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D I M A N A G E
RENTAL PROPERTY MANAGEMENT SYSTEM
USER'S GUIDE
Copyright (c) 1991-1992, all rights reserved
D I MANAGEMENT CORPORATION
PO Box 429152
Cincinnati, Ohio 45242
(513) 831-4122
___________________________________________________________________________
DIMANAGE 3.0 1
TABLE OF CONTENTS
NOTICE AND LICENSE..................................................... 3
INTRODUCTION........................................................... 4
DIMANAGE DESIGN PHILOSOPHY............................................. 5
SYSTEM REQUIREMENTS.................................................... 5
INSTALLATION........................................................... 5
INSTALLATION ON A DUAL-FLOPPY SYSTEM................................... 6
A TRIAL RUN............................................................ 6
Selecting a Property................................................. 7
A New Tenant......................................................... 7
Tenant Move In and Rent Payment...................................... 10
Eviction Notice Served............................................... 11
Tenant Move-Out...................................................... 11
Writing a Check...................................................... 11
Producing Reports.................................................... 12
MOVING ON.............................................................. 13
SETTING UP YOUR OWN DATABASES.......................................... 13
THE DIMANAGE MENU SYSTEM............................................... 15
When You Start the Program........................................... 15
The Main Menu........................................................ 16
Selecting a Property - the SELECT Function......................... 16
Posting rent - the RENT function................................... 16
Posting other income - the MISC-INCOME function.................... 17
Posting expenses - the EXPENSES function........................... 17
Modifying data - the CHANGE function............................... 18
Preparing reports - the OUTPUT function............................ 19
Housekeeping - the UTILITY function................................ 20
Calling it quits - the QUIT function............................... 22
INDEX FILES............................................................ 22
DATABASE STRUCTURES.................................................... 23
ABOUT REPORTS.......................................................... 25
ABOUT SUPPORT.......................................................... 25
TROUBLESHOOTING........................................................ 25
SUPPORT FOR DIMANAGE USERS............................................. 27
COMMON PROBLEMS........................................................ 27
ABOUT SHAREWARE........................................................ 28
___________________________________________________________________________
DIMANAGE 3.0 2
D I M A N A G E
RENTAL PROPERTY MANAGEMENT SYSTEM
USER'S GUIDE
Copyright ■ 1991-1992, all rights reserved
D I MANAGEMENT CORPORATION
PO Box 429152
Cincinnati, Ohio 45242
(513) 831-4122
NOTICE AND LICENSE
As the original purchaser of the registered version of DIMANAGE, you are
granted a nonexclusive license to use this software under the following
terms: You may not use the software on more than one computer (i.e. a
single CPU) at the same time. You may not rent or lease the software, but
you may transfer it on a permanent basis if the person receiving it agrees
to the terms of this license. You may copy the software in its shareware
version and distribute the copies to others so long as you give exact
copies of the shareware distribution package. There is no charge for this,
but ONLY THE SHAREWARE VERSION MAY BE DISTRIBUTED.
D I Management Corporation warrants the physical diskette(s) and physical
documentation provided with registered versions to be free of defects in
materials and workmanship for a period of ninety days from the date of
registration. If D I Management Corporation receives notification within
the warranty period of defects in materials or workmanship, and such
notification is determined by D I Management Corporation to be correct, D I
Management Corporation will replace the defective diskette(s) or
documentation. The entire and exclusive liability and remedy for breach of
this Limited Warranty shall be limited to replacement of defective
diskette(s) or documentation and shall not include or extend to any claim
for or right to recover any other damages, including but not limited to,
loss of profit, data, or use of the software, or special, incidental, or
consequential damages or other similar claims, even if D I Management
Corporation has been specifically advised of the possibility of such
damages.
In no event will D I Management Corporation's liability for any damages to
you or any other person ever exceed the lower of suggested list price or
actual price paid for the license to use the software, regardless of any
form of the claim. D I MANAGEMENT CORPORATION SPECIFICALLY DISCLAIMS ALL
OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO, ANY
IMPLIED WARRANTY OF MERCHANTABILITY AND/OR FITNESS FOR A PARTICULAR
PURPOSE.
___________________________________________________________________________
DIMANAGE 3.0 3
If bugs are discovered in this software, they may be reported to the above
address, or to the author, Jay Wilson, via CompuServe electronic mail at
71310,1040. If a verifiable problem is reported, D I Management
Corporation will make every effort to correct it.
D I M A N A G E
RENTAL PROPERTY MANAGEMENT SYSTEM
USER'S GUIDE
INTRODUCTION
DIMANAGE is a rental property management software system designed to run on
IBM compatible computers. Although it was designed for use with
residential property, it should be adequate for management of commercial
properties as well. There are very few limitations in DIMANAGE. You may
use it to manage as many properties, with as many units, as your hard disk
and your patience will tolerate.
DIMANAGE DESIGN PHILOSOPHY
DIMANAGE has been under development for a number of years. It has been in
use in actual property management as it evolved, and is now available as
shareware.
The system was designed to make property management record keeping as
simple as possible. The principal underlying assumption of the system is
that property owners and managers want to manage the property, but not
necessarily do the accounting. The philosophy of DIMANAGE is that a
property manager would prefer to have an easy way to send data to an
accountant and not have to worry about the boredom, drudgery and
frustration of journal entries, trial balances, etc. Most often, the
document sought from an accountant will be a tax return, and the system is
designed to provide a quick and easy way to get information organized for
the accountant to use, while still allowing the property manager to work
with data quickly and to see the information presented in a useful way.
Accordingly, there is no need to design or maintain a chart of accounts, or
to maintain journals, ledgers, etc. Moreover, the data files are
compatible with dBASE III, a commercially available software package for
data management. This means that the user may easily design special
reports if desired, import data to spreadsheets, or conduct special
analysis using dBASE III or other compatible software.
The second design objective in development of DIMANAGE was speed. The
program uses series of menus and pop-up windows, so that the user need only
press a few keys to complete a specific function. In this manner, for
example, an ordinary rent receipt for a tenant can be recorded with only
five to seven keystrokes.
___________________________________________________________________________
DIMANAGE 3.0 4
For maximum efficiency, DIMANAGE should be operated on a computer with a
hard disk. For each property, the system maintains three files, two of
which will grow rather large as time passes. The program may be operated
from two floppy diskettes but performance will be seriously degraded as
data files grow.
+---------------------------------+
| If you operate from floppy |
| diskettes, here's a good rule |
| of thumb: If you have 100 |
| units and write 10 checks per |
| month, your data files will |
| fill half a 360K floppy |
| diskette in a year. |
+---------------------------------+
The system has been furnished with fictitious data for initial testing and
evaluation. The sample data may be removed if desired, but should be
useful for experimentation and familiarization.
SYSTEM REQUIREMENTS
Your computer must be an IBM-compatible computer with at least 512
kilobytes of memory, running at least DOS 2.0. Preferably, it should have
a hard disk as well. In addition, your CONFIG.SYS file should contain the
following statements:
FILES = 20
BUFFERS = 8
If your CONFIG.SYS file contains the above two statements with larger
numbers, the system should operate properly. The above are simply
recommended minimums.
INSTALLATION
If you have been using the shareware evaluation version of DIMANAGE, you
only need to install the new registered version of DIMANAGE.EXE to your
working drive and directory by following the instructions in the package
you received.
