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IPM Classic User`s Guide

1. single label for a tenant Print Cancel 84 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Adding a Tenant We recommend that new tenants be added through the Move In function If you require additional information it can be added at any time on the Tenant screen See Chapter 12 Move In Move Out for more information Changing Tenant Information 1 Make certain that the correct checkbook and property are active If the checkbook and property are not the ones you wish to edit change them under Current Settings 2 Click the Tenant icon 3 Click the Find button A box with a list of tenants for the current property will be displayed Click on the tenant you wish to edit ANETTE e Tenants Units Units Tenants Smith Betty Birdman Harry 4 Change any of the information for the tenant When done click Save 5 If another tenant in the same property needs editing click Find and locate the next tenant 6 When all tenants for the current property are edited click OK Changing Tenant Charges Note these are the standard monthly charges and not one time charges For information on one time charges see Chapter 8 Charges for more information 1 Make sure you are in the correct checkbook and property If you are not in the right checkbook and property change them under Current Settings 2 Click on the Charges icon Copyright 2010 FullHouse Software I
2. 8 If this check is written for more than nine properties the Finish button will be grayed out Click on Enter Another Check to create a new check containing up to nine additional properties Continue clicking on Enter Another Check until OK is enabled once more this indicates that all checks have been generated for all selected properties 9 To add another check click on Enter Another Check 10 When done click on OK and the Cash Disbursements window will close 11 Print by System checks can now be printed Manual Checks can now be posted 2 3 4 5 6 7 8 a Entering an Owner Check This type of check may only be generated if Owners have been set up for this property and the Owner Withdraw Account default have been entered See Chapter 3 Properties and Chapter 6 Accounts for information on how this is entered 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings FullHouse Software Inc User s Guide Click on Use Consolidated Cash Balance The Consolidated Cash window will close and the Cash Disbursements window will open 2 The Print Status field will be highlighted and either Print By System or Manual Check will be displayed If this is not the correct selection click on the downward arrow and select the correct check type 2 If Manual Check is selected make sure the check number field
3. Y Esport A R only Export FullHouse Software Inc User s Guide Import FB import Cash Receipts S Import Format Import Pending A P from another Workstation The import C GL Transactions mport File o j function allows ap El Pending AP Records H you to use data Tenant Information from other formats or other workstations in ben IPM You can cen import GL transactions from and Excel spreadsheet import unprinted checks or import tenant information To use the Import screen 1 Select the Import format either GL Transactions Pending A P or Tenant Information 2 Find the file to import Click the button to browse to find the correct import file Excel Spreadsheets have to be in a specific format worked out between you and FullHouse software Pending A P requires a file created by IPM s Export and has the extension of exp Tenant information is generally a comma separated text file in a format established between you and FullHouse Software 3 Click Import to add the data from the external file to IPM Backing up an IPM Database A backup is a compressed AB Backup JM Database encrypted copy SE KE Aca 100213 SAMPLE BKU of your entire tere E database In 100327 SAMPLE bku other words a backup is a copy of your d ata n a This will copy the data from the current database to a secure backup 7 Backup from file Current Database special format C MPM SOURCES
4. e If the amount due is completely offset by the deposits a box will appear and declare that the tenant has a Zero Balance Click on Prepare Journals and the system will make the necessary entries to move out the tenant e If the amount due is greater than the deposits the tenant must pay the difference A box on the right side of the window labeled Receive a Payment will be displayed In that box click on whether the payment is received in Cash or Check if a check enter the check number in the field provided Click on Receive a Payment and the system will make the necessary entries to move out the tenant e If the amount is less than the deposits a refund check must be issued A box on the right side of the window labeled Write a Check will be displayed In that box is the information for writing that check Make sure the information is correct then click on Prepare aeS LGE JI OI een Step 3 Collect or Refund d Move Out processing involves four steps ap Deposit Amount Available 0 00 1 Identify the tenant Amount Owed from Previous Page 0 00 a ete mine amou Loe wed and deduct Amount Due to fromT enant 0 00 mounts on dep D Receive monas o wie a check Zero Balance Due 4 Print receipts a ae ord tr Amount Due Tenant 0 cd end the ten re ard nak ie nit waila ble for the This Tenant owes nothing Both the Deposits and Balance due are zero Remove Tenant This wizard is designed to speed this pr
5. e Sq Ft The square feet of the unit is entered here If the square footage of the property was also entered C A M passthroughs may be billed based on square footage e When Available If the date when the unit is going to become available for rent is known it may be entered here This field is used for generating the Future Vacancy Report See Chapter 11 Reports for more information Date Vacated This field should be left blank The date when the last tenant moves out will automatically be inputted into this field Status This field will be blank when the unit is initially set up However as tenants are moved in and moved out of the unit Occupied and Vacant will be displayed here Vacancy reports among others are keyed off of the status of the 64 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide units e Potential Rent Several reports make issue of rent lost either by a renting discount rate or simple vacancy The Potential Rent field should contain actual desired rent for the unit While this value is highly subjective it can be used to determine whether the unit and its property are doing well or not e Description A brief description of the Unit is recommended This can be used as a quick verbal reference and shows on different reports e Maintenance 1 Up to one line of text can be inserted describing any maintenance issues for this unit This field is for reference only and has
