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View User`s Manual 3.1 - SWAMP Self Storage software by Quayle

1. Reminders l Don t show Today s Reminders form n emind crs before processing reminders Add New Headline Action When Date Order Sched Skip A In order to schedule an action click on the button which reads Add New Reminder Scheduler Reminder Scheduler de Reminder hls Headline Action When Order Message Frequency i Good Morning Remember the C Once Date 13Jul 2005 garbage goes out today C Daily Recur every 1 dayfs Weekly Recur every 1 week s on Monday C Monthly t Day O Erst Monda l C Yeay Every C The of In the above schedule I have chosen the Headline as Message and the Action as Message Only The message is typed in the yellow window at the right I have chosen to have this 131 message appear On Startup and be the first action On the schedule weekly on Monday has been selected When SWAMP opens on Monday morning this will be what you see Today s Reminders File Edit window Help E Pla Today s Reminders pont tow Headline ction When Date Order Sched Skip Click on Process and this is what this message will look like When Today s Reminders opens you have more than one choice Pressing Process sets in motion all scheduled actions You may choose not to have any of them done at this time by clicking the button labeled Cancel They will then go away and the Ho
2. On this form click the button at the top of the left hand group that reads Find Database The form below will open i Where is SWAMP DAT MDB File name Folders mdb ctiswamp Cancel swamp mdb swampdat mdb List files of type Drives Databases mdb gt SS c micron With your mouse select swampdat mdb Where is SVWAMPDAT MDs File name Folders swampdat mdb c swamp E A Ey swamp siwampdat mdb List files of type Databases mdb Drives c micron 10 And then click OK The above form will close and return you to the Administration form On the right side of that form click on the Custom Information button to open the following form Eik Edit win dow Help Custom Information Proprietor Business Location Hailing Address Phonel Phone Invoice Type Backup File Half Sheet ET 4 45 SMPOAT MOB Billing Note Word Processor Guarantee Time Lead Days Lockout Grace Customize Find ford Late Fees Processor Hide Pictures E Yearly Payment Gets One Month Free Start All Rentals on the Same Day PO moO FIOoIAate FIS r aumen Rentals are Subject to Sales Tax 1 mere 8 het we Bn Don t Prompt to Split Unmatched Payments Use Date for Backup File Title
3. 71 e My search came up with the following iv WINWORD EXE Ci Program FilestOfice2kOFFICE11 e You may have to use the same method to find the other two paths Enter them into the dialogue box so that it looks something like the following Lease Options Lease Type Internal Lease _ External Lease None Word Processor w CAPROGRA T SOFFICE 2KESOFFICE 11 WNF Export Type Enienal lease SAA Mail Merge ee eee C A DOCUME T CALVINTSMYDOCU TSLEASE O Goreadsheet O TMSA Exhibit A i bla select Rental Merge Data File C TMSA Blue Moon Select Rental Process Lease CNDOCUME TACALVIN TSM DOCU 1 SLEASE e If you look carefully at the above you will note that the lettering of the path is not quite the same as I found in my search That has to do with the length of file names that SWAMP will handle When defining the file names in SWAMP the 8 3 file name convention must be used This means that to reference a file called c files microsoft office msword exe 1t would be specified as program c progra 1 micros 1 msword exe This can sometimes be confusing when there are multiple folders under program files that begin with the word Microsoft because then the node may be micros 2 or micros 3 etc The wording in the form above was entered via use of the Find File process shown in the illustration just below External Lease Word Processor GAA
4. Close Save Chrl 5 Save Ag Output To Print Setup Sample HESIEN w Print Preview Print Ctrl P Print Definition Send Aun Macro Add ins E wit If you select Continuous Single column 1 another button appears between Print and Cancel which allows you to print a test sample label for the purpose of aligning the labels M5 Select Label Type Print sample Label Cancel Once you have completed printing click the Mailed button This prevents these rents from appearing with the next group of invoices generated It also allows the program to assess late fees from these billings if they are not paid on time Using Credit Cards with SWAMP This feature has been discussed in detail above See the discussion starting on page 79 of this manual Deposit Payments After you have recorded a number of payments you will want to deposit them and create a record of that in your data The process is the same whether you deposit daily weekly monthly or sporadically From the Home Menu click the icon labeled Activities From the list of activities click the button labeled Deposit Payments A pop up window will appear with the current date suggested as the deposit date All rents and other charges recorded as paid by that date and which were not on a previous 99 deposit will be printed as part of this deposit record Accept this date or enter another date and click OK NOTE A re
5. Fill in the following fields on the above form The remainder can be dealt with later e Business Enter the name of your facility Guara ntee Time Enter the number 12 Lead Days Enter the number 18 Location Enter the street address of the facility Mailing Address Enter the address to which you wish mailed payments to be sent Phone 1 Enter the primary phone number of your facility or office Invoice Type Select Half Sheet Return to the Home Menu by clicking on the door icon on this form and then on the Administration form From the Home Menu click on the Building icon this will open the following form 11 p x Buildings Bldg ID Count Notes Building Location a Initial Cost A Gross Sq Feet PO Rentable q Feet CA Opening Day E Fo i 1 On the above form fill in the following e Building Enter One e Opening Day Enter the date 1 Jan 2005 Exit this form by clicking on the door icon returning to the Home Menu From the Home Menu click on the Units 1con to open the following form 10 x Units Unit Humber Unit ID Counter Out of Service History P Out of Service Back in Service Description Size H Display Sq Ft ls Display Unit Size Rate Display Description Hate Date Heat f Notes Rate History Electricity 7 Tal E es a 0 00 Inside EE 12 In the above
6. Preview i E Envelopes aant Mailed Envelopes 16 If there is a message in the window under Enter memo to be included on bills then select it with your mouse Type in its place the following To insure proper credit please return this invoice with your payment and or write the number of your unit on the check Place half sheet paper in your printer make sure it 1s turned on On the above menu click the button that reads Print Bills An invoice will be printed which should contain the information you have entered and which charges Reginald K Callister for one month s rent due one month from today The paid to date will be two months from today On the above Print Bills form click the button labeled Mailed Then close the form by clicking on the door icon to return to the Activities form Exit the Activities form in the same way to return to the Home Menu Click on the Tenants icon to return to the tenant form of Reginald Callister On that tenant form click the button labeled Payments to open the following Payments form Payments oe coe Ol x Callister Reginald To print a receipt check the 5 Unpaid C Paid nein the appropriate Ines Preview Print Al CUnit O Unmatched All and press the Receipt button Receipt j Receipt PDH Unit Type Billed Paid Billed Due Faid To Paid Num Ra CT iol e frena 500 95500 29412008 29 Apr 2005 23
7. TOFFICE SAD FFICE Twi WORD EE Export Type Find File 2 File name Folders OK WNW ORD EXE c progra Sofhicezk orice 1 OS EXE OUTLOOK EXE Cancel oc POWERPNT EXE plena l Network PPT YIEtw EXE ice PROFLWIZ EXE s OFFICE11 SETLANG EXE ES 1033 l WAYVTOASE EXE Pq ACCESS 1 List files of type Drives Program Files exe 1 E c MICRON Lx e As you click through the path it will be entered in the field on the Compose Lease form Repeat the process for the other two fields 72 e Select a Tenant and then click on the Word Processor button to send the data to your data file Creating the external lease e Type or import the lease into the word file that you have saved under the title of Lease or similar name e From the Tools menu at the top of the screen choose Letters and Mailings then choose Mail Merge e Ifthe Mail Merge tool bar 1s not at the top of your document right click on the blank space where tool bars are placed and choose Mail Merge e With your Lease document open click on the Open Data Source button to link and open the data file These buttons are not labeled To ascertain which button does what let your mouse arrow hover over the button and its function will appear e Place your cursor at the location in your Lease form where you wish to insert a merge field e Click on the Insert Merge Fields t
8. gt Inside ME Note that everything is the same as the previous unit except that in the field for unit number is written NEW UNIT and that 1t 1s highlighted Simply type in the next unit number to enter the new unit Repeat the process for as many units as needed When going to a different size use the yellow plus sign icon for a blank form Step Five Tenants This menu 1s key to the operation of SWAMP On this form you enter all the information that pertains to a tenant As rents are generated and payments made a complete record of the tenant s activity can be maintained including miscellaneous information that you may wish to record via written notes Except for name address and the unit number rented all other items concerning the tenant are optional Gate Interface SWAMP interfaces with the following gate security systems Demco DigiGate DKS Door King Global Electronics PTI Sentinel and WinSen Remote RSCM If you will interface with one of these 1t would be helpful to activate the gate setup before entering tenants so that as you put individual tenants into the Tenants form you can provide that tenant s gate access code or assign one to the tenant Open SWAMP at the Home Menu Click on Administration and on that menu click the button labeled Gate Access ES Gate Access Setup Gate Access Setup Select Gate Interface Gate Interface File Gate Interface Program Pigiiate TS e dial end
9. Balance Type and choose whether this is an Expense or an Income item by clicking on that designation Click on the down pointing arrow in the next field to choose the Kind of category Mormal Recurring Refundable Fee Most categories will be Normal An example of a recurring category would be an insurance premium Refundable categories might include lock deposit or security deposit A fee would be payment for a service or items that you have to sell Finally you may designate any of these categories as taxable items meaning that they are subject to sales tax by clicking the box at the end of the line Continue to add as many categories as you like then close this form All categories will be available the next time you enter a payment or an expense item Call For those whose computer is connected to their phone line this feature will assist in placing a call to any tenant in your database Follow these steps e Click the icon labeled Call This form will open 147 EE Phone List oj x Phone List IEEE Aable Joe Christopher E Contact Po Pick One Phone 847 575 6937 office oo a Phone 2 1883 757 7756 home O O Contact Phone CA A O e Select the tenant you wish to call by clicking on the arrow at the right of the tenant field A drop down window will open with all tenant names displayed Scroll down the list or begin to type the surname of the tenant When the name appear
10. If the numbers of the Data Version and the Program Version are different click on Update SWAMP will apply the new features of the Program Version to the Data Version At the same time SWAMP will automatically regenerate categories regenerate payment info reconfirm your choice of an invoice form and will ask 1f you wish to regenerate occupancy Regenerate Occupancy When the Regeneration is completed it will be followed by the message 62 Click on OK The numbers on the Data Version and the Program Version will both read the same Close the window Release Notes As new features are added to the program notes are created to explain what it was that was changed and the reason for that change For example In the early versions of the program it was noted that users were having problems at the time of generating rents with the program failing and shutting down The cause of this failure was faulty data entered by the user or data fields left blank but the program didn t tell them that Now it tells you what is likely missing and how to find out exactly what it is that is incorrect Payment Generation Error Con t This erroris usually caused by missing or incomplete information such as the rental is missing the unit IN number the rate the period or the move in date It can also be caused by invalid links that can occur if a unit or tenant has been improperly deleted Problems could also
11. 10012002 VV Cramer Janey 2 634 2 Lock Depla s1000 10 00 3002007 90200 s0c2002 IVF Drglefost Jasper 2 513 2 Lock Depla 1000 10 00 700r2002 70cr200 7002002 MVM Erigh Philp 2 621 2 Lock Dep 2 1000 10 00 14 Dec 200 14Dee 2002 14 Dec 2002 IVF England Joshua 2 337 flock Dep 2 10 00 1000 170012002 170042002 17 bet 2002 MIM Fordson Harison 110 flock Dep 2 10 00 10 00 1 Jan 2003 TJen 2008 Tan 2003 Count oo Total Billed al 995 00 Total Paid 4995 00 Balance 0 00 You may print this list as it appears or create a report of the list by clicking on the printer icon at the top right of the form The report will look like this Selected Billing EEE P OH Tenant EE Allsop Maddine IDE Allsop Madeline CARIES Appledown MaryKay EEJEJ Bellweather Albert CAREX Billhoppe MaryAnn EJE Bono Cecil EEE Candlemass Pricilla Compact Soil Testing ne Crane Billy Craine J any 162 Type Lock Deposit Lock Deposit Lock Deposit Lock Deposit Lock Deposit Lock Deposit Lock Deposit Lock Deposit Lock Deposit Lock Deposit Selections emt Urat Type After Date Before Date Maled Both Paid Paid Which Date Due Billed Pad Billed Due PadTo Pad 15 00 15 00 20 May 02 20 May 02 20 May 02 10 00 10 00 11 00103 1100804 110003 10 00 10 00 14 May 02 14 May 03 14 May 02 10 00 10 00 24 Jun02 24 uno 24 Jun02 510 00 10 00 24 Juloa 24
12. Callister Reginald To print a receipt TER the El Unpaid O Paid RA in the appropriate lines poate ee Al CUnit Unmatched All and press the Receipt button one pera PDH Unit Type Billed Paid Billed Due Paid To Paid Hum H CT M101 e rental e 5500 96 00 29Apr 2008 25 Apr 2005 29 May 2008 29Apr 2005 Por e fena e 955 00 56 00 23 Apr 2005 23 May 2005 23 Jun 2005 25 Apr 2005 PTT tote Renal e 985 00 100 Te Aug 2005 29 Jun 2005 293012005 mmn EN o A e Press the Delete key on the keyboard The line will disappear and the following message will be displayed SWAMP aa You ve just deleted 1 record s Choose OF to save your 2 changes or Cancel to undo your changes Cancel e Confirm the deletion by clicking on the OK button e Ifyou try to delete a unit rental that does have payments connected to it you will get this message Cannot Delete xj IN You cannot delete this rental since there are payments linked to it e Ifyou still wish to delete this unit go to the Payments form delete each payment to this unit then delete the unit 156 How Do I Write off a Bad Debt Open the Tenant s form On the line of the unit that has a balance owing click on the button Out Select the date of the move out of the tenant from this unit SWAMP will indicate that this tenant still owes money This tenant still owes 71 29 Click es t
13. Callister Reginald SEGO 1 x2 5 8 Callister Reginald E W Include ici 5663 2 x4 124 Casper Alice Pooh 31 2 x 4 cue i Cassidy Butch Cherinzki Sonny to a File j Output Data AE a A W in Out y Select Tenants A Output Moved PSTOPMer LORA Moved Since that Moved Hj Data to a File Cleater Mary Clyde Catherine 21 Jun 2005 Lomeyer Harp Compact Soil Testing Inc Cl Current Contols Unlimited CEER Print List of Cottier Margaret W All Selections Cown William i Crame Billy Craine Jany Lrainer Janey Cubbon Thomas Culpepper Georgia Clear ali Seta The first action to be taken on this form is to select from the window at the left the tenant or tenants with whom you wish to communicate At the bottom of the tenant list window are two buttons that allow you to clear all names or to set all names after Date Just to the right and a little above those buttons are three select boxes which control which names are listed in the window The default setting is for the current tenants but you may select instead the past tenants or all tenants Individual tenants are selected by clicking on their names as they appear in the window You may select as many as you wish at a time with no need to hold the Ctrl or Shift key down as you do so Navigate through the list by means of the scroll bar at the right side of the window After you have selected the tenants there a
14. File Notices Tax Exempt Credit Card Information Charge Payments to Credit Card Verity No Late Fees l Mo Lockout I Dont Mail D gt lt a a Letter lI Click the box next to Don t Mail for those units you don t wish to bill SWAMP will then automatically place a check mark in Mailed for the rental and sales tax if any lines of this unit meaning an invoice will not be printed Late fees are unaffected by this selection Late Fees SWAMP provides five different types of late fees The most commonly used type is listed in the form below as Type Two We will discuss them in turn from one to five The Customize Late Fees form 1s available from the Activities form the Custom Information form and the Generate Rents Fees form There 1s a field at the top of the Customize Late Fees form and on the Generate Rents Fees form that indicates which of the 5 methods to use when generating late fees Choose Late Fee Type hie weon Customize Late Fees Generate a charge of tp in the amount of 0 00 for all rentals that are past due by more than 0 days and that have not had a charge of type assessed against them during the last 0 days Do not generate this charge if one has already been generated in last O0 days Require second charge type TypeT wo Type Three Generate a late fee in the amount of 0 00 for this months rentals that are past due by 0 days and the
15. Go to unit Next to the airplane icon 1s a field with the heading Go to unit above it The purpose of this function is to find a tenant form by means of the unit number Type the number of the unit in the window and press the Enter key Or you may click the arrow at the right of the window and click on the number of the unit in the drop down list that opens Note This function works only for currently rented units not vacant ones Go To Access You may also search for a tenant by means of that tenant s gate access code Either type in the number and press Enter or click on the arrow and select the number from the list that opens Printer Icon Clicking on this icon creates a report that includes all the information on the tenant that you have entered on this form including the information concerning the contact person Also included on this report is a complete record of billings and payments with summary figures at the bottom that show amount billed amount paid and current balance Green Book Clicking on this icon creates a report that 1s a running balance for this tenant s rentals showing billings payments and balance Part Two Operating SWAY General Operating Suggestions Across the self storage industry two methods of renting and accounting predominate Seemingly the most popular is to have every tenant s rent due on the same day of the month which is usually the first day of the month Managers who choose thi
16. e Unpaid You can enter payments on this form Find the line in the Unpaid billings that lists the amount due At the left side of that line are three small boxes under the letters P D and M These letters stand for Paid Deposited and Mailed To record a payment click the box under P The program will enter a payment matching the figure under Billed in the Paid field and the current date in the Paid field Clicking the P box causes a check mark to appear in the box will place one in the M ailed box 1f one was not there before and will also automatically place a check mark in the R eceipt box e Unmatched When you list only Unpaid entries for a tenant the total shown as due may or may not be accurate This is because any payment made previously which was different from the amount billed is not taken into account Selecting Unmatched will cause those payments where the amount paid 1s different from the amount billed either under or over to appear with the Unpaid billings Then the total shown as Balance should be the accurate amount due The Unmatched feature will select any charge with a 0 00 in the Paid field but will not select the charge if the Paid field is left blank e Num The blank space under this heading 1s for entry of a check number or a notation such as cash Credit card payments will be noted here also You may write any memo here up to 10 characters This fi
17. installed in the program but you may add your own as well If you have not already done this go to the section titled Categories under the discussion of the Administration Form below to see an explanation of how to add categories Preview Receipt All payment entries into this form are automatically posted to a receipt form This button allows the user to view that receipt before printing and to do some limited formatting Print Receipt Clicking this button will print a receipt for all payments entered at this time When you have completed adding additional payments and printing the receipt if desired click the door icon to return to the Tenant Form More Click on the plus sign under More to open this next form for additional rental information which applies to this unit rental Contract Ho Access Code Other Code Time Zone View Late Key one Notices Tax Exempt Credit Card Information cr l Verify No Late Fees Charge Payments to Credit Card No Lockout Don t Mail l Letter SSS _ 43 o Contract No This is an optional feature allowing you to record a number unique to this contract o Access Code This is the code that allows this tenant to use the gate for entrance to the facility You may type in a unique code or have SWAMP assign a code by clicking on the button Assign Access Code You may change a tenant s code by clicking on this button also o Update Gate File Af
18. to Cancel 78 Add any additional items you wish to this form and click on OK TMSA Database i New Lease Facility Mame 2 1 Public Storage Space No i 06 Date of Lease 02 08 2002 Additional Spacez Contract Ho Business TENANT INFORMATION Tenantiz i Individual I ohnzon Mary r Tenant s Last Name or Mame of Business First Name 338 West Halaburton Awe Chickesaw JaL 20438 Mailing Address City It 948 587 4732 Do Yes I No Employer SSA Tax lO Home Phone ee eee eee eee eee Drivers License St Exp Date Other ID List person s Who are entitled to same access rights as Tenant Initials Date of Birth State Zip Code Work Phone In the Military Weh License E mail List name address and phone number of person s who may be contacted in an emergency Record z of 4 Note the addition of a series of command buttons at the right of the form Click on the Tenant Information Collars and Dates Copies and Attachments Calculation of Initial Payment Print button and you will be greeted by the following form A Lease Forms Check Forms ou Wish to Print e Self Storage Rental Agreement Move Out Notice from Tenant Special Rules for Storing Motor Vehicle FP Vehicle or Trailer Addendum FT Boat Addendum P Addendum for Code Access Gates M Addendurn for Card Access Gates Spanish Self Storage Rental Agreement Information Sh
19. was run as in this example Sunday July 24 4005 Locked Out Status Changes Tenant Urat Code To be locked out Bilhoppe Warp rn Spritzer Amanda 2603 Ane 320 2305 dd wiattleford Bahee Mary s Clothing Store Jones J ane Browramvell Judith Dinkle Mary Dinkle Mary B24 1134 106 Pad To 12 Jul 2005 1 Jul 2005 1 Jul 2005 12 Jul 2005 10 Jul 2005 14 May 2005 11 Jul 2005 11 Jul 2005 Billed To 12 4ug 2005 1 Sep 005 1 Sep 2005 12 Aug 2005 10 Sep 2005 14 4ug 2005 11 Aug 005 11 Aug 2005 Current 50 00 55 85 453 10 62 25 65 40 175 00 1714 75 114 75 Days Locked Out 24 Jul 005 24 Jul 005 24 Jul 005 24 Jul 2005 24 Jul 005 24 Jul 005 24 Jul 005 24 Jul 2005 Sell Facility When you sell your facility there is always the problem of separating the rents paid ahead and those that are in arrears as to what is owed to the new owner and what is owed to the seller This function in SWAMP does the work for you Date of Sale 1 4ug 005 This function i useful when selling your Include Refundable Amounts X Facility It will determine based on amounts collected and owed how much 1s due the seller and how much is due the buyer as of the specified date of sale Calculate Payment Splits Sere E Make sure rents have been generated Record all payments received Generate applicable late fees Check balance due report 1 E Option
20. 100 11 42 00 0 00 21 Jul 2005 10x15 150 x x 23 55 00 0 00 21 Jul 2005 10x15 150 14 45 00 0 00 21 Jul 2005 10 x 20 200 A 35 00 0 00 21 Jul 2005 10 x 25 250 E 65 00 0 00 21 Jul 2005 efficiency 300 Ix x Ix 325 00 0 00 21 Jul 2005 10 x 30 300 g 25 00 0 00 21 Jul 2005 Ox 20 400 E 35 00 0 00 21 Jul 2005 efficiency 400 x x x 1 320 00 0 00 21 Jul 2005 efficiency 600 E x x 1 320 00 0 00 21 Jul 2005 one bedroom 1000 IX x x 1 460 00 0 00 21 Jul 2005 Update Now e Enter the new rates for all units you wish to change You may use even dollar amounts or use cents in addition to dollars e Accept or change the effective date This date is just for your information and will be entered on the units form so the current date is most appropriate e The Update Tenants click boxes can be clicked if you want the new rate to overwrite any rate now on the tenant forms Normally you would not click these as then all special rates and guaranteed rates would be overwritten e Click on Update Now at the bottom of this form SWAMP will enter the new rates in each of the units on the Units form and on the Rate field on the Tenant Form for all current tenants where you have clicked the Update Tenants click box When the function 1s completed a report
21. 2003 Late Notice Este Noes 2 ZeldasMintures 709 10Sep 2003 Late Notice Late Noes 2 Zero Midied 605 10Sep 2003 LateNotice Late Notice 2 fable Joe Chistophel 104 13 Feb 2003 Locked Out Notice Locked Our Noies a Andersson Anna 647 13 Feb 2003 Locked Out Notice Locked Out Noies 3 7 Whipple Hester 495 31 Jul2003 Locked Out Notice Locked Oat Noise 3 C fwng Cus 413 31 Jul 2008_ Locked Out Notice Locked Dut Noice O T Wiherspoon Jane 628 31Jul2003 Locked Out Notice Locked Out Noice a Zero Midred 605 31 Jul 2003 Locked Out Notice Locked Out Noice a anderson Anna 647 13Feb 2003 Notice of Sale Notice ofS em andres Nis 505 13Feb 2003 Notice of Sale Notice 5e fe T appleby Viole 226 13Feb 2003 Notice of Sale Notice ofSale em ak MES IESO S E i oS Count 13 Clicking the printer icon in the upper right of the above form will create a report listing these late notices which may then be printed as in this sample Obviously from a different list than above 7 E Tenant Selected Notices Selections r AAA Type After Date Before Date Halet Lirmaled Sorted By Mame Ho Tenant i Date Type Headline LJ able J oe Christopher o Jul Do Late Late Notice Lockout On the rental sub form of the Tenant form there is a check box and a date field under the heading Locked Out Clicking the box places today s date in the field SWAMP has a feature on
22. 888 555 3482 Home The name of the tenant associated with this contact appears at the top of this form Enter name address and phone numbers of the contact in the fields provided You may then enter in the notes window any comments that you wish to explain relationships or other pertinent information In the center window you may enter the names of all persons other than the tenant who may have full access to the rented unit 54 e Payments Clicking this button opens a report entitled Payments which lists the complete billing and payment record of this tenant E Payne OO O O ale Cabott Sebastian a print a receipt check the El Unpaid O Paid AY in the appropriate lines ER pa C Unmatched 8 All and press the Receipt button ER pa 0 Al CUnt PD H Unit Type Billed Paid Billed Due Paid To Paid Hum R MM 503 e frena e 40 00 40 00 22Ap1 2005 1 May 2008 1 Jun 2005 12 May 200 evr ss erent 50000 4000 3Jum 2006 1 Jun 2006 1 Ju 2005 15 Jun 2005 MMW so elase e 9700 7 00 15Jun 2005 15Jun 2008 13u 2005 OPM e Pena 54000 4000 15 Jan 2005 1Jul 2006 1 Aug 2005 19 Jun 2008 PP e Pena saan 000 18412005 1 Aug 2005 15ep 2008 E II FCO II EC IE E a II IE E FE e You may choose to view the payment information of all units rented by this tenant or select an individual unit to view e You have the choice of viewing Unpaid Paid Unmatched or All
23. A oe 120 FACIO ASS INOUE S ts la 120 Special Rates odas 120 Wride posited PRayMenis ocre 121 URE SITAS a e e e ao alee 121 UNS OY TE GAG ad eed eae hie tee eras ee a oe eet a elated 121 Wating stars ed 121 MEME TRE DONS ido uc 122 Balance RO 123 OCCUPANCY AS li o o 124 Update CIAO nin iirdabod 125 Regenerate Occ Mona 126 ECONOMIC REPO Srita A AA A ES A eats 126 Tand Rent REDOMS ardor 126 rates Lonas oe 127 Event SUMMA asc cid 128 Rentals DAMON tt ace es ec ete ae ee ea 128 Fy ile ney WOON APRA OE O oe taceenoaieaceaatouneetoengasaenrsent tancanceadeaancesrseue coe aes 129 A A cele cadcucuocsascatevadcucuecsuaaels ca dancuacsuscetecssdsucuscsusaeteessendkocseseatecs 131 Reminder occ tibios 131 Toda S FACING SN Sia dad alain iste 132 NSCLUCT y wactescedousssesesteosenteussccauscdoneesosseeuscasanisus E E E S E oueccecanieceerisats 133 MAROJE ai O A 134 MEW cc O 135 o A A enbea ena 136 Output Data to Fl A T A ca 137 Print Labels Or ENEE Susana 138 Moven and MIE A ee Be ee 139 Fe Nese E CPPECOO qm O 140 COMPOSE LOIGI Susana oe orl 140 TI osna a A su uewseuesneeaes Saveasuecesbaansuneuteneccebacesovswacuuceseascaaueeninns 142 IN IR AUCS onina E vse seuscuensecaevsevtuceceseevoussesseecsenees 143 A OL 145 All TenanS A Aid 145 ACUIVO Tn usara e iento aS 145 Balding ase EU A O A 146 A o a a a a edie aitens a a 146 o e 146 Callas 147 Wanna Lista ati 148 NeW Lens aid 149 it pe id gE a oa 150 el i by Cw gape rere nr
24. File Name A YFAILABL ALS Directories clsmamp ES CA Cancel 3 SWAMP ES Latest AutoStart List Files of Type Microsoft Excel _xls E c Choose the path to the file where you want the information and click on OK E Mail Clicking on this button opens a dialog form which looks like this Select Format Microsoft Excel _xls Rich Text Format 7 rtf MS DOS Text txt Choose the form that you wish the report to be in NOTE Some of these reports do not work well in the spreadsheet format Click OK and you will get the following form 113 Choose Profile Profile Name The two default choices here are Outlook or Webmail If you have another email service you can click on New and enter the name of your e Mail program or Profile Then click on OK and an email opens ready for you to enter the address The report appears as an attachment to the E Mail message Untitled Message HTML File Edit View Insert Format Tools Actions send E This message has not been sent Caveat The export and e mail aspects of the Reports function may not work for you Several of these reports will look strange in a spreadsheet with some items just listing odd names such as Field 20 The e mail function will only work if your computer is configured to support a Microsoft compatible e mail function There is a second list of reports at the right of the Reports Menu consi
25. H hg ple Type Tay Note Headin SS Include Detail Statement Charge the following fee E Note that as soon as you start to create a Late Notice a second form appears below the first Setup Late Notices he Generate Late o Print Late Setup Late Notices sees ane hs Tape Late Days 9 Note Headline Thanks for pour prompt attention to this matter X Include Detail Statement x Charge the following fee Late Fee OL FY 810 00 Emily Applegate Manager xime Days Note Headline Include Detail Statement Charge the following fee LE Sincero Wours After defining the various late notice types use the Generate Notices button to cause SWAMP to evaluate all rentals and generate all appropriate late notices as the specified criteria is met The number of days late 1s based on the last paid to date The user can manually edit delete or add late notices 102 Late Notice 20 Juin OS Aaron Aapr ode Unit Number 808 938 South Main Street da Anywhere OH 48858 234 085 5505 Phone orrectiore Umt Number 808 Make Check Payable to COrt Test Storage Paid To Date 1 Jun 2005 Mail to P O Box 1232 Middlefort WA 38505 Amounts do not reflect payments received after the notice date Balance Due 105 00 Apparently you have forgotten to mail in this month s payment for your storage unit Please pay the amount now due by return mail This will avoid my having to lock you out
26. May 2005 29 p4 2005 or e frena 5600 0 00 29Apr 2005 29 Map 2005 23 Jun 2008 PEA TA O e You will note that Mr Callister has been billed for 55 00 rent on unit 101 which rent is due one month from the current date and which will pay his rent until two months from the current date SWAMP has placed a check mark in the M box to indicate that the invoice was mailed You will note that this Payments form contains additional items not found on the Rents form that opened when the 1 button was clicked We will discuss more about them later Click the box under P which stands for paid You will see that SWAMP will enter 55 00 in the Paid field and the current date in the Paid field Payments A Hix Callister Reginald o a To print a receipt check the al Unpaid O Paid B in the appropriate lines Preview Print O Al CUnit C Unmatched All and press the Receipt button Receipt Receipt PD H Unit Type Billed Paid Billed Due Paid To Paid Hum Ra CT or effen e 5500 55 00 29Apr 2006 29 Apr 2005 23 May 2005 29 Apr 200 PMT tor afrenta e 85 00 5500 29Ap1 2005 29 Map 2008 23 Jun 2005 29 Apr 2008 W Es eC SCs sm NU You now know how to do it Go back to the beginning and fill in the other Custom Information Buildings Units and Tenants Happy Computing 17 Par One Getting Started Start Here Computer System Requir
27. Nee et acc dact esas E chao eet 9 A E Po scan Siu Aimee sium E 93 Recordad Ray Meneses talado 93 Metodos 93 Split Partial Pay MOMs sssrin en eeaeee ddo 95 IWS BOC TWO ca nit 96 Non recurring Credit Card Sales munidad 97 A A oto ta tiageer toma a AN 97 Using Ghedit Cards With SWAMP sc Io Es ds 99 DepostErRaVMeNi Silla 99 Bank Deposit Sumatra 100 UNdEPOSISa E ay Mente 100 Deposit Summary Category racial ca 101 Deposit Summary Tenant serans aen a a E E eT 101 CGUSTOMINZE Lale FEES di 102 LAIGE NOTICO S do 102 Slee NOCO S ena A A E A E E EA 104 E A O a a E a ee R ce eee ee 105 Update LOCKOUT Valles nse a ecto ae ee 106 IWC PA A 106 Selassie ita 107 A A O te 108 Regenerate Payment INTO scada 109 Sele EXON TEN GINS ais 109 EXPOrt Balances 111 TR CIV OE US PROCE O 112 ACCESS DIOS ollas arcane 115 A A 115 A Rem RT Re ero Ree ce 115 PR Ai ONS ONS isos certs ci iia 115 ES ALAIN CE UG A PP o O an a a ven eamanaatnatea ine endian bnomiduatenhlaayaananmadernnds 115 Bank CDOSIE EIS taaan iii 116 Blank Tenant Gal daa 116 BUIN iss 116 Category CiS N No n O at net nantenaheeracae eat ata oes 117 SUNentO CCU ANC a 117 A O ne aneenetene 117 SuUnent enanitos ti oa don heen rs ace tds 118 DE DOSILSUIMIMANY CAO Q ONY a te dades 118 Deposit Summaly Tena oa 118 EXPIDO Credit ardS cecestdat ratos aa E 119 Late Tenani ara aid 119 LOCKOU OLAUS cisco cios 119 Payment EN e e aa 120 PAVIMCMIS AIS Veal acaso en apetecia 120 HA
