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1 Implementation Success with

2 Copyrights IMPORTANT NOTICE: YOUR USE OF THESE MATERIALS SHALL BE DEEMED TO CONSTITUTE YOUR AGREEMENT THAT SUCH USE SHALL BE GOVERNED BY THE MUTUAL NON-DISCLOSURE PROVISIONS OF YOUR PRODUCT CENTER USE AGREEMENT. Notification All documentation, source programs, object programs, procedures, and any other material supplied in connection therewith remain the exclusive property of Propertyware, Inc., or, in certain cases, its licensees. Any use or copying of such materials not specifically authorized by the license agreement shall be deemed a violation of the agreement. Such a violation will terminate the licensee's right to use such material and may render the licensee liable for both actual and punitive damages. This notification constitutes part of the documentation and accordingly may not be removed therefrom Propertyware, Inc. All rights reserved. Printed in the United States of America All other brands and product names are trademarks or registered trademarks of their respective owners. PURPOSE Describe the objective of the document content including version information. ii

3 Table of Contents Introduction... 1 How to Ensure a Successful Implementation... 2 What is the Implementation Process?... 4 Scheduling Your Conversion... 6 Complete the Basic Import Workbook... 7 While Your Management Company Is Offline Professional Services Account Configuration Checklist User Setup Accounting Preferences Bank Account Setup Management Settings Lease Forms Vendor Import Post Migration Data Verification Bank Account Mapping to Portfolios &/or Buildings Security Deposits Import Tenant Beginning Balances Import Owner Beginning Balances Imported Payments Catch Up Work from Down Period Post Migration Homework Congratulations! Getting Help Appendix A Security Deposits Held by Owner iii

4 Introduction Propertyware's implementation and data conversion methodologies involve careful planning, management and execution. Propertyware s conversion process is formulated to provide a swift and efficient migration from your existing system, and in a fraction of the time it normally takes other systems. Propertyware Key Terms Before beginning, users and administrators should be comfortable with some key terms used in Propertyware: Term Definition Icon Management Company Company that manages the day to day operations for an owner or group of owners. Portfolio A virtual folder that organizes properties by owner. Each owner will have their own portfolio, as will the management company. Buildings Buildings are the physical structures that are being managed. Buildings may be rented or they may be broken up into units. Management companies collect their management fees at the building level. Units A unit is a division of a building. Units can be apartments or offices within the larger building. Money In Money Out A term used by Propertyware to describe functions related to Accounts Receivable. A term used by Propertyware to describe functions related to Accounts Payable. Management related tasks are denoted by the briefcase. Portfolio related tasks are denoted by the folder. Building related tasks are denoted by the blue home. Unit related tasks are denoted by a segmented blue home with the lower right square shaded red. Money In tasks are denoted by three bills. Money Out tasks are denoted by hand holding bills. 1

5 How to Ensure a Successful Implementation Deployment Discussion Points/Deployment Considerations Define your process. As you switch from one way of doing things to another, it is important to define how you are doing things right now and see areas where improvements can be made. Identify the pain points in the business. Where is the pain in your existing solution or the way you do things in the office? What is not meeting up to your standards? By identifying the pain points it helps your business and Propertyware focus on those areas that need attention immediately. Define and prioritize your goals. There might be a long list of different pain points, but being able to define and prioritize those as goals is significant to getting the most important done first. Map your process to Propertyware features. Once you have defined your processes and goals, you want to look at mapping that process to Propertyware features. Sometimes you will see that your process might be modified just slightly to the better to automate certain things that you might be manually doing today. Who Should be Involved in the Implementation Process? The Implementation process should involve your company s key decision makers. In order to successfully implement Propertyware a dedicated resource should be assigned to take ownership of the system and to make the system function to your business model. This person will need to be a Propertyware Administrator, and at the bare minimum, this person(s) should commit to: Being involved in the implementation process from start to finish. Watching the Implementation Videos. Scheduling the appropriate time needed to clean and prepare your data. Submitting all conversion documents in the proper format by your scheduled conversion date. Customizing Propertyware account settings Setting up Propertyware users and determining your user security needs. Ensuring all Users attend training by WebEx, On- Demand Videos, or instructor led training. 2

6 What is a Propertyware Admin? The Administrator is the primary user within your company, responsible for managing your Propertyware account. The Administrator manages a variety of features within the application such as security, user accounts, customization and more. Although you can create multiple users with administrator privileges, you may want to limit administrator access to a few key individuals within your organization since users with such rights are considered "super users" without restrictions to what functions they can perform in the application. 3

7 What is the Implementation Process? What System are Your Converting From? Supported Conversion Tools Manual Conversion Kick-Off Meeting Once you subscribe, a Propertyware Implementation Services Representative will contact you within 48 hours to schedule your Kick-Off Meeting. Schedule Your Conversion Discuss what your required conversion documents will be due on your conversion date, which will based upon your previous system and services ordered Receive the Basic Import Workbook, and access to the instructional video on how to fill out the workbook. Receive your Implementation Success Guide You may want to take advantage of this opportunity to scrub your data and choose the data you will use to convert. This is a good time to audit deposits on hand, tenant ledger balances, owner balances, and your vendor list. The importance of submitting your data on time will be discussed. Rescheduling your conversion date could result in a rescheduling fee. Gather, Prepare, and Submit This is your deadline date where you must have your final set of data ready to submit to the Implementation team for the data migration process. **If you are unable submit your data on your schedule conversion date, you may be subjected to a rescheduling fee. 4

8 Snapshot of Your Data Conversion Offline Time In order to keep accurate accounting records while your property data is being converted, you will want to keep a snapshot of your data in your old system. In order to do this, we recommend you stop tracking your daily activity and tasks in your old system. You should plan on your management company being offline for a maximum of 10 days. During this time, keep daily files of your activities to ensure that you are ready to begin using Propertyware effectively as soon as your conversion is complete. Training Propertyware is dedicated to ensuring that you attain the highest level of performance possible from your investment. Our training is designed to enhance the knowledge of your staff. We offer both custom training designed specifically for your company and On-Demand videos. Account Configuration During this time you want to configure your Propertyware account to reflect your unique business processes. The configuration will customize Propertyware to map to how you run your business. Post Migration At this point, your data has been migrated into Propertyware! Once you have configured your account, you must record all of your catch up activities you recorded during your time offline. Propertyware Success! SUCCESS! You have now joined the ranks of thousands of landlords and property managers that have unlocked their potential of their management efforts with the industry s leading property management solution. At the end of this workbook is a checklist of what should be completed in your first 30 days with Propertyware. 5

9 Scheduling Your Conversion In order to provide a swift and efficient migration from your existing system, your first step is to schedule your conversion with your ProServices Implementation Services Representative. Propertyware conversions include definite deadlines as to the start and end time of the conversion. All conversions are scheduled on a Monday and your Propertyware data is guaranteed to be returned to you the following Wednesday, 10 days later. When scheduling your conversion, be mindful of the time needed to get your data into the Propertyware import workbooks. Propertyware has developed conversion tools for the most common property management software tools. The conversion tool helps convert your existing data files into the Propertyware workbook. You can use the conversion tool if you are converting from one of the following systems: Your Implementation Services Representative will walk you through extracting the data file out of your previous system, and will convert your data into our Basic Import Workbook. If you are converting from one of the above systems, we will need to receive your data file(s) from your previous system at least 1 week prior to your scheduled conversion date. If you are converting from a system not listed above, don t worry. Our Basic Import Workbook is easy to use and there are training videos to will walk you through filling out the necessary data requirements step-by-step. The system you are converting from and the conversion package you purchased will determine the required conversion documents due on your conversion date. At a bare minimum, the Basic Import Workbook will need to be submitted. Your Implementation Services Representative will discuss your particular data requirements during the Kick Off meeting. It is critical to submit your data on or before your scheduled conversion date. Rescheduling your conversion date could result in a rescheduling fee. 6

