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D I M A N A G E
RENTAL PROPERTY MANAGEMENT SYSTEM
USER'S GUIDE
Copyright (c) 1991, all rights reserved
D I MANAGEMENT CORPORATION
PO Box 429152
Cincinnati, Ohio 45242
(513) 831-4122
NOTICE AND LICENSE
D I Management Corporation hereby licenses you to use this software
subject to the restriction below and to copy it in its evaluation
version and distribute the copies to others so long as you give exact
copies of the distribution package. There is no charge for this, but
ONLY THE EVALUATION VERSION MAY BE DISTRIBUTED.
You are free to use this software without charge for a period of 30
days. Continued use of this software beyond the thirty-day evaluation
period is a violation of this license. If you wish to continue to use
the software, you must pay the registration fee of $99 (plus $5 for
shipping and handling) to D I Management Corporation at the address
listed above. You may use the order form included in the DIMANAGE
distribution package for this purpose. In exchange for the
registration fee, you will receive the latest version of the software
and printed documentation for your continued use, and you will be
eligible for telephone support in the event that you encounter
problems.
DISCLAIMER -- AGREEMENT
Users of DIMANAGE must accept this disclaimer of warranty: DIMANAGE is
supplied as is. The author disclaims all warranties, expressed or
implied, including, without limitation, warranties of merchantability
and of fitness for any purpose. The author assumes no liability for
damages, direct or consequential, which may result from the use of
DIMANAGE. See WARRANTY.DOC and LICENSE.DOC in the DIMANAGE
distribution package for specific details.
If bugs are discovered in this software, they may be reported to the
above address, or to 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 AND QUICK START
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.
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 IBM-compatible, with at least 512 kilobytes
of memory and DOS 2.0 or higher. 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.
For maximum efficiency, the system should be operated on a computer
that has a hard disk. For each property, the system maintains a total
of three files, two of which will grow rather large as time passes.
While the program may be operated from two floppy diskettes (or even
one if your data files are small enough,) performance will be
seriously degraded as data files grow.
INSTALLATION ON A DUAL-FLOPPY SYSTEM
Make a backup copy of the distribution diskette as described above.
When this is done, place the copy in drive A: and a blank, formatted
floppy diskette in drive B, and type:
COPY *.DBF B: -- to move the data files to drive B:
B: -- to change to drive B:
A:FIXDATES -- to adjust the dates in the databases and create the
index files
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 three 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 example of how the program works.
When DIMANAGE is first started, the main menu appears. It will be
similar to Figure 1. Notice that the word "Select" is highlighted.
Press the right arrow key. Now two things have happened. First, the
highlight has moved, and now covers the word "Rent". Second, the
message at the bottom of the screen has changed, 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.
Throughout each session, context-sensitive help may be obtained by
pressing F1. Try it now and you will see a help screen that describes
the main menu. Throughout this demonstration, try pressing 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
the letter 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. Because
the system is designed to manage multiple properties, DIMANAGE will
ask you to select a property whenever one hasn't already been
selected. Again, by moving the cursor (this time with the up and down
arrow keys,) you may highlight any of the three 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. This
is because there is no guarantee that you won't some day have two
property names that start with the same first letter.
Go ahead and select by moving the highlight to "Llamedos Manor" using
the arrow keys or by pressing L, 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.
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 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 must 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.
Let's go on. 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 the Enter
key, 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" and press
the Enter key. 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 should look like
the one shown in 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 the Enter key. 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.
Once you have entered the unit number a second form will appear, for
entry of the new tenant's data. This data form is also shown in
Figure 3. Again, the cursor is in the form, this time waiting for the
tenant's name and other information. Notice that the unit number has
already been filled in.
Note: you can move around any data form by using the arrow keys, so if
you make a typing mistake in one of the fields it will be easy to
return to it and correct the mistake. When you are finished with the
last data field, simply press the Enter key to leave the data entry
form. You may also leave a data entry form from any field by simply
pressing the PgDn key.
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 the
Enter key. 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 and press Enter.
Now the cursor is positioned in the start date field. There are two
ways to enter dates in DIMANAGE. If you press F3, a calendar will pop
up near the date field (this is true any time you are editing a date
field,) and you may use the arrow keys and the PgUp/PgDn keys to move
about the calendar. When the highlight is positioned on the desired
date, press Enter to record the date. For a start date, use January
1, 1991 by using the calendar or by typing 010191 and a pressing the
Enter key. If you type the date, the program will move the cursor and
there is no need to type a "/" between the month and day. For an end
date, use December 31, 1991, by using the calendar or by typing
123191. 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 the Enter key twice.