28. PIOUS OICR varren eiea a a r el aeaetebotgnsieedeneeletoseteteenne 163 EXPO REDON Sasiia E 163 EmalSWamplatua iia 163 DAS ENS iaa 164 Rental Cate A A A A ent meet tee 164 SWAMP Tutorial Computer System Requirements for running SWAMP 3 0 A Windows operating system preferably Windows 98 or later 12 megabytes of space on your hard drive 64 megabytes of Random Access Memory much better to have more than this All forms have been expanded to 4 3 4 x 8 so users will need to have a minimum screen resolution of 800 x 600 to view the new forms This tutorial is designed to give you experience in entering buildings units and tenants in the database and then generating rents and recording payments Follow it step by step NOTE In place of our sample information you may wish to put the actual unit number price and name of a current tenant or overwrite the sample with actual names later When you open SWAMP our friendly frog at the Home Menu greets you BE k e lle E TT Mi cal 1 Expenses Units Administration Unit Rates From the Home Menu click the Administration icon to open the following form ES Administration Form Custom Information Latest Updates Categories Release Notes Gate ccess Update Occupancy Lease Regenerate Occupancy Configure Credit Card Regenerate Paymentinto Display File Names Regenerate Categories Backup Database Update Rate Dates Restore Database Archive Database 4
29. Some managers prefer to charge a full month for the first month then pro rate the second month On the Custom Information form there is an option below the Same Day option that says Do not Prorate First Payment If this has been selected then clicking the 1 button will place a full payment on the Rents form The subsequent month s rent will be prorated to bring the Due date back to the Same Day date Eade Jane a Preview Print Receipt Receipt P D HM Unit a Type Billed Paid Billed Due Paid To Paid Hum PP M230 fe e 9800 90 00 9 Aug 2006 3 Aug 2005 9 Sep 2005 9Aug 2005 RT TA TO a O aa 00 90 00 3 Sep 2006 42 When that Rents form opens you will note three buttons along the top of the form ll Add Another Payment Clicking this button will add another payment to the amount already entered If you are on anniversary billing or Same Day with a prorated first month then the amount added will be a full payment If you are on Same Day but also chose Do not Prorate First Payment the amount added will be the prorated amount from the Paid To date to the Same Day date After entering rental payments you should enter any other payments that you charge a new tenant such as lock or security deposit Click the arrow to the right of the Type field to display a list of the types of charges Several of these Categories have been
30. Stands for mailed and should have a check mark in it Tenant This is the name of the tenant or organization renting this unit The name should be there Unit The number of the unit rented should be in this field Type The category of the billing should be written in this field 1 e Rental Billed The amount billed for this category should be listed Paid This field should have 0 00 entered The amount paid by the tenant will be entered in this field Billed The date in this field is the date that this billing was created by the Generate Rents Fees function o Due The date this payment is due should be in this field o Paid To In the case of a rental payment this is the last day of the rental period covered by this payment For most other categories of billing this space should be blank O O 0 0 O O O o Paid This field should be blank When payment is made the program will enter the current date o Num This field will be blank You may enter check numbers or a memo in this field up to ten characters At the bottom of this form are four windows labeled Count Total Billed Total Paid and Balance The numbers and amounts in those fields at the start are for the entire database When you have selected a tenant they reflect only those billings in the window If the tenant made a partial payment earlier and you have only Unpaid entries in the window the past due amount will not show here If y
31. The list at the left includes all those reports that can be opened directly without further input from the user At the top of the list appear the words Select a report Selected in the illustration below is Available Units Access Codes Income Reports Active Tenants All Tenants List Available Units Balance Reports Balance Due Bank Deposit List y Occupancy Reports Blank Tenant Card Fie Buildings i Category List Economic Reports Current Occupancy Current Rentals Current Tenants Deposit Summary Category Deposit Summary Tenant Late Tenants Expiring Credit Cards Late Tenants Lockout Status Payment Checklist Payments This Year Rentals by Month Proration Table Release Notes Special Rates Undeposited Payments Unit Status Units by Building Waiting List Tax and Rent Reports Event Summary Payment Yalidation Below this list are four action buttons e Preview Clicking on this button will open the report for your viewing Those that are date reliant such as the deposit reports will use the current date as default e Print Clicking this button will send the report to the printer e Export Clicking this button brings up this dialog form 112 Output To Select Format Microsoft Excel _xls Rich Text Format 7 rtf M5 DOS Text 7 txt Cancel There are three choices as to the format you want the report to be in Choose one and click on the OK button and this form appears Output To
32. When it is the value is a three digit number found on the back of the credit card near or on the strip for the card owner s signature NOTE 2 If you have a card reader connected to your computer swiping the tenant s credit card will enter the information in the above e SWAMP allows you to compose several letters into which tenant information will be merged After these form letters are created this command enables you to print the selected letter concerning this tenant and this specific unit Letter Click the arrow to select which letter you wish to print Click on Print Letter to merge the tenant information into the selected letter Print via the usual File Print commands e Card Blank Some managers like to record the rents of a tenant on a separate printed card in addition to having the information in the computer Clicking the printer icon under Card will create a report that lists the tenant and unit information and prints the payments made by the tenant Clicking the printer icon under Blank will create a form that lists the tenant and unit information and has lines to record payment information for a period of three years Both of these can be printed in a format of 5 x 8 inches The margins may have to be adjusted in page setup to have your printer do this procedure correctly on a 5 x 8 card Some printers will allow the selection of 5 x 8 and will set the margins automatically Starting with version 2 11 the 5
33. Windows Explorer It 1s a tool that allows you to see files and the relationships between files and folders With this tool you can copy files change the name of files move files from one folder to another folder With Explorer you can look inside your hard drive your floppy drive or your CD drive You can also move or copy files from one drive to another You access Windows Explorer by first clicking on the start button at the lower left hand of your computer screen with the right mouse button This will open a short list that includes Explore Clicking on that word will open this form EN A F F a ic i Back parana ES Desktop El mesetup t File Folder Fig hy Computer Access File Folder El 28 3 Floppy A Acrobats File Folder E Micron C C Acroread File Folder 1 03 mesetup t Beyond com File Folder a Access Bicycle File Folder In the field labeled Address you will see the drive or area that is being shown in the window at the right Normally the default will be the hard drive of your computer C You can change that by selecting from the drop down menu obtained by clicking the arrow at the right of the Address field or by clicking on the folder in the left hand window that you wish to look at as in the view below where the folder titled SWAMP has been selected You will note also that the columns in the right hand window have been adjusted so the file names size type
34. blank rental line just below the first one when you enter information in the first line This allows you to rent as many units as you wish to the same tenant without having to duplicate tenant information Five units at a time are visible on the tenant s form e You may overwrite any of the items on this line For example changing the 1 to 12 for an annual renter You can also set a special rate or a different start day 1f you wish Such changes should be done before the next step Setting a Special Rate When a unit is rented the standard monthly rate for that unit is displayed in the rate field If you wish this tenant to be charged at a different rate select the standard rate with your cursor and enter the new rate Then go to the Rate Date field and enter in that field a future date for when the special rate will no longer apply If it 1s valid for six months set the Rate Date for six months from now When the Rate Date expires the tenant s rate will revert to the standard rate as set on the Unit form If you want this rate forever for this tenant then set the rate date out a very long ways years if you wish Special Note When you enter an existing group of tenants into SWAMP we recommend as the least amount of work and the quickest way to be up and running that you use as the 41 Start Date the Due date of the last payment made by this tenant Then click on the button under 1 to enter that paym
35. creates a report listing all categories that are in the database The categories are listed alphabetically in two groups The first group 1s the income categories The second group is the expense categories The information provided is the name of the category the description whether it is income or expense the kind of category normal recurring refundable or fee and whether or not it is a taxable item Clicking on the down pointing arrow to the right of the field will create a drop down window with a single alphabetical listing of all categories in the database The same information is presented 146 To add a category place your cursor in the empty field and double click SWAMP will open the category form listing only those categories that can be changed When you first use this feature there will be only a miscellaneous category listed Categories Category List Category Description Default Balance Type Category Kind Taxable Ad Fee Fee for advertizing for sale 60 00 income Lock Out Fee for locking unit 10 00 Sale Fee for conducting sale 75 00 Miscellaneous Miscellaneous 0 00 Boxes Sale of boses and packing supplies 0 00 Place your cursor on the line under Miscellaneous and type the name of the category Tab to the next column and write a description of the category Ifthis is a fee which can have a Default amount enter that amount here Otherwise type in 0 00 Click on the arrow under
36. directory on the SWAMP CD 2 For an Update Run Setup exe from the Update directory on the SWAMP CD Table of Contents Welcome CO SWAMP A RT 1 Installation OLE SW AVID osos nn cinc IRC cicle 2 Table OF COMOEMS naana AAA 4 SW AME TO a neta 9 Computer System Requirements for running SWAMP BO oocccccnnccnnccccncnnnccnoconnccnnccnnnnnos 9 PINE ainia 18 CO EEEE PEE ANRA AEE IAE AE AEN AEI nan Or re ar eam ED A orn eerie 18 A A 18 EIR EVOL ETP E E S E OE E S A E EE S E A AE E E A EA 19 Computer System Requirements for running SWAMP BO ooccccccnnccnncccccconnccnncnncononnnnnos 19 Step One Find Database ar ticas 19 Step TWO Custom INTONMALION sisicrisi dit 21 OP VION Sarria a tad 25 Step TIC BUIN a ad ee 28 Step EQU UNS tt 31 SISO FIVE TONES a did 33 Gale Ie race nidad alla 33 NOW back to the Tenant Fonasa ds 39 MIA MIO satan ricino iii aii 59 OPC TL iia aaa 59 SWA VI ni n AA A E eee 59 General Operating Suggestions sssssssececcecccccccccsossssssceccccececccccossoosssssescccececececesssssssssse 60 Rents Due on the Same Day rarneinanirn ra A A ii 60 Rents Due on the Anniversary of Rental oocccooccccccnccccnnconcnonncnnnnnnnnnnnononnnnnnnnononcnnnos 60 Administration RN ep O E E 61 a A O 61 Ec e o E 5 A 62 Release NOLES da 63 Update OC CUD ACY ai it 64 Regenerate OCCUPANCY erminni A eta 64 Regenerate Payment Iniciada 64 Regenerate CateQories erias E a EE 64 Update Rate Dates and Changing Rate Dat
37. due Payments that are late by 9 days shall be assessed a late fee of 10 TMSA Lease Since so many of our users are members of the Texas Mini Storage Association SWAMP has a feature to integrate with their lease software or with their printed lease forms These choices are available from the same Lease Options form discussed above Lease Options Lease Type None Internal Lease Internal Lease Compose Lease Select Rental Process Lease C THSA Exhibit A O THSA Blue Moon THSA Exhibit A THSA Lease Defaults The Exhibit A method will print a single sheet of paper listing the values for each held of the THSA lease attach this to a blank lease form HOTE you must be a THSA member to use ther lease Use the THSA Lease Defaults to set up the ie to a data file default values for pour facility THSA Blue Moon Blue Moon Program CABLUEMDON BLUOEMOOA ExE Blue Moon Data Directory C BLUEMOOMNS DATA The Blue Moon method uses an external program from Blue Moon to print out a formatted TMSA lease with values that are exported from SWAMP External Lease Word Processor C PROGRA 150FFICE2E OFFICE 11 vv OF Export Type Lease File CAADOCUME 1TC4LVIN T SAY DOCU 7ALE ASE Merge Data File CADOCUME 1TC4LVIN 7 TAM YDOCUTNTSLEASE Select Rental Mail Merge Spreadsheet Print Blue Moon Lease Select Rental Generate Lease using Blue Moon 75 If
38. for Category How much should be refunded to the tenant at this time Ifthe refund amount is greater than zero then create an item of the same category with a negative value Receipt 1s set to true Ifnot all of the deposit is being refunded ask what to do with the remainder You have indicated that you are not refunding 0 00 How much of this if any do you want to apply towards cash obligations as opposed to non monetary items such as for cleaning or repairs e Ifthe user specifies an amount an item of Apply Deposit is created for that amount It has a Billed amount of 0 in order to change the tenant s balance by the specified amount Another item of the same type as the refundable category is created with negative values to decrease the deposit balance gt Finally check to see if there is a balance o Ifthe tenant owes money ask the following question This tenant still owes 4 0 00 Click Yes to write this off as uncollectible bad debt Click No to continue to try to collect the outstanding amount 51 If yes then write it off All unpaid items will be marked paid mailed and deposited The paid amounts are zero An offsetting Bad Debt item 1s created to zero the account o Ifthe tenant has overpaid then ask the following question This tenant has overpaid by 0 00 Click Yes to refund this amount Click No to zero the account without refunding the balance Ifyes then create an item
39. form enter the following information e Unit Number Enter the number 101 Building Enter One Status Select Active if not already there Size Enter 10 x 20 Rate Enter 55 00 e Rate Date Enter 1 Jan 2005 Return to the Home Menu by clicking on the door icon On the Home Menu click the Tenants icon to open the following form Tenants A BE Tenants Sho Active CO Inactive All Notes Timestamp Tenant ID Counte First I Last Name rd a A E Organization Je Address ego TEO Dear A o AN Employer A Vehicle License State teense Sd O Identification A omen oS email Phone 1 J Phone jal TE In Military Unit Pernod Rate Stark End On the Tenants form above enter the following information e Name Enter Reginald K Callister e Address Enter 873 West Callendash Street e City Enter Mayfield WP 54909 Place your cursor in the field under Unit at the lower part of the Tenant form and enter the number 101 Press the Tab key on your keyboard The result should be something like the following 13 Tenants Sho Active O Inactive All Notes Timestamp Tenant ID 132 First l Last Name fFesnad KE Organization Jo Address 573 West Callendash Street City Mayra TJ Dear O or Employer Po Vehicle License State License 0 CSS Identification
40. four menu choices Placing your cursor on any one of them causes it to change color To select a choice click the left mouse button New Installation If you are just joining the SWAMP family you should choose this function An install shield will open to guide you through installing SWAMP on your hard drive We recommend following the suggested location in a folder called SWAMP on your C drive Do not install SWAMP in a Microsoft Access folder Install Utilities This will install the SWAMP documentation fonts and utility icons used for repairing and compacting databases Update Installation If you already have SWAMP on your computer in an earlier version select this option This will install the new features added to the program since your version View Readme File This is a text file that gives instructions concerning installation of SWAMP and the accessing of certain special fonts used by SWAMP The file may be read by clicking this option The file may also be printed View Manual The current Users Manual may be viewed and searched on screen by using this option You must have Acrobat Reader on your computer to access this document Acrobat Reader is available free as a download from the Internet A feature using Bookmarks allows you to search and find specific sections of the manual If this menu does not appear click on Start select Run and then 1 For a New Installation Run Setup exe from the root or main
41. gross square feet and the total area meaning the rentable square feet Clicking on the down pointing arrow to the right of the field will create a drop down window with the building name location date opened and initial cost If you place your cursor in the empty field and double click SWAMP will open the Building form from which this information is obtained Units Clicking the printer icon next to the Units field creates a report listing all units in the database by building The report lists the units alphabetically or numerically by the first number or letter That is 1 will be followed by 10 11 12 and 19 will be followed by 2 21 22 etc It is suggested that you use three digit numbers so that 101 1s followed by 102 103 etc OR that you place zeroes in front of your numbers as in 001 002 003 etc The information supplied for each of them is the unit number the dimensions or description square feet rate and any special characteristics like tall inside heat or electricity Clicking on the down pointing arrow to the right of the field will create a drop down window with the same information except that all units are listed in order without consideration of which building they are in If you place your cursor in the empty field and double click SWAMP will open the Units form from which the information in these lists is obtained Categories Clicking the printer icon next to the Categories field
42. in the report The name of the tenant printed Last Name First Name Phone number Unit number Rate Balance Current Paid to date Locked out date Move out date Lockout Status This report lists all tenants who are currently locked out as in this example 119 i Locked Out Status O Days Late Lock Date Unit Code Paid To Billed To Curent Days Late Lock Date at a adi diah e a a Hame Jones Jae i Spritzer Amanda E Watleford Bahee Jam You may sort this list by Name Unit Days Late or Lock Date The list may be printed You may also unlock a tenant by clicking on the X at the end of the line These features work on the tenant forms whether or not you are using a gate interface Payment Checklist The Payment Checklist is more graphical than the Payments This Year report but gives much the same information Tenants are listed by name in alphabetical order along with their unit number To the right of that are twelve columns for the months of the year in which there appears an X for each month where the rent for that tenant and unit has been paid The payment information is for this year only There are two columns to the right of the months labeled Deposit and Key Date These are for your use No information from SWAMP will appear in them Payments This Year This report presents a list of which units are paid this year by month The information presented i
43. of the number of rates changed will appear e The next time the Generate Rents function is used the program will look at the Rate Date for that unit on the tenant form If the date has passed 1t compares the rate on the unit form with that on the tenant form and if they are not the same the new rate is inserted and a billing is generated at the new rate At the same time a new Rate Date is entered according to the guaranteed time found on the custom information form If the rate date already on the tenant s form is still in the future the old rate continues to be used e NOTE If you give a tenant a special rate it is imperative that you also extend the Rate Date for the period that you wish that special rate to stay in effect Otherwise the Generate Rents function will change it to the new rate when that rate date is passed 144 Lists The Lists icon on the Home Menu opens a form that allows you to print or view lists of various parts of the database It also provides a method of editing by allowing you to go from this form to the forms from which the data is created Each title will be discussed below in the order shown on this menu Units 3 I Property All Tenants E Active Tenants IL i 33 E amp I Categories All Tenants Clicking the printer icon next to this field creates a report listing all tenants who are in the database The tenants are listed alphabetically by surname or organiza
44. of the unit and starting the long process of preparing to sell your goods Thanks for your prompt attention to this matter Sincerly yours Emily Applegate Manager Statement Details Category Billed D ate Due Paid To Billed Paid Balance DatePaid Num Rental 3 Jun 05 1 Jun 05 1 Jul 05 95 00 0 00 95 00 Late Fee 20 Jun 05 20 Jun 0S 10 00 0 00 105 00 To print the late notices click on the button Print Late Notices to open this form Print Late Notices X Preview Preview E E Labels Notices Envelopes Print Print 3 This dialog box works the same way as Print Bills You may print all notices at once or preview them and print selected ones Mark them mailed after the printing All late notices for a specific rental can be viewed by going to the Tenant form and clicking on the button on the rental line under the word More 103 11 eri 3 Additional Rental Infor A Additional Rental Information __ Contract Ho Access Code Other Code Time Zone Update View Gate Late Key Zone File Notices Tax Exempt Credit Card Information No Late Fees Charge Payments to Credit Card No Lockout Don t Mail Dont Prorate K A Letter E E On the above form click on the View Late Notices button to view all late notices created for an individual unit Late Notices lex Late Notices ii Unit H Type Date Hailed ix If you wish to reprint
45. record of each tenant whose rent will come due since the last time you generated rents and the date in the Generate rents having due dates up to window If you are doing Anniversary billing the amount of rent generated will be the monthly rate times the number you have placed in the Period field on the tenant s rental form If the option to Start all Rentals on the Same Day is set on the Custom Information form SWAMP will now attempt to set any and all rentals to the date specified in the Which Day field If Do Not Prorate First Month is set then rentals that have due dates that match the move in date will not be prorated Other than that exception if for whatever reason over payment split transaction manual change etc the last Paid To date is any thing other than the Same Day date a prorated rental will be generated After you have printed the invoices and envelopes see below click the button that says Mailed Note Click the Mailed button even if you do not mail invoices You may also select tenants for whom you do not wish an invoice to be printed This selection is done on the rental sub form of the tenant form Click on the yellow plus sign under More and this form opens feiss Additional Rental Information PEE Additional Rental Information Contract Ho Assign Access Code Access Code Other Code Time Zone Update Wiew Gate Late Key one
46. rn Er Pr en nar PEI renee Ee 150 A A 150 MIES coins 150 How Do A A T E 151 HOW DO AGG Categories tddi 151 HOw Do 1ASSESS Late F6CS cvonscnont li 151 HOW DOs ENE payments a Eo 151 ROW DO TL Phin ai Rec orep he Goneidimdes eae 151 ROW DOU Prorate RENS tii cies 152 How Dol Reprintan INVOICE soria is 153 POW WO UA SWAMP Tiosan a ae ctne ees dead ual ocht alata tesa tte uae wan 153 How Do Use the TMSA Rental Agreement ccccceeeceeseeeeseeeeeeseeeeeeseeeeeseaeeesaaeees 154 POW IO CHANGE ales tunear 154 How Can Print Details of Past Due AMOUNTS c cc cccccecececececceecececececececucenanaeaeans 154 How Can delete a payment line or a rental line oooooooooocccccccocacccnccnnnnancnnncnnnnannnnnnnns 155 HOw Dol Wilte Olf a Bad DeDl Pucci 157 How Do format numbers and dates on mail merge letters oooccccconnnccnncnnonon 157 How Dol Move Out a Tenant ci cstiscesecessedteetandasa tens a aden sdnanedd a a 158 How Do avoid those tiny rents generated for past tenants ccccceseeeeeeseeeeeeeeees 158 How Do maintain Special Rates given to some tenants ccseeeeeeeeeeeeeeeeeeeees 158 HOW DO CODY alle seien EE EE lle 159 How Do create lists of deposits and other special payMentS ccccseeeeeseeeeeeeees 161 Addenda Userul Tips sssiscninicnnunnucicnnuannwinnanincn aan nna 163 SWAMP Secrets Revealed eiicccic tesa ci totic ie ii 163 E GROV A 163
47. so that envelopes will print correctly on your printer Open addresses in the preview mode first then go to Print Setup You may also have your return address printed on the envelopes by clicking the Include Return Address box before printing NOTE When you click the Print Labels button a pop up form will open providing a space to indicate how many labels to skip This allows you to use sheets on which some labels have already been used Skip Labels i gt Enter the number of __ ok labels to skip before 138 Move in and move out SWAMP allows you to search for those tenants who have moved in or moved out since a specified date The default date 1s yesterday z Jun 2005 A Set the date from which you wish to select tenants who have moved out or tenants who have moved in Click the hand icon next to statement Select Tenants that Moved after Date Selected tenants will be highlighted on the list in the window and the category of that list will change to All for the moved out selections If you wish to use this information for a form letter first name a file in your documents that you can use with your word processor Then click on the icon next to Output Moved Data to a File You will first get this form BS Balance Report Form al amado Choose Mail as the export type and then click on Export When the next form appears select the file in your documents that
48. synch That is what the Import Gate Table button does NOTE With the WinSen Remote system SWAMP does not run the interface program That 1s handled by the Sentinel Remote system 35 When you run the gate interface all changed codes are updated and the code for each tenant who is past due is deactivated SWAMP has another feature that allows you more control over the locked out tenants This feature works with the gate interface but also operates 1f you do not interface with a gate The buttons for this feature have also been placed on the Activities menu for your convenience Hotes To update the gate system Update Lockout Status Use this function to ensure that the appropriate rentals are locked out Use the View Lockout Status to review unlock locked out rentals Lockout Update Lockout Yalues Generate Gate File This builds a file with the specified data Hun Gate Interface This runs the program provided by the gate company which processes the status information View Lockout Status The Lockout grace days has been moved from this form to the Custom Information form That field allows you to control how soon after a person becomes delinquent that his code will be locked out or disabled Just set the number of days in that field then when you click on Update Lockout Values SWAMP examines each tenant s payment status Those tenants who were locked out but are now current w
49. the Actual Rents you received for the same period and then gives the percentage of what you received as compared to the potential The second report is called Occupancy Comparison It compares the percentage of space occupied each month in the facility to the percentage of economic occupancy actual rents and then lists the difference between the two One drawback to the report is that it counts multiple rent payments annual quarterly semi annual as income in the month received instead of the months for which it pays The four action buttons have also been added to this dialog box Tax and Rent Reports This report is specifically for those facilities that must collect sales tax on their rental units To access this report click the button to open this dialog box 126 Select Tax and Rent Report 11 Aug 005 Specify whether or not you wish the report to contain subtotals set the date range and click on the icon with the page and magnifying glass Preview The report will list the date paid the amount of taxable rents and the amount of tax collected These will be subtotaled as you direct and will also have a grand total Note This report will open only 1f you have indicated on your custom information form that you are subject to tax and have actually collected some taxes With the other icons this report may be printed exported or e mailed 1f your computer supports these actions Late Tenants Clicking this butt
50. the Activities Menu which allows more control and monitoring of these units 105 Lockout Update Lockout Yalues View Lockout Status Update Lockout Values You start first by entering on the Custom Information form the Lockout Grace days meaning how many days late a tenant must be before you lock gate access and or the tenant s unit Clicking the Update Lockout Values will cause SWAMP to examine the payment status of all tenants The program will enter today s date in the Locked Out field for any rental that is late more than the grace days It will also unlock any unit that was locked out but that is now current in payments At the end of the action a report will tell you how many units were locked out or unlocked View Lockout Status Clicking on this button will open a report listing all tenants who are currently locked out as in this example Locked Out Status lt Locked Out Status Sort by Name C Unt Days Late Lock Date Close Name Unit Code Paid To Billed To Curent Days Late Lock Date 7710 2005 8 10 2008 96540 11 7a Wattlford Bahes AO ez Y ou may sort this list by Name Unit Days Late or Lock Date The list may be printed You may also unlock a tenant by clicking on the X at the end of the line Changes Clicking on this button will produce a report of those lockout values that have changed since the last time Update Lockout Values
51. the date is changed manually at this form or automatically with the Update Rates function to be discussed later Features of Heat Electricity Tall and Inside These are optional descriptions that you might use to describe the unit when applicable Simply click the box next to any description that applies to this unit Display You have two choices as to how you want this unit to appear on reports and lists Click the box before Display Unit Size if you wish the reports to indicate the size of the units Click the box before Display Description if you wish reports to show the description of the unit rather than the size The selected option will appear in the field below the selection boxes Icons The icons on this form operate in the same way as explained in connection with the Building form above except that there is one more icon on this form El E Replicate When entering new units in the database if the next unit has the same size characteristics and price as the one just entered clicking on this icon will enter that unit as in this example BS Units Form s o x Units Unit Humber Tai Unit IO 164 Out of Service History eS Out of Service Back in Service Description Gize 10 su 0 Display Sq ft 200 Display Unit Size R ate 55 00 7 Display Description fio 0 Rate Date 24 Oct 2002 z Heat Notes Rate History Electricity I Rate Date ate 2 Tal l EEE 0 00
52. the following 160 Confirm File Replace xi ga This folder already contains a file named Backup mdb Would you like to replace the existing file 1 62MB modified on Thursday October 31 2002 3 20 44 4M with this one 1 62MB modified on Thursday October 31 2002 3 20 44 4M Click on yes to overwrite the existing file How Do create lists of deposits and other special payments Use the feature from the Activities menu called Select Billings BE Select Billings O x Tenant s Mailed Paid Date Select Une C UnMailed UnPaid Billed Billings Type S Mailed Paid Due AfterDate Both C All PaidTo Clear Before Date Unmatched Paid selection The above readings are the default settings of this feature and are most often used to enter a group of payments However the sorting features of this table can be helpful in many ways For the purpose stated above click on the arrow next to the field Type to get a drop down window of the various types of income and expenses BS select Billings Tenant E Mailed Income Income Late Fee Income Lock Deposit Income p Lock Purchase Income Locked Out Income Petty Cash Income Alley Rental Income 95 e Then select the category you wish to show such as Deposit or Lock Deposit Change the selection under Paid in the heading to Paid
53. this tenant You have the option of showing the record of all units rented by this tenant or of just one specific unit Further you may designate a time frame for the report by placing dates in the After Date and or Before Date The entries are listed chronologically and have each billing or payment on a separate line At the bottom of the report you will find summary figures listing the number of entries or Count followed by the total amount billed the total amount paid and the balance currently due View Notices SWAMP provides a utility which allows you to create various Late Notices This button allows you to view the Late Notices that have been created for this tenant Late Notices Ol xl Late Notices Unit Type Date Hailed SIG eNotes e 13Ma12003 7 yt VE IO ME A 57 Icons At the bottom of the tenant form are a series of icons and two windows The icons operate the same as explained above in connection with the Building form However there are a few additional icons on this form 58 Airplane This is a search engine Clicking the icon opens this box ME Select Tenant a You can write the surname of the tenant in this field or click on the arrow to get a drop down list of the tenants before starting to type In either case the program begins to search as you start typing As soon as the correct tenant appears click on that name and the tenant form for that tenant will open
54. to do it by the regular delete key may leave payments in your database which have no connection to a tenant and may cause problems in creating reports and in generating rents While you are writing in a field and wish to save the entry clicking on this icon will do that Moving out of a field by using tab or enter will also save the information This is most helpful in the notes field before creating a report from the printer icon See below If you are entering information in a field and decide that you really didn t want to do that then clicking this icon will delete what you have written and restore whatever was in the field previously Note You must do this procedure before the new information is saved and while your cursor 1s still in the field since moving the cursor out of the field saves the new entry The function of this icon is to prepare and to open a report concerning the data connected with the form you are then viewing The report lists information from the database that can then be printed Some printer icons will open a report on the entire database such as is the case with the one on the Units form which report will list all the units by building Other printer icons such as on the tenant form open a report dealing with just that tenant 0 Throughout SWAMP you will find these little doors with an arrow pointing to them This 1s an exit sign Clicking on the door will close the form you are viewing and return you to t
