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1. 41 Setting up Employees Setting Security Levels Select Security Levels from the Setup Check List Each tab refers to a major function in the program and allows you to allow or deny access to certain functions or screens 1 Edit or add new security levels SiteLink provides default Administrator and User security levels but more can be created 2 The default levels are pre configured to allow access to areas of the program that the level would need access to based on the title 3 The security levels and a brief description of their pre configured options are as follows Security Level Default Configuration access ioal uncionandsueens ________ Administrator Auditor aaa E Area Manager_ Access to all functions and screens 0 Site Manager Access to all functions and screens O o o O Part Timer i No Access to any options listed S O No Access to any options listed 4 Each level can be customized EXCEPT Owner and Administrator to allow or deny access to the functions or screens listed 5 The default screen is pictured below showing the tabs Each of the tabs refers to a major function in the program and allows you to allow or deny access to certain functions or screens Partial Screen shown OE Security Levels Operations Adjustments Accounts F Move In I Payment F Adjust Moved Out Account l Transfer F Move Out F Walk In Merchandise Sale M Security Level
2. A BC Check Your Work Before starting SiteLink Web Edition please verify that all tasks on the Setup Checklist have been reviewed 1 Tenant List Check all required information fields names area codes addresses gate access codes etc for missing information or incorrect information Make sure there are no tenants in the list more than once 2 Unit List Check all required information fields unit nos sizes etc for missing information or incorrect information Make sure there are no missing units 3 If you entered ledger information or if your conversion included ledger information Ledger a Check for tenants in wrong units b Check the following on the Batch Put Tenants in Units screen Lease date 1 unpaid rent Rental rate Security deposit Other balance Prepaid Credit balance Type of billing First of Month Anniversary etc HOW TO CHECK RUN REPORTS FROM THE SITELINK SETUP CHECKLIST Specifically go through every line item on the Rent Roll and Occupancy report NOTE DO NOT MAKE A DAILY CLOSE UNTIL ALL INFORMATION HAS BEEN CHECKED ONCE A DAILY CLOSE IS MADE IT IS IMPOSSIBLE TO EDIT CHARGES AND PAYMENTS OR DELETE ACCOUNTS DO NOT SWITCH THE GATE CONTROLLER OR PCCHARGE OVER TO SITELINK UNTIL THE TENANTS HAVE CORRECT BALANCES AND PAID THRU DATES WARNING BEFORE SETTING UP THE GATE INTERFACE OR THE CREDIT CARD INTERFACE TURN OFF the Interface in SiteLink 2007 OR PTRVIOU
3. to activate the Custom Insurance that was previously entered by SiteLink 58 Marketing Responses Marketing The Marketing Responses window lets you record ways in which you market your facility When new tenants move in storage site managers can select from the Marketing list how they found your facility The SiteLink program records the information combines it in a report and lets you analyze which marketing method is most or least effective w Marketing Description List Current Tenant Refresh Drive by Internet B Print Other Previous Tenant Referral Yellow Pages gh Add X Edit 36 Delete 1 To add additional categories to How you found this facility click Add 2 In the Edit Marketing screen enter the description and click OK to add the new category Description Q Cancel 3 To delete a category select it from the list and click Delete 4 Click on the Close button to continue 59 This page intentionally left blank 60 Setting up Banking and Accounting in SiteLink Banking To enter new bank accounts or change an account status 1 During Daily Closings SiteLink prompts the user to select a trust account for tenants security deposits and a rental account for all other receipts Click on Add to enter additional banks and account numbers and OK to save your entry 2 The Current column on the right will show each new ent
4. Area Manager Mi Reset to Default Settings Company Reports Collections F Collection Calls l Tasks amp Letters Billing Invoice l Credit Cards Check List Other Tenants l Tenants I Waiting List l Gate Access End of Day F Daily Close 42 Setting up Employees Names Passwords Security Levels 1 Select Employees from the Setup Check List Create a User Account for eachemployee that will access the program including yourself The log on information we provided to you is the Administrator Account Some of the SiteLink Reports track processes performed by Employee User Account a The Administrator Account should NOT be used for day to day use b The Administrator Account should not be given out to Managers and Part time employees as it allows FULL ACCESS to system reports and settings Edit or add new employees Set or change address information and security levels To Edit or add security levels go to the Security Levels option on the checklist To remove access for Employees that are no longer employed change the Password Partial Screen Shown Nome Logon Name Phone Secunty Level Log OH Minutes DEWO 0 DEMO 1234557090 Administetor 100 List 2 Petesh amp Pmt First Name Last Name Security Level Owner Log On Name Password Re enter Password Home Phone Mobile Phone a Time Out Minutes GY OK cance
5. Starting Ending Specification Type Climate Control X Width Length With Tax Monthly Rate x12752 Weekly Rate Daily Rate 0 00 0 00 Security Deposit Floor Inside F Power l Alarm F Climate Controlled I To add units click on the Add Units button on the Unit Setup screen 93 Add Units Step by Step 1 Unit Name Enter the starting Unit Name and the ending Unit Name 2 Specification Enter the following information specific to the Unit names a Unit Type make a selection from the pull down list b Width the dimension from side to side of the Unit measured in meters or feet c Length the dimension from front to rear of the Unit measured in meters or feet d Monthly Rate Standard Rate that the Unit will be rented at prior to discount e Weekly Rate click the button x12 52 to automatically populate this field f Daily Rate automatically populated from the Weekly Rate field g Security Deposit money paid in advance to cover damage or lease termination Note the Security Deposit defaults from the entry made earlier in Setup on the Charges dialog box You can modify the amount specific to the size of the unit and the features included 94 Modify Units After you enter units you can click on the Delete or Modify button to change your entry How to use the Modify Units button 1 Click on the Modify button to see a list of all units To change any information simply type
6. 2 If you have a Passcode Only type Sentinel keypad hardware SiteLink will interface with WinSen as long as all passcodes are 1 to 999999999 WinSen does allow zero 0 to be the first digit in the passcode If you have previously setup SiteLink before installing WinSen check to be sure that all of your passcodes are lt 5 characters and change them if necessary 187 Appendix D continued Sentinel WinSen and WinSen Remote Interface Installing continued WinSen RSCM Card Readers If you are using a card reader with your RSCM gate system SiteLink will assign the tenant s normal access code as the card reader code You cannot have a different code for the card reader WinSen Version 3 0 and Later If you have WinSen version 3 0 or later you will need to change a WinSen setting to allow proper updates for tenants renting multiple units The symptom of this problem will show as Error 63 Duplicate Card Number in the WinSen Interface program when SiteLink attempts to update the gate To fix this problem got to Start gt gt Run on your Windows Task bar type WinSen INI and then click OK Notepad will appear with the WinSen INI file Find the section named Sentinel and enter the following text at the end of the section Use3rdPartyCustID 1 AllowDuplicatePasscodes 1 Additional Information SiteLink sometimes puts the tenant s passcode in both the passcode field and in the card reader field AllowDuplicatePas
7. A screen will display a list of installed components Your screen may look different Sitel in Live Updote Installed Version 1 350 Installed components Name Version eidbcinl 1 35 0 NetworkTools exe 1050 SitolinkCiant exa 1 250 Axinternp MapPoint dil 1000 Axinterop MSChart20Lb dil 2000 Interop WerFumineLibrery dil 1 000 Interop MapPoint dil 1 000 Interop MSChar20L dil 2000 Interop WAAL amp dll 1000 MopiQient dl 101 0 MSINC PaymentGetewey dil 1 02344 26312 Click he Newt button 1 sae oweilabls updos Click Next to continue A screen will display the list available updates Your screen may look different SiteLink Live Update Installed Version 1 3 5 0 Latest version 1 3 7 0 Available components Name Local Version __ Latest Version sldbclnt 1 3 5 0 1 3 7 0 NetworkTools exe 1 0 5 0 1 0 5 0 SiteLinkClientexe 1 2 5 0 1 2 7 0 Axlnterop MapPoint dll 1 0 0 0 1 0 0 0 Axlnterop MSChart20Lib dll 2 0 0 0 2 0 0 0 Interop M shRuntimeLibrary dll 1 0 0 0 1 0 0 0 Interop MapPoint dll 1 0 0 0 1 0 0 0 Interop MSChart20Lib dll 2 0 0 0 2 0 0 0 Interop WIALib dll 1 0 0 0 1 0 0 0 MapiClient dll 1 0 1 0 1 0 1 0 MSINC PaymentGateway dll 1 0 2344 25312 1 0 2344 25312 E ith 8 ee LALA Click the Next button to download components lt Back Next gt Cancel Click Next to continue A Status screen will be shown Processing wl Starting file download 122 Click Finish to continu
8. Standards and formats This option affects how some programs format numbers currencies dates and time Select an item to match its preferences or click Customize to choose your own formats English Australia xi Samples Number 123 456 789 00 Cumency 123 456 789 00 Time 10 07 50 AM Short date 9709 2007 Long date Wednesday 8 August 2007 Location To help services provide you with local information such as news and weather select your present location C 37 Setting the Program Defaults Web Site Tab Continuing the on the Program Defaults screen choose the tab Web Site This screen allows you to control when online payments can be made by past due Tenants Enter or select the number of says ne xt to Do not allow online payments at your company web site when accounts are past due this many days This control will ONLY affect Web Sites that are integrated to this location only we Program Defaults 30 4 Do not allow online payments at your company web site when accounts are past due this many days Q ta Retesh GS OK Q Cancel Please see Appendix E Integrating Your Website to SiteLink Web Edition for more information about Website Integration 38 Setting the Program Defaults Printing amp Reports Tab Continuing the on the Program Defaults screen choose the tab Printing amp Rep
9. not applicable for Great Plains and Timberline Fi Accounting Accounting Basis C Cash Accrual Accrual Accounting Options Recognize prepayments along with payments in the period of the payment receipt C Track prepayments in a separate Prepaid Liabilities account M When recognizing income on reports prorate charges on a daily basis Accounting Software Accounting i k E nts o QuickBooks Chart of Accou PeachTree Great Plains Timberline Export Chart of Account Definitions 0000 Site Code 6 The final setup and configuration of the Accounting Interface will be completed after setup is completed and the complete instructions can be found at the end of this manual under the section titled Starting SiteLink Web Edition for the first time NOTE Please see Appendix A Accounting System setup for use with SiteLink Web Edition for instructions on setting up your Accounting Software to work with SiteLink Web Edition Setting up the Credit Card Interface in SiteLink Web Editon Overview WARNING Before setting up the Credit Card Interface in SiteLink Web Edition please be sure to TURN OFF the Interface in SiteLink 2007 or in your previous management software SiteLink Web Edition is integrated with PCCharge Authorize net and PPI PayMover which allows billing to a Tenants credit card or debit card PCCharge Is a program that is installed on a c
10. Open SiteLink Web Edition 2 Go to Company Setup Checklist and choose ACH Bank Debit Ea Setup Check List General Setup Program Defaults E Banking m Tenant Defaults E Accounting E Security Levels Credit Card S Employees m ACH Bank Debit i Company Information Discount Plans Charges i Revenue Manager Merchandise E E Mail E Past Due Schedule a Batch Printing Insurance E Marketing Responses m Maintenance _ First Time Setup Tenants amp Units a Unit Setup _ Add Edit Tenants ai Put Tenants In Units Bi Edit Charges amp Payments si Reports Check Your Work Batch Edit Tenants ia Edit Tenant Fees ai Edit Tenant Settings 3 Before continuing to the next step make sure you have the following information a ACH Service Provider name b ACH Merchant Name c ACH User ID d ACH Password 77 4 If you have a Check Scanner connect the scanner to the computer now The driver should be installed automatically 5 On the Setup ACH screen enter the information listed below wz Setup ACH ACH Service Provider ACH Service Provider User Interface URL like www MyProvider com Transaction Interface Transaction Service URL ee e O like www MyWebService com Merchant Name UserID Password Verify Credentials Check Scanner Check Scanning Device Test COM Parts for Magtek Micr aa Check Scanner 3 COM Pon O Poti O Pors O Por C Por O Pot
11. Setup 4 Edt el Conce HE Lookup To add or edit Unit Zone colors go to Company Setup Checklist Unit Setup and click on the Map Zones button to open the Unit Zones dialog box shown below Nene Sorire Brom Lel Wah Hentt Comma Asio s10 400 250 Emptyures ap as Orra Yalow 140 0 w0 100 7 Outsido Emgty Gr 110 w0 1000 Rested unis g Ear Viershouse Ongo ORG 610 400 mm Weratoue Red RED u0 wo m oam EE KyI AGI af Chee 138 To add or edit Rows and Aisles go to Company Setup Checklist Unit Setup and click on the Map Rows and Aisles button to open Map Rows and Aisles dialog box shown below a Map Rows amp Aisles Row Stert With o T 0 100 Add 100 100 200 100 B Edit 300 100 400 100 5 Deles 500 100 800 200 1000 200 Rows and Aisles on Map 1200 200 aiB CIOIEIFI 200 150 150 150 150 150 100 100 100 100 100 m yp Ionmog 161718419110 j J 1 2 3 4 5 6 6 4 1 XxX KRXM XMM KX Han Se 1 600 af Chse To edit the Map click on the Edit button on the left hand side of the map under Setup It will default to the Add Unit mode 139 11 Using Your Site Map When you exit the map SiteLink will save your settings The next time you return to the map you can start right where you last finished Finding your way around a On the Map Toolbar selec
12. SiteLink 5 Configure Time Zone 100 to your PTI controller and set it for 24 hour access SiteLink will map its default 24 hour access time zone to PTI time zone 100 181 Appendix D continued PTI StorLogix Gate System Interface Interface Information Installing 6 Select PTI StorLogix on the SiteLink gate setup screen located from the Company Screen gt Setup Check List gt Gate Setup and save 7 Test your interface by downloading a single tenant s data from the SiteLink Operations screen gt Gate Access where you first select a unit then simply click OK to update the controller 8 Download your entire SiteLink customer information to PTI StorLogix using the Update button on the Operations screen gt Gate Access or by using the Reset button the Gate Setup screen Special Considerations Unit Numbers 1 PTI StorLogix Unit Names numbers are limited to 1 6 alphanumeric characters letters or numbers or combination 2 Examples of valid unit numbers are 0001 ROOO1 1234S P1234Q 12T34 and 123456 Gate access codes 1 PTI StorLogix Gate access codes are limited to 4 10 digits all numbers range 0001 4294967296 maximum 2 Examples of valid Gate access codes are 1234 12345 123456 1234567 12345678 etc Time Zones Holidays and Keypads Time zones holiday and keypad settings cannot be downloaded from SiteLink to the PTI StorLogix controller Be sure to setup SiteLink and your gate controller sepa
13. To re instate units you must re enter them in your system Add Edit Tenants Overview Tenant Add Edit Delete Entering your existing tenant base into SiteLink is an easy systematic process Click on the Add Tenant or Edit Tenant button and enter the contact information for each customer Add all tenants at your site and disregard balances move in dates etc for now Gate Code l Stow only Primary Tananta l Show ony Current Tenants Unit 20 Nene Compay Aitomate Gate Code Crade Card ACH Prenary Ariston Jenter 919 979 242 6 Chan Jeche Chan Jacha Dougles Mchael S 15 Gooding Cuba Finke Tom Oden 216 Hecker Markus R 106 Jerk Sa LA Fims he MTO 211 LA Fima he r4 20 LA Fims inc 100 Roling Stones he i ens 293 Jordan Michacl 257129584 0329 108 Kimen Nicole 3607011 684 a xot J 203 Liu Lucy 69751 41376 0005 a Ask ma Newman Pau 7194 430 d Norton Edward 4150343424 al bus 22 Pii Grad T E5 124534350 H x avan Spicibarg Steven 303 444 2322 8036558335 x 102 Zeto gaai Cofherne W HHS FAATA 730 x Rapes Pe Ledoer pS Poynusts O of e The information that you designated as required earlier in the setup will have a light green background This information must be entered before you can save the record This dialog box can also be used to Edit or Delete Tenants Account These buttons are used to modify specific areas of the tenant account ledger The button is enabled for customer
14. Troubleshooting Activating the SiteLink interface to DigiGate DigiGate must be setup to accept SiteLink data Normally SiteLink is specified as the Accounting System Interface when DigiGate is purchased and then DigiGate is pre configured for SiteLink DigiGate Systems Shipped Prior to 12 21 98 If the computer is reset before exiting DigiGate tenant information might not be saved for DigiGate systems shipped prior to 12 21 98 This problem can be corrected by the following procedure 1 Exit from the SiteLink DigiGate DigiSet DataView and DigiData programs 2 Run then program BDEADMIN EXE normally found under Ci Program Files Borland Common BDE 3 Select the Configuration Tab then click on the beside Configuration then click on beside System then click on the INIT option to highlight it 4 Select the LOCAL SHARE option and change it from FALSE to TRUE 5 From the Object Menu select Apply and click OK when prompted to save the new settings 6 Exit the BDEADMIN EXE program COM Port Conflicts Be sure that there are no modem drivers pointing to the same com port as the DigiGate controller Remote Site Operation It is highly recommended that a dedicated phone line be used when interfacing your DigiGate system to a remote DigiGate controller Hardware Requirements 64 Megabytes of RAM or greater 10 Megabytes available hard drive space Digitech DigiGate 700 http www digitech intl com 171
15. eter areca HE saw Lack oon Easan Goeto lite wi Hecke Nahi TESIT Lyck son Samual HNN Por eed ieee T Cci irnmres Loe Fen Fee fos c Bence Bice Bdeve jomos _ Bsbeoe Urpad Rart Reid Ta Ured Preped Ren weca Lesie De Stee Dane Fis Reve Fere D Wine si vine io r ea an ib i oo ue ite bid 2 4 al gi al ake ale a uo a 4 Nocario gt Fuit Y Brens Hours TweZore Asaarg Dwgs arene ey F Send ae knoe G horde Chee brome Fee 4l apati 2 teppod2ore Lalor Poasichrtind A nore 15 Ferree Dae Resariry Chagpe Te D C Cowee ywechi Ca n Geer trees After you have setup all your units and entered all of your tenants then you are ready to put these tenants in their units Start at the top picking the first unit on the list and then at the bottom of the screen there is an editor where you can put a tenant in this unit with his correct starting balance Go from left to right following these steps 1 First click on the Tenant button to pick a tenant for this unit 2 Enter a Gate Code for the Unit SiteLink uses the gate code as a unique identifier of tenants Each account must have a gate code even if you do not have a gate See Appendix D for more information about interfacing to a Gate System 99 3 Lease Date The Lease Date is the date the tenant originally signed his lease and moved in The date picker control has some shortcuts to make it easier to jump to a year or month Play around with
16. holiday and keypad settings cannot be downloaded from SiteLink to the QuikStor gate controller Be sure to setup SiteLink and your gate controller separately with the same settings Note that QuikStor only supports one default time zone so set it up to your most commonly used settings from the QuikStor Gate Controller software gt File menu gt Setup Facility Info item gt Facility Info screen Also QuikStor supports only one keypad zone Keypad and Time Zone settings in SiteLink are ignored Access Codes QuikStor gate controllers only permit a 9 digit maximum access code In contrast SiteLink allows 10 digits When access codes are downloaded from SiteLink to a QuikStor gate controller only the lower 9 digits are used Pay At The Gate SiteLink does not support the QuikStor pay at the gate PATG feature If You Are Experiencing Problems Interfacing SiteLink to Your QuikStor Controller Be sure that there are no modem drivers pointing to the same com port as the QuikStor gate controller Notes Quickstore WINQBQSX 2 3 uses QSLINK FIL which is the second Quickstore option in Site Link The first Quickstore option in Site Link creates GENLINK FIL The second Quickstore option in Site Link creates QSLINK FIL Hardware Requirements 256 Megabytes of RAM or greater 300 Megabytes available hard drive space 184 Appendix D continued Sentinel WinSen and WinSen Remote Interface Installing Installing an Interfa
17. 1 contomms to the Celfomis Lete Fee Schedule Pa 7 Fee Se 5 I Lote tee percartage like 5 000 Rates Rent 75 00 Waler and Elednc a0 Ca Extended Hours 5 00 Uy in Sena new recumny charge by eding a new charge trom the Payments screen Qop a recuting charge by seting ite rete to 0 00 Marketing Sy Marketing Gate F NeverLock Out at Gate Business Hours Time Zone All Keypads Kevpod Zone 7 Enter the ACH Bank Information under ACH Bank Debit J Automatic Billing Credit Cond Cord Type Card Numbar Expiration Date Name on Card Optional Address Vewicaton Senica Postal Code Billing Sreet Address K Deter ACH Bank Debt Purchase Order Never Tax Rent Invoice Send sn hwoice F Charge Invoica Fee Li a eae Betore Que Auto Bill None C Credit Card C ACH Bonk Dabit Edil Auto Bill On Dey Past Dus Status F Locked Out et Gate L Overlocked M Had NSF Check Account Mumber Routing Number Account Type X Monthly Automatic Biling None C Qedicewd 7 ACH Bank Debit a Auto Bil On Dey Pasi Due Hecker Markus Q cece 79 This page intentionally left blank 80 Setting up Discount Plan Revenue Manager E Mail and Maintenance Discount Plans Move In Prepayment General Concession Plans Discount Plans fall into three categories move in prepayment and general type plans All plans are available from the Edit Rent scr
18. 43 This page intentionally left blank 44 Setting up the Company Information Next on the Setup Checklist is Company Information including Site Name Site Address etc You can also setup the email address and enter driving directions This information will appear on Invoices and Reports Note The remit to address is set from the Invoice Setup screen which will be discussed later in this manual 1 Set change the Site Name 2 Enter the Address City State Postal Code Country Phone and Fax numbers 3 Enter the Site Contact Usually the Manager s name 4 Enter the Email Address 5 Management Region Code displayed in Corporate Control Center max 20 charactors 6 Enter the Driving Directions or Location Description w Facility Site Name Address Postal Code Country Phone FAX Management Area Management region code max 20 characters Site Contact E Mail Address Web Site URL ilike htto www myCompany com Driving Directions or Location Description Refresh GP OK 5 Cancel 45 Setting up Charges Overview Most leases are subject to state laws When setting default fees you may want to consult your Attorney or Storage Facility Association for guidance Tenant s fees and recurring charges must conform to the terms of the lease The default values for these fees are edited from the Charges screen They are saved ledger by ledger and can be edited by selecting
19. Advam for sales and support email E mail Address service advam com phone Australian Callers 1300 130 778 International Callers 618 8311 6600 fax Australian Faxes 1300 660 535 International Faxes 618 8410 7268 222 Appendix H Australasian Specific Settings continued Inclusive Taxation When your SiteLink Web Edition database is created the Taxation setting is set to Inclusive Taxation to accommodate Australia like business rules where tax is backed out of the total Displays and edit fields are inclusive of Tax Includes tax Please see the manual section titled Setting the Program Defaults International Tab for more information about this and other international settings in SiteLink Web Edition SSSA and MSA Forms When your SiteLink Web Edition database is created the MSA and SSSA Australian forms and leases will be uploaded and made available Please see the manual section titled Upload Forms and Letters under Starting SiteLink Web Edition for the first time Download the demo from demo smdsoftware com Log on to expose Australian features using Corporation Code DEMO or DOnn where nn 01 to 88 Location Code Demo User Name DemodAust Password Demo 223 This page intentionally left blank 224
20. Credit Rental Income 50 The imported entries will be Debit Checking 50 Credit Uncategorized Account 50 and Debit Uncategorized Account 50 Credit Rental Income 50 The Uncategorized Account s balance is zero after each import How do I do bank reconciliation if I use the SiteLink General Journal Import feature Since the imported General Journal entries are summarized amounts you will use the SiteLink Daily Deposit Detail Report to do your bank reconciliation Keep in mind that General Journal entries are calendar based while your deposit report may contain more than one day s deposits Look for the payment dates on the Deposit report to match the General Journal report s total checking amount It will help with your bank reconciliation if you choose to do the General Journal import daily and make your deposit daily also 211 PO PO Po Appendix F Frequently Asked Questions about Setup SiteLink Web Edition QuickBooks Accounting Software Interface Page 2 of 3 How do I see each account s transactions in QuickBooks In QuickBooks go to Chart of Accounts highlight the Account Name then pull down the Report box at the bottom of the window of Chart of Accounts and select Quick Report You can view the detail of the particular account in any given period Can I write checks and record expenses in QuickBooks without affecting my imported SiteLink General Journal entries Yes SiteLink only record your i
21. Emh Dey EnctotHarth Accounts Recervable Morthhy Acca Beats Deposit Details Marthy ACH Biling Rol Morthhy Balences Due Morthhy Cash Basis Deposit Summary Marthly Complimentary Units Deity Credt Card Rol Morthty Daily Deposit Daily Diractory Marthy Setan Discounts Morthty Accounts Recervable Financial Summary Marthy I Daiadti Bach General Jounal E rts Morthiy R z hswed Roll Morthty Saale hock Management Summary Waaky pote Baich Marketing Summary Marihty F End ot Month Batch Merchandise Actraty Morthty Merchandise Sales Morthty Marchandiae Summary Marthy Deity Mavens amp Move Outs Morthty i Vioukhy Mowe Outs amp Tran sters Monthy z B Se Occupancy Statistics Marthiy Monthly Occupied History Daily Occupied Unts Daily Paid Thru Maritty PastQue Balances Marthy Price List Dewy Recurring Changes Monthy Refund Summary Marthly Reni Aol Monthy Rema nu Monthey Reorcker Marchandie Morthly Scheduled Move Outs Morthy Sary Depost Linbities Monthy Site Inapecton Marthy Unpaid Changes Daily Vacant Unts Day vVacsod Rol Marthy Wak Thu Daly 1 H Copies 89 Maintenance The Maintenance dialog box is used for routine updates of your database 1 Update charges for all tenants causes the database to be updated with any recently added or modified fees and past due events Replace local cache database replaces your local copy of the database with the one on our server Inspect the local Configuration File opens
22. Letters Used in SiteLink 2007 Q Complete the SiteLink Accounting Setup a Complete Data Entry of Payments and Move Ins and Move Outs Q Setup the Gate Interface Q Setup the Credit Card Interface Q Setup the MapPoint Interface Web Mobile Edition Q Setup the SiteLink Map 124 Starting SiteLink Web Edition for the first time continued SiteLink Web Edition Navigator Screen Below is the default screen you will see from now on when you start SiteLink Web Edition Note the options available from the Help Menu w SiteLink Navigator File video Tools Help s Operations TP Adjustments E Company Reports Setup il Graphs Checklist SA Bulletin Board Reminders MAINTENANCE P Unit Notes Modify Units A Receipts Edit Rent Revenue e Refresh Data Manager T Live Update Backup Utilities Unit Setup 3 Prorate Calculator Map pa A Gate Setup Log Off Inventory i Setup Refresh Reminders S Bulletins Pending J Reminders D Call Past Dues Reorder mo Form Setup ENON ae ea CE B a E E Expired Credit Car ACH To Submit ACH Get Returns Move Out amp Overlock Jo Cut the Lock wap tees MAAS Rael IM SiteLink Site Online 12 6 2007 11 09AM Setup Checklist You can return to the Setup Check List at any time to make changes or adjustments by clicking on Company Setup Check List 125 Starting SiteLink Web Edition for the first time cont
23. Sentinel from its Maintenance Menu setup at least one Keypad Access Level to replicate the Keypad Zones in SiteLink When you are finished WinSen should have at least Keypad Access Level 0 6 If you have a card reader type interface in addition to the above settings you must also setup your card readers from the WinSen Sentinel Maintenance Menu SiteLink will use the tenant s passcode as his card number 7 If this is your first time installation manually delete all units in WinSen WinSen and SiteLink will be initialized and synchronized by SiteLink automatically once day Alternatively WinSen and SiteLink can be synchronized at any time by clicking on the Reset button on the SiteLink Gate Setup screen or on the Update button on the SiteLink Gate Access screen 8 Note Whenever gate information is changed SiteLink will automatically start up WinSen if it is not already running 185 Appendix D continued Sentinel WinSen and WinSen Remote Interface Installing continued Procedure Interfacing to a WinSen Remote RSCM System 1 Install WinSen and WinSen RSCM in its default drive and directory When finished you should have a directory named C Winsen that contains your Winsen program and databases including a RSCM mdb database 2 On the gate setup screen in SiteLink select WinSen Remote RSCM specify the target directory for updating WinSen RSCM default path CAWinSen and specify your site number like 1 When Site
24. Trust account Make a note of your Rental and Trust account numbers Accounting Edit Ledgers How do I change the amount of an existing charge The only way to change an existing charge is to first delete it and then add it again How do I add a charge that is not in the Charge Description drop down box Descriptions may be added to this box by following the path Company tab Setup Checklist button Fees Charges and Taxes button SiteLink automatically adds rent and late fee charges as needed For example a late fee is added to the tenant s ledger on the day that you have set for this event to occur The event schedule can be changed by following the path Company tab Setup Checklist button Past Due Schedule button SMD recommends only allowing the System Administrator permission to use this screen 207 Appendix F Frequently Asked Questions about Setup SiteLink Web Edition Accounting Guidelines for Avoiding Problems In accrual accounting backdating charges and payments is a common source of discrepancies in A R and other chart of account items The problem occurs when a site manager moves in or moves out a tenant or takes a payment or creates a charge for a period that has already been posted into the General Journal SiteLink provides some features that can minimize this problem but you will have to put certain standard operating procedures in place to prevent others There are options available in the SiteLink setup for p
25. a Canadian Merchant Number and Customer located in the USA will have a US Merchant Number To accept a different currency occasional use called Non domestic make an adjustment on the back To do this on a regular basis you will need to have a second merchant number to direct the funds to the bank using the correct currency 216 gt O PO a Appendix F Frequently Asked Questions about Setup SiteLink Web Edition PC Charge Payment Server FAQ At the end of the day you must do a Batch Settlement and run reports from PC Charge Payment Server program If you are taking a credit card payment off line outside of SiteLink you can record it in SiteLink by entering the authorization number If you enter an authorization number SiteLink will not try to have PC Charge Payment Server dial out and will just accept the payment as an off line transaction Do I have to enter the entire credit card number if I am processing credit cards offline SiteLink has a time saving short cut for this situation Using the asterisk wild card and only 4 digits of the credit card number will save you from having to type in an entire credit card number if you are recording payments taken by processing credit cards outside of SiteLink For example just pick the card type like Visa then enter an asterisk followed by only 4 digits for the card number like 3984 You will still have to enter the expiration date and the authorization number before accepti
26. a file located on your local PC that controls various settings This option is used by SMD Software Technical Support to diagnose problems Import SiteLink forms to SiteLink Web Edition is used to upload the forms from SiteLink 2007 to the Web Edition Move a unit from one tenant to another is a hidden button In order to display the form that allows moving a ledger from one tenant to another use the HOT KEY Ctr Shift T to display the button This procedure is NOT used during Setup but is covered in the SiteLink Web Edition User Manual Import Australian SiteLink forms to SiteLink Web Edition is a hidden button and is used to upload the custom forms for Australia to the Web Edition Maintenance dialog box Shown with hidden button Ctrl Shift T Shown with hidden button Ctrl Shift A Maintenance x T einen Update charges tor all tenants Upclete chaoryes for oll tenants Replace local cache databace 4l Replace lacol cache clotobase B Inspect the local Configurataon File dl Inspect the locs Configuration Fike 3 Import Sitelink toms to SiteLink Web Edition le Import SiteLink torns to SieLirk Web Editon Move Ledger to Another Tenant Ei Import Australian Fors peza 90 Setting up Tenants and Units First Time Setup Next we need to setup the Units and Tenants and then place the Tenants into the Units If a conversion was performed for you some of this information may already be populated Se
27. a partial payment on rent disable or suspend past due events like gate lockout late fees and collections letters Normal past due events are restored automatically when the next month begins d Permit backdated charges when manually adding a new one not recommended if checked you are able to add past charges to a tenants account Fa Proprom Defaults Ussr Rasponses User Responsas Imemational Web She Printing amp Repors Raservations Late Fees Ireventory Transters Irrvoice General Proretion Have in Payments i MoveOu Payment Types Receipt Printing f Prompt before printing Always printreceipt C Never print receipt Miscellaneous F the 1enent hes a credit card number on record show Nuten taking a credi card payment M Promptto prirt a Patial Payment Reminder lener when taking a partial payment on rert M Promptto disable past due handling like late tees when taking a partial payment on rent Permit backdeted charges when manually adding anew one not recommended 28 Setting the Program Defaults Move Out Tab The Move Out Tab is used to set the defaults used when a tenant moves out of a unit 1 Set the default for Move Out Date a Require the tenant to be moved out on today s date prevents the move out date to be a past or future date b Require the tenant to be moved out on today s or future dates allows current or future date but NOT a past date c Allow te
28. account and then put the tenant back into this unit with correctly taxed rent Review the Ledger History Report if you are unsure if this tenant s rent charges have been taxed 100 7 Unpaid Rent Enter the date of 1st Unpaid Rent to inform SiteLink of when to start charging rent and late fees This date must coincide with the start of a billing period w Edit Rent Start End Rent Discount Tax 1 1 2008 1 31 2008 75 00 0 00 0 00 Standard Rate 75 00 Tenant s Rate 75 00 Taxed I Apply Tenant s Rate Periods 1 4 Discount Discount l 10 x Rental Rate 75 00 Discount 0 00 Net Rate 0 00 Apply Discount 3 A Resetto Defaults Do not use Edit Rent for entering partial payments on rent It is assumed that the date of the Ist Unpaid Rent charge coincides with the paid thru date for tenants with due on the first of the month Totals If the tenant is Anniversary use Credit Balance to enter any balance of unapplied credit the tenant may have on his ledger Credits can be applied later towards rent or fee charges SiteLink is only concerned about charges that have NOT been paid and with prepayments Historical payments and paid charges are assumed to have already been entered into your accounting system and do not need to be re entered into SiteLink 101 8 Prepaid Rent If tenant is prepaid you have two options for setting up the account Option 1 simplest Simply set the Date of the First U
