CFP Software Ltd. CFPwinMan sdb Version

Transcription

1 CFP Software Ltd CFPwinMan sdb Version Author: Andrew White Updated: Wednesday, 30 April 2014

2 Contents Contents... 2 Introduction... 3 Works Order subject Enhancements...5 New HSBC Autobanking Format...6 Organiser Landlords to Pay Enhancements...7 Unallocated Funds Report...7 Gas Cert Due Report Enhancements...8 Worksheet Creator Identification...8 Branch, Department and Fee Earner Enhancements...9 Period Statement JPG Headers...9 New Custom Report Negotiator fields Agency Fee Excel Export Grouping Fees by Branch on Fee Earner Report Demo Database Enhancements Bank Transfer Descriptions Default Send Preference Multiple Landlord Payments - Show Zero Balances Description Box Spell Checker Contractor Deductions Fee Categories Tenancy Arrears Letter Landlord Letter Synchronization of Rental Amounts Landlord Statements Property Grouping Read Only Setting Enhancements Pay Contractor Form Improvements Vacating Date as return date for Booked Out Keys Automatic Increase of Ground Rent Invoice Amounts Modify and Add Group Headings for Expense Types Fast Track Receipts Head Property Filter Fee Earner Report Bank Account Filter Separate Invoice Number Sequence per Branch Enhancements to the Match and Mail functionality Match & Mail - Notes Integration Match & Mail Matching Speed Improvement Match & Mail Four New Window Cards Page 2 of 38

3 Introduction CFPwinMan Version onwards now offers: The inclusion of useful information in the subject line of Works order s sent to contractors. The Property Address and Postcode will now be included in the subject line. The Inclusion of a new Auto Banking format for HSBC Bank. The Inclusion of a Debit and Credit column on both Landlord Payment reports available from the organiser. The Inclusion of a new report which covers in detail all unallocated funds held within the system, including Tenancy, Tenant, Landlord and Agency amounts. The inclusion of both Property and Tenancy Status s on the Gas Cert Due report available from the organiser. The Inclusion of user initials against each worksheet on the worksheets report available from the organiser. The Initials are those of the user who created the worksheet. The ability to search, sort and filter the information accessible from the Branch, Dept Fee Earners button in user defaults. The ability for period statements to contain JPG headers and footers. The inclusion of both Property and Applicant Negotiator fields within the custom reporter tool. The ability to Export the Pay Agency Fee report to Excel. The ability to group fees by branch on the pay agency fee report. The ability to use previous demo databases. Providing a valid demo database exists the user will be able to either access the last used database or create a new one from scratch. The inclusion of a description box on the bank transfer form which will feed through to the bank reconciliation form to aid in identifying and locating transactions. The ability to specify as the default send method for all record types. This will ensure that providing an address is entered for new records the system will automatically tick as the send preference. With the setting enabled the system will prompt the user to enter an address when a record is shown on screen which does not include one. The ability to see and (if required) pay landlords with zero balances on the multiple landlord payment form. The ability to instruct a spellchecker to scan description boxes for spelling mistakes. The ability to associate Fee Categories with contractor deductions. The ability to send letters to landlords as part of a tenancy arrears letters process. The ability to automatically bring in line the letting fee amount listed on the property form with the rental amount listed on the tenancy form should the values not be identical. The ability to group properties on landlord statements in order to provide clarity where information spills over on to multiple pages. Enhancements to the Read Only settings that can be applied to the users of CFPWinMan. A number of improvements to the pay contractor form, including the ability to preview the payment printout and provide a breakdown of VAT amounts. Page 3 of 38

4 The ability to indicate to the system the requirement for a tenancy vacating date to automatically populate the keys back date for when keys are booked out to tenants. The ability for units to inherit auto incremental ground rent amount settings from the head property for users of the service charge module of CFPwinMan. Users of the Service Charge variant of CFPWinMan will now be able to amend and add new group headings to be linked to expense types. The ability for users of the service charge variant of CFPWinMan to filter fast track receipts by head property. The ability to filter the Fee Earner report by bank account for users of the BDFE Multiple Office variant of CFPWinMan. The ability for users of the multiple office variant of CFPWinMan to keep a separate invoice number sequence for each branch. Multiple minor enhancements to the Match and Mail functionality. Match & Mail Integration of Notes fields from Property and Applicant records. Match & Mail Performance Increase for the matching process. Match & Mail Four new Window Card templates available. Page 4 of 38