55. tools available here Clicking the icon labeled Letters on the Home Menu opens this box Custom Mail Merge Compose Letters Mailing Lists Clicking the button Mailing Lists opens this form 134 ME Mailing Lists Mailing Lists Mailing List My List Mame E Bunny Bugs E Copote ile Fudd Elmer E LePew Pepe Fig Porky The top field contains the name of the list Click the arrow to the right of it for all the saved lists At the right of the above are two action buttons Click the top button to create a new list Name the list in the blank field and then select tenants To select tenants for the list click the arrow to the right and a drop down window opens with a list of all tenants Click on a name to select it for your list Repeat the process until all desired names are selected The other button allows you to delete a previously saved list First select the list by typing the name in the field or clicking on it Then click the button Delete Current List Mail Merge Click on Custom Mail Merge to open this form 135 Masi Merge Enter a list name before saving ee Selection az Select Tenants ee Named List Aaprode Aaron 4ppledown Mark ay m Lemerrmangh lero Balle Select tenants from a Mailing List Billhoppe MaryAnn E Brownwell Judith Burchgraett Adrian Butler Israel Label Size Da Labott Sebastian 9 5160 1 x213 16 First i Print Labels
56. will want to run this every time you have made a change in your access code files either by adding deleting or changing an access code In most cases this update of the file will be done by SWAMP automatically As shown above SWAMP will now interface with DoorKing DKS entry gates This function does not support Telephone Entry Systems which would not be practical for self storage facilities The DoorKing system has a few limitations that the SWAMP user should note Names in the DoorKing database will only store the first 15 characters of the Tenant name as listed in SWAMP last name first Therefore some thought should be given to trying to make the names unique within 15 characters Duplicate names will produce a warning not an error On the other hand duplicate access codes are not allowed and will result in an error Therefore every rental must have a unique code SWAMP will do that for you however if you enter a duplicate code by hand SWAMP will notify you that it is a duplicate and ask you to confirm that you want to use the duplicate When using DoorKing you should always decline to use a duplicate code This means that a tenant who has multiple units will have multiple codes assigned they need only use one of the codes however The first time you transmit data to the DoorKing system you must use All Tenants after that you can use Changes as well as All Tenants There 1s a new field called DKS Account Name this field must cont
57. you need assess a fee on a tenant for being late by so many days but need to wait a specified amount of time after a previous type of charge before assessing it The last field prevents the program from assessing a duplicate fee if one has already been generated during the last specified number of days e Type Two This is the way SWAMP has handled late fees from the beginning It allows you to specify the number of days late that will trigger the late fee The Grace Period and then allows you to specify a flat fee or a percentage or a combination of both a fee and a percentage One change has occurred You may now choose to have the percentage calculated on the amount of the monthly rental or on the total amount due as it did previously Click the button to toggle between the two choices Also you may choose either a month or a specific number of days to avoid a duplicate assessment of this late fee e Type Three With this type you can assess a standard late fee after your grace period and then assess an additional late fee for each additional day up to a specified maximum amount NOTE This will calculate late fees on the current month s rent only It will not assess late fees or previous month s rentals that may still be owing e Type Four This feature allows you to assess several different fees at the same time based on various periods of time late Click the box to the left of the fields to create or to activate th
58. 005 Update Now e When you have made your selections click Update Now The program will enter the appropriate dates in the field on the Tenant Form which has the heading Rate Date This is the date that any new rate will go into effect for this unit for this tenant Note When you update for the first time to an existing database many of these dates will be in the past 65 About Clicking this button brings up a logo for SWAMP that indicates the copyright dates and the version of the program that you have installed Custom Information This form is discussed in detail in Part One Getting Started Refer to Step Two on about page 19 or 20 of this manual Categories When you record income or expenses in SWAMP each is assigned to a category Several categories are hard coded in SWAMP meaning that you cannot delete or change them They are needed for various reports to be created To view a list of those categories that you can change click on the button Categories to open this form 66 E Categories Category List Category Description Default Balance Type Category Kind Taxable Bores Sale of boxes 0 00 Income Fee x Depost Secu Depost 5000 come retarda Locked Out Fse tor lockingut ODO income ree fe Sale of Properly Sale of Property 000 income Noma TAdvetizing Advetiangles to tenan 6000 income Miscellaneous Miscellaneous 0 00 Expense 2 Hormal R
59. 1 28 97 10 41 SM a UpdateB Sap exe 103346 Application 12037 1 39 PM a Virginia y Backup Job 1 Di B9SKh6 lomegaBackuprile 3 19 99 5 42 AM mE Wetascarn sa Backup Ildb 1KE LDE File 222202 223 Pe eg Welfare T raining Fay backup mdb 1 47266 Microsoft Access Application Arar S23 PM H E windows ig amah Select the file backup mdb in the window at the right Scroll up the list in the left window until SWAMP is in view EX Exploring Removable Disk D File Edit View Go Favorites Tools Help Er gt ajx A x Ee Back Bamsand Up Cut Copy Faste Undo Delete Properties Views Adhe 5 D He Taa oof LJ Pics File Folder Bo OO 9 21 AM Ba SE AUrnz T24EB File 128397 10 41 AM a Solit SOZIp exe LOKE Application 142037 1 39 PM oe Swamp FF Backup Job 1 Di EJ6KE lomegabBackuprile 3719 99 5 42 AM Swamp2B Backup ldb 1KB LDE File 22 923 PM al sampler backup mdb 1 47266 Microsoft Access Application Arar D S23 PM Bees C Swampecopy Put your mouse pointer on backup mdb in the right window Press down the right mouse button In the popup form that opens select Copy and click on it with the left mouse button Then move your cursor to Swamp in the left hand column above Click the right mouse button and from that form click the left mouse button on Paste That will put the file into the folder Swamp If there is already a file there with the same name you will get a popup form such as
60. 120 the tenant moved in the rate date and last paid to date A total number is also furnished at the bottom of the report Setting a Special Rate When a unit is rented the standard monthly rate for that unit is displayed in the rate field If you wish this tenant to be charged at a different rate select the standard rate with your cursor and enter the new rate Then go to the Rate Date field and enter in that field a future date for when the special rate will no longer apply If it 1s valid for six months set the Rate Date for six months from now When the Rate Date arrives the tenant s rate will revert to the standard rate as set on the Unit form If you want this rate forever for this tenant then set the rate date out a very long ways years if you wish Undeposited Payments This report is a list of payments that have been made and recorded since the last deposit was made It lists the date the payment was made the name of the tenant the unit number the type of payment the amount paid and in the case of rental payments the date the rent was paid to This report is mostly used as a printed backup of payments and can be used as a daily summary of all payments made since the last deposit Unit Status This report lists every unit in your facility under the following headings Unit Display Tenant Rent the date Paid To the amount Billed the Current amount due and the Status Ifthe unit is empty then only the u
61. 15 Jun 2005 MMW e ftsteres e 9700 7 00 15 Jun 2005 15Jun 2005 13u 200 Cp afrenta 54000 40 00 15 Jun 2005 1Jul 2006 1 Aug 2005 19 Jun 2008 Pr s e Pena e 000 s000 18412005 TAua 2005 1Sep 2005 xp e EC owo o You may click the Preview Receipt button at the top of the form and then use the File Page Setup commands to set parameters as you wish them After doing that or without doing that click on Print Receipt The receipt printed is available only in an 8 1 2 by 11 inch format because of the expanded information it provides The receipt prints the tenant s name and address at the top and the storage facility s name and address at the bottom of the page The items shown are a description category of the payment or billing from and to dates for rentals the amount due the amount paid the date paid and your notation under Num The receipt then lists the unit total and the grand total of the receipt 151 Receipt of Payment 20 Ji ao Aaron Aapr ode 938 South Main Street Anywhere GH 48856 Payments For Umt ss Description 10 20 Description From To Due Paid Date Num Rental 1 Jun 05 1 Jul 05 95 00 95 00 25 Jun 05 Late Fee 0 Jun 05 10 00 10 00 6 Jun 05 Rental 1 Jul 05 1 Aug 05 95 00 95 00 5 Jul 05 Rental l ug05 1Sep 05 95 00 0 00 Unit Total 295 00 200 00 Total 295 00 200 00 How Do Prorate Rents SWAMP allows you to have all rents due on th
62. 2005 PT ea afrenta e 955 00 000 14May 2005 14 May 2005 14Jun 2006 d emee E 0 ao LN The Paid To date on the old unit has been changed to the date of the transfer and the new unit has been entered The tenant has been billed for the first month s rent on the new unit The following changes have been made to the rental sub form Unit Pernod Rate Stark End Ist Rate Date Locked Gut More Card Blank Lease Out Xfer yl 62 Je 1 2 5500 14 May 2005 SE May 20001 e tease Out ser ao 2 9600 5207 14 May ES Stun 2004 tease out rer E ERE COCO CO i al tease cu e Note that SWAMP has forced the vacated unit to the bottom so that active units are always on the top and visible If you chose Yes to the question about refunding the difference the following things happen First a receipt is created to show how much money should be returned to Judith Brownwell Receipt of Payment 20 fal Oo Judith Brownw ell S946 South Johnson Terrace South Paducoo WA S7370 Payments For Unit 30 Description 20 z 20 Description From To Due Paid Date Rental SJun05 14 May 05 69 55 69 55 20 Jul 05 Unit Total 69 55 169 55 Payments For Unit 642 Description 10 15 Description From To Due Paid E ental 14 May 05 14 Jun 05 55 00 0 00 Unit Total 55 00 0 00 Total 14 55 69 55 53 This shows that Judith paid 69 55 more for unit 230 than she should have to t
63. 2005 3980 4816 86 3 42255 5 May 2005 3766 4851 84 1 422559 9 Jun 2005 3390 4496 80 6 42255 5 33315 25 18 8 33515 25 19 35 30565 25 12 3 The by now familiar four action buttons are found in this dialog box as well as two additional action buttons that we have previously described on the Administration Menu form Update Occupancy In order for the table to generate an occupancy report the cumulative occupancy information must be entered each month The button to accomplish this has been added to this form for convenience from its normal place on the Administration Form It is a good idea to schedule this function for the first day of each month via the Reminders feature to be sure it is not forgotten 125 Regenerate Occupancy Also moved here for your convenience this button will regenerate the occupancy tables from the earliest rentals in each building This is most often used in the rare instance that the occupancy tables have been corrupted Economic Reports Are you receiving all the rent money you should be from your units Clicking on the button labeled Economic Reports opens this dialog form Select Economic Report 11 4ug 2005 There are two reports available The first 1s Economic Occupancy This report uses the amount of rents you would collect if all units were rented at their full rate The report lists this as the Potential Rents for each month of the time specified This information 1s compared to
64. 231 mdb e a backup a 20061231 mdb Leave this menu by clicking on the small exit door to return to Administration and then leave that to go to the Home Menu Step Three Buildings Information concerning each rental building of your facility must be entered into this template which is opened by clicking the Buildings icon on the Home Menu Buildings Bldg ID Count Building 6 63 Location 5551000000534 Initial Cost o Gross 5q Feet ees Rentable Sq Feet fo Opening Day Po 28 e Building Name your building The name may be alpha letters numbers or a combination but a name is needed to allow some reports to be created We suggest one two three etc e Location This is for your convenience and is an optional item not needed by the program e Initial Cost An optional entry for your own information SWAMP does not use the cost figure e Gross Sq Feet Enter here the number obtained by multiplying the width of your building in feet by the length of the building in feet e Rentable Sq Feet You will note that as you enter the gross square feet and press the tab or enter key that your cursor will skip over this field That 1s because you cannot enter a figure while you are at this form The rentable square feet are calculated for you automatically as you enter each individual unit in the Units form e Opening Day The program requires that a date be entered in
65. 5 E ISLE II ECO o oo O O IE While clicking No would cause this entry Carnabr Cornelius a To print a E NEL the ES Unpaid O Paid AY in the appropriate lines ee es E Al CUnit C Unmatched All and press the Receipt button ga Pia PDH Unit Type Billed Paid Billed Due Paid To Paid Hum A a My 338 e fea 2 40 00 40 00 24 Mar 2005 1Mar 2006 1 Apr 2008 24 Mar 2005 Mh 390 2 Rental 2 40 00 40 00 24 Mar 2005 1 Apr 2008 1 May 2005 22 Apr 2005 TP 2 Rental 2 11 61 000 16 Jun 2005 May 2005 10 May 2008 xap A FEA omy mor FR IE O FE When a tenant has a refundable deposit you will get a question such as this Refundable Paymen x The tenant has made a ox refundable payment in OK the amount of 40 00 for Deposit How much should be refunded to the tenant at this time Cancel EOE O You may refund all some or none of the amount Enter the amount of the refund in the field at the bottom Note Do not use the sign just numerals I chose to refund 20 00 and got this 47 48 No n ren un ad ab le An E ount You have indicated that you are not refunding lt lt 70 00 How much of this if any do you want to apply towards cazh obligations as opposed to non monetary items such as for cleaning or repairs 70 00 I chose to apply all of this to what the person owed me and SWAMP informed me e This tenant has over paid by 6 39 Cl
66. 5 00 Jones Mary 35 00 Nestle Maryjo 45 00 Rogers Quenton 42 00 Snickelfritz Jane 11 35 Toady Newman 35 00 Total for Deposit 960 45 101 Customize Late Fees This information has been explained in detail above Refer to the discussion starting on page 88 of this manual Late Notices SWAMP provides a template where you can create your own Late Notice which will integrate information of a tenant who is late by the number of days you stipulate You may also specify a fee connected with that number of days late which will be assessed to the tenant at the time the late notice is generated Any number of late notices can be defined The definition consists of six parts 1 a Type name to identify the notice type 2 Days indicating how many days late the rental must be to trigger the late notice 3 a Headline which will appear at the top of the late notice 4 a choice of whether to Include Detail Statement If you check this box all monies due from this tenant will be listed by type following the text of the notice The total amount due will be printed at the top of the notice 5 a decision if you wish to assess a fee connected with this notice If so check the box select the category and enter the amount of the fee And 6 the Text of the body of the late notice Clicking on the Late Notices button on the Activities form accesses the feature Setup Late Notices E Se TE G L Print L Setup Late Notices ni is
67. 715 832 2614 eto e Oaa 1 A a a 33 Categorie S cacem inkaa tai 64 117 142 146 Change i Lge ane eres ae id a a a a eer ree 154 GharacteriStioS cusco tocata 146 COPV Museos dadas rido 66 Current Rentals zan a a 112 117 Current TenantS suicida 112 118 Custom IMtormal Oh a a a ra 21 A O ee ee 62 64 128 Deposit PAVINGINS unio 99 DOB atascada 33 A O O II A A aie ane ese 62 Caicedo saan cts age a ecards A aseecmmaciee toes 93 151 CO OLIN sonst ge ster cements Sects a aacdntese Se onate accu a aa a 126 Enter payment ccccccccccsseececeeeeeeccaeeeeeeeeeeesaauseeeseaseeeseaeeeseaeeeeseeeeessageeeseueeessaaseesseass 93 151 ENVOIODOS cita deca ddvadaa ieee a anal santatadevasacdewmiaelanieay 97 Expense OF NCOME e iciccicocic li A ds 117 146 gt A 123 142 EXPO trasandino deidad ceci al ios 109 EXPOrt Balance INIO visitara iia 111 FINO Tables cunas dato data ocios ra 19 61 62 84 153 FUP age IMVOICES ridad dinos ddr iaa 21 Generate Late Fees NOW inician raid dada 151 Generale Reni alcala dao toalla lUo acia 87 Gordon Quayle 949 3645 14 000 1 Aca os A a A TG PoP TRO SO eT 21 151 Gleen AAA A A A A ORE a RN 33 Gross Sg ale TCO Uaioe a a oe 28 116 146 A A A E ERES 21 HIS PIGIUNGS a e iaa 21 INCOME iii idos 123 INCOME FRE DOINS nasa lactea 112 122 EA A eee a ei ces ce tee eee eee 1 NtalCos E E E A EE E oo 28 116 146 165 WM US ciara oss et cc teresa a aces a sie nao Mac nat aaa ate cated ae eee nee dee cies
68. 8 1 Aug 2005 13 Jun 2005 Fenai 4000 540 00 18 Ju 2006 TAug 2006 9 Aug 2006 9 Aug 2005 A ee ee o ee el In all cases above the balance owed by the Tenant ends up as 0 00 Except those where you choose to still try to collect an outstanding balance and the last Paid To and the End dates are the same Therefore the moved out tenant should not appear on invoice lists again These entries find their way to the Balance report in the following ways Balance Report Summary Te May 2005 For dates between 7 Apr 2005 and 72 May 2005 Income Expense Category Description Amount Income Apply Deposit 95 00 Fee for locking unit 20 00 Lock Deposit 35 00 Rental Income 15 026 07 Security Deposit 115 00 Income 14 991 07 Bad Debt 566 12 Refund 5 48 Expense 560 64 Balance 14 430 43 Here s a description of what the Out button does gt Checks the Last Billed to Date and Last Paid to Date gt Asks the user for the move out date it will use an existing move out date if there is one as the default value otherwise it will use today s date o Ifthe user cancels this the wizard is terminated gt If there was not an existing move out date and the facility has a gate interface then the interface file is updated to indicate the tenant has vacated this unit 50 gt The specified move out date is compared with the last billed to date o If the last billed to date is before
69. Amount MENTE EFI Garage 511216 TAJ 950 36 Total 162 52 This form allows you to select expenses on the basis of dates amounts descriptions categories or buildings In the example above the program has selected payments made for Maintenance The information contained in this form is utilized in the report Balance Reports to give an accurate picture of the income and expenses of the facility Unit Rates Click on this icon to open a table that lists all the units in your facility grouped by size and characteristics heat tall inside or electricity The table shows the number of units having identical size and characteristics and lists the rate for those units A button at the top reads Update Rates and is used when you wish to change the current rates assigned to these units When you click on the button titled Update Rates three columns of fields will open at the right with the headings New Rate Effective Date and Update Tenants The new rate and update tenants fields are blank or has 0 00 The current date is printed in the effective date fields 143 rr E EFP Effective Update Description Sq Feet Heal Tall Inside Elect Count Rate Hew Rate Date Tenants Ae 10 50 f 440 00 0 00 21 Jul 2005 Ae 10 50 E x 3 37 00 0 00 21 Jul 2005 Ae 15 r5 x x 12 440 00 0 00 21 Jul 2005 35 95 90 25 E 35 00 0 00 21 Jul 2005 10x10 100 x 12 15 48 00 0 00 21 Jul 2005 10x10
70. C Billed ess Type a Mailed O Paid a Due AfterDate sd Both O All C Paid To Clear Before Date O Unmatched Paid selection FD WH Tenant Unit Type Billed Paid Billed Due Paid To Paid Hum p TT Aable Joe Cristophe 2 813 Rental e 88500 000 17 Jun 2008 4Ju 2008 4 ug 209 PTT Aaprode Aaron 2 608 2 Rental f 96 00 40 00 15Jun 2008 1 Jul 2005 1 Aug 2006 TTT Aspenworth May Bel 2 103 Rental 45 00 0 00 15Jun 2008 TJul 2008 1Aug 200 PIT Caister Reginald 2 101 e Rental f 965 00 0 00 15Jun 2008 29 Jun 2008 294412008 TT Cheka Sony 2 233 e Rental 40 00 0 00 15 Jun 2008 1 Jul 2008 1 Aug 2005 PTT Crides Buck 224 2 Rental 2 66 00 0 00 15Jun 2005 1 Jul 2005 TAug 2006 TT Date May e S21 2 Rental 2 86500 0 00 15Jun 2005 1 Jul 2006 TAug 2005 PTT Comever Hay e 601 2 Rental 2 97 00 0 00 T5 Jun 2006 1 Jul 2006 TAug 2008 PTT Contols Unimted 415 2 Rental f 87500 0 00 15Jun 2008 1 Jul 2005 TAug 2006 TT Conn wiem ef 616 2 Rental 48 00 0 00 T5 Jun 2005 1 Jul 2005 T Aug 2006 TTT Crane Biy 608 Renta e 40 00 0 00 15 Jun 2005 1 Jul 2005 1 Aug 2005 PTT Crane Jap e 627 e Rental f 6100 0 00 15Jun 2008 1 Jul 2008 1002005 PTT Cubbon Thomas 2 413 e Rental 46 00 0 00 15 Jun 2008 1 Jul 2008 TAug 2005 TT De Mil Geriemn 2f 530 e Rental 2 65 00 0 00 15Ju
71. DB a Sula mP List files of type Dries Databases mdb c Select swampdat mdb and click OK Later if you wish to review where your program and data are click on the Display File Names button in the column at the right of the administration form and a popup form will appear similar to this oYAhMP Program File CAS WEA PAS RA MAP b DEB gt wWAMP Data File CAS WA PAYS YAMPDAT MDE If the Data Version and the Program Version have the same number then click on Close and go on to Step Two If they are different then click on the Update button to apply the new program features to the old database SWAMP will also regenerate payment info regenerate categories and reaffirm your choice of invoice types You will be asked if you want to regenerate occupancy After this is completed click on OK and go to Step Two 20 Step Two Custom Information From the Administration form click the button Custom Information You enter onto this template information concerning your facility and some choices as to how you wish the program to treat your tenants and the records Ele Edit Window Help Sl Custom Information Custom Information Proprietor Hide Pictures Business Yearly Payment Gets One Month Free Location Start All Rentals on the Same Day Hailing E Add FESS Rentals are Subject to Sales Tax Phone2 el Don t Prompt to Split Unmatched Invoice Type Half Sheet Pa
72. E Expenses Expenses Select Expenses z Date H Description Category Building Amount 3 Jul 2001 2089 BFl Gabege Maintenance m A 1216 0 Ju 2001 2100 Dal Press veia Jan fe 2261 1240 2001 2101 First Bank fe fan fe 227500 joe e ear E E E 14 Jul 2001 2102 Sears Paint 15 Jul 2001 2103 17 Jul 2001 2104 Edison Electric 50 36 153 45 45 15 The headings for this form are e Date of the payment e Meaning the number of the check e Description which can be the person or firm to which the payment was made or the purpose of the payment or both e Category this is the expense category to which you have assigned this payment useful for tax purposes e Building Payments can be assigned to a specific building or to the whole facility or to the office 142 e Amount of the payment After expense information has been recorded you may wish to select certain types of payments or payments to a specific vendor The Select Expenses button when clicked opens this form Be Selected Expenses Dates _ _ _o _ y Amounts C All Dates All Amounts Ss Select Date Range C Amounts Less Than 10 000 00 5 Between 1 Jul 2007 and 1 Jul 2001 C Amounts Greater Than 3000 3000 Descriptions Categories Properties All Descriptions C All Categories All Property C Description Contains 8 Select Category Select Property Maintenance 0 Jl Date T Category AEE
73. HSA lease Click yes to create the lease You will get this dialogue box first Pers Legasse xj Enter Space number E os or select an existing space from the list belor Space Tenant Lease Began On O1 22 27002 Fenneth Quirk 224 11 06 2001 Check here if pou want to Pre lease the Space D Duplicate Space aa or xXx Cancel Enter the space number in the top field if it is not already there or select one from the list below it then click the OK at the bottom of the above form The database for this lease will open Facility Mame a 1 Public Storage Space No 108 Date of Leaze 0207 2002 Additional Spaces Contract Hoa Tenantiz i Individual Business Johnson Mary Hi if Tenant s Last Mame or Name of Business First Mame Initials Date of Birth 932 West Halaburton Ave Chickesaw far 20498 Mailing Address City State ip Code I 848 587 4732 Yer fe Ho Employer 55N Tax ID Home Phone Work Phone In the Military ee eee eee Drivers License St Exp Date Other ID Veh License E mail q A AA A Emi ooo List person s who are entitled to same access rights as Tenant TENANT INFORMATION s List name address and phone number of person s who may be contacted in an emergency Cancel Tenant Information Collars and Dates Copies and Attachments Calculation of Initial Payment XK Cance Press lt Chrl gt lt Enter gt to Save lt Esc gt
74. Jal 0d 244102 510 00 10 00 8Ju oz Buda Juo2 7510 00 10 00 10 Jan 03 10 Jan 0 1O0Jan03 10 00 10 00 1 4u902 1Aug0d 1 Aug 02 rsio 00 10 00 40002 40402 40902 Bl Esc Key Double Click Export Reports Email Swampdat Addenda Useful Tips SWAMP Secrets Revealed Every once in awhile you can get stuck in a pull down list in SWAMP that won t let you out You get the message that Your selection must match a selection in the list Sometimes you get an invalid hidden character in there and there seems to be no way out Press the Esc key on your keyboard and that will restore the field to 1ts previous value Double clicking on various fields will do some interesting things The category field on the Expenses form will open the Categories list where you can add or edit categories Each of the fields on the Lists menu will open the data form that created the list tenant form Building form units form and categories From the Late Tenants report double click on the name of the tenant to go to that tenant s form make a call and record the info on the notes area Then close the tenant s form to return to the report The Start Date field on the rental sub form will bring up a calendar on which you may select the date SWAMP has features described above to export Tenant information and Balance information to databases or word documents Most Reports may quickly be expor
75. O Current Field All Fields a Down Close Match Case x Search Fields as Formatted You may search for Tenants by name or unit number by entering the sought for information in the field Find What and pressing enter or clicking on Find First If there are multiple tenants with that name click Find Next to go to another one The program will alert you when it has searched the entire database You have other options to customize the search if you wish NOTE You may use this feature to search for any information on the form For example if you entered a gate code as an identification of a tenant you can search for that tenant with this feature searching for the code rather than by name Clicking this icon opens a blank form or template so that a new set of information can be entered This is how you add new information to the database Clicking this icon will delete the information currently displayed in the form In the case of a tenant SWAMP will warn you by a pop up window that deleting this tenant will also delete all payment and rental information associated with this tenant Tenants are NOT to be deleted when they move out of a unit only when you have entered one by mistake See Part Three How do I move out a tenant or the discussion of the move out wizard under the Tenant Form You then have the option of continuing or canceling the deletion It is important to use this feature to delete any tenant since
76. Other ID e Mail Phone 1 ier a7 Jae Ledger Phone 2 848 657 6767 In Military Unit Period Rate Start End Ist Rate Date Locked Out More Card Blank Lease Out fer A 101 Pet tps 66 00 234p 2008 eaf ea Apr zoi se ANA Lease Our xiter Elfs ls ES ES tease Our xte SWAMP will have placed a 1 in the Period field 55 00 in the Rate field the current date in the Start field and a date which is twelve months later than the current date in the Rate Date field If you were renting this unit to a new tenant you would leave the Start date as 1t 1s If you were entering an existing tenant into the database for the first time you should change the Start date to the due date of that tenant s most recent payment l Go to unit Go to Access a See In either case next click on the blue green square under to get this form Rents lol x o E Callister Reginald j DE Add Another Preview Print Payment Receipt Receipt P D M Unit aType Billed Paid Billed Due Paid To Paid Hum CT 101 2 Rental e 55 00 55 00 29 Apr 2005 29 Apr 200523 May 2005 29 Apr 2005 56 00 35500 Paid nes pS May 200 14 SWAMP will have entered the payment for the first month including the start date as the Billed date and the Due date A date one month from the start date will be entered as the Paid To date and the start date w
77. Require second charge type Typelwo Type Three Generate a late fee in the amount of 0 00 for this months rentals that are past due by 0 days and then assess 0 00 a day up to a total of 0 00 Generate Late Fee for tenants who have a balance due and are past due by more than T F days and have pf peas Diode not had a late fee Generate enabled fee Use Fee Type Amount Days Late assessed against them types in the amount dunng the last specified when rentals no IO VE _ 0 00 o month hg aD Ue aa ae Py EA so A o specified number o cta CA E AA tooo a o Percent Pres of monthly rate Generate a late fee for this Rate gt Rate lt Late Fee Late months rentals that are 10 0 00 60 00 10 00 0 00 0z Fee 5 00 days late The amount will o _ a Both be determined by which range the rental rate falls in 4100 00 1 000 00 20 00 and will be the larger of the D Late Fee and the Late 1 000 00 20 00 e Choose Late Fee Type SWAMP offers five types of late fees In this field you select which one you wish to use when you generate late fees 23 e Type One Clicking the large question mark on each of these types will give an explanation of what it will do as in this example from Type One This custom tee type allows you to generate a charge of your choosing based on the absence of another type of charge since a specified number of days This may be of use if
78. S O arta rada 21 WWW CUA VICS CONN costara de tia 1 Yearly Payment Gets One Momm Free umi iia ia titan 21 In 122 167
79. Unpaid or Unmatched so that you may accurately keep track of the total amount billed and entered as paid at this time at the bottom of the form You enter payments here exactly as above Note that as you click the box under P that a check mark also appears under R at the right end of the payment line You may select other payments for the receipt in addition to the ones just entered by clicking the R box You may then click either Preview Receipt or Print Receipt The preview option is to allow you to set the printer options such as draft mode before printing Clicking Print Receipt will cause it to be printed without any delay The receipt printed will be in full page format and include all details of the payment See example below Receipt of Payment 20 Ji ao Aaron Aapr ode 946 South Man Street Anywhere GH 48856 Payments For Umt ss Description 10 20 Description From To Due Paid Date Rental 1 Jun 05 1 Jul 05 95 00 95 00 25 Jun 05 Late Fee 0 Jun 05 10 00 10 00 6 Jun 05 Rental 1 Jul 05 1 Aug 05 95 00 95 00 5 Jul 05 Rental l ug05 1Sep 05 95 00 0 00 Unit Total 295 00 200 00 Total 295 00 200 00 Non recurring Credit Card Sales If you have opted to offer credit card billing with SWAMP you may also use SWAMP to take credit card payments for single rentals sales or any other income item See the discussion of how to do this on page 81 of this manual Print Bills Onc
80. Welcome to SWAMP This computer software management program is designed to make your facility easier to operate by keeping accurate records of tenants income occupancy late fees status of units and expenses Reports are accessible to list tenants units rented available units locked out units activities and several other important items The information in this manual can be used to guide you through a procedure to answer questions about the program and to suggest some ways of solving problems If you cannot find the answer to your question here then contact e For operating the program Calvin Quayle 715 832 2614 or e mail to Calvin quayles com Snail Mail Address 3204 Cherrywood Lane Eau Claire WI 54701 e For operating and technical questions Gordon Quayle 949 364 6314 or e mail to Gordon quayles com Snail Mail Address 27682 Paseo Barona San Juan Capistrano CA 92675 For the latest information updates and notes see our web page at www quayles com Quayle Storage and Computer Concepts Warehouse Asset Management Program Installation of SWAMP Have your computer on Close all programs except Windows Insert the SWAMP CD into your CD drive When the following menu appears then choose from the options described below Quayle Computer Concepts Welcome to SWAMP Setup blew Installation I 7 ae oo o Wistall Utilities Update Installation View Readme hile k AS T a Wiew Manual You will note
81. a late notice remove the x under Mailed for that notice Then open the Print Late Notices form and you may print the notice again NOTE You may also view late notices for a tenant from the tenant form Click the button located in the lower center of the form which 1s labeled View Notices Select Notices The Select Notices function allows the user to select and sort late notices that have been created using the Late Notices function for tenants who are late in paying rents The Select Notices form allows the user to select the notices based on the tenant s name the unit number the type of notice created or by date If you do not specify a tenant or dates SWAMP selects all tenant late notices limited only by the selection under Mailed The list created may then be sorted by tenant name by unit number by date or by how many days late triggers the creation of 104 the notice Late Notices may be deleted using this form by highlighting the record selector the gray box on the far left of each line of the target Late Notices and then pressing the delete button on the keyboard BE Select Netices 2 JO xj Tenant Mailed Sort Unit UnMailed C By Name Taper A C Mailed By Unit After Date C Both C By Date Before Date By Late Selection HS Tenant Unit Date Type Headline Late a PI Witherspoon Jane_ 628 10Sep 2003 Late Noice LateNotics C worthman Mandela 331 10Sep
82. accurately When a new update is entered to the program you will be asked if you wish to Regenerate Occupancy Regenerate Payment Info Payment information is updated each time rents are generated If payments have been entered and you wish to open reports before the next generation of rents this button should be clicked to insure that the report information 1s current For your convenience this button also appears on the Activities and the Reports menus Starting with version 3 0 this function 1s done automatically in most cases In rare instances the payment information may become corrupt Clicking this button will reconfigure the data from the beginning of your use of SWAMP so that the reports will again work accurately There is also another time to use this feature If you have generated rents for a tenant and then marked it Mailed but wish to print the invoice again do the following e Open the tenant record and click the Payments button e On the payment record click the M box to remove the check mark from those items you wish to reprint e Close the payment record and tenant form and go to Activities and click on Regenerate Payment Info Failure to regenerate causes the invoice to print a false past due amount on the invoice e Use Print Bills as before to reprint the invoice Regenerate Categories In rare instances the categories may become corrupt Clicking this button will reconfigure the data
