Magnum One

home *** CD-ROM | disk | FTP | other *** search

/ Magnum One / Magnum One (Mid-American Digital) (Disc Manufacturing).iso / d10 / pm23_3.arc / MANUAL.DOC < prev next >

Wrap

Text File | 1989-04-29 | 57.7 KB | 1,193 lines

PropMan Residential Property Management Software REFERENCE MANUAL for Shareware Property Management System PropMan REFERENCE MANUAL (C) Copyright 1986,1988 by G. Curtis Feger and Jeffrey G. Gobel PropMan Software (C) Copyright 1986,1988 by G. Curtis Feger and Jeffrey G. Gobel 309 S. Ynez Ave. Monterey Park, CA 91754-3203 (818) 570-1071 Copyright PropMan software is copyrighted. This REFERENCE MANUAL is copyrighted. Illegal copying of either is a violation of both criminal and civil law. Shareware and Copy Protection The shareware copies of PropMan software are clearly marked as shareware in their startup messages. Only copies so marked may be given to others. The shareware copies of the reference manual are clearly marked on their title pages. Only copies so marked may be given to others. PropMan software is not "copy protected". We do not copy protect our software for the simple reason that such schemes give only minor protection against illegal copying but cause major inconvience to legitimate users. The following is an excerpt from our bound reference manual. An * denotes those sections or partial sections which are included here. Table of Contents SECTION Page * 1 Read Me First . . . . . . . . . 1 - 1 * 2 Using PropMan. . . . . . . . . . 2 - 1 * 3 General Information . . . . . . 3 - 1 4 Menus and Screens . . . . . . . 4 - 1 Main Menu . . . . . . . . . . . 4 - 2 * Daily Operations . . . . . . . . 4 - 4 Month End Operations . . . . . . 4 -22 On Demand Operations . . . . . . 4 -31 System Maintenence . . . . . . . 4 -36 Reference Listings . . . . . . . 4 -55 Archive Review . . . . . . . . . 4 -60 New System Setup . . . . . . . . 4 -63 5 Errors . . . . . . . . . . . . . 5 - 1 APPENDICIES A Installing PropMan . . . . . . . A - 1 B Archiving and Backups . . . . . . B - 1 C Menus and Screens . . . . . . . . C - 1 D Freeform Letters and Notices . . D - 1 E On Screen Calculator . . . . . . E - 1 F Error Messages . . . . . . . . . F - 1 G License Agreement . . . . . . . . G - 1 Ver 2.0 (C) 1988 G. Curtis Feger/Jeffrey G. Gobel READ ME FIRST The PropMan residential property management software was designed specifically for property owners and managers. It provides these people with an accounting system to handle financial transactions in a consistent manner for all properties under their control. Yet it keeps the information separate for each property for individual reporting and income and expense analysis. PropMan has its reference manual and instructions built in. Anytime PropMan is in use, one or two keystrokes will bring the reference manual to the screen. In an afternoon you can begin using PropMan. THIS BOOK The section "Using PropMan" explains starting and stopping PropMan. It also explains the built-in reference manual and how the Menus and Function Keys are used to control PropMan's actions. It will show a new user how to begin operating the PropMan system. The "General Information" section covers the accounting and record keeping done by PropMan. This will introduce you to the terms and concepts involved and also explain the over-all organization of PropMan. "Menus and Screens" is the detailed description of each field on each display. The section "Errors" describes the types of error indications used by PropMan. The APPENDICES contain information that some persons may find helpful. Appendix A - Installing PropMan explains how to install the system in your computer. Appendix B - Archiving and Backups discusses what these operations are, why and how often they should be done. Appendix C - Menu and Screen Displays contains copies of the various displays used by PropMan. Appendix D - Freeform Letters and Notices explains how to write custom notices or mass mailings. Appendix E - On Screen Calculator explains the operation of the built in calculator. Appendix F - Error Messages is an alphabetical list of the error messages. Appendix G - License Agreement is a copy of the agreement under which you use PropMan. USING PropMan This section is an introduction to the actual operation of the PropMan system. Its purpose is to get a new user started quickly. It will show you how to start and stop the system, how to ask PropMan for help and how to read the displays. If possible follow along on the computer as you read this section. Figures referred to in this section are in appendix C. For more information on the displays or operations see section 4. Or, if you are running the PropMan program, use the Help function, covered below in this section, to call up reference material on how to use the system. PropMan uses Menus and Function Keys to control its operation. Menus are simply lists of operations or categories of operations that can be performed. The user selects from the list. Function Keys are used to request certain features and to call up various data displays. STARTING PropMan The computer must always be set with the current date and time when running PropMan. If these are incorrect, PropMan can make serious miscalculations. From the main or root directory, type in the