10 Complete the Basic Import Workbook The Basic Import Workbook will guide you through the process of entering your data and is structured so that all required information must be populated. This will work best if you take a moment to collect some information about your business so that you can add as much information in bulk as possible using the tools provided in this workbook. Please collect the following information before starting to enter your data into this workbook: Before you Begin 1) Number of Portfolios for which you manage properties a) A Portfolio is an owner or group of owners for properties that you manage. This can be a company, individuals, couples, business partners, etc. b) If ownership is shared between multiple owners, the percent ownership for each owner can be assigned within that Portfolio. c) An individual owner can be associated with multiple Portfolios. For example, John Smith could own 3 houses by himself. He could then also own 2 more houses with his brother, Daniel Smith. This would result in two separate Portfolios. 2) Number of Buildings that you currently manage a) A building is considered to be any general structure that you currently manage for your owners. b) Some buildings are considered Multi-Unit, which means they have multiple units within the structure that can be leased out. For the purposes of your Building count, only count the Building as 1 regardless of how many units can be leased out within it. c) If you manage other types of items, such as billboards, parking spaces, or storage units, you may count these as Buildings as well. However, the same rules for Multi-Unit buildings apply when determining your count (i.e., 20 parking spaces for 1 location would mostly likely be treated as 1 Multi-Unit building). 3) Number of Units in each Multi-Unit building that you currently manage a) A Multi-Unit building is a building which you manage in its entirety that contains multiple units that can be leased out. An example would include a Duplex, which is one building with 2 units that can be leased out separately. b) You must manage all of the units within the building in order to treat it as such. Otherwise, each unit should be treated as a separate Building. An example would be managing 10 condo units in a 50 condo unit building. This would not be a Multi-Unit building as you do not manage all 50 condo units. Instead, each condo would need to be set up as a Building. c) Any item that can be leased out within the building should be counted as a unit, such as parking spaces, storage units, etc. 7

11 Getting Started There is a tab in this workbook called Field Descriptions. This tab can be accessed if you need information as to what a particular field means in any of the other tabs in this workbook. You can find a definition for what each field means and, in some cases, character limitations on any such fields. Most tabs in this workbook have what is called a Navigator Drop Down, from which you can select various actions. Most of these actions behave the same way regardless of what tab you are on. Below is a general description of what these actions will allow you to do. 1) Add actions: Any action that has the word Add in it will allow you to add multiple rows at once into the spreadsheet on which you are working. This is generally a time saving routine as you can add multiple portfolios, buildings, and units at once rather than having to insert each row individually. 2) Delete actions: Any action that has the word Delete in it will allow you to delete the information in the row for which you make this selection. In many cases, there is validation built into the workbook that will prompt you if you are deleting something in one tab that will cause information in another to be deleted as well (such as a tenant associated with a unit you are deleting). 3) Sort actions: This option will simply sort the data within that tab alphabetically. This can be useful after you have finished entering some of your information. 4) Reassign actions: These options are meant to assist you when you accidentally enter information and associate it with the wrong portfolio or building. Using this option will allow you to re-associate any such items without having to delete and re-enter them. 5) Go To actions: These items are designed to assist you in the navigation of your data. If you are entering information for a building and you want to quickly review the portfolio information for that building, you can select the Go To Portfolio option to take you back to the location in the Owner Info tab that contains that information. 8

12 Most tabs in this workbook also have a button at the top that will allow you to add custom fields for your data. If you have data elements that you would like to enter as part of your conversion but cannot find a field to enter that data into, adding a custom field to the appropriate section will allow you to enter that data into this workbook. 1) To add a custom field, simply click the Add Custom Fields button located at the top of the tab in which you are working. 2) After clicking the button, you will be prompted to provide a name for that field. Type in a name that accurately reflects the type of data that you wish to enter. 3) Once you click OK, the custom field will be created and added as the last column within that tab. Now that you understand the basic mechanics of how the tabs work, you are ready to begin entering your information into the workbook. 1) You ll begin by entering the information for your Portfolios in the Owner Information tab. a. By default, you may enter up to 5 owners for any given portfolio. However, if you have more than 5 owners to enter for a portfolio, you may use the button at the top of this sheet to add the fields for up to 10 additional owners (total of 15 allowed in this workbook). 2) Once you have finished entering your Portfolio information, you will be ready to move on to the Building Information Tab. Here, you will enter the information for all of the buildings that you manage for your portfolios. a. Be sure to associate each building with the correct Portfolio. b. For your Multi-Unit buildings, be sure that you only enter the basic building information on this tab. You ll add the units associated with any such building in the Units tab. 3) After you have finished entering your buildings, you can then move on to the Unit Info tab. You will only need to populate data on this tab if you manage any Multi-Unit buildings. If you do not, skip this tab, and begin working on the Tenant Info tab. 9

13 4) After you have entered all of your buildings and units, you are ready to begin entering information about your tenants. a. You will first need to indicate which of your buildings/units are occupied and which ones are not. b. If a unit is not occupied, you will not need to enter anything beyond selecting that option for that unit. c. If a unit is occupied, you will need to enter your Contact information for that household. Be sure to enter the primary lease holder as Contact 1. d. Do not enter multiple names into your Contact 1 First and Last Name fields. Each contact should be entered separately using the Contact 2 and beyond fields. e. By default, you have the fields available to enter 4 contacts. If you need to add additional contacts, use the button at the top of this tab. You may add up to 2 additional contacts, for a total of 6 allowed in this workbook. f. If the building/unit is occupied by a company or retail store, be sure to populate the company name field. If this field is not available for entry, you may need to go back to the building/unit tab and flag that building/unit as commercial rather than residential in the Category field. 5) After entering all of your tenants, you are now ready to go to the Lease Charges tab, where you will enter all of the recurring monthly charges for your tenants. a. By default, the fields to enter 5 separate auto charges are available. If you need to enter more, you may use the button to add up to 5 additional auto charges, for a total of 10 available in this workbook. b. The Auto Charge Start Date should be set to the first day that you plan to use Propertyware to bill your tenants. This is, effectively, your Go Live date in Propertyware. c. You should only enter an End Date for charges that are set to expire at a specific time. Charges such as RENT should not have an End Date entered unless you know what the new amount will be and can enter it now. 6) After you have entered your Lease Charges, you can then move on to your Deposits Held tab. If security deposits are not held in escrow, but have been paid out to owners do not use the Deposit Held tab in the workbook. Instead refer to Appendix A at the end of this document. If you do not hold any deposits for your tenants, you can skip this tab. a. You should only enter deposits for residents that you have collected a deposit from and are holding that money in escrow. If you pay your collected deposits back to your owners, you should not enter that information for any such tenant. 10

