Rental Getting Acquainted Manual – Version 12
Contents
1. fied address automatically for the time its period selected Begin e Clicking the lt Send gt button associated we Part Time Phone Numbe with the email address will take you to Reference O O O your email screen to compose the mes O O E sage Multiple email addresses can be pax e7555 2143 entered in this field separated by commas paeo a Field length can be up to 120 characters L Address 2 Management _ 3 Checks amp Statements 4 Categories _ 5 Documentation 15 Click the Checks and Statements page tab Items of Note e Every owner can have a o ES i Status statement customized to his Dixie needs which can either be ae eee ublished to the internet for Tax Rate P D Box 3246 anne viewing or printed Publish Unt me ait joe eal F and mailed L Foreign The Owner distribution Base Reserve LC Enforce Base Profile ler check can be sent to an ad Distribution Reserve CI Statement on Check Stub Minimum Distribution dress other than the OWNEL S mayimum Distribution address for example a Distribution Check Mem bank This has no effect on the owner correspondence address e You may want to read up on the flexibility provided by using the Base Reserve and Distribution Reserve Click into one of these fields and press lt F1 gt to view context sensitive help Exit Help before proceeding The reserve amounts base2. Items of Note e Lease expirations Move in Move Outs and vendor insurance and workmen s compensation expirations are reported in Event Reminders e You can change the date at the top to view reminders for a different timeframe e Tickler reports let you print any subset of the notes you enter Click the lt Cancel gt button 21 AR RECEIVABLES Rent Increases drop down only Click on the AR Task from the Main Navigation Menu The Receivables module covers a wide range of functions from charging a tenant to posting rent charges recurring charges late fees and management fees to recording tenant payments and owner contributions to moving a tenant out and refunding the security deposit Tenant History and Receipt History provide transaction details you can only get by running numerous reports in other systems i Unit CEDAR32 327 Cedar Lane Current 690 00 Tenant History Tenant ROSEMAN Rita Roseman z 30 Days 871500 soDeys Click on Tenant History sonce MAE Unpaic chercce IETS ooo From the Tenant Find List Flashlight Deposits ssm advance Payments a A choose Roseman to get to the Unpaid Oren Crecte Total J s1060 Charges tab Remaining Poe 4 1 2012 Rent 690 00 4 1 2012 690 00 4 7 2012 Late Fee 25 00 4 7 2012 25 00 Filter Items of Note 690 00 5 1 2012 e900 Edit e You see at a glance how much the Dispute tenant owes and for what San e While on this w
3. B i E Posting Date O Hand Written palaces e Both the withdrawal and receipt Payee PM LEDGER Property Management Management Gro g o Write Check From Bank are posted simultaneously Deposit Into Bank CHECKING Bank Account Checking e Any number of security deposit Check Number line items can be transferred with allel one transaction e The receipt is in the receiving bank account waiting to be includ ed on a deposit slip Click the lt Cancel gt button to exit this function Frew Pont cenoo Print Checks This function is used when checks are not printed at the time of posting to the ledger and when checks need to be reprinted Fost Date Payer Payee Amount m9201 2 Mo Payer Specified Victor Garcia vendor 102 10 aie 5 9202 Mo Payer Specified Hero Electric vendor 90 96 E Sotby Payee C Sot by Payer All Checks Selected Checks 4 Selected Checks Below Minimum endor Insurance Expired 4 Skipped Checks Ec PeoPrint Cateuteto Siw GL GENERAL LEDGER All Tasks Click on GL from the Main Navigation Menu This module encompasses the general ledger history which includes the owner property and management group transaction details bank ac count history depositing receipts posting journal vouchers making bank to bank transfers and reconciling bank accounts making bank account adjustments and budgeting General Ledger History Choose General Ledger History Selec
4. To move between fields or to select an option you can move the mouse pointer and click the field option or press lt Alt gt and the underlined let ter in the label of the field The folder button lets you open the related profile or enter a new profile The flashlight button brings up the Find List so you can choose a profile Windows that are open display as tabs across the top of the screen You can jump to any open window without closing the current one by clicking on the tab Saving Posting Getting Out The buttons to get out of each function are on the bottom right of the window e g Save Post New Close Cancel NEW Saves the information you have entered and provides a blank screen to enter another SAVE or POST Saves the information you have entered and exits the function CANCEL or CLOSE Lets you exit the function without saving any changes that were made COMPILE Used when there is an intermediate step before posting in automatic functions like Scheduled Receivables Invoice Checks and Scheduled Payables It produces a list of candidates which can be reviewed prior to automatic posting If you would rather use the keyboard right clicking your mouse on any screen will display the keystrokes associated with the Action Buttons close save post etc The Getting Acquainted process starting on the next page involves following steps that take you through some of the profiles AR accounts receivable AP accounts pay
5. distribution provide fiscal control on the owner s funds e The owner statement can be included on the distribution owner proceeds check stub e The profile alert field displays each time the owner profile is opened It s purpose is to alert the user of any significant issues Click the Categories tab Items of Note e Categories can be used for a variety of purposes and are part of the Owner Property Man agement Group Unit Tenant Unit Type and Vendor profiles Most reports and mailings can be limited to a category Information associated with a category can be mail merged into word processing documents e Already created categories can be selected then modified with Qualifiers and or comments Click the Documentation tab Items of Note e You can attach documents and pictures to a profile by double clicking the lt Load gt button and selecting a document The comment further identifies the document Afterwards click ing the lt Open gt button will display the attachment e Using the Internet Publishing function documents can be uploaded to the interent where the owner can access them via a secure portal Click the lt Save gt button to exit the Owner Profile 16 Property Profile o Maer E Status Click the Property function Unload Folder _ Choose Nuzig from the Find List and click lt Edit gt A property Owner HARRIS Charles W Haris Percent of Ownership may
6. tion In addition to standard Help and topic About searches each screen has a Help speed Release Notes FILE Dropdown only Logon Database Utilities button in the lower left of the screen and each field has specific help using the F1 key Backup the essential files create export files for facilitating on line payments rebuild the data base and other specific functionalites are in this area Network Utilities Import Utility Export Utility 11 NAVIGATING Selecting a Function From the All Tasks Navigation Menu select a Task Profiles AP AR GL Maintenance Reports ES ESSER ERED Mailings The functions related to that task will be listed Choose one __________y A tab will display at the top of the menu indicating the function screen you are on and the related functions will be listed The Professional Landlord for Windows Rental Demonstration Current Charges Owed Starting Open Credits sd B Distribute Eo Curent Charges Paid L Apply Open Credits Discounts Given Memo Check New Charges Paid a baer F Final Open Credits Charge E Amount C Deposit C Taxable _ Pay Management Group C Advance Payment 1 Current Charges A 2 New Charges Undock Help Print Screen Print Cancel For detailed information about each function go to Help Contents and type in keyword 12 Moving Around The Tab key moves you from one field to another
7. 00 Unpaid Charges 1405 00 90 Days D Item of Note Deposits seson Advance Payments e Not Yet Due e o o e Open Credits T ota e The NSF button will initiate the entire i roo i Posted Description Amount Open Credits Memo ee process for posting the necessary NSF re parm remeiros se0000 Check 579 ieee 12 9 2011 Payment Received 715 00 Check 526 Filter turned check transactions required to undo zzz Payment Received 715 00 cn 2 7 2012 Payment Received 690 00 the payment the rent to the owner and any EESEETETSAE Dispute management fees charged to the owner ale Void NSF e From the Edit Receipt screen you can view Generel Ledger the deposit slip that contained this receipt 1 Unpaid Charges 4 2 Charges 3 Receipts 4 Advance Payments 5 Deposits 4 6 Open Credits Click the Deposits page tab to see the Secu rity Deposits being held Click lt Close gt Receipt History Click on Receipt History Receipt History contains all receipts from all sources in date se quence Highlighting a line item on the list displays a breakdown of what charges were paid off with the money received Receipt history is used when you are dealing with an owner receipt or looking for a misposted tenant receipt oe ante Items of Note Posting Dates to Esca e You can filter edit void and NSF from this Bank ee screen Ternt SSS e A separate page tab lets you see just those al a receipts that h