command PROPMAN (note: all one word) and press the Enter or Carriage Return key. The PropMan system will load and then display the Main Menu. STOPPING PropMan PropMan uses a single key for all exits or ends. The Escape key (Esc) exits whatever operation is being performed at the time. An Escape from a data entry screen redisplays the menu that the screen was selected from. Escape during a Help display removes that display. An Escape from a menu causes a redisplay of the next higher menu, until, at the Main Menu, Escape will cause the PropMan system to stop running and return control to DOS. Escape is not a break or a reset. It is the normal exit for all operations. It will NOT stop in the middle of interconnected operations. NEVER SHUT THE POWER OFF WHILE PropMan IS RUNNING. First, use the Escape to exit completely from PropMan, then shut down the computer. If power is lost while PropMan is running, it may cause no problem; it may cause some minor data loss; or it may cause serious errors in the recordkeeping. There is no way to tell until the system is restarted and the data examined in minute detail. If a power failure occurs while PropMan is running the wisest action, by far, is to restore the system from the most recent backup and re-enter the lost data. This is an important reason for making regular system backups (see Appendix - B). HELP - F1 Figure C-2 (Appendix C) shows the Help displays. The HELP function is a reference manual that is available at all times. For HELP press the F1, or Function 1, key. Anywhere in the system, help may be requested and the reference material for those operations will be displayed. Even novices can use any of PropMan's features very easily by selecting the desired features and then accessing these built in instructions. When F1 is first pressed a graphic display of the function keys is shown on the screen. (Only F1 is discussed here, the function key display and the remainder of the function keys are covered later in this section under "FUNCTION KEYS"). The key display will vary but the key F1 is always labeled MORE. For MORE help press F1 a second time. The key display is removed and a window appears on the screen. PropMan will begin to display detailed information about the current cursor position. On menus, an explanation is given of what will happen if the action at the cursor location is selected. On data entry or display screens, detailed information is given about the data at the cursor location. HELP will also explain how this data relates to other data on the screen or to data on other screens. Often there is more than a single window-full of information. In this case, the word "MORE" is shown as the last word on the last line in the window. Press F1 to see the next window-full of material. This can be continued until all windows have been seen, or can be stopped. Use the Escape key to exit the Help operation at anytime. When an operation is to be performed, Help can be requested on the various menus to locate the correct section of PropMan. Help can then be requested from the data screen itself to lead the operator through the process. Anytime there is any question about where you are, what is needed or how to do some operation, first press F1. SCREEN DISPLAYS Figure C-1 (Appendix C) shows the general screen format. Always shown at the top of the screen are the system owners name, the current processing month or archive review month the current date and time. Most of PropMan's operations are performed on a single building at a time. During these operations, the building number and name also are in the heading. The middle portion of the screen contains the menu or data entry display for whichever PropMan activity is in progress. At the bottom of each screen are two message lines. The last line is a data entry prompt. It specifies the type of input allowed at the current cursor position. The line above these prompts is for error messages. When an entry is rejected PropMan will tell you why. Error messages are removed when the next key is pressed. See section 5, Errors and Appendix F, Error Messages. MENUS PropMan has small and relatively few menus. This is because PropMan performs so many actions automatically, based on data entered by the user. These automatic actions do not need to be specifically requested from a menu. Each of the selections from the Main Menu leads to another menu. The selections from these second level menus lead to the screens used to enter data and control operations. Notice that the data entry prompt at the bottom of the menu screen tells how to select an item from the menu. Move the cursor by using the up and down arrows or by keying the first letter of the desired item. Then press the Enter or Carriage Return key. The next menu or a data display will appear. For more information about any of the menu selections, move the cursor to that selection and call up HELP by pressing the F1 key. DATA ENTRY SCREENS / CONTROL SCREENS After the desired action has been selected from the menus, you can begin reviewing or entering data, or start the desired operation. It is these screens that do the work of PropMan. Examples: 1) To work on payables, select "Daily operations" from the Main menu (C-3); select "Invoices" from the Daily menu (C-4). The Invoice data entry screen (C-5) is displayed. You may now review, add or change invoices. 