mar 29 2005 09 10AM Successful save many days of backups on the same disk Mar 28 2005 09 10AM Successful Mar 27 2005 09 10AM Successful Backup to a CD ROM z First choose CD ROM drive from the backup drive list Mar 24 2005 09 10 AM Successtul SiteLink will backup your data to Mar 23 2005 09 10 AM Successful C Program Files SiteLink CDB ackup db_ zip Mar 22 2005 09 10 AM Successful Next use your CD Writer software to burn this file to a Mar21 2005 09 10 AM Successful CD ROM Mar18 2005 09 10AM Successful Mar17 2005 09 10AM Successful i Mar16 2005 03 10AM Successful Floppy disks are not as reliable as ZIP disks but can Mar 15 2005 09 10AM Successful be used to backup SiteLink Normally a single floppy Mar 14 2005 09 10AM Successful disk is enough to save your data but for large facilities Mar 11 2005 09 10AM RAN you might be prompted to insert several disks to span Mar 10 2005 09 10AM Ciideesshil DANS EURE RARES Mar 09 2005 09 10 AM Successful Floppy Disk D aily B ackups Mar 08 2005 09 10 4M Successful 1 Label disks Monday Sunday for daily data Mar 07 2005 09 10 AM Successful 21 Reuse these disks each week Mar 04 2005 03 10AM Successful Mar 03 2005 09 10AM Successful Select Primary Backup Location Mar02 2005 09 10AM Successful Mar 01 2005 09 104M Successful Se x Backup Drive Feb 28 2005 09 10AM Successful Feb 25 2005 09 10 AM Successful Ba
42. ge batches of tenants Internet TCP IP processing must be enabled when you setup your PC Charge Payment Server program Not all processers support an internet interface but VisaNet and Nova do and both are recommended While batch processing is fastest it does not allow you to preview charges before executing Preview Charges B Then Process Batch Process Entire List Print List of Expiring amp Credit Cards 1 28 Frequently Asked Questions How does SiteLink track credit card billing for me Credit card billing is very similar to generating invoices SiteLink tells you when to bill via the Task Manager SiteLink updates accounts as soon as you enter tenant dues as billed 7 How do I change customers billing status You set the billing frequency when you move in a tenant However you can edit customers ledger information any time to discontinue credit card billing if a tenant wishes to do so From the Operations Screen click on the Customers button and Ledger Settings button Customers Section When you sign up tenants you enter addresses assign billing procedures choose gate access numbers etc If any tenant information changes for both current tenants and those without active lease you may make changes using either the Customer button Tenant Information Training Find Name Find Unit Find Access F Show Only Current Customers NW Show Only Customers with Primary Gate Access The BLUE n
43. he Save and Exit Button e To finish click on the Finish button and record the dues collected To use the Payments button e Click on the Payments button to view the Accept Payments screen Select a unit from the pull down text box or click on the Unit Lookup button e Enter the amount the tenant submits and choose a payment method Choose the payment method such as credit card or check e Itis possible to record the person paying anda memo Then click on OK to save the payment Scheduled Move Out Feature Consider the case A tenant that comes in your office and says I want to pay 2 my rent and leave within 2 weeks You don t want him to be locked out of the gate or be given a late fee There is now a way of dealing with this situation e From the Payments screen click on the new Sched Move Out button Schedule this tenant to be moved out and optionally Disable Past Due Events for the selected month During this month the tenant will not be charged past due fees he will not be overlocked or locked out and he will not receive any past due letters However if he does not move out normal past due events will be reinstated at the beginning of the next month and late fees will be brought up to date Use this new Disable Past Due Events feature whenever a tenant shouldn t be treated as past due Run the Scheduled Move Outs report to get a list of tenants whose normal past due event handling is disabled for th
44. ill prompt you to print invoices 10 days before the 1 of the month 2 Ifyou send invoices to all or most of your tenants check the Default to automatically send invoices to all new tenants box When you move customers in the Send Invoice box will already be checked Gate Controller Time Zones Keypads and Keypad Zones If you are not skilled in using computers please consult with an expert before installing your gate controller equipment The following instructions pertain to the SiteLink to Gate Controller interface 1 Select your gate controller interface and click on the save button to setup this interface 2 Read the SiteLink Help for your gate controller interface Some gate controllers have special restrictions on unit names Setup your keypads set as Entrance Exit etc 4 Setup Time Zones and Holidays Be sure to use Time Zone 0 for 24 hour access and Time Zone 1 for your normal business hours These designations are common for most gate controllers 5 Setup Keypad Zones 6 Run your gate controller software and enter the same settings for Time Zones and Keypad Zones as you entered into SiteLink SiteLink cannot download these settings into your gate controller you will have to do it U Set Tenant Defaults 44 Enter Default values you would like to automatically appear when adding new customers Set Program Defaults Enter Default values you would like to automatically appear for the program in general Edit T
45. ked systems Chat Send SiteLink allows up to 10 users to be on SiteLink at one time Once you have SiteLink networked this button will allow you to see what other users are logged in at the same time you are You can click on their username and send messages to them Setting up a Network In SiteLink This will allow more than one computer to look at and update the same data However only one person currently can look at the data at the same time In this example we will refer to two computers the principle is the same for more than two Install SiteLink in the normal fashion on the two computers The file that allows two computers to look at the same data is the sitel mdb file This is the database On an install SiteLink automatically defaults this file to the local path to that computer of C Program Files SiteLink You are will need to have this folder shared on your first computer which will act as the server for the SiteLink database Next you must map a drive to this share on the second computer Then you need to change your database settings on the second computer to tell SiteLink to look in this new path for the data Start SiteLink and leave it on the Loading SiteLink screen that first comes up Click on Maintenance and select Database Maintenance Use the Browse button for Database Path to go to the network drive that points to the share set up on the first server computer Select the database file norma