14 7) The Marketing Info tab is where you can enter information for your buildings and units that you would use for advertising and future leasing purposes. This tab is entirely optional and can be skipped if you desire to do so. a. Here, you will enter the desired rental and deposit amounts for your buildings and units were you to try and rent those entities out today. b. This is optional information. If you do not have or you do not wish to enter this data, you can leave this tab blank. 8) The Audit Check tab can be accessed at any time to review your work and look for errors or incomplete entries that will need to be corrected. This tab will also generate totals from the workbook so that you can validate them against your actual totals to make sure you did not leave out any information. a. Click the Validation Report button to scan through your workbook and look for data entry errors and incomplete required fields. A list will populate providing you the location and nature of the error. b. After correcting any such errors, you can click the Validation Report button again to search for additional errors. The error list will refresh each time you click the button. c. This should be done prior to submitting your workbook back to Propertyware for validation and upload. d. The Generate Audit Totals button will calculate certain totals for you, such as total units and portfolios entered based on the information you provided in the workbook. These totals can be used to validate your work and make sure you did not omit any of your information. Submit your workbook It is critical to submit your final Basic Import Workbook on or before your scheduled conversion date. Rescheduling your conversion date could result in a rescheduling fee. Your Implementation Services Representative will provide you specific instructions on how to submit your data. 11

15 While Your Management Company Is Offline It is important to understand that the setup process takes place as of a certain date. That is, when you convert your data to Propertyware, you ll be working from a snapshot of what your management company was like on that day. Please keep this in mind when preparing your documents. In order to keep accurate accounting records while your property data is being converted, we recommend you stop tracking your daily activity and tasks in your old system. You should plan on your management company being offline for a maximum of 10 days. The exact time it takes depends largely on the number of units in your management company, the type of conversion package you purchased, and the number of unresolved data issues in your files. In order to ensure that you are ready to begin using Propertyware effectively as soon as your conversion is complete, you should plan your offline activities carefully. During this time keeping daily files of your activities will ensure that you are ready to begin using Propertyware effectively as soon as your conversion is complete. Begin Keeping Daily Files After you ve sent in your conversion documentation, you should continue to track all of your normal daily operations, keeping a copy of all the work that you do. You will need these copies in order to enter this new information into Propertyware. For example, if your conversion date is August 31 and all of the conversion documentation that you submit is as of August 31, create a file labeled September 1 and keep information pertaining to September 1 in that file. Continue to make a file for each day until you Go Live in Propertyware. Once you Go Live, you will enter the activity that occurred during the period you were off line. Your daily files for each day could include the following activities that have occurred since your conversion date: Applications Payments Move-ins Bank deposit activity Move-outs Work Orders Transfers Invoices Rent changes Vendor Payments Resident charges Owner Payments 12

16 Professional Services Propertyware is dedicated to ensuring that you attain the highest level of performance possible form your investment. You choose the level of support you want, depending on your resources. You can leave most implementation and setup activities to Propertyware or have us educate and assist you in handling the implementation yourself. Either way, our mission is to ensure that you get the most out of our industry-leading property management solutions. Solution Consulting Our product experts are available for the entire range of support activities, from pre-implementation planning through follow-up performance tuning once the products are up and running. Post-Migration Assistance You can choose to have your Propertyware solution consultant manage or perform the post-migration tasks that would normally be handled by your staff. These include verification of your account configurations as well auditing user accounts, profiles and alerts, as well as assisting with your owner and tenant portals, and marketing pictures, units, portals. Best Practices Best practices are business processes that have proven their superiority in multiple real-world settings. Our best practices consulting are designed to help you derive maximum results from Propertyware products, based on our experience with hundreds of clients. We not only performance-tune your currently deployed products, but we also identify where other Propertyware products might help you achieve greater profitability. Customizing other aspects of Propertyware You can create custom mail merge and template, and customize reports with Propertyware. At your request, your Propertyware solution consultant can troubleshoot your existing documents or help you create new ones. 13

17 Training Our training is designed to enhance the knowledge of your staff. We offer both custom training designed specifically for your company and On-Demand videos. Our classes are designed for all your team members who will need to use Propertyware. Topics include, but are not limited to, basic navigation, management fees, owner/tenant portals, and reporting. On-Demand Training Library On-Demand courses give users quick, real world scenario-based task training on the most used system functions. Private One on One Training If you prefer a more customized approach, we offer one on one private training session with one of our experts. 14

18 Account Configuration Checklist We want you to be successful from the beginning, and recommend configuring your account while your Implementation Services Representative is migrating your data into Propertyware. Account Configuration is a vital step in migrating to Propertyware. During the account configuration, you will set up your users, bank accounts, accounting preferences, management fees, and your unique business practices. Before You Begin Before you begin the post migration process, it is strongly recommended that you either create a link to Propertyware on your desktop or bookmark Propertyware in your browser. Doing so allows you to quickly access the system. Whichever method you choose, link to the following URL: Please note that this is a secure link, so your data is safe, whether it is being received or sent. 15

19 User Setup Manage Users As your company s designated Administrator, you have the ability and the responsibility to set up and manage who can sign on to your Propertyware account and what they are allowed to do while signed on. While this is an important role in any systems operation, you will find it easy in Propertyware. OPT Verify the name of your Propertyware Administrator In the case where you have multiple users with administrator privileges, the primary Propertyware contact should be listed. Setup Administration Setup Company Info Edit REQ Create new user accounts A User Account grants individual users access to Propertyware. Each User Account consists of user contact information, login and password information, and User Account Restrictions. There is no limit to the amount of User Accounts that may be created within your organization. Setup Administration Setup Manage Users User Accounts New Users OPT Set User Restrictions (Portfolio, Building, &/or Bank Account Restrictions) When you create user accounts with a privilege level of normal you may further restrict those user accounts from accessing certain portfolios, properties within portfolios and bank accounts. By default, no restrictions are set when a new user account is created. User Profiles User Profiles ensure that a group of users has the same level of access to the application. There is no limit to the number of users that may be assigned to the same profile, or to the number of profiles you can create. Within profiles you can create a series of user restrictions that apply to everyone assigned to that profile. If you do not create any user profiles, all users will be assigned to the Administrative Profile. If you set restrictions on this profile, those restrictions will apply to all users assigned to that profile. For this reason, we recommend that you do not modify the Administrative Profile and instead create additional profiles and set restrictions on those profiles. Setup Administration Setup Manage Users User Profiles 16

