PROMAS Landmaster Questions and Answers Questions below. Questions with answers begin on page 5 Questions NAVIGATION Q. How can I keep the find list active? Q. I received an email from fishcatcher27@gmail.com. How can I find out who that email belongs to? Q. The person using this computer before me made the colors for the IDs and protected fields hard to read. How can I change them? NOTES Q. The owner wants the rent to be increased when a tenant vacates. GENERAL LEDGER Q. The tenant gave the rent to the owner. How should I record that? Q. The owner paid a bill but wants it to be reflected on his owner statement. Can I do that? SETUP Q. How can I change the Prepared by My Company Name on April 22, 2014 at 6:28pm at the bottom of reports? Q. What the recommended settings for Processing Defaults, Database tab?
ACCOUNTS PAYABLE Q. After I put the amount for the invoice line item, what is the fastest way to save it? Q. Starting next month my owner wants one ACH payment a month, not to exceed $1000, with the remainder held in his account. SECURITY DEPOSITS Q. We moved a tenant out and we paid off several charges and then refunded the remainder. How can we change the charges that were paid off without voiding the check that was given to the tenant? REPORTS Q. How can we see a list of security deposit we have from our tenants? Q. How can I get a list of all tenants with open credits? Q. I need to run a report for about 20 of our clients each month and it is tedious and time consuming to restrict to one ledger at a time. Q. I want to run an unpaid charges report and only see tenants who owe more than $2000. Q. I would like a report of all home warranties that expires in the next 90 days. Q. I want to print my statements on letterhead paper how do I do that? Q. I created a new report how can I delete it? Q. How do I run a tenant report for tenants who have moved out in the last 60 days? I want to be sure the security deposits that should have been refunded were and see which ones still need to be done. Q. Can I add a field for Month to Month to the Lease Expiration report?
Q. Is there a way to get the sum, count and average to just show at the end of the report rather than in the body of the report? Q. Can I change the column labels on a report? For example, on the unit report Rental Details the column label is Expected Management Fee and it uses 3 lines. Q. I created a report that I don t want someone else changing. How can I deep others from modifying the report? MAINTENANCE Q. Old work orders are showing up appended to owner statements. How can I make them go away. PROMAS CENTRAL Q. What causes a failed upload to PROMAS Central? Q. My owner has forgotten her password to PROMAS Central and cannot remember her User ID. Q. How do I upload all activity through noon today to PROMAS Central? Q. When I upload activity does it add today s to what is already there? Q. My owner got a new email address and now cannot logon to their PROMAS Central account. How can I fix that? Q. Can I publish to PROMAS Central more than once a day? Q. I publish statements from the 12th of last month to the 11th of this month. The 12th is a Saturday. Do I have to come in on the weekend or wait until Monday? The owners expect their statement on the 12th. Q. How can I see what is in the Upload Folder? Q. How can I publish a revised owner statement? Can I delete the previous one uploaded?
SYSTEM SECURITY Q. The Manage Reports button is muted and does nothing when I click it. RECONCILIATION Q. A line item on the bank statement has no check number (or not one of ours). Do I have to look through the whole list of uncleared checks to find it? CATEGORIES Q. Owner wants us to do an annual walk-thru inspection on all his units. Q. How can I run a report for only security deposits held by owner?
Questions and Answers NAVIGATION Q. How can I keep the find list active? A. In version 12, go to Setup, User Settings and mark the checkbox to Keep Find List Active. That will set it that way permanently. In version 6, after logon, click the Keep Find List Active icon on the main taskbar. That will set it that way until you close the program. Q. I received an email from fishcatcher27@gmail.com. How can I find out who that email belongs to? A. Do Profile Search. Set Method to All Profile. Enter fishcatcher27 in the Search For field and click the Find button. Q. The person using this computer before me made the colors for the IDs and protected fields hard to read. How can I change them? A. Setup, Environment Options. Click on the label of the field to choose the color you prefer. NOTES Q. The owner wants the rent to be increased when a tenant vacates. A. In the unit profile, enter a note to generate a reminder with a date prior to the tenant s lease expiration date. Run Profile Reports, Tickler by Date. In Options set the event activity to Reminder Notes. Run the report for the desired date range. GENERAL LEDGER Q. The tenant gave the rent to the owner. How should I record that? A. Be sure the tenant was charged for the rent. Do an Adjust Open Credits to increase the tenant s credits using a code of Cash Out (or whatever you use for owner proceeds). Then do a tenant receipt and use the open credits to pay the rent charge. Be sure you are not receiving any money. See the Help on Tenant Pays Owner Directly for detailed steps. Q. The owner paid a bill but wants it to be reflected on his owner statement. Can I do that? A. Do a journal voucher. Credit the owner for Cash Contribution on the line 1 and debit the owner for the expense on line 2.