46. ks and Letters button to manage overdue accounts The Tasks and Letters menu is a powerful collection tool because it manages late payments and places necessary data at your fingertips To use the Tasks and Letters l Click on the Tasks and Letters button to view Status and the Task List These are two principal parts managing past dues for you 2 From the Collections screen view a list of late tenants and their late status such as overlocked or auctioned Click on the Filter to show section below to group tenants by late status For example you can show only those accounts whose units are overlocked Click on the Print List button to generate a hard copy to fax or keep for your records 3 Click on the Filter to show button to list each tenant s late charges The Filter to show button helps you explain a customer s overdue history It also lets you maintain and grow a log showing when your tried to contact customers and the conversations you had 24 Past Due Control Training J Double click on row when making FE calls to review and edit the tenant s status Aniston Jennifer TR a SS RE 919 978 2423 Berry Halle B 105 159 453 23 Chan Jackie w RAVO12 339 1 380 00 202 555 1 212 Clooney George M 202 35 143 10 164 654 9987 Gooding Cuba 213 4 75 00 312 555 1212 Hanks Tom 102 35 100 00 202 555 1212 Jackson Samuel L 103 159 336 72 213 742 7275 Jordan Michael J 283 247 675 00 704 888 7777 Test Test 301 66 136
47. lly Site1 mdb and click Open Then close the Database Maintenance screen Now whenever you open SiteLink on the second computer it will be looking at the same data as the first computer Any changes you make on one computer will be reflected on the other as soon as you open it 60 The Reports Button The Reports button allows you to view all of SiteLink s reports SiteLink 2006 File Yideo Help fal Yer 3 03 0008 Operations Ledger E Reports T Reminders Training Mode amp Prorate 2 B Fri Users Internet Log Off TENANTS al Directory _ Rent Roll __ Vacated Roll Bi Walk Thru _ Credit Card Roll Paid Thru __ Past Due _ Balances Due _ Calls amp Notes _ Gate Access Payment History aj Ledger History mj Notes History a Rent Change History xl Export Data UNITS lo O Rental Activity D Price List _ Move ns amp Outs __ Move Duts amp Transfers _ Scheduled Move uts _ Vacant Units a Occupied Units a Complimentary Units si Unit History __ Unit Status __ Unit Notes a Custom Report Summary Report FINANCIAL Le Accounting Help Dj General Journal Entries D Financial Summary _ Accounts Receivable BI Aged Receivables mj Receipts ml Deposits El Daily Pmt Summaries _ Credit Card Payments mi Prepaid Rent ml Prepaid Roll B All Open Charges Bl Refund Activity __ Refunds Roll pe Bad Debts __ NSF
48. ng aRentPush Schede Pl invocing andinaurange o y i Pl EdT DR Pl EdtTenantsetins y OMA zz gt Gate Controller Time Zones Keypads and Keypad Zones ES JE es YESS YES S S es S YS ES S les les S is P 5 BF FP a amp gt Start amp End of Day Batch Report Printing Set Program Defaults Enter default values you would like to be enforced whenever SiteLink is running Set Tenant Defaults You should set some default tenant values to speed up your data entry The values entered on this screen will automatically appear in the fields when you add new customers Leave the field blank if you do not wish to use a default value Company Information 1 Input site and home office addresses This information is needed for notices and reports 42 2 Enter the name of your primary site database This name will appear under the Navigator file menu and is used for naming backup files Employee Information Passwords and Security Levels 1 Edit or add new security levels SiteLink provides default Administrator and User security levels but more can be created 2 Set security level access For each security level check the features you want to permit 3 Enter employee information a password and specify an access level for each of your employees Fees Charges and Taxes 1 Only the rent charges and late fees are automatically applied 2 Fees that are associated with Past Due Events will be automatically appli
49. nsolidated receipt will be printed for all units affected by a payment Your selection of whether you want to print a receipt and the number of copies will be saved for the next time you visit this screen 19 Closing the Day From the Operations Section you perform daily closes During closes you prepare deposits for a specific day After you finish a close you may not go back and adjust charges for that day A Daily Close prepares your deposits Daily closes reconcile total receipts with total cash checks charges etc You received since the last daily close When performing a daily close you 7 Close transactions you made since the previous daily close After a close you cannot change or post new transactions to tenants ledger accounts Print a Deposit report and an Itemized report Make a backup of the site database to floppy disks or other backup media Please Note s You can capture more than one day s transactions Daily close makes a deposit of all transactions since the previous close Only data contained in daily closes can be downloaded to the main office Ifthe day has not been closed the Home Office program will treat transactions as still open and not download information Transfer Button If a tenant wants to switch rental spaces simply click on the Transfer button SiteLink will change over all tenant data for you No information will have to be re entered To transfer a tenant from one unit to another
50. nts Wardrobe Box with Bar 12 99 Yes 4 6 00 OtherPOS 6 000 0 0 0 0 0 0 0 0 2 0 0 0 0 0 0 0 0 0 0 0 2 0 0 0 Setup Taxes amp Print List y o The POS Items Button allows you to add edit and delete items that you would like to see as Point of Sale Items You can enter a percentage tax rate for the items You can set the selling price number of units in stock reorder point cost to your facility to buy the product and whether or not the product is taxable 46 To use the Form Setup Button Setup Forms and Reports Training ee Access Liability Waiver C Use standard printer interface Lease Customer Sign Up Sheet Lease Lease 2 Lease Lease Summary Information Lease Rental Agreement Lease TMSA Blue Moon Lease Tenant Authorization to Hold Keys Tenant Notice of Change of Access Code Tenant Notice of Change of Address Tenant Notice of Intent to Vacate Lock Notice of Cutting Lock Lock Notice of Second Lock Removal Lock Notice of Tenant Providing Own Lock Collections Notice of Default Collections Notice of Lien Collections Partial Payment Reminder Collections Past Due Notice Collections Preliminary Lien Notice Auction Auction Purchase Receipt Auction Inventory List for Public Auction Auction Notice of Auction Proceeds Auction Notice of Auction Sale Auction Notice of Balance Due After Auction Miscellaneous Contract Labor Info Sheet Miscellaneous Damage Claim Report Miscellaneous Insurance Can
