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Property Management Lite Manual V3.00

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1. View Options Recorded Maintenance Works Order Created Repaired and Billed fe All No Date jTenan Reservation Maintenance Item Maintenance Type Category _ Importance Lacatio Recorded Works Order Repaired f Repaired and Billed Snag List amp Maintenance Work Order Document 4 Send Maintenance Send Works Order ae eae Close Notifications Notifications 2014 Step 12 Maintenance gt We will record maintenance on the roof therefor the category for maintenance will be Structural Click Accept F jJ Record Maintenance Mumber 1 Category aeo a ua lt a ccm Structural Paint m B General Accept Cancel 2014 Property Management Click on the Importance Level for the maintenance and click Accept Record Maintenance Number 1 Importance High Fis within 48 hrs Medium Fix within 72 hrs Accepi Jj Cancel gt Select the Method of Billing e Direct Method Select if the work will be done by Internal personnel and no quotes are needed e Works Order Method Awaiting 5 quotes by External Service Providers for the repairs Select the Maintenance Item by clicking on the magnifying glass and double click on the item to select it In this case for the demo the roof Creating the Maintenance Items are done in Edit Maintenance Item Enter the Maintenance Type In thi
2. 13 STEPS TO Mastering m Basics ion 3 00 Novtel Copyright 2 PROPERTY MANAGEMENT 2 Property Management Table of Contents Part Part Il 1 Part Ill Part IV Part V Part VI Part VII Part VIII Part IX Part X Part XI Part XII Part XIII Part XIV Part XV Introduction Downloading and Installing The Novtel Fictional List Suppliers Tenants Step 1 Setup Company Step 2 Creating and Editing Categories Step 3 Setup Charges Step 4 Creating Suppliers Landlords Step 5 Creating and Editing Properties Step 6 Creating Tenants Occupants Step 7 Creating Contracts and Deposits Step 8 Communal Properties Shared Accommodation Step 9 Rollover Procedure Step 10 Working with Documents Step 11 How to Receive Payments Step 12 Maintenance Step 13 Reports 49 52 60 65 71 81 O 2014 Introduction 3 Introduction Novtel Property Management is a leading feature rich flexible and extremely easy to use software solution for everyone who is involved with managing properties on a regular basis This powerful system is currently being used in the following industries Residential Property owners Commercial Property owners Industrial Property owners Account Management of Small to medium Municipalities Municipalities with rental properties Social housing companies Rental management Agents Golf
3. Maintenance Part Type of Maintenance WO Type Categor Importance Loc Maintenance Structural Critical Quoted Amount For Repairs 6000 00 e E Record Work Order gt Close Works Orders Details A SIE LI Active WO LI Historic WO LI Date WD Num Supplier Cost Total WO Type Supplier Inv No PN Num Ren Total Costs on all Work Orders O 2014 Property Management e See how the Work Order has been processed and is now Active Click Close to exit this window Property Code SAMS DLUT Description 11 Sampson Street One by one Multiple Due Date 201 4 09 09 Mo Maintenance Part Type of Maintenance WO Type Category Importance Edit Selected Damage Quoted Amount For Repairs Record Work Order ei Close Works Orders Details Pate wi Mun Supple Dost Total WO Typs Supp eo PN Num 201 4 05 05 JAROO BOOU 00 Maintenance Total Costs on all Work Orders ECC OC O 2014 Step 12 Maintenance e Notice how the color of the maintenance has changed to the color of the Works Order Created Tab Click on Send Work Order Notifications to alert the Building Manager of the Work Order e When all maintenance to be done are created click on Close Record Property Maintenance Maintenance Description Property SAMSOO01T 11 Sampson Street Tenant BUTOO1 Button Steve Outside Inside A View Op
4. TT Calculate Commission 5 Apply Commission Escalations Save Cancel e The Reservation for the entire year will now display on the Grid with a C before the property which means there is a Fixed Monthly Contract for the property Novtel Property Management 5 6 0 7 Novtel Default Item Grid File Edit Modify Setup Process Reports Email Export Help E L3 E WMonmnm8go c o4 os ul os os i10 12 EMITE ss is 17 18 19 E ZEE 22 23 24 25 26 T Li Ld 7 Sep Sep EE Sep Sep Sep Sep Sep ERER Sep Sep Sep Sep Sep EREERE Sep Sep Sep Sep Sep Sep 2014 m 2014 v gt m jm 2014 2014 poss pes 2014 pe p 2014 a Wer i ea aa ea E mae a E a B EACODOT af Tru Se Se F Sur Su Tue Wed Tue Wed umm dd niu sid Siu dbi ibid d O 2014 Step 8 Communal Properties Shared Accommodation 49 10 Step 8 Communal Properties Shared Accommodation It is important to remember that Property Management Lite can manage a maximum of 20 properties but it is worth mentioning that Communal Properties Shared Accommodation can be managed very effectively with this system A Communal Property is rented out to different people in the same property but they are paying individually for their own rooms A good example of this are students at boarding school or in a hostel Firstly we need to create the rooms as Properties and Code it as follows e
5. o Property Management e Click Add New at the bottom of the screen in order for the Customers window to open Click on the specific Customer for whom the contract is to be created and click on Select S eat 1 Number ANDODI AN DOO2 BART CONDIT DUAOO DVD FOLIO i3RO n LOLIDOT SNEDIUT TAY DU1 UMIO01 YILOO1 r Search L Description Telephone Andrews Shawn Andrews Shawn Bargain Clothing Constantia Art and Craft Sv du Randt Duvet and Pillow M anufacl David Fourie Groenewald Jan Louw Jane Snell Dave Taylor Engineering Uniforms Manufacturers CL Jett Viljoen Number C Description Show Cancelled Contracts adinen T 2014 Step 7 Creating Contracts and Deposits 43 e Contract Manager will open and the start and end dates can be entered The system will automatically calculate the total months for the contract e Enter the rayne Day on which payment is due each month and click on Add Property Fixed Monthly Cancel Contract Tenant 1 September 2014 gt 2014 1 September 2014 py 31 31 August 2015 gt 2015 d 12 H Month Payment Day T atf Properties Sub Rentals Fixed Charges SH Fired Hates Make Reservations Add Property gt Remove Property Rental Num Date Stark Date End Inv Total Cal
6. 01 09 20 14 01 09 2014 01 09 2014 15 09 20 14 01 09 2014 01 09 20 14 30 09 2014 30 09 20 14 30 09 2014 30 09 2014 30 09 2014 30 09 2014 30 09 2014 30 09 2014 30 09 20 14 Cancelled Reserved Reserved Reserved Reserved Reserved Reserved Reserved Reserved R 4 560 00 R 6 000 00 R 7 000 00 R 7 000 00 R 4 500 00 R 4 500 00 R 4 560 00 R 6 000 00 R8 000 00 R 52 120 00 This concludes the manual for Novtel Property Management Free Version For more information please register on Novtel s Forum at http www novtel com forum index php 2014 OUR PRODUCTS Our Pastel integrating software include products for Property Management NOVTEL GROUP Vehicle Hire Company Reg CKA 998 a EM Selt Storage VAT Number 4 366 614a di Equipment Hire EC m Relations Management WWW NOVTELCOM Hospitality South Africa Tel o 0861668 a B3 Contract Management Intemational ri E 9 4 1695 TET mx Toilet Hire Service Business Rental Point of Sale Retail NOVTEL HE AD OFFICE Point of Sale Restaurant Diaz Office Park Workshop Management Block Unit ES p Diaz Beach E Gate Facility Access Control Mossel Bay Standard Operating Procedure SOP Management South Africa zr Can also be used as stand alone applications PO Box TE Hartenbos B5 OUR WEB PORTALS Mr HM NOVTEL APPROVED DISTRIBUTOR 2 so UTHAFRICA Western Cape Southern Capi
7. Activation Code E sss Enter the code l received via email Registrations Actvations skipped 0 maximum 10 Activate Later Activate 2014 Downloading and Installing 9 2 1 The Novtel Fictional List Suppliers Tenants For demonstration purposes we have compiled a list of fictitious properties Address 17 Mountain Rd Constantia 8888 Ownership Owned Rental Type Residential Contract Type Long Term R4560 00 per month Erf Number 123 Address 40 Seafront Drive Green Stone Golf Estate Bellville 9000 Ownership Owned Rental Type Residential Contract Type Long Term R7000 00 per month Erf Number 321 Address 43 Park Street Bellville 9000 Ownership Owned Rental Type Residential Contract Type Long Term R4560 00 per month Erf Number 322 Address 32 Mimosa Avenue Newlands 8000 Ownership Owned Rental Type Residential Contract Type Long Term R4500 00 per month Erf Number 456 Address 11 Samson Street Newlands 8000 Ownership Owned Rental Type Residential Contract Type Long Term R4560 00 per month Erf Number 654 O 2014 o Property Management Address Shop 47 Maritz Building Voortrekker Road Cape Town 7000 Ownership Owned Rental Type Commercial Contract Type Long Term R6000 00 per month Erf Number 789 Address 44 Grey Street Shop 7 Commercial Park Constantia 8888 Ownership Owner Rental Type Commercial Contract Type Long Term R4500 0
8. Categories e Click on the Category to be changed and select Edit e Make the changes and click on Accept to save it O 2014 Step 3 Setup Charges 25 Step 3 Setup Charges e here are various charges associated with the business of Property Management These charges can be described as items that are billed either to the owner office or tenant of the property Plan the codes and descriptions before creating them in Novel Examples include Damages Water Electricity Cleaning before and after Occupancy Admin Contract Fee DSIV e On the top menu click on Setup and Charges Code Description Amount Sort Bu Code Search Code Description Charges Add New Edit e Click on Add New and enter the Code and Description for the Rate e Tick the check box to Create the Item in Pastel O 2014 Property Management Add New Charge Code ADMOOT e o M Create Item In Pastel Description Admin dies 3 Display On Invoice Blocked fate inci 150 00 Charge Excl 131 58 AlleeTa v Daily Weekly Monthly 4 5 Pastel Inventory Code Accept Cancel e f you don t want the amount of a charge to be displayed on the tenant s account in a separate line un tick the Display on Invoice tick box The amount will automatically be added to the rental amount e f the charges are not VAT applicable remove the tick in the