If you are installing the shareware version of the program, first make a
backup copy of the distribution diskette and store the original diskette in
a safe place. (If you are unfamiliar with how to do this, refer to the
DISKCOPY command in your DOS manual.)
Next, with the backup copy of the distribution diskette in your floppy
drive, change to that drive by typing A: (or the actual name of the drive
where the floppy is if it is not drive A:,) and type the following:
___________________________________________________________________________
DIMANAGE 3.0 5
install c:\mydir
where mydir is the name of the directory where you now have DIMANAGE
installed.
+---------------------------------+
| To run DIMANAGE on a |
| monochrome monitor or on a |
| laptop computer, you may find |
| the screen easier to read if |
| you type DIMANAGE /b to start |
| the program in black and |
| white mode. |
+---------------------------------+
Now you may start DIMANAGE by typing its name at the DOS command prompt.
INSTALLATION ON A DUAL-FLOPPY SYSTEM
We do not recommend running DIMANAGE on a dual-floppy system. At first,
you probably won't have any difficulty with the programs, but as you
progress, the system's speed will gradually decrease and you may eventually
lose all the advantages of the program's speed.
If you would like to evaluate DIMANAGE on a dual-floppy system, make a
backup copy of the diskette with the distribution files as described above.
Place this backup diskette in drive A: and a blank, formatted floppy
diskette in drive B:, and type:
COPY *.DBF B:
COPY *.NTX B: <== to move the data files to drive B:
B: <== to change to drive B:
A:DIMANAGE <== to start the program
A TRIAL RUN
Now that you have DIMANAGE running, we'll go through a trial run. The
distribution diskette contains data for two fictitious properties. The
sample data may be used for experimentation and familiarization. In the
sections that follow, a sample run is described, giving step-by-step
instructions for following a tenant through a process of moving in, paying
rent, being evicted, moving out, and (believe it or not) receiving a
security deposit refund. Finally, we will produce a report. This will
give you a good feeling for how the program works.
When DIMANAGE is first started, the main menu appears. It will be similar
to Figure 1. (All figures are at the end of this manual.) Notice that the
word "Select" is highlighted. Now press the right arrow key and two things
___________________________________________________________________________
DIMANAGE 3.0 6
will happen. First, the highlight will move and cover the word "Rent".
Second, the message at the bottom of the screen will change, and now
explains what this menu item does. This feature is consistent throughout
all the menus in the system. The bottom of the screen will offer
explanatory information for each menu item chosen.
+---------------------------------+
| During a DIMANAGE session, |
| context-sensitive help may be |
| obtained by pressing F1. Try |
| it now and you will see a |
| description of the main menu. |
| Throughout the following |
| demonstration, try F1 from |
| time to time. There is help |
| available for most tasks. |
+---------------------------------+
Selecting a Property
Using the arrow keys again, move the highlight back to "Select" and press
the Enter key. (Another way to do this would be to simply press <S>. This
will automatically invoke the "Select" function.) Now you will see a
selection box like the one shown in Figure 2. Notice that the first item
(Llamedos Manor) is highlighted. Again, by moving the highlight (this time
with the up and down arrow keys,) you may highlight either of the two
properties shown. You can also navigate by pressing the first letter of a
property's name, but actual selection will require that you press the Enter
key.
Go ahead and select by moving the highlight to "Llamedos Manor" and press
<Enter>. The property selection box will close. The system now knows that
you will be working with the property named Llamedos Manor, and the name of
the property, along with today's date is shown above the main menu.
+---------------------------------+
| A tenant list may be viewed |
| at any time by pressing <F2> |
| after you have selected a |
| property. |
+---------------------------------+
Now press <F2>, and a tenant list will appear on the screen. This list can
be reviewed by using the up and down arrows or the PgUp or PgDn keys. Note
that the names are presented in order of unit number.
A New Tenant
As you can see, this property is in considerable trouble, as there are ten
___________________________________________________________________________
DIMANAGE 3.0 7
vacancies out of 33 units. Press <Esc> to leave the tenant list and return
to the main menu. We have a new tenant, and we're about to record some
data about him. To do this, we will take the following steps:
o First, we will record his presence as a tenant, assigning him to a
specific unit.
o At the same time, we'll record receipt of his security deposit.
o Finally, we will record the date he moves in and receipt of his first
month's rent.
+---------------------------------+
| You can navigate DIMANAGE |
| menus by typing the first |
| letter of a menu item name or |
| by using the arrow keys to |
| move to the desired menu |
| item. |
+---------------------------------+
First, press the right arrow key until the highlight covers "Change." As
can be seen from the message at the bottom of the screen, this function is
used to modify data. Go ahead and press <Enter>, or, if desired, press <C>
to select the Change function.
Now a pull-down menu has appeared, giving you a selection of functions that
you may perform. Move the highlight to "New Tenant" (or press <N>,) and
press <Enter>. From this point, you will pass through a series of three
data entry forms, shown in Figure 3. These forms actually appear in
sequence, and all of them are shown in Figure 3. When you finish entering
data for our new tenant, your screen will look like Figure 3.
Your cursor should be positioned in the first form, on a line asking for a
unit number. The cursor is in the highlighted area, waiting for an
indication of the unit this tenant will be moving into. This tenant is
going into unit A-01, which is now vacant. You could type A-01 to fill in
the unit number, but there's an easier way. This selection can be made
from the tenant list by pressing <F2>, highlighting the appropriate unit
number and pressing <Enter>. This will automatically enter the unit number
in the field in the top data entry form. In most cases, this will be the
best way to make this kind of entry. This is because the system uses the
entries you make to locate data records, and an exact match must be found.
If you make a mistake when you type the unit number, the system will not be
able to find the unit's record in the database, and you will receive an
error message.
___________________________________________________________________________
DIMANAGE 3.0 8
+---------------------------------+
| You can move from field to |
| field in a form by using the |
| arrow keys. You may also |
| leave a form from any field |
| by pressing <PgDn>. |
| |
| If you make a mistake |
| entering data, you can cancel |
| the entry and close the form |
| by pressing the <Esc> key. |
+---------------------------------+
Once you have entered the unit number a second form will appear, for the
new tenant's data. This form is also shown in Figure 3. Again, the cursor
is in the form, waiting for the tenant's name and other information.
Notice that the unit number has already been filled in.
+---------------------------------+
| When editing a date field, |
| you may view a calendar by |
| pressing F3. You can move |
| around in the calendar with |
| the arrow, PgUp, and PgDn |
| keys. Highlight the desired |
| date and press Enter to place |
| it in the data field. |
+---------------------------------+
Let's continue. This tenant's name is Aaron Aardvark. Type his name -
last name, comma, first name - as shown in Figure 3, and press <Enter>.
Now type 250 and press Enter. This is his security deposit. Do it again,
as his rent is the same. Type 10 in the Other Deposits field to represent
a key deposit. For a start date, use January 1, 1992 by typing 010192 and
a pressing the Enter key. Notice that the program moves the cursor and
there is no need to type a "/" between the month and day. For an end date,
type 123192. Finally, if desired, it is possible to make some special note
on the tenant's record. You can do it in the bottom space on the form. If
not, leave the form by pressing <Enter> until the form closes.