6. eS Place the program CD ROM into the CD ROM drive making sure the label is up The CD should automatically start the setup program and follow its prompts If it does not run or you have Autorun turned off on your PC here are the steps 1 From the desktop click on Start and then Run In the window type D Setup or E Setup this depends upon the letter of your CD ROM drive click OK 2 The next screen will display where the program will be installed on to the hard drive C IPM Classic Click Next 3 Your software is now installed click on the IPM icon to open the program Activating and Registering IPM You will need to activate your software during the first 69 days after installing IPM always installs in demonstration mode but is converted to the Standard or Unlimited Edition through use of your serial number and a code provided by FullHouse Software this code changes every time If you have internet access you can also register the program online While the software is in demonstration mode you can activate it when you start the program On the splash screen you will be asked to Continue the Demo or Activate Click Activate You can also activate IPM from the program s Help menu under About IPM The Activation screen gives you two choices activate over the 8 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide telephone or via the internet To activate over the internet 1
7. Comments Charge Due Loan Ledger Tenant Report Payments Charges Tracking Print Label search Modity Find lt lt Previous Next gt gt Add Delete Cancel Save IPM has the capability of sending bills to alternate addresses Simply fill in these fields and make sure that the Alternate box is checked in Tenant Member window when you wish to use this address Some people like to change residence from Winter to Summer This feature allows them to keep up with their payments while in a different location e Alternate Name Enter an alternate name for the tenant member here If the Alternate Address feature is used this field must be entered even if it is the same as the tenant member s primary name e Address City State and Zip Enter the alternate address in these fields e Phone Nbr Enter the alternate telephone number in this field A four digit extension has been allowed e kaune ti e Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Comments esl Posies for Prousesy Dell IDemonstranon Aparnment Housel Unit 101 Name Corbe Jim Tenant Comments Business Lease 5 24 Sent Tom to check the thing in the basement He will report back Alt Address 5 23 Jim wants a key to the basement as he s hearing scraping from down there Told him Comments we d send someone to look Charge Due 5 5 fed thing in basement It s whining again May wake the neighbors E 5 1 Remember to
8. Accounts and Expense Accounts Create the Header Accounts by adding an account using the lowest number in the range as set in Define Structure Substitute the last digit of the account with an H For example your Asset Accounts have a range of 1000 to 1999 to create the Header for the account the number will look like 100H and the description could read Asset Account Totals _ Each category of accounts Asset Accounts Liability Accounts Equity Capital Accounts Income Accounts and Expense Accounts must have a Total Account Substitute the last digit in account numbers with a T to make them Total Accounts The Total Account must be the last account in that category For example the Equity Capital Account s range is 3000 to 3999 To create a Total Equity Capital account the account number would be 399T the description would be Total Equity Capital Subtotals _ Each category of accounts may have one or more Subtotal Accounts Substitute an S for the last digit of the account number Subtotals total the amounts of all accounts between the last subtotal and header accounts For example in the Liability Account the range is 2000 to 2999 By creating account number 2398S all accounts between 2010 and 2399 will be added together and displayed as a subtotal If another subtotal is added as 299T it will total all accounts between 2400 the first Copyright 2010 FullHouse Software Inc 97 User s Guide FullHouse Software Inc number af
9. Adjusting the Vendor 1000 112 Chapter 8 Charge Suit 114 OVNIS Won 114 Entering a One Time Charge Refund sssssssssnssnnrsesernrnns 114 Change or Delete a One Time Charge Refund 115 Generating Late kees 116 Charge Journal Mamtenance 118 Chapter 9 RECCIDUS sicarios 121 4 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide Entering Tenant Member Hecemts 121 Entering Short Term Receipts ooccccccocccnconoccncononcnnononnnnnnnos 124 Entering Tenant NSF Checks and Reversals 125 Change or Deletie a Tenant Hecemt 126 Entering Miscellaneous Receipts ssssssseneennnsnennnrneeernnnee 127 Change or Delete a Miscellaneous Hecemt 129 Chapter TO CNECKS ee 131 EEN 131 Setting Up or Changing Check Deiaults 131 Setting Up MICR Check Information Optional 132 Setting Up Information for Management Checks 134 Entering a Regular Vendor One Time Check 135 Entering a Management Check 137 Entering an Owner Check REENEN 138 Entering Percentage Checks AAA 140 Entering Work Order Check 141 Entering Permanent Checks ccccsseeecceeeeeeeeeeeeeseeeeeeeeeas 141 Setting up Permanent Checks for Printing Posting 142 Change or Delete a Onetime Check 144 Change or Delete a Permanent Check s ssnssssnnnssennssenrrennee 145 PROMO GASES oca idiota 146 POSTING e 148 Reconc
10. Delete Cancel Save _ aK Unit A unit number is required This can be any letter number or combination of the two Once entered the only way to change the Unit is to delete the Unit and reenter it Single unit properties such as residential houses are required to have a Unit these should be given the asterisk Shift 8 as a Unit number Because units may have letters numbers and or symbols the Copyright 2010 FullHouse Software Inc 63 User s Guide FullHouse Software Inc sorting process is alphabetical rather than numerical As such each character is sorted individually For example units numbered 1 15 would be ordered as 1 10 11 12 13 14 15 2 3 In order to have the numbers sorted correctly the must all contain the same amount of characters So instead of numbering 1 15 the units should be numbered 01 15 As long as the null character is a zero the sort will be numerical Unit Information Buttons Unit PE Unies for DEN RS Unit 100 Unit Annual Rent Sq Ft 800 sq ft Bedrooms Parking Spaces Comments When Available Bathrooms Garages Maintenance Date Vacated TTL Rooms Washer Dryer E Status Occupied Floors Basement _ Potential Rent 650 00 Entry Level ADA Accessible Description 2 bdr 1 bh Pets Allowed E Maintenance 1 f Elevator Maintenance 2 SE Last Updated Search Modify Find lt lt Previous Next gt gt Add Delete Cancel Save DK