51. omers ar Waiting List a Gate Access END OF DAY Close amp Deposit Tuesday Sep 5 06 Invoice 5 Credit Cards 3 faf Move Outs 1 i Waiting List 1 A Vacant Units 162 Past Due 10 11 33 AM 34 Chapter 3 The Ledger Button SiteLink 2006 Ver 3 03 0008 Training Mode File Video Help Operations Ledger Company Reports Reminders Prorate Map Multi Users Internet SSA Log Off ADJUSTMENTS TE Edit Ledger Bad Checks Inventory il Returns amp Adjustments m Moved Out iY Accounts Tuesday Sep 5 06 E Invoice 5 5 Credit Cards 3 e Move Outs 1 a Waiting List 1 fig Vacant Units 162 Past Due 10 11 34 AM Help is always in reach You will find yellow help boxes in numerous places of the program We permanently anchored a help box on the Ledger screen to give you instant annotations of all Ledger functions These instructions are brief and by no means exhaustive as the Help buttons on each of the Ledger screens However these pointers are quick reference for ledger functions and buttons you may not use all the time The Adjustments Section The Adjustments section allows you to record certain new or amend existing financial transactions As you know the Payments button on the Operations screen will let you enter most financial activities for customers However sometimes you may need to issue a credit or debit to customers record bad checks 35 or rec
52. ompany Screen Step 1 Select your insurance company from the Insurance Setup Screen Step 2 Click on the Edit button to enter the SMD Project ID number After entering the SMD Project ID number the site s Insurance ID also called Project Number Operator Site Number etc will appear in the Project field SiteLink is now enabled for tenant insurance Preference Setup Training Invoicing Insurance General Journal amp Banking Invoicing Export Invoice Print File Utility 15 Print invoice and apply next rent charge this many days before rent due date Setup amp Export Peete R a Invoice Print File Default to automatically send invoices to all new tenants 3rd party invoice printing Insurance To enable Insurance contact one of the insurance providers below to become an Approved Facilty Then have the provider contact SMD Software for an encoded Project i 100 Thett 50 Theft Deans amp Homer Bob Bader Co MiniCo TenantOne Custom Address Insurance Company Project Edit Print Warning days in advance Days to Cancel 0 59 The Multi Users Button amp ChatLink iif Es Select logged on users on network to chat with Database Path C 4SLO14 SLChat mdb User Logged On Computers DEMO SMD18 Chat Name DEMO My Computer Name SMD18 Multi User Operation SiteLink allows up to 10 users to simultaneously take payments move in tenants etc on networ
53. on the Ledger screen 3 Total the cash charge checks applied to receipts and security deposits Enter these amounts in the designated fields of the Enter Deposits box 4 If amounts do not match recount your receipts Click on the Proof Edit Receipts button to view a detailed list of all charges in the Ledger Amount boxes Compare each item to your receipts to find the error This may take some time Printing this list click on the Print Proof button can help you find your mistake If you are still unable to match receipts to Ledger Amount totals you can change the ledger total to match your receipts Adjust the ledger by clicking on the Enter Adjustment button and making a miscellaneous entry Be sure that you first find the mistake then provide a clear explanation in the description field of the miscellaneous entry Use the Proof Edit list to help find your mistake 5 Select the proper bank account numbers for receipts and security deposits Post receipts in the rental account and security deposits in the trust account 6 When totals in the receipts frame match those in the deposits frame the daily close is completed Click on the Close button to finish and save your work 7 After you finish the close SiteLink will prompt you to make a backup 8 There are two daily reports you can print The Deposit Report summarizes the day s activities and lists information you will need to put on a deposit slip The Detailed Repor
54. or seamless processing of payments PCCharge Technical Support Network Commerce provides 90 days free technical support to help you install and configure your credit card module Their toll free support number is 1 877 659 8981 Their hours are 9 00 AM to 8 00 PM EST Monday through Friday Setup and Installation Procedure 1 When you purchase a credit card module SMD Software will send you a Customer Information Setup form Complete this form and FAX it back to SMD Software Our FAX number is 1 919 865 0795 SMD Software then contacts Network Commerce to arrange delivery of pre configured PCCharge Payment Server software to your site This material will normally arrive by ground shipment within 3 to 5 days Network Commerce ships an installation guide with their software Also the installation is self guided You will be prompted during the installation for additional input a b During the installation the software will provide a system code You will then be prompted to contact Network Commerce s tech support for a security code Have the name of your company the serial number on the CD and the system code ready before you make this call Refer to the top of this page for contact information Network Commerce will verify the installation of your software with a test transaction You are now ready to interface SiteLink to PCCharge a b From your SiteLink Setup Checklist go to the Feature Code and C
55. or the first time click on the top button in the Download options box and select a start and end date for the range of data you would like to import 3 Select the closing data you would like to save and import into the Home Office Module 4 For each closing you perform there is an Accounting Data file and an Exceptions report file Both files will be saved to your disk In addition the exception report will appear on your screen for you to print if you like The Home Office Module can also produce the same report so you can choose not to print it and still view it later The Home Office Module will not be able to import exceptions report into QuickBooks 5 Click on the Save to Disk button and specify the location of your backup drive ia Download Accounting Data to Disk Training x Current Site Database Export QuickBooks Transaction Data Training Option 1 Quickbooks Ready Import File and Exceptions Report Covering Transactions from Start to End dates Accounting data can be downloaded to a disk for transfer to an accounting Friday Mar 30 2001 Start Date system from this form OPTION 1 Export Quickbooks Detailed Transactions File Friday Mar 30 2001 Por 1 This option creates an Account Data File that can be imported into Quickbooks It includes all transactions from the list of Daily Closings gt Option 2 All Current Account Data first time QuickBooks including new customer information and POS tran