83. afekeeoing is intended or created hereunder is agreed by and between Owner and Tenant as folvows a Mamre 1 To a a Co Pe C e Footer 1 Font Aachen BT Footer 1 Font Footer1 Font B Z Footer 2 Font METE Extended METE 2 Font 68 You will note that there are five fields in the above form for the purpose of creating the lease Header 1 This is for the main title of the lease perhaps the name of the storage facility Header 2 This is for a sub title perhaps something like Lease Agreement Body In the large field labeled Body type the text of your lease From the list in the box at the right labeled Field names select the item you wish to insert in the body of your contract Using the Edit function at the top of the screen in SWAMP copy the field name and then paste it in the lease form In the example above you will see that we have entered the field names for move in date first name and last name Other field names have been inserted later in the lease form Footer 1 and Footer 2 These are for items you wish printed at the end of the lease perhaps facility address phone numbers or e mail address Font At the right of each of the above fields you will note fields which indicate the font and size of the text in that field These are for the purpose of selecting the font and size of type that you wish They may each be different When the lease is complete you can perform the
84. age that you have deleted one record Confirm this by clicking OK In the case of Payments Missing Dates go to the unit listed and supply the correct missing dates After running this form correct all items indicated Run Generate Rents again It should now operate without problems Regenerate Payment Info For several of the reports to be created correctly and to have up to date information it 1s usually necessary to regenerate the payment information Starting with Version 3 0 this function is done automatically after payment information is entered However for those needed times such as reprinting an invoice which had been marked mailed the function button remains on the Administration and Activities menus Select Export Tenants SWAMP will export all tenant information to another file for use with your own word processor or spreadsheet The most common function of this feature 1s as a database for mail merge Follow these steps e In the directory or folder where you keep your word processor documents create a file and give it a name such as Export doc e Open SWAMP and from the Home Menu click the icon labeled Activities e From the list in that form click on the button which reads Select Export Tenants which will open this form 109 Select Tenants Form Select Tenants Active Locked Out Balance Last Paid To _ Current Locked Out Balance Du
85. ain the Account name that you set up in the DoorKing database Also make sure that the directory names for the Gate Interface File and Gate Interface Program match the actual directory where you installed the DoorKing software Finally DoorKing will not process a data file that has the same Access code listed in 1t more than once This can happen in SWAMP if multiple changes have occurred to the same unit between the times you run the gate interface For example a tenant may become delinquent and move out within this period If this happens you will need to generate All Tenants and run the gate interface To interface with the Sentinel gate system the user should have the WinSen Sentinel Interface program which reads and processes the file produced by SWAMP This is in the format dictated by the Universal Interface Specification Note two function buttons on the Gate Setup form above Clear Table and Import Gate Table These refer to an internal table maintained by SWAMP This table reflects what was last loaded into the gate system If for some reason the gate system and SWAMP get out of synch you can clear the gate system and then Clear Gate Table in SWAMP The next time you generate the gate file SWAMP will know that the gate system 1s empty and generate changes based on that Also in the case of the Sentinel gate systems it is possible to inquire on the contents of the gate system and load that information back into SWAMP to get them back in
86. all be monthly commencing on 29 Apr 2005 and ending on notice The Tenant shall have the option to extend this lease for a further term of up te 12 months upon the same terms and conditions herein setforth The Landlord shall have the night to increase the rent by not more than 10 percent for each year of further renewals of this lease Payments All payments by Tenant to Landlord shall be made at P O Box 2 616 Fresno CA 93 29 preferably by mail or at the office of the Landlord Payments are to be made on or before the date due Payments that are late by 9 days shall be assessed alate fee of 10 Also notify in case of default Name Mary Johnson Address 394 West Call Ave Bndgeport CT 08371 Phone 223 405 8626 subject also to the following terms and conditions l The said Tenant further covenants with the sad Landlord that at the expiration of this lease peaceable possession of the said premises shall be given to Landlordin as good condition as they are now the usual wear inevitable accidents and loss by fire excepted and the said Tenant agrees not to let underlet or assign External Lease Since formatting is somewhat limited in SWAMP you may wish to merge tenant information to an external lease which you create in your word processor You may also do that from SWAMP First create a Lease document in My Documents on your computer Then create a Lease Data document either as a word processor file or a spreadsheet Then ent
87. ance Report Form O O O O s 2 O a a The most common use of this feature will be the mail merge which automatically includes field names However you may wish to export the information in another form or to a spreadsheet When you have made your selection click on Export and the following opens 137 To Save As Ei Fa File name Folders doc c eiarnp GONELTA DOC HALLIES Doc fee OA AMP N k HDLETTER DOC EJ Latest LOCELET DOL me SALE DOC C Sample EJ Save List files of type Doc Files doc E c On this form you specify where you want the information you are exporting to go and then click OK SWAMP will export the information to the file you named and return you to the previous form Close it Print Labels or Envelopes SWAMP will also print labels or envelopes for all selected tenants To accomplish this process use this next window on the Mail Merge form You have four sizes of labels from which to choose or you can print any size envelope To start the action of printing click on the button with the printer icon before Print Labels or Print Envelopes You can also look at the addresses before printing them by selecting the box by Preview First After you have examined the addresses then close that window clear the Preview First box and click on the appropriate printer icon to print the labels or envelopes When you first use this feature you may have to adjust margins
88. and the date that file was last modified are all visible Place your cursor on the line separating the columns where it will change into a cross with arrow points on the horizontal arm of the cross Hold down the left clicker of the mouse and drag that line to the new position File Edit View Go Favorites Tels Help woe gt ad 4 9 x Back Bamsan Up Cut Copy Paste Lindo Delete Properties Ves Add hess CS wamp i Modified Backup Idb 1EB LDE File 227402 6 32 4M 51 Backup mdb 1 47266 Microsoft Access Application SAO B32 4M SWAMP ib 1EB LDE File 227402 9 02 PM swamp mdb B 560R B Microsoft Access Application 222 9 02 PM Swampdat IdE TEBE LDE File 2802 5 14 4M Siampdat md 1 42EB MOD1 File 223402 7 27 AM E Swampcopy Swampdat md 142KB MD File 222202 9 22 PM EJ Swamplll Swampdatmd3 1 472KB MD File 2 2 02 9 18 PM AL 3 Wwampsuppork Fay Swampdat mdb 14 EB Microsoft Access Application 2202 5 14 AM ELA Tax00 159 The most common use of Windows Explorer is to transfer a file from one drive or folder to another In this example we are going to show how to copy the file Backup mdb from the D drive to SWAMP on the C drive First open the D in Windows Explorer File Edit View Go Favorites Tools Help oe B3 2 x 42 Back Eaman Up Cut Copy Faste Unda Delete Properties VIEWS Address 5 D Falgars EN update E File Folder 548400 9 21 AM a Updates SUrnz 1q124KE File
89. ant information from the Mail Merge function See the description of this process in the discussion of Letters from the Home Menu e Starting with version 3 0 SWAMP allows you to create your mail merge letters right in SWAMP You can then create them with the merged information by printing them from the tenant form by clicking on the yellow cross under More selecting the type of letter and printing it Export Balance Info SWAMP will create a report of income and expenses resulting in a balance of the operations of your facility If you would like to manipulate this information in another program on your computer you may export that income and expense information to a file of your choice e From the Home Menu click the Activities icon e From the list of buttons on the activities form click Export Balance and this form will appear Balance Report Form WOO CS OVO To Save As File name Folders Ext c swamp sample List files of type Text Files tet 111 e On this form select the file to which you wish to export the information and click OK See the Balance Report below for an even easier way to export it Reports Once you have entered your building units and tenant information into SWAMP you can call up a variety of reports Some are available immediately Others like Occupancy depend on an accumulation of data Those provided by SWAMP at this menu are pictured below in two different ways
90. are feet osmine ane a 28 116 146 Rentals DY Monti siivrecsaa stones 112 128 BN So e gars cect A sabes aesanss neces teed ecaaseserscusaaaetameaeesaneanesasaane 152 REPO ODIOS coco tonos r enano nts ae eaten ieee 122 ReDo Seona e ener ee ee ere eee eee eee 112 122 Reprint INV OIG A Ianemoreadotesaaeds 153 A ie a ee ee ees ere ee 152 Starr A A he Re Eat tar en eee 152 Selec EXENSE S iia 142 Select EXPO TENANTS o dia 109 Suare FEG eet neem ee ra ee ee ree eee ee 31 SOW ANTM eee cosets satan actrees O N eS 66 SWampaatMdD italia leds 19 61 84 a A A O PE Pe Pee 33 o O O A 33 115 145 o A A a 33 TMSA Lease Detalla rail do 21 Undeposited Payments inician toba 100 121 166 URI ER AU Sasa ace sateen tice cape eric mate io cotos 143 154 A a RO eaten etettiateaee nacre en seca etna nena cheateeeetenn tates 31 146 UNPA ieee ter er san er et n ee eee eee ee ee eee eee er eee 93 Update Men ca dd LO 62 Update OCCUPANCY ooocccnnncccccccooccconcccnonononcccnnnnnnonnnncnnnnnononnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnanrnnnnnnnns 64 Update Rates cioliciniiiia 143 Update SWaimp cc ccccccccccccseeceeeceeeeeceeesaeeseeeeseeeseeeeeseeaeeeeeseeseeeeesseeeeeeeesseegeeeessaeeeeesssgeeeeeenas 153 Use Half Sheet INVOICE ccccccsssseccccceeecececeesecececeeueeeeeesseusececesseagececeseaeeeseesaeeeesssaageeeeesssaageeees 21 USE o OA E po Po O nn meee terre 33 WV NICH DI A E 152 WINdOWENVOIODE Surtido oda 21 Word ErOCOS
91. arise if the late payment information is not set up properly on the Custom Information form Click the button Release Notes to read information on other changes that were made and the dates they were created You may also print the Release Notes if you wish by clicking the printer icon at the top of the form When you click this icon a form will open which asks you to indicate the Build level from which you wish to print A Build consists of a group of features added to SWAMP in the same update Chose Motes to Print 63 Enter the number of the build from which you wish to print in the field where you see the 0 above and click on OK The report will open with the latest build notes on top You may then make any printer settings you wish Print the report with the File Print commands Update Occupancy Occupancy reports work on a monthly basis hence they need the full month s information to operate accurately At the beginning of each month click the button Update Occupancy to add the previous month s occupancy data which will then be included in the reports Better yet schedule this action via the Reminders function to occur on the first day of each month then you won t have to remember to do it Regenerate Occupancy In rare instances the occupancy data may become corrupt Clicking this button will reconfigure the data from the beginning of your use of SWAMP so that the reports will again work
92. at particular fee Some of the possibilities are shown in this example Type Four Generate enabled fee Use Amount Days Late types in the amount specified when rentals are late by the specified number of days xl xl xl xl e Type Five California enacted a law tying late fees to the rental charges of a unit This feature follows the parameters of that law It also allows for changing the default range of rental prices of the units The info from the large question mark 24 This custom fee type allows you to specify different late charges based on the tenant s rental rate A late fee will be assessed once on this month s rental if it is late by the specified number of days The rate ranges must be increasing from top to bottom Enter 0 for unused ranges The last range can have a 0 in the upper range value This will be interpreted to mean unlimited The late fee will be the greater of the Late Fee and the Late 2 No late fee if they are both Zero e Do It You may generate late fees from this form simply by clicking on the Do It button but the usual place to do this is from the Activities form using the button for Generate Rents Fees which will then open this form Rents Generate rents haying due dates up to 2 Sep 2005 PE Late Fees Late Fee Type Generate Type Two Late Fees E Late Fees e Select one of the five types of Late Fees and then click on Generate Late F
93. bill some tenants on an anniversary basis This can be accomplished by clicking the box next to Don t Prorate on this form o Credit Card Information This feature is to be used if the tenant wishes to have his monthly rental charged to his credit card First click the box in front of Charge Payments to Credit Card This will activate the fields below it and fill in Card Member s name street and zip code Credit Card Information x Charge Payments to Credit Card BAT O ees eee 07 04 Verify Credit Card Number Exp Date MAY 1104 Card Member Street 936 West Hoover Ave Zip 03475 Yenfication Yalue CI E l Type in the card number in the field indicated Type all numbers consecutively leaving no spaces between them They will show as Xs as in passwords so be careful that you are hitting the correct keys When you tab to the next field the number will show above this field with the first four and the last four digits visible the others as Xs At the same time the type of card will be displayed in the second field following the Expiration Date MasterCard is in the example above Enter the expiration date as four digits the first two representing the month the last two the year the card expires When this information is entered click the Verify button to make certain you have the proper information and that the card is good NOTE The field labeled Verification Value is seldom needed
94. can enter text You need also give each letter a name so that it can later be selected That goes in the first field at the top of this form under Letter The first box is Header In this box enter the heading you wish to your letter such as the facility name If you are going to print the letter on pre printed letterhead you may wish to l leave this field and the next blank The second box is for a sub heading such as for the type of letter Late Letter or Lock out Letter The third box is for the body of the letter In this box you will want to enter the merge fields for the information from the tenant to be entered At the right of the form in the middle green box are the available merge fields You get them into the letter by clicking on the merge field name going to Edit at the top of the window and selecting Copy Then put 40 your cursor in the letter where you want the merge field click on Edit and choose Paste Repeat the process for each field e The fourth and fifth boxes are for anything that you would like to print at the bottom of the letter such as address email address web site phone number etc e The reason that these are divided up into five boxes is to allow for different fonts and size of print in each At the right of the five text windows are boxes which allow you to specify the font style and size for each They can all be different e Once you have composed your
95. casted 97 A A O ne ee 119 127 Late GIANG ed is 21 LatestUbdate eii 62 153 le An a II 21 87 A NA 21 A A A a atid tees aauaatheacensasatubaspadaauneasscauntenaueemecs 133 A cate a a ee nn II A 115 117 145 Locked Out Units caros da acia cdadas 112 Mall Merge occoooccncccoccnncccoccncnconcnnononnnnnnnoncnnnnnnnnnno nn nnnn nn rnn nr nnnnnnnrnnnnnnrnnnnnnnnnrrnnnrnrrrnnrarennnnenens 109 Male sica al te A E A A 97 Mall Mentanar a a aot seen ascaes hates bedieds Aad sana asaaiacnantioveeadaconadeealens 61 Mark Them Deposited riera aida ancien tenes 99 MICrOSON VV OFC Dita tocara ca adan irradia eto oda caldo 21 A O 33 NOTES WINDOW o nae aa es ae coreo ences 33 OCC ANC Yas sare ca A 124 SA SOE SR A Oe eT eT 28 O A O AT Ea Pe ae aE EOI 93 151 o al A Reamer ee a A Res ES A SL 93 Pa MENE ON od 108 112 129 Payments iaa op 93 100 121 o EREA A A A 33 A A A A 33 93 151 O A ei a te eee 97 PEO VO Te ce A E idad 97 153 Proper oonan RE o a 28 116 146 Prora te Je ren ne Oo EP SO RN AO Re EC ee T oI RN Pee TR aaa 152 Rate BF e pee etn re A rc See A EA PERN eon ern oe 31 154 A A Nr SEO PRR T E EN EATEN O ORO 154 O A ee eee eer ee 154 ROCCO UN cn O E E aS as NN 33 93 AS 33 A a teeing a aa a coeds 93 151 Regen r ale Categor eS cancrena AA AA eo oe 64 Reg nerale OCCUDANGCY ssia a A a aa a deca 64 Regenerate Payment INIO sieran disparado E a lola llos 64 Release NOS ena eana a a A a aa e ATEA IN a a i 63 120 Rentable Squ
96. cription of the categories At the bottom of the report will be printed the balance between the two You may choose another option in the dialog box above If you click the box before Include Details each and every entry of income and expense will be shown in the report which can lead to a very long report indeed The four action icons discussed above are also on this form Occupancy Reports Occupancy rates are a vital measure of a storage facility s success Clicking on the button labeled Occupancy Reports opens this dialog box Select Occupancy Report 11 Aug 005 Update Occupancy Regenerate Decupancy YON HOO ie Occupancy reports depend on an accumulation of data and no report will print without a minimum of one month of data At the end of each month go to this form or the Administration form and click on the button reading Update Occupancy This procedure puts the previous month s information into the database for use in these reports Better yet with the Reminders feature schedule this action to be done on the first day of each month The reports generally list the information under the following headings Monthly Occupancy Summary Between 1 Jan 2005 and 18 Aug 2005 Month Total Days Rental Days Days Total Area Rental Area Area 124 The dates will change as you select various date ranges The Days means how many units were rented and Area means how many square feet were rented F
97. curity deposit A fee would be payment for a service or items that you have to sell Finally you may designate any of these categories as taxable items meaning that they are subject to a sales tax by clicking the box at the end of the line For these items the tax will be generated after the Default are entered Continue to add as many categories as you like then close this form All categories will be available the next time you enter a payment or an expense item Gate Access This function is discussed in detail in the first part of this manual If you are not going to interface with a gate system be certain that the selection on the Gate Access form is set as None See Step Five in Part One Getting Started above at about page 32 or 33 of this manual 67 Lease SWAMP now offers all users the option of printing their leases with interface from the Tenant information not just our friends in Texas Click on this button to view the options pr po BIE Lease Options Lease Type _ Internal Lease _ External Lease None Word Processor intemal Lease es Export Type External Lease Lease File Mail Merge Co SS Spreadsheet TMSA Exhibit A TMSA BI bi Select Rental Merge Data File i Deepa e AAA ES IN E THSA Exhibit A THSA Blue Hoon THSA Lease Blue Hoon Program Print Blue Moon Lease Defaults CNBLUEMOONS BLUEMOON EXE T
98. data The file title will be in the form of yyyymmdd mdb for example 20061231 mdb The directory folder will be determined by the name in the Backup File field on the Custom Information form If this value is a complete file specification directory and file title then the directory portion will be used as the directory for the new backup file If this value is a directory name with a at the end the full directory name will be used if however it is not terminated with a then the last node will be omitted from the directory used with the 85 new backup file Examples Backup File Result a backup data mdb a backup 20061231 mdb e a backup a backup 20061231 mdb e a backup a 20061231 mdb Restore Database This function presents a file finder dialog for the user to locate the database to restore Once selected and the OK clicked SWAMP will change the last character in the name of the current database to 1 If that file already exists it will be changed to 2 and so on up to five files Then the selected database will be copied to the SWAMP data directory and renamed to the current database name usually Swampdat mdb The same process applies 1f the backup file is on c a floppy or a zip drive Archive Database When you click this button SWAMP will ask you to specify a date before which you wish to have your data to be only in the Archive copy of the database When you specify a date and click on OK SWAMP makes a copy o
99. depends on an accumulation of information over the months The report created by clicking Rentals by Month creates a vertical bar graph with two bars for each month The one bar represents the number of units that were newly rented that month The other bar represents the number of units that were vacated during that month The real value is confirmation of when the peak move in dates are in your facility and when you are likely to have more empty units The report is cumulative including all data from the beginning of the database not just the current year 128 Payment Validation When running the Generate Rents function SWAMP occasionally will give an error message The cause of this problem is usually faulty data entered by the user or data fields left blank SWAMP will then tell you what is likely missing and how to find out what it 1s that is incorrect When the generation of rents fails the program will usually indicate Invalid Use of Null and the following error messages appear A While generating payments the following error occurred Invalid use of Null This error is usually caused by missing or incomplete information such as the rental is missing the unit number the rate the period or the A move in date lt can also be caused by invalid links that can occur if a unit or tenant has been improperly deleted Problems could also arise if the late payment information is not set up properly on the Customize Late Fees for
100. down list obtained by clicking on the arrow at the right of this field FOCN FOC Nashville FOCH First Data Corporation FOC First Hawanan FHA First Tennessee Merchant Services FTMS Genzar 4547 Link Systems Inc LYNE MasterCard International MAPP Maverick International MAKE e Ifyou are not sure of the Credit Card Company and Merchant Number you will find them in PC Charge using the Configure Merchant Account wizard The remaining values should be correct as displayed Tenant s Credit Card Information 80 e Enter the tenant s card information in the form below which is accessed from the tenant form by clicking on the yellow plus sign under More on the unit rental line This feature 1s to be used if the tenant wishes to have his monthly rental charged to his credit card First click the box in front of Charge Payments to Credit Card This will activate the fields below it and fill in Card Member s name street and zip code Make certain that information is the same as on the credit card Overwrite it 1f it is not correct Credit Card Information E Charge Payments to Credit Card 54102 222 07 04 Verify Credit Card Number Exp Date HMYY Card Member Zip Yentication Yalue e Type in the card number in the field indicated Type all numbers consecutively leaving no spaces between them They will appear as Xs as in passwords so be careful in entering that you are hitting the co
101. e Last Paid To is before C Gone Not Locked Out Balance Owed 21 dun 005 a Both Either Don t Care f Don t Care Name Unit Moved Out Locked Out Billed To Due a Select the tenants whose information you want to export by the criteria on this form Then click on the Export button and this form will appear BS Tenant Export Form Selected Tenants Export Export Type opreadsheet Type Comma O Lotus ES Ci Tab O Lotus 4 K1 Fixed O Lotus WK 3 a Mal E Excel v 2 4 O Spreadsheet Excel 5 X Include Field Names The above shows the Mail merge function selected which automatically selects Include Field Names You can select other types as well or choose to send this information to a spreadsheet Click the Export button and this form opens 53we As ewpordoc envlock doc envmazs 1_ doc envysale doc exgone doc exzale doc gone doc gone2071 doc an ries tr E Semen E Using the file name that you created in your word processor documents in the field File name describe the path to that file under the Folders window When that is done click the OK button The tenant information will be exported to that file and SWAMP will return to the form for Selected Tenant Export Click close Open your word 110 processor and create your mail merge letter as you normally would use the export file as the data to merge into your letter e You may also export ten
102. e Christopher 4able Exp Date MMT Amount 65 00 ip Code 04h Street J36 West Hoover Ave You will note that the name amount due zip code and street were all entered by SWAMP Edit these if any are not correct as listed on the credit card Enter the credit card number in the first line leave no spaces When you tab to the next line the initials of the Card Issuer will be entered automatically Type in the expiration date as four digits the first two the month the last two the year BS Charge Credit Card Charge Credit Card Credit Card Number 5410948857790104 O00000 Card Issuer MO Card Member Joe ChristopherAable Exp Date MMYY Le Amount Eso Zip Code B35 Street 936 West Hoover Awe 83 e When the form reads as you wish it to click on OK to execute the charge If the amount matches what is charged on the tenant s payment form then the program will automatically update the payment record by placing check marks in P D M and entering the amount in Paid today s date in Paid and entering a transaction code number from PC Charge in the Num field preceded by CC e Ifthe amounts are not equal a message box will come up and say they don t match Then it is up to the user to update the appropriate records Display File Names If you have any question as to where you have your SWAMP program and its database click on this button You will ge
103. e R n Gate mea You may accept the default number range of 1001 to 9999 or select another range of numbers for your access codes by writing a low number and a high number in the fields shown above At this point you may assign access codes to all tenants in the database by clicking the button Assign Access Codes but if you have not entered your tenants as yet skip this step for now Before generating the gate file it will be necessary to have a folder labeled on your hard drive that corresponds to that of the gate software If you have not already done this from your gate software open Windows Explorer and select your hard drive Click on File then select New and Folder In the folder box that is created type the name of the file and press enter Return to SWAMP and the Gate Access form Click on the button Generate Gate File When the message appears telling you that the file is created click on OK The names of the files for the gates we now serve are listed here Gate File Name Demco c gate change dta DigiGate c digi link fil DKS DoorKing c DK W56 gate csv Global Electronics c gate update dat PTI c pti update dat Sentinel c gate update txt 34 WinSen Remote RSCM _ c gate update00 txt When you have your tenants entered your computer connected to your gate software and your gate codes assigned then you can use the third button Run Gate Interface You
104. e dollars should look like this BalanceDue Toggle the merge fields by pressing the Alt key and F9 at the same time The merge fields will then look like this MERGEFIELD BalanceDue e Change the merge field by typing in the switches so that it then looks like this MERGEFIELD BalanceDue 4 0 00 e A field with a date in it may look like this MoveOutDate It will have been Toggled when you did the above to look like MERGEFIELD MoveOutDate 157 e Change the date merge field by typing in the switches so that it then looks like this MERGEFIELD MoveOutDate d MMM yyyy e Toggle again Alt F9 to return to the original look Dollars will now print with only two digits after the decimal and dates will appear as 13 Nov 2002 How Do Move out a Tenant Refer to the discussion of this topic under Part One Getting Started Step Five Tenants Out on page 45 of this manual How Do avoid those tiny rents generated for past tenants The next time rents are generated after a tenant moves out SWAMP will create a prorated rental if the move out date is after the last paid to date In some cases these amounts are sufficiently small that the facility may choose not to collect them In these cases the manager may eliminate the small charge in one of these two ways When a tenant moves out be certain that the moved out date and the paid to date are the same and that
105. e icons at the bottom of the Tenants form a message describes what clicking that icon has done e Tenant ID Located at the top extreme right This is a counter and is controlled by the database It is how SWAMP identifies this individual It is not subject to user input or modification The remaining fields on the form are subject to user input and are discussed below in tab order e Active Inactive All You have the option of what names you wish to appear in the drop down list when you click the arrow next to the last name of the tenant e Name Enter the full legal name of the tenant as you want it to appear in your records e Organization This field is meant for commercial accounts where the tenant is renting for a business rather than for personal use Enter the name under which the organization is doing business e Use Org Clicking this box will cause SWAMP to list the tenant by the business name rather than the individual on invoices reports and lists Be certain that you do not click this box if the Organization field is blank Be certain that you DO click this box if you have entered an Organization name and no individual s name above SWAMP has built in features that help prevent mistakes here e Address This space is for the street address to which invoices are to be mailed There are two lines in this space To access the second line hold down the Ctrl key while pressing Enter e City The three fields on th
106. e rents have been generated SWAMP will print invoices and envelopes or labels for mailing these invoices to your tenants e From the activities form click the button which says Print Bills and this form appears Print Bills HOTE Preview Preview Labels Bills Enwelopes rrini Mailed Envelopes e Inthe open window you may enter a statement that will be printed on each invoice just below the rental information The same memo will appear on all invoices printed at one time 97 e On the Custom Information form you have the option of selecting one of eight different types of invoices Half Sheet Half Sheet on Company Letterhead Full Sheet Full Sheet on Company Letterhead Window Envelope Window Envelope from Post Office Full Statement or Postcard See discussion of each under Custom Information in Part One e You have a choice of printing all the invoices by clicking the button Print Bills or previewing the invoices before printing From the preview report you can move from one invoice to another by clicking on the arrows at the bottom of the report You can also choose to print one or more of them from this view by using the file print commands and indicating which page you wish to print e After printing the invoices you have another choice You may print envelopes or labels Clicking the Envelopes button will cause your printer to print an envelope for each invoice created They will be in alphabetical o
107. e same day of the month and automatically prorate the first or second payment to that common due date e Open the Custom Information form e Click the box in front of the statement Start All Rentals on the Same Day e When that is done the Which Day window becomes active In that field choose the day that you wish your rents to be due You may choose any day between 1 and 28 e When a rental occurs enter the tenant information as usual on the tenant form When the Ist button is clicked the Rents form opens and the first payment will be entered as a prorated amount from the Start date to the same day date selected on the Custom Information form e At the top of that Rents form is a button on which is written Add Another Payment Click this button if you wish to enter another full payment in addition to the prorated first payment e NOTE The prorated first payment will always be a partial month even 1f the Period is for more than a month The Add Another Payment will follow whatever number has been entered in the Period field times the monthly rate for that unit e Now if Same Day is set on the Custom Information form Generate Rents will attempt to set any and all rentals to the date specified in the Which Day field If Do Not Prorate First Month is set then rentals that have a due date that matches the move in date will not be prorated Other than that exception if for whatever reason over payment spli
108. ear on the Menu Each of these reports require some input from the user in order to produce the desired information hence the buttons rather than being on the list at the left of the Reports Menu Income Reports It is essential to know what income is being generated by your facility This feature allows you to create reports of income in various formats Clicking on the Income Reports button opens this pop up window Select Income Report 2 O O 8 e 2 e e From this dialog box you can specify the structure of the report you wish to receive First select a Report Option YTD means year to date and the Average is a monthly average Next select the period of time for which you want the income reported by putting in a start date and an end date The default dates appearing in those fields are 1 Jan of the current year as the start date and the current day as the end date An additional feature of this report is the By Unit report This creates a report that lists each unit in the facility with the amount of income generated by that unit during the period of time selected by the user An additional column gives a running total of income from all the units 122 Note that this dialog form has the same buttons for action as are below the list of reports To create the report click on the page and magnifying glass icon To print a report click on the printer icon The green book will bring up an export form and