11. Select the Register over the Internet radio button 2 Fill in your name or your company name in the Registered to box 3 Enter your serial number in the Serial Number box You may have received your serial number in a welcome email or with your CD 4 Click Activate 5 IPM will thank you for registering and set the additional features according to the edition you ve purchased To activate IPM over the telephone 1 Select the Register by Telephone radio button 2 Fill in your name or your company name in the Registered to box 3 Enter your serial number in the Serial Number box You may have received your serial number in a welcome email or with your CD 4 Call FullHouse Software at the number listed on the screen 5 Enter the number FullHouse staff gives you into the Activation Code boxes 6 Click Activate 7 IPDM will thank you for registering and set the additional features according to the edition you ve purchased Starting the Program From the Windows desktop click on Start Programs IPM Classic then IPM This will take you to the main screen of the program You will be asked to enter a date For demonstration purposes accept the date on the screen by clicking OK Receiving Technical Support FullHouse Software is dedicated to customer satisfaction As such we offer unlimited technical support to all customers with the latest version of the IPM Series Software If you have the latest release of the software
12. The property information will be displayed 3 Edit and change the information Only the Property ID must remain the same 4 When done click on Save Repeat the above for all the properties in that checkbook if desired 5 When completely done with all properties in the active checkbook click on Exit The Property window will close FullHouse Software Inc User s Guide Select the Property you want to make active Property ID Name Address Demonstration Apartment House 1500 Maple Ave HOUSE Parsons House 1250 West Oak Drive r the Active Property Make sure the correct checkbook is active If it is not change the checkbook so that your desired checkbook is active 2 Click on the button labeled Property under the Checkbook button in Current Settings It will list all properties in the active checkbook 3 Select the property you wish to change to and the window will close Deleting a Property Deleting a property is a big step If done in the middle of the accounting year it is quite possible that the accounting will be thrown off by a significant amount It is highly recommended that properties be deleted just before the end of the year close or after all of the checks have been deleted If you have written checks across property lines it is imperative that the checks be cleared out prior to deleting a property If this is not done IPM will attempt to recreate the deleted property This will continue until the ch
13. While reports checks and receipts can cross properties nothing can cross checkbooks Once again think of the hierarchy of IPM Checkbooks contain multiple properties that contain multiple properties that contain multiple units that contain multiple tenants The Checkbook Window Checkbook ID The Checkbook AA Checkbook Maintenance ID iS CheckBook Id D Type Condo HOA y Description Condo amp Home Owners Assoc a uto ma ti Ca ly Accounting Year 2006 Start Date 0101 2006 EndDate 12 31 2006 x d b Start Month f Enable LockBox d SS l g n e y Account Information Lockbox Information I p M Th I D Name Realty Automation LockBox Bank ID 000 n e Name 2 Business Account Submission Address C a n n ot b e Address fi 1365 Eastshore Drive ae NA Hayden Lake ID 83835 ON h d I P M Misc 208 772 3259 C a n g e S ABA Nbr 12 6 1441 Transit Nbr 123456789 support an A Bank Information a m ost Name Big City National Bank S Addresss 200 Sherman Ave un im ited Hayden Lake ID 83835 0001 n u m be r of Search Modify Add Delete Cancel Save OK Find lt lt Previous checkbooks in a single database Copyright 2010 FullHouse Software Inc 41 User s Guide FullHouse Software Inc Type The Type indicates the category of properties that are managed in that checkbook The four types are 1 Business or Commercial 2 Condominium 3 Residential 4 Self Storage Eac
14. e Insured Value The total value of the policy can be entered here e Expiration Date Probably the single most important of the Insurance fields the policy s expiration date will be entered here However the program will not automatically warn you of this deadline unless you create a Tickler memo See Chapter 1 Main Window Renter s Insurance a Phone Nbr Ext Policy Nbr Insured Value E o O e Insurance Co Sian Ds R The company name of the insurance carrier is entered here Copyright 2010 FullHouse Software Inc 53 User s Guide FullHouse Software Inc Phone Nbr The Insurance company s or agent s telephone number with up to a four digit extension will be entered here Policy Nbr The insurance policy number is entered here for easy reference Insured Value The total value of the policy can be entered here Expiration Date Probably the single most important of the Insurance fields the policy s expiration date will be entered here However the program will not automatically warn you of this deadline unless you create a Tickler memo See Chapter 1 Main Window Title Insurance 54 Insurance Co Insurance Co Phone Nbr iluota tT The company em En Insured Value 1 name of the Ewision Dawe ken insurance carrier is entered here Phone Nbr The Insurance company s or agent s telephone number with up to a four digit extension will be entered here Policy
15. if that doesn t work the 1099 must be adjusted see Adjusting the Vendor 1099 below 9 When done click on OK and the Vendor window will close Adjusting the Vendor 1099 If the 1099 form is not aligned correctly it vor mma a may be necessary to adjust the 1099 Boom form E n o 1 Click on Updates Update Form ga Letters 1099 Forms and the Nove Out Mass Mainten Vendor 1099 tax form will be atentas Loren Owner Form Letters displayed Tenant Form tte Vendor Form Letters 2 Click on File Open 1099 Form and a File dialog box will open Click on Vndri099 ta x Click on OK and the File dialog box will close 3 Click on Vendor 1099 Form to display the keys for the Vendor 1099 The fields needed to create a Plac mam aE se wed 2 Go Zo is mber the le ai aihe eS wher tthe infor E ee for an Ow hae 4 will display the value the Ow SE e Nbr f Vendo Fes 7 ere 2 ndor Name Owner Fields aie pl EC 5 one 6 7 Edit Below D SH Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide 1099 are listed in the upper left corner of the window For Vendor 1099s they are numbered 1 13 To insert the fields an ampersand symbol followed by the number of the field is inserted into the document For example to insert the Vendor s tax number enter 12 on the main window The Vndr1099 tax form already has the numbers in the proper loca
