October This release contains an important upgrade to your data files. Please read the Installation Instructions carefully before you begin.

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1 RELEASE 6.2A October 2006 Featuring a totally redesigned user interface: HIGHLIGHTS: PAGE Today s Reminders will jog your memory 3 Microsoft Outlook Standards create a familiar look and feel 4 Export Reports to PDF Files for easy distribution 5 Export Financial Statements to Excel to simplify customization 11 Drill Down on Financial Statements to analyze amounts 12 Create Report Groups to speed up monthly reporting 18 Use the Favorites feature for your most common tasks 22 Access Spectra s Clients Only website directly from the software 26 This release contains an important upgrade to your data files. Please read the Installation Instructions carefully before you begin. Please circulate or make the Release Notes available to all SPECTRA users in your office, or direct them to the Spectra Clients Only Website to view the electronic version. To do this go to sign on to the website and then click on the News Releases and Announcements Link. This release document contains enhancements for modules you may not have. SPECTRA - 5.6a to 6.2A 1

2 Company Menu While the Company menu is in the middle of Navigation Pane, it is the first screen seen when opening SPECTRA. TODAY S REMINDERS Have you wished that you could use SPECTRA to automatically prompt you for items that have to be done today? Now you can! The Company screen showing Today s Reminders is the first screen you will see when you open SPECTRA. Date-sensitive reminders will display for the next seven days. Imported from MS Outlook! A number and a + indicate that there are items to display. Click on the + to expand the section to display the reminders. Click on the to compress the section. Outstanding Batches will also display on Today s Reminders. For a printout of these batches, go to Building Display Pending Batches and click on the Print button. To clear the batch, return to the original program, e.g. Apply Unapplied Credits, and either post or delete the batch. Tip: To sort the Outstanding Receivables, click on the Amount column heading once to sort in Ascending order and again to click in Descending order. During the day return to the Company menu to check on your reminders. To update the onscreen reminders during the day, click on Tools at the top of the screen and Refresh Reminders. To Exit SPECTRA (Log Off) Return to the Company bar and then click on the Log Off Spectra button. SPECTRA - 5.6a to 6.2A 3

3 All Report Totals In the previous version did you ever preview a report total by fast forwarding to the last page on the screen and then been surprised when you printed out the report and the total was different? If you contacted Spectra Support, you were likely informed that this was a Microsoft issue and that you had to preview the report one page at a time in order to preview the correct report total. Microsoft has addressed this and you should now be able to skip to the last page of a multi-page report preview to view the correct report total. NAVIGATION PANE The Navigation Pane at the left of the screen is your portal through which to enter the database or the various menus. System Tasks You ll recognize many of these menu items from the old Database Menu. Find This section opens the database directly to the desired type of company. The old option of clicking on the Open Database button on the Toolbar still exists, so you may continue to use the Open Database button if you wish. Company This is the opening and closing screen for the program. As shown on the next page, the most important feature of this screen is Today s Reminders. Click on the Company bar in the Navigation Pane to return to the Company screen to exit the program. To Exit SPECTRA (Log Off) Click on the Company bar and then click on the Log Off Spectra button. EIS Dashboard The Executive Information System Dashboard is a new name for the Property Profile program. This item is designed to help busy executives find information fast! Building Tenant Supplier Banking Selecting any of these bars will show related Tasks and Reports on one screen: The new menus will require an adjustment period, but we think you ll come to appreciate having the Start a Task and Select a Report menus on the same screen. SPECTRA - 5.6a to 6.2A 4

4 ALL REPORTS Preview Screen Export to PDF Have you ever wanted to several reports to one address? When you tried to accomplish this, you discovered that you didn t have an easy way to accomplish this, because the former reports option ed each report individually? Now you can create PDF* files that can be attached to the . * PDF stands for Portable Document Format. Adobe s software is familiar to most and if you have been reading the support newsletter, then you have already been using it. SPECTRA s reports can be easily captured and shared with anyone who has Adobe software loaded. If one of your recipients doesn t have this useful and readilyavailable software, here s a link for the latest version of the software. How are PDF files produced in SPECTRA? You ll find a new option on the Preview menu, namely the Export to PDF button. 1. Go to the menu item for the report and select your various options. 2. Click on the Preview button. 3. When the report displays on the screen, click on the Export to PDF button. 4. The Adobe Reader will open and you ll see your report on the screen. 5. Click on the Save a Copy button to save this report in a PDF format. 6. If you see an onscreen message about the document not allowing you to save changes, it s just a reminder that your software is a reader only version and that you can t make changes to the PDF document. Click on OK to continue. 7. All reports sent from SPECTRA in the PDF format are automatically named SPECTRA.pdf. You must now determine the directory where the reports are to be saved and what each one will be renamed. The screen below shows that this report will be stored in My Documents and has been renamed to be Building Summary.pdf. 8. When you have renamed the document, click on the Save button. 9. Close down the Adobe Reader by clicking on the red X in the upper-right hand corner. 10. Repeat the above process for all the reports to be attached to the Start your . The procedure in Microsoft s Outlook is to click on Insert File find the directory where the PDF files are stored. Highlight the files to be attached to the and click on the Insert button. 12. Your reports will be attached to the . We think this is a terrific addition to the SPECTRA program and hope that you do as well. SPECTRA - 5.6a to 6.2A 5