Now a third data entry form has appeared, as shown near the bottom of
Figure 3. The purpose of this form is to permit entry of the date the
security deposit was received. As can be seen on your screen, the program
has supplied the current date, but in everyday use this entry might not be
made the same day the deposit was received. This screen provides you an
opportunity to change the date. Use the arrow keys to get to the date
field and type 121591, since we'll say that's when the deposit was actually
received.
___________________________________________________________________________
DIMANAGE 3.0 9
Now the system is back at the new tenant form again, waiting for data for a
unit number for another new tenant. Unfortunately, there are no more new
tenants. This form may be exited by leaving the field blank and pressing
<Enter>, returning you to the "MODIFY RECORDS" menu.
Next, press <E> to return to the main menu. As you do this, note that the
property name above the menu has had an asterisk added to it. This is
because you have recorded a money transaction (receipt of the security
deposit,) and the system balances need to be updated. DIMANAGE keeps a
running balance for each transaction. The procedure for doing the
calculation of balances is somewhat complicated, so the system doesn't do
it unless specifically requested. You will find a procedure to do this
under the Update function on the main menu, but you can do this later,
after recording all other transactions. Instead, let's proceed with Aaron.
Tenant Move In and Rent Payment
Now it's January 1, and Aaron moves in. We must make a record of this.
Press <C> again, to return to the "MODIFY RECORDS" menu. Here, you will
see that one of the choices is "Tenant Move In/Out." Upon selecting this
item, you will first be presented with a form in which you may enter the
tenant's name and unit number. As you did earlier, use <F2> to select
Aaron's name and unit. When you have done this, you are next shown a list
of seven actions related to a tenant move. The first one, "Move In," is
the one you should select by moving the highlight bar to cover the item and
pressing <Enter>, or by pressing <M>. Next, you are presented with a form
that permits entry of the date Aaron moved in and your initials. This form
will create a permanent record in the transaction database for the date
when Aaron moved into his unit. Fill in both of these fields, using
January 1, 1992 as the date. Enter your initials and leave the data form
by pressing the Enter key.
+---------------------------------+
| Posting rent on the date it |
| is received is quite simple. |
| Press: <R>, <F2>, (arrow keys |
| to select name), <Enter>, and |
| <PgDn>. If you want to post |
| other tenants, the system |
| will offer the same date as |
| the previous posting. This |
| way rent payments can be |
| posted quickly for all |
| tenants who all paid the same |
| day. |
+---------------------------------+
As he moves in, Aaron pays his rent. To record it, press <E> (for Exit) to
leave the "MODIFY RECORDS" functions, and return to the main menu. At this
___________________________________________________________________________
DIMANAGE 3.0 10
point, press <R> (for Rent) to select the rent posting function. Another
menu will appear when you do this, giving you two options: You may post
rent or you may update balances due. Before posting Aaron's rent payment,
select the Update function by pressing <U>. There will be a brief pause
when you do this, as the program updates the rent due for each tenant.
(Ordinarily, you would do this at the beginning of each month.)
When this process is completed, press <R>. Once again a form appears,
asking for the tenant's name or unit number. Either may be entered, or the
tenant list may be used to make the selection. Press <F2> to access the
Tenant List. Note that there is now a check mark next to each tenant's
name. This indicates that rent is owed by this tenant. Highlight Aaron's
name or unit number and press <Enter>.
Now another form has appeared, similar to Figure 4. Notice that most of the
blanks have been filled in. However, the current date has been supplied
again, assuming this information is being posted the same day the rent was
received. The amount is correct, so pressing <Enter> will move the cursor
down to the date. (When you move the cursor out of the Amount field, the
Amount Due field at the bottom of the form is automatically updated.) Type
010192, since Aaron paid right on time. Note that your initials are
automatically supplied in the last field. However, if you are not actually
the person who received the rent you can modify this entry. In this form,
the system has assumed this payment is rent for the month it is being
posted. You will need to edit the field indicating the month for which the
payment is being made.
The screen should again contain the form asking for another tenant name.
Try posting rent for another tenant if you like. Otherwise, press <Esc> to
cancel rent posting and return to the main menu.
Eviction Notice Served
Now you are back at the main menu again. Assume it is February 15, that
Aaron hasn't paid his February rent, and that you have given him an
eviction notice. To make a record of this, press <C> from the main menu.
This brings you back the "MODIFY RECORDS" menu again. Select "Tenant Move
In/Out" again. As before, you will be asked to enter the unit number, so
press <F2> and select Aaron's unit or name. Select "3-day notice" from the
selection form that appears next. At this point, another form appears,
like the one you used when Aaron moved in. Again, most of the information
has already been provided. Enter the date by typing 021592 and pressing
<Enter>. Your initials have already been provided, so you may now leave
the form by pressing <Enter>.
Tenant Move-Out
Aaron cooperates and moves out March 1. Use the same procedure described in
the above paragraph to record this, selecting "Moved out" as the action
___________________________________________________________________________
DIMANAGE 3.0 11
taken and making the date entry 030192. When you have completed this,
press <F2> and you will see that Aaron's name has been removed from the
tenant list.
Writing a Check
Unlikely as it may seem, Aaron's security deposit will be partially
refunded. Press <E> to access the Expense function. A screen as
illustrated in Figure 5 will appear. Here, the program has scanned the
transaction database and taken a guess at the next check number, and is
waiting for your confirmation. (Note that check entry may be terminated at
this point by entering a zero and pressing <Enter>, or by pressing <Esc>.)
Leave the number the same and press the Enter key. Now more of the form is
filled in, for entry of the rest of the check data. Type Aaron's name,
last name first, exactly as his name was first entered into the database.
Type the amount to be refunded, which is $100, into the next field. Then
enter the date (March 15, 1992), and the initials of the person who wrote
the check. As soon as this line is completed, another data field appears,
for entry of the check purpose. Here there is a choice. The purpose may
be typed, or <F2> may be used again, in a different way than before. Press
<F2>. Now, instead of a list of tenants, this key provides a ready-made
list of check purposes. Use the arrow key or press <S> to move down to
"SECURITY REFUNDS" and press <Enter>.
+---------------------------------+
| It is important that you |
| enter the information for the |
| person the check was written |
| to and the purpose of the |
| check very carefully. In |
| order for the system to |
| prepare reports about check |
| transactions, it must be able |
| to find all the records for, |
| in this case, Aaron Aardvark. |
| Likewise, when processing |
| refunds, the system searches |
| for the specific words |
| "SECURITY REFUND". This is |
| why you should use <F2> |
| whenever possible. |
+---------------------------------+
At this point, another form appears. This has happened because the purpose
entry indicated a security deposit refund. In response to this, DIMANAGE
has searched the transaction database and has found the records of Aaron's
security deposit and key deposit. The information is presented in this
form to afford the opportunity to record conversion of the deposit to
income. As can be seen, the system believes that the conversion to income
___________________________________________________________________________
DIMANAGE 3.0 12
will be $160, or the amount of Aaron's deposits less the amount of the
refund. The information is correct, so <Enter> or <PgDn> may be pressed to
leave the form.
You can leave the check entry form now, as noted above, by entering a 0 for
the check number or by pressing <Esc>.
Producing Reports
Now for a review of Aaron's history. At the main menu, press <O>, (the
letter,) for output. Press <A> for an Activity Report. Here a line
appears, asking for a tenant name. <F2> will no longer help because Aaron
is gone, so you will have to type his name. Because of the way the system
works at this point, however, it is not necessary to type his full name.