2) to close out the accounts at month end, Select "Month end operations" from the Main menu (C-3); select "Close out accounts" from the Month end menu (C-13). The Month end close screen (C-17) is displayed. You may now initiate the month end close operation. COLOR USAGE PropMan does not require a color display but is designed to take full advantage of color if it is available on your system. For a complete description of the color coding scheme and color selection, see the System Parameters screen in section 4; or select "System maintenance" from the Main menu, select "System parameters" from the System maintenance menu, then ask for HELP (use F1) on the Colorset and Color items. See figure C-38. Color coding is used to show different categories of information in different colors. The operator can tell at a glance what type of information is being displayed. For example, colorset number 3 uses the full range of color coding available. The examples here refer to figure C-5, an Invoice screen. When using this colorset the screen and menu titles are in bold colors to set them off from the data. The labels identifying the data are in white (ie. "Invoice Number:", "Distribution Amount") and the data itself is in black (ie. "6", "500.00"). In addition, there are two kinds of data being displayed. Data that can be directly entered or changed from the current screen is black on a white background (ie. invoice amount, distribution account number). There is also data that is calculated by PropMan for display only. This is black on a green background (ie. vendor name, on hold date). The cursor will not move to every position on the screen. It moves only to those items that may be entered or changed. Data for display only is inaccessible. This may be historical data or data calculated by PropMan. Data that is accessible at one time may not be accessible at another. On the Invoice screen most of the data on the screen can be accessed anytime until the invoice is paid. After payment no changes may be made at all. This distinction between accessible data and display only data is one use of the color coding. When using colorset number 3 mentioned above, positions where the cursor will move are the black data on white background. The remainder of the data is black on green background. As the status of the data changes between accessible and inaccessible, the color coding will change also. ENTERING AND CHANGING DATA The same data display screens are used to enter new data and to change data previously entered. To enter new data a "NEW" or blank screen is called up. To change existing data, the data is called to the screen and the new values entered. For instructions go to the desired screen and ask for HELP (use F1). Information may be entered in any sequence. The enter (or Carriage Return), the forward and backward tab and the up, down, left and right arrow keys are used to move the cursor around the screen. As each item is entered it is edited. Any errors are rejected immediately by PropMan. If an entry impacts other data on the screen that data will be changed as necessary to stay in step. The user may make as many changes as desired on the screen. As long as the data remains on the screen no permanent changes have been made. Then, when the operation is terminated or a new display is called for, PropMan saves the final values. No special command is needed to save the data. If you enter or change data on a screen and then leave the screen, PropMan assumes that the data is to be saved and acted upon. Up until the time this save takes place the user may cancel all of the changes he has made and redisplay the original data (see "Function Keys" below). As soon as data is saved by PropMan, it is reflected in all appropriate areas of the system. No further operations or instructions are required to tell PropMan to process the information. As an example, when the receipt of a deposit is entered on the Tenant Financial screen, all of the following items will immediately have new values to reflect this deposit: the tenant's deposit balance, the building's deposit balance, the building's deposit income account, and the owners earnings. This is done for both current month and year-to-date values. FUNCTION KEYS Function keys are used to manipulate data on a screen and to move between screens that contain related data. They control actions that immediately operate on the screen or on data being displayed. The function keys give flexibility and control over the detailed actions of PropMan. PropMan recognizes two different function key layouts. The IBM XT style keyboard has keys marked F1 through F10 on the left side of the keyboard. The IBM AT style keyboard has keys marked F1 through F12 across the very top of the keyboard. The keyboard style is specified on the System parameters screen. All of the functions are available on either keyboard. The uses of the particular keys are not the same, however. The descriptions below show how to use the functions from either keyboard. Figure C-2 shows the Help display of the function key layout. The functions and keys: 10 Key 12 Key F1 - Help - F1 The HELP function is a reference manual that