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Monster Media 1996 #14
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Monster Media No. 14 (April 1996) (Monster Media, Inc.).ISO
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RENTRACK.DOC
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1996-01-18
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▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
RenTrack v3.2
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
Property Management Software
Copyright (c) 1995-1996 Gitano Software
Released Dec., 1995
Programmed by: Gitano Software, All Rights Reserved
Gitano Software remains the sole proprietor of this program
E V A L U A T I O N V E R S I O N M A N U A L
REGISTRATION
If you have a CompuServe account you can now register RenTrack online.
GO SWREG and select ID# 9503. Upon notification we will mail you the latest
version of RenTrack.
Please E-mail (71572,54@Compuserve.com) the following information:
· Company
· Name
· Address
· City, State, Zip
· Phone Number
The above information will be encoded in the program.
The company name will appear along with the address and phone number on the
top of each report and receipt generated by the program. Therefore, it is
important that you list the business address and phone number that you want
to use. This information CAN NOT be changed. If you do not want the owner's
name to appear on these forms, leave blank and the company name will be used
instead.
A registration name is needed for each license. If more than one license
is needed provide the information on an additional sheet of paper.
All others:
To register RenTrack complete the enclosed order form 'ORDER.TXT' and send
to Gitano Software. It is important that you fill in the 'REGISTRATION NAME'
so that we may provide you with a personal unlock code.
Benefits of registration:
· You will be sent the latest version of RenTrack.
· A $50.00 coupon towards any major RenTrack upgrade.
· The complete tutorial and manual.
· 90 days *free phone support.
· Unlimited support via E-mail.
· **Customized Rent/Lease contract.
· **Customized check writing.
· 70+ customizable financial reports.
· Permanent unlock code.
*Free 90 day support begins with your first call. Any long distance calls will
have to be made by you.
**Send your current contract with your registration and we will create a report
to be included in the program. Send a voided check page for the check writting
option.
NEW IN VERSION 3.2
-AUTOMATIC CHARGES CALCULATION at program start up. Automatically calculates
rents and other charges due to give an accurate total on a daily basis.
-DEPOSITS SCREEN. View in an instant all deposits that a tenant has made to
date.
-DETAILED OUTSTANDING CHARGES SCREEN. A breakdown of all charges due by a
tenant to date. Access this screen from the TENANT INFORMATION screen or
from the TENANT HISTORY screen.
-BUDGET SUPPORT for expense accounts.
-MAINTENANCE REQUEST RECEIPT. You can now print a receipt for the tenant as
he/she reports the maintenance problem.
-On screen MANUAL and TUTORIAL. Full manual and tutorial available in the
registered version.
-TEXT FILE VIEWER. View a text file without exiting to DOS. Please note
that if the text files contain any extended ASCII characters, the will be
distorted as RenTrack re-maps these characters at program start up.
-UPDATED the following screens:
· TENANT INFORMATION
· TENANT HISTORY
· RENT RECEIPTS UPDATE FORM
-UPDATED rent calculation.
-UPDATED BANK / CASH ACCOUNTS. Location assignment is no longer needed thus
allowing you to have the same account for multiple units, and at the same
time you may assign a particular entry on the account to a location, unit.
-FIXED a couple of minor bugs.
Some of the features on version 3.2 were originally planned on being
released with version 4.0. As we were releasing an upgrade with some fixes
some of the extras are included.
The following is in the works for version 4.0 to be released by the end
of January 1996 (all registered users will receive version 4.0):
-BUDGETED CATEGORIES
-APPOINTMENT SCHEDULER. Allows a personal scheduler per user, only
accessible by the user.
-MODIFIED CASH / BANK ACCOUNTS to include credit card, liability, asset
accounts and check writing capabilities (a copy of a voided check will be
needed).
-On screen MANUAL & TUTORIAL.
-ASSISTED HOUSING PAYMENTS to include tracking payment information.
-VGA SCREEN SAVER with over 10 different screen savers.
-REPORTS as needed for the above additions.
SYSTEM REQUIREMENTS
The following are the minimum requirements for RenTrack:
· 640k RAM
· 386 IBM compatible PC
· DOS 3.1 or later
· VGA graphics
· 4 megabytes available in your hard drive
· Mouse (recommended)
· 2 megabytes extended memory (recommended)
·**Any printer capable of printing graphic characters.
·*Modem (needed only if data transfer between locations is required)
We recommend that you have a system with the following capabilities:
· 640k RAM
· 486 or better IBM compatible PC
· DOS 6.2
· VGA or better graphics
· 10 megabytes available in your hard drive
· Mouse
· 4-6 megabytes extended memory
·** Laser printer
·*Modem (needed only if data transfer between locations is required)
*Available in a future release.
**We use the extended ASCII characters (graphic characters) in our reports.
If your reports do not look right when you print them, you need to set your
printer to support IBM graphics. Follow the instructions on your printer
manual. It should be a simple task, a dip switch on a dot-matrix or a menu
selection on a laser. On the HP lasers select the PC-850 symbol set.