In fact, it is only necessary to type enough to make the entry unique for
Aaron's name. It's unlikely there have been any checks written to or money
received from anybody else with a double "A" in their name, so type AA and
press <Enter>. The next question that appears is to ask if you want the
report sent to the screen, a file, or your printer. This one will be short
and will fit on the screen, so printing won't be necessary. Just press
<S>. For all reports, the only way to get a printed report is to press P
in response. If your printer isn't ready the report will be sent to the
screen anyway.
The report should be similar to the one shown in Figure 6 - if you have
done everything correctly.
MOVING ON
The exercise above should provide you with a basic understanding of how
DIMANAGE works. From this point, you can experiment as you like with the
various functions, using the sample data for your experiments.
Following is a description of how you may enter new data for your own
property.
SETTING UP YOUR OWN DATABASES
You may begin entering data for your own property by selecting the New
Property function in the UTILITIES menu. When you do this, a data entry
screen will appear, asking you for the name of the property. You may enter
any name you like, within the limits of the field provided.
Once you have entered a property name, you will be asked for other
information about the property, such as the address, the manager's name,
and so on. These items are optional.
Next you are asked to provide two file names. DIMANAGE keeps track of
information about your rental property in two data files. These files are
___________________________________________________________________________
DIMANAGE 3.0 13
in a format that has become an industry standard, and you will find that
you are able to read and analyze these files with many popular commercial
programs.
+--------------------------------+
| Be sure and follow the DOS |
| file name rules for the |
| transaction and tenant |
| database names. A suggested |
| method would be to use the |
| first four or five letters of |
| the the property name, |
| followed by by "TEN" for the |
| tenant database and "REC" for |
| the transaction database. |
+--------------------------------+
One of the two data files is used to record information about tenants such
as their name, lease dates, rent and security deposits. This file is
referred to as the Tenant File or the Tenant Database. The other data file
is used to keep track of transactions, or things that "happen." This is
referred to as the Transaction File or the Transaction Database.
These data files have names of the form "XXXXXXXX.DBF", where the string of
"X" characters are replaced by a name you choose when you set up a new
property. We recommend that you name these files by using the first four
or five characters of the property name plus "DAT" for the Transaction
Database, and the same first set of characters followed by "TEN" for the
Tenant Database. For example, one of the sample property databases
distributed with DIMANAGE is for a property named Llamedos Manor,and we
have named the data files LLAMTEN.DBF (for the Tenant Database,) and
LLAMDAT.DBF (for the Transaction Database.)
Next you are asked for beginning balances. The beginning bank balance you
enter should be the actual balance on the day before your first money
transaction. The same is true for the security deposit balance. You will
need to be very careful when entering these balances, as this will be your
only opportunity to make these entries. These figures are placed in the
transaction database master record and from this point on, DIMANAGE uses
these figures to calculate running balances in a relatively complex
procedure. Because of this complexity, you are not permitted to change
these balances in DIMANAGE once they have been entered. This is intended
to preserve the integrity of your data.
A program named BALANCES.EXE is provided to registered users to permit you
to modify these balances, but this program should not be accessible to
everyone in your office. To protect the integrity of your data, BALANCES
is password-protected, and will ask you to provide a password the first
time you run it. You should enter this password and record it somewhere in
___________________________________________________________________________
DIMANAGE 3.0 14
record it somewhere in case you forget it. BALANCES will then present you
with a list of file names and you need only highlight one and press the
Enter key to modify balances for the database. If the file you select is
not a Transaction Database, you will receive a warning message. (Note:
This program is not in the shareware package, but you may obtain a copy by
calling us.)
Finally you will also be asked if you mingle security deposit funds with
operating funds. In other words, the program wants to know if you keep
security deposits in the same bank account as operating funds. The answer
to this question is very important, as it has a significant effect on how
balances are calculated. If you do use security deposit funds for
operating expenses, you should answer "Y" to this question. Your answer to
this question will determine how the program calculates balances for the
Monthly Report and the Ledger Report. For example, if funds are kept in
the same account, receipt or refund of a security deposit will change the
balance of your working account. On the other hand, if security deposits
are kept in a separate account, only a deposit conversion will affect the
balance of your working account.
Once you have provided information about the property name and database
names, the data entry form will disappear and a form will appear requesting
an apartment number. This is the beginning of the process you will use to
enter tenant data. You may proceed at this point with tenant data entry,
or you may elect to do it later. If you choose to enter tenant data later,
you may do it in the CHANGE main menu item by selecting New Tenant, as
described previously.
To further customize DIMANAGE to the way you do business, you should select
the Memo Edit function in the UTILITIES menu. This will permit you to
customize the automatic check memo entries to suit your own purposes. When
you do so, however, it is important that you do not change the wording of
the entry for SECURITY REFUND. This precise wording is needed in order for
the security deposit refund procedure to work correctly.
You may have as many entries in the memo list as you like. However, only
the first 100 will be used in preparation of the Monthly Report, which
categorizes expenses by memo entry. Any expenses not found in the first
100 memo entries (alphabetically) will be grouped into the "OTHER"
category.
THE DIMANAGE MENU SYSTEM
The following sections are devoted to a description of each of the DIMANAGE
functions.
When You Start the Program. . .
When you first start DIMANAGE, the program checks to see if the property
database file (PROPERTI.DBF) and the check memo file (INEXPW.DBF) both
exist. If not, you will be given the opportunity to have DIMANAGE create
___________________________________________________________________________
DIMANAGE 3.0 15
the files for you. If you elect this option, the program will create the
two databases. Likewise, you will also need to use the Memo Edit function
in the UTILITIES menu to enter your standard check memo entries, as
discussed above. When doing this, you will note that the program has
already entered SECURITY DEPOSIT in the database.
You may enter up to 99 additional standard check memo entries for a total
of 100.
The Main Menu
When the main menu is on the screen, you may use the arrow keys to move to
the menu item you desire and then press <Enter>. Alternatively, you may
type the first letter of the menu item, which will initiate it
automatically. Following is a brief description of each main menu item:
o SELECT - Choose a property to work with
o RENT - Post rent receipts
o MISC INCOME - Post miscellaneous receipts
o EXPENSES - Post expenses
o CHANGE - Modify or edit existing data
o OUTPUT - Prepare reports
o UTILITIES - Re-index, pack databases, add or delete properties, archive
data
o QUIT - Return to DOS
Each of these is discussed below.
Selecting a Property - the SELECT Function
When you choose the SELECT function, you are selecting a property to work
with. A selection box will appear on the screen, showing you the names of
all properties in the system. Using the arrow keys, move the highlight to
the property desired and press <Enter> to select it. If the list of
properties is too long to fit into the selection box, the list will scroll
as you move the highlight.
Posting rent - the RENT function
This is the function you will use to post rent receipts and update the
amount of rent each tenant owes. To update balances at the beginning of
each rent period, simply press <U> when the Rent pulldown menu appears.
___________________________________________________________________________
DIMANAGE 3.0 16
To post rent, press <R> from the Rent pulldown menu. The system will first
ask you for a tenant name or unit number. You may enter either one, or you
may use the <F2> key to see the tenant list. From this list, you need only
to highlight the name or unit number and press <Enter> to select a tenant
name.
