The Business Master (3rd Edition)

home *** CD-ROM | disk | FTP | other *** search

/ The Business Master (3rd Edition) / The Business Master (3rd Edition).iso / files / business / dimanage / dima30.bin / DIMANAGE.DOC < prev next >

Wrap

Text File | 1992-10-15 | 87.6 KB | 2,067 lines

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: ___________________________________________________________________________ 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