NOTE: The price for computer equipment has dropped dramatically in recent
years, and you would do yourself a great service to run RenTrack on a system
that meets our recommendation. RenTrack will run faster. However, keep in
mind that RenTrack will work as long as you meet the minimum requirements.
CUSTOMER SUPPORT
Our customer support technicians are available Monday-Friday from 9am-5pm
Pacific Time. We offer free support for 90 days.
Premium support hours are Monday - Saturday 9am-midnight. You will be
provided with a direct number to our office. In the event we are unable to
take the calls a beeper service will allow us to answer calls within one hour.
· Technical support ............ (805) 398-8553
· Fax support .................. (805) 833-6469 24 HR.
· CompuServe ................... 71572,54
· America On Line .............. JESUSM8580
· By Mail ...................... Gitano Software
P.O Box 42912
Bakersfield, CA 93384
Before you call please have information available about the hardware you
are using, any "TSR" software you are running, and a list of specific steps
to reproduce the problem you are having. Please have your manual handy, and
be prepared to provide the technician with your company name and unlock code.
If this is an evaluation copy of RenTrack the evaluation period is 30 days.
If you download this program and the time is expired, call us for an unlock
code for 30 days which includes technical support during the evaluation period,
you will need to provide us with your name and phone number. Please feel free
to share this evaluation demo with those you find would be interested, or send
us their name and they can receive their own free copy.
To register the program with the new unlock codes change to the RenTrack
directory CD\GITANO_S\RENTRACK <<Enter>>. Then type REGISTER <<Enter>>.
type the new information in the appropriate fields, then press <<Enter>>.
Make sure that you type the information exactly as we tell you (UPPER/lower)
case dosen't matter but everything else is critical.
INSTALLATION
We have made installation of RenTrack as easy as possible, and in most
cases the default parameters will apply without any modification.
Start your computer and go to the C:\> prompt. (If your computer boots to
a menu system or Windows, exit from these systems before installation.)
· Place the RenTrack installation disk 1 into a 3½ disk drive.
· Change to the selected disk drive by typing A: <<Enter>> (or B: if your
target drive is B)
· Type INSTALL <<Enter>>
The installation program will now load. The "README.TXT' file will be
loaded on the screen. Make sure and read this file. It contains last minute
information not found in the manual. You can also print this file while
it is displayed on the screen by pressing <<ALT-P>>, and place it with your
manual for future reference. When you have finished reading the file press
<<Esc>> to continue with the installation.
If you are installing RenTrack to a drive other than C, then change the
"DRIVE" parameter to whatever drive you need to use.
All other parameters should be OK. The directory cannot be modified, as
RenTrack will look for files in specific directories.
Select "YES" to the rest of the installation options, then press <<Enter>>.
The files will now be transferred to your hard drive.
Follow the on screen instructions that will prompt you to insert disk 2.
There is a third disk that accompanies the registered version of RenTrack.
This disk contains your personal information, along with your unlock code.
To install this disk follow the same procedure as outlined above.
If you installed RenTrack in drive C, you are ready to go. However if you
selected a different drive, then you will need to modify RT.BAT. From the C:\>
type EDIT RT.BAT <<Enter>>. After the file is loaded, look for the line that
contains "C:", change the C to the letter of the drive where RenTrack is
installed. Save and exit the file by pressing ALT-F. then X. When prompted
to save the file, select "Yes".
NOTE: If you have downloaded this file from a BBS, then follow the steps below
to successfully install the program:
·Type INSTALL followed by the drive where you want RenTrack to be installed.
i.e. INSTALL C
·Set FILES=100
·Set BUFFERS=35
·Place \GITANO_S in the PATH
The program will now create the necessary directories and place the files
appropriately.
LOW MEMORY NOTE: If you are having problems running the program because of
low memory, make sure you are using a memory manager such as
QEMM. If you do not have one and you are running DOS 6.+
then run MEMMAKER and select YES when prompted about EMS
memory.
SMARTDRV.EXE: You should have SMARTDRV installed in your system. It will
improve data access. To install SMARTDRV, place the following in
the AUTOEXEC.BAT file:
C:\DOS\SMARTDRV /L
Evaluation Copy
As a service to our prospective customers, we have prepared a Demo Disk and
Products guide for your use in evaluating our software system. We believe that
you will find RenTrack the most user friendly, complete software available in
the industry.
This Demo is for the purpose of evaluating our software only. You may
distribute it freely, but not for a profit. If you are a dealer interested in
representing our company, please contact us directly.
To show you with what ease you can enter data, we have purposely sent the
Demo Disk without data. Some screens, such as reports will not print without
data in other areas. You can easily move from screen to screen to see how the
program works. Not all the reports are included in the Demo Disk as it is for
evaluation only. These are only a small sample of the reports you can print
out. Some limitations exist on the evaluation copy.
NOTE: Sample data has been included with the evaluation copy. Change directory
to \GITANO_S\RENTRACK\DATA then type DATA and press enter. Follow the
instructions on the screen to either use demo data or new data.