5 Works Order subject Enhancements Users will now find that both the Property Address and Postcode will be included in the subject line of Works order s which are sent to contractors. This can make it easier for the contractor to distinguish between multiple s without the need to open them. Page 5 of 38

6 New HSBC Autobanking Format A new Auto Banking format for HSBC Bank has now been included within CFPwinMan. It was not created with the intention of replacing the existing format for HSBC auto banking. It is instead an alternative format that can be used if instructed to do so by either HSBC or CFP. The relevant bank form must first be selected. The Automated Banking Preferences button can then be selected where an opportunity to specify the required format is provided. Page 6 of 38

7 Organiser Landlords to Pay Enhancements Additional columns are now present for the Quick Scan and Full Scan Landlord Payment reports available from the organiser. The pre-existing Amount column is still present in order to provide an overview of the amount due to the landlord. To provide a breakdown of how the Amount figure is calculated, the Bfwd, Income, Expenses and Fees columns have now been added. The above image shows the Full Scan report, the Quick Scan report will also now contain this information. Unallocated Funds Report The ability to create a report which covers in detail all unallocated funds held within the system, including Tenancy, Tenant, Landlord and Agency amounts is now available. The report can be obtained from the Accounts option under the Reporting menu heading. Page 7 of 38

8 Gas Cert Due Report Enhancements The Property and Tenancy Status information has been added to the Gas Cert Due report available from the organiser. The ability to filter these reminders by status can now be achieved using the blue filter section. Worksheet Creator Identification Once the system has been upgraded to any new works orders that are created will record the initials of the user who created them. These initials will be displayed alongside the worksheets when they appear in the worksheets section of the organiser. Worksheets created prior to CFPWinMan will show blank entries instead of the initials of the creator. Page 8 of 38

9 Branch, Department and Fee Earner Enhancements Users will now be able to search, sort and filter the information accessible from the Branch, Dept Fee Earners button in user defaults. The Headings on the top of each list can now be selected to sort the contents alphabetically. The blank section beneath the above column headings can be used to type in text. The system will record each key stroke and discard any content that doesn t match the search criteria. Each of the tabs available on this form will behave in the same way as discussed above. Period Statement JPG Headers Period statements will now use the same JPG headers and footers as landlord statements do, providing a header or footer is assigned to Landlord Statements in the Stationery section of user defaults. Page 9 of 38

10 New Custom Report Negotiator fields The custom reporter generator now includes two new fields that can be placed into reports. Property Negotiator Initials and Applicant Negotiator Initials are now available for selection. The content of these fields is derived from the relevant information form. Example, if a property is added into the system, providing a negotiator is entered on to the property information form in the Negotiator box, the initials of this negotiator will appear on any reports which contain the Property Negotiator initials. Page 10 of 38

11 Agency Fee Excel Export The ability to Export the Pay Agency Fee report to Excel is now available. Users must ensure the Create Excel File tick box is selected prior to performing a payment. Users can then choose a location to store the XLS file. Grouping Fees by Branch on Fee Earner Report Users of the Multiple Office variant of CFPwinMan will now find that the pay agency fee report will be grouped by branch. The report available from the Fee Earner option on the Report Generator will now contain a heading entitled Fee Analysis report by branch to reflect this new grouping. Users of the standard version of CFPwinMan will not experience any changes to their fee earner reports. Page 11 of 38