is available at all times. When F1 is first pressed, a graphic display of these function keys is shown on the screen. Not all of the keys are labeled every time they are shown. Only the keys that are currently active have labels. Keys F1, F2 and Esc are always active and always labeled. The labels for keys F3 through F10, are determined by the cursor position. Only active keys are shown and the labels on the keys match the screens and fields being entered. Pressing F1 a second time calls up more detailed information about the current activities (see "HELP - F1" above, in this section). When using Help remember to use the Esc key to exit from the Help function before pressing another function key. 10 Key 12 Key F2 - Calc - F2 Calls a three memory calculator onto the screen. This is available at all times and can be moved to any spot on the screen. See appendix E. 10 Key 12 Key F4 - Clear "field" - F9 F6 - Restore "field" - F10 In operation, "field" is replaced by the actual name of the field at the current cursor location. A field is any one thing of interest. The Building Number is a field. The Building Name is a field. Each line in an address is a field, as are phone numbers, tenant names, and so on. The Clear function sets the field to zeros or blanks as appropriate. The Restore function sets the field back to its most recently saved value. These keys are active only when the cursor is on a data field. 10 Key 12 Key F3 - Clear screen - F5 F5 - Restore screen - F6 A screen displays a group of fields that pertain to each other. The Clear function sets all fields on the screen to blank or zero. Remember the original values are not lost until new values are stored when you leave the screen. The Restore function discards all of the data on the screen and sets all fields back to their most recently saved values. These keys are only active on data entry screens. 10 Key 12 Key F7 - "Previous type" screen - F3 F9 - "Next type" screen - F4 In operation "Previous type" and "Next type" are replaced by the actual names of the screens. Some groups of related data are so large that they will not fit in a single display. In these cases multiple screens are used. The screen type is the name of the format or layout of the screen. For example: PropMan records three screens (three different screens-full) of information about each tenant, the Tenant Financial activity, Tenant Payment History and Tenant Personal information screens (see figures C-6,7,8). When Tenant Activity is selected from the Daily menu, the Tenant Financial activity screen is displayed. Using the Help function (press F1) displays the function keys. The Previous Type key is labeled "Prsnl scrn"; the "previous type" of screen is the Tenant Personal information screen. The Next Type key is labeled "PmtHst scrn"; the "next type" of screen is the Tenant Payment History screen. These keys are only active if there are multiple screen types. When there are, the titles of the screens include a note such as "(Tenant scrn 1 of 3)" as a reminder that the other screens are also available. 10 Key 12 Key F8 - Previous "screen" - F7 F10 - Next "screen" - F8 In operation "screen" is replaced by the actual name of the screen. These functions do not change the screen format. They allow calling the next or previous group of information with the same format. Whatever is named in the title of the screen is the group these functions operate on. Examples: 1) in the Vendor List the next or previous vendor's data will be shown; 2) on a unit screen, data about the next or previous unit will be shown. These keys are only active when such data exists. 10 Key 12 Key F8(Shift) - Previous "field" - F9(Shift) F10(Shift) - Next "field" - F10(Shift) In operation "field" is replaced by the actual name of the field at the current cursor location. When these functions are available, the "field" name used here will be the same as the "field" name used for the Clear "field" and Restore "field" functions. On some screens there are fields whose values have an inherent sequence of their own, independent of the other data on the screen. The Next and Previous "field" functions allow these fields to be stepped through their values. Examples of these fields: 1) the Account Corrections are in order by correction number but on that screen Acct can be stepped through in sequence (... 1430, 1440, 1450, ... ) for any correction (see figure C-25); 2) Invoices are in order by invoice number but on that screen Vendor can be stepped through in vendor number sequence 1, 2, 3, ... for any invoice (see figure C-5); 3) data for tenants is kept in order by unit but on the Tenant Financial screen the Tenant Name can be stepped to see previous tenants in the same unit (see figure C-6). These keys are only active if the cursor is on a field that has such stepping. Whenever these functions are available the Input Message includes the note "(Prev/ Next)" to remind you. For the 10 function key keyboard: * Always available: Esc - Escape F1 - Help F2 - Calculator * Available during data entry: F4 - Clear "field" F6 - Restore "field" F3 - Clear screen F5 - Restore screen F8 (shift) - Previous "field" (some fields) F10 (shift) - Next "field" (some fields) * Available when multiple displays exist: F7 - "previous