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WinSen Property Manager: User manual

1. Unit 00101 Name Jett Joseph J Trans 11070 Print Date 5 31 96 09 38 41 AM Pim Type 810 Payment By Cash Printer Closing Date 6 5 96 Printer User ID Help Rent 100 00 Misc Credit Monthly Charges Prior Credit Misc Charges 12 00 a Other Charges pare EE Use Tax Cash 165 02 Sales Tax 1 02 Check Late Charges 30 00 Credit Card Lien Charges ore Returned Check Total Paid NSF Charges Check No Ins Premium 22 00 Bank No Deposit Auth Code rhe _ Balance Due Total Paid to Date 6 18 96 a Record 10 of 16 gt P The Unit Number Customer Name Transaction Date Transaction Type Closing Date and User ID will be displayed at the top of the form In addition all of the details for that transaction including the description date time amount applied to each category and the balance and paid to date of the unit at the time of the transaction are shown Use the Data Control Bar to scroll through the transactions for this customer Chapter 3 Other Tenant Operations View Transactions e 77 Print Button Choose this button to reprint a receipt of the transaction Printer Button This button allows you to change the destination printer Choosing it will display the Select Printer form For instructions on using this form see Select Printer on page Tenant History The Tenant History function allows viewing of all information contained i
2. for facilities with over 400 units Manual Conventions Example Commands When a command needs to be typed or a key pressed this manual will enclose the command or the key description with angle brackets as shown lt gt The brackets are for clarifying what command is to be entered or key pressed and are not part of the command For example when you see something like Press the lt F9 gt key to save your changes This would mean to press the F9 key The angle brackets are only for clarification Example Screens The screen shots in this manual were taken on a computer running Windows 95 98 If your computer is running a different version of Windows your screens may look slightly different Selecting Items from the Menus To describe selecting a menu item menu items will be separated with a pipe symbol For example to denote selecting View Edit Tenant Table from the Main Menu it will be shown as Main View Edit Tenant Table Selecting Site Setup from the Site Information submenu of the Maintenance Menu would be shown as Maintenance Site Information Site Setup Installation from Diskette 1 Before installing we recommend that you close all open applications 2 If you are planning to make any changes to the standard letters or the reports included with the system install Crystal Reports according to the instructions supplied with the Crystal Reports CD ROM or diskettes If you do not
3. When you have finished selecting your options choose the OK button to generate the letter Change Due Day This option allows you to change the Rent Due Day for a customer It is very useful in certain situations For example let s suppose a tenant is due on the first of March They come in on the second and tell you they will be renting until the 15th then they plan on moving out To handle this you would select the Change Due Day option and change the due day to the 15th The system will move the paid to date to the 15th of March pro rate the rent and other regular charges from the 1st to the 15th and ask you to collect this amount The rent that had been charged on the first will be adjusted accordingly To access this option select the Due Day button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table The following form will appear Change Due Day x Unit 00101 Name Jett Joseph J Unit Rate 50 00 Past Due Charges Ok Rent Due Day 18 i Lox Paid to Date 7 18 96 Prorated Rent 23 34 Cancel R C M Anniversary Monthly Charges 0 00 Canoa z Use Tax 0 00 Help Rent Due Day Sales Tax 0 00 Next Rent Due 8 1 36 RANCE aus __Prorate Days 14 _ e Total In the Rent Due Day box type the new due day The system will respond by calculating the appropriate charges and bringing up the Paid By Window allowing you to enter the payment
4. unrentable Unrentable Loss the amount of monthly revenue that is lost calculated at standard rates since these units are not available to rent Actual Income the actual amount of monthly revenue generated by that unit size at your facility This calculation totals the present rates for units of that size If one or more units are currently rented at non standard rates the amount shown in this column will be different than that shown in the Potential Rent column Totals each column except Unit Rate are totaled to provide information for the entire facility The Operating Income and Rental Analysis report is an excellent tool for tracking actual site performance as it relates to the potential performance for the facility Proof Edit Report This report provides a list of the payments received so far for the day It s format is similar to the Bank Deposit Log printed in association with the close Only transactions where money has been collected will be included Information on this report is exactly the same as the WTD and MTD Bank Deposit Logs described above Square Footage Income Analysis Size Description the physical dimension of a particular size unit e g 5 X 5 Total Units the total number of units on the facility for each size code unit size Number Rented the number of units which are rented for each size code Square Feet Per Unit the total rentable square feet for each uni
5. Details of the Interface The interface to ICVerify is outlined below 1 WinSen creates a request file normally icver001 req and waits for the answer file 2 ICVerify detects the request file and processes the information 3 After obtaining a response from the credit card processor IC Verify creates an answer file normally icver001 ans 4 WinSen reads the answer file and continues based on whether the transaction was approved or denied 194 e Appendix J Using WinSen With ICVerify Appendices Startup Startup Procedure Startup Before You Start This section of the manual explains how to customize the program for your facility install your existing customers and go on line with the program It is necessary to have all of your tenant data current the day you go on line with the system This will assure a smooth operation and maintain the integrity of your financial data You will need to establish a procedure for capturing transactions that occur between the time you begin entering your current tenant data until you are completed Attempting to keep current with the day to day activity can be disruptive confusing and non productive We recommend that you enter your tenant data without regard to the activity that occurs during the input period Once completed you can update your tenant data to reflect the activity that occurred during the primary tenant input period Our Recommended Steps 1 Using the su
6. Lien Process Transactions TOO eas Initiate lien process or change in lien charge amounts manual lien process TOV avian Automatic lien process generated by Daily Charger TOi Lien completed no payment TIG Lien completed paid by cash T2 eect Lien completed paid by check TIG ohni Lien completed paid by credit card TA e REET Lien completed paid by combination Payments 800 e Charge to account B10 ecir Cash payment OTO Multiple unit payment primary transaction paid by cash 820 scien Check payment B20 eet Multiple unit payment primary transaction paid by check BBO vectors Credit card payment 83 a EEE Autobill payment generated by Daily Charger B32 neringa id Autobill payment failure due to expired credit card t3 56 OEE Autobill payment failure due to denial by credit card company BID erin Multiple unit payment primary transaction paid by credit card GAO rinii eia Combination payment 845 Multiple unit payment primary transaction paid by combination B50 riii Credit used for entire payment no payment received GO riaria Refund paid by cash tera O EEE Refund paid by check B80 uriia Refund paid by credit card BOO riirn Multiple unit payment secondary transaction Appendix C Transaction Code Table e 183 Appendix D Unit Status Codes The system uses the following Unit Status Codes to designate the status of units These codes appear on various reports and tenant forms in the Unit Status fiel
7. WinSen is configured to charge tax on auction revenue collected at this facility Please indicate below how much revenue was received and WinSen will calculate the Canaj amount of tax Ifthe payer is non taxable clear the check box below Help Auction Revenue 100 00 Amount is taxable V Auction Revenue Enter the amount of auction revenue collected This is the amount that the tax will be calculated on if the buyer is taxable The subsequent Paid By window will expect this amount plus the applicable taxes The auction revenue posted by the system does not include the sales tax collected Amount is Taxable If the buyer is tax exempt clear this check box and no tax will be added to the amount in Auction Revenue Otherwise the taxes configured to be charged on auction revenue as defined on the General tab of Site Setup will be calculated and assessed Posting a Returned Check Posting a returned check is accomplished by first selecting the proper unit on either of the tenant forms View Edit Tenant Form or View Edit Tenant Table then clicking the Returned Check button on the Toolbar The following form will be displayed Returned Check x Unit 00114 Name Coffee Joseph Check Amount NSF Charge 15 00 Cancel Check number Help Retroactive Late Fees 0 00 Months to roll paid to date New paid to date 06 19 2000 Use tax 1 50 Sales tax 0 00 lh Enter the amount of the returned check the NSF cha
8. cast toe Press F1 for help If you do not already have a license key contact Sentinel Systems SSC You will be asked for the Computer ID number displayed by the Licensing form Based on the Computer ID and the software you have purchased SSC will create a license key consisting of a sequence of characters you will enter in the License Key field The key can be received from SSC via telephone fax mail or electronic mail When you receive it write it down in a safe place in case you ever have to reinstall the software Note that the key is good only for the original computer if you need to transfer the WinSen software to a new computer contact SSC for a new license key The Registered Programs Options Unit Limit and Net Licenses fields show the programs and options that have been purchased the number of units allowed in WinSen Property Manager and the number of network licenses purchased These fields are for display only and cannot be directly changed The Trigger Codes fields are used for special situations For example if you are running WinSen on a trial basis the trial period has expired and you would like another 30 day trial period SSC can issue a trigger code to accomplish this In cases like this contact SSC and give the technician the Code Entry Number and the Computer ID You will then be given one or two trigger codes In the Name and Company fields enter the name of the person who owns the software an
9. e Card the amount of credit card payment collected during this transaction e Total the total revenue received on this payment the sum of cash check and card If the alternate bank deposit log item on the General tab in Site Setup is checked the logs will also include the following e Rent the amount of rent collected on this transaction e Deposit the security deposit collected on this transaction e Late the amount of late fees collected on this transaction e Misc the amount of misc charges collected on this transaction WTD and MTD Transaction Log The Week to Date and Month to Date transaction logs allow you to print this information on an on demand basis as opposed to printing them when you do a close in End of Period Processing Note that you must do the Daily Close for today s information to appear on these reports Information on this report is e Trans the transaction number e Type the transaction type e Date amp Time the date and time of the transaction e Unit the unit number e Cash Check and Card the amount of cash check and card collected during this transaction Chapter 5 Report amp Graph Menu Report Descriptions e 105 e Credit the amount of credit used or issued during this transaction e Charged the amount of misc charges paid during this transaction e Amount amp Description these fields will show the amount and description of each category
10. etc 126 e Graph Descriptions Chapter 5 Report amp Graph Menu Type of Residence Graph This pie graph is based on the demographic entries for the Residence Category Group for your tenants The graph shows the percentages of your tenants in each choice for this group e g Apt or Condo Single Family Home etc Type of Tenant Graph This pie graph is based on the demographic entries for the Customer Type Category Group for your tenants For example let s suppose you have designated two choices for the Customer Type Category Group Individual and Commercial The Type of Tenant graph would then show how many of your tenants are designated as Commercial and how many are Individual Unit Status Breakdown Graph This pie graph gives an overview of your units by unit status showing at a glance how many units are delinquent how many are rented how many are complimentary etc The bottom of the graph has a table showing the exact breakdown of the numbers from which the graph is derived It gives you an overview of the performance of your facility as it relates to delinquencies Unit Status by Size Code Graph This bar graph plots your unit sizes on the vertical axis against the status of the units on the horizontal axis It gives you an overview of unit s status by size code For example it shows which unit sizes tend to be delinquent more than others which unit sizes are more p
11. 2 Normal Hours 0 24 Hour Access 1 1 Complete Access 0 190 e Appendix G The Timezone txt File Appendices Appendix H Initialization File Variables This section is for system administrators and advanced users only WinSen Property Manager has a number of options that can only be changed by editing the winsen ini file The winsen ini file is normally located in your C Windows directory C Winnt for Windows NT users The file will contain a number of sections denoted by For example the section used by WinSen Property Manager to store most of its settings is the Manager section Within the sections are variable names followed by an equals sign then the value of the variable For example the entry InstallDir C WINSEN means the variable called InstallDir has a value of C WINSEN The following table lists options supported by WinSen that cannot be changed through normal program operation They are found in the designated section of winsen ini If a given variable is not present add it to the given section with the desired value Before changing anything in this file be sure you have a backup copy of it in case of problems Do not change any variable not listed in this table For a change to take effect close WinSen and reopen it Secon arable Valve ronments Manager 30DayProrate Any value True is If present WinSen will always use a 30 day month for suggested figuring the daily unit rate during prorate ca
12. Sort Direction Choose Ascending or Descending to sort the currently selected field in ascending A to Z or descending Z to A order OK Button Choose OK to save your sort selections and return to your previous form The Calculator To access the calculator choose the Cale button from the Toolbar on either of the tenant forms View Edit Tenant Form or View Edit Tenant Table This will launch the Windows calculator 96 e The Calculator Chapter 4 General Operations Edit View Help Pg Tam ce e wel 7 ef 9 1 one wml ef sf of vs af ef of o wef oe foe For help running the Windows calculator access its on line help by pressing lt F1 gt when it is active or consult your Windows documentation Notepad The Notepad feature allows you to record and store extensive information regarding a unit and or tenant You can enter a note for any unit rented or not Choose the Notepad button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table and the notepad form will appear i Notes A Ea Unit 00101 Name Jett Joseph J These are sample notes for unit 00101 This function can be used to Save record customer contacts or any other data about the customer Delete Cancel Help The cursor will be positioned in the edit window You can enter extensive information about this unit in any format you desire When you are finished press the Save
13. 791 3038 Jones George 345 W 76th Ave Denver co 287 8472 Coffee Stephen 2455 South Birch Denver co 759 0474 Barone Stephen 3647 So Kipling Apt 35 Lakewood 1 CO 366 8546 l Close Cancel Find Old Tenants Help Record 1 of 106 PIP Information about your tenants will be displayed in a tabular format starting with the unit number Not all of the data can be seen at once To see information in the table that is not currently visible use your mouse to press on the horizontal or vertical scroll bars at the bottom and side of the window to scroll the table You can also use the arrow keys and the lt PgUp gt lt PgDn gt keys to scroll the display In addition the lt Home gt key will move the display to the first column while the lt End gt key will scroll the display to the last column Press F1 for help Note the four buttons on this form Close closes the form If you have made changes that have not been saved the system will ask if you want to save your changes before closing 26 e Using the View Edit Tenant Table Window Chapter 2 Daily Operations Cancel cancels the form If you have made changes that have not been saved the system will ask if you want to save your changes before closing Find allows you to search for a unit or customer For instructions on the use of the Find function see Find Unit Fun
14. Insurance Company in providing your tenants the opportunity to insure the contents of their unit This form is used to review the insurance configuration setup in your WinSen Property Manager system if you have your insurance setup properly through Deans amp Homer The information is for viewing only and cannot be edited Changes to your insurance configuration can only be accomplished with the approval of Deans amp Homer working in conjunction with SSC To review your insurance information select the Insurance tab from the Site Setup form to display the following form 146 e Site Setup Chapter 6 Maintenance Save Cancel Help Carrier Name eans amp Home Address Prorate x Company Name Greenv Days to Warning 12 Days to Cancel 20 Copies of Notice Deans amp Homer insurance is not configurable Insurance Information Information displayed is the Project Number issued by Deans amp Homer the Site ID this field is not currently used and the name and address of Deans amp Homer The checkmark in the Prorate box indicates the system will prorate insurance during the issuance of a policy For example if a tenant with two weeks of prepaid rent is issued an insurance policy the system will prorate the premium for two weeks The Company Name is the name of the company that underwrites the insurance The Days to Warning field is how many days late a tenant should be before a warning of insurance can
15. On each workstation map a network drive to the shared WinSen folder or hard drive on the server On each workstation install WinSen to the mapped network drive For example if the server hard drive is mapped as F install WinSen to the F WinSen folder If the network share is at the folder level the installation drive would be F Server based Networks l Setup a folder on the server to be used as the common WinSen folder Users will need read write and file scan access to this folder A folder named WinSen is suggested On each workstation map a network drive to the WinSen folder on the server On each workstation install WinSen to the mapped network drive For example if the drive is mapped as F to the server install WinSen to the F WinSen folder Chapter 1 Introduction Installing on a Network e 7 If you will be running WinSen Sentinel on the network additional setup is necessary to enable eee to it over the network These instructions are found in Appendix E Gatetest Program on page Running the Program Point to the Start button then Programs then WinSen Then select WinSen Property Manager If you are running the trial version of WinSen for the first time it will display an introductory message saying that the trial period is 30 days The program will run for 30 days from the first time it is run To obtain a license key to enable the full version please refer to the following secti
16. The Advance the paid to date by one extra month question will appear any time a rent payment is made where there is an odd amount of rent paid and an odd amount of rent is past due The circumstances of the particular transaction dictate what your response to the question should be For example if you transfer a tenant from one unit to another the system will prorate the rent on the old and the new units If you do this without paying the charges an odd amount of rent will then be past due When you pay these charges in the Payment window the Advance the paid to date by one extra month question will appear In this situation you would answer lt N gt to the question Miscellaneous Credits Miscellaneous credits are used when you want to credit a tenant for charges due For example a tenant may have convinced you to waive the late fee that was charged to their account Or you might be giving them one month free rent for paying six months at once Issue miscellaneous credits by using the Miscellaneous Account window as explained in Miscellaneous Account Windows on page Credits issued in this manner will be subtracted from the total being paid by the customer After issuing the credit you would then apply it to the appropriate category For example if you are crediting a late fee you would first issue the credit then apply the same amount towards late fees under the Pay column effectively paying the late fee using the credi
17. The Advertising Effectiveness Report can be of significant value in evaluating your marketing programs Aged Receivables This report provides a listing of all tenants indicating their current status and balance The information provided includes the following e Unit Number and Customer name the unit number and customer name e Rent Due Date the date on which the tenant s rent becomes due again e Unit Rate the actual monthly rental rate for that unit This rate may or may not be the standard rate e Last Payment Date the last day a payment was made on this unit e Prepaid Rents the amount of rent which is pre paid as of the date the report was printed the amount collected toward future rent which has not yet been used The prepaid rent amounts are calculated in a manner to support accrual accounting procedures Chapter 5 Report amp Graph Menu Report Descriptions e 113 e Accrued Days the number of days of pre paid rent for that tenant the number of days of pre paid rent which equals the amount of the pre paid rent e Total Credits the total amount of all credits currently appearing on the tenant s account e Arrears separated into four categories 0 30 days 31 60 days 61 90 days and 91 days this information indicates the amount of past due rent for each tenant and the period of time that the rent is past due NOTE that the 0 30 column also includes all miscellaneou
18. The new unit can be selected in one of two ways 1 Ifthe new unit number is known type it in 2 Otherwise press the FIND button to display the Find dialog This dialog allows you to search for a vacant unit as detailed in Find Vacant Unit Function on page After selecting the new unit the system will display the Old Unit data it will assess charges or give credit depending on the status of the unit e g rented delinquent etc and the New Unit data The focus will be on the OK button Transfer Tenant Ea Unit 00114 Name Coffee Joseph Old Unit New Unit Rent Due Day 19 New Unit 00115 Paid to Date 3 19 96 Unit Rate 60 00 Monthly Charges 0 00 Unit Rate 90 00 Deposit 10 00 Monthly Charges 0 00 Prorate 8 Days 16 00 Rent 0 Months 0 00 Deposit Use Tax 0 00 Prorate 3 Days 24 00 Sales Tax 0 00 Rent 0 Months 0 00 Prior Charges 0 00 Use Tax Prior Credit 0 00 Sales Tax Old Unit Credit New Unit Total Summary n New Unit Total 34 00 Old Unit Credit 26 00 Use Tax Sales Tax Misc Charges Misc Credit Transfer Fee Balance Due Note how the system is giving the tenant credit for 8 days the number of days of prepaid rent on the old unit at the old unit rate and charging them for the same 8 days of rent at the new unit rate Chapter 2 Daily Operations Transfers e 63 If the customer had a monthly charge on his her old unit the same charge will be carried forward to the
19. Use the item field for your internal item number You can use any number you wish Note that when a new record is added the system will assign a unique item number which you can change if you need to Many of the inventory reports are sorted by this field Description Enter a description of this inventory item Vendor Enter the name of the vendor who supplies you with this inventory item Part Number Enter the vendor part number for this inventory item Reorder Enter the reorder point for this inventory item Lead times and sales volume will need to be taken into account to obtain the proper reorder point number You can obtain sales volume information by printing the Inventory Transaction Summary report Price Enter the retail price for this item Chapter 6 Maintenance Inventory Control e 157 Account From the drop down list select the linked account As explained in inventory Accounts on page 150 all sales transactions involving this inventory item will be allocated to the selected account Only inventory accounts 7001 to 7999 will appear in the list On Hand This field is for reference only and cannot be edited It shows the current on hand quantity for the selected inventory item Size Codes The Size Codes option is used to add delete or change the size codes at your facility It is also used to change the standard rate and standard deposit for one or more size codes To access this option select Si
20. additional figures show the potential rent the amount of revenue that could be expected if all rented units were rented at the standard rate and the actual rent the total of all rented units at their actual rate Moveout Ledger The Daily Close may also automatically generate a Moveout Ledger for each tenant that has been moved out that day Moveout Ledger options are configured on the General Tab of Site Setup The site can select one of three options 1 No Moveout Ledgers are printed 2 A Moveout Ledger is printed at time of moveout 3 Moveout Ledgers are printed with the Daily Close The Moveout Ledger prints the basic information about the tenant e g name address phone numbers unit statistics status at time of moveout etc Chapter 2 Daily Operations End of Period Processing e 73 Report Settings and Output Options You can specify which reports are to be printed when you do a given close and where to send the report s Press the Report Settings button to expand the End of Period Processing dialog and display these options End of Period Processing x Report Settings D WYHRY z 3 Transaction Log MEK Daily Close Next Daily Close 6 7 96 Gok Decora loa ad ml G Trial Balance VIM wv iv ee Daily Rental Activity IV Monthly lose Next Monthly Close 6 30 96 Quarterly Close Yearly Close Next Yearly Close 12 31 96 Qutput options Copies Printer Backup All Data Window File Re
21. and you have not done the close for the previous day the Daily Charger window will not be displayed Instead you will see a window with a message that the close hasn t been done and the system will proceed to the main menu In this case you should change the system date back to the appropriate day the day you are doing the close for print the close make a backup then change the date back to today and run the Charger To return to the charger screen after you have accomplished the above steps select the Daily Charger option under the Utilities menu The Charger will post charges to accounts within the system that are due on that day e g Rent Late Fees Rate Increases etc The Charger will also place tenants into lien status if the system is configured to do so In addition the Charger queues up Late Letters and Billing Notices to be printed during the day It also locks out delinquent tenants access code if you have a compatible gate access system according to the days to overlock number in Site Setup All charges posted and all mailings which are queued up are done so in accordance with the parameters established in Site Setup under the Maintenance menu The single exception is Billing Notices which are established on a tenant by tenant basis normally as part of the Assign Tenant process The Daily Charger will always print a Daily Charger Summary and identify the date on which it was printed This summary li
22. for explanations of how to select the correct unit and the purpose of each tab After choosing the correct unit fill out the information on each tab as appropriate for the customer being entered You can enter the customers in any order you desire but it may be best to enter them in unit number order since this would make it easier to keep track of where you are in the Startup process Please note that while the paid to date can be entered in the Install Customer program the move in date and current balance information cannot be The Install Customer program will set the movein date to the date you installed the tenant and the balance to zero Thus if the customer is current with their rent and you don t mind that the movein date may not be accurate installing the customer is a one step process For past due tenants or tenants whose true movein date must be recorded this information must be filled in after you have installed the customer using the Editor Program as detailed in The Editor Program on page 198 e Installing Your Existing Tenants Startup The Startup When you have finished filling in all relevant information for this customer press the Save button to save your work and move on to the next tenant Repeat this process for each occupied unit When you have finished entering your existing customers continue with step 12 in Startup Procedure on page Editor Program The Editor Program is used to make cha
23. inventory items should be ordered The report is sorted by item e Inventory Stock Status By Vendor this report is the same as the Inventory Stock Status report but is sorted by vendor instead of item e Inventory Transaction Detail provides details on all inventory transactions for the time period selected in Report Options Information shown is the item description transaction date transaction type delivery or adjustment transaction number amount quantity in quantity out and on hand The report is sorted by item Note that the transaction number corresponds to transactions generated in association with selling inventory Since sales Chapter 6 Maintenance Inventory Control e 155 transactions are not generated by adjustments adjustments will not have a transaction number Also note that the same transaction number could appear multiple times because a given sales transaction could involve more than one inventory item e Inventory Transaction Detail by Date this is the same report as the Inventory Transaction Detail report but is sorted by date instead of item e Inventory Transaction Summary provides summaries of all inventory transactions for the time period selected in Report Options Information shown is the item description quantity in quantity out and on hand The report is sorted by item It gives you information on which inventory items are the best and worst sellers It assists you in decidi
24. 0 rake i i hain vy ie Misc Charges 0 00 aid to Date ere Prior Credit 0 00 Move in 4 10 95 Sales Tax 0 00 Misc Credits 0 00 Prorate Detail Late Charges 0 00 Deposit Refund 10 00 Rent Lien Charges 0 00 Use Tax Monthly Return Check 0 00 Sele Ta 0 00 Use Tax NSF Charges 0 00 SalesTax Ins Premium 0 00 Total Credit Insurance _ Total Charges Total Due Sub Total The form will display the current balance and other information on the tenant There are two possible situations the tenant is paid up or they are past due e Ifthe tenant is paid up and the Refund Rent on Moveout field in Site Setup is checked the system will show the amount of rent to be refunded along with the number of days being prorated if any The Total Due field will show a negative number signifying that this tenant is owed a refund e Ifthe tenant is past due the system will show the past due balance in the Charges column Misc Charges and Credits During a moveout you can assess miscellaneous charges if need be for things such as cleaning fees Charges issued will be added to the balance due on the moveout You can also issue misc credits for late fees etc if you need to Credits will be subtracted from the balance due To issue misc charges or credits proceed as detailed in Miscellaneous Account Windows on page Completing the Moveout If the customer owes you money and is
25. 95 Selected Fields box These are the fields that have been chosen for sort keys In the example The A in front of the selected field designates that it has been chosen to be sorted in ascending order while D would indicate a descending sort To make a selection in one of the boxes click on it with your mouse Then select one of the buttons to perform an operation on that field as explained below Action Buttons Add All button This button will move all selections from the Possible fields box to the Selected fields box This option is not recommended since sorting on more than two sort keys will usually not have much effect Add button This button will add the currently highlighted selection in Possible fields to the Selected fields box It will be added to the bottom of the list in the Selected fields box Move up button This button will move the currently highlighted selection in Selected fields up one position in the list This button and the Move down button allows you to select the order of precedence for the sort operation Move down button This button will move the currently highlighted selection in Selected fields down one position in the list Remove button Moves the currently highlighted selection in Selected fields to the Possible fields box deselects that option Remove all button This button will move all selections from the Selected fields box to the Possible fields box Thus no sorting would occur
26. 96 Prelease Till ae ll Moveout Cancel Unit Rate 50 00 Prelease Deposit 0 00 Find Automatic rate change V Last Rate Change Old Tenants Monthly Charges Deposit 10 00 Help Walk Number 0001 Times Late 3 Last receipt 5 31 96 Previous Rate 50 00 Paid to Date 6 18 96 Expected Vacancy An optional entry this is the date the tenant has given you when they are planning to move out If it is filled in the unit will appear on the Expected Vacancy Report see Report amp Graph Menu on page 101 Prelease Till If this unit is Preleased this is the date on which the Prelease Deposit will be forfeited To extend a prelease merely edit the Prelease Till date Unit Rate The monthly rental rate for this unit You can only edit the unit rate if the Allow view edit rate change option in Site Setup is checked Note that changing the unit rate will not change the unit balance until the rent comes due again Chapter 2 Daily Operations Using the View Edit Tenant Form Window e 35 Monthly Charges The amount of recurring charges to be assessed to this unit along with the rent each month For example items such as electricity late access recurring use of your dumpster etc Note that changing this amount will have no effect on the tenant s balance until the rent comes due again Automatic Rate Change amp Last Rate Change Check the Automatic Rate Change box if the tenant is subject to automatic rat
27. A01 would have an interface number of 101 BO1 would be 201 D99 would be 499 and so on 2 It can be only the numeric portion of the unit number For example unit A01 could be assigned an interface number of 1 However if you also have a unit B01 this scheme will not work because the interface number for that unit would also be 1 and the interface numbers must be unique We highly recommend that you fill in the interface number for each unit even if you do not have a compatible gate access system Also the interface numbers should be unique Note This field is NOT for the tenant s passcode Walk Order This field is the walk order the order that you would walk the site when doing a walk through each morning This field should not be left blank since the Lock Unlock Report is sorted by walk order number Status The status of the unit This field cannot be edited the system will fill it in according to the unit status In the case of a new unit the status will be E0 the unit is empty Rate The rate for this unit This field cannot be edited the system will fill it in according to two conditions 1 Ifthe unit is vacant the standard rate for the unit s size code will be displayed 2 Ifthe unit is occupied the actual unit rate will be displayed This may not necessarily be the standard rate for that unit size Deposit The deposit for the unit according to the conditions s
28. Appendices to install the correct version If the file version is greater than what is required by WinSen the Status column will show a gt the greater than sign This should not cause problems WinSen Reports To display information about the reports used by WinSen click the WinSen Reports button The following form will be displayed Yersion Information for WinSen Reports x The system looks at all of the letters and reports that exist in the WinSen directory The dates on these files are compared to the dates of files distributed with WinSen If the file is older than the corresponding file in the current version it is displayed in the first list IF it is unchanged it is displayed in the second list If itis newer then it is displayed in the last list IF you have not made special changes to a file in the first list you may wish to delete it and reinstall WinSen so that the new version of the file will be installed These reports are older These reports are unchanged These reports are newer tatechg 2nd 5 1 97 i f 5 1 97 2 20 96 ratechg let 5 17 97 i 571 97 justify 11 14 95 5 1 97 2 10 96 5 1 97 6 1 96 5 1 97 ill 9 15 97 5 1 97 ill 9 15 97 5 1 97 10 14 97 5 1 97 i 10 15 97 5 1 97 i This form will show the status of the reports and letters installed in your WinSen system The dates on the files on your computer are compared to the dates of the files distributed with WinSen Ifa report is
29. Chapter 6 Maintenance Rate Change Options e 165 Editing and Removing Rate Change records To edit a previously entered rate change first select the record that you wish to change using the Data Control Bar You can then make any required changes to the rate change record and press the Save button to save your changes and exit Removing a rate change is accomplished by first selecting the proper record using the Data Control Bar then pressing the Delete button The system will verify that you really want to delete it Choose OK to delete the rate change Tax Rate Changes The Tax Rate Change option allows scheduling of automatic tax rate changes To setup tax rate changes select Tax Rate Change Options from the Maintenance menu The following form will be displayed amp Tax Rate Changes Iof Add Delete Cancel 5 i Help Site Sentinel Secure Storage hd Effective Date Oo 01 2000 Tax New Rate 14 4 Record 1 of 1 b bl Press F1 for help Site If you are using WinSen Electronic Manger this drop down list allows you to select the site for which you wish to schedule tax rate changes Otherwise the Site drop down list will only show one site and can be ignored Tax Select the type of tax to be changed Use Tax GST in Canada or Sales Tax PST in Canada New Rate Enter the new tax rate Effective Date Enter the effective date of the tax rate change When the system charge
30. Close Sammaan Total Records 28 Second Group Distance M Description Ha 4 Record 9 of 28 gt I Press F1 for help Item The item number entry is used for the reports and graphs in the report menu You can use any number you wish but it does need to be unique The item number you designate for this demographic category will appear on various graphs in the report and graph menu 152 e Demographic Categories Chapter 6 Maintenance Category Group From the drop down list choose which of the demographic groups you wish to enter a description for These are the groups that appear with their associated drop down list of choices in the Demo Adv tab on the Assign Tenant and View Edit Tenant forms The Category Group choices are Customer Type Distance Gender Residence Purpose Business Type Office Type OO ST Oe NE NS Employees You can enter as many different descriptions for each group as you may need For example you can put in any number of descriptions for the group Second Group Distance shown above by pressing the Add button to add a new record selecting that group then entering a description The Distance drop down list on the above mentioned tenant forms will then contain all descriptions that are entered in the Description box for this Category Group Description The description entered here will appear in the drop down list for its designated Category Group above Ente
31. End of Period Processing from the Main Menu and click the Daily Close button The system will process your database and print out the closing report This first ever close will probably be quite lengthy since it will include every transaction entered during the Startup phase 17 BACKUP YOUR DATA by clicking the Backup All Data button in End of Period Processing 18 You are now officially on line The next day the Daily Charger window will be displayed the first time you start WinSen Property Manager and you will then run the system from day to day as described in Daily Operations on page Installing Your Existing Tenants Startup Installing your existing customers is a one or two step process depending on your preferences and the tenant status accomplished using the Install Customer and the Editor programs The process is normally only used once to initialize your WinSen Property Manager system Once you have begun normal operations all transactions should be accomplished using the normal program options All tenant data such as the date of move in current balance and paid to date 2nd contact information etc are entered in these steps Since tenants can be moved in with no payment the two programs are password protected you must enter a manager level or higher password to access either program unless this has been changed in the Configure Access Levels option To access the Insta
32. Inventory items are linked to inventory accounts When an inventory item is sold the description for the linked account will be printed on the receipt and the transaction log and the sales amount is allocated to the specified account This allows you to have as little or as much inventory item detail as you need on the closing reports For example you could have five different types of boxes specified as inventory items and have all five of them linked to an inventory account named boxes Then when any of those items are sold boxes will be printed on the receipt and on the transaction log You could also setup an account for each type of box if you need that much detail on the closing reports Notes Specific details on all inventory transactions are available through the Inventory Control Reports regardless of how many inventory accounts have been set up Inventory sales will be listed on the site summary report under miscellaneous charges For specific inventory account amounts refer to the trial balance report Inventory accounts can have an account number ranging from 7001 to 7999 The default inventory account is 7001 Merchandise Sales Thus if you add no more inventory accounts all inventory items sold will be allocated to this account 150 e Accounts Setup Chapter 6 Maintenance System Accounts The System Accounts are used to specify the type of tax to be charged on rent transfer fees NSF fees late fees
33. Late Fee Cycle There will be one or more late fee cycles to choose from depending on how the facility is configured Select the desired option from the drop down list Note that changing the late fee cycle for a unit does not retroactively change the balance Any late fees that have been charged will remain For more information about configuring late fee cycles see Late Cycles Fees fon page Rate Charge Method This field displays the Rate Charge Method for this tenant This is normally established during the move in process and should not be changed after move in except in unusual situations For further information see Amount Due tab Assign Tenant on page Demo Adv Tab Clicking this tab displays the Demographics and Advertising Effectiveness entries for this customer Security UntStatus _ Retumed Check Tenantinfo and Contact Biin Advertising effectiveness IV Alarm System Customer Type T Mailer Newspaper Distance 4 5 miles I Drive By Individual Save Cancel Gender Male Find Residence Single Family Help Sign Ad _ Radio Purpose I Yellow Pages M Ad Option 10 Business Type Not Applicable Storage Old Tenants Office Type Not Applicable PII UO O L Employees Not Applicable 32 e Using the View Edit Tenant Form Window Chapter 2 Daily Operations Information on this form is normally captured during the move in process and can be e
34. Payment window has a Due and a Pay column The Due column will show the amounts that are due on this unit in their respective categories The Pay column is where you will tell the system which categories this payment is to be applied to Also found on this form are the following buttons OK brings up the Paid By window The sum of the amounts that have been entered under the Pay column will be shown in the Amount Due field of the Paid By window Cancel cancels the Payment Screen Multiple Units invokes multiple unit mode used for making payments when a tenant has two or more units This button will not be enabled unless the tenant has multiple units Posting payments to such a tenant will be explained in detail later in the following sections Pay Total Due used when the tenant is paying the total due This button will cause the system to copy all amounts from the Due column to the Pay column then display the Paid By window Help invokes on line help You can also press the F1 key at any time to do the same thing The Basic Steps for Posting a Payment In most cases posting a payment is quite simple Here are the basic steps 1 42 e Payments If the tenant s rent is not due yet enter in one or more Additional Months to Pay in that field Move to the Pay column and type in the amounts to be applied in the appropriate category For example 35 00 towards rent and 10 00 towards late fee e
35. Rent This field defines how you would like the system to round off prorated rent amounts You can have the system round off to the nearest penny nickel dime quarter or dollar Notes Reminder and Picture Options These fields control what happens when a unit with notes reminders or pictures is moved out There are three options Keep with tenant Keep with unit or Prompt If setup to Keep with tenant the notes reminders pictures will be associated with the moved out tenant record If set to Keep with unit they will stay with the now vacant unit and the next tenant to be moved in If set to Prompt the system will ask which option you wish to use during the moveout process Unit number format Database version and Unit limit These three fields are for reference only and cannot be edited Unit Format specifies the unit format the system is using means you have 4 digit unit numbers means you are using 5 digit numbers and denotes 7 digit unit number format only used by the Electronic Manager version The Database version field shows the version number of your WinSen Property Manager database Unit Limit shows how many units your system is limited to Tracking number on Receipt If this option is checked the Tracking Number for the tenant will print on receipts Alternate Receipt Format This option controls the format of system receipts If checked the receipts will
36. Save closes the form and saves any changes that you have made Cancel cancels the form If you have made changes that have not been saved the system will ask if you want to save your changes before closing Find allows you to search for a unit or customer For instructions on the use of the Find function see Find Unit Function on page Help displays on line help You may also press the lt F1 gt key at any time to access the help file Old Tenants pressing this button will cause the system to display your former tenants When this is done the button changes to Current tenants and you would press it again to return to viewing and editing your current tenants The Tabs and the information they display for viewing editing are arranged as follows Tenant Info tab View Edit Tenant Data Click this tab to display and or edit the basic customer information 28 e Using the View Edit Tenant Form Window Chapter 2 Daily Operations Security Unit Status __Retumed Check Tenant Info __2ndContact Biling Dema dv Insurance Save Name Snelling Herbert T Cancel Address 4293 So Walker St Find Coo Help City State Zip 80215 Old Tenants Home Phone 303 237 8466 Business 303 985 3155 Fax 303 985 3157 License CO 85445632 Tracking Mobile 303 974 5578 RY Length cS ssid E mail HerbertS csi com Language English gt Name amp Address The basic name and address
37. Tenant Home Phone 366 8546 Business 237 2964 Fax sd License CO 9543216456 Tracking Mobile RY Length sd E mail Language English After selecting the unit number proceed to the remaining fields and fill them in as follows Name amp Address The basic name and address information Information shown is the Name Address Lines 1 and 2 City State and Zip Code Fill in the data as appropriate Special Note on residential customer names if you desire to sort your customer reports by name we recommend that you enter residential customer names in the following format LastName FirstName MiddleName The character tells the system where the last name is so that it can reverse the name when printing receipts The should immediately follow the last name then a space then the rest of the name This format should not be used for commercial tenants Phone Numbers These fields are for the home phone business phone fax phone and mobile cellular phone numbers Fill in the data as appropriate License amp Tracking Number The Tracking Number is an optional entry that can be used for any purpose the facility desires e g lease number RV license plate number etc The License field is used to record the driver s license number of the tenant E Mail Address Fill in the tenant s E Mail address if applicable Future versions of WinSen may have the ability to E Mail notices to tenants Chap
38. The closing documents will summarize the activity for the appropriate period This is also where you backup your database each day Waiting List place tenants on a waiting list if your facility is full or you don t have units in the desired size Exit exits the program lt Alt F4 gt will also exit from WinSen Property Manager Maintenance Site Information gt Size Codes Add Remove Units Rate Change Options Tax Rate Change Options Password Maintenance Password Access Levels Database Operations Site Information establishes the informational and operating parameters for the facility including the facility name and address late cycle schedule tax information miscellaneous charge credit and monthly charge accounts system accounts inventory control days to overlock etc 10 e Organization of the Menus Chapter 1 Introduction Size Codes add remove and edit size codes at the site Size codes are used to designate your different unit sizes Add Remove Units edit add and remove units at the site Rate Change Options set up automatic unit rate changes Tax Rate Change Options set up automatic tax rate changes Password Maintenance allows the site to change the system access passwords Password Access Levels allows the owner to configure which program functions are available to which password For example the owner can configure the Add Remove Units option to be available only to t