9. Payouts Arrears PrePayrnents Megatiwe Receipts shift Cash Up shift Summary History Receipts New e For Contacts you need to select the Contact Number Option 2014 08 26 PAYMENT DUE 2014 e Property Management Please note that when a deposit was raised you entered a date when the deposit was due If you did not enter the date the window will be blank in the following screen for the particular Contract Number e Now click on the magnifying glass next to the Contact Number Date mount 2014 08 28 PAYMENT DUE 000 2014 Step 11 How to Receive Payments 8 e Select the applicable Tenant who will be paying the deposit and click Accept y select Contract Es SMEDIT Snell Dave PAREOO4S DUAOO Du Randt JJ MIMOO0S2 JANODT Janes Pharmacy SHOPOD22 Cancel 4LLO01 All Plastics Manufacturers WARE 0004 BUT O01 Button Steve SEU The Book Empire a LENT Concrete Creations WAREOOOE pugag Duvet and Pillow Manuta FAIR OQO BARU Bargain Clothing SH UPU UA UMIOO1 Uniforme MM anufacturers UNIT O00 TAY On Taylor Engineering LIMIT OOD ILOO1 Villoen Jett SEAFOO40 CONDO Constantia Art and Craft GAEVO044 Search By Contract Number Search For V5 505 2014 Property Management e Select the Payment Type Cash Credit Card Enter the Credit Card Number and Type of Card Visa Master Card American Express Diners Club Cheque En
10. Shop GREY 44 Grey Street HAR Harry Circle MARI Mantz Building Shop 4 ivl MIMO 32 Mimosa Ave M MOU Mountain Road 17 2e Accept Cancel Utilization Report Selected Categories All Categories f From 2014 09 01 To 2014 09 30 29 Days PRINTED DATE 05 SEPTEMBER 2014 TIME 02 33 47 PM NOVTEL PROPERTY UTILIZATION PERCENTAGE BEACOBGDS Beacon Island Holiday Flats Nr 808 0 00 36 BEACOT 18 Beacon Island Holiday Flats Nr 718 0 00 36 CARRPOLD Carr Place Shop 7 2 100 00 35 GREYSODT 44 Grey Street 100 00 HARR YOO Harry Circle 0 00 935 MARITOO1 Mantz Building Shop 4 100 00 95 MIMCOSDUT 32 Mimosa Ave B 100 00 MOUNTOF Mountain Road 17 15 51 72 95 PARKSDUT 43 Park Street 0 00 36 SAMSO001 11 Sampson Street 1 51 72 b SEAFROO 42 Seafront Drive 0 00 36 SEAFROOD 40 Seafront Drive i 100 00 95 SHOPOZ2 Shop 22 Marula Sireet B 100 00 35 SUNSEOO1 55 Sunset Cresent Unit 3 1 51 72 b SUNSEDOZ 55 Sunset Cresent Unit 4 0 00 36 THEBLOD1 The Blue Dolphin Holiday Flats 7 0 00 36 THEHQOOD1 The Hope Industrial Complex 2 0 00 36 PROPERTY CODE PROPERTY DESCRIPTION DURATION 2014 Step 13 Reports 83 gt List Charges e n order to list the company s charges on one report click on Reports List Charges e Either select All Charges to display every charge created or Selected Charges When you choose the latter option select the specific charges to be viewed by ticking the check boxes nex
11. f the address is 7 Watson Street and there are 4 rooms the codes will range from WATSOO001 to WATSO0004 Edit Property Add New e Create Tenants for the rooms Edit Tenants Add New The Communal Property is created to link all the Rooms together and is done in this manner e Click on Edit Property Add New e The Code will be WATS0000 and the Description Shared Accommodation e At the bottom in the left hand corner are options for Communal Type Select Shared Accommodation A and enter all the details in the General Tab and tick the check boxes to Show on Grid Sub Rented Item and Monthly Billed Item If it is a Month To Month Contract Notice how there are now only two tabs in this screen and that it differs vastly from creating Normal properties e Proceed to the Linked Properties Tab v Add New Property Q cu IWATSOOOD CreateltemInPastel Rental Property Levy Property Description Shared Accomodation Billing Unit Only General o Linked Properties Branch D Cape Town City South Africa X Show On Grid Category 145 Communal Property E Sub Rented Item Type House Floorspace 0 00 m Monthly Billed Item 4 4 Maintenance Image IDeau Deak A def Dutside Inside Default jiDefaul n p Record Meter 44 Area COO Cape Town City En ERF Number 7896 Inspection Interval 30 Days amp Communal Type Shared
12. or operating from the business property e On the top menu click on Edit Tenants Add New F Customers Number Description Telephone Refresh Search f Number C0 escriptian po Cancel arice e n order to enter future Tenants with the same alpha code as another Tenant you can tick the Use Tenant AutoNumber and only type in the alpha code Novtel will automatically add the numeric code This will save you time since you will not have to check if the code already exists For Example The code for Mr Andrews as shown below will be entered as AND Novtel will enter the 002 automatically since it recognized that ANDO001 is already in use e Mr Andrews will be renting the house on a monthly basis and the Monthly Tenant tick box must be selected e Enter all relevant personal details and in this case the Tenant is the Occupant e Select the day of the month when the contract will take effect O 2014 40 Property Management Fa Add New Tenant Corporate Tenant Account Code i M Use Tenant Autohumber XE vw Monthly Tenant Description Tenant Category 00 Mo category T C General Delivery Addresses User Detined Fields Waiting List Details Banking Details nactive Tenant Postal amp ddress PO Box 999 vgervalley Mall TelephomeNo i iitstsi i sSSS ellville Fax Mo ogg Mobile Phone 089 369 2581 Email Address shawnat amp igmail com Tas Reference Paym
13. 789 Email volack hotmail com Properties for Rent 17 Mountain Rd Constantia Shop 47 Maritz Building O 2014 12 Property Management Supplier Landlord Mr Ken Marshall Address 36 Denver Street Cape Town 8888 Cell no 071 123 456 789 Email kenmar telkomsa net Properties for Rent 608 Beacon Island Holiday Flats Supplier Landlord Mr James Malan Address 24 Scholtz Street Claremont 8888 Cell no 077 123 456 789 Email jamesmalan gmail com Properties for Rent 55 Sunset Cres Unit 3 Industrial Park 55 Sunset Cres Unit 4 Industrial Park Supplier Landlord Mr Luke Upton Address 14 Peanut Rd Newlands 8888 Cell no 077 123 456 789 Email lupton gmail com Properties for Rent 40 Seafront Drive Green Stone Golf Estate Supplier Landlord Mr Douglas Franklin Address 25 Hope Street Cape Town Cell no 082 123 456 789 Email dougfranklin hotmail com Properties for Rent 44 Grey Street Shop 7 Commercial Park Fairview Street Building 2 The Hope Industrial Complex O 2014 Downloading and Installing Supplier Landlord Mr Jake Rademan Address 10 Fletcher Street Newlands 8888 Cell no 083 123 456 789 Email jake gmail com Properties for Rent 43 Park Street Bellville 32 Mimosa Ave Newlands Supplier Landlord Mr Werner Espin Address 4 Mitchell Street Bellville 0000 Cell no 078 123 456 789 Email werner e telkomsa net Properties for Rent 7 Wa
14. Accomodation A one M Shared Accomodation A Shared Services C 55ER000 Fractional Ownership F Accept Cancel 2014 5o Property Management e Click on the property to be linked to the Shared Accommodation and click on the arrow to move the properties one by one to the left hand side of the screen until all relevant properties are linked under this one property and click Accept QP Add New Property Code WATSOOOO Rental Property Levy Property Description Shared Accommodation C Biling Unit Only General Properties currently linked to Property v Create Item In Pastel Linked Properties Available Properties Property Description Add New Property Code WATSOOOO f Rental Property Levy Property Description Shared Accommodation C Biling Unit Only Iw Create Item In Pastel PAREDOA3 SA MSDUT1 SEAFOO4O SHUPOUZ2 SUM SOUS SUN SO004 THEHOO02 waT SOOO WAT SOO02 WAT SOOOS WAT SL 43 Park Street 11 Sampsan Street 40 Seafront Drive Shop ZZ Marula Street 85 Sunset Cresent Unit 3 55 Sunset Cresent Unit 4 The Hope Industral Co T Watson Street Hoom 1 T Watson Street Room 2 T Watson Street Room 3 T Watson Street Room 4 Cape Town Cape Town Cape Town Cape Town Cape Town Cape Town Cape Town Cape Town 5 Cape Town Cape Town Cape Town 4 n Linked Properties Properties currently linked to d P
15. Estates with rental property pools Body Corporate managers Body Corporate management agents Fractional ownership management agents gt Estate agents with rental divisions gt Self catering Holiday resorts Caravan Parks e Novtel Property Management systems are able to manage long term monthly rentals as well as short term holiday day to day rentals e he real power of Novtel Property Management is the fact that it seamlessly integrates with Pastel Partner Xpress e Novtel Property Management is equipped with remote and direct link from levy account or rental contract to the Novel access control system of the facility on site Access control at Body Corporate and facilities are managed by the Novel system not the security guard In order to print you documents in PDF format you need to install Bullzip PDF Printer e Open your Internet Browser e Search for Bullzip PDF Printer and download the free version O 2014 4 Property Management 2 Downloading and Installing E tp Registered Developer Credw Bureou Sage Pastel Property Management Info Features Requirements Screenshots Testimonials Request Demo Free Download Novtel Property Management is a leading feature rich flexible and extremely easy to use s everyone who is involved with managing properties on a regular basis This powerful syst used in the following industries Property Full Installation Download em e Click on Run when prompt
