Bulletin. Rental October Current Version

Transcription

1 Bulletin al October 2009 Current Version The current versions are: Production: Release 8 - both update and full version are available for download. Please install while no one is logged on to the program. Beta: Beta 10 - also available for download. The major version (2009) indicates that the IRS has approved the test file submitted for 1099 reporting in January When the 2009 test file is submitted and approved in December, the version will change to 2010 for January 2010 reporting. The minor version (3) increments whenever we add a significant new set of features. The Release number (8) increments every time a minor revision is released. The word Release preceeding the Release number means that this is the current production version. The word Beta indicates new features needing verification testing are included. Beta versions are turned into production releases after testing. Managed Properties al Analysis The al Analysis (Unit Report) gives you a snapshot of your current status. It is a good idea to run the report each month, turn it into a pdf and store for future use. If you want to compile information on past numbers of units managed when you have not been running the al Analysis report, you can run a Tenant Report Charge Activity for any monthly period. Limit to Charge of, Sort by unit, mark all checkboxes for Current through Inactive. The preview screen displays the number of records. That will be a close approximation of the number of units you were managing. Question What rent was charged this month and how much is still unpaid? Run the Tenant Report Charge Activity for the period and limit the charge to rent. Recurring Credits To give credit to a tenant each month, add a recurring charge in the Tenant Profile, making the amount a negative number. The Charge Code determines what will be posted to the owner/property ledger. When posted in <<AR, Scheduled Receivables, Recurring Charges>> the transaction will be the same as doing an <<Adjust Open Credits>>. Voided Checks Tracking voided checks is best done using <<AP, Check History>>, Destroyed Checks tab. From there you can identify checks that were messed up by the printer or had coffee spilled on them or eaten by your pet. When a check is voided, a destroyed check record is automatically generated if you have the checkbox marked to do so in <<Setup, Processing Defaults>>, Database tab. To print a list of destroyed checks, use the Bank Report Check Register (Only Destroyed). Tenant Billing File This file can be sent to third party payment facilitators like PayLease to facilitate setup and to advise the tenant of the amount owed when they are making a payment. The file is generated using File, Export Utility, Tenant Billing File. Owner Statements See the sample Multi-unit (pages 3-4) and the Single unit (page 5) owner statements. Each statement includes examples of addendums to the statement (Unpaid Invoices, Open Work Orders, Unit-Tenant List, Append to Notes, Universal Note). Remote Training/Remote Help --- $240 for 3 hours - call for details PROMAS Landlord Software Center sales@promas.com Sales D Maple Avenue West support@promas.com Support Vienna, VA website: promas.com FAX

2 Landlord Inspector The current version is Release 4. Multiple photos can be attached to an inspectable item and several new reports have been added. The program now supports maintaining the inspection documents in a centralized folder and database and then checking them out when an inspection is to be done. A button has been added to the unit profile in PROMAS that will allow direct access to the inspections. Pricing is $495 for one license and $100 for additional licenses in the same office. Download a demo from click on Request Demo. Webinars Two webinars, covering Shortcuts & Timesavers & Tips, were conducted during the past 30 days. More than 300 tuned in for the first one and more than 250 attended the second. The webinars are announced via . If you did not receive notification on the previous two, please send an to support@promas.com with the address you want the notification sent to. Be sure to include your name and the company name. PROMAS Central (Coming Soon!) PROMAS Central features: Owner and tenant PDF statements (same look as the printed ones) Transaction history (your choice of activity period) A document manager (facilitates uploads) Owners and tenants can view statements, transaction history and documents with an easy online sign-on. This feature requires the purchase of the PROMAS IP module and subscribing to PROMAS Central by HeroPM. Supplies We Provide Checks-preprinted and blank (MICR)-How To doc.#301 Deposit Slips - laser, perforated - How To doc.#301 Envelopes for statements/checks-how To doc.#301 End of Year Forms 's, W2, Interest forms, Envelopes - order using How To document #310 MICR Toner Cartridges - call for details Check reader - call for details Data Backup via Internet Publishing One of the features of our Internet Publishing module is the ability to backup your data to HeroPM. This function has been tested successfully data was backed up and stored. Upon request the file can be made available to download and restore. This too has been tested successfully. This backup method should be a supplement to your primary method. Electronic Filing of 1099s Electronic filing is the recommended method of filing 1099s with the IRS. The alternative is to print and mail the copy A forms along with a 1096 transmittal form to the IRS. Anyone submitting 250 or more returns must file electronically. The IRS encourages everyone to file electronically. To file electronically you must fill out and submit an application form Copies of the form are available by phone ( ) or from the website: The form can be filled out on-line or printed and faxed to the IRS at Submitting the 1099 is easy. PROMAS creates the file and you upload it to the IRS using your browser. Recent How To Documents These documents are available using the Links dropdown and choosing How to PDF Documents. Import Addresses into Outlook #361 California Non-Resident Withholding #360 Spellcheck #362 Request an Audit Review A service performed by our experienced support staff. This is how it works: You send a backup of your data to us (see the Help on Send Us Your Data). We will audit your records and analyze your setup. You will receive a full report of our findings and recommendations. Pricing is based on one posting table. Pricing - $225 Training classes Basic: San Diego - November 17,18 (confirmed) Advanced: San Diego - November 20 (confirmed) Classes need a minimum of 12 attendees. Registration forms: or In PROMAS, click Links, Training Schedule