5 Building START A TASK Journal Entries Regular To speed up data entry in lengthy journal entries, the screen defaults to showing a maximum of eight lines of any journal entry. Use the button in the upper right corner to expand or shrink the data entry screen. Click to view full screen of journal entry Click to return to data entry mode Setup / Edit Journal Entry Template An enhancement has been added to facilitate the creation of a Journal Entry Template to automate the General Ledger account numbers Journal Entry description. This will be helpful in situations where you have journal entries that you do every month, but you can t use the Standard Journal Entry feature because the amounts change every month. E.g. your Group Insurance costs. To get started, use the Setup / Edit Journal Entry Template program to create the template. In the Template Name / Description field, key in a descriptive template name. Thereafter, you may search for existing templates in the Search for G/L Data Entry Template to make any additions or changes to templates. Add in your Building(s), G/L account numbers and descriptions. Save the record and Close. To use your new templates, go to the Regular Journal Entry program. From the second screen, select your template from the list of templates, and click on the Create Now button. The system will populate the journal entry screen with the G/L account numbers and descriptions from your template. All you need to do is key in the amounts and post the journal entry. Good News! The template s entries will now stay in the order that they were entered, making data entry much more efficient and easy to use. SPECTRA - 5.6a to 6.2A 6

6 Monthly Processes Late Payment Charges While the default is to start each building on a new page, you have the option to remove this setting so that a continuous report will print for all selected buildings. Cost Recovery Format I Recovery Setup Edit Report At some point this report stopped checking for Recoveries that showed a Budget code that didn t have a corresponding Charge code flagged as recoverable. It would return the necessary error if the Charge code existed, but wasn t flagged as recoverable, but not if the Charge code was missing entirely. This has been corrected, so we recommend that any clients using the Cost Recoveries module rerun this report to check their recoveries setup. Cost Recoveries Depending on what method was used to print the report, the first tenant might be missing the Building Area for this Tenant figure. This has been resolved. Retail Percentage Sales Calculation The last percentage rent calculation of the year will now set up the tenants next year s Retail Sales screen. SELECT A REPORT Master Listings Company Profile The Tenant Billing Address has been added to the Company Profile report. Rent Reports Rent Rolls In Release 5.6a, if a tenant had duplicate charges that were exactly the same, the rent roll printed only one of these charges on the rent roll. All rent rolls have been modified to print all current charges, whether duplicated or not. Rent Roll - Format II We have modified the rent roll to more accurately reflect units with tenants moving in and out of the unit in the same month and this report will now print for Parking Only buildings. Rent Roll Increase/Decrease We have rectified an unusual situation which resulted in incorrect parking charges printing on this report. Step Up / Rent Increases We have corrected a reporting issue, whereby under a certain set of circumstances, this report would show charges related to the wrong tenant. Rent Reports-Custom (A to L) Rent Roll-Investec At the client s request we have modified the Rate column to use the Tenant Description code, which will give the client more flexibility in what is recorded in this Rate column. Rent Roll-Jackson-Shaw This is a new addition to the list of custom rent rolls. You have a choice of including inactive tenants with outstanding balances, option of showing the Balance Due column, including or excluding future tenants. It includes an occupancy analysis, code summary, and option for sales tax and will print any future rent increases after the current charges. SPECTRA - 5.6a to 6.2A 7

7 Rent Reports-Custom (M to Z) Rent Roll-Madison Pacific This custom report features current and future annual base rents together with options to renew. A/R and Parking Only leases are excluded from this rent roll. Only tenants with the square footage in the Area Leased field and Charges flagged as Base Rent will be included and only the Base Rent will show on the rent roll expressed in annual dollars and annual rate. Note that the annual base rent amount will not show for vacant areas, but the $ sq.ft. Base Rent column will display the calculated rate based on the Market Rent. Rent Roll - Mammoth This custom rent roll has the option to show future tenants. Rent Roll-Northwest We have modified the rent roll to more accurately reflect units with tenants moving in and out of the unit in the same month. Rent Roll-Ronmor This is a custom-designed rent roll with four user-defined columns Any recurring charge flagged as base rent will appear in the Base Rent column. 2. The Operating Cost per SF is based on the amount recorded in the first of the four user-defined columns. In the example above, it is based on the CAM column. 3. The Lease Renewal Expiry date is the Ending Date on the Lease Options screen. 4. The Renewal Option information will record all options to renew for each tenant. 5. The Lease Comments will print anything recorded on the Tenant s Lease tab Lease Detail screen Lease Detail Notes, as shown below: SPECTRA - 5.6a to 6.2A 8

