IPM Classic Test Drive Manual
Contents
1. IPM will add the entry to the resident s ledger and the financial transactions to the General Ledger If you do not want to post when you create the receipt you can post later from the Receipts menu Until the item is posted it can be edited or deleted IPM Classic Test Drive Manual 7 Cash Disbursements BE Gash Disbursements fon cash account 1400 Cashin Bank a eck Definition Regular Check Setu From the tool bar click on Or j endor ig Cil X Eind Vendor Check Type One Time Due Date 06 20 the Checks icon second ee e a from the right The first o Po window asks you to select Oo Casnac TOT Zip 83835 F Include Vendor Account Nbr on Check an account The next window asks whether you want to use consolidated cash balance or use cash from current property Note the balance shown is the current cash for all Bateson Gls Alene posted checks not for sees checks to be posted Click on Use Consolidated Cash Balance The system will always display the current cash position as checks are entered into the system Here are some tips about cash disbursements that may help you to understand the process oon none wn e Start with the Print Status Choose whether you want Print by System computer printed checks or Manual Checks the system will insert a check number however you can change it e Select Check Type One Time or Permanent A permanent2. Menu Current Settings Checkbook Post Date and Property Status Bar E F2 EE EAE EENE DEMO ___ Help Chkb J Prop J Tent Acct j Wndr Unit Cash J Tick Main Screen All program actions originate and end at the main screen The main screen is shown above Explore the system by putting the mouse pointer FullHouse Software Inc 800 653 8428 www fullhousesoftware com IPM Classic Test Drive Manual 4 over each icon and left clicking This will help you become familiar with the different sections of the program Clicking on the OK or Cancel button on the lower right corner of each window will automatically return to the previous window Database Basics IPM uses a database like a complex spreadsheet to contain data about your business IPM s database is organized into Checkbooks that roughly correspond to the operating account you have at the bank Each Checkbook manages Properties or Communities for HOAs in IPM each Property has one or more units and each unit has one or more Tenants or Members We include a sample database with several checkbooks already set up with properties units and tenants to work with Selecting a Checkbook We have four preset and different checkbooks residential commercial mini storage and condominium and home owner associations From the main screen under Current Settings located on the top right of the screen click on the button next to the
3. word Checkbook A window containing all the checkbooks in this database will be displayed Click on the checkbook you wish to make active A window showing all the properties within the active checkbook will open Click on the property you wish to make active A box will ask you for the system date either enter a new date or press the Tab key to select the date displayed Selecting a property Make sure that you are in the correct checkbook If not change the checkbook Click on Checkbook under Current Settings in the right hand corner of the screen and the Select Property window will be displayed Click on the desired Property That property is now active and the Select Property window will close Changing the Date Click on Date under Current Settings in the right top corner of your screen The Post Date window will be displayed Enter the new Post Date using the MM DD YYYY format The year must have four digits Click on OK IF the date is more than 30 days from the previous Post Date the system will display a warning message If the new date is correct click OK If the new date is wrong click Cancel and reenter the new date If the year is incorrect because either only two digits were entered or it was outside the fiscal year click OK and reenter the correct Post Date If the date is within the proper range the Post Date window will close and the new Post Date will become effective FullHouse Software Inc 800 653 8428 www fullhous
4. Investment Property Manager Classic Test Drive Manual A brief guide to making the most of your trial of IPM Classic FullHouse Software Inc _ www fullhousesoftware com 800 653 8428 Ni h Overview Investment Property Manager provides a general ledger program for accounting accounts payable with check writing capabilities IPM Classic is perfect for occupant management for income producing properties including residential commercial mini storage home owners and condominium associations The purpose of this guide is to familiarize you with IPM Classic s basic functionality and screens Its designed to go through in one sitting and takes about 20 30 minutes System Requirements IPM Classic requires at least a Pentium CPU with at least 100 MB free hard drive space 1 GB of RAM a printer a fast internet connection and Windows 95 or later Installing Investment Property Manager IPM Classic can be installed from our web site www fullhousesoftware com Follow the link to the Download page then find the link to IPM Classic and click that Depending on your version of Windows and the browser you use the dialogs that follow will differ but in any case Run the installation to install IPM Classic or Save it to install later or put on a CD IPM Classic installs in Demo mode but can be turned into either the Unlimited or Basic licensed version by the click of a button once you ve p