39. The system will then ask Do you wish to retain the tenant after today s close Respond to this question as follows e If you have auctioned off the tenant s goods or otherwise disposed of the unit s contents answer No to the Retain tenant question The system will then display the Paid By window where you will enter the amount of auction revenue if any that was received You will then be given the opportunity to print a final lien letter to the tenant Then the system will ask Do you wish to vacate the unit immediately If you answer Yes the unit will be vacated immediately Otherwise the unit will be vacated when you run the Daily Close e If the tenant has come in to pay their charges answer Yes to the Retain tenant question The unit status will change to Lien Status 2 the lien window will close and you will then proceed to the Payment form to enter the tenant s payment When the Daily Close is run the unit s status will revert to Rented Tax on Auction Revenue If the system is configured to charge tax on auction revenue and you auction off a tenant s goods then complete the lien without retaining the tenant as explained above it is necessary to tell the system if the buyer is tax exempt or not In this situation the following form will be displayed before the paid by window is displayed 86 e Process Lien Status Chapter 3 Other Tenant Operations Auction Revenues x
40. WinSen Property Manager window System Information displays information about your computer system such as your DOS and Windows versions hard drive capacity free system resources etc Show Vacant Units displays the vacant units at your facility Quick View allows you to quickly view the status of any unit Special The Special menu allows you to launch other applications from within WinSen Property Manager It will contain different options depending on your installation For example if you have installed Chapter 1 Introduction Organization of the Menus e 11 Crystal Reports that option will appear in the Special menu allowing you to launch it directly without having to go to the Windows Program Manager Window The Window menu allows you to manage child windows spawned by WinSen Property Manager For example you could have the Site Setup window and the Calendar window open at the same time This menu allows you to select which of the open windows will be the active window and to arrange them in an orderly manner Help This menu allows you to obtain on line help You can also press F1 at any time for context sensitive help How to Make Menu Selections To display one of the Pull Down menus you have two ways to do so either click once on the desired menu with your left mouse button or press the Alt key and the underlined letter of the desired menu at the same time For example to bring down
41. after the Rental Office Closes If the standard reports don t give you all the information you want you have the ability to define your own reports using the Crystal Reports Program The system can export information to a variety of other formats for example to a spreadsheet program word processor database program etc Complete histories are maintained on all current tenants and can be accessed on the computer screen for review Histories can also be printed in total or on a transaction by transaction basis When a customer is moved out tenant histories will be retained in the system Optionally the tenant history can be printed for the site files on moveout Chapter 1 Introduction Overview e 1 The system will print Lease Pre Lease and Transfer Agreements or fill in the blanks on your pre printed Agreements as well as detailed receipts for each transaction Multiple copies of the receipts can be printed if the facility desires to maintain a copy In addition a given receipt can be reprinted at any time Taxes if applicable are automatically calculated and posted on any of the revenue accounts according to your local regulations The system will automatically pro rate recurring charges on move ins transfers and move outs The system operator can accept or change pro rated amounts per the operational guidelines at the site A full Lien Process is included in the system allowing you to print lien notices maintain unit inven
42. are limited to entering Notes entering Reminders and using the Calculator Immediately below the Toolbar is found the Unit Size Customer ID and Status of the unit Below this line is a series of Tabs that you click with your mouse to enter edit and display specific information about the new tenant Note that in the above example the Find button and the Data Control Bar are visible This indicates that the unit to be assigned has not been chosen yet You must choose the unit to be assigned before entering any tenant information in the various fields As soon as you select a unit to be assigned and move the cursor off of the Unit field the system will hide the Data Control Bar and the Find button indicating that you are now in movein mode ready to input the new customer data The system will also paint all tabs except for the Tenant Info tab red A red tab indicates that it has not been selected yet alerting you to the fact that data on that tab has not been entered yet Assign Tenant Buttons The buttons on the Assign Tenant form allow you to perform the following actions Chapter 2 Daily Operations Assign Tenant e 49 e Find Unit activates the Find Vacant Unit function For instructions on the use of this function see Find Vacant Unit Function on page This button will be active until you have selected the unit to be assigned e Save saves the record and displays the Paid By window e Cancel cancels the mo
43. automatically generate a transaction and advance the paid to date on the unit when the Daily Charger is run An autobill notice will be printed on the charger report alerting you to process the credit card transaction through the credit card company If the credit card expiration date has passed the paid to date will not be advanced and a notice will be printed on the charger report warning you of this Note If you have the ICVerify program and the proper arrangements with your financial institution the system will process autobill transactions automatically during the System Charger by passing Chapter 2 Daily Operations Using the View Edit Tenant Form Window e 31 these transactions to the ICVerify program If you are not using IC Verify and the system generates an autobill transaction and the credit card is then declined you should cancel the transaction as explained in t tom on page ons eee For more information regarding using WinSen and ICVerify see Appendix J Using WinSen With on page Late Type The system provides three options for charging late fees and printing notices for a tenant 1 Normal all late fees are charged and all notices are printed 2 Reminders late fees will not be charged but all notices will be printed 3 None no late fees are charged or notices printed Select the desired option from the drop down list Note that changing the late type for a unit does not change the balance
44. be on the move in screen Allow Rate Change on Move in This option controls whether or not a unit rate can be changed during the move in process If it not checked the unit rate cannot be changed during a move in Auto Lockout of Tenant when Returned Check is posted If this option is checked a tenant will always be locked out when a returned check is posted regardless of their Paid to Date Otherwise the system will use the Days to Overlock number and the tenant s number of days late calculated from their new Paid to Date to determine whether the tenant should be locked out or not New Tenants are Non taxable This field establishes the default taxable status for new tenants When checked the system assumes that each new tenant is non taxable We recommend that you do not check this option Note If your facility doesn t have to charge tax your tax rates should be set to 0 00 in Site Setup Do not check the New Tenants are Non taxable box Thus if your situation changes and you have to start charging tax you won t have to update each customer record to change their tax status instead you would only have to make a change to your tax rates Refund Rent on Moveout If this option is not checked the system will not automatically refund prepaid rent if any during a moveout If it is checked any prepaid rent on a tenant s account will be refunded during a moveout In either case the system operator can change the a
45. but may be used as starting points for customizing your letters e A one time customization of the letters and contracts which are included with WinSen will be done at no charge to the customer except for the cost of shipping and handling as long as they remain one 8 2 x 11 page in length Additional or larger pages will be done at the prevailing hourly rate e This one time no charge customization process must be done within 60 days of the shipping date of the software e Other letters not included with WinSen which need to be created or customized to work with WinSen will be done at the prevailing hourly rate and should be submitted on 3 2 floppy disk in one of the following formats Microsoft Word Version 6 0 or higher Microsoft Works Version 3 0 or higher Wordperfect Version 5 0 or higher ASCII Text e After the initial 60 day period all customization of letters and contracts will be at the prevailing hourly rate WinSen Letters Contract let Iforfeit let Late1 let Late2 let Late3 let Late4 let Late5 let Lien let Mbill let Partial let Prefor let Prelease let Prelien let Qbill let Ratechg let Rcheck let Sbill let Thankyou let TMSA let Transfer let Welcome let Ybill let Overview of a Typical Day Understanding the software is best accomplished in the context of the daily operation of the facility when using the system A typical day can be divided into three major areas 1 Opening for the
46. charge late fees and or place them into Lien Status based on the tenant s paid to date and your Late Cycle Schedule Printer Setup Tab This option is used to setup the various print operations within WinSen Property Manager for example which printer you want to use for printing of reports receipts etc To setup your print options select the Printer Setup tab from the Site Setup form The following form will be displayed 138 e Site Setup Chapter 6 Maintenance Auction info Lien Charges Insurance Premium Amounts SiteName SystemDates Late Cycles Fees Pinter S Receipt printer BM Proprinter on LPT1 Report printer HP Lasenwet 4P 4MP Copy 2 on LPT3 Cancel Contract printer BM Proprinter on LPT1 Help Letter printer HP Lasenet 4P 4MP Copy 2 on LPT3 Formfeed after receipt T Use report for receipts Printers The Printer Setup form includes four drop down lists for you to select the associated printer You can choose from all printers within your Windows installation Choose the appropriate printer as follows Receipt printer select the printer where you want to print receipts Report printer select the printer where you want to print reports Contract printer select the printer where you want to print contracts during a move in or transfer Letter printer select the printer where you want to print late letters and mailings Formfeed after receipt Check this
47. detailing the transaction Please note that prepaid premiums are not refundable To change insurance coverage From the drop down list of insurance coverage amounts select the new coverage If the coverage is increased the system will calculate the prorated amount of premium due and display the Paid By Window If the coverage is decreased the customer will receive a credit for the difference in premium amounts Then choose the OK button to save your changes Payments The Payments function is used for entering customer payments posting one time charges and posting one time credits To access it first select the proper unit from either of the tenant forms View Edit Tenant Table or View Edit Form Then press the Payment button on the Toolbar The following form will be displayed with the cursor positioned in the Additional Number of months to pay field Chapter 2 Daily Operations Payments e 41 Daily Transactions x Unit 0111 Monthly Charges Credit Balance Last Receipt 4 29 97 Use Tax 000 0 00 Sales Tax 0 00 Late Charges 10 00 aK Lien Charges 0 00 Returned Check 000 Cancel NSF Charges 0 00 000 Ins Premium 0 00 Emana Admin Fee 0 00 Pay Total Due Deposit 10 00 0 00 0 00 Misc Charges Name Horselmann Marvin J Additional number of months to pay 35 00 0 00 0 00 0 00 35 00 4 1 97 Unit Rate Paid to Date Misc Credits Help 0 00 Total The
48. e Complimentary the unit is occupied at no charge to the tenant e Rented the unit is a normal rented unit e Access Control Only the unit is used only for access control Use this type of unit for giving access to the fire and police departments the garbage collection company etc Since this type of unit is not counted in the reports as a rentable unit it does not affect the occupancy statistics Select the new status for the unit by clicking on the appropriate button Then click OK to change the unit to the new status Multiple Units This option allows you to associate additional units with a tenants account or delete them It is very useful when a customer is renting more than one unit from you When a tenant has multiple units you only need to post a payment to one of their units and the system will automatically distribute the payment among the others as appropriate Multiple Unit Considerations When a tenant has more than one unit please note the following points e The tenant may enter your facility by keying in with any of the passcodes on their units If you have an alarm system the alarms on all of their units will be disabled Conversely when the customer exits the facility the alarms on all the units in the group will be enabled e If you send billing statements the system will print just one bill with all of the units in the group on it However different billing types on units in a group are not supported all unit
49. help you ensure that all mailings for that day have been printed It can be particularly helpful to catch and print notices that otherwise would not be generated Deselect All Button This button will deselect all notices This is a convenient feature when you have many mailings queued up in the system and choose to print only one or two at a given time or if you are doing a special mailing and you only want to print the special mailing After using this button select the letter s you wish to print by clicking with your mouse Print Selections Choose this button to print the selected letters Special Mailing This option provides the site the ability to print an unlimited variety of customer mailings Any letter can be sent to any tenant at any time To print a Special Mailing e From the Late Letters and Mailings Form select Special Mailing e Select the Print Selections button e The system will display the following form Special Mailing Options Filename Select File Type of Mailing Individual C By Unit Status C By Size Code Cancel All Tenants Help Unit numbers e Jn the Filename box select the document you wish to print If you know the filename of the notice type it in If not press the Select File button to display the standard Windows file selection dialog box The list will include all letters installed in your system See Appendix A System File Names o
50. horizontal axis is the number of units Tenant Movein Breakdown Graph This bar graph plots number of moveins by calendar month Information from the last 12 months will be presented It allows you to quickly determine which months of the year you have the most or least moveins The vertical axis denotes calendar months while the horizontal axis shows the number of move ins Tenant Gender Graph This pie graph is based on the demographic entries for the Gender Category Group for your tenants The Tenant Gender graph will show the percentages of your tenants designated as Male or Female Top 20 Zip Codes Graph This bar graph is based on the zip code entries for your tenants and will show the top 20 zip codes of people renting from you The vertical axis shows the zip codes while the horizontal axis plots the number of tenants in each zip code The zip code with the most tenants will be at the top of the graph Type of Business Graph This pie graph is based on the demographic entries for the Business Type Category Group for your tenants The graph shows the percentages of your tenants in each choice for this group e g Retail Distribution etc Type of Office Graph This pie graph is based on the demographic entries for the Business Type Category Group for your tenants The graph shows the percentages of your tenants in each choice for this group e g Retail Distribution Professional
51. i e rented delinquent etc A status code legend is printed to the right e Standard Rate the standard monthly rate for that unit size at the site e Current Rate the current monthly rental charge for that specific unit e Dollar Difference the monthly dollar difference or in rent between the current rate and the standard rate for that specific unit e Percent Difference the percentage difference between the standard rate and the current rate The calculation is performed by dividing the Dollar Difference by the Standard Rate EXAMPLE Dollar Difference 12 00 Standard Rate 37 00 12 00 37 00 3243 The amount shown will be 32 43 e Totals totals are provided reflecting the impact of the non standard rates for the facility The Non Standard Rates Detail report is provided in unit number order as well as in summary form by size code All non standard rates including complimentary units are included Pre Leased Unit Report This report lists all individuals who have pre leased a unit at your facility The specific information contained on the report is as follows e Unit Number amp Customer name the number and customer name e Residence Telephone Number the home telephone number of the pre lease tenant e Business Telephone Number the business telephone of the pre lease tenant e Pre Lease Till the date on which the pre lease deposit will be forfeited by the system
52. involved in that transaction For example if a transaction involved rent late fees and misc charges one line will be printed on the transaction log following the main transaction entry for each of these categories The customer name will also be printed The WTD reports will show activity since the last Weekly Close and the MTD reports will show activity since the last Monthly Close Activity from today will not be shown if you have not closed for the day yet MTD Bank Deposit Summary This report will summarize the amounts of cash check and credit card collected for each day of the current month It will show the totals for each day when there were any payments posted since the last monthly close Note that if you ve not done your Daily Close yet today s totals will not be included on the report The following information is provided e Close Date the date the daily close was performed e Cash the amount of cash collected on that day e Check the amount of check collected on that day e Card the amount of credit card collected on that day Totals are provided at the bottom of the report for each category The MTD Bank Deposit Summary provides a summary of the revenues collected for each day and can be used as another check for the owner or manager to be sure all monies collected are being entered into the system properly Operating Income amp Rental Analysis This report provides the following
53. it will show up here Misc Charges Unpaid Miscellaneous charges will be displayed in this field Miscellaneous charges are one time charges for items such as locks boxes etc Misc Credits If the customer has a credit on their account for any reason it will be shown in this field Returned Check If the tenant has a returned check currently posted to their account it will be shown here To post a returned check see Posting a Returned Check on page NSF The amount of Non Sufficient Funds charge assessed to this unit for a returned check Deposit The amount of past due security deposit Normally the security deposit is paid during the move in but if it isn t that amount will show up here Total Due The total amount due for this unit Due Day The day of each month when rent is due on this unit e g 1 means rent is due on the first of each month Paid to Date The next date when rent is due Other tab Demo Ady Returned Check Comments This line is for a brief comment Cancel Find Help Old Tenants 38 e Using the View Edit Tenant Form Window Chapter 2 Daily Operations Click this tab to display other information about this unit Currently the only item found here is comments a short line of text you can enter in association with a unit if you don t need the more extensive capabilities the Notes feature offers Canceling a Transaction The Cancel Trans
54. lien charges auction revenue insurance premiums and administration fees When editing System Accounts only the type of tax may be edited the account numbers and descriptions may not be changed Future versions of WinSen will allow the chart of accounts to be completely customized Acct In this field enter the account number for the selected account Valid account numbers depend on the type of accounts being edited as follows Charge Accounts 3001 to 3999 Credit Accounts 6001 to 6999 Monthly Charge Accounts 2001 to 2999 Inventory Accounts 7001 to 7999 System Accounts Not editable Description Enter a description for the account e g Cleaning fee Trash disposal Billing fee Rent discount Locks Boxes etc Tax From the drop down list choose the type of tax to be charged during a transaction involving this account The choices are No Tax Sales Tax PST in Canada Use Tax GST in Canada Both Taxes or Tax on Tax applicable in Canada this option will cause the system to charge PST on the sum of sale GST Advertising Categories The Advertising Effectiveness categories are used to help you track your advertising and other marketing programs at your facility An unlimited number of categories are provided Advertising effectiveness categories are displayed in the Assign Tenant function and the information recorded by the system is entered there on a tenant by tenant basis
55. method e g cash check or credit card For help entering the payment see Phe Paid By Window on page po The system will then change the tenant s paid to date to reflect the new Rent Due Day and give you the opportunity to print one or more receipts of the transaction Change Unit Status This option allows you to change the status of a unit for example from Vacant to Unrentable or from Rented to Complimentary It also lets you add or delete other units to a tenant s account Handling multiple units is explained in the following section To access this option select the Status button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table after selection of the proper unit The following form will appear 80 e Change Due Day Chapter 3 Other Tenant Operations Change a Unit s Status x Unit 00101 Status Rented Select the new status Vacant Rentable Vacant Unrentable Cancel Complimentary Rented Hep Access control only Multiple Units The available options will change depending on the current status of the unit For example a rented unit can be changed to Complimentary or Access Control only but it cannot be made Unrentable A unit must be vacant to be made Unrentable New Unit Status The choices are as follows e Vacant Rentable the unit is available for rental e Vacant Unrentable the unit is vacant but is not rentable
56. older it will be listed in the leftmost box This would indicate the file may be out of date unless you have customized it If you have not customized a file in the left box you may want to delete it and reinstall WinSen to install the latest version of the report letter If a report is unchanged it will be listed in the center box indicating it is up to date If a report has a newer date it will be shown in the right hand box indicating changes have been made to the file since WinSen was installed Appendices Appendix F Version Information Program e 189 Appendix G The Timezone txt File The timezone txt file is normally found in the Winsen folder or whatever folder you installed WinSen into and contains the time zones and the access levels used by WinSen when a non SSC gate system is in use By editing the file with a text editor such as notepad you can add or remove time zones and access levels and change their descriptions This section explains the format of the timezone txt file so that you can modify it as required for your facility The default timezone txt file is shown below 4 Normal Hours 0 24 Hour Access 1 TimeZone 2 2 TimeZone 3 3 4 Normal Access 0 Complete Access 1 Access Level 2 2 Access Level 3 3 The data format is as follows The first line contains the number of time zones defined In the example there are 4 time zones which means that the next four entries are the time zone
57. on different types of storage The system will use this tax rate if configured to do so in Site Setup Area The area for units of this size code The number may represent square feet square meters etc This information is required for calculations performed in the Square Footage Rental Analysis Report Note The area must be input for all size codes including outside storage e g RV s boats trailers etc If this information is not in the system the information on the Square Footage Rental Analysis report will be incorrect Changed The date on which this size code record was last edited This date will be filled in by the system and cannot be edited Editing a Size Code To edit data move the cursor with your mouse to the desired field then double click to edit the field Note You can edit the description rate deposit tax rate and area information for a given size code Changing the rate or the deposit will only change rates and deposits on vacant units Occupied units will retain their current rate and deposit If you edit a size code itself you must also change each unit of that size in Add Remove Units to the new size code Adding a Size Code Press the Add button to add a new size code The cursor will move to the first empty slot allowing you to type in the information as specified above Deleting a Size Code Deleting a size code is accomplished by moving the cursor to the desired code and pressin
58. plan on making changes to the standard letters and or reports it is unnecessary to install Crystal Reports 3 Insert the 1 distribution disk into the source floppy drive this will typically be your A drive 4 Point to the Start button to display the Start Menu You can also bring up the Start Menu by pressing lt Ctrl Esc gt From the Start Menu choose Run 5 You will be presented with a dialog box asking for the Command Line Type A SETUP then press ENTER or click on OK Type B SETUP instead if you are installing from your B drive Chapter 1 Introduction Manual Conventions e 5 An introductory message will be displayed recommending that you backup your data before installing an update If you are installing an update and have not backed up your database do so before continuing Click OK to display the Welcome dialog After reading the messages in the Welcome dialog click Next The Software License Agreement dialog will be displayed After reading the Software License Agreement click Yes to continue You must click Yes indicating your acceptance of the agreement to install WinSen You will then be given the option of Express Complete or Custom setup Express installs WinSen with the most common options and is recommended for most users Complete installs all WinSen programs Custom allows you to choose which programs to install the destination folder and the start menu folder to place the WinSen icons into S
59. print a letter to this tenant select the following options then choose the Print Letter button Letters Choose the letter you wish to print from the list Note that you may not be able to see all of the choices at once if this is the case press on the vertical scroll bar to scroll the list Output Options You can choose to have the letter printed to your Printer to a Window or to a file by clicking the appropriate choice e Output to Printer the letter will be sent to the currently selected printer To change the destination printer choose the Printers button and the Printers form will appear For more information on the Printers form see Select Printer 7 on page e Output to Window the letter will be printed to a window After the window appears allowing you to view the letter on the screen you will have a number of options For information on these options see Report Viewing Form on page Chapter 3 Other Tenant Operations Print a Letter e 79 e Output to File the letter will be printed in comma separated values format to a file named XXXXXXXX CSV where XXXXXXXX is the name of the original report file For example Vacancy rpt is used to print the vacancy report If you output your report to a file vacancy csv will be created in the same folder where WinSen is installed These files are intended to be read by other programs such as spreadsheet or database programs not directly by people
60. print in a special format designed to fit into a Duo Vue 771 window envelope for mailing to your tenants Chapter 6 Maintenance Site Setup e 141 Alternate Bank Deposit Log If this option is checked the system will print additional information on the Bank Deposit Log Specifically it will print the amounts collected on each payment for rent late fee deposit and other Detail Miscellaneous Accounts If this option is checked the name and amount of each miscellaneous account involved in a transaction will be printed on the Transaction Log Otherwise only the total of the miscellaneous accounts will be printed Prompt for 2nd Contact Letter This option is the default choice for the printing of 2nd contact letters in Late Letters amp Mailings If this box is checked the default for printing of 2nd contact letters in Late Letters amp Mailings will be All Otherwise the default will be None If you do not print duplicate notices to the 2nd contact parties for your tenants do not check this option Generate Random Passcodes If this option is checked the system will generate a random 4 digit passcode between 1000 and 9999 when you are assigning a tenant or when changing a tenant s passcode You can then accept the proposed passcode or change it if need be Advance Bill Date On Payment If this option is checked payments will advance the Next Bill Date of the tenant by the same number of months as the Pa
61. setup your accounts select the Accounts Setup option from the Site Information menu The following form will appear Chapter 6 Maintenance Accounts Setup e 149 Charge Accounts OF x Add _ Delete Cancel Help Total Records 13 Accounts Charge Accounts Acct Description Tax 14 4 Record 3 of 13 gt Dll Save your changes if any and exit The Accounts drop down list allows selection of the type of accounts to be edited added or deleted After selecting the type of accounts to work with use the Data Control Bar to navigate to the desired account If you select System Accounts only the tax information can be modified Otherwise you can add edit and delete accounts as necessary Account types are explained below Charge Accounts These accounts are used for one time charges to a tenant s account They are used for one time charges such as cleaning fees garbage disposal fees lock cut fees etc Credit Accounts These accounts are used for one time credits to a tenant s account Coupons for rent discounts non profit discounts employee discounts etc are examples Monthly Charge Accounts These accounts are used for recurring charges to be billed and due with the rent on a tenant s account Electricity late access billing fees etc are examples Inventory Accounts These accounts are used in conjunction with inventory items for inventory control
62. shellext G viewers vmm32 3dmaze 1 scr 3dpipe 1 scr Drives 3dtext 1 scr 82557ndi dll Ee DRIVE C gt __Close_ 12520850 cpx 12520860 cpx 12520861 cpx 12520863 cpx 12520865 cpx The program will initially show all files installed in your Windows System directory WinSen Files 3dflow 1 scr To display version information for the DLL s and other files used by WinSen click the WinSen Files button The following form will be displayed Yersion Information for WinSen Related Files x Module Req version Your version Size Date Status 08 54 1996 gt j 03 10 1997 2 783 232 03 14 1997 26 000 09 16 1994 27 632 11 21 1996 32 240 08 24 1996 0 146 976 12 10 1996 0 103 4 0 0 103 248 08 24 1996 8 0 0 306 176 04 04 1994 0 1605 1 99 0 17 440 04 11 1994 mmsystem dll msabc200 dil msajtl 12 dll BESESSRPEK 1 0 LJ 6 1 12 1 10 0 99 The list will show the name of the file the version required by WinSen the version installed on your machine the size and date of the file and a Status column The Status column will be blank if the file is the same version as WinSen requires If the version of the file is less than what WinSen requires the Status column will show a lt the less than sign In this case this file is probably causing a problem you may want to delete it then reinstall WinSen 188 e Appendix F Version Information Program
63. system usually from a delinquent tenant paying in full Transaction type 7 Lien Process will carry one of the following as the third character Oriki Initiate lien process or change in lien charge amounts Tahini Automatic lien process generated by system charger e E ae Lien completed Transaction type 8 Payment will normally carry a zero 0 as the third character The exceptions to this are autobill transactions which are type 831 or 832 and multiple unit payments which are explained further in the following section Examples of transaction codes O20 iri A move in paid by check OIO Saienisi A move in paid by cash 220 h A transfer paid by check CAKO EE A pre lease deposit paid by cash AOV ecient First late fee charged OT ce Late letter 1 printed by system 604 ees Rent due day changed TOO eee cae Initiate lien process 810 iin A payment made in cash 820i A payment made by check A table of transaction codes can be found in Appendix C Transaction Code Table on page 180 e Appendix B Explanation of Transaction Codes Appendices Appendix C Transaction Code Table Move In Transaction Codes OOO reman No payment received 010 Cash payment 020 0 Check payment O30 E TT Credit card payment 040 ee Combination payment or move in transaction for complimentary unit 050 ARE Payment by miscellaneous credit no monies received O99 REE SE Install Customer generated by the Startu
64. the Maintenance menu press Alt T Note that each menu selection has an underlined letter which is the hot key to select that item Thus when a menu is displayed press the underlined letter for the desired option and the program will immediately move to that item You can also select an item by clicking on it with your mouse or by using the arrow keys to place the highlight on a selection then pressing the ENTER key Note that some of the menu selections are followed by 3 periods This means that when you select this option you will be presented with a data entry form for further input as explained in Data P on page Password Protection WinSen Property Manager is password protected It does not require a password when you first start the program but when certain menu items are selected it will prompt for a password and will not allow access unless the proper password is entered As the system comes out of the box three levels of password protection are provided Operator Manager and Owner The operator password is permitted to access the software and the functions needed for day to day operations e g posting payments renting units etc The manager password is permitted to access all functions except those which change size codes and add remove units The owner password can access all program functions The owner can customize the program as to which password can access which program fu
65. the unit in the View Edit Form dialog and click the Unit Status tab Type in the new prelease date and click the Save button 2 Bring up the unit in the Assign Tenant dialog and click the Balance tab Type in the new prelease date and click the Extend Prelease button Assigning a Preleased Unit If the unit was previously preleased the move in procedure is exactly the same as for a new move in except the tenant will receive a credit for the prelease deposit against the move in charges 58 e Assign Tenant Chapter 2 Daily Operations Unit Rate The standard rate for this unit will be shown in this field If the Allow Rate Change on Move in option in Site Setup is checked you can change it if necessary If the unit rate is changed it will show up on the Non Standard rates report available from the Report Menu Security Deposit The standard security deposit for this unit will be shown If the Allow Rate Change on Move in option in Site Setup is checked you can change it if necessary Administration Fee The non refundable administration fee to be charged for this move in is entered here The system will show the amount that is defined in Site Setup which can be changed if need be Monthly Charges This field is for recurring monthly charges that are billed to the tenant each month along with the rent Examples are items such as electricity late access recurring use of your dumpster etc Mo
66. their property since experience shows that insured Customers are far less likely to look to you if something happens to their property You save time money and energy when tenants insure their stored goods Since you are assisting Deans amp Homer in making insurance available to your customers they reimburse you for your efforts The monthly service fee they pay means CSI doesn t hurt your bottom line in fact CSI can enhance your cash flow And there is no risk to you For peace of mind the Service Agreement you sign frees you from liability if anyone questions your role in the CSI program No this has never been a problem Deans amp Homer just believes it makes sense to spell out that they stand behind you and CSH A project application form is enclosed with your software or can be obtained from Sentinel Systems Corporation by calling 800 456 9955 or directly from Deans amp Homer at 800 847 9999 The WinSen Property Manager Family of Software Systems WinSen Property Manager is available in the following configurations e WinSen Property Manager 100 for facilities with up to 100 units e WinSen Property Manager 200 for facilities with up to 200 units 4 e Customer Storage Insurance Plus Program Chapter 1 Introduction e WinSen Property Manager 300 for facilities with up to 300 units e WinSen Property Manager 400 for facilities with up to 400 units e WinSen Property Manager
67. there are certain exceptions For example if a tenant was locked out by the Daily Charger and you have decided to re admit them To access this option select the Lock button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table The following form will appear Set Lock Unlock x Unit 01006 Name Jones John Current Paid to Date 671796 Unlock Status Rented The tenant is 6 days late The unit is currently unlocked Cancel The system will display the Unit number and Name the Current Paid to Date and the status of the unit for example Locked 0 meaning this unit is currently locked out If the tenant is late the number of days late will be shown If the unit is not late the number of prepaid days will be shown instead Lock Unlock Buttons If the unit is currently locked the Lock button will be disabled and vice versa Choose the appropriate button to lock or unlock this unit The new information will be sent to the access control system if it is compatible with WinSen Property Manager the customer record will be updated and the form will close 84 e Lock or Unlock a Tenant Chapter 3 Other Tenant Operations Process Lien Status This option is used to place tenants into and remove them from Lien Status It is also used to edit the lien information for a unit that is already in Lien Status for example adding additional lien charges cha
68. they are collected and entered into the system The inventory accounts can be modified added etc in Site Information The Trial Balance report on the report menu is a Month to Date report It will include numbers from your last daily close Therefore if you run this report and you have not done your Daily Close yet todays numbers will not be included The Trial Balance report printed with each Daily Close will reflect each day s transactions Rent Roll Report This report shows tenant payment activity for the month and includes the following information e Unit Number and Customer name the unit number and customer name e Deposit Held the security deposit on record for this unit e Prior Balance the tenant s balance at the beginning of the month The next four entries are charges to the tenants account e Deposit deposit amounts charged to the unit typically on a move in e Rent rent amounts charged e Other all other charges to the unit e g late fees locks boxes etc e Total Charges the total charges for the month The next five entries are payments credited to the tenant s account Chapter 5 Report amp Graph Menu Report Descriptions e 109 e Deposit security deposit paid typically on a move in e Rent rent payments received e Late late fees paid e Other all revenues not included in the above three categories e Total Received the total payments for the month for this unit The
69. to take effect to print a rate change notice for the tenant in Late Letters amp Mailings The Days Since Last Change number tells the system how many days since the last rate change to raise the rate again To effectively use the Ongoing rate change option you should be aware that it is based on the number of days since the last rate change not the number of months Therefore if you normally raise rates on a unit six months after it has been assigned you should specify a number somewhat less than exactly six months worth of days but not less than five months worth such as 170 This would raise the rate after 170 days thus assuring that the new rate will have taken effect before the rent is charged on the sixth anniversary of the move in 164 e Rate Change Options Chapter 6 Maintenance New Rate This area is used to specify the new rate and the method to use to calculate it The options are as follows Specific dollar amount Dollar amount increase Percentage increase l New Standard Rate Specific Dollar Amount the rate will be raised to the specified amount For example entering 150 00 in the rate field would set the new rate to that amount New Rate Specific dollar amount Dollar amount increase Maximum Rate Percentage increase l New Standard Rate Dollar Amount Increase the rate will be increased by the amount specified For example entering 10 00 will raise the rate by that amount You
70. your existing tenants as detailed in Installing Your Existing Tenants on page During the installation of your tenants we recommend ain BACKUP YOUR DATA each day as detailed in Backing up Your 70 Database on page 12 Update your customer data to reflect activity that has occurred during the primary tenant input process Customers who have moved in should be installed through the Install Customer and Editor programs Changes to existing tenants are accomplished by using the Editor program as detailed in fThe Editor Program on page Moveouts and transfers should be handled via their respective menu selections with your computer date set to the date the moveout or transfer occurred Your tenant data should accurately reflect the status of each of your tenants as of the day you are going to go on line For example let s suppose that today is the Ist of January 2000 and you are ready to go on line Let us further suppose that one of your tenants is paid to January 1 2000 and their unit rate is 50 per month This tenant s record should show a paid to date of 01 01 2000 and a rent balance of 50 00 Ifa tenant is delinquent that tenant s record should show all past due charges e g rent late fees taxes etc This is necessary because the system will not back charge rent and late fees If a tenant is prepaid their balance should be 0 00 including credits Do not show a credit balance for tenants with prepai
71. 0 00 Vacants Deposit 10 00 Size Code In the list of size codes click the desired unit size The system will then show all vacant units of that size how many were found the rate and the deposit Then select a specific unit by double clicking it or highlighting it with your mouse and clicking the OK button To close without selecting a unit click the Cancel button Find Tenant Function This function allows you to search for a current or former tenant It is used during the Assign Tenant process after you have selected a unit to be assigned You would then use the Find Tenant function to find a current or a former tenant if they are renting another unit from you Select this option from the Assign Tenant form to display the following form 94 e Find Vacant Unit Function Chapter 4 General Operations Name z Custi D Cancel ddi Help There are two ways to find a current or former tenant 1 Type in the first few letters of the name you are searching for The highlight will move to the first entry in the list that matches your typed in letters 2 Open the drop down list by clicking on it s arrow then scroll through the list of names until the one you are looking for is found When you have found the desired tenant click on OK to close this form and return to the Assign Tenant dialog Sort Options Window WinSen Property Manager has the ability to sort reports and notices by selected criteria Y
72. 0 and they owe use tax of 3 60 They have sent a check for 63 60 The total amount to be applied under the Pay column is the amount of prior credit plus the payment we have received In this case the total will be the 10 00 prior credit plus the 63 60 check for a total of 73 60 Since this is enough to pay a full month s rent we answer lt Y gt to the Use credit question then complete the transaction by pressing the Pay Total Due button The prior credit will be subtracted from the total being paid and the Paid By window will expect you to collect 63 60 Note that we are paying all rent due 70 00 has been applied to rent part with money and part with the credit Situation 2 A tenant has a 10 00 prior credit Their unit rate is 70 00 and they have sent a check for 55 00 In this case the payment plus the prior credit is not enough for a full month s rent so we would not be able to use the credit up by paying a full month s rent We would answer lt N gt to the Use credit question then proceed with a partial payment transaction as detailed in Posting Partial or Over on page The 55 00 check would be applied to rent the paid to date would not advance because we didn t pay a full month s rent and the 55 00 rent payment would be put into credit After this transaction the tenant would have a credit of 65 00 the prior credit of 10 00 plus the 55 00 partial rent payment Note
73. Bank Deposit Log is available on a daily weekly or monthly basis e Financial Export is available as an option If you have purchased the Financial Export package you can specify that the system is to export information on a daily weekly 74 e End of Period Processing Chapter 2 Daily Operations monthly quarterly or yearly basis Data is exported in a format suitable for import into popular financial packages for example Quicken Contact SSC for more information on the Financial Export Option To cause one or more of these reports to be printed in connection with a given close place a check mark in the appropriate position in the matrix by clicking with your mouse When finished with your report selections press the Save Settings button to return to the End of Period Processing form Output Options This portion of the expanded End of Period Processing dialog lets you change where the closing report will be sent You can choose to have the closing report sent to the printer this is the default choice to a window or to a file Note that these choices are not saved in between closes Thus if you print to a window today tomorrows close will be sent to the printer unless you once again select to output to a window Copies This setting allows you to print more than one copy of the close if desired Merely type in the number of copies of the closing report that you require From then on that number of copies of the closing documen
74. Bite Customization Guide and Site Setupt on page Startup Procedure e 195 4 Once you have become familiar with the program and are comfortable with its use you must delete the training database and create a blank database This step is VERY IMPORTANT To do this choose the Create blank WinSen database program from the WinSen program group This program will create a blank database overwriting the training database 5 Run WinSen Property Manager by double clicking on its icon 6 From Site Information under the Maintenance Menu choose the Site Setup option 7 Input the information from the Site Customization Guide relating to your site e g name address late cycle schedule lien charges etc For WinSen Electronic Manager configure the main office first then add one or more site records for each site For details on Site Setup see Bite Setup on page 8 Access Size Codes from the Maintenance Menu and input the information from the Site Customization Guide relating to oe unit sizes rates and security deposits For details on entering your size codes see Size Codes on page 9 Access Add Remove Units from the Maintenance Menu and install your units See Add Remove Units on page For WinSen Electronic Manager be sure to include the site prefix in the unit number as explained in Site Prefix on page 10 Exit from WinSen Property Manager 11 Using the Install Customer and the Editor programs install
75. Choose the desired option from the drop down list box Notes A single line where you can record the purpose of the reminder For example the door company is due to repair the unit door on that day etc Editing or deleting existing Reminders First select the correct record using the Data Control Bar If you want to edit the reminder merely make any necessary changes and press the Close button to save your changes and exit To delete the reminder press the Delete button The system will confirm your choice by asking Delete this reminder are you sure Choose Yes to delete the reminder 98 e Reminders Chapter 4 General Operations Note One Time Only reminders will be deleted automatically by the system on the day they are printed Only recurring Reminders will need to be deleted manually Reminders Report A Reminders Report is available through the Reports amp Graph Menu A regular review of the Reminders Report will assist the site in managing this feature Waiting List The Waiting List function is used to keep track of people who want to rent a unit when you have no units available Select this option from the Main Menu to display the following form Add Delete Cancel Close Help Name South David Total Records 2 Address 893 West 28th Avenue Last Modified 6 10 96 Ciy State zip 27 Home Phone 303 678 6788 Business Phone 303 788 8874 Need by 7 1 96 Placed on waiting list 11 24 96