type" screen F9 - "next type" screen F8 - Previous "screen" F10 - Next "screen" For the 12 function key keyboard: * Always available: Esc - Escape F1 - Help F2 - Calculator * Available during data entry: F9 - Clear "field" F10 - Restore "field" F5 - Clear screen F6 - Restore screen F9 (shift) - Previous "field" (some fields) F10 (shift) - Next "field" (some fields) * Available when multiple displays exist: F3 - "previous type" screen F4 - "next type" screen F7 - Previous "screen" F8 - Next "screen" General Information This section describes the record keeping and accounting done by PropMan. Its purpose is to explain PropMan as a rental management system without getting overly involved in the details of the computerization or computer operation aspects. PropMan keeps information at several levels. Some is universal, used for all buildings, tenants, etc. in the system. Other information is building specific. And other information is recorded on a per unit or per tenant basis. UNIVERSAL DATA The PropMan Registered Property Management System is designed for use by persons who own and manage a few properties. Each building is a completely separate accounting or financial entity. Buildings have unique numbers between 100 and 999. The system will handle up to 50 units. That may be one 50 unit building or 50 one unit buildings or any combination inbetween. In PropMan a vendor is anyone to whom invoices are charged. There is a single vendor file used by all buildings. The file can have 9999 vendors. You may use different vendors for each building if desired, but they will all be kept in one file. PropMan assigns vendor numbers in sequence. PropMan has a common chart of accounts to define the names and numbers of the accounts. Each building has separate financial information but uses the same categories to organize it. In the Chart of Accounts accounts are numbered from 1200 to 2850 by 10's. The even hundreds are summary accounts and their names cannot be changed. The remainder are detail accounts. Most detail account names can be changed at will. All accounting charges are made to the detail accounts. Summary accounts cannot be charged directly. Their value is always the total of all of their detail accounts. PropMan operates by account number so charges to an account (1580 or 1310 or etc.) remain charges to that account independent of any name it might be given. Each building has seperate accounting data. The detail accounts with fixed names have fixed uses. PropMan must have these accounts available to use as part of its automatic operations. Most of the mortgage expense accounts, some of the income accounts and a few others are fixed. The numbered accounts are all monthly activity accounts. They have no running balances. In addition to these are 15 balance accounts. There are 5 mortgage principal, 5 deposit, and 5 reserve balance accounts. These balance accounts keep running balances for the income and expense transactions in their corresponding activity accounts. For example; activity account 2010 1st Trust Deed Principal records how much was paid toward the principal in a given month, and the balance account 1st Trust Deed Balance is the amount still owed. BUILDING INFORMATION The building is the major entity around which PropMan is organized. Each building's financial records are serarate from all others. Buildings may use the same vendors, but are not required to. When a building is entered in the system, the user assigns a number in the range 100-999. They may be assigned in any order desired but must be unique. For each building there is a physical description and information on reserves, mortgagees and so on. There is a list of the units in the building and a list of tenants for each unit. Each building has its own invoices, corrections and its own year-to-date and month-to-date accounting data and archives. The building is an accounting grouping. If several physically distinct buildings are to be grouped and run as a whole, you may call them by a single building number and use the unit IDs to identify them. The opposite is also true. If accounts are to be kept separate for different portions of a single site, it may be entered as several buildings with each containing only a portion of the units. Buildings may have a status of NEW, ACTIVE or DELETED. A building is NEW when it first entered in the system. Background information may be entered about the building, its units and tenants but no financial activities take place. An ACTIVE building is an operating building. All normal rental activities take place. A DELETED building has no further activity. Its data may be examined and listed but no transactions are accepted. UNIT INFORMATION The unit information is the most basic. It is nothing more than notes or record keeping. There is no financial information about units, only physical descriptions and historical records. PropMan does nothing with this information except store and retrieve it. TENANT INFORMATION Tenants may be PREVIOUS, CURRENT or NEW. A PREVIOUS tenant is one that has moved out of a unit. A CURRENT tenant has moved in and not yet moved out. A NEW tenant has not yet moved in. The records for each tenant include personal information about spouse, work, cars and such; financial information