When entering a tenant name from the keyboard, you need only enter enough
characters to make the name unique. For example, entering "MCK" will
locate the first tenant whose name contains this combination of characters.
When entering a unit number, an exact match is required.
To leave this function, simply leave the name and unit number blank and
press <Enter> twice or <PgDn> once.
+---------------------------------+
| If you select the same name |
| twice in one session, the |
| system will query you to be |
| sure you actually intend to |
| post another entry. The |
| program wants to be sure you |
| don't inadvertently post a |
| rent payment twice for the |
| same tenant. |
| |
| If you select the wrong name |
| you may cancel the data form |
| by pressing the <Esc> key. |
+---------------------------------+
Once a tenant has been selected, a data entry form for the rest of the rent
information will appear. You may enter or modify any data in the form
except the name and unit number. If this is a partial payment, the program
will automatically calculate the amount still due. If there was a previous
balance due, it is shown at the top of the form for your reference. Be
sure and check the date, as the system automatically supplies today's date
and this may not be the date on which the rent was received. If all data
are correct when the form is first presented, you may complete the
processing by simply pressing the <PgDn> key.
Posting other income - the MISC-INCOME function
This function is used to post miscellaneous income. The first entry
required is the amount received. Once a non-zero amount is entered, data
are requested regarding the source, the date, and who received the income.
Provision is also made for entering a check number, if desired. At this
point you may enter data into or modify any field except the amount. Be
sure and check the date - the current date is supplied. To leave this
___________________________________________________________________________
DIMANAGE 3.0 17
function, make sure the amount is zero and press <Enter>, or press <Esc>.
Posting expenses - the EXPENSES function
The EXPENSES function is used to post expenses. First, the system scans
the transaction database and guesses at your next check number, offering it
to you. At this point you may leave expense posting by simply entering
zero and pressing <Enter>, or by pressing <Esc>. Otherwise, if the check
number is incorrect, you may type the correct check number.
To use this function to record a cash expense, enter a negative number for
the check number. The system will substitute the word "CASH" for the check
number in the data record.
When the check number has been entered or accepted by pressing <Enter>, the
remaining fields are presented for data entry. You will be asked to enter
the name of the person or organization the check was written to, the
amount, the date and your initials. Following these entries, a field is
opened for entry of the purpose of the payment. You may type anything you
like, or you may use the <F2> key, which will present you with a set of
standard memo entries. You can simply highlight the desired entry and
press <Enter>. At this point you may enter or modify data in any field
except the check number. Be sure and check the date, as the current date
is automatically supplied.
If you select "SECURITY REFUND" for the purpose, the system will search the
transaction database for an entry with the same name and the words
"DEPOSIT" in the memo field. Another entry window will be opened for
creating a record for deposit conversion. If the deposit information is
not found, an empty data entry screen is presented and you will have to
provide the data for the deposit conversion.
It is important to point out that the way you enter the tenant's name in a
refund check form is important. The system must search the database for a
corresponding deposit entry by scanning all entries for one having exactly
the same name. For this reason, the name must be typed exactly the same
way it was when the deposit was recorded. As long as a tenant is still a
tenant, his or her name will be in the tenant database, so this problem can
be solved by using the <F2> tenant list key each time a tenant name needs
to be entered. (This will also be helpful in producing consistent reports
about a tenant.) However, when a tenant is gone, the tenant list is no
longer of any help to you. Consequently, this particular time, it is up to
you to make sure the entry is made correctly.
Modifying data - the CHANGE function
The CHANGE menu controls data changes. There are four functions available
from a pull- down menu:
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DIMANAGE 3.0 18
o NEW TENANT permits you to enter data for a new tenant. First you are
asked to give a unit number. If the unit is still occupied, data for a
new tenant cannot be entered. Use the Move-Out function first. Leave
the unit number blank to abort, or press <Esc>.
As you proceed, you will be asked to enter appropriate data for the new
tenant. You may change anything but the unit number at this point.
When you have completed initial data entry for a new tenant, another
window will be opened for verification of receipt of a security
deposit. The date shown is the current date. You are being provided
an opportunity to verify or change this date.
Leave the name and unit number fields blank and press <Enter> twice (or
<PgDn> once) to leave this function.
o TENANT MOVE permits you to enter data for tenants who have just moved
in, been given an eviction notice, moved out, or skipped. First you
are asked for a name or unit number. A selection form appears next, so
that you may select the type of action. Following that, you are
provided with a data window to confirm the date of the action and, if
appropriate, the initials of the person who delivered an eviction
notice.
You may record deposit conversions when you post the check for any
refund. If there is no refund, create a deposit conversion record from
the Misc Income item in the main menu, and enter "DEPOSIT CONVERSION"
for the purpose. (Be sure and spell it correctly!)
o BROWSE TENANT LIST permits editing of the tenant list. When you select
this function, you are allowed to conduct full-screen editing of the
tenant list. You may move the highlight about on the screen to select
a data item, and press the Enter when you are in a field you want to
edit. Make whatever changes you desire and press Enter again to
terminate editing. You may also add new records, (press <F8>,) delete
records (press <F9>) and recall deleted records (press <F9> again) in
this editing screen.
o MODIFY TRANSACTION RECORDS permits editing of the transaction database.
This function also provides you with an editing function, which
operates the same way as the Browse Tenant List function described
above.
Preparing reports - the OUTPUT function
The OUTPUT menu controls report generation. A total of eight reports are
available from a pull-down menu. In some cases, the reports provide a
"snapshot" of current conditions. Other reports provide a summary of
activities over a specified time period. For the latter, DIMANAGE always
___________________________________________________________________________
DIMANAGE 3.0 19
assumes you want the report prepared for the preceding month. However, you
are given the opportunity to change these dates if you wish. Examples of
each report are presented later in this manual.
o ACTIVITY REPORT - This report summarizes income/expense activity for a
given name. For example, you may obtain a report for a given tenant,
showing all receipts and expenditures to the tenant; or you may receive
a report for any vendor or tradesman, for example, again showing
expenses and any income.
When the data entry form appears, you need only enter enough of the
name to make the entry unique. For example, "ELECT" would generate a
report of all income from or expenses paid to any name in the database
that contains the letter combination "ELECT."
o VACANCY REPORT - This report provides a list of all current vacancies.
(Note that vacancies may be reviewed by using the <F2> key as well.)
o RENT LATE REPORT - This report presents a list of all tenants for whom
the Balance Due field in the tenant database shows a non-zero value.
o LEASE DATE REPORT - This report lists all tenants whose leases are due
to expire within the next 60 days, as well as those that have already
expired.
o TENANT ROLL REPORT - This report provides a list of tenants and their
rent, security deposit, lease date, etc.
o INCOME/EXPENSE REPORT - This report provides a periodic summary of all
income and expenses for the preceding month. You may change the
beginning and ending dates, if you wish, and these dates will be
included in the report. (The <F3> pop-up calendar is handy for this.)
This report is suitable for tax preparation data. It does not include
deposits received, but does include those deposits that are converted
to income.
o SYSTEM LEDGER REPORT - This function produces two reports. The first
report provides you with a ledger, much like a checkbook register,
giving, for each income or expense transaction, the following:
- The person or organization to whom funds were disbursed or from whom
income was received.