8. have one or more owners with Shares Statement Type Saunton O Show Percentage af Amounts varying percentages of ownership Owner PORACH James Porach Percent of Ownership Setting up properties is optional Owner Percent of Ownership Generally single family units are Owner Percent of Ownership not associated with a property Owner Percent of Ownership Multi unit buildings usually involve a property Ledger a ledger is maintained for each owner and each property Funds are shared by units within a C Conversion Convert all Units to a Single Property Total Shares ledger Click the lt Save gt button to 1 Owners exit the property protile He HH Unit Profile Click the Unit function Choose n am oad Documents nepechons FAIR436 436 Fairway Drive from __ De ee nt escnptio the find list and click lt Edit gt K m The Unit Description page is Urit Type BFF Single Family a Eee Leia displayed Each unit is associated Mam ELE rolected ea T o with a ledger owner or property Repair Limit All financial transactions for the unit and its tenants are reflected in that ledger The Management Fee 7 and Rent amount fields are used to L Foreign determine the Fee Summary in the lower right of the screen The Man agement Fee Profile contains the fee particulars click on the Folder see next page Manager BULL Emma Bull Building Rental Informatio Market Rent On Colle
9. in the cloud using our cloud provider Leased and run in the cloud using our cloud provider and a remote app Registering The System Security database is used to set up the User registration license consisting of the protected Company name that prints on all reports the unit limit and which optional features Network Commercial Maintenance Internet Publishing Tax Collection Check Reader are enabled After registration the database is used to establish user security authorization parameters that dictate access rights to selected modules and functions Access to the System Security database requires a password The initial password is pro vided by Customer Support 800 397 1499 when you register the software At that time and from then on you can at your discretion change the System Security password Getting Started On line Help Contents has a section called Startup It can guide you through the steps neces sary to begin using the Professional Landlord To access it go into the program click on Help Contents and Startup Then select File Print Topic to print the entire section on getting started Prior to registering you can use the Practice Demonstration database to enter some of your data Your data will be recorded in a directory distinct from the Rental Demonstration database Upon registering that can be turned into your working database The sequence of steps to become operational is as follows Registering cal
10. left of the screen Look over SteS etem o oo the information on this page Be rs eoe rropery maranan apes Items of Note ag Te I e Addresses can be in US zip pea code format or in 4 line foreign format Mark the Foreign checkbox to view the 1 Address 2 Management 4 3 Checks amp Statements 4 4 4 Categories 5 Documentation 5 Documentation Click To Display foreign format then click it PAR mem again to go back to standard nan a a SS SSS format e A zip code table is maintained thus eliminating redundant typing of city and state Entering the zip code gets the city and state from the table Click the Zip button to view the Zip Code Table Click the lt Cancel gt button e Phone number fields up to 9 different phone numbers are large enough for out of country numbers e Accounting method can be cash modified cash or accrual You can switch whenever you want The system simultaneously maintains records to report for each of these reporting methods Click on the Management tab 2 near the bottom of the screen Items of Note e The management agreement information for the owner can be tracked There is a manage ment agreement expiration report available e If an owner wants correspondence sent to m another address temporarily you can do it easily Correspondence goes to the speci r Upload Manager r Name and Part Time Addr
11. to pay off 1 Released Deposits 2 Current Charges future charges nem pon concer e A tenant statement detailing the refund transactions can be printed Click lt Cancel gt to exit 26 AP PAYABLES Select AP from the Main Navigation Menu The AP module allows you to enter and pay in voices received from vendors post and print recurring checks mortgages HOA and condo fees write distribution checks to owners owner draw record checks that were written manually write tenant refund checks and transfer security deposit funds from one bank account to another There are also Invoice History Check History and Vendor History functions Invoices Click on Invoice Enter an Invoice VG206 Select Garcia from the Payee Find List If you do not enter the Due Date it is assumed to be the same date as the Invoice Date Items of Note e If the payee is not in the Vendor file you can click the Folder button to add this vendor to the file Alternately you can put the vendor in as a one time vendor on the invoice e You can set the payoff priority for the invoice by changing the priority from Normal the default e A completed work order can be turned into an invoice e An invoice can contain multiple line items They are added by clicking in the open area be low those already entered Select Main212 from the Bill To Find List The Bill To is usually a unit Select Painting from the Find List for Bill Invo
12. 00 1 765 00 STATEMENTof ACCOUNT Donald S Schenk May 31 2012 Sample Single unit owner Statement 51 2012 Beginning Balance 600 00 5 1 2012 Mortgage Payment by check 1734 to Patriot National Account S477 38 S2 64 34071 2012 Rent 930 00 2 2012 Management Fee 938 00 21 2012 Cash Distribution by check 1743 to Donald S Schenk 404 62 Net Balance Change 30 00 980 00 980 00 31 2012 Ending Balance 600 00 37 Internet Publishing PROMAS Central Internet Publishing 21 Internet Publishing Basic Publish Details Advanced Fublish Upload Manager Email Documents Owner Statement Message Backup and Publish to Promas Central Tenant Statement Message Server Control Panel Logon Upload Documents Wil Be Included When You Publish Owner Statement Generation Wil Be Included When You Publish Tenant Statement Generation Is Not Scheduled Upload Activity Is Not Scheduled The Internet Publishing function in PROMAS allows you to upload activity statements and docu ments to PROMAS Central PROMAS Central is a web portal for owners tenants and vendors They can log in through a secure internet connection and see their information PROMAS Central is a subscription service offered through a partnership with Hero PM Through Internet Publishing you can also email statements and documents to owners tenants and vendors without uploading or subscribing to PROMAS Central For more information about how Int
13. 2012 1732 HOA Fee 134 50 z Click on the Deposits tab to see a his preme _ietoAres EE eat tory of deposits These transactions can be P02 1734 Morsess Peymen naos voa filtered edited voided and uncleared TORE S m Wear Eid mr ALE Ah General Ledger 3 20 2012 1738 Patriot Bank 116 10 Click the Checks tab to view the check bron i740 chaos w Hari ue register in check number sequence You iene 172 Heroelecic an i can void a check from here as well as from PAMEEDEHMET Pee z GL histor and check histor 1 All 2 Checks 43 Other Subtractions 44 Deposits 45 Other Additions 6 Cleared 47 Uncleared n Click lt Close gt to exit Deposit Receipts Click on Deposit Receipts Choose Checking from the Bank Find List to see the receipts that haven t been included on a deposit slip yet After receipts are entered they are grouped together and put on a deposit slip and then taken to the bank Your bank statement reflects the sum of re ceipts for each deposit This function records the receipts that comprise a deposit slip thus facilitat ing the bank statement reconciliation process The Deposit process involves entering the Total Deposit Amount and then verifying that those marked are part of the deposit The deposit amount is entered as a transaction in the appro priate bank account This is what you will see on a bank statement The Deposit Receipts function also Deposit Date I Show All Undeposited Receipts Total Markea P sasa
14. 327Cedertene HereElectic Vendo sjo Shp e Click on a line item A breakdown of the ledger s financial status is displayed The list displays all line items If there is not enough money gt lt WW r Ez available for the ledger to pay the Se ee ee Co Cancer invoices based on the reserve rules the line item will be marked Skip Click the lt Cancel gt button 28 Distribution Checks eNOS me nado Buren A Checks Click on lt Compile gt to get a list of E owners who are candidates for a distribution 5 2012 GOLDEN Harison S Golden J soo skip check E Skip E Skip Item of Note 5 6 2012 PORACH James J Porach 100 00 E Skip e Candidates for payment are displayed and can be edited prior to printing and posting e Click on a line item You can see all the balances that affect the amount to the owner Print Checks by Payee C Print Checks by Payer e The owner statement can be printed on the All Checks Selected Checks Selected Checks Below Available Payables amp Work Orders Skipped Checks stub portion of the distribution check SS arope panaman Cance Click the lt Cancel gt button until you exit Scheduled Payables Write Checks Single Check Click on Single Check Writing a single check or recording checks that were handwritten can be done using this function The stub portion of a single check shows the breakdown
