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PropMan
Residential Property Management Software
USER GUIDE
for
Shareware Property Management System
PropMan USER GUIDE
(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
USER GUIDE 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 user
guide are clearly marked on their title
pages. Only copies so marked may be given to
others.
The following is an excerpt from our bound User Guide. An * denotes
those sections or partial sections which are included here.
Table of Contents
1. Getting Started
Read Me First............................ 1-1
Terminology.............................. 1-2
Installation............................. 1-3
Starting Up PropMan...................... 1-4
Shutting Down PropMan.................... 1-5
Help..................................... 1-6
Initial Processing Month and Year........ 1-7
Entering Your Company Heading............ 1-9
Changing Colors.......................... 1-10
Chart of Accounts........................ 1-11
Entering Vendors......................... 1-12
* New Building Startup..................... 1-13
* New Building Startup - General Screen.... 1-14
* New Building Startup - Mortgage Screen... 1-15
* New Building Startup - Units Screen...... 1-16
* Entering Tenants for New Buildings....... 1-17
Building Changes......................... 1-18
Building Changes - General Screen........ 1-19
Building Changes - Mortgage Screen....... 1-20
Building Changes - Units Screen.......... 1-21
Unit Information......................... 1-22
* Activating a New Building................ 1-23
Entering Tenant Personal Information..... 1-24
* Building Statuses........................ 1-25
2. Day to Day
Monthly Operations....................... 2-1
Moving In Tenants........................ 2-2
Moving Out Tenants....................... 2-3
Entering Rents........................... 2-4
Entering Tenant Financial Transactions... 2-5
Paying Bills............................. 2-6
Entering Invoices........................ 2-7
Changing Invoices........................ 2-8
Entering Tenant Personal Information..... 2-10
Entering Vendors......................... 2-11
Tenant Payment History................... 2-12
Miscellaneous Income..................... 2-13
Reserve Account Activity................. 2-14
Bank Deposits............................ 2-15
3. When Needed
Printing Notices and Letters............. 3-1
Rent Changes............................. 3-2
Accounting Corrections................... 3-3
Printing Reference Lists................. 3-4
Printing General Reference Listings...... 3-5
Printing Building Reference Listings..... 3-6
Printing Unit / Tenant Reference Listings 3-7
Deleting Vendors......................... 3-8
4. Month End
Income and Expense Recap................. 4-1
Month End Statements..................... 4-2
Backing Up PropMan....................... 4-3
Closing out the Month.................... 4-4
5. Archives
Reviewing Archived Information........... 5-1
Reviewing Archived Invoices.............. 5-2
Reviewing Archived Miscellaneous Receipts 5-3
Reviewing Archived Accounting Corrections 5-4
Printing Archived Information............ 5-5
Reviewing Archived Income and Expenses... 5-6
6. Index
New Building Startup
As defined in PropMan, a building is any entity you wish to
keep accounting records on as a whole. An apartment complex,
duplex, a single family dwelling or group of homes, are all
considered buildings. There are several simple steps required
to startup a new building in PropMan.
1. If the building you are entering has a mortgage
then (if you have not already done so) enter the
lender as a vendor by following the steps outlined
under Entering Vendors.
2. From the Main Menu press <S> for System
Maintenance and press <Enter>.
3. From the System Maintenance Menu press <N> for
New Building Startup and press <Enter>.
4. Your cursor is on Building. Type in the the
number you wish to associate with the building you
are entering. This number will be used to identify
this building when ever you need to refer to it.
The building number can be any number between 100
and 999.
5. The screen displays a message either saying that
the building number you have entered is unused or
in use already, and the cursor is on Startup
building. If the building number you have entered
is not in use then you will be creating a
completely new set of building records. If the
number was already in use and you reuse this number
it will destroy any accounting, unit, tenant and
history information that may exist for this
building. If you have made a mistake and want to
type in another building number then press <N> for
No, press <Enter>, and go back to step 4. If you
wish to continue then press <Y> for Yes and press
<Enter>.
6. If the building number you have selected was
unused then go to step 7. If you are reusing a
building number then you have the option of
retaining the background information for this
building, such as it's name and address, mortgage
information, apartment numbers, etc., even though
the unit, tenant, and accounting information will
be lost. Your cursor is on Clear data. Press <N>
for No if you wish to retain the background
information, or press <Y> for Yes to clear all of
the old building data. Press <Enter>.