16. or the owner s manager For this reason the Person to Contact field is a valuable asset Example an IPM user named Adair whom addressed as Sir she found it amusing 5 The total percentage of ownership without the percentage symbol is entered here The percentage is used for writing owner checks The total of all Interest in Property fields for a single property must equal 100 6 The owner s social security number is entered here Certain reports specifically government forms require the owner s social security number If the number is stored here it will be used where needed If owner is not an individual leave the field blank 7 Click on Save If more owners are to be added for this property click Add and repeat the process 8 When completed click Exit and Property window will close Changing an Owner Make sure you are in the correct checkbook If not change the checkbook in the Current Settings 2 Click on the Property icon and the Property window will be displayed 3 Click Find and the list of properties in the active checkbook will be displayed Click on the property you wish to edit 4 Click on Owner and the Owner window will open if multiple owners click on Next and Prior to find the proper owner Make the necessary changes and click Save 6 When all changes have been made in the current property owners click Exit to return to the Property window A Deleting an Owner 1 Make sure the co
17. you can delete the unneeded checkbooks from each database if they re within the same checkbook you can delete the properties individually 182 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide Miscellaenous Gotchas Here are a few compiled challenges faced by other IPM users put together as a brief reference Owner Checks For IPM to calculate Owner checks correctly remember to set the Interest in Property on the Owner page of the Property screen One hundred percent means that owner will receive the entire profit from that property less management fees Note also that the Minimum Cash Balance field on the Management page of that screen will always be deducted from the amount to be paid from the owner so if Property A has a 900 net profit but you have a 400 minimum cash balance IPM will calculate that there s 500 to pay for that owner Remember to pay all your bills for that property including the management fee before you pay your owners Tenant Charges If you re on the Cash Accounting basis and change the due column on the tenant screen you will update the amount that tenant owes but not the ledger card for that tenant To update the ledger card any time you change the due column manually just click on the Ledger button on that screen then click the Reset on the ledger card to generate the correct entries Vendor End of Year Close After ch
18. 15 16 br 18 User s Guide FullHouse Software Inc If no work orders have been set up the system will ask to add a work order Click on Yes to add a new work order Click on NO to close the window If this is not the first work order to be added in this checkbook click on Add A new work order will be initialized A work order number will automatically be assigned Click on the field labeled Property Select and click ona property from the list displayed If this work order affects the entire property skip this step If this work order applies to a single unit click on the Unit field A list of units will be displayed Click on the unit being affected by this work order Press Tab and enter the date when the work order is to be completed Press Tab and enter a description of the problem to be solved and the work to be done Click on the Vendor and Costs button The window will open the financial information about the work order Click on the Account Number field and select the account to which the expense will be applied Press Tab and enter the estimated costs Click on the Vendor ID field A list of all Vendors will be displayed Click on the vendor to be used for this job The Vendor ID will be entered into the field and its address and other information will be displayed Click on Save The information will be saved to the database Click on Print Order Form A window will be displayed for information about the
19. 26 Vendor CAG ers lila deso 25 Work Order Stats ao A aetna 164 Restore IPM elle EEN 21 Restoring From a Backup 38 Retained gn le Le EE 14 S EE 21 Search for ICID Ni a a N 34 Security Depoeit 72 Select CNECKDOOK att aaah oe a ee ee en 34 Select POD notara 34 EE 32 ACCOUNE DES dicos 32 MICR Information oocooccnccnnccnccnnccncnnncnncnnnnnnnnnnnoncnnnnnnnnncnnncnnenns 33 Posting Dalai E 34 PTI A AC 22 GEERT eene e ee 32 USA A et eT Lee AO ee 33 User PASSWORd Sisi ia 33 Setting Up Checa De aliaron ciao 131 Setting Up Management ChecksS ooooccccccoononicccoonconcccconnnonoccconarnoninonas 134 MICR Check Information 132 Setting up Permanent Checks for Printing Posting 142 SOM ege Ee 26 User s Guide FullHouse Software Inc SOC SOC NDF e ica 51 72 oa PA Uae ee E ae ee ee eee 64 no a Oh A PRO ERAT Cet OC 42 Staring the Progral E 8 9 NE 64 Stats Dana its 18 Status Or e EE 32 Status Ol POSUNG 22a xine tate ace AS 32 ei Die rel EE 97 Switching Active Checkbooks ooccccccccocccnncccconccnnccccoccnnncnnas 44 SEELEN 14 T Tax 1 DSS Ti le sesion ic cialis 106 Technical SUDO ORG neo ere aa 9 34 A A A AAN 15 17 72 Tenant Information Buttons 72 Tenant Move In 155 Tenant MOVE QUIE E Rice creas Rae 158 Tenant NSF ReverSa Scott rirdo 26 EE ae ee RE 81 Tenant Member Receipts uk 26 Tenant Member WindoW eesseseennennennennnnnnnennnrennnnnrenrnnrrrernnnne 71 Ke E ah EE d En le 71