8 As this release includes new rent rolls, an updated rent roll matrix is included in this release documentation. Parking Control The Parking Control report previously included future parking charges automatically. We have modified the selection screen, so that future parking charges are now optional. The summary section of the report has also been refined to correctly reflect the number of stalls vacant and in use, whether or not future charges are included. A new field has been added for Parking Permit # s. When you print the Parking Control report, you now have the option to print by the Parking Permit Number. Building Retail Last Full Year Percent Rent A number of changes have been made to this report: Sales levels will now print just once for each tenant. The Annual % Rent Due figure will now print the % Rent charged, so that the % Rent per Area and Total % + Base per Area figures should now be correct. We have also resolved a duplicate printing issue if a tenant has multiple categories and sales levels. Month to Month Percent Rent If a tenant has two sales categories, the sales figures will now print correctly. Sales Spread Detail We have modified this report to print correctly if tenants are set up with the % Rent screen showing Sales Levels with 0%. This situation would arise if tenants report sales, but are not liable for percentage rent. Sales Spread Lurie & Associates This custom report modifies the existing sales spread report by removing all variance amounts and showing up to 5 years of sales figures. Tenant Sales Ranking I If a tenant has two sales categories, the sales figures will now print correctly. Tenant Sales Ranking II When you select the option to exclude anchor tenants from the building totals, you will be prompted to enter the Anchor Tenant Report Sort Code found on the Tenant Percentage Rent screen. Utility Billing Utility Field Entry Report The option has been added to print the Tenant Name or the Tenant Name and Service Address. SPECTRA - 5.6a to 6.2A 9

9 Owners Owner Statements We have added an option not to print lines after each building s closing balance. This will simplify the appearance of the statement for owners with multiple buildings. Owner Statements History A new historical report has been added to enable you to print an owner statement for a date range. Because this statement covers multiple months, the options to show outstanding payables and to process payouts to owners have been removed. New Financial Statements We have added three new Report Names: 11b which will show the YTD Actual for the current year and last year with ratios for each. E.g. 56a, which will print the following information: 58b, which will show Current Quarter and YTD Actual, Budget, and Variance. 58c, which will show Current Quarter s Actual, Budget, and Variance 58d, which will show Current and YTD Actual and Budget plus a YTD Variance and Annual Budget. As these are new Report Names, an updated Financial Statement Report Names matrix is included with this release documentation. The 12 Month Spread reports (Report Names 63, 64, 64a, and 80) have been modified for cash flow statements, so that the Bank for months that have no activity will show zero balances. SPECTRA - 5.6a to 6.2A 10

10 Export to Excel Have you ever wanted to customize a financial statement by adding or deleting columns from an existing format or by adding notes directly to the statement? The ability to export financial statements directly to Excel will enable you to do these and many other modifications in Excel. From the Financial Statements Fiscal menu item, you will see some new options at the top of the screen. Export to Excel Spreadsheet Most of the financial statement report names can now be exported directly to Excel. From here you could delete unwanted columns, add notes, add columns, revise calculations, add or remove bolding, or whatever you want. The Report Names available for export are shown in the last column of the drop down box: Here s an example of Report Name 62a exported to Excel: After some revisions: In addition to the Export to Excel Spreadsheet button, there are four Export to Excel Report Names at the bottom of the Report Name list. The Export to Excel button allows you to export a financial statement and delete columns easily, but what if you want to add a column? Click on the Preview button to export any of these reports to Excel and see the additional columns available. For example, the Export to Excel Month report shows 40 columns. If the column you want displays on any financial statement format in SPECTRA, it most likely is available on this export. SPECTRA - 5.6a to 6.2A 11