- The date of the transaction.
- The amount of the transaction.
- The purpose of the transaction.
- The balance remaining after the transaction.
The second report provides details of all deposit transactions, in the
same format.
___________________________________________________________________________
DIMANAGE 3.0 20
If your account balances are not up to date, you will be asked if you
want to update them before producing the report.
o MONTHLY REPORT - Prints a monthly cash in/cash out report for the
preceding month. Alternatively, you may change the beginning and
ending dates to produce a report for a different period. For example,
this report is a good summary for monthly reports or annual reports for
owners or your partners. The format of this report varies depending on
whether or not you keep security deposits in a separate account.
(Note: if you have a large number of expense classifications, this
report can take some time to prepare.)
Housekeeping - the UTILITY function
The UTILITY menu provides the capability to perform various housekeeping
functions. A total of four functions are available from a pull-down menu:
o INDEX DATABASES will re-index and pack (remove deleted records) for all
databases. This function is sometimes helpful if you are having
problems. This is because the system maintains an index file for each
transaction database, to speed record searches and to enable the system
to present data to you in an organized manner. (See the discussion of
index files later in this manual.) Sometimes the correspondence between
the index files and the data file will fail and you will need to
re-index the databases.
o UPDATE BALANCES will re-calculate the running transaction balance for
the entire database. This procedure can take some time, depending on
the size of the database, so you may wish to do it only after you have
posted all transactions for the day.
o NEW PROPERTY allows you to add a new property. You will be presented
with a data entry window that allows entry of data for your new
property. You should create a unique name for the property and its two
databases, the tenant and transaction databases.
When you have given DIMANAGE the information it needs to set up a new
property, you will be asked for tenant data, in a series of data entry
screens identical to the New Tenant function described earlier. This
is the best (and easiest) time to enter tenant data, but you may do it
in the Browse Tenant List function if you wish, or by using the New
Tenant function.
o DELETE PROPERTY allows you to remove a property. When you invoke this
function, all data for the selected property are PERMANENTLY REMOVED
from your disk. Be sure you have produced all the reports you need
before proceeding.
___________________________________________________________________________
DIMANAGE 3.0 21
o MEMO EDIT allows you to edit the check memo database. You may use this
function to add, remove or change standard check memo entries. The
editing procedures are described earlier in the discussion of the
Browse Tenant List function.
o PROPERTY EDIT allows you to edit the property database. Again, the
editing procedures are described above in the discussion of the Browse
Tenant List function. You cannot change the tenant and transaction
database names in this function, as the system would not work properly
if you were to modify these names.
o ARCHIVE DATA allows you to store old data. You can invoke this
function to remove old data from the database. The Archive function
will create a copy of all the transaction records within a date
interval you specify, and you may store this archive database for
safekeeping. The archive database is named with the first four
characters of the transaction database, plus the month and year it was
created. In other words, if you are archiving a database named
"PROPDATA.DBF" in September, 1991, the archive database will be named
"PROP0991.DBF."
The decision as to when to archive data depends greatly on how you do
business and the volume of transactions you have. The transaction
database continues to grow as time passes, and at some point it may
become so large that it will slow the system noticeably. In this
situation, it is time to consider archiving data. However, it would
probably not be a good idea to archive data more than once each year,
perhaps after all the necessary tax data have been collected in
DIMANAGE reports.
o RECALL ARCHIVE allows you to restore archived data to the current
database. If you select this function, you will be prompted for the
name of the archive file, and this file's records will be appended to
the current database.
o CREATE CSV FILE will produce a "comma-delimited" file of the selected
transaction database. This type of file contains the information in
each record in your database, with each item separated from the next by
a comma. This format can be imported into most spreadsheet programs,
allowing you to do further analysis of your transactions, or prepare
special reports.
Calling it quits - the QUIT function
As its name implies, you should select this menu item when you are finished
with your current work. It will close all databases and return you to your
operating system.
INDEX FILES
___________________________________________________________________________
DIMANAGE 3.0 22
If you are unfamiliar with index files, a brief explanation may be helpful.
When working with a large database, it is very useful to work with data in
an ordered sequence. For example, when you use the Modify Transaction
Records function, you will note that the data have been presented in
alphabetical order by name, then by date. However, as you move through the
data using the down arrow, you will note that the record number shown at
the top of the screen does not change in an orderly manner. In fact, you
might note that the data for Aaron Aardvark, while it appears at the
beginning of the display, is actually among the last data in the data file.
The key to this is an index file. In this case, Aaron's data are in a file
called "LLAMDAT.DBF," while the index file is named "LLAMDAT.NTX." This
index file contains information that helps the program work quickly with
data files that are not necessarily in the order in which you would like to
work. The index file simply gives the system a faster way to find the next
record in sequence. Therefore, these index files are very important to
system operation.
Occasionally, an index file will become corrupted. This can happen, for
example, if you manipulate one of the databases outside DIMANAGE, or if
there should be a power failure while you are running the program.
(Actually, a power failure would probably have more disastrous effects.
BACK UP YOUR WORK OFTEN.) If you are experiencing trouble with the program,
it may be because your index file is corrupted. If problems occur, you
should select the Index Databases function in the UTILITIES menu.
A final point about the index files: The index files used by DIMANAGE are
not compatible with dBASE III index files. If you wish to manipulate your
data files outside DIMANAGE, you will have to create your own index files
if you need to work with the records in a specific sequence. You should
then select the Index Databases function immediately when you next start
DIMANAGE.
DATABASE STRUCTURES
There are four types of databases used for the system. They are as
follows:
o The Transaction Database contains information about each transaction
that has been recorded by the system. The structure of this database
is shown below.
FIELD NAME TYPE LENGTH DEC POS
NAME C 30 0
UNIT C 4 0
AMOUNT N 12 2
DATE D 8 0
CHECKNO C 5 0
___________________________________________________________________________
DIMANAGE 3.0 23
MEMO C 20 0
INITIALS C 3 0
BALANCE N 12 2
SECBAL N 12 2
Each transaction database has its own associated index file.
The Transaction Database contains a Master Record that is used to keep
track of account balances and when the balances need to be updated.
This record is dated 01/01/00, and contains a series of exclamation
marks for the check number. You should not modify or delete this
record, and the program is designed to prevent you from making
accidental modifications to the Master Record.
One potential problem can arise because DIMANAGE will not allow you to
edit the Master Record. As discussed earlier, you are asked to enter
your starting bank balance and security deposit balance when you set up
databases for a new property. These numbers are stored in the Master
Record. However, it is probably most practical for you to set up
databases in advance of the date when you actually start using
DIMANAGE. Under these circumstances, you will not necessarily know
what these balances will be when you actually begin using the system.
For this reason, we have provided the program named BALANCES.EXE, which
may be used to modify the starting balances in the Master Record. This
program is discussed earlier in this manual in the section that
describes how to set up your own databases.
o The Tenant Database contains information about each tenant for a given
property. The structure of this database is listed below.
FIELD NAME TYPE LENGTH DEC POS
UNIT C 4 0
NAME C 20 0
SECDEP N 10 2
AMOUNT N 10 2
STARTDATE D 8 0
ENDDATE D 8 0
OTHERDEP N 10 2
COMMENTS C 17 0
AMT_DUE N 10 2
The Tenant Database does not have an index file. It is sorted in the
order of unit number whenever you re-index your databases in DIMANAGE.
o The Property Database (named PROPERTI.DBF) contains information about
each property in the system. This database is called PROPERTI.DBF, and
must always be present when the program is running. The program will
offer to create this database if it is not found. The structure of
this database is listed below.