15. 555 fax Items of Note aaao e The Permanent Address is eS C Foreign filled in when the unit is selected but can be changed if the tenant is not physically residing at the rented unit You have the choice of having _ 1 Tenant 3 Rent Changes _ A Recurring Charges 5 Categories A E Documentation correspondence go to either kmmmmmam sassnssnsmnsnssniinissinninnssainmnnmssammermmmassmermmmmmam _ Now Previous Newt Save cioso address e Transactions can be posted to any active tenant current future past active etc e Up to 9 phone numbers can be maintained for every tenant e An unlimited number of tenants can be maintained for each unit Every tenant has to have their own profile and can be responsible for a portion of the rent ACI E Eae iN o M p e so Items of Note Upload Documents e The rent Amount can be fixed Rent Charge RENT Rent or based on the square footage Rate e ee defined in the Unit Type Memo siz If your late fee structure is the same for everybody it only needs to be entered once un der Setup Late Fees You can aeon create as many late fee profiles Lease Type Moye In 12 1 2008 73 as needed Lease Starts 12 1 2009 a Notice Given Schedule Next Scheduled Ea rapi kol Schedule Expires kol Rate Table FAIFAs Fairfax County Notices DL Late notice Late Fees 25 Fixed 25 Short Term Renta Guest Lease Expires 8726 201 0 kol
16. Getting Acquainted PROMAS can be licensed and run on premises on a stand alone computer or an in house net work or leased and run in the cloud using a remote desktop connection PROMAS The Professional Landlord was developed drawing on more than twenty years ex perience with property mangement software You will be Getting Acquainted with an integrated application with features that will free up your time and increase your productivity The Profes sional Landlord was developed for professional property managers and investors It offers easy access to transactions reports that are comprehensive statements that owners can easily under stand detailed financial reporting and owner and tenant portals to view statements documents and activity The Professional Landlord consists of a number of integrated modules Profiles Receivables Payables General Ledger Reports Mailings Setup Help Maintenance optional Commercial optional PROMAS Central optional Information entered through the Setup and Profile menus controls the handling of accounts the processing of transactions and the preparation of reports We have done our best to design a product that is easy to learn and and easy to use The on line help is very detailed It will familiarize you with the workings of the program its definitions and its terminology The Professional Landlord is capable of handling an unlimited number of owners proper ties units and tenants includi
17. Move Out e Lease Starts Expires Notice Given and Move in out dates are maintained for reporting purposes 2 Lease A 3 Rent Changes 4 4 Recurring Charges e Rents can be scheduled lower right on the full range of pos coo Pier ome von sre ome sibilities covering both short and long term situations The Rate Table defines security deposit interest computations and sales taxes to charge There is direct access to Tenant History Tenant Receipt Charge Tenant Tenant Moveout Tenant Letter and Notes from the related functions on the Navigation Menu 19 Click the Rent Changes tab Item of Note e Future rent changes can be entered Changes take place automatically Click the Recurring Charges tab Item of Note e Tenant charges other than rents can be set up to post automatically per the schedule If the tenant pays a quarterly trash charge for a fixed amount this is the place to record it Re curring rent concessions are handled using this function For one time tenant charges see Charge Tenant in AR accounts receivable Click the Categories tab Item of Note e The Payment Note which was set up as a Category with a Receipt Alert will display in the Tenant Receipt function when this tenant is selected Click the lt Save gt button Vendor Profile Click the Vendor function Choose Garcia from the Find List and click the lt Edit gt or lt Select gt button Items of Note e Several workorder styles ar
18. Print Report screen mark the Preview on Screen radio button and click lt OK gt The report will display on the screen Close out of the report by clicking the lt Close gt button Items of Note e Reports can be created for the entire set for any date range e Content can be limited by setting parameters e Reports can be modified and saved permanently or just for the particular run e output can be reviewed on the screen prior to printing or published as a pdf 35 Mailings All Tasks Owner Statements Tenant Statements Notices Edit Letters Owner Letters Tenant Letters Vendor Letters Tax Reporting Internet Publishing Mailings includes owner and tenant statement both printed and published notices letters to owners tenants vendors either printed or mail merged into Word or Open Office and tax report ing 1099s and TIN matching Owner Statements the statement style the owenr gest is set in each owner s profile Thus each owner can be setup for a statement style that best suits their needs The choices on waht can be included in a statement are extensive You can decide what is best for any owner right down to the names of the column headings Income Expense Receipts Disbursements Debit Credit whatever the owner is comfortable with In addition you can include a reminder when the owner needs to send you funds list unpaid invoices and in progress work orders show w
19. S lt lt c n anisnoaceduconcsinanecsdawscvesaubacuscstieoonssetecs 25 Tenant Moveout scccccceccccsccccccccccccccceccsceccs 26 AP Payables ccccccccccccccccscccccccccccccccccccccescccs 2 INVOICE HIStOLY cccceccccccccccccccccccccccccccceccecs 28 Scheduled Payables ccccccccccccccccccccecccecces 28 WILE GHECKS scccsuceuceswsuscsseassasetanscasuersosensmemaeseas 29 GL General Ledger cccceccccccccccsccccccccccsceecs 31 Reconcile Bank ACCOUNL sceccscsssscecccceccsccscees 53 MaintendNCE eacicnesacsecuseesonswnssessasdesseasseotuceooetasese 54 REDOTIS sccuisavassncoadsasenendesasnessaseacweesseseosnssnconseaseontic 35 aa eT TEA seers sneanseecsmussa ness ouesevssaieesssewaneseneaveeecserincssce 56 Internet Publishing PROMAS Central 008 58 SUNIA cbse vnscaavcaaceasescuesisectenreesasesssocsewonessseotsaces 40 PRECISE IIIS AEE E E TTE 41 Getting Started cccceccccccccccccccccccccccecccecceecs 41 WHAT SETS US APART Transaction Accessibility Tenant History Receipt History General Ledger History Bank Account History Invoice His tory Check History Vendor History these are not reports but recorded transactions that can be viewed edited filtered voided NSFed and reversed Highlighting a receipt or a check shows what was paid for or paid off Editing a deposit shows what receipts were in the deposit Controlled Automatic Postings Rent charges L
20. able GL general ledger reports and maintenance functions It will have you look at the information on the screen and will point out some salient features that can help you run your business efficiently PROFILES Overview Click on the Profiles button on the Navigation Menu The profiles contain information that is used by the processing functions A separate profile is set up for each Owner Property Unit and Tenant This minimizes redundant entries when an owner has more than one unit or a unit has more than one tenant Selecting a profile displays the profile Find List which Seachior SC Sth D is a list of all entries for that profile type The list is in ID cal ki foc sequence Starting to type the ID gets the one you want z ee E Cheek on the Find List so you can select it to edit Note Usu EET ally two or three characters of the ID is sufficient to move eee Charles Y Harris to the desired profile Clicking on the Sort by Name radio ra C Labenson button sorts the list by Name for searching E Schenk Select the one you want by any of the following meth ods a highlight the item and press lt Enter gt or lt F12 gt b highlight the item click the Edit or Select button ree Sy eee c double click the item Now Eais Cancel ID and Name Long Description Each profile has an ID and Name Long Description They are used to identify and or find the profile For owners and tenants the ID is usually the
21. ate Fee charges Owner Distribution checks including ACH Invoice checks Recurring checks invoices Rent Increases automatically post through the date you select Prior to posting the candidates are displayed along with sufficient data to determine if amounts should be edited or line items skipped Common Sense Owner Statements Ten different body styles selectable information before and after the body your choice of col umn labels title and balance presentation Every owner can have a unique statement Single unit owners multiple property owners shared ownership they all get what best suits their needs Owner and Tenant Portals for Statements and Documents Upload owner statements documents and activity for the owner to view and print thru a secure logon You can do the same for tenants Email notification to owners with link to the statement Extensive Profile Information Part time owner addresses normal part time emergency phone numbers foreign address and phone number accommodation formal informal salutations for correspondence alternate owner check address scheduled notes owner statements and distribution checks unlimited add to infor mation including documents pictures scanned documents can be attached user defined reminders alert information for invoices receipts work orders and move outs mail merge to Microsoft Word Comprehensive Delinquent Tenant Handling The Late Fee profile sets the parameters Every te
