USER MANUAL. RentPro Property Management Software. This document is the property of Plucom Technology.

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1 RentPro Property Management Software USER MANUAL This document is the property of Plucom Technology. It may not be reproduced or communicated without the author's prior agreement.

2 PURPOSE OF THE DOCUMENT This primary purpose of this document is to describe functionalities of this application as describe above. To simplify the use and provide reference for all users of this application. Reference: RentPro_UserManual.docx Document Title: RentPro_UserManual.docx Subject: User Manual Author: Plucom Technology Comments: This manual might have differentiation for users with customized version of this application. Author PLUCOM TECHNOLOGY Version : 3.0 Page 2 / 36

3 SUPPORTS For have further support available for this application, visit our Support Center on our website You can as well contact support using the details below. Telephone: +234 (0) Support Center: Author PLUCOM TECHNOLOGY Version : 3.0 Page 3 / 36

4 CONTENTS I. FRONT PAGE II. PURPOSE OF THIS DOCUMENT III. SUPPORTS IV. CONTENTS 1. GETTING STARTED 1.1. CONNECTING TO RENTPRO 1.2. LOGIN TO RENTPRO 1.3. RENTPRO DASHBOARD, MENU LAYOUT AND SHORTCUTS 1.4. HOW TO GIVE ACCESS TO USERS 1.5. HOW TO CHANGE PASSWORD 1.6. MANAGE USERS, TENANTS AND LANDLORD ACCOUNTS 2. MAGAGE PROPERTIES 2.1. HOW TO ADD NEW PROPERTY OWNER 2.2. HOW TO ADD NEW PROPERTY 2.3. HOW TO CONFIGURE PROPERTY UNITS 2.4. HOW TO ADD NEW TENANT 3. RENT MANAGEMENT 3.1. HOW TO MOVE-IN TENANT- START RENT 3.2. HOW TO RENEW EXISTING RENTS 3.3. HOW TO MOVE-OUT TENANT STOP RENT 3.4. HOW TO VIEW RENTS INFORMATION 4. BILLING & INVOICE 4.1. SETTING UP BILLABLE SERVICES 4.2. HOW TO BILL TENANT AND LANDLORD 4.3. HOW TO POST PAYMENT RECEIVED 4.4. HOW TO VIEW, PRINT AND INVOICE 4.5. HOW TO MANAGE INVOICE (REVERT/CANCEL) 4.6. HOW TO RECORD EXPENSES ON PROPERTY MANAGEMENT & MAINTANANCE 5. PROPERTY MANAGEMENT REPORTS 5.1. HOW TO MANAGE & VIEW LANDLORDS REPORT 5.2. HOW TO MANAGE & VIEW TENANTS REPORT 5.3. HOW TO MANAGE & VIEW PROPERTIES REPORT 5.4. HOW TO VIEW/PRINT INCOME REPORT 5.5. HOW TO VIEW/PRINT TENANT STATEMENT 5.6. HOW TO VIEW/PRINT LANDLORD STATEMENT Author PLUCOM TECHNOLOGY Version : 3.0 Page 4 / 36

5 Getting Started 1.1 Connecting to RentPro Portal Rentpro is a web-based property management software. It works perfectly on any device with web browser. It runs smoothly on Chrome, Firefox and Opera browser. To connect to RentPro, you will need the IP address where your portal is hosted. Contact Plucom Technology support for information on IP Address to use. You will also need administrator access. We usually create a default admin level access at time of setting up the database. Contact us for admin username and password. Author PLUCOM TECHNOLOGY Version : 3.0 Page 5 / 36

6 1.2 Login to RentPro Once you have gotten the IP Address and administrator access, you can start to connect to RentPro Portal. Type the address on the web browser address bar and press Return Key. If your site is available, the login page to RentPro will be open. The page wil look like image below. Input username Input password Click on Sign in button to login Author PLUCOM TECHNOLOGY Version : 3.0 Page 6 / 36

7 1.3 RentPro Dashboard, Menu Layout & Shortcuts After successfully login, RentPro dashboard page will be displayed. The dashboard is made up of the following items. Current user and Logout link Menu List List of items of operations that can be carried out while using RentPro Shortcut Menu These are list of items by the right. It is shortcuts to RentPro modules. Author PLUCOM TECHNOLOGY Version : 3.0 Page 7 / 36