109. ecommend that the option Import Proration Information Do not Calculate be checked This option will ensure that the amount in SWAMP and the amount in the TMSA Database Blue Moon match The Blue Moon software has a form that shows a Calculation of Initial Payment The values in that form are derived as follows o Current Month s Rent First payment item with category of Rental o Additional Rent thru Last Paid Through Date and the sum of all remaining payment items with category of Rental Non refundable Admin Fee The sum of all payment items having categories of kind Fee Deposit The sum of all payment items having categories of kind Refundable Sales Tax The sum of all payment items with category of Tax Other The sum of all other payment items not matching any of those above Next Rent Payment Amount is Rental Rate o Next Rent is Due on Last Paid Through date Be certain that you review all these figures in the TMSA Forms Blue Moon before printing the lease O O O O 0 To rent a new unit open the Tenant form click on the yellow plus sign to get a blank form and enter all tenant and unit rental information as usual Then click on the Lease button at the right end of the unit line The following will open T1 File Creqtes been created successfully Do you want to launch the Blue O The Blue Moon import file CABLUEMDONIDA TA TMSA TAT has A Moon program now to generate the T
110. ees Type Five Late Fees 92 Those who do Anniversary Billing will probably want to generate late fees each week immediately following the generating of rents Same Day users should assess late fees the day after the grace period has passed Note again You may generate fees for all tenants due or for a specific tenant The Show All box should be clicked if you want to access the list of all tenants in the database including those who have moved out Select Billings After rents have been generated you can view them on the form accessed by clicking on the Select Billings button on the Activities form At the top of that form you will find a series of fields and boxes that determine what billings will show on the form BE Select Billings Tenant Mailed Paid Date Select Unit UnMailed UnPaid Billed Billings Type S C Mailed Paid a Due After Date gt Both C All O Paid To Clear Before Date Unmatched Paid Selection The default settings are Both under Mailed UnPaid under Paid and Due under Date You may add parameters in the fields at the left such as selecting a type of billing 1 e Late Fee and select a range of dates by entering a date in the After Date and or Before Date fields After setting up the parameters as you want them click on the Select Billings button at the right to activate your selections The sortin
111. ees Now You can run more than one type one after the other if you wish Note at the top that you can select to generate rents or late fees for All Tenants Due or just for a specific tenant OPTIONS e Hide Pictures Several of the menus in this program have pictures on them They serve no operational function in the program just decoration If you find them not to your liking you may click the box before Hide Pictures and they will disappear 25 26 e Yearly Payment Gets One Month Free The original user of this program had a policy of giving the twelfth month free to a tenant who paid by the year If you would like to use this policy click this box Then when you enter 12 in the Period space on the tenant form the program will generate a rent that is 11 times the monthly rate e Start All Rentals on the Same Day Generally there are two ways to bill rents anniversary billing starting the day of move in and billing each month s rent as due on that day and having all rents due on the same day usually the first of the month The default setting of SWAMP is anniversary billing This feature allows you to choose a specific day for all rents to come due When you click the box before the name of this feature the Which Day window becomes active and you can choose any day of the month between the first and the twenty eighth e Prorate All Rents when Same Day selected 1 For new rentals the first rent will be
112. eets Tenant Information Sheet for Individual Tenant Information Sheet for Business Pages to Print From i HE uE To o E E E ll El Collate Copies Pririt Find Next Previous el Delete Set Counter Select any additional addenda agreements or forms that you wish printed with this lease and then click on the Print button There will be a user s manual accompanying the forms program and there are help instructions built into this program that will guide you the rest of the way 79 Using Credit Cards with SWAMP In order to use the credit card features of SWAMP the user must take certain steps Configure SWAMP with PC Charge e Contact Quayle Computer Concepts to order your credit card package e Install PC Charge and configure 1t with your merchant account Quayle Computer Concepts has partnered with Payment Processing Inc to provide merchant accounts software and support PC Charge will be shipped by them e In SWAMP click the button labeled Configure Credit Card on the Administration menu to open this form Configure Credit Card Information Credit Card Company Information Credit Card Company CE c 2 Merchant Humber User Mame Time Out Path E progra Sactve charnge e Enter the information in the above fields as supplied by the credit card company with which you contract Select your credit card company from the pull
113. efunds Refund of lock deposit or rent 0 00 Expense ar Normal E A 0 E E L When first opened there will usually be only the Miscellaneous category listed To add a new category Place your cursor on the line under the last category listed and type the name of the new category Keep this short as it is used in a small field on forms Tab to the next column and write a description of the category This can be more complete It is used on all reports of category entries Default A new feature allows you to indicate those categories that will have a set amount connected to them In the above Category List you will see that three of the categories have amounts entered When these categories are selected on any of the payment or expense forms that amount will automatically be entered in the Billed field NOTE The category Rental when selected on the payments form after a unit has been selected will enter the proper rate for that unit and fill in the other fields for a complete billing for the next month s rent Click on the arrow under Type and choose whether this is an Expense or an Income item by clicking on that designation Click on the down pointing arrow in the next field to choose the Kind of category Mormal Recurring Refundable Fee Most categories will be Normal An example of a recurring category would be an insurance premium Refundable categories might include lock deposit or se
114. eld is available on the 1 Rents form the Payments form and the Select Billings form click the Select Billings button on the Activities form On this last form the number of fields exceeds the width of the form The Num field is included on the Payments for Deposit report and the Bank Deposit List e Receipts The Payments form may also be used to print a receipt Click the box at the right end of the line of the payment under R If you click a payment P aid on this form the R box will automatically be selected You then have two choices at the top of this form You may Preview Receipt or Print Receipt One of the purposes of using the preview button is to be able to format the printing such as doing it in draft mode to save ink The receipt prints only on a full sheet This is an example 55 Receipt of Payment 20 Jif oo Aaron Aapr ode 938 South Main Street Anywhere GH 48856 Payments For Umt 80 Description 10 xz 20 To From 1 Jun 05 20 Jun 05 1 Jul 04 1 Aug 05 1 Aug 05 l sep 05 Unit Total Total Due 95 00 10 00 95 00 95 00 295 00 295 00 Paid 95 00 10 00 95 00 0 00 200 00 200 00 Date 3 Jun 05 6 Jun 05 5 Jul 05 Description Num Rental Late Fee Rental Kental 1 Jul 05 Note that the receipt will print all lines selected not just those that have been paid View Status Clicking on this button opens a pop up form which gives nu
115. elow to read an explanation of the function of that item Administration Form Custom Information Latest Updates Categories Release Notes Gate ccess Update Occupancy Lease Regenerate Occupancy Configure Credit Card Regenerate Paymentinto Display File Names Regenerate Categories Backup Database Update Rate Dates Restore Database Archive Database y Find Database When you first install SWAMP or when you add an update it is important that the program files swamp mdb are pointing to the correct database for your specific tenant information swampdat mdb Clicking the Find Database button brings up the following form 61 Lo Where is SWARMPDAT HDB File name Folders mdb c eiarnp wamp mdb SWAMPOAT MDOE EJ Latest EJ Sample EJ Save El List files of type Dries Databases mdb E c Be certain that the line under Folders reads c swamp Then select swampdat mdb from the left window and click OK Latest Update SWAMP continually grows as new features are added many in response to the requests of our users To find out which version you are currently using click on the Latest Update button This feature is also used when a new update is installed As soon as the installation of the new updated program is completed find swampdat mdb with the Find Database button Then click Latest Update to get the Update Menu form which will look like this
116. ements for running SWAMP 3 0 A Windows operating system preferably Windows 98 or later 12 megabytes of space on your hard drive 64 megabytes of Random Access Memory much better to have more than this All forms have been expanded to 4 3 4 x 8 so users will need to have a minimum screen resolution of 800 x 600 to view the new forms oix FET Letters ill Expenses Administration Gi O Unit Rates n lt lt Waiting List D When you first use this program you must enter information in the following areas in the order listed below therefore we will discuss each of these here first before discussing the other functions on each of the major menu forms Find Database Custom Information Building Units Tenants Step One Find Database When you first install SWAMP or when you add an update it is important that the program files swamp mdb are pointing to the correct database for your specific tenant information swampdat mdb After installing SWAMP on your computer SWAMP should open at the Administration form You will then be prompted to find swampdat mdb Click OK on 19 any notice of steps to take to clear the Administration form If the program opens at the Home Menu click on the Administration icon Then click the Find Database button to open the following form ES IIA E File name Folders mdb CcAsmamp wamp mdb SWAMPDAT M
117. ent Summary 1 May 2005 21 Jal 2005 Name Jllnit Rate Perod MovelnDate Move Dut Date Rodgers Jeramy 805 95 00 Be 2005 Aava James 618 46 00 Berr O08 Jones Jane B24 48 00 8102005 Callister Reginald 101 55 00 84102005 D20 2005 Barter Harry 67172002 A 42005 Applewhite Mardy bo 2002 ay 4 2005 Aspenwoarth Mary Belle Be 32002 A 42005 Allsop Madeline 4722 2005 Ay 4 2005 Name rit Rate Period Moveln Date Lock Out Date Wattletord Bahee Spritzer Amanda Jones Jane Billed Rodgers Jeramy Andress Mils Rodgers Jerarny 42 00 1 37 00 1 46 00 1 Rental 95 00 95 00 Rental 45 00 45 00 Lock De 10 00 10 00 ffee 2002 10 Jul 05 oror 2002 10 Jul 05 of 1042005 18 Jul 05 57172005 67172005 57172005 571172005 57172005 57172005 57172005 57172005 52r 2005 Andress Mils Rental 45 00 45 00 6 1 2005 57117 2005 As you can see the form lists four types of events moved in moved out locked out and payments Select a Start Date and an End Date to establish the date range for the report Clicking the report icon creates a report that you can then print This information would be an excellent daily weekly or monthly report of activity to send to an off site owner Because of its multiple fields it does not lend itself to exporting or e mailing Rentals by Month This is a very different report from most in this program It is not very meaningful at first because it
118. ent on his record Note that SWAMP treats payments as from noon on the due date to noon on the same day next month so that rent Due I Nov 2005 is Paid To I Dec 2005 not 30 Nov 2005 After you enter all of the tenants and units use the Generate Rents function and each tenant will be billed to the current due date Late fees may be added manually or by using the Generate Rents Fees button in Activities after rents have been generated for the following months and marked Mailed Late fees will be generated in the manner you select on the Customize Late Fees form e End When a person vacates a unit the date of his move out is entered in the field labeled End See discussion of the move out wizard below For active tenants this field is left blank unless a specific move out date has been given by the tenant Ist When entering a new tenant after you have determined that the unit period rate and start date are correct click on the button just below Ist This will enter the first payment in the Rents record for this tenant If you are doing anniversary billing it will be for the full amount for the period you have indicated most often one month If you want all your rents due on the same day and have selected that option on the Custom Information form then the rent payment generated will be the prorated amount of the monthly rate from the start date to the designated payment date
119. ents Fees Rents In order for a tenant s record to show that a rental is due for a period of time SWAMP must be instructed to create that billing This discussion assumes that you have followed and completed each of the five steps in Part One e Click on the button that reads Generate Rents Fees A pop up window will open with a default date showing in it That date will be as many days from the current date as the number you put on the custom information form in the field called Lead Days o eS me E a n r Y fH Try A A ene a i a AS ay al of r a at Rents Generate rents having due dates up to 30 Jun 2005 Generate Rents Now Late Fees Late Fee Type Generate Type Two Late Fees i Late Fees Now 87 Either accept this date or change the date to one you want Make certain that the box before All Tenants Due is clicked 1f you are doing a normal generation of rents However you can select an individual tenant and just generate rents for that specific person A new feature in version 3 0 will enter an individual billing directly Open the tenant s form and click the Payments button On the first blank line enter the unit number In the Type field enter or select Rental and press the tab key A complete billing for the next month will be entered Click on the button reading Generate Rents Now SWAMP will then generate a line in the payments
120. ents to Credit Card Mo Lockout _ Dont Haik l T E a T a a aa a Letter pod pod pod pod A Pod Do not Prorate First Payment For those users that have all payments due on the same day there is an additional option of Do Not Prorate First Payment If Do Not Prorate First Payment is checked then the rents form opened by the 1 button will generate a full billing and if you click on Add Another Payment a prorated amount will be entered for the following month If you do not use this button the next billing created when Generate Rents is done will be a prorated amount Whenever SWAMP generates a prorated amount it will always be for a period of less than one month regardless of what is entered in the Period field Special Note for users who want to prorate the Second Month fit is your desire to invoice just the pro rated amount for the second month s billing it will be necessary to set the date of the Generate rents having due dates up to dd Mmm yyyy to a date beyond the Start Date of any tenant who moved into a unit during the previous month The easiest way to guarantee that you don t miss any new tenant is to set that date as the last day of the month for which you are generating rents That is if you are generating rents for March make the date read 31 Mar 2005 rather than 2 Mar 2005 as you normally would do Rentals are Subject to Sales Tax A few governments have decided
121. er the paths to these files and to your word processor in the corresponding fields on the Compose Lease form External Lease Word Processor A pt Type Lease File C Mail Merge o Spreadsheet Merge Data File Select Rental Sable Joe Christopher EJ 70 Choose Mail Merge or Spreadsheet depending on which type of Data File you chose and click the W icon to go to your lease The above directions sound simple but are not always easy to follow 1f you are not a sophisticated computer user Therefore let me walk you through some of the steps I had to take on my computer using Microsoft Word 2003 Path to Word Processor e For the life of me I couldn t find it Finally Gordon gave me the clue to click on Start then Search What do you want to search for Pictures music or video Documents word processing spreadsheet etc All Files and Folders Computers or people Information in Help and support Center You may also wank Eo 1 Search the Internet Change preferences e Click on All files and folders Search by any or all of the criteria below All or part of the file name Winword exe 4 word or phrase in the File PO Look in S Local Hard Drives Cs E When was it modified What size is it More advanced options y MEE e In the top field of this form type Winword exe and click on the Search button
122. ern payments and the other two concern rentals each of which may be missing some information or relationship If you have items showing in one of these fields you may correct the problem on the payment validation form Buttons have been added to automatically perform the most likely action for each validation except one Five of these will delete the incomplete information In the case of the Payments Missing Units it will attempt to fix them by searching for another unit that may be assigned to this rental and update the incorrect payments accordingly If this last action fails the payments will need to be deleted Place your cursor on the triangle at the left of the information It will turn into an arrow pointing right Click the left mouse button to select that row Press the Delete key on your keyboard to remove these items You will get a message that you have deleted one record Confirm this by clicking OK 130 In the case of Payments Missing Dates go to the unit listed and supply the correct missing dates After running this form correct all items indicated Run Generate Rents again It should now operate without problems Reminders A powerful new tool allows you to schedule various functions for SWAMP to do automatically either on startup or shutdown These functions can be scheduled daily weekly monthly annually or on a specific date Click on the Reminders icon on the Home Menu to open this form
123. es occococcococnccconoccnnncconononaninonononos 65 Setting the standard guaranteed tiMe senecain a 65 Entering updating guaranteed rate dates for existing tenantS occccccconcncoconcnnononnnnconanenononons 65 A ee a ee ee a ee ee nee 66 CUSTOM ITO A e dr e E da 66 CAOS ui e lin 66 Gate ACCESS pita idad 67 LSASO erario od orinal 68 NOMS adi ii 68 MISMAS Si RS 68 External LESS iuris 70 PATO WOFdPLOCESSOR fics cei aain EO EAE 71 Creatine the external Casi 73 Panne tio Edema LaS 74 TEINS PUES Sad 75 Ede 1 Ae EA A E o eee EEA ee N 76 Blu MOR daa nt ener er Core II Using Credit Cards WIth SWIAMP cosas conil Li iaa 80 Conligure SWAMP with PG Charge custisiaies litio aisla nati 80 Tenant s Credit Card Information oooononnnncicinnnnnncccccnnnoooononnnnnnnnnnnnnnnnnnnnnononnnnnnnnnnnnrnnnnnnnnnnnnnnnnns 80 Oneck TO Expiring Credit CAS SA Gah eee 81 Processing a batch of Credit Card Charges cccccncccccccconccnnnncccnnnnonncnnnnnnnononannnnnnnnnnnnnnnennnnnononnnans 81 Non r ecuring Credit Card Salles iii A ake das 82 PIS Day FIS INGUIN CS swage nc aet iss ages a a N a aE 84 ACUDA eddie 84 Restore DalaDaS Sidi 86 ANVE Data oO 86 ACUSA ii 86 Generale Roni CCS aii ps da 87 RP RS dG Moen oeees ames 87 Lale Fo Sita 89 A A evans Manele iain aad Gaede 90 TY TWO a 90 Typo IDE A cee earenrie ite Ret erie Sanne ae este hts PR En ane nome ore ae Rectan See PRTC nme ey 9 TYPE FOU SOPORTO ERA on e 91 A csc dicts
124. f your current database to store It will then from your current use database delete all payments for all rentals prior to the specified archive date provided that they balance then it will delete all rentals that have a move out date prior to the archive date and that have no payments linked to them then finally it will delete all tenants that have no rentals linked to them Your current working database will be that much smaller If you need to access the previous data you may do so via the Find Database function Return to the Home Menu Click the Activities icon to access the major functions of the program At that form you will generate rents record payments print invoices print deposit reports export tenant information or assess late fees and other special charges Each of the remaining icons on the Home Menu has a specific function that will be discussed in turn Activities The buttons on this menu each have a specific function in the operation of SWAMP They have been grouped on the form so that similar functions are easier to find They are discussed below in the order they appear on the Activities Form 86 Sl Activities Activities Rents Fees Late Fees Notices Select Billings Credit Cards Credit Card Payments Expiring Credit Cards Deposits Deposit Payments Bank Deposit List Undeposited Payments Deposit Summary Category Depost Summary Tenant Generate R
125. form letter you may merge tenant information to it by selecting a rental in the box at the top of this form labeled Select Rental and then clicking the green book Quayle s Nest Ooops forgat 21 Jun 2005 Aaron Aaprode 936 South Main Street Anywhere OH desde Dear Aaron Apprently you neglected to pay the rent on your storage unit 608 which was due on 1 Jun 2005 Since you are more than 9 days late you have been assessed a late fee Please pay the amount now due by return mail to avoid any further late charges Your prompt attention to this matter would be much appreciated oincrely yours Emily Postlewate Manager Total due 105 00 An even easier way to print these letters is found on the Tenant s Form Click on the yellow plus sign under More to open this form 141 BE Additional Rental Information Contract Ho Access Code Other Code Time one View Late Key one Notices Tax Exempt Credit Card Information Verify No Late Fees Charge Payments to Credit Card r r No Lockout Don t Mail x Peer eer rere rere rere Print Letter n es gt Letter AZ Select the type of letter in the field indicated by the term Letter and then click on Print Letter button Expenses SWAMP provides a form in which you may record all expenses associated with the operation of your facility The form 1s arranged much like a check register B
126. from the beginning of your use of SWAMP so that the categories will again work accurately 64 Update Rate Dates and Changing Rate Dates If you are using a later version of SWAMP for the first time the Rate Dates are entered automatically However if you are updating an early version of SWAMP you may need to upgrade the data to include Rate Dates Also if you change the period of time that you guarantee rates you may also wish to use this utility Setting the standard guaranteed time e Open the Custom Information form and enter a number in the Guarantee Time field e This number should correspond to the number of months you guarantee the rental rate to your tenants Entering updating guaranteed rate dates for existing tenants e If you are installing this program for the first time you do not need to do this function The rate dates will be automatically created as the new tenants are entered in the program e Go to the Administration Form and click on the button reading Update Rate Dates This opens a pop up window with options for your selection The first option is Which To Update and the choices are to update only blank rate dates or to update all The second option is Update To What and your choices are Move in date guarantee time or to a specific date If you choose the latter there is a field to enter the specific date through which the current rate will be guaranteed E Update Rate Dates 3 Aug
127. g features of this form allow you to create many types of lists such as deposits paid all tenants owing late fees all tenants who have rents due before a certain date etc Clicking on the printer icon will create a report of the sorted lists which you can then print See How do I create lists of deposits and other special payments in Part Three of this manual for further details Recording Payments There are two basic ways of entering payments The first is more convenient for entering a number of payments at one time such as those received in that day s mail The second is more appropriate for dealing with an individual tenant especially if you want to print a receipt Method One e From the Home Menu click on the Activities icon From the Activities menu click on the button reading Select Billings e The Select Billings form will open The default settings at the top are tenant field blank Both under Mailed Unpaid under Paid and Due under Date The form is filled with unpaid payment lines from all tenants in the database from which the tenant whose payment you wish to enter will be selected e You may wish to change the default Unpaid to the category Unmatched This will assure that all partial payments are shown and included in the totals at the bottom of the Select Billings form 93 Select Billings 5 x Tenant 2 Hailed Paid Date Uni C UnMailed UnPaid
128. he 14 May move date and that if this overpayment were used to pay the rate for the new unit she would have 14 55 due her If you decide to refund just the lower amount then you need to go in to the payments form and mark the billing for unit 642 as paid Payments Brownell Judith To print a receipt check the z El Unpaid Paid R in the appropriate lines Preview Print Al CUnit Unmatched All and press the Receipt button Receipt Receipt PD H Unit Type Billed Paid Billed Due Paid To Paid Hum R a PM 230 e Pena 9800 96 00 24 Mar 2005 _5 Apr 2005 5 May 2005 22 Apr 2005 230 e frenar e 90 00 96 00 20Jul2005 5 May 2008 14 May 2005 20Julz005 230 e frenar 2 65955 663551 20Jul2005 5 Jun 2008 14 May 2008 20 Ju 200 62 e Pena e 55 00 0 00 20Jul2005 14 May 2005 14 Jun 2008 E UI EC III ECO oo 1 IES OI IES IE T T In the lower center of the Tenants form there are five action buttons which lead to several other forms and actions associated with those forms We will discuss each in turn Contact Ledger View Hotices e Contact Many state self storage laws require that the manager allow the tenant to name another person who must be contacted before foreclosure on a unit Clicking this button opens the contact form It is a good idea to list the parents of student renters here Contact Form Kitty Cat 231 Arama Drive Catnip e
129. he Exhibit A method will print a Blue Moon Data Directory Select Rental single sheet of paper listing the z values for each field of the LC BLUEMOON DATA be eth nagar Se A The Blue Hoon method uses an ceda A o E een external program from Blue Moon to Generate Lease their lease Use the THSA print out a formatted THSA lease with using Blue Moon values that are exported from SWAP Lease Defaults to set up the to a data file default values for your Facility None Select this option if you wish to use your own printed lease and not have SWAMP print individual leases for your tenants as they rent Internal Lease SWAMP allows you to create your own lease within the SWAMP program which will then merge data from the Tenant form into the lease where you place field names On the above form click on the button Compose Lease ll elect Rental ahs Compose Lease os IMS Sans Serif Sans Seri Quale s Nest Header 1 Font E ee Header 2 Font BachenBT C A Body Font THIS RENTAL AGREEMENT is executed in duplicate an lt MovelnDate gt NES by and between Quavle s Nest P O Box 27618 Fresno CA 93729 559 a A 295 9755 hereinater referred to as Owner and sFirstName gt Field names lt iasiiame gt nereinatter referred fo as Tenant forthe purpose of feasing or renting cerfain space as hereinatier described and with fhe express understanding and agreement tnat no baliment ar deposit of goods for s
130. he previous one until you return to the Home Menu To exit the Home Menu and close the program click on the Stop button Step Four Units After you have entered the information on each of your buildings in the Building form enter information on individual units in this template You open this template by clicking the Units icon on the Home Menu Navigate from field to field by pressing the tab or enter key After you enter one unit click on the plus sign icon for a blank template in which to enter the next unit or use the Replicate button as explained below SR Form Units Unit Number pp El Unit ID Counter Out of Service History poeta Out of Service Back in Service Description Size X Display __ Sq Ft a Display Unit Size Rate Display Description Rate Date Heat Motes Rate History Electricity ES Rate Date Rate a Tall E ep 0 00 E Inside FE e Unit Number You may choose to use all numerals or alpha letters or a combination Since the program sorts by looking at the first digit and groups all that begin alike together regardless of the length of the number 1 is followed by 10 11 12 13 etc If you like to have them in sequence it helps to give all units three digit numbers Then 100 is followed by 101 102 103 etc If you already have numbered your units putting zeros in front of them in SWAMP will also result in proper sequence as in 001 002 003 etc Whateve
131. ick Yes to refund this amount Click No to tA Zero the account without refunding the balance I decided to keep the money and SWAMP made these entries Actually the amount is a negative so keeping it means a negative payment of 8 39 in other words a Bad Debt as indicated below Payments Camaby Cornelius El O Unpaid Paid To print a receipt check the R in the appropriate lines All Unit sz Unmatched 8 All and press the Receipt button PD HW Unit Type Billed Paid Billed Due Paid To Paid Hum R h MM 330 efena Jef 40 00 40 00 24 Mar 2005 1Ap1 2005 1 Map 2005 22 Apr 2005 T MM 2 Rental 17 61 0 00 10 May 2005 1 May 2005 10 Map 2005 10 May 2008 MM 36 e badder 3000 15933 10 Map 2005 10May 2005 10Map2008 CP aa apply Deposi 000 20 00 10 May 200510 May 2005 10 May 2008 Pw se e depose ef a 00 520 005 To May 2008 10 Hoy 2006 70 May 2008 ema Y ey sof mp J SWAMP also created a receipt for the 20 00 of the deposit that I decided to return to the Tenant The receipt is in negative numbers 20 00 indicating a refund Receipt of Payment TO Map 05 Cornelus Carnaby 9457 West Hwy 76 Greenview CO 408 76 Payments For Unit 338 Description 5 x 15 Description From To Due Paid Date Deposit 10 May 05 20 001 20 007 10 May 05 Unit Total 20 007 20 001 Total 20 00 20 00 When moving out another
132. igidigisend exe Access Code Gate File InterFace Other Y Low 1007 Seas Clear Gate Table High 3999 CO All Units Example A ase Import Gate Table _ Assign Access E as Generate Gate File Ptas Lockout Update Lockout ales Wiew Lockout Status Hotes To update the gate system data Hun Gate Interface T his runs the gate company which processes 33 NOTE Ifyou are NOT going to interface with a gate be certain that the field under Select Gate Interface reads None and then proceed to NOW back to the Tenant Form about five pages below To set up a gate access click on the arrow at the right of the field Select Gate Interface and from the drop down list click on the name of your gate As you select your gate the Gate Interface File and the Gate Interface Program will automatically be entered in those two fields In the example below DKS DoorKing has been selected This gate interface requires another field the DKS Account Name which you find when you install your DKS DoorKing software BF Gate Access Setup Gate Access Setup Select Gate Interface Gate Interface File Gate Interface Program DES Doorking E c DKM SB gate cow cDEM S640 coring exe Access Code Gate File Interface Other Low 1001 All Tenants Clear Gate Table DES Account Name sign 3H C Reassign All a Changes Assign Access Generate Gate Fil
133. ill be unlocked Those tenants who are late by more that the grace days will be locked out and this information will be posted to the gate file and on the tenants rental form A report will list the number of units locked and unlocked View Lockout Status This feature opens a form that lists all persons who are late enough to be locked out of the gate software and who have been marked Locked Out on their tenant form Locked Out Status Sort by Name Unit Days Late Lock Date Unit Code Paid To Billed To Current Days Late Lock Date This list of locked out tenants can be sorted by Name Unit Days Late or by the Lock Date The list may also be printed and edited If you wish to eliminate a tenant from the list and from Locked Out status just click the X button at the end of the line This will eliminate the tenant from this line and remove the locked out date on the tenant s form These features work on the tenant forms whether or not you are using a gate Interface 36 Changes Clicking this button on the above form creates a report of those tenants on the Locked Out Status whose status has changed from the last time the Locked Out Status was accessed In the above example only one was a change as shown in this report Locked Out Status Changes O O Locked Out Status Changes Tuesday August 16 2005 Tenant Urat Code Fad To Billed To Current Days Locked Out To be unlocked Browra
134. ill be entered as the date Paid The program will also have placed a check mark at the beginning of the line in the box under P which stands for paid and under the M which stands for mailed You may at this time enter the number of the check or other notation in the field under Num Return to the Tenant form Return to the Home Menu by clicking on the door icon From the Home Menu click on the Activities icon to open this form Activities Rents Fees Click the Generate Rents Fees button on the above form to open the following pop up window 15 Rents Generate rents having due dates up to 2 Sep 2005 Generate Rents Now Late Fees Late Fee Type Generate Type Two Late Fees Late Fees bith Note that the date in the field following Generate rents having due dates up to is just 18 days from the present date If you have used today s date for the Callister payment change this date to be 32 days from the current date Click on the button Generate Rents Now When that action is complete the following will pop up Payment Message Ca Payment Generation Complete Click on OK to close the message box and then close the Generate Rents Fees form by clicking the door icon to return to the Activities form Click on the Print Bills button to open the following pop up form BS Print Bills Labels
135. irst select the type of report you wish to see Current will tell you the rate of occupancy as of the current date On Date will show the occupancy rates for whatever day you put in the start date on this form Monthly will show the occupancy as a monthly average for each month in the period of time that you indicate by the start date and the end date The default dates in these two fields are 1 Jan of the current year in the start date and the current date in the end date Quarterly will produce a report that averages the three months in each quarter during the time specified Yearly will show the average occupancy for every full year in the date range as well as the year to date if the last year is not a full year YTD will show the average occupancy rate of the current year from Jan to the present date Total will produce a report that will show the total days in the period selected between the start date and the end date and average the occupancy for that entire period of time e Then select the specific date or the date range you wish to have covered in the report e Click the page and magnifying glass Preview icon to produce the report Monthly Occupancy Summary Between 1 Jan 2005 and 21 Jul 2005 Month Total Days Rental Days Days Total rea Rental Area Area Jan 005 Feb 2005 Mar 2005 3766 3208 3 66 4960 4430 4960 86 0 86 0 86 0 422593 9 422559 9 422553 5 32925 32925 32925 Ti 9 Ti 9 TI Apr
