User Manual - PropertyBoss Solutions
Contents
1. PROPERTYBOSS SE SOLUTIONS User Manual PropertyBoss JobAids Created January 2011 Copyright PropertyBoss Solutions LLC All Rights Reserved PropertyBoss J obAids copyright PropertyBoss Solutions LLC All rights reserved The information contained in this document is subject to change without notice This document contains proprietary information which is protected by copyright All rights are reserved No part of this document may be photocopied reproduced or translated to another language without the prior written consent of company PropertyBoss J obAids PropertyBoss has developed several J obAids to help with the daily activities within PropertyBoss The following J obAids are currently available Getting Started Checklist Owner Decision Flowchart Lifecycle Activities Transaction Cycle Overview Transaction Cycle Detail QuickBooks Interface Setup QuickBooks Interface Sending Transactions Creating Merlin Reports Work Order Cycle Detail Work Order Cycle Overview Creating Properties and Units Creating Contacts Creating Owners Creating Leases Creating Prospects These J obAids are formatted in a variety of formats e Checklists Utilized by marking the items on the list as Yes No or Not Applicable and providing notes as needed Your Checklist O What you want O What you need e Task Action Tables Utilized by reading the Task to be completed on the left and the appropri2. Rent Due amounts are correct e Verify any other Repeating Charges are correct e Post charges to appropriate accounts click Execute Record payments from tenants e Enter transactions using QuickPay or as individual transactions e Verify transaction information is correct dates amounts payee etc Record all bills for properties units or leases that are not recurring charges e Enter maintenance repair or cleaning bills paid by owner or profit loss e Enter charges that tenants will be responsible for Enter payments received from tenants to pay bills credits owner when paid Check that amounts charged and received are correct and accurate e Verify all transactions entered reflect accurate amounts e Verify balance amount Mark transactions to be included in deposit Total collected should equal bank deposit slip Verify transactions are of the correct type for the deposit i e Security Tenant etc payments Click Create Deposit to add transactions to the deposit Close the Deposit in PropertyBoss e Verify amounts payee and dates are correct prior to closing e Take deposit to bank Verify all amounts and accounts in PropertyBoss PRIOR to sending to accounting Ensure transactions are correct prior to sending to accounting to keep from having to correct multiple transactions Verify transactions going to accounting through the General Ledger Send transactions to accounting View Print General Ledger reports Verify amounts in Proper
3. Preferences gt Add on Modules gt Property Prospect o Create and edit fields under Define Sources Enter related contacts to prospect Contacts _ e Can be selected from existing contacts or can be created new Contact specific media only should be attached Attach Media e Includes images pdf documents and Microsoft Office files e Should show images of contact or files specific to the contact Enter information found under the Guest Card Interview sections e Enter specific information will also be available on the Contact Enter Application Navigator Details e Create Guest Card Interview sections o Setup Preferences gt Add on Modules gt Property Prospect o Create and edit fields under Define Guest Card Interview Questions Track properties units shown or put into a held status e Properties Units shown will be tracked and do not relate to other ai ven idel prospects ss SLO eA Properties Units held will be placed on a held status and can be held through a date or released early Priorities can be defined for a wait status Record charges and payments for the prospect l e Enter application and deposits charged Register e Enter payments from the prospect e Charges and payments will transfer to the lease register when if they move into a managed unit Track activities related to the prospect ar e Record mailings phone calls and other forms of contact Activity e Change the status of prospect as they move throughout the
4. accounts are consistent e Print reports Send Charges Deposits to Accounting Verify all amounts transactions and accounts in PropertyBoss PRIOR to sending to accounting Verify transactions going to accounting through the General Ledger and send to accounting View Print General Ledger reports 5 Close Deposit Close the Deposit in PropertyBoss Verify amounts payee and dates are correct prior to closing Take deposit to bank Create Deposit Check to ensure monies collected equal amounts recorded in PropertyBoss Deposit in PropertyBoss should equal bank deposit slip Receive Payments Enter transactions using QuickPay or as individual transactions Verify transaction information is correct dates amounts payee etc Receive Payments Deposit Send Charges Deposits to Accounting Charges repeating transactions property bills lease charges and others Reconcile with Accounting Note After completing step 8 this will Verify Lease information Verify Lease Information Post Charges e e Run AutoPost either end the accounting transaction cycle the accounting period or lead into the next accounting cycle of posting charges on existing leases Check that existing lease information is correct Verify Rent Due amounts are correct Update any old leases with new Verify any other Rep
5. application process