16. Plumbing Delvem Addresses User Defined Fields Pastel Interface Bank Details Postal Address PU Box 333 Telephone Ma 021 123 456 759 llville MebileFhane 082 123 456 789 OO ZENEN Supplier Categor 01 Plumbing Service Mian ERR Save Cancel e Note that there are other tabs to be completed namely Delivery Addresses User Defined Fields gt Pastel Interface Novel s Free Version Property Management can interface with Pastel but can only be used on a local PC and not on a network To be able to work on a network you will need the Full Version Bank Details In this tab there are fields that requires mandatory completion O 2014 Step 5 Creating and Editing Properties 33 Step 5 Creating and Editing Properties Creating Properties e We are now ready to enter the properties from the Novtel List and an 8 digit Alphanumeric code will be created for each property Click Edit on the top menu and then on Property and Add New e n the General Tab enter all available details e f the property is Sub Rented meaning that an agency is handling the rental tick the check box provided e his is an example a property created as a House gt Il Add New Property Lade MOUNTON i Rental Property 2 3 C Levy Property Description Mountair Road 17 Billing Unit Only FAC Guest Soames Pastel Interface TPN Address FAC Supplier Branch Cape Town South Afr raric L ape OH u
17. Property Management POS e POS means Point of Sale and is part of Novel Property Management Software e Enable Quick Scan if you are using a bar code scanner at your reception Also if you wish to allow the receptionist to apply discount to charges tick Enable Discount and enter the maximum percentage F a Company Setup Banking Detail Receipting Front Desk Enable Discount w Enable Quick Scan Max Discount Percentage i H Show Inventory Details Accept Cancel 2014 Step 2 Creating and Editing Categories 23 Step 2 Creating and Editing Categories e On the top menu click Edit Categories and Add New e Before attempting to enter the Categories into Novel it is important to first plan it properly You might want to create codes and descriptions that will make sense to you For example A1 Holiday A2 Residential A3 Commercial A4 Industrial W Category Setup Residential Commercial Industrial Hame A1 Description Holiday 00 Detailed Hotes Edit Delete Close 2014 24 Property Management We Add Category Li Sub Hental Nare m L ategory Customer Rental Amount Incl Description Industrial dium 0 00 Detailed Supplier Rental Amount Incl Hotes 0 00 Market Aelated T anff Per m 0 00 Subsidized T ariff Per m 0 00 Accept Cancel e n order to edit your categories click Edit on the top menu then
18. co za Room 1 WATSO0001 Danie Ackerman PO Box 8888 Bellville 081 123 456 789 acker gmail com Room 2 WATSO0002 Ruan Atkins PO Box 3333 Bellville 081 456789 1236 ruanat gqmail co za Room 3 WATS0003 Ruben Bartlett PO Box 4444 Bellville 061 123 456 789 rubart hotmail co za Room 4 WATS0004 O 2014 18 Property Management Step 1 Setup Company On the top menu click Setup and enter the details in the tabs as shown below fas 17 Ju Jul Company details Enter all the details correctly since it will be reflected on all correspondence The company e mail address refers to the e mail address where you want Novtel to send all correspondence and the e mail address of the computer refers to the address of the specific computer if it s on a network We will send the monthly authorization codes to each of the computers unless you decide that it must be sent to a specific email address y Company Setu pany P Name Tel Fax Cell Company Email Address Email Address admint amp inovtel cam For this computer Computer Location Admin Accept l Cancel 2014 Step 1 Setup Company 19 General e This is where you set your default settings of the Novtel program If you want to prevent a customer of having more that one account you may set the refreshment interval to suit your needs This will prevent two employees adding the same tenant or property to th
19. fictitious Tenants Occupant used in the Demo Data Tenant Shawn Andrews Postal Address PO Box 000 Constantia 8888 Cell No 061 123 456 789 Email shawna gmail com Rental Property 17 Mountain Rd Constantia Tenant Bargain Clothing Contact Person George Martins Postal Address PO Box 000 Cape Town 8888 Cell No 061 123 456 789 Email bargainclothing capetown co za Rental Property Shop 47 Maritz Building Tenant Erica Erasmus Postal Address 5 Salmon Street Pretoria 8888 Cell No 012 123 456 789 Email janelouw hotmail com Rental Property Holiday Rental 608 Beacon Island Holiday Flats Tenant Uniforms Manufacturers Contact Person Frank Rowlands Postal Address PO Box 100 Cape Town 8000 Cell No 021 123 456 789 Email uniforms manufacturers co za Rental Property 55 Sunset Cresent Unit 3 Industrial Park Tenant Taylor Engineering Contact Person Stuart Taylor Postal Address PO Box 000 Cape Town 8888 Cell No 021 123 456 789 Email stuart tayloreng co za Rental Property 55 Sunset Cresent Unit 4 Industrial Park O 2014 16 Property Management Tenant Jeff Viljoen Postal Address PO Box 300 Bellville 8888 Cell No 081 123 456 789 Email jeffvgggmail com Rental Property 40 Seafront Drive Green Stone Golf Estate Tenant David Fourie Postal Address 14 Laing Street Plettenberg Bay 4400 Cell No 081 123 456 789 Email davidf gmail com Tenant Constantia Art And
20. r2 zi Tue a IN Restaurant and Diet Iw Em Documents E 714 Status Cancelled E PT TTT tT ty S Update Inwoice Reserved e a EGNNENNZS Give Notice Confirmed MM File Edit Modify Setup Process Reports Email Export mut Help View Details lt F5 gt Restaurant and Diet E a SES RR RS DERRHNEUM Documents Status Update Invoice Give Notice 2014 eo Property Management 12 Step 10 Working with Documents In order to setup your company s documents you can have a look at the standard Novtel document layout for the following types of documents in Setup Documents Invoices e Plain Paper F Wl Documents Setup Ward Documents Document Notes Property Images Main Invoice Layout f Plain Paper PEGPERTY MEZ PITATE TEL pM r Lh E S Td Hi sms TAX INVOICE Logo Layout 1 Logo Layout 2 Novtel Farms Designer Roper Cuerpboz Dag Pere Tax 3 5 SAP t i doa Soe 3 VEI Lisp Forti DEI TX DU AT DEDMA DOTEM Include Copy of Invoice ium Laat eee MEE farci fe ee Pee DU n TO Tin TM Eu Tm ui Tn Paper Size 44 270 mm x 297 mm Accept Cancel 2014 Step 10 Working with Documents e Logo Layout 1 Coe Main Invoice Layout Plain Paper MA Decersber 2012 TAX INWOICE MEL RET WENOVTEL TA SEX MO EHIH H Logo Layout 2 M
21. the grid For Example We want to see the invoice for Mr Button move the mouse over Documents to display the different type of documents next to it and click on Invoice File Edit Modify Seige Process Reports Eoi Enn im Help OOTI A 05 ZEo o 10 11 12 EEE is 0 5 0 18 19 2 RS 223 28 m a o4 os m 3 1 2 Sep EE Sep Sep Sep Sep Sep EE EMI Sep Sep Sep Sep Sep Sep Sep Sep Oct Oct Oct lege Oct Oct 2014 apes 2014 2014 2014 2014 2014 ERREI EZEN 2014 2014 2014 2014 2014 2014 ea ve ea ea 2014 2014 a a a a ena 2014 2014 isa vet se se 2014 2014 BEACOO01 e Fe EM uen Tue Wed The Fri EB RB Mon Tue Wed The Fri Se Tue Wed Set Su Tue Wed ME Tue Wed Sat Man Ti E O TE TTT TTT TTT TTT TTA mo n 212 D tft gi a i i o i o d o ff ft ft tt Move View Details F5 Edit Contract Restaurant and Diet Documents Quote lt Ctrl Q gt Status gt Invoice lt Ctrl I gt MS Word Documents Supplier Monthly Report SRR n Customer Statement View Properties O Cancelled All Properties Mobile Phone 074123 456 789 Outstanding Deposits A 0 00 Unallocated Funds R 0 00 3 Reserved Available Properties ax O 456 789 Date Description Debit Credit Balance C Confirmed al New Rental utton Steve e ephone 1074123 456 783 CJ Current 000 s e D Invoiced 201 4 09 05 v 201 40 14 v E B Part
22. 0 per month Erf Number 987 Address Shop 22 Marula Street Constantia 8888 Ownership Owned Rental Type Commercial Contract Type Long Term R6000 00 per month Erf Number 147 Address Carr Place Shop 7 Queen Road Bellville 6000 Ownership Owner Rental Type Commercial Contract Type Long Term R6000 00 per month Erf Number 741 Address 55 Sunset Crescent Unit 3 Unit 4 Industrial Park Cape Town 7000 Ownership Owned Rental Type Industrial Contract Type Long Term R7000 00 per month each Erf Number 258 O 2014 Downloading and Installing 11 Address Warehouse 4 and 6 Harry Circle Cape Town 7000 Ownership Owned Rental Type Industrial Contract Type Long Term R8000 00 per month each Erf Number 963 Address Fairview Street Building 2 The Hope Industrial Park Cape Town 7000 Ownership Owned Rental Type Industrial Contract Type Long Term R6000 00 per month Erf Number 159 Address 608 Beacon Island Holiday Flats Newlands Drive Newlands 8000 Ownership Owned Rental Type Holiday Contract Type Short Term R456 00 per day Erf Number 124 Communal Property Shared Accommodation 7 Watson Street Room 1 4 Ownership Managed Rental Type Communal R1000 per month plus charges Erf Number 7896 This is the list of fictitious Suppliers used in the Demo Data LANDLORDS Supplier Landlord Mr Vernon Black Address 789 Rodeo Drive Claremont 8888 Cell no 077 123 456
23. 30 WATSOOOO 153 ACKOO1 Ackerman Danie WATSO002 Reserved 2014 09 01 2014 09 30 WATSOOOO 159 ATKOO1 Atkins Ruan WATSOO03 Reserved 2014 09 01 2014 08 30 WATSOOOO 158 BAROO2 Bartlett Ruben WATSO004 Reserved 2014 09 01 2014 03 30 WA amp ATSOO00 159 Select All Select None C Update Selected inva Electronic Payment Tenants Electronic Payment Proprietor Banking system Generic csv Specify Debit Day 2015 10 01 O 2014 2014 Step 9 Rollover Procedure The Pre Import List in Novtel for the Communal Properties Pre Import List For September 2014 PRINTED DATE 16 SEPTEMBER 2014 TIME 03 55 57 PM CUSTOMER INVOICES am CNN NECS RN N77 ABBO001 Abbot Kevin WATS0001 877 19 122 81 1000 00 ACKO001 Ackerman Danie WATS0002 877 19 122 81 1000 00 184 16 ATKOO1 Atkins Ruan WATS0003 877 19 122 81 1000 00 196 17 BAR002 Bartlett Ruben WATS0004 877 19 122 81 1000 00 NUMBER OF INVOICES TO BE UPDATED 4 3508 77 491 23 4000 00 SUPPLIER INVOICES SUB RENTAL CONTRACT SUPPLIER eae EXCL TOTAL NE INCL TOTAL 148 ESP001 Wemer Espin WATS0001 833 33 950 00 160 ESP001 Wemer Espin WATS0002 833 33 67 950 00 172 ESP001 Wemer Espin WATS0003 833 33 950 00 184 17 ESP001 Wemer Espin WATS0004 833 33 950 00 NUMBER OF SUPPLIER INVOICES TO BE UPDATED 4 3333 33 t 3800 00 SUMMARY OF MANAGED PROPERTIES PROPERTY TENANT TOTAL LANDLORD TOTAL COMMISSION TOTAL WATS0001 7 Watson Street Room 1 1000 00