12 Demo Database Enhancements Each user of CFPwinMan can access their own unique copy of a demo database. This demo database provides users with the ability to play around with a copy of the live database and then scrap any changes that occur when returning back to the live database, which is particularly useful as a training tool. The demo database is launched by selecting the Miscellaneous menu heading followed by the Different Database option, the Demo Database button will then be presented to the user. Prior to this version of CFPwinMan the demo database would have been created afresh when the above option was selected. From CFPwinMan version onwards, the system will now provide the ability to load up the last used database (where available). The system will not always be able to revert to the saved version of the demo database. For example, if the version of CFPwinMan has been upgraded since the last time the demo database was accessed, the structure of the database is likely to be different. When the system identifies that a different database structure is in place it will recreate the demo database from scratch based on the current live version of the data. If the system encounters a stored demo database in a usable state, a message box will appear providing the user with the ability to either use this stored copy or create a new one based on the live database. As mentioned above each user has a unique version of the demo database. Because of this, the ability to access demo databases associated with other users of CFPwinMan will not be provided. Large database users may find this feature particularly useful, as the time taken to load up an existing demo database will be considerably shorter than that which is required to create a new database from scratch. Page 12 of 38

13 Bank Transfer Descriptions Prior to this version of CFPwinMan, when a bank transfer had taken place it was sometimes a time consuming process when attempting to locate such transactions on the bank reconciliation form. In order to improve the speed in locating these transactions CFPwinMan will now provide the ability for users to enter a description for the transfers. The bank reconciliation form contains pre-existing functionality which provides the user with the ability to perform a search on the description text of transactions, and so transfers should now be able to be located with greater efficiency. The ability to enter a description that appears on the bank reconciliation form for the source bank account of the transfer is provided at the top of the form, in the box entitled Description of transfer from. A separate description that appears on the bank reconciliation form for the destination bank account of the transfer is provided at the foot of the form, in the box entitled Description of transfer to. Once the transfer has taken place the user will be able to use the Description Filter on the Bank reconciliation form to locate the transactions quickly. Page 13 of 38

14 Default Send Preference The ability to specify as the default send preference for all record types has now been introduced. Once the option is enabled, when a Landlord, Contractor, Tenancy, Tenant or Applicant record is saved or added into the system, the send preference will become automatically selected. To enable the feature the Stationery section of User Defaults contains a check box entitled Set as default delivery type. When selecting this checkbox, the user will be presented with a number of options. NOTE: We advise that users read this message box carefully before taking any action. If the incorrect option is chosen it could prove to be a time consuming process to reverse the steps taken. If the user wishes to leave the form without making any changes the CANCEL button can be selected. Selecting the NO option will instruct the system to prompt users when a record is saved where the send preference is deselected. This will either be because an address is not present or because the send preference has at some point been manually deselected. All pre-existing contact records will remain unchanged by this option. The user will need to manually go about ensuring each contact record contains an address together with an send preference in order to prevent the above message prompt from showing when such records are saved. Selecting the YES button will carry out the same process as above. However, the system will also make a change to every contact record in the system that contains an address. Each record will be modified to ensure that is the send preference. If any of these records contain POST as a send preference, this option will become deselected. The user will be unable to automatically reverse this process. The SMS send preference will be unaffected by this process. Page 14 of 38

15 If an attempt to save a record takes place where the send preference is not selected, the system will prompt the user to address this fact. The ability to continue without selected as a send preference will be available. However, the next time a user attempts to save this record the message prompt will once again be shown. Multiple Landlord Payments - Show Zero Balances The ability to see and if required, pay landlords with zero balances on the multiple landlord payment form is now available. NOTE: The following changes will not affect the Service Charge variant of CFPwinMan. There are four scenarios which can lead to a landlord having a zero balance, these are as follows: 1. Landlord has no transactions present at all. 2. Landlords Income matches exactly that of his expenditure. 3. Landlord had income which was then reversed (or a contra invoice negated its value). 4. Landlord has the retain all option selected against an account containing income transactions. The above image shows which of the four landlords the multiple landlord payment form will show when the above four scenarios exist. Only the 4 th landlord in this list (where a retain all setting is in place) will appear. The two scenarios where transactions exist but collectively equate to a zero balance, will be excluded from the form. The landlord reflecting the first scenario where no transactions exist at all, will also be excluded. The above image reflects how the system behaved prior to this version of CFPwinMan. The program will continue to operate in this way until it is instructed to do otherwise. Page 15 of 38