Glossary
The following words and their definitions will be used throughout the program:
· Table.........A list of records.
· Form..........Where information is entered on a particular item (such as
tenant, etc.).
· Dialogue Box..A window with information that allows you to make a
choice. (Do you want to back up? Yes No)
· Window........The section of the screen that contains the active table,
form, or dialogue box.
· Tag/Untag.....To mark or unmark a record for the purpose of printing,
lists, etc.
· Menu..........A list of program choices from which to choose.
Short Cuts and Hints
The following shortcuts and hints can be used from any screen in the
program. They can help you save time by getting to a particular place in the
program quickly.
· F1- From any screen will call the help file.
· F2- From a form will save the record, and exit.
· F3- To enter the last date selected into the highlighted field.
· F4- From any screen will call up a calendar. By clicking on a
particular day, it will automatically fill in that date in the
highlighted date field of the screen that you are in.
· F5- Whenever there is an icon in the shape of a page next to a field,
push F5 to bring up a table from which you can select an item to
fill in the field.
· F7- To exit a window.
· Ins Key- Use to add new records on a table.
· Enter Key- Use from a table to modify the highlighted record.
· Delete Key- Use from a table to delete the highlighted record.
· Alt T- To tag all records.
· Alt U- To un-tag all records
· Gray + key- To tag the highlighted record
· Gray - key- To un-tag the highlighted record
· Alt X- To write or retrieve a pop-up note.
· Alt N- To move to the next record. (Selected Tables)
· Alt P- To move to the previous record. (Selected Tables)
· Tab or Page Down- To get to the next page on the same form or table.
· Shift Tab or Page Up- To get to the previous page on the same form or
table.
· Push Buttons- Point and click with the mouse on any push-button to
perform the function of that button.
· Icons- To see what the icon will do place cursor on icon and read
descriptions on the upper right hand of the screen. To activate
icon, simply click on it with the cursor.
Quick Start
To access the program you will need a password. Start the program by typing
RT at the DOS prompt. When prompted use the following ID and password:
ID: RenTrack
PASSWORD: ONE
Once inside the program you can set up your own password.
SYSTEM SETUP
To begin analyzing the program, there are a few areas that need data to be
entered. To begin, go to the system setup:
Main Menu
File
Manager/Set up
System Set up
The following information needs to be entered:
Active Locations- the range of locations that you want to see records
for, on the screen. For example if you have three locations and you
want to see records for all three locations you will enter the
numbers 1 to 3. If you only want to see records from one location
you will enter from and to( i.e. 1 to 1 or 2 to 2).
Deposits- There are up to four deposits that you can use. Number 1 is
a security deposit, number 2 is the cleaning deposit. Numbers 3 and
4 are miscellaneous deposits that can be used for, keys etc. They
should be only used for deposits, if you have no need of these
deposits, don't use these fields.
You have now completed the form
Press F2 to save and Exit.
LOCATIONS
Main Menu
File
Location
A blank form will come up as there is no data yet here. This is a four
page form. Enter the information as needed. When entering a new location
after you already have other locations listed press insert. You can also use
a different book for each location. You will enter this information in the
location form. If you want to use the books from location 1 for location 3
you simply enter the number 3 in the "USE BOOKS FROM" field.
The fourth form contains some very important information, and it must be set
up for each location:
Rent Late After- Enter how many days after due date that the rent is
counted as late.
Amount of Late charge- Enter charge for late payment
NSF Charge- Enter the charge for NSF checks.
Swim Pool Key- Enter the amount of deposit required for a swim pool key.
Screen Deposit- Enter the amount deposited on screens such as patio door
screens etc.
Beg. Pay Period- Enter the day of the week that the pay period begins.
UNITS
Main Menu
File
Unit information
List all units that are related to the location that you have chosen. Even
a single dwelling home needs to be listed as a unit. It is important that you
do not manually mark the field STATUS as vacant or rented etc. The program
will use the tenant information entered to fill this in automatically.
TENANT INFORMATION
Main Menu
File
Tenant Information
This is a two page screen. The records are sorted first by location number
You then view the records either by unit number, or by tenant name. The
tenant information consists of three pages. Fill in the items you deem
appropriate. To assign a tenant to a unit press F5. Select the unit that you
wish to assign. The following fields mark the status of the unit. If the
MOVE IN date is left blank then the unit will be placed ON HOLD. If a move in
date is filled, then the unit will be marked RENTED. If the notice date is
filled, and the expected move out date is filled in, then the unit will be
marked AVAILABLE ____ (DATE) If the move out date is filled in, the unit will
be marked as VACANT.
Another important field is the DAY RENT DUE. The program looks for this
date to calculate rent, late charges, etc.,. Please enter the day of the
month rent is due.
PETS MONTHLY CHARGE enter here any additional monthly charge for pets.
MONTHLY STATEMENT Mark YES if you need to send a monthly statement.
All other fields should be self explanatory. If you don't require the
information they are asking for simply don't fill them in.