56. orts at start up Do not use Printing Automation r Select Items to Print Letters without an associated fee Setup Past Due letters and 3 fees from the Checklist Letters with an associated fee Invoices Start of Day Reports Setup reports to print from the Checklist This feature is also available from the Batch Print button on the Reports screen The Start of Day Reports can be set up in the Set up Checklist under Start amp End of Day Batch Reporting Section You have three settings Report Print Settings Daily Close Print Report MV Batch print any time from the Reports screen In Start of Day Batch from the Reminders screen In End of Day Batch when making a Daily Close Batch print defaults notices in the Reports Batch Print Reports area Start of Day Batch will include those selected reports in an automatic printing at the start of the day End of Day Batch will prompt the user to print those selected reports after the day has been closed SiteLink 2006 Ver 3 03 0008 Training Mode D DEMO File Video Help E Operations Ledger Company Reports Reminders Prorate Map Multi Users Internet SSA Log Off ACCOUNTS COLLECTIONS CUSTOMERS a a Move In a ial g Customers Tasks amp e Waiting Letters T List dy Gate BILLING Access E Invoicing END OF DAY k8 Credit Cards fil Close amp Deposit Transfer Move Out Tuesday Sep 5 06 Invoice 5 S
57. ory Adjustments Pay refunds using your petty cash Submit a copy of the POS Return Receipt to your accounting office for reimbursement Step 1 Select an Adjustment Type then enter the Original Receipt if making a return 5 Se ee 10 EDS Facing taper 10 Lbs Packing Paper Bubble Wrap Car Wash Cell Pack for Dish Box Damprid Bucket D amprid Refills Damptrap 6 box Dish Pack Box 2wall Disklock c970 Dust Cover 10x20 Equipment Rental Extra Large Box Full Bed Cover King Bed Cover Large Box Markers Medium Box Padlock Hc740 Ropes Small Box Tape Dispenser Tape Roll Twin Bed Cover Utility Cutter Wardrobe Box with Bar OtherPOS OtherPOS Services Boxes OtherPOS OtherPOS Boxes Boxes Locks OtherPOS Equipment Rental Boxes OtherPOS OtherPOS Boxes OtherPOS Boxes Locks OtherPOS Boxes OtherPOS OtherPOS OtherPOS OtherPOS OtherPOS 0 0 0 0 0 0 0 0 0 2 0 0 0 0 0 0 0 0 0 0 0 2 0 0 0 gt 2 2 eee STEP 1 Select Adjustment Type Returned Scrap Display Promotion Received Shipment Other Adjustment Transferred To Transferred From P O Number Invoice EE Comment tw r Change Selling Price Current Price New Price l 49 r Make Inventory Adjustment a 5 16 Current Quantity Change in Quantity New Quantity 16 al Print List UY oK From this screen you can process returned me
58. ossible to take a partial payment SiteLink will change the paid through date to reflect the partial payment and the tenant will not be locked out of the gate until the next payment is past due For example Mr Smith comes in on August and pays 1 2 of the current rent due He is now paid through August 16 If Mr Smith has not made a payment on August 17 SiteLink behaves as it normally would given any unpaid rent charge Features on the Accept Payments screen 1 The calculator s easy access streamlines the payment process The pro rate calculator is also conveniently located on the Accept Payments screen 3 The Credit box displays any existing credit and the current period s late fees At this point the option is available to apply the credit or to credit the current late fees Existing Credit 0 00 This Period s Late Fee 1 15 007 Waive Late Fee 2 0 007 z 0 007 4 Payment screen defaults can be set up For example there is the option to always show the tenant s picture when viewing the Accept Payments screen 14 5 The View or Add Photo button 6 It is also possible to add or delete a point of sale add other charges such as administrative charges add a credit or add insurance Remember that when you Add Credit you must also apply the credit The Insurance feature must be enabled from the Setup Checklist To enable Insurance contact one of the following insurance providers Dean amp Homer Bob Bader Co or MiniCo
59. ou can always remove units later 63 Using Your Site Map When you exit the map SiteLink will save your settings The next time you return to the map you can start right where you last finished Finding your way around 1 On the Map Toolbar select the floor you want to view 2 Use the small Site Map window to adjust zoom level and what part of the map appears in the large display 3 Click the View button to refresh the large display Move Units on the Map Enter Map Edit Mode from the Map Right Click on a unit while holding down the Shift or Ctrl key to enter the map edit mode for a unit The unit will begin flashing and you will be able to move the unit on the map Click the Save button to make the changes permanent or Abort to exit edit mode Modify Unit and Tenant Status Mouse over a unit and its status will appear on the toolbar Double click the unit to move a tenant in or out take a payment etc Printing the Map Click on the print button The map will be printed just as it appears on the screen If you have a monochrome printer the unit status can be distinguished by shades of gray Map Maker Select Activity Gnent Place Units on Map Place Office on Map C Remove Units from Map Remove Office from Map a l A Select Units to Place on Map 50 max a z Align Je gt Reverse All Lengths and Widths Select units Arrange them in the way they should appear on de
60. ou to maintain maximum occupancy As soon as the perspective tenant s preference of units becomes available you will receive a reminder on the Reminders and Memos screen Clicking the Move In button at the bottom of the screen will allow you to move the tenant into the requested unit Waiting List The RED items indicate that the user s preference is available Click on column headers to sort Name Phone NeedBy Placed RsrvFee Type Unt Unit 2 Unit 3 Sizet Size 2 Comme Livingston Cliff 919 555 1212 04 09 02 12 01 01 Barkley Charles 898 555 1212 10 01 02 03 06 02 25 00 lt al Print List a Labels 4 Move In Add SX Edit g Delete 30 The Waiting List feature allows you to be as specific as the tenant wishes for the type of unit to be rented You may make changes to the perspective tenant s information at any time You may also take a Reservation Fee which can be applied to charges when the tenant moves in Gate Control Section If you want to alter a current customers gate access data click on the Gate Access button in the Gate Control Section To use the Gate Access button 1 If you want to alter a customer s gate access and make no changes to contact information click on the Gate access button 2 Change gate access data where necessary You may update access times keypads time zones and authorized users Use the Gate Access screen to view and change customers access status You can