6. tenant type and select the primary tenant if more than one Verify charges View Register e Deposits charged at the creation of the lease e Auto posted repeating charges rent utilities etc e Enter applicable payments Add comments that are lease specific e Work Orders provided for vendors for instruction on entering unit e Lease Payment appear on the Late Payment Aging Summary Report Verify dates as set when creating the lease e Rent Paid Thru Date e Late Fees Applied Date Verify Dates y e Next Post Date e Lease Renew By Date used on the Renewal Report and can be tracked on the Rent Roll l Lease specific media only should be attached Attach Media e Includes images pdf documents and Microsoft Office files e Add a scanned copy of the signed lease Enter Lease Specific Comments PROPER TYRANA Creating Prospects JobAid PBJ 115 Action s Prospects All prospects are found under the Prospect Navigator Navigator Click New to create contacts within the Prospect Navigator e Opens the Prospect Notebook Create Prospect Choose the type of prospect individual or company Enter Prospect Name e Enter First and Last Name creates file as name e f contact is a company the name entered will be the primary contact Enter remaining prospect info Information can be tracked on the Rent Roll and Contact Navigators for Prospect custom reports Information Enter Source required field Create Sources o Setup
7. ask and enter completion information e Add comments to the long description area change the status as it progresses through creation to completion Add related work orders unrelated work orders or relate and initiating call to anew work order Close task when work has been completed and enter comments IPROPERTYBOSS SOLUTIONS Enter Media amp Transactions Add Applicable media to the work order Add pictures of damages invoices or emails received or other related documents Add transactions on the appropriate account will show on the appropriate register and have a link to the work order 6 Verify Information Verify tenant vendor and history information Add information for warranty requested by and other pertinent information Enter Details Create and track work order groups specific details Maintain detail fields in Setup Preferences gt Work Orders gt Details 4 Assign Account Assign to correct PropertyBoss account property unit lease etc Will be tied to that account for tracking purposes on the notebook for that level Enter Description Enter the Long Description information Enter directly in text box enters text only Use Add Comment enters text and time date user with comment Work Order Cycle JobAid Enter Updates or Close Work Order e Add comments to the long description area change the status as it PBJ 110 progresses through creation to complet
8. ate Actions to complete the Task on the right Acton Result 1 CUCK icon Window opens 2 SELECT box Item highlights 3 CUCK Reply Window opens e Flowcharts Utilized by starting at the top of the page and making decisions based on the questions in the matrix The chart will provide the best recommended action e Task Cycle Diagram Utilized by starting at the base of the cycle and reading up and to the right The cycle will continue or conclude at the intersection of the last task and first task after the base step 2 C T Start PRoPertyBoss Getting Started Checklist psy 101 Determine your go live date the date that you will begin posting rent charges and payments for the first time in PropertyBoss Install software e Create Database e Register Software Database Setup add on modules Import enter review your properties units leases tenants and starting balances Import enter review your property unit and lease repeating charges o Add additional property unit lease or tenant details Enter scheduled rent changes o ojo Enter existing lease renewals o Enter existing lease notices Setup the interface between PropertyBoss and QuickBooks Review update Next Post Date and Paid through Date leases Processing options Global preferences Autopost preferences Backup preferences Define transactions Closing preferences Company information Predefined values Report headings Tas
9. ay after rent is charged and amount Enter Defaults e Deposits security pet or other required returnable deposits e Repeating Charges Credits utilities concessions or parking o These items are usually credited to the owner property management when paid to cover property repeating charges Create Units Create the units that fall under the main property for multi unit 1 Create as a Regular or Template format properties 2 Copy or model after an existing format 3 Name each unit click new for additional units l Enter details that describe the unit Enter Details e Enter specific information will also be available on the Rent Roll Navigator e Create new detail fields click Change Layout button Unit specific media only should be attached Attach Media e Includes images pdf documents and Microsoft Office files e Should show images of the unit or floor plans or property related files Multi Unit defaults will be entered at the creation of a new lease e Terms rent transaction market rent and frequency Late Fees enter the type day after rent is charged and amount J Enter Defaults e Deposits security pet or other required returnable deposits e Repeating Charges Credits utilities concessions or parking o These items are usually credited to the owner property management when paid to cover property repeating charges PROPERTXE S Creating Contacts JobAid penz Action s Contacts Navigator All contacts tenants re