Press F2 to save and Exit
You are now back in the table. You will notice on the upper right hand of
the table the letters LS , if there is anything under the L, it means that the
tenant is three or more days late with the rent. The S means this tenant
needs a statement. The '√' means that the record has been tagged.
A flashing "NSF" means that the tenant has a returned check that hasn't
been taken care of yet. A flashing RENT DUE means that either they haven't
paid the rent for the month, or that they have an outstanding balance. If you
have a high enough security access, (explained later), the following will be
displayed on the screen "Alt-Z to change balance" by pressing Alt Z you will
be able to modify totals and dates as you deem necessary.
RECEIPTS
Main Menu
File
Receivables
Receipts
This table will open up with the last record worked on highlighted. If
the receipt has an outstanding balance it will show in red. To enter a new
receipt always press the insert key. When you finish a receipt press F2 to
save and exit. You must exit and save before starting a new receipt.
There are three types of receipts:
Rent: Use this to charge basic rent to clients. This will
automatically prorate, calculate late fees, previous charges,
and other charges they may have outstanding.
Non Rent: For payments other than rent, such as partial payments,
maintenance etc. You only need to use this if the tenant is paying
partial rent or non rent charges and will be paying the rent at a
later date.
Other: This receipt calculates rent the same as the rent receipt,
but can be used in special circumstances.
All the calculations in these receipts are done automatically, but it is
important to note that you can over ride any calculation by inserting the
amount, or deleting the charge that was previously entered. You need to
make sure that the TYPE of payment is entered as it directly affects your
bank deposit report. (i.e. Cash, Check, or Charge)
To print a receipt from this screen press F6 and the receipt will be
printed.
NSF CHECKS
When a tenant "bounces" a check to you it is important that you go back to
this same form and press F8. This will reverse the rent charge and place it
a previous balance mode. It will also add the NSF charge to the same receipt
and a flashing NSF will appear to let you know that this tenant has a bad
check out. When the tenant comes in to pay for the check you will write him
a non rent receipt. This keeps the ledger running properly in the event the
tenant pays for the bad check in the following month.
Please note that you will not be able to delete the receipt if it has been
an NSF. If you must delete the record, you will need to reset the record as
if the NSF never took place. You can do this by accessing the record and
pressing F8, this will restore the record as it was before the NSF.
ASSISTED HOUSING
Main Menu
File
Receivables
Assisted Housing
If you have any tenants that part of their rent is paid by HUD, then log
those payments in this table. The program will credit the tenant in the rent
receipt.
OTHER RECEIVABLES
Main Menu
File
Receivables
Other Receivables
Keeps track of other income, you preset the categories, so you have
unlimited options. For example: vending machines, laundry, credit checks etc.
You can apply these charges to a vendor, a unit, a tenant, a combination of
these, or none of the above. You can print a receipt of payment from this
screen for the payee.
CUSTOMIZED LETTERS
Main Menu
File
Customized Letters
The main thing to remember about the letters is that you don't need to
enter a salutation, date, or heading. You can change the body of any existing
letter, or send the letters that are all ready included in the program. You
will need to "tag" the people that you want to receive letters. You do this
by marking the tenant with a '√'. A letter will be printed for each tenant
tagged.
DEPOSITS
Main Menu
File
Deposits
Deposits
View at a glance the deposits made by all tenants.
STATEMENT OF DEPOSIT
Main Menu
File
Deposits
Statement of Deposit
This table lists all of your statements of deposit. From here you press
insert to add a new record, or enter to view a highlighted record. To enter
a judgment press F8 on the highlighted record. This is a detailed form that
you enter when a judgment has been rendered in a case.
Your statement of deposit is a detailed list of the amount of deposits the
customer has. It includes in detail the cost of restoring the apartment to
be rented, such as detail and replacement, keys, drapery clean, carpet clean,
other or trash removal. It will either give you an amount due you or the
amount owed to the tenant. In the event you have to take the tenant to court
the charges are also entered here.
MAINTENANCE
Main Menu
File
Maintenance
There are various pages to this table. You may cycle through them in many
different ways (refer to the section on special keys). Things of note on the
table. A small white box next to the record means that the maintenance on
this unit is complete. If you want to allow your maintenance employees to
enter data in the computer, yet have a low security access such as a level 1,
they can press Alt J on any maintenance table to enter the parts that he
changed, the day he completed it, and the time it took him to do the job.
The following are the options available on the table.
To Do: This list shows all the maintenance. To see the incomplete
maintenance press F6. (this button works on other tables as well.)
Unit: This gives the maintenance history by unit. Press F5 to select
which unit.
Assignment: Lists all the work assigned to a particular vendor or
employee.
Code: Each maintenance item has a code assigned to it. Lists work done
or needed by maintenance code. For example garbage disposals could
be code 1, check code 1's and see all the garbage disposals you have
replaced, or need to replace.
By Type: A more general list such as plumbing, carpentry, etc.
Press F8 from any of the above screens if you need to update multiple
records that have the same result (such as transfer all the plumbing work to
a particular worker), for multiple batch editing.
