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Rental Housing Manager Manages your Rental Properties and seamlessly integrates into Sage Accpac’s Accounts Receivable.

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Presentation on theme: "Rental Housing Manager Manages your Rental Properties and seamlessly integrates into Sage Accpac’s Accounts Receivable."— Presentation transcript:

1 Rental Housing Manager Manages your Rental Properties and seamlessly integrates into Sage Accpac’s Accounts Receivable

2 A look into the latest creation from the design team at Kinetic IS Fully Compatible with Sage Accpac ERP Version Fully Compatible with Sage Accpac ERP Version Creates it’s own companion database to track Properties, units, Applicants, and tenants, along with Rental payments, and Charges Creates it’s own companion database to track Properties, units, Applicants, and tenants, along with Rental payments, and Charges Written in Sage Accpac’s Latest xAPI technology Written in Sage Accpac’s Latest xAPI technology Automatically transfer new tenants into Sage Accpac’s AR as customers, with your own unique tenant codes or map an Applicant to an existing Sage Accpac customer Automatically transfer new tenants into Sage Accpac’s AR as customers, with your own unique tenant codes or map an Applicant to an existing Sage Accpac customer Automatically transfer rental invoices, charges, and payments into Sage Accpac’s AR Module Automatically transfer rental invoices, charges, and payments into Sage Accpac’s AR Module Set up your system to work on either a Cash or Accrual Basis Set up your system to work on either a Cash or Accrual Basis Track tenant, unit, and property history Track tenant, unit, and property history Great for Gear to Income housing properties Great for Gear to Income housing properties Use the built in reports or create your own reports Use the built in reports or create your own reports All Reports are Written using Crystal reports All Reports are Written using Crystal reports Security allows the Sage Accpac Administrator to keep passwords secure Security allows the Sage Accpac Administrator to keep passwords secure

3 The reason for this latest creation After working with Government agencies, and First nations for almost 20 years we have had a chance to see the day to day need within these organizations for a better way to manager their housing needs, for years we have seen that the housing and the finance departments have been struggling to work together due to the constraints that everyday tasks place on the separate departments, the biggest struggle is the need for reports. Housing departments have very specific needs when it comes to reports, they not only have to report to their own governing bodies, but they must also at times report to the community through committees, the problem lies in the fact that the housing departments do not control their personal data, making it difficult to produce a report, particularly if the finance department does not have time to produce the reports for them. Keeping in mind that once the housing department receives the reports from finance, a lot of the time they must then go through and set up the reports in a spread sheet in order to generate the information in the way that is required for their needs. This is where we come in.

4 The future of Housing Imagine now that a housing department was given the proper tools to manager their Properties, Tenants, and Rents. Imagine that with the click of a mouse they could generate reports without a spread sheet, in less than half the time it took in the past. Imagine that a finance department no longer had to collect money and report back to the Housing department. Now look into the future of rental housing departments, as they are given a tool that tracks rents, arrears, tenant history, and building history, all with a few simple key strokes and the click of a mouse.

5 Welcome to Rental Housing Manager

6 Logging into Rental Housing Manager Logging into Rental Housing Manager requires the same security needed in Sage Accpac, this means that a user must use the same log in name and password as they would in Sage Accpac.

7 Inside Rental Housing Manager Once a user has logged into Rental Housing Manager they have the ability to create Properties, Units, Applicants, Tenants, Rent & Charge Invoices, and Payments. A user also has the ability to print comprehensive reports, and produce receipts with the click of a mouse.

8 Creating Properties To create a new property click ‘New’ and fill in the information, notice that you have the option to setup a property with a single unit or with multiple units, this is needed if you are dealing with single family homes or with a multi unit apartment building, after all of the information is setup for the Property, click save, in the case of a single family home the unit will automatically be created with in the Units Forum. It is that simple! See the next slide for Option Fields.

9 Property Optional Fields We have added unlimited optional fields allowing you to report on and track anything that is necessary for your needs. We have added unlimited optional fields allowing you to report on and track anything that is necessary for your needs.

10 A look into Units You can see in this screen that all of the information entered in the new property setup screen has been sent over to the unit screen, because you have selected the single unit option, you must enter the market rent, as shown by the arrow in the above image. In the case of a multiple unit building you would have to create each of the units separately, this is done by clicking the NEW button and then filling in all of the information needed for the unit

11 Unit optional fields We have added the ability to create and use an unlimited number of optional fields for units as well.

12 Creating Applicants Creating an Applicant is simple, Click ‘New’ and then fill in the information needed, when you are setting up your program for the first time, you may already have your tenants set up in Sage Accpac, in that case you are able to map your new Applicant to a Customer in Sage Accpac Accounts Receivable, and you will be able to see all of their outstanding Invoices. You will see how this is done in the next slide.

13 Linking an Applicant to an Existing Sage Accpac Customer While still in the Applicants screen you can see right into the Sage Accpac database to choose an existing Customer. You are also able to see all of their existing Invoices weather they are Rents or Charges. From here you can put them onto a waiting list and offer them a unit without ever leaving this module.

14 The Offers Screen When your applicant has accepted your offer for a unit you are able to create their tenant by going into the Offers Screen and clicking accept, when you are setting up the system for the first time their Tenant number will be their existing Sage Accpac customer Number, eliminating a double entry in Sage Accpac for the tenant, if they are a new Tenant, you have the option to either have the system automatically create the Tenant Number for you, or you can type it in manually, using the same format that Sage Accpac uses.

15 The Tenant Number When you have accepted the Applicant to become a tenant, and they have agreed to the rental terms, you may receive a prompt to enter a unique Tenant Number, this will only happen if you have not selected the Auto Number option and if you are not linking the Applicant to an existing Sage Accpac customer.