10. eating Charges information are correct Enter new lease information Post charges to appropriate accounts click Execute PROPERTYBOSS ee SOLUTIONS QuickBooks Interface JobAid PBJ 106 Define QuickBooks Account Determine Application Locate File Determine File Settings Remote Setup Retrieve Information from QuickBooks Accounting File Use Define Transaction Set Import from QuickBooks Name the company file in PropertyBoss that describes how this file will be used e Extremely important when more than 1 accounting file is used Determine the type of accounting used e Cash transactions sent when paid Can be defined two ways o Simple Sends over Deposits Bills to Pay and Checks to be written o Detail Sends the above plus journal entries All PropertyBoss transactions will be mapped to the QuickBooks chart of accounts e Accrual transactions sent when charged Sends Invoices Credit Memos Payments Bills Checks and Journal Entries Describe how this accounting file will be used e Determine a prefix 3 characters that will be used when sending batches to QuickBooks Locate the file on the drive or network e f QuickBooks is located on a network drive you must use a mapped drive for the location e If found on remote site see the Remote Settings below Determine the setting for the interface with QuickBooks e Utilize Classes if used in QuickBooks e Utilize Vendor cr
11. eation in PropertyBoss Determine settings for a remote site e Send Method Save file and email e Import From file or email inbox e Determine the location for the file located on the local machine Retrieve various information to establish setup in PropertyBoss e Chart of Accounts e Classes if used e Vendors Master list is found in QuickBooks All edits to information should be made there All properties and Owners associated with the accounting file will be listed e Select from the Accounting Override dropdown on the Property Notebook if using more than 1 accounting file e Select from the Accounting Override dropdown on the Owner Notebook gt Statement tab if using more than 1 accounting file Each PropertyBoss Transaction will be mapped to a particular account in the QuickBooks Chart of Accounts e Select the appropriate account from the dropdown e New transactions will need to be mapped before sending to QuickBooks e Transactions marked with a red X still need to be mapped Information related to QuickBooks that PropertyBoss will utilize will be imported e General Ledger Settings Chart of Accounts Vendors and other setup values from the General Ledger Check Numbers Check Numbers and Date Paid for Checks and Bills sent to QuickBooks PROPERTYEOS Sending Transactions to QuickBooks JobAid PBJ 107 Taske Actions Click on General Ledger Open General Ledger e Once open click on Pendi
12. hip percentage e Click Yes to add owner on list of valid owners Choose the type of contact individual or company Enter Owner Name e Enter First and Last Name creates file as name e f contact is a company the name entered will be the primary contact Enter remaining contact info e Add contact information phone address 1099 information Owner Information e Enter Reserve Amount will be withheld when paying owners e Information can be tracked on the Rent Roll and Owner Navigators for custom reports Enter details that describe the contact Enter Details e Enter specific information will also be available on the Owner Navigator e Create new detail fields click Change Layout button View information associated with the owner View Ownership Ownership shows all properties the owner is associated with Work Orders and Work Orders shows all associated work orders Transactions Transactions shows transactions that are related to the owner Transfer of Rent Due Payments to Owner and Expenses Define how the statement will be delivered e Mail Print format will not allow for email function Define Statement e Email will be available and based on owner s email address Default Note The associated Accounting file can also be set if it is different than the default or if the Property Owner Notebook value is selected from the General Ledger Setup Owner specific media only should be attached Attach Media e Includes images pdf d
13. information will carry into reports and the Rent Roll Navigator Enter Property e Enter the property address type and other relevant information for the property Specific Information e Define the location of the unit number by adding lt unit gt in the desired location If using multiple QuickBooks files you can also direct the accounting setup Enter details that describe the property e Enter specific information will also be available on the Rent Roll Navigator e Create new detail fields click Change Layout button Enter Property Details Property specific media only should be attached Attach Media e Includes images pdf documents and Microsoft Office files e Should show images of property or floor plans or property related files Relate owners of the property and define Management fees Add Owners e Add already created owners or create new owners for the property e Define Leasing Renewal Rent Commission Vacancy and Surcharge fees as applicable Recurring transactions charged or credited can be set on the property level Enter Repeating e Charges such as pest control security systems or HOA fees can be added Charges Credits e Charges that need vendor bills out of QuickBooks will need a vendor defined e All charges will be reflected under the Property Profit Loss report Single Unit Property defaults will be entered at the creation of a new lease e Terms rent transaction market rent and frequency e Late Fees enter the type d
14. ion Add related work orders unrelated work orders or relate and initiating call to a new work order Close task when work has been completed and enter comments Enter Details _ Assign Account O Enter Media amp Transactions Enter Description Ass gn Work Order Enter Updates or Close Work Order Op en Note After completing step 8 Work Order Request this will either end the work by closing the work order or continue the process by adding information or updating the information transactions media status etc Initial Work Order Request Created Q Open Work Order Request e Click New in correct Work Order Assign Work Order Assign work order to vendor internal maintenance Group Work Orders Inspections Vendors e Fill in short description status Call Logging PropertyBoss Users type and all applicable information PROPERTYBOSS Creating Properties Units JobAid Pes 11 Action s Open the Units and The Units and leases Navigator is used to Create New Properties or add Units to multi unit Leases Navigator properties Create New Click on Create New Property to open a new Property Notebook Property e Select Single Unit or Multi Unit Property Create a unique name for the property Name the Property e Name will show on Units and Leases Navigator list e Can be a company specific name or the address numeric or text Property