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 regular use this entry
might not be made the same day the deposit was received. This screen
provides the opportunity to change the date. Use the arrow keys to get
to the date field and type 121590, since we'll say that's when the
deposit was actually received.
You should be back at the new tenant form again, and the system will
be 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
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 the
F2 key 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 property database for the date when Aaron moved into his
unit. Fill in both of these fields, using January 1, 1991 as the
date. Enter your initials and leave the data form by pressing the
Enter key. (Note: The system will insist that you enter your initials
if you try to leave the field blank. From that point, it will
remember your initials and use them whenever needed.)
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 point, press R (for Rent) to select the rent posting function.
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. When Aaron's name or unit number is
highlighted, press the Enter key. 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 the Enter key will move the cursor down
to the date. Type 010191, 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.
If this posting had been done same the day rent was received, the
entry could have been completed as soon as the form appeared by
pressing PgDn, making the process of posting rent a one key operation.
This is a good example of the kind of simplicity that was one of the
principal design objectives for DIMANAGE. Posting rent on the date it
is received can be done by simply pressing the following keys:
R, F2, (arrow keys to select name), Enter, and PgDn. That's only four
keystrokes, plus the ones needed to select the name. In addition to
this, if it is desired to go on to post other tenants, the system
would offer the same date as the previous tenant posted. This way
rent payments can be posted quickly for a number of tenants who all
paid on the same date.
The screen should again contain the form asking for another tenant
name. Try posting rent for another tenant if you like. Otherwise,
press the Enter key twice to return to the main menu.
Eviction Notice Served
You should be back at the main menu again. Assume it is February 15,
and that Aaron hasn't paid his February rent. To make a record of the
fact that you have given him an eviction notice, press C from the main
menu. This brings you back the "MODIFY RECORDS" menu again. Select
"Tenant Move In/Out" again. As before, you now will be asked to enter
the unit number, or 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 021591 and press the Enter key. Your initials have
already been provided, so you may now leave the form by pressing the
Enter key.
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 taken and making the date entry 030191. 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 the Enter
key.) 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 Aaron's name was first
entered into the database. Now type the amount to be refunded, which
is $100, into the next field. Then enter the date (March 15, 1991),
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 the Enter key. (Note: This wording is
important, as you will see in the next paragraph. This is why it is
better to use the F2 key, as it is when selecting a tenant, so that
the system can interpret your entries correctly.)
At this point, another form appears. This has happened because the
purpose entry indicated a security deposit refund. In response to
this, the 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 will be $160, or the
amount of Aaron's deposits less the amount of the refund. In this
case 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 (the number) for the check number.
Producing Reports
Let's review Aaron's history. At the main menu, press O (the letter)
for output from the main menu. Press A for an Activity Report. Here
a line appears, asking for a tenant name. F2 will no longer help
because Aaron is gone. You need 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 the Enter key. The next
question that appears is to ask if a file report, a screen report
or a printed report is desired. This one will be short and will
fit on the screen, so printing won't be necessary. Just press the
Enter key. 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 like 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. The remainder of this manual is 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 the files for you. If you elect this option, the
program will create two databases. You will need to use the MEMO EDIT
function to enter standard check memo entries. When doing this, you
will note that the program has already entered SECURITY DEPOSIT and
SECURITY REFUNDS as two records in the database, to assure that the
refund accounting procedure will work correctly.
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 the Enter key.
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 the Enter key to select
it. Alternatively, you may press the first letter of the item desired
to move the highlight. If the list of properties is too long to fit
into the selection box, the list will scroll as you move the
highlight.
If you have selected another function before selecting a specific
property, this procedure is automatically invoked so that the system
can find out which property you wish to work with.
Posting rent -- the RENT function
This is the function you will use to post rent receipts. 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 the Enter key 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 the Enter key twice or PgDn once.
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. 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.
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 intend to post a rent payment twice for
the same person.
Posting miscellaneous 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.
To leave this function, make sure the amount is zero and press the
Enter key.
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.
Posting expenses -- the EXPENSES function
This 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 the Enter key. Otherwise, if the check
number is incorrect, you may type the correct check number.
When the check number has been entered or accepted by pressing the
Enter key, 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. In this
case, the F2 key will present you with a set of standard memo entries.
You should simply highlight the desired entry and press the Enter key.
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.
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.