8 Property Analytics This is to give you at glace of portfolios in numbers. Notifications Notification give us in number rental due status. i.e due rents, upcoming due rents, due in 90 days, overdue rents, etc. Recent Invoices This is list of recently created invoice. It show the Invoice no, Billed to, Invoice total, Amount paid and Balance. Author PLUCOM TECHNOLOGY Version : 3.0 Page 8 / 36

9 1.4 How to Give Access to Users With administrator account, you will be able to setup user s accounts. This will give your staff limited access to the system. User Categories System Admin System admin will have read-and-write access to ALL modules of the application. Account Access This category is for user that collect payments from customers. This will allow the user to setup billing and invoice customer, post payments, and manage rents and invoices. User Access - This is a read-only access to user. This access level will only allow user to view files and reports. Add, Edit, Update and Delete operation is not allowed. Create User Account On the menu go to Settings > User Account Setup Input fullname, username, password and address Select user access category Click on Submit button to save Author PLUCOM TECHNOLOGY Version : 3.0 Page 9 / 36

10 1.5 How to Change Your RentPro Password On the menu go to Settings > Change Password Input Current Password Input New Password Click on Save button to update your password 1.6 How to Manage User, Tenants and Landlord Accounts This modules allows administrator to manage all access to the system. Enable/Disable, Change Password, etc. Note: Tenant s accounts are created at point of adding Tenants Landlord s account are created at the point of adding Landlord Manage Accounts On the menu go to Settings > Enable/Disable User Select Category - this will list all users in that category Select Fullname this will display the username and account status. Select Action (Enable/Disable) Click on Update button to save action. Author PLUCOM TECHNOLOGY Version : 3.0 Page 10 / 36

11 Manage Properties 2.1 How to Add New Property Owner Property Owner or Landlord is the owner of the property to be managed. To create a new landlord account, on the menu go to File > Add Landlord On this page, compulsory fields are asterisked * Input all necessary information Browse for landlord passport, signature and available documents Click on Save button to save landlord information. You can add as many Landlord as possible. Note: - On saving, Landlord No is generated automatically - Automated SMS will be sent to the Mobile No supplied. The message content will include Landlord s Username Password. Author PLUCOM TECHNOLOGY Version : 3.0 Page 11 / 36

12 2.2 How to Add New Property After adding Landlord, the next step is to add the properties of the landlord. This section will let you add property information and property owner. To add new Property, on the menu go to File > Add Property Input necessary property information Select Property Owner from the Owner Name drop down Browse to add available property images. You can add up to 3 images of the property. Click on Save button to save property information. You can add as many property as possible. Author PLUCOM TECHNOLOGY Version : 3.0 Page 12 / 36

13 2.3 How to Configure Property Units Property units are the no of blocks or flats in the property. It is the minimum billable units if the property. To configure property units, make sure the Property information is already added. On the menu go to File > Configure Units Select the Property Name from the drop down. This will display the property detail, show list of existing units already added and allow you to add new units. On Add New Unit Input Unit Name, Unit Description, Select no of rooms Input Annual Rental Cost Click on Add Unit button to save the unit You can add as many units as possible Author PLUCOM TECHNOLOGY Version : 3.0 Page 13 / 36

14 2.4 How to Add New Tenant To create a new Tenant account, on the menu go to File > Add Tenant On this page, compulsory fields are asterisked * Input all necessary information Browse for tenant passport, signature and available documents Click on Save button to save tenant information. You can add as many tenant as possible. Note: - On saving, Tenant No is generated automatically - Automated SMS will be sent to the Mobile No supplied. The message content will include Tenant s Username Password. Author PLUCOM TECHNOLOGY Version : 3.0 Page 14 / 36

15 Rent Management 3.1 How to Start New Rent Move-in Tenant To start a new rent, you must have Configured Property Units and Add Tenant Information On the menu go to Rents > Start Rent Select Property Name from the drop down - This will show property information and all vacant units in this property. Select Unit No from the drop down this will be the unit you want to move tenant in. Select Tenant Name from the drop down this is tenant you want to move-in Input Rent Start Date Select No of Months On Selecting the month, End Date, Rental Cost, Agent s Commission will be calculated Input Caution Fee if applicable. Note: you can change the value of the Agent s Commission as applicable Click on Calculate button to computer the Total Rental Cost Click on Save button to Move-In Tenant Author PLUCOM TECHNOLOGY Version : 3.0 Page 15 / 36