16 Users will now be able to include the landlords on the multiple landlord payment form that reflect the two scenarios outlined in points 2 and 3 from the previous page. Landlords with no transactions at all (point 4) will continue to be excluded from the form. In order for users to implement this change a checkbox entitled Show Zero Balances can be selected on the multiple landlord payment form. The above image clearly shows the inclusion of the two landlords outlined in points 2 and 3. Notice that all of these landlord appear in pink. The user can select the PAY checkbox for landlords that appear in pink in order to include them in a payment run. However, if the Select All button is selected these landlords will not become selected. When the Show Zero Balances checkbox has been selected, an additional checkbox entitled Include zero balances when select all is pressed will then be displayed. Selecting this checkbox changes the colouring of these landlords (with a zero balance) from Pink to White. If the user selects the Select All button with these landlords on show, all of them will become selected as part of the payment run. In order to save time and prevent the form from needing to be reloaded, the system will remember both of these settings for the next time the form is loaded. Page 16 of 38

17 Description Box Spell Checker The ability to enable a spellchecker to scan the description boxes on the property form for spelling mistakes is now available. Once enabled, the property form will contain a button which can be selected to perform the check. This will help to prevent mistakes from appearing on internet portals, brochures and photolists. The Spellchecker can be enabled by selecting the Check Spelling on Descriptions checkbox on the Paths + WP options tab in User Defaults. With this setting enabled, providing a qualifying sub tab is selected, a Check Spelling button will appear on the right hand side of the Descriptions tab on the property information form. The General, Photox4, Photox6, Photox8, Photox16, Advert and Remarks sub tabs will all display the button. Page 17 of 38

18 The button can be selected to perform a spellcheck on the visible tab. The ability to Ignore or Change spellings will be provided. The ability to Add words to the dictionary will only be provided once a custom dictionary has been configured in user defaults. The Paths + WP options tab in User Defaults contains a Format button. The user should select this button should they wish to create a custom Dictionary. Upon doing so the system will display this form. The user will be able to create a new dictionary by selecting the Create New Custom Dictionary button. The system will automatically choose a location. If the user has a number of different databases they can all be pointed to the same custom dictionary location using the browse button. Page 18 of 38

19 Contractor Deductions Fee Categories The ability to associate Fee Categories to contractor deductions on the contractor information form is now available. The steps the user must take in order to enter a deduction still remain as they were prior to this release of CFPwinMan. In order for the system to recognize that a deduction is in place, the user must enter a Description and an Amount before choosing whether VAT is applicable to the fee. The optional ability to specify a Fee Category in the drop down box is then provided. The Fees/Deductions tab in User Defaults contains a Contractor Deductions tab. This section provides the user with the ability to specify a number of default deductions they wish to charge to newly created contractors. The deductions will take place when the contractor is first paid in the system. The ability to associate a Fee Category alongside these specified deductions is now available. Page 19 of 38

20 Tenancy Arrears Letter Landlord Letter The ability to send a letter to the landlord as part of the tenancy arrears letters process is now available. The process of selecting tenancies, specifying a charge and choosing a tenancy letter to print or is still the same. The optional ability to specify a letter that will be merged to the landlord is also now available. The letter will need to be specified using the locate button alongside the landlord section of the form. The user can choose to ONLY send a letter to the landlord, skipping the process of corresponding with the tenancy completely and a message will be shown asking for confirmation before the system proceeds with this process. This feature works in the same way for the Tenant Arrears Letter form as it does on this form. If there is more than one landlord associated with the property, the letter will only be sent to the primary landlord in that relationship. The primary landlord will be the landlord who first owned the property, unless a separate landlord has 100% ownership in which case that landlord will become the primary landlord. As with the tenancy arrears letter, the History Log will record a copy of the landlord letter which has been sent, together with which method was used to send it. Page 20 of 38

21 Synchronization of Rental Amounts The ability to automatically bring in line the letting fee amount listed on the property form with the rental amount listed on the tenancy form (should the values not be identical) is now available. Whenever the tenancy record is now saved (after having been changed), the system will now perform a check to ensure that the RENT PER value on the tenancy form matches that of the Rental Amount on the Man/Let Fees tab of the property information form. If the system detects that the amounts do not match a message will appear providing the user with the ability to change the Rental Amount on the Man/Let Fees tab. If the Letting fee rental amount is zero, the check will not take place. Page 21 of 38