___________________________________________________________________________
DIMANAGE 3.0 24
FIELD NAME TYPE LENGTH DEC POS
NAME C 25 0
ADDR1 C 25 0
ADDR2 C 25 0
ADDR3 C 25 0
ADDR4 C 25 0
ADDR5 C 25 0
MANAGER C 20 0
PHONE C 12 0
DBFILE C 8 0
TENFIL C 8 0
MINGLED L 1 0
The Property Database does not have an index file. It is sorted in
alphabetical order by property name whenever you re-index your
databases in DIMANAGE.
o The Memo Entry Database (named INEXPW.DBF) contains the standard check
memo entries. This database must also be present when the program is
running. The structure of this database is listed below.
FIELD NAME TYPE LENGTH DEC POS
PURPOSE C 17 0
One entry is required in this database in order for the system to
operate properly. It should read: "SECURITY DEPOSIT" and should not be
modified or deleted.
The Memo Entry Database does not have an index file. It is sorted in
alphabetical order whenever you re-index your databases in DIMANAGE.
ABOUT REPORTS
Management reports can be very personal. All property managers have their
favorite forms of reports, and there are others required by law in various
states. It is impossible for one software system to reproduce them all.
The reports produced by DIMANAGE have been designed to present data in a
thorough and useful format. However, there is a slim possibility that
these reports will not be universally acclaimed. If you do not find the
reports produced by the system to be exactly suitable to your needs, you
might consider the following options:
o If you have programming skills, you might want to consider developing
your own report generator using dBASE III or other similar software.
o If you have a suitable spreadsheet program, you might be able to import
the data files directly into a spreadsheet to produce customized
reports. (You can also use DIMANAGE to produce a CSV file from your
___________________________________________________________________________
DIMANAGE 3.0 25
Transaction Databases - which can be imported into many other
spreadsheet and database systems.)
o If you have a report you use now that you feel is absolutely
indispensable, contact D I Management Corporation. We may be able to
help you. In fact, we might want to include your report in a future
release of DIMANAGE.
ABOUT SUPPORT
Registered users of DIMANAGE are entitled to 90 days of free support. The
best way to obtain support is via CompuServe CMail by contacting the
author, Jay Wilson [71310,1040]. If you have a modem but do not have a
CompuServe account, you may obtain a free sign-up and $15 in free time when
you register DIMANAGE.
Otherwise, support may be obtained by writing to us or calling
1-513-831-4122 between 9:00 AM and 5:00 PM Eastern time.
TROUBLESHOOTING
"It doesn't work" may sum up your feelings about a problem, but these words
are useless if you need help from a consultant or a programmer. You can
minimize frustration and save time by remembering to make note of specific
details that will help lead to a solution.
Remember that nearly 80 percent of computer problems are caused by user
errors - we all make them! One very good idea before running any software
is to read the instructions. You don't have to read every word just to get
started. You can find the sections of the manual that will tell you how to
begin, and those that apply to the task that you are trying to perform.
With large manuals, there is usually a table of contents. Skim this to
familiarize yourself with the topics that are discussed. Then you'll know
where to look when you have a question. with shorter manuals, such as
those that come with most shareware products, go ahead and read the whole
thing. It can be embarrassing to mail a long letter or make a long
distance phone call, only to find that everything you needed to know was on
page 2.
Before assuming a program "doesn't work," check a few simple items. Is the
computer plugged in and turned on? Are all necessary devices (such as the
monitor and printer) connected properly and turned on? Did you spell the
command correctly when you typed it? Are you logged onto the right disk
drive and directory? Is it possible that the program has system
requirements that you don't meet, such as a hard disk, or a certain amount
of memory? If memory seems to be the problem, do you have "memory
resident" programs (also called TSR's or "pop-up" utilities) that can be
removed from memory? Try running the program on a different computer.
This might help isolate the problem.
___________________________________________________________________________
DIMANAGE 3.0 26
If the program worked in the past but doesn't now, can you think of
anything that has changed since the last time you used it? Have you moved
the computer or made any changes since the last time you used the program?
Have you made any changes in any of the connecting cables? Is it possible
there has been damage of some kind, or that files have been erased? Have
you added any new memory-resident programs or device drivers that might
cause a conflict?
If you see an error message on the screen, copy it completely and exactly.
Don't try to remember it! If possible, make a print-screen of the message.
On most computers, you can do this by holding down the SHIFT key while you
press the PRINT SCREEN key (sometimes abbreviated to PRT SC.) The purpose
of the error message is to convey specific information to the programmer so
that the problem can be solved. Your consultant will need the exact
wording of the message in order to interpret it correctly.
Many error messages include an explanation that can help you solve the
problem yourself. When reporting a problem, be very specific. What were
you trying to do? How did you do it? What did you expect to happen? What
actually happened? Exactly what did you do just before the problem
occurred? What did you do afterwards? What did you see on the screen?
Have you had different or similar results in the past? Can you reproduce
the problem and describe the circumstances under which it occurs? Is there
a consistent pattern of some sort?
We want to support our users, and are happy to answer your questions and
help solve any difficulties you may have. Please understand, though, that
there is a limit to the amount of help we can give you about software we
didn't write. If you are having continuing difficulty with DOS commands,
you probably need to study the DOS manual or contact MicroSoft for help.
If you are baffled by your menu system, your best bet is to talk to the
person who installed it, or to the author of the menu software. If you
have a problem with our software, we want to help you.
SUPPORT FOR DIMANAGE USERS
The best way to get our help is to write to us, including full details of
the problem or question. However, we understand that your time pressures
may not allow this luxury. The second best way to reach us if through
CompuServe Information Service. Elsewhere in this manual, you will find
information about how you can become a CompuServe subscriber. And, you can
always reach us by telephone. Regardless, registered users of DIMANAGE are
entitled to support at no charge for 90 days.
We would like to point out that, although only about five percent of our
users request technical support, most of their questions are answered in
the documentation that accompanies the software, or in your DOS manual.
Please, before you call or write, read the manual. You will save your time
___________________________________________________________________________
DIMANAGE 3.0 27
and ours as well, and you will help us to keep our registration fees low by
keeping our support costs down.
We have also discovered that a large number of "support" questions do not
relate directly to our products, but are questions about basic computer
operations, DOS commands, and retail software applications. Although we
will answer these questions when we can, we hope our users will understand
that we cannot provide training for products we did not produce. Your best
sources of information for basic operations are your DOS manual and
computer user's manual. You will get much more satisfaction from your
computer if you become an informed user.
If you need support, it will be helpful to have the following information
on hand:
o The type of computer you are using
o The DOS date and time stamp of your DIMANAGE.EXE file.
o A description of what you were trying to do, and how DIMANAGE reacted.
If you suspect a program error, the best information you can provide is a
complete description (keystroke by keystroke) of how to reproduce the
error.
COMMON PROBLEMS
By far, the most common problem our users have experienced has to do with
blank records. If you are in the Browse Tenant List or the Modify
Transaction Records functions in the CHANGE menu, it can be quite easy to
press the insert key, add a record and then forget you have done so. You
can also create blank records inadvertently when posting data, but we have
tried to make this difficult to do by accident.