20. 50 CAM CNA IES e 78 Calendar YTD Payment cccccssssercccscsssersersesssersesseeeteetes 106 Change or Delete aJoumal ENUY O o e 102 a Miscellaneous Hecemt 129 a Onetime Check 144 a Permanent Check 145 a Reoccurring Journal Emtm 103 AA 126 KE ele EE 108 One Time Charge Refunnd ccccccssssseeeersesssersesseaseees 115 One Time Charges EEN 29 E iS a ae arte ee ae 26 Change or Void O etime EE der eene 27 Permanent CHECKS idad 27 Changing EEN 56 A A 68 FullHouse Software Inc Charge Journal Maintenance ENDE uterina Charges and Credits ooocccco Charges and Credits Reports Chart of Accounts Check Journal Maintenance Check TY PC ici EEN GNECKDOO evacrisa tina da A a Commencement Date COMMONS aa a Common Area Maintenance Compact IPM Database ooccnccc o cn Consolidate Properties 0000nnn000nann CONTO EEN Creating a C A M Passthrough ccoooccccccc a Chart of Accounts a New Databaeg A Work Order eege Eege Credit ACCOUNT eue a reus Current Copyright 2010 FullHouse Software Inc User s Guide User s Guide FullHouse Software Inc D Daba msc ctra 180 RE 18 Date Sec Deposit cococcccccncnccccncccccncccncncnononononononannnnnnnnnonnnenenenos 73 Date VACATE e A can da 64 Da RENC DIS ceetenonctosejtte esoo las hicieoceedes 73 Regele EE 1
21. A E EA EAEE NAA AEAN 65 Form 1099s OWES eege 60 VEN E E EE A TEET E E A E E aliadas 109 Form Letters VOSS FO NEE 24 A A 24 RK Le a a 24 Venda ads 24 Function Keys EU rd 19 FUNCION IE Sinatra oo 19 Ke Data iii 19 FS CHECK ana acetic Gel ze auc aerated 19 ES POPE Vian 19 FA Tenan Dust Dd A A 19 FAC COUN a E io 19 POVEDA 19 SR EE EE 19 ER TEE 19 G ee 66 General ln E Te EEN 51 User s Guide FullHouse Software Inc General Ledger no nnnnn00nennoooennneooerenroronrnrerrernnrrerenrerennnrerrennnner 98 Generating a Work Order Status Report cccccoocccncccccnncnnncs 164 Generating Late Fees ui li 116 GETING SIAC e 179 EIN COON acs ctcareise nee oia 106 GIOS SIY EE 10 H O 97 MED 34 FEC Ee SUN ING O iia 53 HOMES VV ANANITY EE 52 How Do Deal with Backups AAA 183 Ss A ree 183 Owner Check 183 Set up a Database cccccoonccnncccnonccnncncconcnnnonnnancnnononanncnnnnonanenns 180 Split a Database ccccccoconccnncccconccnncocnoncnnnnnnnancnnonononnnnnnnonannnns 182 Start a New Year for Vendorg 183 Understand a Databaee 179 Update Tenant Charges oooccccccccnoccnncccnnoncnononananennnnnnnnncnnnnos 183 een EE 13 INSUTANCS e EE 52 53 54 Pored NV AICS ainia 52 53 54 Interest In Propery ee 51 J ei Din UE EN el Wien IK EE 31 100 K Keep Choices as Default Settings 000nnnnnn0annnnonennnnnneannnee 153 L Lana SQ FOO iii ota 49 FullHouse Software Inc User s Guide Last DelINQUENCY
22. Date D Condo Home Owners Assoc Pending Fiscal Start Date Fiscal End Date View Defaults Clearing Tenant File Step 5 Create Charges EOM Step 6 Set Up New Year 2007 Clearing Unit File Cleating Transaction File Clearing Ledger History Clearing Vendor History Advanced Process End of Year Close ee Conca This is the big one Step Six will zero out the Year to Date and Month to Date figures so you can start the new year During this process the profits for the current month will also be moved to the retained earnings account all the Income and Expense accounts will be set to zero Any accounts you set up on Tools Accounts to be reset during this process like Owner Withdrawl well be set to zero To check which accounts will be zeroed out and where profit will go click the View Ledger Defaults button Click Process End of Year Close to cycle through the process for all the checkbooks in the database Each time a checkbook is processed for the Year End you will RA A receive the or restore from the backup file taken before this Year End was processed following dialog which warns you that you ll have to set the new posting date for that checkbook Since the checkbook is set for a rg up Y ear Gloss Processing The Year End Processing for Checkbook B is complete The Fiscal Date range has been updated to 01 01 2007 to 12 31 2007 new year your new posting E date s
23. M T W Th F will work as party of the name MDO6M MDO6Th etc We recommend that you backup all databases at least once a week and immediately prior to closing the books 1 Click on File Backup Database and the Backup IPM Database window will be displayed 2 If the backup is to be made to an external source CD RW or diskette click on the Drive field and change the drive to reflect the output source 3 Click on Backup The database will be compressed and stored onto your chosen source 4 When the backup is complete remove the external source label and store in a safe place Restoring From a Backup 1 Click on File Restore IPM Backup The restore window will be displayed If the backup is on an external source insert it into the drive 2 Change drive and folder to where the backup is located 38 Copyright 2010 O FullHouse Software Inc A FullHouse Software Inc User s Guide The name of the backup files located in the D JOA 100213 SAMPLE BKU wil belted in EES Es will be listed In 100328 SAMPLE BKU tee SEH Locate the name and click on it a ee Be awa re t h at Ges ae ze data from the backup into the directory below the backup Restore fier contains an 7 ez entire database For example say you have a backup named MDMon bku that you made from MDO6 MDB when you restore from this backup it will create a database called MDO6 MDB If you are restoring a database to
24. Recurring Journal Entry 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on Journal Recurring Journal Maintenance and the Ongoing Journal Maintenance window will open FullHouse Software Inc User s Guide Entry Number 21 Account H 11100 Cash in Bank Amount ES Debit or Credit Debit Description ltest Property DEMO Press lt TAB gt for the current Property or Press F3 for a list of Properties Search Modify ec a ee E 3 Click on Add The Entry Number field will be automatically assigned and displayed 4 Press F5 and select the account number of the journal entry Press Tab and enter the amount of the journal entry 6 Press Tab and select either Debit or Credit Remember for Assets and Expenses Debits are added to the total and Credits are subtracted liabilities equity capital and income accounts are just the opposite Credits are added Debits are subtracted 7 Press Tab and enter the description To simulate two sided entries two or more entries may have the same description 8 Press Tab and press F3 A list of all properties in the active checkbook will be displayed Click on the property for which you wish to create an entry 9 Click on Save The entry will be recorded Click on Add to enter another journal entry 10 When done click on OK and the Ongoing Journal Maintenance window wil