5. check is an on going check that is printed every month for the same amount like a mortgage e The Due Date is the date the check is to be printed and then posted into the system e The Vendor drop box will display an alphabetical list of payees Vendors can be added at any time by clicking Add New Vendor at the bottom of the window If you do not wish to add the vendor enter the name and address in the upper left fields click on Add Item bottom left Then hit the function key F5 and then scroll and click on the account number to be charged FullHouse Software Inc 800 653 8428 www fullhousesoftware com NIA Q IPM Classic Test Drive Manual it Bottom Buttons in Cash Disbursements e Add ltem allows up to nine different items account numbers and properties for each check e Delete Item allows for the deletion of any item or items e Add New Vendor allows you to enter vendors into the system at any time e Save and Close or Save and New accepts the current check and allows for the entry of another check or closes the screen e Cancel the currently displayed check will be deleted and will take you back to the main menu Check Class e Regular vendor one time check or permanent check to be entered e Owner a check to pay out equity or earnings to an owner e Management will compute and write management fee checks for all properties e Work order allows for the writing of checks for complete work orde
6. esoftware com ie ew IPM Classic Test Drive Manual SS Accounting Cycle In property management the accounting cycle includes the following elements cash receipts cash disbursements exception reports like a list of tenants who did not pay management and financial reports charging tenants for the new month changing the date to the following month and repeating the cycle for the next month Reports me Before you start entering data aa ons into the system run some test gt Bua o a reports to become familiar with f 2 Conoidea ern Balance the extensive options ee cereale available From the main Ses tour o menu click on the Reports C Vendor rete aral icon and the Reports Selection C eok Ore Twelve Month P and L window will be displayed Many different reports can be selected by clicking on one of the options under Family of Reports and then select a report from the white area on the right then click OK Preview Cancel Generating Reports Each report has one or more customization features Every dropdown box allows you to choose the appropriate option Have fun with this feature and view the different results by clicking on the Print Report button Note The Output Destination feature is simply asking you if you want to view the report on the screen Window hard copy Printer Creating Charges The demo program SAMPLE MDB has been set up with data entered through the last day of February We want to cha
7. information on that tenant Enter the check number or cash in the check number field The system will display the amount owed If this is correct accept the entry by hitting enter if the payment is different enter the amount paid Every amount received has to be applied somewhere to rent one time charges or deposits for example If the amount paid is less or more than what the resident owes you ll see a message telling that IPM can guess at where to apply the money but you have to put the correct amount in the correct box aaa Cancel f If the check amount is less than what is owed the system can allocate it however you need to verify where it s applied If the allocation is wrong adjust the amounts in each field If the amount paid is greater than expected the system will fill the amounts expected and then ask what to do with the over payment You will be locked up until all fields add up to the total of the check Every penny must be accounted for After you make the necessary adjustments the system will allow you to click on the Add Entry button If you wish to select another tenant click Enter More FullHouse Software Inc 800 653 8428 www fullhousesoftware com e When done click on Print Deposit Slip and the system will display the current deposits which may be printed out and used as a deposit Slip Click on Finished and IPM will ask you to post the receipt e f you click Yes to post
8. ments and running reports but there s so much more to your business If you would like assistance a personal walk through or have any questions please feel free to call us at 800 653 8428 or email us at sales fullhousesoftware com We d be glad to do a demo of IPM with absolutely no sales pressure FullHouse Software Inc 800 653 8428 www fullhousesoftware com