16 Note: On saving, an invoice is generated for the rent with unique invoice no. Invoice SMS alert is sent to the Tenant Mobile No It will be re-direct you to Invoice Payment Page to post payment for the rent. If the tenant has paid for the rent, you can post it, otherwise close the page and you can post it latter. On Post Payment Invoice payment SMS alert will be sent to the Tenant Mobile No. Author PLUCOM TECHNOLOGY Version : 3.0 Page 16 / 36

17 3.2 How to Renew Existing Rents Rent renewal operation can be carried out on all existing active tenants. To renew existing rent, make sure the tenant is active. On the menu go to Rents > Renew Rent Select Property Name from the drop down - This will show property information and all Active Tenants on this property. Select Tenant Name from the drop down this must be then tenant you want to renew is rent. Input Late Fee if applicable New Start Date is automatically displayed Author PLUCOM TECHNOLOGY Version : 3.0 Page 17 / 36

18 Select No of Months to renew for On Selecting the month, New End Date, Rental Cost, Agent s Commission will be calculated Note: you can change the value of the Agent s Commission as applicable Click on Calculate button to computer the Total Rental Cost Click on Save button to Move-In Tenant Note: On saving, an invoice is generated for the renew rent with unique invoice no. Invoice SMS alert is sent to the Tenant Mobile No It will be re-direct you to Invoice Payment Page to post payment for the rent. If the tenant has paid for the rent, you can post it, otherwise close the page and you can post it latter. On Post Payment Invoice payment SMS alert will be sent to the Tenant Mobile No. Author PLUCOM TECHNOLOGY Version : 3.0 Page 18 / 36

19 3.3 How to Move-out Tenants Stop Rent Move-out module is used to move tenant out from the occupied unit and stop rents. When tenant is successfully moved out, the unit occupied will become vacant on the system. On the menu go to Rents > Move out Select Property Name from the drop down - This will show property information and all Active Tenants on this property. Select Tenant Name from the drop down this must be then tenant you want to moveout Make sure that you want to move-out the tenant, as operation cannot be reversed. Click on Move-out Tenant button Author PLUCOM TECHNOLOGY Version : 3.0 Page 19 / 36

20 3.4 How to View Rents Information Rent Information gives overview of all rents. Shows units occupied be tenants, shows rent start date and expiry date. You can filter rent information by Property and by Rent Expiry Date. To see Rent Information go to Rent > Rent Information To filter by property, Select property name from the drop down To filter by expiry date, input date range and click Show button to display To view rent detail, Click VIEW DETAIL link on the rent. Author PLUCOM TECHNOLOGY Version : 3.0 Page 20 / 36

21 Billing & Invoice 4.1 Setup Billable Services Billable services are list of services that tenants/landlords could be billed for. RentPro database usually come with default services. If you want to add you own services, it s simple. Go to Settings > Billing Categories Input Service Name Input Service Description Click Add button to save. That s all Author PLUCOM TECHNOLOGY Version : 3.0 Page 21 / 36

22 4.2 How to Bill Tenants & Landlords Tenant billing is used to charge tenant for services, feed, penalties, etc. Go to Billing & Invoicing > Tenant Billing /Landlord Billing Select Property Name from the drop down Select Unit Name - this must be the unit of the tenant to bill Select billing category Input billing amount Input billing description Click Bill Tenant to bill tenant Note: On saving, an invoice is generated with unique invoice no. Invoice SMS alert will be sent to the Tenant/Landlord Mobile No It will be re-direct you to Invoice Payment Page to post payment for the billing. If the tenant has paid for the rent, you can post it, otherwise close the page and you can post it latter. Author PLUCOM TECHNOLOGY Version : 3.0 Page 22 / 36

23 On Post Payment Invoice payment SMS alert will be sent to the Tenant Mobile No. 4.3 How to Post Payment Received All billing generate invoice. In order to post payment received for unpaid invoice follow the following steps. Go to Billing & Invoicing > Payment This page show all unpaid invoice. To view invoice click VIEW INVOICE To post payment received click on POST PAYMENT This will take you to page where you can post payment It will shows invoice detail Author PLUCOM TECHNOLOGY Version : 3.0 Page 23 / 36