25. Vendor must have a name e Address City State and Zip Enter the Vendor s mailing address here A second line is available for the street address if necessary e Phone Nbr The telephone number should be entered in this field e Tax ID SS Number The Vendor s Tax ID is entered here This is used for tax forms e Type All Vendors are either incorporated or not Enter a C if the vendor is a corporate entity Enter N if the vendor is not a corporation e Fiscal YTD Payments This field will automatically be filled in as checks are written to the vendor however this amount may always be replaced by directly entering a figure into this field The total paid to the Vendor in the fiscal year will be displayed in this space This field only shows the totals for the Active Checkbook e Calendar YTD Payments This field will automatically be filled in as checks are written to the vendor however this amount may always be replaced by directly entering a figure into this field The total paid to the Vendor in the calendar year will be displayed in this space This field only shows the totals for the Active Checkbook e GL Account The account number and description to which the Vendor s transactions are to be applied is stored in this space This will be used when writing checks to the Vendor FullHouse Software Inc User s Guide Description The description of the transactions for the Vendors can be stored here Normally each Vendor will h
26. all of the Permanent Copyright 2010 O FullHouse Software Inc 143 User s Guide FullHouse Software Inc 10 Checks are to be generated click on All which will save you time The left pointing arrow and the C buttons can be used to remove a single check of all the checks from the set up list When finished selecting checks click on Setup Checks The Setup Permanent Checks window will close The checks must now be printed generated by the system only and posted Change or Void a Onetime Check This set of instructions is used to alter checks that have yet to be posted allowing for the re printing of checks and deletion of all checks posted or not l Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on Payable Change or Void Onetime Checks and the Change Void Onetime Checks window will open EES Onetime Checks DEE UECHT che Status Due Date 01 15 2005 Print Status Print by System v Check Number To Post av 15 2006 EZ Pay to the AAA Mortgage Company Amount 1 000 00 Type One Time z SE 150 Main Street 100 Cleared IN EE Vendor Id Big City ID 83835 BABA This Check has been Posted and cannot be changed Wendor s ccount Nbr F Include Account Nbr on Check Delete or Void Action reviou Nex Check gt OK Locate the check to be altered by clicking on Next or Previo
27. and are unable to find a solution in this manual contact us at 866 864 4837 or technical support fullhousesoftware com The website www fullhousesoftware com has the most current support information Copyright 2010 FullHouse Software Inc 9 User s Guide FullHouse Software Inc Technical Support is available Monday through Friday10 00 am to 6 00 pm Eastern time except holidays If a technician is not available please leave a short message containing your name company telephone number serial number and your software version All calls made within business hours will be returned within 4 business hours Emails will be answered automatically and detailed replies will be sent within one business day If contacting us by email please attach a backup of your database if youre having database related issues Glossary Here is a brief glossary of the terms relating to the accounting cycle used in this manual For more detailed information please contact your CPA Accounting Cycle The process by which Charges are made Receipts are recorded and Disbursements are made followed by creating Charges once again In property management the accounting cycle includes the following basic elements cash receipts cash disbursements exception reports like a list of tenants who did not pay management and financial reports closing the books changing the date to the following month and repeating the cycle for the next month A
28. button labeled Date under Current Post Date 06 10 2006 Current Settings Fiscal Year Start Date 05 01 2006 Fiscal Year End Date 04 30 2007 Enter new Date or lt Tab gt for no change 06 10 2008 OK Cancel and the Post Date window will be displayed Enter the new Post Date using MM DD YYYY format Use four digits for the year Click OK If the date is more than 30 days from the previous Post Date the system will display a warning message If the new date is correct click OK If the new date is wrong click Cancel and reenter the correct date If the year is incorrect because only two digits were entered or it was outside the fiscal year click on OK and reenter the correct Post Date If the date is correct the Post Date window will close and the new Post Date will become effective Deleting a Checkbook 44 ll Deleting a checkbook is deceptively easy for something so profound Once deleted all of the properties units tenants accounts transactions etc within that checkbook will be displayed Click on the Checkbooks icon or Updates Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide 3 Checkbook and click on Find A window with all the checkbooks for this database will be displayed Click on the checkbook you wish to delete The checkbook information will be displayed in the Checkbook window Click Delete When asked to confirm the deletion click on Yes to
29. change it under Current Settings Because the Chart of Accounts is identical for each property it is not necessary to change the property Click on Set Set Account Defaults The Account Defaults window will open Click on Define Structure Click on the box next to Number of Digits at the bottom of the screen and enter the number of digits used for Chart of Accounts Four 4 is standard Click on the box next to Assets and enter the minimum Copyright 2010 FullHouse Software Inc 95 User s Guide FullHouse Software Inc 10 12 13 14 15 96 account number for assets As an alternative click on the number listed under the Ranges column and click on the first digit of the number For example if you click on 1 and the number of digits is set to 4 then 1000 will be entered in the Account Structure General Ledger Assets 1000 1999 CAM Billing Accounts Liabilities 2990 2999 Management Fees Equity Capital 3000 gt 3999 Ge ee y es Operating Statements Expenses 5000 9999 Define Structure Balance Sheet ltems Number of Digits 4 _ Balance Sheet Items Press Tab and enter the maximum account number of Assets As an alternative click on the number of the first digit of the last account number under the Ranges column the maximum number will be filled in automatically For example if you click on 1 and the number of digits is set to 4 then 1999 will be entered automatica