136. is line are for the city state and zip code of the tenant e Dear This feature lets you use a more familiar name to address the tenant when writing letters using the mail merge feature of your word processor e DOB In this space put the date of birth of the tenant e Employer Record the name of the employer of the tenant e License In this field you record the number of the tenant s driver license e Vehicle License and State Enter the license plate number and the state of registration for the tenant s vehicle e Identification A second identification may be entered in this space such as a social security number e Other ID Is for another form of identification if you wish to use it e E mail Enter the tenant s e mail address e Phone 1 amp 2 A mask appears when you start to enter a number in these two spaces which places brackets around the area code and a hyphen between the two sets of digits of the phone numbers Just type the numbers without spacing between them The field next to the numbers allows you to identify it as Home Work Fax Car Cellular or Beeper e In Military Check the box if the tenant is a member of one of the armed forces e Timestamp Tabbing from In Military causes the cursor to go to the message box at the top right If you would like to enter any remarks concerning this tenant click on the button labeled T imestamp or press enter This will enter a date and time in the message s
137. ited payments in a summary form by category as in this example Deposit Summary by Category Dates from 4 May 2004 to 22 Feb 2005 20 Apr 2005 Category Paid Dep osit 50 00 Late Fee SS Lock Deposit 10 00 Refunds 50 00 Rental 039 10 Totalfor Deposit 960 45 Deposit Summary Tenant This report also lists all undeposited payments but this time lists the amounts subtotaled by Tenant All of the Undeposited lists must be printed before the Deposit Payments activity 1s performed An example of this list follows 118 Deposit Summary by Tenant Dates from 4May 2004 to 22 Feb 2005 O Apr 2005 Tenant Paid Aable Joe Christopher 190 00 Aapleby Aaron 24 10 Andress Nils 45 00 Austin Taphenes 30 00 Christopher John 105 00 Hillmans daughter Mable 55 00 Jones Mary 395 00 Nestle Maryjo 45 00 Rogers Quenton 42 00 Snickelfritz Jane 5611 35 Toady Newman 95 00 T otal for Deposit 960 45 Expiring Credit Cards This report will list any tenants whose credit cards will expire soon This information will alert you to get updated information from these tenants or to bill them manually Expinng Credit Cards 21 Oct 02 Tenant Phone Credit Card A Exp Card Member Late Tenants The Late report lists all tenants who owe money to the facility but who have not paid by the due date The report lists them by the number of days late with the longest at the top Other information included
138. l 05 Rental l ug05 1Sep 05 95 00 0 00 Unit Total 295 00 200 00 Total 295 00 200 00 Another more complete and specific way to print tenant information 1s to go to that tenant s form click on the printer icon at the lower right and print the report that is generated This report lists all the tenant information and all details of rents generated and payments made How Can I delete a payment line or a rental line Every once in a while it becomes necessary to eliminate a line in the payment record of a tenant This may be because of a rental or other charge made incorrectly a late fee that you wish to cancel or a rental due generated for a tenant who moves out prior to that date 155 Also you may delete a unit rental line if there has not yet been payments entered connected to this unit SWAMP makes it easy to cancel such entries Follow these steps e Open the Tenant form for this individual e Click on the Payments button e Find the line you wish to delete Use the scroll bar at the right if the line is not in the screen area when the Payments form first opens e Click on the square at the far left of the line you wish to delete That square will change color and a triangle will appear in the square You may select multiple lines by dragging with the mouse on the left squares or while holding down the shift key click the first and the last lines desired Payments a 5 x US E SS ues chee
139. lar explanation is available for all five types Below is an example of the use of the type one fee Type One Generate a charge of type Advertizing in the amount of 60 00 for all rentals that are past due by more than 60 days and that have not had a charge of type Lockot Type Two The old Late Payments function is now Type 2 within this new integrated form It has been enhanced in two ways One if you are calculating the fee as a percent you now have the choice of using the current balance due or the monthly rate as the basis Click on of monthly rate to change it to of total due and vice versa Two SWAMP will prevent a Late Fee from being generated if one has already been generated within a specified amount of time The user can choose this amount of time to be within the last month or a specified number of days Facilities that use anniversary billing that would be generating Late Fees on a frequent say daily basis would probably choose the month option Those that generate late fees infrequently such as monthly or weekly would probably choose the days option 90 TypeTwo Generate Late Fee for tenants who hare a balance due and are past due by more than 5 days and have not had a late fee assessed against them during the last C month Calculate fee using Percent Both Type Three This custom fee type allows you to assess a fixed amount after a specified number of da
140. ll insert the current time e Ctrl will insert the value from the same field in the previous record This is great for entering City State and Zip codes Before version 3 0 when a tenant paid a rental not already generated in the Rental tenant s Payments form you had two choices either generate rents for this Category tenant or enter the billing by hand filling in each appropriate field Now you can do 1t with a couple of clicks Open the tenant s form click on Payments On the first blank line enter the unit number and in the Type field select Rental SWAMP will check the Paid To status of this tenant and the Rate for this unit and enter all the appropriate data on this line Then click the P box to enter the payment 164 Index ADOU Ls ia 66 PACA OU CULMS has hi aa Nk a o o o o e o 115 145 ACUVIUCS ira 87 93 97 99 109 111 151 Add Another Payment tia ele ee ee ee ee 33 152 AOMIRISTEALIOR a oie ee ea cae ie a ae 61 153 AMA ear a ia oe 115 145 Alr e dy DONE sis isla dior 62 ASSESS late f s tada 97 151 Avatllable UNAS caida iaa a aran 112 115 Backup Dalal corrida 84 5 Fs 9 6 Da ane ne eR OP el en ee ee aa Pere 151 Balance due eset asain acne eect tata lia dais 112 115 o An aeia lae a ae 112 123 142 A A A A en tM oe Ene OS E DON SEAT ETE Pen Se E ET RTOS aT a 93 BINO Nola ia 21 Blank Tenant Card iia ad ai laicidad 116 BUIN Si sis 31 116 146 Cal a o fas 147 Calvin Quayle
141. lled first change the Billed to the amount of the payment and change the Paid To date to the actual date covered by the payment Then click the box under P Alternative To Method One If you have only a few units it may well be easier to deal with them all at once When you first open the form from the Select Billings button all unpaid billings will be listed Simply scroll down to the name of the tenant who has made a payment and proceed as above Method Two 96 From the Home Menu click on the Tenants icon At the Tenants form click on the arrow to the right of the Tenant name When that drop down window opens start typing the last name of the tenant whose payment you wish to record When the name appears click on it OR you can enter the number of the unit in the Go to unit field at the bottom of the Tenants form and press Enter From that tenant s form click on the button reading Payments The Payments window that opens is a little different from the Select Tenants window Here the tenant s name is at the top the default listing of payments is All and there 1s an additional box at the right end of the billing line under the heading R Also at the top is a window with instructions on how to print a receipt and a button labeled Preview Receipt and another labeled Print Receipt At the bottom are the same fields as the previous form except the Count window You may want to change the setting to
142. lopes buttons will print the address side of the postcards Backup File SWAMP will create a default backup file in the same folder that holds SWAMP The name and location of that file will appear in this field You may designate a different location and name of the file if you wish by simply overwriting the file name and the path to the file Billing Note On the invoice in a space just below the information of what is due on each unit SWAMP prints a message from you You can enter that message in this window or in the window that pops up at the time of printing the invoices You can change it at any time but it is the same message for all invoices printed at one time Word Processor SWAMP has a built in feature that allows you to format a lease in your word processor and have SWAMP enter tenant information into merge fields External lease This field is to designate the path to your word processor Below this field to the right is a button that will help you find the path to your word processor Click on the Find Word Processor button and the following dialogue box will open to aid your search for the proper path to your word processor Find File P File name Folders DE doc dot ct Cancel x Network Ey 4ACCESS2 0 Ca 4ACROREAD Ey Beyond com CG Bicycle I List files of type Drives ord Files doc dot E c MICRON al e Guarantee Time SWAMP has a feature that automatical
143. ly adjusts rates for tenants after rates on the unit are raised The purpose of this number is to specify the length of time you guarantee the rate at which you rented the unit The number is the number of months so that 12 means one year If you do not guarantee rates put a 0 in this field e Lead Days When you generate rents a dialog box will pop up with a date in it that will be as many days ahead of the current date as the number you place in this box That is if today is 1 May 2005 and you had 15 in this box the date in the pop up dialog box will be 16 May 2005 What that means is that every tenant who has a rental that will become due by 16 May 2005 will have an invoice generated for that unit and a line on the payment record for this tenant will be created entering the charge for the coming month e Lockout Grace The number in this field represents the number of days late you allow tenants to be before they are locked out either by a gate interface or manually e Customize Late Fees This button opens up a wide range of options for late fees from which you may choose Custom Late Fees Choose Late Fee Type his ae Customize Late Fees Generate a charge of wpe Y in the amount of 0 00 for all rentals that are past due by more than 0 days and that have not had a charge of type o Y CB d assessed against them during the last 0 days Do not generate this charge if one has already been generated in last 0 Jdays
144. m When you follow this advice and run the Payment Validation form you will get a report that looks like this 129 Payment Validation a Mame Move lnDate P Larson Susanne dable Joe Christopher J Zero Mildred Name sit Type Billed Due PaidTo m RentallD UnitID MovelnDate Move Dut Date Rate Delete These PaymentID RentallD TenantiD UnitID Name Delete These PapmentiD _RentallD TenantiD UmitiD Rate DateDue Delete These RentallD TenantiID UnitID Name Tppe Rate Attempt to Fix RentallD TenantID UnitiID Rate HovelnDate MoveQutDate Delete Rental NameLast UnitID Rate MovelnDate MoveQutD at Delete P These The above report has found four problems that need to be corrected Susanne Larson has a rate of 0 00 This may be correct but needs to be checked The tenant Joe Christopher Able has no rate listed O The tenant Mildred Zeno is missing a rental period from the unit rented by her The above problems need to be corrected by going to the tenant form for those individuals and supplying the missing information There is also a rental ID 285 that is missing tenants This needs to be deleted Select 1t and click on the button which reads Delete These There are seven other possible problems listed at the bottom half of the Payment Validation form Five of them conc
145. may or may not be made in cash Charge for overlocking Tenant s space Payments 8 may or may not be made by check Charge for sending statutory notice of claim for unpaid sums Charge for newspaper ad of sale Charge for conducting foreclosure sale at public auction for nonpayment 5 00 Charge for having to judicially evict Tenant 10 00 Charge per hour for removing or cleaning when Tenant litters or fails to clean remove items or vacate e Fill in the blanks or click the choices as you wish to have them read on the rental agreement with your tenant This needs to be done only once unless you change your charges or decisions on minimum lease time or payments Close this form and return to the Home Menu Click on the Tenants icon If you are renting to a new tenant click on the plus sign icon at the bottom of the form to get a blank form Enter tenant information as normal e After entering all information you wish on the tenant form and contact sub form return to the tenant form Place your cursor in the Unit field and enter the number of the unit this tenant is renting Press the Tab key Check the information entered to determine that it is correct and then click the 1 button Complete any other payments to be made and return to the tenant form e Click on the button under More and insert whatever additional information applies to this rental and close that form e Click on the button Lea
146. me Menu will come into view You may selectively skip any single action scheduled by clicking the button labeled Skip which is located on the same line as the scheduled action That line will go away and the action will be automatically rescheduled to the next time you have chosen for that action to be performed You may also delete a scheduled action by clicking on the X at the end of the line Don t show You may choose to not have the list of scheduled actions shown before the actions are performed On the Reminders form click the box at the top before Don t show Today s Reminders form before processing reminders Alternatively when the Today s Reminders form opens you may click on the box before the statement Don t show this form again Clicking on OK will close the message above and the reminder will reset to the next Monday when it will appear again on startup To see all the possible actions which may be scheduled click the arrow next to the Action field to get this list 132 Add New pa Reminder Scheduler E 7 x Weesage Only Message Only Backup Data Deposit Payrnients Generate and Run Gate Interface Generate Late Fees default Generate Late Fees Type 1 Generate Late Fees Type 2 Generate Late Fees Type 3 EE Generate Late Fees Type 4 Generate Late Fees Type 5 J E Generate Late Notices Generate Rents Pint Bils Print Late Notices I ES Rege
147. merge by selecting the tenant and unit in the field Select Rental at the top of the form Either type in the name of the Tenant or select from the drop down list as in this example Aable Joe Christopher Aaprode Aaron Appleby Viola 4ppledown Mark ay Aspenworth Mary Belle Billhoppe Maran Brownell Judith Burchoraett Adnan Then click on the icon showing the green book at the upper right of the Compose Lease form An even easier way to merge the information to the lease is to click on the Lease button at the far right of the unit rental line on the tenant s form After entering the tenant and unit click the 1 button to enter the first month s payment Enter any other items such as security deposit lock sale etc Then return to the tenant form and click the check mark icon at the bottom of the tenant form Then click the Lease button and the lease will appear in preview form similar to this 69 Quayles Nest lease fig reament Guayle s Nest hereafter referred to as Landlord hereby leases to Reginald Callister Home Phone number 4 65 3727 6 3 West Callendash Street Work Phone number 648 65 6 67 Mayfield WI 54909 hereinafter referred to as Tenant storage space number 101 10 x 10 located within the Quayle s Nest buildings at 123 Ash Lane under the following terms and conditions Rate The monthly rental rate of this space is 55 00 payable in advance Term The term of this lease sh
148. merous details concerning the unit rented by this tenant Scroll down to see information on more than one unit Below 1s an example of the report generated Aaprode Aaron Unit Number Display Unit Status Inside Electricy Move In Date Move Out Date Standard Unit Rate Tenant Rate Rate Date Period Total Billed Current Amount Due Last Billing Date Last Due Date Last Billed To Date Last Date Paid Last Paid To Date Days Ahead 56 208 10 20 Active Mo Heat Mo Tall 11 Nov 003 35 00 95 00 11 Now 003 f 35 00 0 00 18 Jul 2005 1 Aug 005 1 Sep 2005 o Jul 2005 1 Aug 005 ie Ho Ho Ledger A payment and billing report is available by clicking on this button E o x aprode Aaon All Units Pale ite After date Previous 0 00 Specific Unit a08 EF Before date po Previo Date Hum Unit Type Charges Payments Balance cl teen 2008 608 Penta 9500 88500 Adan 2008 aoe ent OO 000 Ee 08 ena gt 0 Ee 08 renta m0 000 Meroe aos ena A RN amara Rental O 0 apro Feni 0 my Renta Tan 2006 Fen so O o E DAS E E A 895 007 E E O GT BEE aos ent O EE 608 later O OO 000 Tra aos ena O LOT a A 08 entr 0 000 ETE aoe frena O RN Count el Total Billed 2 004 35 Total Paid 41 909 35 Balance 95 00 Re The report lists the name of the tenant in the field at the top and any previous balance owed by
149. mount and the Paid To date will be adjusted to reflect the extra amount paid Note that this may affect future due dates If you do not wish the program to perform this operation check the box in front of Don t Prompt to Split Unmatched Payments We recommend that you allow SWAMP to perform this action 21 e Use Date for Backup File Title When creating a backup file the title Backup is the default title supplied by SWAMP which then asks if you want to overwrite a previous backup of your data file Using this feature will allow you to create multiple backup files with each having a different title based on the date of the backup This new option when checked will use the current date as the file title of the backup file when backing up the SWAMP data The file title will be in the form of yyyymmdd mdb for example 20061231 mdb The directory folder will be determined by the name in the Backup File field on this Custom Information form If this value is a complete file specification directory and file title then the directory portion will be used as the directory folder for the new backup file If this value is a directory name with a at the end the full directory name will be used 1f however it is not terminated with a then the last node will be omitted from the directory used with the new backup file Examples Backup File Result e a backup data mdb a backup 20061231 mdb e a backup a backup 20061
150. n t prorate on this form Credit Card Information This feature is to be used if the tenant wishes to have his monthly rental charged to his credit card On the Additional Rental Information click the box before Charge Payments to Credit Card This action will activate the fields below it and fill in Card Member s name street and zip code Credit Card Information x Charge Payments to Credit Card 9410 ees 2922 07 04 Verify Credit Card Humber Exp Date MMYY Card Member Zip Yenficatton Value Type in the card number in the field indicated Type all numbers consecutively leaving no spaces between them They will show as Xs as in passwords so be careful in entering that you are hitting the correct keys When you tab to the next field the number will show above the field with the first four and the last four digits visible the others as Xs At the same time the type of card will be displayed in the second field following the Expiration Date MasterCard is the example above Enter the expiration date as four digits the first two representing the month the last two the year the card expires When this information is entered click the Verify button to make certain you have the proper information and that the card is good NOTE The field labeled Verification Value is seldom needed When it 1s the value is a three digit number found on the back of the credit card near or on the st
151. n 2005 1 Jul 2005 TAug 2006 PTT Dinglefeot Jasper 513 2 Rental 2 56 00 0 00 15Jun 2005 1 Jul 2005 TAug 2005 PTT Dinglefuss Aexander 2 701 Rental 460 00 90 00 15Jun 2005 1 Jul2006 Tug 2006 PTT Doe don e 508 2 Reta 46 00 40 00 15 Jun 2008 1 Jul 2005 T Aog 200 TT Emigh Philip e 621 Rental ef 40 00 0 00 18 Jun 2005 1 Jul 2005 1 Aug 2005 PTT England Joshua 2 337 Rental 3700 0 00 15 Jun 2005 1 Jui 2008 1 Aug 2006 PTT Fordson Hanson 110 Rental 96 00 0 00 15 Jun 2006 1 Jul 2005 Aua 2006 Count 116 Total Billed 411 259 00 Total Paid 0 00 Balance 11 259 00 e To select a specific tenant click the arrow to the right of the Tenant field This opens a drop down window with tenant names Begin typing the first few letters of the last name of the tenant The program will immediately begin to search for the name e When the name comes into view click on it Or if the name is highlighted as the next choice you can press the Enter key That tenant s name will appear in the Tenant field and all unpaid billings or Unmatched if you choose will appear in the window with the following column headings P D M Tenant Unit Type Billed Paid Billed Due Paid To Paid and Num The meaning and appropriate entries under these headings are as follows o P Stands for paid and should be empty D Stands for deposited and should be empty M
152. n assess 0 00 a day up to a total of 0 00 Type Four Generate Late Fee for tenants who have a balance due and are past due by more than days and have not had a late fee assessed against them during the last fe month O Es days Calculate fee using Generate enabled fee Use Fee Type Amount Days Late types in the amount specified when rentals _ Lp TI 0 00 o are late by the PAE specified number of days CA A so a o 0 C Percent 52 Type Five of monthly rate Generate a late fee for this Rate gt Hate lt Late Fee Late lt et months rentals that are _10_ FEB 5 00 ays late e amount wi O Both be determined by which range the rental rate falls in 100 00 1 000 00 20 00 20 and will be the larger of the m Late Fee and the Late lt 1 000 00 20 00 20 89 This custom fee type allows you to generate a charge of your choosing based on the absence of another type of charge since a specified number of days This may be of use if you need assess a fee on a tenant for being late by so many days but need to wait a specified amount of time after a previous type of charge before assessing it The last field prevents the program from assessing a duplicate fee if one has already been generated during the last specified number of days The above explanation of Type One fee is obtained by clicking the large question mark on the Customize Late Fees form A simi
153. n marked mailed If an item was not marked mailed it was not considered due and therefore was not included in the balance due SWAMP now tracks three different balances Balance Due Current Balance Due and Mailed Balance Due Balance Due accounts for everything that has been generated regardless of any other factors such as mailed or due it sometimes has a heading of Billed on reports Current Balance Due excludes anything that has a due date in the future it sometimes has a heading of Current on reports Mailed Balance Due uses only those items that have been marked mailed this is the same as the previous definition of Balance Due and is still used as the Past Balance on billing statements The information provided on this report 1s The full name of the tenant The unit number Date of move in and move out for those gone but having balance Date that this tenant has been billed to Date that this tenant has paid to 117 Billed Current Current Tenants The Current Tenants report lists all tenants who are presently renting units in your facility in two columns The tenants are listed in the order of the unit numbers making it easier to locate them physically on the Building The full name of the tenant the unit number and the rate being paid by that tenant are reported making it a useful list to have at the front desk for the manager Deposit Summary Category This report is an alternative method of listing all undepos
154. nd then each table was individually transferred to the new database This sometimes would give a false report of a successful backup when in fact part of the backup may have failed There were also a couple of reports that seemed to indicate that SWAMP was still linked to the newly backed up database even after the backup was complete A new method is now being used the current database will be saved as a new database via the backup data function using the Microsoft Access compact database command This seems to be a more direct method of backing up the data and has the added advantage of compacting the database removing unused areas If for some reason this method does not work for the user the old Backup and Restore function can be accessed by double clicking on the Administration title and clicking Yes to the question Show Old Buttons When backing up with the Reminders feature the old method 1s used due to complications Use Date for Backup File Title When creating a backup file the title Backup 1s the default title supplied by SWAMP which then asks 1f you want to overwrite a previous backup of your data file Using the Date for Backup feature which is found on the Custom Information form will allow you to create multiple backup files with each having a different title based on the date of the backup This new option when checked will use the current date as the file title of the backup file when backing up the SWAMP
155. nd to activate it Other Code This is available for any additional code you may have such as the combination for a door Time Zone Your gate software will allow access during specific time periods during the day Code numbers will be supplied you by the gate company to enter here designating a specific range of hours or unlimited access Key Zone If you have multiple gates you can limit which ones this tenant can enter Again the gate company will supply you with codes to enter in this space Tax Exempt In some states certain units call for a sales tax depending on what is stored in the unit Clicking the box by Tax Exempt will deactivate the Sales Tax option for this specific unit No Late Fees You may wish to exempt certain tenants from late fees Clicking on this box will preclude late fees from being generated for this unit No Lockout Selection of this option will protect this tenant from being locked out regardless of status of payments Don t Mail SWAMP normally creates an invoice for each rental coming due If you wish not to create or mail invoices to specific tenants click this box and the rental and taxes generated for this unit will be marked mailed automatically meaning that the invoice will not print Don t Prorate Even when Same Day is selected for the majority of tenants a manager may opt to bill some tenants on an anniversary basis This can be accomplished by clicking the box next to Do
156. ned by which o range the rental rate Falls in 100 00 1 000 00 20 00 20 and will be the larger of the D Late Fee and the Late 1 000 00 20 00 A late fee will be assessed once on this month s rental 1f it is late by the specified number of days The rate ranges must be increasing from top to bottom of the form Enter 0 for unused ranges You may use two three or four ranges The last range you use should have a 0 in the upper range value This process is accomplished on the fourth range by having no field for the top range This 0 will be interpreted to mean unlimited The late fee will be the greater of the Late Fee or the Late No late fees will be generated if both ranges are zero These settings will not be affected by updating SWAMP to a later version While any of these five custom late fees may be assessed by clicking on the Do It button at the lower right corner of each the preferred way of assessing late fees is with the Generate Rents Fees form Generate rents having due dates up to 4 Sep 2005 Generate Hents Now Customize Late Fees Late Fee Type Generate Type Two Late Fees E Late Fees From the drop down list obtained by clicking on the arrow Type Two Late Fees has been selected Late Fees Late Fee Type Generate ype Two Late Fees i Late Fees Type One Late Fees Now Type Two Late Fees Type Three Late Fees Type Four Late F
157. nerate Occupancy Regenerate Payment Info Update Lockout Values Update Occupancy Any one or all of the actions listed above may be scheduled to occur either on startup or on shutdown You can choose a specific date daily weekly monthly or yearly as the frequency of the action When the action is performed then the schedule is automatically set to the next recurrence scheduled Following is an example of a possible selection Reminders a epost Payments ackup essage on Oper egenerat 5 Jul 2008 enerate Rents oul 2005 2 On Shutdown EJ EJ l l E l Ei Ei ate Fees Generate Late Fees Type 2 2 JOn Startup 2 8 Jul 2005 EJ EJ E E EJ EJ l l l l n Shutdowr n Startup 25Jun 2005 1 Scheda Skip x 29 Jun 2005 3 Sehed skip x Sul 2005 Cams Y A mn G G nn ooo int Bils 8 Jul 2008 ate Notices Generate Late Notices 8 Jul 2005 ockont Update 5342005 7 Sehed Skip x int Late Notices Ea 2005 E Sched skip x pdate Occupancy Update Uccupancy 1 Aug 005 9 Sched Skip x ao a O Letters Communication with tenants can be a great aid in the administration of your rental facility This feature of SWAMP offers a number of tools to make communication easier You may print regular invoices and envelopes for them by the Print Bills feature of the program on the 133 Activities Menu You can facilitate sending form letters and similar mailings by using the
158. next by combining a tenant s payments which may have been for rents late fees deposit etc into a single amount It will also include whatever you entered in the Num field This listing is more likely to equate with your bank deposit than the separate listing of payments Blank Tenant Card As explained in the discussion of the Tenants form SWAMP provides a way to print a 5 x 8 card on which to maintain a written record of the rental payments of a tenant for a particular unit From the tenant form you can print a card that prints the tenant s payments on it or one that provides blank spaces to record the payments Both of those cards print tenant name address move in date phone unit number and size period of rental and the lock deposit amount The Blank Tenant Card has spaces for all of the same information but no tenant or unit information is printed on the card This 1s what it looks like Unit No ize Day Due Period Name Move In Date Address Move Out Date Lock Deposit Record of Payments Billed Paid Billed Paid Billed Paid Month Month Jan Jan fT Feb E o Feb PB Mar f o o o Mar Apr fo o o O Apr J o May FT May o o Jun poo o Jun o o Jul Eo o A Jul AE A Bug Aug Sep Sep Ge oew Nov FT Nov o Dec O Dee A Buildings The buildings report lists all buildings that you have placed in the database The information supplied for each of them is the b
159. nit number the display that you have chosen and a status will appear The status information will be one of the following Available a unit that is empty and ready to rent Out of Service a unit that is unavailable for some reason such as needing repair Facility Use a unit that is used by management not available for renting Defunct a unit no longer in use such as a small unit later remodeled with others into a larger unit Occupied a rented unit where the tenant is current in paying rents Delinquent a rented unit where the tenant owes past due rental payments Locked a rented unit where the tenant has been locked out of the unit Units by Building This report lists each building on your Building and each unit in that building The information presented 1s the number or name of the building the unit numbers the description of the unit the square feet the rate and any special feature marked as in heat electricity tall or inside Waiting List This report lists those people who have indicated that they want a unit when one comes available or sometime in the future The report looks like this 121 Waiting List Date Mame Phone Size Hotes 21 Jul 2005 Jarus Ramsay bob 8 94 10 20 ls selling home needs to store excess furniture to show house Tod Walbing 1 Following are those reports which are accessed via the buttons on the right hand side of the Reports Menu in the order they app
160. ntal paid with a Start date later than the deposit date will not be included in the report unless you change the Paid date to one included in the range of dates ending on the date selected in the pop up window The Rents form opened by clicking the 1 button sets the Paid date as the Start date which may be in the future 1725 02 A report listing all payments since the last deposit will be printed A dialog box will appear on your screen with the question Did the deposit report print correctly Two buttons are supplied for your reply After you have compared the report with your deposit and find them the same click on the button that says Yes Mark Payments As Deposited x Q Yes no SWAMP will place a check mark under the D column of each of these payments They will not appear on later deposit lists If the report does not agree with your deposits then click on the button reading No Correct the errors and repeat the deposit process The report that 1s printed will be the one described next as Bank Deposit List Bank Deposit List This form simplifies the Undeposited Payments form described next by combining a tenant s payments which may have been for rents late fees deposit etc into a single amount It will also include whatever you entered in the Num field This listing is more likely to equate with your bank deposit than the separate listing
161. nter all tenant and unit information as described in detail above in Getting Started Step Five 149 Part Three Frequently Asked Questions How Dol As new features are added or as users ask specific questions we have developed a series of How dol answers to post on our web page If you have suggestions to add to this feature please let us know by letter or message on our e mail info quayles com How Do Add Categories Refer to the discussion under Administration Categories on page 65 of this manual How Do Assess Late Fees Refer to the discussion under Late Fees on page 88 of this manual How Do Enter payments Refer to Recording Payments under Activities Select Billings on page 92 of this manual How Do Print a Receipt If you wish to print a receipt click the box under R at the right of each payment you wish to print on the receipt which may also include billed but unpaid amounts as in this example Clicking the P will now automatically enter a check mark in R Payments Lt o x Cabott Sebastian z o check the El Unpaid O Paid AY in the appropriate lines eS aw Al CUnit C Unmatched All and press the Receipt button En ee PD H Unit Type Billed Paid Billed Due Paid To Paid Hum R MM soa e frena e 40 00 40 00 22Ap1 2005 1 May 2005 1 Jun 2005 12 May 200 Cp si e fena 50000 s4000 Jun 2005 1 Jun 2006 1 Jui 2005