Press insert on any maintenance table to add a new record. Here are a few
tips when filling out the form. Most fields are self explanatory. Press F5
to select items such as code, type, person assigned to, and location. You
assign a priority to each item so that the worker knows in what order he
should perform his tasks. It is important that when the job is complete you
return to this form to mark the item as completed, parts that were installed,
and if you need to bill it to the tenant. If necessary mark bill to tenant
yes, enter the quantity, and press F8 to bill the tenant. If any of the
parts out of inventory have been used you need to assign these parts. Call
inventory by pressing ALT I.
INVENTORY
Main Menu
File
Inventory
As soon as you call the table a pop up screen will ask you which location
you wish to call up. (This way you can have inventory at various locations
and still keep track of them). Enter which location you will be working on.
As with any other table press insert to add a new record. Once you get to
the form, be sure you don't type manually what you have on hand (O/H).
This will be automatically done by the program. (as you enter transactions)
You will enter information about the item, vendors and their prices, and
minimum number of items you would like to have on hand. To enter
transactions press F6 from within the table. A new table comes up with a
transaction log displayed. Press insert to add a new one. Do not delete
records from this table. You can put items in by selecting In, and have
item go out by selecting Out. When you get at, or below the minimum number
of the item that you want to have on hand, a flashing warning will let you
know.
EXPENSES
Main Menu
File
Expenses
This module is designed to keep track of your checking and cash accounts.
When you enter , a table will ask you which account you are using. You can
use any type of account you wish. It will keep your account registry keeping
track of all your transactions. This form is self explanatory. Use it just
as you would a checking account. If a transaction needs to be voided, press
Alt V to void. If you make a mistake and want to un-void a transaction press
Alt V again to return it to its previous form. If you want to mark a
transaction as cleared use the gray + key. If you make a mistake and need to
unclear the transaction use the gray+ key. Press insert to add a new
transaction. Select transaction type such as check, ATM, EFT, or NA for cash
or other. Select deposit or payment, the amount, the payee, category, and
memo. If this transaction results in an increase in inventory call the
inventory by pressing F6, and enter the necessary information. If a vendor
provides you with several services you may split the transaction and send it
to the appropriate category by pressing F8.
MANAGER / SETUP
Main Menu
File
Manager / Setup
This is a multi-menu, and as it contains important information you need a
higher level of security to access some of this data.
EMPLOYEES
Main Menu
File
Manager / Setup
Employees
This is your employee data base. Within the same table you can see current
employees, or press Alt P to view past employees. This keeps track of their
personal information.
TIMECARD
Main Menu
File
Manager / Setup
Timecard
Use this to keep track of employees hours, pay rate, advances, etc., for
payroll. It is a multi-page table. Use the arrow keys to see other portions
of the table. To enter a new payroll. Select and employee. Select the
date. This needs to be the same day of the week that you used on the set up
form. F4 selects the calendar. Click on the date you want entered in this
field, and the rest of the dates will be filled up automatically. This is
set up on a 100's time clock rather than minutes. For 30 minutes you enter
the number 50. Enter the appropriate fields, the calculations will be done
automatically.
PLEASE NOTE: THIS DOES NOT DO THE ACTUAL PAYROLL, IT ONLY KEEPS TRACK OF THE
INFORMATION TO SEND TO THE PAYROLL COMPANY.
CASH / BANK ACCOUNTS
Main Menu
File
Manager / Setup
Cash/Bank Accounts
This is your list of accounts. This is where you enter your account
numbers, opening balance, type of account, description. You must have a high
level of security to get to this form, so your accounts are protected. You
must assign the account to a particular location. This is not where you
actually write the checks, it only sets up the accounts. The transactions
are debited from the expense account.
SECURITY
Main Menu
File
Manager / Setup
Security
A rather important feature in this program is the security. An access code
is given to each employee from 1-9. 9 being the highest security and 1 being
the lowest. You need to set up a location, a user I.D., (usually something
easy like their initials), their name, security access (1, 3, 5, 7, or 9
refer to diagram later in this document), and their password. Please keep
in mind that once the password is set it will no longer display on the screen.
BALANCE
Main Menu
File
Manager / Setup
Balance
Although your accounts are balanced as you go, periodically you will want
to run this utility. This function will go through every receipt and checks
against the available totals to make sure everything is accurate and you are
balancing throughout the program.
SYSTEM SETUP
Main Menu
File
Manager / Setup
System Setup
This is a multi-menu to access system set up, and various category tables.
Information Setup: refer to the beginning of the manual.
Maint. Type List: This is a list to enter the various maintenance
types that you may have such as plumbing, air conditioning etc.
Maint. Location List: List of where the maintenance needs to be done
such as Kitchen, Bedroom 1, Bedroom 2, etc.
Maint. Code List: This is where you give maintenance needs a code,
for example dish washers could be 1, garbage disposals 2 etc.
Vendor Category List: This is a list of categories you give your vendor.
For example, plumbing, electrician, gardener.
Expense Category List: Categorize your expenses such as mortgage,
repairs, etc.