24. 5 09 14 JANOO1 Jane s Pharmacy 6000 00 01 09 14 DUVOO1 Duvet and Pillow Manufacturers 135 8000 00 01 09 14 Delete Inserts Edit Document ext Document Print Document m Process Customer ICE x Link Greate Delivery Address Inclusive Customer User Defined Fields m On Hold ma o e ee e ee ee T e A e Umm NN S T po 2711 14 l Print Tax Invoice Summary Listing Restore Columns Print Outstanding Reprint Documents Export ST T r Tas T Update TOTAL CE Efint Document 2014 56 Property Management e Select the method for printing the report and click OK Now you can compare the totals in Pastel and Novtel in order to see if it matches e Click on Batch again and select Update Print Restore Columns Import Export ue ch Delete 7 Insert Edit Document Mest Document Print Document e You will have the option to Backup Before Updating Run the update if you wish and then click on Update Now update the other Open Batches as well e Back in Novtel click on Process Recurring Billing again and select the next tab to be processed In this case it is the Communal Linked Bookings since there are no Active Monthly Tenants for September and repeat the process as explained Recurring Billing BT COSE September M Current Year 2014 Fixed Contracts Active Monthly Tenants ABBOO1 Abbot Kevin WATSOOO Reserved 2014 09 01 2014 09
25. 9 jake repairs co za robertlang gmail com jamesmalan gmail co m kenmar telkomsa net info novtel com pete plumbing co za jake gmail com luptanig gmail com s Property Management gt Contract Income to Report In order to print an Income Projection Report click on Reports Income To e Select the dates for the Report and then the Sort Order Either Rental Number or Status e Now click either Select All or Select Specified This refers to the statuses of the bookings to be viewed tick the check box next to the status to be viewed if you chose Select Specified e Click Accept to display the report in HTML Format Accept Cancel Status E Income Projection roj ween 2014 09 01 J ae To 2014 09 30 wy Sort Bu Cancelled Ke Select All Select Specified Reserved Confirmed Current Invoiced Partially Paid Paid M O B M O V D D B B INCOME PROJECTION Date and Time Report printed 2014 09 08 08 48 11 AM Report for the period 1 September 2014 to 30 September 2014 Novtel Property Tenant Arrival Date Departure Date Status To tal ANDOO1 Andrews Shawn BAROO1 Bargain Clothing UNIOO1 Uniforms Manufacturers VILOO1 Viljoen Jeff CONO001 Constantia Art And Craft Suppliers DUROO1 Du Randt JJ BUT 001 Button Steve JANOO1 Jane s Pharmacy DUV001 Duvet and Pillow Manufacturers 01 09 2014 01 09 20 14 15 09 20 14
26. 950 00 30 00 WATS0002 7 Watson Street Room 2 1000 00 930 00 50 00 WATS0003 7 Watson Street Room 3 1000 00 950 00 50 00 WATS0004 7 Watson Street Room 4 950 00 The Pastel Reports that correspond with the Novtel Pre import List 16 0914 15 59 Page 1 Prepared by Novtel Tax Invoice Summary Listing for user User 0 Reference Customer Per Date ln in a Total IN100009 ABBOO1 Abbot Kevin 01 08 14 l 1222 87 1 000 00 IN100010 ACK O1 Ackerman Danie 01 0844 17 122 87 1 000 00 IN 10001 1 ATKOO1 Atkins Ruan 01 08 14 1i 122 87 1 000 00 IN 100012 BARO02 Bartlett Ruben 01 0844 0 72 81 1 000 00 Total for 4 TaxInvoice s not on hold 1 4000 00 Total for 0 Tax Invoice s on hold TOTAL 1 2 4000 00 Prepared by Novtel Supplier Invoice Summary Listing for user User 0 Reference Supplier Per ate Order No rini Tax Total PH100008 X ESPO01 Werner Espin 14 148 lo 116 87 950 00 PN1 ESPO01 Werner Espin 1 09 14 150 t lo 116 67 950 00 PN100010 ESPO01 Werner Espin 1 08 44 172 i ln 116 87 950 00 PM100011 ESPOO1 Werner Espin 1 08 14 184 J 116 67 350 00 Total for 4 Supplier Invoice s not on hold 466 68 3 800 00 Total for 0 Supplier Invoice s on hold TOTAL 466 66 3 800 00 E nd of Report os Property Management e When you return to the Grid you will see that all the long term contracted bookings for the month is now green meaning that all have been Invoiced e The bookings that are still Reserved will be
27. AV db Eastem Cape EE SS o A NOVTEL COMPANY Powered Hy North Regio ae Gal auteng Global Property Online and Country related Website Portals are the marketing medium between Estate Agents Private Owners and Property Buyers Renters These Portals also include an Online CRM Customer Relations Management System Australia Caribbean UAE Dubai ewa Global Property Online www globalpropertyonline net Buy Property in Spain www buypropertyinspain net Property in Portugal for sale www propertyinportugaltorsale com Australia Property www australia property net BLOG ww w blog zglobalpropertyonli ne net
28. Allow Tax tick box e n the Properties Tab you can select one or more of the options presented to you according to your needs M Add New Charge Code ADMOO iw Create ltem In Pastel Description Admin Display On Invoice Blocked General E W POS ltem J Shop ltem Payout Item 8 Third Party Charges Scale ltem Pastel Inventory Code Accept Cancel 2014 Step 3 Setup Charges e In the Reporting Tab you can select the group to which this Charge will report in Pastel e Accept to save B Add New Charge Code ADMOO W Create Item In Pastel Description Admin Display On Invoice Blocked Report Group Other hd W Import Inventory Item Code Description Admin Inventory Group 001 Default Excl Selling Price 131 58 t Physical Item Lf Accept Cancel 2014 28 Property Management ADMOO1 CLEOOT CLE 002 COMO COMOO1 CAMO OSTOO DS TU MUN O01 Sort Bu Code Admin Cleaning Before Occupancy Cleaning After Occupancy Commission Contract Fee Damage D 5TV per Month DST per Day Municipal Charges Code vw E Description Charges Add Mew 2014 Step 4 Creating Suppliers Landlords 29 Step 4 Creating Suppliers Landlords e In Novtel Property Management Suppliers refers to any person or business that offers a service to your business in exchange for money Suppliers ca
29. Arrivals and Departures There are different options to choose from in this main screen e Arrivals Report e Departures Report Move In Report Move Out Report We will use the Move In Report option to demonstrate how all four of them basically works e Select the dates for the report to be viewed in this case we have selected the month of September e Click Accept to display the report in a HTML Format e f you need to print the report click on File Print E Arrivals amp Departures Arrivals Report Departures Report Move ln Report E hove Dut Report List all the maove ns of contract reservations during the specified period 192 168 2 75 Se CAUsers Louise AppData Local Temp TempReport html File edi View Favorites Tools Help Move In Report Qe From 2014 09 01 To 2014 09 30 PRINTED DATE 05 SEPTEMBER 2014 TIME 01 53 38 PM 01 September 2014 15 September 2014 19 September 2014 O 2014 s2 Property Management Utilization Report This report will show percentage wise how well the properties are utilized for the date range selected e n the Properties field select All Properties e Click Accept e o print the report click on File Print Utilization Report aie 09 30 nin FE 06 00 00 AM v Properties arg All Properties BEAL Beacon sland Holiday Flats Mr 608 C BEAL Beacon Island Holiday Flats Mr 719 LARA Car Place
30. Craft Suppliers Contact Person John Wilson Postal Address PO Box 000 Constantia 8888 Cell No 081 123 456 789 Email johnwilson gart co za Rental Property 44 Grey Street Shop 7 Tenant Dave Snell Postal Address PO Box 500 Bellville 8888 Cell No 081 123 456 789 Email ds hotmail com Rental Property 43 Park Street Bellville Tenant JJ Du Randt Postal Address PO Box 000 Tygervalley 0000 Cell No 081 123 456 789 Email jjdre gmail com Rental Property 32 Mimosa Ave Newlands O 2014 Downloading and Installing Tenant Jane s Pharmacy Contact Person Jane Havenga Postal Address PO Box 888 Constantia 8888 Cell No 021 123 456 789 Email jane medicine co za Rental Property Shop 7 Carr Place Bellville Tenant Steve Button Postal Address PO Box 000 Newlands 1234 Cell No 073 123 456 789 Email steveb gmail com Rental Property 11 Samson Street Newlands Tenant Concrete Creations Contact Person Ruben Towers Postal Address PO Box 200 Cape Town 8000 Cell No 083 123 456 789 Email concrete creations co za Rental Property Warehouse 6 Harry Circle Tenant Duvet and Pillow Manufacturers Contact Person William Fisher Postal Address PO Box 700 Cape Town 8888 Cell No 081 123 456 789 Email willem dpm co za Rental Property Shop 22 Marula Street Constantia Tenants for Communal Property Shared Accommodation Kevin Abbot PO Box 2222 Bellville 081 123456789 kevn gmail
31. Fred LCammission Amount j Fixed Commission Percentage e The TPN Address refers to the Tenant Profile Network and the address of the property is entered here ff Edit Property Code iM OUMTO i Rental Property f Levy Property Description Mountain Road 17 Billing Unit Orly FAC Guest Em Pastel Interface PH Address FAC Supplier Street 17 Mountain Road ity owns Suburb Constantia 00000 Postal Code 8989 C Building Address Ci Street Address Accept Cancel e This is how the empty grid will display when all the properties has been entered 2014 38 Property Management P Novtel Property Management 5 6 0 1 Novtel Default Item Grid MW rie Edit Modify Setup Process Reports Emiail Export Help ML EA i m F j if EE 20 21 738 27 E ree oF os os or BEL Ju EM Jul ps ES p ia AS Ju po d p x Pe EEE as Aug Aug Aug Aug ETE 14 EMEN ENEN 2014 2014 2014 2014 14 ERES EE an 2014 ps 2014 aiia ZUES EIER 2014 2014 2014 2014 2014 ENE Aa EE Men Toe Wed Tha Fri ESS ES Tue Wed Thus EM MEM em Tue Wed The Fri EEG UU 6204 Step 6 Creating Tenants Occupants 39 Step 6 Creating Tenants Occupants e Tenants refer to the people who may or may not be living in the property or operating from a business property and who are always liable for the monthly rental payment of the property Occupants are people living in the property