22 Landlord Statements Property Grouping The ability to group each property on a landlord statement in order to provide clarity where information spills over on to multiple pages is now available. This setting has been put in place to try and prevent a particular property s transactions from spilling across more than one page. NOTE: If more than one page of transactions exist for a particular property then this overflow of information cannot be prevented. In order to turn on the feature the Stationery section of User Defaults contains a tab entitled Landlord Statements, within this tab a sub tab entitled Special Statement can be selected to reveal the check box entitled Keep Property Income Together. The image shows how a particular statement will look without the user default setting in effect. With the setting enabled, the transactions for the first property are pushed on to the second page. NOTE: In most cases the setting requires additional pages in order to manage the space effectively. Page 22 of 38

23 Read Only Setting Enhancements Enhancements have been made to the Read Only settings that can be applied to users of CFPWinMan. User Defaults contains a Password button which, when selected, provides a list of users. Double clicking a particular user will launch the form shown in this image. The Security tab can then be used to configure the read only access settings for the user. The process of marking a particular task as being read only for a particular user has been modified. A checkbox can now be selected to set read only access for a specific task. Not all areas of CFPWinMan currently support Read Only access. These items will be shaded in grey and the user will be unable to select them. Three new Read Only settings have now been included. The image above shows these three new options. The options are Tenancy Tab Tenancy Details, Landlord Tab Bank Details and the Landlord Overseas Tab. All read only settings for users that existed prior to this version of CFPwinMan will remain intact. Page 23 of 38

24 Pay Contractor Form Improvements A number of improvements have been made to the pay contractor form, including the ability to preview the payment printout and provide a breakdown of VAT amounts. With the Pay Contractor form on screen the ability to preview the output of a payment is now available. Right clicking (mouse) on the relevant payment/account will show the option entitled Preview Statement. This option can then be selected to provide a preview of how the payment will look if printed. Prior to this release, the preview option was only available by double clicking on the payment beforehand. The ability to launch a form which details the transactions that make up a payment can still be carried out by selecting the relevant drop down arrow. The arrow that should be selected depends on whether the user wishes to look at Ledger monies or Cash monies, also whether the monies have been shelved (Pay Later) until a later date or not. Enhancements have been made to the form that is displayed when the dropdown arrow is selected. Extra, more useful information will now be included. The form will also now be able to show a greater number of transactions. Page 24 of 38

25 The form can now contain up to thirty transaction lines. The amounts that are listed will now provide a breakdown of the VAT amounts. The ability to Print, Preview and Export the information is now available. The details of the associated Landlord, Tenancy and Tenant for the expense have now been added. Page 25 of 38

26 Vacating Date as return date for Booked Out Keys The user will now be able to indicate to the system that a tenancies vacating date should become the Keys Back date when keys are booked out to tenants. With the option selected, providing a vacating date is present, it will immediately become the keys back date when the keys are booked out. However, if a vacating date is not yet present, the system will update the keys back date when one has been entered. When booking out a set of keys the user must specify Tenant as the recipient in order for the Back On Vacating Date option to become available. The user will then be able to tick this option. This image shows a blank Expected Back On Date. This is because a vacating date has not yet been entered on to the tenancy form. When a date is entered this Expected Back On Date will automatically inherit it. Without the need to revisit this form. This image shows an Expected Back On Date. This reflects the vacating date that is currently present on the tenancy form. If that vacating date should change at any stage, this Expected Back On Date will also change to bring itself in line. When a booked out set of keys have an Expected Back On Date, the Organiser s Keys Booked Out report can be used to remind the user to chase the keys. If the user selects a Tenant that belongs to a different tenancy, the vacating date for this different tenancy will be used instead of the vacating date associated with the active tenancy. Page 26 of 38