7. In steps 7 through 9 don't press <Esc> until you
have finished entering the information outlined in
all three steps If you do the building will be
created incompletely and you will have to begin
again at step 3.
Perform the operations outlined under New Building
Startup - General Screen.
8. Perform the operations outlined under New
Building Startup - Mortgagee Screen.
9. Perform the operations outlined under New
Building Startup - Units Screen.
10. Perform the operations outlined under Entering
Tenants for New Buildings.
11. Perform the operations outlined under Unit
Information.
12. Perform the operations under Activating a
Building.
New Building Startup - General Screen
This screen contains the general information about a building,
and it is the first of three screens required during New
Building Startup.
1. Your cursor is on Name. Type in the name you
wish to associate with this building and press
<Enter>.
2. The cursor skips by Building status and Number
of Units. While you are entering a new building it
will always have a status of New (see Activating a
Building). The Number of units starts out as one
(buildings must always have at least one unit) but
as you enter the apartment numbers for this
building (see New Building Startup - Units Screen)
this number will change accordingly.
Your cursor is on the first line of the building
Address so type it in and press <Enter>. Do the
same for the other three Address lines as required.
3. Your cursor is on Monthly under Reserve
Accounts. Enter the amount you wish to reserve
monthly for each of the reserve categories listed
to the left. Press <Enter> after typing in each
amount. For example: Suppose your real estate taxes
are $12,000 annually. You decide to put $1,000
aside each month. Enter 1000 under the Taxes
reserve account. Each month, PropMan will
automatically increase your tax reserve account by
$1,000 and show the new balance on your monthly
statement.
4. After you press <Enter> on the last Monthly
reserve amount field the cursor will be under
Balance. Enter the your current cash balance for
each of the reserve categories by typing in an
amount and pressing <Enter>. This balance may only
be entered when setting up new buildings, PropMan
will maintain the balance once the building has
been made active.
5. After you press <Enter> on the last reserve
account Balance, your cursor will be under Notes.
This space is provided for any notations you may
wish to keep. Type in your notes, pressing <Enter>
after completing each line.
6. You have now finished with the first New
Building Startup screen. The next screen is the
Mortgagee screen. To get there you must press <F1>,
find the function key labeled Mtgee Screen, press
<Esc>, then press the Mtgee Screen function key.
If you have already completed all three New
Building Startup screens and want to have PropMan
create all of the records for this building, then
press <Esc>. This may take several minutes, but
when finished you will be back on the System
Maintenance Menu. From the System Maintenance Menu
you can press <Esc> again to return to the Main
Menu.
New Building Startup - Mortgagee Screen
This is one of three screens associated with New Building
Startup. This screen allows you to enter mortgage information
for this building. PropMan allows for up to five mortgages per
building. At each month end close PropMan will automatically
make an invoice for the next month, for each of the mortgages
entered here. On those mortgage invoices PropMan will
calculate how much of each payment will be applied to
principal and how much will be applied to interest and will
update the mortgage balance accordingly.
1. The cursor is now on Mortgagee Number. Type in a
number from one to five corresponding to the trust
deed you are entering, and press <Enter>. For
example if you were entering mortgage information
for the second trust deed on this building you
would press <2> and <Enter>.
2. Your cursor is now on Vendor. The mortgage
lenders should all be entered as vendors (see
Entering Vendors). Type in the vendor number
corresponding to the mortgage lender for the trust
deed you are entering now and press <Enter>. The
lender's name, address, and phone numbers will come
up automatically.
If you have not already entered the mortgage lender
for this trust deed as a vendor then skip this
field and continue with step 3. After you are
completely finished with New Building Startup then
enter the lender following the steps outlined under
Entering Vendors. You may then follow the steps
outlined under Building Changes - Mortgagee Screen.
If you have already entered the mortgage lender for
this trust deed as a vendor, but do not remember
the number that was assigned to that vendor, then
press <F1>. Find the function key number labeled
Next Vendor. Press <Esc>. Press that function key
number to step through vendors until you find the
one you are looking for.
3. The cursor is now on Loan No. This is for your
reference. Type in the number of the loan for this
trust deed and press <Enter>.
4. The cursor is on Terms. This space is also
provided for your reference only. You may type in
the length and type of the loan. For example "30
Year Fixed 5/1/64". Press <Enter>.