20 OPT Create a New user Profile OPT User Profiles ensure that a group of users has the same level of access to the application. There is no limit to the number of users that may be assigned to the same profile, or to the number of profiles you can create. Within profiles you can create a series of user restrictions that apply to everyone assigned to that profile Assign Users to a Profile User Profiles can be used to restrict all users assigned to the same user profile from accessing certain areas of the application, including entire modules (denoted by tabs across the top of the Propertyware screen), from modifying data within particular modules to which they do have access (referred to as Read-Only access), or limiting functionality in modules to which they do have access. Management Teams As users, Property Managers, Leasing Agents and Maintenance Managers should be assigned to the individual buildings as part of the Management Team. This setup is a prerequisite to enable Alerts to be sent to your management team members. NOTE: Management teams are separate from the User Profiles. Even though a user is assigned the Property Manager Profile, Propertyware does not automatically add them to the Management Team as the Property Manager. Properties Navigator Select the building Edit Add Team Member OPT Set up building management teams To add team members such as property managers, leasing agents and maintenance managers to the building, click on the Add Team Member button, and use the Search function to location an existing team member to add. Note: Searching by your company name should return a listing for all users associated with your company. Propertyware: Best Practices With just a few clicks, you can edit multiple building management teams from one screen using the Properties Grid Edit. Refer to the Grid Edit chapter in the Admin Guide. User Alert Configuration OPT Set up user alerts In the User Alerts section, you can specify which users should receive alerts and what type of alerts they should receive. The types of alerts available include Leasing, Maintenance, Tenant and Owner Portal, Lead (Marketing) and Building/Unit alerts. Setup Customize Alerts User Alerts Click Edit on the alert you want to sent to your users. 17

21 Accounting Preferences In the Accounting Preferences section, you can set options for when recurring charges are posted to tenant ledgers, how to handle prepayments, NSF charges and late fees. REQ Post Auto Charges Setup Administration Setup Accounting Preferences Edit This allows users to set when they will see auto-charges in the ledger. The system defaults to five days before the charges are due. Question: When do you want your tenants or users to see the charges? Propertyware: Best Practices To ensure rent income is recorded in the month that it is being charged, configure Post Auto Charges and Auto Apply Prepayments to Rent in one of the following ways: Option 1: Set Post Auto Charges to "0." Propertyware will post auto charges to tenant ledgers on the first day of the month. In addition, if Auto Apply Prepayments to Rent is set to Yes, prepayments will automatically apply in the current month. Note: With this option, auto charges will not post to tenant ledgers prior to the month in which they are being charged. Option 2: Set Post Auto Charges to any number of days prior to the first of the month (but do NOT choose "0") and set Auto Apply Prepayments to Rent to "No". Note: With this option, auto charges will post to tenant ledgers prior to the first of the month but prepayments will not automatically apply to rent charges. You will need to manually apply any prepayments. REQ Auto Apply Prepayment to Rent Set this to Yes if Propertyware should auto apply prepayments to unpaid rent charges. If No is selected, users will need to manually apply prepayments to rent. Note: If set to Yes, pre-payments will always apply to rent even if a late fee has posted to the lease. Once set to Yes, pre-payments will be posted to rent on a nightly basis. REQ Deposit Direct To Bank Account This field controls what occurs when payments are received. When set to Enabled, any payments entered are automatically shown as being deposited in Propertyware. This bypasses the Bank Deposit area of the application. When set to Disabled, any payments entered are collected into your default bank account and will need to be deposited. If you subscribed to the Propertyware epayments platform, this MUST be enabled. 18

22 REQ Enforce Default Bank Account When set to Yes, the default bank account is automatically selected by Propertyware for all transactions. Users will not be able to select another bank account. Best Practice: For trust accounting, this should be set to Yes. Payments will then be deposited to the default bank account. Defaults bank accounts can be added to the building or the portfolio. REQ NSF Recharge Date When an NSF is processed the unpaid charge can display either the original date or the date the NSF is processed. If you want to maintain the original charge date, select Date of Original Charge. If you want the charge date to show the date the NSF was processed, select Date of NSF. REQ Apply Payment Order The applied payment order allows you to designate how payments should be applied to unpaid charges when payment is not received in full. This is not an issue when someone pays their balance in full since all charges are paid off. This applies when a number of charges exist and a partial payment is being received. REQ Auto Calculate Late Fees Nightly When set to Yes, Propertyware will automatically calculate late fees every night. When set to No, users will have to manually post late fees using the late fee calculator. Propertyware: Best Practices If you have indicated late fees as a pass through commission account, you will also want to set the manual late fee as a pass through commission account so that you get credit for late fees regardless of how they are charged. REQ Calculate Late Fees On Current Month Only Set to "Yes", this field will prevent late fees from calculating on charges that rolled over from prior months. Set to "No", Propertyware will calculate late fees on both current and prior month's charges. REQ Enable Auto-Journal Entries Set to Yes if you would like to be able to create recurring journal entries on tenant leases. When set to Yes, the Auto Journal Entries section appears on Lease Summary pages so that you can create recurring journal entries. Set to No if you do not have a need to create recurring journal entries on leases. When set to No, the Auto Journal Entries section does not appear on Lease Summary pages. 19

23 OPT Fiscal Year First Month This field will default to January, same as a calendar year. If you need reporting available on a fiscal year that begins in a month other than January, select the start month from the dropdown. Once that is complete, you will be able to filter certain reports by the fiscal year. OPT Print Checks Template This tells Propertyware which template will be used when printing checks through Money Out. The code lets users know which checks to order. For more information, click here. OPT Print Check Options Select the fields you would like to print on your checks. 20

24 Bank Account Setup If you are managing properties for one or more owners and plan to charge management fees for your services, we recommend the following default bank accounts in your Chart of Accounts: Operating Bank Accounts We recommend that you have at least one bank account to use as an "operating account" for daily operations of your properties under management. Use this account for rental income, maintenance expenses and other transactions relating to your properties. Alternatively, you may want to create separate operating accounts for each of your portfolios under management. For example, if you have different bank accounts in the real world to handle transactions for your properties, then you would more than likely want to have a corresponding operating account in Propertyware. Security Deposit Bank Account Security and pet deposits are funds that you intend to return to the tenant that generally do not affect the portfolio balance. We recommend you hold these monies in their own security deposit bank account to track them appropriately. Similar to the operating account, you can have one security deposit account for each your properties. Management Bank Account The management bank account is the account that all management fee income is deposited into. Comingling funds is not recommended and setting up and selecting a management bank account is the best way to ensure this doesn t happen. If you want to edit the accounts that are available in this dropdown, go to the Chart of Accounts. 21

25 Editing or Adding New Custom Bank Accounts You do not have to use the default bank accounts and you are not limited to only four bank accounts. You could create more bank accounts as necessary, for example one bank account per property. You can edit the default bank accounts or delete them if you prefer to create your own bank accounts. We recommend deleting any bank accounts you do not plan on using. Setup Customize Chart of Accounts New Account REQ Account Type Choose Bank for the account type. REQ Account Number REQ Description Enter an Account Number for this account, or use the Auto Generate button to generate an Account Number. This field is limited to seven alpha-numeric characters REQ Account Code OPT Bank Name Enter a short description for the new bank account. The Account Code field is automatically populated with a twelve character value for identifying the new account Enter the name of the bank where the account is located. OPT* Bank Routing Number Enter the routing number for your bank account. OPT* Bank Account Number Enter the bank account number. OPT* Bank Account Holder Enter the name of the holder of the designated bank account. OPT* Bank Account Holder Tax ID Enter the tax ID of the holder of the designated bank account. OPT Enter the Bank Address, City, State, and Zip Code. *This field is required for using the reverse ACH funding option of the Propertyware epayments module. 22

26 Review the Chart of Accounts After you setup your custom bank accounts, it is recommended you review the default chart of accounts. Propertyware provides you with a list of default accounts in your Chart of Accounts. Additionally, you can create more accounts. The Chart Accounts page displays with a list of all your accounts, whether bank, asset, liability, income or expense accounts. Setup Customize Chart of Accounts 23