If you select "SECURITY REFUND" for the purpose, the system will
search the database for an entry with the same payor name and the word
"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 here 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
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, F2 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
This menu controls data changes. There are four functions available
from a pull-down menu:
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 shown as
occupied, a new tenant cannot be entered. Use the Move-Out
function first. Leave the unit number blank to abort.
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 same as 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 the Enter
key 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 security deposit conversion when you post the
check for any refund. If there is no refund, you may post the
conversion under Misc Income in the main menu.
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 cursor about on the
screen to select a data item, and pressing the Enter key will
bring up an editing form. Make whatever changes you desire and
press Enter again to terminate editing. You may also add new
records, delete records, and recall deleted records 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
This menu controls report generation. A total of eight reports are
available from a pull-down menu:
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 provides a tabulation of rent
paid by all tenants for the current mongh and the preceding three
months.
o LEASE DATE REPORT -- This report lists all tenants whose leases
are due to expire within the next 60 days.
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. You are prompted for the beginning
and ending dates, and these dates are included in the report.
This report is suitable for tax preparation data. It does not
include security deposits received, but does include those 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 a 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 is a report of all security deposit
transactions, in the same format.
The system assumes you want data for the preceding month when you
select this report, but the start-end dates may be modified if
you wish to produce a report for any other period.
If your account balances are not up to date, you will be asked if
you want to update them first.
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. Note that this
report is a cash in-cash out report. It includes security
deposits received, but not those converted to income.
If your account balances are not up to date, you will be asked if
you want to update them before producing the report.
Housekeeping -- the UTILITY function
This menu provides you 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 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 index files and the data file will
fail. It is important to remember that YOU MUST INVOKE THIS
FUNCTION FIRST IF YOU MODIFY ANY OF THE DATABASES OUTSIDE THE
DIMANAGE SYSTEM.
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.
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.
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 above 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, 1990, the archive
database will be named "PROP0990.DBF."
o CREATE CSV FILE is a function that will allow you to create
comma-delimited files from your DIMANAGE transaction databases.
This format can be imported directly into many spreadsheet
programs, allowing you to perform additional analysis and to
prepare special reports. This function replaces DBF2CSV.EXE, a
utility previously provided to registered users.
To create the comma-delimited file select the function from the
Utilities menu. You will be prompted for a property name, and the
system will scan the database to find the earliest and latest
transaction dates. These dates will be displayed in a data
window, and you may modify them as you wish. The dates shown in
the window are inclusive, so transactions that have occurred on
the dates you select will be included in the output file. The
comma-delimited file will be named the same as the transaction
database, but the file extension will be ".CSV" instead of the
usual ".DBF".
o RECALL ARCHIVE allows you to retrieve data that have been
previously archived and replace them in the transaction database.
When you select this function, you will be asked to provide the
name of the archive file you wish to recall.
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.
ABOUT INDEX FILES
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 top 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. 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, which contains information about each
transaction that has been recorded by the system. The structure
of this database is shown below.
Field Name Type Length Decimal Pos
NAME C 30 0
UNIT C 4 0
AMOUNT N 12 2
DATE D 8 0
CHECKNO C 5 0
MEMO C 20 0
INITIALS C 3 0
BALANCE N 12 2
SECBAL N 12 2
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.
Each transaction database has its own associated index file.
o The Tenant Database, which contains information about each tenant
for a given property. The structure of this database is listed
below.
Field Name Type Length Decimal 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
o The Property Database, which 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.
Field Name Type Length Decimal Pos
NAME C 25 0
STREET C 20 0
CITY C 20 0
STATE C 2 0
ZIP C 10 0
MANAGER C 20 0
PHONE C 12 0
DBFILE C 8 0
TENFIL C 8 0
o The Memo Entry Database, which 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 Decimal Pos
PURPOSE C 17 0
Two entries are required in this database in order for the system
to operate properly. They are "SECURITY DEPOSIT" and "SECURITY
REFUNDS." These records should not be modified or deleted.
ABOUT REPORTS
The pages that follow provide an example of each of the reports
DIMANAGE produces. (Report examples are not included in the on-disk
documentation.) Of course, 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.
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.
You may wish to elect the option to send the reports to a file for
further processing in your word processor. This would be useful, for
example, if you haven't registered DIMANAGE (please do if you like
it!) and wish to put your company name on the reports.
ABOUT SHAREWARE
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 required to
register it by paying the registration fee to the author. In exchange
for the registration fee, you will receive a company-personalized
version of DIMANAGE, which will print your company name on every page
of every report. Finally, your registration fee will bring you
complete printed documentation and three months of unlimited
telephone support.