162. o open the list of merge fields from the data source Insert Merge Field E Insert Address Fields Database Fields Fields CAE Lasthame OrganizationMame A PostalCode PhoneMumber PhoneTypel FaxMumber UseOrghame Contactame Contact ddress e Select the field you wish to insert and click on the Insert button Repeat the process for each field you want to import into your lease 73 lease 4 ereement Dua yile s Nest Quayle s Nest hereafter referred to as Landlord hereby leases to eFirsthlames LastName Home Phone number ePhoneNumbers Address Work Phone number PazMumber aCitys abtate Postallode hereinatter referred to as Tenant storage space number UnitNumbers asizel terms and conditions Rate The monthly rental rate of this space is Kates payable in advance Term The term of this lease shall be monthly commencing on MovelnDatesand ending on notice The Tenant shall have the option to extend this lease for a further term of up to 12 months upon the same terms and conditions herein set forth The Landlord shall have the right to increase the rent by not more than 10 percent for each year of further renewals of this lease be made on or before the date due Payments that are late by 9 days shall be assessed a late fee of 10 Printing the External Lease 74 Rent the unit in the normal way filling the Tenant Form with the information you wish to keep abo
163. o write this off as uncollectible bad debi Click No to continue to try to collect the outstanding amount e Click on Yes and SWAMP will take care of the rest of it To print a receipt check the z El Unpaid O Paid R in the appropriate lines Preview Print All Unit of Unmatched 8 All and press the Receipt button Receipt Receipt PD HM Unit Type Billed Paid Billed Due Paid To Paid Hum R a CMM ole erena 9500 95 00 Sun 2005 Tlun 2008 1 Ju 2006 25 Jun 2008 MMW oie e tateres s1000 0 00 20Jun 2005 20 Jun 2008 a Jul 2005 PU o0e 2 rental e 86129 9000 21Ju 2005 1 Julzo08 21 Ja 2008 21 Jul 2005 MMW oe eB Dee e sooo 87123 21 Ju 2005 2rdar2008 a emee VEO II EC wo mol gt How Do format numbers and dates on mail merge letters If you are using Microsoft Word as your word processor when you export tenant information for use in a mail merge document such as an intent to sell letter or lien letter you will note that dollar amounts are formatted with two extra zeros at the end as in 159 5800 most annoying Also dates are merged in the format 1 13 01 instead of my preferred 13 Jan 2001 If you would like to correct these follow these steps These steps are taken after you have created the form letter attached to 1t the data that you have exported and inserted the merge fields into the letter e Open the merge letter The merge field for th
164. of payments Undeposited Payments The purpose of this activity is to print a list of payments that have been made and recorded since the last deposit was made Clicking this button will create a report which lists the date the 100 payment was made the name of the tenant the unit number the type of payment the amount paid and in the case of rental payments the date the rent was paid to This report is mostly used as a printed backup of payments and can be used as a daily summary of all payments made since the last deposit Deposit Summary Category This button creates a report which is an alternative method of listing all undeposited payments in a summary form by category as in this example Deposit Summary by Category Dates from 4 May 2004 to 22 Feb 2005 20 Apr 2005 Category Paid Deposit Late Fee Lock Deposit Refunds P20 00 147 35 10 00 50 00 Rental 039 10 Totalfor Deposit 960 45 Deposit Summary Tenant This button also lists all undeposited payments but this time lists the amounts subtotaled by Tenant All of the Undeposited lists must be printed before the Deposit Payments activity is performed An example of this list follows Deposit Summary by Tenant Datesfrom 4May 2004 to 22 Feb 2005 20 Apr 2005 Tenant Paid Aable Joe Christopher 190 00 Aapleby Aaron 247 10 Andress Nils 45 00 Austin Taphenes 30 00 Christopher John 105 00 Hillmans daughter Mable 5
165. of type Refund to balance the account Receipt is true Ifno then write it off as indicated above gt See if we have any items to print in the Receipt report o Ifyes then preview Receipt report this will most likely show negative amount which reflect payments the facility needs to make to the tenant Xfer Transfer Wizard The final button on the rental sub form performs another of the common functions of self storage moving a tenant from one unit into another in the computer only of course The tenant will have to move the furniture Click the Xfer button and the following form opens Either type in the new unit number or select it from the drop down window by clicking the arrow to open a list of available units Click OK Transfer Date x Enter Transfer Date 5 14 2005 Enter the proper date and click OK You may get a notice such as this 32 The Tenant has paid beyond the move out date Do you want to refund the difference Choosing No causes the following entries to be made on the Payments form Brownell Judith gt Mo print a receipt the Unpaid Paid AY in the appropriate lines eS pl Al CUnit C Unmatched All and press the Receipt button E ea PDH Unit Type Billed Paid Billed Due Paid To Paid Hum R M230 effen e 98 00 98800 A Mar 2005 5 Apr 2009 5 May 2005 22Apr 2008 M230 afrenta 98 00 90 00 22Ap1 2006 5 May 2005 14 May 2005 12 May
166. on does not open a dialog box Instead 1t opens a form This Late Tenants form lists all tenants who owe money to the facility but who have not paid by the due date The form lists them by the number of days late with the longest at the top Other information included on the form The name of the tenant printed Last Name First Name Phone number Unit number Rate Balance due Current amount due Paid to date Locked out date Move out date The Late Tenants form can be printed as shown or you can create a report by clicking on the printer icon at the top of the Late Tenants form That report can then be printed using the File then Print commands While the Late Tenants form 1s open you may double click on a tenant s name to go to that tenant s form where you can record notes while calling the tenant After recording the results of that conversation in the Notes window click on the exit door to return to the Late Tenants form The addition of the tenant s phone number to this list is to facilitate calling these tenants from a location other than where the computer is located using a printed copy of this form 127 If you wish to export or email the report of late tenants you may do that from the list at the left of the Reports Menu Event Summary At the recommendation of a user in Florida Gordon has added an excellent report The form that opens when you click the button looks like this Ev
167. on has a rate of 0 00 This may be correct but needs to be checked The tenant Joe Christopher Able has no rate listed The tenant Mildred Zeno is missing a rental period from the unit rented by her The above problems need to be corrected by going to the tenant form for those individuals and supplying the missing information There is also a rental ID 285 that is missing tenants This needs to be deleted Select it and click on the button which reads Delete These There are seven other possible problems listed at the bottom half of the Payment Validation form Five of them concern payments and the other two concern rentals each of which may be missing some information or relationship If you have items showing in one of these fields you may correct the problem on the payment validation form Buttons have been added to automatically perform the most likely action for each validation except one Five of these will delete the incomplete information In the case of the Payments Missing Units it will attempt to fix them by searching for another unit that may be assigned to this rental and update the incorrect payments accordingly If this last action fails the payments will need to be deleted Place your cursor on the triangle at the left of the information It will turn into an arrow pointing right Click the left mouse button to select that row Press the Delete key on your keyboard to remove these items You will get a mess
168. or All and then click on the 161 button at the far right that is labeled Select Billings A list will be created of those tenants who have made that type of payment as in the example below BE Select Billings Tenant E Mailed Wie TA O Type Lack Dep Je C After Date O Before Date PDH Tenant Unit Type 10 x garg Select UnMailed UnPaid Billed Ij i A a a Billings Mailed Pad 6 Due Both O All O PaidTo Clear Unmatched Paid Selection Billed Paid Billed Due Paid To Paid Num DIMM Alsop Madeine 2 510 2 Lock Depe 15 00 15 00 20 May 2002 20 May 2002 20Map2002 MTI Alsop Madelme 2 804 2 Lock Dep 2 10 00 10 00 11 0012003 11 Oera 11 bet 2009 VIV Appledown Mar 2 345 Lock Dep 2 10 00 10 00 14 May 2002 14 May 2002 14May2002 VV Belweaher Alber 2 618 2 Lock Dep 2 10 00 10 00 24 Jun 2002 24 Jun 2002 24 Jun 2002 VIV Bilhoppe Many n 2 623 Lock Dep 2 10 00 10 00 24 Ju 2002 24 Ja 2002 24Jur2002 IVY Bono Cesi 2 642 2 Lock Depla s1000 10 00 EJurz2o0d Bda 200 ea 2002 IV Candlemass Pell 2 691 2 Lock Dep 2 10 00 10 00 10Jan 2003 10Jan 2008 10 Jan 2003 IV Compact Soi Test 2 602 Lock Dep 2 10 00 10 00 1 Aug 2002 1 Aug 2002 1 Aug 2002 MVM Crane Biy 2 608 flockDep 2 1000 10 00 40cr2002 40ct200 4 0ct2002 VV Crane Jany 2 627 2 Lock Dep 2 2500 2500 10012002 100r2002
169. ormation supplied for each of them is the unit number the telephone number the date of move in and if appropriate the date of move out Available Units When a tenant vacates a unit the move out date will be placed in the End field by the move out wizard Clicking the Available Units button on the Reports form will create a report listing each vacant unit in the facility including those that will be coming vacant in the future 1f you have entered an End date in that field on the tenant s form The information on the report includes the date the unit will be open now for current vacancies the size of the unit by its dimensions the characteristics of the unit heat tall inside electricity the rate and the unit number The report will also indicate the prorated amount due on that unit if it were rented on the current date and the rent will be due on the first of the month The report is listed chronologically for future opening units and by size for those currently open starting with the smallest The report gives totals available in each size and a grand total The Available Units report lists only Active Units Defunct Facility Use and Out of Service units are not included in this report Balance Due Clicking on this button creates a report that is identical to the Current Rentals report except that it lists only those tenants who owe money to the facility or who have a credit balance All such tenants are li
170. ou choose Unmatched then these partial payments will also show Before entering the payment check to see that the amount billed is correct and that the payment is for that amount If that 1s so click the box under P The program will enter a check mark in that box an amount in Paid equal to that billed and the current date in the field Paid If you wish enter the check number or a memo in the field under Num Split Partial Payments When posting a payment if the paid amount does not equal the billed amount select and overwrite the Paid amount SWAMP will ask 1f you want to split the partial payment If you answer yes the following will happen o Ifthe paid amount is less than the billed amount then the amount billed will be adjusted to the amount paid and a new record will be created with the billed amount being equal to the unpaid balance If there is a Paid To date then the Paid To date on the first record will be adjusted based on the amount paid and the Due date on the second record will be the same as the Paid To date on the first record and the Paid To date on the second record will be the same as the original Paid To date o Ifthe paid amount is greater than the billed amount no changes will be made unless the payment type is Rental In which case the billed amount will be changed to match the paid amount and the Paid To date will be adjusted to reflect the extra amount paid Note that this may affect fut
171. owing error messages appear Payment Generation Error Cont This error is usually caused by missing or incomplete information such as the rental is missing the unit IN number the rate the period or the move in date It can also be caused by invalid links that can occur if a unit or tenant has been improperly deleted Problems could also arise if the late payment information is not set up properly on the Custom Information form Payment Generation Error Con t ES To help determine what is causing your specific problem please go to the Payment Yalidation form found on the Reports form When you follow this advice and run the Payment Validation form you will get a report that looks like this Payment Validation Mame Move In Date P Larson Susanne able Joe Christopher L P Zero Mildred Unit Type Billed Due PaidTo RentalD UmtiD _ Move ln Date Move Out Date Rate Delete are These nts PaymentID RentalD TenantiID UnitID Name mee i These PaymentiD Rental TenantiD UnitID Rate DateDue Delete aoe These RentallD TenantID UnitiD Name Rate Attempt to Fix RentallD TenantiID UnitiID Rate MovelnDate MoveDutDate Delete p These Rental Mamelast UnitID Rate HovelnDate MoveQutD ati Delete p These 108 The above report has found four problems that need to be corrected Susanne Lars
172. pace and place your cursor ready for you to type a message When you press Tab after Timestamp the cursor will move to the first field Unit of this sub form found at the bottom of the Tenant form 40 Unit Period Rate Stark End Ist Rate Date Locked Out Hore Card Blank Lease Out fer gt llas EJ EY tease Que xfer e Unit Enter the number of the unit that the tenant has just rented and press the Tab key The program will enter the number 1 in the Period field the rental amount you have specified for that unit in the Rate field the current date in the Start field and a date in the Rate Date field based on the guarantee time you have selected on the Custom Information form Note You will be warned if you enter the number of a unit that is currently rented by another tenant You may also select a unit by clicking on the arrow next to the unit field The list that opens shows available units at the top and indicates the status of all other units below the available units Click on the number of a unit to select it Unit Pernod Rate Start Available Available Available Available Available Available Available Available Available Available Available Available Unit Pernod Rate Start End Ist Rate Date Locked Out More Card Blank Lease Out fer jf 430 2 1 2 34500 12 May 2005 12 Map 2006 ap ANA Lease Out xiter l ls Ta ES tease Our xrer e Note the program will create another
173. prorated from the day of the rental to the Which Day selected when the 1 button is clicked on the rental sub form 2 For continuing tenants while generating rents SWAMP will set any and all rentals to the date specified in the Which Day field If for whatever reason over payment split transaction manual change etc the last Paid To date is anything other than the Which Day date the next time rents are generated a prorated rental will be generated Exception If you have selected Don t Prorate First Month and the day of the Paid To date is the same as the day of the start date then the billing will not be prorated e Exception to Prorate All Rents when Same Day selected Even when Same Day is selected for the majority of tenants a manager may opt to bill some tenants on an anniversary basis To accomplish this procedure click the yellow plus sign on the Unit line of the Tenant form Unit Pernod Rate Start End Ist Rate Date Locked Out More Card Blank Lease Out xfer a yl 101 e 1 2 55500 10 May 2009 ES t0May2008T eb Eg tease Out rer El ET TT Es OOO ll tease fou ter That will open this dialog box Click the box next to Don t Prorate f gt Contract Ho Assign Access Code Access Code Other Code Time Zone Update Wiewr Gate Late Key Zone File Motices Tax Exempt I Credit Card Information z E We rite Ho Late Fees C Charge Paym
174. r versions will not allow other than whole numbers Square Feet You will note as you tab out of the Size field that your cursor will skip this field and move to the rate field At the same time SWAMP will calculate and enter the square feet in this field and at the same time add that amount to the total Rentable Square Feet in the Building form of that building NOTE It is important that you do assign each unit to a building in order for occupancy reports to function correctly and to make the unit available to rent Rate In this field you enter the monthly rental rate for this unit You will probably want all your similarly sized units to have the same rate However you can have as many different rates as you wish The rate you enter here is the one that will automatically appear on the Tenant form when you enter the number of this unit and press the tab key Note If you are giving a special rate on a unit to a tenant it is best to list the normal rate here and overwrite that rate on the Tenant form with the special rate Rate Date This is the date that you set the rate for this unit You may enter the dates in any form you prefer but the default way of showing dates in SWAMP is dd Mmm yyyy Later when you change rates the form will automatically put the old rate and date into the Rate History at the lower right of this form At the same time it will place today s date in the Rate Date field This will happen whether
175. r you use make sure you don t have duplicate numbers even if they are in separate buildings e Building In the previous form you named each of your buildings In this field enter the name of the building that contains this unit A building name or number must be entered before the unit can be rented to a tenant e Status Each unit must be designated as Active Out of Service Facility Use or Defunct The default status for a new unit will be Active Click on the arrow beside the Status field to select a different category When the status changes return to the Unit form for that unit and click on the new status Whenever the status chosen is other than Active today s date will be placed in the open field below Out of Service When that unit is returned to service today s date will be entered in the field under Back in Service e Description Because this program is used by individuals who manage facilities other than standard self storage units SWAMP provides this alternate way to describe such 31 32 rentals for example One Bedroom for apartment managers or 2000 Lbs for bulk storage facilities Size It is customary in the self storage industry to describe units by the width and length such as 5 by 10 Enter those figures that describe the unit whose number you have entered This size description may use decimal sizes such as 8 5 if you purchased 2 11 or a later version of SWAMP Earlie
176. race Period generate late fees print and mail invoices of those who have late fees Rents Due on the Anniversary of Rental 60 On the Custom Information form do the following 1 Set the Grace Period as the number of days you wish to allow before a tenant will be charged a late fee 2 Set the Lead Days at 18 Choose a day of the week to generate rents and on that day each week generate rents for 18 days ahead Generate Late Fees just after generating rents Print and mail those invoices you want to send out Mark all generated rents as Mailed by clicking the button found on the Print Bills form Do this even if you don t actually mail the invoices Administration Form SWAMP opens to the Home Menu so each session of working with the program starts there However when the program 1s first installed it will open at the Administration Form Even though you may have completed the installation steps and all five of the steps in Part One Getting Started we are going to discuss in this section of the manual each of the action buttons on the Administration form in the order they appear The functions accessed by the buttons on this form are to inform you about the version of SWAMP you are using to correct occasional errors to backup and restore data to provide functions connected to updates of the program and to set parameters of how you wish to use SWAMP Turn to any one of the items in the list b
177. rated amount it will always be for a period of less than one month regardless of what the user enters for a Period When clicking on Add Another Payment if the Due Date is in the past then the Billed date and Paid date will match the Due date If it s in the future then the Billed Date and Paid Date will have today s date How Do Reprint an Invoice There are times that you want to print and mail an invoice again even when you have already generated rents for a unit and marked them mailed If you open the Payments for that tenant and unmark the M for mailed box you can print the invoice again Previously you needed to also use the button to Regenerate Payment Info to avoid a false past due billing The new functionality of SWAMP concerning that table makes this no longer necessary After removing the check mark from the M for mailed box print the invoice as usual How Do I Update SWAMP From time to time SWAMP is updated with new features You may write to Calvin or Gordon to receive this update There is a charge to cover costs of printing and mailing the update As soon as the installation of the new updated program is completed find swampdat mdb with the Find Database button Then click Latest Update to get the Update Menu form which will look like this 153 e Ifthe numbers of the Data Version and the Program Version are different click on Update SWAMP will apply the new features of the Program Ver
178. rder as were the invoices You may also preview envelopes before printing them if you wish e You also have the option of having your return address printed on the envelope Click the box at the bottom of the form to include your return address The address will be the one you entered on the Custom Information form You may have to adjust margins in the Print Setup feature of your word processor to have the envelopes print correctly though most printers now let you select the size of envelope whereby the margins are set automatically e Ifyou choose to print labels click on the Labels button and then designate which type of label you wish to use on the box that will pop up BS Select Label Type Cancel e Note the check box at the lower left that is labeled Print Preview When this is checked clicking on the Print button will display a preview of the labels on your screen But you will first be asked to indicate how many labels to skip before printing This allows you to use sheets where some labels have already been used Enter the number of labels to skip before Starting to print e To print the labels from the preview click to remove the check mark from the Print Preview box and then click on Print This will print all the labels Or go to the File at the top left of your SWAMP screen click it and on the drop down window click on print In the print dialogue box you may select which pages to print Hew
179. re a number of things you can do These will be discussed starting at the top and going to the bottom of the right side of the above form Save Selection as a list Enter a list name before saving Caye Heated Units Selection as SEE Named List 136 After you have named the list in this field then clicking the button to the right of that window will cause the tenants you have clicked in the Select Tenants window to be saved as a named mailing list Suggested here is the title of Heated Units for these tenants This procedure is an alternative method of creating lists to that described in Mailing Lists above Credit Card E A previously saved list can be selected in the next window Click the down pointing arrow and a drop down window opens with the names of all named lists Click on your selection and the name appears in the field as Credit Card above the drop down window closes and the names in the list are displayed selected in the window at the left This list may then be edited exported or printed Also envelopes or labels can be printed for this list of tenants Output Data to a File You can export all information about a tenant to a word processor file by clicking on the above button This feature works whether the names have been selected by clicking on them individually or by selecting a previously saved list of names A window will open to allow you to select the type of file you wish to create B Bal
180. rell Judith Ed 14 May 2005 14 Aug 2005 175 00 g4 More On the Tenant form the Additional Rental Information form has been expanded to include gate interface information and other new features Click on the plus sign under More on the rental sub form to open this form Additional Rental Information Additional Rental Information Contract Ho Access Code Other Code A m m View Late Notices Time one Key one Tax Exempt Credit Card Information cr l Verify Ho Late Fees Charge Payments to Credit Card No Lockout Credit Card Number K Exp Date HHT Don t Hail o AAA AA AA AAA A a Yenthication Y alue Contract No This is an optional feature allowing you to record a number unique to the lease signed for this unit with this tenant Access Code This is the code that allows this tenant to use the gate for entrance to the facility You may type in a unique code or have SWAMP assign a code by clicking on the button Assign Access Code When first entering a group of existing tenants who do not yet have access codes you may wish to wait and assign all tenant codes at once with a 38 the gate access form discussed above You may change a tenant s code by clicking on this button also Update Gate File After you have entered an access code on this form click the button Update Gate File to enter the code in the gate file a
181. rip for the card owner s signature NOTE 2 If your computer is equipped with a card reader swiping the tenant s credit card will also enter most of this information on the form To charge an individual payment to a tenant s credit card open the Payments form and click the button at the lower left corner which reads Charge It The form shown above will appear Proceed as described above o SWAMP allows you to compose several letters into which tenant information will be merged After these form letters are created this command enables you to print the selected letter concerning this tenant and this specific unit Letter Click the arrow to select which letter you wish to print Click on Print Letter to merge the tenant information into the selected letter Print via the usual File Print commands NOW back to the Tenant Form Timestamp Tenant ID Counte Tenants Show Active inactive All Notes First l Last Name CUE ECC lr Organization O O Use Og Fz Address cy E Dear A ES Employer e Vehicle License State Lieense E JE Identification A Note This form appears within another form labeled SWAMP At the bottom of that AE surrounding form is a message line As you place your cursor in any of the fields of the above 39 Tenants form a message appears which tells you what information should be placed in that field When you click on one of th
182. rrect keys When you tab to the next field the number will show above the entry field with the first four and the last four digits visible the others as Xs At the same time the type of card will be displayed in the second field following the Expiration Date MasterCard in the example above e Enter the expiration date as four digits the first two representing the month the last two the year the card expires e When this information is entered click the Verify button to make certain you have the proper information and that the card 1s good e NOTE The field labeled Verification Value is seldom needed When it is the value is a three digit number found on the back of the credit card near or on the strip for the card owner s signature e NOTE 2 If your computer is fitted with a card reader you may swipe the tenant s card to read in the above information directly from the card Check for Expiring Credit Cards After you have generated rents click on the button labeled Expiring Credit Cards found on the Activities Menu A report will open listing any tenants whose cards will expire soon This report will alert you to get updated information from these tenants or to bill them manually Expinng Credit Cards 21 Oct 02 Tenant Phone Credit Card A Exp Card Member Processing a batch of Credit Card Charges After noting those whose cards are expiring click on the button labeled Credit Card Payments fo
183. s eee ge i Include Refundable Amounts will include all amounts that are posted with categories that are of type Hefundable Transfer Detail a Ignore Move Outs balances for tenants Report who have moved out will not be included Note the instructions in the box at the right on the above form Insert the date of the sale choose the options and then click on Calculate Payment Splits and a report will be generated A pop up form will tell you when the report is done Click on the preview button to see a summary report which will look something like this Transfer of Facility Summary duos Des cription Due Buyer Due Seller Amount Due at Sale Date 0 00 808 13 Lock Deposit 960 00 0 00 Payment Beyond Sale Date 3 787 06 0 00 4 747 06 808 13 Total Difference 3 938 93 107 There is also a detail report available that will show each individual rental on which the above summary figures are based The program calculates rents paid that cover dates beyond the sale date including prorating of annual payments Payment Validation When running the Generate Rents function SWAMP occasionally will give an error message The cause of this problem is usually faulty data entered by the user or data fields left blank SWAMP will then tell you what is likely missing and how to find out what it 1s that is incorrect When the generation of rents fails the program will usually indicate Invalid Use of Null and the foll
184. s click on it e Select which phone number you wish to call e Click on the Dial button The number will be dialed and this form will appear B Access Autodialer Dialing ABS Fag Name Company Lift Receiver and Click OK e Follow the directions to lift the receiver and click OK to complete your call Waiting List Clicking on this icon opens a form in which you can enter the names of potential tenants who have inquired about units that they may wish to rent in the future When first opened there is one line on this form As you enter a name in that line a second line is created 148 Waiting List Waiting List D ate Hame Phone Size Hotes Pl Jul 2005 056 294 10 20 Is selling home needs to store excess furniture to show house This list may also be printed A Print Preview choice is available so that you might set printing parameters Clicking the printer icon will print the list New Tenant This feature is a shortcut for use only in entering a new tenant and renting a unit Click the icon to access the following form Tenants Tenants First l Last Name TE Organization Use Org E Address Ctyf o EO Eoo Dear DOB F E Employer In Military License Be Vehicle License State Identification omer O Elx Counte Timestamp Tenant ID Show Active C inactive C All Notes Unit Period Rate Start E
185. s method then prorate the rental of the first or the second month The second method is to have each tenant s rent due on the anniversary of the day the unit was rented No prorating is required for this method Our suggestions for each of these Rents Due on the Same Day On the Custom Information form do the following 1 Set the Grace Period as the number of days you wish to allow before a tenant will be charged a late fee 2 Set the Lead Days at 28 Those who prorate the second month should overwrite this date to read the last day of the month for which you are billing 3 Select Start all Rentals on the Same Day and then enter the day you choose This will most often be the 1 but can be any day up to the 28 4 The above selection will cause the first month s rent to be prorated when you click on the 1 button On that payment form there is a Add Another Payment button if you want to charge a full month in addition to the prorated month 5 Ifyou prefer to charge a full month at first and then prorate the second month on the next billing click the box before Do not Prorate First Payment Towards the end of the third week of the month generate rents for the following month Print those invoices you wish to mail Mark them all Mailed by clicking the button found on the Print Bills form Do this even if you don t actually mail the invoices On the day following the G
186. s unit size tenant name move in date rate and paid to date Then to the right of this information there are twelve columns one for each month The paid to date in the sixth column is repeated under the month that it is paid to Example the paid to date of 9 27 02 is repeated under the Sep column as 9 27 Tenants are listed in the order of their unit numbers and the information is for the current year only Proration Table SWAMP will automatically assess prorated payments for those facilities that want all rents due on the same day However for those who rent units away from the computer it is convenient to have a printed table that lists the prorated amounts for various amounts and months The table can be printed from this report and then carried to the units It is an 8 page report Release Notes As new features are added to the program notes are created to explain what it was that was changed and the reason for that change The report opens with the latest changes on top You can print the full report from here or print selected portions by going to the Administration form and clicking on the Release Notes button there Special Rates Often a manager gives a special rate to a tenant This report lists every rental that shows a different rate than the normal rate entered on the Units form The information included is the tenant s name the unit number and size the standard rate the special rate the period the date
187. se under the label Lease at the far right of the unit rental line That will open the form Exhibit A which will be filled with the information from all your actions above You may alter any of them at this point or add additional information in blank spaces that may pertain to this rental only Such additional entries will print for this tenant but will not be saved in the permanent default information When you have completed all the information click on the report button Print the report by using the File then Print commands This one page report is signed by tenant and manager and attached to the TMSA Form 1 as the complete lease agreement Blue Moon To use this option you purchase from TMSA the software package known as TMSA Forms Software Besides allowing you to print the lease it also will print over 50 other forms that have been developed by TMSA Terms of the purchase and use of this software are determined by TMSA SWAMP has built in an interface capability that allows you to export tenant and rental information to the forms software The first time you open TMSA Forms you will be given an opportunity to fill in default values similar to the above At any time later you can adjust those by clicking on the Preferences and then Set up Default Lease on a completed lease form Preferences Properties Fori ek Lip Default Lease System Configuration In those Preferences System Configuration we r
188. sion to the Data Version At the same time SWAMP will automatically verify your choice of invoice form regenerate categories regenerate payment info and will ask if you wish to regenerate occupancy Regenerate Occupancy e Click on OK The numbers on the Data Version and the Program Version will both read the same Close the window How Do I Use the TMSA Rental Agreement Refer to the discussion of this topic at the Administration TMSA Lease on page 74 of this manual How Do Change Rates Refer to the discussion of this topic at Unit Rates found on page 141 of this manual How Can I Print Details of Past Due Amounts When you generate rents the invoice that is created lists all past due rentals and fees as one lump sum called Past Due To create and print a detailed list of these charges do the following e Goto the tenant form for this rental e Click on the button for Payments e Each rental or fee charge to this tenant is listed on a separate line At the far right of each line is a box under the heading R e Click that box for each line of the past due charges you wish to include on the receipt which may also include billed but unpaid amounts as in this example 154 Payments a o 5 x Cabott Sebastian To pin a receipt check the El Unpaid O Paid AY in the appropriate lines estara pa All C Unit el C Unmatched All and press the Receipt bu