76. Comments Need ASAP Desired Size Code s E gr S a Desired Unit s ie E W E 14 4 Record 1 of 2 gt bl Press F1 for help Adding a Prospective Tenant Press the Add button to add a new record to the Waiting List When you do this it will change to an Update button which you will press to save your new record after filling in all relevant entries as explained below Editing or Deleting Entries from the Waiting List First select the correct record using the Data Control Bar To edit the Waiting List record merely make any necessary changes and press the Close button to save your changes and exit To delete the record press the Delete button The system will confirm your choice by asking Delete current record Choose Yes to delete it Chapter 4 General Operations Waiting List e 99 Name Address amp Phone Numbers Enter the name address and phone numbers of the prospective tenant in these fields as appropriate Need By Enter the date the unit is needed by Placed on Waiting List This date will be filled in with today s date automatically and can be changed if necessary Desired Size Codes Enter the size code s of the prospective tenant s desired unit size Desired Units Optionally enter the unit number s of the prospective tenant s desired unit Comments If desired you can enter a short comment here Up to 30 characters are allowed 100 e Waiting List Chap
77. Deposit Unit Rate 60 00 _Prielease Unit_ Cancel Security Deposit 10 00 Admin Fee 5 00 Prorate Detail Balance Number of days 0 Rent 60 00 Rent 0 00 Deposit 10 00 Monthly Charges 0 00 Monthly 0 00 Monthly Charges 0 00 Misc Charges 0 00 Use Tax 0 00 Admin Fee 5 00 Y z Sales Tax 0 00 Misc Charges 0 00 Misc Credits 0 00 Insurance 0 00 Use Tax 0 00 Sales Tax 0 00 Charge Method Anniversary xi Insurance 0 00 Misc Credits 0 00 Prior Deposit 0 00 Due Day Paid to Date 10 11 2000 otal Due Months to Pay Prelease Till and Prelease Deposit If you are preleasing holding the unit for the tenant until some future date this unit enter the Prelease Till date This is the date when the system will forfeit the Prelease Deposit if any and vacate the unit making it available to rent Then enter the deposit amount the customer is giving you to hold the unit if any Then click the Prelease Unit button note that it does not become active until you have filled in the Prelease Till date The Paid By window will appear where you enter the method of payment as detailed in The Paid By Window on page Note The preleased unit must be assigned by the time the Daily Close is performed on the Prelease Till Date or the system will forfeit the prelease deposit and vacate the unit Extending the Prelease Date There are two ways to extend the prelease date on a preleased unit 1 Bring up
78. End Of Period Processing function is used to close for all appropriate periods daily weekly monthly quarterly and annually It is also where you back up your database To access this function select End Of Period Processing from the Main Menu The following form will be displayed 68 e End of Period Processing Chapter 2 Daily Operations End of Period Processing Ed Daily Close Next Daily Close 6 7 96 Weekly Close Monthly Hose Next Monthly Close 6 30 96 Quarterly Close Yearly Hose Next Yearly Close 12 31 96 Backup All Data Reprint a Charger Last Daily Charger 6 7 96 Reprint a Close Cancel Printer Help Report Settings gt gt All closings except Weekly and Quarterly are mandatory and must be accomplished on their specified dates to maintain the integrity of your database Further they must be done in order i e Daily first Weekly second etc If you are running your Yearly Close you must precede it with all other Closes that you normally perform in the order they appear on the menu Weekly closes are optional however if you do them they should be done after a Daily close and before the Monthly close Quarterly closes are also optional but if you do them they should be done before the Yearly close Proof Edit Reconciliation The system has the capability of proofing your transactions for the day prior to running the Daily Close This step is HIGHLY RECOMMENDED Pe
79. Help button the help window will be launched displaying the Site Setup topic Data Control Bar This portion of the form allows you to change the record number currently being edited Use your mouse to click the buttons and perform the following actions MiMi Record 1 of 3 PID Moves to the last record Moves to the next record Moves to the previous record Moves to the first record Chapter 1 Introduction Data Entry Forms e 13 Date Fields in Data Entry Forms Many of the data entry forms in WinSen Property Manager have fields for inputting dates When your cursor is on one of these fields you can click your right mouse button to display a small calendar After the calendar is displayed you can use the following keys to scroll the date e Up Arrow moves the highlighted day back by one e Down Arrow moves the highlighted day forward by one e PgDn moves the month forward by one e PgUp moves the month backward by one You can also use your mouse to scroll the display using the scroll bar on the right side of the calendar Select the desired date by clicking on it with your mouse This will close the calendar and input the selected date into the date field on the form Printers and Report Viewing Forms In several areas of the program for example when printing a letter to a tenant you can select to have the report letter sent to a different printer or to a window
80. In either of these two situations you will be presented with a data entry form Following are instructions on using these forms Select Printer Form When printing a report or a letter you can change the destination printer by choosing the Printers button When you do this you will see the following form Select the printer to use x HP DeskJet 850C 855C on A Sscnet2 laser2 Panasonic KX P4450 on LPT2 Panasonic KX P1123 on LPT1 IBM Proprinter on LPT 1 HP LaserJet 4P 4MP Copy 2 on LPT 3 Cancel HP Laserjet 4P 4MP on LPT1 Setup BitFax Driver on COM3 Help 14 e Printers and Report Viewing Forms Chapter 1 Introduction All printers that have been set up within your Windows installation will be listed Select the desired printer by double clicking on it or by highlighting it and choosing OK Setup button Choose this button to setup the currently highlighted printer A form similar to the following will appear HP LaserJet 4P 4MP Copy 2 on LPT3 Properties 2x Paper Graphics Fonts Device Options Paper size Letter 8172 x 11 in o BA a Legal Executive Ag AB Envelo m Orientation Portrait C Landscape Paper source Upper tray x Media choice EconoMode Printer Default x About Restore Defaults Cancel This form lets you setup printer options such as the resolution paper size and source amount of memory installed etc The ex
81. Inventory Control the system has inventory control capability built in You can keep track of any number of inventory items how many were sold how many are on hand and so on Inventory items are linked to one or more inventory accounts giving you complete control over how much or how little inventory detail is to be printed on the closing reports Monthly Charges An unlimited number of accounts can be used to identify recurring charges which will be charged on a monthly basis in addition to the rent These accounts can be specified by the site changed at anytime and appropriate tax is calculated along with the basic charge Misc Charges An unlimited number of accounts can be used to handle one time charges e g the sale of locks packing materials etc These can be specified by the site and the appropriate tax will be calculated Misc Credits An unlimited number of accounts can be used for processing any credits the site requires e g coupons discounts etc Printing Lease Agreements The system has the capability to fill in the blanks on your pre printed Lease Agreements Any variable data captured during the move in process e g tenant name address unit number rate etc can be printed directly by the system 2 e Special Features Chapter 1 Introduction Customer Receipts The system can generate one or more printed receipts for your customer detailing the transaction just completed Additional receipts can
82. OK when you are finished selecting sites Print Selections When finished selecting your reports sites output options tenant options and sort options click the Print Selections button to generate the report s Output Options You can choose to have the report graph printed to your Printer to a Window or to a file by clicking the appropriate choice e Output to Printer the report will be sent to the currently selected printer To change the destination printer choose the Printers button and the Printers form will appear For more information on the Printers form see Select Printer 7 on page e Output to Window the report will be printed to a window After the window appears allowing you to view the report on the screen you will have a number of options For information on these options see Report Viewing Form on page e Output to File the report will be printed in comma separated values format to a file named XXXXXXXX CSV where XXXXXXXX is the name of the original report file For example Vacancy rpt is used to print the vacancy report If you output your report to a file vacancy csv will be created in the same folder where WinSen is installed These files are intended to be read by other programs such as spreadsheet or database programs not directly by people Tenants This selection allows you to choose whether the selected report s should include all tenants past and present or only cu
83. Operations Manual WinSen Property Manager Sentinel Systems Corporation CREDITS Bruce Guthals Steve Barker Dave Reddick Copyright 1996 2001 Sentinel Systems Corporation All Rights Reserved Sentinel Systems Corporation 1620 Kipling Street Lakewood CO 80215 800 456 9955 http www SentinelSystems com The WinSen Property Manager Operations Manual is copyrighted and all rights are reserved No part of this manual may be copied photocopied reproduced translated or reduced to any electronic medium or machine readable form without the prior written consent of Sentinel Systems Corporation The names of persons and entities referenced in this manual are for illustrative purposes only Similarity to any person or entity is unintended and purely coincidental Version 2 60 Revised 1 16 2001 Contents at a Glance Table of Contents vi vii Introduction Thank you for selecting the WinSen Property Manager system This software is written specifically for the Property Management application and contains all the features and capabilities you need for complete control of your investment Overview WinSen Property Manager is a menu driven property management system designed to run under Microsoft Windows It is available in single site or multiple site versions The single site version allows management of one facility The multiple site version is called WinSen Electronic Manager and handle
84. Security Deposit the amount of security deposits refunded on moveouts for that reporting period Pre Lease Deposit the amount of pre lease deposits refunded for that reporting period Rent the amount of prepaid rents refunded on moveouts Accounts Receivable This section of the site summary report summarizes the total amount of money owed to you at the time of the report All amounts due are shown The Aged Receivables report available from the report menu will detail the amounts due for each unit Note The total amount due on the Delinquency Status report will not necessarily agree with the total amount due on the Accounts Receivable section of the Site Summary report This is because only delinquent tenants are shown on the Delinquency Status report tenants are considered delinquent if they have been charged a late fee are overlocked or are in lien status It is quite possible to have tenants who owe money but are not delinquent Letters Notices etc Provides a summary of the various activities that have occurred since the last close e g the example indicates that 10 payments have been entered during this period Site Status Provides a summary of the number of units rented vacant delinquent lien units etc Non Standard Units This section of the report shows the number of units rented at non standard rates the number of complimentary units the number of unrentable units and the dollar amount of these exceptions Two
85. Theft The Coverage Amount and Premium Amount fields define the amount of Contents Insurance and the associated premium your tenant will pay for the coverage The Percentage Theft column designates whether coverage is for 50 or 100 of a loss due to burglary 148 e Site Setup Chapter 6 Maintenance Other Tab System Dates Late Cycles Fees Printer Setup Auction Info Other Configure Sounds Save Default information for new move ins Cancel City Help State Zip Area Code Time Zone Access Level Send Bill None x Days before Due Date This tab contains a Sounds button which allows you to define your Windows sounds For further information on configuring your Windows sounds please consult your Windows documentation This tab also contains the default information for new moveins the city state zip area code time zone access level and billing status The data specified here is automatically assigned to all new tenants in the assign tenant screen which can then be changed as necessary during the movein process Fill in the most common city state zip etc where your tenants are from If you normally bill your tenant s each month you can fill in the default billing information as well Accounts Setup The Accounts Setup form is used to setup miscellaneous charge credit monthly charge inventory and system accounts Itis also where the type of tax to be charged on these accounts is designated To
86. View Edit Tenant Table and Form Views e 25 e Cancel a transaction See Canceling a Transaction on page Bo e Initiate or close out a lien for seriously delinquent tenants See Process Lien Status on page e Change the status of a unit For example make a unit unrentable or complimentary See Change Unit Status on page e Issue change or cancel insurance policies See insurance Policies Adding Changing or anceling on page e Post areturned check See Posting a Returned Check on page e Associate a picture with the unit See Pictures on page e Run the Windows Calculator See The Calculator on page pel Using the View Edit Tenant Table Window w Table View Current Tenant Jett Joseph J Home ae State Zip Treemore Walter 5728 South Madison Lakewood co Willoughby John 894 Clarkson Denver co 237 8532 David Marc 14670 West 22nd Apt 47 Lakewood co 237 9901 Lopez Manuel J 528 Dahlia Street Denver co 329 8813 Hobbs Tina 926 Jeffrey Street Denver co 399 4857 McMahon 4645 Newland St Wheat Ridge co 237 5489 McMurdo James 4982 York Street Denver co 399 8810 Thomas James 503 So Wadsworth Lakewood co 237 2955 Malone Bob 754 Wright St Lakewood co 238 9546 Chamboski Brian 851 West Chambers Highland co
87. a monthly basis i e the tenant s rent is due on the same day of each month We recommend the Anniversary Date method as this evens out the manager s workload and has a positive impact on site occupancy Regarding the 28 Day Cycle Rate Charge Method The 28 Day Cycle option operates on a 4 week basis i e the tenant s rent is due every four weeks This provides an extra four weeks of billing each year To effectively use this option both the tenant and the site need to understand that rents are due on a specific day of the week rather than a given calendar day For example if a tenant rents a unit on a Thursday their rent will become due every fourth Thursday from then on Note You can change your Rate Charge Method from First of the Month to Anniversary or visa versa at any time Should you choose to operate on the 28 Day Cycle assume you will be operating in this manner on a permanent basis Changes to or from the 28 Day Cycle should not be done without first contacting Software Support for an explanation of the ramifications Select the desired default Rate Charge Method from the drop down list Interface WinSen Property Manager has the ability to interface with certain access control and individual door alarm systems The software will automatically transmit key information move in move out transfers change passcode make late pay up to the security system negating the need for double entry by the man
88. a status other than rented It is an excellent tool for the owner or manager to make sure that all units on the Chapter 5 Report amp Graph Menu Report Descriptions e 121 site are in the status shown in the computer For example if a unit is shown as vacant in WinSen Property Manager it will appear on this report so that the manager or owner can walk the site checking to be sure that the unit is indeed vacant If a unit meets one or more of the following criteria it will be on the report The unit is vacant The unit is unrentable The unit is complimentary The unit is delinquent or overlocked or both The unit is in lien status The unit was in lien status but has been cleared from lien status today The unit has been unlocked today a tenant who was locked out paid their rent This would indicate that the overlock needs to be removed The unit has been locked today a tenant was locked out of the gate by the Daily Charger due to non payment of rent This would indicate that the unit needs to have a second lock put on the door if site policy so dictates There is a reminder associated with the unit and the reminder date is today or has passed The information provided on this report for each unit listed is as follows Unit Number the unit number Comments space is provided here for any comments you may wish to make Walk Number the walk number associated with this unit Si
89. ab from the Site Setup form to display the following form 144 e Site Setup Chapter 6 Maintenance System Dates Late Cycles Fees Printer Setup Lien Charges Inswance PremiumAmounts Other Auction Site Sentinel Secure Storage Save Address 1620 Kipling Street Cancel Help City State Zip 80215 Date 12 15 98 Time 10 00 00 AM Auction Location Date amp Time Record the name and address of the location where your auctions are held and the date and time of the next auction Lien Charges Tab This form is used to specify the lien charges to be assessed to a unit when it is placed in Lien Status either by the Daily Charger or manually by the system operator To access it select the Lien Charges tab from the Site Setup form to display the following form Chapter 6 Maintenance Site Setup o 145 System Dates Late Cycles Fees Printer Setup Auction info Lien Charges __Inswance _PremiumAmounts Other Secssvesubetusseduecdsosasuterescnesoad Description Amount 1 Eutock Save 2 ivertoy J a 3 Ceifed 4 Advertise _ Help COO OOS O a Cd es O E Total 40 00 There are ten categories for lien charge descriptions and amounts These charges will be assessed to each unit that goes into Lien Status Fill in the information as necessary Insurance Tab WinSen Property Manager provides the site the ability to act as an administrator for Deans amp Homer
90. act format and options of the form will vary depending on the printer For additional help using the Printer Setup form press lt F1 gt or choose the Help button while it is active or consult your Windows documentation Report Viewing Form When printing a report or a letter you can choose to have the output sent to a window When you do this the document will be displayed in a window as follows Chapter 1 Introduction Printers and Report Viewing Forms e 15 nants Past and Present Total 83 Tenants Past and Present Sentinel Secure Storage Tutl 159 Michael Hester 131 Moraney Matilda 95 Neilson Rose Penny Teresa A Phillips Michael Purcell Yvonne Ridges R Us Mountaineering Samson George amp Betty Sayers David 5 Schwartz Susan Seekamp Orville J Selkirk Patricia Severance Frank Name Current Tenant Addreaa Line Addresa Line 2 1610 South King 683 Clarkson 2375 South Linden Court 3313 West Arizona Aveme 4302 S Kipling 4983 So Teller St 11409 West Bayand Ave 1412 W 10th Ave 10643 W Patterson Place 10065 W 114th Ave 556 S Salsbury St 793 Marion 4590 W 37th Ave Apt 405 Apt 9B 100 83 of 166 City Denver Denver Denver Denver Lakewood Lakewood Lakewood Lakewood Littleton Thomton Lakewood Denver Lakewood Note the buttons at the top of the report viewing window These buttons allow you perform various operation
91. action option allows you to cancel the last transaction made to a tenant s account For example if a payment was credited to the wrong account that transaction can be canceled and you can then apply the payment to the correct account All regular payments can be canceled Move ins and preleases can also be canceled provided you have not closed for the day Transfers cannot be canceled however the Paid By information can be edited e g you could change a payment from cash to check or check to card The system will print all canceled transactions on the Daily Close however they will not be counted in the totals To access this option select the Cancel button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table The following window will appear Cancel Transaction x Unit 00125 Name Dworkin Jadnn Transit 17757 Date 6 7 96 10 25 57 AM Type 020 Move in Closing Date 0 Rent 153 00 Misc Credit Monthly Charges Prior Credit Misc Charges oe Other Charges Total Credit Use Tax Cash Sales Tax Check 173 00 Late Charges Credit Card Lien Charges ae Returned Check Total Paid NSF Charges 15 00 Check No 1234 Ins Premium Bank No 1234 Deposit Auth Code Admin Fee 5 00 B s H alance Due Total Paid to Date 8 1 96 The system will display the last transaction for the unit and
92. ager The gate control systems currently supported by WinSen Property Manager are Property Sentinel Remote Sentinel Remote Keypads Cardreaders Remote PS3 WinSen Sentinel WinSen Sentinel Passcode Only Keypads WinSen Remote Site Control Module Universal Interface WHAM System Apple WHAM System PC Old PTI Falcon PTI Falcon Remote PTI Falcon TouchCode 2000 Digigate 102 Digigate 700 Chapter 6 Maintenance Site Setup e 133 Remote Digigate 700 Demco System If you have a compatible gate system select the appropriate choice from the drop down list Sales amp Use Tax Rates These two fields are used to specify the percentage amount of sales tax and use tax to be calculated and posted by the system For example the entry lt 8 50 gt in the sales tax field indicates a rate of 8 50 to be charged on items designated as Sales taxable Note The system can be set up to charge either kind of tax or both taxes on any of the revenue accounts e g rent late fees admin fee NSF fees misc charges etc To setup the type of tax to be charged on the various accounts see Accounts Setup on page No tax will be applied to a unit if it is not marked as taxable The taxable status is established during the move in process and should normally be checked indicating that the unit is taxable You can also change the taxable status in View Edit Tenant Business Tax No This field is used for any tax identi
93. al Analysis Non Standard Rates Detail Current Proof Edit Report Pre Leased Unit Report OAll Rent Roll Report MTD Reminders Report Square Footage Rental Analysis Rent Coming Due Report Sort Options Trial Balance Report Security Deposit Report WTD Transaction Log Site Exception Report Printer Tenant Reports Size and Rate Report a Autobill Credit Card Report Tenant Longevity Report Hel Tenant Balance Report Tenant Moyvein Breakdown Report teip Tenant Billing Report Unit Listing Report re Tenant Cross Reference Report Vacancy Report Cancel Tenant Passcode Report Vacancy Statistics Report Tenant Status Report Waiting List Report Tenants with Multiple Units Zip Code Analysis Print selections Tenants Past and Present 3 Demographic Reports Management Reports CrossT ab Report Business Type Advertising Effectiveness Report CrossT ab Report Customer Type Aged Receivables CrossT ab Report Distance Alternate Security Deposit Report CrossT ab Report Employees Census Tract Report CrossT ab Report Gender Complete Lock Unlock List CrossT ab Report Office Type Current Bad Check Report CrossT ab Report Purpose Customer Credit Report CrossT ab Report Residence Delinquency Status Report Demographic Report Business Type Expected Vacancy Report Demographic Report Customer Type K E Report Selections In this box select the r
94. al Due and the Paid to Date according to the Rate Charge Method Rent Due Day and Months to Pay settings When you choose the Save button this is the amount the system will expect you to collect Prorate Detail This portion of the form will show you details on the prorated rent monthly charges insurance and tax Prorated rent is based on the following formula Number of Days being prorated Unit Rate Number of Days in Month Completing the Move in After completing all relevant entries on the various forms press the Save button to complete the move in The system will display the Paid By Window where you will enter the method of payment as detailed in The Paid By Window on page The system will save the record and return you to the Assign Tenant form for the next move in or prelease Note that this step is unnecessary if you are Preleasing this unit Moveouts The Moveout function is used to move out a tenant from your facility It can also be used to move out a Pre Leased tenant To access this option select the Moveout button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table after selecting the desired tenant record The following form will appear 60 o Moveouts Chapter 2 Daily Operations Moveout Tenant x Unit 00106 Name Jones John Charges Credits Unit Status OK Rent 0 00 Prorate o Days Unit Rate 70 00 Monthly Charges 0 00 Rent
95. also be generated for the site Rate Charge Methods The system has six rate charge methods which can be used Anniversary First of the Month 28 Day Cycle Second Month Prorate By the Week and By the Day You can designate the rate charge method for your tenants individually if need be For example the majority of your tenants can be renting on a first of the month basis while certain tenants can rent by the week For further information see Assign Tenant Other SSC Products Windows Based Software WinSen Sentinel access control and alarm software Operates in conjunction with keypads cardreaders and alarm system multiplexers to give you maximum access control over your facility WinSen Site Graphics graphically displays your site on your main computer or on a separate computer Units are displayed in the appropriate color according to their status rented overlocked vacant etc WinSen RSCM Winsen Remote Site Control Module a remote control program which communicates with stand alone keypads at unattended storage facilities It works in conjunction with WinSen Property Manager or as a stand alone application WinSen Home Office this software package is designed for the owner or management company with one or more sites running WinSen Property Manager It allows you to automatically generate reports at your sites then transfer them to the home office via E Mail modem or fax Unless they ar
96. an handle it in one of two ways 1 Press the Pay total due button pressing this button will cause all amounts shown in the Due column to be duplicated in the Pay column This is the preferred method since it is the fastest and most efficient The paid to date will advance by the appropriate number of months and the Paid By window will appear where you will enter the amount paid in the appropriate cash check or card fields NOTE Do not press the Pay total due button when you are posting a partial or an overpayment Partial or overpayments will be described in the following section 2 Type in the amounts to be paid manually in the Pay column alternatively you can manually type in the amounts to be paid toward each category then click OK The paid to date will advance by the appropriate number of months and the Paid By window will appear where you will enter the amount paid in the appropriate cash check or card fields After entering the method of payment in the Paid By window the system will give you the opportunity to print a receipt reflecting the transaction Posting Partial or Over Payments Partial Payments If the tenant is not paying all charges that are due you will need to manually type the amounts you are paying towards each category under the Pay column Below is an example Chapter 2 Daily Operations Payments e 45 Daily Transactions x Unit 0142 Name Fulbright George Additional number of Rent mon
97. and 2 movein and moveout will always have a zero 0 as the third digit Transaction type 3 prelease will have one of the following for the third character O EEE EE Prelease transaction Patni Prelease forfeit transaction Transaction type 4 charge will have one of the following for the third character OEE EE Rent charged TO 5 Late fee charged e g 403 means 3rd late fee charged Oroi nati taiees Returned check posted Transaction type 5 notice will have one of the following for the third character EENE Billing TiO Suis Late letter n e g 502 means second late letter sent PE ETE Returned check letter Geanainn Pre lease forfeiture letter Cecasecinmecbentet es Rate change letter e EETA Pre lien letter S TETE Final lien letter Aanias Special mailing EPEN Welcome letter Appendices Appendix B Explanation of Transaction Codes e 179 Transaction type 6 change to account will carry one of the following as the third character Ohad Add charges Ties Drop Charges P AE Unit overlocked by system operator e E Unit unlocked by system operator Be E E Due day change Daiei iion Status change SERTER Canceled transaction T AEE nests Add insurance SEEE Change insurance coverage EATE Cancel insurance a EEEE View Edit rate change PTEE Change tenant passcode EAEE Rate change E AEREE tates Insurance policy forfeit E aaa Unit overlocked by Daily Charger Peascciestereetld net Unit unlocked by the
98. and the pre lease commitment will be canceled e Date of Pre Lease the date on which the unit was pre leased e Deposit Amount the amount of the pre lease deposit collected e Totals the total amount of money currently held as pre lease deposits 120 e Report Descriptions Chapter 5 Report amp Graph Menu The Pre Leased Unit Report is a tool for managing your pre lease activities It should be reviewed frequently to ensure control over these potentially revenue producing units Reminders Report The Reminders Report is an excellent tool for managing the facility providing an automatic tickler file for site management It provides the following information e Unit Number amp Customer name the number and customer name e Reminder Date lists the scheduled date of the reminder e Type of Reminder lists the kind of reminder entered e g one time only daily weekly monthly or yearly e Reminder Notes prints the entry made at the time the reminder was entered into the system For example ABC Door Company scheduled to repair unit door The report will also indicate if a reminder has expired and not been purged from the list a is shown next to the entry or if the reminder is scheduled within the next seven days an is shown next to the entry The Reminder Report is an excellent tool for managing day to day activities at the facility Tracking maintenance activities and customer promises to pay are exa
99. ary If it does be sure you use a different floppy disk not the one that was just written to Note The system can be configured to require that the backup be done before the close this option is found in Site Setup If this option is checked you will need to backup your data before your close instead of afterwards Site Summary Report Each Close performed will generate a Site Summary Report Each of these Site Summary Reports 99 66 will be identified as a Daily Closing Weekly Closing etc to indicate to the facility which Close and therefore which period of time the report reflects The Site Summary Report will always be generated Other closing reports are optional and are explained in e S Output Options on page An explanation of the Site Summary Report follows Deposit Action The amount of cash check and card collected during the reporting period Chapter 2 Daily Operations End of Period Processing e 71 Credits Customer Credit this amount comes from customers who have prior credits who are moved out or transferred Prior credits will generally be from partial or overpayments made in the Daily Transactions screen but could also result from transferring a tenant from a larger to a smaller unit In addition it will reflect revenue from tenants who have had their stored items auctioned through the lien process This revenue will also show up as auction revenue under the Transactions sectio
100. at move in They can also be edited in the View Edit function To setup your Advertising Categories select that option from the Site Information menu The following form will appear Chapter 6 Maintenance Advertising Categories e 151 w Advertising Categories iof x Add Delete Cancel Close ID Description Total Records 10 4 4 Record 1 of 10 gt I Press F1 for help ID and Description Enter an optional ID in the ID field In the description field enter a brief description of this advertising category e g Alarm system Radio advertising Billboard etc Demographic Categories The Demographic Categories are used for collecting information on what type of tenants rent from you They are used to capture such information as renter sex type of account commercial or individual type of dwelling etc The information gathered can be of great value in your marketing programs and is available in the Demographic reports amp graphs on the Report Menu The Demographic categories are displayed in the Assign Tenant function and the information recorded by the system is entered there on a tenant by tenant basis at move in They can also be edited in the View Edit function To setup your Demographic categories select that option from the Site Information menu The following form will be displayed t Demographic Categories iof x Add Delete Cancel
101. ated with this customer will be shown After making your changes as explained below press the Close button to return to the Change Status form To add a unit to the list Press the Add unit button The system will ask you to enter the unit number Add a unit to a tenant s list x Enter Unit 00198 fe Cancel Enter the unit number you wish to add then choose OK The system will ask if you really wish to link the units Answer Y to link the units together The unit will be added to the list and the Total Balance will be updated to reflect the change To remove a unit from the list Highlight the unit you wish to remove and press the Remove unit button The system will verify that you really want to delete the unit from the list Answer Y to delete it This unlinks the unit from the others in the group but doesn t change any of the tenant information associated with the unit 82 e Multiple Units Chapter 3 Other Tenant Operations Change Security Information This option allows you to perform security related operations for a unit This is where you change the tenants gate access passcode or card number disable the unit alarm on a permanent or timed basis and change the Time Zone and Access Level for a tenant To access this option select the Security button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table The following form will a
102. below the standard rate All units with the standard rate the rate change will affect all units that are at the standard rate All units above the standard rate the rate change will affect all units that are above the standard rate All units the rate change will affect all units Type of Rate Change This field is used to specify if this record is a One Time Only or Ongoing rate change When you change this option you 1I note that the corresponding data entry fields immediately to the right of this field will change accordingly as follows l If it is One Time Only the rate change will be performed by the Daily Charger on the Date of Change and then deleted For this type of rate change you will need to specify the Notice Date and the Date of Change Then on the Notice Date the system will automatically print a rate change notice to all affected tenants in Late Letters amp Mailings and on the Date of Change the Daily Charger will perform the actual rate change If it is an Ongoing rate change the rate change is time based meaning that the unit rate will be changed on all affected units every n days where n is the number of days between rate changes This type of rate change is very useful if you raise the rate on a unit a certain amount of time after move in For this option you will need to enter the Notice Days and the Days Since Last Change The Notice Days specifies how many days before the rate change is scheduled
103. ble status check box unless the tenant is truly tax exempt Thus if your situation changes and you have to start charging tax you won t have to update each customer record to change their taxable status instead you would only have to make a change to your tax rates Send Bill and Next Bill WinSen Property Manager has the ability to send bills to your tenants on a recurring basis These two entries define what type of billing is to be done for this unit and when the next bill is to be printed The Send Bill field has the following choices None no bills are to be sent Monthly send bills each month Quarterly send bills every three months Semi Annually send bills twice a year and Annually send bills once a year Select the desired choice from the drop down menu then fill in the Next Bill date the next time you want the system to print a bill for this tenant Actually printing the bills is handled in Late Letters amp Mailings Note that the Daily Charger will update the Next Bill date from then on so that the billing process is handled automatically by the system Credit Card Information The next four entries are for credit card information If the customer desires to have their storage unit rental billed to their credit card automatically fill in the Credit Card Type Number Expiration Date and check the Automatic billing box Then when that tenants rent is due and if the credit card expiration date is valid the system will
104. box to cause the system to send a formfeed to the printer after printing a receipt causing it to advance to the top of the next page This option would be used if you are printing receipts on a parallel report printer If you are printing receipts on a serial receipt printer do not enable this option Use report for receipts and Receipt report name WinSen Property Manager has the capability of using a user defined format for printing receipts If you have setup a user defined receipt format check this box and enter the Receipt report name the name of the file containing your custom format To setup a custom receipt format see the documentation for Crystal Reports General Tab This form is used to setup numerous general options and settings within the system Select this tab from the Site Setup form to display the following form Chapter 6 Maintenance Site Setup e 139 Auction Info Lien Charges Insurance Premium Amounts Late Cycles Fees l Tracking Number on Receipt Ret Check rollback Automatic al Alternate Receipt Format Configuration xj Alternate Bank Deposit Log Detail Miscellaneous Accounts Cancel Print ledgers At moveout l Prompt for 2nd Contact Letter V Generate Random Passcodes Help Prorate Rent to the 0 01 Penny V Advance Bill Date on payment I Require Proof Edit Reconciliation I Require Backup before the Close M Allow View Edit Rate Change lV Allow View Edit Change to Type of Late Charg
105. button to save the note Delete button Press this button to delete the currently displayed note The system will verify that you really want to delete it Choose Yes to permanently delete the note Chapter 4 General Operations Notepad e 97 Reminders Reminders are a handy feature that allow you to put in a line of text to be printed on the Daily Charger report on a specified date They can be setup to print just once or on a daily weekly monthly or yearly basis Choose the Reminders button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table and the Reminders form will appear 88 Reminders fel Unit 00101 Name Jett Joseph J Add Delete Entry Date 3 21796 Total Records 1 _Delete Reminder Date 4 1 96 Cancel Type of Reminder Close Notes Call Joe and remind him to pay his rent today Help 4 4 Record 1 of 1 P Fress F1 for help Entering a new Reminder Begin by pressing the Add button It will change to an Update button which you will press to save your changes after entering your data as follows Entry Date Today s date it will be filled in automatically and cannot be changed Reminder Date Enter the date the reminder is due On this date the Daily Charger will print the text of the reminder on the charger report Type of Reminder This field allows you to choose the frequency of the reminder e g one time only weekly etc
106. can also designate the Maximum Rate for this rate change When a value is entered in this field a given unit will not be increased to more than the Maximum Rate For example if a unit of the selected size is currently renting for 110 00 and the rate change specifies to raise all units below the standard rate by 10 00 and the standard rate is 115 00 the unit rate would be raised to 115 00 not 120 00 If you enter 0 in the Maximum Rate field no maximum rate will be observed In this case the unit in the above example would be raised to 120 00 Specific dollar amount C Dollar amount increase Percentage increase Maximum Rate 79 00 l New Standard Rate Rounding Method 9 50 Half dolar Percentage Increase the rate will be increased by the specified percentage If you choose this option you also need to specify the Rounding Method You can specify to have the new rate rounded to the nearest Penny Nickel Dime Quarter Half Dollar or Dollar The Maximum Rate field can be specified as in the above discussion New Standard Rate Check this box if you want this rate change to be the new standard rate for units in this size If this option is checked the system will update the standard rate shown in the Size Codes option with the rate from this rate change record New Deposit To change the security deposit on vacant units enter the new security deposit in this field Note that this will only apply to vacant units
107. ce In addition there will be a number of files that have extensions of 2nd and rem The files with a 2nd extension for example late1 2nd are used for printing a duplicate notice to the second contact party listed for a unit The files with an rem extension for example 1atel rem are used for printing notices to tenants whose late status is set to reminders and are worded differently from the standard late notices These files must only be used for their specific purpose Do not assign these names to other documents in the system Your facility may not use all notices generated by the system for example the 4th late notice LATE4 LET If the notice is not used by your site it does not have to be included in your database General File Names Following is a list of file name extensions used by the system e CAT Catalog files used to specify which files are to be backed up by MSBACKUP when you backup your system e CSV Files containing data that has been exported from reports e DLL Dynamic Link Library files These files contain routines used at run time by the system for various purposes e EXE Executable files e HLP Help files These files contain the on line help used by the system e LET Letter files templates used to print late letters contracts billing notices etc e MDB Database files All data relating to customers transactions accoun
108. cellation notice is printed The Days to Cancel field is how many days late a tenant should be before the policy is canceled Copies of Notices denotes how many copies of the warning of insurance cancellation notice should be printed The default is 3 1 for the site 1 for the tenant and 1 for the insurance company Premium Amounts Tab This form is used to review the insurance premium amounts in your WinSen Property Manager system if you have your insurance program setup through Deans amp Homer The information is for viewing only and cannot be edited Changes to your insurance configuration can only be accomplished with the approval of Deans amp Homer working in conjunction with SSC To review your insurance premium amount information select the Premium Amounts tab from the Site Setup form to display the following form Chapter 6 Maintenance Site Setup e 147 SiteName System Dates Auction Info Lien Charges Single rate setup Coverage i 4 son J Cancel _ todas hans Help 1 ae Je g 5 ce z 8 g 0 I Jelelelalelellellel Deans amp Homer insurance is not configurable Single Rate Setup If checked this box indicates the premium is to be charged on a per thousand dollars of coverage basis e g the premium is a rate per thousand dollars of coverage This option does not apply to Deans amp Homer insurance Coverage Premium and Percentage
109. ch time it finds a condition where the second contact letter is to be printed the Send Duplicate Notices field for that tenant is checked and ask if you want to print the 2nd contact letter You will respond with a lt Y gt or lt N gt as appropriate 3 None No second contact notices will be printed Note You can specify the default choice for 2nd contact letters on the General tab in Site Setup Letters for Units in Lien If either of the lien letters are selected the two options in this box will be enabled This box allows you to choose which units currently in Lien Status you wish to print lien letters for The choices are 1 Today Only tells the system to print lien letters only for those customers who were placed in lien status today or who were cleared from lien today in the case of the final lien letter 2 All Units will print lien letters for all units in lien status Starting Unit This field is provided so that you can start the printing in the middle if necessary This feature can be very useful for example if your printer jammed halfway through printing your letters You would clear the jam then enter the next unit number to be printed in this field thus avoiding having to reprint the entire run of letters Sort Options The system has the capability to print your letters in sorted order if desired If you have the proper arrangements with the post office you can receive a discount
110. cle Type of fee Schedule Premium Amounts Printer Setup General Cycle 1 Fixed charge Rotating zi soo C 15 Cycle 2 Fixed charge Rotating Z L soo 15 Cycle 3 Fixed charge Rotating Peon a Da Cycle 4 None Rotating AL sooo E of o Cycle 5 None A Record 1 of 1 IM Days until thank you letter o Rotating Days to overlock Days until automatic lien Days until welcome letter o z f sooo of o Add Late Cycle Delete Late Cycle NSF charge 15 00 Administration fee 5 Transfer fee 5 00 R Storage per foot rate 0 00 Minimum balance for late fees 0 00 Save Cancel Help Amount Days Notice Late Cycle Schedule The Late Cycle Schedule provides up to five opportunities for generating late charges and printing late notices Each can generate a charge and a notice a charge only or a notice only The charges and notices do not have to occur on the same day within each category The five entries for each cycle are Type of fee specifies the kind of late charge to be assessed The system provides four choices l A a E None No late fee will be assessed Fixed Charge A specific dollar amount is to be charged Percent of Rent A specified percentage of the monthly rent is to be charged Fixed Charge per day The specified late fee is charged each day Percent of past due rent a specified p
111. ct 588 EPEE Pre lien notice second contact DJA aanas Special mailing OBT narini Welcome letter 9C annn Returned check notice DID arata Partial payment notice HOE AT Notice of pending insurance cancellation due to non payment of premium HOF inanim Thanks letter Late EAA Final lien notice second contact 590 aa Billing ake J EET Late notice 1 BO onain Late notice 2 LS J een ener Late notice 3 BOA feet ots Late notice 4 Ls lt 0 oe ean Late notice 5 596 woe Pre lease forfeiture notice OOF oeann Rate change notice 598 EEEE Pre lien notice 599 oo Final lien notice GOA vests tect View Edit rate change BOB Change tenant passcode 60C eee Rate change by Daily Charger 60D 2 Insurance policy forfeit pending due to non payment created by Daily Charger GOE suse Unit overlocked by Daily Charger GOF suhur Unit unlocked by system usually from a delinquent tenant paying in full GOU riiin Adding a charge GOT pinih Dropping a charge O02 asinine Unit overlocked by operator 603 EEEIEE Unlocking a unit 604 Laii Due day change GOD i aiti Status Change 606 eee Insurance policy canceled by closer for non payment of premium GOP iinet ee Add insurance G08 EREE PS Change insurance 609 aaan Insurance policy canceled by operator 666 iang Canceled transaction OTO anam Canceled transaction pointer G80 iii ass Editor change 182 e Appendix C Transaction Code Table Appendices Appendices
112. ction on page Old Tenants pressing this button will cause the system to display your former tenants When this is done the button changes to Current tenants and you would press it again to return to viewing and editing your current tenants Help displays on line help You may also press the lt F1 gt key at any time to access the help file To edit customer data double click with your mouse on the field you wish to edit The mouse pointer will change to an anvil shape allowing you to make changes Note that not all fields can be edited If you make changes and decide you don t want to keep them press lt Esc gt to abandon them Otherwise the changes you make will be saved as soon as you move the mouse pointer to a new field or press the lt Enter gt key To rearrange the order of the displayed fields move your mouse pointer to the heading of the column that you want to move then click and hold the left mouse button When you do this your mouse cursor turns into a horizontally oriented double arrow denoting that you can move left or right While holding the mouse button down drag the column to it s new location then release the button at the desired position To resize or hide a column note that as you move your mouse pointer across the headings in the table the pointer changes to a double arrow when it is on the border between two columns Click and hold the left mouse button then drag the mous
113. d AO Access only unit The unit is not an actual physical unit it is used only for access to the facility by entities such as the fire or police departments garbage collection truck etc C0 Complimentary unit E0 Vacant unit RO Rented unit PO Preleased unit U0 Unrentable unit D1 to D5 Delinquent but not overlocked unit The numbers 1 to 5 indicate what phase of the late cycle process the tenant is in For example the number 1 indicates the first phase of the late cycle process e g the tenant has been charged the first late fee O1 to O5 Delinquent overlocked unit The numbers 1 to 5 indicate the late cycle phase as described above LO Lien status unit L1 The lien on the unit has been completed but the tenant was not retained The system will vacate the unit during the daily close L2 The lien on the unit has been completed and the tenant was retained The system will put this unit back to status RO during the daily close 184 e Appendix D Unit Status Codes Appendices Appendix E Gatetest Program The Gatetest program is used to configure and test the interface between WinSen Property Manager and your access control system To run the Gatetest program 1 Select the Windows run option In Windows 3 xx this is found under the Program Manager File Menu In Windows 95 98 it is found on the Start button 2 You will be asked for the Command line Ty