11 Columns exported using the Export to Excel Monthly: Account Description YTD Budget Ratio Current Actual YTD Budget Variance $ Current Actual Ratio YTD Budget Variance % Current Budget YTD Last Year Current Budget Ratio YTD Last Year Ratio Current Budget Variance $ YTD Last Year Variance $ Current Budget Variance % YTD Last Year Variance % Current Last Year Annual Budget Current Last Year Ratio Annual Budget Ratio Current Last Year Variance $ % Budget Used Current Last Year Variance % Budget Remaining YTD Actual Next Year Budget YTD Actual Ratio Total Last Year YTD Budget Total Last Year Ratio YTD Opening Balance YTD Net Change YTD Actual Prior Month YTD Prior Variance YTD Budget Prior Month YTD Budget Prior Variance Current Actual PerSqFt YTD Actual PerSqFt Current Budget PerSqFt YTD Budget PerSqFt Current Last Year PerSqFt YTD Last Year PerSqFt Drill Down Feature Here s a feature that the accountants among us are really excited about. Have you ever previewed a financial statement on the screen and questioned an amount shown in one of the columns? Have you wished that you could drill down to determine the composition of that amount without leaving the screen to go to either the Inquiry or Report menu items? Well, now you will be able to. From the Financial Statements Fiscal menu item, you will see some new options at the top of the screen. Drill Down on this report Select a financial statement as you normally would for either a portfolio or for an individual building. Instead of clicking on the Print Preview or the Printer button, click on the Drill Down button. The financial statement will open with the columns for the Report Name requested. An amount is available for drill down analysis if it is in a colored column and has an account number shown in the first column. E.g Office Rent below. In other words, if an amount is a consolidation of several different account numbers or is a calculation, such as a Total line, the drill down feature is not available. However, it will work if it is a consolidation of several different buildings for one account number. Double click on any amount shown in green to see the composition of that amount. In this example, we might double click on the YTD Actual amount of $1,301, shown for Office Rent to determine the buildings and the monthly amounts. As this is a YTD amount, Record 1 - the first month of the fiscal year - is shown: Click on the right arrow button to advance through the months. If you are drilling down on the details for a consolidated statement, the drill down screen will show the details by month by building. To see all subsequent months or other buildings, click on the record advance at the bottom of the page: SPECTRA - 5.6a to 6.2A 12

12 To see a summary of the net transactions by month including budgets, double click on the G/L account number itself, #3000 in our example below: Selecting Account 3000 in the above screen brings up this screen for the current fiscal year showing net monthly actual transactions and the various monthly budgets. Click on the right arrow at the bottom of the screen to see the same information for any other buildings included in these amounts on the financial statements and for any prior years. For a hardcopy printout of any of the transactions by G/L account number, go to Building Select a Report - General Ledger General Ledger Detail Reports. Request the same portfolio or building for the same period of time and select the specific G/L account number in question. General Ledger General Ledger Detail Reports For those clients who have year ends that do not correspond with a month end, e.g. a December 15 th year end, we have corrected the opening and ending balances on this report. Plus we have added another sort feature on the line items in the batch so that these reports will print in the same order from one print job to the next. We have reinstated two features that had been removed from these reports, namely: The Processed date column has been added. This column will reflect the date that the batch is posted. If you select a range of accounts, the report will again print the net of the account balances. Trust Account Detail Report - Investec This report is a modification to the Trust Account Detail Report and consists of 5 main columns Receipt date, Deposit/Check date, Payor/Payee, Check Number, and Daily Balance Amount. Database Listing Supplier Listing The Supplier Status criteria now works so that you can run a supplier listing for those suppliers that are flagged as Inactive or Delete or Active. Mailing Labels The criteria for printing the country abbreviation is as follows: If the address country is the same country as the system configuration file, the country will not be printed. If the country is different or is not specified on the system configuration file, the country will be printed on the last line of the mailing labels. This program change applies wherever mailing labels are printed in the program. SPECTRA - 5.6a to 6.2A 13

13 Tenant START A TASK Tenant Deposits Deposit Refunds Tenant Deposits for the States of Maryland and Virginia calculate interest every six months. A program change that modified this calculation process has now been corrected. Apply Unapplied Credits When you select by building, the default will now be Apply credits automatically only for tenants whose net balance is $0. Notices of Rent Increases Ontario We have added a Form 1 New Legal Controlex as an option in your list of responses to the question What form should be used for the Notices of Rent Increases? This form prints on legal paper and modifies the Form N1 Attachment so that the tenant has three options, namely to renew the lease for 12 months, to renew the leases on a month-to-month basis, or not to renew the lease at all. The month-to-month option is unique to the Controlex form. We have removed the words By signing this section from Option A of Form N1. SELECT A REPORT Tenants Pre-Payment Listing We have added the option to show both pre authorized payments and post dated checks on the report. Charge History We have added a Print Code Summary option to this report to print at the end of the report. Tenant Collections We have added the option to enable you to print a tenant collection report for a single tenant. Tenant Invoices / Statements Tenant Bills Lockbox Modifications have been made to the Lockbox statement as follows: 1. The remittance portion of the tenant statement now includes the tenant s unit number. 2. A text field has been added for a brief message (up to 90 characters). 1 2 Tenant Invoices/Statements Tenant Statements Towle We have resolved some printing and tax calculation issues that resulted when statements were more than one page in length. SPECTRA - 5.6a to 6.2A 14