61. ovided when an Access System is selected but in some unusual cases the Browser must be used to locate this program To use the Inventory Setup Button Items and Services Item SelingPrce Taxsble InStock OrderPt Cost Category _ _Tax Rate 10 Lbs Packing Paper ns STE ek cee eo A LC te 0 SE LE AC Bubble Wrap 4 05 Yes 8 2 00 OtherPOS 6 000 Car Wash 30 00 No 1 0 00 Services 0 000 Cell Pack for Dish Box 4 99 Yes 36 3 00 Boxes 6 000 Damprid Bucket 3 95 Yes 12 200 OtherPOS 6 000 D amprid Refills 1 95 Yes 13 1 00 OtherPOS 6 000 Damptrap 6 box 4 99 Yes 17 3 00 Boxes 6 000 Dish Pack Box 2wall 2 99 Yes 32 2 00 Boxes 6 000 Disklock c970 8 99 Yes 98 400 Locks 6 000 Dust Cover 10X20 4 90 Yes 5 3 00 OtherPOS 6 000 Equipment Rental 0 00 Yes 0 0 00 Equipment Rental 0 000 Extra Large Box 2 59 Yes 13 2 00 Boxes 6 000 Full Bed Cover 2 99 Yes 20 1 00 OtherPOS 6 000 King Bed Cover 3 99 Yes 6 2 00 OtherPOS 6 000 Large Box 1 99 Yes 35 1 00 Boxes 6 000 Markers 1 29 Yes 54 0 50 OtherPOS 6 000 Medium Box 1 39 Yes 41 1 00 Boxes 6 000 Padlock Hc740 2 99 Yes 55 2 00 Locks 6 000 Ropes 4 99 Yes 9 2 00 OtherPOS 6 000 9 Small Box 105 Yes 26 050 Boxes 6 000 Change the Quantity Tape Dispenser 395 Yes 13 200 OtherPOS 6 000 In Stock by Clicking Tape Roll 1 95 Yes 3 1 00 OtherPOS 6 000 Inventory Adjustment Twin Bed Cover 4 78 Yes 14 2 00 OtherPOS 6 000 Inventory Utility Cutter 1 49 Yes 25 2 00 OtherPOS 6 000 Ut Adjustme
62. p Checklist From the Invoice Control screen view a list of customers receiving invoices and print documents and mailing labels To generate invoices click on each tenant s line and the Print Invoices button To print all invoices at one time click on the Select All button then Print To change your selection click on the Clear Selections button To print a list of all of your invoiced tenants click on Print List of All Invoiced Tenants When you click on the Print Invoices button SiteLink will print invoices and prompt you to print mailing labels as well However mailing labels are optional because documents fit in window envelopes If you chose to print labels they should be printed before you print the invoices 26 You have the ability to charge an Invoice fee if you wish to do so at your facility by clicking on the Charge Invoice Fee Button You can set the Invoice Fee dollar amount under the Company Setup Checklist Screen Fees Charges and Taxes Frequently Asked Questions e How do I know when to invoice customers SiteLink automatically determines when to invoice customers depending on their account setup You do not have to monitor invoice date from the Invoicing button Instead the Task Manager alerts you when invoices are due Double click on the Invoices to Mail button of the Task Manager and follow the instructions above How do I change customers billing status You set the billing freq
63. pad Zone Grand Total sia All Keypads amp Finish Monthly Payment 91 50 Next Payment Due 10 01 06 a 10 e Account Click on the arrow to the right of the white pull down text box to view possible billing intervals e Send Invoice to Customer Click on this box if the tenant requests an invoice If you choose to send invoices SiteLink will prompt you to print and mail an invoice depending on the setting in the setup checklist e Credit Card Billing At the beginning of each billing period SiteLink prompts you to charge the customer s credit or debit card The tenant will not have to come to your office at the beginning of each billing period to pay by credit card e Marketing Ifyou would like you could choose marketing information relating to that specific customer to determine how people are finding out about your facility e Time Zone and Keypad Zone Specify the time period and which gate s this tenant will have access to e Charges Using the up and down arrows choose the number of additional months the tenant will pay when moving in Note how the program automatically adjusts the total charges based on the selection e One time Fees and Security Deposit Making a selection is not necessary SiteLink automatically adds the administrative charge or lease signing fee and a deposit each time the tenant rents a unit Rent Schedule Editor Edit rent charges give discount credits or pick a concession plan Credits ar
64. rchandise and update your inventory quantities when shipments are received Simply make your inventory adjustment in Step 1 and then click OK to save your changes You can also edit the price of an item or update the quantity on hand 40 Chapter 4 Using the Company Section SiteLink 2006 Ver 3 03 0008 Training Mode File Video Help ce amp 2 Operations Ledger Company Reports Reminders Prorate Map Multi Users Internet SSA SITE SETUP UNIT SETUP r MAINTENANCE Setup P Unit Checklist Types Gate fail 2 i eprint ps Setup a O90 Units i eceipts j Inventory Modi gt j Setup al ee Accounting Form S Walk Thru Setup Order le Delete Units Tuesday Sep 5 06 Invoice 5 ro Credit Cards 3 fa Move Outs 1 a Waiting List 1 fal Vacant Units 162 Past Due 10 11 36 AM 41 To use the Setup Checklist Button SiteLink Setup Checklist Read the important Help instructions General Setup and Maintenance Help Set Program Defaults 1 amp Pl sertenantdefats o y P States Counts and Cunencies i Pl comparyinfemaion S y P Employee Infomation Passwords and Security Leves Pl Fees Chagesandtas ml R Pl Parnus S YOA P Feaure Code and Credit Card Procesna e Pl Bakacoonttaccomis NA Pl concession 8 Pl Emaom TR P MaketngResponses o y y rl PonotSaenes o y P Mute Databases and Database Maintenance 2 amp P Revenue Management Usi
65. re you specify the email addresses or FTP sites to which you send SiteLink reports and databases E Mail or FTP Reports amp Databases Send your databases to an email address or FTP site Logoff Buttons The Logoff Button will log you out of the SiteLink database so that another user will have to put in their username and password in order to get into the database 65 How To email using SiteLink Make sure you are logged on to the Internet before starting this process Your Default Email program must also be Microsoft Outlook not Outlook Express or any other program Log into SiteLink On the Main Screen there is a button called INTERNET Located in the upper right hand corner Click on this A new Screen will appear Click on the button that says E MAIL or FTP REPORTS amp DATABASE Make sure that in the upper portion of the screen there is the email address that you would like the database to be sent too Also make sure that it is checked Not Checked If it is not checked click on the Setup E Mail or FTP button in the right hand corner In this Screen you would ADD the email address you want it send to and you would check in the box to the left for it to be sent there Close this screen and it will take you back to the contents of the E Mail Reports amp Database Screen On the right hand side of the screen there is a section where you can click on Send Database or Send Checked Reports Choose Send Database You will no