114. d check will be printed e Other Charges other amounts which are owed on this unit e Credits the amount of credit for this unit if any e Total Due the total due from this tenant The Current Bad Check Report is an excellent collection and bad check management tool for the facility Customer Credit Report This reports lists all tenants who presently have a credit on their account It is normally printed in ascending unit number order and provides the following information e Unit Number amp Customer name the number and customer name of the unit e Rent Due the date on which their rent is or was due e Credit Amount the dollar amount of the credit on the individual account excluding prepaid rents e Lien Charges the dollar amount of lien charges if any on this account e Rent Total the total dollar amount of rent due at the time the report is printed e Late Fees the total dollar amount of any late fees which may be due e Returned Checks the total dollar amount of returned checks for this account e NSF Fees the total dollar amount due for NSF fees associated with returned checks due at this time e Other Charges the total of all other charges shown on the account e Total Due the net dollar total of amounts owed the facility by this individual tenant all charges minus the credit amount shown The Customer Credit Report allows the facility to review a tenants charges and credits providing a n
115. d rent this is not how the system operates It only shows credits for tenants when they have made an under or over payment or some other unusual circumstance exists 13 Once all tenant data entry is completed access the Report amp Graph Menu and print the Tenant Status Aged Receivables and Unit Listing reports Compare the data provided on these reports with your manual system to assure that all information is entered correctly If corrections need to be made make them using the procedures in step 12 as necessary 14 Next access Site Setup and click the System Dates tab Change the Last Charge Date to today s date the Next Daily Close date to today s date the Next Monthly Close date to the end of the month and the Next Yearly Close date to the end of the year The Weekly 196 e Startup Procedure Startup and Quarterly Close dates are optional and can be filled in if your facility is planning on doing these closes regularly Click the Close button to exit from Site Setup 15 Check your computer date and time to be sure they are correct The date and time are displayed in the upper right corner of the WinSen Property Manager main menu If you need to make changes to the date and or time settings you can do this by double clicking the date display in the main menu or by selecting Change Date Time from the Utilities menu 16 It is now time to perform your first ever Daily Close Select
116. d the company name The Serial Number field cannot be edited it will be set appropriately by the license key Enter the license key or trigger code s received from SSC in the appropriate field then click OK All appropriate software options will be enabled according to the entered license key or trigger code s and the Licensing form will close The changes will not take effect until you close and reopen the affected WinSen program s Chapter 1 Introduction Licensing e 9 Organization of the Menus Following is the organization of the menus and a brief explanation of each menu selection The various options will be explained in detail later on in this manual Main View Edit Tenant T able View Edit Tenant Form Assign Tenant Late Letters and Mailings Report amp Graph Menu End of Period Processing Waiting List Exit View Edit Tenant Table view and or edit tenant information in a table format View Edit Tenant Form view and or edit tenant information in a form format Assign Tenant assign a new tenant Late Letters and Mailings print late letters and other notices including special mailings to one or more tenants Report amp Graph Menu print reports and graphs The reports can be viewed on the screen sent to the printer or exported to a spreadsheet or word processing program End of Period Processing perform the end of period closes e g Daily Weekly Quarterly and Yearly Closes
117. daily close has been run L2 The lien on the unit has been completed and the tenant was retained The system will put this unit back to status RO as soon as the daily close has been run e Taxable shows the current tax status for this customer e Unit Rate the current rental rate for the unit e Move In Date the date the tenant originally rented the unit If a tenant had pre leased the unit the date would indicate the pre lease deposit date When such a tenant moves in the system will show the date on which he she officially becomes a tenant not the date the unit was pre leased e Rent Due Date the date on which the tenant s rent is or was due e Times Late prints the number of times the tenant has been late Each time the system charges the unit a late fee the times late number is incremented by one e Returned Checks expresses the number of times that tenant has had a check returned Note that in order for the system to capture a returned check count the returned check must 112 e Report Descriptions Chapter 5 Report amp Graph Menu be entered into the system If your site or bank automatically returns a check a second time and this activity is not entered into the system this will not be counted in this column The Tenant Status Report provides the ability to review the current status of each of your tenants It can be a valuable tool in keeping up to date with your facility part
118. day You arrive at the site open the office turn on the computer and access the WinSen Property Manager system The system will run the Daily Charger which posts every activity that is due on that day e g rent late fees forfeit of pre lease deposits lien processing etc Chapter 1 Introduction Overview of a Typical Day e 19 As part of the charger routine the system will also queue up the required notices and letters associated with the posting activities e g late letters billing statements etc These notices and letters can be printed at any time during the day You may also have the system print these notices automatically with the Daily Charger The Daily Charger will print a report of its activity for the day and provide summary information about the site Daily activities After initializing the system and running the Daily Charger you will proceed with normal activities i e renting units making payments transferring tenants etc for the balance of the day At a convenient time you will also print your notices and letters if they were not printed with the Daily Charger print copies of required reports etc Daily closing Prior to leaving for the day you must run your End Of Period Processing This normally consists of a Daily Close but may also consist of Weekly Monthly Quarterly and Annual Closes The system will provide closing reports reflecting the appropriate period s activity After closing
119. definitions Each time zone definition contains the description of the time zone followed by the time zone number separated by a semi colon Thus in the above example time zone 1 is called 24 Hour Access in WinSen The line immediately following the time zone definitions is the number of access levels In the example it is 4 meaning that the next 4 lines are to be treated as access level definitions Each access level definition contains the description of the access level followed by the access level number separated by a semi colon Thus in the above example access level 1 is called Complete Access in WinSen To modify the entries make the appropriate changes to match your gate system then save the file For example if time zone 1 is defined in the gate system as normal hours merely change the description for time zone 1 Be sure to keep the semi colon separator If you do not need all four time zones or access levels delete the unneeded entries and change the appropriate number For example if you need only 2 time zones delete the lines containing the 3 and 4 time zone entries then change the number on line 1 to say 2 instead of 4 You can insert extra time zones or access levels if need be as long as you change the number of time zones or number of access levels lines appropriately Here is an example of a timezone txt file that has been modified to show 2 time zones and 1 access level
120. der for the request file If credit card processing set it should be the same value as the Request Directory setting in the ICVerify software Manager Restore Name of program used to If set WinSen will use this program to do restores g prog prog perform database restores Otherwise the built in restore procedure is used ICVerify Station The station number of this If not set station 001 is assumed computer Used by the network version of ICVerify to identify the workstation submitting the request Appendices Appendix H Initialization File Variables e 191 Appendix Adding Reports to the Report Menu This section is for system administrators and advanced users only This appendix explains how to add customized reports to the WinSen report menu It involves adding entries to the Reports section of the Winsen ini file The winsen ini file is normally located in your C Windows directory C Winnt for Windows NT users The file will contain a number of sections denoted by The section used by WinSen Property Manager to store the report definitions is the Reports section This section contains separators that appear in the report menu e g financial reports tenant reports and so on Within these separators will be a number of lines in the format Report File Name Report Description For example the entry MTDBank Bank Deposit Log MTD in the Financial Reports separator means tha
121. dited here if se ea or more details on the various options see 1Demographics Advertising Effectiveness tab on page Insurance Tab Click this tab to display information about this customers insurance policy if any The policy number monthly premium coverage start date and paid to date will be displayed Note that only the policy number field can be edited To add change or cancel the tenant s coverage see on page Security Tab Click this tab to display security information about the unit oe See Chapter 2 Daily Operations Using the View Edit Tenant Form Window e 33 Other Parties Listed here are Other parties with access other parties who the tenant has notified you are also allowed access to the storage unit You can edit the data if needed Passcode The tenants passcode for gate access is listed for reference To change it see Change Security formation formation on page Card Number This is the tenants card number This field applies if you are using cardreaders for access control To change it see Change Security Information on page Time Zone amp Access Level The tenants time zone and access level assignment Time zones allow you to define your gate hours for tenants while access levels allow you to restrict tenant s access to certain parts of your storage facility To change the time zone or access level assignment for this tenant see Change Secur
122. e Picture Options Keep with tenant V Allow Rate Change on Move in Transfer V Auto Lockout of Tenant when Ret Check is posted I New Tenants are Non Taxable I Refund Rent on Moveout IV Print Charger Reports V Automatically Print Notices with Charger MV Automatic System Catchup Unit number format V Include Current Month in Prepaid Rent Calculations Database version IV Display Find dialog automatically Unit limit MV Allow Cancellation of Closed Transaction I Use IC erify for Credit Card Processing Save Use Tax Rate from Notes Options Keep with tenant Reminder Options Keep with tenant Ret Check Rollback This field controls how the Paid to Date will be adjusted when a returned check is posted to a tenant s account There are three choices Automatic Manual or None Automatic roll of paid to date The system will divide the returned check amount by the unit rate to arrive at the number of months to roll back the paid to date then will automatically roll it back The operator cannot access the Months to roll field in the Returned Check window When the returned check is paid the paid to date will be rolled forward in the same manner Manual roll of paid to date The operator can access the Months to roll field and can change it from the default value if necessary The default value will be calculated by dividing the returned check amount by the unit rate the sam
123. e as above When the returned check is paid the system operator will be prompted for the number of months to roll the paid to date forward No roll of paid to date The paid to date will not change when a returned check is posted or paid and the operator cannot access the Months to roll field in the Returned Check window Use Tax Rate From This field controls where the system will get the tax rate to be charged on rent There are two choices Site Configuration or Size Code File 140 e Site Setup Chapter 6 Maintenance If set to Site Configuration the system will get the use tax rate that is configured on the Site Name tab of the Site Setup form and will use that rate to calculate tax charged on rent for all unit sizes If set to Size Code File the system will use the tax rate that is individually defined for each size code in the Size Codes option under the Maintenance menu This allows you to have different tax rates for different types of storage For example if your state charges a different tax rate on outside storage than on inside storage you would have a size code defined for each type of storage with the corresponding tax rate See Bize Codes on page 158 for information on configuring the tax rate for each size code Print Ledgers This option allows you to specify if and when moveout and lien ledgers are to be printed The choices are 1 At the Closing 2 At Time of Moveout 3 Never Prorate
124. e changes This option will have no effect unless you have set up automatic rate changes as specified in Rate Change Options on page If the box is not checked automatic rate changes will not effect this unit The Last Rate Change date shows the last time the rate was changed on this unit It is for reference only and cannot be changed here Walk Number This is the walk number for this unit The walk number designates the order you would walk the site Each unit is assigned a walk number in the add remove units option For more explanation or to change the walk number for this unit see Add Remove Units on page Last Receipt The date of the last payment on this unit Move in The date the tenant moved in if unit is occupied Move Out The date the tenant moved out if unit is vacant Prelease Deposit If this unit is preleased this is the amount of deposit to hold the unit See Prelease Till above Deposit The amount of security deposit being held on this unit If the unit is not occupied this is the standard deposit for the unit Times Late The number of times this tenant has been charged a late fee Previous Rate The last rate for this unit e g the rate in effect before the last increase Returned Check tab Click this tab to display returned check information on this unit 36 e Using the View Edit Tenant Form Window Chapter 2 Daily Operations At the top of this
125. e faxed the transferred reports can then be viewed on the computer screen printed and archived for later printing DOS Based Software Property Manager II the DOS version of our Property Management program Electronic Manager multiple site version of Property Manager this program allows you to track multiple facilities on the same computer and within the same software package Home Office Package this software package is designed for the owner or management company with one or more sites running Property Manager II It allows you to automatically dial your sites and download reports via modem for viewing printing and archiving Site Graphics Display graphically displays your site on your main computer or on a separate computer Units are displayed in the appropriate color according to their status rented overlocked vacant etc RSCM Remote Site Control Module a remote control program which communicates with stand alone keypads at unattended storage facilities It works in conjunction with Property Manager or as a stand alone application Property Sentinel III access control alarm system software This program controls the access system through your computer s serial port It can be used in conjunction with Property Manager or as a stand alone program Chapter 1 Introduction Other SSC Products e 3 e SBACK this program is used to backup the Property Sentinel II a stand alone microprocessor based access co
126. e next daily close date to today s date Thus there will be no closing reports for the caught up days Today s closing reports will show all transactions posted since the last daily close This option allows the manager to update the system database without having to change the site computer date which can cause incorrect logging of gate amp alarm activity If the missed close s are monthly or yearly the Catch Up option does not apply In this case you must set the computer date to the day when the monthly or yearly close was supposed to be done run the appropriate close and backups the set the date back to today s date and continue the day s work Include Current Month in Prepaid Rent Calculations This option lets the site designate whether or not they wish to have the current month included when calculating prepaid rent If checked prepaid rent for the current month will be included on reports that show this number otherwise only whole months of prepaid rent are included Display Find Dialog Automatically When checked the system will automatically display the Find Unit form when you enter either of the View Edit forms Allow Cancellation of Closed Transaction This option controls whether a transaction that has already been closed may be canceled or not If it is checked the system will allow a closed transaction to be canceled but will warn you that it is already closed and canceling or changing i
127. e pointer left or right If you drag left you ll be resizing the column to the left of the pointer If you drag right you resize the column to the right Release the mouse button when the column is the desired size You can resize a column to zero width to hide it By rearranging re sizing and or hiding columns in the manner described in the preceding two paragraphs you can quickly arrange the displayed customer data in any order you wish Chapter 2 Daily Operations Using the View Edit Tenant Table Window e 27 Using the View Edit Tenant Form Window Payment Moveout Transfer NotePad Reminder Letter History View Due Day Security Lock Cancel Lien Status Policy Return d Unit 00101 Size B 5x10 Cust ID 1 Status Rented Note s Unit Status Retumed Check 2ndContact_ Biling DemosAdv Inswance Save Name Gee se SS y Address 1385 Suh dC O Find C Help Ciy State Zip Home Phone Business Phone License Tracking i e R Length 0 ssid Old Tenants 14 4 Record 1 of 106 gt bl Press F1 for help Information about your tenants will be displayed in a single unit format Note that immediately below the Toolbar is found the Unit Size Customer ID and Status of the unit currently displayed Below this line is a series of Tabs that you click with your mouse to display specific information about the unit Note the five buttons on this form
128. e tenant would be given a 15 00 credit for the unused rent The system will advance the paid to date by as many months as will divide evenly into the rent payment then give the tenant credit for any rent left over Rate Changes After Rent has Been Charged There is one circumstance where the above paragraph does not apply when the unit rate changes after rent has been charged to a unit For example let s suppose a unit has a 35 00 monthly rate The rent is due on the first of March but the tenant does not pay their rent for March Then on April 1st a rate change that you have scheduled takes effect This rate change brings the unit rate to 40 00 After changing the rate the system will charge April s rent to the unit at the new rate bringing the total past due rent to 75 00 When you make a 75 00 rent payment to this unit the system will detect that the past due rent is not an even multiple of the unit rate and will ask you if you want to advance the paid to date one extra month When this message appears on your screen you should answer lt Y gt to the question if a rate change has taken place In the above situation this would advance the paid to date by two months if the question is answered with a lt Y gt or one month if the question is answered with lt N gt When this question appears the tenant will be credited for the difference between the past due rent and the posted rent payment IF the paid to date is not be
129. e that the default will be time zone 0 so it will not need to be changed in most cases The Access Level selection allows you to restrict the tenants access to certain parts of your storage facility To change the access level assignment for this tenant select the desired access level from the drop down list Note that the default will be access level 0 so it will not need to be changed in most cases Note The time zone option selects the time zone for the tenant not the gate hours for the time zone To change the gate hours defined for a time zone you must go to WinSen Sentinel For more information on Time Zones and Access Levels or if you need to change the actual gate hours or the access level definitions see the WinSen Sentinel manual Other Parties These fields are for Other parties with access other parties the new tenant indicates are also allowed access to the storage unit Other tab Click this tab from the Assign Tenant form to display other information about the new tenant Currently the only item found here is comments a short line of text you can enter in association with a unit if you don t need the more extensive capabilities the Notes feature offers Chapter 2 Daily Operations Assign Tenant e 57 Amount Due tab Select this tab from the Assign Tenant form to calculate the charges due for the new move in You will see the following form Demo Ady Insurance Amount Due Prelease Till Prelease
130. eduled Quarterly Close This optional entry will cause the system to enforce Quarterly Closes If your facility performs closes on a quarterly basis and this entry is currently not filled in enter the next Quarterly Close date Then the system will not allow the Quarterly Close to be done until the specified date and it will advance the date by three months when the Quarterly Close is done If this entry is not filled in Quarterly Closes can be done at any time or they can be skipped altogether e Next Yearly Close the date of the next scheduled Yearly Close These dates can be edited however an extremely unusual circumstance must exist before changing them except as noted for the Weekly and Quarterly Close dates An arbitrary change can result in serious operational and billing problems with the system Before changing any of these dates you should contact SSC software support personnel Also shown on this form are the dates the system database was last verified and last rebuilt These dates are for reference only and cannot be edited For further information on these two operations refer to Database Operations on paz 69 Late Cycles Fees This form defines how your late charges and letters will be handled Click this tab on the Site Information form to display the Late Cycles Fees form Chapter 6 Maintenance Site Setup e 135 Auction Info Lien Charges SiteName SystemDates Late Cycle Description Normal Late Cy
131. efine the default Rate Charge Method for your facility All new move ins will be assigned the default Rate Charge Method but you can change it on an individual basis if need be During move in individual tenants can be assigned any Rate Charge Method and or rent due day regardless of the default Rate Charge Method The system will automatically pro rate the appropriate rent due during a move in The Rate Charge Method options are as follows 1 Anniversary Date The tenant s rent will be due on the same day of the month in which they moved in Rent is not prorated on a move in unless the rent due day is changed manually 2 First of the Month The tenant s rent is due on the first of each month Rent will be prorated from the move in day to the first of the following month 3 28 Day Cycle The tenant s rent is due every 28 days 132 e Site Setup Chapter 6 Maintenance 4 Second Month Prorate No matter what day of the month a tenant moves in they are required to pay a full month s rent on move in with the prorated portion of rent due on the first of the following month The rent is always due on the first of the month 5 By the Week The rent is charged and paid on a weekly basis The unit rate is considered to be a per week rate 6 By the Day The rent is charged and paid on a daily basis The unit rate is considered to be a per day rate Anniversary and First of the Month Rate Charge Methods operate on
132. elect your preferred installation mode and click Next The Start Installation dialog will be displayed showing the programs to be installed and the destination folder Click Next to install the selected WinSen programs You will be asked for additional disks as required If you are installing an update the installation program will likely not ask for all of the disks Only new files are copied so this is normal and nothing to be concerned about The Installation Complete dialog will be displayed Click the Readme button if you wish to read the latest WinSen release notes When you are ready click Finish You will now have a new program group called WinSen this may be different if you chose a custom installation Within this program group will be icons for the WinSen programs you installed This concludes the diskette program installation Installation from CD ROM l 2 Before installing we recommend that you close all open applications If you are planning to make any changes to the standard letters or the reports included with the system install Crystal Reports according to the instructions supplied with the Crystal Reports CD ROM or diskettes If you do not plan on making changes to the standard letters and or reports it is unnecessary to install Crystal Reports Insert the WinSen CD into your CD ROM drive After a few seconds the WinSen Installation System will run automatically Select the Install W
133. elf it is EXTREMELY important that you delete the training database before you begin to install any live information Please refer to the Startup section on page 195 for complete instructions on how to do this and how to customize the software for your facility By reviewing the Startup section and filling out the Site Customization Guide you will have all the information necessary to perform your own customization and installation Predefined Letters WinSen Property Manager comes with a complete set of late amp lien letters billing letters movein contract transfer contract etc Since the late letters and other documents supplied with the system are not specific to a location we cannot guarantee that the letters are applicable for every locality or 18 e Site Customization Guide and Site Setup Chapter 1 Introduction that they meet local legal requirements You may need to have them modified to meet your local legal requirements The generic letters can be customized for the facility either at the site using the Crystal Reports program or by Sentinel Systems as part of the Site Customization and Site Setup described above If desired send us a copy of your letters along with your Site Customization Guide Please note the following guidelines concerning the customization of late letters by Sentinel Systems e The contracts late letters and other mailings provided with WinSen Property Manager are examples only
134. em to each customer normally during the move in process The system uses this number to link unit records to customer records It cannot be changed once it has been assigned Daily Charger The Daily Charger performs numerous important functions in the program It charges rent use tax if appropriate and monthly charges on the tenant s Rent Due Day It also charges late fees to delinquent tenants and locks them out on the day specifed in Site Setup It also queues up notices late letters rate change letters billing letters etc to be printed according to your Late Cycle Schedule It is also responsible for initiating scheduled rate changes on the effective date of the rate change DLL Dynamic Link Library a file containing various run time routines that may be used by many different applications Since a DLL can be used by many applications hard drive space and memory is conserved Focus Focus refers to the foreground application or the active control in a dialog For example when WinSen Property Manager is running in the foreground it is said to have the focus When referring Glossary of Terms e 201 to a dialog it means the selected field button drop down list or other data item on a form is the active field Late Cycle Schedule A table containing information on when the system should charge late fees and print late notices to your tenants when they are late paying the rent It is defined in Site Informa
135. ended to be a collection tool for the facility Demographic Reports Residential amp Commercial These reports provide summary demographic information by size code of your current residential and commercial tenants The following categories are included e Size Code each size code in your database is listed with appropriate demographic information shown for each code e Total Units the number of units that have been rented in this size code e Rented by Individuals the number of units for each size code which are rented by residential non commercial tenants e Percent of Total the total percent of that size code which are currently occupied by residential tenants e Single Home Multi Home Apartment Condo indicates the number of tenants currently renting by type of dwelling they reside in for that size code e Distance From Facility various mileage increments indicating how far from your facility tenants reside This will show the number of tenants by mileage increment for each size code e Totals summary counts for each of the above categories for the facility These Demographic Reports will assist you in identifying the source of your residential and or commercial tenants This data is valuable in the formulation of your marketing activities Editor Change Reports These reports will detail the transactions created by using the Editor program There are two formats The first format is sorted by un
136. ending on how the facility is configured Select the desired option from the drop down list Note that the system will default to the first late fee cycle defined so in most cases no additional action is required For more information about configuring late fee cycles see Late Cycles Feesfon page Expected Vacancy If the new tenant knows when they expect to move out enter the date here The information is used on the Expected Vacancy Report and is useful if your facility is full and you have a waiting list for units Using the Expected Vacancy Report would then give you a good idea when you might have units available Automatic Rate Change Allowed Check this box if the new tenant is subject to automatic rate changes This check box will have no effect unless you have set up automatic rate changes as specified in Rate Change Options on page If the box is not checked automatic rate changes will not effect this unit Demographics Advertising Effectiveness tab Click this tab to display the Demographics and Advertising Effectiveness form for this move in 54 e Assign Tenant Chapter 2 Daily Operations Security Other Amount Due Tenant Info andContact Biin Demo ZA Advertising effectiveness V Alarm System Customer Type Individual Mailer goa Distance 4 5 miles Cancel l Drive By Gender Male i i kM Referral aoe MV Coupon Residence Apt or Condo Si
137. ents are handled in the same manner as partial payments You need to manually type in the amounts that are to be applied in the proper categories under the Pay column For example if a customer owes you 45 00 in rent for the month but they have sent in a check for 50 00 you would post the 50 00 payment towards rent by typing in that amount in the rent category under the Pay column Then click on the OK button to display the Paid By window The paid to date will advance by one month and the tenant will have a 5 00 credit on their account when the transaction is completed Chapter 2 Daily Operations Miscellaneous Charges During Payments In the Payment window the miscellaneous charge accounts are used in two ways during a regular payment to record the sale of locks boxes etc or to post one time charges to a tenant s record Miscellaneous charges can be issued and paid at the same time as other payments e g rent late fees insurance etc Processing a One Time Charge Assess miscellaneous charges by using the Miscellaneous Charge window as explained in Miscellaneous Account Windows on page When you close the Miscellaneous Charge window the charges that were assessed will appear under the Due and the Pay column and will be added to the amount the tenant is paying They will be reflected on the receipt of the transaction and on the closing reports in the appropriate category Posting a Miscellaneous Charge as a Past Due Am
138. eport s and or graph s you wish to print by clicking with your mouse You can de select a selected report by clicking it again Another method of selecting or deselecting a report is to press the key corresponding to the first letter of the report you wish to print The highlight will move to the first report beginning with that letter If that is not the one you want press the key again Then select or deselect the report by pressing lt Spacebar gt Site Selection If you have WinSen Electronic Manager it is necessary to define which site you wish each report to be printed for After selecting the report a list of the available sites will be displayed 102 e Compiling amp Printing Reports amp Graphs Chapter 5 Report amp Graph Menu A Site Selection Of x Sites oix Main Office Sentinel Secure Storage Site 1 Sentinel Secure Storage 1 Site 2 Sentinel Secure Storage 2 Cancel Help Select all Deselect all i Note that this dialog is not displayed if the report you selected is not site specific For example the rate change report is global to all sites so the above dialog will not be displayed if you select it Select Main Office to print reports combining all of the sites Otherwise select one or more sites to include on the report s If you select more than one site you will get a report for each selected site they are not combined unless you select the main office Click
139. er in this field instructs the system when to overlock a tenant and place them on the Lock Unlock recommendations report If you have a compatible gate access system WinSen Property Manager will send a signal to deactivate the tenant s gate code after the number of days specified When the tenant becomes current the Paid to Date is advanced beyond the current date the system will transmit a paid up message to the security system Days until automatic lien The system has the capability of placing delinquent tenants into lien status automatically This field is used to specify how many days late a tenant should be before this occurs If you do not want to use this feature set it to zero If this number is non zero a tenant will be assessed your pre defined lien charges and placed in lien status by the Daily Charger on the day specified Note Tenants who are specified as exempt their late type is set to None in the View Edit function from late fees and notices will not be placed in lien status automatically Neither will they be placed in lien status automatically if their balance is less than the Minimum Balance for Late Fees amount explained below Chapter 6 Maintenance Site Setup e 137 Days Until Welcome amp Thank You Letters These fields specify when the system should print the corresponding letter to a tenant The Welcome letter will print to a tenant the specified
140. ercentage of the past due rent is to be charged For example if this option is chosen a tenant has a past due rent amount of 120 00 and 10 00 is entered in the amount field the system would charge a 12 00 late fee Schedule specifies whether the late fee is a rotating or one time only charge A rotating late fee will be repeated each month the tenant is late while a one time only fee will only be charged only once Ifthe late fee is a rotating charge the Days number for this cycle must be less than or equal to 30 since the charge is monthly oriented it starts over each month Note In order for a daily fee late fee to continue until the tenant pays their rent you should set the Schedule for that late fee to One Time Only If it is set to Rotating the number of days late for the late fee calculation is started over each month This will cause the daily late fee to not be charged during the first part of each month 136 e Site Setup Chapter 6 Maintenance Amount designates the amount of the late charge If this late fee is a fixed fee this represents a dollar amount e g lt 5 00 gt indicating 5 00 If this late fee is a percentage of rent then the number represents a percentage of the unit rate e g lt 5 00 gt indicating 5 00 If this late fee is a fixed charge per day then the number represents the daily late fee Days indicates how many days will pass after
141. erform the following actions Defaults The Defaults button will set up the password access levels to the factory defaults The factory defaults are e No password required for all selections under the Main menu e Manager level or higher password required for all Site Setup options e Manager level or higher password required for Rate Change options Change Due Day Change Tenant Passcode Set Lock Unlock Cancel Transaction Lien Processing Change Unit Status and Insurance options e Owner level password required for Size Codes and Add Remove Units Password Maintenance and Restore Database Set All This button will set all options in the Operation box to the currently highlighted password level For example if Manager is currently highlighted in the Level Required box and you press the Set All button all options would require a Manager level or higher password 168 e Password Access Levels Chapter 6 Maintenance Operation and Level Required The Operation box shows the various functions in WinSen Property Manager To set an access level use your mouse to highlight the desired operation Then choose the password level required to access that operation in the Level Required box Repeat this procedure for each system operation that you wish to be password protected then press Close to save your changes and exit Database Operations The Database Operations option under Maintenance allows you to perform the fo
142. erify to obtain credit card authorization numbers Before proceeding make sure that IC Verify is installed and that it has been configured properly Tips for Using WinSen with ICVerify l 10 11 Install and setup ICVerify so that it can process test transactions successfully Installation and setup questions should be directed to ICVerify technical support and or your credit card provider as required Make sure the request directory in the ICVerify multiuser program is the same folder where WinSen is installed In most cases this will be C Winsen Use O in the initialization string in the ICVerify multiuser program This tells IC Verify to return answers in a short format which is what WinSen is expecting Create a shortcut to the ICVerify multi user program and place it into the start up folder Use the a command line switch auto initialize and set the window to run minimized This will cause the program to run automatically upon boot If you have the multi user version of IC Verify make sure it is configured and running properly before IC Verify is configured as a remote station otherwise ICVerify may hang Before attempting to use IC Verify through WinSen process test transactions with the ICVerify main program to be sure that IC Verify is working correctly Verify that the Use IC Verify for Credit Card Processing option on the general tab in Site Setup is checked ICVerify will not share a m
143. et total due This is an excellent tool to assure that a tenant does not incur improper charges or be placed into lien status if you have provided credits which have not yet been applied to the tenant s account Delinquency Status Report This report provides a listing on a tenant by tenant basis of all tenants who are currently delinquent It is normally printed in ascending unit number order and provides the following information e Unit Number amp Customer name the number and customer name Chapter 5 Report amp Graph Menu Report Descriptions e 115 e Residence amp Business Phone the home amp work phone numbers of the tenant e Move In Date the date on which this tenant rented this unit e Delinquent Date the day on which this tenant became delinquent e Rent Due the total dollar amount of rent that is due on this unit e Lien Late Fees the dollar amount of all late fees and lien fees charged to this unit that remain unpaid e Returned Check NSF Fees The total dollar amount of all outstanding checks and associated NSF fees which have been posted to this unit e Credit Amount the dollar amount of credit on the tenant s account e Total Tax the total amount due from this tenant including any taxes minus any credit e Days Delinquent the number of days delinquent The Delinquency Status Report provides the site with a current and detailed listing of all delinquent tenants This report is primarily int
144. ete and press the Delete button The system will verify that you want to delete the unit If you choose Yes the unit will be deleted Note that the system will only allow a unit to be deleted if it is vacant Renaming a Unit To rename a unit place the cursor on the unit you want to rename then type the new unit number When you save your changes the system will detect that the unit number was changed It will then have to go through the transactions notes reminders and lien record for that unit if any and change the unit number in each of those records Therefore it will take longer for your computer to save your changes if you have renamed units Changing a Unit s Size Code To change the size code of a unit place the cursor on the size code field of the unit then type in the new size code Note that the unit rate and deposit will only change if the unit is vacant Changing Interface Number and Walk Order Number You can edit the interface number and walk order number for a unit by typing over the old information Rate Change Options The Rate Change Option is used for most system rate changes To setup rate changes access the Rate Change option from the Maintenance Menu The following form will be displayed 162 e Rate Change Options Chapter 6 Maintenance Add Delete Cancel i Help Total Records 3 Standard Rate 70 00 Last changed 12 02 1999 Units to be affected Occupied units below the standard ra
145. ew Edit change 143 Late Letters amp Mailings 64 Late Type 32 54 Ledgers Moveout 73 Options 141 Tenant 78 Letters Special mailings 67 Licensing 8 204 e Index Lien status Placing tenants into 85 Removing tenants from 85 Lock Unlock a tenant 84 Menus Making selections from 12 Organization of 10 Miscellaneous account windows 91 Miscellaneous Charges Assessing during payments 47 Monthly charges changing 35 Move ins 49 Moveout Ledgers 73 Multiple Units Adding or Removing 81 Important Considerations 81 Payments 47 N Networks Installing WinSen on 7 Interfacing over 186 Notes 97 Null invalid use of error message 172 P Paid By Window 92 Passcodes Changing 83 Random passcode option 142 Passwords Access levels 168 Changing system 166 Factory Defaults 12 Payments In full 41 Partial 41 Permanently Disabled Alarms PDA s 83 Pictures 88 Preleased units assigning 58 extending prelease date 35 58 Preleasing a unit 58 Printer setup 138 Printing a single letter 79 Prior credit 44 Proof edit Requiring before the close 142 Q Quick View 176 R Random passcodes 142 Rate changes 162 After rent has been charged 43 Allowing during move in 143 Allowing in View Edit 142 Rate Charge Methods 60 132 Rebuild Database 170 Receipts Alternate format 141 Changing format 139 Formfeed after 139 Printing tracking number on 141 Reprinting 78 Selecting printer 139 Reminders 98 Rent Due Day C
146. ews Both of these options are found under the Main Menu All tenant operations except for moveins are done from either of them The only difference is the format the information is presented in In the View Edit Tenant Table form your tenant information is displayed in a tabular format allowing you to quickly view and or edit information about numerous units very quickly In the View Edit Form form you look at one unit at a time in a single record view format It is important to realize that both forms allow you to perform all tenant operations except moveins If desired you can have both of these forms open in separate windows at the same time allowing you to view your tenants in both formats at once Merely select one of the view edit options from the Main Menu then select the other You will then have both windows open on your desktop at once They are closed in the normal Windows manner e g by pressing lt Alt F4 gt or by selecting Close from the control menu The Toolbar Both of the tenant forms have a Toolbar at the top of the form The Toolbar has a series of buttons with an icon and descriptive text showing the function of that button The Toolbar allows you to quickly perform an operation by clicking the appropriate button with your mouse Payment Moveout Transfer NotePad Reminder Letter History View Due Day Security Lock Cancel Lien Status Policy Return d Picture As you change rec
147. f checked the alarm on this unit is a time disabled alarm TDA Normally unit alarms are enabled or disabled by keypad or cardreader access or by operator intervention In some instances though it may be desirable for certain alarms to be automatically enabled or disabled on the basis of time of day For example building access doors are best alarmed on a timed basis The system provides a feature for designating certain units as time disabled alarms Note that for this option to be functional it must be 34 e Using the View Edit Tenant Form Window Chapter 2 Daily Operations enabled in Setups in WinSen Sentinel To change this option see Information on page For additional information on time disable WinSen Sentinel martial e Door open if checked the door on this unit is open the door status switch circuit is open The next two fields address the tenants locked readmit status e Locked today when checked this field means the tenant was overlocked today either by the Daily Charger or manually by the system operator e Unlocked today when checked this field indicates that the tenant has been unlocked today e g they were overlocked but have been re admitted either by making their delinquent rent payment or by the system operator manually unlocking the unit Unit Status tab Select this tab to display the Unit Status form Demo Ady Unit Status Retumed Check Expected Yacancy 9 1 96 Move in 3 18
148. f on page 4 Report Descriptions Following is a listing of the currently available reports on the Report amp Graph Menu Each report carries the title the name of the facility and the date amp time the report was printed If it is a sortable 104 e Report Descriptions Chapter 5 Report amp Graph Menu report and you have selected to have it sorted the sort options will be printed at the bottom of the report Due to space limitations samples of the reports have not been included in this manual Therefore if you would like to see a sample of one or more of these reports you will need to print one Financial Reports List of Accounts This report will list the accounts that are stored within the system MTD and WTD Bank Deposit Log The Month to Date and Week to Date bank deposit logs allow you to print this information on an on demand basis as opposed to printing them when you do a close in End of Period Processing Note that you must do the Daily Close for today s information to appear on these reports Information found on these reports is e Unit Number and Customer name the unit number and customer name e Trans the transaction number e Cash the amount of cash if any collected during this transaction e Check Check and Bank the amount of check if any collected during this transaction If the Check and Bank were captured at the time of payment they will be shown in the appropriate column
149. f the charges are not paid the system will keep the same paid to date on the new unit as the old one and it will show the adjusted rent charges as a past due amount Completing the Transfer If the information shown is incorrect you can change relevant data by moving to the required field with your mouse or with the Tab key then making your changes You can change the new unit rate new unit monthly charges or new unit deposit You can also issue misc charges and or credits as detailed in Miscellaneous Account Windows on page Once the information shown is correct click OK to complete the transfer If there is an amount due the system will display the Paid By window You will then have the opportunity to print a receipt and a transfer contract if desired Late Letters amp Mailings The Late Letters and Mailings function provides the ability to generate a great variety of correspondence to your tenants Some of the mailings are queued up automatically by the system and others are selectable by the site To access this function select Late Letters and Mailings from the Main Menu The following form will be displayed 64 e Late Letters amp Mailings Chapter 2 Daily Operations P Late Letters and Mailings OF Xx Letters l ae Contact Letters Sort Options Billing M Q S7Y all Late Letter 1 Selected Printer Late Letter 2 None Late Letter 3 Help Late Letter 4 Letters for Units
150. fication number your locality may have issued for your business It can be printed on receipts or reports as required Up to 20 characters in any format may be entered System Dates Tab Click this tab on the Site Information form to display the System Dates form Auction Info Lien Charges Premium Amounts LateCycles Fees Printer Setup General Last Charge Date Save Next Daily Close Cancel Next Weekly Close Help Next Monthly Close E Next Quarterly Close Next Yearly Close 12 317 98 Last verify database 8 28 98 Last rebuild database 8 28 98 This form will display the following important system dates e Last Charge Date the last time the system ran the Daily Charger 134 e Site Setup Chapter 6 Maintenance e Next Daily Close the date of the next scheduled Daily Close e Next Weekly Close the date of the next scheduled Weekly Close This optional entry will cause the system to enforce Weekly Closes If your facility performs closes on a weekly basis and this entry is currently not filled in enter the next Weekly Close date Then the system will not allow the Weekly Close to be done until the specified date and it will advance the date by one week when the Weekly Close is done If this entry is not filled in Weekly Closes can be done at any time or they can be skipped altogether e Next Monthly Close the date of the next scheduled Monthly Close e Next Quarterly Close the date of the next sch
151. final two entries are for credit given during the month and Current Balance e Credit Given the total credit used for the month This amount could include misc credits issued during payments or prior credit used e Current Balance the tenant s balance at the time the report is printed Totals for all categories are given at the bottom of the report The Rent Roll Report is an excellent tool for evaluating the monthly cash flow at your facility It summarizes all charges and credits to each customer s account Tenant Reports Autobill Credit Card Report The Autobill report lists all tenants for which you have selected the auto bill option and provides the following information e Unit Number amp Customer name the number and customer name e Paid to Date the current paid to date e Card Type the appropriate credit card type is shown e g Visa MC etc e Card Number the tenant s card number is printed e Card Expires the expiration date for the card listed is provided e Normal Charges the charges this tenant will be assessed on their rent due day The auto bill Report provides a summary of all auto bill participants within the system The report is normally used to keep card numbers and expiration dates current The actual charge to the tenant s card is initiated on the appropriate date by the system operator The system will print a message on the Daily Charger report to charge the tenant s c