ABOUT COPYRIGHTS AND REGISTRATION
DIMANAGE and its documentation are Copyright (c) 1991, all rights
reserved, by D I Management Corporation. Copyright laws apply to both
Shareware and commercial software, and the copyright holder retains
all rights, with a few specific exceptions as stated below.
The evaluation version of DIMANAGE is a "shareware program" and is
provided at no charge to the user for evaluation. Feel free to share
it with others, but please do not give it away altered or as part of
another system.
Users of DIMANAGE must pay the registration fee within 30 days of
first use or their license is withdrawn. Site-License arrangements
may be made by contacting D I Management Corporation.
ABOUT ASP
_______
____|__ | (R)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
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 message via
CompuServe Mail 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.
+----------------------- [ YOUR COMPANY NAME HERE ] -----------------------+
| DIMANAGE 2.1 -- Property Management System: Shareware version |
+--------------------------------------------------------------------------+
| |
| Select Rent Misc-income Expenses Change Output Utilities QUIT |
+-------------------< F1 FOR HELP, F2 FOR TENANT LIST >--------------------+
+----------------------------------------------------------+
| Choose property |
+----------------------------------------------------------+
Figure 1
+----------------------- [ YOUR COMPANY NAME HERE ] -----------------------+
| DIMANAGE 2.1 -- Property Management System: Shareware version |
+--------------------------------------------------------------------------+
| |
| Select Rent Misc-+------- PROPERTY LIST -------+t Utilities QUIT |
+-------------------< F| NAME |>--------------------+
|═════════════════════════════|
| Llamedos Manor |
| Rent House |
| Seasons Four Condos |
| |
| |
| |
| |
| |
| |
| |
| |
| |
+-----------------------------+
+----------------------------------------------------------+
| Choose property |
+----------------------------------------------------------+
Figure 2
+----------------------- [ YOUR COMPANY NAME HERE ] -----------------------+
| DIMANAGE 2.1 -- Property Management System: Shareware version |
+--------------------------------------------------------------------------+
| Working with: LLAMEDOS MANOR, 03/13/91 |
| 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: 01/01/91 |
| Ending Date: 12/31/91 |
| Comments: TEST TENANT |
+---------------------------------+
+- SECURITY DEPOSIT VERIFICATION -+
| Security deposit: 250.00 |
| Other deposits: 10.00 |
| Date received: 12/15/90 |
+-----------+---------------------------------+------------+
| Add a new tenant |
+----------------------------------------------------------+
Figure 3
+----------------------- [ YOUR COMPANY NAME HERE ] -----------------------+
| DIMANAGE 2.1 -- Property Management System: Shareware version |
+--------------------------------------------------------------------------+
| Working with: LLAMEDOS MANOR, 03/13/91 * |
| Select Rent Misc-income Expenses Change Output Utilities QUIT |
+-------------------< F1 FOR HELP, F2 FOR TENANT LIST >--------------------+
+--------[ RENTAL INCOME ]---------+
| AARDVARK, AARON A-01 |
|═════════════════════════════════ |
| Amount Paid: 250.00 |
| Date Paid: 01/01/91 |
| Cash or Check No: |
| Late Fee: 0.00 |
| Received by: MYS |
+----------------------------------+
+----------------------------------------------------------+
| Post rental income |
+----------------------------------------------------------+
Figure 4
+----------------------- [ YOUR COMPANY NAME HERE ] -----------------------+
| DIMANAGE 2.1 -- Property Management System: Shareware version |
+--------------------------------------------------------------------------+
| Working with: LLAMEDOS MANOR, 03/13/91 * |
| 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: 03/15/91 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 |
+----------------------------------------------------------+
Figure 5
YOUR COMPANY NAME HERE
INCOME/EXPENSE HISTORY FOR *** AARDVARK, AARON ***
From December 15, 1990 to March 15, 1991
Prepared: March 13, 1991
Property: Llamedos Manor
DATE INCOME EXPENSE DESCRIPTION
12/15/90 250.00 SECURITY DEPOSIT
12/15/90 10.00 OTHER DEPOSITS
01/01/91 0.00 MOVED IN
01/01/91 250.00 RENT
02/15/91 0.00 3-DAY NOTICE
03/01/91 0.00 MOVED OUT
03/15/91 160.00 DEPOSIT CONVERSION
03/15/91 100.00 SECURITY REFUND
Press any key to continue...
Figure 6