29. account ready and set up the Login ID and the Transaction Key in the configuration page The default is set to Test Mode After you test the payment process successfully you need come to the configuration page again uncheck the box on the right side of Login ID and Transaction Key to make the online payment live Please turn off the Test Mode on your merchant terminal of Authorize Net finally 14 Testing Online Reservations For making reservations or appointments you do not need a test tenant just click the Reservation button on the header of the web page fill in the required fields and click the Appointment button or select type of units then click the Send Me Coupon button If the test is successful both the tenant and the site manager will receive a reservation email or appoint request email After you satisfy all tests your SiteLink web site module is ready to go live 199 This page intentionally left blank 200 Po PO PO PO Appendix F Frequently Asked Questions about Setup SiteLink Web Edition Microsoft NET What is Microsoft NET SiteLink Web Edition utilizes the Microsoft NET Framework which provides access to Web services required by SiteLink Web Edition to function It is sometimes referred to as DOT NET or DOTNET A comprehensive definition of NET can be found on Microsoft s Website at msdn2 microsoft com en us netframework aa497325 aspx More information is available from Microsoft on
30. and Delete buttons 3 By checking the checkbox next to Require entering a reason when renting units as complementary 4 By checking the checkbox next to Require entering a reason when making units unrentable Fa Program Defaults Predefined Reasons for Complimentary Units Company Unit Friend or Relative Require entering a reason when renting units a complimentary rental rate 0 General Proration Move In Payments Mave Out Payment Types Late Fees Inventory Transfers Invoice User Responses 1 International Web Site Printing amp Reports Reservations Predefined Unit Notes Damaged unit Needs to be swept out Unit no longer exists T Require entering a reason when making units unrentable 35 Setting the Program Defaults International Tab The International Tab has setup options for using the program outside of the USA 1 Use unformatted phone numbers Check the checkbox to enable 2 Use unformatted tenant Social Security field Check the checkbox to enable 3 Show areas instead of width x length sizes on lists and screens Check the checkbox to enable 4 Use meters instead of feet Check the checkbox to enable 5 Currency decimal places The setting is fixed by SiteLink and cannot be changed 6 Tax decimal places The setting is fixed by SiteLink and cannot be changed 7 Taxation This Setting is used to accommodate Australia like business rules
31. below standard rates Require only using predefined concession plans ra 81 When working with predefined discount plans keep in mind that Full payments are required with prepayment type discount plans Discount Plans can be turned ON or OFF by checking the Currently In Use checkbox in the edit area of the Edit Discount Plan screen then clicking Save to commit your changes For simplicity use SiteLink default Discount Plans like 1 Move In Special and 7th Month Free If you create a custom concession plan be sure to give it a descriptive name Use care when creating Discount Plans and review your choices carefully before saving them Once a discount plan has been created it may not be edited other than to mark whether or not the plan is used at the site If it has NOT been used it can be deleted Once a discount plan has been created and used it may not be deleted other than to mark whether or not the plan is used at the site Discount plan activity is reported on the Discount Plan Summary report If a discount plan was applied to a customers account and later the plan is changed it will not be reported properly in the reports A reference to all plans that are deleted is kept in the database to insure accurate reporting w Edit Discount Plan Use For Move Ins Only C Payments Only All Screens Type C Prepayment after paying the specified months Months General starting in the specified mo
32. changed here for this Tenant Unit 114 11 12 Auto Bill used with payment by either ACH Bank Card or Credit Card check to enable and enter the required information as detailed below d Automatic Billing Units 1 Credit Card ACH Bank Detit RDN Card Type AcCoun Number Card Number Routng Number Expiration Date Account Type f Name on Csrd Optional Address Verification Service Postel Code Monthly Automatic Billing Billing SveetAddress C None Credi Card C ACH Bonk Debit Auto Bill On Day Past Due Berry Halle of OF amp Cancel Before you can use Automatic Billing it must be setup as discussed earlier in this manual Choose either Credit Card or ACH Bank Debit and click Edit to continue CREDIT CARD To enter the tenant s credit card information into the online application perform the following steps Using the Credit card type drop down menu choose the type of credit card to which the charges will be applied Enter your Credit card number Using the Expiration Date drop down menus choose the Month and Year of credit card expiration Enter your Name as it appears on the tenant s credit card Enter the Optional Address Verification Service information Postal Code and Billing Street Address ACH BANK DEBIT To enter the tenant s ACH Bank Debit information into the online application perform the following steps Enter the Account Number Ent
33. click on the Import toolbar button b On the General Journal screen Fields tab uncheck the Show items for all fields except in this order as shown in the figure below Date Reference Number of Distributions G L Account Description Amount c On the Options tab check First Row Contains Headings then browse for the import file using the arrow button The file is named something like PT_Accural_SiteName_Dec_120102_thru_123102 csv After you have located the file click OK to finish 148 d To verify your work go to Reports gt Reports Groups gt General Ledger then double click on either the General Journal or General Ledger to run these reports bx 4 A Warning Regarding Importing Data into PeachTree It is possible to import the same data into PeachTree more than once thus creating duplicate journal entries As a precaution against this problem be systematic in your work and keep a separate calendar of what periods of data you have imported To check if you have imported the same period twice a compare you PeachTree General Ledger and General Journal Reports against the SiteLink General Journal Entry Report for the same period b Look at the Description field of the PeachTree journal entries for the mmddyy to mmddyy period that the entry represents c Note the Reference field of the journal entries is tagged with a 6 digit number th
34. described in the Complete Accounting Setup section of the manual 145 This page intentionally left blank 146 Appendix A Continued Accounting System setup for use with SiteLink Web Edition Setting Up PeachTree for use with SiteLink Web Edition This information should be used in conjunction with the PeachTree setup guide PeachTree Technical Support can be contacted at 800 609 4012 for further assistance If you have not used PeachTree Complete Accounting software before you now have the opportunity to start managing your entire operation using both SiteLink and PeachTree Follow this section to integrate all your data into PeachTree Below are steps guiding you through the process of setting up PeachTree Complete Accounting software You will need to establish a different company in PeachTree for each of your sites 1 Open the PeachTree Complete Accounting software 2 Importing Chart of Account ID s into PeachTree If you haven t already done so setup a new PeachTree company If this is the first time you are importing data into PeachTree setup a new company to experiment with first You don t want to experiment with an existing company The first step of importing data into PeachTree is to define your Chart of Accounts Account ID s The ID s you defined in SiteLink must exist in PeachTree before you can import journal entries The quickest way of creating these ID s is to import them from a
35. field of the journal entries is tagged with a 6 digit number that is unique for each import file you will be able to both find and delete the duplicate entries quickly 214 PO PO Appendix F Frequently Asked Questions about Setup SiteLink Web Edition Answers to Common Questions about Credit Card Processing When do tenant s names appear on the list of customers whose credit cards need to be processed When a charge is applied to a customer s account and if he has been setup to pay by credit card his name will appear on this list If the customer is not billed before the past due period expires then a late fee will be applied to his account How do I add edit or remove a tenant from the list of those that pay by credit card Normally this information is setup when a tenant is moved in After a tenant is moved in his credit card billing status can be edited by following the path along the Operations tab Customers button Ledger Settings button You will be presented a form that allows the tenant s credit card information to be changed When is a customer charged SiteLink automatically applies rent and late fees when they become due SiteLink reviews all accounts once a day to update charges and past due status Do I need to enter the zip code and street address when processing credit cards Address Verification is not required Leave the zip code and address fields blank if you don t want to transmit this information to your c
36. ii credentials you must contact the storage site Location Code owner to get this information SMD Software Corporate User Name Inc can only release this account login information to the site owner For more detail Corporate Password click the Help button below Corporate Code L ll Click here to view a sample of your SiteLink Web Site Module We recommend using Internet Explorer version 6 0 or above while viewing this site 193 Login Only corporate level users have the right to configure or modify your SiteLink web site module settings Use your Corporation Code Location Code User Name normally Administrator and Password see above screen shot You can use the page shown below to configure the integration of your company s existing web site to SiteLink Web Edition a Fields marked with a single asterisk are required b Fields marked with a double asterisk are required at the first time setup Explanation of Settings a Show Sample Settings click on the button to populate the screen with the default settings used in our Demo Web Site The settings can be used as a guide to what should be filled in and the correct format to use b Edit My Site Settings click on the button to populate the screen with your existing settings if they exist so they can be edited c Reset click on the button to clear all the text fields in the form d The
37. in the field provided 7 If the information entered matches exactly with the information found in your Authorize Net Merchant Account Login choose OR NOTE Authorize Net only supports Cardholder Verification programs with Mastercard and Visa and only with the processors Vital and FDC Nashville The Transaction will be declined when processing cards using Cardholder Verification with cards that are not supported Visa uses CVV2 Mastercard uses CVC2 American Express uses CID Source Authorize Net Developers manual 70 E Credit Card Setup of ADVAM Australian Customers Only ADVAM has been added as a credit card service provider http www advam com Before continuing you must first have setup an account with ADVAM See Appendix H for more information on obtaining the required information Advam is the leading provider of integrated global card services for private enterprise and government agencies in Australia and New Zealand To setup the ADVAM interface go to Company Setup Checklist and select Credit Card On the Credit Card Processing Setup screen choose ADVAM from the pull down menu w Credit Card Processing Setup None Advam Direct Connection eee eens ieee The following dialog box will be displayed Enter the information provided by ADVAM to activate the interface wn Advam Setup SES Advam provides a web service for on line processing of credit cards Contact A
38. it to familiarize yourself with it Partial Screen Shown January 2010 gt Sun Mon Tue Wed Thu Fri Sat ap 2 4 5 6 Ff 8 g Te 12 13 14 15 16 18 19 20 21 22 23 25 26 27 28 29 30 lt Today 3 21 2007 4 Unpaid Rent Start Date which is the first date an unpaid rent charge is due For example if the tenant is paid thru the end of June then the starting date of his first rent charge is July 1 Partial Screen Shown January 2010 gt Sun Mon Tue Wed Thu Fri Sat ap 2 4 5 6 7 8 9 11 ia 13 14 15 16 18 19 20 21 22 23 25 26 27 28 29 30 lt gt Today 3 21 2007 5 Rental Rate Enter the tenant s monthly rental rate for the unit selected This rate is the monthly rate regardless of whether the tenant s rent period is quarterly semi annual etc Remember that in SiteLink you can edit fields that are colored white As an example if a customer is 3 months past due on the Rent Edit screen you will only see the oldest month s rent When you leave the Batch Put Customers in Units screen SiteLink will automatically create the next 2 months rent charges to bring this tenant up to date 6 Tax Rent check box If a rental tax rate has been entered check this item to indicate that rent on this ledger is taxed Flagging this ledger as taxable does NOT change any existing charges If you have already moved a tenant into this unit and are now editing its tax status you might want to delete this
39. list of processors available on the PC Charge Web Site at the following URL http www pccharge com products pccharge_certs asp or from SMD Software Sales 3 Enter the Terminal ID Number provided to you 4 Enter verify the path to the software you installed by making a selection under the heading Path to Processor Interface Your selection will set the correct path a Path to PC Charge Payment Server C Program Files Active Charge Active Charge exe b Path to PC Charge PRO C Program Files pccw pccew exe 5 The default User Name in SiteLink is Userl and cannot be changed The User Name in the PC Charge program must be set to the same name 69 D Credit Card Setup of Authorize Net Before continuing you must first have setup an account with Authorize Net See Appendix B for more information on obtaining the required information 1 From the Credit Card Processing screen choose Authorize Net we Authorize Net Terminal or Merchant ID API LoginID Transaction Key Gateway URL https secure authorize ne gateway transact dll Merchant Web Site URL httos secure authorize net OK cance 2 Enter the Terminal or Merchant ID Number that was provided to you 3 Enter the LoginID in the field provided 4 Enter the Transaction Key in the field provided 5 Enter the Gateway URL in the field provided 6 Enter the Merchant Web Site URL
40. new data directly into the appropriate column You can also select a row and click on the Edit Unit button and enter your changes in the Edit screen 2 Click on the Change Rent on Multiple Units to adjust rent for a range or specific group of rental spaces For example if you plan on increasing rent you will probably change your rent for all units or spaces of the same size 3 From the Change Rent for Multiple Units click on the Print Notices button whenever you increase your rent Walk Thru List This option allows you to define the order Units are displayed on the Walk Thru Report w Walk Thru Order Unit Unit Type amp tist T Retresh 103 Self Storage 105 Self E sl Ere 107 Self Storage 109 Self Storage 100 Self Storage 102 Self Storage 3 104 Self Storage Lait 106 Self Storage 101 108 Self Storage Move U 201 Self Storage 203 Self Storage 205 Self Storage 207 Self Storage 209 Self Storage 202 Self Storage Move Down 204 Self Storage i 206 Self Storage 208 Self Storage 211 Self Storage 213 Self Storage 215 Self Storage 217 Self Storage Q 219 Self Storage 210 Self Storage 212 Self Storage A ee 214 Self Storage 216 Self Storage amp Cancel 95 The Delete Units button Click the Delete button to eliminate units from your list If you press the control key you can click on multiple units on the list Pressing the shift key will let you select a range of units The process of deleting units is irreversible
41. of the screen click on browse to the path to Active Charge exe or pccw exe to select the correct path to either active charge exe exe or pccw exe and click on open For the most trouble free credit card processing you should connect to your processor through an internet TCP IP connection or DSL Cable connection Select a unit and test a credit card process to verify there are no errors For more detail about installing and troubleshooting the credit card interface refer to the F A Q section at the end of this manual 158 Appendix C continued Network Setup for your Gate Credit Card Photos configuring ACH Check Scanner Continued for both configurations Sharing Tenant Photos on a Network In order to setup your network for sharing tenant photos follow the setup procedure at the beginning of this section to create a share on the main computer or server and a mapped drive letter on each of the computers The default path to the photos in SiteLink must also be changed on each computer To do this go to Operations Tenants and click on the Photo s button on the right to open the Pictures dialog box At the bottom of the screen is the Path to Pictures Folder see below screen The default Photos Path is C Program Files SiteLink Web Edition Photos and must be changed to the new network path you created Web Cam Q Start Ei Snapshot Scanner D Start Import Browse Save to l P
42. single or multiple files as a batch from the Corporate Control Center Accounting Export button Be sure to remember the location you exported the SiteLink data to You will need to import this file into Great Plains later Importing General Journal Data into Great Plains You are now ready to import journal entry data into Great Plains Remember if this is the first time you are importing data into Great Plains setup a new company to experiment first You don t want to experiment with an existing company In the Great Plains Integration Manager you will be importing a GL Transactions using one source file as shown in the following example FndDate DEMO DEMO DEMO DEMO 0001 1100 Asset Accounts Receivable 1 71230017012007 042972007 DEMO DEMO 0001 1100 Asset Accounts Receivable _ 650 00 01 01 2007 047 2972007 DEMO DEMO DEMO 0001 4000 income Rental Income 1435 00 01 01 2007 o429 2007 DEMO DEMO 0001 4040 income Fee Income 120010170172007 0472972007 DEMO DEMO DEMO 0001 4042 income Note that debits are positive credits are negative and dates are formatted like MMDDYYYY The information in this flat text file must be mapped to Great Plains using Integration Manager since this data will go into more than one table in Great Plains Additionally the Location SiteCode CoA column information will probably have to be parsed The Location Code is assigned by SiteLink and might not be required by yo
43. system of the U S Federal Reserve Bank that that provides electronic funds transfer EFT between banks and participating financial institutions to distribute electronic credit and debit entries to bank accounts and to settle such entries It is used for all kinds of fund transfer transactions including direct deposit of paychecks and monthly debits for routine payments to vendors The ACH is separate and distinct from the various bank card networks that process credit card transactions ACH operations are done in a batch mode which can take up to 72 hours before the money is actually transmitted A return notification is sent if there are insufficient funds in the account NOTE SiteLink Web Edition does NOT support walk in ACH Payments Requirements 1 You must establish a merchant account with an ACH Merchant Service Provider Contact SMD Software Inc for a list of supported providers 2 For reliable operation you should also purchase a MICR check reader for reading account and routing numbers from your tenants checks 3 You must be connected to the internet in order to process ACH transactions Overview SiteLink provides the means for paying tenants account by 1 Submitting ACH debit transactions to your ACH Merchant Service Provider for debiting the tenants savings or checking accounts The service provider will hold these transactions until they are committed batched out 2 Committing previously submitted AC
44. tenari to be moved in ontodsy s date Require he tenartto be moved in on tocas or inure dates Allow tenants to be moved in on ery pasi onuture dole net recommendech Concessions V Allows setting rent below the standard rate Allow seting userdelined recurnng charges below siondard rates l Require only using predetned concession plans Miscellaneous Deteultto send irtvaicss 1 new tenants l Require mosting dots V Charge the defaut Administrative Fee af moe in 27 Setting the Program Defaults Payments Tab Payment Defaults are set using the Payments tab 1 Set the default for Receipt Printing a Prompt before printing prompted asking do you want to print a receipt b Always print receipt you will get a prompt answer Ok to print the receipt or Cancel c Never print receipt No prompt but receipts can be manually printed later from the Company Receipts screen in the SiteLink Web Edition program Miscellaneous Check the box to enable the other move in defaults a If the tenant has a credit card number on record show it when taking a credit card payment if left unchecked you will not have access to the cc information when manually taking a payment b Prompt to print a Partial Payment Reminder letter when taking a partial payment on rent if left unchecked you will not be prompted to print the letter c Prompt to disable past due handling like late fees when taking
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46. the default fee schedule Edit Late Fers Pariod Qon Descapton Tenant s Ratos Lote Fee 1 1500 Lete Fes 2 1000 Lee Fes 33 ono Totols 000 0 00 0 00 Late teas 1 2 3 ara txed amounts shown abows Late Fee 1 is 6 percertege of reri Late teas and 43 are fread amounts Late teas corfom to the Calfomio Lats Fee Schedules Only apelylate toon 21 22 eed 23 one bma the frst morh e tanart ic pest due Percentage Late Feo Settings 0 000 Late tee percentage lika 5 000 12 Fee Balance Enter all unpaid charges EXCLUDING rent recurring charges Tax and late fees that occur on or after the date of the 1st Unpaid Rent charge SiteLink will automatically create all rent recurring charges and late fees from the Ist Unpaid Rent date to the present Next enter the balance of other charges except late fees that the tenant owes This balance is a lump sum amount for other charges like boxes or NSF fees etc that the tenant owes Remember don t include late fees or rent in this balance When you exit this screen SiteLink will automatically create late fees for your past due tenants to bring their accounts up to date 13 Fee Tax Balance Tax on the Fee Balance No 12 above 14 Credit Balance Enter any balance of unapplied credit the tenant may have on his ledger Credits can be applied later towards rent or fee charges After a tenant is placed in a unit this value cannot be changed T
47. the percentage Partial Screen Shown Amount Fixed amount off OU Amount off Percentage off 0 000 Percentage off 24 M Round C Fixed rental rate UU Charge amount 83 c Fixed rental rate tenant s monthly rental rate with this plan Partial Screen Shown Amount Fixed amount off 000 Amount off Percentage off 0000 Percentage off M Round Fixed rental rate 0 00 Charge amount 6 Rounding Check the box next to the option you wish to use with this plan Partial Screen Shown Rounding None 1 00 0 10 5 00 7 Name the name given to this discount plan Partial Screen Shown Name Plan Name 84 Revenue Manager Revenue Management Using Rent Push The Revenue Manager can automatically adjust your rental rates according to the occupancy level of your facility Rent push is applied according to occupancy by size and unit type For example a 10x20 Self Storage unit is tracked separately from a 10x20 RV Parking unit Rent Push rates are recalculated at the start of each day If you were to change a unit s standard rent and then wanted to update the pushrate immediately clicking the OK button on this screen would force the push rates to be updated To use the Revenue Manager 1 Choose the Revenue Management Plan Default or Custom 2 If you choose Default Revenue Manager will be enabled using the built in defaults J Reven en hanap Ente
48. them For example if you have not yet received a payment for an invoice a cash basis report on your sales will not include the amount of the invoice In the SiteLink General Journal Entry Report and in QuickBooks you must set the report default as Cash Basis Accrual Basis is a method of bookkeeping in which you regard income or expenses as occurring at the time you ship a product render a service or receive a purchase 212 PO Appendix F Frequently Asked Questions about Setup SiteLink Web Edition QuickBooks Accounting Software Interface Page 3 of 3 Continued from previous page Under this method the time when you enter a transaction and the time when you actually pay or receive cash may be two separate events In the SiteLink General Journal Entry Report and in QuickBooks an accrual basis report shows income regardless of whether all your customers have paid and expenses regardless of whether you have paid all your bills Why can I see the account balance in Balance Sheet Accounts only in the QuickBooks Charts of Accounts window Balance sheet accounts are accounts that appear on a balance sheet report In QuickBooks these include the following types of accounts bank accounts receivable accounts payable fixed asset other asset other current assets other current liability long term liability and equity Each balance sheet account in QuickBooks has its own register that tracks the balance of the account You ca
49. to step 2 below Continued for both configurations 2 If not already installed install SiteLink the gate software and the credit card processing software onto the CA drive of the server Be sure the gate controller is plugged into the server The server should also have internet access Setup file and print sharing on the server and workstations Share the CA drive on the server and map it as a drive on the workstations If you are unsure how to do this you must get help from a computer technician or network administrator installer before proceeding When you are finished you are able to view the server s CA drive from the workstation computers Setup your workstations for administrator access Only administrators will be able to install SiteLink up grade programs To setup the SiteLink gate interface open SiteLink on one of the workstations and go into Company screen Gate Setup On the middle right hand side of that screen browse to the network drive and select the correct path to the gate controller interface Save the path with the save button on the bottom right hand corner of the screen Click on Test Interface and verify the setup by locking out then unlocking a tenant Run reports in your gate software to see the tenant s lockout status To setup the SiteLink credit card interface go to Company Setup Checklist Credit Card and select PC Charge and slect either PCC Payment Server or PCC Pro At the bottom
50. you submitted the form you will be taken to a screen titled Configuration Result shown below showing the a SiteLink web site module URL s You can place the links on your web site to bring your customers to the SiteLink Server where they can manage their accounts and make reservations Your coufigeration has beon saved successfally Account Management Laik hitps www sindservers net SLWebSeeT suplate logn aspx ComCodenzl7 GxitC kel 2QBEEY Y Q mksLocatjon Code T6 HC kes ROBEEY YQ Reservations Link www stndservers net SLW ebSreTemplate ReserveOnky apa Com EYY XO 9 76 AT fixie ksh webs cation Code z1 76x 8tC ksUROBEEYY HO Your web desianers need the above Enics to setup redirection froen your web ske to the SiteLiik Account Mamapemert and Reservations papes Send these inks to your web designers by entering ther emad address below From To E Go to Home Page Go Back 12 Testing your web site links To test the links copy the URL s into your browser It will bring you to your SiteLink web site module Instead of using an actual tenant we recommend you first to create a test tenant and set up his email and web access password from our SiteLink Web Edition Client interface then do one or more move ins for him You use tenant s email and password to view his account information 13 Testing Online Payments To test online payment function you will need to have the Authorize Net test
51. 0 Appendix D Gate Interface Setup and Troubleshooting 161 ACCESS EZ GAE i Seal ere accra ops Ga he ag E uk a Sa ee Ps Sines ee 163 Alltec Gateasersi 5 4 vceund he es 2 a ee ee Sip ee kV Ee La ee ea 165 Demco Demco for Windows lt 4 eas saw ea via ee ea a hae ee eae 167 Digitech DigiGate 700 2 2 cen by eek eee iu ee eve bieee setae 169 Digitech DigiGate 700 Remotes a esse hs es Pea eit she Geis 171 DKS Door ines awh a a Oe as a hd Beg ee DE 173 Global Electronics Axcys and MSTC 0 cece eee eee ee 175 PPT ALCOR os gauche AC te oe ok aa As Ih aE tite oat tle eli Me hs 177 QuickStor QuickStor OS Gate foc ecesard ole a ioke Be Da aise e Danke eee ee 181 Sentinel WinSen and WinSen Remote 0 0 e eee eee eee 183 Wham Security Wham Version 1 04 03 0 0 0 eee eee 189 5 Table of Contents continued Appendix E Integrating Your Website to SiteLink Web Edition 193 Appendix F Frequently Asked Questions about SiteLink Web Edition 201 Microsoft NEeEtEAQ casita 6 abu tee a le ae eed a a ee A 201 PeachTree Accounting Interface FAQ 2 2 2 2 eee eee eee es 214 QuickBooks Accounting Interface FAQ 0 0 eee ee 211 Authorize Net FAQ v riei eia we Ss bss BAS aware wes a Das Tw teem ee 216 Credit Card Processing FAQ esine waren en Pega Gate ean howe es 215 Revenue Management Using Rent Push FAQ 04 210 PC Charge Payment Server F
52. 4 The insurance vendor will provide the Coverage and Premium Amounts and Theft Levels available Use the table below as a guide to the format of the data required The Theft coverage is usually 50 or 100 and there is a limit of twenty 20 levels which are normally ten 10 coverage amounts at 50 and ten 10 coverage amounts at 100 EXAMPLE ONLY Coverage Premium 1 000 00 1 50 2 000 00 3 00 3 000 00 4 50 4 000 00 6 00 5 000 00 7 50 6 000 00 9 00 7 000 00 10 50 8 000 00 12 00 9 000 00 13 50 10 000 00 15 00 11 000 00 16 50 12 000 00 18 00 13 000 00 19 50 14 000 00 21 00 15 000 00 22 50 4 The Insurance Provider will FAX or Email the following information to Sales at SMD Software at 919 865 0795 or sales smdsoftware com a Name address and phone number of the self storage company b An ID number for the self storage site Insurers issue such an ID or account number and refer to it as either a Project Number ID number or Operator Site Number 5 SMD enters the Insurance Information into your SiteLink Web Edition database There is a One time Programming Fee for the creation of the Custom Insurance Policy in your database Contact your Account Manager for more information 6 To activate the Insurance Feature go to the Setup Checklist and select Insurance as descried on previous page 7 Enter CUSTOM without the quotes into the field labeled Project
53. 6 2007 10 00 0 00 Fant mazor 1130207 12500 ooo Loe Fee taor 11 6 2007 15 00 0 00 Lote Fee 2 Tiee2nor 162007 1000 ooo Rant 12N 200 12 51 2007 12500 0 00 Late Fee 122007 1262007 150 900 Totak 74000 00 71500 oo oo 71500 Add New Charge Frim Desorption Recumng Acminiztatve Adjustmant Pod Thre Adminetratve Fea New Auction Fee 731007 Delivery Fee Extandad Hours Speen Invoice Fee 32007 Lots Fee Lata Fou 2 Lock Q4 Fee RY004 NEF Fee Ard Naw Outstanding Fee Balance Charge As an example choose Administrative Adjustment and the following information will become visible to allow the entry of the charge details Partial Screen Shown Detete Ett Selected Charge Add New Charge Deccnpinn T Recunng p Over Adnristatve Adh Admristeha Fee Auction Fae Cukvery Foo Emorded Hous cece Foe iow Foo Lene Foo 2 227 Lock Cet Fee NSF Fee a gt fas Newcharye f OK Enter a the charge amount and a start date and click on the button next to Add New Charge and click OK 111 4 Ledger Settings Each tenant s fees and recurring charges must conform to the terms of his lease The ledger settings are edited from the Ledger Settings screen accessable from either the Payment screen or the Edit Ledger screen w Ledger Settings RV004 k Retresh Berry Halle Billing Penod Fees Rates Billing C Daily Late Fee 1 15 00 Quantity Purchase Order C Weekly Late Fe
54. AQ co esate wd pea dh ewe edd does 217 Appendix G Keywords Listing 00 cece eee 219 Appendix H Australian Specific Settings 004 221 READ THIS READ THIS READ THIS Setting Up Your SiteLink Web Edition Program Before using SiteLink Web Edition you MUST configure your facility You will receive from SiteLink a series of 4 codes which will be entered when you first start the program A Corporation Code Location Code Username and Password After you have entered the codes and start the program you will immediately go to the Company Setup Checklist Screen BELOW ARE THE ITEMS YOU NEED TO ADDRESS Company Information Input site and home office addresses This information is displayed on notices and reports Employee Information Passwords and Security Levels Enter employee information a password and specify an access level for each of your employees Set security level access For each security level check the features you want to allow access to Insurance Accounting Bank Accounts Adjust the days before rent is due to ensure invoicing is performed when needed If insurance will be used choose the Company and enter the Project ID issued from SiteLink Setup what accounting system you are using If doing a General Journal export choose the correct system Setup a bank account and if using security deposits with a trust account setup both accounts here Unit Setup Check required infor
55. Detailed explanation 000 5 114 Reports Check Your Work 204 c 4 dee saa pee anee deed eae needs 116 Batch Edit MON ADS oo gular in at hard Peete wa ogc a td eR apelne Hae 118 Edit Tenant Semmes jos 2nd ocit eye Seeds ae doa ea ete Sees 119 Starting SiteLink Web Edition for the first time 121 SiteLink Web Edition Navigator Screen 0 2 0 0 eee eee eee 125 Form Setup Overview sis naa ares eu a aasa aE a eeveate esa ees a 126 Form Setup and verification of Past Due Events and Letters 127 Upload Forms and Letters used in SiteLink 2007 04 128 Complete the SiteLink Accounting Setup 0 00 00 00 0008 129 Data Entry and Gate Setup 0 0 eee ene tenes 130 Microsoft Map Point Interface 0 ee ee eee 134 Creating a SiteLink Site Mapes 2s ver sede poten ese s eed woes 137 Appendix A Accounting System setup for use with SiteLink Web Edition 143 Setting Up a new QuickBooks Company 0 0 0 eee eee 143 Setting Up a new PeachTree Company 0 0 eee eee eee eee 147 Appendix B Authorize Net setup How to obtain Account Information 155 Appendix C Network Setup for Gate Credit Card Photo Check Scanner Network Setup for Accessing Gate PC Charge Tenant Photos 157 Sharing Tenant Photos on a Network 0 0 0 0c cece eee eee 159 ACH Check Scanning Device Setup and Troubleshooting 16
56. FEES PAID 106 Waxwocd Lane CARY NC 27515 9732 SAMPLE Mailed trom ZIP 27518 1 ve Fret Clue Lolle Rule CERTIFIED MAIL ee Return Receipt Electronic FakeDewcelD 7112 3456 7891 2345 6787 says VOID DO NOT MAIL 109 Waxwood Lane CARY NG 27518 9732 wove Pua Please see the SiteLink Web Edition User Manual for instruction on printing Certified Mail labels from the Tasks and Letters Past Due Tasks screen 88 Batch Printing The reports included in each batch are set up from this screen To edit the reports included in each of the groups 1 Select a report name to highlight it and make a selection under Setup Do this for each report that you wish to add to a batch 2 Choose one or more groups under Setup There are four 4 groups of reports that can be printed as a batch These groups are a Default Batch b Start of Day Batch that is printed from the Reminders screen c End of Day Batch that is printed after a Daily Close d End of Month Batch reports printed after Daily Close on last day of the month 3 Select the number of copies Choose the occurrence Daily Weekly or Monthly W Batch Printing Start of Dey Boms to Pret Pristing Automaton Lotions without on associvted foe Do nat use Printing Autoenation Letters wih oe without an aa sociated tee l moios l Start of deyreports Prompt to peirt al lotars and reports of stan up Report Parod Copies Dalai Bach StatotOay