3 PROMAS Demonstration Package 311D Maple Avenue West Vienna, VA Please contact your manager with questions. (703) (800) Fax: (703) Jennifer Stevens phone x224 James Daugherty phone x228 All payments can be mailed to the address at left or paid online at 24 Haddock Street Glouchester, MA S T A T E M E N T October 1, 2009 to October 31, 2009 Beginning $ HOA Fee Mortgage Payment Trash Removal Net Change $ $ $ $ $1, $25.00 $1, $1, $ /31/2009 Ending $1, Beginning $ Cedar Lane - Fritz Halfacre (cell) (page) fritzh@maplemanagement.com 10/10/2009 Rita Roseman Check #765 $ Fairway Drive - Emma Bull (cell) (work) bully@maplemanagement.com 10/19/ /19/2009 Trash Removal HOA Fee Check #1732 to Concord Green HOA Account 436 Fairway Mortgage Payment Check #1733 to Minuteman Trust Account# W Other Transactions (No Unit Specified) 10/20/2009 Total 327 Cedar Lane $ $0.00 $ $1, $25.00 $ $ $ Total 436 Fairway Drive $1, $1, $ $ Prepared by PROMAS Demonstration, Document Page 1

4 S T A T E M E N T October 1, 2009 to October 31, 2009 (Continued) Check #1738 to Patriot Bank Account #W221-C2312 Total Other Transactions (No Unit Specified) $0.00 $ ($116.10) Net Change $1, $1, $ /31/2009 Ending $1, Due Unpaid Bills Amount Due 11/9/2009 Glass/Screens for 436 Fairway Drive $67.28 Reported Site Pending Work Orders Estimated Cost 11/10/ Fairway Drive Kitchen Faucet leaking Lots of room for problem description. $65.00 Unit Tenant Security Deposit Due Units With Transaction Activity 327 Cedar Lane Rita Roseman (Current) $ $ $ Fairway Drive Joseph P. Bruno (Current) $1, $1, $0.00 Thei is an example of a unit note appended to a statement. Property survey inspection is scheduled for the week of November 16. Tenant has indicated that they will be vacating when the lease ends in February.Survey is to identify neede renovation/replacement work for make ready. This is a workorder work description appended to a statement. Tuesday Octoberr 20, 2009 at 1:46 PM by SC- Spoke with William ( Owner) he gave authorization to send the roofing company out to the property Wednesday October 21, 2009 at 8:40 AM by SC- Owner called, he realized the roof may be still under warrenty, replacement was 12/2001. The company is Alcostal Roofing ( Angela), she will pull the file and call the tenant to set up an appointment.. This is a universal note that can be appended to all statements for a given printing/publishing. Prepared by PROMAS Demonstration, Document Page 2

5 PROMAS Demonstration Package 311D Maple Avenue West Vienna, VA Please contact your manager with questions. (703) (800) Fax: (703) Jennifer Stevens phone x224 James Daugherty phone x228 All payments can be mailed to the address at left or paid online at Alligator Walk Plantation, FL S T A T E M E N T of A C C O U N T October 1, 2009 to October 31, 2009 Beginning $ /2/ /9/ /15/ /20/2009 Air Conditioning Check #1695 to Hero Electric noisy fan -- lubricate, adjust ACH Net Change $ $98.00 $74.50 $ $ $ $ /31/2009 Ending $ Reported Site Pending Work Orders Estimated Cost 10/31/ Oak Street Water leaking from kitchen ceiling light fixture $ This is a workorder work description appended to a statement. Tuesday Octoberr 20, 2009 at 1:46 PM by SC- Spoke with William ( Owner) he gave authorization to send the roofing company out to the property Wednesday October 21, 2009 at 8:40 AM by SC- Owner called, he realized the roof may be still under warrenty, replacement was 12/2007. The company is Alcostal Roofing ( Angela), This is an example of a unit note appended to a statement. Property survey inspection is scheduled for the week of November 16. Tenant has indicated that they will be vacating when the lease ends in February.Survey is to identify neede renovation/replacement work for make ready. This is a universal note that is appended to each statement for this printing/publishing Prepared by PROMAS Demonstration, Document Page 1