24 Input Amount Paid Select Payment Mode Click on Post Payment Author PLUCOM TECHNOLOGY Version : 3.0 Page 24 / 36

25 Note: On post payment, invoice payment alert is sent to the customer Mobile No. The content of the SMS includes invoice date, invoice no, invoice total, total amount paid, total balance. Click on Print Receipt to print payment receipt Author PLUCOM TECHNOLOGY Version : 3.0 Page 25 / 36

26 4.4 How to View, Print & Invoice On menu Go to Billing & Invoicing > View/Print Invoice To View, Print or the Invoice Click on VIEW/PRINT/ on the invoice To Print Click on Print Icon at the top-right as shown above Send - Click on Icon at the top-right as shown above Author PLUCOM TECHNOLOGY Version : 3.0 Page 26 / 36

27 4.5 How to Revert/Cancel Invoice Manage give RentPro administrator to cancel already created invoice. Note: Manage Invoice action can only be performed on Unpaid invoices only. To manage invoice, go to Billing & Invoicing > Manage Invoice Input Invoice No or Select Invoice No from the drop down This will display invoice details an status On the Action select Delete Invoice Click on Update button to cancel the invoice. On successful update the invoice is removed from the system Author PLUCOM TECHNOLOGY Version : 3.0 Page 27 / 36

28 Property Management Reports 5.1 How to Manage and View Landlord Report This section will show you how to view, edit and edit landlord information On menu go to Reports > Landlord Reports This will list all landlord account. See below To View Landlord information click View Detail To Edit Landlord information click Edit Detail To delete Landlord information click on Delete. Note Delete action cannot be reversed. Author PLUCOM TECHNOLOGY Version : 3.0 Page 28 / 36

29 5.2 How to Manage and View Tenant Report This section will show you how to view, edit and edit Property information On menu go to Reports > Tenant Reports This will list all Active Tenants. See below To View Tenant information click View Detail To Edit Tenant information click Edit Detail To delete Tenant information click on Delete. Note Delete action cannot be reversed. Author PLUCOM TECHNOLOGY Version : 3.0 Page 29 / 36

30 5.3 How to Manage and View Property Report This section will show you how to view, edit and edit Property information On menu go to Reports > Property Reports This will list all Properties Portfolios. See below To View Property information click View Detail To Edit Property information click Edit Detail To delete Tenant information click on Delete. Note Delete action cannot be reversed. Author PLUCOM TECHNOLOGY Version : 3.0 Page 30 / 36

31 5.4 How to View/Print Income Report This section will show you how to view income reports. Income Report can be generated using income heads, by date range and by property. On menu go to Reports > Income Reports To View All Income by Date Range Input From Date, To Date Click on Show button to display income. Author PLUCOM TECHNOLOGY Version : 3.0 Page 31 / 36

32 To View Income by Income Head Select Income head from the drop down To view income by Property Name Select Property Name from the drop down Author PLUCOM TECHNOLOGY Version : 3.0 Page 32 / 36

33 5.5 How to View/Print Tenant Statement On menu go to Reports > Tenant Statement Select Property Name from the drop down Select Unit occupied by the Tenant This will display the Tenant Name and All transactions Click on View Statement button to see statement To View Statement by Date Range Input Period From Input Period To Click on Query button to display the transactions Click on Input From Date, To Date Click on View Statement button to see statement Author PLUCOM TECHNOLOGY Version : 3.0 Page 33 / 36

34 5.6 How to View/Print Landlord Statement For Landlord, there are two statement that can be generated. 1. Rents Statement This is a statement containing all rents collections on Landlord Properties 2. Invoice statement this is a statement for all invoices billed to the Landlord. On menu go to Reports > Landlord Statement Select Statement Type - Rents or Invoices Select Landlord Name from the drop down This will display all transactions based on Rents or Invoices associated with the Landlord Author PLUCOM TECHNOLOGY Version : 3.0 Page 34 / 36

35 Author PLUCOM TECHNOLOGY Version : 3.0 Page 35 / 36

36 Click on View Statement to view statement Author PLUCOM TECHNOLOGY Version : 3.0 Page 36 / 36