22. ave been returned by the bank pete 380 00 Equal To for insufficient funds NSF Click the Filter button Item of Note 4 TT e You can filter on a date range a particular tenant unit ledger or an amount parameter Enter 980 in the Amount field Click the Filter Active checkbox Click the lt Save gt button Now the only transactions that are listed are those for 980 Highlight some of the payments in the top section and you will see the charges paid off in the bottom section Click the Enable Filter checkbox to clear it and all the receipts are displayed again Click the lt Close gt button p 23 Scheduled Receivables Click the Scheduled Receivables speedbutton This function does batch posting of rent charg es recurring charges and late fees Each brings up a list of candidates to review and edit prior to posting Rent C Recurring Charges Item of Note e You can change amounts or even skip any C Late Fees did t Thi t th C Management Fees NOT on a Tenant Payment candidate This gives you control over the esmo batch postings moe E e You can print a report showing the transac a tions that are going to be posted skipped cent Compite cence The Rent radio button is selected when you enter Scheduled Receivables Rents are charged prior to posting payments All tenants with a Next Scheduled date in the Tenant Profile prior to and including the Scheduled Thru date selected are charged the r
23. cted Not On Collected Square Footage When Vacant Sq Ft Percentage CAM Percentage Owner Late Fee 1 Unit Description 2 Categories Categories 3 Documentation Documentation 17 Management Fee Profile Fees can be taken based on the rent collected the actual rent which is defined in the Tenant Profile the market rent which is defined in the Unit Profile or be a fixed amount or any combi nation thereof The total fee amount on Tenant Payments and Not on Tenant Payments rents is the sum of cal culated fees for those fields that are filled in Thus the total fee could be a of the collected rent plus a of the actual rent plus a of the market rent plus a fixed dollar amount Similarly the total management fee taken when a unit is vacant could be a fixed amount plus a of market rent as defined in the Unit Profile Management fees are deducted from the ledger balance and added to the management group balance e At the time the rent charge is paid if the management fee profile structure is set for Manage ment Fee on Tenant Payment e At the time the Management Fee function is run in AR Scheduled Receivables for those fees that are set for Management Fee Not on Tenant Payment and Management Fee when Vacant The Professional Landlord for Windows Advanced Fie Profiles AP AR GL Maintenance Reports Mailings Links Setup Help Management Fee on Tenant Paymen Leasing Fe Berent el Calleri Beri 275 Percent of First Mo
24. d sent to the vendor owner tenant OF assen GEE produce a file copy Tenant and Owner invoices can Se be printed unt Biling 4 4 Asset amp Warrany e When you select the site unit any work order alerts will display For example you can be reminded that this is a Home Warranty or there are Preferred Vendors for the unit Work orders can be edited and printed from Work Order History The unit profile has a speedbutton to view Site Repair History The work description information can be turned into a note appended to the owner statement e Work Order History has tabs to view five different categories of invoice statuses O 70610UJKY 212 Main Tree O Mark for Printing Status Unassigned v m Click on Status to see the various stages a work order Maintenance Se ae none can go through enor oS SE versoes Ca Click on the Vendor Assignment tab Notice the Track m gt li ee E ing Dates on the right and the Evaluation and Rating be O low that The Work Description details what work was done aa F The Work Description can be appended to the next owner e aL statement with a single click Click on the Account Billing tab You can enter multiple line items for the work that was performed a So
25. e and payment at the time of receipt Recording a security deposit receipt can be done as a tenant receipt but this function has been streamlined to handle the process more efficiently Items of Note e The Bank Account defaults to the one set in the Posting Table This facilitates deposits that are kept in a separate bank account e Any unpaid deposit amount is displayed e Only charges marked as Use to Track Deposits are selectable Tenant Moveout Click on Tenant Moveout Select tenant Bruno The moveout process involves verifying current charges and adding new charges so that when the deposit is released it pays off those charges A tenant refund check can be printed for the un used portion of the security deposit Items of Note The tenant security deposit can be Unit FAIR436 436 Fairway Drive dt ff ti h Tenant BRUNO Joseph P Bruno a ca pay oe e j oo Date X Distribute Starting Open Credits e Funds can be withheld to pay off hat __ Ba Write Betund Check Released Deposits Memo nteres charges not yet received mae TE 5 ess arges ral e The refund check can be written Less Refund Check from any bank account Sorra Depots EISEN Seng crocs EEE Fro oer oot a 4 Final Deposits Final Charges e Interest can be calculated and added mang to the refund Release 7820000 Pay interest e Released security deposits if not immediately use become open credits and can be used
26. e available e The Check Limit determines how many invoices can be consolidated on one check The default is 10 Click the lt Save gt button jp GARCIA ioraa o Status Active Malling Addres Victor Garcia 221 East Street ad i AXPAYET l Phone Number Contact Wictor Day 703 555 7713 Taxpayer ID 22180 L Foreign wwork Order Work Onder Style Standard Workman s Comp Click To Display Invoice Liability Insurance Bill Code Discount EMail Addres suggestions promas com Send 1 General 2 Categories A 3 Documentation f _Undock Help Print Sereen O New Previous Next Save Close 20 Cross Reference ww ERA Click the Cross Reference function Choose wal Golden from the Ledger Find List The Cross Reference function brings together the owner s Unit Sameer and Tenant information onto a single screen In this case Golden owns two units Highlighting the unit by clicking on the unit line shows the tenants Items of Note Status Unit Active CEDAR32 327 Cedar Lane 246 0 All of the owner s units and their tenants can FAIR436 436 Fairway Drive 1 125 00 1 170 00 0 00 186 00 1 325 00 be viewed from one screen You don t have to print a report Status Tenant E ROSEMAN Rita Roseman e The fields in the ledger line reflect totals as sociated for all of the tenants Click the lt Close g
27. e can either be posted as open credits or recorded as advance payments The method used depends on when you want the payment to be credited to the owner property ledger and when you want to have the management fee charged to the ledger Items of Note e All pertinent information to let you correctly post a receipt is available e The payment is distributed by the payoff priority and then by date e Unmarking the Distribute checkbox will undo the distribution amounts to let you distribute manually e New charges being paid can be recorded prepayments can be posted e Prepayments for rent can be recorded even crossing calendar years e It s easy to add a memo or record the check number e A receipt that can be given to the tenant can be printed e You can post payments in excess of the amount owed They can be recorded as tenant Open Credits to be applied against future charges 25 e Charges being paid off that were not previously posted can be recorded using the Charge Tenant speedbutton or the New Charges tab e When you finish entering receipts for a deposit slip you can go directly to Deposit Receipts using the button in the taskbar e Batch Receipt posting for lockbox and direct debit posting is available via the AR drop down menu When finished click the lt Cancel gt button Security Deposit Receipt Click on Security Deposit Receipt Select tenant Schrader The security deposit receipt process records both the charg
28. ents recorded in the lease information section of the Tenant Profile for all previ ously uncharged periods The cursor should be in the Scheduled Thru field Press lt E gt to move the date to the last day of the month Click lt Compile gt and any rent not yet charged will be displayed Items of Note e You can review and edit skip charges e The rent amount can be changed prior to posting e This system protects you from posting the same rent twice for the same period e Rents being charged for the first time can be viewed separately Click the lt Cancel gt button Late Fees Change the Scheduled Through date to the 7th of the month and then click on the Radio But ton for Late Fees and then the lt Compile gt button to get a list of late fee candidates Click on a line item Roseman to see the details relating to each late fee candidate Note all the information available for each candidate Items of Note e You can skip anyone who shouldn t be assessed a late fee No need to post them all and then have to undo the ones you would like to have skipped e Late Notices can be printed using the Mailings function Click the lt Cancel gt button until you get out of Scheduled Receivables 24 Payments from Tenants Contributions from Owners As checks payments come in they must be recorded as received and then consolidated onto a deposit slip and put in the bank The receipt process is two steps one of recording the receipts t