57. H transactions 3 Retrieving returned transactions A return may be due to insufficient funds in which case it can be resubmitted up to 2 times after the original submission A return may also be a notification for a needed correction such as if a tenant s bank routing number has changed Corrections do not have to be resubmitted but corrections do have to be made to the tenant s billing information When transactions are submitted they are recorded as paid in SiteLink Returns are recorded as NSF payments and are flagged on SiteLink reports to distinguish them from normal NSF s Returns occur for many reasons including nor sufficient funds and can be resubmitted up to 2 additional times It is normal practice to request return responses at least once day Corrections are a special type of return message Corrections are assumed paid but the tenant s account information might require a change for future submitted transactions 75 The SiteLink reminder list Shown below informs the user when transactions need to be submitted committed if the provider needs to be polled for returns or if corrections are pending None of these actions are entirely automatic in SiteLink From the SiteLink ACH Bank Debit screen you will have to click on the Submit Commit or Request Returns buttons to make any of these actions occur wz SiteLink Navigator File video Tools Help a Operations T Adjustments ACCOUNTS COLLECTIONS CUSTOMERS C
58. Inventory dialog box J Add Inventory 7 Description 0 00 Amount 6 000 Tax Rate like 5 000 0 000 Tox 2 Rote like 5 000 Total 000 Costbetore Tax 10 jn Stack 0 0 Order Point 7 Account X Currently used atthis site Vendor Phone Reorder Por Number Ww OK a Description of the item ie lock box equipment rental b Selling Price the amount of money the Tenant will pay for the item c Tax 1 Rate defaults from Program Defaults but can be modified for each item d Tax 2 Rate defaults from Program Defaults but can be modified for each item e In Stock the quantity on hand at the time you make the entry f Order Point minimum quantity on hand before a reminder is created to re order g Account for financial reporting Chart of Accounts h Currently used at this site Checkbox if checked the item s is available for sale 1 Vendor the supplier name or source store for the item j Phone phone number for Vendor k Reorder Part Number identification for the item when ordering from a Vendor 49 Edit button Click the button to open Edit Inventory screen same as Add above Delete button is used to remove inventory items Reorder button runs a report showing the quantity on hand of your items Inventory Adjustments used to correct the quantity on hand of inventory items JE si pmeeta emoti Tars Teeni h5nki Cont Totei Cost tia 10 Lue Faim Paper B
59. Link updates the gate it will write a file named Update01 txt for site 1 to this target directory When the WinSen RSCM program is running it will pick up this update file dial out and update your gate 3 Consideration 1 you must enter all of your units into your WinSen RSCM gate system before SiteLink can update their lockout status SiteLink cannot add new units to WinSen RSCM 4 Consideration 2 You unit numbers must be numeric ranging from 0 to 65535 WinSen RSCM does not allow alpha unit numbers 5 Consideration 3 Your SiteLink access codes must be limited to 9 digits With Unit Passcode mode WinSen RSCM will take the left 4 digits of the access code With Passcode Only mode WinSen RSCM appends this access code i e the passcode to the unit number to create a UserID number 6 Consideration 4 WinSen RSCM does not support the feature of allowing other secondary tenants access to a unit 7 Testing Test the SiteLink RSCM interface by sending a single gate update using the Test Interface button on the SiteLink Setup Gate screen then checking the tenant s status in WinSen RSCM 186 Appendix D continued Sentinel WinSen and WinSen Remote Interface Installing continued Procedure Interfacing to an Existing WinSen System Attempting to merge WinSen and SiteLink data can be problematic It is recommended that you use the following procedure to start fresh that is to first reinitialize WinSe
60. PO Po Appendix F Frequently Asked Questions about Setup SiteLink Web Edition QuickBooks Accounting Software Interface Page 1 of 3 How do I know if the data on the General Journal Entry Report has been imported correctly into QuickBooks and how do I know if data has been imported for a certain date In QuickBooks you can run the Journal Report found on the path Reports gt gt Accountant amp Taxes gt gt Journal On this report you will see entries that have been imported via a dummy account labeled Uncategorized The period covered by the import is also shown on this report What do I do if I imported the same data into QuickBooks twice In the QuickBooks Journal Report you will see any double entry One set of entries can be deleted from this report by double clicking on each duplicate and then deleting To start first print the SiteLink General Journal Entry Report of the period Compare this report to your QuickBooks entries to determine which to delete To delete an entry 1 Select the transaction you want to delete 2 From the Edit menu choose Delete transaction 3 Click OK to confirm the deletion Remember deleting a transaction is irreversible What is Uncategorized Account Uncategorized Account is a dummy account SiteLink uses to import each Debit and Credit entries into QuickBooks The QuickBooks s import feature does not allow a simple debit credit entry such as Debit Checking 50 and
61. Payments af Lecter Writings Ailing Pernod wh Foor Lote Fan at F Weehts Late Paw az F Uortty Duatsriy O Bari ruaty innoy Admnienene Fea Ou Loch Faa NST Check Fee 220 dackson Samuel Fister 1600 yoo Leoa E 100 1w 150 Arion Fes m0 Scteedubed Aare Miara Prost an tects Dinte Lense Lense Nanber 10 Lease Daw 2 G00 Latu Fens Lote ce 31 FZ B ere feed enous shown oba e Lite Tee l ib spercertage giren Lote tows 2 onc 2 ow toed crt courts Late tee 1 corine tothe Cabtoren Late Fine Scherkde figi Ericmesrasge Lote Mee S TO Linke isu parcentoge 0 bu 5 000 Giora new recurring cherge try ohing now charge hom tes Paywerts coret Slop 6 Routing dana by soting ts fs 11D Marketa EFI ne Gene F Never Lock Out et Gate Dienests tours Tere Zora Keypod Zone 107 fern Aing Purchase Odar F bhewer Tax Reet invuraae F Booda hocs F Chegelmoce fee 15 a hanes Days we Due Amio De Nore Cade Cod ACHBenk Coke P eae MS appar 23 Dey Pet Duo Siowe Locked ut oe Gate F Overiocted Had NEF Check 220 O Bwa g h i D Credit Card Add remove edit credit card information This screen is covered in detail in the next section Edit Charges and Payments Credit Cost ADH Bart Dott Cart Type gt Acrourt Numba Cordherter Reed egharnbe Eqreton Dee z n E Nanw on Cord Optiona
62. Payments Berry H Payment Dale RV Une R004 8 20 2007 004 Current Due 716 00 3 28 2007 Poid Thru 7012007 3 0 Next Payment 125 00 3 28 2007 GE I p Preview Piaceipt Bilin Monthly Rent 12500 K Delete Payment Overbcked Leose 1006 x Lenss Dote 37282006 ah Treier Oe aly 10 Type Sire Aras Hones an RVOOs A kK z gt Oslate Ledger Settings Account Q 0 3 3 Concel At the bottom of the screen shown above the following buttons are available 1 Notes Opens a screen where you can edit notes related to the Tenant Unit See Put Tenants in Units in this manual for further information 2 Ledger Runs a Ledger History report for this Tenant Unit showing the status of their Ledger Account in a historical format 110 Adjust Charges Opens the Edit Charges and Payments screen to add new charges or delete existing ones Credits can also be applied to any of the existing charges listed by entering an amount in the column Credit corresponding to the listed charge and then pressing the OK button Edit Charges and Paymente Dasenption Invoice Steet End Quantty Charge Diacount Fant anazo 8st 2007 125 00 ooo Lwe Fee 62007 agio 1500 0 00 Lote Fee 2 S207 aneor 10 00 0 00 Pant gaar 9302007 125 00 0 00 Late Fee Qey2007 42007 1500 ooo Late Fae 2 gigo 86 49ne2007 1000 000 Peni 101 2007 10 31 2007 12500 0 00 Lote Fee 1462007 10 62007 15 00 0 00 Lote Fee 2 tanger 10
63. Proravion Setup Tabire ric ees a Bata eis Wels ee ave dung ede Move T Tabes 2 2 Barat ES Soe Ste be Nah oH a Ni panes Gu S Payments Tab isa cdyce Rox deb A Gre eGR Goh Raw ae eae ehh bees Nove Out Tab iss aioe ald Rie tis Ooi oo Ree ieee eee wl Payment Types Tab eey erens ised noe aun Ae E Saw E T Eate Fees Tabrani Ea E a N EE rE eee A Inventory Transfers Tab heiciie tetin peso aed Meeetesseendas MV ONCE lab onan asec Gees Rx ses nd ap eas aR Be eee neecar ne ON eee User Responses Vaasa seers o ra a ed wah an Oye oes ORA User Responses 2 Tabe pne deang Ran yie busca ny we Sea nye Pah eh ae endl eae ternational Tab enni eera 4c wd preratai aan ap weg ckace eg wre we epee Web Site Tab eel ose ain gid kn a eh a Printing and Reports haba lt 2 he dpe Deus peeked ace ies eb fd Setting Tenant Defaults and Entering Employees Tenant Defaults Address Setup Multiple Tabs 04 Employees Setting Security Levels i52 4 4c bene OS hee debe tee bee ess Employees Names Passwords and Security Levels Setting up Company Information setting Charges and Inventory Items Company Information 0 0 cee eee eee nee Charges OVerview ie sey 25h aiaetee dew see See oe Sones Sew See ale Charges Step By Step ccc 5b cachwiiwrkdgedeS baGaawenatadie Rha ees Re c rring Charses semseiana Bem eee onde os wae eee kee he Merchandise Inventory Setup and Adjustment 0 0 3 Table of Conten
64. S MANAGEMENT SOFTWARE 117 Batch Edit Tenants The Batch Edit Tenants option is used to modify Fees and Settings for multiple tenants at one time This option can be used to override the default settings Program Defaults and fees for selected tenants Edit Tenant Fees 1 First choose the Fee from the Description list on the right The tenant s that are listed have the fee enabled on their account 2 Select tenant s account that you wishto edit Alternatively you can use the buttons to select All tenants or use the Wizard 3 To change the fee click the Edit button to bring up the Edit Tenant Fees screen 4 Enter the new Amount and starting date if applicable Click OK Unit Name Company Lete Fee Fond Wh Tax Stets Selectos List Oc Jogger M Rolling Sip Peed 16 00 16 00 1 12000 Ala x Oss Jordan M Fuad 1500 15 00 271572007 T 31 Refresh Osn KIOSKI Opamach Fwad oog 0 00 oO Cheer al Pret OAV Spicibarg S Frad 1500 16 00 2 15 2007 X OAwi2 Chan J Fooad 15 00 15 00 2 15 2007 al vaman QOAYV202 Kidman N Fixed 1500 15 00 215 207 Oi Zeta Jones Foed 1500 15 00 2715 200 Find Os Chan J Faad 1500 15 00 1 12000 Lrit 0215 Gooding C Fred 1500 15 00 2 Ozz PRB Fwad 15 00 16 00 Late Foe 216 Heckar M Fwad t500 15 00 f T art j 01 Jackson S LA Films Inc Foed 15 00 15 00 11 2000 Desaiption Reouring om deckson S LAFilmainc Fwad 1500 15 00 25 207 Adminestratve Foa 022 Jackson
65. S LAFilms inc Fined 1500 15 00 2 15 2007 Auction Fee ORVI04 Beny H Wigts Mig Fined 15 00 15 00 2 15 2007 Extandad Hours x Lote Fee Lots Fee f Lote Fee 35 Lock G4 Fee NSF Fee Water and Electic F Edit Tenant Fena T p Bis 10 00 Amount Starting Dois P Fred amaurk F Psrosntage ot rert C Conforms to ts Calnomis Lots Fes 118 Edit Tenant Settings 1 Make a selection by checking the box next to the unit or units you wish to change 2 Click on the Edit button to open the Edit Tenant Settings screen Tenant Settmas JUnk 15 Neme Company Invoiced InvoiceFee ItvoiceDey AWoBiID TexExempt Tex Pent Frequency Billing Arriv oii JopmeLM Roling Sto K X 1 Honthty List Oe Zeta Jones x Monthly j Patresh O06 Chan J x Maonthty A Oe Jackson LAFilms Inc x Monthly j Print Jackson S LAFilms Inc x x Monthly Gooding C x x Manthly Selecton Hecker M x x Monthly Jackson S LA Films line x l s Manthty ZI Z Pit B w 5 Monthy lt L jo Jordon M 7 5 Honthty i KOSKI Opemach 5 Xo Monthy Ej izard Spielberg 5 x Manthty Bory H Wvigits Mfg x Monthiy Find Chan J x x Manthty Unk f Kidman N x X Manthty B Edt 3 Select the information you wish to change for the selected Unit or Unit s and then click the OK button to return to the main screen s Edit Tamant Settings Billing nlc F NeverTex Rent M Invoices F Sand Invoice F Chag Invoice Fee 15 Pridinvoices within h
66. Setting up Discount Plans Revenue Manager E Mail Maintenance Discount Plans Move In Prepayment General Concession Plans Revenue Manager Revenue Management Using Rent Push Frequently Asked Questions about Revenue Manager E Mail Sepure nee aig a Sve ho a Aad eR aiid tha a gee Rea eae Certified Mail Interface Setup 23s 6 6s4 oie ectens eye een Se 8 a Ee Batch PHMUNE eeaeee ee aaro cee eS alte as e aaa Maintenances i oi Heed E E Bae ae oe ae WSA D E a A ee Setting up Tenants and Units First Time Setup Tenants and Units 2220 e eee eee ee Unit SOUP sg ss esas aoe cae gee See Sig Se Se wR BS Soe ae A cee ee wk Add Units Step by Step Use this screen to enter details about units Add Untsa Sensi Se oe Ga eS Se alate Zs oe we a gat rel a utes Ee Seles eg Modify nits Lis ati Suid he Pak ale el a O Oe ek ie BO kPa etal Add Edit Tenants Overview i420 sate doe aste need ea hacoeek ates Add Edit Tenants Enter your existing tenant base into SiteLink Table of Contents continued Setting up your Facility Put Tenants in Units Edit Charges and Payments Put Tenants in Units Batch Move In 0 0 eee eee eee ee 99 Edit Charges and Payments Overview 0 0 00 cece eee eee 109 Edit Charges and Payments Step by Step 0005 110 Add Pre Paid Security Deposits 2 34 54 G94 ooh va Pe bene eee eee 113 Edit Ledger Settings
67. Stor OS Gate http www quikstor com qsxmanual 183 Sentinel WinSen and WinSen remote http www sentinelsystems com 185 Wham Security Wham Version 1 04 03 http www whamsystems com 189 WARNING Before attempting to setup the Gate Interface in SiteLink Web Edition make sure you TURN OFF the Interface in SiteLink 2007 or in your previous management software 161 This page intentionally left blank 162 Appendix D continued Access Ezy Gate Interface Information Installing an Interface to Access Ezy Interfacing to Access Ezy for the first time requires special attention If you are not skilled at using PCs it is recommended that you get help Access Ezy support is provided by Centreforce IT and can be contacted at 07 3889 9822 for further assistance concerning this interface See Appendix H for more information about support The Access Ezy Gate interface is used primarily in Australia and New Zealand WARNING Before setting up the Gate Interface in SiteLink Web Edition TURN OFF the Interface in SiteLink 2007 or previous management software 1 Click on Company and Gate Setup to open the Gate Setup screen On the screen shown below click on the Gate Setup button Pal ec Setup Current Gate Settings Company Digitech Model DigiGate 700 Interface Path C Digi Digisend exe Minimum balance before gate lockout 0 00 Synchronize G
68. Submit button is used to update the server and save the information Internet Access User Name and Password The logon information used by your tenants to access your Website to make payments and other transactions can be set up by your Tenants on the Log In page through Registration The logon information can be modified by logging into the Site database for that location and accessing the tenant record by clicking on Operations Tenants The User Name is the email address shown on the first tab The Password is shown on the tab Additional and is labeled Internet Access Password Important Note about Synchronize Gate Updates Please see the Gate Setup section about the checkbox next to Update the gate when auto refreshing the local data from the server which MUST be checked to allow updates from transactions made from your Website Kiosk or remote computers Helpful Links Online Help www smdservers net slwebsitetemplate Document htm Sample Website www smdservers net WebSiteTemplate Sample Call Center www smdservers net CallCenter 194 9 Use this Form to configure your company s web site Website Comfiguration Tool Give the ene fe eagar veer company web weet Dds ar d C Ce Cae Dek ne es OE ADR Re Cent teal ened Ce Damped Dae seke n med m idrat nea sar Lorema md mame be Somme Contact ksfwmnsiiss Will appear sa the beader of cack af yuu web paged Copea Name Corpore Abda nce
69. This page intentionally left blank 172 Appendix D continued DoorKing DKS System Interface Information Installing Installing an Interface to DoorKing Interfacing to DoorKing for the first time requires special attention If you are not skilled at using PCs it is recommended that you get help DKS can be contacted at 800 826 7493 for further assistance concerning this interface Procedure 1 Run DKSETUP EXE from the DKS Interface disk to install the software 2 In the DKS Account Manager create an account name called SMD 3 Select DKS on the SiteLink gate setup screen located from the Company Screen gt Setup Check List gt Gate Setup and save 4 Test your interface by downloading a single tenant s data from the SiteLink Operations screen gt Gate Access where you first select a unit then simply click OK to update the controller 5 Download your entire SiteLink customer information to DKS using the Update button on the Operations screen gt Gate Access or by using the Reset button the Gate Setup screen Special Considerations DoorKing is a 16 bit program and does not work over a network The SiteLink DKS interface works only with DoorKing Models 1833 1835 1837 1838 You must change the Num of Digits in Dir Code to 4 in the DoorKing Software The DoorKing software MUST NOT be running while SiteLink is running SiteLink cannot update the DKS Gate database if it is running You cannot have
70. a comma in any part of the Tenant name such as Willy Jones Jr The comma will cause DoorKing s Genfile csv shift all data to the right by one field or cell if you look at it in Excel i e comma delimited thereby making the gate access for that tenant invalid Default Download Directory When updating the DKS gate SiteLink writes a comma separated text file named GENLINK csv to the path set in the Path to Controller Interface field in SiteLink The default location is C DKW55 This path will change based on the version number of DKS version 5 6 default path is C DKW56 173 Appendix D continued DoorKing DKS System Interface Information Installing continued Unit Numbers DKS unit numbers are limited to 4 digits numeric only Examples of valid unit numbers are 0001 0234 1304 1023 and 1234 Access Codes DKS gate controllers only permit a five 5 5 digit maximum access code In contrast SiteLink allows 10 digits When access codes are downloaded from SiteLink to a DKS gate controller only the first 5 digits are used DKS doesn t allow access codes larger than 65400 Time Zones DKS Time Zones are called Security Levels In DKS the Security Level 00 is the device is always disabled SiteLink uses this to lock out tenants Security Level 01 is the device is always enabled SiteLink uses this for 24 Hour Access Security Level 02 in DKS MUST be set up the
71. al Features 10 5 1 Allow tenants to edit their contact information If you do not want your tenants to edit their contact information uncheck the checkbox 10 5 2 Allow tenants to update their credit card information If you do not want your tenants to edit their credit card information uncheck the checkbox 10 5 3 Show the Reservation button to allow on line reservations uncheck the checkbox to remove the button 10 5 4 Remove the StorageTips amp Tools button uncheck the checkbox to remove the button 10 5 5 Remove the Contact Us button uncheck the checkbox to remove the button 10 5 6 Remove the Home button recommended when you use frame set uncheck the checkbox to remove the button 10 5 7 Post account registrations and online payments to bulletin board uncheck the checkbox to disable the feature 10 5 8 Post online reservations and appointment requests to bulletin board uncheck the checkbox to disable the feature 10 5 9 No partial payments allowed require full payments uncheck the checkbox to disable the feature 10 6 0 Business Vision The text below will be added to reservation emails is your company s slogan or motto to your clients If it is set it will appear on the bottom of the reservation email notification WEB Designers Login ID and Transaction Key are provided by the Owner Manager of the Self Storage Company SMD Software does NOT have access to this information 198 11 SiteLink URL After
72. alcon gate controller Follow the PTI instructions to specify the proper com port when installing this file Using Notepad edit Ptisend bat according to the PTI instructions 177 10 11 Appendix D continued PTI Falcon Gate System Interface Installing continued BAT File details For Falcon 2000 systems version 3 or later with the accounting link module link exe a the Ptisend bat file should appear as shown below and b the Link exe program should be setup to delete the UPDATE DAT file CD C PTI CAPTIALINK EXE For other Falcon 2000 systems the Ptisend bat file should look like CAPTISCI C PTAUPDATE DAT C F2000 ALARM ALM CAPTIAWGCI PX V where X is the comm port number MOVE PTI DAT C F2000 DEL C PTINUPDATE DAT For systems without F2000 the Ptisend bat file should look like CAPTISCI C PTANUPDATE DAT C PTRNALARM ALM CAPTIAWGCI PX V where X is the comm port number DEL CAPTIAUPDATE DAT Close Notepad and save any changes that have been made to Ptisend bat Then from your Windows desktop or explorer right click on Ptisend bat and select Properties On the Properties window select the Program tab Check the box labeled Close on exit then click OK to save this setting In SiteLink click on the Operations button on the Company Tab then select the Gate Access Tab on the Preferences Setup form Click on PTI Falcon then the OK button select your interface Then at the bottom of this tab use the Browse
73. ants amp Units BB Unit Setup BB aca Edit Tenants E Put Tenants In Units E Edit Charges amp Payments E Reports Check Your York Batch Edit Tenants E Edit Tenant Fees ey Edit Tenant Settings If your data was converted from another program some of the entries may not be marked with red highlighted buttons Check and verify all of the data Note Some options buttons are not available in the International Version of SiteLink 6 The Setup Checklist contains all of the items necessary for customizing your operation Here you set up your gate access specify company contact employee and fee data After the setup is complete you can close the Setup screen and proceed to the Navigator screen for normal operation of SiteLink Web Edition Important note Any web access restrictions setup in Internet Explorer web monitoring software or firewall settings may cause problems when accessing SiteLink Web Edition 20 Special Considerations regarding SMD Software conversion Depending on the previous Storage Software we converted from some information will NOT be included in your new SiteLink Web Edition database WARNING Before setting up the Gate Interface OR the Credit Card Interface in the SiteLink Web Edition Program TURN OFF the Interface in SiteLink 2007 or the previous management software SiteLink to SiteLink Web Edition only If you were previously using SiteLink 2007 and you are running the current version of
74. are a certain number of days past due Additionally the tasks are in the order in which they should take place For example the unit must be overlocked before the lock can be cut Days past due are defined from the Company tab Setup Checklist button Past Due Schedule button How do I change the days past due for each collections step The days past due can be changed by clicking the Company tab Setup Checklist button Past Due Schedule button The table on this form has a Days Past Due value for each past due event Can I stop printing notices at anytime to help a customer Yes Printing can be aborted simply by pressing the Abort button that appears while the printing process in underway 205 gt O PO a PO Po PO a Appendix F Frequently Asked Questions about Setup SiteLink Web Edition Accounting Invoice How do I put a customer on the list of those that are invoiced Normally this information is set up when a tenant is moved in After a tenant is moved in his invoice billing status can be edited by following the path Operations tab Customers button Ledger Settings button All of your tenants invoicing status can also be reviewed and modified from the Company tab Setup Checklist button Edit Tenant Settings button When are customers invoiced SiteLink automatically determines when customers should be invoiced depending on how the customer s account is set up Billing frequency is an option tha
75. arge Authorize Net PPI PayMover Y X Cancel DO NOT SWITCH THE GATE CONTOLLER OR CREDIT CARD INTERFACE OVER TO SITELINK UNTIL THE TENANTS HAVE CORRECT BALANCES AND PAID THRU DATES WARNING BEFORE SETTING UP THE GATE CONTROLLER OR CREDIT CARD INTERFACE OVER TO SITELINK WEB EDITION TURN OFF THE INTERFACE IN SITELINK 2007 OR PREVIOUS MANAGEMENT SOFTWARE 68 C Credit Card Setup of PC Charge You must first purchase install and setup either the PC Charge Payment Server or the PC Charge PRO software and verify that you can process a transaction from the PC Charge software before you attempt to interface the program to SiteLink Web Edition VeriFone PCCharge can be contacted at 800 725 9264 or e mail at SalesInfo verifone com for further assistance concerning this interface Support hours are 9 a m to 9 p m EST 1 From the Credit Card Processing screen choose PC Charge w Credit Card Processing Credit Card Processing Company hia 5 Terminal ID Number this number is found atthe botom of your PC Charge navigator screen Path to Processor Interface C PC Charge Payment Server Default C Program Files Active Charge Active Charge exe C PC Charge Pro Default C Program Files pcecw Pccw exe o Files Active Charge Active Charge Exe B Browse User Name User Q Refresh OK 2 Select your Credit Card Processing Company from the pull down list There is a complete
76. as 008 600 50 500 25 00 22 eraxh Babble Wrap ali or 42 70 O0 Merchanciss noome 4166 Othe x 200 1400 2 CerWash 3004 10 100 50 00 Merchanctss nccoma 4164 Ears x aw t alan Cel Pack w CishGox 495 im 23 40 OO Merchanckse noove 4161 Box gt 10 108 00 Dorph Bucket 39k 501 ang no 10 Morchanckes moore 4165 Othe x 20 22 00 Oorpedheth 13 im ao 130 U0 Merchernctes noome 410 Ohe x 10 1300 Durrprrap Etas adi im EX 170 00 Merchancies necerm 4161 Fixe 30 51 00 Aad Dih Pack Boor wall eas Peet a 320 QOD Merchenctas rooma 4161 Boe x 20 6400 y Edt DiMocs 3 370 B9 im 85 ap OD Merchanies moore 4362 Lac x 4m e 00 aed Duu Cove 020 agt io 619 50 20 Merchanchss oome 4365 Othe x 30 1500 X wko Equapmenrt Rectal oot im 00 oo ID Mecchanctss noore 4165 Equi oo 10 Era Large Bex 258 im im 130 D Merchanctss incoma 4361 Bax X 20 00 Ful Bed Cova 29 im 317 ao QD Merchendrse rooma 4165 Oha x 10 2000 King Bod Cover 391 io 423 60 OD Morchanihes hooro 4965 Othe x 20 1200 Lagao 131 ion rail o 00 Merchanctes noome 4161 Dos x 10 Aw Markere 121 io 17 san 00 Merchancies hcora 4165 Che x on 27 00 MedunGox 138 ion i ao QO Merchandise moore 4361 Box x 100 niw Pediock c7a0 eg im 37 So O00 Merchnciee moomve dIE Loc x 20 now Roper amt s01 w23 oo 00 Merchandise noome 450 Che a zm 16 0 ra l Smeal Bere 108 mo iti 250 0 0 Merchanches income 4161 Box x am 126 CES ankinn Tepe Disporase 3935 io 413 1320 QD Merchonches ro
77. at is unique for each import file 5 You can correct your journal by deleting duplicate imports a Double click on the item you want to delete from the PeachTree General Journal Report A screen will appear showing all transactions with the same date and reference number b Click on the Delete toolbar button to delete ALL of the transactions shown c Repeat this for each import category like Rental Other POS Credits Refunds and NSF d Note since the Reference field of the journal entries is tagged with a 6 digit number that is unique for each import file you will be able to both find and delete the duplicate entries quickly 149 This page intentionally left blank 150 Appendix A Continued Accounting System setup for use with SiteLink Web Edition Setting Up Great Plains for use with SiteLink Web Edition This information should be used in conjunction with the Great Plains setup guide Importing General Journal Data into Great Plains Requirements To import SiteLink General Journal Entry data into Great Plains you must have 1 Great Plains Accounting software 2 Integration Manager v8 0 or later Setting Up SiteLink to Interface to Great Plains SiteLink can be configured to export accounting data to Great Plains by 1 On the SiteLink Setup Check List click on the Accounting button then click on the Accounting Interface edit button This takes you to a screen where you can select Cash or Acc
78. ate software inspects this location for the LOCK DAT file and updates the gate Unit names Unit names are limited to 1 6 characters letters or numbers or combination Gate access codes Gate access codes are limited to 4 10 digits all numbers 164 Appendix D continued Alltec GatEase Interface Information Installing continued Installing an Interface to Alltec GatEase Interfacing to Alltec GatEase for the first time requires special attention If you are not skilled at using PCs it is recommended that you get help Alltec can be contacted by phone at 800 325 4283 or by Fax at 508 752 6004 for further assistance concerning this interface Procedure 1 Run Install exe from the GatEase Interface disk to install the GatEase interface software Alltec should have also provided a Readme txt file with instructions 2 SiteLink maps the 24 hour access Time Zone to GatEase Time Zone 3 3 Select Alltec GatEase on the SiteLink gate setup screen located from the Company Screen gt Setup Check List gt Gate Setup and save 4 Test your interface by downloading a single tenant s data from the SiteLink Operations screen gt Gate Access where you first select a unit then simply click OK to update the controller 5 Download your entire SiteLink customer information to GatEase using the Update button on the Operations screen gt Gate Access or by using the Reset button the Gate Setup screen Special Con
79. ate Updates with Server Data Ha toe Update the gate when auto refreshing local data from the server Check this feature only on the one computer in your network that is Test designated to update the gate whenever a transaction is posted from a remote location T Test For best operation also set Auto Refresh Local Data on the Program Defaults screen to 5 or 10 minutes Al Troubleshoot Retesh OK 163 2 Select the CSTech AccessEZ Gate Interface from the list then click the Save button to make this your default selection ww Edit Gate Company Product Selected Gate Alltec Gatease No Gate Selected Dermco Demco for Windows Digitech DigiGate 700 Digitech DigiGate 700 Remote DKS Doorking Global Electronics 9 Axcys PTI Access Falcon PTI Access StorLogix QuikStor QuikStor QSGate Sentinel WinSen Sentinel WinSen Remote RSCM Default Path WHAM Security WHAM gt Ver 1 04 03 Path to Controller Interface Program List Refresh l Print 3 Please see the section titled Gate Setup under Starting SiteLink Web Edition for the first time for detailed information on the gate setup procedure Special Considerations Default Download Directory When updating the CSTech AccessEZ gate SiteLink writes a text file named LOCK DAT to the path that has been set in the Path to Controller Interface field in SiteLink The default location is CACSTech AccessEZ The AccessEZ g
80. ault Description field is a database key and cannot be changed 8 Enter or edit the Amount default fee 9 Enter or change the Tax 1 Rate and the Tax 2 Rate if different from the default rates entered on the Program Defaults Screen 10 Enter or change the Account used with the accounting integration feature 11 Currently Used Put a checkmark in the checkbox to use the Charge 12 Apply at move in to always apply the Charge at Move In check the checkbox 13 Prorate at move in Check to use the Charge based on the prorate schedule w Edit Chose Detoutts Recurning Charge 5 Recwmg Change 5 Decteuh Desenphan SERIES Description ooo Amount 0 000 Texd1 Pate ika 5 000 QDO Tex Pate ike 5 000 Tosi Recumng Cherge 5 4064 Currerty usad Apply at move in Prorate af move in onho Charge detaute orty Sec new tenente Edt tenant defeun taas separatiy Farasn Ww oO E Conal Setting up Merchandise Inventory Setup and Adjustment Inventory Setup and Adjustment is used to enter items for sale or for the rental of equipment at your storage site You can enter the Description Selling Price Sales Tax and Cost of Goods that you wish to sell at your storage site Each time a customer makes a purchase the inventory level for that item will be adjusted to reflect the new balance Based on the reorder point that you set a reminder will be set 1 Add button used to add new inventory items Brings up the Add
81. ayments taken Online NOTE See Configure Special Features in Appendix E Integrating Your Website to SiteLink Web Edition for more information on this feature Receipts for Online Payments Credit Card Payments made on Website When a Payment is made using the WebSite Interface a receipt will be created automatically by SiteLink Web Edition and emailed to the email address setup in the Tenant s Ledger Account In addition to the above an email will be sent to the Site s Email Address to notify you that a transaction has taken place It is a way to verify that the transactions are being properly entered into the SiteLink Database 66 Setting up the Credit Card Interface in SiteLink Web Editon Credit Cards End of day batch Processing Simple Explanation The Batch Close process allows you to re transmit your transaction information to your payment processing company Authorize Net is a service that communicates over the internet and does not require an end of day batch Since it is not practical to batch out internet transactions merchant service providers will setup a merchant account with a business rule that the transaction is immediately cleared without any end of day batch process PC Charge recommends that most merchants close their batches once per business day The end of day batch close initiates the transfer of funds from the customers accounts to your account If your account is set up to automatic time in
82. ber on the front of the card 67 Setting up the Credit Card Interface in SiteLink Web Editon continued A How Credit Card Processing Works If you have the SiteLink credit card module SiteLink will send a file containing the card and payment information to your PC Charge Payment Server program and then wait for a response PC Charge Payment Server will dial up your processor record the payment and send a response file back to SiteLink If you are doing automatic credit card billing when tenants need to be charged they will appear on the list on the Credit Card screen A final note about credit card processing if you use dialup processing then PC Charge Payment Server has to dial your processor communicate and then hang up for each card The average cycle time is around 15 seconds Alternatively if you use internet TCP IP processing then PC Charge Payment Server will process the payments much faster an average of 3 or 4 seconds per transaction B Credit Card Setup Overview To enable the Credit Card feature from the Setup Check List click on Credit Card to open the Credit Card Processing Setup screen and choose either PCCharge Payment Server Authorize Net PPI PayMover or ADVAM Australian Customer s Only and them click on the button next to Setup the Selected Interface to setup the interface w Credit Card Processing Setup l w Credit Card Processing Setup Interface None interface X PCCh
83. ble using the Custom Insurance Feature detailed in this manual a SSSA and MSA forms and leases added Q Sales and Technical Support provided by Centreforce IT Strathlink Complex Unit 28 27 South Pine Road Strathpine QLD 4500 PO Box 54 Albany Creek QLD 4035 Doug Parry Doug administr8 com au Phone 07 3889 9822 Fax 07 3889 9870 Website http www centreforceit com au AboutUs htm SMD Software 3000 Highwoods Blvd Suite 120 Raleigh NC 27604 Phone 919 865 0789 Extension 2 Fax 919 865 0795 Contact Technical Support support smdsoftware com Contact Sales Team sales smdsoftware com Website www smdsoftware com 221 Appendix H Australasian Specific Settings continued Details of the Program Defaults added or changed Access Ezy Gate Interface Advanced Access Control and Digital Alarm software for small medium amp large storage facilities For more information contact Centreforce IT for help Please see Appendix D for details on CS Tech AccessEZ Gate Setup ADVAM Credit Card and Direct Entry Interface ACH added has been added as a credit card service provider http www advam com Advam is the leading provider of integrated global card services for private enterprise and government agencies in Australia and New Zealand Please see the manual section titled Setting up the Credit Card Interface for instructions on setting up the ADVAM interface in SiteLink Web Edition To Contact
84. cannot be changed they are populated from the choices made previously on this screen See the partial screen shot above Click Save to finish Inspect your work by clicking on the Ledger History Report button for this tenant We recommend that you enter a few tenants and then run the reports found in Setup SiteLink to check your work Do a couple of past due tenants a couple of paid up tenants and maybe a prepaid tenant then run the Rent Roll and All Open Charges reports and read them carefully to be sure that their ledgers are correct You don t want to setup your entire facility then find out that you didn t set it up correctly 105 Additional Options The following options are available by choosing a tenant name and clicking on a button on the right Some buttons are not be available and will be grayed out if the tenant has not already moved into a Unit The functions of each button are descried in detail below nN Torey l fit Corde Lear fez fxm Amt beuwes Otal Obeta Cent tl Arun Jagger Met ema muar on am Th on on IH IH b F aaroo X Irske gror ane vam nano 00 000 wou ow ow i im a aes a c xe Dron iede wa VAE 2 w 000 wer ow m tw i BAN Toasast ka j taratag ath VAND 3 30 00 500 D on EW i in ET a 5 Dax te x ii Kapua taido aT iSi Nat wore wom moo mi ow teh t t na Py ee Xr Ea MRS E a eS ee ee A ee S E G Ee G Acrourt Go Nowe oe f xe al se x yon x z Je g om F