27 Management Settings In the Management section, you can configure settings to reflect how your management company does business. From this area of setup you can edit management info, customize your owner s statements, configure your default management fee rule, and map management income accounts. Setup Customize Management Edit Management Info REQ Set you management company name Enter the name of your management company. This will also become the name of your management company portfolio that will be used to track the income and expenses for your management company. Note: A management-company vendor record was automatically created for your management company and appears in Money Out Vendors. This default management-company vendor will be used when creating bills to your owners for your management fee. OPT Management Portfolio Abbreviation This field auto-completes using the first ten characters of the management company name. This can be changed. REQ Create your management bank account We recommend you maintain a separate bank account for your management company income rather than comingling funds with various owner portfolios. The Management Bank Account is the bank account into which your management fee income is deposited when management fee bills are paid. From the drop-down menu, select the appropriate bank account. If you don't see the account you want, you may create a new account in the chart of accounts. REQ Track Management Income Select Yes if you manage properties for others and want to track the income derived from bills that are paid to your management company. Select No if you own all properties you manage and do not bill management fees for your services. 24

28 REQ Portfolio Balance Mode Select an option for how the portfolio balance should be handled. You have three choices: No restrictions. Propertyware allows you to create transactions that will cause the portfolio balance to go negative. Disallow negative for new transactions. Propertyware prohibits you from creating new transactions that will cause the portfolio balance to go negative. Note: If you switch to this method after your portfolio balance has gone negative, this setting will prevent you from creating additional transactions that would cause your balance to go even further negative, however, it will not undo the transactions that caused the portfolio balance to go negative in the first place. Disallow below minimum for new transactions. Propertyware prohibits you from creating new transactions that will cause the portfolio balance to go below the portfolio minimum. REQ Owner Draw Mode Select an option for how owner draws should be handled. You have two choices: Balance minus minimum. Propertyware will pay the owner the entirety of their portfolio balance minus any portfolio minimum. Balance minus minimum minus unpaid bills. Propertyware will total any unpaid bills within the portfolio and subtract that total from the amount to be paid to the owner minus any portfolio minimum. REQ Management Fee Mode Select an option for how your management fee will be calculated. You have two choices: Use Management Fee Calculator. This setting requires that you manually process management fees on a periodic basis using the Management Fee Calculator. For detailed information on using the Management Fee Calculator, refer to the related article titled Management Fee Calculator referenced at the bottom of this section. Continuously Calculated. Management fee rules are automatically calculated and paid whenever you receive income for those portfolios that have this option selected. With this method, you always collect your management fees prior to paying your owners. Continuously Calculated is best suited to companies that pay owners more frequently than once per month and/or for those that charge based on percentage rather than a flat fee. REQ Management Statement Period If your monthly statement period is a time frame other than a calendar month (i.e., 1st to the last day of the month), you can set the statement period in this field. 25

29 Owner Statements REQ Default Statement This option lets you choose the default statement that will be used when generating statements with the one click method from the Management module s summary and management fee calculator pages. Choose from the options in the drop-down menu. To view samples of these reports, view them from the Owners Statement folder in the Reports module. OPT Statement Comments Enter any comments that you would like to appear on your owner statements. Management Fee Rule This section allows you to set up the default management fee rule that will be used for either new or all existing portfolios in your account. Propertyware allows you to set up a default global management fee rule or you can set up a separate management fee rule for your portfolios individually. Propertyware provides two options to charge a management fee for portfolios that you manage. Flat fee If your company charges a flat fee for managing a portfolio, regardless of money collected in any given month, then the management fee should be set up as an Auto Bill. Management fees set up as Auto Bills will be created periodically and will require you to pay them like any other bill created in the owner s portfolio. Be sure to set up the management fee auto bill using the Management Company Vendor and set the bill split to the appropriate portfolio that you wish to bill. OR Percentage Base If your company calculates a management fee based on a percentage of the types of charges collected from a tenant (i.e. 7% of rent plus 100% of late fees), then the management fee rule needs to be setup as a percentage of the types of transactions recorded To set up a default management fee rule that is based on a percentage of the collected transactions complete the following fields: 26

30 REQ Fee Type REQ Flat Fee Choose from one of the following options: Greater of Flat Fee or Percentage. This option allows you to set a minimum amount charged as a flat fee at the portfolio level for your management fees. If this option is selected, the flat fee amount you specify in the Flat Fee field is what will be billed to your owners unless the fees generated through your commission account/percentage fee setup exceed that amount, in which case the greater amount will be charged. With this scenario some owners may be billed your minimum fee while others may be billed the greater amount. Flat Fee + Percentage. This option allows you to set a flat fee to be charged to the portfolio in addition to the fees charged through your commission account/percentage fee setup. The Flat Fee will apply to each Fee Type above. A Flat Fee may be used to impose a minimum fee in a greater of scenario or each time a management fee bill gets created. If you charge straight percentage commissions, simply set the Flat Fee amount to $0.00. REQ Portfolio Minimum The Portfolio Minimum amount reflects the minimum amount that must be retained in the portfolio at all times and is referenced whenever bills are paid from the portfolio. Propertyware will not allow a portfolio to drop below this minimum amount. REQ Commission Accounts This field allows you to designate those accounts from which you derive income (such as rent) whenever transactions are posted to tenant ledgers. These commission accounts will be included in the management fee calculator when you generate your management fee bill. Accounts flagged as Pass Through do not show up on Owner Statements. For example, some management companies collect 100% of NSF fees collected, and do not display the NSF fees on the Owner Statement. 27

31 Move in Leasing Fee Rule OPT Charge Move in Leasing Fee In addition to your management fees, if your management company also charges a fee to lease a unit, you can set a rule for this leasing fee. To set a leasing fee rule, click the Yes radio button OPT Move in Leasing Fee Enter in the flat fee amount or the percent of rent to charge. Note: If the leasing fee rule is the same for all buildings, you can set the leasing fee rule to be the same by clicking on the Set This Rule On All Buildings button which is visible on the Management Settings page when not in Edit mode. Management Income Mapping REQ Portfolio Settings This section allows you to map expense accounts to income accounts for the purpose of tracking income earned through non-management fee-related services. By default, expense accounts are mapped to income account Management Income. You may, however, wish to categorize this management income by creating sub-accounts of the default Management Income account. To change the mapping of an expense account to another income account, simply choose the appropriate income account from the Mapped Income Accounts menu. REQ Standard Default Bank Account Click the drop-down menu to select a bank account to be used as the default bank by all portfolios. REQ Default Security Deposit Bank Account Click the drop-down menu to select a bank account to be used as the default security deposit bank account for all portfolios. Note: When a new portfolio is created, it will use the default bank accounts referenced in Management Settings. 28