32. L rica sire Us Grid g Category R2 Residential Rental al EESTI m Type House Floorspace 0 00 m Monthly Billed Item v m annee mage Deum ea ees N Record Meter E Ama 03 Constantia Areas can be created by clicking Setup on ERF Numb ce the top menu and then a d Inspection Interval 60 Days i Areas Communal Type Hone M d Accept Cancel e n the Details tab typical information regarding the property will be entered Remember to link the owner to the property e f you want to set Commission on this property at a later stage you need to select Managed in the Ownership block below As you can see the Commission tab is faded which means you will not be able to set your Commission unless the Ownership is changed to Managed O 2014 34 Property Management WP Add New Property Code iM OUNTOVW f Rental Property C Levy Property Description Mountain Road 17 Billing Unit Orly FAC Guest ao Pastel Interface TPN Address FAC Supplier Ownership Owned Owner BLA00T Black ermon me 3 Bedrooms Bars amp Braais l Garden f Yes C Ma Bathrooms 2 Studies i Granny Flat Yes Mo Kitchens Garages A Lott Yes f No Living Rooms 1 zl Car Ports 02 Swimming Pool C Yes Ma Detaled Description Brick Single Storey Housel Accept Cancel e In the case of an Industrial Property the Details Tab will dis
33. WATS0001 877 19 122 81 172 15 ACK001 Ackerman Danie WATS0002 877 19 122 81 184 16 ATK001 Atkins Ruan WATS0003 877 19 122 81 196 17 BAR002 Bartlett Ruben WATS0004 964 91 135 09 NUMBER OF INVOICES TO BE UPDATED 12 45315 79 6344 21 SUPPLIER INVOICES SUB RENTAL CONTRACT SUPPLIER s EXCL TOTAL INCL TOTAL 14 BLAOO Black Vernon MARIO004 3263 16 736 84 6000 00 26 MALO001 James Malan SUNS0003 6416 67 898 33 50 5 UPTO001 Luke Upton SEAF0040 6140 35 859 65 62 FRA001 Douglas Franklin GREY0044 e Click Yes in order to continue when you are satisfied that everything is correct e Now click View Open Batches in Pastel and select the first Open Batch click on Jump To ip Open Batches E Usr a Tasinvoice 0 By SP 2014 Step 9 Rollover Procedure 55 e n order to view the invoices click on the magnifying glass then on the invoice to be viewed and Enter to open the specific Invoice Process Customer Document T ype Tax Invoice v Linke 7 reate Inclusive Customer User Define On Hold P i d i 4 1609714 Enter Select Customer Accounts Description Amount BAROO1 Bargain Clothing e 6000 00 01 09 14 UNIOO1 Uniforms Manufacturers 7000 00 15 09 14 VILOOT Viljoen Jeff 7000 00 01 09 14 CONO01 Constantia Art And Craft Suppli 4500 00 01 09 14 DURODI Du Randt JJ 4500 00 01 09 14 BUTOO1 Button Steve 4560 00 1
34. as Rented Rented 1075 00 Detailed Notes Accept Cancel In the Financial tab e The Cost Price is what the property is worth For Example 5 Million Rand e Tick the check box to Allow Tax Please note that no tax is applicable on Residential rentals and enter the Original Rental Amount This amount will be the initial Rental before any escalations At the bottom of the window in the Per Month field you can enter the Rental Including Tax amount and the system will automatically enter the Rental Excluding Tax amount as well as the Tax e The Municipality is a Supplier and can be added in Edit Suppliers It can then be entered in the field by clicking on the magnifying glass and selecting the applicable Municipality Also enter the property s Municipal Account number W Edit Property Code MOUNDO Rental Property Levy Property Description Mountain OC Billing Unt Orly FAL Guest eed Pastel Interface TPN Address FAL Supplier n Cost Price EDODOD OU Municipality MUNOO1 Municipality Constantia 2 Allow T ax ut Account Humber 11223344 ieu gt Orginal Rental Amount 4560 Original Date 2014 0 730 X Per Month Per Day Rental Excl Tas 4000 00 0 00 Rental Incl T ax 0 00 Images Accept Cancel 2014 36 Property Management e The FAC Guest tab refers to the Fixed Additional Costs the tenant is billed for For instance In addition to the month
35. ax Number Invoice Date Method Rental Start Date Update Tenant Invoices Next Invoice Number f Standard Bank Leung Coax D f ABSA Invoice Date Method C Nedbank Rental Start Date Y First National Bank Season Setup Mid Season 2014 02 01 2014 0514 High Season 2014 03 15 2014 04 30 Low Season 2014 05 01 2014 08 51 Mid Season 2014 03 01 201411730 High Season 2014 12 01 2015 01 31 Enter the description for the Description season here s in 2014 02 01 f 2014703714 4 New Season Edit Season Delete Season o Apply Close 2014 Step 1 Setup Company 21 Images e o be able to save images of your properties you need to set the path where you want the images to be saved The path will always be C Program Files Novtel Reservations ff Company Setup Company Details Property Images Path C Program Files M ostel Reservations Oecupant Photo Path C Program Files Novtel Reservations gt Enable Custom Splash Screen Image Image Path B Dimensions 581 px width 303 px height Accept Cancel Access Control e The feature is used if you have a security complex to manage with an installed security system which includes a boom gate at the entrance If the tenant has not paid his her account the system will deny access to the complex This is not part of this tutorial since it is highly specialized hardware and software 2014 22
36. billed in the next Recurring Billing since the contract dates are set from the 15th to the 15th and not the 1st to the 30th as with the other bookings e Also see that the bookings that have been processed for this month is now on Current status for the next month f Novtel Property Management 5 6 0 7 Item Grid Default Item Grid File Edit Modify Setup Process Reports Email Export Import Help St 5 mnmOes eo npESg m 0 07 3 i es s Phamacy FANG M 05 at 2 b 2 20 1 4 aa ze E E ea 2014 20 Sun Tue Wed The Se m View Properties O Cancelled All Properties Mobile Phone 072 123 456 789 Outstanding Deposits A 6 000 00 Unallocated Funds A 0 00 oO Reserved C Available Properties e n ax 456 799 Date Description Debit Credit Balance O Confirmed QJ New Rental i harmacy Telephone 072 123 456 783 O Current First Name D Invoiced 201 4 09 06 201471 0 15 gt tia as riers E Partially Paid GoToTop Go To Bottom Amedicine co za C el Number B Paid E mail B Supplier Paid Communal U SI SI SI SI SI SI SI 7 O 2014 Step 9 Rollover Procedure 59 gt Procedure to update invoices for Short Term Bookings in Novtel e Right click on the booking on the Grid and set the Status to Invoiced See how the color of the booking has changed to green M File Edit Modify Setup Process Reports Email Export Import Help arc oes eee um m T n Sep Jep IE 2014 2014 id
37. culate Commission 0 Apply Commission Escalations Save Cancel 2014 44 Property Management e Click on the property and Accept fh Available Properties BEALLULT BEALI CARRPOO I3REYSULT HAAR YOO MARIT OO MIMOSOO1 MOUNTOT PARESOO1 4M 50001 SEAFHU LZ SESFROOO SUMSEOO SUM SEOU2 THEBLOO THEHOOU Search By Code Accept Cancel Beacon Island Holiday Flats Mr 71 Beacon Island Holiday Flats Mr 60 Car Place Shop 7 44 Grey Street Harry Circle Martz Building Shop 4 32 Mimosa Ave Mountain Road 17 43 Park Street 11 Sampson Street 47 Seatront Drive 40 Seafront Drive 85 Sunset Cresent Unit 3 85 Sunset Cresent Unit 4 The Blue Dolphin Holiday Flats 7 The Hope Industrial Complex 2 Search For 2014 Step 7 Creating Contracts and Deposits 45 e Enter the commission percentage and Apply Commission e Now click on Escalations and enter the Escalation Percentage normally 10 annually e Enter the month for escalation and the Initial Rental Amount and click Accept Tenant September 2014 3 August 2015 12 Months Initial amp maunt g 4560 00 Appl Escalation To All Contracted Properties Calculate Commission 4 1 5 Apply Commission Save Cancel 2014 46 Property Management e Click on the Deposit Tab enter the Deposit Amount and then click on the check mark next to the Deposit Raised F
38. e inaccessible if you have chosen Work Order Method Click Accept On the Roof you can see a number that number represents the maintenance in numeric form done on the property The color for Maintenance Details are the same as the Recorded Maintenance Tab Now select Work Order Document Record Property Maintenance Maintenance Description Property SAMSOO01 11 Sampson Street Tenant BUTOO1 Button Steve Outside Inside View Options MM Recorded Maintenance Works Order Created Repaired and Billed fe AJ Date Tenant Reservation Maintenance Item Maintenance Type Categor Impartance Lacatio 3 1 2014 03 08 Button Steve 98 Roof Repair Structural Critical Hesider Recorded Works Order Repaired f Repaired and Billed Snag List amp Maintenance l o Work Order Doc Send Maintenance Send Works Order andes ande Close Notifications Notifications zi O 2014 Step 12 Maintenance e Click on the magnifying glass to select the Supplier Code The contractor that will do the maintenance The Due Date will automatically be inserted since we have selected the Importance tab to Fix within 24 hours e Enter the Quoted amount for repairs and click on Record Work Order F Record Maintenance Work Order Property Code SAMS LDLUT Description 11 Sampson Street Supplier Code JAKOO o al Jake s Home Repairs Iw One by one Multiple Due Date 201 4 09 09
39. e system at the same time e The number of rows allow you to change the number of properties you want to see on the main grid and the number of columns represent the number of days you want to see in advance e You also need to activate certain features in the system such as gt All properties to be managed at once by Novel Monthly billing Access control system if applicable Allow for Agent Commission if applicable You also need to set your overlapping periods and grace periods F Lj Company Setup Company Details This Database Manages f gt Novtel Default AllIn One 7 Automatic Refresh Interval Yn uU Seconds Enter D to dabie eee A 2 Number of rows en Grid 18 Number af columns on Grid Activate Monthly Billing Activate Access Control Activate Recurring Maintenance Force Agent Commission Fixed Landlord Levy Allow reservations to overlap by Allow Grace Pernod of Unique Rate Desc Accept Cancel 2014 Property Management Financial e Set the percentage VAT on your transactions as well as your Tax Number if applicable If you manage short term rentals such as holiday rentals you can select the Allow Season option WM Company Setup os Banking Detail Receipting Company Details General Remove Remarks from exported Pastel Documents Update Supplier Invoices VAT GST 7 Sales Tax lise Tax i Tes Tax Percentage Next Invoice Number C No T