APPOINTMENTS
Main Menu
File
Appointments
This module will be available in a later release.
COMMUNICATIONS
Main Menu
File
Communications
This module will be available in a later release.
AVAILABLE UNITS
Main Menu
View
Available Units
This is a list of available units. It also includes units put on hold or
due to be vacated. You may not add or edit from this list, that has to be
done from the form.
UNIT 12 MONTH HISTORY
Main Menu
View
Unit 12 month history
You can view all the charges or credits for a particular unit for either
the last 12 months, or for the year to date.
TENANT HISTORY
Main Menu
View
Tenant History
You can see on the screen the Tenant personal information, as well as a
running total of his receipts. You can also see the maintenance that you
have completed on his unit. You can also edit the tenant information, the
receipt, or the maintenance attached to this tenant. This is sorted
alphabetically by tenant. To see the next tenant use the down arrow key.
Follow the white keys on the bottom of the screen to edit records and always
use F2 to save.
OUTPUT REPORT
Main Menu
Print
Output Report
When you enter this area you are able to choose which report you want.
Press enter on the highlighted report that you want to use. The next field
will ask you where you want to send the information to (to redirection):
· Printer: The report will be sent to the selected printer and port.
· File: Export the report to a file for retrieval later.
· Screen: Display the report on the screen.
The next field will vary according to the screen you choose. For example,
if you choose to send information to the printer the next question will be,
how many copies. If you choose file, then you will be asked the path and
name of the file. If you choose to view the report on the screen, then you
will automatically be placed on the queries. When you finish answering the
questions when printing to printer, or file, then you will also go to the
query fields.
Query Fields: This is probably the most important part of the reports.
It enables you to customize the report based on your entry. The more
information that you enter into the fields the more narrow the scope
of the report becomes. For example; on the LEDGER report if you
wanted to produce a report for the month of July 1995, you would fill
in the query fields as follows:
Beginning date: 07/01/1995
Ending date: 07/31/1995
This will produce the desired report for all of your units. If you wanted
to produce a report for just a particular unit (#35) for July 1995, then you
would fill in the query fields as follows:
Unit number: 35
Beginning date: 07/01/1995
Ending date: 07/31/1995
As you can see from the above example you can have multiple reports from a
single report. You also have the option of leaving the query field blank
to see all the records pertaining to this query. Some reports do not have
query fields, as they are not needed. Once you have selected the queries
you desire, F6 will send the report to the output you previously selected.
Make sure that if the report is going to the printer make sure that your
printer is listed as the default printer. To select a new report press F5
and follow the sane instructions as above. When your report is completed
press F7 to exit.
UPDATE REPORTS
Main Menu
Print
Update Reports
You must have a high security to get into this area as it contains
information to make your reports run. You should leave the reports
definitions as outlined, but in the event you want to change the sorting
order of the report, this is where you would change that. If you should
need to change the security access of a particular report you can do that
from this screen also. To make these changes, select the report that you
are changing and press enter. Then make the necessary changes, and press
F2 to save and exit.
SET PRINTER
Main Menu
Print
Set printer
There is a list of 70 printers listed. If you don't find yours here, look
on your printer manual and find our which one emulates your printer, then
use it in place of your own printer. Highlight your selection, then press
enter. Answer Y to install. In the next field select parallel or serial,
then the port (i.e. LPT 1). If your selection was parallel, then your setup
is complete. Press F2 to exit. If your selection was serial ,proceed to
complete the from. Select your option for port 2 (i.e. COM1), next select
the baud, parity, data bits, and stop bits. Press F2 to save and exit.
UTILITIES
Main Menu
Utilities
The following is a brief explanation of the available utilities:
Control Panel: This is where you select the background, color palette,
and screen saver.
Rebuild File Keys: This utility gets run automatically after a restore
or backup. It removes deleted records, and compresses the data.
Rebuild File Indexes: This will resort your data, by the main keys.
Format Diskette: This formats diskettes on A or B drive.
Back up files: Will back up data files to your A or B drive. You can
type in a unique name to remember or let the computer just give the
file a date. This is a quick process that can save hours of time
later. You should take the time to do it daily.
Restore Last Back-up: If the unthinkable should happen, and you have
done your backups, no problem, you can restore your most recent
back-up from a disk.
Delete Records: This function allows you to do a batch delete,
deleting several records at once. Use care when using this because
once done, cannot be undone.
View Text File: Type the path and file name of file to view. Please
note that if the text files contain any extended ASCII characters,
the will be distorted as RenTrack re-maps these characters at program
start up.
Sys Info Report: Produces a hard copy report of all the information
about your computer such as autoexec.bat, config.sys, environment
etc. It is important that you have this ready to fax or read to us
in case of problems.
For Your Information: Information about your system displayed on your
screen such as total records, hardware information, environmental
information.
HELP
Main Menu
Help
This menu gives you access to help, license, and information about us.
SIGN-IN
Main Menu
Sign-In
In order to tell who is using the computer, you must first sign in to use
the computer, or sign off when you are finished. A screen will display
asking you for the ID and password for the next person signing in.
