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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.