30. close Then click on OK and the Work Order window will close User s Guide FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 14 Closes amp Recurring Charges Overview The term End of Month Close is an anachronism that is left over from the days of manual accounting For the sanity of the accountants and the auditors an end of month close was a convenient way to make the books indelible Any change made to a closed month must by default be made in the current open month With computer technology this limitation is no longer the case Instead of end of month closes IPM uses Create Recurring Charges Create Recurring Charges is not limited to only one time a month Though some terminology of end of month closing is retained don t let this be a problem Simply change the Post Date to any date within the fiscal year and make any entries The records are cleaner and more accurate than ever before With that being said the End of Year Close is much akin to its manual ancestor At the end of year totals are brought forward to the new year so in some sense the previous year is closed In addition the end of year close cleans up much of the database that becomes cluttered with the previous year s transactions If the End of Year Close was not performed the database would quickly become too large and unwieldy Data corruption would become more common and the speed at which data is retrieved
31. contains the correct check number 3 setupfontClick on Owner under Check Class in the upper left corner of the window 4 Click on the name of the Owner to receive a check Note Owner for whom checks have already been written this month will be marked with an asterisk George Parsons Phil Harris 100 DEMO Select the Owner to print the Check for Owners identified with an asterick have Owner checks already created that need to be printed and posted OK Cancel Account E Owner Withdrawal Owner Withdrawal _ Delete Selected Item Selected ltem oon PO GA N o Addltem ltem Save and New a pO Amount 1 845 00 Coeur d Alene ID Zip 83815 Memo 1 345 00 _ Olear llltems All Items Save and Close e AB Cast Disbursements for cash account A100 Gash in Bank e Check Definition Owes Check Setup Class Owner y add Vendor Source Print by System y _ List Disbursements Vendor Find Vendor Check Type One Time y Due Date 06 20 2006 Balance Pay to the George Parsons Check Number assigned by IPM Cash in Bank 4 149 45 Order Of 4935 Ezy Street Less Post and Print 4 149 45 Cash Account fi 100 Include Vendor Account Nbr on Check Property Amount Description Owner Withdrawal Cancel 5 The owner s name will be listed as the vendor and the amount equal to the owner s percentage of ownership
32. don t meet your particular needs FullHouse Software can also provide customized reports at a nominal fee Printing a Report Almost all reports follow a similar procedure The steps Fath tet found in this section will be co eels enough to get you started SC generating reports 1 Make certain that the Caen correct checkbook and property are active If you are not in the right m User s Guide FullHouse Software Inc 6 152 checkbook and property change them under Current Settings Click on the Reports icon The Reports window will open Click on the category where the report is most likely to be found For example click on Financial if you are looking for Operating statements and balance sheets or click on Property for a list of units or summary of management fees The organization of the reports will become second nature as you become familiar with the program Click on the name of the report to be generated Click on OK The Reports window will close and a window to set the reporting options will open The options will vary from report to report Report Options PEA Print Account Numbers Display Account Number on Report Accounts to Report Report Only Accounts with Dollar Values e End Date 06 20 2006 Property Options Report Curent Property Output Destination fwindow ei Consolidate Properties Keep Choices as Default Setting Print Cancel The following are common elements tha
33. ie User s Guide FullHouse Software Inc Click on either Computer Generated Checks or Manual Checks The former will have the system print the checks while manual checks are written by hand and entered thereafter If Computer Generated Checks is selected the box labeled Check Type will be enabled Click on the downward arrow next to the Check field and the list of compatible checks will be displayed Unless otherwise noted all styles are in accordance with the NEBS standard Any other business Supply company can cross reference their own check styles with those of NEBS Click on the check code to use and if will be made default If you need an additional check style supported please contact FullHouse Software If Manual Checks is selected it is important to know when the checks should be posted By default the checks will be posted on the Post Date but this can be changed to Due Date in which case that date must be entered for each manual check written Checks can be printed with either leading zeroes or without Choose between these two options When done click on OK and the changes will be accepted Setting Up MICR Check Information Optional This feature will only apply to those choosing to use MICR computer generated checks E 132 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on Tool MICR Informatio
34. in the 1099 Tax Form window Click OK to close the 1099 Tax Form window Test the 1099 form through Reports Property Owner 1099 and clicking on Print Test 1099 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 4 Units Overview Each property can contain one or more units Each unit can have one or more tenants members Most property management software packages make the unit and tenant member synonymous causing confusion when a unit is unoccupied or there are multiple tenants members IPM allows you to keep track of multiple tenants members in a single unit and keep records of a unit which is unoccupied say for maintenance purposes The Unit window is similar to the Property window it too has the Information buttons on the right side of the window These are meant to make it easier to keep track of each units individual costs earnings and status The Units Window es Units for DEO Demonstration Avarunene House Ix Unit h 00 Unit Annual Rent Sq Ft 1800 sq ft Bedrooms Parking Spaces o Comments When Available eg Bathrooms FT Garages e Maintenance Date Vacated TTL Rooms Washer Dryer Status Occupied Floors Basement E Potential Rent 650 00 Entry Level ADA Accessible E Description 2 bdr 1 bth Pets Allowed E Maintenance 1 Elevator Maintenance 2 Last Updated Search Modify Find lt lt Previous Next gt gt Add