32 Lease Forms The Propertyware Lease Form is a process to automate standard lease fields, lease addenda, and move-in charges such as application fees and security deposit charges, late fee methods, and NSF fees. Note: This "form" is not the same thing as an actual lease document that you hand to a tenant to sign prior to their moving in to the property. Lease Forms effectively automate your entire leasing process and avoid having to manually recreate a lease each time a new tenant moves in. Lease Forms consist of four pages, which must be visited and/or edited in order. Whether you are configuring a new lease form or editing a previously existing lease form, you must proceed through all four pages of the form using the Next button. You can navigate backwards to access a previous step, but you cannot jump over a step to get to the end of the form. Page 1: Summary REQ Lease Form Name Page 2: Lease Fields Setup Customize Leases Forms Enter a Lease form Name, and designate whether you would like to make this form available. Enter a Description for the Lease form in the Description Field. Click NEXT REQ Standard Late Fee Fee Type Per day Fee or Range: You have the option of selecting Fixed Amount, % of Rent and % of Lease Balance. Range: You must define a range of due dates, with each period (or "range") having different late fees. For example, if you have a grace period in which no late fees are incurred until after the grace period, select Range and enter a $0.00 amount for the first "range" and enter a % or fixed amount for the second range. Initial Fee + Per Day Fee: You must define the initial amount and specify whether this amount is a fixed amount, % of rent or % of lease balance. In addition, you must specify the per day fee as either a fixed amount, % of rent or % of lease balance. Greater of Flat Fee or Percentage: You must specify a flat fee amount and a percentage. 29

33 Apply This Rule To "New and Existing Leases That Use This Form" or "New Leases that Use This Form Only." Note: When editing the Default lease form or an existing lease form, if you select "New and Existing Leases That Use This Form" the rules for calculating late fees for all existing leases based on that form will change based on the new rules. It is important that you set up your late fees correctly before Propertyware starts posting late fees to tenant ledgers as a change in the late fee rule could result in a late charge that reflect different calculation rules. REQ Standard NSF Fee Select either Fixed Amount or % of Payment. Enter comments to describe the nature of the NSF charge (NSF, Stop Payment, Account Closed, etc) which will appear on tenant ledgers that will be assigned to all new leases generated from this form. OPT Inspection Schedule Set up a standard inspection schedule on the lease form for routine work orders, such as checking the electrical meter box once a month or inspecting the smoke detector annually. Click on Setup an Inspection Schedule, then enter the frequency, the responsible party, cost estimate and a description. Select to which leases this schedule should apply. Click NEXT Page 3: Addendum OPT Lease Addendum A lease addendum contains language you can add to your standard lease agreements, in order to describe special contractual differences from one lease to another. Click NEXT 30

34 Page 4: Move In Charges OPT Security Deposit This option allows you to designate a default security deposit rule for all new leases created using this lease form. Either enter the number of month's rent or a fixed dollar amount as the default security deposit. This is just a default setting; you will still have the option to the change the security deposit on a lease by lease basis. OPT Prorate Rent This option allows you to set the default prorating rule for all leases created using this lease form. The options include: 1. Do not Prorate - No prorating calculation. 2. First Month - Prorate the first lease month. 3. Second Month - Prorate the second lease month. OPT Standard Charges Due at Move In Here you can set standard charges to appear in the move in calculation for all new leases generated from this lease form. Such standard charges typically include application fees and key deposits. To create a charge, click the Add Charge button. REQ After entering or modifying all Move In Charges, click SAVE to save the Lease Form. 31

35 Vendor Import The Vendors workbook is a helpful tool to quickly enter all vendors into your new Propertyware account. Vendor records can be viewed in the Money Out section of Propertyware. Setup Administration Setup Import Data Instructions to download the workbook: REQ Select the Portfolio Balances workbook to download From the drop-down menu, select Vendors, then click the Get Workbook button. Instructions to fill out the workbook: REQ Vendor Type Categorize your vendor by identifying their type. Propertyware provides you with several default vendor types which can be customized in Setup. Some typical Vendor Types include Electrician, Plumber, Accountant or Construction. REQ Vendor Name The name of the vendor. Up to 50 characters are allowed in this field. OPT Name On Check Enter the name as you want it to be printed on checks for bill payments to this vendor (up to 41 characters). OPT Company Name OPT Address OPT Tax ID Usually the same as the Vendor Name, this field is used as the first line of the address when printing envelopes or mailing labels (up to 41 characters). Enter the vendor's address. Up to 50 characters are allowed in this field. If the vendor is an independent contractor, enter a valid US Tax ID number. Format for this number should be XX-XXXXXXX, XX-XX-XXXX or RXXXXXXXXX. OPT Eligible for 1099 "Yes" or "No". Enter Yes if the vendor is an independent contractor for whom your company will issue a 1099 US tax form. 32

36 Instructions to upload the workbook: REQ Save the workbook Save the workbook where you will be able to find it on your computer. REQ Upload your data Back on the Import Data screen within Propertyware, under Upload Data, click the Browse button. Locate the file you saved on your computer and click open or ok. REQ Initials Required By typing your initials you certify that you have reviewed the data in the attached import workbook and acknowledge that once you click the Upload Data button, the action is irreversible. REQ Click Upload Data Submitted data will be queued for upload. Once the process has been completed, you will receive an to the alert address on your user account. 33

37 Post Migration Congratulations, your data has been migrated into the Propertyware! The following checklist is designed to help you confirm and complete setting up your Propertyware account after the information from your previous property management system has been converted to Propertyware. Note that, until all of the required setup is complete, it is not recommended to begin daily operations in Propertyware. Post migration is a critical step in successfully implementing Propertyware. The specific tasks that you may have to perform can vary from property management company to property management company, depending on the particular data conditions that existed in your previous property management system and how carefully you reviewed and modified the data in the conversion spreadsheets. Review each step in this document carefully to determine if you need to perform that task. If you do not understand what to do or how to do it in Propertyware, contact support for clarification. Go Live The Go Live date is the date when all day-to-day financial activities begin in Propertyware. Normally, this is the first day after the date on which you converted: the first day that your management company is "live" in Propertyware. All new activity dated after your conversion date will be recorded in the active accounts receivable accounting period. As you are performing your catch up work, you may find it necessary to make a few corrections or adjustments to your data. Before making these corrections, make sure you understand the difference between activity entered before your conversion cutoff date and activity entered after your conversion cutoff date. If accounting activity has been accounted for in your previous system, and needs to be recorded in Propertyware, make the correction dated before your conversion date. The activity is handled as conversion activity, and will not affect the active accounting period. If the activity has NOT been recorded in your previous system, enter the activity into Propertyware dated after your conversion date 34

38 Data Verification The next step in this process is verifying the migrated data. It is important to verify that the information that was imported into the system is accurate and complete. In addition to checking buildings, units and leases directly, we recommend a few other ways to check your data import: Run the following reports from the REPORTS tab: REQ Reports Property Reports Unit Inventory This report lists details for all properties we imported REQ Reports Property Reports Vacant Units Confirm that the listed units are vacant units REQ Reports Lease Reports Auto Charges - Starting Next 90 Days Shows the rent that will be charged to tenants REQ Reports Lease Reports Rent Roll Report Lists all the property, lease and tenant information (but will not show a monthly rent charge; the monthly rent charge will show up on this report after charges have posted to tenant ledgers for the first time) 35

39 Bank Account Mapping to Portfolios &/or Buildings Default Bank Accounts REQ Default Bank Accounts Properties Related Activities Grid Edit Now that all of your portfolios and buildings have been imported, you can associate a specific bank account and specific security deposit account with specific portfolios and buildings. This can be done in the Properties module by editing the Portfolio and Buildings pages. Alternatively, this can be done using Grid Edit from within the Properties module. Propertyware: Best Practices With just a few clicks, you can edit multiple portfolios and buildings from one screen using the Properties Grid Edit. Refer to the Grid Edit chapter in the Admin Guide. 36