5. On Due day, type in the day of the month that
the loan payment falls due, and press <Enter>. For
example you might type in "1" for the 1st or "15"
if the loan is due on the 15th.
6. The cursor is now on Loan Balance. Type in the
balance for this trust deed and press <Enter>.
7. On Interest rate type in the rate and press
<Enter>.
8. On Prncpl & Int type in the monthly payment
amount of the loan and press <Enter>.
9. On Impound type in the amount of any monthly
impounds and press <Enter>. Your total monthly
payment will appear next to Total.
10. This completes the mortgage setup for this
trust deed. If you wish to enter another mortgage
for this building then return to step 1.
Otherwise continue with New Building Startup by
going on to the Units screen. Press <F1>. Find the
function key number labeled Units Screen. Press
<Esc>. Press the Units Screen function key number.
If you have already completed all three New
Building Startup screens and want to have PropMan
create all of the records for this building then
press <Esc>. This may take several minutes, but
when finished you will be back on the System
Maintenance Menu. From the System Maintenance Menu
you can press <Esc> again to return to the Main
Menu.
New Building Startup - Units Screen
This is one of three screens associated with New Building
Startup, and is where you specify what the apartment or unit
numbers are for this building. It is important that the list
of apartment numbers is complete and correct as you will not
be able to change them outside of the New Building Startup
procedure.
1. The cursor is on the first unit number.
Buildings must have at least one unit, so when they
are created the first apartment number is set to
match the building number. If this is not one of
the apartment numbers in this building then type
the first apartment number over this one. Press
<Enter>.
2. Type in the rest of the apartment numbers for
this building pressing <Enter> after each one.
If you make a mistake you can back up by holding
down the <Shift> key and pressing the <Tab> key. Do
this until you are on the unit you need to change
and then type over it with the correct apartment
number and press <Enter> until you are again on a
blank space (ready for the next unit number).
If you need to delete an apartment number you have
entered, back up using the <Shift> and <Tab> keys
until you cursor is on that unit, type over it with
blanks using the space bar, and press <Enter>.
If the building you are entering has more than
fifty units then when you have filled in the last
apartment number space provided for this block of
units then press <F1>. Find the function key number
labeled Next 50Unts. Press <Esc>. Then press the
Next 50unts function key and continue entering
apartment numbers.
Should you want to return to a previously entered
block of fifty units, press <F1>. Find the function
key number labeled Prev 50Unts. Press <Esc>, and
then press the Prev 50Unts function key.
If you have already completed all three New
Building Startup screens and want to have PropMan
create all of the records for this building then
press <Esc>. This may take several minutes, but
when finished you will be back on the System
Maintenance Menu. From the System Maintenance Menu
you can press <Esc> again to return to the Main
Menu.
Entering Tenants for New Buildings
This section is designed to show you how to enter the tenants
already residing in a building which is just now being entered
into PropMan. It does not outline the procedures for the
normal month to month tenant move ins (see Moving in Tenants).
For the procedures described below to work as outlined the
building must have a status of New (see Building Statuses).
1. From the Main Menu press <D> for Daily
Operations and press <Enter>.
2. From the Daily Operations Menu press <T> for
Tenant activity and press <Enter>.
3. Your cursor is on Building. Type in the number
of the building you are starting up and press
<Enter>. The name of the building will appear at
the top of the screen.
4. The cursor is on Unit. Type in the apartment
number of a unit in this building and press
<Enter>.
If you don't remember the apartment numbers for
this building or you would like to step through the
apartments sequentially then press <F1>. Find the
function key number labeled Next Unit. Press <Esc>
and then press the Next Unit function key. When you
reach the apartment you want, press <Enter>.
5. Your cursor is on Tenant. Type in the name of
the tenant residing in this unit and press <Enter>.
Names are entered last name comma first name.
If there is more than one tenant responsible for
this unit pick only one to enter here. The other
tenants will be entered later. (See Entering Tenant
Personal Information).
6. On Sched rent, type in the amount of the normal
monthly rent and press <Enter>.
7. On Due day type in the number corresponding to
the day of the month that the rent becomes due, and
press <Enter>. For example the first would be 1, or
the fifteenth would be entered 15.
8. On Paid to, type in the date of the last day for
which the rent has been paid, and press <Enter>. It
must always be the day before a rent Due day. You
may only enter this date during New Building Setup,
once the building is made active the Paid to date
will be automatically kept in step with any tenant
financial activity entered.