85. ce to WinSen Interfacing to WinSen for the first time requires special attention If you are not skilled at using PCs it is recommended that you get help Sentinel Systems Corp can be contacted at 303 242 2011 for further assistance concerning this interface Sentinel WinSen and WinSen remote http www sentinelsystems com Procedure First Time Installation of WinSen 1 Install WinSen in its default drive and directory When finished you should have a directory named CAWinsen that contains your Winsen program and databases and you should have a directory named CAGate containing a program named update exe 2 On the gate setup screen in SiteLink select WinSen and specify the paths to update exe or update1 exe and to the WinSen database manager mdb since SiteLink needs to query the WinSen database to properly update its records 3 In WinSen Sentinel from its Maintenance Menu setup the same Time Zones like those in SiteLink When you are finished WinSen should have at least Time Zone 0 and Time Zone 1 since SiteLink uses these as default 24 hour and business hours access respectively 4 In WinSen Sentinel from its Maintenance Menu setup your Keypads When doing so set the Keypad Style for all Keypads to Passcode Only When you are finished WinSen should have at least Keypad Zone 0 If you have Unit Passcode type keypad hardware refer to the section on Special Considerations below for restrictions 5 In WinSen
86. cile Authorize Net payments I know you mentioned we would have two 2 merchant accounts in SiteLink Web Edition to break online payments out separately from payments on site What reports does SL Web Edition have differentiating on site vs web based payments SiteLink Web Edition is MerchantID aware Each receipt record in the database contains a Merchant ID Field When cards are processed on the internet the merchantID is also used for om line processing through the Authorize net gateway When credit cards are processed in the client each receipt record in the database contains the local Merchant ID Field The credit card and payment reports are grouped by merchantID so they can be used to reconcile credit card statements Where can I obtain information about implementing Authorize NET Go to http www authorize net and then go to the Document Library On the resulting page read the FAQs or get the contact information from the Sign Up Now 866 437 0476 or Find a Reseller Several documents are available on the site which explain their product and how it works including e Card Present Transactions Implementation Guide Version 1 0 e Fraud Detection Suite FDS White Paper PDF e Security Best Practices White Paper PDF Can transactions be taken in multiple currencies like US Dollar and Canadian Dollar The Customer s Merchant Number is what controls the currency that they use A Customer that is located in Canada will have
87. d Customer Nene Halt Bery Ura B4 Access Code MANOS TaeZor 1 Business Hoss Keyps ins 0 AllKeypade Statas Locked Out Gare Config wation Gate Company Tigtech Qube Model Tigi ate T0 Path Dinectary CADagi Found Crests Fue UNKFIL Fils cpened rucceaefuly Wite Fue LINK FIL File mitten euccesefidhy Update Progran Trgitend EXE Found Update Progen Tigitend EXE Rated no error detected Progra Version Update Vertication CE No emoes detected Cate Update Carglated No emors detected Ran sports Roa your gis contra co ftorer ce West a keyprdto verify the gao update NS n If the information IS correct the next step is to select Reset Gate All Tenants to download all customer access codes This download will update the controller s settings for all customers and it could take a few minutes 133 7 Microsoft MapPoint Map Interface Web Mobile Edition Only a If your default MapPoint Map is not located in the default location or is on a Network drive go to the Company Setup Checklist Portable Storage screen and open the Mobile Setup screen shown below aC H5 Mobile Setup Trucks Delivery Areas Barcode Reader Scheduling and Routing b To set the default map location click on the Scheduling and Routing button c The Portable Setup Screen shown below will open d At the bottom of the screen click on the Browse button to locate the map
88. dates wh Server Dain te when eutoteteshing local dete from he serve nthe one computer n your network that is me ahengver a transac treat of Ok Canca b Click on the button next to Gate Setup to open Edit Gate screen c On the Edit Gate screen select your gate from the list w Edit Gate Compan Alltec Demco Digitech Digitech DKS Global Electronics PTI Access PTI Access QuikStor Sentinel Sentinel WHAM Security Gatease Demco for Windows DigiGate 700 DigiGate 700 Remote Doorking Axcys Falcon StorLogix QuikStor QSGate WinSen WinSen Remote RSCM WHAM gt Ver 1 04 03 Selected Gate No Gate Selected Path to Controller Interface Program Default Path List Refresh BI Print d Path to Controller Interface Program Normally the default path is provided when an Access System is selected but in some unusual cases the Browser must be used to locate this program If you are having trouble setting up this program to work with your Access System check to be sure that the default interface program is located at the default path e Click on the OK button to make this your default selection f When you return to Gate Setup you can enter additional information Current Gate Setiegs Setup Compari Digtach FIG Set Modet Digi Gare 700 i ee ee Time Zone Setup A Time Zo vounes ez Keypad Zone Setup Reset Gaio E Al Tenants Intertace Path C DigiDi
89. de as a unique identifier of tenants Each account must have one even if you do not have a gate See Appendix D for more information about interfacing to a Gate System 97 10 11 12 13 14 15 16 Tenant Note permanent note field for this tenant you can enter notes or reminders something like Never take a check from this person Test Drivers License Swipe Hidden button to test the optional drivers license reader press Control Shift D to display the button Drivers License the number listed on the state issued driving ID card License State name of the state that issued the driving ID card SS is the number listed on the tenants Social Security card Date of Birth Tenants birthday Residential or Commercial Account type for this Tenant Tax Exempt Tax Exempt Number Used to flag the Tenant for collection of taxes Do Not Accept Checks check the box to display this message on the payment screen Never Lock Out at Gate check the box to always allow access even if past due On the other Tabs Alternate Work and Additional you can add more information 98 Setting up your Facility Put Tenants in Units Edit Charges and Payments Put Tenants in Units Batch Move In The Batch Move In Put Tenants In Units screen is a feature found in the Setup SiteLink program It is intended for the first time setup of SiteLink for an existing facility Gate Cocke sneered
90. ding a new charge with the date you wish Before you can add a rent charge in the past it must be enabled allowed To enable this feature go to the Program Defaults screen in Setup Checklist and on the Payments Tab in Setup Permit backdated charges when manually adding a new one must be checked The Lease Date must be less than or equal to the Move In Date The Move In Date must be less than or equalto the Rent Start Date 112 6 Add Prepaid Security Deposit Hidden Function A hidden feature exists to add Prepaid Security Deposits to the Tenant s Ledger On the Edit Ledger screen press the following key sequence to display the hidden button Control Shift S J Fait I edeer Payments Payment Date Rvo 8 20 2007 716 00 3 28 2007 291 2097 07 Next Payment 12500 2 6 A Preview Piacsipt Biling Monthly Rent 12500 K Delete Payment Overlocked Leose 1006 Lense Date 3720 2006 roar Romer Parking 15x20 300 0 a z Adjust s Prepoid RV004 gt Notes isi Charges G Seounty Deposit gt Ledger Deletes H Ledger aj Settings Accoun o PEA The dialog box shown below will open Enter the amount of the deposit and click OK Fu Setup Security Deposit Unit RY004 Existing security deposit cash basis 0 00 Add Prepaid Secunty Deposit Date 12 6 2007 Amount i GS OK Cancel 113 Edit Ledger Settings Deta
91. dvam at service advam com or visit their web site at wwwacdvam com 1300 130 778 for sales and support Account ID 123456 Service Provider s Py Web Site Username jusername XXXXXXXX Password a Retesh yf OK 71 F Credit Card Setup of PPI PayMover Payment Processing Inc provides a web service for on line processing of credit cards called PayMover PayMover provides an IP transaction payment gateway designed for card present and card not present payments with no fixed or per transaction costs PPI PayMover Features include Q Payments Credit Card Offline Debit Card ACH Recurring Batch Processing Card Present Card Not Present E Commerce Robust Reporting and Purchase Card Level II a Simple integration via a clientless API Net SOAP ASP VB Script CGI PERL JAVA XML C C and PHP Q Security Along with industry standard security PPI has an in house Risk Management Fraud Monitoring Team a Communication TCP IP Dial up Internet a Compliance PPI PayMover is Payment Card Industry PCI Data Security Standard compliant Q Performance Designed to address enterprise level performance needs Before continuing you must first have setup an account with Authorize Net See Appendix B for more information on obtaining the required information Setting up SiteLink Web Edition to interface with PPI PayMover is a very simple process in SiteLink click on Company Setup Checklist Cred
92. e 2 10 00 Rent 125 00 o AEN Late Fee 3 000 Water and Electric ma 7 NeverTax Bent a Administrative Fee 10 00 Extended Hours C Semi Annually Invoice C Annually Cut Lock Fee 10 00 l Send an Invoice NSF Check Fee 10 00 Vv Charge Invoice Fee Auction Fee 20 00 15 Be Scheduled Rate Auto Bill New Rent 0 00 Hone Effective Date z Credit Card Start a new recurring charge by adding C ACH Bank Debit Lease anew charge from the Payments screen x eeu a 7 Leasa Number 1006 ore anne charge by setting its B Edit Lease Date 3 28 2006 7 DE ao a Status Late Fees Marketing F Locked Out at Gate eo Late fees 1 2 3 are fixed amounts shown above 83 Marketing I Overlocked L e F Had NSF Check c Late Fee 1 ig a percentage of rent Late fees 2 and 3 are fixed amounts C Late fee JA conforms to the California Late Fee Schedule Gate RY004 V Never Lock Out at Gate Percentage Late Fee Settings a Tima Zone Late fee percentage like 5 000 gt AI All Keypads Keypad Zone Q x Cancel o Press Control Shift D to display the Move in Date and Rent Start Date which are normally hidden 5 To adjust Ledger Settings make corrections on this screen Optionally you can expose the Move in Date and Rent Start Date by pressing Control Shift D You can only change the Move In Date on this screen The Rent Start Date can only be changed by ad
93. e Make sure that you close any programs that are running Sitel ink Live Updote You hava suocesstully downloaded tha latast Gitelink Web Edition components Click the Finish button 13 update Finish Cencel Click Yes to start SiteLink Web Edition P You have successfully undated Sital ink tab Edtion Do you want to shart mow When SiteLink Web Edition starts you may receive the following prompts Do you want to perform a Start of Day gate update CHOOSE NO Gate Update 2 Co you wart tu parform a Skert oF Dey gate updebs Bee Do you want to print Start of Day reports and letters CHOOSE NO J Doyo wart to print Kart of Disy reports and letters 123 Starting SiteLink Web Edition for the first time continued DO NOT MAKE A DAILY CLOSE UNTIL ALL INFORMATION HAS BEEN CHECKED ONCE A DAILY CLOSE IS MADE IT IS IMPOSSIBLE TO EDIT CHARGES AND PAYMENTS OR DELETE ACCOUNTS DO NOT SWITCH THE GATE CONTROLLER OR PCCHARGE OVER TO SITELINK UNTIL THE TENANTS HAVE CORRECT BALANCES AND PAID THRU DATES WARNING BEFORE SETTING UP THE GATE INTERFACE OR THE CREDIT CARD INTERFACE IN SITELINK WEB EDITION TURN OFF THE INTERFACE IN SITELINK 2007 OR PREVIOUS MANAGEMENT SOFTWARE Several additional items need to be addressed from within the program to complete setup The following sections will take you thru the completion of setup step by step a Form Seup Customization Q Upload Custom Forms and
94. e Billing Default to be used for a Tenant move in a First of Month Rent is due on the first day of each month and new Tenant Move Ins will be prorated from the first based on the Pro Rate Schedule b Anniversary Rent is due on the same day each month as the original Move In date 2 Set the Paid Thru Date default used when a payment is made a Change only for full payments on rent full payments advance the Paid Thru date b Change for partial rent payments partial payments advance the Paid Thru date 3 Set up the First of Month Proration to be used for a Tenant move in a Prorate 1 Month according to the schedule b 2 Month Prorate require a full month s rent at move in then the 2 month s rent is calculated according to the schedule 4 Set up the Proration Schedule which determines how rent is created to be used for a Tenant move in Fa Program Defaults User Responses 1 User Responses 2 International Web Site Printing amp Reports Reservations General E Move In Payments Move Out Payment Types Late Fees Inventory Transfers Invoice Billing Default Paid Thru Date First of Month Change only for full payments on rent C Anniversary C Change for partial rent payments First of Month Proration Prorate 1st Month according to the schedule 2nd Month Prorate require a full month s rent at move in then the 2nd month s rentis calculated according to the schedule Proration Sched
95. e SiteLink customer information to the Global Electronics Axcys using the Update button on the Operations screen gt Gate Access or by using the Reset button the Gate Setup screen Special Considerations Other Authorized Tenants The SiteLink feature of granting access to so called Other Authorized tenants is not enabled Time Zones The default settings in Axcys for 24 hour and business hours are different than SiteLink The SiteLink Time Zone 0 24 hours is automatically mapped to Axcys s time zone 1 and the SiteLink Time Zone 1 business hours is mapped to Axcys s time zone 0 SiteLink Time Zones 2 3 in are mapped directly to the same time zones in Axcys 175 Appendix D continued Global Electronics Axcys Gate System Interface Information Installing Special Considerations continued Default Download Directory When updating the Axcys gate SiteLink writes a text file named nwChang2 dta to the path set in the Path to Controller Interface field in SiteLink The default location is C Gate directory If this directory does not exist then SiteLink will attempt to create it when you save your gate setup Enter CAGate into the SiteLink Path to Controller Interface field when setting up the gate interface 176 Appendix D continued PTI Falcon Gate System Interface Interface Information Installing Installing an Interface to PTI Falcon Interfacing to PTI Falcon for the first time requires special a
96. ect English and click Next to continue ie SiteLink Web Edition InstallShield Wizard Select Language Select the lanquage to install Select the runtime language for SiteLink Web Edition to use Language English Cancel 13 10 Click Install to continue ie SiteLink Web Edition InstallShield Wizard Ready to Install the Program The wizard is ready to begin installation Installshield 11 The next dialog box will show the installation progress ie SiteLink Web Edition InstallShield Wizard Installing SiteLink Web Edition The program Features you selected are being installed 14 12 Click Finish to complete the installation and close the dialog box ie SiteLink Web Edition InstallShield Wizard InstallShield Wizard Completed The InstallShield Wizard has successfully installed SiteLink Web Edition Click Finish to exit the wizard Cancel 13 A dialog box will appear for the SQL Service Manager Make sure the checkbox at the bottom of the dialog box is checked Auto start service when OS starts This service MUST be running before the SiteLink Web Edition program can start O SOL Server Service Manager siz Server Seice 50L Sever Refresh services Start Continue ll Fause E Stop Cli Auto start service when OS starts Running 44 MSSO0LS5erver 15 14 Click Next You should now have two Windows Desktop icons SiteLink Web Editio
97. ed for each unit they have DoorKing gives an error saying that Entry codes cannot be duplicated and the update is not successful If your DoorKing gate is updating with this option unchecked you DO NOT need to check this box Hardware Requirements 128 MB of RAM or greater 400 MB available hard disk space 174 Appendix D continued Global Electronics Axcys Gate System Interface Information Installing Installing an Interface to Axcys Interfacing to Axcys for the first time requires special attention If you are not skilled at using PCs it is recommended that you get help Global Electronics can be contacted at 602 437 8005 for assistance concerning this interface Procedure 1 Install the Global Electronics Axcys software on your computer 2 In SiteLink click on the Operations button on the Company Tab then select the Gate Access Tab on the Preferences Setup form Click on Global Electronics Axcys to select it Then at the bottom of this tab enter the default Path to Controller Interface Program as C Gate Click the Save Selection button at the bottom of the screen to save your settings 3 Leave the Gate Setup form Your Global Electronics Axcys controller should now be ready to work with SiteLink 4 Test the interface by downloading a single tenant s data from the SiteLink Operations screen gt Gate Access where you first select a unit then simply click OK to update the controller 5 Download your entir
98. ed to 4 digits which are appended to the unit number in their update file For example if the tenant s unit is 123 and his password is 9876 then the combined code is 1239876 In contrast SiteLink requires every tenant to have a unique password in which case 4 digits will not always be adequate If passwords longer than 4 digits are entered SiteLink will only download 4 digits from its right hand side to WHAM To avoid problems and confusion it is recommended that you give your tenants passwords like unit number 4 digits 1239876 in the above example 191 This page intentionally left blank 192 Appendix E Integrating Your Website to SiteLink Web Edition Below are the instructions and link to integrate your existing website to SiteLink Web Edition After setting up the interface you will receive a URL website address give this link to your Website Company or Webmaster The link will take your existing customers to SMD Software s Server and allow Customers to log into their SiteLink Web Edition Account How It Works 1 Click on the Link http template smdservers Net OR http template smdsoftware com 2 You have several options before you log on a View a sample of a SiteLink Web Site Module b Help SiteLink Demo Web Site Template Help Center Click on the Link http www smdservers net slwebsitetemplate Document htm Partial Screen Shown If you do not have any of the required login
99. een at the time of move in but only prepayment and general plans are available from the payments screen Before creating a custom discount plan review the list of default SiteLink plans to see if one of them will work for you If you want to create you own plan use the SiteLink default plans as examples There are no general type plans in the default SiteLink plans When creating a general plan make sure the Show on payments screen box is checked Un check the checkbox at the top of the dialog box next to Show only currently used plans to display the default SiteLink plans Partial Screen Shown Name Amore Charged Amount O Round Expires Atar a 45 Coupon 5 00 1 Morth x Qa Petresh 10 Coupan 10 00 1 Month x 1 Move in Spsaal 100 1 Month Th Meervh Frae 000 1 Month sab Print x s 13h Month Free 000 1 Morth x x Senior Gitizsn 5 00085 x Naver x Add Eon g Debte Click the Add or Edit button to create or modify a discount plan The Edit Discount Plan dialog box will open that is shown on the next page An employee can be prevented from editing discount plans by checking the checkbox Require only using predefined concession plans on the Program Defaults Move in Screen found on the setup checklist The area on the screen is displayed below Partial Screen Shown Concessions Allow setting rent below the standard rate Allow setting user defined recurring charges
100. elp PTI Technical Support can be contacted at 480 941 1513 for further assistance concerning this interface PTI Technical Reference Documents Gate Interface Disk Floppy ftp www ptiftp com web QuickDocs Interface Installing the Gate _Interface_Disk pdf Gate Interface Disk CD ROM ftp www ptiftp com web QuickDocs Interface Installing the Gate Interface Easy Link pdf Sitelink Download Procedure ftp www ptiftp com web QuickDocs Interface SiteLink Download_to PTI Gate _System pdf PTI PC Recommendations ftp www ptiftp com web QuickDocs Computer_Recommendations Computer_Recommendations pdf If further assistance is required please visit http www ptiaccess com download quick html Procedure 1 Run the installation file from the PTI Gate Interface disk to install the PTI gate interface software PTI should have also provided a Readme txt file with instructions 2 PTI ships gate interface software with their systems for interfacing SiteLink to PTI StorLogix Copy this software into the C PTI directory which was created when you ran the PTI installation program 3 In SiteLink click on the Operations button on the Company Tab then select the Gate Access Tab on the Preferences Setup form Click on PTI StorLogix then the OK button select your interface Then at the bottom of this tab use the Browser to find the path to CAPTN 4 Leave the Gate Setup form Your PTI Gate controller should now be ready to work with
101. en prompted for a brand of software like QS2000 QSWIN QSDOS OTHER select OTHER If you are not prompted don t worry 2 Start up the QuikStor Gate Controller software From its File menu select Setup Facility Info On the Facility Info screen enter G300 into the Gate Variable field QuikStor Gate Controller should now be ready to work with SiteLink Always be sure it is running before you run SiteLink Special Considerations QuikStor QS Link Systems Default Download Directory When updating the QuikStor gate SiteLink writes a text file named QSLink fil to the root of the C drive the path should be C The QuikStor Gate Controller software inspects this location for this file once sec Enter CA into the SiteLink gate setup Path to Controller Interface field Older QuikStor Systems Default Download Directory When updating the QuikStor gate SiteLink writes a text file named genlink fil to the root of the C drive the path should be C The QuikStor Gate Controller software inspects this location for this file once sec Enter CA into the SiteLink gate setup Path to Controller Interface field Unit Numbers Unit numbers 90000 to 99999 are reserved by SiteLink for internal use You will not be able to use these unit numbers All other alphanumeric combinations are permitted 183 Appendix D continued QuikStor Gate Control Interface Installing continued Time Zones Holidays and Keypads Time zones
102. enant move in or its default value can be set on a unit by unit basis from the Modify Units screen f Late Fees 2 and 3 only have fixed default values 46 Setting up Charges Step by Step After making a selection from the list click Add or Edit to add a new charge or modify an existing one See Step 7 for setting up recurring charges Partial Screen Shown A Charpy Defastiz Accourt Few icome 4041 Aderreviretws Fone Fe ne D4 Dwacrpten 25 Asrrnniakve Fea fe O44 Otha Foes rege 2 4001 one WN lt 0 w Low Fees w DO Late Foss ve D4 Lote Foot acomne 44 4043 NSF Fees cSteteg 1 1 2000 Aerteg 1 1 2000 Sterteg 1 1 2000 I Recunsg Ch 9 Edi Tenerts Ostet Fuen Venter and Elector Recamay t x oe chee Not applicable to setup existing tenants with charges must also be changed from the Edit Tenant Fees dialog box listed at the bottom of the Setup Checklist or from the Edit Tenants default Fees button The Add Charge Defaults screen and the Edit Charge Defaults screen dialog box 2 Edit Chores Defaults Administrative Fee Administrat va Faa Defouk Description W Add Charen Defoults Desaplion 0 00 Amaut 6 000 Tox t Rets lke 5 000 0 000 Tax 2 Rete lke 5 000 Toto gt Account W Currently used EEE Desorption 1000 Amout 0 000 Tox t Reta lke 5 000 0 000 Tox 2 Rete lke 000 Tord W Cumently used Changi
103. er Card Aseet Chock Aseas 1014 Mosi Cord Check Assets 1006 View Aasai Chack Assets 1015 via Check Aseets 1008 AMEX Ascent Check Arsats wth AMEX Check Assets 1007 Ovecover Aset Check Assets Wt Oscover Chack Assets 1008 Ciners Card Aasat Chach Assets 1018 Ctsare Cand Chack Assets 1003 Irtamat Aasa Chack Assets 1013 intemet 1010 Money Order Asest x reas 1010 Money Order 6 1011 Bark Tronis Meet 101 Bonk Trams 0008 SieCode Aasa Wi ACH Debt 106 Aseet t Arets 1040 mw jem 1061 Cash Aseet e 2 1061 Cosh 1062 Checks Assat 102 Ctacks CaA wf AORN Trust Assets 1067 Detit Cards Aasai 1063 OabeCercts Trust Astats 1064 Master Cord Astei e e 1044 Moster Card Ej Edi Trost Ascot 1065 Vine Ancor WwW Ve Trust Ascets 1066 AMEX Aasat _ Wk ANEX Trust Aseets 1067 Discover Asset Trz Assets 101 Oscover Trust Assets 1063 Diners Card Asset Trot Assets 1066 Disens Card Trust Assets 1069 tomat Aasat Tract Assets TOES Internat Trust Assets 1070 Moray Order Pascal Tis Assets 1070 Monay Order Trust Assets 1071 Bork Tronster Astel Trst Assets 1071 Benk Transiter Trust Aagets 1072 ACH Dobit Aas Tuot Acoato 1072 ACH Dobe Accounts Receivable 1101 Pasar Accounts Recewabla nto Merchandise Supplies 1200 Astel chons 1240 Merchendise Supplies 1201 Boes Supplies Astel chande 3 121 Bowes Sspphes Merchencise Supplies 1202 Locks Supplies Jaca 122 Security Daposts 2420 Liability Security Daposis m0 Prepaid RertUabites 204 Lat
104. er the Routing Number Using the Account Type drop down menu choose the account type to which the charges will be applied Status Check the following boxes to enable Locked Out at Gate State of account where tenant is physically locked out of the gate Overlocked State of delinquency where a secondary lock is physically placed on a tenant s unit Had NSF Check Non Sufficient Funds A check that has been returned from the bank due to non sufficient funds 115 Reports Check Your Work From the Setup Checklist choose Reports Check Your Work to bring up the menu From the menu choose a report vw Check Your Work Directory Report showing tenant address information Rent Roll Listing of all Units rented showing the lease date and ledger details and paid thru date Rent Roll Balances Due Balances Due Detailed report showing all Units rented Al GunantAceounte and the amounts due or credits and the Paid Thru Date All Current Accounts This is a Ledger History Report that lists all Tenants in Units and shows all Ledger information for the Tenant Each report can be sorted by several options to make it easier to read Once the report is run you have several options using the controls at the top of the screen A Print the report by clicking on the Printer Icon B Export the report by clicking on the Export Icon C E mail the report by clicking on the Email Icon email must be set up
105. erface You can still process a Visa Debit Card or a MasterCard Debit Card by running the payment thru in SiteLink as a Credit Card 2 After changing a setting for a Payment Type you must click the Save button we Program Defaults User Responses 1 User Responses 2 International Web Site Fage e jae Reservations General Proration Move In Payments Move Out Late Fees Inventory Transfers Invoice Payment Type Allowed ACH Bank Debit American Express Bank Transfer Cash Check Debit Card Diners Club Discover Internet Master Card Money Order Visa x Edit Payment Type ACH Bank Debit Default Description ACH Bank Debit Description C Allow payments using this type Don t allow this payment type Save DE ISI KIKIKI IX Q ta Retesh GS OK Q Cancel 30 Setting the Program Defaults Late Fees Tab The Late Fees tab is used to set the default behavior of the fees charged to tenants when rent payments are late You will set up the fees and Past due events later in the setup Changing a default setting DOES NOT affect existing Tenants only new Tenants added after the change is made 1 Set the default for the Late Fee Defaults for New Tenants which determines the settings used for NEW tenants To change defaults for existing tenants go to Edit Tenant Fees on the setup checklist choose the tenant and click Edit to manually edit the tenant setting
106. etween Cash and Accrual accounting Cash basis accounting is a method of bookkeeping in which you regard income and expenses as occurring at the time you actually receive a payment or pay a bill A cash basis report shows income only if you have received it and expenses only if you have paid them In cashbasis accounting there is no A R Cash basis accounting is simpler and more intuitive than accrual accounting Accrual basis accounting is a method of bookkeeping in which you regard income and expenses as occurring at the time you ship a product render a service or receive a purchase Under this method the time when you enter a transaction and the time when you actually pay or receive cash may be two separate events Should I post journal entries on a daily weekly or monthly basis It depends on how much detail you want Daily posting is recommended Daily posting gives you the ability to closely track your cash situation in your accounting software It also permits close monitoring of adjustments Alternatively monthly posting is fine and it involves much less work than daily posting Monthly is particularly good for smaller facilities with less activity Weekly posting is not commonly used since the week start and end dates will not match the calendar month Why doesn t a tenant s ending A R on the A R Report equal his balance on the Ledger History Report Quite simply the Tenant Ledger History Report is the tenant s ledger and sho
107. fa SiteLink SiteLink Web Edition Installation and Setup Guide SMD Software Inc 3000 Highwoods Blvd Suite 120 Raleigh NC 27604 Phone 919 865 0789 Extension 2 Fax 919 865 0795 Contact Technical Support support smdsoftware com Contact Sales Team sales smdsoftware com Visit us on the Web at www smdsoftware com January 2008 R05b This page intentionally left blank 2 Table of Contents READ THIS FIRST vies ee alae Goi ated egw Sa A oe ee bee Requirements Program Installation and Startup Overview and Hardware Software Requirements 0000 Contacting SMD Software Technical Support for Help and Support SiteLink Helpful Contacts n na Shee Boe Bee Nth aes Installing your Software Overview of SiteLink Web Edition System Requirements for SiteLink Web Edition 4 Installing SiteLink Web Edition 0 0 0 eee eee eee eee Starting SiteLink Web Edition 24 624 4 be40404 ag Pees Hho eedle eevee Additional Configuration and Starting SiteLink Web Edition Network Setup and Additional Configuration 000 5 Starting SiteLink Web Edition and Logging onto your database Special Considerations regarding SMD Software conversion Overview of the Setup Procedure Configuring SiteLink Web Edition Setting the Program Defaults General Tap sek ee eet oo ees oe he EER wen oe ev Ose ees wet
108. face Special Considerations Initial Setup Your WHAM Security System must be configured with units along with their alarm and link status before it will accept downloads from SiteLink SiteLink cannot create new units on WHAM when it downloads tenant information Assigning Multiple Tenants with Different Access Numbers to the Same Unit Your WHAM Security System is setup with predefined units SiteLink cannot create new units on WHAM when it downloads tenant information nor can SiteLink link together units on your WHAM system To assign more than one tenant with different security codes to the same unit use the following procedure 1 A phantom unit must first be created on your WHAM system The phantom unit can then be linked to the primary unit to allow access to the primary tenant and to the tenant of the phantom unit Use the Edit amp Group Spaces menu item on the WHAM Advanced Menu 2 The secondary tenant can then be logged into SiteLink as a primary tenant of the phantom unit using SiteLink s normal move in process choosing the option of not charging rent Note that while this approach provides access to secondary tenants it will not automatically lock out the secondary tenants when the primary is past due 190 Appendix D continued WHAM Security System Interface Installing continued WHAM Unit Numbers and Access Codes WHAM Security System accepts unit numbers from 1 to 99999 WHAM passwords are restrict
109. file that SiteLink generates When you export journal data from SiteLink a file named Chart csv is created and stored in the same folder as the journal data Importing this file into PeachTree will create the ID s that you need In PeachTree a Select File gt Select Import Export gt General Ledger Chart of Accounts List then click on the Import toolbar button b On the Chart of Accounts List screen Fields tab uncheck the Show items for all fields except in this order as shown in the figure below General Ledger Account ID Account Description Account Type c On the Options tab check First Row Contains Headings then browse for the 147 import file using the arrow button The file is named Chart csv After you have located the file click OK to finish d To verify your work go to Reports gt Reports Groups gt General Ledger then double click on Chart of Accounts to run this report cz A S acima oa ATE Biat PE varie A 3 Importing General Journal Data into PeachTree After you have created your Chart of Account ID s you are now ready to import journal entry Remember if this is the first time you are importing data into PeachTree setup a new company to experiment first You don t want to experiment with an existing company In PeachTree a Select File gt Select Import Export gt General Ledger General Journal then
110. floor you picked on the map will appear on the selection list c Click OK The units you selected will be removed from the map 140 Preparing to Place or Removing an Office on Your Map Adding and removing an offices works just like the units Try placing an office and removing the office for practice Editing the Position of Units Directly from the Map When viewing the map on the map screen right click on a unit while holding down the Control key to enter an edit mode for a unit You will be able to move the unit on the map Click the Save button to make the changes permanent or Abort to remove the unit from the map Rotating units on the map The units can be rotated by right clicking on the unit and entering any angle between 90 and 90 degrees We have also added the ability to move units by right clicking and going to Move instead of having to hold Control down and right clicking to be more user friendly 141 This page intentionally left blank 142 Appendix A Accounting System setup for use with SiteLink Web Edition Setting Up a new QuickBooks Company for use with SiteLink Web Edition This information should be used in conjunction with the QuickBooks setup guide QuickBooks Technical Support can be contacted at 888 320 7276 for further assistance If you have not used QuickBooks before you now have the opportunity to start managing your entire operation using both SiteLink and QuickBooks Follow this secti
111. gkend am Minimum balanca batra gate lockout 0 00 Minimum balance due before the Tenant is locked out at the gate Reset Gate All Tenants Troubleshoot Interface Synchronize Go Updates with Server Dain F Update the gae when eutoretresting locel deta trom the server gleahro only on the one computer in your rawak thet is desi ced Nugdye fe gata whenevero transection i posted imom remote locaton For best operaton also stNauto Refresh Local Data on fhe Progrem Detauts screen to or 10 mra Synchronize Gate Updates 131 g Minimum balance before gate lockout The Minimum balance due 0 00 before the Tenant is locked out at the gate h Synchronize Gate Updates Checking the checkbox next to Update the gate when auto refreshing the local data from the server will cause any updates made to the database to be updated to the gate using the computer that has the interface installed on it Check this feature only on the one computer in your network that is designated to update the gate whenever a transaction is posted from a remote location For best operation also set Auto Refresh Local Data on the Program Defaults screen to 5 or 10 minutes Important Note about Synchronize Gate Updates The checkbox next to Update the gate when auto refreshing the local data from the server must be checked to make the Gate Access Code update with Kiosk Move Ins and Gate Lock Status changes through