14 Supplier START A TASK Work Order Customer Work Order We have corrected the issue which disabled the technician field. Purchase Order Purchase Order The Product Description field on a Job Cost Purchase Order has been expanded. During entry the words will scroll to the left, but up to 75 characters will print on the actual purchase order. Product Description field Job Cost PO only If additional information is required to print on the purchase order, use the Special Instructions field. Invoices Add or Change Standard Invoices Under certain circumstances the system would allow an invoice to be saved without an invoice number. This has been resolved. We have added a field Pay on the Last Day of the Month to enable standard invoices to be set up to be payable on the last day of the month rather than a specified day, e.g. the 28 th. Cancel Supplier Invoices We have corrected an issue involving the length of reference numbers, which would not let you cancel an invoice if the reference number field had too many characters. Invoices with up to 50 characters in the reference number field may now be cancelled. Change Job Cost Loan Draw Number Use this menu item to change loan draw numbers on invoices that have been paid. A/P Year End IRS Form 1099 Processing The 1099 Miscellaneous and 1099 Dividend forms have been updated to the new 2006 requirements. SELECT A REPORT Purchase Order Purchase Order A Work Order number entered on the Purchase Order form will now print on the purchase order. Aged Analysis Historical We have corrected a reporting issue that arose when the report was run as of February 28 th for invoices dated December 31 st. Supplier Payment History This report will now print a final total for all buildings. Insurance Expiry Only records for selected building(s) will show unless they are company-wide records. SPECTRA - 5.6a to 6.2A 15

15 Banking START A TASK Receipts Regular In Release 6.1 an NSF check would only add a line NSF Payment instead of reinstating the original charges. We have restored the original NSF posting, so that the original charges will once again display. Checks Check Printing The major reason for ensuring that each user has a unique sign in name and password is to address the issue of multi-user check printing. If one user has selected invoices to pay, these invoices will no longer display when another user is in Select Invoices to Pay. When each of these users then prints their checks, only the invoices they have individually selected will be included in their check run. The system will no longer use the bank short name for sorting purposes. This had resulted in checks printed for banks with no short name printing in strictly check number order instead of sorting by bank first and then check number. Troubleshooting: On the Select Invoices to Pay screen, if an invoice appears with a grey background, this is an invoice that has been selected for payment by another user since this batch was opened, and it is therefore no longer available for selection. On the Select Invoices to Pay screen, if any invoice amounts show in red, the reason is that the check wasn t posted prior to installing 6.2A. In order to release this invoice, click on the $ twice once to return the amount to $0.00 and to remove the red background and then again to reselect it for payment. We have corrected two issues: Job Cost Module: MICR Check Module: If a check paid an invoice that was a mix of regular and job cost expenses, the details weren t correct on the check stub. Under very specific circumstances (multiple checks drawn on multiple bank accounts for the same supplier in a single check run), it was reported that the details of the stub were not printing correctly. We have resolved an issue of certain lines missing from MICR checks. Canada - New Canadian Cheque Specifications This release gives you the option of printing your cheques in either the old or the new format. When you re ready to start using the new specifications, simply go to the Bank s Bank Edit screen and select the new option: Deadline! The deadline for implementation of the new standards has been extended to June 30 th, This will extend the time period in which you must switch over to your new cheque stock. Create Bank PAP Interface File ScotiaBank We have created a new module to enable the distribution to multiple banks for ScotiaBank. Bank of Montreal We have created a new module to enable the distribution to multiple bank accounts for the Bank of Montreal. If you are interested in this new module, please contact your Client Account Manager. B.C. Credit Union Central We have added the currency code identifier to specify US or Canadian dollars. SPECTRA - 5.6a to 6.2A 16