29. eports Commercial Reports MAILINGS All Tasks omarmen Mailings covers corresponding with the owners Tenant Statements statements and letters corresponding with tenants Notices late notices and letters corresponding with vendors Edit Letters and preparing the end of year statement and 1099 een information Tenant Letters Vendor Letters Tax Reporting Internet Publishing 10 LINKS Dropdown only SETUP Dropdown only Account Codes Bill Payable Codes Charge Receivable Codes Account Lists Account Sections Posting Tables Categories Late Fees Management Fees Notices Recurring Transfer Profile Lists Rate Tables Owner Statements Tenant Statements Environment Options Processing Defaults Company Manage Reports Post Recurring Notes Database Settings User Settings Clicking on one of the items on the Links drop down list will connect you directly to that location on our website or other pertinent sites and give you access to often used PDF documents and the PRO MAS Central control panel that controls the owner and tenant statement portals Setup contains functions that let you customize your Chart of Accounts establish your bank ac counts customize the layout of your statements define your management fee and late fee structure and set defaults that cut down on data entry when entering owner tenant and unit profiles HELP Dropdown only Help is available throughout the applica Contents
30. ernet Publishing works please visit our website click on Sup port then on Webinars Toward the bottom are several webinars on PROMAS Central and Internet Publishing 38 ARNE UO iow rl internet Di ies _ LS Li Basic Publish Details Pra _ Generate Tenant Statements Upload Activity to Server Synchronize Listings Open Upload Folder synchronize Listings Only Generate Owner Statements we Upload Documents to Server Upload Documents Will Be Included When You Publish Owner Statement Generation Wil Be Included When You Publish Tenant Statement Generation Is Not Scheduled Upload Activity Is Not Scheduled lose of Business Sunday October 5 2014 Close of Week Monday Holiday Basic Publish Details Advanced Regenerate Owner Statements Publishing Setup Regenerate Tenant Statements Owner Settings Tenant Settings Email Settings Upload Documents Will Be Included When You Publish Owner Statement Generation Wil Be Incuded When You Publish Tenant Statement Generation Is Not Scheduled Upload Activity Is Not Scheduled lose of Business Sunday October 5 2014 Close of Week Monday Holiday 39 Summary There is much more to PROMAS The Professional Landlord than we had time to show you in this Getting Acquainted session We encourage you to experiment with the other functions and explore in more detail the ones we covered You can t hurt a
31. hat security deposits are being held or when leases are due to expire Personalized notes can be appended and general comments can be made part of all statements Every statement is formatted to look profes sional Internet Publishing A partnership with HeroPM allows publishing owner statements docu ments and activity via PROMAS Central to the internet and allows owners to view their property transactions through a secure internet connection Printed and published statements have the same format Letters such as Delinquent Notices Lease Renewals can be predefined and include the ability to insert profile specific information balance due lease expiration date unit address salutations etc into the letter body Letters can also be used to create a merge file for a mail merge with Mi crosoft Word or Open Office or LandlordSource Click on Mailings from the Main Navigation Menu Click on Owner Statements Change the statement dates to the first day of last month through today Click lt Preview gt Click the lt Close gt button 36 Sample Multi unit STATEMENT owner Statement March 1 2014 to March 31 2014 Net Balance Change 65 00 1 830 00 1 765 00 03 06 2014 Rent 690 00 436 slisnimn ine Drive 03 02 2014 Rent 1 140 00 03 16 2014 Glass Screens by check 1747 to Victor Garci Window broken by falling tree limb Net for 436 Fairway Drive 179 51 1 140 00 960 49 Net Balance Change 65 00 1 830
32. he bank statement arrives This is one of the more important functions when e e e o fi Bank CHECKING Bank Account Checking 2 Opening Balance 10 286 04 it comes to maintaining good Mancla Closing Balance LJ Disable Clearing When Row Clicked Amount Cleared 853 77 records Closing Date Mark All Mark Range Start Over Cleared Balance 11139 81 This may look complicated but it 1S re Extra Days e Edit Highlighted Entry Closing Balance __ 11 139 81 ate ec moun DIFFERENCE 7 000 ee Jo oes a you are interested in knowing more about name pes O S other saan reconciling right now click the lt Help gt emme __ erent k 8 00000 Subrecions M button in the lower left Aenea A Ceea Deposits 95 186 00 Items of Note Additions 5 185 00 e Marking a range lets you mark as Uncteared 7867879 Awaiting Deposit 000 cleared a whole batch of check curertGalarco EE numbers You can then unmark those that aren t on the bank state ment This really speeds up the reconciliation process Front Ropon cote cons You can cancel at any time and all your work will be saved so you can continue on from where you stopped at a later date e Working with deposits only or checks only can be done using the tabs e Printing the reconciliation report prior to posting gives you a record that you have success fully reco
33. he management group or owner Note Terminology used by property managers in different parts of the country may not be the same Ac countants and office personnel may not use the same words The key to a good system is to make it under standable and useable for all parties We think we have accomplished that If in fact we did you will find that out by reviewing The Professional Landlord Logon to a PROMAS Database This manual in conjunction with a current Rental Demonstration database can provide an insight into the basic workings of the The Professional Landlord program for someone interested in pur chasing and is also useful as an initial orientation for a new employee When the program was installed the Rental Demonstration database containing sample records was installed Follow the instructions below to get to the Logon screen Logon Windows 7 or Windows 8 To launch the application either click the shortcut icon put on the desktop by the installation program or click the Start Button Select Programs then select The Professional Landlord and click on The Professional Landlord For Windows 7 8 and Vista right click on the icon and select Run as Administrator Logon Screen The Demonstration Software is shipped with three databases e System Security is used to register when you are ready to purchase The Professional Land lord and to set up security after purchase Access to System Security requires a password The
34. ice Date 5 8 2012 a Invoice VG206 O Hold J Separate Check O Copy Information Payee GARCIA Victor Garcia Vendor p Code Enter 34 82 inthe Amount field some SCS Memo o SE Click lt Post gt to record the invoice Discount s Priory Items of Note invoice 2 Payee Address amp Comments e If you try to enter a duplicate invoice MAIN212 212 Main Steet Uni e PAINT Paintin number you get a warning You can m cancel and change the Invoice or you can choose OK to ignore the warning e After entering an invoice you can view it in Invoice History Invoices are paid Undiscounted Total 834 82 Total Discount Discounted Total 834 82 in the Scheduled Payables function New Post cancet 21 Invoice History Click on Invoice History Highlighting an invoice from the list displays the line items associ ated with that invoice 932A AA Victor Garcia Vendor 89 90 53221 Randy s Roofing vendor 37 45 Items of Note 73277606A Callaghans Exterminators Vendor 75 00 b RR593321 Randy s Roofing vendor 379 6 replace shingles ave z The lt Filter gt will let you re C2347 Victor Garcia Vendor 37 60 Replace filter view invoices by vendor by dollar amount by invoice number and Poa po Amount Memo aoe b we203 Willow Brooke Unit Pest Control wez2o2 Willow Brooke Unit Pest Control more WB201 Willow Brooke 201 Pest Control WW e The tabs break out the u
35. indow you can edit _Yoid Ns reverse and void transactions that ise are displayed 22 Current Click the Charges tab Unit CEDAR32 327 Cedar Lane Tenant ROSEMAN Rita Roseman 30 Days 680 00 This displays the entire tenant ledger z TA y SS s1405 Baiance S140500 Unpaid Charges 719140809 of charges from day one jan is Deposits 690 00 Advance Payments Not Yet Due Open Credits TT Total Item of Note e You can filter weed out all transac Pese4_ Descrpion Amount Due Date Paid __ Remaining Memo Enapie Fiter R 12 1 2011 Rent 690 00 12 1 2011 690 00 l tions that don t match the selection 1272m a suhan sew ome ent l l criteria and edit any transaction Late Fee 25 00 1 8 2012 25 00 om e Rent 690 00 2 1 2012 690 00 Dispute even ones you put in months ago Rent 690 00 3 1 2012 690 00 Late Fee 25 00 3 7 2012 25 00 Reverse Rent 690 00 4 1 2012 690 00 vee NSF Late Fee 25 00 4 7 2012 25 00 E Click the Filter button Using the filter TTI E oro ecos you can select almost any subset of the 1 Unpaid Charges 4 2 Charges 3 Receipts 44 Advance Payments 45 Deposits 46 Open Credits charge history E E SSS Click the Save button e ni edar Lane Curren Click the Receipts page tab to see a payment Sar Loea a tk history for the tenant 60 Days J y Balance 1405
36. initial password is provided by Customer Support when you register the software e Rental Demonstration is a database used in conjunction with this Getting Acquainted manual to familiarize you with functions and features You can use this database to explore many of the The Professional Landlord modules e Practice Demonstration is a database you can FAL pSeeionay anaoa oe Wino p i s use to enter your own data It is limited to 10 units 7 E before registering The data you enter here can become your active database when you purchase the program The Professional To get to the Taskbar Main Menu from the Logon screen on the right PROMAS 1 Choose the Rental Demonstration Database from Unlimited License for Networks the dropdown list CARPROMAS 2 Do not enter a User Name or Password Database EAA 3 Click on the lt OK gt button User Name sid 4 The Main Menu Speedbar will display at the top Password of the screen Yersion 12 Cancel Release 2014 5 Build 12 MAIN MENu TASKBAR Verify that you are in the Rental Demonstration database by looking at the top line on the Main Menu This one has sample data whereas the Practice Demonstration is empty MAINMENU File Profiles AP AR GL Maintenance Reports Mailings Links Setup Help Profile Search sem e _ The Professional Landlord GL Maintenance Reports Mailings Close Application The Main Menu lets you select the desired Tas