152. fore this report will use that field to compile the information Note If you will be using this report on a regular basis the tracking number field should be used only for census tract information The Zip Code and Census Tract Analysis Reports readily identify concentrations of tenants who rent at your facility When used in conjunction with the Demographic and Advertising Effectiveness Reports you can truly focus your marketing efforts in the most productive areas Complete Lock Unlock Report This report is the same as the Lock Unlock Recommendations report except that it includes all currently overlocked tenants For a complete description see the Lock Unlock Recommendations report Current Bad Check Report This report will print information regarding all outstanding bad checks at the facility It specifically includes the following 114 e Report Descriptions Chapter 5 Report amp Graph Menu e Unit Number amp Customer name the number and customer name e Rent Due Date the date on which rent has or will become due for that unit e Residence Telephone the home telephone number of the individual renting that unit e Rent Total the total of the rent due for that unit e Late Fees any late fees lien fees due will appear in this column e Returned Check the amount of any outstanding bad check e NSF Fees any NSF fees which have been posted to the tenant s account in connection with the returne
153. form will be the number of Returned Checks followed by information about the most recent returned check if any The Check Date Check Number Check Amount and NSF Amount will be displayed The information on this form is for viewing only and cannot be edited If you need to post a returned check to this tenant click the Return Check button on the Toolbar as detailed in Posting a Returned on page Balance tab Click this tab to display the balance information on this unit The data is for display only and cannot be edited All amounts due on the unit will be shown The fields are arranged as follows Chapter 2 Daily Operations Using the View Edit Tenant Form Window e 37 Rent due The amount of rent due will be displayed in its aging categories The Current amount is rent due for the current month while 30 days is the amount of rent 30 59 days past due The 60 days amount is rent 60 89 days past due and 90 days is rent due over 90 days Late Charges The amount of late charges due Use amp Sales Tax The amount of Use Tax tax on rent in most cases and Sales Tax normally tax on merchandise past due Lien Charges The amount of lien charges due Insurance The past due insurance premium Monthly Charges Past due monthly charges will be shown here Admin Fee The amount of unpaid Administration fee The administration fee is a non refundable charge collected during a move in If the fee is not paid on the move in
154. g the Delete button The system will ask Delete size code are you sure If you choose Yes the size code will be deleted Chapter 6 Maintenance Size Codes e 159 Note Size codes cannot be deleted if there are units in the system currently assigned to that size code This includes units that have been moved out You must first delete those units or assign them a new size code Add Remove Units This option is used to add or remove units change the size code of a unit rename a unit change the walk order number of a unit or change the access interface number of a unit To access this option select Add Remove Units from the Maintenance Menu The following form will be displayed Add Delete Cancel Close Help M Auto Adding Total Records 106 10 X 25 RY 10 X 25 RY 10X 25 RY 10 X 25 RY 10 X 25 RY 10X 25 RY 10X 25 RY 10 X 25 RY 10 X 25 RY 10 X 25 RY 10X15AC 5X 10 10X10 10X12 10X 12 mmo oon l Press F1 for help Unit The unit number An entry in this field is required and each one must be unique you cannot have duplicated unit numbers Site Prefix If you are using Winsen Electronic Manager each unit must also include the the site prefix the site number with a leading zero if it is less than 2 characters and a a dash The site prefix is used by the system to determine which site you are wo
155. g their unit number on it You access the Find Unit function by choosing the Find button on the appropriate tenant window for example from the View Edit Tenant Form You will see the following form Find Unit Ea Field Unit number x 2 Operator Equal Find Previous Entry 01097 Close Help Field From the drop down list choose the field to search You can search any of the following fields Unit Number Customer name Customer ID Customer Address lines 1 amp 2 Customer City State Zip Residence and Business phone numbers License number Tracking Number and Passcode Operator From the drop down list choose the type of search to perform The choices are e Equal the data being searched for must be equal to the search entry e Not equal the data being searched for must not be equal to the search entry e Less than the data being searched for must be less than the search entry e Less than or equal the data being searched for must be less than or equal to the search entry e Greater than the data being searched for must be greater than the search entry e Greater than or equal the data being searched for must be greater than or equal to the search entry e Contains the data being searched for must contain the search entry It can be anywhere in the data e g at the beginning somewhere in the middle or at the end e Starts with the data being searched for must begin with the search ent
156. ge tax your tax rates should be set to 0 00 in Site Setup Do not clear the taxable status check box unless the tenant is truly tax exempt Thus if your situation changes and you have to start charging tax you won t have to update each customer record to change their taxable status instead you would only have to make a change to your tax rates Send Bill and Next Bill WinSen Property Manager has the ability to send bills to your tenants on a recurring basis These two entries define what type of billing is to be done for this unit and when the next bill is to be printed The Send Bill field has the following choices None no bills are to be sent Monthly send bills each month Quarterly send bills every three months Semi Annually send bills twice a year and Annually send bills once a year Select the desired choice from the drop down menu then fill in the Next Bill date the next time you want the system to print a bill for this tenant Actually printing the bills is handled in Late Letters amp Mailings Note that the Daily Charger will update the Next Bill date from then on so that the billing process is handled automatically by the system Credit Card Information The next four entries are for credit card information If the customer desires to have their storage unit rental billed to their credit card automatically fill in the Credit Card Type Number Expiration Chapter 2 Daily Operations Assign Tenant e 53 Da
157. gn Ad n I Radio Purpose Moving Yellow Pages Business Type Not Applicable Office Type Not Applicable Le be be be be ee ee ke Employees Not Applicable This form allows you to capture Demographic and Advertising Effectiveness data This data is summarized in the Advertising Effectiveness Report available from the Report Menu and can be of great value in your marketing efforts The information can be very helpful in understanding who your tenants are why they chose your facility and in developing your marketing programs Advertising Effectiveness Choose one or more of the displayed options as applicable to this move in by clicking on it with your mouse In the example our new customer has chosen our facility because of the Alarm System and the Coupon Demographic Information Each of these optional entries allow you to choose certain options from its respective drop down list If a particular category does not apply to this move in ignore it Each of the categories has as the first choice a Not applicable option In addition to this choice you have the following options e Customer Type choose Individual or Commercial e Distance choose the distance from the facility that most closely fits this tenant e Gender choose Male or Female e Residence choose Single Family Multiple Family or Apt or Condo e Purpose choose Unkown Moving Temporary or Storage as applicable e Business Type cho
158. hanging 80 Rent payments and the paid to date 43 Reports Adding reports to the report menu 192 Advertising effectiveness 113 Aged receivables 113 Auto bill credit card 110 Bad check 114 Census tract 114 Complete Lock Unlock 114 Customer credit 115 Delinquency status 115 Demographic residential 116 Editor Change 116 Expected vacancy 117 Lien list 117 Lock Unlock Recommendations 117 Month to date rental activity 118 Move in and move out summary 119 MTD bank deposit summary 106 Non standard rates detail 120 Operating income amp rental analysis 106 Pre leased unit 120 Proof edit 69 Proof Edit 107 Reminders 121 Rent coming due 121 Rent roll 109 Report amp Graph Menu 101 Report menu 101 Security deposit 114 121 Site exception 122 Site Summary 71 Size and rate 123 Square Footage Income Analysis 107 Tenant balance 110 Tenant billing 111 Tenant cross reference 111 Tenant longevity 123 Tenant Passcode 112 Tenant status 112 Trial balance 108 Unit listing 123 Vacancy 124 Vacancy Statistics 124 WTD amp MTD Bank Deposit Log 105 WTD amp MTD Transaction Log 105 Zip code analysis 125 Reserving units See Preleasing a unit Returned Check Rollback 140 Returned checks Automatic lock out 88 Options 143 Posting 87 Returned check window 88 Viewing information 36 S Second month prorate 133 Select printer 14 Set Lock Unlock 84 Site customization 18 Site Information 129 Demographic Categories 152 Site Se
159. he Total shown at the bottom of the Multiple Unit Payment screen is the same as the amount the tenant has tendered Then click the OK button to display the Paid By window as explained in The Paid By Window on page Enter the method of payment and optionally the check number and bank number After that the system will cycle through all of the units involved in the Multiple Unit Payment and then ask if you would like to Print a Receipt Select Yes to print a receipt for each unit that was involved 48 e Payments Chapter 2 Daily Operations Assign Tenant The Assign Tenant option is used to move in or prelease a unit Select this option from the Main Menu and the following form will appear Unit 00112 Size F 10x 20 AC Cust ID Status Empty Insurance O Securty O Oe Amount Due Tenant Info andContact Biin Demo Adv Unit Find Unit Save Namef id Cancel Addess o uiek Movesn Waiting List e m eS License OoOo O Tracking Oo Mobile sd RY Length aa E mail col Language English gt 14 4 Record 1 of 19 gt bl Press F1 for help The Assign Tenant form is essentially the same as the View Edit Tenant Form described in Using the View Edit Tenant Form Window on page 28 with some additional buttons At the top is the Toolbar which allows you to perform various tenant operations as described in ithe Toolbar on page P5 during the Assign Tenant process the Toolbar functions
160. he day if it has not already been run For example let s say you came in this morning to find a number of payments dropped off by tenants during the night You want to post them before running the Daily Charger to avoid the possible charging of late fees to the tenants You would accomplish this by choosing Cancel to skip the Daily Charger when it is displayed then posting the payments then going back to the Daily Charger by selecting this option from the Utilities menu Calendar The rental office often needs access to dates of the month and year Occasionally they will also need access to future or previous years The Calendar function under the Utilities menu provides access to a calendar without leaving WinSen Property Manager When you select this option the following calendar will be displayed Calendar x June 1996 SEM TOW E 6 7 13 14 20 21 27 28 After the calendar is displayed you can use the following keys to scroll the date e Up Arrow moves the highlighted day back by one e Down Arrow moves the highlighted day forward by one Utilities Daily Charger e 173 e PgDn moves the month forward by one e PgUp moves the month backward by one You can also use your mouse to scroll the display using the scroll bar on the right side of the calendar Change Date Time This option allows you to change the date and or time in your computer system and therefore in WinSen Pr
161. he owner password Database Operations allows the following operations on the program database 1 Restore Database restores a backup of your database CAUTION use this option carefully since it will overwrite the current data with the data from the backup Do not confuse this option with the backup all data option in End of Period Processing If you were to accidentally restore an old backup it could be a disastrous situation 2 Rebuild and Compact Database file repairs your database if it has become damaged CAUTION you should backup your data before using this option 3 Compact Database file compacts your database This is desirable from time to time due to the nature of the database format CAUTION you should backup your data before using this option 4 Verify Database checks your database for inconsistencies Use this option if you are receiving error messages when operating the program Utilities Daily Charger Calendar Change Date Time System Information Show Vacant Units Ctrl U Quick View Ctl O Daily Charger runs the very important Daily Charger function The Daily Charger charges rent and late fees to your tenants as appropriate along with numerous other important program functions Calendar displays a calendar on your computer screen for reference Change Date Time allows you to change the computer date and or time The computer date and time are displayed near the upper right hand side of the
162. he total number for that size code of complimentary units at the facility Complimentary Percentage the percentage of units which are complimentary for each size code Unrentable Units the number of units of each size which have been designated as unrentable Unrentable Percentage the percentage of units for each size which have been shown in the Unrentable Count column Totals Appropriate totals are provided for each column which reflect the performance at the site level 124 e Report Descriptions Chapter 5 Report amp Graph Menu The Vacancy Report provides a complete listing of all vacancies excluding unrentable units at the facility This report can be used to reconcile rented units with vacant units to assure that no units are being rented without being entered into the system Waiting List Report The Waiting List Report shows all names entered into the waiting list The report provides the name and address of all potential tenants who have been entered on the waiting list It also shows the desired sizes and or units for those potential tenants Zip Code Analysis Report The Zip Code Analysis Report is one of the many excellent tools available within WinSen Property Manager to assist you in marketing your facility The information contained in this report is as follows e Zip Code provides a listing of all zip codes reflected in your system database e Count prints the number of tenants renting space from each
163. hown above for the Unit Rate This field also cannot be edited Chapter 6 Maintenance Add Remove Units e 161 Adding Units It is important to realize that all new units are added to the end of the list regardless of the unit number and the system will sort the units into ascending order when you save your changes There are two ways to add new units 1 Press the Add button The system will add a new unit number with the same size code as the last one displayed and a unit number interface number and walk number incremented by one Then the cursor will move to the newly added unit where you edit the unit number size code interface number and walk number to match the unit you are adding 2 Check the Auto Adding box If the Auto Adding box is checked the system will add a new unit each time the cursor is on the unit number field in the last row of the list of units and you press the down arrow key to move to anew row The unit that is auto added by the system will have the same size code as the last one displayed and a unit number interface number and walk number incremented by one You then edit this information as necessary to match the unit you are adding Continue adding new units using either of the above methods until all units have been installed Then press the Close button to save your changes and exit Deleting Units To delete a unit place the cursor on the row which contains the unit you want to del
164. ice column of your late cycle schedule It will not print a letter the day before or the day after If it did the tenant would get a letter every day Therefore if you enter Late letters and mailings and there are no letters queued up and you manually select the letters then choose Print Selections no late letters will be printed The example above shows that Billing Late Letters 1 3 5 and In Process Lien are highlighted indicating that one or more of these letters have been queued up to be printed at some time during that day Other mailing options would also be queued up for printing if conditions exist that dictate other mailings Letters This box shows the letters that are currently selected to be printed You can select or deselect a letter by clicking on it with your mouse Second Contact Letters The system has the capability of printing Second Contact letters for each primary notice This option must be specified in the tenant record see Assign Tenant or View Edit Send Duplicate Notices to generate such a notice for a specific tenant This box allows you to select whether or not to print second contact letters as follows Chapter 2 Daily Operations Late Letters amp Mailings e 65 1 All Selecting this option will cause a second contact letter to be printed for each primary tenant whose Send Duplicate Notices field is checked 2 Selected This choice will cause the system to pause ea
165. icularly when sorted by tenant name Management Reports Advertising Effectiveness Report The Advertising Effectiveness Report is another tool to track the reasons why a tenant has chosen your facility Up to ten categories can be included and the information is normally gathered at the time each tenant rents a unit This report provides the following information e Advertising Option the name you have assigned to each specific advertising category to be tracked e Total Count the number of current tenants who have stated that they chose your facility for that reason each advertising option category e Percent of Units the percent of your total occupied units except complimentary and pre leased that have stated this reason for renting e Residential Count amp Percentage the number of residential tenants by number and percentage who chose your facility for this reason e Commercial Count amp Percentage the number of commercial tenants by number and percentage who chose your facility for this reason Note This report addresses only current tenants and occupied units excluding complimentary and pre leased Since a tenant may indicate more than one reason why they chose your facility and others may not indicate any reason at all the site totals provided may not equal 100 If a tenant does not state a reason for renting or if the reason is not entered into the system that unit will not be counted on the report
166. id to Date If the tenant is set to receive bills Thus if a tenant pays you six months worth of rent the Next Bill Date will also be advanced by six months If this option is not checked no advance of the Next Bill Date will occur during payments Require Proof Edit Reconciliation If this option is checked the system will require that a successful Proof Edit be done before the daily close can be performed This option is recommended because it is much easier to catch and correct mistakes that may have been made during the day before the close is done Once the close is done mistakes are much more difficult to correct See Proof Edit Reconciliation on page b9 for more information Require Backup before the Close If this option is checked the system will require that a backup be done before the close Allow View Edit Rate Change This option controls whether or not a unit rate can be changed in the View Edit function If it is not checked the unit rate cannot be changed in the View Edit form Note Ifa unit rate is changed in the View Edit function a type 60A transaction will be generated and placed in the tenant s record 142 e Site Setup Chapter 6 Maintenance Allow View Edit Change To Type Of Late Charge This option controls whether or not a unit s Late Charge Type can be changed in the View Edit function If this option is not checked the only place this field can be changed would
167. ies Menu an information box similar to the following will appear System Information Ea Current Directory G wINSEN Running Program s Name G WINSEN WINSEN EXE Window s System Directory C wINDOWS SYSTEM Window s Directory C wINDOWS DOS Version 7 10 Floppy Drives 2 Window s Version 3 95 Mode 386 Enhanced CPU Type 80486 Coprocessor Present Free System Memory 24 088 KB Resources 69 EMS Memory 0 KB Serial 3 Parallel 3 Network Type Microsoft or Lantastic ID STEVE Hard Disk Capacity 1 999 994 880 bytes Free 104 824 832 bytes This information can be useful to check things such as the free space on your hard drive the amount of system resources available number of ports installed etc Show Vacant Units This convenient feature allows you to quickly check your vacant units It can be accessed from anywhere in the program You can access it in two ways select it from the Utilities menu or press lt Ctrl U gt the Ctrl key and the U key at the same time The following dialog box will be displayed Show Vacant Units x Available Sizes Vacant Units OK Cancel Help Hdl Waiting List Rate 45 00 t Vacants 4 Deposit 5 00 Utilities System Information e 175 Size Code In the list of size codes click the desired unit size The system will then show all vacant units of that size how many were found the rate and the deposit Waiting List Click the Waiting List button to dis
168. ify that the appropriate units are unlocked or overlocked Month to Date Rental Activity This report provides a summary by unit size of the rental activity for the month up to the time the report is printed It is sorted by size code and includes the following information Size Code the one or two character designation representing the physical size of a group of units Size Description the physical size for each size code e g 5 X 5 Total Number the total number of units by size code at the facility Total Square Feet the total rentable square feet for each size code Standard Rent the standard monthly rate for each size code Start Number the number of units for each size code which were rented at the beginning of the month the report was printed Start Square Feet the total square feet by size code of the rented units at the beginning of the month Move In Number the number of move ins for the size code since the beginning of the month 118 e Report Descriptions Chapter 5 Report amp Graph Menu Move In Square Feet the total rentable square feet of the move in number of units Move Out Number the total units for each size code which have been moved out since the beginning of the month Move Out Square Feet the total rentable square feet which are associated with the move out number of units Current Number the present number of units for each size code which are rented as of
169. ill be displayed and Contact Ying Demo Adv Insurance V Save Policy Number 4567 901 Cancel Coverage 5000 00 x Quick Move in Premium 11 00 Theft 50 To Issue an Insurance Policy for the New Tenant Check the Insurance box by clicking it with your mouse and enter the insurance policy number if applicable Next select the desired amount of insurance coverage from the drop down list The charges due for the insurance will be calculated appropriately and added to the move in balance Security Information tab This portion of the Assign Tenant process is used to enter Security Information pertaining to the new tenant such as the gate access code time zone access level etc Select this tab from the Assign Tenant form to display the following form 56 e Assign Tenant Chapter 2 Daily Operations Demo Ady Insurance Security Passcode Save Card Number os Cancel Time Zone 1 Late Access p j Quick Move in Access Level DAccess Level 0 Other parties Passcode and Card Number Enter the customers passcode and or card number as appropriate The passcode field is used if you are using keypads for access to the facility while the card number is used if you are using cardreaders Time Zone and Access Level The Time Zone selection allows you to assign your new tenant their gate access hours To assign the time zone for this tenant select the desired choice from the drop down list Not
170. in Lien Late Letter 5 Prelease Forfeit Today only Refresh Rate Change All units Ec Special Mailing Select a Returned Check A F ee Deselect all_ Final Lien Welcome Letter Thank You Letter Cancel All of the options except Special Mailing are controlled by the system i e the system will queue up highlight a given notice based on preset parameters or in response to a specific situation For example the 1 through 5 late letters are controlled by your late cycle schedule as defined in Site Setup Others such as the Returned Check letter are queued up in response to posting a returned check to a tenant s record How the System Determines When to Print a Late Letter The Daily Charger queues up late letters by comparing each tenant s number of days late to the number under the Notices column in your late cycle schedule defined in Site Setup The days late number is calculated by subtracting the tenant s paid to date from the current date If these two numbers match the appropriate late letter will be highlighted When you first enter the Late Letters function the letters that were queued up by the charger will be preset highlighted If none of the options are highlighted it means that the Daily Charger did not find any tenants who need to have a letter sent to them The system will only print a letter to a tenant when their days late matches the Not
171. inSen option to run the WinSen Setup program If for some reason the WinSen Installation System does not run automatically point to the Start button to display the Start Menu You can also bring up the Start Menu by pressing lt Ctrl Esc gt From the Start Menu choose Run then type D Setup and click OK This assumes D is your CD ROM drive if this is not the case use the appropriate drive letter The WinSen setup program will run An introductory message will be displayed recommending that you backup your data before installing an update If you are installing an update and have not backed up your database do so before continuing Click OK to display the Welcome dialog After reading the messages in the Welcome dialog click Next 6 e Installation from CD ROM Chapter 1 Introduction 6 10 The Software License Agreement dialog will be displayed After reading the Software License Agreement click Yes to continue You must click Yes indicating your acceptance of the agreement to install WinSen You will then be given the option of Express Complete or Custom setup Express installs WinSen with the most common options and is recommended for most users Complete installs all WinSen programs Custom allows you to choose which programs to install the destination folder and the start menu folder to place the WinSen icons into Select your preferred installation mode and click Next The Start Installation dialog will be di
172. information e Size Code the code assigned for that particular size unit at your facility e g A B C AA etc e Size Description the physical dimensions of a particular unit size e g 5 X 5 This information is printed directly to the right of the corresponding size code e Total Units the total number of units of that size on the facility e Unit Rate the standard monthly rate for that unit size at your site e Potential Gross the total monthly revenue that would be attained if all units of that size were rented at the standard monthly rate e Number Rented the total number of units that are rented for that size at the time the report is printed e Percent Rented the percent of that unit size which are currently rented number rented total units of that size e Potential Rent the monthly revenue for that unit size that could be attained if the Number Rented were rented at the standard rate e Pre Leased Units the number of units in that size code which are pre leased 106 e Report Descriptions Chapter 5 Report amp Graph Menu Complimentary Units the number of units of that size that are currently occupied but no rent is collected Complimentary Loss the amount of revenue calculated at standard rates that is lost since these units are being provided on a complimentary basis Unrentable Units the number of units in that size which have been designated as
173. information Information shown is the Name Address Lines 1 and 2 City State and Zip Code Fill in the data as appropriate Phone Numbers These fields are for the home phone business phone fax phone and mobile cellular phone numbers Fill in the data as appropriate License and Tracking Number Use the License Number field for the tenant s license number The Tracking Number can be used to record any information e g lease agreement number social security number etc E Mail Address Fill in the tenant s E Mail address if applicable Future versions of WinSen may have the ability to E Mail notices to tenants RV Length The RV length is used to calculate the unit rate during a move in if you charge by the foot for RV storage Language The language option is used if you wish to print different late letters for some tenants than others For example you could have tenants who prefer to receive mailings in Spanish To support this you would create a sub folder named Spanish in your WinSen installation folder You would then copy your spanish language letters into that sub folder and select the Spanish option in the Language drop down list for the applicable tenant s Those tenants would then receive the Spanish language letters Chapter 2 Daily Operations Using the View Edit Tenant Form Window e 29 To establish a list of language options it is necessary to modify the langn variables in the win
174. ing a miscellaneous charge miscellaneous credit or monthly charge select the appropriate account from the list then enter the amount to be charged or credited depending on the type of transaction When you have entered all necessary information press the OK button to close this window and return to your previous form Chapter 4 General Operations Miscellaneous Account Windows e 91 The Paid By Window Whenever you perform a transaction where money is to be collected the system will display the Paid By Window Paid By Ed r tash 0 00 mes Check L_ox__ Check 0 00 Bank Cancel P e i la Total Due Help The Paid By Window allows you to enter the method of payment Cash Check or Card Credit card Ifthe payment is not a combination of these you can quickly enter the payment amount by clicking on the appropriate check box For example if the amount due is 19 84 and the tenant is paying you the total amount in cash click on the Cash check box and the system will fill in the 19 84 for you in the Cash field Then click on OK to complete the payment If the payment is a combination payment a mixture of cash and check for example merely enter the amounts in the appropriate entry box Then choose OK to complete the payment Some of the program functions allow a transaction to be completed without payment for example Change Due Day In this case merely choose OK without e
175. ing advanced by this payment For example if there is 33 87 in past due rent due to a transfer or rent due day change and you post 40 towards rent and the paid to date is not being advanced by this payment the tenant would get a credit for 40 00 33 87 or 6 13 Additional number of months to pay If the tenant s rent is not due yet you will need to enter the number of Additional No months to pay in this field Enter the appropriate number of months in most cases this will be 1 then press lt ENTER gt The system will respond by filling in the normal amounts the monthly amounts due times the number of month s to pay you have entered in the Due column and positioning the cursor in the Rent field under the Pay column If the tenant s rent has already come due you do not need to enter anything in this field unless the tenant is paying additional months beyond what has already been charged Chapter 2 Daily Operations Payments e 43 Prior Credit A customer might have a prior credit on their account from previous over or partial payments or credits given In this case when you bring up the unit in the Payment window a message will appear on the screen asking if you want to apply the prior credit The answer you should give to this question depends on the circumstances of the transaction Let s take a look at some specific situations Situation 1 A tenant has a 10 00 prior credit Their unit rate is 70 0
176. ining to the picture To delete a picture select the one you wish to delete using the data control bar then click the delete button Click Cancel to exit without saving your changes and Close to save and exit Chapter 3 Other Tenant Operations Pictures e 89 General Operations Miscellaneous Account Windows The Miscellaneous Account windows are used when you are issuing Miscellaneous Credits Charges selling inventory items or assessing Monthly Charges to a unit They are accessed from the various tenant forms by pressing the key when the cursor is on one of these fields or by double clicking on one of the fields with your mouse Shown below is a typical Miscellaneous Account window Miscellaneous Charges x uantity Price each 450 STAG Cancel Hep l Account Disc lock 7005 Account Small Box 7010 Account Cleaning Charge 475 EEEE E BANAN Account 0 00 Account 0 00 0 00 Total Press F1 for help To use this window you first select the proper account or inventory item from the drop down list Up to five different accounts or inventory items can be involved in a given transaction If you are selling an inventory item first select the item from the drop down list then enter the quantity sold The system will multiply the quantity by the price to arrive at the amount therefore you cannot enter the amount directly when selling inventory If you are issu
177. int duplicate notices late letters billings etc to the 2nd contact party listed here Other Amount Due Tenant Info 2ndContact ___ Biin Demo Adv V Send duplicate notices Save 2nd Contact Cancel Address 5421 Depew Court Quick Move in City State Zip 80228 Home Phone 303 366 9877 _ Business 303 541 2545 Fax sd ema o Send Duplicate Notices Check this box if you wish to have the system print duplicate notices to the 2nd contact party 52 e Assign Tenant Chapter 2 Daily Operations 2nd Contact Name Address Phone Numbers E Mail Address These fields are for the 2nd contact name address lines city state zip home business and fax phone numbers and the 2 contact E Mail address Fill in the data as appropriate Billing Information tab Select this tab to enter billing information about this move in Amount Due Tenant Info Demo Ady Tee Sae Save Send Bill thl X Next Bill 2 22 2001 end Bill Morry m Next Bit 272220 _ Credit Card Type Quick Move in Number 1234123412341238 Expiration Date 2 28 2001 Automatic billing X Late Type Normal gt Late Fee Cycle Normal Late Cycle Expected vacancy 4 1 2001 V Automatic rate change allowed Taxable Check this box if the new tenant is taxable In most cases you should check this box unless the tenant is a tax exempt entity such as a religious organization If your facility doesn t have to char
178. is form 1 Save saves your changes and exits 2 Cancel cancels your changes 3 Help displays the on line help system WinSen Electronic Manager Site Setup If you have WinSen Electronic Manager there will be 2 additional buttons used to add and delete site records and a data control bar used to change sites An example form is below 130 e Site Setup Chapter 6 Maintenance Site Setup Site 2 Iof Xx Auction Info LienCharges Insurance Premium Amounts Site Name System Dates Late Cycles Fees Printer Setup Site Name Sentinel Secure Storage 2 Address 1620 Kipling Street city State CO Zip 20215 Phone 303 242 2000 Fax 303 242 2011 Cancel Help Manager E mail Barker SentinelSystems com Rate Charge First of the month Interface Wins en Sentinel gt Site Operations Sales Tax Rate Add Use Tax Rate Delete Site Business Tax No 30976 11 14 4 Record 3 of 3 P I Press F1 for help The Add button is used to add a new site record Up to 99 sites can be added The Delete Site button deletes the currently selected site Note that this does not delete the units or the financial information for the site only the site record Use the data control bar to move from site record to site record The first site record is for the main office and is not used for any units Then there should be one or more additional records for the sites Thus there will always be at least
179. it number and the second format is sorted by date The reports provide the following information e Unit Number the unit number e Trans No the transaction number e Date amp Time the date and time the transaction occurred 116 e Report Descriptions Chapter 5 Report amp Graph Menu e Rent Use Tax Insurance etc these columns detail what happened on the particular transaction For example a 20 00 entry in the late fees column would mean the tenant s late fees were reduced by 20 00 while a 20 00 entry in the rent column would indicate that 20 00 in rent was added to the unit balance e Balance the tenant s balance after the Editor change transaction e Paid to Date the tenant s paid to date after the Editor change transaction The Editor change reports allow you to review all changes that have been made to your customer records using the Editor program It is a valuable tool to be sure that this program is not being misused Expected Vacancy Report The Expected Vacancy Report provides a current view of future vacancies within the facility These are listings of tenants who have informed the site they will be vacating their unit s The information contained on the report is as follows e Unit Number amp Customer name the number and customer name e Size Code prints the size code associated with the particular unit e Size Description prints the size description e g 5 X 5 of
180. ity information ormation on page Note For more information on Time Zones and Access Levels or if you need to change the actual gate hours or the access level definitions see the WinSen Sentinel manual Interface Number This is the unit number that will be sent to certain access control systems whenever there is a transaction involving the gate e g move in move out transfer lock out or re admit This is a separate field to provide support for alpha numeric unit numbers To change it see Add Remove Units on page Additional Fields In addition to the above fields the system displays on this form a number of other variables within the database relating to this tenant record These fields are for viewing only and appear as follows e Leased a checkmark indicates that the unit is leased e Locked if checked indicates the unit is locked out their gate code is deactivated e Onsite if checked the tenant is on site they have keyed in to the site but have not exited The next three fields only apply if your installation is a door alarm system e Permanently disabled if checked the alarm on this unit is a permanently disabled alarm PDA This means the alarm is disabled on this unit until it is re armed by the system operator To disable or enable this unit alarm on a permanant basis see Change Security information on page For more information see the WinSen Sentinel manual e Timed disabled i
181. ity on hand or a negative number to decrease the quantity on hand For deliveries enter the number of items delivered On Hand This field is for reference only and cannot be edited It shows the number of units currently on hand for the selected item It will be updated after completing the adjustment transaction Record Click the Record button to record your adjustment The system will display a confirmation message and the On Hand field will be updated to reflect the change Reports The Reports tab allows you to print Inventory Control reports Reports Inventory Transaction Detail Output options Print Report i Printer Report options oo Printer Ow OFile Cancel CMTD CYTD Close Help Add inventory reports to main report menu Report amp Report Options Report From the drop down list select the report you would like to print The available reports are e Inventory Items provides the item description vendor vendor part number reorder point quantity on hand linked account number tax type and the retail price for each inventory item in the database This report is used for an overview of your inventory items e Inventory Stock Status shows the item description vendor vendor part number reorder point quantity on hand and a reorder now column The reorder now column will show xx for any items that need to be reordered now The report is used to indicate which
182. ize e g 5 X 5 e Standard Rate the standard monthly rental rate for each unit size e Standard Deposit the standard security deposit for each unit size at the facility e Square Footage the square feet for each unit size e g the 5 X 5 unit would show 25 in this column e Total Units the total number of units for each size code on the site The Size and Rate Report provides an instant summary or unit mix monthly rental rates and security deposit requirements for the facility Tenant Longevity Report This report is another tool to assist you in your marketing efforts It provides information on how long your tenants have been staying with you It provides the following information e Time Period the time period e Tenants the number of tenants who have been with you for this time period e Percentage the percentage of tenants who have been with you for this time period e Total the total number of tenants on the report Pre leased units are not counted The Tenant Longevity Report provides at a glance a graphical analysis of the length of time your current tenants have been with you and seasonal information on which month you have had the most move ins It is another excellent tool for management of your marketing efforts Tenant Movein Breakdown Report This report summarizes the number of moveins occurring during each calendar month Information from the last 12 months will be presented It allows yo
183. k containing your backup data into the source drive Then select this option from Maintenance Database Operations to display the following dialog Source Path FS WINSENO3ZIP 10 13 1998 12 13 eae WINSENO2 2IP 10 12 1998 12 04 WINSENO1 2ZIP 10 11 1998 12 00 Hel Backup Sets WINSENOO ZIP 10 10 1998 12 12 mep Test Fix Zip L_Restore_ __Cencet _ tele Beata Chapter 6 Maintenance Database Operations e 169 Source Path Backup Sets This is the path to the backup set s and the list of backup sets found on that path If you back up to a floppy drive this will normally be A In the example we have been backing up to the F drive which is a ZIP drive Therefore the list in Backup Sets shows 4 different backup sets from the previous 4 days The backup sets are listed in date time order Select the backup you wish to restore from the list Normally this will be the most recent one Automatically overwrite existing files Select this option to automatically overwrite files on the hard drive with files on the backup set If this option is not selected the system will prompt if you wish to overwrite files during the restore procedure Restore After selecting the desired source path backup set and overwrite option click the Restore button to perform the restore procedure Test Fix Zip This button allows you to test and or repair the ZIP files on the backup media It should not normally be necessary to use thi
184. k the tabs with your mouse to display and edit the following Chapter 3 Other Tenant Operations Process Lien Status e 85 Lien Charges Ten lien charge entries are available Type in a brief description of the lien charge e g Cut Lock Inventory etc and the amount of the charge The total of these charges plus any applicable tax will be added to the tenant s account when the lien record is saved Inventory Prior to placing a lien on the contents of the unit you may need to cut the lock and inventory the tenant s goods This form is used to record a description of the inventory of the unit You can enter the data in any format you wish Auction Info Record the location date and time the auction of the tenant s goods will take place Saving your changes When you have finished filling in all relevant information choose the OK button to save the changes you have made The result of doing this will depend on the current status of the unit as follows If the tenant is not in Lien Status this will place them into Lien Status 0 and exit from the Lien form If the tenant is already in Lien Status the system will ask if you want to Complete the Lien If you are only updating the lien record and wish to keep the tenant in lien status answer No Your changes will be saved and the lien form will close If you have auctioned off the tenant s goods or if they have come in to pay their balance answer Yes
185. l have a number of options For information on these options see Report Viewing Form on page 78 e Tenant History Chapter 3 Other Tenant Operations e Output to File the history report will be printed in comma separated values format to a file named XXXXXXXX CSV where XXXXXXXX is the name of the original report file For example tledger rpt is used to print the tenant ledger If you output your report to a file tledger csv will be created in the same folder where WinSen is installed These files are intended to be read by other programs such as spreadsheet or database programs not directly by people When you have finished selecting your options choose the OK button to generate the history report Print a Letter Normally all late letters billing notices rate change notices etc are printed through Late Letters and Mailings However there may be times when you wish to quickly print a notice to a tenant without going to that function This option available from either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table allows you to do this Choose the Letter button from the Toolbar on either form to display this form Print a Letter x Unit 00101 Name Jett Joseph J Output options Printer Window File Cancel Printer dAd Help Press F1 for help The unit number and customer name are displayed at the top of the form To
186. lculations Otherwise the number of days in the month is used Manager Backup Name of program used to If set WinSen will use this program to do backups perform database backups Otherwise the built in backup procedure is used Sentinel ComputerNamen Name of computer running Applies to network multi site EM version only and only WinSen Sentinel for a necessary if you have multiple copies of WinSen Sentinel specific site each controlling a different site n should be equal to the site number for the workstation computer running WinSen Sentinel for that site For example ComputerName1 Serverl means when a transaction occurs on site 1 communicate the change to WinSen Sentinel running on the computer named Serverl1 Sentinel ConfigSounds Any valid program name When set the system will use this program to configure the system sounds Otherwise the standard control panel applets are used Manager Langn Name of lanquage e g n language number For example Lang0 English means English Spanish etc the first language defined is English Lang1 Spanish The name must conform to denotes that the second language defined is Spanish Use as DOS 8 3 file naming many entries as are required to make the complete language conventions list ICVerify RequestDir Name of folder to create It is normally unnecessary to set this variable If not set request files for ICV erify WinSen will use its installation fol
187. ll Customer Program double click its icon in the WinSen group The following form will be displayed Installing Your Existing Tenants e 197 1 Install Customer d i O x ji mji aa 12 J Aeri Oe Fy i E Ta j a Ez Payment Moveout Transfer Notepad Reminder Letter History Due Day Security Lock Cancel Lien Status Policy Return d Picture Calc Unit 00029 Size 5x10 Cust ID Status Empty TT Tenant inf adone Y Bino Yeo Unit 00029 Find Unit Save Name Cid Cancel e Waiting List Ciy ste z re Find Tenant License Trackin mobie RY Length ti ssid E mail c 7 Language English x 14 4 Record 1 of 3 gt Dl Press F1 for help The Install Customer form is essentially the same as the View Edit Tenant Form with some additional buttons At the top is the Toolbar which allows you to perform various tenant operations as described in The Toolbar on page P5 during the Install Customer process the Toolbar functions are limited to entering Notes entering Reminders and using the Calculator Immediately below the Toolbar is found the Unit Size Customer ID and Status of the unit Below this line is a series of Tabs that you click with your mouse to enter edit and display specific information about your existing tenant Since this form is the essentially the same as the View Edit form please see Using the View Edit enant Form Window on page B8
188. llowing operations on your WinSen Property Manager database 1 Restore Database restores a backup of your database CAUTION use this option carefully since it will overwrite the current data with the data from the backup Do not confuse this option with the backup all data option in End of Period Processing If you were to accidentally restore an old backup it could be a disastrous situation 2 Rebuild and Compact Database file repairs your database if it has become damaged CAUTION you should backup your data before using this option 3 Compact Database file compacts your database This is desirable from time to time due to the nature of the database format CAUTION you should backup your data before using this option 4 Verify Database verifies your database This option will check your database for invalid or null values Use this option if you are receiving invalid use of null error messages when operating the program To access these options select Database Operations from the Maintenance menu A sub menu will appear with the options Select the desired operation and proceed as explained in the following sections Restore Database This will restore your database from a set of backup disks It is the opposite of backing up and will overwrite the database on the hard disk with the data contained on the diskette s It is normally only done in unusual circumstances e g a hard drive failure Place your dis