40. ed Email Statements Mail custamer supplier statement directly after the reservation has rolled Setup Customer Email Setup Supplier Email l Proceed D Cancel Reserved Reserved Reserved Reserved Reserved Reserved Reserved Reserved Reserved Reserved Reserved Reserved 2014 03 01 2014 03 15 2014 03 01 2014 03 01 2014 03 01 2014 03 15 2014 03 01 2014 03 01 2014 09 01 2014 03 01 2014 09 01 2014 03 01 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 Update Selected Invoices T Close 8 54 Property Management e The Pre Import List will be minimized to your Internet Browser in HTML Format First check the report for any inconsistencies before you continue Pre Import List For September 2014 q V5 6 0 7 P P PRINTED DATE 16 SEPTEMBER 2014 TIME 02 34 34 PM CUSTOMER INVOICES 14 2 MARIO004 BAROO1 Bargain Clothing 3263 16 736 84 6000 00 26 UNI001 Uniforms Manufacturers D 3 6140 35 859 65 7000 00 50 5 VILOOI Viljoen Jeff 6140 35 859 65 7000 00 62 CON001 Constantia Art And Craft Suppliers 3947 37 352 63 4300 00 86 DUR001 Du Randt JJ 3947 37 352 63 4500 00 98 BUTO01 Button Steve SAMS0011 4000 00 560 00 4360 00 111 10 JAND001 Jane s Pharmacy CARR0007 3263 16 736 84 6000 00 135 12 DUV001 Duvet and Pillow Manufacturers SHOP0022 7017 54 982 46 000 00 160 14 ABB001 Abbot Kevin
41. ed to do so O 2014 Downloading and installing 5 Ab 2896 of NowPropFull exe downloaded View and track your downloads Search downloads Mame Location Actions NovPropFull exe 149 MB 2736at 245 KB sec novtel com min 32 sec remaining Pause Cancel It will take a while to download il Novtel Property Management InstallShield Wizard Welcome to the InstallShield Wizard for Novtel Property Management The Install amp hield R Wizard will install Novtel Property Management on your computer To continue dick Next WARNING This program is protected by copyright law and international treaties e Click on I accept the terms in the license agreement Next and Next again The program will now be installed O 2014 6 Property Management il Novtel Property Management InstallShield Wizard Installing Novtel Property Management The program features you selected are being installed Please wait while the InstallShield Wizard installs Novtel Property Management This may take several minutes status Validating install InstallShield lt Back Click Finish when the installation is completed Now click on the Property Management icon created on the desktop Check the date and click Next System Date Check Please check that your system date is correct Movtel Property Management will not function corectly if the system date ts incorrect S
42. ent Reference NEN Contract Month Start Day 1 dinum iv Use Tenant 4s Occupant Seperator Space TENE First M ame Shawn ID Number 1234567888765 Last Hame Andrews Mon South African Citizen Date of Birth 4370 07718 Accept Cancel e You will also need to complete the following tabs Delivery Address gt User Defined Fields which can be created in the top menu by clicking on Setup gt User Defined Fields Tenants You can create Fields such as Work address Work telephone etc Waiting List Details If the tenant is waiting for another property that is either bigger smaller or in another area Banking Details Note that there are mandatory fields that needs to be completed Occupant In this case the Tenant is the Occupant e Click on Accept when you are done e Now create all the Tenants Occupants O 2014 Step 7 Creating Contracts and Deposits at 9 Step 7 Creating Contracts and Deposits A booking to rent a property is seen as the contract In order to created the contract click on Edit Contract Manager Novtel Property Management 5 6 0 7 Novtel Defa lodify Setup Process Reports Property i B g 3E T N Tenants Suppliers Rates ru rr IL ral Categories Supplier Categories Supplier Services Contract Manager Inspections Maintenance E E 2014
43. ially Paid Go To Top Go To Bottom Emm amp igmail com C Number Paid E mail B Supplier Paid OD Communal U C Communal P XI I XI XI K KI K KI XI 71 2014 Step 10 Working with Documents 63 05 September 2014 TAX INVOICE TEL 0881 66 8835 NOVTEL PROPERTY FAX 0881 66 88 315 UNIT 30 TAX REG NO 1234 DIAZ OFFICE PARK DIAZ BOULEVARD WEST MOSSEL BAY Button Steve BOOKING NUMBER 93 PO Box 000 Newlands Date In 2014 09 15 1234 Date Out 2014 05 30 Description SAM 850001 11 Sampson Street l 4560 00 Total Tax 580 00 Total Excl Tax 4000 00 Total Incl Tax 4560 00 TOTAL DUE 4580 00 Letters e n the Letters Tab you can tick the check box to Use your own Letterhead Enter the Headers for General Rental Form and Confirmation of Rental to be displayed on the Letters e Type the message to be displayed on Confirmation of Rental Letter Word Documents e Microsoft Word Documents fully integrates with Novel To learn more on the subject please register on Novtel s Forum in order to have access to the information Document Notes In this tab standard document notes can be setup to display on the following documents e Custom Invoice e Provisional Invoice e Customer Invoice e Landlord Statement gt Property Images e When using a digital camera images for the inside and outside of the property can be uploaded into Novtel gt Customer Statements e As wi
44. ield 1 September 2014 31 August 2015 12 H Months Payment Dap 1 l Deposit Interest QDemssee Deposit Amount 3 Deposit Refunded 2014 Step 7 Creating Contracts and Deposits e Enter the due date for the deposit e Now click on the Properties tab and then Make Reservations The entire year s reservations will be displayed Click Save to conclude the contract Tenarit 1 September 2014 31 August 2015 v 124 Month Payment Dap 1 Sub Rentals Fized Charges SH Fixed Rates Deposit 1 Deposit Raized 201 4708704 Deposit Amount 4560 00 Deposit Due 2014 09704 die a 2 Deposit Paid 3 Deposit Applied UR 3 Deposit Refunded Save Cancel 2014 48 Property Management Contract Number pe Fixed Monthly Y Tenant 1 September 2014 31 August 2015 v 124 Month Payment Day fi Sub Rentals Fixed Charges SH Fired Hates MOUNTO Mountain Haad 17 Add Property Remove Property Cancel Contract 201 4 05 01 2014 10 01 2014 17 401 2014 12 01 2075 01 01 2015 02 01 2015 03701 wad MA wd gd 2014 03 30 2014 10731 2014 11 30 2014123 2015 01731 2015 02728 2015 03731 und M dp5 amp 4 ea Reserved Reserved Reserved Reserved Reserved Reserved Reserved ra LI Rental Mum Date Start Date End Iny Total 4560 00 4560 00 4560 00 Ap 4560 00 4560 00 4560 00 4560 00 eee an IDO Oooo co
45. lk Charges Status v Unprocessed Processed Record Maintenance Communal Record Maintenance Vacant Units 2014 Step 9 Rollover Procedure 53 e Click on Process Recurring Billing In the Fixed Contracts tab select the month year all the invoices to be updated and click on Update Selected Invoices Recurring Billing F 2014 v 14 v 26 v 50 v 62 v 86 v 38 v 111 v 135 v 150 v 172 v 184 v 196 Month End Options Update Customer And Supplier Invoices Print Detailed Pre Irpart List Iw Print Updated Invoices Current Month Fixed Contracts BAROO1 UNIOO1 VILOO1 CONO01 DUROO1 BUTOO1 JANOOT DUVOO1 ABBOO1 ACKOO1 ATKOOT BAROO2 mE Viljoen Jeff September v Constantia Art And Craft Suppliers Du Randt JJ Button Steve Jane s Pharmacy Duvet and Pillow Manufacturers Abbot Kevin Ackerman Danie Atkins Ruan Bartlett Ruben V5 6 0_7 Prints a more detailed version of the Pre Impart List repart a Current Year jons Active Monthly Tenants Contract No Tenant Code Tenant Description Property Code Status Date Start Date End Bargain Clothing Uniforms Manufacturers MARIOOO4 SUNSO003 SEAFO040 GREY0044 MIMOO032 SAMSODT1 CARR DU SH P 022 WATSOOO1 WATSOO02 WATSOO03 WATSOO04 Prints a list of all the customer and supplier invoices that were updated after the month end has been complet
46. ly rent the tenant will pay R300 for water use Should there be other costs agreed upon it could also be setup in the Charges e Click on the magnifying glass select the charge and Accept Set the Link and Quantity Finally select Add gt ib Edit Property Code M DENTOT Rental Property Levy Property Description Mountain Road 17 Biling Unit On User Defined E General Details Financial FAC Guest Field Pastel Interface Commission Charge Code Description lnk Quantity 1 Luantity Add Edit Fired Additional Costs Code Description Link Oty js Jal ecco mm jose noci Accept Cancel e In the same way you can setup the FAC Supplier tab in order for the Landlord to pay the Municipal Rates and Taxes on the property e The User Defined Fields are created by clicking on Setup in the top menu and then User Defined Fields but is not part of this tutorial e There are different options in the Commission tab from which you can choose gt No Fixed Commission Fixed Commission Amount Fixed Commission Percentage e As indicated in the diagram below we have used the Fixed Commission Percentage option and set it to 5 O 2014 Step 5 Creating and Editing Properties B Edit Property Code M OUNOO1 Rental Property f Levy Property Description Mountain Road 17 Billing Unit Only No Fired Commission
47. ming Pool Pump SEAROUUE Replaced Tap SEROU Fixed Gate SEROUS Painted Root e n the future when you need to create more Categories and Services simply Add to the lists O 2014 Step 4 Creating Suppliers Landlords 31 Creating Suppliers Landlords Finally we can now insert all the Suppliers into the Novel Property Management system We will use the list of fictional Landlords Suppliers supplied in the beginning of this user manual e Click on Edit and then Suppliers on the top menu Supplier List Number Description Telephone Refresh ED add New c Search Number f Description MER B arce e n the General Tab the information to be entered will consist of the code allocated to the Supplier Landlord O 2014 32 Property Management e he Type will either be Landlord or Service Provider depending on the type of Supplier In this case it is a Landlord Fa Suppliers Account Code BLAOLUT i Description Black Yemon Delve Addresses User Defined Fields Pastel Interface Bank Details Postal Address 789 Rodeo Drive Telephone Ma 021 123 456 783 onstantia Mebile Phone 082123456 789 ee JAM BackGhomeicom Supplier Category 05 Landlord Service tne ae cave Cancel e And in this case it is a Service Provider F Suppliers Account Code FE TOU s ervice Provider Description Pete s