15. k work order setup Review update Next Post Date and Paid through Date a iProrertyBoss Lifecycle Activities JobAid pes 102 Run autopost e Post all recurring charges for the day Daily Activities Close batches e Close batches taken sent to the bank Export to QuickBooks e Reconcile PropertyBoss and QuickBooks Week end Run summary reports Activities e Reconcile with accounts and QuickBooks Close month in PropertyBoss e Ensures that PropertyBoss accounts and QuickBooks balance Month end Activities Run summary reports e Reconcile with accounts and QuickBooks Move out or Renew leases e Move out leases that have given notice as well as evictions ends the lease in PropertyBoss and frees the unit for a new lease e Renew leases to ensure that history is tracked and new charges can be posted Enter new leases e Enter leases through Prospects or the Units and Leases Navigator Intermittent Activities throughout month Post miscellaneous charges e Damages cleaning maintenance etc for the property unit or lease Run reports e Verify renewals late fees deposits etc that need to be tracked before the end of the month Track prospect activities e Enter communications transactions and update the status of each prospect in the database PROPERTYBOSs Owner Decision Matrix JobAId psu 103 Do you manage for 3rd party owners Do you collect a separate management fee NOTE If Owners are t
16. nce e Work Orders Inspections Vendors e Call Logging PropertyBoss Users Enter appropriate information for long description e Enter the Long Description information e Enter directly in text box enters text only e Use Add Comment enters text and time date user with comment Assign task to appropriate level within the database e Assign to correct PropertyBoss account property unit lease etc e Will be tied to that account for tracking purposes on the notebook for that level Enter details for the task that are required or for tracking specific information e Create and track work order groups specific details e Maintain detail fields in Setup Preferences gt Work Orders gt Details Verify information associated with the vendor and tenant assigned t the task e Verify tenant vendor and history information e Add information for warranty requested by and other pertinent information Attach related media related to the task to provide documentation e Add Applicable media to the work order e Add pictures of damage invoices emails or other related documents Attach related transactions e Add transactions on the appropriate account o Will show on the appropriate register and have a link to the work order e Property Unit Transactions found in the Property Unit transaction set e Lease Transactions available in the Lease Prospect transaction set Enter status updates new description information and details or close the t
17. ng Interface Runs e Select Accounting File if more than 1 accounting file defined Choose the items from the list e Payments Received Income e Bills to Pay Checks Expenses e Other Transactions Various PropertyBoss Transactions Verify Items to Send All PropertyBoss Transactions being sent will show e Verify transactions being sent e Using Actions mark transactions that are o Already Sent o Need to be removed from the interface run e Verify and maintain batch information e Usually all transactions should be selected View PropertyBoss Transactions Verify Deposits and Expense totals e Check Details for specific information e Make corrections by clicking select PropertyBoss source transactions When all information is verified click Send to send information to the selected Send to QuickBooks QuickBooks company file Print recap and interface reports Print Reports e Click View Previous Interface Runs and select the correct dates e Click Reports and choose the specific reports desired View Transactions going to QuickBooks Action s Open appropriate Navigator e Rent Roll e Owner Tenant Vendor e Work Order Groups Call Logging Work Orders Inspection e Transaction Search Open a Navigator Open modify report window Modify Report e Click Modify Report e Click past Merlin information turn off iF desired Open Layout options e Add details from information found in Unit Leases e Move columns to lef
18. ocuments and Microsoft Office files e Should show images of contact or files specific to the contact PROPERTYBOSS Creating Leases JobAid PBJ 114 Action s The Units and leases Navigator is used to Create New Leases to properties e Select the desired property e Click on Create a New Lease for this Property Confirm Property After selecting the property and clicking on the New Lease button confirm the property Enter Start End Open the Units and Leases Navigator To create the lease you must have a start and end date e Month to month current month as start end date e Annual agreed start and end date as shown on lease Confirm rent amount frequency and enter lease comments Rent amount will default to market rent of property unit Charges will default to default charges of property unit Verify Terms Late Fees will default to the default late fee of the property unit o Modifications can be made by clicking the Charges and or late fees tab or the hyperlink found under each of the charges Verify deposits Auto Post desired charges Enter details that describe the lease Enter Lease Details e Enter specific information will also be available on the Rent Roll Navigator e Create new detail fields click Change Layout button Dates for New Lease Add tenants to the lease e Add already created tenants or create new tenants for the lease Verify contact information is correct Add Tenants Contacts e Mark