189. ly you can ignore the New Size Code field Units to be affected This field is used to specify the units to be affected by this rate change Note that the standard rate in the below choices refers to the standard rate for that particular unit size as shown in the Size Codes option under Maintenance on the day the rate change takes effect Note The Automatic Rate Change check box in the Unit Status tab of the View Edit Form form must be checked for a tenant to have their unit rate changed by automatic rate changes Chapter 6 Maintenance Rate Change Options e 163 Select the desired option from the drop down list The choices are Only unoccupied units the rate change will affect vacant units only An alternative to this type of rate change is to go into the Size Codes option in Maintenance and change the standard rate for the size code Then the vacant units will be updated with the new rate during the next Daily Charger Occupied units below the standard rate the rate change will affect all occupied units that are below the standard rate Occupied units with the standard rate the rate change will affect all occupied units that are at the standard rate Occupied units above the standard rate the rate change will affect all occupied units that are above the standard rate All occupied units the rate change will affect all occupied units All units below the standard rate the rate change will affect all units that are
190. m will move out the tenant ask if you want to print a receipt and the unit will be available to rent The prepaid rent and deposit if any will be shown on the closing reports as being refunded If for some reason you are not refunding all or a portion of the security deposit merely change it to the amount being refunded before clicking the OK button The actual refund can be handled in any manner desired by the site e g A refund check will be mailed to you by our home office within a few days If you are not refunding prepaid rent Using your mouse move the cursor to the Days field under the Credits section and change the number shown to 0 Do the same if there are any whole months of prepaid rent shown as needing to be refunded This will change the refund amount to zero Then press OK to complete the moveout Normally the Days and the Months credit fields will be used in tandem i e it may be the policy at your facility to not refund any unused days of the current month but do refund any whole months of pre paid rent For example your customer moves out on June 25th but has paid for his her rent through July 31st He she has five days the time remaining in June and all of July pre paid It may be the policy of your site to provide credit and refund if appropriate for July s pre paid rent but not for the remaining days of June You can accomplish this by entering the appropriate numbers in the Da
191. me corrupted due to a power outage power surge hard drive failure etc Note We recommend that you backup your data before performing this procedure When you select this option the following form will be displayed 170 e Database Operations Chapter 6 Maintenance Select the database file to rebuild 2x File name Folders manager mdb g winsen empty mdb eventdes mdb manager mdb panel mdb Cancel ETS E winsen C data Network dii panel2 mdb rscm mdb sentinel mdb List files of type Drives Database Files mdb x g File Name Enter the file name of the database you wish to rebuild By default manager mdb will be highlighted since that is the database file for WinSen Property Manager Then choose OK to rebuild the database Compact Database File Due to the nature of the database format used by WinSen Property Manager the database file can tend to become fragmented and larger than necessary after a time This option compacts the WinSen Property Manager database making it smaller and access to it faster Note We recommend that you backup your data before performing this procedure When you select this option the following form will be displayed Select the database file to compact 24x File name Folders manager_mdb g winsen Cancel empty mdb eventdes mdb manager mdb panel mdb Sy g 8 3j winsen C data Network ii panel2_mdb rscm mdb senti
192. mount of rent to be refunded during a moveout if necessary Print Charger Reports This option controls whether or not to print out the Daily Charger report when the Daily Charger is run each morning Check this box to always print a copy of the report The report will still print if any of the following occur during the Daily Charger a reminder is due an autobill transaction is due a Pre Lease forfeit is pending or an Auto Lien transaction is made Automatically Print Notices with Charger This option will cause the system to print late letters billings and other mailings automatically when the Daily Charger is run each morning When this option is checked you will not have to go into the Late Letters amp Mailings function to print notices unless you need to print a Special Mailing or if you have processed liens today and you need to print the In Process or Final lien letters to those tenants Automatic System Catchup This option allows the site to catch up the system when the rental office has been closed for 1 or more days If this option is checked when the system detects one or more missed daily chargers and closes it prompts the manager if they would like to catch up the system for the missed days If the Chapter 6 Maintenance Site Setup e 143 manager chooses to do so the system will run the chargers and automatically print the late letters amp notices for the appropriate days then advance th
193. mples Rent Coming Due Report This report provides the amount of rent coming due within the next 30 days The amounts reflected on the report do not take into consideration prepaid rents It includes the following information e Unit Number amp Customer name the number and customer name e Rent Due Date the specific date the rent will be due for each tenant shown e Current the amount which will be due on the rent due date or the current past due amount The Rent Coming Due report gives you a good idea of the amount of rental revenues you can expect to receive within the next 30 days Security Deposit Report The Security Deposit Report lists all tenants who have paid a deposit in connection with renting units This report is normally printed in ascending unit number order and contains the following information e Unit Number amp Customer Name the unit number and customer name e Deposit Amount the amount of security deposit being held for that tenant e Totals the total potential and actual dollar amounts of security deposits for the facility This includes current tenants including those in lien status but does not include amounts for tenants who have moved out The Security Deposit Report will provide you with information on all current tenants who have paid security deposits Site Exception Report The Site Exception Report lists all units that are an exception e g all units that are in
194. n of the Site Summary report Rent Credit this number is 4005 Moveout Refunds under the Credit column subtracted from 5001 Rent Debit on the trial balance This amount will be increased from prior credit used in the Daily Transactions screen Prior credits will generally be from partial or overpayments made in the Daily Transactions screen but could also result from transferring a tenant from a larger to a smaller unit This amount will be decreased by moveout refunds rent that was refunded on a moveout shown on the trial balance as 4005 Moveout Refunds Prelease Credit This amount is from Prelease Deposits used when assigning a tenant who is Preleased you are holding the unit for them The prelease deposit if any will be subtracted from the move in charges in this situation It is shown on the trial balance as 5003 Prelease Deposit Debit Misc Credits this amount is from Misc Credits issued by the system operator during move ins move outs payments in Daily Transactions Transfers Etc All Misc Credits issued will be summarized here For details on the ten Misc Credit accounts refer to the trial balance accounts 6001 6099 Debit column Security Deposit this amount is security deposits used to pay rent and or other charges during a moveout or lien process Bad Debt the bad debt number results from moveouts with a balance due that is unpaid When yo
195. n page 177 for a complete list of filenames used by the system e Inthe Type of Mailing box choose the type of mailing The choices are Individual By Unit Status By Size Code or All Tenants Chapter 2 Daily Operations Late Letters amp Mailings e 67 If you select Individul in Type of Mailing the Special Mailing will be printed for a list of units which you enter in the Unit Numbers box Separate the units with a semi colon character If you select By Unit Status in Type of Mailing the Special Mailing will be printed for all units in the selected Unit Status A drop down list will appear where you select the Unit Status options The Unit Status options are as follows Delinquent Tenants Overlocked Tenants Lien Process Tenants All Delinquent Tenants Rented Units Not Delinquent Complimentary Units Pre Leased Units Access Control Only Units Monthly Billing Tenants Quarterly Billing Tenants Semi Annual Billing Tenants Annual Billing Tenants All Tenants being Billed If you select By Size Code in Type of Mailing the Special Mailing will be printed for all units that are the selected size code Choose the desired size code from the drop down list If you select All Units in Type of Mailing the Special Mailing will be printed for all occupied units Click the OK button to print the Special Mailing When the printing is finished you will be returned to the Late Letters and Mailings form End of Period Processing The
196. n reflects the amount of prelease deposits forfeited e 1005 and 1006 address Returned Checks and NSF fees Returned Checks and NSF fees will appear under the Credit column when they are re claimed picked up and paid for by the tenant They appear as Debit entries when posted e 1007 1008 and 1009 Late Fee Lien Fee and Lien Sale will appear under Credit when amounts are collected and entered into the system in these categories e 1010 and 1011 Use Tax and Merchandise Tax reflect the amount of tax collected for each category Use Tax usually applies to rent and Merchandise Tax reflects the amount of sales tax collected by selling locks etc These appear as credits when amounts are collected and entered into the system e 1012 Insurance Premium is related to the premium collected for the sale of Tenants Contents Insurance The appropriate amounts will appear as credits when entered into the system e 1013 Administration Fee reflects the amount of one time administration fees charged during move ins collected This amount appears as Credits 108 e Report Descriptions Chapter 5 Report amp Graph Menu e 2001 through 2099 Monthly Charges Credit these are the amounts collected for Monthly Charges accounts you have established to capture recurring monthly charges in addition to rent and are accessed through Assign Tenant and Daily Transactions They are established or changed in Site Setup e 3001 thr
197. n the system relating to the currently selected unit if the unit is occupied It is available from either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table by pressing the History button on the Toolbar When you choose this button you will see the following form Tenant History x Unit 00101 Name Jett Joseph J Report Tenant Ledger summary amp transactions M Print Report P Cancel Output options Cea Pior OFile Help Press F1 for help Report Select the report you would like to print from the drop down list The choices are as follows e Tenant Ledger summary amp transactions this option prints both a summary of the tenant s account and the transactions that have occurred to the unit e Tenant Ledger prints just the summary of the tenant s account e Transaction History prints just the transaction history Output Options You can choose to have the history report printed to your Printer to a Window or to a file by clicking the appropriate choice e Output to Printer the history report will be sent to the currently selected printer To change the destination printer choose the Printers button and the Printers form will appear For more information on the Printers form see Select Printer 7 on page e Output to Window the history report will be printed to a window After the window appears allowing you to view the report on the screen you wil
198. n your Tuesday disks and so on Handling your backups in this manner will give you an extra measure of protection for this vital financial information We further recommend that separate diskettes be used for Monthly Quarterly and Yearly Closes This allows separate archiving for these important dates You should replace your backup disks about every six months The cost of new diskettes is small compared to the cost of potentially having to re enter your entire database For information on performing a backup see Backing up Your DatabaseT on page fro How to get Additional Help Should you encounter a problem e Read the appropriate section in the manual e Call fax or write us at Sentinel Systems Corporation 1620 Kipling Street Lakewood CO 80215 Voice 303 242 2000 Toll free 800 456 9955 Fax 303 242 2011 Internet www SentinelSystems com Facilities covered under warranty or with a current software support agreement will receive free telephone support Other sites will be charged at the prevailing hourly rate in ten minute increments Modem support is also available Chapter 1 Introduction How to get Additional Help e 21 Daily Operations Running the Program Windows 3 x To run the program you must be running Windows Go to the WinSen program group and double click on the WinSen Property Manager icon V w WinSen Property Manager Windows 95 98 Point to the Start button then Prog
199. nant has a group of units and for some reason does not pay the total amount due for the entire group you will potentially need to post two payments one for as many units in the group as are being paid for in full and one to reflect any partial payments Multiple Payment Transaction Types When a multiple unit payment is completed the system will write one transaction for each unit involved The money that is collected will be posted to the transaction written to the first unit that is included in the payment not necessarily the primary unit because you can choose not to include it This transaction is the primary transaction for the group payment and it s type will have an 8 as the first character and a 5 as the third character The middle character in the transaction type designates the type of payment e g cash check or card Thus if a multiple unit payment is posted for 500 cash the primary transaction will be a type 815 Each additional unit involved in a group payment will have a secondary transaction type 890 written to its record This transaction will reflect the amounts applied e g rent late fees monthly charges etc but will not show any money collected since the revenue is all posted to the primary transaction as noted above Completing the Multiple Unit Payment To complete a multiple unit payment ensure that all units to be included in the payment are selected in the Pay field and that t
200. nctions using the Configure Access Levels option under the Maintenance menu The program can also be configured to require no passwords at all if you prefer For complete details refer to Password on page l The program initially contains three pre set passwords as follows Operator XXXXXXX Seven X s Manager YYYYYYY Seven Y s Owner ZZZZZZZ Seven Z s To change the preset passwords see Password Maintenance on page 12 e How to Make Menu Selections Chapter 1 Introduction Data Entry Forms Shown below is a typical data entry form An explanation of the various buttons follows i Hort Charge Accounts oh AM ie Gn IRA Acct Desengion Tit N Cp SEYB YOU Cheng ay ad Add Button pressing this button allows you to add a new record After pressing the Add button it changes to an Update button Then when you press it the record you are currently working on will be saved Delete Button this button will delete the current record Cancel Button press this button to abandon any changes you have made and exit from the form Close Button this button will save any changes you have made then exit from the form Help Button runs context sensitive help for WinSen Property Manager Context sensitive means that the help window will be displayed with the topic of whatever function you are in at the time For example if you are in Site Setup and you press F1 or the
201. nders After entering the unit number to be assigned you have the option of entering Notes and or Reminders in association with the unit To do this select the appropriate button from the Toolbar For more details on using the Notes feature see Notepad on page For more details on using the Reminders feature see Reminders on page 8 Tenant Information Tab Select this tab to enter and or display the primary tenant information about this move in Note that it will already be selected when you first choose the Assign Tenant option Unit There are three 3 ways to enter the unit number to be assigned 1 Ifthe unit number is known enter it Otherwise use one of the following options 2 Press the Find Unit button to use the Find Vacant Unit function as detailed in Find Vacant Unit Function on page 3 Use the data control bar at the bottom left of the form to scroll through the vacant units until the desired unit is displayed Note that in the above example we are currently looking at Record 1 of 16 meaning there are 16 vacant units in the database and this is the 1st record Use your mouse to press the buttons changing the record until the desired unit is displayed 50 e Assign Tenant Chapter 2 Daily Operations Security Other Amount Due Tenant Info 2ndContact ling Demo Adv Unit 00112 Save Name Cancel Address 3647 So Kipling Quick Move in Waiting List City State Zip 80226 Find
202. ne Tracking Number A number that is associated with a specific unit It can be used for various purposes such as the social security number lease number etc Any combination of letters and characters is allowed ZIP file A file which contains one or more compressed files ZIP files are created using a compression algorithm which can reduce the size of files by as much as 90 depending on the type of file being compressed Compressing the WinSen database files can reduce the size of a backup by 80 or more 202 e Glossary of Terms Index 2 2nd contact letter 142 2nd contact parties 30 A Access interface number 161 Access Level Changing 84 Access levels Password 168 Accounts Inventory 150 Miscellaneous Charge 150 Miscellaneous Credit 150 Monthly Charge 150 Setting up 149 System 151 Administration fee Assessing 59 Configuring 138 Advertising Effectiveness Categories 151 Alarms Disabling 83 Time Disabled TDA s 34 Alternate bank deposit log 142 Appendices 177 Assign Tenant 49 Autobill feature 31 54 Automatic lien process configuring 144 Backups Requiring before the close 142 Backups Performing 70 Recommendations 21 Restoring 169 Billing 31 53 Advancing next bill date 142 Billing Information 30 Cc Calculator 96 Calendar 173 Canceled transaction pointer 40 Canceling transactions 39 Card Number Changing 83 Change Due Day 80 Charger 23 Comments 39 Compact Database 171 Credit Card Informati
203. nel mdb List files of type Drives Database Files mdb g gt File Name Choose the file name of the database you wish to compact Manager mdb will already be highlighted since that is the database file for WinSen Property Manager Then choose OK to compact the database Chapter 6 Maintenance Database Operations e 171 Verify Database Consistency This option verifies your WinSen Property Manager database It will check all of the database fields for valid data and for nulls Null values in the database can sometimes cause an invalid use of null error message to be generated by the program If you see this error message use the Verify Database option to remove the null values in your database Note We recommend that you backup your data before performing this procedure When you select this option you will see the following form Verify database values x Cancel i Help Press OK to verify the database Choose OK to perform the database consistency check The program will display status messages as it processes your database When it is finished note that the OK button has changed to a Print button To print a report of any discrepancies encountered click the Print button 172 e Database Operations Chapter 6 Maintenance Utilities Daily Charger This option under the Utilities menu will allow you to run the Daily Charger for t
204. new unit However you can change the monthly charges on the new unit if necessary The rent due day and the paid to date will remain the same as the old unit except as noted in Transferring A Delinquent Tenant below and the rent on both units will be prorated as appropriate Transfer Fee The Transfer Fee field allows you to assess a one time charge for the transfer process This amount can be preset in Site Setup The preset transfer fee if any will be displayed and added to the transfer charges You can change it if you need to by merely typing in the new amount Transfers Without Payment WinSen Property Manager will allow you to transfer a tenant without collecting payment for it All amounts due as a result of the transfer will be shown as past due charges on the account To do this click on OK to close the Paid By window without paying anything The system will verify that you really want to do this then print a receipt if desired Transferring A Delinquent Tenant If you transfer a delinquent tenant the system will pro rate the old unit rent due from their paid to date to today s date at the old unit rate to calculate the rent amount due on the old unit It will then pro rate the rent on the new unit from today s date up to the rent due day of the next month at the new unit rate to figure the rent due on the new unit If all charges are paid during the transfer the system will advance the paid to date to the following month I
205. ng if slow selling items should no longer be sold or faster selling ones ordered in greater quantities e Physical Inventory Worksheet this report can be used to reconcile the quantities on hand in the system with the quantities actually on hand Print this report then perform a physical inventory and write the quantities in the Physical count column Any discrepancies are then corrected by posting adjustment transactions Report Options the report options apply to the inventory transaction reports If one of these reports is selected you can choose to include transactions for week to date WTD month to date MTD or year to date YTD Output Options You can choose to have the selected report printed to your Printer to a Window or to a file by clicking the appropriate choice e Output to Printer the report will be sent to the currently selected printer To change the destination printer choose the Printers button and the Printers form will appear For more information on the Printers form see Select Printer 7 on page e Output to Window the history report will be printed to a window After the window appears allowing you to view the report_on the screen you will have a number of options For information on these options see Report Viewing Form on page e Output to File the report will be printed in comma separated values format to a file named XXXXXXXX CSV where XXXXXXXX is the name of the original repo
206. nges to your WinSen Property Manager database It can be used to change the balance due the paid to date the rent due day the movein date the unit rate and other fields on any occupied unit Since this program can be used to make changes to your database outside of normal system operations it is password protected and requires an owner level password to be entered to access it unless this has been changed in the Configure Access Levels option To access the Editor double click its icon in the WinSen program group The following form will be displayed Unit 00002 Name Robert Westbrook Size 4 5 5L Status Rented Save Rent Monthly Charges 0 0 _Cancel Misc Charges 0 0 Find Deposit 0 0 Help Use Tax 0 0 Sales Tax 0 0 Paid to Date 2 Late Charges 0 00 Rent Due Day Lien Charges 0 00 Move in Date 8 31 94 Returned Check 0 00 Deposit 25 00 NSFCharges 0 00 Unit Rate Ins Premium 0 00 Last Rate 38 00 Admin Fee 0 00 Times Late Credit Balance 0 00 Ret Checks o Total 14 4 Record 2 of 900 gt gt I After selecting the proper unit in the usual way see Find Unit Function on page 63 for an explanation of how to select a unit you can move to any of the fields and type in the corrected information When you have made all necessary changes you can either press the Save button to save your changes and close the Editor or you select another unit using the Find button
207. nging the inventory etc Note The system has the capability of placing tenants into Lien status automatically See Late Cycles Feesf on page 35 for more information on this option To place a tenant into lien status remove them from lien status or make changes to the lien record select the Lien button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table after selecting the proper tenant The following form will appear Lien Processing Iof xi Unit 00114 Name Coffee Joseph Auction Info Description Amount Cut Lock 10 0 nventory 15 0 Certified 5 0 Advertise 10 0 0 0 0 0 0 0 Prior Amount Due 0 00 0 00 Total Lien Charges 40 00 Use Tax 0 00 0 0 Sales Tax 3 40 0 0 Total Due Owed Cancel Defaults dids Help Load Default Lien Information Click the defaults button to load the lien configuration configured in Site Setup Site Information containing pre defined lien descriptions and charges and auction information This negates having to re enter this information for each unit being placed in lien status Choose this button and your pre defined lien charges and auction information will be copied to the lien process window You can then make any necessary changes and proceed Lien Charges Inventory and Auction Info Tabs The form has a series of tabs which display information about this lien record Clic
208. ntering any amounts to complete the transaction You can also choose Cancel to cancel the Paid By Window and return to the previous function or Help to display on line help Payments by Credit Card If the payment is by credit card the Paid By Window will display two additional fields Paid By X C Cash 0 00 ETO Check ake Check 0 00 00 Bank T M Cad 165 00 gt Auth t Total Due __ Help Credit Card 1234123412341234 Exp Date 02701 2000 These two fields allow you to enter the card number and expiration date If you are using the Quicken Export Option or the ICVerify program for automatic credit card payment processing filling in these fields is recommended Otherwise they are optional ICVerify Processing If you are using IC Verify to automatically debit credit cards the system will pass the credit card number and expiration date information to the IC Verify program for processing as soon as you click OK Based on the response WinSen receives from ICVerify it will then complete the transaction or warn you if there are problems processing the credit card payment 92 e The Paid By Window Chapter 4 General Operations For more information regarding using WinSen and ICVerify see Appendix J Using WinSen With CVerify on page Find Unit Function This function allows you to search for any unit for example if a tenant sends you a payment check without writin
209. nthly Charges are assessed by pressing lt gt with the cursor on this field or double clicking it then proceeding as detailed in Miscellaneous Account Windows on page After closing the Monthly Charge window the system will add the charges that were specified to the total amount due for this movein as appropriate If rent is being prorated so will be any Monthly Charges Misc Charges This field is used for selling inventory items such as locks boxes packing material etc It is also used for assessing one time charges such as cleaning fees obviously a cleaning fee would not normally apply to a movein Misc Charges are assessed by double clicking the Misc Charges field or by pressing lt gt when the cursor is on it then proceeding as detailed in Miscellaneous Account Windows on page After closing the Misc Charge window the system will add the charges that were specified to the total amount due for this movein as appropriate Misc Credits This field is used to record one time credits For example you would use a Misc credit to give a tenant one month free for renting for six months This field is used to assess one time charges for items such as locks boxes packing material etc Misc Credits are given by by pressing lt gt with the cursor on this field you may also double click it then proceeding as detailed in Miscellaneous Account Windows on page After closing the Misc Credit window the
210. ntrol alarm system SBACK will save the information to your computer hard drive Access Control and Alarm Systems SSC also manufactures access control and alarm system products Among them are e Property Sentinel II a stand alone microprocessor based access control alarm system that can be interfaced to a variety of property management software systems e Keypads used to control access to a gate or door these are available with rubber or metal keys e Cardreaders also used for access control these allow your tenant to enter or exit with a cardkey that is laid against the cardreader briefly These are very convenient for your tenants e Alarm system components door switches multiplexer circuit cards and related items When you have an alarm system it gives your tenants extra peace of mind and can command higher rental rates Customer Storage Insurance Plus Program Customer Storage Insurance Plus is a significant feature of the software The WinSen Property Manager fully supports this excellent program provided by Deans and Homer It has many advantages for your tenants and for your facility CSI replaces your Counter Top insurance program allows your tenants to obtain insurance immediately provides coverage at generally lower rates and adds to site revenues through administrative fees paid to you by Deans and Homer It is easy for your staff to handle and very convenient for your tenants You want your tenants to insure
211. nts the opportunity to insure the contents of their unit Offering your tenants the option of insuring their goods can significantly reduce the site s liability in the event of damage or loss The system exclusively supports the Deans amp Homer Customer Storage Insurance Plus Program and can only be accessed if the Insurance Company information has been established in your program by Sentinel Systems Corporation Note The Customer Storage Insurance Plus program replaces your counter top insurance program and offers you and your tenants many advantages To get complete information contact Sentinel Systems at 800 456 9955 or Deans amp Homer at 800 847 9999 This option allows you to add change or cancel insurance policies for an existing tenant Issuing insurance for a new move in is normally accomplished during the move in transaction see Insurance Information tab on page 56 To access this option select the Insurance button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table after selecting the proper unit number The following form will appear Insurance Policy Unit 0111 Name Horselmann Marvin J OK Policy Number Cancel Coverage Amount 2500 00 xl Help Premium Amount 6 00 Paid to Date 4 1 97 Past Due Amount 0 40 Prorate days 2 Premium Due Now 0 00 Prorate months 0 Site Carrier Deans amp Homer Insurance information shown i
212. number of days after they move in and the Thanks letter will print the specified number of days after they move out Set these to zero if you do not want these letters printed NSF Charge This field is used to specify the amount of non sufficient funds charge to be assessed to a tenant s account if a check is returned to you by their bank This amount will automatically be assessed when a returned check is posted but can be changed by the system operator if need be Administration amp Transfer Fee These two fields are used to specify the amount of non refundable administration fee to be assessed on a move in and the transfer fee to be assessed on a transfer When configured these fees will automatically be assessed during a move in or transfer as appropriate RV Storage per foot rate This is the per foot rate to be charged for R V storage If this field is non zero the number entered into the RV Length field during the move in process is multiplied by the number in this field to arrive at the unit rate Set it to zero if you do not use this rate charge method Minimum Balance for Late Fees This option allows the site to not charge a tenant late fees nor automatically place them into Lien Status when their balance is below this preset amount When this number is non zero a delinquent tenant will not be charged late fees or placed into Lien Status if their balance is less than this If it is zero the system will
213. odem with fax or remote control software such as Winfax or pcAnywhere or answering machine software If the card reader is purchased be aware that the keyboard interface version comes with IBM AT type keyboard connectors Since most newer computers use the PS 2 style keyboard connectors it may be necessary to purchase a PS2 to AT adapter and an AT to PS2 adapter If you are using the card reader place the cursor on the credit card number field in the Paid By window Assign Tenant form or View Edit forms then scan the card WinSen will fill in the credit card type number and expiration date automatically If you are using the single user version of IC Verify do not process transactions through ICVerify at the same time as processing a transaction through Winsen Supported Card Readers WinSen supports the Dual Track Keyboard Card Reader The IC Verify part number for this card reader is 140 The serial port interface cardreader IC Verify part number 141 is not supported Troubleshooting l Appendices Make sure that ICVerify is configured properly and will process test transactions Setup questions should be referred to ICVerify support Appendix J Using WinSen With ICVerify e 193 2 Make sure that the ICVerify option has been enabled in Site Setup General tab 3 Make sure that the IC Verify Multi User program is running 4 Make sure that WinSen and ICVerify are using the same directory for the request files
214. on Licensing WinSen Main Menu a WinSen Property Manager oj Xx Main Maintenance Utilities Special Window Help Licensing The WinSen licensing program is used to enter the user registration information and change the WinSen licensing options The WinSen CD ROM contains all WinSen programs You can install any of the programs on the CD but if a particular program has not been purchased it becomes a trial version which will run for 30 days from the date of installation The WinSen Licensing program allows you to enter a software key which changes purchased software from trial to fully enabled versions There are two ways to run the WinSen Licensing program You can either select the Licensing option from the Help menu or point to the Start button to display the Start Menu select the Run option type in c winsen license then click OK The following form will be displayed 8 e Running the Program Chapter 1 Introduction WinSen Licensing x m Registration Serial Number E Name Mo Company 0 License Key U0 Trigger Codes ct SY Code Entry Number 540180773 Computer ID e2 tC Registered Programs Options T WinSen Property Manager T Multi Site Version I WinSen Property Sentinel I Standalone Sentinel P WinSen RSCM Extra Interface Options P WinSen Site Graphics I Financial Interface ay pete I WinSen Sentinel Interface HOLENE 5000 P Home Office Program Net Licenses
215. on 31 Credit Cards Automatic Processing 92 144 Information 54 Credit used for payments 45 CSI Insurance Program 4 D Daily charger 19 Daily Charger 23 Daily Close 68 Daily Transactions See Payments Data control bar 13 Data entry forms 13 Database Restoring 169 Database Operations 169 Compact 171 Rebuild 170 Verify Consistency 172 Date Changing computer 174 Days to overlock 137 Demonstration database 17 Detail miscellaneous accounts 142 Documentation help file 17 Duplicate Notices 30 E Electronic Manager And site setup 130 And the report menu 102 Closing report selections 74 Closing reports 70 Startup procedure 195 Unit numbers 160 End of Period Processing 68 Expected Vacancy 54 Expected Vacancy Date 35 Index e 203 F Find Unit Function 93 G Gate interface 133 Gate Interface Configuring Appendix E 185 General options 139 Giving credit to be used at a future time 44 H Help How to get additional help 21 ICVerify 92 Automatic credit card processing 54 Enabling interface to 144 Interfacing with 193 Supported card readers 193 Initialization file variables 191 Installation From CD ROM 6 From Diskette 5 Insurance Carrier information 146 Changing for current tenants 40 Issuing during move in 56 Rate table 147 Interface 133 Interface number 161 Inventory Control Adjustments 154 Inventory items 157 Reports 155 Inventory Items Selling 91 Invoicing 31 53 L Late charge type Allowing Vi
216. on postage if your letters are sorted by zip code and you have sufficient mailing volume Consult your post office for mailing requirements on getting this discount Choose this button to select Sort Options for this mailing For specific instructions on selecting sort options see Bort Options Window on page Printer Button This button allows you to select a different printer for the mailing You will see the Select Printer form For instructions on selecting a printer see Select Printer f on page Refresh Button The system keeps track of which letters have been printed for the day and will adjust the settings accordingly For an example let s suppose you entered Late Letters and Mailings and the Ist 3rd and 5th late letters were highlighted to be printed You decide you only want to print the Ist late letter at this time so you would manually deselect the other letters then choose the Print button to print the Ist late letter When you re enter late Letters and Mailings at a later time the same day the system would then show only the 3rd and 5th late letters as needing to be printed Use the Refresh button to reset the letter selections to the settings established by the most recent Daily Charger It would be useful if you wanted to reprint today s mailings 66 e Late Letters amp Mailings Chapter 2 Daily Operations Select All Button This button will select all notices While this feature is normally not used it can
217. operty Manager Select this option from the Utilities Menu or double click on the clock in your taskbar to show the following form Date Time Properties 21x Date amp Time Time Zone Date Time June Y 1996 ce W ET 1 7 4 ee Re ee E 3 a g 11 12 13 14 15 a 16 17 18 19 20 21 22 tae ee ap 23 24 25 26 27 28 29 30 fos 42 03PM 4 Current time zone Mountain Daylight Time Cancel Enter the new date and or time then choose OK to exit This provides an easy method to catch up for days on which the rental office was closed Change the computer date access the Daily Charger option under Utilities menu and proceed with the Daily Charger printing of any required notices for the day and running the Daily Close The Change Date option might also be used if the site wishes to run the Daily Charger for the next day after the Daily Close is done in the evening Moving the date forward will allow this to be accomplished You would need to make sure to set the date back when finished Note Use of the Change Date Time options requires that you be thoughtful with their use If you elect to use them for evening processing make sure you set them back to the correct date and time when you are finished 174 e Change Date Time Utilities System Information This option will display a summary of important information about your computer and Windows installation When you select it from the Utilit
218. opular etc Chapter 5 Report amp Graph Menu Graph Descriptions e 127 Maintenance Site Information The Site Information option contains important information about your facility such as facility name and address late cycle schedule auction information Charge Credit and Monthly Charge Accounts and many other vital operational parameters Access Site Information by selecting it from the Maintenance Menu The following sub menu will appear Site Setup Accounts Setup Advertising Categories Demographic Categories Inventory Control The following sections will describe the Site Information options in detail Site Setup The Site Setup option allows you to view and edit many important operational parameters in WinSen Property Manager Access this option from Site Information under the Maintenance Menu The following form will appear Chapter 6 Maintenance Site Information e 129 olx Site Setup Auction Info Lien Charges Insurance Premium Amounts Site Name System Dates Late Cycles Fees Printer Setup General Site Name Sentinel Secure Storage Address 1620 Kipling Street 3 Cancel Help City State 60 zip 20215 Phone 303 242 2000 Fax 303 242 2011 Manager E mail Barker SentinelSystems com Rate Charge First of the month p Interface WinSen Sentinel Sales Tax Rate Use Tax Rate Business Tax No Press F1 for help Note the three buttons found on th
219. or the Data Control Bar You can press Cancel or lt Esc gt to abort your changes if necessary Special Note Rent Due Day and the Paid To Date The day value of the paid to date must always match the rent due day For example if your tenant s rent is due on the first of the month and they are paid up for the month of April the Rent Due Day would be 1 and their Paid to Date would be 05 01 96 NOT 04 30 96 This is The Editor Program e 199 VERY IMPORTANT If the rent due day does not agree with the day value of the Paid to Date the Paid to Date will not be advanced properly when you make a payment on that unit 200 e The Editor Program Startup Glossary of Terms Access Level Access levels allow you to restrict tenant s access to certain parts of your storage facility for example you can designate that the RV storage area is only accessible to certain tenants Access to the area must be controlled by a keypad or cardreader Backup This process creates a backup copy of your database by copying it to a removable disk drive for example a 3 5 disk It is insurance against data loss caused by computer problems such as hard drive failures Child Window A window opened by an application For example when you open the Site Setup window it is a child window of WinSen Property Manager Customer ID Number A unique number that is automatically assigned by the syst
220. ord cannot be seen instead the system will display for each character in the password for security reasons Chapter 6 Maintenance Password Maintenance e 167 In the Password box type in the new password Then type in the same new password in the New Password box You must enter the new password twice to verify that the password you typed in is what you thought you did If the same password is not entered twice the system will not allow you to save your changes Password Access Levels This option is used to define which menu items are accessible to which of the eight password levels available For example if a menu selection is defined to be available only to a password which is Manager Level a manager level or higher password must be entered to access that function A password level which is defined as Guest Operator or Operator Level II would not be allowed access To access this option select it from the Maintenance menu The following form will appear Set Password Access Levels x Operation Level required Add Remove Units No password required Rate Change Options Guest Password Maintenance Operator Daily Charger Operator Level Il Calendar ger Cancel Change Date Time Manager Level Il System Information Area Manager Restore database Area Manager Level Il Rebuild database file Owner Set All Help FER In addition to the normal OK Cancel and Help buttons this form has two buttons that p
221. ords using the data control bar you Il note that some of the Toolbar options will be grayed out meaning that particular function is not available for this unit For example if the currently selected unit is vacant the options available on the Toolbar are limited to operations that can be performed on vacant units If the currently selected unit is occupied all Toolbar options are enabled The buttons on the toolbar from left to right perform the following operations on the currently selected unit e Make apayment See Payments on page e Move outa tenant See Moveouts on page e Transfer a tenant from one unit to another See fransfers on page e Use the Notepad feature The Notepad allows you to put in extensive notes on a unit See Notepad on page e Use the Reminders feature Reminders associated with a unit will print on the Daily Charger on the day that the reminder is scheduled See Reminders on page e Print a letter to a customer See Print a Letter on page e Printa tenant history report which can be viewed in a window or sent to your reports printer See Tenant History on page e Review a tenants transactions See View Transactions on page e Change the rent due day for a tenant See Change Due Day on page e Change a tenants passcode See Change Security Information on page e Lock out or readmit a tenant See Lock or Unlock a Tenant on page Chapter 2 Daily Operations
222. ose Retail Distribution Professional or Other Business e Office Type choose Main Office or Branch Office e Employees choose the distance that most closely fits the new tenant Chapter 2 Daily Operations Assign Tenant e 55 Note The above choices for each of the categories are the factory defaults They can be changed at the site in Demographic Categories on page so your choices may not be the same as in the example above Insurance Information tab WinSen Property Manager provides the site the ability to act as an administrator for Deans amp Homer Insurance Company in providing the tenant the opportunity to insure the contents of their unit Offering your tenants the option of insuring their goods can significantly reduce the site s liability in the event of damage or loss The system exclusively supports the Deans amp Homer Customer Storage Insurance Plus Program and can only be accessed if the Insurance Company information has been established in your program by Sentinel Systems Corporation The Customer Storage Insurance Plus program replaces your counter top insurance program and offers you and your tenants many advantages To get complete information contact Sentinel Systems at 800 456 9955 or Deans amp Homer at 800 847 9999 Providing your Customer Storage Insurance Plus program has been installed within WinSen Property Manager click this tab to issue insurance for a new tenant The following form w
223. ou can have multiple sort keys in other words primary and secondary sorting criteria can be used for the sort For example you could have your Tenant Status Report sorted by tenant name with a secondary sort by unit number The resulting report would group tenants who have more than one unit in unit number order In addition you can select to have items sorted in ascending or descending order For example sorting by Tenant Name could be in ascending order A to Z or descending order Z to A The Report Menu and the Late Letters and Mailings form allow you to select sort options When you do this the following form will appear This dialog box allows you to specify how the reports should be sorted when printed Select the data fields from the list below The selection order will determine Cancel the precedence of the sort operation Help Possible fields Add All gt gt Selected fields Walk Order Number A Customer Name Access Interface Number Add gt A Unit Number Unit Status Move In Date Expected Yacancy Date Move Up Paid to Date Credit Card Expiration Date Move Down Last Receipt Date r Sort Direction Size Code _ lt Bemove Ascending Customer City Rent Due Da lt lt Remove Al O Descending Possible and Selected Fields Boxes Possible Fields box These are the fields that are not currently chosen for a sort key Chapter 4 General Operations Sort Options Window e
224. ough 3099 Miscellaneous Charge Accounts are the accounts you have established for one time charges e g the sale of locks packing materials etc Entries will appear on this report as credits when amounts are collected and entered into the system They are accessed in Daily Transactions and Assign Tenant Establishing and or changing these accounts is accomplished in Site Setup e 4004 Deposits Kept the amount of deposits kept during moveouts or final lien process These entries will appear under the Credit column This amount will also include prelease deposits forfeited e 4005 Moveout Refunds the amount of rent refunded on moveouts This amount will appear under the Credit column e 5009 Bad Debt This is the amount of bad debt entered into the system This amount is moveouts that have occurred where a balance due was not paid Entries will appear under the Debit column e 6001 through 6099 Miscellaneous Credits reflect transactions occurring to one or more of your miscellaneous Credit accounts Examples of these one time credit accounts might be coupons for rent discounts non profit discounts etc The amounts are shown as debits in the appropriate accounts as amounts are collected and entered into the system These accounts can be modified added etc in Site Information e 7001 through 7999 Inventory Accounts reflect transactions to your inventory accounts The amounts are shown as credits to the appropriate accounts as
225. ount WinSen Property Manager will allow you to sell an item listed in your Miscellaneous Charges to an existing tenant on a credit basis 1 e let them have the merchandise and post the amount to the account which will be paid at some point in the future You can post a charge to a tenant s account for any purpose in this manner e g cleaning fees utility charges or any one time charge that you need to assess a tenant Sales on credit are accomplished in the same manner as sales which are paid for at the time except when the Paid By window appears click on OK without paying anything The system will display a message verifying that you really want to do this Choose Yes to post the charge as a past due amount Posting a Multiple Unit Payment To post a payment to a tenant who has multiple units 1 Bring up any one of their units in the Payment window 2 Press the Multiple Units button 3 The following form will be displayed Multiple Unit Payment Ea CustID 413 Name Barone Steven Unit Pays to Rate Balance Months Pay 00166 5 1 98 52 00 52 00 00583 3 1 99 46 00 46 00 00584 2 28 99 46 00 46 00 Cancel Help LLC ddi 00585 5 9 98 46 00 46 00 The Multiple Unit Payment window shows all units that are part of the group For each unit in the group the following information is displayed e Unit the unit number e Pays to the date this payment will advance the paid to date to Chapte
226. p program Move Out Transaction Codes Ta No payment received TVAQ EEEE Cash Payment T20 EE Check Payment TIO iania Credit Card payment 140 Combination Payment Transfer Transaction Codes 200 eee No payment received 210 irii Cash payment POr Check payment 23Oras Credit card payment PAD risia Combination payment Pre Lease Transaction Codes 300 ENT No payment received SOT ears Pre lease forfeit eult AE T Cash payment 320 irmoa Check payment T TAE Credit card payment 340 Combination payment Charges to Account Transaction Codes 400 Charge for rent monthly charges tax and insurance 40S een Charge 1st late fee A402 eee Charge 2nd late fee AQI Peer eer Charge 3rd late fee BO 4 in Charge 4th late fee A05 PERE Charge 5th late fee 406 0 ee Returned check posted Appendices Appendix C Transaction Code Table e 181 Notice Transaction Codes DT eat Reminder 1 D2 itn te Reminder 2 513 ihe tee Reminder 3 514A s Reminder 4 DT Oana Reminder 5 HEAri Special mailing second contact 58 OEE Returned check notice second contact 980 ETTA Billing notice second contact ST o M EEEIEE Late notice 1 second contact Lot s PREP Tren Late notice 2 second contact 583 eiiiaciaaciacs Late notice 3 second contact 584 EEEE Late notice 4 second contact Lots ho BE eT RPT EES Late notice 5 second contact 586 AEE EEEE Pre Lease forfeiture notice second contact DOT EEA Rate change notice second conta