27 Automatic Increase of Ground Rent Invoice Amounts Users now have the ability to schedule increases for Ground Rent invoice amounts against a property. The system will then automatically increment the invoice amounts when the invoice s period end date crosses the date(s) specified on the schedule. The property form contains a Lease Details button. Selecting this button launches a form containing a Ground Rent Increase section. The user can use the section at the bottom of the form to specify a date when a ground rent increase is set to occur. Alongside the date the user will be able to specify the new invoice amount that is to be charged. The user will be able to schedule any number of additional future dates and invoice amounts in this grid. The system will not process any changes unless the Auto Apply ground rent increase in winman checkbox is selected. NOTE: The amounts specified should not include VAT as the system will work these figures out where applicable. When the system encounters a tenancy ground rent invoice with a Period End Date that is greater than or equal to a Ground Rent increase date (specified on this form), the invoice amount will be changed to reflect the new Ground Rent Increase Amount. The Period End date of an invoice is calculated by taking the Due date of an invoice and adding the Period of that invoice to this date. The descriptions of invoices are not included in these end date calculations. Therefore if a Single period invoice is raised with a due date earlier than the ground rent increase date where the description depicts a period beyond the ground rent increase date, the system will not increment the amount. Example: The property lease details form (above) indicates a ground rent increase date of 11/09/2013. The tenancy invoice form contains a monthly invoice of with a due date of 12/06/2013. Due Date Period End date Ground Rent 12/06/2013 Monthly 11/07/ /07/2013 Monthly 11/08/ /08/2013 Monthly 11/09/2013 Change to The automatic change occurs when the end date of the invoice matches the ground rent increase date: When a ground rent amount is adjusted in this way, a history log entry will be created to record the change. Page 27 of 38

28 Users of the service charge module variant of CFPwinMan can select all units to inherit the auto incremental ground rent amount settings from the head property. The Lease Details button on the head property s information form will launch the illustrated form. Once the Ground Rent Increases section has been filled in, the checkbox to the right hand side of this section can be selected to push the settings on to all of the Units that are associated with the head property. Once this process has taken place, the ability to override an individual unit s settings can be achieved by selecting the Lease Details button on the property information form for the specific unit. Page 28 of 38

29 Modify and Add Group Headings for Expense Types Users of the Service Charge variant of CFPWinMan will now be able to both add new and amend, the existing Group Headings that are associated with expense types. The VAT & Disbursements form can be loaded by selecting the VAT & Disbursements button in User Defaults, the Group Headings tab can then be selected to provide a list of existing group headings. The user will be able to amend the description of a Group Heading by overtyping the existing description. The ability to add new group headings can also be achieved by entering a description on the bottom line. The ability to associate new Group Headings to expense types can be achieved by selecting the Expenses tab. The far right column entitled Group Headings can then be selected to associate the new expense type. Page 29 of 38

30 Fast Track Receipts Head Property Filter The ability for users of the service charge variant of CFPWinMan to filter fast track receipts by head property is now available. The form will always initially load with all outstanding receipts on show. The results on show can be filtered by head property, by selecting the Filter By Head Property button. The locate property form will then be shown, providing the user with the ability to select the head property. Once a head property has been selected the form will filter out any invoices which are not associated with the head property. The name of the head property will be shown in the box directly beneath the button. Page 30 of 38

31 Fee Earner Report Bank Account Filter Users of the Multiple Office variant of CFPWinMan will now be able to filter the Fee Earner report by bank account. NOTE: There are two variants of the Multiple Office edition of CFPwinMan, one of the variants known as Alternative already supports the ability to filter the report for a particular bank account. The change outlined below is new functionality for users of the BDFE (Branch Dept Fee Earner) variant of CFPwinMan. To load up the report the General option should be chosen under the Reporting menu option, the ability to select the Fee Earner checkbox is then provided. The user can then proceed and choose a date range and report format. Once these options have been chosen the ability to specify a bank account is provided. The All Accounts checkbox will be selected until the user specifies a bank account. The report itself will mention the specified bank account, providing one has been chosen. Page 31 of 38