16 Bank Reconciliation Reconciliation Step Journal Entries will now display their batch numbers on the Reconciliation Step. NACHA- The Electronic Payments Association We now offer Electronic Funds Transfer using the facilities of the Automated Clearing House (ACH) for US Banking. Use EDI (Electronic Data Interchange) payments to pay suppliers and PAP (Pre-authorized Payments) to automate tenant receipts. This means that Funds can be drawn from bank accounts that your tenants designate anywhere in the United States. Electronic Funds Transfer is, without question, the easiest, most convenient and least expensive way to collect your tenant s rent. If you would like more information, please contact your Client Account Manager via to CAM@Spectra.ca or by phone to (800) Import FlexPay Payroll to G/L A change has been made to the FlexPay Interface Module's import function. It was reported that in certain circumstances entries were not importing correctly. Create Positive Pay File This program will create a file of check numbers and amounts that you have issued or voided to send to the bank. The bank will then only clear any checks through your bank account that are on this Positive Pay list. Any check numbers not on the list or check with amounts that have been altered will not be paid. This module is available only for specific American banks. If you would like more information or to check if it is available for your bank, please contact your Client Account Manager via to CAM@Spectra.ca or by phone to (800) SELECT A REPORT Bank / Cash Reports The Bank Bank Edit screen now has an Active Bank flag. Job Cost If you have changed banks and want these former banks to be removed from any lists of banks in receipts, disbursements, or cash reports, simply remove the above flag from the Bank Edit screen. SELECT A REPORT Project Cost Detail Reports If all amounts were zero on these reports except for an actual charge, the Project Cost Detail reports would not print these charges if job cost numbers had been changed on the commitments. Project Cost Detail Mesirow Stein & Tonko We have corrected the situation where the retention amount would double on an account if there was a commitment for that account with a change order and an invoice with a retention entered without a commitment to that account. Estimate/Budget Reports Job Cost Payment / Retention Detail On both the Detailed and Summary report, the revised estimates, unallocated revised estimates, and total revised estimates will now display whether there is activity for the line item or not. On the Detail report, we have added a spacing line between account totals. We have added the option to print Accounts with Budget and/or Activity so that the accounts will show up even if there are no costs charged against that line item yet. Commitment Reports Subcontractor / Supplier Profile When showing preliminary notices and insurance this report will now show only records for jobs selected. SPECTRA - 5.6a to 6.2A 17

17 System Tasks Report Notes Report Groups Have you wished you could automate the production of the reports that you produce every month? Here s how. To Set up Report Groups for Future Use: 1. Go into each report that you normally send out each month and select all your normal report options. Ignore the Buildings selection box for the time being. Ignore any date fields as they are not captured in the Report Group. When all options are selected, click on the Add to Report Group button on the toolbar. 2. The Report Group Selection box will pop up on the screen. You may add this report to an existing Report Group or set up a new report group now. At this point you are selecting the reports only. Suggestion: If you have one set of reports that you use for residential properties and another set for commercial properties, you would set up Residential and a Commercial report groups. This screen reminds you that the Report Group will use the options selected on the previous screen. Click on the Save button. 3. Repeat the above steps to add other reports to the Report Group. To Use your Report Groups: 1. Go to the Navigation Pane System Tasks Report Notes Report Groups 2. The Print Selected Report Groups screen will open. At this point you have the option to select specific reports in the report group or to select specific buildings. SPECTRA - 5.6a to 6.2A 18

18 3. Select Reports button: You will see the reports you have added to this report group. The default is that all reports will print or you can manually select specific reports to print. 4. Edit Report Groups button: The default is to print all buildings. Use the Edit Reports Group button to select specific portfolios or buildings. Important: This list shows all reports in this report group, not just the ones selected for this particular print job. If you delete any reports from this list, they will be permanently deleted from the Report Group. 5. When you have returned to the Print Selected Report Groups screen, enter the relevant date(s) for the reports. If the report normally asks for one date, enter this in the As Of Date field. If any reports in this report group require a date range, enter these in the From and To Date field. Then click on the Printer button to send the reports to your printer. Delete a Report Group: To delete a Report Group, call up the Report Group, drill down on the Edit Report Groups button, and then click on the Trash can. Click to delete. File Exports Argus Export The interface will now look only at current and future tenants. SPECTRA - 5.6a to 6.2A 19

19 Spectra Utilities Set Supplier Days Due The system has always defaulted to setting the Payment Due date to 30 days after the Invoice Date. We have added a program to allow you to modify the Number of Days after which payment is due on the Accounting screen for all suppliers. This program will modify existing suppliers, but the default will remain as 30 days for any new suppliers added. Old to New Menu Cross-Reference Listing As you can see, the menus have changed. To help you locate familiar programs, we ve added a listing of the menu items in their former order with a cross-reference to their new location. Still Can t Find the New Menu? We ve left the former Daily Task and Report menus on the Toolbar. During this transition period, getting used to the new menus may take a little while, so if you re short of time, click on either one on the toolbar. User Listing Every user must now have his or her own unique Name and Password for logging into SPECTRA. If you have different staff members using the same login, a Security Officer needs to create unique names and passwords for each of these staff members. To find out if each user has a unique Name & Password set up in SPECTRA, go to the Navigation Pane System Tasks and click on Spectra Utilities. In the Start a Task menu, click on User Listing. SPECTRA - 5.6a to 6.2A 20