112. her the database be emailed the day after the close and that the journal posting be made a day late to avoid this potential problem 7 Turn off your computer at night This is a good safety precaution to prevent damage from lighting strikes and it ensures that SiteLink applies automatic charges like rent and late fees in the most predictable manner 8 Review your auction process and bad debt procedures to ensure that your journal entries accurately reflect your collection activities SiteLink cannot know how bad debts should be posted so it lists them in a Bad Debts Report for manual entry into your accounting system 9 Post journal entries to your accounting system once month not once day If there are backdated charges or payments the odds they are overlooked by your accounting department will be reduced 208 10 Keep a log of which periods you have imported or posted SiteLink data into your accounting system You don t want to miss a period or import the same period twice If you find it difficult to accommodate the above recommendations or if accruatbasis accounting seems problematic you should consider changing over to casI basis accounting The IRS allows cash basis accounting for property rental businesses This change would eliminate A R and would simplify your bookkeeping 209 a Po Po Appendix F Frequently Asked Questions about Setup SiteLink Web Edition Revenue Management Using Rent Push What Is Rental Ra
113. ifit Prpad Aer Labites a0 Sago Tox Payabko 000 Letty Sadoe Te Feayabio poo as Tox Payable 2081 Sakes Tax Payable 1 Uabilty Sdas TexPayable 2081 Sdas Tex Payable Soles Tex Prymble 262 Sales Tax Payable 2 labiiy Soles Tx Payable M2 SdesTaePryable 2 Rertal come 400 home Penta home aio Faa Income 4040 home Fee Incona 4 0 Fee income 4041 Acrninitraive Foss hame Fea income gil Adrinigtatve Focs 4042 Lote Fees home Fee incone 442 Lote Fees 4043 NEF Focs home Fee Icona 43 NEF Fees Faa income 4D44 CtharFaas 1 home Fee Incona glid CtharFoas Fee income 4HE OherFees 2 homme Fee Incone 4 i5 OtierFees 2 Fee Income 446 Oher Fees 3 home Feelncone 46 OberFees 3 Faa income 047 CtharFeas 4 homo Fea lncone Wu CtharFeas 4 Fuu income 4048 Ohar Fans 5 homs Feu income 246 Otin Fees 5 Merchendselncome 4060 home Merchandise income ni Mercherise ncaa 461 Bowes Income home Merchan th ae hoone Jil Bowes loome Marchand selncorma 4262 Locks Incane home Merchandise incor g2 Locks Income Merchendseincome 4063 Equpmert Aerts home Merchandise ES Equipment Aerts Merchencteeincome 464 Sencer hom Merchants aia Sewer Merchandise incon JEE Cther Marcheridiae home Merchandise income SES CtharMerchandse insurans corre 4170 homs imuras hoors 270 Recuiing Chorges 1 060 homes Peounng Charge 1 aio Racumng Charge 2 43181 Ara Facuring Charge 2 SE e gt i uran hama 2 62 To add or change default accounts click on the Edit button under Chart of Acco
114. il option requires an active account with an ISP Internet Service Provider If you plan to send invoices receipts and reports by e mail you must have Microsoft Outlook installed on your computer Outlook Express will not work for this feature 1 First pick the E Mail Type Normal POP e mail is recommended 2 If you are using Web based Email enter the URL Make sure that the value entered is a full URL including the http OR https at the beginning 3 Select the Internet Access Type a Normal Access Through Your Windows Dial up or Broadband Connection b Access Launched From a Third Party Program 4 Click on the Test E Mail button to ensure this interface is working E Mail Type Your Web based E Mail URI C None r 6 POP E Mail Chard includes Microsoft Outlook and Outlook Express like Hoven hotmeiloarn AOL i3 not a supported e mail provider C Wabbased E moi dike Hotmail Yeb based e mail cannot be used for automated emailing Internet Access Type Nomel Access Through You Wridows Dialup or Broedbend Conrecton Default E mail Client Microsot Outlook C Access Launched From a Third Party Progrem such as MetZero cam E Mail Detoults Cetagory Subject RECEIPT T Edt INVOICE NSF CHE CALL LETTER LEASE Q ta Reresh E ia wf K 86 5 E Mail Defaults from a list of commonly used forms click Edit to setup or change the defaults for the form Enter default Subject a
115. iled explanation 1 10 Billing Period Choose one of the listed options Fees Verify that the fees shown are correct for this tenant Scheduled Rate Use this option to schedule a rent increase or decrease Lease Information for this tenant s lease The Lease Number is an identifier in the database and can be changed but it cannot be a duplicate of an existing number Lease Date is the normally the date the tenant originally moved into the Unit and is used for creating Rent charges Late Fees Based on the defaults setup earlier can be changed here if it is different than the default fee structure Rates The charges for this Unit for Rent and other recurring charges Marketing Add or edit marketing information for this tenant Gate Edit the Gate information Never Lock Out at Gate check to prevent the tenant from being locked out at the gate regardless of payment status Time Zone Choose an option from the pull down list Keypad Zone Choose an option from the pull down list Billing Used mainly for commercial accounts Enter a Purchase Order Number if applicable and check the box to Never Tax Rent Invoice Information about the Invoice for this tenant Send an Invoice check to have SiteLink create an invoice for this tenant Charge Invoice Fee check to have SiteLink charge a fee for the invoice Invoice Days Before Due defaults to the setting under Program Defaults Invoice can be
116. ing is correct for every tenant Gate Controller Setup later after starting SiteLink Web Edition once all accounts have been verified Before setting up gate in SiteLink Web Edition TURN OFF Gate Interface in SiteLink 2007 or previous management software Credit Card Interface Setup later after starting SiteLink Web Edition once all accounts have been verified Before setting up Credit Card Interface in SiteLink Web Edition TURN OFF Credit Card Interface in SiteLink 2007 or previous management software Conversion of SiteLink 2007 Forms and Letters This is explained in the SiteLink Web Edition Installation and Setup Guide OR contact tech support for assistance DO NOT MAKE A DAILY CLOSE UNTIL ALL INFORMATION HAS BEEN CHECKED ONCE A DAILY CLOSE IS MADE IT IS IMPOSSIBLE TO EDIT CHARGES AND PAYMENTS OR DELETE ACCOUNTS This page intentionally left blank 8 Overview and Hardware Software Requirements Getting Started Congratulations and thank you for choosing SiteLink Web Edition This manual will take you through the installation and set up of the client program on your computer You will also learn how to set up your Storage Facility so it can be managed using SiteLink Web Edition Technical Support Assistance from SMD Software Technical Support is just an email or phone call away To reach us by phone 919 865 0789 Option 2 or by email at support smdsoftware com Support hours Monday Friday 08 00 AM to 7 00 PM Ea
117. inued SiteLink Web Form Setup Overview Selected Form s Properties 1 Review SiteLink s standard forms If any form is not used by your facility uncheck Used at This Site sets Used No SiteLink will try to print any form marked as Yes in the course of its normal operations 2 Set the default number of copies you normally want to print For example if you want to print two leases when a new tenant moves in set the Copies field to 2 Edit Forms SiteLink provides a large number of keywords they look like SKEY_TBAL when viewed from the FormMeister editor When you print a form SiteLink searches its database and replaces these keywords with appropriate information for example SKEY_TNAME is replaced by the tenant s name Keywords are defined and can be picked from the FormMeister s Insert menu 1 Use the SiteLink FormMeister to modify any form for your facility Read the Help page on the FormMeister editor for tips and instructions 2 The Rental Agreement Notice of Lien Notice of Auction Proceeds and Notice of Balance Due after Auction forms are examples that could contain references to North Carolina regulations Be sure to edit these forms so that they conform to the regulations in your state 126 Starting SiteLink Web Edition for the first time continued SiteLink Web Form Setup Details 1 Form Setup Before sending out invoices or other documents to tenants we may wish to review or modify the defa
118. ire credit card number if I process credit cards offline SiteLink has a time saving short cut for this situation Using the asterisk wild card and only 4 digits of the credit card number will save you from having to type in an entire credit card number if you are recording payments taken by processing credit cards outside of SiteLink Select the card type like Visa then enter an asterisk followed by only 4 digits for the card number like 3984 You will still have to enter the expiration date and the authorization number before accepting the payment 204 gt O a PO Appendix F Frequently Asked Questions about Setup SiteLink Web Edition Accounting Move Out What is the significance of the Move Out Date Units can be scheduled for move out at a future date The Scheduled Move Out Report helps the site manager anticipate vacancies and will help keep the site s occupancy rate high What if I want to apply a payment to a customer s account after he has moved out After a move out payments cannot be applied to the tenant s account in the normal way i e from the Payments form since his unit number will appear to be vacant Payments or credits will have to be applied from the Enter Adjustments button on the Bookkeeping Tab Accounting Collection Calls Tasks amp Letters What determines when a tenant appears on the task list as needing to be mailed a notice or overlocked The tenants show up on the list when they
119. is many dey s before he rert due date I regaive number ndcotes days siter the due daia Auto Bilt lo Auto bill credit cond or ACH bonk dabit on dey past due Billing Penod Billing Anniversary C Daily Status Weekly CurrentAnniverseryDey 1 Monthhy Next New Rent Charge 1 1 2008 Querterty C Semi Annualty Change Annually New Annversary Day Ca Time Zome Annwarsary Billing C Busness Hours l FirsoHMonth Biling Keypad Zone fAlkeypeds dA Ledger Seve Rerech core 119 This page intentionally left blank 120 Starting SiteLink Web Edition for the first time Congratulations Now that all of the required entries have been made the red highlighted buttons have turned gray indicating that you can start SiteLink Web Edition for the first time WARNING Before setting up the Gate Interface OR the Credit Card Interface in SiteLink Web Edition TURN OFF the Interface in SteLink 2007 or previous management software When you close the Setup Check List you will see a message Initializing and the SiteLink Navigator screen will open If you get a message There are new updates available install the updates before stating Fa Loading SiteLink Web Edition Software tor Selt Storage Management Ens There are new updstes available SheunhChent has bo be updated first for R to run property a Above is the message you will receive when updates are available
120. it Card 1 From the Credit Card Processing screen choose PPI PayMover 2 Enter the Account Token 3 Click on Verify Credentials to test the interface 4 Click OK to save the changes wz PPI PayMover Setup Account Token ag Verity Credentials Terminal or Merchant ID E Service Provider s ND Web Site Payment Processing Inc provides a web service for on line processing of credit cards called PayMover Contact Helen Huynh at PPI at HTHuynh paypros com or visit their web site at www ppipaymover com 800 774 6462 x4951 for sales and support G Retesh OK Q Cancel 72 G Receipts for Credit Card Payments made on Website When a Payment is made using the WebSite Interface a receipt will be created automaticallt by SiteLink Web Edition and sent by email to the email address that is setup in the Tenant s Ledger Account In addition to the above an email will be sent to the Site s Email Address to notify you that a transaction has taken place It is a way to verify that the transactions are being properly entered into the SiteLink Database and processed correctly by your Credit Card Provider A feature available in the SiteLink Web Edition Template Appendix E is to have payment notifications posted to the site s bulletin board 73 This page intentionally left blank 74 ACH Bank Debit Setup Overview of ACH Bank Debit Automated Clearing House ACH is a
121. itiated close you don t need to worry about closing your batch Your payment processing company takes care of that for you Double check with your processing company to determine how your account is set up and what procedure you must follow PPI Paymover recommends that most merchants close their batches once per business day If your account is set up to automatic time initiated close you don t need to worry about closing your batch Your payment processing company takes care of that for you The automatic close will occur between 1 00 AM and 3 00 AM each day Double check with your processing company to determine how your account is set up and what procedure you must follow Credit Cards Additional Options Address Verification Service If your processor supports address verification they may give you a better rate if this information is supplied Incorrect address or zip code data may result in a rejected transaction CVV2 is an authentication scheme established by credit card companies to further efforts towards reducing fraud It consists of requiring a card holder to enter the CVV2 number in at transaction time to verify that the card is on hand This number is printed on your MasterCard amp Visa cards in the signature area of the back of the card it is the last 3 digits AFTER the credit card number in the signature area of the card American Express cards show the CVV2 printed above and to the right of the imprinted card num
122. l Addross Vorboeken Sorice 4mm Mumb y Aatomabe iing Ding Sost Aches F Nore Credit Card aCHeerk Dent jose DES Jackson Samual W OF Delete Account deletes the entire ledger account Used when the information was entered incorrectly This does NOT delete tenant address information Ledger Report View print a Tenant Ledger History Report Verify Check your work Reports View print the following reports Directory Tenant names and address information Rent Roll Units currently rented Balances Due Money due to be paid All Current Accounts Ledger Histories Setup Check List G q gt S z gI a amp amp D I 4 HE Check Your Work 0 Directory Rent Roll Balances Due All Current Accounts First Time Setup 108 Edit Charges and Payments Overview The next option on the Setup Checklist is Edit Charges and Payments This screen is to be used for the first time input and setup of existing tenants and ledgers into SiteLink In normal operations it is better to adjust a customer s account by creating administrative credits and charges so that a record of all transactions is maintained Some of the buttons on the Edit Ledger screen are not available when first setting up because they are related to payments received and no payments have been posted yet The Edit Ledger Accounts screen provides the means to 1 Add new charges to a Tenant s ledge
123. l letter using Alternate Address To send letters generated by this event to an additional address check this box You must also enter the Alternate address in Tenant Setup screen Applies to Lease Type Check to turn ON Residential and or Commercial Applies to Billing Type Check to turn ON Weekly and or Monthly Options a Used at this site check to turn ON an event b Display this event on the Reminders Screen Check to turn to turn ON c Repeat this event every rent period Check for items that occur every month like Past Due letters Uncheck for items that only occur once like Cut the Lock Prerequisite Event Before This Event Occurs Check to require another event to occur before this event is permitted California law requires this feature for coordinating their Pre Lien and Lien letters Other users should probably avoid this feature if they want to keep their operations as simple as possible Days after prerequisite event when this event occurs Used with number 10 above to create a delay between the two events 55 12 Examples of Past Due Events Example 1 Mail Past Due Notices Event Description Mail Past Due Notice Days Past Due 6 Associate Fee none Associated Notice Past Due Notice Options Used at this site Y Display this event on the Reminders Screen Y Display this event in the Past Due Status List N Keep this event in the Past Due Task List N Repeat this event every rent period Y Appea
124. lease follow the steps below when entering in payments while the old software is still your primary software a Posting Payments since Conversion b After a full week of running both SiteLink and your old software we will switch PCCharge and the Gate to be controlled solely by SiteLink Now SiteLink is the primary software All transactions will continue to be entered in both SiteLink and old software Credit card payments should be processed exclusively in SiteLink Use standard method of processing Credit Cards for SiteLink You will need to make provisions in your old software so the credit card will not be billed twice c After running SiteLink as the primary software for one week there will be no need to continue using the old software The old software will only be used to look up histories prior to the conversion 6 Gate Setup Once all of the data entry has been completed the Gate Interface can be enabled See Appendix D for Interface Requirements for your gate before proceeding WARNING Before setting up the Gate Interface in SiteLink Web Edition TURN OFF the Interface in SiteLink 2007 or previous management software a Click on Company and Gate Setup to open the Gate Setup screen D Gaie Setup Ed Current Gate Settings Setup Camper No Gata Selected ee X Ww Gae Setup Model Tima Zones interface Potr i W Kepod Zones Minimum balonce balre gota lockout 0 00 Regel Gate Synchronize Gate Up
125. lect Unit Setup to continue H Setup Check List General Setup E Program Defaults Ei Banking E Tenant Defaults fe Accounting E Security Levels pi Credit Card _ Employees _ ACH Bank Debit ial Company Information j Discount Plans Charges ee Revenue Manager jt Merchandise r E Mail _ Past Due Schedule _ Batch Printing Insurance Marketing Responses _ Maintenance First Time Setup Tenants amp Units _ Add Edit Tenants Ej Put Tenants In Units isi Edit Charges amp Payments i Reports Check Your ork Batch Edit Tenants ey Edit Tenant Fees K Edit Tenant Settings 91 Unit Setup Unit types Enter or modify the different unit types such as self storage boat or RV parking etc by selecting the Unit Types button from the Unit Setup dialog box From the Unit Types dialog box you can add or edit the Unit Types The default Unit Type categories for Parking and Self Storage cannot be deleted You will pick from these categories when you further customize or add units A Unit Setup Ras a Unit Types Unit Type _Lease ax List i Unit Types Climate Control 1 Parking 2 Refresh Sali Storac 1 s a s age 1 Print Add Units Al Modit Units Add Edit Fae water Order Delete R Delete Units Each Unit Type can be assigned to either Lease Type 1 or Lease Type 2 To modify the Lease Type use the Edit button to open the Edit screen and choose Lease 1 or 2 Parki
126. ledger screen 2 Charge the default Invoice Fee when printing invoices if box is NOT checked no fee will be charged This default can also be customized for each tenant on the tenant s ledger screen 3 Location code appears on invoice enter a three 3 digit alphanumeric code to uniquely identify this Storage Facility The code will appear on the invoice This feature does not require an entry It is used for Owners that have more than one Storage Facility to identify each one with a unique ID Number 4 Remittance Address enter the address that will appear on the invoice 5 Format Select the invoice format style that you wish to use we Program Defaults User Responses 1 User Responses 2 International Web Site Printing amp Reports Reservations General Proration Move In Payments Move Out Payment Types Late Fees Inventory Transfers Invoice EE Print invoices within this many days before the rent due date H A negative number indicates days after the due date l Charge the default Invoice Fee when printing invoices Location code appears on invoice Remittance Address j Format One page invoice e Detailed invoice Only charges that have not been previously invoiced C Detailed invoice All unpaid charges 33 Setting the Program Defaults User Responses 1 Tab Next on the Program Defaults screen choose the tab User Responses 1 This screen allows you to
127. ll tenants ka Replace local cache database E Inspectthe local Configuration File GR Import SiteLink forms to SiteLink Web Edition 4 Move Ledger to Another Tenant ER Import ustralian Forms d Click on the button next to Import SiteLink forms to SiteLink Web Edition to import forms from SiteLink 2007 OR Click on the button next to Import Australian Forms to SiteLink Web Edition to import the Australian Forms Press Contro Shift A if you do not see this button e The following message will appear when you click on the button Choose OK Form Conversion Once your SiteLink database is converted to Sitelink Web Edition you can import your existing SiteLink Forms into SiteLink Web Edition The following Forms will not be converted From SiteLink Invoice Legacy Invoice Detailed Receipt Form Transfer Status Receipt POS Return Receipt Refunds Receipt Use the SiteLink Web Edition version of these Forms and modify them to meet your business needs Next select the Forms directory in your SiteLink installation Folder Cancel 128 d Use the Browse For folder screen to locate the folder containing the forms and letters The default location for SiteLink 2007 is C Program Files SiteLink Forms Brewse For Folder e Click OK when you have found the folder containg the forms you wish to import 3 Complete Accounting Setup Earlier in the manual we explained ho
128. m M pereem Coptgere Sport Foreros F Allee eee om rdi thee comet mttrmence F Alre men u qor ar cod ieee A Sos be Rouaan Mamos D don ar he aron D Rema he Stosnge Tin 2 Took bama Cifhemore te Connect U besu Ofanoa the Maree baoa recommented whew pow we fame bet C Pen cerca resmen and mie peream m hain besed E Pent oaee romte d pateo regere te beeen bond DI No parii payme dorad gae i praa 195 10 Explanation of Fields 10 1 0 Corporation Code and Location Code are provided by SMD Software Inc and cannot be changed 10 2 0 Contact Information appears on the header of your web pages 10 2 1 10 2 2 10 2 3 10 2 4 10 2 5 Corporate Name is your company headquarters name If the site owner has multiple sites it is different with your site name to be set It may be the same as your site name if the owner only has one site Corporate Address is the mailing address of your corporate office and should be entered in a single line Corporate Phone phone number to contact headquarters Email Address to contact headquarters Call Center Email Address is the email address that will be used to send a reservation notification to 10 3 0 SMD Server Side Related Settings 10 3 1 10 3 2 10 3 3 10 3 4 10 3 5 SMD Logon URL is our web service server URL address Note Call SMD before changing this URL ONLY use the default address unless notified otherwise Default http www smdserver
129. mation fields unit nos sizes etc for missing information or incorrect information Make sure there are no missing units IF YOU FIND A DISPROPORTIONATE NUMBER OF ERRORS STOP Call tech support Add Edit Tenants Check fields names area codes addresses GATE ACCESS CODES etc for missing information Correct as needed IF YOU FIND A DISPROPORTIONATE NUMBER OF ERRORS STOP Call tech support Batch Put Tenants in Units Correct errors you found by going through the Rent Roll Add any missing tenants to the correct units Check the following on the Batch Put Tenants in Units screen 1 unpaid rent Other balance Prepaid enter amounts for each month a custom er prepaid IF you like to track pre paid monies on SiteLink reports Otherwise SiteLink will strictly work with the paid through date Credit balance SiteLink does not carry over credits or partial pre paid amounts enter them where applicable Edit Charges and Payments If the account is wrong from the checks above then you can fix from this screen If an account is incorrect it is better to delete it rather than to make many adjustments Deleting accounts does not remove tenants or units from the system It merely reverses the move in and allows you to start over for the account Edit Tenant Fees Click on each fee in the Prepare Tenant List Verify each person would be getting the correct amount fee if it was applied to the account Edit Tenant Settings Make sure each sett
130. me you logon the internet an open Outlook these e mails will be sent How do I know which of my tenants has an e mail address For a list of tenants with e mail addresses run your Directory Report 206 gt O gt O PO PO Appendix F Frequently Asked Questions about Setup SiteLink Web Edition Accounting Daily Close Your total receipts don t match the ledger total If you cannot find the cash checks or charges to make your receipts match the ledger then the ledger total can be changed to match your receipts Adjust the ledger by making a miscellaneous entry The miscellaneous entry can be either a positive or negative amount Be sure that you first find the mistake and then provide a clear explanation in the description field of the miscellaneous entry Use the Proof Edit list to help find your mistake If you have found that you mistakenly charged a tenant too much or not enough you can make a credit or charge adjustment to the tenant s account by pressing the Payments button on the Operations tab You are unsure of which bank account number to use Leave the Daily Close Form and follow the path Company tab Setup Checklist button Bank Account amp Accounting button General Journal amp Banking tab There you will see a list of bank account information that has been setup for your site Normally receipts will be deposited in your bank account designated Rental and security deposits should be deposited in your
131. ment by checking the corresponding box and click Next i SiteLink Web Edition InstallShield Wizard License Agreement Please read the Following license agreement carefully SiteLink Copyright 1998 2006 by SMD Software Inc All rights reserved License Agreement You should carefully read the following terms and conditions before using this software Unless you have a different license agreement signed by SMD Software Inc your use of this software indicates your acceptance of this license agreement License to Use SMD Software grants vou a non exclusive and non transferable license for the hs OI do not accept the terms in the license agreement InstallShield 12 8 The following information is used by the Windows Operating System to register the software correctly in the Windows registry Enter the User Name and Organization into the space provided Under Install this application for make sure you select Anyone who uses this computer all users and NOT Only for me The installation will create program icons under the All Users account in Windows and will also create desktop icons Click Next to continue ie SiteLink Web Edition InstallShield Wizard Customer Information Please enter your information User Name Organization e ooo Install this application for Anyone who uses this computer all users O only for me 9 In the next dialog box sel
132. modify delete this account and re enter the tenant into the unit 9 Paid Deposit Enter the security deposit the tenant has paid on this unit After a tenant is placed in a unit this value cannot be changed To modify delete this account and re enter the tenant into the unit 102 10 Insurance Balance The Insurance dialog box is used to set up insurance for this Unit rented by the Tenant listed Each Unit requires a separate setup for insurance a M Insurance Coverage Coverage Premium Thet 2000 00 500 0 2 000 00 3 00 100 D 0 50 100 50 100 50 100 10 00000 60 10 000 00 100 12000 00 50 100 60 100 50 100 Total Too 000 Tus Jan 1 2008 Star Perock 1 Policy Number Premium aan Coverage 0 00 Theft it Crane Now Polioy uh oj a Select the Insurance Coverage on the left The charges will appear on the right based on the Unpaid Rent Start Date you chose b Choose an Insurance Start date if coverage begins on a future date c Enter the Policy Number d Click on Create New Policy and then the OK button to complete the setup Note You must have insurance enabled to use this feature 103 11 Late Fee Balance This screen is used to make adjustments to late fees for past due tenants If the Unpaid Rent Start Date is a future date then the options will be grayed out unavailable You can also use this screen to modify the late fee amounts for this tenant if they are not using
133. n and Corporate Control Center SiteLink P SiteLink Web Corporate Edition Control Center NOTE The Corporate Control Center product is NOT discussed in this manual 15 Once you have installed SiteLink Web Edition start the program If you receive an Update notification follow the prompts to install the latest updates Fy Loa ding Maintenance Corporate SiteLink Web Edition Software for Self Storage Management sian gt There are new updates available SiteLinkClient has to be updated first For it to run properly 16 If your Network requires additional configuration to allow SiteLink to connect over the Internet please see the next section Network Setup and Additional Configuration 16 Network Setup and Additional Configuration 1 If the computer requires additional configuration in order for the SiteLink Program to connect over the Internet click the Options button to expand the screen and enable the additional setup options F Loa ding Maintenance Corporate SiteLink Web Edition Software for Self Storage Management stat gt URL jhttp Awew smdservers net SLNetv sL Locinfo asmx Defaut URL http Awww smdservers net SLNetV sL Locinfo asmx Proxy Server M Use Proxy Serve ddiress HTTP 80 HTTPS N a M Bypass the proxy server for local addresses 2 To use a Proxy Server check the checkbox labeled Proxy Server and enter the required informatio
134. n then download the entire SiteLink tenant database into it 1 Run reports in WinSen to obtain a hard copy of your current units their tenants access codes etc 2 Change the name of your default WinSen directory to save it as a backup For example rename C Winsen to C WinsenBackup 3 From your control panel use Add Remove Programs to uninstall WinSen 4 Reinstall WinSen in its default drive and directory then follow the First Time Installation instructions above Special Considerations for Interfacing to WinSen Other Authorized Tenants Sentinel interfaces with 3rd party management software like SiteLink in a way that is fundamentally different than other gate control companies As a consequence the normal SiteLink feature of granting access to so called Other Authorized tenants is not supported Unit Numbers WinSen takes any alphanumeric string lt 5 characters for unit names while SiteLink normally takes unit names up to 6 characters After selecting WinSen as your gate controller SiteLink will operate like WinSen and will only allow unit names lt 5 characters If you have previously setup SiteLink before installing WinSen check to be sure that all of your unit names are lt 5 characters and rename them if necessary Passcodes 1 If you have Unit Passcode type Sentinel keypad hardware SiteLink will interface with WinSen only if all passcodes are lt 5 characters and the passcode is lt 65535
135. n also see the account balances by looking at your chart of accounts Unlike balance sheet accounts Income and Expense accounts do not have a register of their own You can get a list of the transactions posted to an Income or Expense account by selecting the account in the chart of accounts and clicking QuickReport I have more than one site How should I set them up in QuickBooks You could set up separate companies in QuickBooks but then you would have to manually combine the data to produce a consolidated Profit and Loss Statement Separating QuickBooks companies is the best approach if you have separate checking accounts for each company You may also use the QuickBooks Class feature to put all of the sites you own under one company In QuickBooks classes give you a way to classify your transactions You can use QuickBooks classes to classify your income and expenses by separate properties or any other meaningful breakdown of your business The classes you create appear on your Class list The Use class tracking preference in the Accounting Preferences window adds a Class field to windows where you enter invoices checks bills credit card charges or other transactions To create a Profit amp Loss by Class Report you would go to the Reports menu choose Company amp Financial and then Profit amp loss by Class 213 gt O Po Appendix F Frequently Asked Questions about Setup SiteLink Web Edition PeachTree Acco
136. n for your network environment Proxy settings are used to tell SiteLink Web Edition the network address of an intermediary server known as a proxy server that is used between the computer and the Internet on some networks Changing proxy settings is something you usually only have to do if you are connecting to the Internet through a corporate network Note In some corporate environments proxy settings might be preset or turned off by the administrator 17 3 If you require LAN Authorization click on the Advanced button to expand the screen further and show more settings shown below 2 Loa ding Maintenance Corporate SiteLink Web Edition Software for Self Storage Management Options lt lt Start gt URL jhttp Awew smdservers net SLNety sL Locinfo asmx Default URL htto Awww smdservers net SLNetW sL Locinfo asmx M Proxy Server l M Use Proxy Server Address HTTP ft Bypass the proxy server for local addresses FLAN Authentication M Use Proxy Server Authentication Authentication mechanism type Verify Credentials User Name A 18 Starting SiteLink Web Edition and Logging onto your database 1 Click Start to load the program Enter the information provided to you by SMD Software Corporation Code Location Code User Name and Password not case insensitive on the next screen and click OK The program will now retrieve your site data from our server and download i
137. n the Reason field on the Adjustments form like Waived a late charge since tenant didn t have the money How is the Paid Thru Date Calculated The paid thru date is calculated from payments to rent charges only payments on fees do not affect it Partial payments on rent will move the paid thru date Gate lockout is determined from the paid thru date the and days past due setup on the Past Due Event Schedule How can a payment be reversed Before a Daily Close is made payments can be deleted Click on the Edit Ledger button on the Company screen and select the payment receipt to delete Note that after a Daily Close is made payment transactions are locked Credit Card Swiping The Card Number field must be the active field before swiping a credit card How can rent charges be changed Once a charge has been made and a day closed it can t be changed However you do have options 1 Post a credit to offset any excess charges just like waiving fees 2 Change the tenant s next rent amount so that future charges will be correct Do this by clicking the Edit Rent button on the Navigator s Operations Tab What if there is a scheduled rent increase SiteLink checks to see if rent is scheduled to be changed and will bill future rent charges appropriately Internet Payments Internet payment type is used when posting a payment that has been made on the Internet but NOT processed thru SiteLink Web Edition Do I have to enter the ent
138. nants to be moved out on any past or future date not recommended Any date is allowed past present or future 2 Prompt to print the tenant s Ledger History and Notes Check the box to be prompted 3 Transfer Check the box to charge the default Fee when transferring a tenant from one unit to another unit Fa Program Defaults User Responses 1 User Responses 2 International Web Site Printing amp Reports Reservations General Proration Move In Payments Payment Types Late Fees Inventory Transfers Invoice Move Out Date C Require the tenantto be moved out on today s date C Require the tenantto be moved out on today s or future dates Allow tenants to be moved out on any past or future date not recommended Miscellaneous l Promptto print the tenant s Ledger History and Notes Transfer Charge the default Transfer Fee when transferring from one unit to another Q ta Retesh Gf OK Q Cancel 29 Setting the Program Defaults Payment Types Tab The Payment Types tab is used to set the types of payments you will accept 1 Set the default for the Payment Type which determines the types allowed on the Payment Screen Note Payments taken when using the option Debit Card are NOT sent over to the Credit Card Module for processing The Debit Card in SiteLink refers to a Bank Card type debit requiring a PIN Number which is NOT supported in the credit card int