66. redit Card Processing screen Enter your Credit Card Setup information into SiteLink Your processor and Terminal ID must be exactly like they appear in PCCharge The Terminal ID number is shown at the bottom of the main navigator screen of the PC Charge Payment Server program To enter the path to the PCCharge executable program called Active Charge exe use the browser on the SiteLink Credit Card screen The default path is C Program Files Active Charge Double check to be sure that the above information is correctly entered into SiteLink The merchant ID number and processor must appear exactly as they are in PCCharge 58 Configuring Insurance in SiteLink Obtaining a Unique ID Number Step 1 The self storage customer must contact the insurance vendor to establish an account Step 2 The insurance vendor or the client enter the following information on the green sheet located in the front of the binder and FAX it to SMD Software a Name address and phone number of the self storage company b An ID number for the self storage site Insurers issue such an ID or account number and refer to it as either a Project Number ID number or Operator Site Number Step 3 SMD contacts the self storage customer and gives them an SMD Project ID number to enter into SiteLink Entering the Unique ID Number into SiteLink To set up insurance in SiteLink go to the Insurance Item on the Setup Checklist found on the C
67. reen whenever a tenant purchases items for sale or rents equipment at your office Sales and equipment rentals are tied to the tenant and space rental You can sell items or rent equipment to customers even if they do not rent storage space form you SiteLink does not connect or save sales or equipment rental data to customers who rent storage space To enter sales or equipment rentals in SiteLink simply select relevant information from your Point of Sale screen Click on the Add POS button to see a menu for all items for sale at your facility and make your selection Select POS Item item Category Selling Price Equipment Rental Equipment Rental 0 00 0 000 Yes bp Add Selection to Purchase Items Selected for Purchase item Unit Price Oy Subtotal TaxRate Tax Total Item Qty o RX Edit A Selection Remove a Selection Discount All Items Subtotal 0 00 Give Discount 0 en Pa y ok xX Cancel To enter a sale or equipment rental 1 Click on the Add POS button A list will appear with the items for sale or rent at your facility 2 Choose a product by clicking on Add selection to purchase enter the number of units to be purchased or rented enter discount if any and click OK 3 The total cost will appear in the Amount textbox You cannot edit the amount at this point If there is an error at this point Delete the POS Charge and start again 17 Frequently Asked Questions What if a tenant
68. rompted to collect dues from tenants with balances and remit fees to tenants with credits 7 Gate access will be denied to the tenant for the vacated unit 7 The Notice of Intent to Vacate form may be printed 23 The unit is marked as available to be rented 7 What is the significance of the Move Out Date gt As discussed you can schedule move outs at a future date The Scheduled Move Out Report helps the site manager anticipate vacancies and will help keep the site s occupancy rate high 7 If I move out a tenant by mistake can I reverse the procedure d No The move out procedure is irreversible If tenants have been moved out by mistake they will have to be moved back in just like new customers Can I apply payments to customers after they have moved out After move out you can apply payments to a tenant s account This feature is accessed from the Ledger screen Select the Adjust Moved Out Accounts button s Will I have to cancel the insurance before I move out a tenant 7 Insurance is prorated for the move out period and automatically cancelled during the move out process Collections Section Collecting payments requires attention to detail and consistency in monitoring accounts SiteLink tracks billings and overdue accounts for you From the Collections section you can manage each tenant s overdue status invoicing and credit card billing We will discuss each activity in turn Use the Tas
69. s button you can add a new type of unit to describe the units that you have at your facility If you want a new type simply hit the Add Type button and type in the name of the type If you want to delete a type simply select it from the description list and hit the delete button 48 To use the Add Units Button The Add Units Button allows you to add new units to your facility From the Unit Type drop down list you select one of the unit types that you created to describe this unit Type in the Width and Depth of that unit in the Width and Depth fields In the Standard Rent field put in the amount that the unit will be rented for The Floor Field will be defaulted to 1 but if you have two floors and the unit is on the second floor simply type in the number 2 in this box You can also check the four check boxes if the particular unit has any of the four occurrences Inside If the unit is an inside unit Power The unit has power Climate Controlled The unit has a climate control system Alarm The unit has an alarm feature Unit Numbers Unit numbers in Sitelink can only be a combination of letters and numbers No other symbols are permitted If you are creating one unit the Starting Unit Number field and the Ending Unit Number field will have the same number If you are creating 10 units for example that have the same features you can put in a range of numbers For example putting a Starting Unit number of A001 and an Ending Uni
70. sactions setup only 2 It also makes an Exceptions Report containing data that must be p manually posted into Quickbooks Daily Closes Selected to Import 3 The Exceptions Report is saved in rtf format It can be viewed by No Daily Closings Found wordpad MSWord etc OPTION 2 Export Quickbooks All Current Account Data Detailed Transactions 1 Select this option to make a data file for the FIRST TIME setup of your Quickbooks company 2 All Unit and Customer current account information is downloaded including current charges and credits through the last Daily Close POS transactions are not included 3 Also makes an Exceptions Report containing data that must be manually posted into Quickbooks OPTION 3 Export General Journal Entry Data 1 This is the preferred method of interfacing to accounting software 2 Click on the Export Journal Entry Data button to view export options Export Detailed B 3 This method is also available from the SiteLink Reports screen Transactions Export Journal Entry File A Epon s geral 7 Accounting data can be downloaded to a disk for transfer to an accounting system form this form 55 To use the Send Reports and Data button Email is the preferred method for transferring data Email is used for SiteLink customers support and for sending reports and data to your home office Email Features will only function if you