20 Security User Maintenance If the User Listing indicates that additional names and passwords must be set up, the Security Officer should add new users in the User Maintenance program: Complete the screen with the User s name, Full Name, and Password. Security Officer If this field is flagged, the user can add additional users to the system. Add New Buildings Flag this if the new user is allowed to add buildings to the system. Closed Period Journal Entries Can this new user do journal entries to closed periods? Logged On The system updates this field so that the security officer can tell if the user is logged on. We have made two changes to the User Maintenance screen: 1. Initials If the User s initials are entered here, the system will default to these initials when this user enters Notes in the database. 2. Change Check Number We have modified the program so that any user who has this option selected may change the Last Check Used field, not just a security officer. 1 2 Find Tenants Leases We have added the ability to modify historical lease renewal dates if they have been entered incorrectly. From the Edit Lease Details screen, click on the View History, and then on the Edit History buttons. If a tenant s lease is a Month to Month lease, this will now display on the tenant s Leases screen for easy identification. Banks Electronic Data Interchange (EDI) Processing CUCBC and Scotia Bank have been added to our list of banks available for automating payments to suppliers. If you are interested in either of these modules, please contact Spectra Marketing by to Sales@Spectra.ca or by phone to (800) SPECTRA - 5.6a to 6.2A 21

21 Toolbar FAVORITES Having found the menu items that you commonly use, to save time you might want to use our new Favorites option. If you ve spent any time on the Internet, you re familiar with the Favorites button on your Internet toolbar. Here s how our version of that feature works. 1. Find the menu item that you want to add to your favorites e.g. Tenant Receivables Display. 2. With your cursor on the menu item right click on the mouse or use the <Ctrl>F keyboard combination to bring up the Add Favorites screen. Click on OK. 3. To go directly to your favorite menu item, click on the word Favorites at the top of your SPECTRA screen (or <Alt>A from the keyboard) and select the menu item you wish to use. The menu item will open without any need for you to navigate around the various menus and sub menus. SPECTRA - 5.6a to 6.2A 22

22 Financial Statement Report Names Version 6.2A Report Current User Year to Date Annual Next Year YTD Budget Budget Budget $/ Total Open Bal Prior Per Excel Name Actual Budget LY Var Ratio Ratios Actual Budget LY Var Ratio Budget Budget Prior Period Used % Remain Sq.Ft. LY & Var. & Var Export Portrait Reports (10-28) and Landscape Reports (30-42): 10/30 x x x 11/31 x x 11a x x x 11b x x x x 12/32 x x x 13/33 x x x 14/34 x x x 15/35 x x x x 15a x x x x 16/36 x x x x x x 16a x x x x x x 17/37 x x x x x x x 17a x x x x x x x x x 36a x x x x x 37a x x x x x x x x 37b x x x x x x x Annualized 18/38 x x x x x x x 19/39 x x x x x x x 20/40 x x x x Quarterly Report x 21/41 x x x x 21a x x x x 22/42 x x 23 x x x x 24 x x x x x x x 25 Quarter x x x x x 26 Quarter x x x x 27 x x x x 2 x 28 x x x x Landscape Reports: x 50 x x x x x x x x 51 x x x x x x x x 52 x x x x x x x x 53 x x x x x x x x 54 x x x x x x x x x 55 x x x x x x x x x 56 x x x x x x x x x x 56a x x x x x x x x x x x 57 x x x x x x x x x x 58 x x x x x x x x 58a x x x x Quarterly Report x 58b x x x x x x Quarterly Report x 58c x x x Quarterly Report x x 1: Variance of Actual to Budget x 2: Variances to Actual to Both Budget and Last Year

23 Financial Statement Report Names Version 6.2A Report Current User Year to Date Annual Next Year YTD Budget Budget Budget $/ Total Open Bal Prior Per Excel Name Actual Budget LY Var Ratio Ratios Actual Budget LY Var Ratio Budget Budget Prior Period Used % Remain Sq.Ft. LY & Var. & Var Export 58d x x x x x x 59 x x x x x x x x 60 x x x x x x x 60a x x x x x x 61 x x x x x x x x x 62 x x x x 1 x x x x 1 x x 62a x x x x 1 x x x x 1 x x 62b x x x x 1 x x x x 1 x Quarterly Report x 63 x x 12 Month Spread x 64 x x x 12 Month Spread 64a x x 12 Month Spread + Total $ per Unit 65 x Building Spread - 10 columns x 66 x Building Spread - 10 columns x 66a Building Spread - 10 columns - Year to Date Budget x 67 x x x x + Next Year Budget x 68 x x x x + Next Year Budget x 69 x x x x x x + Explanations 70 x Current year projection + 5 yrs history + 2 yrs budget 70a x x Current year projection, 5 yrs history, Forecast var to LY 71 x x x x x Projected Year 71a x Annual to Date Plus Forecast and Variance to Annual Budget 72 x x x x 2 x x x x 2 x 72a Quarter x x x 2 x x x x 2 x Landscape Reports on Legal-sized Paper: x 80 x x 12 Month Spread x 81 x x x x 2 x 2 x x x x 2 x 2 x x x 81a x x x x 2 x 2 x x x x 2 x 2 x x Quarterly Report x 85 x Building Spread - 14 columns x 86 x Building Spread - 14 columns x 86a Building Spread - 14 columns - Year to Date Budget x Alberta Lands x x x LY YTD Budget & Annual Budget Variance Homburg x x x x x Average Cost/Unit Louis Dreyfus x x x 12 Month Spread Export to Excel Reports Monthly x x x x 2 x 2 x x x x x 2 x 2 x x x x x x x x x x Quarterly x x x x 2 x 2 x x x x x 2 x 2 x x x x x x x x x x Month Spread x x + Quarterly x Bldg Spread x x x x x 1: Variance of Actual to Budget x 2: Variances to Actual to Both Budget and Last Year