37. it has been some time since you installed the demo you may want to download the most recent release of The Professional Landlord from our web page http www promas com Click Request Demo fill in the form Submit then download and install file LL12 exe and LL12 Demo exe UPDATES If you are a current user do not download the demo but use your password to go to the update page and download the update INSTALLATION Equipment Requirements This software requires Windows 7 or Windows 8 operating system Any computer built within the last 8 years that meets the operating system requirements is sufficient to run PROMAS The PROMAS Landlord Software Center 311D Maple Avenue West Vienna VA 22180 Sales 888 591 5179 Support 800 397 1499 Fax 703 255 9172 email Sales promas com Homepage www promas com 2 CONTENTS MJVEIVICW EAE E A 5 LOZO orenean AEE EEEE EEEN 6 Main Menu Taskbar ccvccseccwassctsnasesasesssessesnasseesanes 7 Taskbar Menu Functions sccccccescscccccccccccceccecs 8 Navigating soseeooosseseesssssesosossesscessesssssosssosooeo 12 POMES a E EE 14 T E T E 15 PrOD eener EEEIEE EEEREN 17 Management Group sssoooossssecssssessssossseseseeee 18 TEN e a E E E ES 19 Cross Reference esssoessssoesssosossssssssssssssooo 21 NOLES rE E E E 21 AR Receivables cceccccscecccsccccccccccccccccccccceecs 22 Scheduled Receivables ceccsccccsccccccccccccscees 24 REGCID
38. k from the Taskbar While in a specific Task there is an All Tasks button that takes you back to the All Tasks Menu and a list of the Functions available in that Task Selecting a Function displays that functions s Tasks ms 20d a list of related functions Tabs indicating open func t Internet a cal 5 ke Navea M low Internet Publishing tions display above the Navigation Menu allowing move ATHE HT E ment between open functions I Profile Search Profile Search NTN NTH bad Profiles AP All Tasks Profile Search Management Group Owner AR GL Maintenance Mailings Property Unit Tenant Cross Reference Main Navigation Menu with list of All Tasks Profile Navigation Menu and list of Functions Vendor Manager Building Unit Type NAVIGATION MENUS PROFILES mmmn Search Profiles consist of the base information about the m management group the owners and properties a their units and tenants and vendors Information NTN entered in the profiles is used to dictate how each ledger is handled All Tasks profile Search Management Group fowner With the Profile Search you can type Property i in any piece of information you have Unit and it will search the profiles for any Tenant matches mes Reference Manager en Unit Type AP ACCOUNTS PAYABLE AR ACCOUNTS RECEIVABLE ineoice History AP lets you enter invoices from vendors and w
39. last name or part of it while the Name Long Description is the full name for example GOLDEN for ID and Harrison S Golden for Name The unit ID s are usually 4 or 5 characters of the street name followed by the street number or the property name followed by a unit number The Name is the full street address or building and apartment number For example Fair436 for ID and 436 Fairway Drive for the Name Note You can construct the ID and Name as you please The ID is the sort sequence and pri mary selection criteria of the records in the profile while the Name is what is printed on reports You can make these whatever you want numbers names abbreviations codes If you change your mind you can change the Record ID or Long Description whenever you want Note The profile setup for single family units including an owner of more than one single family unit is generally owner unit tenant For apartments and other multi unit buildings and units with multiple owners it is owner property unit tenant 14 nn H 4 Click the Owner function al Choose Golden from the Find 7 Name amp Permanent Addr Informal Salutation List and click the lt Edit gt or lt Se rarrison s Golden Harrison S Golden 502 555 3400 502 555 6543 Formal Salutatio 502 555 6657 Mr And Mrs Golden 502 555 2659 home lect gt button H akna tane The Address screen tab 1 is displayed This page tab is in the Mail Addre Z Nam lower
40. ling customer support at 800 397 1499 to register You can enter up to ten units in the Practice database prior to registering Setup Entering profiles and tables in Setup that dictate default entries and processing rules for the system Enter profile data putting the information in about your owners propeties units and tenants Initialize accounts establishing starting balances for owners tenants and bank accounts While entering data you can get context sensitive help on any field by pressing the lt F1 gt key If you try to save a profile without filling in a required field a warning screen will display with the message Value must be entered When you click on the OK button the cursor will be in the field that needs an entry Note If you run into any problems during the startup phase of using PROMAS The Pro fessional Landlord call the customer support help desk at 800 397 1499 4l
41. nant can be handled as you want A grace period fixed percentage per day or combination fee based on any combination of rent and other charges determines the candidates Candidate data includes balance due balance late days late times late last date charged last amount charged and basis for the candidate charge You can edit the amount or skip prior to posting The suggested notice letter one of four for each candidate is based on the number of days late Letter content is customizable per tenant Management Company Fee Recordkeeping Fees that are due to the Management Company are recorded in the Management Group ledger These include management fees on rent leasing fees late fees NSF check fees application fees all fees that are charged to the owner or received directly from the tenant Detailed or summary statements can be printed for any time period Checks can be written for undisbursed fees at your discretion You have the same control over this important area as you do with owner accounts OVERVIEW AND DEFINITIONS Using PROMAS The Professional Landlord involves setting up the accounting and process ing parameters found in the Setup functions and then entering the information about your owners properties units tenants and vendors in the Profile functions With this base of information in place you will charge the tenants rent When the tenants make payments check direct debit on line you will record them As you recei
42. nciled that bank statement Click the Checks page tab to view the uncleared checks in check number sequence Click lt Cancel gt to exit Adjust Bank Account Click on Adjust Bank Account Items of Note e This function is used to record interest earned and record bank service charges e It can also be used to record owner and property opening balances Click lt Cancel gt to exit Journal Voucher Journal Transfer These are used when transactions need to be posted that don t have any other way of being re corded Journal vouchers are for transactions that affect one ledger while journal transfers are when more than one ledger is affected 33 MAINTENANCE Work Order History Click on Maintenance from the Main Navigation Menu The maintenance module consists of the Work Order function Work Order History and Asset Management functions Wo rk Orders a ae e Click on Work Order History Highlight one of the work 2 termes orders click lt Edit gt ae Insert Time and User Initials Ite ms of N ote Site MAIN212 212 Main Street vja TERE Tenant GURO Edward amp Marianne Guro v B e The work order function can track a reported problem ws mrama through the entire cycle and be turned into an invoice ee ieres E Neiem oo aa here or from the Invoicing function A work order can be printed an
43. ner with one or more single family units Tenant A tenant is a person or organization who may be responsible for paying rent for a unit A unit may have multiple tenants Each tenant has his own profile where you define rent amounts for which he is responsible Future and past tenants are kept in the database for purposes of receiving money owed refunding security deposits and retaining access to their transaction history Tenants can have on line access to statements activity making payments via a tenant portal PROMAS Central Management Group The management group is a ledger just like an owner or property In a fee based environment the management group is the recipient of all fees collected from owners and properties Checks to the company are written from the management group ledger Non fee based operations generally do not use the management group ledger Ledger A ledger is maintained for each owner each property and each management group All transactions are maintained by ledger Posting Posting is the process of recording the information you have entered plus recording all the associated transactions that the information generates For example when a tenant s check is returned for insufficient funds you would mark that payment as an NSF When you click the Post button the tenant s payment is reversed the receipt to the owner ledger is reversed a fee may be charged to the tenant a bank service fee may be charged to t