9. On Other due type in the balance of any
assessments for this tenant and press <Enter>. This
may only be entered during New Building Setup. Once
the building is made active, the Other due balance
will automatically be kept in step with any tenant
financial activity entered.
10. On Last under Rent type in the amount of the
most recent previous Sched rent for this tenant and
press <Enter>. This amount should have been the
monthly rental amount before the last rent raise.
11. On Last under Date type in the date of the last
rent raise and press <Enter>.
12. The cursor is on New under Rent. If there is a
rent change pending for this tenant then type in
the amount of the new rent and press <Enter>.
13. The cursor is on New under Date. If there is a
rent change pending for this tenant then type in
the date the new rent will become effective and
press <Enter>.
14. On Date in type in the date this tenant moved
in and press <Enter>.
15. On Lease exp type in the date that the lease
expires for this tenant and press <Enter>.
16. The cursor is on Pay / Quit. If a 3-Day-Notice
has been served to this tenant then type in the
date of service here and press <Enter>.
17. The cursor is under Deposit Balances. There are
five deposit categories labeled at the left and
your cursor is beside the first one. Type in the
amount being held from this tenant for this first
deposit category and press <Enter>. Do the same for
the other four categories.
18. You have now finished entering this tenant. To
enter the next tenant in this building return to
step 4.
When you are finished entering all of the tenants
residing in this building, press <Esc> to return to
the Daily Operations Menu.
Press <Esc> again from the Daily Operations Menu to
return to the Main Menu.
Activating a New Building
While buildings are being entered into PropMan they have a
status of New. This status determines what operations can be
performed on the building throughout the PropMan system.
New buildings are still in the start up process. All of the
background information about the building can be entered.
Mortgage, reserve and deposit balances can be entered
directly, as well as the information about the tenants already
residing in the building. No operational activities will be
accepted for New buildings. Money collected cannot be entered.
No rents come due. No invoices can be put in.
So, when you have entered all of the background information
about a building and wish to begin normal monthly processing,
the status of the building must be changed to Active. Active
is the status of operating buildings.
To change the status of a building from New to Active, follow
the steps outlined below. Please check that you have completed
all of the steps outlined under New Building Start Up before
you activate the building. Some of the building background
information may not be entered directly once the building is
made active, such as tenant deposit balances and paid to
dates, mortgage balances, etc. This is a good place to make a
backup of your system (see Backing Up PropMan ).
1. From the Main Menu press <S> for System
Maintenance and press <Enter>.
2. From the System Maintenance Menu press <B> for
Building Changes and press <Enter>.
3. Your cursor is on Building. Type in the number
of the building you wish to activate and press
<Enter>.
If you don't remember the number of the building
you want, press <F1>. Find the function key labeled
Next Build. Press <Esc>. Then press that function
key to step through the buildings in your system
until you find the one you are looking for, then
press <Enter>.
4. Press <Enter> until your cursor is on Status.
The current status of the building will be
flashing, and for the purposes of this section that
status should be New. To change the status of the
building from New to Active, merely press <A> for
Active and press <Enter>.
5. If you need to activate another building then
press <Enter> until your cursor is again on
Building and then return to step 3. If you have
finished activating buildings then press <Esc> to
return to the System Maintenance Menu.
Press <Esc> again from the System Maintenance Menu
to return to the Main Menu.
Building Statuses
Buildings in PropMan may have one of three statuses at any one
time. The statuses are New, Active, and Deleted.
New buildings are still in the start up process. PropMan is
still holding information for them but the building is not
being operated in the normal sense. No invoices can be entered
or paid. No rents come due. No operational activities are
allowed at all. While a building is New, its initial
information can be entered. Mortgage, reserve and deposit
balances are entered. Money collected cannot be entered while
a building is New, only money already held in account
balances.
Active is the status of operating buildings. Rents come due
each month; invoices can be entered and paid; all of the
PropMan operations can now be performed on this building. The
monthly accounting reports are available. Once a building is
Active, changes to its financial information must be done with
accounting transactions, and those transactions will generate
an audit trail. An Active Building is one that is being run
and PropMan will track what happens.
Deleted is for buildings that are no longer operating. Perhaps
it has been sold or is being rebuilt or converted. For
whatever reason, no more accounting is being done for the
building operations. The information for the building is
retained but no activity is allowed. Reports about the
building and the archives are still available, however.