24 Information Available on SPECTRA Rent Rolls (Version 6.2A) Include Occupancy Analysis Floor # Unit Type Phone # Area: Rentable Leaseable Usable Expected/ Market Rent Monthly or Annual $/SF YTD Days Vacant Monthly Base Rent Annual Base Rent Other Charges Total Rent Vacancy Loss Security Deposit Move In or Lease Start Lease Expiry Last/Next Inc Date Inc $ Renewal Options Current Balance Due Report Notes User-defined columns Paper (if not Letter Landscape) Inactive Tenants Future Tenants By Unit By Area Code Summary Other Rent Reports: Rent Roll x Codes x L Either A x x x x x Both x x x x x Contacts/Fax# Rent Roll - Format II Any Either Either X x x x Either Either x x x x x x x Rent Summary x L x Both x x Rent Reports - Custom Rent Roll - Associated Mgmt. x x U Either x x L x x x x Rent Roll - Format II - Bayco x R Either x x x x M x Either x x x x x Rent Roll - The Cabot Group x Either x x x x x x Rent Roll - David Buxton x R M x x x x M x Both x x x Legal x x Market Rate/Sq.ft. & Paid Thru Rent Roll - Greenarm x L A x L x Next x x x Rent Roll - Investec R Market M x x x M x Both x x Legal x x Increase method Rent Roll - Jackson-Shaw R A x x x M x Next x x x x x Rent Roll - Januta x Expected x x x x M Last x Current Receipts Rent Roll - Kelson Group x x Market x x x M x Either x x Rent Roll - Landmark P/M L A x x x x L x x x x Legal Current Receipts Rent Roll - Madison Pacific L A x Both x Next x x Lease Override Area Rent Roll - Mammoth x x x L x x Rent Roll - Marker x x L Both M x x x Both x x x x +Billing Name Rent Roll - Northwest R M x M x Last x Portrait x x x x x Rent Roll - Polaris x x Either x x L x x Rent Roll - Property Advisers R A x x x L x Next x x x Legal x Total Rent/SF Rent Roll - RMA Either x x x x x x Portrait x Rent Roll - Ronmor L A x x x x x x x x Legal Lease Comments Rent Roll - Savanna L A x x CAM & Adj L x x x x Rent Roll - Seltzer-Doren x Expected x x x M x Last x x Unit Desc Codes Rent Roll - Sunny Hills Palladium x R L Either x x x x x L x Next x x x x x Rent Roll - Towle RUL A x L x x x x x x Tenancy Schedule-Transworld x L A x x x L x x x x Legal x 10/23/2006 at 2:41 PM

25 USEFUL TIPS FROM THE SUPPORT DEPARTMENT OPENING NEWSLETTER LINKS We re getting some terrific feedback concerning the newsletters that have been sent out so far. Some clients have had difficulty in opening the links from within the newsletter. In case you ve been too shy to ask, here are two suggestions to try: 1. Are you clicking the link correctly? The 'hand' cursor must change into an 'Arrow'." 2. Update your Adobe program to version We have had some clients whose "hand" didn't turn to an arrow, and updating Adobe to the latest version resolved this. Here s Adobe s link, which will enable you to download their latest version. If you re not receiving our Support Department newsletter and would like to, please send an to Newsletter@Spectra.ca with your name and company name. We ll be glad to add your address to our list of newsletter recipients. CLIENTS ONLY WEBSITE Did you notice that the top of the Company screen gives you direct access to Spectra s Clients Only website directly from the software. NO RESPONSE? If you us at Support@Spectra.ca, you should receive our receipt confirmation within two business hours (CST). If you don t, please send a copy of your to Support via fax to (204) SPECTRA COMPUTER SERVICES LTD. Support support@spectra.ca Visit us online at: Toll Free Support Line: (866) (U.S. & Canada) Support Phone: (204) Support Fax: (204) To license additional modules or training, please contact your Client Account Manager via to Sales@Spectra.ca or by our toll free telephone to (800) SPECTRA - 5.6a to 6.2A 26