32 Separate Invoice Number Sequence per Branch It is understood that some users may wish to use the Multiple Office Variant of CFPwinMan to manage separate companies with separate VAT numbers. To help these users, CFPwinMan now provides the ability to use a branch specific invoice number sequence. Prior to this release of CFPwinMan each branch had to share one sequence of invoice numbers between them. NOTE: The below setting should only be used if every branch in the system is intended to have its own unique invoice number sequence. If an agency requires two or more branches to share a sequence then this new functionality will not be able to achieve this. Users wishing to instruct the system to use Branch specific Invoice numbers should select the Branch Dept, Fee Earners button on the main User Defaults form, the Multi Office tab can then be selected to reveal the Use Branch Specific Invoice Number Sequence checkbox. A message box will appear requesting confirmation before proceeding. The option can be reversed by removing the tick. However, if an invoice number has been used prior to the reversal of this setting, the invoice number sequence for the database will no longer be in sequence. NOTE: CFP advise that users of CFPwinMan exit the program prior to this change taking place. Otherwise, invoice numbers could well be used by the process of raising invoices, paying landlords, etc. Once the setting has been enabled, care needs to be taken to ensure that each branch has the correct invoice number in place before processes (like the ones listed above) begin to use invoice numbers. The following page outlines where to access and change the Last Used Invoice Number and therefore the sequence to which it belongs. Page 32 of 38

33 With the setting in place, the main user default screen will no longer list the Last Invoice Number. To view or amend the Last Invoice Number for a particular branch the user should select the Branch Dept, Fee Earners button on the main User Defaults form. The Multi Office tab can then be selected to reveal the Multi Office Settings button. Selecting this button will launch the Multi Office Assignments form. The relevant branch should then be selected from the left hand window. The Branch Details button can then be selected to reveal the details of the branch. When the setting was enabled, the system would have taken the last invoice number that was used and prefixed it with a number. This number will be unique for every branch in the database. Going forward, when the system encounters a transaction (relating to this branch) which requires an invoice number, the number on show here will be incremented to create the next number in the sequence, this number (on show) will also change to reflect the increment. Users will be able to override the number for the selected branch by overtyping it on this form. Page 33 of 38

34 Enhancements to the Match and Mail functionality The Match and Mail functionality within CFPwinMan has undergone some minor changes which affect how users interact with the software. One such change occurs when specifying Global Matching Criteria settings such as area. The ability to either perform a Select All or a Deselect All is now available. This will improve the time taken when the need to select a large number of values is required. Applicants with a status of ARCHIVED are excluded from the matching process. In CFPwinMan version onwards, applicants with a status of EXPIRED will also be excluded. The ability to hide photolists from the match and mail form is now available. The Visible checkbox can be deselected on the Photolists tab alongside the required photolists in User Defaults. Page 34 of 38

35 The Match & Mail form will now record a count of records which currently match the specified filter criteria. There will also be a count made of the records in this list which are currently selected. The above count shows that five records match the current criteria, and two of these five are selected. Match & Mail - Notes Integration The Match and Mail form will now access the information contained within the Notes fields for both property and applicant records. Once either an applicant or property record has been selected the right hand side of the form will contain a green Notes button. Selecting this button will launch a window containing all of the notes fields. Providing text exists within any of the fields the title of the notes field will appear in light blue, otherwise they will appear in light grey. The ability to expand or shrink the contents of the notes can be achieved by selecting the small blue icon to the right hand side of the relevant box. To hide the notes altogether the Notes button can be reselected. Page 35 of 38

36 Match & Mail Matching Speed Improvement Prior to this release of CFPwinMan, when users entered matching criteria such as Areas or Parking, the system would take note in real time of the settings and change the list of properties to match the criteria. Users with Large datasets encountered a performance decrease when entering the criteria in this way. The system now waits for the user to instruct it to perform a match before taking on board changes to the matching criteria. Once criteria has been specified, the Apply button can be selected to perform the match. Prior to this release of CFPwinMan this section of the form contained buttons providing abilities such as Resetting criteria, maintaining Saved Searches and Adding applicants. All of these abilities can still be carried out by selecting the Actions button. A sub menu containing the above buttons will then be provided. Old Layout New Layout Page 36 of 38

37 Match & Mail Four New Window Cards Four new window cards have been added to this version of CFPwinMan. Window Cards 11, 12, 13, 14 are all A4 portrait window cards. Each can be located under the brochures tab in user defaults. Each of these brochure templates will also now become available from the main match and mail form. Examples of these four templates will be shown on the next page. Page 37 of 38

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