16 Auto Numbers As we have described, this program gives you the option to either have the system generate Applicant, Tenant, Property, Charge, Credit Note, Payment, and Prepayment Numbers for you, or if you have not selected the Auto numbers for any of these you are able to type them in manually. When you choose to type them in manually, you will have to ensure that each one that you create is unique, this is to ensure that you do not create duplicate entries, and it also helps to protect the integrity of you data.

17 A look at a Tenant After you have accepted the offer in the Applicant offers tab, the Tenant is created automatically, In the case of a new Applicant you will either have the Auto generated Number from the system, or the unique number you keyed in or as in the case shown above when setting up the system for the first time and using the linking option, the Tenant Number is created for you using the Sage Accpac Customer number, this Tenant is now linked to the Customer in Sage Accpac, so from this point forward you will not have to worry about double entries for the same person in Sage Accpac

18 Creating Rental Invoices In the past the Finance department had to set up recurring charge batches for the rental invoices, in our system when you are going into a new month and you want to create the rental invoices, it is as simple as clicking the ‘Calc Rents’ Button, all of your rents for the month are created instantly as shown by the next slide

19 Rents with the click of a Button Rents have never been made so easy. Once the rental invoices have been created for the month you are able to print the rental invoices for each tenant if needed from this screen, or if later in the month a new tenant moves in you can click the new button to create the rental charge, the ‘NEW’ button will bring up the New Rent entry screen, as shown in the next Slide.

20 New Tenants in the middle of a month There will never be a time when you refuse to allow a tenant to move in simply because it is not the first of the month so we have made it simple for you to add their rent in by simply clicking the new button on the Rents Screen. When you have clicked the NEW Button on the Rent Screen the New Rent Screen will pop up, then you simply select the Tenant from the finder and fill in the amount the tenant owes for the rest of the month, select what payment type they will normally use, and finally type in a description if you require one, and click save and then close, the new rental invoice has now been created.

21 Creating Charges & Credit Notes If there is ever a need to charge an additional fee to the tenant, for maintenance, or Cleaning or any other charges that the Tenant may be responsible for you are able to create the charges quickly and easily, simply select the Tenant, the date, the charge amount, the charge type and give it a description if needed, click save and if needed click print and an invoice will be printed as shown in the next slide.

22 The Charge Invoice

23 Charges & Credit Notes Cont’d There may be cases where an error is made in sending an invoice to the Tenant. In that case you will need to create a credit note. This is done in the same manner as creating a charge or rental invoice, then you can apply the credit to the tenants next rent, once you have filled in all of the information click save, if you require a printed copy to give to the Tenant click print and a credit note will be printed as shown in the next slide

24 The Credit Note

25 Rent Payments without Hassles In the past when a tenant came in to pay rent, the money was collected and a manual receipt was issued, and now when a Tenant comes in to pay either rents or charges you are able to enter the payment easily with a few key strokes, simply select the tenant, fill in the amount they are giving you and then select the invoice they are paying. Once you have filled in all of the information click save and if they require a receipt, click the print button and a receipt will be printed as shown in the next slide.

26 No more manual Receipts

27 Receipt and Statement in one

28 Prepayments In the past a payment for last months rent, or a security deposit or If your tenant ever came in to pay rent in advance, or if they wanted to apply money to their account before charges or rents have been calculated it was difficult to handle. Now you can enter a Prepayment to be applied later, after all of the information is entered click save and if they would like a printed copy click print and a receipt will be printed as shown in the next slide

29 Prepayment Receipt

30 How do we get this information to Sage Accpac ERP? Well its simple. To send your Rents, Charges, Credit notes, Payments, & Prepayments to Sage Accpac, go to the Export menu and select what you would like to send to Sage Accpac then the export screen will open to select what items you want to send to Sage Accpac as shown in the Next Slide

31 Exporting to Sage Accpac In this screen you can either choose to export all of the items in the list or you can select specific items to Export to Sage Accpac. Weather you are Exporting Rents, Charges, Payments, Prepayments, or Credit notes the process is the same.

32 These are the Buttons to get into the different Screens The Properties Button The Properties Button The Units Button The Units Button The Applicants Button The Applicants Button The Tenants Button The Tenants Button The Offers Button The Offers Button The Rents Button The Rents Button The Charges Button The Charges Button The Payments Button The Payments Button

33 The Menus The File Menu The File Menu The Export Menu The Export Menu The Applicants Menu The Applicants Menu The Tenants Menu The Tenants Menu The Units Menu The Units Menu The Property Menu The Property Menu

34 The Menus Cont’d The Reports Menu The Reports Menu The Configuration The Configuration Menu Menu The Options Menu The Options Menu The Windows Menu The Windows Menu The Help Menu The Help Menu

35 Minimum System Requirements Sage Accpac Advantage Series 5.x Sage Accpac Advantage Series 5.x System Manager, General Ledger, and Accounts Receivable installed Locally System Manager, General Ledger, and Accounts Receivable installed Locally Microsoft Windows 98 or above Microsoft Windows 98 or above Pentium III 866MHz, 256MB Ram, CDRom Pentium III 866MHz, 256MB Ram, CDRom

36 In Conclusion WE hope that this tour has helped to shed some light on the many features and benefits of Property Manager. We look forward to helping you in any way. Please feel free to contact us if you have any questions about this presentation or the program, and we would be happy to assist you in any way. WE hope that this tour has helped to shed some light on the many features and benefits of Property Manager. We look forward to helping you in any way. Please feel free to contact us if you have any questions about this presentation or the program, and we would be happy to assist you in any way.

37 To contact us Please feel free to visit our web site at: Please feel free to visit our web site at: or by: Phone:(705) Fax:(705)


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