44. ng multiple owners per property and multiple tenants per unit The licensing agreement sets the limit on the number of units The full functionality of the program is available regardless of the number of units licensed The basic program is the same for everyone Increasing the unit license limit is done by placing a call to our support group who will provide codes to make the change We have made a conscious effort to minimize the use of cryptic codes and to mask the account ing details from the user Instead of debit ledger 1010 and credit ledger 4063 the user deals with a tenant payment for rent and late fees or a check to a vendor for plumbing It is equally use able both for the experienced accounting person and the accounting challenged person who wants the program to handle the debit credit details for them The program is very flexible in the design of statements letters management fees and late fee structures In most cases you will be able to define them to your exact operational needs In addi tion all of the batch postings charge rents late fees invoice checks distribution checks etc produce candidates that you can edit prior to posting thus minimizing the need to fix unneces sary postings later This guide will take you through some of the modules and functions that comprise The Professional Landlord rental software Our intent is to let you get acquainted with how the system is structured and hopefull
45. npaid in voices from all recorded invoices Click the lt Close gt button 1706 25 00 5 19 1997 4 18 PM If you want to look at Check History ory 1706 25 00 5 19 1997 4 18 PM Vendor History follow the same process as 42r Y 50 s1997 418 E LAll Invoices 2 Unpaid Invoices 3 Unpaid CreditMemos 4 AllCreditMemos E for Invoice History SS ate Scheduled Payables Click on Scheduled Payables This function covers com ene piling posting and printing invoice checks recurring checks Ae nope alee EE mortgages HOA and condo fees and distribution owner eee property checks In addition property surpluses can be Cocoon IEN distributed to the owners deficits can be collected and in a a gt lieu of printing the distribution checks an ACH file for elec la H tronic transfer of funds can be generated Recurring checks can be posted and printed directly in which case one check per payable is printed To have recurring checks consolidated you have the option to turn recurring checks into invoices so they can be posted and printed as invoice checks Invoices Click the lt Compile gt button to bring up the list of invoices waiting to be paid Items of Note Due Date Payer Payee Amount Candidates for payment are dis Puma aR SSIES SST MN on played and can be edited prior to mama men ll Cawlbeeer Vereen TT ase printing and posting preme CEDARG27
46. nth s Rent Replaces Management Fee xX Management Fee Not on Tenant Paymen Fixed Dollar Amount Other Fee Percent of Actual Rent Invoice Discounts to Owner L AP Percent of Market Rent f Owner Percentage of Late Fees GL NSF Charge NSF NSF Check Fee E F Pay to Owner J Close out of Management Fee profile You are back in the Unit Profile Items of Note e From this profile you can go directly to Tenant History Tenant Receipts Charge Tenant Notes Site History Work Orders and set up Recurring Checks e Recurring checks mortgages HOA are usually associated with the unit e The Categories tab contains information specific to this unit e On the Documentation tab you can attach pictures or documents pertinent to the unit Click the lt Save gt button 18 Tenant Profile o H p a See Click the Tenant function Upload Documents Unit Informatio 4 Choose Bruno and click the Unit FAIR 436 436 Fairway I G K Mail Correspondence to Unit lt Edit gt or lt Select gt but Responsible Tenant HE C Post to Responsible Tenant ton to bring up the Tenant sterns owe Wine Screen Click the Status box Email Address mm promas com O O Send Move to a New Unit upper right to see the differ Permanent Addres P Informal alutatio Contact bloe Vivian Joe Day 703 555 1234 d Joseph F Bruno esquire ent tenant statuses Night 703 555 7676 vc Formal Salutatio l lle a Piast F03
47. nything so try it out We hope that you have seen enough to convince you that The Professional Landlord has all the functions and features you need and that the benefits of using our software are significant This demonstration software is not copy protected nor does it expire You may install it on as many machines as you like You may give it to others to review Copying any part of this manual is OK If you have any questions please call us at 800 397 1499 Don t hesitate to give this demo to anyone else who may have an interest Other Documents Several other documents are on our website Www promas com or on the demo CD as PDF files They are also available from the website They include the following Webinars click on the Support tab on the website Credit Card Authorization Form or use the Links drop down in PROMAS Information about ordering checks or use the Links drop down in PROMAS User Manual www promas com pdf Rental Manual pdf We appreciate you taking the time to review our PROMAS The Professional Landlord prod uct If there is anything you need that you didn t find please call us PROMAS in the Cloud PROMAS can be licensed and run on premises on a stand alone computer an in house network or in the cloud using our provider and a remote desktop connection It can also be leased and run in the cloud using a remote desktop connection 40 Available Platforms Licensed and run on premises or
48. o na i Bank CHECKING Bank Account Checking Total Deposit ___ 3580 00 provides a second level of verification that O orrerence the amounts received were recorded in Memo ka tetver the correct amount If they were not your ee Void and Replace Highlighted Receipt deposit slip amount won t match the actual __ EditHighlighted Receipt O Disable Marking When Row Clicked amount When errors are discovered it 1S Dae Description Amount Mark easy to fix them after as well as prior to posting the deposit slip amount Items of Note e The lt Print gt button will prepare a deposit slip that can eliminate C SotByDate Sorby Amount 4 Marked manual entry of receipt information e on a deposit slip e Posting errors wrong tenant wrong amount wrong charge code can be corrected from this function Click the lt Cancel gt button to exit Deposit Receipts 32 Reconcile Bank Account Click on Reconcile Bank Account and choose the Checking bank account All uncleared transactions deposits checks for that bank account through the closing date are displayed The process of reconciling to a bank statement involves clearing marking each item that appears on the bank statement The summary boxes on the right track the progress while the page tabs on the bottom let you focus on subsets of the uncleared transactions Each bank account should be reconciled soon after t
49. o pay off charges and the second of designating the receipts which constitute a deposit slip transac tion Payments from tenants are recorded in Tenant Receipt and Security Deposit Receipts All other receipts are recorded in Ledger Receipt Tenant Receipt Click on Tenant Receipt and select Roseman from the Find List flashlight or down arrow The Payment amount defaults to the amount owed To post you would click lt New gt MELE or lt Post gt This will result ina Date 3 42006 zy Receipt LJ Currency number of transactions being posted Unit These include recordin ty ment ae pallial he tonant ledger crediting the 1 T Stowe in the tenant ledger crediting the DERE Gane Curent Charges Paid payments for the owner ledger charg E eee pa Gece DiscountsGiven ing the owner for any management Mens NewChawgesPsid Final Open Credits O fees due crediting the management Comment fee amount to the management group pis aha O aT an E more than posting the rent payment ffas Je amom O se When finished recording the applica tion will present you with a cleared screen ready to start the next receipt if you clicked the lt New gt button or ETE TNS will exit Tenant Receipt and return to w amp E ii ah rin ance the previous function if you clicked the z gt gt 7 t fy t a Se ec lt Post gt button Payments for rent received in advanc
50. of line items being paid Items of Note e You can write a single check for any purpose including recording a handwritten check z Checks can be posted and held for Posting Date K Hand Written printing later or printed immediately c Payee RR Randy s Roofing Vendor 2 a ake POsIEe cr e MICR checkwriting using blank OnTime od u Memo o S O Decoute check stock is a standard feature e i ey 1 Invoice 2 Payee Address amp Comments j Checks can be printed against mul tiple bank accounts in a single run OAK2118 2118 Oak Street Uni S ROOF Roof Gutters Chimney Click the lt Cancel gt button to exit a this function Yv Refund Check Undiscounted Total 146 00 Total Discount m y Discounted Total 146 00 Click on Refund Check New Post Cancel Items of Note e Tenant refund checks are part of the Tenant Move Out function as well as being a separate Refund Check function e The recipient information for the refund can be changed prior to posting and printing Click the lt Cancel gt button to exit this function 29 Transfer Check Click on Transfer Check This function posts a check to one bank account and records a corresponding receipt for a second bank account The primary use is to record the transfer of security deposit receipts and refunds to the appropriate bank account It is only used if you will be writing a check Otherwise use bank to bank transfer