48. mmodation will ALWAYS be at the bottom of the Grid Now proceed to make the bookings for all the Rooms as explained in Step 7 I Novtel Property Management 5 6 0 7 Novtel Default Item Grid File Edit Modify Setup Process Reports Email Export Import Help 593 G07 eomMg oe C A View Properties SELL Sub Rental F7 O Cancelled All Properties Mobile Phone 123 789 Outstanding Deposits A 6 000 00 Unallocated Funds R 0 00 EJ Reserved C Available Properties 788 Date Description Debit Credit Balance C Confirmed ienta eril AT 23 456 789 C Current a 3 NewRenat Di harmacy E Invoiced 201 4 08 31 v 201 4 10 03 v 3 Pattially Paid Go To Top Go To Bottom ji cine co za Cell N umber E Paid E mail B Supplier Paid Communal U SI SI ISI SI SE SI 71 gt Bulk Charges such as electricity water effluent refuse etc can be equally divided between the Rooms Properties in the Shared Accommodation There are two ways in order to record these charges e Right click on the booking on the Grid and select View Record Bulk Charges e n the top menu click on Process Bulk Charges Update This is not part of this tutorial Please register on Novel s Forum at http www novtel com forum index php in order to have access to this information O 2014 52 Property Management 11 Step 9 Rollover Procedure e Open both Pastel and Novel and check for Open Batches in Pa
49. n also refer to Landlords or Property Owners There are three different types of suppliers For example 1 Plumbing and Electrical companies are supplying a service 2 Landlords are suppliers of properties 3 Your own company as a Property Managing entity will be paid by the Landlord for rendering a service In order to manage all Suppliers effectively you need to create Supplier Categories and Supplier Services e On the top menu click on Edit Supplier Categories e Click on Add to create a new Category a Supplier Categories Code n Add Mame E dit Plumbing Delete Electrical Interior E xherior Landlord e Enter the code and the Category name and click on Save e Repeat the process until all your Categories have been created and click Close when it is done 2014 3 Property Management Wl Supplier Categories Code C u Name E dii Gardening die Delete Plumbing Electrical Interior E terior Landlord OF Gardening Supplier Services e On the top menu click Edit Supplier Services e Select Add to enter new Services e Repeat the process until all your Services have been created and click Close when you are done F Supplier Services Ende snas a O i ae Cancel SERULIT Fixed Light SEHULD2 Replaced Geyser SEROUS Replaced Lack SERULDA Fixed Door Hinges SEROUS Fired Swim
50. ngs Users Passwords you will need to log on as the supervisor and open the shift gt How to open a shift e Click on Supervisor Edit Shift W Supervisor Shift Cashup Fille Reports View Location Supervisor David Shift aS PDDOUT Tenant Table TA Type Shift Total Invoice Date Front Desk SFT OOO01 James 4560 00 24 8 21 Y SFTOOO02 James 0 00 Batch Shift Single Shift Open Shit MRA 4560 00 SS Ca T Supervizor af Shift Cashup 2014 e Property Management e Select the User whose shift is to be opened and click on the arrow pointing to the right Supervisor Shift Cashu Dx P V5 6 0 5 Fille Reports View Location Al muEDavd EIE sSUPOOO01 W select Users T t z Total ice Dat Available Users Shift Users era Mick Front Desk James Front Desk 4560 00 2014 06 21 Y 0 00 Accept Cancel Batch Shift Single Shift Open Shift MET TR 4560 00 Supervisor Supervisor CI Edit Shift Shift Cashup Boe e he User will now be in the right hand block select Users Available Users Shit Users Hick Front Desk James Front Desk Stella Front Desk v5605 Q Accept h Cancel e Click Accept close the window and the User can Log On for his her shift O 2014 Step 11 How to Receive Payments How to Receive a Deposit e Click on the arrow next to the POS Icon and select Deposits Acc Payments Deposits
51. owtel Forms Designer Include Copy of Invoice um Copy of Invoice Layout Wel see A oe f Plain Paper ea ZF iho abe Logo Layout 1 Merz Enpi amy Conan sup zog oe I T TP Dum 278 2317 inc ee sw oe I Lago Layout 2 ne bead Sect ln caer LE Tarn SS H e FO Acad cre C Dc 2212 ee mure Novtel Forms Designer Paper Size 44 2170 mm 297 mm e Logo Layout 2 Customer Invoices Word Documents Document Mates Property Images Cheeks Supplier Reports Main Invoice Layout Plain Paper MA Decersber 2012 PROPERTY ALEL ESTEE TEL Ori E23 a BONNER acc irri zd cla LG ae TA EX Ma AAH NHH Lago Layout 1 E BAM Mowtel Forms Designer Include Copy of Invoice Gam Copy of Invoice Layout Kar DENS TUMP f Plain Paper ea ZF iho eee Logo Layout 1 Mere C Lago Layout 2 me tos adel a mira MIU NET BS C Furzai incre c Duc 2E ui meatal C Novtel Forms Designer Paper Size 44 2170 mm 297 mm Accept Cancel 2014 Property Management e Novtel Forms Designer You can design your own documents with Novtel Forms Designer but it is not part of this tutorial e Click Accept to save your preferences e Select the Layout you prefer and also tick the check box to Include the Copy of the Invoice should the need for it arise Select the Layout for the Copy it does not have to be the same as the Main Invoice Layout e When you right click on the booking on
52. play the following information to be completed Select one of the following Types of Industrial Businesses e Industrial Park e Light Manufacturing e Heaw Manufacturing e Warehousing e Research and Development Enter the floorspace of each of the following in the block provided and tick the check box next to each applicable space For example e The Office is 100 square meters e The Toilet 5 e The Kitchen 10 e The Storage space 400 e Other Not specified 500 e The total floorspace will be added up according to what you have entered 1015 square meters e Now tick the check box for the total size m2 Setup can be done in User Defined Fields Size m2 e Enter Detailed Notes in the field provided 2014 Step 5 Creating and Editing Properties 35 W Edit Property Code WwAREDDO4 Rental Property ae Levy Property Description warehouse 4 Harry Circle Billing Unit Only FAC Guest eae eerie Pastel Interface TPH Address FAL Supplier Ownership Dwned Industrial Property dem Industrial Park Light Manufacturing Heavy Manufacturing o Warehousing C Research and e Development Office 100 00 i J 100 200m2 0o00 BUD UD m 0 00 Total 1015 00 Toilet 5 00 V 200 300m2 ooo 700 800 m2 nnn T s 10 00 300 400 m ooo agi 300 mz 0 00 storage 40008 400 500 m2 nnn 300 1000m2 npn Non Chargeable 0 00 Other 500 00 UO 600 mz 0 00 1000 1100m 0 00 C elect the checkbox to zet size
53. roperty Available Properties Property Description Branch WAT SOOO WAT SOOO WAT SOOO WAT SUA T Watson Street Room 1 T Watson Street Room 2 T Watson Street Room 3 T Watson Street Room 4 Cape Town Cape Town Cape Town Cape Town HARRUDDS MARIOUUA MIMDUUSZ MOUNOOT F FAREKUUAS SAMSOO11 SEAFDDAD sHOP QZZ SUNS 0003 SUNS O004 THEHOO2 Harry Circle Mantz Building Shop 4 32 Mimosa Ave Mountain Road 17 43 Park Street 11 Sampeon Street 40 Seafront Drive Shop 22 Marula Street 85 Sunset Cresent Unit 3 55 Sunset Cresent Unit 4 The Hope Industral Co Cape Town Cape Town Cape Town Cape Town Cape Town Cape Town Cape Town Cape Town Cape Town Cape Town Cape Town 4 Q Cancel Step 8 Communal Properties Shared Accommodation 51 e Now go to the Grid and see how the properties are displayed Next to the Normal Properties a N is displayed and contracted rented properties have a C in front of it e For the Communal Property Shared Accommodation there is an A next to the property and the color on the grid is yellow The yellow means that it is still Unprocessed for the month The CP in front of the property means Communal Property e The Rooms themselves do not have a Letter to the right of the property on the Grid since they are linked to the Main Property Also remember that Communal Property Shared Acco
54. s case for the demo Repaired Creating the Maintenance Type is done in Edit Maintenance Type gt Select the Applicable Rate In this case MAIOO1 Maintenance Enter the Location by clicking on the magnifying glass and double click on the Location to select it Setup done in Edit Maintenance Location e Location 1 can refer to in the case of a block of flats First Floor Number 7 e Location 2 could be Air con Serial number 222555888 O 2014 Step 12 Maintenance gt Select the Amount for the maintenance This will be the amount quoted by the contractor doing the maintenance when the quote is accepted In the Detailed Description field enter what needs to be done For Example Loose Tiles must be fixed broken tiles replaced and the area must be sealed to prevent a leak when it rains F a Record Maintenance Number 1 Reservation Number 38 Tenant Button Steve Property Code SAMSOOOI Property Description 11 Sampson Street Method of Billing Direct Method gh Works Order Method Maintenance Item Roof Maintenance Tvpe Hepair Applicable Hate MAOT Maintenance 0 00 Location Residential Home Location 2 Amount 0 0 Date Recorded B8 September 2014 09 46 20 AM Detaled Description Roof Tiles are loose Repair and seal in order to fis the leak O To Be Billed ED accent Cancel 2014 Property Management To be Billed will b