189. sked questions about what you want to do In reaction to your answers SWAMP will make various entries in the Payments record of this tenant The goal is to settle questions of refunds over or under payments writing off of bad debt or still trying to collect date of move out and Paid To so that this tenant does not continue to appear in your billings Following are some sample screens you might see Enter Move Out Date 571072005 The default date is the current date but any date may be entered then click OK If you interface with a gate the first action will be to update the gate file Then you may get one of a variety of notes such as Da This tenant still owes 11 61 Click es to write this off as uncollectable bad debt g7 Click No to continue to try to collect the outstanding amount Clicking Yes on this message causes the following entries on the Payments record Payments Eix Carnaby Comelius To print a receipt check the El Unpaid O Paid R in the appropriate lines Preview Print a All Unit Unmatched All and press the Receipt button Receipt Receipt PD H Unit Type Billed Paid Billed Due Paid To Paid Hum R a M3 e Rental 4000 40 00 24 Mar 2005 1 Apr 2005 1May 2008 22 Apr 2008 Pue a 2 rental 17 61 9000 10 May 2005 1 May 2006 10 May 2008 10 May 2005 MMW ppadbes 000 11 61 10 May 2005 10 May 2008 10 Map 200
190. stead to print it on your own preprinted letterhead then select this type 3 Full Sheet The same information printed as on the half sheet but uses standard 8 2 x 11 inch paper The facility name is printed at the bottom of the sheet 4 Full Sheet Printed on Company Letterhead If you prefer that SWAMP not print your facility name at the bottom of the invoice selecting this feature allows you to use pre printed letterhead paper with your own style and logo 5 Window Envelopes While SWAMP will print envelopes some managers like to use window envelopes instead and this choice allows that for the full sized sheet only This prints the address of the tenant so that it shows in the standard office supply window envelope 6 Window Envelope from Post Office This envelope has the window in a different location than the standard Selecting this type prints the address in the proper position for 9 postage paid envelopes sold by the US Post Office 7 Full Statement The default invoice lists the dates covered by the present billing and the date due but any past due amount is listed simply as Past Due Select this type of invoice if you wish to include the full statement of all charges due from this tenant 8 Postcard The US Post Office sells postcards for printing that come four to a sheet If you select this type the Preview Bills and Print Bills buttons will print the invoice side of the postcards and the Preview Envelopes and Print Enve
191. sted in alphabetical order If a tenant has more than one unit that tenant is listed once for each unit rented Some tenants who have moved out will also be listed if there is a credit balance due them or if they still owe the facility money Note Previously the balance due for a rental was calculated by determining the difference between the amount paid and the amount billed on items that had been marked mailed If an item was not marked mailed it was not considered due and therefore was not included in the balance due SWAMP now tracks three different balances Balance Due Current Balance Due and Mailed Balance Due Balance Due accounts for everything that has been generated regardless of any other factors such as mailed or due it sometimes has a heading of Billed on reports Current Balance Due excludes anything that has a due date in the future it sometimes has a heading of Current on reports Mailed Balance Due uses only those items that have 115 been marked mailed this is the same as the previous definition of Balance Due and is still used as the Past Balance on billing statements The information provided in this report is e The full name of the tenant e The unit number e Date of move in and move out for those gone but having a balance e Date that this tenant has been billed to e Date that this tenant has paid to e Billed e Current Bank Deposit List This form simplifies the Undeposited Payments form described
192. sting of a button for each report These reports call for input from the user or otherwise do not lend themselves to a direct access as those in the first list Late Tenants appears on both lists because while the report can be opened directly and lends itself to the actions associated with that list the button opens a form which has some distinct uses not available with the report Refer to the headings of any one of the forms below to see an explanation and instructions of how to create the report The reports are discussed in the following pages in the order pictured above the list first then the buttons 114 Access Codes For those facilities using the gate interface each tenant has an access code This report will list all units rented the access code for the tenant in that unit the status of that tenant current or delinquent and the name of the tenant The report will also generate for those facilities not using the gate interface but the Access Code will be blank Active Tenants This report lists all tenants who are currently renting units in your facility The tenants are listed alphabetically by surname or organization The information supplied for each of them is the unit number the telephone number the date of move in and if appropriate the date they were locked out All Tenants This report lists all tenants who are in the database The tenants are listed alphabetically by surname or organization The inf
193. t transaction manual change etc the last Paid To date is other than the Same Day date the next time you generate rents a prorated rental will be generated If the period is greater than 1 then the prorated period will be greater than 1 The algorithm works like this it generates the standard amount for the standard period If the day of the Paid To date doesn t match the Which Day value then the day portion of the Paid To date is changed to the Which Day value For example if the Which Day is 15 and the 152 Paid To date is 3 Nov 2003 it will be changed to 15 Nov 2003 The standard amount is then multiplied by the proration factor The Custom Information form has been redesigned to add a new option Do Not Prorate First Month When Start all Rentals on the Same Day 1s selected rents will always be prorated from the due date to that selected day However you may exempt the first month from this prorating by selecting Do not Prorate First Month If Do Not Prorate First Month is checked then the rents form opened by the 1 button will generate a full billing when opened and if you click on Add Another Payment a prorated amount will be entered for the following month If not added then the Generate Rents function will prorate the next month If Same Day is selected and the first month is not exempted then it will prorate the first month Whenever generating a pro
194. t a pop up form looking like this File Locations SYYAMP Program File CASVWYAMPS V AMP MDB oVWfAMP Data File CAS YAMPSVY AMPDAT MDE Backup Database Data is perishable To protect it against loss you should periodically back it up to another file You may choose the location of a backup file by naming the file and path to it on the Custom Information form at the left of the form just below the center Backup File C Swamp Backup mdb Clicking the Backup Data button will enable you to backup your data with little time or effort being expended First a pop up form will appear If you choose Yes your data will be copied to the file you selected on the Custom Information form If you wish to use this file in place of the current data file see Restore Data discussed below If you wish to use another name for the file or back 1t up to another drive select No above 84 The following form will open Name a file and select a drive and directory folder on this form and then click OK The data will be backed up at your new location Backup As backup mdb To restore and use this backup proceed as explained below NOTE A new feature has been added to warn you if you are trying to backup to the current in use database because if you were to do that data may be lost This backup feature has been enhanced in version 3 0 Previously when backing up the data file a new database file was created a
195. ted as well Follow these simple steps Open the report Click on File and then on Send A form will open giving you a choice of Microsoft Excel xls Rich Text Format rtf or MS DOS Text txt Choose one and click on OK An E mail will open with the Report on it as an attachment icon You may open the attachment by double clicking save it to your documents or email the report to another office NOTE Some reports such as my favorite Event Summary will not work because of numerous sub forms Also Rentals by Month and Payment Validation will not export satisfactorily NOTE 2 Since I wrote the above Gordon has added action buttons to most of the reports which allow you to Preview Print Export or E mail most reports See the Reports Menu from the Home Menu of SWAMP Sometimes we need to see your data to find a problem You can email that to us by following these steps Open windows explorer and highlight SWAMP Put your cursor on Swampdat mdb or data under another name that you are using and click with the right mouse button In the pop up form that opens select Send to and then Mail Recipient In the email form that then opens put the address of 163 PEN info quayles com and click on Send In the fields on any form in SWAMP you can use the following keys to Data Entry automatically enter data Keys e Ctrl will insert the current date e Ctrl wi
196. tenant I got the following notice 3 The Tenant has paid beyond the move out date Do you want to refund the tf difference Payments Cabott Sebastian s To print a receipt check the z z El C Unpaid C Paid NB in the appropriate lines Preview Print Al CUnt Unmatched All and press the Receipt button Receipt Receipt PD HM Unit Type Billed Paid Billed Due Paid To Paid wh 503 slsteree e 7 00 7 00 15 Jun 2005 15 Jun 2005 T8Jun2005 M0 Arena 40 00 40 00 15 Jun 2008 14412005 1 Aug 2005 19 Jun 2005 Mm 503 effen 54000 40 00 18 Ja 2008 1 Aug 2006 S Aug 2008 3 Aug 2008 Mm 603 effen e 1623681 929 58 3 Aug 2005 1 Sep 2006 3 Aug 2008 9 Aug 2008 aftr ECO II E IL o S IE SWAMP also created a receipt similar to the above to remind me to send a check to the tenant for the overpayment of rent Selecting the No button on the above would lead to the following entry in the Tenant s record of payments 49 E Payments Cabott Sebastian z To print a receipt check the z El O Unpaid O Paid AY in the appropriate lines Preview Print Al CUnt C Unmatched All and press the Receipt button Receipt Receipt Billed Paid Billed Due Paid To Paid Fenai 40 00 4000 3Jun 2006 1 Jun 2008 1 Jal 2008 15 Jun 2005 Late Fee e 700 700 15Jun 2006 15 Jun 2008 Sun 2005 Rental 2 40 00 40 00 15Jun 2006 1 Julz00
197. ter you have entered an access code on this form click the button Update Gate File to enter the code in the gate file and activate the number o Other Code This is available for any additional code you may have such as the combination for a door o Time Zone If your gate software will allow access during specific time periods during the day code numbers will be supplied you by the gate company to enter here o Key Zone If you have multiple gates you can limit which ones this tenant can enter Again the gate company will supply you with codes to enter in this space o Tax Exempt In some states certain units call for a sales tax depending on what 1s stored in the unit while others do not Clicking the box by Tax Exempt will deactivate the Sales Tax option for this specific unit o No Late Fees You may wish to exempt certain tenants from late fees Clicking on this box will preclude late fees from being generated for this unit o No Lockout Selection of this option will protect this tenant from being locked out regardless of status of payments o Don t Mail SWAMP normally creates an invoice for each rental coming due If you wish not to mail invoices to specific tenants click this box and the rental and taxes generated for this unit will be marked mailed automatically meaning that the invoice will not print o Don t Prorate Even when Same Day is selected for the majority of tenants some managers opt to
198. the balance on the payments record reads 0 00 Then no rents will be generated Or if the small rents are generated change the amount billed to 0 00 and then mark that billing as P D and M They will not be generated again Using the Out move out wizard when a tenant leaves will avoid these charges How Do maintain Special Rates given to some tenants When you rent a unit to a tenant SWAMP enters in the Rate field the amount that you have specified as the rate for that unit on the Units form At the same time a date is entered in the Rate Date field that is as many months ahead of today s date as the number that is entered in the Guarantee Time on the Custom Information form You can change the Rate to give a special rate to this tenant for this unit SWAMP will respect and bill this special rate until the date that appears in the Rate Date When that date 1s reached however SWAMP will change the rate to the standard rate To give and maintain a special rate then do the following e Enter the unit number as normal e Highlight the Rate and type in the special rate e Check the date in Rate Date and change it if necessary to read as far in the future that you wish to guarantee this special rate to this tenant 158 How Do Copy a file Microsoft Windows contains a valuable tool with which you need to be familiar It is called
199. the letter button will create a dialog leading to an email of this report An enhanced income report is available under the selection Statement at the bottom of the list above The report generated by this selection looks like this Income Statement For period from 1 Jan 2002 to 27 Dec 2002 2y7 Dec O2 Type Category Running Total Due in period Late Fee Lock Deposit Lock Purchase Rental Income Paid in arrears Fental Income Paid in advance Rental Income Late Fee Rental Income Balance Reports This report combines the income information with the expense information to give a current balance for your operation Clicking on the Balance Reports button opens this dialog box Amount 246 74 945 00 e 04 00 65 559 00 67 754 74 360 00 360 00 50 001 50 00 22 00 2 001 00 2 023 00 Select Balance Report D D e 11 4ug 005 67 754 74 68 114 74 68 164 74 66 141 74 123 You first select whether or not you want subtotals then specify the date range you want to cover The default dates are the beginning of the current year to the current date but you may select any period of time covered by the data you have entered The standard report will list the income first grouped by the description of the category in which it was received such as rentals late fees lock deposit etc Below that information will be the expenses also grouped by the des
200. the move out date then rental and tax if appropriate items are generated for the additional days o Ifthe last billed to date is after the move out date then the tenant will have been over billed Rental and Tax items that are not paid and whose Paid To date is beyond the move out date are deleted Now that we have potentially deleted some records we recheck our last billed to date e Ifthe last billed to date is now before the move out date then rental and tax if appropriate items are generated for the additional days We now compare the last paid to date to the move out date e Ifthe last paid to date 1s after the move out date then the tenant has overpaid o We ask the user the following question The Tenant has paid beyond the move out date Do you want to refund the difference If yes then negative Rental and Tax items are generated with a due date that matches the Last Paid To Date and a paid to date that matches the move out date this means that for these items the beginning date is after the ending date thus the amounts are negative o We set the Paid To dates for all Rental and Tax items which have Paid To dates after the move out date back to the move out date gt We now look for refundable payments for each refundable category items are summed together o If there is a positive balance the user is asked the following question The tenant has made a refundable payment in the amount of 0 00
201. this space in order for the occupancy reports to be created which are date sensitive Any date earlier than the rentals you wish to enter is acceptable e Notes This window is for your convenience in entering any information about the building that might be useful to you such as the depreciation method used for tax purposes Place your mouse pointer in the box for insertion of the cursor and type whatever information you wish Special Note on Templates You will use several templates in SWAMP to enter information After you have entered one set of information such as Building One in the above template you then click on the yellow plus sign icon to get a new blank template to enter the next set of information e Icons Along the bottom of this form are several icons that are repeated in various forms throughout SWAMP They are aids in moving about the data you are entering and in assisting the entry of new data or deleting mistaken data This will take you to the first entry in the data controlled by the form or template that you are currently using This will take you one entry toward the beginning of the data n This will take you one entry toward the end of the data This will take you to the last entry in the data controlled by the form that you are currently using When you click this icon you get a pop up search form 29 30 To Find E4 Where Match Whole Field puesta Find Next Search In 2 Up
202. tion The information supplied for each of them is the unit number the telephone number the date of move in and if appropriate the date of move out Clicking on the down pointing arrow to the right of the field will create a drop down window with the same information though the dates are in a different form If you place your cursor in the empty field and double click SWAMP will open the Tenants form from which the information in these lists is obtained Active Tenants Clicking the printer icon next to the Active Tenants field creates a report listing all tenants who are currently renting units in your facility The tenants are listed alphabetically by surname or organization The information supplied for each of them is the unit number the telephone number the date of move in and if appropriate the date they were locked out 145 Clicking on the down pointing arrow to the right of the field will create a drop down window with the same information minus the locked out date though the dates are in a different form If you place your cursor in the empty field and double click SWAMP will open the Tenants form from which the information in these lists is obtained Building Clicking the printer icon next to the Building field creates a report listing all buildings that you have placed in the database The information supplied for each of them is the building number or name location opening day initial cost
203. to tax storage rentals If that is the case in your state or community click the box before this statement Clicking the box will activate a field below this heading in which you are to enter the percentage of that tax SWAMP will then generate the sales tax as a second line whenever rents are generated It will also generate the appropriate tax when Add Another Payment is used Note There is a feature on the Tenant form that will allow you to designate individual units that will not be taxed Click on the plus sign under More on the unit rental line Don t Prompt to Split Unmatched Payments When posting a payment if the paid amount does not equal the billed amount SWAMP will ask if you want to split the partial payment If you answer yes the following will happen If the paid amount is less than the billed amount then the amount billed will be adjusted to the amount paid and a new record will be created with the billed amount being equal to the unpaid balance If there is a Paid To date then the Paid To date on the first record will be adjusted based on the amount paid and the Due date on the second record will be the same as the Paid To date on the first record and the Paid To date on the second record will be the same as the original Paid To date If the paid amount is greater than the billed amount no changes will be made unless the payment type is Rental In which case the billed amount will be changed to match the paid a
204. topher Aable plo On this form the cards will be listed by order of card number Click on the Process button to have the charges executed The results will then be shown by a brief description in the fields under the heading Result A full description of the returned transaction can be accessed by clicking on the V button at the right of the result After the process completes you can print the results and receipts by clicking on those buttons at the top of the form The completed transaction will cause the amount charged to be entered in the Paid field today s date will be entered in the Paid field and a check mark will be placed in the P D and M boxes In addition a transaction number preceded by the letters CC will be entered in the Num field for this payment Non recurring Credit Card Sales e You may also use SWAMP to take payments for single rentals sales or any other income item To do this first access the tenant s form e Click on Payments Regularly generated rental charges should already be listed there if there are any due 82 Manually enter any other item you wish to collect for such as sale of locks packing materials etc At the bottom right corner of the form click on the Charge It button to open this form BS Charge Credit Card Charge Credit Card Credit Card Humber Card Issuer Card Member Jo
205. tton estara pa PD H Unit Type Billed Paid Billed Due Paid To Paid Hum R a Mm soa e frena e 4000 40 00 22Ap1 2005 1 May 2005 1 Jun 2005 12 May 2005 Cp afrenta 50000 4000 3 Jun 2005 TJun 2006 1 Ju 2005 15 Jun 2008 PM e ftsteres e 9700 7 00 15Jun 2005 15Jun 2008 19 Jun 2005 Cp afrenta 54000 44000 15 Jn 2005 1Jul 2006 1 Aug 2005 19 Jun 2008 TP e Pena 000 000 18412005 1 Aug 2005 15ep 2008 emee UCA II EC IE a IO E FE You may click the Preview Receipt button at the top of the form and then use the File Page Setup commands to set parameters as you wish them After doing that or without doing that click on Print Receipt The receipt printed 1s available only in an 8 1 2 by 11 inch format It prints the tenant s name and address at the top and the storage facility s name and address at the bottom of the page The 1tems shown are a description category of the payment or billing from and to dates for rentals the amount due the amount paid the date paid and your notation under Num The receipt then lists the unit total and the grand total of the receipt Receipt of Payment Odd Go Aaron Aapr ode 938 South Main Street Anywhere OH 46856 Payments For Umt 808 Description 10 x 20 Description From To Due Paid Date Rental 1 Jun 05 1 Jul 05 95 00 95 00 25 Jun 05 Late Fee 20 Jun 05 10 00 10 00 26 Jun 05 Rental 1 Jul 05 1 Aug 05 95 00 95 00 5 Ju
206. uilding number or name location opening day initial cost gross square feet and the total area meaning the rentable square feet 116 Category List This report lists categories that are in the database The categories are listed alphabetically in two groups The first group is the income categories The second group 1s the expense categories The information provided is the name of the category the description whether it is income or expense the kind of category normal recurring refundable or fee and whether or not it is a taxable item meaning subject to sales tax Current Occupancy This report gives the user a quick way to know how many of the facility s units are occupied and how much of the square feet 1s occupied as well as the percentage of the totals possible The report looks like this Current Occupancy 10 Aug 05 Current Total Percent Units 146 196 r96 Area 27 700 5 427755 5 Bo Fo Current Rentals This report has more information than the Current Tenants report All tenants currently renting a unit are listed in alphabetical order If a tenant has more than one unit that tenant 1s listed once for each unit rented Some tenants who have moved out will also be listed if there is a credit balance due them or if they still owe the facility money Note Previously the balance due for a rental was calculated by determining the difference between the amount paid and the amount billed on items that had bee
207. und on the Activities Menu The form below will open BE Credit Card Payments B xj Credil C ard Below are all the unpaid items for all rentals that are setup for credit card charges To exclude Proceed p ayments an item clear the check mark under the Chrg label When ready press the Proceed button PD H Tenant Unit Type Billed Paid Billed Due Paid To Chrg PT Aable Joe Chisto 104 s Fental 2 3400 0 00 18 Oct 2002 1 Nov 2002 1 Decs 2002 Y ma 2 ff if IF Count 2 Total Billed 65 00 Total Paid 0 00 Balance 68 00 VL On this form will be listed all the tenants who have charges generated and who have been designated as paying automatically by credit card Review the list to be certain that all are correct You may cancel one by removing the check mark under Chrg If charges are missing or need editing return to that tenant s payment record make the updates and run the above process again When the list is as you want it press the button Proceed and the following form will open BE Credit Card Charges B xl Credit C ard The following credit cards will be charged when Print Results you press the Process button The result of pelea eas Charges the charge attempt will be displayed in the Process hus Result column Click the Y for result details Print Receipts Card Number Exp Type Member Amount Result a 541050090002 0104 M104 MC Joe Chris
208. ure due dates o You can disable this feature by checking the Don t Prompt to Split Unmatched Payments option on the Custom Information form What to do if the amount paid is different than that billed and you do not wish to use the Split Partial Payments feature o Ifthe payment is less than the amount billed click as above then select the amount in Paid and change it to the actual amount The difference will appear on the next invoice as Past Due Note If the tenant later comes in and pays the remainder of that partial payment it can be entered as follows From the Tenant form click on Payments to open the Rents form On the bottom blank line enter the unit number and rental in the Type and then enter the date in the Paid To field that matches the billing for the full rental period Click P which will enter 0 00 in the Paid field and the current date in the Paid field Select highlight the 0 00 under Paid and overwrite that with the actual amount paid The Balance will then be decreased by the size of the partial payment 95 o Ifthe payment is more than the amount due but not a full additional payment click as above select the Paid and change to the actual amount The difference will appear as a credit in the Past Due space on the next invoice or be applied to any Past Due amount owed by this tenant o Ifthe payment is for more months than bi
209. ut this tenant Complete the Contact Information on the form provided Complete the unit rental including clicking the 1 button and adding any additional charges to the record Close the rents form Click on the Lease button on the unit rental line and the Lease will open On the Merge Tool Bar click on Merge to New Document 1f you wish to open it as a preview where you can make changes if you wish before printing Or you can click on Merge to Printer if you are ready to print the lease Lease A gree mert Quayle s Nest Cuayle s Nest hereatter referred to as Landlord hereby leases to Reginald Callister a a West Callendash Street Home Phone number 715 938 4941 Work Phone number 715 945 3958 hereinafter referred to as Tenant storage space number 101 10 x 105 located within the Rate The monthly rental rate of this space is 55 00 payable in advance Term The term of this lease shall be monthly commencing on 29 Apr 2U0Sand ending on notice The Tenant shall have the option to extend this lease for a further term of up to 12 months upon the same terms and conditions herein set forth The Landlord shall have the right to increase the rent by not more than 10 percent for each year of further renewals of this lease Payments All payments by Tenant te Landlord shall be made at F O Box 27618 Fresno CA 93729 preferably by mail or at the office of the Landlord Payments are to be made on or before the date
210. x 8 card size is the default size for this function Unit No 101 Desc 9 5 x95 Day Due 10 Rate 55 00 Area 90 3 sq ft Period Monthly Phone Name Reginald Callister Move In Date 10 May 05 Address 873 West Callend ash Street Move Out Date M ield WI 54909 ayf Lock Deposit Record of Payments Month Billed Paid Billed Paid Billed Paid an ye mle o T lt z T e lt j T a E a ale ie m 45 46 Lease The TMSA button has been replaced by a Lease button with an expanded function A manager may now choose from four options to interface with a lease External internal TMSA Exhibit A or TMSA Blue Moon See details of lease set up in the discussion of the buttons on the Administration menu Once you have developed your lease and selected the option there the process here is just to click this button after all tenant unit and contact information has been entered The lease will automatically open In the case of the external lease the lease document will open and you will need to click on the merge button to complete it In the case of the internal lease the lease will open with the tenant information merged into the lease Out Move out wizard This button is to be used for moving a tenant out of a unit The attempt has been made to meet all contingencies of this function Let us know if there are aspects of moving out that 1t does not handle You will be given a series of facts and a
211. yments Backup File 4 55 4MPDAT MDB Use Date for Backup File Title Billing Note Word Processor Baan Customize Find Word Lead Days 15 Late Fees Processor Lockout Grace e Proprietor The first line of the custom information form is for the name of the owner of the facility This is for information purposes only and is not printed on invoices or reports e Business The second line is for the title of the facility This is the name printed on invoices and shown on the Home Menu e Location These two lines are for the address of the facility e Mailing Address The mailing address is for the address to which rental payments are to be made by mail e Phone 1 2 There are two spaces for phone numbers and a choice of whether the phone is at home or work or if this number is for fax car phone cellular phone or a beeper e Invoice Type Clicking the arrow to the right of this field opens a list from which you may Select the type of invoice you wish to use You may choose any one of the following 1 Half Sheet The default size of the invoice printed by SWAMP is 8 1 2 x 11 inches Select this type if you wish to use half sheets The information printed on the forms is the same just different size 21 Z2 2 Half Sheet on Company Letterhead The storage facility name that was listed on the Business line of the custom information is printed at the bottom of the half sheet invoice in the choice above If you wish in
212. you are not a member of TMSA you can t use these options Members of TMSA who wish to use the lease need to choose whether to use the Exhibit A option or the Blue Moon option and indicate that here Exhibit A 76 e Ifyou choose to use the Exhibit A option you need to buy blank copies of the lease form from TMSA On the form above click on this button to open the defaults form THMSA Exhibit A THSA Lease Detaults B THSA Lease Defaults aaite GHL Reference tt herein made to attached master form Self Service Storage Rental 4greement TMS4 Form 41 99 and more particularly the blank portions of the agreement that are to be completed with various pertinent information lk is agreed and understood that this Exhibit A contains the required information and is set forth in identical identified blanks so that when taken together with the attached agreement shall constitute the entire agreement of the parties Tenant s security deposit Minimum lease term 1 months 10 00 Imtial late charge if rent not received by 14 Jdays after due date 1 00 Subsequent late charge if rent not received by 15 days after due date above late charge is 6 daily or gt one time Returned check charge Charge for returned mail Charge for Lessors locking of space when Tenant s lock is missing Charge per day if Tenant fails to lock after 7 day notice Charge for removing Tenant s lock Payments 8
213. you created then click OK Create your form letter and use this file as your data source Save As P x File name Polders swampm doc cAmydocu TAcgrt MET saleform doc salelist doc saleru 1_doc selfstor doc sign doc survlet doc SET 0 _doc tentag 1 doc is List files of type Drives Doc Files doc gt E c micron 139 Print a List The final segment of the Mail Merge form is used to print a list of tenants that you have selected from the window at the left Select it either by clicking on the tenant s name or selecting a previously saved list then click the scroll icon to print the list Compose Letters Back to the Mail Box menu click the button labeled Compose Letters to open this form File Edit prindow Help Compose Letters 1 Select Rental Letter Header 1 COMpose Letter Quayle s Nest Header 2 Doopr i Forgot Dear FrsthHiame gt Apprently you neglected to pay the rent on your storage unit UmtNumber which was due on cLastDateDue gt Since you are more than Y days late you have been assessed a Footer 2 pO gt Whe Font bans Header 1 Font B Font Header 2 Font B 7 Font BodyFont B Field names Font Font MS Sanz Serif MEA Footer 2 Font _ B 7 As you can see above this form contains five basic windows in which you
214. ys late and then assess a daily fee up to a maximum total for the month An example Type Three Generate a late fee in the amount of 10 00 for this months rentals that are past due by 10 days and then assess 1 00 a day up to a total of 30 00 gt Type Four This custom fee type allows you to specify a succession of charges to be assessed at specified times based on days late Only those Fee Types that have been enabled by the check in the Use box will be assessed Days late are based on the last Paid To date Ifa fee 1s assessed the Billing Date will have today s date The Due Date will add the Days Late value to the last Paid To date If a payment is made the cycle starts over Note You must click the Use box before you can enter anything in the fields of that row Also the fee types must be different you cannot duplicate a fee type See example below Type Four Generate enabled fee Use Amount Days Late types in the amount specified when rentals x ate Fee 10 00 10 are late by the be ocked Out 10 00 35 age eu zi mo 4dvertizing 15 00 47 ale of Property 65 00 46 Type Five Some states now require and some managers prefer to base their late fees on the rental price of the units Type Five of the custom late fees allows this rental price option 91 Type Five Generate a late fee for this Rate gt Rate lt Late Fee Late lt MA ays late e amount wi be determi

View User`s Manual 3.1 - SWAMP Self Storage software by Quayle

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