51. oo There are a number of work order reports that can be printed based on work order status Click on the Work Order reports button Click the drop down for report name to see the variety of available reports 34 REPORTS All Tasks Management Reports Owner Reports Unit Reports Tenant Reports l Vendor Reports Miscellaneous Reports Ledger Reports Bank Reports Profile Reports Budget Reports Commercial Reports Reports There are a number of reports that can be printed while you are in a processing function For example in Scheduled Receivables you can print a list of rent charges late fees management fees in Payables you can print reports prior to paying invoices recurring and distribution checks in General Ledger you can print the deposit slip list prior to posting and print bank reconciliation reports The Reports module breaks down reports by Owner Property Tenant Unit Vendor Manage ment Group General Ledger Bank Event Reminder and Miscellaneous Many reports offer mul tiple sort sequences and the ability to restrict limit to a subset of the database Click on Reports from the Main Navigation Menu After selecting the function and the report name you have the ability to set parameters to produce the report content you want Click on Tenant Reports Select the Tenant Balances report Click on Run Highlighted Re port Click lt Preview gt From the
52. ooking at the most recent Lawn Service 45 00 FAIR436 436 Fairway Drive FAIR436 s Electric Bill 63 12 CEDAR32 327 Cedar Lane CEDAR _ Show Set transactions posted for all of them PEmEcee aa E e o A Show AIl Choose unit 327 Cedar and mark m 1 Revenue amp Expenses 2 All Accounts the checkbox to Show Only Trans actions for this Unit Unmark the checkbox to display all of the owner s transactions e Choosing the management group instead of an owner will display all fees collected and checks written for that management group The summary reflects the amount of management group money that has not been transferred to the parent company Click the lt Close gt button to exit General Ledger History 31 Bank Account History Click on Bank Account History Select Checking Bank Account Checking from the Find List of bank accounts to display all of the deposits to and withdrawals from the Bank Account The summary boxes upper right show the Last bank statement Balance the Current Balance the amount received awaiting deposit and the Available Balance the sum of current balance and awaiting deposit In addition to All Transactions you Bank CHECKING Bank Account Checking Last Statement can view specific subsets e g Checks ae e wating Deposit Deposits Uncleared using the tabs at the P oe toe bottom of the screen eee eyton T Gray 2 8 2012 1731 Randy s Roofing 379 87 2 29 2012 Filter 1 I so 3219
53. rite checks to cover expenses Invoice check and vendor transaction histo ries provide the details on how the owner s funds are used vendor History All Tasks GL GENERAL LEDGER i Wi Wi MAINTENANCE All Tasks AR covers charging tenants for rents late fees and other items reimbursable to the owner property or the management group and recording payments received Tenant and receipt transaction history information is readily accessible GL provides for reviewing bank transactions recording journal vouchers and bank statement reconciliation Transaction histories for the man agement group owners and properties and the bank accounts are maintained Maintenance lets you create track print and report on work orders and accountable assets A work or der history is maintained which is accessible from the owner property and unit profiles This is an optional module REPORTS In addition to many standard reports the report writer All Tasks lets you modify existing report and design build Management Reports save custom reports Reports including the standard Owner Reports financials Balance Sheet Trial Balance Revenue and es Expenses etc tenant delinquencies aged receiv ables expected fees rental analysis and tickler reports are but a few of reports already available Tenant Reports Vendor Reports Miscellaneous Reports Ledger Reports Bank Reports Profile Reports Budget R
54. t button Notes The Notes feature gives you some functionality that you won t find in other rental packages Notes gives you more than just a freeform comment you can assign a schedule to the note have it included on the owner s statement make it generate a reminder at a future time Notes can be associated with Owners Properties Tenants Units Managers and Vendors Click the Owner function Choose Golden from the Find List and click lt Edit gt Click the Notes speed button in the lower left of the screen The active Notes are displayed Highlight ing the one you are interested in displays the entire note information in the bottom portion of the screen Click the lt Edit gt button Items of Note e A note can generate a reminder e A note can be appended to a statement to the management notes or owner notes e A note can be pasted to an email e The date time and user initials can be inserted in the note e Recurring notes can have a schedule to remind you to do things Click the lt Save gt button Click the lt Close gt button Click the lt Save gt button Event Reminders Click the Event Reminders function Event Reminders are an offshoot of Notes and Catego ries This function finds the Notes with Next Scheduled dates around today and shows what you wanted to be reminded about The Event Reminders screen can be set to display each time you logon Click one of the line items to view the entire note contents
55. t owner Golden by typing G and pressing lt Enter gt or by using the Find List A list of all transactions for each owner unit property and management group can be displayed filtered edited and voided from this function In addition to the revenue and expense transactions you can view their corresponding offset transactions by choosing the All Accounts page tab A summary of the ledger Available Cash Deposits Escrow Payables Receivables Assets Liabilities and Capital is displayed in the top portion of the screen while the detailed transactions display in the bottom portion Ledger GOLDEN Harison S Golden Owne sa ety conte Items of Note Unit fF O O Show Only Transactions for This Unit e If you choose an owner and the Available M Payabies I scot Se casn i as eceivables iabilities Accrual owner owns more than one unit Cosh RED coe ME circe MM Cees 7 Escrow 2 115 00 Deposits 2015 00 Capital e you see all his units transactions plus those posted to his ledger that Cash Distribution 116 10 goLpen H Erekle Fiter e e Furnace 980 00 CEDAR327 327 Cedar Lane CEDAR Filter are not unit specific Cash Contribution 1 000 00 CEDAR327 32 Cedar Lane Edit Rent 1 140 00 FAIRA36 436 Fairway Drive BRUNO al Golden owns more than one unit Management Fee 99 75 FAIR436 436 Fairway Drive BRUNO Void Mortgage Payment 793 46 FAIRA36 436 Fairway Drive FAIR436 You are l
56. ve invoices you will enter the information so they can be paid You will write checks for what you owe You will record all the financial transactions that take place so the financial and management reports can be produced as needed To assist in managing The Professional Landlord lets you prepare statements that can be available via an on line owner portal financial reports and letters to go to owners and tenants keeps track of ledger balances for owners and properties and maintains the specifics of what the tenant has paid and still owes records information about your vendors and the work they have per formed prints numerous reports that keep track of what was done and helps in the decision mak ing process The Professional Landlord is the information center for managing your rental units DEFINITIONS Unit The unit is the rentable entity that you are managing A unit can be a house condo apartment unit office self storage unit parking place etc A unit is linked to either an owner ledger or a property ledger Owner An owner is a person or entity who owns a share in one or more units Owners can have on line acctss to statements document and activity via an on line portal PROMAS Central Property The property profile serves a dual purpose It allows for more than one owner to share ownership of a unit and allows multi unit properties with like ownership to be separated financially The property level is optional for an ow
57. y convince you that this is the package you should choose for man aging rental units whether for your clients or for yourself What you have downloaded or we have sent you on CD is a current release The maintenance module which is optional is enabled The commercial module which is optional is not enabled if you want to have it enabled call our support number 800 397 1499 Contact us if you would like an on line demo The last page of this manual has instructions on how to register how to get started using the Practice Demonstration database to begin entering your data and how to contact us if you have questions 1 5 2012 To Purchase PROMAS Professional Landlord All it takes is a phone call to 800 397 1499 or 703 255 1400 The demo is the real program When you are ready to purchase all you have to do is call us and register to license the program SUPPORT When you purchase The Professional Landlord license it entitles you to a 6 month subscription agreement free telephone support and any upgrades that we release during that time period After the initial agreement annual subscription agreements are available for a reasonable fee which includes all upgrades released while the support agreement is in effect and toll free telephone support Subscription is included for users who lease and run in the Cloud WARRRANTY The Professional Landlord license comes with a 60 day money back guarantee UPDATING DEMO If
Download Pdf Manuals
Related Search