about monthly rent, due dates, deposits and so on; and a financial history of the tenant's activity. For each unit there is at least one set of tenant information. When tenant information is requested, the current tenant is recalled first. Any previous tenants' or new tenant's data are then available. ACCOUNTING ACTIVITIES PropMan is an on-line single entry accounting system. All transactions are posted as they are entered. This means that there are no posting or trial balance operations to perform. It also means that all PropMan accounting reports are always current. Up to the second Month-to-date and Year-to-date information is available at any time. Invoices and tenant refunds are reflected in statements when entered even if they are not yet paid. All of these pending invoices must be marked paid each month. PropMan will not close a month until the month's business is complete. When the month's business is closed PropMan forces the money available and the money used to match. At month end any cash on hand is paid to the owner. Alternatively, if there is a shortage, money will be taken from reserves to cover it. (You have to replenish the reserves yourself.) In either case, for each building, each month the money available always equals the money used. ARCHIVES PropMan archives data and keeps it available for review and listings. Monthly data is available for the last eleven months. Year-end data is kept indefinitely. This archiving is done as part of the normal month end and year end closes. No special action is required from the user. See Appendix B concerning archives and backups. FILE PURGES Data for buildings and tenants accumulates continuously. Outdated data should be purged occasionally to free disk space for reuse. See the warnings in the Help for these operations before using them. Menus and Screens This section contains a detailed description of each menu selection and each item on the data displays. Most of this information can also be found in the PropMan F1 Help. TENANT ACTIVITY Tenant activity requires three screens to contain the data. The Tenant Financial screen is shown first. From this either the Payment History or the Tenant Personal screens may be requested by using the function keys. In addition, this data is maintained for previous tenants and tenants not yet moved in. This information is accessed by calling up the appropriate Unit and then using function keys at the Tenant Name field. TENANT FINANCIAL SCREEN The Tenant Financial screen has the most commonly used operations and data. Here rent receipts and other financial transactions are entered, rents are changed and tenants moved in and out. See figure C-6. In the ongoing operation of ACTIVE buildings, virtually all actions involving tenants are controlled from this screen. There are three categories of tenants, NEW, CURRENT and PREVIOUS, (see Status on this screen). For each tenant status, slightly different data is allowed and the cursor only moves to the allowable fields or actions. As data is entered or changed, accounts are kept up to date and future actions scheduled. When a building is NEW (see New Building Start Up), Tenant Financial only allows entry of historical or background data about tenants. In NEW buildings all tenants show a Status of NEW. No accounting activities (see Activity fields on this screen) are allowed for these NEW buildings. Information such as original move in date, deposits being held etc. should be entered. This information is used as the starting point for the building when the building status is changed to ACTIVE (see Status on the building General changes screen). The fields on the Tenant Financial screen: Building: All Tenant Activities require a building number. It may be a NEW, ACTIVE or DELETED Name: building. The allowable actions vary for NEW or ACTIVE buildings. In DELETED buildings data may be reviewed only. When the Building number is accepted, the Name is displayed. Unit: All tenant information is called up by Unit ID. The Unit ID must match one of the IDs specified when the building was first started in the PropMan system. There are Next/Prev function keys to step through the Unit IDs. Post full rent paid (Y/N)? This question is shown only for CURRENT tenants who have not paid any rent so far this month. A "N"o answer removes the question. A "Y"es answer removes the question but first enters a financial activity (see Activity ... fields on this screen), showing the full scheduled rent paid on the current date. Tenant: Enter or change the name of the tenant. Changing the name does not change the tenant. A tenant name changed here is changed to correct spelling or some such. All of the other data stays the same. There is just a new name for the same person. See Status, Date In and Date Out on this screen. On this field function keys are used to call up information about other tenants who have occupied the unit (PREVIOUS tenants), and tenants who have not yet moved into the unit (NEW tenants). When tenant data is displayed the tenant name and all other data are for the CURRENT or most recent tenant in the unit. There are function keys labeled Next and Previous Tenant name. The Prev Tenant Name calls up data about the previous tenant in the unit. The Prev Tenant Name function