227. paying in full Press the OK button The Paid By window will come up Select the method of payment Cash Check Card and enter the amount paid The system will move out the tenant ask if you want to print a receipt and the unit will be available to rent If the customer owes you money and is paying only for the days used Use your mouse to move to the to the Days field under the Credits section Type in the number of days the tenant is NOT being charged for For example let s suppose a tenant was due on the first and is moving out on the 5th of the month You want to charge them for the first five days of the month To accomplish this you would enter 25 days of credit in the Days field under the Credits section This would credit the tenant for 25 days of rent which will be subtracted from the 1 month s rent that is already due the rent that was charged on the first thus giving us the correct balance This example is based on the moveout being done on the 5th and the paid to date being the Ist Since we are charging the tenant for today s rent they owe us for 5 days The system uses a 30 day month for figuring the prorate so we subtract 5 from 30 to arrive at 25 days of credit Chapter 2 Daily Operations Moveouts e 61 After entering this credit choose the OK button to complete the moveout and bring up the Paid By window Select the method of payment Cash Check Card and enter the amount paid The s
228. pe a list of the files to include in the backup To start a new line press lt Ctrl Enter gt Wildcards are supported For example to backup all of the database files in the current directory use mdb The recommended files to backup are as follows e MDB e SSC e c windows winsen in1 Always erase on removable media backups Selecting this checkbox will cause the system to erase any files on removable media floppy or ZIP disks before backing up If you are backing up to floppy disks it is recommended to check this box If you are backing up to ZIP disks do not check this box In this case the system will backup each day s work to the ZIP disk with a different filename until the ZIP disk is full This allows you to maintain many days worth of backups on the same disk Caution When using floppy or ZIP disks the backup disks should not be used for any purpose other than backing up your WinSen database All files on all backup disks in a backup set will be erased if the always erase option is checked Defaults Click this button to set the backup destination and files to the factory defaults The default destination drive is a and the default files to backup are listed above Backup After selecting the files to be backed up and the backup destination click the backup button to begin the backup procedure If it takes more than one disk to backup the system will ask you to place additional disks in the drive as necess
229. pe in c WinSen gatetest then click OK The following form will be displayed Gate Interface Test Program Action Assign Tenant Gate Interface WinSen Sentinel Close Parameters COM2 9600_N 8 1 Help Unit Number Time Zone fo Access Level fo Computer Name Unt Passcode Card Number DDE Link Field Address 1834 South Racine Street Work Phone City Denver Policy Number State CO Zip Lease Number License Size Code A Rate E Action From the drop down list select the interface action to be performed The choices are e Assign Tenant performs a move in transaction e Moveout Tenant performs a move out transaction e Change Passcode performs a change passcode transaction e Lockout Tenant performs a lockout transaction e Re admit Tenant performs a re admit transaction e Test Function tests the interface This function is not supported by all gate systems Gate Interface Select the desired gate interface from the drop down list Appendices Appendix E Gatetest Program e 185 Parameters This field is used to enter the communication parameters when your access control system is connected to the computer through a COM port The program will ignore this field if interfacing to WinSen Sentinel The currently configured communications parameters will be shown In the example above they are COM2 9600 N 8 1 This means the access con
230. play any vacant units that are desired by tenants on the waiting list For example if a tenant on the waiting list has indicated that they would like a 5 x 5 unit and their are vacant 5 x 5 s clicking the waiting list button will display that tenant s name and indicate that a 5 x 5 is available Quick View This option is a convenient feature which allows you to quickly view the status of any unit It can be accessed from anywhere in the program You can access it in two ways select it from the Utilities menu or press lt Ctrl Q gt the Ctrl key and the Q key at the same time The following information box will be displayed Unit 01004 Name Seekamp Orville J Rent 0 00 Monthly Charges 0 00 Misc Charges 0 00 Find Deposit 0 00 Use Tax 0 00 Help Sales Tax 0 00 Late Charges 0 00 Unit Status Rented Lien Charges 0 00 Size D 10x 10 Returned Check 0 00 Unit Rate 70 00 NSF Charges 0 00 Deposit 10 00 Ins Premium 0 00 Admin Fee 0 00 Rent Due Day 8 Credit Balance 0 00 Paid to Date 7 8 96 Total Last Receipt 6 3 96 a Record 104 of 106 gt P Information shown is unit number and tenant name balance information Unit Status Size Rate Deposit Rent Due Day Paid to Date and the last receipt date Once the box is displayed you have two ways to view other units 1 Use the data control bar to scroll through the units 2 Press the Find button to search for a unit as detailed in Find Uni
231. port is another financial tool for assessing the performance of your facility Trial Balance The Trial Balance report provides a month to date debit credit and balance summary of all transactions processed by the system The Month to Date Trial Balance contains five columns of information The first column lists the account number for each kind of transaction The second column are descriptive entries describing the account Columns three four and five are Debit Credit and Balance respectively The trial balance categories are accumulated by the system as follows e 1 Cash 2 Check amp 3 Card The Credit column amount check only is returned checks posted The Debit column is the total of cash check and credit card amounts entered into the system for the period Day Month Year etc This amount should correspond with the bank deposits made by the site for the period e 1001 Rent the Credit column amount is rent collected Note that it includes credits issued and used in the various screens e g Move in Move out Daily Transactions Etc e 1002 Transfer Fee the Credit column reflects monies collected for transferring a tenant from one unit to another e 1003 Security Deposit the Credit column lists monies collected for security deposits The Debit column lists security deposits refunded e 1004 Prelease Deposit the Credit column reflects the amount of deposits collected for preleasing units The Debit colum
232. ppear Change Security Information x Unit 00101 Name Jett Joseph J Passcode 1728 Card number os Cancel V On site Help Alarm status Permanently disabled alarm Timed disabled alarm Time zone 1 24 Hour Access Access level OAccess Level 0 gt After making your changes as explained below press the Close button to save your changes and return to the previous form Change Passcode or Card Number The passcode field applies if you are using keypads while the card number applies if you are using cardreaders for access to your facility To change type the new passcode or card number in the appropriate box then choose OK The new information will be sent to the access control system if it is compatible with WinSen Property Manager and the customer record will be updated Change Alarm Status This section only applies if you are using a door alarm system These two check boxes allow you to disable the alarm on a unit either permanently or on a timed basis Permanently disabled alarm Check this box to make this unit alarm a permanently disabled alarm PDA This means the alarm is disabled on this unit until it is re armed by the system operator For more information see the WinSen Sentinel manual Timed disabled alarm Check this box to make the alarm on this unit a time disabled alarm TDA Normally unit alarms are enabled or disabled by keypad or cardreader access or by opera
233. pplied training database as explained The Training Database on page 7 take the time to become familiar with the operation of WinSen Property Manager and the operations manual This step is highly recommended 2 Fill out the Site Customization Guide provided with your software as detailed in Site Customization Guide and Site Setup on page This document will contain details on your site setup size codes and units It also contains explanations of the purpose of the various options If you have WinSen Electronic Manager you should fill one out for each site Make a note of which site customization guide goes with which site e g site 1 site 2 etc Note that the size codes are not site specific the list of size codes is used for all sites 3 The data on the Site Customization Guide will need to be entered into your computer You can do this yourself or you can have Sentinel Systems Corporation perform the data entry If you elect to do the data entry yourself follow steps 4 through 18 below If you decide to have Sentinel Systems input the data mail or fax the completed Site Customization Guide to us We will send you back a Site Customization Disk containing the data and an installation program which performs steps 4 through 10 automatically In this case follow the supplied instructions for installing the Site Customization Disk then skip to step 11 Instructions for installing this disk may also be found in
234. print a Charger Last Daily Charger 6 7 96 Reprint a Close Cancel Printer Help lt lt Save Settings If you have WinSen Electronic Manager you can specify report settings for each site A data control bar will be visible allowing you to change site records and select the report settings for each site The report setting matrix allows you to configure which reports are to be printed when the associated close is performed daily weekly monthly quarterly or yearly The available closing reports are as follows e The Trial Balance Report is the same report as the Month To Date Trial Balance described in the Reports Menu but will show activity for the appropriate period e The Rental Activity Report is in the same format as the Month To Date Rental Activity Report except that it reflects only that day The Rental Activity Report is available only on a daily basis e The Transaction Log provides a detailed listing with transaction numbers of all the financial activity and notice activity for the day The information printed identifies the specifics of each transaction along with a brief description of the transaction The Transaction Log is available on a daily weekly or monthly basis e The Bank Deposit Log provides a summary of the days deposits and identifies them as cash check or credit card Check entries include the check number and bank number and all cases identify the tenant and the unit number The
235. pter 3 Other Tenant Operations i Pictures Iof x Unit 01 00049 Name Barker Steve Delete Cancel Close Help Click Browse or Acquire to load a picture Browse Acquire Erint Delete Cancel Cse Hep Browse Aesnine ini Zoom Factor 1 Ti a l I Fitin window 4 4 Record 1 of 1 b pl Press F1 for help You can associate as many pictures with the unit as needed To add a picture click the add button You can then acquire a picture from a TWAIN compliant device by clicking the acquire button If you have multiple TWAIN drivers a dialog box will be displayed allowing you to choose the one to use The system will run the appropriate program according to the TWAIN drivers installed on your computer You then use that program to download an image to WinSen This operation will be called download to application or similar in the TWAIN driver program You may also load a previously digitized image from disk by clicking the browse button to display a standard file selection dialog The system supports most popular image formats After loading a picture from a TWAIN device or from disk click update to save it to the database When a picture is being displayed you can zoom in or out using the zoom control The fit in window checkbox will cause the image to be zoomed to the appropriate size to fit in the picture display area You may also enter free form notes perta
236. r 2 Daily Operations Payments e 47 e Rate the unit rate e Balance the current balance of this unit Ifthe unit is not yet due the Multiple Unit Payment window will automatically assess additional month to pay and that amount will be shown in the Balance column e Months if the tenant desires to pay additional months beyond what has already been charged enter that number here e Pay Click the check box if this unit is to be included in this payment clear it if not This allows you to pay on any combination of the units in the group General Considerations The Multiple Unit Payment window will not include a unit in the transaction if there is no amount in the balance column unless the unit has a credit equal to the amount due Ifthe Pay checkbox is not selected the unit will not be included You can issue Misc Credits or Misc Charges in the Daily Transactions window before displaying the Multiple Unit Payment window and the charges credits will be applied to whichever unit was initially brought up However the credits charges will only be applied to that single unit not the entire group Thus any credit issued against a particular unit should not exceed the amount due for that one unit or else it will not be included in the group payment The Multiple Unit Payment window does not support partial or overpayments It will only accept full payment of the charges due or none by clearing the Pay checkbox Thus if a te
237. r is run on the effective date the designated tax rate will be changed automatically Password Maintenance This option provides the site with the ability to add delete and change the system passwords The system will allow you to have up to eight different password levels and as many passwords as you may need You can also use no passwords at all if you prefer 166 e Tax Rate Changes Chapter 6 Maintenance To access this function select Password Maintenance from the Maintenance Menu The following form will be displayed User Profiles OF x Add Delete Cancel Help Total Records 3 Name Level Owner zl Password Re enter Password HA Record 3 of 3 gt M Press F1 for help ID Enter an ID number for this password record Name Enter a name for this password record For example the name of the person who will be using this password Level From the drop down list choose the level for this password record The level setting for each password in the system is used in e EEEE on page L68lto designate which menu items are accessible to which password The choices are 1 Guest Operator Operator level II Manager Manager level II Area Manager Area Manager level II OO Ot ON A ces 2 i Owner Password amp New Password These two fields are for entering or changing the password for the currently displayed password record Note that the actual passw
238. r the information in any format you desire Inventory Control The Inventory Control form is used for several inventory control functions It is used to add edit and delete inventory items to print reports on inventory items and to make adjustments to the quantities on hand You can setup an unlimited number of inventory items To access Inventory Control select that option from the Site Information menu The following form will appear Chapter 6 Maintenance Inventory Control e 153 amp Inventory Control a acm a The form has three tabs Inventory Adjustments Reports and Inventory Items Click the tabs with your mouse or use lt Ctrl Tab gt to configure inventory items as explained in the following sections Inventory Adjustments This tab is used to adjust the quantity on hand for inventory items when a delivery is received or a discrepancy is found during a physical inventory All adjustment transactions entered will be printed on the Inventory Transaction reports Item Select the inventory item you wish to adjust from the drop down list Type Select Delivery if you have received a delivery of this item Select Adjustment if you need to adjust the quantity on hand due to a discrepancy after a physical inventory 154 e Inventory Control Chapter 6 Maintenance Quantity Enter the adjustment quantity If this is an adjustment transaction enter a positive number to increase the quant
239. rams then WinSen Then select WinSen Property Manager Running the Daily Charger Before continuing check your computer date and time to be sure they are correct The Daily Charger performs a number of functions which are vital to the performance of the facility It must be run every calendar day even those days on which the site may be closed and is normally done first thing each morning Normally the Daily Charger window will automatically be displayed the first time you start WinSen Property Manager each day Daily Charger x System Charger for 8721798 Last Date Charged 8720798 Cancel Next Auction Date Printer Help Chapter 2 Daily Operations Running the Program e 23 Choose lt Continue gt to run the Charger You may also abort the Charger if you need to by choosing the lt Cancel gt button however you should not skip the Charger unless there is a good reason to do so Special Note If you have not done the close for the previous day there are two things that could happen depending on the Auto System Catchup option see Site Setup for further explanation of this option If the Auto System Catchup option is enabled and the missed close s are not a monthly or a yearly close you will be given the option to catch the system up Choosing to do this allows you to update the system database without changing the computer date If the Auto System Catchup option is not enabled
240. redit card on the day rent is due Note If you have the ICVerify program and the proper arrangements with your financial institution the system will process autobill transactions automatically during the System Charger by passing these transactions to the ICVerify program It will also process credit cards automatically in the Paid By Window Tenant Balance Report This report lists all tenant balances The information provided is e Unit Number and Customer name the unit number and customer name e Rent Due the amount of rent that is currently due e Use Tax the amount of use tax currently due 110 e Report Descriptions Chapter 5 Report amp Graph Menu e Insurance Premium the amount of unpaid insurance premiums e Sales Tax the amount of sales tax currently due e Lien Late Charges the amount of unpaid lien late charges e Misc Charges the amount of unpaid miscellaneous charges e Returned Check the amount of any returned check for this unit e Charges the amount of Non Sufficient Funds charges outstanding e Monthly Charges the amount of monthly charges in addition to rent currently due e Total Credits the amount of credit on a tenant s record e Total the tenant s current balance all due amounts minus any credit the tenant has Totals for all categories are given at the bottom of the report The Tenant Balance report lists all tenants and is an excellent tool for identifying the paymen
241. removed Walk the site and perform the lock unlock task as well as check for trash damage etc Access the Reports Menu and print any of the reports you will require for the day If you do not do this with the Daily Charger print your late notices billing statements returned check notices etc if required The Daily Charger will print a message on the bottom of the Charger Summary Report indicating if there are any notices to be printed for that day Remove your reports paper from the printer and replace with your Lease Agreements This step is only required if you are using WinSen Property Manager to fill in the blanks on your pre printed Lease Agreements Handle your regular business throughout the day 20 e Overview of a Typical Day Chapter 1 Introduction e Remove your Lease Agreements and replace with reports paper e Close for the day Daily Close and all other appropriate closes e BACK UP YOUR DATA THIS STEP IS EXTREMELY IMPORTANT The importance of making backups cannot be overstated If you do not make backups and your hard drive goes out or some other disaster you could lose all of your data Regarding backups We recommend that multiple sets of diskettes be used for your backups For example a set for even numbered days and a set for odd numbered days It is even better to have a set of backup disks for each day of the week e g on Monday you backup on your Monday disks Tuesday o
242. rforming a Proof Edit allows you to be sure all transactions have been entered properly before actually doing the close If you catch mistakes such as posting a payment twice not posting a payment or posting a payment to the wrong unit before the close is done they are much easier to correct Ifthe close has already been done before mistakes are found it is much more difficult to correct them Note The system can be configured to force a proof edit before the Daily Close can be performed This option is found on the General Tab in Site Setup If this option is checked you must successfully perform a proof edit before you can do the close We highly recommend that you enable this option To perform a Proof Edit choose the Proof Edit button from the End of Period Processing form The following form will be displayed Chapter 2 Daily Operations End of Period Processing e 69 Proof Edit Check 209 87 Cancel Card 250 00 Help Enter the amount of cash check and credit card as counted in the cash till today If the amounts you enter do not agree with the sum of the payments entered into the system the system will advise you that the amounts do not agree and ask if you would like to print a proof edit report Respond with lt Y gt to cause the system to print your transactions for the day You can then review all transactions make the necessary corrections in the system and proceed with your daily close Daily Weekly Mon
243. rge the check number and any retroactive late fees to be assessed Any taxes applicable to the NSF fee charged will be shown at the bottom of the form and added to the tenant s balance when the OK button is clicked Chapter 3 Other Tenant Operations Posting a Returned Check e 87 Months to roll paid to date field in the returned check window This field requires some additional explanation There are three methods the system uses to determine what to do with the paid to date when a returned check is posted or paid The method to use is configured in Site Setup Method 1 Automatic roll of paid to date The system will divide the returned check amount by the unit rate to arrive at the number of months to roll back the paid to date then will automatically roll it back The operator cannot access the Months to roll field in the Returned Check window When the returned check is paid the paid to date will be rolled forward in the same manner Method 2 Manual roll of paid to date The operator can access the Months to roll field and can change it from the default value if necessary The default value will be calculated by dividing the returned check amount by the unit rate the same as Method above When the returned check is paid the system operator will be prompted for the number of months to roll the paid to date forward Method 3 No roll of paid to date The paid to date will not change when a re
244. rking with when you make payments assign tenants etc For example if your site 1 has a unit number 00101 the site prefix is 01 for a completed unit number of 01 00101 Site Prefixes should start at 01 and go up sequentially The highest allowed site prefix is 99 You can use the same unit number in two different sites For example you can have 01 00101 and 02 00101 in the same database 160 e Add Remove Units Chapter 6 Maintenance Size The size code for that unit as defined in the Size Codes selection under the Maintenance menu An entry in this field is required You must assign a valid size code to each unit If you attempt to assign a size code that does not exist in the size codes for your site the system will display an error message and will not let the cursor leave the Size Code field Interface This column is the Interface Number the unit number that will be sent to most gate controller systems if you have a compatible gate access system anytime there is a transaction on this unit affecting the gate e g move in move out make late pay up etc Normally it should be exactly the same as the unit number minus the site prefix if you are using WinSen Electronic Manager unless you have alpha numeric unit numbers If the unit number contains alpha numerics there are two options for assigning the interface number 1 The alpha character can be substituted with its numeric position in the alphabet Thus unit
245. rrent tenants The default is Current Sort Options Button This button will display the Sort Options Window allowing you to sort your reports by selected criteria For details on selecting a sort see Bort Options Window on page The following reports can be sorted by WinSen Property Manager e Aged Receivables Chapter 5 Report amp Graph Menu Compiling amp Printing Reports amp Graphs e 103 Auto Bill Credit Card Report Current Bad Check Report Customer Credit Report Delinquency Status Report Expected Vacancy Report Non Standard Rates Detail Pre Leased Unit Report Reminders Report Rent Coming Due Report Rent Roll Report Security Deposit Report Site Exception Report Tenant Balance Report Tenant Billing Report Tenant Cross Reference Report Tenant Status Report Unit Listing Report Vacancy Report The following fields are available for sorting the above listed reports e Unit Number Walk Order Number Access Interface Number Customer Name Unit Status Move In Date Expected Vacancy Date Paid to Date Credit Card Expiration Date Last Receipt Date Size Code Customer City Rent Due Day Type of Billing Unit Rate Zip Code Passcode Note When using the sort option all reports selected at that time will be sorted by the same defined criteria providing they are reports that can be sorted Printer Button This button allows you to change the destination printer as detailed in Select Printer
246. rt file For example Vacancy rpt is used to print the vacancy report If you output your report to a file vacancy csv will be created in the same folder where WinSen is installed These files are intended to be read by other programs such as spreadsheet or database programs not directly by people Print Report Click the Print Report button to print your selected report Printer Click this button to change the destination printer The Printers form will appear For more information on the Printers form see Select Printer f on page Add Inventory Reports to Main Report Menu Click this button to add the inventory reports to the main report menu They will be listed under the Inventory Reports section 156 e Inventory Control Chapter 6 Maintenance Inventory Items The Inventory Items tab is used to add edit and delete inventory items To edit existing inventory items use the data control bar to move from record to record Then make any required changes To save your changes move to another record or click the Close button to save and exit from this form Click the Add button to add a new inventory item Click the Delete button to delete the current inventory item Inventory Adjustments Item Description Delete Vendor Part Number Reorder Cancel Locks A Us 133 2000 15 EA Close _ Price Account On hand Help 4 50 7005 Locks A Record 1 of 4 gt M Item
247. rts to work the network interface to WinSen Sentinel should also function correctly Customer Information Fields These fields contain information relating to the sample customer for testing purposes The information is used only with certain systems If desired you can edit the information if you select an access control system from the Gate Interface field that uses it Transmit Button Click the transmit button to test the interface The program will attempt to interface to the currently selected gate system with the options you have chosen If an error is encountered it will display an error message as appropriate Close Button After successfully configuring your gate interface press the Close button to save your changes and exit from the Gatetest program Appendices Appendix E Gatetest Program e 187 Appendix F Version Information Program The Version Information program is used to display information about the various DLL s and other components used by WinSen Under normal circumstances it is unnecessary to run it but if WinSen is displaying frequent error messages it can be very helpful in troubleshooting the problem Select the Version Information option from the Special menu to display the following form FileName WinSen Files WinSen Reports Files Directories c windows system 3dflyi 1 scr 12500852 cpx cS 12510866 cpx E gt windows 12520437 cpx Ps system color iosubsys
248. ry e Ends with the data being searched for must end with the search entry Note that if you have chosen to look for a name in the Field box the Operator box will default to a Contains search type while if you have chosen to look for a unit number the Operator box defaults to Equals Chapter 4 General Operations Find Unit Function e 93 Entry Enter the data to look for For example enter a portion or all of the customer s name or the unit number to find Find Next and Find Previous Buttons Press one of these buttons to search for your entered data with the selected criteria The Find Next button searches your database forward from the current record number while the Find Previous button will search your data in reverse order The system will display the first record it finds that matches your criteria If that record isn t the one you want press one of the two Find buttons to search again If your entry is not found a message will be displayed to notify you of this Find Vacant Unit Function This function allows you to search for a vacant unit normally during the move in or transfer process Access the Find Vacant Unit function by choosing the Find Unit button on the appropriate tenant window for example from the Assign Tenant Form You will see the following form Find Yacant Unit Available Sizes Vacant Units 00182 00187 Help FindVacant Unit sO Cancel Due Rate 7
249. s Insurance Will be checked if this tenant has insurance Policy Number The insurance policy number if any Coverage Amount The insurance coverage for this tenant 40 e Insurance Policies Adding Changing or Canceling Chapter 2 Daily Operations Premium Amount The monthly premium for the insurance coverage Paid to Date The insurance paid to date Past Due Amount The amount due on this unit if any Premium Due Now The amount of insurance premium due as a result of this transaction Site Carrier The insurance carrier Prorate Days amp Months The number of days amp months of prepaid rent if any This will be the amount of time the system will charger or credit insurance policy will be charged or credited To add insurance coverage In the Insurance Policy form check the Insurance box and enter the insurance policy number Next select the desired amount of insurance coverage from the drop down list Choose OK and the system will calculate the charges due and display the Paid By window After entering the method of payment see The Paid By Window on page p2 the system will allow you to print one or more receipts detailing the transaction and the insurance coverage will then be effective To cancel insurance coverage In the Insurance Policy form clear the Insurance check box then choose OK to cancel the policy The system will cancel the insurance policy and allow you to print one or more receipts
250. s charges to the tenants account The other columns include only rent that is due e Totals appropriate totals are printed reflecting pre paid rents average accrued days and the amount of arrears for each of the four periods The Aged Receivables report lists all tenants and is an excellent tool for identifying the payment status of each tenant Alternate Security Deposit Report The Alternate Security Deposit Report lists all tenants who have paid a deposit in connection with renting units This report is normally printed in ascending unit number order and contains the following information e Unit Number amp Customer Name the unit number and customer name e Deposit Amount the amount of security deposit being held for that tenant e Totals the total potential and actual dollar amounts of security deposits for the facility This includes current tenants including those in lien status but does not include amounts for tenants who have moved out The Alternate Security Deposit Report will provide you with information on all current tenants who have paid security deposits Census Tract Report The Census Tract Analysis Report is very similar to the Zip Code Analysis Report The sole difference is that it uses the tenant s Census Tract information to create the report instead of the tenant s zip code The Census Tract information is entered into the Tracking Number field of each tenant s record there
251. s should have the same bill type You should not have one unit in a group being billed Chapter 3 Other Tenant Operations Multiple Units e 81 monthly while another is billed semi annually If you do the billing statement will not be correct e Since the same customer is in all the units making a change to the customer information such as name address etc will change this information for all units in the group Making changes in this manner may adversely affect your legal relationship with your customer and should only be done with appropriate notifications and approval Such changes should only be made with site management approval e Since the same customer is in all the units all units in the group will assume the tax status of the customer Thus changing the tax status on one unit in a group will change the tax status of all units in the group Working with the Multiple Unit Dialog To access the Multiple Units option select the Status button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table after selection of the proper unit Then press the Multiple Units button on the Change Status form The following form will be displayed Units associated with Barone Stephen x Unit 00102 Balance 0 00 Unit 00138 Balance 65 00 Unit 00148 Balance 185 00 Unit 00149 Balance 200 00 Total Balance 450 00 Remove unit The list of other units if any that are associ
252. s as follows 16 e Printers and Report Viewing Forms Chapter 1 Introduction Sends the report as electronic mail if you have the necessary software Also can be used to export the report to another file format Prints the report Total 83 Stops compiling the report Moves to the last page Ctrl End B Tenants Past and Present 100 83 of 166 Moves to the previous page Ctrl PgUp Moves to the first page Ctrl Home Special Documentation Help File WinSen Property Manager comes a special documentation help file called README HLP This file will contain changes made to the program since the manual was printed To view the file double click on the Readme icon in the WinSen program group This will launch Windows Help displaying the file You can then browse the file in the usual manner The Training Database Every WinSen Property Manager system comes with a 100 unit training database which can be optionally installed the first time you install the program This database is provided for training and tutorial purposes The data is complete i e it contains fictitious tenants units letters etc We recommend that you spend the time to completely familiarize yourself and your staff with the system operation using the training database Run the system as if you were operating it in a live manner at your facility As you review this manual take the time to perform each tran
253. s feature If you suspect a corrupted backup set highlight the ZIP file in the backup sets list then click this button to test the ZIP file Ifthe system detects that the ZIP file is damaged you will be prompted if you wish to try to repair it First ensure that you have a backup copy of the file then select Yes and the system will attempt to repair the damaged ZIP file Note that if a ZIP file has been spanned across floppy disks the system will not be able to repair it Note When you restore a backup it will put your database back to the state it was in when you made the backup If you accidentally restore an old backup the current data will be overwritten This is a potentially disastrous situation Therefore use EXTREME CAUTION with this option Do not confuse this option with the Backup all Data option in the End of Period Processing menu They are opposite processes Backing up copies the database from your hard disk to a removable diskette as a backup in case of hard disk failure or similar problem Restoring is the opposite it will copy the data from the removable diskette to your hard disk thus restoring it to the state it was in when the backup was made Rebuild and Compact Database File This option rebuilds and compacts your WinSen Property Manager database We recommend that it is run approximately once per week or anytime a serious database error has occurred It should be used if your database has beco
254. s multiple facilities within the same program and database Program setup and operation is essentially the same for both versions with some minor differences that will be detailed when appropriate Rents and Monthly Charges are automatically posted by the system and a full complement of customized tenant notices are printed with a simple command by the system operator Opening reports are provided daily reflecting the current status of the site identifying the actions taken by the system rents and monthly charges posted customer notices queued for printing etc and alerting the system operator to activities that need to be accomplished that day e g pre lease deposits that are to be forfeited Closing reports Daily Monthly and Yearly are also automatically generated Weekly and Quarterly closing reports are also available on an optional basis Each report provides specific information about its respective period and accumulates data for the next period For example the Daily Close identifies today s activity and accumulates this same information on a month to date basis Additional reports e g Bank Deposit Log Transaction Log etc can be designated to print along with the appropriate Close WinSen Property Manager provides you with powerful flexible report generating and data export capabilities The system comes with a full set of predefined on demand reports which can be printed viewed in a window or scheduled to print
255. saction as described If you encounter a difficulty don t understand a transaction have a situation unique to your operation etc call us and we will gladly assist you Remember the only inappropriate questions are the ones you don t ask After you are comfortable with the program and its operation you will need to delete the training database and begin the process of customizing the software to match your facility as described in the following section and in 4S tartup on page 195 Chapter 1 Introduction Special Documentation Help File 17 Site Customization Guide and Site Setup The Site Customization Guide provided with your software consists of a series of forms which will need to be completed detailing your Site Information e g site name and address days to overlock late fees to be charged unit sizes and rates unit mix etc The information will be needed to customize the software for your facility The Site Customization Guide will assist you in gathering this required information and making certain key decisions as to how you will operate your facility with the WinSen Property Manager It is also a convenient place to store all of the necessary data Site Setup Entering your Site Information unit sizes and rates and units will normally be accomplished by Sentinel Systems based on the information you return in the Site Customization Guide You may also elect to input this information yourself In either ca
256. se the Btartup section beginning on page 195 will greatly assist you in this process If you would prefer to have SSC do the Site Customization We will supply you with a diskette labeled Site Customization Disk If the Site Customization Guide was sent in prior to the shipment of your software it should be with the distribution diskettes If you sent it in after the shipment of your software it will be shipped out separately Instructions for installing the Site Customization disk follow 1 Place the Site Customization disk into your floppy drive This will typically be the A drive 2 If you are running Windows 3 x choose Run from the File menu of Program Manager If you are running Windows 95 98 choose Run from the Start button 3 You will be presented with a form asking for the command line Type in lt A SITE gt or B if installing from the B drive and press lt ENTER gt Remember do not include the angle brackets in the command line 4 The installation program will run and inform you that the current WinSen database will be overwritten It will ask if you want to continue Choose lt Yes gt 5 When the installation program has completed your next step will be to run the Install Customer program and begin installing your existing customers as detailed in the Btartup section on page If you prefer to do the Site Customization yourself If you have chosen to do the Site Customization yours
257. sen ini file Details on modifying the winsen ini file are found in Appendix H Initialization File Variables on page 2nd Contact tab Click this tab to enter edit and display the 2nd contact information about a unit i e the party that is listed as a second contact to the primary tenant Jane Snelling 5538 W Florida Ave eee 80226 875 3215 287 5486 a sd Send Duplicate Notices If you would like to send a duplicate of all notices generated by WinSen Property Manager to the 2nd contact party check this box Each 2nd contact notice will be customized referencing the primary tenant and situation but will be addressed to the 2nd contact party Billing tab Click this tab to show and edit billing information about a unit 30 e Using the View Edit Tenant Form Window Chapter 2 Daily Operations Returned Check Balance Demo Adv Insurance Taxable IV Send Bill Monthy Next Bill 2 9 2001 a Credit Card Type OoOo O Find Number oi i i Help Expiration Date Automatic billing Save Old Tenants Late Type Normal Late Fee Cycle Normal Late Cycle Rate Charge Method Anniversary Taxable Check this box if this tenant is taxable In most cases you should check this box unless the tenant is a tax exempt entity such as a religious organization If your facility doesn t have to charge tax your tax rates should be set to 0 00 in Site Setup Do not clear the taxa
258. splayed showing the programs to be installed and the destination folder Click Next to install the selected WinSen programs The Installation Complete dialog will be displayed Click the Readme button if you wish to read the latest WinSen release notes When you are ready click Finish You will now have a new program group called WinSen this may be different if you chose a custom installation Within this program group will be icons for the WinSen programs you installed This concludes the CD ROM program installation Installing on a Network Since setting up and configuring a network is beyond the scope of this manual it is assumed that the reader already has knowledge of these procedures Once the network is setup and operating correctly the network installation of WinSen is not significantly different from installing to a local hard drive Before beginning setup and configure the network as necessary and ensure that it is functioning correctly Peer to Peer Networks l If WinSen is going to be run on the machine acting as the server install WinSen as noted in the preceding sections to the local hard drive on the server If not setup a folder on the server to be used as the common WinSen folder A folder named WinSen is suggested Share the folder created in step 1 on the network Alternatively share the entire server hard drive Network users will need read write and file scan access to the shared resource
259. standard deposit will be shown Note An asterisk will be printed directly to the right of all Current Rates and Deposits if those amounts are non standard The Unit Listing Report provides an efficient method to review all the units at your facility The report will indicate information current to the time the report is printed Vacancy Report This report consists of a listing of all size codes at the site The unit numbers of all rentable vacant units are printed beside each size code If no unit numbers appear there are no rentable units Unrentable units are not included in the report Vacancy Statistics Report The Vacancy Statistics Report summarizes the status of all units on the facility by size code Size Code the one or two character alphabetic designation of each unit size at the site These are listed in ascending alphabetic order Size Description the physical dimensions of each size code e g 5 X 5 10 X 20 AC etc Total Units the total number of units of this size in the facility database Rented Units the total number of units for each size code which are rented Rented Percentage the percent of the total units for each size which are rented Vacant Units the total number of units for each size which are vacant The term vacant implies that the unit is empty and is rentable Vacant Percentage the percentage of the units of each size which are shown as vacant Complimentary Units t
260. sts the activities performed by the Daily Charger for that day e g Total Rents Charged Total Monthly Charges etc Next Auction Date The next scheduled auction date will be shown in this field This information is used by the system when it is placing tenants into Lien Status automatically for details on the automatic lien processing option see Late Cycles Fees on page 135 or when using the manual lien process see Process Lien Status on page B5 If you know when the next auction date will be enter it at this time before continuing Printer button The Printer button on the daily charger window allows you to choose which printer you would like the charger report to print on Press it to a the Select Printer form For instructions on the use of this form see Select Printer 7 on page Printing the Lock Unlock Report Access the Report Menu and select the Lock Unlock report For specific details on how to print reports see the Report amp Graph Menu section of the manual The Lock Unlock report will provide you with specific recommendations on which units need to be unlocked or locked that day For example if the system has locked out a unit from the gate access system that morning because they did not pay the rent the system will recommend that you overlock double lock the unit that tenant 24 e Printing the Lock Unlock Report Chapter 2 Daily Operations View Edit Tenant Table and Form Vi
261. system will subtract the amounts that were specified from the total amount due for this movein as appropriate Note Miscellaneous charge credit and monthly accounts are changed through Site Information No changes to the account names can be made in Assign Tenant Chapter 2 Daily Operations Assign Tenant e 59 Charge Method This field is for assigning the Rate Charge Method RCM for this move in It will be preset to the method defined in Site Setup and for most move ins you will not need to change it For specific information on the rate charge method options see Site Name Tab 7 on page Select the desired Rate Charge Method from the drop down list Due Day This is the day when rent is due each month The system will preset it according to the Rate Charge Method but you can change it if you need to If you change it the system will recalculate the amount due to reflect the change Months to Pay If necessary enter the number of additional months the new tenant is paying This will be dependent on the Rate Charge Method and site policies For example if the tenant is Ist of the month and your facility allows people to move in with less than a full month rent payment you would leave Months to Pay at 0 and prorate them in If the tenant is on the anniversary or 2 month prorate Rate Charge Method you will need to enter 1 in Months to Pay Total Due amp Paid to Date The system will calculate the Tot
262. t amp Graph Menu Report Descriptions e 117 Complete Lock Unlock report which is the same except that it includes all currently overlocked tenants A tenant s unit has been locked today by the Daily Charger The tenant is the number of days late specified in Days To Overlock The system will recommend that this unit be overlocked A tenant is late and the number of days late is greater than or equal to the number of days specified in Days To Overlock but they are not in overlock status The system will recommend that this unit be overlocked The number of days late for the unit is less than the number of days specified in Days To Overlock but the unit is shown as being overlocked The system will recommend that this unit be unlocked A tenant s unit has been unlocked today The unit was in overlock status but the tenant has paid the rent today The system will recommend that this unit be unlocked Note Tenants who have been assigned the reminder late fee and notice status will appear on the Lock Unlock list Those tenants assigned as None will appear with the message Exempt Tenant Information provided on the report is Unit number Walk order number Customer name Paid to date the date the tenant s rent was or is due Recommended action overlock or unlock It is recommended that the manager print the Lock Unlock list each morning and while walking the facility ver
263. t status of each tenant Tenant Billing Report This report provides a summary of all units that are currently being sent bills The following information is provided e Unit Number amp Customer name the number and customer name e Billing Type the billing frequency for the customer There are four choices Monthly Quarterly Semi Annually and Annually e Monthly Charges the monthly charges in addition to rent that are assessed on this unit each month e Next Bill Date the next date on which the tenant is to be printed a bill e Paid to Date the date on which the tenant s rent becomes due e Total the total number of tenants on the report The Tenant Billing Report will show you all units that are currently being billed on a recurring basis Tenant Cross Reference Report This report provides a summary listing of all tenants at your facility normally in ascending unit number order and contains the following e Unit Number amp Customer name the number and customer name e Address Line 1 amp 2 the address of the tenant renting the unit e City State Zip the City State and Zip Code e Home Phone the residence telephone number of each tenant The Tenant Cross Reference Report provides an easy way to review your current tenants and validate mailing address etc Chapter 5 Report amp Graph Menu Report Descriptions e 111 Tenant Passcode Report This report lists your tenant s ga