139. ncome from your storage operation It does not have any expenses transactions What is the Tax Exempt Payment category under Sales Tax section on SiteLink Financial Summary Report This comprises the payments made by your Tax Exempt customers i e those that are not charged tax Check your state government s website under Sales Tax for rules and regulations regarding exempt organizations In general you will ask for a tax exempt form from the tenant before you mark the tenant as Tax Exempt tenant Which SiteLink reports should I give to my Accountant Bookkeeper You should give your Accountant Bookkeeper financial reports in SiteLink including the General Journal Entry Report Financial Summary Report AR Report Deposits Report Prepaid Rent Report and Refunds Paid Report and the Bad Debt Report Your accountant will use the detailed reports to reconcile the two high level reports General Journal Entry and Financial Summary Report Can I make changes to the General Journal entries I imported into QuickBooks QuickBooks allow you or edit void or delete any transactions Consult your Accountant Bookkeeper before you do anything How do I know if my bookkeeping is Cash Basis or Accrual Basis Cash Basis is a method of bookkeeping in which you regard income or expenses as occurring at the time you actually receive a payment or pay a bill A casl basis report shows income only if you have received it and expenses only if you have paid
140. nd default The OK button at the bottom of the screen not shown MUST be selected to save your changes Partial Screens Shown ONLY the upper portion of each screen is shown Cotegary Invoice Subject et Body w E Mail Defaults Cetegory Receipt Subject ees o Body Cetegory Lease Subject Body Cmegory Letter Subject Body Cotegory Call Subject at Body Cetegarn NSF Check Subject epee Body 87 Certified Mail The Certified Mail feature is an interface to Accountable Document Systems ADS web service for managing certified mail Contact ADS http www accountabledocs com at 888 462 1750 for sales and support Once an account is setup with ADS the interface must be activated in SiteLink Download their Whitepaper at http www accountabledocs com ads_whitepaper pdf Click on Company Setup Checklist and select Certified Mail The Certified Mail screen will open shown below Once activated you can print Certified Mail Labels sample below w Certified Mail Setup Client Code Accountable Document System ADS provides G e a web service for managing certified mail Group Name Contact ADS at www accountabledocs com User Name 888 462 1750 for sales and suppor Password User Interface URL Label Size Default Small 7 x 4 8 Verify Credentials Preview Sample Retresh Q Q Cancel ADS Ins US POSTAGE AND
141. need to be up to date on Microsoft Windows Updates for their computers to show the correct time reflecting legislated changes in Daylight Savings Times For more information consult Microsoft Knowledge Base article KB 933360 E Mail and Internet Setup SiteLink Web Edition E Mail Features will only function if you have an active account with an ISP Internet Service Provider set up on this computer SiteLink is designed to work best with POP e mail Microsoft Outlook as your default e mail program and Microsoft Internet Explorer as your browser Outlook Express Windows XP and Windows Mail Windows Vista which are Microsoft s light versions of an email manager do NOT fully integrate with SiteLink Web Edition The basic setup of your e mail interface is made from the SiteLink Web Edition Setup checklist E Mail button and is covered in the setup section of this manual 10 Installing SiteLink Web Edition if already installed skip this step 1 Download SiteLink Web Edition from the following url demo smdsoftware com OR www smdservers net SLDemo Install_SiteLinkWebEdition htm 2 There are several versions of the client available for download from the above URL a SiteLink Client for Windows XP offers both an EXE version which are self extracting ZIP files and a ZIP version which is smaller in size but must be un zipped before installation Pick the one best suited to your needs b SiteLink Client f
142. nformation a Authorize Net Terminal or Merchant ID b Authorize Net Lo ginID c Authorize Net Transaction Key d Authorize Net Gateway URL e Authorize Net Merchant Web Site URL 4 Return to the Authorize Net section of Setting up the Credit Card Interface to continue 155 Appendix B PPI PayMover Setup How to obtain Account Information How to transition from PC Charge to PPI s PayMover e Contact Helen Huynh of Payment Processing Inc PPI o Direct line 510 795 4951 o Toll Free 800 774 6462 ext 4951 o Efax 866 464 8286 o Email hthuynh paypros com PayMover Training http www paypros com training msc_training htm e Contact Harry Johnson of Money Transfer Systems to Set Up ACH Automatic Clearing House o Direct line 727 723 0701 o Toll Free 800 208 2964 o Mobile 813 230 2877 o Email hjohnson vanguardpaymentsystems com 156 Appendix C Network Setup for your Gate Credit Card Photos configuring ACH Check Scanner A Network Setup for Accessing Gate PC Charge Tenant Photos If you intend to use multiple computers PCs at your Storage Facility you will need to setup a network to be able to update the Gate database and accept PC Charge Credit Card Payments Wireless Networking is NOT recommended Ethernet Wired is preferred Note Authorize Net does not need any special setup for use on multiple computers The process for setting up a network connection between two c
143. ng Parking Default Name Parking Unit Type 2 Lease Retest J Cancel Interfacing to a gate system Special consideration needs to be made when assigning Unit Names or Numbers if you are interfacing to a gate system Please consult the Gate Manufacturer s Product Help for the requirements to interface their gate software to SiteLink Web Edition The known limitations and special considerations you need to be aware of before interfacing SiteLink Web Edition with your gate are listed in Appendix D of this manual 92 Add Units Step by Step Use this screen to enter details about units To enter units one by one type the same unit name in the Starting and Ending fields To add units of identical size in sequence enter the first unit name in the Starting Name text box and last unit name in the Ending Name text box SiteLink will then add all units between the starting and ending name Using a starting and ending name to let the program fill in the remainder of units saves you time and prevents typing errors If one of the units in the example say A22 had Power although all other units didn t you should still use the fields for Starting and Ending Unit Names To add power to unit A22 click on the Modify button To sort units properly all units should have the same number of digits For example if you have units 1 through 100 they could be entered as 001 002 003 098 099 100 w Add Units Unit Names
144. ng charge defaults onty affects newtanants Edit tenem detauittees separately Sie Oo If you are entering a new charge enter a description If you are modifying an existing charge only the Description can be changed The Default Description field is a database key and cannot be changed Enter or edit the Amount default fee Enter or change the Tax 1 Rate Enter or change the Tax 2 Rate 47 5 Enter or change the Account used with the accounting integration feature Partial Screen Shown Rental Income 4000 Fee hcomae 4040 Fee home 404 Administraine Foes Fee homa 4042 Lote Fees Fee home 4043 NSF Fees Fee hcams 4044 Cher Fass Fee hoome 4045 Oher Fees 6 Currently Used Put a checkmark in the checkbox to use the Charge Setting up Recurring Charges Recurring charges are used to bill the tenant for additional fees or services like electric alarm climate control etc The setup of recurring charges is similar to regular charges with the exception that you must edit a pre existing recurring charge from the list Any change to the description of a recurring change will be reflected in all tenants New recurring charges are applied and their rates edited from the Add Charge button on the Tenant s Payment screen or on the Move In screen After selecting a recurring charge from the list click Edit to modify it 7 When modifying a recurring charge only the Descriptioncan be changed The Def
145. ng the payment Why does my PC Charge Payment Server dial for each transaction If you use dial up processing then PC Charge Payment Server has to dial your processor communicate and then hang up for each card The average cycle time is around 15 seconds Alternatively if you use internet TCP IP processing then PC Charge Payment Server will process the payments much faster an average of 3 or 4 seconds per transaction Will PCCharge run on Windows Vista As of PCCharge version 5 7 11 SP8 VeriFone officially supports using PCCharge on Windows Vista Business Edition 32 bit However due to the fact that this is a completely new operating system there are certain issues that must be addressed Please carefully review the document VISTA_README rtf found on your PCCharge installation CD prior to installing and using PCCharge in your Vista based transaction processing environment What are the system requirements for VeriFone s PCCharge product 1 PC with Windows Vista Business Edition 32 bit Windows XP Professional Edition Windows 2003 Server or Windows 2000 2 256 MB minimum of RAM 512 MB preferred 3 50 MB free space on hard drive 100 MB recommended 4 Hayes compatible modem capable of 1200 baud or less with an analog phone line OR an Internet connection 5 CD ROM drive 6 Merchant Account 7 600 MHz or higher processor 8 MS Internet Explorer v6 or higher 9 Latest MS service packs installed 217 This page inten
146. nk install package System Requirements for SiteLink Web Edition The SiteLink Program You will need to install the SiteLink Web Edition client at each of your self storage sites and at your home office or the computer you use to manage your entire operation s financials A broadband connection is required at each location Microsoft NET SiteLink Web Edition utilizes the Microsoft NET Framework which provides access to Web services required by SiteLink Web Edition to function It is sometimes referred to as DOT NET or DOTNET A comprehensive definition of NET can be found in Appendix F attached The installation of SiteLink Web Edition will either install or upgrade your computer to the current version of NET if it is NOT already installed on your computer Memory and storage The SiteLink Web Edition program requires a minimum 1GB RAM If you plan to run Gate Software and Credit Card Software PC Charge or run other Software Programs while running SiteLink Web Edition you may need additional memory See Appendix D for the specific requirements for your gate Operating System Recommended Microsoft Operating Systems for use with SiteLink Web Edition e Windows XP Professional SP2 32 Bit version only e Windows Vista Business 32 Bit version only e Windows Vista Ultimate 32 Bit version only NOTE SiteLink Web Edition will NOT run on the 64 Bit Version of Windows XP or Vista Microsoft Windows Updates Our customers
147. npaid Rent Charge to the day after the paid thru date There is no need to click on the Prepaid Rent button In this option no rent charges will be created until the Date of the First Unpaid Rent Charge Enter prepaid rents if you are using accrual accounting and you want to record tenants prepayments for future months Click on the prepaid button to enter and edit the amount of rent that has been prepaid between NOW and the date of the Ist Unpaid Rent Option 2 for some users with special setup of accrual accounting You can also create rent charges between the present date and his future dated Ist unpaid rent charge and then show that these rent charges have been paid by clicking on the Prepaid Rent button This feature is designed for the benefit of people that use accrual based accounting and who have not yet posted these rent charges to their accounting system If you use cash basis accounting or if you have already posted prepaid rent to your general journal then you don t need to use this feature w Edit Prepaid Rent This feature applies only to payments that have already been posted to your Accrual Basis Accounting system Do not use this feature if you use Cash Basis Accounting Period Start End Prepaid Rent Prepaid Tax 1 12 1 2007 12 31 2007 75 00 0 00 Totals 75 00 0 00 75 00 Reset All Rates to the 23 Standard Rate GY OK After a tenant is placed in a unit this value cannot be changed To
148. nth 1 Starting month Expiration C Never expires Apply discountto the specified months 1 H Months Activation l Currently in use Start Date z End Date A blank end date means no termination 82 Amount Fixed amount off 0 00 Amount off C Percentage off Percentage off M Round C Fixed rental rate 0 00 Charge amount Total after taxes Rounding None C 0 10 C 0 50 C 1 00 C 5 00 10 00 Name Plan Name GY OK J Cancel The options on the Edit Discount Plan dialog box preceding page are as follows 1 Use For When the plan can be used Move In Only Payments Only or All Screens 2 Type Choose Prepayment or General 3 Expiration determines when the plan ends for the Unit the plan is applied to 4 Activation a Choose Currently in Use to make the plan available for use b Activation Start Date and End Date determine the availability by date This can be used for special pricing that has a Start and End date 5 Amount determines the discount from Standard Rent for the discount plan The discount options for Amount are as follows with partial screen shots a Fixed amount off example is 5 00 which will deduct this amount from rent Partial Screen Shown Amount Fixed amount off 0 00 Amount off C Percentage off Percentage off M Round Fixed rental rate J Charge amount b Percentage off check the checkbox next to rounding
149. ntial V Weekly FM Commercial V Monthly M Options V Used atthis site Display this event on the reminders list l Repeatthis event every rent period gt Prerequisite Event Before This Event Occurs PO Prerequisite Event Days after prerequisite event when this event occurs Retest Q GS OK cancer 1 Default Name This is a database key and cannot be changed If this is a new Event add a descriptive name 2 Event Name Same as the Event Description This name will appear in the program on the Reminders List and Task List and can be modified to suite your needs 3 Days past due when this event occurs 4 Fee to apply List of the fees previously setup The default list is shown below Partial Screen Shown Administrative Adjustment Administrative Fee Auction Fee Delivery Fee Invoice Fee Lock Cut Fee NSF Fee 54 5 10 11 Letter to print Letters currently available The documents can be modified or customized after completion of the setup process The default list is shown below Partial Screen Shown gt Auction Proceeds Notice Auction Purchase Receipt Auction Sale Notice Authorization to Hold Keys Autopay Authorization Balance Due After Auction California Lien Notice v You will probably not have all of your letters created or modified at this point of the setup If a Letter is not onthe list you can create it and then come back here later Print additiona
150. o modify delete this account and re enter the tenant into the unit Credit Balances will be required to be applied to charges when you visit the normal SiteLink Payments screen 104 15 16 17 18 19 20 2 22 23 24 25 26 First of Month FOM or Anniversary The billing type for this Unit and Tenant FOM Rent charges will be added to account on the 1st of each month Anniversary Rent charges will be added to the account based on the day chosen as the Unpaid Rent Start Date each month Residential or Commercial Lease type for this Tenant used in the Past Due Event Billing Period Select either Daily Weekly Monthly Quarterly Semi Annually or Annually This will tell SiteLink Web Edition when to create charges Tax Exempt Check the box if the rental of this Unit is Tax Exempt Send an Invoice Check the box to send an Invoice for this Unit Charge Invoice Fee Check the box to charge an Invoice fee for this Unit Invoice Days the number of days before invoice due dates that invoice is created Clear Entries button clears the current entry Partial Screen Shown The lower portion of the Batch Move In dialog box is displayed below Move in a Tonart Time Zone Refers to predefined times previously set up used for gate access Keypad Zone Refers to predefined times previously set up used for keypad access The next set of entries are display only and
151. ompany Collection H Reports wy Move In Calls OY Tenants il Graphs 4 Bulletin Board E Payments F si Waiting List Reminders 3 Prorate Calculator Map 4 Transfer g Access Log Off By Move Out Refresh Reminders Bulletins Pending Credit Cards S Reminders 2 END OF DAY 3 Call Past Dues Reorder Merchandise ACH Bank im Daily Cl coun Purchase Debit ea Credit Cards d JACH To Submit A ACH Get Returns a Gvalock Jo Cutthe Lock SiteLink Site OnLine 12 6 2007 10 18 AM In SiteLink ACH transactions are made by ACH Batch number which associates a group of charges in a submitted transaction like a move in or a merchandise purchase Hence in any month a tenant could have several ACH transactions for the same unit This grouping of charges is necessary in case the tenant disputes an ACH Debit to help isolate the disputed charges Historical information like previously submitted transactions and returns can be found in SiteLink reports run from the ACH Bank Debit screen or from reports run from your service provider s web site A quick link button on ACH Bank Debit screen will take you to your service provider s web site ACH Credits such as for returned merchandise must be made through your service provider s website If the ACH Batch is closed out after 3 00 PM EST the close will be dated the next day 76 Setting up ACH Bank Debit Processing in SiteLink Web Edition 1
152. ompatibility problems Can be used for both retail and web processing eliminating the need to use additional technology or open additional merchant accounts to do web processing Advam integrated global card services is ONLY available for private enterprise and government agencies in Australia and New Zealand Technical support is provided by SMD Software in Australia See Appendix H 65 Setting up the Credit Card Interface in SiteLink Web Edition Online Payments VS On Site Payments If you plan to take Credit Card payments both on line from your Web Site and at the Store location you may benefit from using two 2 separate merchant accounts to keep the transactions separated on the reports available in SiteLink Web Edition 1 Each receipt record in the database contains a merchant ID field When cards are processed on the internet the merchant ID used for on line processing thru the authorize net gateway will be captured 2 When cards are processed in the SiteLink Program client SiteLink will save the local merchantID for each receipt 3 The credit card and payment reports are grouped by merchantID so they can be used to reconcile credit card statements 4 All transactions made by your Customers using the WebSite Integration Feature including Online Payments sends a confirmation email to the Site s email address 5 As an option you can use the Bulletin Board feature of SiteLink Web Edition to notify the site of any P
153. omputer or a server at your location and only works with the following operating systems a Windows Vista Business Edition 32 bit b Windows XP Profesional Edition c Windows 2003 Server d Windows 2000 Can be used for retail processing only not web processing Technical support is provided by VeriFone the maker of PCCharge Can be used with any merchant account Authorize net Internet gateway no installation required eliminating operating system compatibility problems Can be used for both retail and web processing eliminating the need to use additional technology or open additional merchant accounts to do web processing Technical support is provided by Authorize net directly If you have a processing problem you will need to contact both your bank and Authorize net and get them to cooperate to resolve the problem PPI PayMover Internet gateway no installation required eliminating operating system compatibility problems Can be used for both retail and web processing eliminating the need to use additional technology or open additional merchant accounts to do web processing Can only be used with a PPI merchant account Both technical and banking support are provided by PPI eliminating the problem of getting two nom partnered companies to work together to resolve problems ADVAM Australian Version of SiteLink Web Edition ONLY Internet gateway no installation required eliminating operating sys tem c
154. omputers is not intuitively obvious especially if you have never set up networks before If you are unsure how to do this you must get help from a computer technician or network administrator installer before proceeding There are two ways of configuring a network for use in a SiteLink multt user environment e Peer to peer configuration A peer to peer network allows two or more PCs to pool their resources together Individual resources like disk drives CD ROM drives and even printers are transformed into shared collective resources that are accessible from every PC e Client server configuration In a client server environment files are stored on a centralized high speed file server or PC that is made available to client PCs Example of a Peer to Peer Network Client Server 157 Peer to Peer Configuration 1 Plug two or more workstations used for daily operations into a router as shown in the figure above Designate another computer as a server and also plug it into the router For best operation this server computer should be a stand alone PC and should not to be used for daily operations Continue to step 2 below Client Server Configuration 1 Setup a Windows NT client server configuration where sharing is allowed between all machines and the server CA drive If you are unsure how to do this you must get help from a computer technician or network administrator installer before proceeding Continue
155. on the Map Each customer is displayed on the map by a pushpin icon The icons are color coded red for residential customers and blue for commercial customers Double clicking a pushpin will display the details for the selected customer 135 Setting the Map Defaults The defaults screen allows you to set the number size and color of the map circles displayed on the map To show a circle on the map check the box next to the circle number enter the desired size in the Radius box and pick the color from the dropdown list You can also select whether the measurement units of the map are calculated in miles or kilometers from this screen These units affect the radius of the map rings Panning is the ability of the map to shift what part of the map is displayed when the user clicks near the edge of he map By default this feature is turned on If panning is enabled it is possible to move the focus of the map away from the site If this happens you can use the Zoom to Site button to return to the original display mode When the map is first displayed the location information for the storage site can be shown in an information bubble If you do not want to display this information at start up then this feature can be turned off by selecting the Hide Info at Startup option 136 9 Creating a SiteLink Site Map Placing Removing Units or an Office to the Site Map a b On the Map Toolbar select the floor you want to place the units
156. on to integrate all your data into your new QuickBooks company Below are steps guiding you through the process of setting up your specific company data in QuickBooks You will need to establish a different company in QuickBooks for each of your sites 1 Open QuickBooks From the File menu select New Company Start the EasyStep Interview At the Welcome to The EasyStep Interview select NO I m not upgrading Next you will specify your company information a Company Name Enter your company name and your company s legal name b Company address Enter you company address c Other Information Enter your company s federal tax ID number first month of your income tax year and fiscal year d Company Income Tax Form Select the appropriate form e Select your type of business Select Property Management as your type of business f Create your company file prompted by QuickBooks Click Save for the file name g Income and Expense Accounts Select Yes for the accounts h Accessing your company Enter the number of people who will have access 143 3 Preference a Inventory Select No for maintaining inventory Yes if you do b Sales Tax Select No if you do not collect sales tax Select Yes if you collect sales tax If you choose Yes Single or multiple sales tax rate Select single tax rate Sales tax information Enter a short name description and tax rate for the sales tax Ente
157. or Windows Vista EXE This is a self extracting ZIP file Save the file to your computer s desktop Make sure you have administrative rights to the computer Turn OFF Vista User Account Control For Windows Vista verify that SQL Server 2005 Express is installed on your computer and turn the User Account Control feature of Windows Vista off otherwise you may have problems with the installation of SiteLink Web Edition and with the Live Update feature 3 Save either of the files to your computer before running the installation DO NOT RUN THE INSTALLATION FROM OVER THE INTERNET 4 Run the installation program after downloading by clicking on the icon The following dialog box will appear Click Setup WinZip Self Extractor Install_SiteLinkWebEdition exe Install Thanks for Choosing SMD Software s SiteLink Web Edition Cancel Copyright of SMD Software Inc 1996 2006 EEn k Wab Edition rei About 5 The following dialog box will appear Click OK to begin with the installation Installing SiteLink Web Edition 11 6 Click Next to continue with the installation i SiteLink Web Edition InstallShield Wizard Welcome to the InstallShield Wizard for SiteLink Web Edition The InstallShield R Wizard will install SiteLink Web Edition on your computer To continue click Next WARNING This program is protected by copyright law and international treaties 33 7 Accept the License Agree
158. or office on In most cases you will want to select All Floors Click on the Edit button to show the Map Maker form Then select the units or office you want to place on the map Arrange the units in the way you want them to appear on the map Hint It is best to try to make the center of the map indicated by the red grid lines the center of your project When the units appear on the Map Maker in the way you want them to be on the site map click OK to return to the site map The units or office you are placing will be blinking on the map Their starting position will be the center of the map Use the mouse to click and drag to move the units into place Zoom In or Out to get a better view Click Save to keep your new map Click Abort if you don t want to save any changes To remove units or office from the map click Edit to show the Map Maker select Remove and then select the units you want to take off the map Do not hesitate to experiment You can always remove units later Sites ink Siir Pj wesa eaj i Papaiz Took Detached E Schedued BE Rieveved E Reisid vacat 153 Umvakbte 2 Setup Li Edi 5 Cancel M Lookup 137 10 Map SiteLink Web Mobile Edition Note the Unit Zone colors and the Rows and Aisles shown in the top and side of the map This is unique to the Web Mobile Edition and is used to quickly locate a mobile unit in your warehouse or storage yard
159. orts This screen allows you to setup defaults used on letters and reports printed from the program 1 Set change the Default Font 2 Letters amp Labels Show hide unit names on printed labels 3 Reports Set the default monthly period end 4 Set the Start of Day Printing Automation choose Do Not Use or Prompt to Print 5 Reports Set the default monthly period end 6 Print check the checkbox to control when certain items print we Program Defaults General Proration Move In Payments Mowe Out Payment T Inventory Transfers Invoice User Responses 1 User Responses 2 International Web Site Reservations Times New Roman Default Font Letters amp Labels M Show unit names on printed labels Reports When selecting custom start amp end dates defaultto a monthly period ending onthe Current Date 4 Start of Day Printing Automation Do notuse Printing Automation Promptto print all letters and reports at start up Print Letters without an associated fee Letters with or without an associated fee I Invoices F Start of day reports Q ta Retesh GP OK Cancel 39 Setting the Program Defaults Reservations Tab Set the Number of days after Date Needed before reservation expires 1 Enter a number between zero 0 and three hundred sixty 360 OR use the up down buttons to increase or decrease the number 2 Tenants shown on the Waiting Lis
160. ought over in the conversion process 1 Bad Debt Run the Bad Debt Report from the reports menu to determine the charges that need to be cleared using the Clear all Charges as Written Off Bad Debt button on the Moved Out Accounts Screen 2 Refunds Due Run the Refunds Roll Report from the reports menu to determine the Refunds or Credits that need to be cleared using the Clear all Charges as Written Off Bad Debt button on the Moved Out Accounts Screen 21 e DO NOT make a Daily Close until all information has been checked Once a Daily Close is made it is impossible to edit Charges and Payments or Delete Accounts Depending on the previous Storage Software we converted from some information will not be included in your new SiteLink Web Edition database Before using SiteLink Web Edition you MUST configure your facility After you have entered the codes and start the program you should immediately go to the Company Setup Checklist Screen 22 Overview of the Setup Procedure Configuring SiteLink We b Edition Company Information Input site and home office addresses This information is displayed on notices and reports Employee Information Passwords and Security Levels a Enter a password and specify an access level for each of your employees b For each security level check the features you want to allow access to Insurance Accounting Bank Accounts Adjust the days before rent is d
161. r 2 Delete charges from a Tenant s ledger if no payments have been made toward the charges and if the charge is not locked by being previously included in a Daily Close 3 Add credits to a Tenant s ledger 4 Delete payments from a Tenant s ledger F Showonly Currant Tonants List eG Nave Song wy hd ves oos Pad Thu Baos Gor Code Atera Pr Bosross Ph Atom Atom Bowe 2 Retr 004 Bory Hole E Wight m Ban INEF 7150 7 0 ic tE Chan Jacka mS ak 213 Sito MENIL ihr v2 Chan jodia Piae 20 a 7 706 00 4033 Godig Oso C 1 212 7 7 A0 75 Hecoot Marbut R S p 511 80 4 Unt Jackson Sorted MESE TEIE 71210 340 10 Jacan Semel s 6 E it zr nene 00 Jackson Sermwel 2 oro n3 2 Ina AE Siwi Corpa i Nare Magner Nace li Phong Wa Hoad D t w 7 eur a0 3 a 4 Kaiman Nicon 2c 7131 200 715 00 Sta Address ros SOMIAC Cpontech 75 V 5 7 a os vs wo ee EEA ers re mW 12 Y 7S0 31255336 maa O Gate Code Twt D t ILENE JUCA manot NIHH 2 U61070 Liceree Fie Brides HDI Selous Derz Helle 5 Wigts Mig Co HN BamanOr Aneh NO 2740 To continue select a Tenant name from the list and click Next to continue 109 Edit Charges and Payments Step by Step The options on the top right of the screen are used to Preview Delete or Transfer Receipts for Payments listed under the Payments heading When setting up SiteLink Web Edition for the first time NO payments will be listed A Editi edepr
162. r rete changes foreach evel of cocupancy Anegstve 15 oroe decrease These Push Astes wil be prompted of move in Fush Reves for units ore undead ovemigtt Occupancy Days at Ocoupancy Band Low High 0 30 31 60 61 90 91 120 121 180 100 0 100 0 Q 0 oad 925 o 0 880 85 0 0 67 0 75 5 0 6 0 96 5 69 5 09 945 co 0 D Saoo0ces 3 Selecting the Custom plan enables additional buttons on the left side of the dialog box which will allow you to customize the settings iJ Rewonen Hasape Enter rete changes ior each level of occupancy Anegetve is arte decease These Push Raes mi be prompted a move in Fush Actes for units ore updated ovemight cele mass Sl wise daoli liei aMMa Low High 030 3 60 61 90 91 120 121 160 gt 18D 60 100 0 o 2 3 5 7 10 675 5 q 85 0 87 0 B45 734 75 65 0 745 a0 64 5 D 0 D D v 0 NOTE See Appendix F Frequently asked Questions about SiteLink Web Edition for more information about Revenue Manager NOTE Rounding is not currently supported in Revenue Manager for Web Edition 85 E Mail Setup SiteLink is designed to work best with POP e mail using Microsoft Outlook as your default e mail program and Microsoft Internet Explorer as your browser AOL is not recommended Outlook Express Windows XP and Windows Mail Windows Vista which are Microsoft s light versions of an email manager do NOT fully integrate with SiteLink Web Edition The E Ma
163. r Tast m jet na E aena 2B PEM COLL ao om m oe IP Ix wr 7 glom h 7 one ne ng Gooding Cube Wa We Ian Oe so 0 00 2H ow BAN it m Pian Re pots me Seas Mt esa DAM inane 5 00 mu oe sow iw ta new i hn BR Leige ee et Bj ean D an Irien Sone GEREN Dee HWN Nw oi 00 ow sw in in iao 2 Sed ae ee Hover mw om we oe we a La oun an is is z m m i ia z ia ia ut re 4 k i oe ao o T Move laa Tirst teed Mer etd tox Und Pepe Pet veweee Law fen tee fenton Cut Tarara mace Cad Lame fuse tae Daa Tee Mee Un Fat O Depe Duros Paws _ Derce Tome Daten j viam goia sa Ff 00 boo ui dwl f oa fo rir 203 7 7 7 sirt Dads ener Raewaes Hoare thee ome Menhaden one areara weep F nanka a reang Cheyer aa Warth F Crepe lwece reo titans z Fapa UA a F Nexerns aay x wor ocho tamang he per awa Comaned ene 203 Bao Xia awad a DeaCrtiee Nhe Radome a Refresh updates the list of Units from the Server b Print Prints the list of Units displayed c Add Used to add a new tenant record See Setting the Tenant Defaults in this manual for further information d Edit Used to edit a tenant record See Setting the Tenant Defaults in this manual for further information 106 e Notes Add a tenant note Opens the note screen f Ledger Settings Edit ledger settings for the selected tenant This screen is covered in detail in the next section Edit Charges and
164. r the name of the government agency to which you pay sales tax c Your invoice format Select Service as your invoice format d Employees Enter the number of employees on your payroll e Using Quick Books for Payroll Select Yes or No f Estimates Select Yes Progress Invoicing Select No g Time tracking Select Yes h Tracking segments or your business with classes Select No I Two ways to handle bills and payments Select Enter the bills first j Reminders list Select When I ask for It k Accrual or cash based reporting Select Accrual or Cash 4 Start Date Choose your QuickBooks start date Enter your company start date 5 Income amp Expenses Section a Income Accts Here are your expense accounts Select No for adding an account b Expense Accts Select NO Thank you for explanation of accounts c Here are your expense accounts Select No for adding an account 144 6 Income Detail a Receipt of payment Select Sometimes for receipt of payment on and or before you provide a service or sell a product b Statement Charges Select No for statement charges c Service Items Select No for setting up a service item d Non inventory Parts Select No for setting up a non inventory part item e Other Charges Select No for setting up an Other Charges item 7 Inventory a Income Details Inventory Select No for entering customers b Vendors Adding Vendors wi
165. r to find the path to Ptisend bat This batch file should be located along the path C APTI Ptisend bat Leave the Gate Setup form Your PTI Gate controller should now be ready to work with SiteLink Configure Time Zone 8 to your PTI controller and set it for 24 hour access SiteLink will map its default 24 hour access time zone to PTI time zone 8 Select PTI Falcon on the SiteLink gate setup screen located from the Company Screen gt Setup Check List gt Gate Setup and save Test your interface by downloading a single tenant s data from the SiteLink Operations screen gt Gate Access where you first select a unit then simply click OK to update the controller Download your entire SiteLink customer information to PTI Falcon using the Update button on the Operations screen gt Gate Access or by using the Reset button the Gate Setup screen 178 Appendix D continued PTI Falcon Gate System Interface Installing continued Special Considerations Unit Numbers 1 PTI unit numbers are limited to the format ANNNNA where A can be a letter or a blank and N is a number only The first A character is a PTI section number 2 The maximum length of a PTI unit number string is 6 characters A trailing letter must be preceded by four numbers The minimum length is 4 numbers like 0001 3 Examples of valid unit numbers are NN or AN NNN or ANN ANNNN ANNNNA 4 SiteLink reserves section Z as phantom units to grant acce