will step back one tenant at a time through any previous tenants. The Next Tenant Name function steps forward one tenant at a time. Stepping as far forward as possible calls up a NEW tenant. This is data about a tenant who has not yet moved in. Status: This field is maintained by PropMan according to the Date In and Date Out fields entered by the user. There are three statuses. A NEW tenant has not yet moved into a unit. For each unit there may be only one NEW tenant. The CURRENT tenant is the occupant of the unit. For each unit there may be one CURRENT tenant. When a CURRENT tenant moves out they become a PREVIOUS tenant. The data on PREVIOUS tenants accumulates indefinitely until Purge Files is performed. Activity Not used by PropMan. PropMan maintains and Date: displays it for the user. It defaults to the current date. Activities, independent of their date, are always accepted as business for the current Processing Month. See NOTE after Activity Type on this screen. Activity Enter the money involved. The accounts in Amount: PropMan for this building will be affected by this amount. See NOTE after Activity Type on this screen. Activity There are only a few reasons a tenant might Type: have a financial activity; rent paid, deposit paid, deposit refunded; and so on. PropMan contains a list of these activities. There are function keys for Next and Previous Activity Type, to step through the list. Use the function keys to step through the activities to find the one that applies. They are listed with the more common first and the seldom used last. The activities are: 1)Rent Paymnt - Money was received for rent; cash, check, money order are all entered the same. This is account 2510. 2)Other Pymnt - Money was received for Other Due; cash, check, money order are all entered the same. This is account 2550. 3-7)"deposit" Pymnt - Money was received to be held in a deposit account; cash, check, money order are all entered the same. These are accounts 2610 through 2650. 8-12)"deposit" Refnd - Money will be taken from a deposit account and a refund check written. These are accounts 1910 through 1950. 13)Other Assmt - The tenant has been charged for damage or a fee. The money will be added to Other Due. 14)Rent NSF - A check accepted for Rent Paymnt has been returned, uncashed. It is backed out of account 2510. 15)Other NSF - A check accepted for Other Pymnt has been returned, uncashed. It is backed out of account 2550. 16-20)"deposit" NSF - A check accepted for a "deposit" Pymnt has been returned, uncashed. It is backed out of the appropriate 2610-2650 account. 21)Rpeal Assmt - No money has been received. The tenant was assessed a charge using Other Assmt. The charge is now being removed from Other Due without payment. 22)Rent Credit - No money has been received. The tenant is being given credit as if rent had been paid. This is shown as income in account 2530 and as an expense in account 1720. 23)Rent Refund - The tenant has a credit balance for Rent Due. Money will be taken from the credit balance. It is backed out of account 2510. 24)Other Refund - The tenant has a credit balance for Other Due. Money will be taken from the credit balance. It is backed out of account 2550. 25)Apt Allow - No money has been received. The tenant is given an apartment allowance as credit toward the Rent Due. This is shown as income in account 2520 and as an expense in account 1110. 26)L-M-R Used - No money has been received. The deposit for the last months rent is to be used. Money is taken from the tenant's L-M-R deposit balance and credited toward Rent Due. This is shown as a deposits refunded expense in account 1950 and as income in account 2540. NOTE: Activities that involve money received or NSF checks returned are entered in the current Bank Deposit. These activities may be changed as long as that deposit remains open. Once the Bank Deposit has been closed, activities up to that point are fixed. Reversing entries may be made but no changes to the original entries are allowed. An example: a check for rent is in one deposit and the deposit is closed; the NSF entry for the check can be in another deposit but the entry made when the check was received cannot be accessed. Sched rent: The Scheduled Rent is the normal monthly rent. Each Due Day the Rent Due is increased by this amount, Move In/Out prorates excepted. Due day: This is the day of the month when the Sched Rent is due. It may be entered only for NEW tenants. After a tenant moves in the Due Day cannot be changed. Paid to: This is the last day for which rent is paid in full. When a tenant first moves in the Paid To date is one month after the Date In. In the second month the rent is prorated to adjust the Paid To date to the day before the rent Due Day. The Paid To date will fall on the day before a Due Day from then on, until a move out prorate is performed. In the month when a tenant moves out, the rent is prorated so that the Paid to date matches the Date Out. Rent due: This is the total amount needed to pay in full all rents due up through the current date. Partial payments lower the Rent Due but do not advance the Paid To date. When a full months rent is accumulated the Paid To date is advanced. Overpayments show as a credit balance for Rent Due until a full months