Because DIMANAGE relies heavily on the dates in transaction records, a
blank record can cause trouble. If you are having problems, check your
databases to be sure they have no blank records in them. If you find blank
records, delete them. Once you have done this, select the Index Databases
function from the UTILITIES menu to remove the deleted records from the
databases and to re-index them.
Another common problem has to do with file names. When you are entering
data for a new property, you are asked for file names for the transaction
file and the tenant file. You must provide an acceptable DOS file name
when you fill in these parts of the New Property form. If you are not sure
about the file name, consult your DOS manual. DIMANAGE cannot work with
files that have been named incorrectly.
A related problem can occur in cases where you might have changed the name
of one of your databases. In this case, DIMANAGE won't be able to find it.
Check the Property Database (use the Property Edit function in the
___________________________________________________________________________
DIMANAGE 3.0 28
UTILITIES menu) to be sure the database names you have used correspond to
those entered in the Property Database.
ABOUT SHAREWARE
_______
____|__ | (R)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
The principle behind shareware is "try before you buy." This concept
affords you the opportunity to try the software on your own computer, in
your own office, with your own data. If you like the program and continue
to use it after the trial period, you are expected to register it by paying
the registration fee to the author.
The author of DIMANAGE is a member of the Association of Shareware
Professionals (ASP). ASP wants to make sure that the shareware principle
works for you. If you are unable to resolve a shareware-related problem
with an ASP member by contacting the member directly, ASP may be able to
help. The ASP Ombudsman can help you resolve a dispute or problem with an
ASP member, but does not provide technical support for members' products.
Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442,
or send a CompuServe mail message to ASP Ombudsman 70007,3536. The
Ombudsman may also be contacted by FAX by sending to the ASP FAX number:
(616) 788-2765. In communication with the Ombudsman, please include a
telephone number and/or FAX number if available.
___________________________________________________________________________
DIMANAGE 3.0 29
Figure 1
+--------------------- [ YOUR COMPANY NAME HERE ]------------------------+
| DIMANAGE 3.0 -- Property Management System: Evaluation copy |
+--------------------------------------------------------------------------+
| |
| Select Rent Misc-income Expenses Change Output Utilities QUIT |
+-------------------< F1 FOR HELP, F2 FOR TENANT LIST >--------------------+
+----------------------------------------------------------+
| Choose property |
+----------------------------------------------------------+
___________________________________________________________________________
DIMANAGE 3.0 30
Figure 2
+--------------------- [ YOUR COMPANY NAME HERE ] ------------------------+
| DIMANAGE 3.0 -- Property Management System: Evaluation copy |
+--------------------------------------------------------------------------+
| |
| Select Rent Misc-+------- PROPERTY LIST -------+t Utilities QUIT |
+-------------------< F| NAME |>--------------------+
|=============================|
| Llamedos Manor |
| Rent House |
| Seasons Four Condos |
| |
| |
| |
| |
| |
| |
| |
| |
| |
+-----------------------------+
+----------------------------------------------------------+
| Choose property |
+----------------------------------------------------------+
___________________________________________________________________________
DIMANAGE 3.0 31
Figure 3
+--------------------- [ YOUR COMPANY NAME HERE ] ------------------------+
| DIMANAGE 3.0 -- Property Management System: Evaluation copy |
+--------------------------------------------------------------------------+
| Working with: LLAMEDOS MANOR, 04/04/92 |
| Select Rent Mi+---------------------------------+ Utilities QUIT |
+-------------------| Enter Unit Number: A-01 |]------+------------+
+---------------------------------+ |
+-------- NEW TENANT DATA --------+ |
| Unit: A-01 | |
| Name: AARDVARK, AARON |cords |
| Security Deposit: 250.00 | |
| Rent: 250.00 |-------+
| Other Deposit: 10.00 |
| Beginning Date: 01/01/92 |
| Ending Date: 12/31/92 |
| Comments: TEST TENANT |
+---------------------------------+
+- SECURITY DEPOSIT VERIFICATION -+
| Security deposit: 250.00 |
| Other deposits: 10.00 |
| Date received: 12/15/91 |
+-----------+---------------------------------+------------+
| Add a new tenant |
+----------------------------------------------------------+
___________________________________________________________________________
DIMANAGE 3.0 32
Figure 4
+---------------------------YOUR COMPANY NAME HERE-------------------------+
| DIMANAGE 3.0 -- Property Management System: Evaluation Copy |
+--------------------------------------------------------------------------+
| Working with: LLAMEDOS MANOR, 04/04/92 * |
| Select Rent Misc-income Expenses Change Output Utilities QUIT |
+-------------------< F1 FOR HELP, F2 FOR TENANT LIST >--------------------+
+--------[ RENTAL INCOME ]--------+
| AARDVARK, AARON A-01|
| Amount past due: 0.00|
|=================================|
| Amount Paid: 250.00|
| Date Paid: 01/01/92|
| Cash or Check No: |
| Late Fee: 0.00|
| Received by: MYS|
| For: RENT: JAN, 1992|
| Amount still due: 0.00|
+---------------------------------+
+----------------------------------------------------------+
| Post rental income |
+----------------------------------------------------------+
___________________________________________________________________________
DIMANAGE 3.0 33
Figure 5
+--------------------- [ YOUR COMPANY NAME HERE ] ------------------------+
| DIMANAGE 3.0 -- Property Management System: Evaluation copy |
+--------------------------------------------------------------------------+
| Working with: LLAMEDOS MANOR, 04/04/92 * |
| Select Rent Misc-income Expenses Change Output Utilities QUIT |
+-------------------< F1 FOR HELP, F2 FOR TENANT LIST >--------------------+
+------------------------------------------------------+
| CHECK ENTRY -- ENTER CHECK NUMBER OF ZERO TO EXIT |
| |
| Check number: 1244 |
| Pay to the order of: AARDVARK, AARON |
| Amount of check: 100.00 |
| Date written: 03/15/92 Written by: MYS |
| Purpose of check: SECURITY REFUND |
+- Press+---------DEPOSIT CONVERSION----------+ntries -+
| AARDVARK, AARON |
| Total deposits: 260.00 |
| Amount of refund: 100.00 |
+----- Press F3 to cancel entry. -----+
+----------------------------------------------------------+
| Post expenses |
+----------------------------------------------------------+
___________________________________________________________________________
DIMANAGE 3.0 34
Figure 6
[ YOUR COMPANY NAME HERE ]
INCOME/EXPENSE HISTORY FOR *** AARDVARK, AARON ***
From December 15, 1991 to March 15, 1992
Prepared: April 4, 1992
Property: Llamedos Manor
DATE INCOME EXPENSE DESCRIPTION
12/15/91 250.00 SECURITY DEPOSIT
12/15/91 10.00 OTHER DEPOSITS
01/01/92 0.00 MOVED IN
01/01/92 250.00 RENT
02/15/92 0.00 3-DAY NOTICE
03/01/92 0.00 MOVED OUT
03/15/92 160.00 DEPOSIT CONVERSION
03/15/92 100.00 SECURITY REFUND
Press any key to continue...
___________________________________________________________________________
DIMANAGE 3.0 35