SETUP Q. How can I change the Prepared by My Company Name on April 22, 2014 at 6:28pm at the bottom of reports? A. You cannot remove it, but you can change the date to display in an encoded format. In Setup, Processing Defaults, Printing tab, mark the checkbox Use encoded date and time on reports. It will then print Prepared by My Company Name, Document MM-MDDYY-HH where MM=minute, M=month, DD=day, YY=year, HH=hour. Q. What the recommended settings for Processing Defaults, Database tab? A. Save records during processor idle time; disable rent discount processing; generate a destroyed check when a check is voided-use today s date; warn of insufficient funds when posting an invoice. Note: Oregon users must mark Post offsetting owner transactions for tenant charges paid to management. It is not recommended for non-oregon users. ACCOUNTS PAYABLE Q. After I put the amount for the invoice line item, what is the fastest way to save it? A. Use <F8> to save and enter another or <F12> to post. No need to use the mouse to click <New> or <Post>. Q. Starting next month my owner wants one ACH payment a month, not to exceed $1000, with the remainder held in his account. A. In the owner profile, set the Maximum Distribution to $1000. In Advanced scheduling for distribution checks, unmark the Ignore Scheduling checkbox, set the schedule to monthly and make the next scheduled the 1st of next month. SECURITY DEPOSITS Q. We moved a tenant out and we paid off several charges and then refunded the remainder. How can we change the charges that were paid off without voiding the check that was given to the tenant? A. In AR, Tenant History, Open Credits tab, highlight and void the open credits line item (Apply Open Credits). Disregard the warnings. That will void the release of the deposit and the payoff of charges, but not the refund check. Then do another tenant moveout and pay off the charges you want to pay.
REPORTS Q. How can we see a list of security deposit we have from our tenants? A. Run the tenant report Tenant Balances, filter on Security deposits not equal to zero. Q. How can I get a list of all tenants with open credits? A. Tenant Report, Tenant Balances. Click on Filter button. Click on Status label and select all. Click the Open Credits checkbox and Select Comparison (not equal) 0. Click Preview to run the report. To add the report to the list, click Manage Reports, highlight Tenant Balances, click Copy, and make the above changes. Change the name on the Report Information tab and the Page Layout tab, then Save. Q. I need to run a report for about 20 of our clients each month and it is tedious and time consuming to restrict to one ledger at a time. A. In Setup, Profile Lists create one that includes all the owner/properties in question. When you run the report, restrict it to that profile list. Q. I want to run an unpaid charges report and only see tenants who owe more than $2000. A. Select the report and click <Modify>. From the Reports Field tab, mark Unpaid charges in the Receivable Balance section. On the Filter tab, mark the checkbox next to Unpaid charges. Mark Compare to a range radio button. Make the start of range 2000 and end of range 99999. Preview the report. Q. I would like a report of all home warranties that expires in the next 90 days. A. Go to Profile Reports and select Events by Date. Click Options button, select Category Events under Event Activity. In Limit Events to Category enter Home Warranty and click Modify. Run the report selecting the date range of today through 90 days from now. Note: reports that run regularly can be added to the report list. Refer to the How to document #711-Create Managed Units report as a guide. Q. I want to print my statements on letterhead paper how do I do that? A. In Mailings, Owner Statements, click Run. Click Settings and for paper type choose Letterhead Paper. Then click Save as Defaults. Q. I created a new report how can I delete it? A. Click on Manage Reports, highlight the report and click the Delete button. Q. How do I run a tenant report for tenants who have moved out in the last 60 days? I want to be sure the security deposits that should have been refunded were and see which ones still need to be done. A. Using Manage Reports, make a copy of Tenant Balances. On the Report Fields tab mark Move out. On the Filter Fields tab mark Move Out and radio button for A Range Relative to the Report Date and enter 60 in the Number of Days Before Report Date field. Click Status and include all statuses. This will limit the report to tenants who have moved out in the past 60 days.