40 Security Deposits Imported Security Deposits You will notice that the import process created some transactions in the tenant ledgers for your active tenants. These transactions include: Charge(s) for the deposits held, if any (Security Deposit, Last Month's Rent, Pet Deposit). Payment(s) for the deposit charges, if any. To accurately record a paid security deposit, Propertyware recorded a dummy payment on the tenant s ledger. It is considered a dummy payment, because the original payment was previously recorded in your prior system. The dummy payments then need to be deposited in a dummy deposit batch. Close Open Bank Deposit Batches Depending on your Default Bank Account setup, determines where these dummy payments can be found, Open Deposits tab or Payments to Deposit tab within Banking. Banking Bank Deposits Open Deposits REQ Select the Bank Deposit Select the appropriate open bank deposit by clicking either the name link in the Name column OR the View link in the Action column for the line item. REQ Click the Close Deposit button REQ Deposit Date (Required field) -- IT IS VERY IMPORTANT TO ENTER A DATE PRIOR TO YOUR CONVERSION DATE. Otherwise, this financial activity will be accounted for in the current accounts receivable month. Do not enter any Cash back information. REQ Click the Close button Once the bank deposit has been closed the name of the deposit will change to the following naming convention: CLOSED + ACCOUNT CODE + DATE CLOSED 37

41 Import Tenant Beginning Balances Now that your initial data import has been completed and we are approaching your First Bill Date, your tenant and owner beginning balances need to be entered. You will need to generate the following Excel workbooks to help in this process: Tenant Beginning Balances (Unpaid Charges & Prepaids): This workbook is partially completed with tenant lease information and the associated portfolio/building/unit associated with the lease. You can enter unpaid charges or prepayments for the leases in your account. You do not want to create additional past charges for these tenants, unless there is a missing security deposit (such as a pet or key deposit) or beginning unpaid balance. Note: Since tenant prepaids will increase the owner beginning balance, if tenants with prepaids will be imported, the portfolio beginning balances must be adjusted to account for these prepaids. Setup Administration Setup Import Data Instructions to download the workbook: REQ Select the Leases charges & Payments workbook to download From the drop-down menu, select Leases Charges & Payments, then click the Get Workbook button. The workbook will download partially pre-populated with your Lease, Portfolio\Building\Unit information. 38

42 Instructions to fill out the workbook: OPT REQ REQ Lease DO NOT change this pre-populated field, as This field MUST match EXACTLY with a Lease Name, as saved in your Propertyware account. Date Enter a date for the charge with the formatting mm/dd/yyyy. Amount Enter the amount of the charge (greater than zero). REQ Comments REQ OPT OPT You may enter a text comment into this field, such as "Imported Charge" or any other information to help you identify this charge at a later time. Payment Type Enter the type of payment that was received. Also a Payment Reference Number is needed. Payment Ref No Enter a Reference Number for the payment. Also a Payment Type is needed and no more than 35 characters are allowed. Payment Comments You may enter a text comment into this field, such as Opening Credit Balance. Frequently Asked Question for filling out the import workbook: How do I enter a Credit Balances (Prepayment)? To import a prepayment, enter a charge to the account "Prepay" and also enter a Payment Type and Payment Ref No. What if I received a partial payment? This import only supports full payment of charges. If you enter payment information, then a single payment will be created in the same amount as the charge. What if I applied a single payment to more than one charge? This import supports unpaid charges (those without payments) or paid charges with only a single payment per charge. If you received a payment that covered multiple charges, you will need to create a separate payment for each charge. Enter in the same Ref# to help identify the multiple payments that were actually received as a single payment. Do I have to erase every Lease that I don t want to use? NO. If you leave Date, Amount and Account empty the entire row will be ignored 39

43 Instructions to upload the workbook: REQ REQ REQ REQ Save the workbook Save the workbook where you will be able to find it on your computer. Upload your data Back on the Import Data screen within Propertyware, under Upload Data, click the Browse button. Locate the file you saved on your computer and click open or ok. Initials Required By typing your initials you certify that you have reviewed the data in the attached import workbook and acknowledge that once you click the Upload Data button, the action is irreversible. Click Upload Data Submitted data will be queued for upload. Once the process has been completed, you will receive an to the alert address on your user account. 40

44 Import Owner Beginning Balances The next steps are to generate the Portfolio (or owner) balance workbook and import the owner balances. This workbook is a helpful tool to quickly enter journal entries to set portfolio beginning balances in your new Propertyware account. The result of this import will be a Journal Entry for every row that you correctly complete in the Import spreadsheet. Portfolio (Owner) Beginning Balances: This workbook is partially completed with your portfolio and owner names. Please enter the current balance for each owner for import into your account. Note: Since tenant prepaids will increase the owner beginning balance, if tenants with prepaids will be imported, the portfolio beginning balances must be adjusted to account for these prepaids. Setup Administration Setup Import Data Instructions to download the workbook: REQ Select the Portfolio Balances workbook to download From the drop-down menu, select Portfolio Balances, then click the Get Workbook button. The workbook will download partially pre-populated with your Portfolio, Owner and Chart of Accounts. Do not make any changes to Portfolio names or Owner names until after the workbook has been imported as records in the workbook would no longer match records in their PW account. 41

45 Instructions to fill out the workbook: OPT REQ REQ REQ REQ Building Journal entries may be imported at the Portfolio level or at the Building level. If the Building field is completed, then the journal entry will be entered on the Building level. If this field is left blank, then the import will create a journal entry on the Portfolio level. Date Enter a date for the Journal Entry with the formatting mm/dd/yyyy. If you leave this field empty, the row won't be considered. Amount Enter the amount of the Journal Entry. Note that this import only supports one credit and one debit for each journal entry, so there is only a single amount. Single journal entries with multiple credits and debits are allowed when entered directly in Propertyware. If you leave this field empty, the row won't be considered. OPT Ref # OPT Debit Account This field is a drop-down list of your Chart of Accounts previously set up. Select the account that you wish to Debit in the Journal Entry. Credit Account This field is a drop-down list of your Chart of Accounts previously set up. Select the account that you wish to Credit in the Journal Entry. Enter a Reference Number for the Journal Entry. Must be alpha-numeric value, 35 characters or less. Comments You may enter a text comment into this field, such as "Imported Journal Entry" or any other information to help you identify this journal entry at a later time. Frequently Asked Question for filling out the import workbook: Can I enter a single Journal Entry, but credit or debit multiple accounts? No. Although you may do this directly in Propertyware, this import tool only supports Journal Entries crediting a single account and debiting a single account. Does Propertyware track balances at the Building Level? No. Propertyware tracks balances at the Portfolio level. All transactions, including journal entries, roll up to the Portfolio level to create the Portfolio balance for the owner. Transactions (i.e. Income, Expenses, Journal Entries) may be recorded and reported on at the building level, but they will total up to the Portfolio balance. 42