71. t Number of A010 will create ten units all with the same characteristics A001 A002 A003 etc Add Units Training Unit Specifications Type Ee Storage v Width m Unit Numbers cannot be more than 6 digits Depth Starting Unit Number Standard Rent nn Ending Unit Number Default Sec Dep Floor 1 V4 Save amp Begin Next F Inside F Power f Save amp Exit Climate Controlled Alarm amp Herp X Close 49 Using the Modify Units Button Modify Units Std Rental Rates and Security Deposits are default values applied to new tenants at move in Click on column headers to sort Unt Unit Type Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Self Sto Floor Width Depth Power Climate Inside Alarm t 35 2 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 20 20 20 20 20 20 20 20 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10
72. t Rent Button To use the Backup button To use the Print Forms and Labels button To use the Transfer Reports and Data button Chapter EET EEEE AE EETA E ta ALLO Import Data into QuickBooks Importing General journal Data into Peach tree Chapter On E A E EE EE E SE lt T Setting Up SiteLink Credit Card Interface To configure active Charge Configuring Insurance Setting up a Network in Sitelink Map Button Chapter 1 Getting Started Congratulations and thank you for choosing the SiteLink management software for Windows This User s Manual will show you how to use the features of the SiteLink program First make sure the SiteLink package includes a CD ROM with SiteLink and Installation Guide to load the program onto your computer Then use the Installation Guide to set up your organization in SiteLink During the setup process enter your company specific information such as fees unit sizes standard rent charges etc After completing the custom setup of your company SiteLink will automatically apply standard company data such as fees and rent into your day to day operation Opening SiteLink When opening the SiteLink application the Log In window will appear The initial installer will be the only password holder at first From the Employee Information button on the checklist SiteLink will then let the installer add any number of other users and respective passwords SiteLink Log In MySite User None TT x Password X Canc
73. t information If the customer is not a new tenant just choose their name from the list e It is possible to scan in a tenant s drivers license or snap a photo with a web cam by clicking the Get photos button Photos Click to Select Web Cam Select Source Q Start Cam oi Snapshot Scanner 2 Begin Scan Picture Pmt Screen 5 ig Save To Pic Image File M Wess RES 11213 i E Import Image is afse a ZI FE Web Cam This the is recommended way of capturing a driver s license or other image For best results use a web cam with 640x480 resolution Call SMD Software to purchase a Drivers License Stand positioning fixture Show On Click Start Cam to begin imaging from your web cam Then click Snap Shot to capture an image Repeat this process if e First click the location you want the picture saved to in the Save To Pic section Then click the corresponding number in the Show on Pmt Screen section e Web Cam Click Start Cam to begin imaging from your web cam Then click Snapshot to capture an image e Digital Camera Click Import Image to find a bmp or jpg image file downloaded from your camera 12 e Scanner Click on begin Scan and you can use your scanner to put an image into Sitelink We recommend a stand alone scanner They interface much better than a multi use Scanner printer fax machine e After entering all the information click on t
74. t provides the information necessary for an audit or for manually posting the closed day s transactions to a bookkeeping system 32 Daily Close Out Training Caution Carefully Count Your Payment Receipts to Ensure They Match the Ledger Before Closing Total Receipts Must Total Ledger Enter a Ledger Adjustment to Balance Receipts with the Ledger Step 1 Count amp Enter Receipts Step 2 Enter the Total Deposit Step 3 Close Day Receipts Ledger Deposits Account Enter Traffic Data Cah mE ne amp Receipts Acct 1 380 45 33445 wakinsf Check Debit Cards 0 00 m View Trust Acct 0 00 33445 Phone Inquiries Charge 000 Ledger Total Deposit LL TEE ER Ledger Adjustment Total 0 00 Total Receipts CLOSE DAY Sec Dep Collected Error in Deposit Past Closes Highlight A Row To Select Day To Report V Only list last 30 Daily Closes Today s Close Date Ledger Cash Ledger Check Ledger Debit Ledger Card Ledger Adjust SecDep Receipts rech 06 02 03 0 00 110 00 Enter Ledger Adjustment Deposit 4 Report Itemized Report Pmts amp Credits Format Cash Basis Summary Cash Basis Detail Itemized Report al Close Task Manager The Operations screen contains all functions necessary to manage your daily operations However SiteLink features the Task Manager who acts as a personal assistant The Task Manager monitors and remembers important deadlines and aler
75. th or Anniversary Date leasing as your default lease type 2 Enter your rent prorate schedule if you use 1st of month billing 3 Select your accounting system like QuickBooks if you have purchased this optional interface This setting ensures that properly formatted files are downloaded to your accounting software Point of Sale Items and Sales Tax 1 Enter POS items Cost information must be entered to ensure your general ledger is correct when sales are downloaded into your accounting system 2 Enter a tax rate like 6 00 if applicable 3 Some items are not normally taxed Setup the taxability of each item Multiple Databases amp Database Maintenance If you have purchased this option create and name additional databases Additional databases are used when you are leasing and performing collections for satellite facilities out of a single location Rent Push Schedule Occupancy rates and revenues can be enhanced by changing rental rates according to the staleness of inventory When occupancy is high rates are increased and when they are low then rates are decreased Normally the site manager is prompted to change the rate when moving in a tenant Invoicing amp Insurance 1 To determine when SiteLink will tell you when to send out invoices you must set the number of days before the rent due date Example If you charge rent on the 1 of the month and you want to send invoices on the 20 set the number to 10 SiteLink w