166. rance Execute Button Text Print Past Due Notice for Selected Tenants Column Header Text none Example 2 Overlock Units Event Description OverLock Units Days Past Due 20 Associate Fee none Associated Notice none Options Used at this site Y Display this event on the Reminders Screen Y Display this event in the Past Due Status List Y Keep this event in the Past Due Task List N Repeat this event every rent period N Appearance Execute Button Text Mark Selected Units as Overlocked Column Header Text Overlocked Example 3 Second Late Fee Event Description Apply a 2nd Late Fee Days Past Due 20 Associated Fee 2nd Late Fee Associated Notice none Options Used at this site Y Display this event on the Reminders Screen Y Display this event in the Past Due Status List N Not an available option for Late Fee 1 2 or 3 Keep this event in the Past Due Task List N Not an available option for Late Fee 1 2 or 3 Repeat this event every rent period Y Appearance Execute Button Text Apply a 2nd Late Fee to Selected Tenants Column Header Text none 56 Setting up Insurance Configuring Insurance in SiteLink Obtaining a Unique ID Number 1 Step 1 Contact one of insurance provider s listed on the Insurance Setup screen shown below to establish an account If your provider is NOT listed go to the next page of this manual and follow the instructions for CUSTOM Insurance 2 Step 2 The In
167. rately with the same settings Time Zones PTI StorLogix Gate Controllers permits Time Zones 1 to 100 SiteLink uses Time Zone 0 for 24 hour access To avoid a conflict SiteLink will reassign its Time Zone 0 to PTI Time Zone 100 when updating the PTI controller All other SiteLink Time Zones i e 1 to 100 are downloaded to the PTI controller as is 1 e as 1 to 100 For proper operation you must setup your PTI controller to so that its Time Zone 100 is 24 hr access If you are changing your gate control software from any PTI Falcon version to StorLogix you will need to 1 Remove any Other authorized users change the selected SiteLink Web Edition gate interface to StorLogix then add Other authorized users to the desired units 2 Ensure that tenant gate access codes do not exceed the maximum allowed value of 4294967296 If You Are Experiencing Problems Interfacing SiteLink to Your PTI Controller Be sure that there are no modem drivers pointing to the same com port as the PTI controller 182 Appendix D continued QuikStor Gate Control Interface Installing Installing an Interface to QuikStor Interfacing to QuikStor for the first time requires special attention If you are not skilled at using PCs it is recommended that you get help QuikStor can be contacted at 800 321 1987 for further assistance concerning this interface Procedure 1 Install or reinstall your QuikStor Gate Controller software and wh
168. re 4165 Oiu x 20 00 Tepe Ral 135 imi ea 10 20 Merchanctas incre 4165 Oha x 1 00 200 J Tooted Oats Toor soon na op 00 Merchanches hoce 4160 X om oo Tvin Ded Gover ant ion or 40 00 Merchandise noome 41t Othe x 20 mw hemor Ute Outer 4 io 193 240 0D Merchencise incoma 4165 Oha 20 00 Agane Wardrobe Box with Ea was im tai 4D QO Marchanctas income 4165 Oha x 6w 2400 a Select an Inventory item from the list Shown above b Select Adjustment Type Choose one of the options listed Partial Screen Shown 1 Select Adjustment Type C Return Scrap C Display C Promotion C Received Shipment C Other Adjustment C Other Adjustment C Transferred To C Transferred From 50 c Add Notes PO Number Invoice Number and Comment Partial Screen Shown m 2 Add Notes P O Invoice Comment d Adjust Inventory there are two sections Selling Price used for adjusting the selling price Stock Quantity used to adjust the quantity on hand for an item Partial Screen Shown 3 Adjust Inventory 10 Lbs Packing Paper Selling Price Current Price New Price Stock Quantity Current Quantity 5 0 Change J New Quantity 5 0 51 This page intentionally left blank 52 Setting up Past Due Events Insurance Marketing and Banking Past Due Schedule Past Due Events Before setting up your Past Due Events you should first setup your Defa
169. redit card processor Not all processors support address verification Also some processors give a better rate if this information is supplied Incorrect address or zip code data can result in a rejected transaction if your PC Charge Payment Server is not setup properly and if you are supplying this data In your PC Charge Payment Server review the help for Address Verification Setup settings For assistance in configuring PC Charge Payment Server contact Network Commerce Inc 215 Po Po Appendix F Fre quently Asked Questions about Setup SiteLink Web Edition Authorize Net Credit Card Interface How does Authorize Net batch online payments or who initiates batching Problem if payment comes in at 7PM one night when does the payment show up on statement Hard for accountant to reconcile Do all processors require batching through Authorize Net Is batching required for online payments Customers use batching in parts to better reconcile daily credit card payments Authorize Net does not need an end of day batch More accurately since it is not practical to batch out internet transactions merchant service providers will setup a merchant account with a business rule that the transaction is immediately cleared without any end of day batch process This is why our customers need two merchant accounts since the typical business rules for merchant accounts in retail operations requires an end of day batch How does the bookkeeper recon
170. reventing your manager s from making backdated charges The settings can be found on the SiteLink Checklist Set Program Defaults feature From the SiteLink checklist you can use the Security Level settings to lockout your site managers from backdating both move outs and move ins Operating procedures for preve nting discrepancies are 1 Instruct your managers not to backdate charges when making ledger adjustments 2 Lock out your managers from changing the move in and move out dates by setting appropriate Program Defaults in the SiteLink Setup Checklist 3 Instruct your site managers to inform your accounting department about any backdated charges they create so journal entries can be made 4 Don t change the computer clock If your computer s clock appears to behave erratically replace its battery 5 Make a second daily close if a payment is taken after the first daily close Making more than one close per day is allowed in SiteLink This procedure will ensure that your daily deposits equal your daily receipts 6 Don t FAX reports or email your database to you home office the same day as your daily close It is safer to wait to the next day to ensure that any payments or other transactions that occur after the daily close will be included in your Home Office s backed up database and reports Experience has shown that this is a common cause of discrepancies with our other customers We continue to recommend that eit
171. rings are in blue The information balloon for the site is visible Panning of the map is not allowed Ooocdod You can change the defaults by clicking the Set Defaults button This screen is described in detail below When you exit the map SiteLink will save your settings The next time you return to the map your settings will be restored Finding your way around On the Map Toolbar you are presented with several buttons with effect the view of the map From right to left they are Zoom out this button decreases the zoom level Zoom in this button increases the zoom level Zoom to site this button will restore the zoom level to the start up level Print this button will print the current view of the map View Hide Stats this button will display the statistics for the map which include the number of customers within each ring on the map as well as the total number of customer on the map and the number of addresses that can not be mapped Clicking the button again will hide the statistics box Refresh This button will clear and redraw the map circles and recalculate the statistics Set Defaults this button will display the Set Map Defaults screen where you can set the number size and color of the map circles to be displayed You can also set the measurement units for the map miles or kilometers whether panning of the map is allowed and whether the site information is to be displayed at startup Items
172. rint Delete Set Default 1 2 13 HAE HAE a s 6 100 I0 AEA AES Path to Pictures Folder CA Program Files SiteLink Web Edition Photos ft Browse Default C Program Files SiteLink Web Edition Photas You can use the Browse button to locate the shared location you created Once the mapping is complete you must move any existing pictures from the local PC to the new location Be sure to preserve the folder names 159 Appendix C continued Networking Gate and Credit Card Install Check Scanner B ACH Check Scanning Device Setup If you are using the ACH Feature in SiteLink Web Edition you can interface a check scanner with SiteLink Web Edition If the scanner was not automatically installed and configured when the device was connected to the computer the following information can be used to troubleshoot and repair the problem The ACH Screen Company Setup Checklist ACH Bank Debit provides a means of identifying the port that the device is connected to 1 Verify that the Scanner is connected to the computer When a USB device is plugged into a Windows XP or Windows Vista PC the device driver should be automatically installed and the device enabled Open the Setup ACH screen Verify that the manufacturers name is selected from the pull down list If it is NOT then manually select it COM Port Verify that the communications port that the device is attached to is shown If the COM Port i
173. rs only permit a 7 digit maximum access code In contrast SiteLink allows 10 digits When access codes are downloaded from SiteLink to an Alltec gate controller only the lower 7 digits are used If you are experiencing problems interfacing SiteLink Web Edition to your Alltec Controller be sure that there are no modem drivers pointing to the same com port as the Alltec controller GatEase Record Syntax 1 4 four character alphanumeric right justified unit number 12 39 twenty eight character alphanumeric left justified tenant name 40 46 seven digit numeric left justified access code 50 one digit numeric access status designator 52 one digit numeric time zone designator access status designator 0 access allowed 1 access denied time zone designator 0 access allowed during time zone 1 1 access allowed during time zone 2 2 access allowed 24 hours 166 Appendix D continued Demco Security System Interface Information Installing Installing an Interface to Demco Interfacing to Demco for the first time requires special attention If you are not skilled at using PCs it is recommended that you get help Demco Electronics can be contacted at 310 677 0801 for further assistance concerning this interface Procedure This help form is under construction Special Considerations Passwords Demco passwords are limited to a maximum of 7 digits The use of longer passwords is not recommended since it could in rare ca
174. rual accounting some options on how prepayments are recognized accounting software like QuickBooks PeachTree or Great Plains and a Site Code 2 After selecting Great Plains return to the Accounting screen to define the Chart of Account numbers you plan to use When General Journal information is exported from SiteLink these account codes are combined with the Site Code and a Location Code to distinguish your individual facility s data You are now ready to create a General Journal Entry export file that can be imported into Great Plains Exporting General Journal Data from SiteLink SiteLink can be configured to export accounting data for Great Plains by 1 SiteLink Reports screen click on the General Journal Entries button then select the period whose data you want to export from SiteLink 2 Click on the Export to File button to begin the process of exporting two items e An export file containing the Journal Entries for the period e A printed report showing the same Journal Entry data along with Miscellaneous Deposit items that must be manually posted to your journal 151 3 You will be prompted to select a location or the export file Note that the export file is named like GP_Accural _Dec_120102_thru_123102_SiteCode txt This file name is convenient for keeping track of your data since it shows the site code and the period included in this file Alternatively you can export multiple sites into either a
175. ry as current To disable an account choose the Edit button to un check the check box next to Currently used at this site to change its status from Yes to No in the Used column You may re activate it any time Note You must set up at least one bank account to perform a daily close Account Number Bank Name Trust Account Used List Refresh B Print Add B Edit Delete w Edit Banking Bank Account Number Bank Name Account Type Checking Trust V Currently used at this site 61 Setting up Banking and Accounting in SiteLink Accounting Financial data can be can be exported from SiteLink Web Edition for use with your accounting system The following Accounting Software is supported by SiteLink Web Edition QuickBooks Peach Tree Great Plains Timberline Oooo Chart of Accounts The General Journal Entries file is exported from the Management Reports screen in the SiteLink Web Program and you can then import this file into your accounting system Listed on the screen below is the Default Chart of Account Definitions which can be exported as described on the next page Dateuk Catergory Account Mame Account Sub Account Check Assets 1000 Astel Check Assatz wi Chack Assets 1001 Cash Aasai Ctac Ascats SBN Ceh Chack Assets 1002 Chachs Aasai Chack Ascats Wiz Chacko Check Assets 100 Dobit Cords Aseet Check Assets 1013 OebtCerds Check Assets 1004 Mast
176. s 2 Set the default for Late Fee Constraints default for NEW tenants To change defaults for existing tenants go to Edit Tenant Fees on the setup checklist choose the tenant choose the Fee and click Edit to manually edit the tenant settings 3 Set the default for Percentage Late Fee Setup if applicable To change defaults for existing tenants go to Edit Tenant Fees on the setup checklist choose the tenant choose the Fee and click Edit to manually edit the tenant settings we Program Defaults User Responses 1 User Responses 2 International Web Site Printing amp Reports Reservations General Proration Move In Payments Move Out Payment Types Late Fees Inventory Transfers Invoice Late Fee Defaults for New Tenants Late fees 1 2 3 are fixed amounts Late Fee 1 is a percentage of rent Late fees 2 and 3 are fixed amounts C Late fees conform to the California Late Fee Schedule Late Fee Constraints 0 00 Minimum past due rent balance before a late fee is applied l Only apply late fees 1 2 and 3 one time the first month a tenant is past due I Setup late fees unit by unit from the Modify Units screen Percentage Late Fee Setup 0 000 Late fee percentage like 5 000 0 00 Minimum late fee amount before a late fee is applied Q ta Retesh QY OK C Cancel 31 Setting the Program Defaults Inventory Transfers Tab Set up Facility Names that
177. s from your Windows Control Panel 4 Delete CADigi directory and all files it contains 5 Delete all directories and files related to DigiGate from CiProgram Files 6 Reinstall your DigiGate software 7 In SiteLink Web Edition a click on Company Gate Setup to access the Gate Setup screen b click on the button next to Gate Setup c Select the DigiGate700 gate on the left d On the right side of the screen set the path to the gate interface program by clicking on the button next to Browse e The default path is C Digi DigiSend exe but may be different on your pc 8 Click OK to save the changes 9 On the Main Gate Setup screen click on the button next to Reset Gate All Tenants to initialize the DigiGate controller and download the Tenant information to the gate 10 Click OK to complete the setup of the Gate Interface 169 Appendix D continued DigiGate700 System Interface Information Installing Installing an Interface to Networked DigiGate700 System For either a client server or peer to peer network 1 Install DigiGate on your server or peer computer which we will call a server You should have a program called Diginet exe installed on this server at C Digi Diginet exe default path Install SiteLink Web Edition on your workstations Also on the server install the Digitech file Diginet exe at CADigi Diginet exe Create a SHARE of the C drive on the Ser
178. s O Por O Pots O Pors 1a Peres GV OK Q Cancel a ACH Service Provider Select your Provider s name from the pull down list b User Interface URL Contact your ACH Service Provider for this information c Transaction Interface Transaction Service URL Contact ACH Provider d Merchant Name User ID Password Contact ACH Provider e Check Scanner Check Scanning Device If you have a check scanner and the device was not automatically set up when you installed it see Appendix C for more information on setting up the Check Scanner Click OK to continue See Appendix C for more information on setting up the Check Scanner and troubleshooting 78 6 In order to enable an existing Tenant for ACH go to Adjustments Ledger Settings check ACH Bank Debit and click on the Edit button to set up the account information amp Ss Potoeh Fa Ledger Settings 216 Hecker Markus Billing Period Daily Fees Late Fao 1 15 00 Weakly Monthly Queerty Sem Annually Anrusly Lole Fee 2 1000 Lote Fee 3 1m Admnisirstive Fee 10 00 Ot Lock Fee Tom NSF Chack Fes 1500 Aucton Fee 2000 Scheduled Raie Naw Rent 000 Effective Date z Lense Leese Number 8 Lease Dete 2 6 2003 l Late Fees Lote tes 41 2 49 ore fixed amounts shown obove c Late Fee 1 isa percentage of rent Late ees 2 and 3 are foed amounts Late te
179. s net SLNetWsL LocInfo asmx Website Background Color Default white or ffffff an option to change your SiteLink web template pages background color The default is white Top Links Text Color Default white or ffffff is the color of link texts Home My Account Reservation Storage Tips amp Tools and Contact Us in the header You can customize it to suit your preference The default is white Top Links Background Color Default rgb 0 51 51 is the background color of Top Links Text Color above You can customize it to your prefer The default is rgb 0 51 51 Site s Website Address Example www yourcompany com or http yourcompany com 196 10 3 6 Company Logo no longer a required field is a picture file limited to type of gif bmp png jpg Height 60px width 190px and size less than SOOKb Current SiteLink_Logo_s gif 10 3 7 Remove the company logo image on our web site Checkbox 10 3 8 Site Map is also a picture file limited to type of gif bmp png jpg Height 600px width 190px size less than 500kb It is used on the reservation web page You can get it easily from MapQuest at www mapquest com 10 3 9 Privacy Policy Current PrivacyPolicy htm Bottom of Form File size lt 50Kb format htm or aspx is for you to upload a privacy policy file in htm or aspx format and less than 50Kb in file size If you submit a file there will be a link at the foorer of each page of SiteLink
180. s that are associated with a Unit If the Tenant is NOT associated with a Unit then the buttons will be grayed out and not available for use 96 Add Edit Tenants Enter your existing tenant base into SiteLink Each time you finish entering data for a client click on OK Next click Add to continue until you have entered all of your tenants Primary Address Alternate Work Additional Mr Ms Drivers License SY First Name ss Middle License State Last Name SEE SS sss Address ha aaas Date of Birth E City State Postal Code Country Residential Commercial Phone Company I Tax Exempt Use the Company Name as the Tenant Tax Exempt E Mail l Do NotAccept Checks Web Password F Never Lock Out at Gate Gate Code 4751245824 oe Make Random Code Tenant Note FT Gf OK Q conce 1 The fields with a green background were previously set as a Required Entry on the Tenant Defaults screen 2 On the first Tab Primary Address enter the tenant s address information 3 Use the Company Name as the Tenant Enter a Company Name and check the box to display Company Name on Invoices Reports Statements and other documents 4 E Mail required entry to send invoices and or reports to tenants from SiteLink 5 Gate Code you can enter a pass code or use the Make Random Code button to create a code The code must be compatible with your Gate System SiteLink uses the Gate Co
181. s unknown use the Utility at the bottom of the screen to determine the port number Click on the button next to the word Test If the COM Port test shows a different COM Port from the current setting manually select the correct Port Verify that the vendor supplied power supply is connected and plugged into an outlet The power provided thru the USB connection is not sufficient to completely power the device If the device is still not working contact SMD Software Technical Support for further assistance 160 Appendix D Gate Interface Information Overview SiteLink Web Edition will interface with the following Gate Software For detailed information regarding setting up the Gate Interface go to the corresponding page next to the Gate Program you wish to use Access Ezy Gate selerane GSAS REA SES OS PANTIES DEEDS SEER ARS OMI Re Hed 163 Alltec Gatease http www alltecindustries com 0 c cece eens 165 Demco Demco for Windows http www demcoelectronics com 0 00e eee 167 Digitech DigiGate 700 and DigiGate 700 Remote http www digitech intl com 169 DKS DoorKing http www doorking com 0 0 c ccc eee ene 173 Global Electronics Axcys and MSTC http www globak electronics com 175 PTi Access Falcon http www ptisecurity com 0 cece eee eee eee 177 PTi StorLogix http www ptisecurity com 000s 181 QuickStor Quick
182. s using a SERIAL NULL CABLE Contact WHAM for a part number to order this cable or buy one from any computer or office supply store like Staples or Office Depot Using Notepad create a DOS batch file Whamlink bat located in the same directory as GL2WHAMS COM If the SiteLink computer uses COM port 2 to interface with the WHAM system this BAT file should read C GL2WHAMS GL2WHAMS COM F C GL2WHAMS GENLINK FIL L R V S P C 2 IF ERRORLEVEL 4 GOTO ERRHANDLER GOTO NOERROR ERRHANDLER ECHO ERROR gt CAGL2WHAMS WHAMERR TXT GOTO FINISH NOERROR ECHO OK gt CAGL2WHAMS WHAMERR TXT FINISH The BAT file might have to be modified to specify a different COM port than COM port 2 If for example the SiteLink computer uses COM port 1 to interface with the WHAM system then the first line of the BAT file should be modified to change the command line option from C 2 to C 1 Save Whamlink bat before proceeding to the next step From your Windows desktop or explorer right click on Whamlink bat and select Properties On the Properties window select the Program tab Check the box labeled Close on exit then click OK to save this setting 189 Appendix D continued WHAM Security System Interface Installing continued 5 Leave the SiteLink Gate Setup form Your WHAM Gate controller should now be ready to work with SiteLink 6 WHAM Security Systems can be contacted at 610 341 9426 for further assistance concerning this inter
183. same as Business Hours in SiteLink Each additional Time Zone added in SiteLink should correspond to the Security Levels in DKS Weigand Devices SiteLink supports only one DoorKing Weigand device number SiteLink will assign the tenant s unit number and the first digit of the tenant s normal access code as the Weigand device code For example a tenant who is in unit 253 and has an access code 9381 the device number would be 02539 the 0 is added to make the device number 5 digits If a tenant is in unit 4281 and has an access code of 5432 the device number would be 42815 DoorKing does not allow letters in the Weigand device number therefore you cannot have alphanumeric Unit Numbers in SiteLink if you are using a Weigand device You cannot have a different code for this type of device therefore you must have programmable cards for card reader devices SiteLink has an option to use the Access Code as the device number in DKS In this case SiteLink sends the Access Code ENT code 0 if the Access code is 4 digits in length to DKS for the device number For example with an Access Code of 1234 SiteLink would send ENT 1234 and Device number 12340 With an Access Code of 12345 SiteLink would send ENT 1234 and Device number 12345 Checkbox Download Tenants with Multiple Ledgers Once certain Weigand devices This option is specifically for certain Weigand devices that do not allow a tenant with multiple units to be download
184. scodes 1 allows the tenant passcode to be written in the passcode field and the card reader field and Sentinel will ignore the duplicate codes The Use3rdPartyCustID 1 allows SiteLink to write to the customer ID field Any customer with the same customer ID number in all of his her units should be linked meaning this will disable the alarm an all his her doors with one passcode It is okay to have both of these entries in the WinSen ini file AllowDuplicatePasscodes 1 must be there for the Use3rdPartyCustID 1 to work because the tenant will have the same passcode for all his her units Hardware Requirements 32 MB of RAM 64 MB recommended 40 MB of free hard drive space 188 Appendix D continued WHAM Security System Interface Installing Installing an Interface to WHAM Interfacing to WHAM for the first time requires special attention If you are not skilled at using PCs it is recommended that you get help Procedure 1 A special gate interface program is required to interface with SiteLink This program called GL2WHAMS COM is provided by WHAM This program should be located along the path C GL2WHAMS GL2WHAMS COM If you want to place this program in another path other than this default use the browser on the Gate Setup tab in SiteLink to input a new path Normally SiteLink is installed on one computer while a second computer operates the WHAM gate interface Connect these two computers through their serial port
185. ses result the same password being valid for more than one unit If passwords longer than 7 digits are entered into SiteLink Demco will only recognize the first 7 digits from the right hand side Time Zones Demco Gate Controllers only permit Time Zones 0 to 7 and use Time Zone 0 for the special purpose of locking out all tenants In contrast SiteLink uses Time Zone 0 for 24 hour access To avoid a conflict SiteLink adds 1 to its Time Zone numbers when it downloads to Demco controllers For example SiteLink Time Zone 0 is Demco Time Zone 1 167 This page intentionally left blank 168 Appendix D continued DigiGate700 System Interface Information Installing Installing an Interface to DigiGate SiteLink normally does not require any special setup to interface to the Digitech DigiGate700 system However if a problem is encountered then refer to the troubleshooting section below Digitech International can be contacted at 800 523 9504 for further assistance concerning this interface Procedure Interfacing to an Existing DigiGate700 System Unit names in SiteLink may be different than those previously entered into your existing DigiGate700 system For proper operation it is recommended that you use the following procedure 1 Make a backup of your DigiGate files using the DigiGate backup utility 2 Exit from the SiteLink DigiGate DigiSet DataView and DigiData programs 3 Uninstall DigiGate using Add Remove Program
186. setup predefined reasons for Credits and Notes 1 Add or Edit Predefined Credit Reasons by using the Add Edit and Delete buttons 2 Add or Edit Predefined Call Note Phrase by using the Add Edit and Delete buttons 3 Require entering a reason when issuing a credit check the box to enable Fa Program Defaults General Proration Move In Payments Mowe Out Payment Types Late Fees Inventory Transfers Invoice Yser Responses 2 International Web Site Printing amp Reports Reservations Predefined Credit Reasons Predefined Call Note Phrase Waived Late Fee Moving out by Move In Special Waived Rest of Month Called and left message on voice mail Waived Admin Fee Called and left message with Waived Letter Fee No longer atthis phone number Phone number disconnected Will be in to pay on Will mail payment Require entering a reason when issuing a credi a faoa E lec x Delete ta Retesh QA OK Q Cancel NOTE If the checkbox is NOT checked you will not be able to enter a reason 34 Setting the Program Defaults User Responses 2 Tab Continuing the on the Program Defaults screen choose the tab User Responses 2 Setup or modify predefined reasons for Complimentary Units and Predefined Notes 1 Add or Edit Predefined Reasons for Complimentary Units using the Add Edit and Delete buttons 2 Add or Edit Predefined Unit Notes by using the Add Edit
187. siderations Default Download Directory When updating the Alltec gate SiteLink writes a text file named genlink fil to the path that has been set in the Path to Controller Interface field in SiteLink The default location is C Program Files gatease The GatEase software inspects this location for the genlink fil Unit Numbers 1 GatEase Unit Names Numbers are limited to 4 characters alphanumeric 2 Examples of valid unit numbers are 01 R01 234C 13Q4 123 and 1234 SiteLink reserves Z as phantom units to grant access to secondary tenants Do NOT use Unit Names Numbers like Z001 Z01 AND Z999 165 Appendix D continued Alltec GatEase Interface Information Installing continued Special Considerations continued Time Zones Holidays and Keypads Time zones holiday and keypad settings cannot be downloaded from SiteLink to GatEase Be sure to setup SiteLink and your gate controller separately with the same settings Time Zones Alltec GatEase Controllers only permit Time Zones 1 to 3 In contrast SiteLink uses Time Zone 0 for 24 hour access To avoid a conflict SiteLink will reassign its Time Zone 0 to GatEase Time Zone 3 when updating the GatEase controller All other SiteLink Time Zones i e 1 to 8 are downloaded to the GatEase controller as is i e as 1 to 8 For proper operation you must setup your GatEase controller to so that its Time Zone 3 is 24 hr access Access Codes Alltec gate controlle
188. ss to secondary tenants DO NOT USE UNIT NUMBERS LIKE Z0001 Z0001 AND Z9999 NNNN or ANNN Time Zones Holidays and Keypads settings Time zones holiday and keypad settings cannot be downloaded from SiteLink to the PTI Falcon controller Be sure to setup SiteLink and your gate controller separately with the same settings Setting up Time Zones PTI Falcon Gate Controllers only permit Time Zones 1 to 8 In contrast SiteLink uses Time Zone 0 for 24 hour access To avoid a conflict SiteLink will reassign its Time Zone 0 to PTI Time Zone 8 when updating the PTI controller All other SiteLink Time Zones i e 1 to 8 are downloaded to the PTI controller as is i e as 1 to 8 For proper operation you must setup your PTI controller to so that its Time Zone 8 is 24 hr access If You Are Experiencing Problems Interfacing SiteLink to Your PTI Controller 1 Check if the com port you specified in the Ptisend bat file is correct 2 Be sure that there are no modem drivers pointing to the same com port as the PTI controller Hardware Requirements PTi Access Falcon 256MB of RAM or greater S50MB of available hard disk 179 This page intentionally left blank 180 Appendix D PTI StorLogix Gate System Interface Interface Information Installing Installing an Interface to PTI StorLogix Interfacing to PTI StorLogix for the first time requires special attention If you are not skilled at using PCs it is recommended that you get h
189. st one account for making journal entries No The vast majority of our customers maintain a separate trust account for security deposits as is required in most states If you want to have just one account you could make a journal entry to transfer funds from the trust to checking accounts How are prepayments reported Prepayments are treated a payments against A R towards future charges The SiteLink Prepaid Roll and Prepayments Report can be used for additional tracking I am planning to sell my facility How can I prorate A R between the buyer and seller There is an export feature on the SiteLink report screen that can be used to create a file containing the information you need This file can be imported into an Excel spreadsheet for calculating the prorated A R Before running the report proper reporting of the paid thru date for this export requires a paid thru setup for partial payments from the Setup Checklist The exported data will include Unit tenant name current rental rate unpaid charge balance available credit balance paid security deposit and paid thru date information current tenants only is exported to a tab delimited text file 203 PO gt O gt O gt O PE PO PO Appendix F Frequently Asked Questions about Setup SiteLink Web Edition Accounting Payments How are fees waived Click on the Add Credit button and apply a credit equal to the amount of the fee Be sure to give an explanation i
190. stern Standard Time In addition to the Live Support we also have documentation available online e Introduction to Web Edition Videos http www smdsoftware com videos htm e SiteLink Web Edition Website Integration template smdsoftware com OR www smdservers net slwebsitetemplate setupLogin aspx e SiteLink Web Edition Manuals manuals smdsoftware com e SiteLink Web Edition Client demo smdsoftware com OR www smdservers net sldemo Install_SiteLinkWebEdition htm Installing your Software SiteLink Web Edition is a Client Server program that is installed on your computer and is used to manage your mini storage operation The data resides on a server hosted by SMD Software and is available from any location using a computer with the SiteLink Web Edition program installed and Internet access The program requires a broadband connection with a minimum upload speed of 512 KB s Kilobits per Second for full functionality Ports 80 and 443 must be open on your firewall for bi directional communication to the server If site managers lose network connection they can still look up and print Web sites off site users call centers continue working and making changes When the network connection comes back the central server updates the site computer If you operate multiple sites you may use the SiteLink Corporate Control Center client software to consolidate data from different storage locations This program is included in the SiteLi
191. surance Provider will FAX or Email the following information to Sales at SMD Software at 919 865 0795 or sales smdsoftware com a Name address and phone number of the self storage company b An ID number for the self storage site Insurers issue such an ID or account number and refer to it as either a Project Number ID number or Operator Site Number 3 Step 3 SMD will create a Project ID and provide it to the Customer The customer then enters the SMD Project ID into SiteLink Entering the Unique ID Number into SiteLink To set up insurance in SiteLink go to the Insurance Item on the Setup Checklist found on the Company Screen NOTE This can also be done after setup is complete 1 Step 1 Select your insurance company from the Insurance Setup Screen 2 Step 2 Click on the Edit button to enter the SMD Project ID number After entering the number the site s Insurance ID also called Project Number Operator Site Number etc will appear in the Project field SiteLink is now enabled for tenant insurance i imuran Provider Coverage Prernken Then Bob Bader Company Custam Deere amp Horner Mina Tenart Ore MintCa Tenart One G4 NCNM Sefestor Pred Detoults Print Werning deys in ecvance Days 10 Cancellation 57 Setting up Insurance Configuring CUSTOM Insurance in SiteLink Custom Insurance Requirements 3 Contact an insurance provider to establish an account
192. t can be set when a customer is moved in or it can be changed later by editing the customer s ledger information follow the path along the Operations tab Customers button Edit Ledger button Invoices will show up as needing to be invoiced depending on the Days Before Due setup found under the SiteLink Checklist Invoice Setup button What if there is a scheduled rent increase SiteLink checks to see if rent is scheduled to be changed and will bill future rent charges appropriately What do I do about the blank front side of the post card invoice Use the Preview Front Side and Print Front Side buttons on the invoice setup tab to print a message on the front of your post cards You canchange the default message by editing the rich text form pc_Front rtf located on the path C Program Files SiteLink Forms Standard Forms pc_Front rtf with your Microsoft WordPad exe program How does the invoice fee work All tenants will be charged an invoice fee if that option is selected If a tenant has more than one unit the invoice fee will only be applied to one What do I need to e mail invoices To e mail invoices you must have Microsoft Outlook the SiteLink e mail optional feature and an internet e mail provider Test your invoice email feature by using your SiteLink Training database to send one to yourself What happens if I try to e mail invoices when I am offline Outgoing e mails will be buffered in your Outlook Outbox The next ti
193. t the floor you want to view b Right click for pop up menu options c Double click on a unit for Tenant Unit Operations d Use Zoom In or Out buttons to get a better view Turn the grid On or Off to help judge distances e Use the Center Map button and the scroll bars to locate the part of map you want Move Units on the Map Right Click on one or more units while holding down the Control Key to enter the map edit mode You will be to move the unit on the map Move several units at a time this way Click the Save button to make the changes permanent or Abort to restore the unit to its original place the map Modify Unit and Tenant Status Click on a unit and its tenant s name will appear on the toolbar Click the Tenant Status button to view his status take a payment move in a tenant etc OR Double click on a unit and its status will appear OR Right click for pop up menu options for the unit Navigate Around Your Map Move the dotted rectangle on the small map in the upper left hand corner then click the View button to jump to your target area on the large map Printing the Map Click on the print button The map will be printed just like it appears on the screen If you have a black and white printer no colors the unit status can be distinguished by shades of gray Removing Units from the Map a Click on the Remove Units button b Select the units you want to remove from the map Only those units that are on the