Q. Can I add a field for Month to Month to the Lease Expiration report? A. The lease type can be added to the report by clicking Modify. Then on the Report Fields tab add the lease type. On the Column Fields tab mark that field again. You can exclude month to month on the Filter tab mark lease type and exclude month to month. Q. Is there a way to get the sum, count and average to just show at the end of the report rather than in the body of the report? A. Modify the report and in Group Fields, for the group selected mark the Hide Group Footer checkbox. Q. Can I change the column labels on a report? For example, on the unit report Rental Details the column label is Expected Management Fee and it uses 3 lines. A. Select the report, click Modify. On the column fields tab highlight Expected Management Fees. In the Column Label override field enter Expected Fee. Do the same for Potential Management Fee. Preview the report and note that the column headers are on one line instead of three. Q. I created a report that I don t want someone else changing. How can I deep others from modifying the report? A. Only those who have /admin or /reportadmin in their System Security user record can make changes to a created report. To minimize the opportunity for those with access to change it, you can do Modify and on the Report Information tab mark the Hide Reprot checkbox. You can run the report using Manage Reports, modify, preview. MAINTENANCE Q. Old work orders are showing up appended to owner statements. How can I make them go away. A. Change the Status on the work order to Resolved or Invoiced. All but those two appear as pending work orders. Note: if the number of completed work orders needing to be changed is significant contact the Help Desk for a possible automated solution. PROMAS CENTRAL Q. What causes a failed upload to PROMAS Central? A. The most common cause is a new owner and associated documents in an upload. The new owner needs to have an online profile (i.e. be synced) before documents can be linked. Therefore on the first upload the owner is synced and the documents fail. On the next upload, the documents will be successful. Q. My owner has forgotten her password to PROMAS Central and cannot remember her User ID. A. Logon to PROMAS Central control panel and find the owner profile. Place the cursor over the icon to the right of the World in Hand. If it is partially yellow, the owner never set up an account. If not, xxx@xxx is connected will display. Go to the owner logon screen do the cannot remember password to have an email reminder sent to the owner.
Q. How do I upload all activity through noon today to PROMAS Central? A. When you are ready to do it, mark the radio button for Close of Business. This will cause all of today s transactions to be included with the activity upload. Q. When I upload activity does it add today s to what is already there? A. When activity is uploaded, it replaces the activity that is there with the activity based on what is in Owner Settings. Q. My owner got a new email address and now cannot logon to their PROMAS Central account. How can I fix that? A. Option 1 - The owner can continue to use the old email address as the user name for log in. Option 2 The owner can create a new login with the current email address and then use either to log in. Background a valid email address must be used to create and delete a login account, but other than that it is considered to be the user name for login to the account. The current email address is used for notifications. Q. Can I publish to PROMAS Central more than once a day? A. Yes, but check the PROMAS Central control panel. If the P is not blinking you can upload. Q. I publish statements from the 12th of last month to the 11th of this month. The 12th is a Saturday. Do I have to come in on the weekend or wait until Monday? The owners expect their statement on the 12th. A. The Close of Business section in Internet Publishing defaults to Open for Business, which means the publishing actions through yesterday are in place. Marking Close of Day means the publishing actions through today are in place. End of Week is the one you would choose in the case where the 12th is a Saturday or Sunday. The statements you publish on Friday with that marked will be from the 12th of last month through the 11th of this month. Q. How can I see what is in the Upload Folder? A. In Internet Publishing, on the Upload Details tab, there is a button Open Upload Folder. It takes you to the upload folder location. It contains: the files that are waiting to be uploaded (emailed) or confirmed; the last system text files; a log folder; and a backup folder (if enabled). Q. How can I publish a revised owner statement? Can I delete the previous one uploaded? A. You can regenerate the annual statement after making the corrections. When it is uploaded it will automatically replace the one previously uploaded. The steps for regenerating an annual statement are in the How To document #368.
SYSTEM SECURITY Q. The Manage Reports button is muted and does nothing when I click it. A. You need to be setup as an administrator in System Security. Edit your User profile in System Security. In the comments field type /admin or /reportadmin. RECONCILIATION Q. A line item on the bank statement has no check number (or not one of ours). Do I have to look through the whole list of uncleared checks to find it? A. The faster way is to click the tab at the bottom of the screen labeled By Amount. This will put the uncleared items in descending amount sequence. CATEGORIES Q. Owner wants us to do an annual walk-thru inspection on all his units. A. In the owner profile enter a recurring note for Generate a Reminder, with a schedule of Annual. Set the date to the next scheduled inspection. Run Profile Report, Tickler by Date. In Options, set event activity to Reminder Notes. Run the report. Q. How can I run a report for only security deposits held by owner? A. Setup a category named SD HBO. Assign the category to each tenant whose deposit is held by owner. Run any tenant report limited to SD HBO category. The tenant balance report, for example, would show only tenants with that category, and list the amount of the deposit.