9. property Select the unit by clicking on it 4 Inthe large Description box write a note about the work to be done Click on Vendor and Costs right side of the window Click on Account Number select the general ledger account to be charged Click on Estimated Cost enter a dollar amount Click on Vendor select a vendor from the list Click on Save 0 After making sure your print is on click on Print Order Form This will create a hard copy suitable to mail with a size 9 or 10 window envelope N Do Move in and Move out The system includes easy consolidated move in and move out features These will automatically pro rate and post a check for rent and security deposits It will also write a check refunding returned security deposits or make automatic general journal entries for forfeited security deposits Please call for a demonstration of these features You can also add or delete residents by clicking Add or Delete on the tenant screen This applies to Checkbooks Properties Units and Vendors too Exiting the System To exit the system go to the menu bar and click on File and then Exit The system will remind you to backup your work Then it will take you back to your Windows desktop Review Of course this guide has only scratched the surface of the features and functions of IPM Classic You may have gone through the basic accounting cycle of creating charges receiving cash receipts making cash disburse
10. rge residents for the following month March From the main menu above the tool bar select Charges A menu of options will be displayed Click Create Recurring Charges EOM EOM stands for end of month The top center will display the month in which the tenant charges are being created When you are done choosing the properties click Process Close The system will proceed to set up the tenant charges for all the properties chosen in the active checkbook for the following month This screen will close when the process is completed FullHouse Software Inc 800 653 8428 www fullhousesoftware com AD IPM Classic Test Drive Manual 6 Change Date Click on the date and change it to the following month See page 4 of this manual You are now ready to start the accounting cycle for the new month Cash Receipts To enter cash receipts click on the Receipts icon third from the right on the toolbar The first ed Base Rent 712 00 Other Fees 0 00 Other Charges 0 00 CAM Charges 0 00 Late Fee 0 00 RECEIPT Accounl ting Spread window to open will allow Ren SA20 Ewa Pakino s00 eee you to choose the proper Other Fees n 99 Charges and Credits cash account for the Other SG receipt Click on the account to which you want to apply the receipt A window will open displaying all the tenants in the active checkbook Double click on the tenant who s paying A window will open showing all
11. rs Entering a Vendor Check Overview Click on the Checks icon then click on the Consolidated Cash Balance Accept the print status and check type click on the drop box arrow for the vendor Click on a vendor enter the amount and click on Enter Another Check and repeat the process After the last check is entered make sure your printer is on and click on Finish The system will automatically print the checks on your printer Now post after they have been printed You have completed both the cash receipts and the disbursements sections Now you might want to run reports to see the results of your efforts Wo rk Order a Order 1001 Status Open ts The unlimited version roper Print Work Order includes a work order i a em Sii Hoi Print Status Rel ot elect lt F3 gt for Properties Punon ills i feature The work Seen F7 ior Ue enia Sr Refresh order can be accessed ooo a from the menu bar by fema or Mss conpaningsoad U BE when ahe tan onthe clicking on Updates then clicking on Work Order Search Modify Eind Add Delete Cancel Save OK FullHouse Software Inc 800 653 8428 www fullhousesoftware com AVG J IPM Classic Test Drive Manual 9 Click on Add at the bottom of the window Click on the box next to Property a window will open showing a list of properties Select the property by clicking on it 3 Click on the box next to Unit a window will open showing a list of units for the chosen
12. urchased If you need assistance call FullHouse Software at 800 653 8428 FullHouse Software Inc 800 653 8428 www fullhousesoftware com vale Starting Investment Property Manager From the desktop for Windows click on Start Programs IPM Classic and then IPM or click on the desktop icon named IPM Classic This will take you to the main screen of the program IPM Classic includes Automatic Update technology which means the first time you start the program each day you may see the IPM Updater checking for an update lf there is an update and you want to install it click OK and the Updater will take care of the rest IPM Classic Test Drive Manual 3 IPM Classic comes with a sample database so you have information to view and work with IPM Classic will ask you to enter a date when it starts For demonstration purposes and because the program is date sensitive accept the date on the screen by clicking OK That s your posting date It can be changed at any time using the button in the upper right corner of the main screen Passwords The sample database that comes with the system does not ask for a password Any database you setup can have a master password and separate passwords for each user For information on setting up modifying or deleting a password see the Users Guide installed with IPM Classic under Help User s Manual Current S l Checkbook _A Post Date 06 10 2006 Repor ts Property DEMO Toolbar Main
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