194. t to your local computer Corporation Code Location Code User Name Password F Work Offline 2 If this is the first time you have logged on to your site database SiteLink Web Edition will prompt you to enter a minimum set of data before allowing you to run the program This does not apply to databases converted from SiteLink 2007 3 You will receive a message indicating that SiteLink requires additional information Click OK to continue SiteLink requires data for company employees bank units and tenants Click each red button in the Setup Checklist and add one entry 4 Click OK to continue A You must enter minimum setup data in the Checklist before proceeding Click OK to return to the checklist or CANCEL to exit SiteLink i Cancel 19 5 The minimum data required by setup is indicated by red highlighted buttons on the Setup screen and requires the entry of at least one tenant one unit one bank account one employee and one company All items should be checked changed for accuracy Setup Check List General Setup mi Program Defaults a Tenant Defaults mi Security Levels _ Employees mij Company Information By Charges m Merchandise mi Past Due Schedule ml Marketing Responses B Banking i Accounting _ Credit Card __ ACH Bank Debit Discount Plans ja Revenue Manager _ E Mail _ Certified Mail Batch Printing Insurance m Maintenance First Time Setup Ten
195. t will be removed based on the setting Fa Program Defaults General Proration Move In Payments Mowe Out Payment Types Late Fees Inventory Transfers Invoice User Responses 1 User Responses 2 International Web Site Printing amp Reports _ Reservations 360 E Number of days after Date Needed before reservations expire You have now completed setting up the Program Defaults Choose OK to return to the Set Up checklist 40 Setting Tenant Defaults Address Setup Multiple Tabs Select Tenant Defaults from the Setup Check List 1 This screen has multiple tabs Select each tab individually to enter information Partial Screen Shown Primary Address Altemate Work Additional 2 By checking the checkbox next to each of the fields in the four 4 tabs you can make the field a required entry The minimum entry is Last Name A required entry means that the field MUST contain an entry during a Move In or when creating a new Tenant Record 3 Any address information entered in this dialog box will become the default for that field when entering Tenant address information later in the setup w Tenant Defaults Primary Address Altemate Work Additional Required Default Required Default MrjMs D Drivers License l First Name M License State l Last Name ss t Address I cy State iz Postal Code I Eoo Country F Eoo Phone F oOo Email T
196. te Push Occupancy rates and revenues can be enhanced by changing rental rates according to the staleness of inventory When occupancy is high rates are increased and when they are low then rates are decreased Normally your site manager is prompted to change the rate when moving in a tenant When Should Rate Push Be Used Rate push is a strategy that is normally applied to facilities with stabilized occupancy rates When occupancy is low special promotions are more commonly used than rate push strategies How Does Rate Push Work When a tenant moves in the operator is prompted to change the rental rate from its standard rate The percentage change from a unit s default standard rent is defined by a matrix of occupancy bands for each unit type and size category and the length of time the unit category has remained at that level of occupancy Negative changes in the matrix correspond to rate decreases while a positive increases the rental rate Rounding is not currently supported in Revenue Manager for Web Edition Rent push is applied according to occupancy by size and unit type For example a 10x20 Self Storage unit is tracked separately from a 10x20 RV Parking unit Rent Push rates are recalculated at the start of each day If you were to change a unit s standard rent and then wanted to update the push rate immediately clicking the OK button on this screen would force the pusl rates to be updated 210
197. th open balance Select No for adding vendors c Accounts Credit card accounts Select No for setting up credit card account Adding line of credit Select No for lines of credit Loans and Notes Payable Select No for setting up an account to track a loan or note payable Bank accounts Select No for setting up a bank account Asset accounts Select No for setting up an asset account 8 Opening Balance section Introduction Enabling payroll Select Skip payroll If you wish to manage your payroll in QuickBooks you can enter relevant information now or make adjustments to your QuickBooks company later You may add as many items to your QuickBooks company as you wish When you import data from SiteLink you will not override additional accounts Each time you import data into QuickBooks SiteLink only updates items it set up during the initial first time import 9 Payroll section Introduction Enabling payroll Select Skip payroll If you wish to manage your payroll in QuickBooks you can enter relevant info now or make adjustments to your QuickBooks company later 10 Menu Items List Menu To Do list Select No for using To Do list often 11 Activities Menu e Finance Charges Select Yes for assessing finance charges e Budgets Select No for help with budgeting 12 What s Next section Click Leave to exit EasyStep Interview You are now ready to import the data you downloaded from your sites as
198. the Edit Tenant s Default Fees button on the Charges Screen or from Edit Tenant Fees screen found on the Setup Checklist Recurring charges like rent charges are automatically created by SiteLink Recurring charges will coincide with the rent due date Recurring charges are explained in detail below SiteLink automatically computes daily and weekly rates The rate formulas are Daily Rate Monthly Rate 12 365 Weekly Rate Monthly Rate 12 52 Late Fees a Setting any late fee to 0 00 disables it b Late Fees 1 2 and 3 are combined and reported as Late Fees on SiteLink summary and concessions reports c California Late Fee Schedule If you are using the California late fee schedule other SiteLink late fee options are disabled The California late fee schedule is 10 00 for rents lt 60 00 15 00 for rents lt 100 00 20 00 for rents gt 100 00 and lt 133 00 15 for rents gt 133 00 d 1st 2nd amp 3rd Automatic Late Fees Late Fee Late Fee 2 and Late Fee 3 are SiteLink default automatic late fees Each has a starting date before which no late fee will be charged The starting date is used to prevent unexpected late charges from occurring when a facility converts from another software application to SiteLink e Late Fee 1 simply called Late Fee has the following features a It can be either a fixed or percentage amount b It can be setup for a single default value applied at new t
199. the Web Site Online Payments and update the gate with transactions made on remote computers i Time Zones Setup additional or modify existing Zone 0 and 1 can NOT be deleted as they are permanent wz Time Zones w Keypad Zones List Descriptions List tal Retesh ST e Roresh el Print zone Descriptions CE 24 Hour Access 1 Business Hours el Print Add PRE B Edit B Edit x Delete x Delete j Keypad Zones Setup additional or modify existing Zone 0 can NOT be deleted as it is permanent 132 k Testing Interface Instead of downloading the entire SiteLink database to your gate controller click the button next to Test to bring up the status of one of the Tenants The screen shown below will be displayed w Gate Test Tenant Name Michael Jordan Unit 283 Access Code 2457129984 wee ce Time Zone 1 Business Hours Unlocked Keypad Zone 0 All Keypads 1 Verify that the information in tenant record displayed is correct m If the information is NOT correct use Troubleshoot to run the troubleshooting report example shown below to determine the problem T f Pent amp Export SB Email Portat Landscape Gate Trouble shosting Report April 27 2007 314M SiteLink Site 2000 Highvoeds Bhd Raleigh NC 27604 Gate Update Fearare Vertfied Gate Feature la Enchled Unit Mames Venfied AD Uret Nove Formats Are Comest Test Recor
200. the program to manage your storage facility most Tenant and Unit information is transferred in the conversion process SiteLink to SiteLink Web Edition only Forms and letters can be uploaded by the Customer from the local copy of SiteLink to the Web Edition database or can be done by SiteLink Support as part of the conversion See Upload Forms and Letters used in SiteLink 2007 in this Manual for details on uploading the forms SiteLink to SiteLink Web Edition only All active Reminders previously entered in SiteLink 2007 are converted to the Web Edition database SiteLink to SiteLink Web Edition only The Site Map is converted to Web Edition SiteLink to SiteLink Web Edition only Payment and Charge Data non zero balances previously entered in SiteLink 2007 are converted to the Web Edition database but need to be checked for accuracy Prepaid Accounts Conversions from OTHER Programs All prepaid amounts tenants have paid MUST be manually entered Tenant Photos used in SiteLink 2007 are NOT converted they must be added back manually using Add Edit Tenants Customers Checklist for use After a Conversion If your data was brought over converted from another Site Management Software use the checklist provided to verify your data Moved Out Accounts Prior to a conversion from SiteLink 2007 to SiteLink Web Edition all Bad Debt and Refunds Due for Moved Out Tenants should be cleared from the database so this old data is NOT br
201. their Website at www microsoft com net business it_pros asp Must I install NET to use SiteLink Web Edition No The installation of SiteLink Web Edition will either install or upgrade your computer to the current version of NET if it is NOT already installed on your computer If you do not have download capability or you do not have administrator access you may need to contact your IT help desk What is a Web service A Web service enables an application such as SiteLink Web Edition to connect to a service such as Dialog over a TCP IP network connection It is a point to point connection that does not require the use of browsers or Web pages For SiteLink Web Edition it provides customers with the familiar session oriented interface that captures all session activities while also providing enhanced HTML formatting and linking capabilities Is NET a security risk No NET is one of Microsoft s recommended downloads for Windows XP and is included with Vista Applications in the Recommended Download category are one level below those in the Critical Updates category which includes the latest Windows and Internet Explorer service packs and other important updates NET presents no more of a security risk than running Microsoft Word Microsoft Excel or Internet Explorer 201 gt O gt O Appendix F Frequently Asked Questions about Setup SiteLink Web Edition Accounting Answers to Common Questions What is the difference b
202. tionally left blank 218 Appendix G Keywords List The Keywords List is no longer included in this manual as the most current version is always available from within the SiteLink Web Edition Program in the Form Editor To view the list and optionally print the list do the following 1 Go to Company Form Setup and open any form in Edit mode 2 At the top of the screen click on Insert and choose Keyword from the list w Form Editor New Form File Edit OSSIS Format Graphics Help amp Pagebreak pb string ied EO 111 Bulet i on a3 5 ie o ie S ell ey i ee os ai re i 3 The list of Keywords will be displayed 4 A print button will allow you to print the current list of Keywords 219 This page intentionally left blank 220 Appendix H Australasian Specific Settings Australian Specific Settings and Features available in SiteLink Web Edition SMD Software is pleased to announce SiteLink Web Edition Australian Version The new version conforms to the industry Manual of Advice and Procedures commonly known as the MAP which is published by The Self Storage Association of Australasia Overview of the new features added or changed Q Access Ezy Gate Interface added Q ADVAM Credit Card and Direct Entry Interface ACH added a Inclusive Taxation Prices and rates are shown inclusive of taxes as is the normal presentation in Australia and NZ Q Insurance feature availa
203. ts continued Setting up Past Due Events Insurance Marketing Past Due Schedule Past Due Events 2 4 i22le 2 obsa ei oiaeteiGes ee Examples of Past Due Event Settings 2 5 225 0445 bs eho s sae oes Insurance Configuring Insurance in SiteLink 0 Insurance Custom Insurance Setup 0 0 cee eee eee ene Marketing Responses Marketing 0 0 0 cece eee ee eee SOUNDS Mp Danie sre cea ee a ae Ree a AD wee ee be a A eae Setting p ACCOUNTS eea e ek ad ween soa Pe eed DERE Setting up the Credit Card Interface 0 0 0 0 How Credit Card Processing Works and Credit Card Setup Overview Frequently Asked Questions about Credit Card Processing Credit Card Setup of PC Charge 225 35 sinc deed eee ope ke wee U4 Frequently Asked Questions about PC Charge 4 Credit Card Setup of Authorize Net 2 eee eee eee Credit Card Setup of ADVAWE 2422053 note heen ee eke ee eee Frequently Asked Questions about Authorize NET Credit Card Setup of PPI PayMover 0 eee eee eee Receipts for Credit Card Payments made on Website Setting up ACH Bank Debit and the ACH Bank Debit Interface ACH Bank Debit Setup Overview of ACH Bank Debit Setting Up ACH Debit Processing s94 22 d0 ae abe had Balad eee se ACH Check Scanning Device Setup and Troubleshooting
204. ttention If you are not skilled at using PCs it is recommended that you get help PTI Technical Support can be contacted at 480 941 1513 for further assistance concerning this interface PTI Technical Reference Documents Gate Interface Disk Floppy ftp www ptiftp com web QuickDocs Interface Installing the _Gate_Interface_Disk pdf Gate Interface Disk CD ROM ftp www ptiftp com web QuickDocs Interface Installing the Gate Interface Easy Link pdf Sitelink Download Procedure ftp www ptiftp com web QuickDocs Interface SiteLink Download _to_ PTI Gate System pdf PTI PC Recommendations ftp www ptiftp com web QuickDocs Computer_Recommendations Computer_Recommendations pdf If further assistance is required please visit http www ptiaccess com download quick html Procedure 1 Run Install exe from the PTI Gate Interface disk to install the PTI gate interface software PTI should have also provided a Readme txt file with instructions 2 PTI ships gate interface software with their systems for interfacing SiteLink to PTI Falcon This software consists of LINK EXE for Falcon 2000 Ver 3 or later SCI exe for other Falcon systems and Ptisend bat located in a directory called SiteLink on the PTI Gate Interface disk Copy this software into the C PTI directory which was created when you ran the PTI installation program 3 SiteLink uses a DOS batch file called Ptisend bat located at C PTI Ptisend bat to update the F
205. u can fix from this screen If an account is incorrect it is better to delete it rather than to make many adjustments Deleting accounts does not remove tenants or units from the system It merely reverses the move in and allows you to start over for the account Edit Tenant Fees Click on each fee in the Prepare Tenant List Verify each person would be getting the correct amount fee if it were applied to the account Edit Tenant Settings Make sure each setting is correct for every tenant Gate Controller Setup later after starting SiteLink Web Edition once all accounts have been verified Before setting up the Gate Interface in SiteLink Web Edition TURN OFF the Interface in SiteLink 2007 or previous management software 23 This page intentionally left blank 24 Setting the Program Defaults General Tab The Program Defaults screen is arranged by tabs and will default to the General tab on open 1 Setup your Gate Defaults including the Time Zone and Keypad Zones which determine the default times Tenants can open the gate or door keypad and minimum balance before gate lockout 2 Set the Tax Defaults Tax Rate 3 Set the marketing parameters for the Daily Close which determine if this information is required at Close 4 Set the Log in defaults listed under Miscellaneous 5 Set the Local Data Refresh which determines how often the local cached database is refreshed from our server The recommended period is 10 min
206. ue to ensure invoicing is performed when needed If insurance will be used choose the Company and enter the Project ID issued from SiteLink Setup what accounting system you are using If doing a General Journal export choose the correct system Setup a bank account and if using security deposits with a trust account setup both accounts here Unit Setup Check required information fields unit nos sizes etc for missing information or incorrect information Make sure there are no missing units IF YOU FIND A DISPROPORTIONATE NUMBER OF ERRORS STOP Call tech support Add Edit Tenants Check fields names area codes addresses GATE ACCESS CODES etc for missing information Correct as needed IF YOU FIND A DISPROPORTIONATE NUMBER OF ERRORS STOP Call tech support Batch Put Tenants in Units a Correct errors you found by going through the Rent Roll b Add any missing tenants to the correct units c Check the following on the Batch Put Tenants in Units screen a 1 unpaid rent Q Other balance Q Prepaid enter amounts for each month a customer prepaid IF you like to track pre paid monies on SiteLink reports Otherwise SiteLink will strictly work with the paid through date Q Credit balance SiteLink does not carry over credits or partial pre paid amounts in conversions other than SiteLink 2007 to SiteLink Web enter them where applicable Edit Charges and Payments If the account is wrong from the checks above then yo
207. ule sa 5s Charge Full Month Rent a Prorate Monthly Rent ee i Prorate Charge Next Month s Rent Q Retest GP OK Q Cancel Days 26 Setting the Program Defaults Move In Tab The Move In tab is used to set the defaults for the move in of a new tenant 1 Set the default for Tenant Move In Date allowed The options are a Require the tenant to be moved in on today s date this setting will prevent the use of a past date or a future date you will only be able to use the current day b Require the tenant to be moved in on todays or future dates this setting will prevent the use of a past date but will allow for the use of a future date c Allowtenants to be moved in on any past or future date not recommended 2 Select the way Concessions can be used on a Move In a Allow setting the rent below the standard rate Controls rent discount b Allow setting user defined recurring charges below standard rates When checked recurring charges electric water alarm etc can set below the default c Require only using predefined concession plans Use ONLY pre defined Concessions 3 Miscellaneous Other defaults Send Invoices Require Marketing Charge Admin Fee a Default to send invoices to new tenants Check to enable b Require marketing data Check to enable c Charge the default Administrative Fee at move in Check to enable Fa Progren Dielaults Move In Dole C Require he
208. ult Fees They are setup from the Fees Charges amp Taxes screen found on the checklist It is highly recommended that you DO NOT print letters and apply fees in the same event If you do there is a chance of applying the fee twice if you reprint the letter You can customize letters once setup is complete using Form Setup Fa Past Due Events Event Descnption Loose Typa Billing Typa Doys Past Que Used Prerequisite Fee List Gole Lockout Both Morithhy t amp Retrach Call Deingueni Tenants Both Morithhy Duaod Both tcenthhy lt g Print Late Fee 1 Both Morty Late F Past Dus Natice Both Monthhy x CunLock Noice Both Monthty Add Call Tenarks Scheduled tor Action Both Morihhy Late Faa 2 Bath Monthly x Lata F Bi Edt Cut the Lock Both Moenthhy x Qverlock Lock Insurance Cancellation Notice Bath Morthhy 2 x x Delete Late Fee 3 Both Monthty 5 x Late f Lien Leter Both hionthh gt Post Auction Notce at Courthouse Both Monthly Ersar Aucton Procaeds Both Meoethty Deteultt Notice Commercial Morithhy g y Close 53 Edit Past Due Events dialog box is accessed from the Edit button Add dialog is similar w Edit Past Due Events Gate Lockout Default Name Gate Lockout Event Name EE Days past due when this ewent occurs 4 Fee to apply 7 Letter to print M Print additional letter using Alternate Address Applies to Lease Type Applies to Billing Type V Reside
209. ult forms Select Company Form Setup to view or customize the forms we will use in SiteLink Web Edition a From the Form Setup screen select a form and then click on the Edit button to open it in the Form Editor b The Form Setup screen can also be used to set the number of copies to print and to set the form as Used c When the forms have been reviewed and or modified you can return to the Past Due Events under setup to view or modify the forms and letters that are used with the Past Due Schedule d Past Due Events forms and letters that are set as Used on the Form Setup screen will be available on the pull down list See the section Setting up the Past Due Schedule for detailed information 127 2 Upload Forms and Letters forms and letters previously used in SiteLink 2007 or 2006 can be uploaded to SiteLink Web Edition The forms will be automatically converted to use the new SKEY format used in SiteLink Web Edition a Verify access to the forms If necessary you can copy them to the computer that has SiteLink Web Edition so they can be uploaded b Select Company from the SiteLink Navigator screen and then Setup Checklist c Select Maintenance from the menu to bring up the screen The screen shown below includes two hidden keys Move Ledger to Another Tenant Control Shift T and Import Australian Forms Control Shift A for Australian Customers ONLY A Maintenance Go Update charges for a
210. unting Software Interface How do I import General Journal Data into PeachTree Requirements 1 To import SiteLink General Journal Entry data into PeachTree my must have a copy of PeachTree Complete Accounting software 2 Setup and enable the SiteLink optional accounting feature A Warning Regarding Importing Data into PeachTree It is possible to import the same data into PeachTree more than once thus creating duplicate journal entries As a precaution against this problem be systematic in your work and keep a separate calendar of what periods of data you have imported To check if you have imported the same period twice 1 Compare you PeachTree General Ledger and General Journal Reports against the SiteLink General Journal Entry Report for the same period 2 Look at the Description field of the PeachTree journal entries for the mmddyy to mmddyy period that the entry represents 3 Note the Reference field of the journal entries is tagged with a 6 digit number that is unique for each import file You can correct your journal by deleting duplicate imports 1 Double click on the item you want to delete from the PeachTree General Journal Report A screen will appear showing all transactions with the same date and reference number 2 Click on the Delete toolbar button to delete ALL of the transactions shown 3 Repeat this for each import category like Rental Other POS Credits Refunds and NSF 4 Note since the Reference
211. unts 1 Click on an account from the list to highlight a selection 2 Under the heading Chart of Accounts choose Edit w Edit Chart of Account Default Value CheckAssets Check Assets Account Name 1000 9000 Account ID Sub Account Asset Category a Retesh Q cance 3 You can make changes to the items on the right Account Name Account ID and Sub Account The items at left are database keys and can not be changed The Chart of Accounts must match exactly between SiteLink Web Edition and your Accounting System or you will get errors when you import General Journal Entries file 4 To select an accounting interface click on the Edit button under Accounting Interface to open the Accounting dialog box shown on the next page The default is QuickBooks 5 From the Accounting dialog box you can set the following options a Choose your Accounting Basis Cash or Accrual b If Accrual choose the accounting options If using Cash skip this step c Select the Accounting Program you will use Partial Screen Shown Accounting Software QuickBooks PeachTree Great Plains Timberline A Export Chart of Account Definitions Chart of Accounts 0000 Site Code 63 d Enter or change your Company Number e Export the current Chart of Account Definitions If you have already reviewed and edited the Chart of Account Definitions you can export them from this screen
212. ur accounting system The SiteCode and CoA Chart of Account codes are assigned by you to identify your facilities and to reflect the way you post your accounting data A Warning Regarding Importing Data It is possible to import the same data more than once thus creating duplicate journal entries As a precaution against this problem be systematic in your work and keep a separate calendar of what periods of data you have imported 152 This page intentionally left blank 153 This page intentionally left blank 154 Appendix B Authorize Net Setup How to obtain Account Information The Authorize Net Payment Gateway can help you accept credit card payments and manage your transactions If you do NOT have an account set up you can access their Reseller Directory at http www authorize net solutions merchantsolutions resellerdirectory Once you have contacted a Reseller and setup an account you can return to this page The following information is ONLY for Customers that already have an Authorize Net Account setup and a Login ID and Password To obtain your Account Information from the Authorize Net Web Site 1 Got to the following URL https account authorize net 2 On the Web Page for Authorize Net enter your Login ID and Password to log into your account 3 From the Authorize Net Settings screen you need to select the menu item API Login ID and Transaction Key to obtain the required i
213. utes we Program Defaults User Responses 1 User Responses 2 International Web Site Printing amp Reports Reservations Proration Move In Payments Move Out Payment Types Late Fees Inventory Transfers Invoice Gate Defaults Tax Defaults Time Zone Business Hours X Tax Rate 1 6 000 like 5 000 Keypad Zone All Keypads v Tax Rate 2 0 000 like 5 000 0 00 Minimum balance before gate lockout Daily Close Require entering walk ins and phone calls before making a daily close Miscellaneous Require the user to log on each time any of the following buttons is clicked Move In Payments Transfer Move Out Credit Cards Ledger Edit NSF Checks Auto Refresh Local Data 20 H Period of inactivity minutes before the local data is automatically updated and refreshed The recommended period is 10 minutes 6 Tax setup in SiteLink Web Edition SiteLink can accommodate two 2 Tax Rates You may or may not need both If you have rent tax put that tax rate in Tax Rate 1 If you have a fee tax rate put that in Tax Rate 2 Some International customers may have separate tax rates for Rent ie GST and PST In Tax Rate 1 type in the GST rate In Tax Rate 2 type in the PST rate If you do not charge rent tax leave the Tax Rate 1 as zero 25 Setting the Program Defaults Proration Tab Continuing on the Program Defaults screen choose the tab Proration 1 Set th
214. ver On your workstations map the server path Ci as a hard drive like Z Run SiteLink at each of your workstations and go to the Gate Setup screen Select DigiGate700 and type Z Digi Diginet exe Z into the field called Path to Controller Interface Program Save your new SiteLink gate settings With the above settings SiteLink will write an update file called Link fil to your server s Z Digi folder and then it will call Z Digi Diginet exe with the command line parameter Z to force your gate to update Note SiteLink supports up to 64 keypads Procedure DigiGate700 Remote System Interface Information Installing 1 For a local headquarters site activate DigiGate700 from the SiteLink list of gate controllers For a remote site activate DigiGate700 Remote from the SiteLink list of gate controllers then select the site number Remote operation using DigiGate with SiteLink works in the following way a DigiGate must be running while SiteLink is running to send tenant status changes at the gate controller b When a tenant status changes in SiteLink DigiGate updates the remote site immediately if that site is selected in DigiGate If another site is selected in DigiGate then updates are buffered until it is selected in DigiGate at which time any buffered data is transmitted to the remote site 170 Appendix D continued DigiGate700 Remote System Interface Information continued
215. w to setup SiteLink Web Edition to interface with either QuickBooks or PeachTree accounting software The last step is to export the General Journal Entries file from SiteLink This is the recommended method since it is simple and requires only minimal time a Select Reports Management from the SiteLink Navigator screen b On the Management Reports screen select General Journal Entries c From the General Journal Entries screen select a date from under the Reporting Date pull down and choose a period from Select Period Next click on the Export button to download the data to your computer 2 General Journal Entries Reporting Dote Apa 200 Select Penod Doly C Weekly mantiy E Eor Querterly C SamrAnewoty y of C Arquelly X conce d You will se a confirmation box asking for verification and then a prompt asking for the location to download the file e The last step is to import the file into your accounting program See the section Setting up Accounting in SiteLink Web Edition for detailed information See Appendix A Accounting System setup for use with SiteLink Web Edition 129 5 Data Entry During setup or conversion some tenants may have made payments NOTE At this point of the conversion you should be entering all transactions as they come over the counter In other words performing duplicate entry in SiteLink and your old software P
216. web template named Privacy Policy 10 3 10 Remove privacy policy file Checkbox 10 4 0 Online Payment Information Bottom of Form 10 4 1 Disable online payments Checkbox To activate online payments uncheck This box Please check this box if you do not have all of the required information for your processor 10 4 2 Put your account in Test Mode Checkbox to activate online payments uncheck 10 4 3 Please select your online payment processor Authorize Net OR PPI PayMover Checkbox 10 4 3 1 Authorize NET Account Information All fields are case sensitive Get from Authorize Net for processing online payment Authorize Net Login ID and Transaction Key are assigned to you by Authorize net when you open a Web Integrated AIM account with them If you do not have currently you need click the button Disable to disable the function to prevent confusions when your clients view their accounts online To enable this function later you can just click the button Enable then enter the correct Login ID and Transaction Key Please notice that the Login ID and Transaction Key in Sample Settings are just for our Demo site for testing only 197 10 4 3 2 PPI PayMover Account Information All fields are case sensitive Contact Don Ratcliff at PPI at DRatcliff paypros com or visit their web site at Www ppipaymover com 800 774 6462 x4935 for sales and support To go Live Mode please uncheck the Test Mode checkbox 10 5 0 Configure Speci
217. where tax is backed out of the total The setting is fixed by SiteLink when the database is created and cannot be changed by the End User Fa Program Defaults General Proration Move In Payments Mowe Out Payment Types Late Fees Inventory Transfers Invoice User Responses 1 User Responses 2 i Web Site Printing amp Reports Reservations International Settings F Use unformatted phone numbers F Use unformatted tenant Social Security Number field F Show areas instead of width x length sizes on lists and screens F Use meters instead of feet Currency decimal places Tax decimal places Taxation Exclusive Taxation USA like business rules where tax is added to the charge to arrive atthe total Inclusive Taxation Australiatike business rules where taxis backed out of the total Q ta Retesh Gf OK Q Cancel 36 8 Required Windows System Settings The SiteLink Web Edition program uses the Microsoft NET Framework and is fully integrated into Windows to change the date or currency formats you simply update the settings in the Windows Control Panel Use the Windows Control Panel Regional and Language Options to make other Country Specific Changes that should be used by the SiteLink Program The example shown below is a screen shot showing changes that were made to conform to the formatting requirements of Australia Regional and Language Options Regional Options
218. ws all charges and payments In contrast the A R Report shows tenants charges and payments on a strict accruabbasis In accrual accounting payments and charges are reported in the month they occur so future period s charges are not reflected on the A R Report Why don t my deposits equal my receipts on the Management Summary Report A deposit contains all receipts taken since the previous deposit 1 e a fiscal period SiteLink reports receipts and other activities for calendar periods If these items do not agree then payments were taken after the daily close was made To make your fiscal periods match the calendar do your daily close at the end of day and if necessary make more than one daily close This procedure is particularly good practice at the end of the month 202 gt O PO Appendix F Frequently Asked Questions about Setup SiteLink Web Edition Accounting Answers to Common Questions Should I keep track of inventory in my accounting software No SiteLink tracks inventory sales inventory levels and reorder points When point of sales items are sold SiteLink records the transaction as a debit to Checking and COGS and a credit to POS Supplies and POS Sales when posting into your accounting software When supplies are purchased you should debit this payment in the POS Supplies account in the Asset category in your accounting software I don t have separate trust and checking accounts Can SiteLink report ju
219. you wish to transfer inventory to or from 1 Click on the Add button to add a facility af Program Dafoults UserRespances 1 Usor Responses 2 Internstone Web Ste Printing 4 Reports Peservations General Prorticn Move Payments Move dit PeymentTypas Lets Faes InvantoryTransters invoice Facility Names Tis Feoi Another Facilty d Bie wal Edit osse Facdty 2 afete Y o Cancel 2 Enter the facility name and then click on the OK button 2 Proprom Defoults User Responses UserResponees2 ernotional WebSne Printing 3 Reporte Reservetione General Proration Movein Peymerns Move Out Peymart Types Facility Names _ This Facility Anathar Facility p Jada faen o Q owe 3 The Facility will now be added to the list under Facility Names 4 Click on OK to save the information 5 You will now be able to transfer inventory between your facilities using the Inventory Adjustment Screen which will be discussed later in this manual 32 Setting the Program Defaults Invoice Tab Next on the Program Defaults screen choose the tab Invoice 1 Print invoices within this many days before the rent due date Set the default for the number of days prior to the date that invoices should print A negative number indicates days after the due date This default can also be customized for each tenant on the tenant s
220. you wish to use Portable Setup Scheduling Parameters Routing Parometers Opirnize Scheduling Time Auto route only in detned anes Optimize Scheduling Distonce Auto route only within defined radius a 4 Minutes required to load a unit on a truck the warehouse 4 apne ER emirates E Minutes requirectta drop ount ata site H Minutes required to pick up auni ota site 4H Minutes required to change a unit door position on a tuck Business Fuses l Require entering creda cord data whan moking a reservation 6 00AM Y Sening time of he tisidaliverny in a dey I Preto single lease for multiple unts ot moverin 8 4 Mexdmum allowed hours dey truck F Require scheduling a pickup DE Maximum ollowed tips dey facility F Require enering 2one location upon competing s move F Require entering row aisle locaton upon completing a move 360 H Maximum days a urit cen eman e eshe f Refresh MapPoint Fath to detaut map i Browse 7 P 3 Cencel 134 8 Using the Microsoft MapPoint Map Interface Web Mobile Edition Only You MUST have purchased and installed Microsoft MapPoint 2002 or later in order to use this interface To purchase this product contact your local software retailer or Microsoft The very first time you display the map the system default settings are used These settings are Map measurement units are in miles Display 4 map rings with a radius of 1 3 5 and 7 miles Map

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