76. the text and press Ctrl C Close your text editor and go into Company Form Setup in Sitelink Open our default form where you want to paste the text and delete all of our text that is currently listed Press Ctrl V to paste your text into the form Process the edit your text as desired and be sure to save the form before you close NEA EAN ES 56 Chapter 5 Import General Journal Data into QuickBooks Requirements To import SiteLink General Journal Entry data into QuickBooks my must have 1 a copy of QuickBooks 2000 or later software 2 purchased a feature code to enable the SiteLink optional accounting feature Setting Up SiteLink to Interface to QuickBooks Follow the instructions from the Reports menu gt gt Accounting Help under Financial gt gt QuickBooks Accounting Importing General Journal Data into PeachTree Requirements To import SiteLink General Journal Entry data into PeachTree my must have 1 a copy of PeachTree Complete Accounting software 2 purchased a feature code to enable the SiteLink optional accounting feature Setting Up SiteLink to Interface to PeachTree Follow the instructions from the Reports gt gt Accounting Help under Financial gt gt Peach Tree Accounting 57 Chapter 6 Setting Up Your SiteLink Credit Card Interface Overview SMD Software Inc resells a credit card processing module called PCCharge Payment Server from Network Commerce Inc This module fully integrates with SiteLink f
77. ts you to complete tasks as they become due At the bottom of your screen you find the Task Manager broken up into seven sections showing you an up to the minute status of payments invoices credit card charges due and more Double click the Invoices Credit Card Move Outs Waiting List or Past Dues and immediately arrive at the screen to complete each task Of course double clicking one of these Task Manager items takes you to the same screen as some of the buttons on the Operations screen we have just discussed Accounts Past Due corresponds to the Past Due button Invoices to Mail to the Invoicing button Tenants to Move Out to the Move Out button Charge Credit Cards to the Credit Cards button Waiting List to the Waiting List button and Vacant Units to the Vacant Units report The Task Manager brings necessary tasks to your attention and directly takes you to the right screen to complete them To learn how to use each screen simply refer to descriptions of the corresponding buttons on the Operations screen 33 SiteLink 2006 File Yideo Help anrd 8 Reminders Operations Ledger Company Ver 3 03 0008 Reports Training Mode A Prorate Map Multi Users Internet SSA a Pa mm Log Off ACCOUNTS A Move In Payments Batch Payments Transfer COLLECTIONS Collection Calls Tasks amp 3 Letters BILLING Invoicing Credit Cards CUSTOMERS ree Cust
78. uency when you move in a tenant However you can edit customers ledger information anytime From the Operations Screen click on the Customers button and the Ledger Settings button How does SiteLink process invoices The program will update tenant accounts to reflect current invoiced charges After sending out an invoice for next month s rent SiteLink will post the charge to the customer s account Ifthe customers does not pay the invoices they will appear as overdue in the same manner as overdue customers who pay by check or cash for example Can I reprint invoices Yes However SiteLink gives you only one opportunity to print invoices from the Currently Due screen After you select a tenant from the Currently Due screen and click on the Print Invoices button SiteLink takes the customer s name off to avoid posting charges and printing invoices more than once If your printer malfunctions while printing an invoice or your invoice gets lost in the mail Simply go to the Unpaid Invoices screen and reprint your document How do I put a tenant on the list of accounts receiving invoices You normally select billing modes when you move in tenants You can change customers billing mode by clicking on the Operations Screen the Customers button or the Ledger Settings button There you will find a form allowing you to change tenants billing mode The Credit Card Button Billing credit cards is another important part
79. urrent Gate Interface SiteLink must interface to your Gate Access Controller software Normally the default path to this program is provided when an Access System is selected but in some unusual cases the Browser must be used Path to Controller Interface Program Select Gate Access Interface Check your Access Control System on the list then click the Save button to make this your default selection Testing Your Interface Instead of downloading the entire SiteLink database to your gate controller go to the Gate Access form on your Company screen to update your gate controller one tenant at a time Resetting the Controller After selecting an Access System click on the Reset button to download all customer access codes This download will update the controller s settings for all customers and it could take a few minutes 45 Path to Controller Interface Program SiteLink must interface to your Gate Access Controller software Normally the default path to this program is provided when an Access System is selected but in some unusual cases the Browser must be used to locate this program If you are having trouble setting up this program to work with your Access System check to be sure that the default interface program is located along the default path Path to Controller Database Some gate controllers like Sentinel s WinSen require a direct connection to their database Normally the default path to this program is pr
80. w have a Red Button that says E Mail Database Click this button and it will send the database 66
81. y tasks can be performed such as recording payments or moving tenants in or out The Accounts Section Enter new tenants and change payment and rental status of existing tenants To use the Move In button 1 After clicking on the Move In button pick a unit fitting your customer s needs The table displays all available storage spaces and their characteristics such as climate control and monthly rent 2 On the tenant tab enter the new tenant information and click on Save Tenant Information at the bottom of the screen Ifthe tenant is a returning customer just put a check in the box by their name on the current customer list 3 Click on the Charges screen Based on the customer s preferences select from the following options New Rental of Unit 201 Training Charges Unit 201 Std Monthly Rate 75 00 ae Charges Tenant s Rent 75 00 First Month s Rent 65 00 Edit Stat End Amount Monthly 7 i 0 Additional Months 09 05 06 09 30 06 68 90 79 50 First of Month C Anniversary Date C Weekly Rental __ Rate a ES as el C Daily Rental EE 7 ni Billing Recurring Charge Never Charge Rent Tax H 0 Insurance gt Tenant P Send Invoice to Customer maal Move In 9 05 2006 I No Invoice Fee 0 Water and Elec i Credit Card Billing j 0 Extended Hours se Total Due 89 30 Marketing Get Photo Time Zone Subtotal Business Hous Tax 3 90 usmess Hours ad amp Save amp Print Key

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