46 Can I bring in all of my year-to-date income and expenses? No. The best approach is to import a beginning balance into a single Equity account. Why is the "Owner" field listed, and is this required? The Owner is required in order to create a Portfolio or Building Journal Entry in Propertyware. How do I know what is in my Propertyware Chart of Accounts? Any ADMIN user may view your chart of accounts by logging into your Propertyware account and clicking Setup Customize Chart of Accounts. Every Propertyware account is created with a default chart of accounts which includes industry standard accounts required for running a property management company in Propertyware. You may create additional required accounts by clicking the New button. Do I have to erase every Portfolio/Owner that I don't want to use? No, if you leave Date, Amount, Credit Account and Debit Account empty the entire row will be ignored. However, if you sort by amount, you can then delete all rows without any dollar amount so that you ll know exactly what was imported if you need to reference this file at some point in the future. Instructions to upload the workbook: REQ REQ REQ REQ Save the workbook Save the workbook where you will be able to find it on your computer. Upload your data Back on the Import Data screen within Propertyware, under Upload Data, click the Browse button. Locate the file you saved on your computer and click open or ok. Initials Required By typing your initials you certify that you have reviewed the data in the attached import workbook and acknowledge that once you click the Upload Data button, the action is irreversible. Click Upload Data Submitted data will be queued for upload. Once the process has been completed, you will receive an to the alert address on your user account. 43

47 Imported Payments Imported Payments You will notice that the import process created some transactions in the tenant ledgers for your active tenants. These transactions include: Charge(s) for the deposits held, if any (Security Deposit, Last Month's Rent, Pet Deposit). Payment(s) for the deposit charges, if any. Transaction charge(s) for the prepayment, if any. Payment(s) for prepaid charges, if any. To accurately record a paid security deposit or prepayment, Propertyware recorded a dummy payment on the tenant s ledger. It is considered a dummy payment, because the original payment was previously recorded in your prior system. The dummy payments then need to be deposited in a dummy deposit batch. Close Open Bank Deposit Batches Depending on your Default Bank Account setup, determines where these dummy payments can be found, Open Deposits tab or Payments to Deposit tab within Banking. Banking Bank Deposits Open Deposits REQ Select the Bank Deposit Select the appropriate open bank deposit by clicking either the name link in the Name column OR the View link in the Action column for the line item. REQ Click the Close Deposit button REQ Deposit Date (Required field) NOTE: IT IS VERY IMPORTANT TO ENTER A DATE PRIOR TO YOUR CONVERSION DATE. Otherwise, this financial activity will be accounted for in the current accounts receivable month. Do not enter any Cash back information. REQ Click the Close button Once the bank deposit has been closed the name of the deposit will change to the following naming convention: CLOSED + ACCOUNT CODE + DATE CLOSED 44

48 Catch Up Work from Down Period The next phase of the post-migration is to perform your catch-up activity. While your property data was being converted and you were offline, you were no longer tracking daily activity and tasks in your old system and you had not yet started tracking it in Propertyware. You kept a set of daily work files, recording all normal property management tasks that occurred at the property, such as move-ins, move-outs, bills, etc. Once you have completed the audit of your Propertyware account, you must record all of these activities in the system. Starting with the work file for the first day following your conversion date, perform each task in the file. Then, complete the next day's tasks repeating this process until all activity is recorded. At this point, you are "live" on the system and will resume normal daily activity in your new Propertyware system. As you are performing your catch up work, you may find it necessary to make a few corrections or adjustments to your data. Before making these corrections, make sure you understand the difference between activity entered before your conversion cutoff date and activity entered after your conversion cutoff date. Activity that you enter before your conversion date is handled as conversion activity and does not fall within an "active" accounts receivable accounting period. If the activity did not fall within the active accounts receivable accounting period, you will need to enter the activity dated before your conversion cutoff date. In other words, if the activity has been accounted for in your previous system, make the correction with a date prior to your conversion date. 45

49 NSF Processing While You Were Offline While your property was being converted to Propertyware, you may have been notified of a returned check from a resident. When your data was converted, you only entered beginning balances. Since there isn't any transaction history on the resident s ledgers after a conversion, you will need to take the following steps to process any NSFs that occurred during the off line period. In the future, all recorded payments will be processed as documented in the User s Guide. OPT Make sure there isn't an open bank deposit. We recommend that you process the NSF in a batch by itself. Add the original charge to the account in the previous period. If the check being NSF d paid off multiple charges, enter all charges in the previous period. Add the original payment to the resident s account in the previous period. The amount should be the exact amount of the check that was returned. (DO NOT INCLUDE FEES.) Go to the Banking screen and create a deposit batch including only the payment which was NSF ed. It is good practice to add a note stating, Payment recorded in previous system, NSF ed during conversion. Close the deposit, the deposit date must be in the previous period. Enter the amount of the payment, and click Close. (Make sure to print a copy of the bank deposit.) Go back to the resident s ledger and change the payment received to a NSF payment. Refer to the User Guide if you need help. 46

50 Post Migration Homework The tasks identified as post migration tasks are those that are necessary to ensure that the property will be fully functional and the data correct when you "go live" on Propertyware. However, there are other tasks that you can perform to get the most out of your new property management system. These tasks, called "post migration homework," are not time-sensitive. That is, these options provide you with more information, but they do not drive system functionality and will not cause problems if you do not set them up prior to beginning normal daily operations. These tasks can be completed at any time after you complete the post migration. OPT Maintain your data to keep it current Enter your daily property management activities in Propertyware: new leases, new bills, new owners, etc. Update marketing information for your properties Add images, descriptions and amenities for marketing purposes. Begin marketing your properties to Prospects This would include your website, Propertyware portal, craigslist, printable brochures, and our network of free listing providers. Begin using the Maintenance module Create work orders for your buildings and units. Get your Owners and Tenants started using the Owner Portal and Tenant Portal Enable portal access for your owners and tenants. Configure ACH information for owners and tenants This is only applicable if you purchased the epaymets module. 47

51 Congratulations! Congratulations! You have successfully implemented your data into Propertyware. First 30 Day Checklist Your first 30 days in Propertyware, will be the most difficult as you familiarize yourself with your new system. Don t forget to do your mission critical tasks in the system. Market your vacant homes Enter new leases and terminate old residents Post rent payments Post late fees & other auxiliary charges Take money to the bank Enter work orders, and close them when work is completed Enter and pay bills Add new buildings and/or owners Charge your owners management fees Pay your owners Publish owner statements Reconcile your bank accounts End of month reporting 48

52 Getting Help If you have general questions, or questions about how to complete a specific task in Propertyware, you should contact Support using one of the following methods: Support Telephone: Should you need immediate assistance, you may also contact us at ext Online Knowledge Base: You can access Propertyware online Help by clicking the Help link on the Propertyware page you need assistance with. Online Help provides instant access to functionality overviews and procedures, as well as product tutorials. Submit a Case Online: Navigate to Propertyware customer support through the support link in the upper right hand corner of your Propertyware site. Our customer support team is available to answer any questions Monday thru Friday from 8AM to 8PM ET. Please submit a case using the online form with a description of the incident you have experienced. Discussion Forum: Navigate to Propertyware customer support through the support link in the upper right hand corner of your Propertyware site. There is a forum area whereby Propertyware Users and Administrators can interact with each other, share best practices and find answers to common problems submitted by other users. Training: Watch on demand tutorial videos that cover the basic features of the Propertyware application. 49

User Manual. Section 2: Implementation and Industry Translations. Created: October Copyright PropertyBoss Solutions, LLC. All Rights Reserved.

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