19. sidents members are found under the Contact Navigator Click New to create contacts within the Contact Navigator or within the Lease Create Contact Create Contact e Opens the Contact Notebook Enter Cras Choose the type of contact individual or company Name e Enter First and Last Name creates file as name e f contact is a company the name entered will be the primary contact Enter remaining contact info Contact Information e Information can be tracked on the Rent Roll and Contact Navigators for custom reports Enter details that describe the contact Enter Details e Enter specific information will also be available on the Contact Navigator e Create new detail fields click Change Layout button Complete address information Address e Addresses can be defined for mailing billing or forwarding Information e Create address types in Setup Preferences Predefined Values e Define the current for mailing and billing addresses Contact specific media only should be attached Attach Media e Includes images pdf documents and Microsoft Office files e Should show images of contact or files specific to the contact Action Owners Navigator All owners are found under the Owners Navigator Click New to create contacts within the Owners Navigator e Click New e Opens the Owner Notebook Create Owner From within the Property Notebook e Click Owner Actions gt Add Owner e Complete the Owners Name and owners
20. t and right as desired for report e Remove columns by un checking or double clicking on the item Modify Layout Create groups based on detail item s chosen Modify Group s e Groups similar items together e Can provide subtotals if checked Modify Sort Create a sort field sub field y e Can be sorted ascending or descending by letter or number Create filters to exclude or include specific information e Click Edit the Filter and determine Standard filter settings e Modify Custom filters Modify Filter s o Column field to include or exclude o Condition how the field will be included excluded o Value Numeric or text information Ask can be modified when opened or refreshed Determine Save conditions e Save to current report Save as a new report Save Report o e Rename report Delete report PROPERTYBOSS rn ea SOLUTIONS Work Order Cycle Detail JobAid PBs 109 Open Work Order Request Assign Work Order Enter Description Assign Account Enter Details Verify Information Enter Media Enter Transactions Enter Updates or Close Work Order Create a new task through one of the work order groups or in the particular level property unit lease etc e Click New in correct Work Order Group e Fill in short description status type and all applicable information Assign task to either a PropertyBoss user or a vendor internal external e Assign work order to vendor internal maintena
21. tyBoss match bank account amounts and accounting system Ensure amounts in PropertyBoss QuickBooks and bank accounts are consistent e Print reports Run AutoPost e Verify Late Fee charges in AutoPost are accurate based on lease settings e Correct all leases with discrepancies e Post charges to appropriate accounts click Execute Record periodic monthly transactions e Enter tenant responsible charges i e damages facility rentals cleaning etc Record payments from tenants e Enter transactions using QuickPay or as individual transactions e Verify transaction information is correct dates amounts payee etc Mark transactions to be included in deposit Total collected should equal bank deposit slip Verify transactions are of the correct type for the deposit i e Security Tenant etc payments Click Create Deposit to add transactions to the deposit Verify amounts in PropertyBoss match bank account amounts and accounting system Ensure amounts in PropertyBoss QuickBooks and bank accounts are consistent e Print reports Mark period closed in Setup Preferences at end of transactional period month end e Close manually e Let PropertyBoss automatically close based on settings PROPERTYBOSS SOLUTIONS Transaction Cycle Overview pss 105 Reconcile with Accounting e Verify amounts in PropertyBoss match bank account amounts and accounting system e Ensure amounts in PropertyBoss QuickBooks and bank
22. urned on the QuickBooks company file is the Property Management s company file To determine the functionality of QuickBooks in your setting decide on the following Do you have separate company files for your owners OR Do you need to pull P amp L from QuickBooks for your owners Turn owners off Turn owners on Create Owners for each property that has management fees collected on charged or collected rent NOTE Because of the implications of the owner setting if there are any questions or doubts whether owners should be turned on or off please contact the Help Desk when establishing your database The Owner preference can be adjusted at a later date but the implications can be serious PROPERTYBOSS SU TIONS Transaction Cycle Detail JobAid PBJ 104 Verify Lease Information Post Charges Receive Payments Enter Bills if applicable Verify Register Information Create Deposit Make Deposit Send to Accounting if using accounting package Reconcile with Accounting completed on a daily basis Post Late Fees as setup in the lease Post Various Charges as needed Receive Payments Create Deposit Reconcile with Accounting completed on at month end Close Accounting Period Check that existing lease information is correct e Update any old leases with new information e Enter new lease information Run AutoPost e Verify
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