RenTrack REPORTS
LOCATION INVENTORY
-Location Information -Item List
-Owners List -Need to Order List
-Item Detail List
UNITS
-Units Description EXPENSES
-Available Units -Transaction Log
-Rented Units -Account List
-Items to be Cleared
TENANTS -Transactions by Vendor
-Tenant List and/or category
-Mailing Labels
-Statement Tenant List VENDORS
-Moving Tenants -Vendor List
-NSF List -Mailing Labels
-3 Day Late List -Vendor Year to Date Totals
-Evicted List
-Rental Application EMPLOYEES
-Cosigner Application -Employee List
-Cosigner Agreement -Employee Details
-Month to Month Rental Agreement -Mailing Labels
-Swimming Pool / Screen Deposit
-Tenant History TIMECARD
(Payment / Maintenance) -Hours Worked Report
-Tenants with Housing Assistance
-Lease Expiration SECURITY
-Access Code List
RECEIPTS
-Rent Receipt FINANCIAL REPORTS
-Outstanding Balance Receipts -Potential Income
-Bank Deposit Slip -Activity Report
-Profit and Loss
CUSTOMIZED LETTERS (Month to Date / Year to Date)
-3 Day Notice -1099
-Friendly Reminder -Move Ins - Move Outs
-NSF Notice -Receivables Ledger
-30 Day Notice -Payables Ledger
-Utilities -12 Month Unit History
-Assisted Housing Payments
STATEMENT OF DEPOSIT ACCOUNT -Laundry Income
-Breakdown of final charges and deposit -Budget vs. Actual
MAINTENANCE OTHER
-Maintenance To Do -Maintenance Category
-Assignment List -Maintenance Type
-Maintenance History -Maintenance Location
-Reported Maintenance Receipt -Vendor Category
-Tenant Charge Receipt -Expense Category
-System Information
APPOINTMENTS
-To Do List
-Appointment List
NOTE: Only a sample of the above reports are included in the evaluation copy.
WHY RenTrack?
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RenTrack is the most flexible program of it's kind on the market today.
It offers enough features to keep track of many units at various locations,
yet it is also great for the owner of a single unit who just wants to get
control of his business. It is so easy to operate that someone who has never
used a computer can learn the program and successfully use it within minutes.
It may have features that you may not need at the present time or haven't
considered using, but you can simply ignore those and implement them at a
later date. Regardless of the size of your facility, RenTrack can keep track
of all your unit information from tenants to maintenance thereby making your
life easier.
RenTrack by Gitano Software has been especially designed for the Property
Management Industry. Many hours of painstaking research and "debugging"
have gone into the product you see today.
RenTrack, the property management software created by Gitano Software
performs tiresome tasks that take time to create manually. Our computerized
management system takes care of the day to day details for many facilities
including apartment complexes, marinas, houses, trailer parks, business
complexes, leaving time to devote to strengthening your business elsewhere.
You save money by automatically calculating rent and late fees, allowing
you to send letters about past due rent, claiming each and every expense,
keeping track of maintenance and more. You will be sure and collect every
penny owed to you. Included is a home office copy that saves you time by
allowing you access to every report at your convenience (full version only).
If you are an experienced computer user you know that there are programs
out there that you can purchase separately and set up parts of your business
on them. The beauty of RenTrack is that you only need one program to meet
your needs, and you don't need to spend hours of time setting up each field
etc. RenTrack has the look of windows. It is menu driven with on line help
on every screen. If you should ever have a question simply check the help
screen, and if you still have a question you are welcome to call one of our
customer support technicians, they are always ready and waiting to be of
assistance. To protect from unauthorized use, the system has password
protected controls that let you determine who has access and how much access
they have. You can easily print out reports in minutes, thus minimizing
frustrated employees and customers.
RenTrack was created using Clarion Professional Developer release 2.110,
a number 1 rated developmental program, Logix Project Manager release 2.53
a great addition to Clarion, and Gitano AB a copyrighted set of tools
created by Gitano Software to make the program look better and run faster.
Since all of our programs are created using "modules" if at any time you
need to add other features to your program we can write what you need and
simply "add it on" to your existing RenTrack program. This also makes it
easy for us to make changes if necessary and add new features and functions
to our systems.
All charges are merged automatically and attached to the receipt. Smart
data entry allows automatic rental periods, proration, and late fees. This
allows the user to take information from browse tables and keeps mistakes at
a minimum. With our included utilities you can automatically back up your
system. Even the most inexperienced computer user can format and copy disks,
back up data, restore data, and more. Expenses to restore an apartment to be
ready for rental are automatically deducted from the security deposit, with
an option to override this feature should the need arise.
Changes in data are automatically calculated, not like other programs where
you have to change screens to make changes valid. Any change that you make
automatically changes totals that are linked to that change. All reports
are current and ready to be printed as soon as you are. Reports are printed
in a clean neat manner that is pleasing to look at as well as easy to read.