55. stel The Bulk Charges for Communal Properties Shared Accommodation must be updated and the status must be Processed in order for the Recurring Billing to be done e When the status of the Communal Property has not been Processed the system will alert you to first rectify it in order to proceed Recurring Billing V5 6 0 7 Current Month Fixed Contracts Current Year 2014 Active Monthly Tenants BAROO1 UNIOO1 VILOOT CONOO1 DUROO1 BUTOO1 JANOOT DUYO01 ABBOO1 ACKOO1 ATKOO1 BAROO2 Select All Select None Bargain Clothing Uniforms Manufacturers Viljoen Jeff Novtel Property Management MARIOO04 SUNSO003 SEAFOO40 BEY 044 Reserved Reserved Reserved i The following properties still have unprocessed communal bookings WATSO0000 Please change their statuses to Processed in order to continue the month end procedure 2014 03 01 2014 03 15 2014 03 01 2014 03 01 2014 03 01 2014 03 15 2014 03 01 2014 03 01 2014 03 01 2014 03 01 2014 03 01 2014 03 01 Update Selected Invoices 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 2014 03 30 Electronic Payment Tenants Banking system Generic CSV Specify Debit Day 201 5 10 01 Close e Right click on the Communal Property on the Grid and select Status Processed The color for the Communal Property will now turn white View Record Bu
56. t Supplier List To print a complete list of all the Suppliers click on Reports Suppliers List All LIST ALL SUPPLIERS Date and Time Report printed 2014 09 08 08 26 59 AM NH ovtel Property O 2014 Number AMT 001 BLAOO 1 CAROO1 ESPOO1 FRAOO1 FREOO1 GAROO1 JAKOO1 LANOO1 MALOO 1 M ARUDO 1 NOV 00 1 PETO00O1 RADOO1 UPTOO1 Description Anton s Painters Black Vernon Stan Carr Werner Espin Douglas Franklin Fred s Electrical Garden Services Jake s Hame Repairs Robert Lang James M alan Ken Marshall Novtel Property Pete s Plumbing Jake Rademan Luke Upton D77 123 456 789 086 123 456 789 078 123 456 789 082 123 456 789 083 123 456 789 O77 123 456 789 086 123 456 789 078 123 456 789 082 123 456 789 083 123 456 789 O77 123 456 789 086 123 456 789 078 123 456 789 082 123 456 789 083 123 456 789 Email vblack hotmail com scar telkomsa net wemer e telkomsa net dougfranklingg hotmail c om fred electrical co za 0812 123 456 789 0812 123 456 789 0812 123 456 789 garden services co za 083 123 456 789 088 123 456 789 077 123 456 789 071 123 456 789 0861 66 88 35 082 123456789 083 123 456 789 O77 123 456 789 083 123 456 789 088 123 456 789 077 123 456 789 071 123 456 789 0861 65 88 35 082 123456789 083 123 456 789 O77 123 456 789 083 123 456 789 088 123 456 789 07T 123 456 789 071 123 456 789 0861 66 88 35 082 123456789 083 123 456 789 O77 123 456 78
57. t to it and click Arrivals amp Departures Activity List Of Availability Rental Agreement List Agency Status Rental Statistics Usage Report Utilization Audit Log By User Comments amp Remarks List Categories List Property Links Properties List Un Posted Rentals Deposits Month End Monthly Rental Commission Income To Sales History Takings Per User Restaurant and Diet Report Housekeeping Report Bednights Report Sub Rental Works Orders Number 14 1 Bargain C O00 Maintenance DW Inspections Maintenance Billed To clothing Customer Occupants Suppliers 2014 84 Property Management List Charges m Display On Report Description ADMDUI Admin Selected Charges M CLEDO Cleaning Before Occupancy T CLEDD2 Cleaning After Occupancy 1 canat Commission 1CcaNant Contract Fee 1pDAMDUOT Damage Show User Defined Fields CIDSTOG DSTV per Month Accept Cancel List Charges iuum PRINTED DATE 08 Saptember 2014 TIME 08 15 42 AM HOVTEL PROPERTY DESCRIPTION l ALLOW TAX YES YES YES Commizzion YES Contract Fee 600 YES Damage YES DSTV per Month 600 YES DSTV per Dav YES Low Season 400 00 YES Mid Season 600 00 YES Municipal Charges 300 00 YES test season 200 00 YES NUMBER OF CHARGES 12 2014 Step 13 Reports 35 g
58. ter Cheque Number Bank Transfer Enter Bank Account Number and Bank Type V5 6 0 5 Date Amour THEUUT The Book Empire 6000 00 al Fe 5 KS 6000 00 NK oo Credit Card c Bank Transfer PAYMENT DUE e Enter the Payment Received amount It should be the same than the Payment Due amount Click Accept and then OK 2014 14 2014 Step 12 Maintenance Step 12 Maintenance Any maintenance to be done on properties can be recorded directly on the Grid It is important to remember that maintenance can ONLY be recorded when a property s status is on Current Right click on the property and select Record Maintenance M Novtel Property Management 5 6 0 7 Novtel Default Item Grid WM File Edit Modify Setup Process Reports Email Export Import Help ec eom EM m 13 14 2 2 2 d 20 rl en Sep Sep Sep ep 2014 2014 aa ots a ae eons E 2014 Sum Wed Thu Sat Sum ENEEEN e tatuz Curent View Details F5 Edit Contract Restaurant and Diet Lurbbkb Documents Status Record Maintenance J a 3 Print Snag List Property Management gt On the diagram of the house click on the part of the house where maintenance is needed Roof Bathroom Kitchen etc 7 Record Property Maintenance Maintenance Description Property SAMSOO01 11 Sampson Street Tenant BUTOO1 Button Steve Outside Inside ZN aE
59. th Invoices there are 3 standard layouts to choose from for your Customer Statements and a message can be setup in order to display on Statements O 2014 64 Property Management gt Supplier Reports e Select the layout for Supplier Reports Debit Orders e Novtel offers a full Debit Order System Work Orders e Select one of four Standard layouts for Work Orders More information on Work Orders discussed in Step 12 Maintenance O 2014 Step 11 How to Receive Payments 65 13 Step 11 How to Receive Payments e t is important to know that transactions can only be done when the Supervisor has opened a shift for the User on duty Novtel Property Management incorporates an entire shift opening and cash up procedure function What this means is that the cash up supervisor will log on using his her password and open shifts for each of the other users for each day The receptionist for example may then log on and do transactions throughout the day and at the end of the day the money she has received must correspond with the transactions done in Novel The supervisor then double checks that the money count is correct e You may even have different supervisors Supervising different sections of your business Each supervisor then has his her allocated users reporting to them You may have an unlimited amount of users reporting to a supervisor e Once you have created your cash up supervisor see Company Setti
60. tions Recorded Maintenance Maintenance D y Created Repaired Maintenance Repaired and Billed Repaired Repaired and Billed Billed iw All 2U1 4 09 08 Button Steve ex 98 Roof Repair Structural Critical Hesider Recorded Ls C works Order Date Tenant Reservation Maintenance Item Maintenance Type Importance Locatio Repaired f Repaired and Billed Snag List amp Maintenance 1 Send Maintenance Send Works Order Doe Notifications Notifications A 2014 s Property Management e When you return to the Grid and the system has been Refreshed you will notice a green Spanner in front of the property where maintenance has been recorded It will stay green as long as it falls within the allowed 24 hours allocated for the job to be done As soon as the 24 hours expire and maintenance has not been finalized the Spanner will turn red MF Novtel Property Management 5 6 0 7 Novtel Default Item Grid AM File Edit Modify Process Reports Email Export oak e a 13 14 zos m Jess ana ea T 14 a d BEACOBOS E ser Sun 2014 Step 13 Reports at 15 Step 13 Reports The are 81 Reports in total in Novel Property Management Please have a look in the main menu under Reports for the full spectrum of options Due to the vast variety of reports we will only show you a few
61. tson Street Rooms 1 4 Supplier Landlord Novtel Property Address Unit 30 Diaz Office Park Diaz Boulevard West Mossel Bay Cell no 0861 66 88 35 Email info novtel com Properties for Rent Shop 22 Marula Street Constantia Warehouse 4 Harry Circle 11 Samson Street Newlands Supplier Landlord Mr Stan Carr Address 25 Fraser Road Bellville Cell no 086 123 456 789 Email scarr telkomsa net Property for Rent Carr Place Shop 7 Queen Road 2014 o Property Management Supplier Landlord Mr Robert Lang Address 9 Panorama Newlands 8888 Cell no 088 123 456 789 Email robertlang gmail com Property for Rent Warehouse 6 Harry Circle SERVICE PROVIDERS Supplier Service Prowder Fred s Electrical service Electrical Address 25 Fourth Street Bellville 2222 Cell no 083 123 456 789 Email fred electrical co za Supplier Service Provider Garden Services Service Garden Address 25 Seventh Street Bellville 2222 Cell no 0812 123 456 789 Email garden services co za Supplier Service Provider Pete s Plumbing Service Plumbing Address 14 January Street Durbanwile 2222 Cell no 082 123456789 Email pete plumbing co za Supplier Service Provider Anton s Painters Service Painting and Maintenance Address 55 Lakeview Street Panorama 5555 Cell no 082 123 456 789 Email anton maintenance co za 2014 Downloading and Installing 15 This is the list of
62. ystem Date OF July 2014 Current Day Current Manth July Current year 2m 4 2014 Downloading and Installing e Enter all details in the Free Lite Registration Renewal screen as indicated e Be sure to enter the correct details since an activation code will be sent via e mail in order to activate the software on your computer Free Lite Registration Renewal Novtel Property Management Lite Please complete the following form to register your product First Name Limits Properties 20 Bookings Unlimited POS Transactions 2000 Works Orders Unlimited Sumame Company Email Rate Our Product O O Cellphone LS LJ LS Lf F7 8 Lf A SMS activation will be sent to this number awarding you cm an M TTE Help us keep the Lite Version E eunnn dite l i with 3 FREE support credits free by making a donation a Comments Donate Registrations Skipped 0 maximum 10 Register Later Register SE O 2014 8 Property Management F Free Lite Registration Renewal Thank You For Registering Novtel Property Management In order to ensure your email is valid an activation code has been emailed to louise jvvienovtel com If you have trouble locating the email please check your spam folder or click the button below to send the activation email again Hesend email Once you have received your activatation code enter it into the area below and click Activate

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