264. t Function on page 176 e Quick View Utilities Appendices Appendix A System File Names WinSen Property Manager requires certain specified files to process your data configure your system generate tenant notices etc Following are the names and descriptions of these files Late Letters amp Notices File Names Following is a list of the files used as templates for printing late letters contracts billing notices etc e LATEI LET First late notice LATE2 LET Second late notice LATE3 LET Third late notice LATE4 LET Fourth late notice LATES LET Fifth late notice e CONTRACT LET Template for printing of contracts LIEN LET eee Final lien notice e MBILL LET Monthly billing notice e PARTIAL LET Partial pay notice e PREFOR LET Pre lease forfeiture notice e PRELEASE LET Pre Lease contract e PRELIEN LET Pre lien notice e QBILL LET 0 Quarterly billing notice e RATECHG LET Rate change notice e RCHECK LET Returned check notice e SBILL LET Semi annual billing notice e THANKYOU LET Thanks letter e TRANSFER LET Transfer contract e WELCOME LET Welcome letter Appendices Appendix A System File Names e 177 e YBILL LET Annual billing noti
265. t size e g a 5 X 5 unit would show 25 in this column Total Square Feet the total number of square feet for each unit size at the facility For example if the facility had a total of seven 5 X 5 units the amount shown would be 175 Square Foot Occupancy the total square feet rented for each unit size For example if the site had six 5 X 5 units rented the number shown would be 150 This amount reflects rented units only and does not include complimentary units Square Feet Percent Occupancy the percent of that size code that is currently rented This amount does not include complimentary units Unit Rate the standard monthly rental rate for that unit size Potential Gross the potential monthly revenue for that unit size if all units of that size were rented Actual Income the actual monthly income for that unit size The amount shown includes non standard and standard rates Chapter 5 Report amp Graph Menu Report Descriptions e 107 e Per Square Foot Potential the monthly dollar per square foot potential if all units of that size code were rented at the standard rate e Per Square Foot Actual the monthly revenue actually attained per square foot This calculation is Actual Income divided by Total Square Feet Available e Totals totals are provided for each appropriate category reflecting amounts for the entire facility The Square Footage Income Analysis re
266. t that was issued Giving Credit to be Used at a Future Time To credit a customer account without taking a payment 1 Issue the miscellaneous credit as explained above 44 e Payments Chapter 2 Daily Operations 2 Apply it to the rent category under the Pay column If the tenant s rent is not due yet this will require entering 1 in the Additional months to pay field because the system will not let you go to the rent field under the Pay column unless there is an amount under the Due column 3 Click on OK to display the Paid By window which will have 0 00 due 4 Then click on OK in the Paid By window to complete the transaction The credit issued will be shown as a credit on the customer s account NOTE If we were to apply 35 00 to rent on a 35 00 per month unit with a misc credit the tenant s paid to date would be advanced by one month and they would not have any credit left over The system will always follow the rules noted above in Rent payments and the paid to date whether the amounts are being paid with credit or with money Credit Used For Payments Payments with credits will not show up as income only the actual money collected will be shown as income on the closing reports The credit used will instead be reflected in the Credits section of the site summary report Thus you always know how much credit has been used Posting a Full Payment When your customer is paying in full you c
267. t the file called MTDBank rpt the rpt extension is assumed and will be appended if it is not present will be used to print the MTD Bank Deposit Log The filename must conform to DOS 8 3 filename conventions To add a customized report to the report menu find the place in the list of reports where you wish the report to appear Then insert a line in the above format For example let s suppose you have a custom delinquency status report and the filename is overdue2 rpt We wish to add this report immediately above the standard delinquency status report We open the Winsen ini file in a text editor such as notepad then use the find feature to find the line that says delinquency Within the Management Reports separator Notepad finds a line that says OverDue Delingquency Status Report This is the standard delinquency report definition To add our custom report insert a line that says OverDue2 Customized Delinquency Status Report immediately above the standard delinquency status report entry The description can be whatever you want The next time you open the report menu your customized report should appear in the list 192 e Appendix I Adding Reports to the Report Menu Appendices Appendix J Using WinSen With ICVerify This section explains how WinSen interfaces with IC Verify and what to check if the interface does not work correctly WinSen v2 00 and higher has the ability to interface with IC V
268. t will not affect the close that was already done Otherwise it will not allow the closed transaction to be canceled Use ICVerify for Credit Card Processing When selected this option will cause the system to interface with ICVerify during credit card transactions automatically processing the credit card transaction IC Verify is a program written by ICVerify Inc which allows automatic processing of credit cards via modem To use this feature you must have the proper arrangements with an authorized financial institution and the IC Verify program Note If you have the ICVerify program and the proper arrangements with your financial institution the system will process autobill transactions automatically during the System Charger by passing these transactions to the ICVerify program It will also process credit cards automatically in the Paid By Window For more information regarding using WinSen and ICVerify see Appendix J Using WinSen With on page Auction Information Tab This form is used to configure your pre defined auction location information to be used when a tenant has become seriously delinquent and their unit is placed into lien status This Lien Configuration is used by the Daily Charger when placing units into Lien Status and is also used when you are manually placing a tenant into Lien Status and you press the default button to load your Lien Configuration Select the Auction Info t
269. tc If the customer is paying Chapter 2 Daily Operations all charges that are due the normal situation you can merely press the Pay Total Due button to display the Paid By window 3 If you didn t use the Pay Total Due button in step 2 click on OK to display the Paid By window where you will enter in the appropriate cash check or credit card amounts For instructions on the use of the Paid By window see The Paid By Window on page 4 You will now have the opportunity to print one or more receipts detailing the transaction These are the basic steps that you will use in most situations Detailed explanations of other types of transactions that may arise follow Rent Payments and the Paid to Date How does WinSen Property Manager advance the paid to date The system takes the amount that you apply towards rent and divides it by the unit rate to know how many months to advance the paid to date For example if you apply 35 00 towards rent on a 35 per month unit the paid to date will be advanced by 1 month A 70 00 payment would advance the paid to date by 2 months and so on But what happens if you apply a 25 00 payment to this unit Because the system does not work with partial months it will not change the paid to date or the past due rent and will give the tenant a 25 00 credit for the partial payment If you were to apply a 50 00 payment to this unit the paid to date would be advanced by 1 month and th
270. tcut to NETDDE EXE in your Startup folder The DDE Link Field does not need to be filled in When you transmit a test transaction to WinSen Sentinel as explained in the next section this field will show the data sent to then returned by the program Network Setup Procedure Note You must have the network version of WinSen Property Manager to enable network functionality Call Sentinel Systems for more information 1 Ensure that NetBIOS is enabled on all workstations NETBIOS is built into Microsoft TCP IP and NETBEUI but has to be specifically enabled if you are using the IPX SPX protocol 2 Ensure that all workstations are running NETDDE as described above 3 Install WinSen on all applicable workstations When installing on a workstation make sure it is installed to the network drive On the file server for a peer to peer network it is installed to the local hard drive 4 Run WinSen Sentinel on the target workstation This will be the workstation which is hooked up to the access control alarm system 186 e Appendix E Gatetest Program Appendices 5 On the source workstation s run the gatetest program Set the interface to WinSen Sentinel In the Computer Name field enter the name of the workstation where WinSen Sentinel is running The name cannot contain spaces 6 Try a test transmission to verify that the interface works Note the Microsoft Hearts game uses a similar NetDDE connection if you can get MSHea
271. te and check the Automatic billing box Then when that tenants rent is due and if the credit card expiration date is valid the system will automatically generate a transaction and advance the paid to date on the unit when the Daily Charger is run An autobill notice will be printed on the charger report alerting you to process the credit card transaction through the credit card company If the credit card expiration date has passed the paid to date will not be advanced and a notice will be printed on the charger report warning you of this Special Note If you have the IC Verify program and the proper arrangements with your financial institution the system will process autobill transactions automatically during the System Charger by passing these transactions to the IC Verify program For more information regarding using WinSen and ICVerify see Appendix J Using WinSen With on page Late Type The system provides three options for charging late fees and printing notices for a tenant 1 Normal all late fees are charged and all notices are printed This is the default 2 Reminders late fees will not be charged but all notices will be printed 3 None no late fees are charged or notices printed Select the desired option from the drop down list Note that the system will default to Normal late charges so in most cases no additional action is required Late Fee Cycle There will be one or more late fee cycles to choose from dep
272. te gt Type of rate change One time only One time only Notice Date 12 27 1999 Date of Change 01 01 2000 Ongoing New Rate Specific dollar amount Dollar amount increase 35 99 Maximum Rate 79 00 Percentage increase I New Standard Rate New Deposit Vacant Units Only A Record 1 of 3 P P Press F1 for help Entering the Rate Change information Following is an explanation of each data field and control found on the Rate Change form Size Code amp New Size Code The Size Code field is used to specify which size of unit should be changed to the new rate From the drop down list choose the appropriate size The Standard Rate for units of that size will then be displayed for reference purposes The New Size Code field is used if you need to change the size code for units that are going to be affected by this rate change For example let s suppose you have two size codes A1 and A2 that are the same size unit but have different rates You want this rate change to change the units that are a size code A1 to size code A2 To do this you would select size code A1 from the Size Code field then select size code A2 from the New Size Code field Then all units that are affected by the rate change as specified in the Units to be affected field explained below will be changed to the new rate and changed to a size code A2 on the Date of Change If the above paragraph doesn t app
273. te access codes It lists unit number customer name passcode card number if applicable and other parties with access Tenant Status Report This report provides a listing of all current tenants of the facility and includes the following information e Unit Number amp Customer name the number and customer name e Size Code the size code of the unit e Unit Status a two character designation for the present status of the unit e g DO is the designation for a delinquent unit cycle 1 This tenant is in the first phase of the delinquency process The unit status codes are as follows AO Access only unit The unit is not an actual physical unit it is used only for access to the facility by entities such as the fire or police departments garbage collection truck etc C0 Complimentary unit E0 Vacant unit RO Rented unit PO Preleased unit U0 Unrentable unit D1 to D5 Delinquent but not overlocked unit The numbers 1 to 5 indicate what phase of the late cycle process the tenant is in For example the number indicates the first phase of the late cycle process e g the tenant has been charged the first late fee O1 to O5 Delinquent overlocked unit The numbers 1 to 5 indicate the late cycle phase as described above LO Lien status unit L1 The lien on the unit has been completed but the tenant was not retained The system will vacate the unit as soon as the
274. ter 2 Daily Operations Assign Tenant e 51 RV Length The RV Length field is used to record the length of the tenant s RV if you charge by the foot for RV storage When this field is filled in the system will multiply the number entered by the RV per foot rate specified in Site Information to calculate the unit rate If your facility doesn t charge by the foot for RV storage make sure the RV per foot rate in Site Information is set to 0 00 and that no information is entered in this field Language The language option is used if you wish to print different late letters for some tenants than others For example you could have tenants who prefer to receive mailings in spanish To support this you would create a sub folder named spanish in your WinSen installation folder You would then copy your spanish language letters into that sub folder and select the Spanish option in the Language drop down list for the applicable tenant s Those tenants would then receive the spanish language letters To establish a list of language options it is necessary to modify the langn variables in the winsen ini file Details on modifying the winsen ini file are found in Appendix H Initialization File Variables on page 2nd Contact Information tab Select this tab to enter and or display the 2nd contact information about this move in The 2nd contact information is optional If desired you can have the system pr
275. ter 4 General Operations Report amp Graph Menu The Report amp Graph Menu provides the ability to print on demand a great variety of site and financially oriented reports and graphs You can print a report or graph display it on the screen or direct it to a file WinSen Property Manager also allows you to sort your reports using a variety of sort keys e g tenant name move in date etc By default the reports are sorted in unit number order Sorting these reports in a different order can be of great value to the facility To access the Report amp Graph Menu simply select this option from the Main Menu Compiling amp Printing Reports amp Graphs The form shown below is the Report amp Graph Menu It lists the reports and graphs available and provides for the selection of the reports to be printed displayed or sent to a file More than one report can be selected at once They will be printed sequentially in the order that they are listed Chapter 5 Report amp Graph Menu Compiling amp Printing Reports amp Graphs e 101 m Report Menu Afel x Output options inancial Lien List Printer Window Bank Deposit Log MTD Month to Date Rental Activity File Bank Deposit Log WTD Move in and Move Out Summary Bank Deposit Summary MTD MTD Editor Change Report By Date Tenants MTD Transaction Log MTD Editor Change Report By Unit Operating Income and Rent
276. the time the report was printed Current Square Feet the rentable square feet associated with the current number of rented units If Full Amount the dollar amount of monthly rent that would be attained if all units for that size code were rented at the standard rate If Full per Square Foot the potential dollar per square foot monthly revenue if all units of that size were rented and rented at the standard rate Now Amount the monthly rental revenue for each size code This represents actual rental income The actual unit rate is used in this calculation instead of the standard rate as above Now per Square Foot the present monthly rental revenue on a dollar per square foot basis Complimentary the number of complimentary units currently provided for each size code Unrentable the number by size code of units that are presently designated as unrentable Vacant the number of units for each size code which are currently vacant Pre leased the number of units for each size code that are currently pre leased The Month to Date Rental Activity Report can be an extremely valuable tool in assessing the performance of your facility in maintaining occupancy levels or during the lease up process The same will be true in evaluating your seasonal performance on a year to year basis Move In and Move Out Summary This report provides you with specific tenant information on who has moved in or out during the c
277. the message Do you want to change only the paid by amounts If you answer lt Yes gt the system will display the Paid By window with the amounts from the last transaction and allow you to make your changes Type in the corrected information for example change the payment from cash to check and choose OK Thus if a payment was entered incorrectly as cash when it should have been check or card you can correct this mistake without having to re enter the entire transaction If you answer lt No gt to the Do you wish to change only the Paid By amounts the system will ask you Cancel transaction are you sure Choose Yes cancel the transaction Chapter 2 Daily Operations Canceling a Transaction e 39 Note When you cancel a transaction the transaction type will be changed to 666 The system will also write another transaction type 676 which is a canceled transaction pointer This transaction points to the canceled transaction number and will appear on the close for the day If the last transaction on the account cannot be canceled the system will display the message Unable to cancel last transaction If you get this message you can usually modify the Paid By information Insurance Policies Adding Changing or Canceling WinSen Property Manager provides the site the ability to act as an administrator for Deans amp Homer Insurance Company in providing your tena
278. the rent is due before a late charge will be assessed For example if lt 5 gt is entered then five full days will pass before a late charge is posted to the tenant s account Thus if a tenant is due on the first they would be assessed a late fee on the sixth by the Daily Charger Note This number means days late not the day of the month A 5 in this field indicates 5 days late not the 5th of the month Notice defines on what day a late notice will be printed Ifa lt 5 gt is entered then the Daily Charger will queue up the appropriate late letter to be printed as it processes your accounts on the morning of the sixth day late Note Late charges and notices operate independently from one another A late charge can be specified to be posted on a certain day and the notice can be printed on a different day Late Cycle Description Multiple late cycles may be defined each cycle should have a unique description These descriptions are shown on the Assign Tenant window during the move in process and on the View Edit Tenant form You may manipulate multiple late fee cycles by using the Add Late Cycle button the Delete Late Cycle button and the data control bar to move between records You must have at least one late fee cycle Having multiple late fee cycles allows the facility to maximize late fee collections For example different late fee cycles could be defined for small units vs large units Days To Overlock The numb
279. the unit being vacated e Residence Phone prints the residence telephone number of the current tenant occupying that unit e Business Phone prints the business telephone number of that tenant e Paid to date the customer s current paid to date e Vacancy Date prints the date on which the tenant will vacate the unit This report also provides a total of the number of units with an expected vacancy date entered in the system This report can be an excellent tool for managing your occupancy particularly when used in conjunction with the Waiting List report Lien List This report prints a list of all tenants who are currently in Lien Status The following information is provided e Unit Number and Customer name the unit number and customer name e Auction Date and Time the date and time the tenant s goods are scheduled to be auctioned off e Total Due the total charges due for this tenant s unit Lock Unlock Report Recommendations This report provides the manager with the information he she needs to control the process of overlocking and unlocking units The Days To Overlock number in Site Setup determines how many days late a tenant should be before they are placed on the Overlock list The report will show tenants whose overlocked status has changed and need to be overlocked or unlocked It does not include tenants who are currently overlocked For this information use the Chapter 5 Repor
280. thly Weekly and Yearly Closes To perform a given close select the desired close from the End of Period Processing form by pressing the appropriate button Remember the closes must be done in order Daily first then Weekly etc The system will verify that you want to perform the close This helps to avoid accidentally printing a close prematurely Choose Yes and the system will process your database and print the Closing report s If you have WinSen Electronic Manager you will get closing reports for the main office consisting of the combined data for all sites You will also get separate reports for each site Backing up Your Database After you have processed your close you should BACKUP YOUR DATABASE This step is EXTREMELY IMPORTANT The importance of this step cannot be overstated To backup your database choose the Backup All Data button from the End of Period Processing form The following form will be displayed Backup Data Backup Path 4 Backup mdb Cancel SSC CAWINDOW S WinSen ini Files to Include Help Defaults ad Always erase on removeable media backups Backup Path The drive and optionally directory to backup to You can backup to a floppy disk a ZIP disk a network drive or a local hard drive For example to backup to a directory named Backup on the c drive type C Backup in the backup path 70 e End of Period Processing Chapter 2 Daily Operations Files to Include Ty
281. ths to pay o 66 00 aca Monthly Charges A Unit Rate 66 00 eee Paid to Date 5 1 97 Misc Credits 0 00 Last Receipt 3 15 97 Use Tax Sales Tax acd 46 e Payments 15 00 15 00 0 00 ooo oa ooo oo 0 00 Late Charges Lien Charges Returned Check NSF Charges Ins Premium Cancel Mul ple Units Admin Fee 0 00 Pay Total Due Deposit 000 Help _ Credit Balance 0 00 0 00 Total 81 00 66 00 In the example the tenant has sent in a check for 66 00 neglecting the 15 00 late fee We can either 1 Pay all the rent due leaving the late fee unpaid In this case the system will advance the paid to date by one month The chances of actually collecting the late fee are diminished 2 Or we can pay the late fee and apply the remainder to the rent as in the example In this case the system will NOT change the paid to date and it will give the tenant a 51 00 credit for the partial rent payment Since the partial rent payment does not advance the paid to date the tenant will continue to accrue late fees if your system is setup to charge additional late fees Site policy will dictate how to apply a partial payment to a tenant s account WinSen Property Manager gives you a great deal of flexibility in this regard After entering the method of payment in the Paid By window the system will give you the opportunity to print a receipt reflecting the transaction Over Payments Over paym
282. tion Site Setup Permanently Disabled Alarm PDA An alarm that has been permanantly disarmed for some reason e g excessive false alarms due to faulty wiring or door switch etc Preleased Unit When a unit is preleased it is being held for the tenant until a certain date usually by a prelease deposit It is not considered a rented unit and the gate code will not be activated by a prelease transaction If the unit is not rented by the prelease date the prelease deposit will be forfeited A prelease date can be extended in one of the tenant forms Rent Due Day The specific day of each month when rent is due e g 15 means the rent is due on the fifteenth of each month Restore This is the opposite of a backup It takes a copy of your database on a removable diskette and restores it to your hard drive thus overwriting the current data with the backup copy of the data It is normally only done in unusual situations e g a hard drive failure Time disabled alarm TDA An alarm that is disabled according to the stop and start times of a designated time zone For example an alarm that is disarmed at 7 am and rearmed at 11 pm Time Zone Time zones allow you to define your tenants gate hours The actual hours for a time zone are specified in WinSen Sentinel Each tenant is assigned a time zone for example Time Zone 0 after which that tenant can only use the gate during the hours specified for his her designated time zo
283. tivity by Hour Graph This bar graph plots gate activity by the hour This will show you at a glance which hours of the day are the busiest for gate activity The vertical axis denotes the number of activities while the Chapter 5 Report amp Graph Menu Graph Descriptions e 125 horizontal axis shows the hours Currently only hours of the day where there is gate activity will be on the graph Therefore an hour of the day that has no activity will not be on the graph Size and Rate Graph This pie graph gives an overview of the number of units of each size you have at your facility In addition the bottom of the graph will include a table of your size codes which shows the size description standard rate and deposit square feet total units of that size and the percentage of your total square footage of units in that size Square Footage by Size Graph This graph plots your size codes on the vertical axis against the total number of square feet in units of that particular size along the horizontal axis In addition it shows how much of that square footage is rented or vacant blue denotes rented square footage red vacant This helps you determine which unit sizes are most in demand Tenant Longevity Graph This bar graph shows the amount of time your tenants have been with you plotted against number of units The graph will allow you to quickly determine how long tenants stay with you The vertical axis is the amount of time and the
284. tor intervention In some instances though it may be desirable for certain alarms to be automatically enabled or disabled on the basis of time of day For example building access doors are best alarmed on a timed basis Note that for this option to be functional it must be enabled in Setups in WinSen Sentinel For additional information on time disabled alarms see the WinSen Sentinel manual Chapter 3 Other Tenant Operations Change Security Information e 83 Change Time Zone or Access Level Time zones allow you to define your gate hours for tenants This option selects the time zone for the tenant not the gate hours for the time zone To change the gate hours defined for a time zone you must go to WinSen Sentinel To change the time zone assignment for this tenant select the desired choice from the drop down list Access levels allow you to restrict the tenants access to certain parts of your storage facility To change the access level assignment for this tenant select the desired access level from the drop down list Note For more information on Time Zones and Access Levels or if you need to change the actual gate hours or the access level definitions see the WinSen Sentinel manual Lock or Unlock a Tenant This option is used to override the normal system operations of automatically locking tenants out when they are delinquent and re admitting them when they pay up You would normally not need to use this function however
285. tory record auction information etc All information regarding your facility database can be changed on site by individuals having the appropriate passwords This includes your notices tax rates unit mix unit rates system passwords etc Rate Changes are easily scheduled and accomplished on site Rate change notices can be printed in advance and multiple rate changes can be queued for processing at different times Many options are available e g changing rates on only vacant units raising rates automatically after a set amount of time raising rates only on units that meet a specific criteria etc The Late Charge and Notice process can be easily arranged to meet the needs of your facility In addition you can selectively exclude a tenant from late charges and or notices Late charges can be assessed on a fixed amount or on a percentage of the rent basis or a specified amount per day Billing statements can be automatically printed for selected tenants The system can be setup to automatically process credit card payments when used in conjunction with the IC Verify program and an authorized financial institution If you have a digital camera or scanner you can associate digitized pictures with a tenant or with a unit Special Features The WinSen Property Manager system contains many special features which enhance the capability of the software and assist the Manager or Operator in running the system A few of these features are
286. trol system is connected to COM2 on the computer the baud rate is 9600 there is no parity checking there are 8 data bits and 1 stop bit Consult the documentation for your access control system for the proper parameters Unit Number Passcode amp Card Number Enter the unit number passcode and card number to be transmitted to the access control system Note that this information defaults to the values shown in the example but you can change it if desired Time Zone amp Access Level Enter the time zone and access level to be transmitted to the access control system The program defaults to 0 for both but you can change these if desired Computer Name DDE Link Field These fields are displayed only if you have the network version of WinSen Property Manager These two fields are used when WinSen Property Manager is interfacing to WinSen Sentinel over a LAN Local Area Network To successfully link from WinSen Property Manager on one workstation to WinSen Sentinel on another you must enter the Computer Name where WinSen Sentinel is running The Computer name is found in the Windows Control Panel Network dialog In addition a program called NETDDE which is supplied with Windows for Workgroups or Windows 95 98 must be running on both computers This program runs automatically in Windows for Workgroups but not in Windows 95 98 Therefore if you are running Windows 95 98 and are interfacing over a network you must place a shor
287. ts etc are stored in files with this extension The data file for WinSen is Manager mdb RPT Report files templates used to generate reports e VBX VBX files used by the system for certain controls on various forms e WAV Wave files These files are used to generate various sounds for example when certain events occur a wave file will be played 178 e Appendix A System File Names Appendices Appendix B Explanation of Transaction Codes WinSen Property Manager utilizes transaction codes to identify the type of each transaction generated by the system The transaction codes always consist of three characters A specific transaction can be identified as follows The first character reading left to right identifies the transaction type Ol cares Move in Tennan Move out PEE Transfer e E Pre lease AES Charge Siac testa lantecieaded Notice S EEEE Change to account Tiaan liens Lien Process TETERE Payment The second character identifies the method of payment for the transaction PEPEE ETA No payment received A E EAT Cash PEE AAA EATA Check anua Credit card A uN Combination Disasari sdai Credit misc credit or prior credit The third character is used to provide additional description of the transaction This digit is only used in selected cases These entries are associated with a specific Transaction Type as listed above the first character in the code Transaction types 1
288. ts will be printed with each close Reprinting a Closing or Charger report WinSen Property Manager allows you to reprint a closing or charger report if needed Select the Reprint a Close or Reprint a Charger button The following form will appear Reprint a Close x Select the report to print Output options Print _ Printer Window Cancel File Printer Help 06 07 1996 11 16 46 Daily Close lt lt 06 05 1996 00 00 00 Daily Close 05 31 1996 00 00 00 Monthly Close 04 30 1996 00 00 00 Monthly Close 03 31 1996 00 00 00 Monthly Close 02 29 1996 00 00 00 Monthly Close 01 31 1996 00 00 00 Monthly Close 12 31 1995 00 00 00 Monthly Close 12 31 1995 00 00 00 Yearly Close 11 30 1995 00 00 00 Monthly Close bad The list will show the date time and a description of the reports available for reprinting Select the desired report by double clicking or by highlighting the report and choosing the Print button Chapter 2 Daily Operations End of Period Processing e 75 Other Tenant Operations View Transactions This option allows you to review the transactions that have occurred on any customer past or present To access it choose the View button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table after selecting the desired tenant The following form will appear View Transactions x
289. tup 129 Site prefix 160 Size codes Adding editing or deleting 158 Sorting Late letters 66 Special mailings 67 Startup 195 Status Codes Table of Unit Appendix D 184 System file names Appendix A 177 T Tax Automatic rate changes 166 Business Tax No 134 Exempt status 31 53 Setting rates 134 Type to be charged on revenues 149 Tenant history 78 Tenant operations 25 Thanks letter 137 Time Changing computer 174 Index e 205 Time Disabled Alarms TDA s 34 83 Time Zone Changing 84 Time Zones 34 Toolbar 25 Training database 17 Transaction codes Explanation of Appendix B 179 Table of Appendix C 181 Transactions Canceling 39 Viewing 77 Transfer fee Charging 64 Configuring 138 Transfers Transferring a delinquent tenant 64 Transferring a tenant 62 Tutorial 17 Twenty eight day cycle 132 U Unit Status Changing 80 Units Adding editing or removing 160 Changing size 162 Renaming 162 Utilities menu 173 V Vacant units Showing 175 Verify Database Consistency 172 Version Information Program Appendix F 188 Ww Waiting list 99 Welcome letter 137 206 e Index
290. turned check is posted or paid and the operator cannot access the Months to roll field Automatic Lock Out on Returned Check Entry The system can be configured to automatically lock out a tenant whenever a returned check is posted This option is set in Site Setup When this option is checked the system will lock out a tenant any time a returned check is posted to their account regardless of the paid to date or the amount of the check Otherwise the tenant will be locked out if their new paid to date makes them late Note If the tenant s Late Type is set for no late fees or notices they will not be locked out bya returned check entry Completing the Returned Check Transaction After entering all appropriate data click OK to complete the transaction and exit from the window You can press lt Ese gt or click Cancel to abort the transaction if necessary Note A returned check that has been posted to the wrong unit by mistake can be canceled in the Cancel Transaction option Pictures The picture option allows you to associate a digitized picture with a tenant and or unit Pictures can be acquired from a scanner digital camera or any TWAIN compliant device Previously digitized images stored on disk can also be loaded To associate a picture with a unit select the desired unit in either of the View Edit forms Then click the Picture button on the Toolbar The following form will be displayed 88 e Pictures Cha
291. two site records the main office and one or more sites The configuration for site 1 will be record 2 If you have 2 sites there will be three records one for the main office and one for each site Site Setup Tabs The Site Setup form has a series of tabs which you click with your mouse to select a category Click the tabs to display and edit the following information Site Name Tab Click this tab from the Site Information form to display and edit basic information about your facility The following form will be displayed Chapter 6 Maintenance Site Setup e 131 Auction Info Lien Charges Insurance Premium Amounts Site Name System Dates Late Cycles Fees Printer Setup General Site Name Sentinel Secure Storage Address 1620 Kipling Street City State Zip 80215 Phone 303 242 2000 Fax 303 242 2011 Manager E mail Barker SentinelSystems com Rate Charge First of the month gt Interface inSen Sentinel Sales Tax Rate Use Tax Rate 10 00 Business Tax No 30976 9 Site Name amp Address The Site Information Block fields specify the Name Address City State Zip code and phone number of your facility This information is used in report headings and on your late letters Fill in the data as appropriate Manager This optional entry indicates the manager s name If it is filled in the system has the ability to print it on late letters and reports Rate Charge This is where you d
292. u move out a past due tenant and the charges are not paid the system will notify you that the unpaid amounts will go into bad debt and ask if you want to continue If so these unpaid amounts show up in bad debt and will be offset in their respective categories rent late fees etc under the Transactions section on the Site Summary report This basically means that the unpaid amounts on a moveout are paid with bad debt This number is shown as 5009 Bad Debt Debit on the trial balance Liabilities Prepaid Rent the amount of prepaid unearned rent at the time the close was printed The Include Current Month in Prepaid Rent Calculations option on the General Tab in Site Setup will affect this number If this option is enabled the prepaid rent on each occupied unit is calculated using the following formula Days Left in Current Month Unit Rate 30 Whole Months Unit Rate If the Include Current Month in Prepaid Rent Calculations is not checked only whole months of prepaid rent are included in this calculation Security Deposit the total amount of security deposits held Pre lease Deposit the total amount of Pre lease deposits held Customer Credit the total amount of credits on customer accounts 72 e End of Period Processing Chapter 2 Daily Operations Transactions This section gives a summary of the transactions that occurred during that particular reporting period Refunds
293. u to quickly determine which months of the year you have the most or least moveins The Tenant Movein Breakdown Report is another excellent tool to assist you in your marketing efforts Unit Listing Report This report provides a listing of all units at your facility It is normally printed in ascending unit number order and includes the following data e Unit Number the unit number e Walk Number the walk order number assigned for each unit This would be the most efficient order to walk the site ensuring that each unit would be visited e Access Interface Number this is the unit number that will be sent to your gate access system whenever there is a transaction involving the gate e g move in move out make late pay up etc Chapter 5 Report amp Graph Menu Report Descriptions e 123 Unit Status the status of each individual unit i e rented empty overlocked delinquent etc Size Code the size code assigned that represents the physical dimensions of that unit For example size code B represents a 5 X 10 unit Size Description the physical size of that particular unit e g 10 X 15 AC indicating that this unit s dimensions are 10 feet by 15 feet and it is an air conditioned space Current Rate the monthly rental rate for that specific unit Note that the actual monthly rate is shown Current Deposit the amount of the deposit being held on that unit If the unit is vacant the
294. urrent month It includes the following Unit Number and Customer name the unit number and customer name that was moved in or out Address the customer s address Size Code prints the size code associated with the particular unit Size Description the description of the unit e g 5 X 5 Unit Rate the monthly rental rate Move In Date the date the tenant moved in Move Out Date the date the tenant moved out If a tenant has moved in there will be a pound sign before their name If the tenant has moved out there will be an asterisk before their name Chapter 5 Report amp Graph Menu Report Descriptions e 119 Non Standard Rates Detail This report provides a listing of all units on the facility which are currently rented but rented at a monthly rate which is different than the standard rate for that unit size It is printed in two parts and provides the following information Part I Summary by Size Code a listing sorted by size code of all units rented at non standard rates at the facility Part II is a detailed listing sorted in unit number order and provides the following for each non standard unit e Unit Number the number of the unit that is currently being rented at a non standard monthly rate e Size Code the size code assigned reflecting the physical dimensions of that specific unit size at the facility e Unit Status the status code for each unit listed
295. ve in Caution all data entered in this move in record will be lost e Quick Move In performs a Quick Move in This option moves the tenant in quickly with minimal information after which you would need to go back to View Edit Tenant and enter the rest of the customer data This feature is useful when you have a line of tenants waiting to rent units When you select this button the system will immediately move to the Duc tab Assien Tenani form where you can quickly complete the move in with minimal tenant information e Prelease Unit this button found on the Amount Due tab is used to prelease reserve a unit The button will become available for use when the prelease till date is filled in If the unit is already preleased this button will be titled Extend Prelease in this case it is used to extend the prelease till date e Waiting List allows you to search for a name on the Waiting List For details on adding a name to the Waiting List see Waiting List on page e Find Tenant allows you to find a current or former tenant This button will be disabled until you select a unit to be assigned It is used when a current or former tenant is renting another unit and will copy the information from the existing tenant record to the new move in record thus negating having to retype the data For instructions on the use of this function see Find Tenant Function on page bal Notes amp Remi
296. you should always BACKUP YOUR DATABASE This very important step insures that you always have a current copy of your data Making backups is EXTREMELY important and should be done each day after the close is completed Our recommendation for the specific steps to follow each day You arrive at the site open the office and turn on the computer making sure that the computer date and time are set correctly Run Windows Normally this is done by typing lt WIN gt at the command prompt however your computer may be set up to run Windows automatically Ifso you don t need this step If you are running Windows 95 98 this step is unnecessary Access WinSen Property Manager by double clicking on its icon The system will display the Daily Charger window and indicate that the Charger is set to run for today and the last date that it was run yesterday in most cases Click on lt OK gt and the Daily Charger will process your database The Daily Charger will post charges e g rent that is due today late charges that are to be assessed today etc as well as queue up any notices e g late letters billing statements etc associated with the posted charges and other instructions retained in the system It also processes any rate changes that may be scheduled for the day Print the Lock Unlock report This report will specify per the parameters of the system which units should be overlocked today and which should have the overlock
297. ys and Months fields Note If it is site policy to not refund any prepaid rent on moveouts you should make sure that the Refund Rent on Moveout option in Site Setup is not checked Then the Days and Months under the credits section will always be preset to 0 when you do a moveout Transfers The Transfer Tenant function allows you to move a tenant from one unit to another The units can be the same size a different size and or have different rates To transfer a tenant select the Transfer 62 e Transfers Chapter 2 Daily Operations button from the Toolbar on either of the Tenant Forms View Edit Tenant Form or View Edit Tenant Table after selecting the proper unit The following form will appear Transfer Tenant Ea New Unit New Unit is Find Unit Unit Rate 60 0 Monthly Charges 0 00 16 00 0 00 Prorate 8 Days 0 Months Use Tax Sales Tax Unit 00114 Name Coffee Joseph Old Unit Rent Due Day 19 Paid to Date 3 19 96 Unit Rate 60 00 Monthly Charges 0 00 Deposit 10 00 Prorate 8 Days 16 00 Rent 0 Months 0 00 Use Tax 0 00 Sales Tax 0 00 Prior Charges 0 00 Prior Credit 0 00 Old Unit Credit New Unit Total Summary New Unit Total 26 00 Old Unit Credit 26 00 Use Tax Sales Tax Misc Charges 0 00 Misc Credit Transfer Fee Balance Due UK Cancel Hep Help The cursor will be on the New Unit field waiting for your input
298. ystem will move out the tenant ask if you want to print a receipt and the unit will be vacated If the customer owes you money and is not paying anything If you move out the tenant with a balance on their account the system will place the unpaid amounts into the bad debt account If you do not wish this to occur you will need to zero out the rent amount due on the moveout screen To do this use your mouse to move to the Months field under the Credits section and type in the number of months rent that they owe you For example if a tenant is moving out that owes one month s rent and you don t want the rent due to go into bad debt type in 1 in the Months field and the past due rent balance will be offset in the credits section effectively removing the past due rent Past due late fees and other amounts will have to be credited with Misc Credits if you don t want those amounts going into the bad debt account Next choose the OK button to complete the moveout If there is an amount due the Paid By window will come up In the Paid By window click OK without entering any amounts The system will give you a warning message that the unpaid amount on this account will go into bad debt and ask if you want to continue Choose Y and the system will move out the tenant ask if you want to print a receipt and the unit will be available to rent If you are refunding prepaid rent Press the OK button The syste
299. ze Code the size code associated with this unit Size Description the description of the unit e g 5 X 5 Unit Status the status of this unit as of the time the report is printed In most cases this will be rented delinquent unrentable etc but if the unit has been locked today or unlocked today the system will print that verbiage instead Paid to Date the date the tenant s rent is or was due If the unit is unoccupied this field will be blank Days Late the number of days late for this tenant If the unit is unoccupied this field will be blank Overlocked will print Yes if the tenant is overlocked No if not If the unit is unoccupied this field will be blank Recommended action the recommended action to take based on the unit s status If the unit is unoccupied this field will be blank Total the total number of units included on the report The Site Exception Report is a valuable tool in assisting the owner or manager in making sure that all rented units are entered into WinSen Property Manager 122 e Report Descriptions Chapter 5 Report amp Graph Menu Size and Rate Report The Size and Rate Report lists in ascending alphabetic order all unit size codes and rates for your facility and includes the following information e Size Code the size code for each unit size at the facility e Size Description the physical dimensions of each unit s
300. ze Codes from the Maintenance menu The following window will appear w Size Codes Iof x Add Delete Cancel Close Help Total Records 9 Size Description Deposit Tax Rate Changed 25 00 50 00 80 00 100 00 120 00 150 00 12X15 1 0 180 00 10X 20 RY L 0 200 00 10X25R Y JE iz 250 00 6 5 96 Press F1 for help Size The Size column designates a code which represents a specific size unit at your facility They can be up to two characters in any combination you desire Description This field is used to describe the dimensions of the units of this Size Code You can type the data in any desired format For example the entry might be 10 X 10 AC indicating that the unit is 10 by 10 in size and is air conditioned 158 e Size Codes Chapter 6 Maintenance Rate This is the standard rate for this size unit An individual tenant s rate can be changed in the Assign Tenant or View Edit forms if permitted but the change will appear on the Non Standard Rates Detail Report Deposit The amount the system will charge for a security deposit for a unit of this size The deposit can be changed during Assign Tenant if need be but will show up on the Non Standard Rates Detail Report Tax Rate This is the tax rate charged on rent for units of this size code This field is provided for cases where different tax rates are assessed
301. zip code e Percentage calculates and prints the percentage of tenants from each zip code The report also totals the number of zip codes and the number of tenants within the system Graph Descriptions Distance from the Facility Graph This pie graph is based on the demographic entries for the Distance Category Group for your tenants For example let s suppose you have designated five choices for the Distance Category Group The Distance from the Facility Graph would then show the percentages of your tenants for each of these choices Non Standard Rate Graph This bar graph provides an overview of units with non standard rates The vertical axis displays your size codes while the horizontal axis represents the number of units in that size Units at the standard rate will be displayed in red units below the standard rate will be displayed in blue and vacant units are displayed in yellow Number of Employees Graph This pie graph is based on the demographic entries for the Employees Category Group for your tenants The graph shows the percentages of your tenants in each choice for this group e g 1 5 Employees 6 10 Employees etc Purpose for Storage Graph This pie graph is based on the demographic entries for the Purpose Category Group for your tenants The graph shows the percentages of your tenants in each choice for this group e g 39 66 Moving Storage etc Sentinel Ac

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