Many common letters are included with RenTrack. You will find standard
letters for rent increases, pest control advisement, security deposits,
plus more. Should you find that you are in need of a letter that is not
present you can easily incorporate your own letters into the program.
Powerful mail merge allows for printing letters to one renter, a few renters,
or all renters. You choose who you want to mail the letters to. Each renter
will feel like you took the time to send the letter especially to him as it
will be personalized in their own name. Labels are easily printed to save
time in addressing the envelopes also.
Included with RenTrack is a common contract. Should you want us to include
your own contract just send it to us with your order and we will include it
in the program at no extra charge. If you want additional forms, court
papers, etc.,. then we can also incorporate those in the program for an
additional fee.
RenTrack is loaded with features and unlike other programs on the market,
RenTrack really is "User Friendly". Once you are familiar with the on screen
icons and prompts you will notice how much thought was put into the design
of the program.
WHY USE UNLOCK CODES?
What is an unlock code? It is a personalized code made for each individual
that unlocks their program and allows it to work. Without this special number
the program will not run.
Unlock codes protect the investment you made and the time we have invested
in this program . Because of the risk of piracy in this business and the
years that went into the development of this program we use unlock codes to
protect our investment. Unlock codes also protect the investment you as a
consumer made when you purchased this program. It protects us both from
theft. Pirated copies would be of no use to anyone other than the registered
user. These unlock codes are only entered once, and they are transparent to
the user.
GETTING TO KNOW US
Gitano Software has actively been involved in software development since
1988. Our offices are located in Bakersfield, California.
Although custom software is our specialty, we didn't want to stop at that.
We have developed several commercial applications including RenTrack,
and RenTrack II.
There are many copyrighted features included in RenTrack that are unique
to Gitano Software only. We provide the look and feel of Windows, with the
speed of DOS. These tools are been sold throughout the United States, and
around the world to other programmers. We have distributors in Australia and
Singapore.
In the development of our DOS based programs we use Clarion Professional
Database, a 4GL rated number 1 by all trade professionals. Along with
Clarion we use Logix Project Manager (LPM), a superb addition to Clarion, and
GitanoAB, a collection of tools enhancements developed by us.
We strive to attain perfection in each program before market release.
The programs are tested extensively.
Customer satisfaction is our goal. We are always happy to hear suggestions
for improvement, and many of these suggestions become part of future
releases. We consider our customers partners in software development.
OTHER PRODUCTS
At Gitano Software we are constantly working with customers and getting
their suggestions as to how to make our products better. Many of these
suggestions will be implemented in future releases of the products.
Interim releases are available for an annual fee, and major releases will
be provided for an upgrade charge.. Watch for other new and
exciting products from Gitano Software. We are always happy to hear from
our customers. Please contact us with ideas and suggestions you may have
regarding our products and services.
LICENSE
By breaking the seal of the diskette package or by your initial use of the
software you agree to the following:
This license of use does not allow you to distribute, copy, reproduce, or
resell any, or part of any or all of the files in the RenTrack Package.
The violation of this license agreement will terminate your agreement with
Gitano Software at which time you must destroy any copies you may have and
erase the files from your hard drive. This is copyrighted material and as
such it is protected by the governing copyright laws.
This License to use this Gitano Software program is a single computer license.
YOU MAY:
Make one copy of the disk for your self for back up purposes.
YOU MAY NOT:
Install this program on more than one computer without the express
permission from Gitano Software .
Sell or lend the program to any other person, copy the program or any
part of the program for commercial or non commercial distribution
except as provided in the license agreement.
Disassemble, decompile or change the program in any way.
LIMITED WARRANTY
Gitano Software warrants the software distributed is free of any defects
in materials and workmanship for a period of 90 days. Gitano Software will
replace any damaged software at no extra cost, provided you return the
software along with proof of payment within 90 days of purchase.
DISCLAIMER OF WARRANTY
THIS SOFTWARE IS DISTRIBUTED "AS IS" WITHOUT WARRANTY OF ANY KIND. IN NO
EVENT SHALL Gitano Software OR ANY PERSON ASSOCIATED WITH Gitano Software BE
LIABLE OR RESPONSIBLE FOR ANY PROBLEMS TO THE HARDWARE, SOFTWARE, LOSS OF DATA,
OR ANY CONSEQUENTIAL LOSSES THAT MAY ARISE FROM THE USE OF THIS
Gitano Software PROGRAM.
Copyright (c) 1995-1996 Gitano Software
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"We specialize in
custom applications for all
your business needs."
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P.O.Box 42912, Bakersfield, CA 93384 (805)398-8553 - Fax (805)833-6469
All Rights Reserved Worldwide
Trademark Acknowledgments
Memmaker is a trademark of Microsoft Corporation
Smartdrv is a trademark of Microsoft Corporation
Windows is a trademark of Microsoft Corporation
IBM is a trademark of Independent Business Machines Corporation
QEMM is a trade mark of Quarterdeck
Clarion is a trademark of TopSpeed Corporation
LPM is a trademark of Logix Development Corporation
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RenTrack (c) 1995-1996 Gitano Software