overpayment is accumulated. The Paid To date is then advanced and one months rent deducted from the credit balance. Other Due: This is a running total of Other Assessments charged less Other Payments made. It is money owed by the tenant, but the charges and payments are not part of the rent. Last Rent: These two fields are a record of the last time the rent was changed for this tenant. Last Date: The Last Rent was the monthly rent that this tenant paid before it was changed to the current Scheduled Rent. The Last Date is the date the change took place and the current Scheduled Rent went to effect. New Rent: These two fields show when the next change in rent is scheduled. The New Rent is the amount New Date: the rent will be changed to. The New Date is the date when the change will take place. On the New Date, the Scheduled Rent will be changed to the amount of the New Rent. It must always be a rent Due day for this tenant. On that date and from then on this new Scheduled Rent will be due each month. The Last Rent and Date on this screen will be set to record this change. The New Rent and Date will be set to blank. Date in: PropMan uses this date to schedule automatic move in of tenants. When entering data about a NEW tenant for the unit, enter the date that the tenant will move in. On that date, this NEW tenant will be moved in and marked as CURRENT. If there is a tenant in the unit, that tenant will be given a Date out and marked as PREVIOUS. The Date in may be entered before or after the actual move in, but PropMan will not accept dates that are earlier than the 1st day of the current Processing Month. NOTE: If this tenant is in a NEW building being started in PropMan for the first time, enter the date that the tenant originally moved in. PropMan will merely record the date. Lease exp: The Lease Expiration date is used to print a tickler file of leases. See the Lease Expiration Report in the Unit/Tenant reference listings. Pay / Quit The date of the most recent 3 day notice for this tenant. If a 3 day notice is prepared by hand, you may enter the date here. When PropMan writes a 3 day notice, it enters the date here. See 3-Day Notices on the Letters / Notices screen. Date out: PropMan uses this date to schedule automatic move out of tenants. Enter the date that the tenant will move out. On that date the CURRENT tenant will be moved out and marked PREVIOUS. The unit will be vacant until a NEW tenant moves in. The date may be entered before or after the actual move out, but PropMan will not accept dates that are earlier than the 1st day of the current Processing Month. Close: Should this tenant's accounts be closed? Closing a tenant's accounts means that there will be no more financial transactions with the tenant. You have collected all of the payments that you are going to get; and you have paid all of the refunds that you are going to pay. To close, answer 'Y'es. After the tenant has moved out, the retained deposits will be deducted from the deposit balances for the building. Any unpaid rent will no longer be shown as overdue. Deposit Balances The 5 deposit account names from the Chart of Accounts are shown here along with the amounts being held for this tenant. Normally these are maintained by PropMan according to deposit activities. When entering start up data for a tenant in a NEW building, the amounts of deposits already being held should be entered. TENANT PAYMENT HISTORY The second tenant screen is a history of the tenant's financial activities. There is no data entry on this screen. See figure C-7. The fields on the Tenant Payment History: Building: See the Tenant Financial screen, above. Name: Unit: See Tenant Financial screen, above. Tenant: No data entry. The Next/Prev Tenant Name, function keys may be used to see other tenants who have used this unit. The name may be entered on the Tenant Financial or Tenant Personal screens. The history data The lower portion of the screen has the last 26 Activities entered for this tenant. These do not include activity for the current Processing Month. At Month End Close all of the Activities for the month being closed are moved from the Tenant Financial screen, above, to this Payment History screen. Older data is removed from the top of the left column. The new activities are added at the bottom of the right column. TENANT PERSONAL SCREEN The third screen contains personal information. PropMan does little with this except maintain and display it for the user. See figure C-8. Building: See the Tenant Financial screen, above Name: Unit: See Tenant Financial screen. Tenant: See Tenant Financial screen. Status: See Tenant Financial screen. Other Occupants Other occupants in addition to the tenant may be listed here. These names can be used on the 3-Day-Notices printed in the Letters/ Notices operations. Phone: Enter one or two if desired. These are used in the telephone lists printed by PropMan. See the Telephone List on the General reference listings screen and the Tenant Phone List on the Unit / Tenant reference listings screen. Garage: These are not used by PropMan. They are. Locker: maintained and displayed for the user. Car: Tenant's Employer These items are not used by Propman. Spouse's Employer They are maintained and displayed for the user.