35. is the simplest method The tenant is charged a fixed amount If 25 50 is entered in the Charge field 25 50 will be added to the Due field after each billing cycle e I The tenant is charged interest for a loan A loan must be created for the tenant for this feature to work e P The tenant is charged the Principle for a loan A loan FullHouse Software Inc User s Guide must be created for the tenant for this feature to work e Year to Date C A M Information Clicking on this button displays a window that lists the total amount of charges for the year of each C A M Passthrough including the total paid the total charged to everyone in the property and the percentage of the total paid by the current tenant e Rent The rent if any is stored in these fields The Due column is what is currently owed while the Charge column represents what is added to the Due column each period e Other Fees Other fees if any are stored in this field The Due column shows what is currently owed while the Charge column shows what is added to the Due column each period e Late Fee This field is more complex and versatile than it first appears Like all other Charge Due rows the Due field is what is currently owed while the Charge field represents what is added to the Due field whenever the tenant member is late making a payment Only put a value in the Due column if the late fees are charged on a flat fee schedule See Chapter 8 Charges
36. may require this maintenance more often depending on the computer 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on Charges Charge Journal Maintenance The Charge Journal Maintenance window will be displayed PE SE pose nee Ge R ETE Se Leah enol Pes SOUT ES UELL CheckBook 4 Demonstration Properties Delete All Charges This option will delete all Charges for a date range you provide fou are given the option of which property or all properties to consider for the delete DEE This will delete all Checks and Charges for a date range you provide You are given the option of which property or all properties to consider for this Delete This option will Delete all Checks and Charges for all Tenants in Delete All Checks and Charges all Properties for the current Checkbook All Ledger cards will end up being removed 3 Delete Charges Click on this option and a window will be displayed Enter the date of charges to be removed and whether this is to be applied to the active property or some or all properties in the active checkbook Click on Process Delete and the details of the charges in that period of time will be deleted 4 Delete Checks and Charges Click on this option and a window will be displayed Enter the date range of charges and receipts to be removed and whether this is to be applie
37. new number is possible Every account by definition has an account number Some accounts numbers contain letters these are headers H subtotals S totals T operating profit F net profit Z The accounts with letters never contain dollar values For example in the standard Chart of Accounts 100H is the header for all asset accounts 139S is the subtotal of all current assets 198S is the subtotal of other assets 199T is the total of all assets e Description Every account has a description The description unlike the Account Nbr may be changed at any time e Fiscal Start Total The value brought forward into the new fiscal year is displayed here It may also be changed here After the first End of Year Close the Fiscal Start Total will automatically be updated with the new total e YTD Total The Year to Date Total gives the sum of all the monthly current Actuals This value cannot be changed as it is 92 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide automatically computed from the monthly totals Current Balance The Current Balance is determined by adding the Fiscal Start Total and the YTD total The value in this field will be displayed in all reports dealing with accounts Account Information Buttons Located on the right side of the window Current Actual The twelve fields of this selection represent the monthly totals for the account Added together they are summed i
38. or washer and dryer hookups enter Y here This value shows up on vacancy and other reports e Basement If the unit has is in a basement or has a basement enter Y here This value shows up on vacancy and other reports e ADA Accessible If the unit meets or exceeds the requirements set by the Americans With Disabilities Act enter Y here This value shows up on vacancy and other reports e Pets Allowed If you allow the tenant to have pets enter Y here This value shows up on vacancy and other reports e Elevator If the unit is accessible by an elevator enter Y here This value shows up on vacancy and other reports Annual Rent AR Units for DEMO Demonstration APA A Um 0 Unit Annual Rent Annual Rent Jan 000 Jul 0 00 Comments ae am Aug am Maintenance Mar CS Sep mm Apr 0 00 Oct 0 00 May 000 Nowfggoo Jun 0 00 Dec 0 00 Search gt r Modify AR Find lt lt Previous Next gt Add Delete Cancel Save Twelve fields each labeled from January to December will list the rent received for that unit for the fiscal year The FullHouse Software Inc User s Guide information placed here is automatically updated and the values should not be altered except at the advice of an IPM technician Comments es Unies for DEMO Ueinonstration den uds Unit ii 00 Unit Annual Rent Remember to kill the thing living under the stairs after the current tenant Comments Mainten
39. replace Late Fees with the new fee e No 4 Select Properties Late Charges for all Properties for this CheckBook C Select Properties to apply Late Charges Apply Late Charges for the Current Property Only 5 Minimum Thresholds The Tenant Member will be charged only if they exceed these minimums Minimum days late f Le the posting date is at least 3 days after payment was due Minimum dollars owed f Le bill only if owed is greater than this amount such as 5 Create Late Charges i L FullHouse Software Inc User s Guide If you want to limit the fees to particular tenants enter the first and last names in Beginning Tenant and Ending Tenant Select an option under Late Fee Rules to apply If Flat Rate is selected either enter a dollar amount in the field to the right of Flat Rate or leave it blank and the value entered under Late Fee in the Tenant Member window will be used If Daily Rate is selected enter a dollar amount to be charged for each day late in the field to the right of Daily Rate If Percentage is selected enter the percentage of the total rent that is to be charged in the field right of Percentage For example if the late fee is five percent of the total rent enter 5 Under Additional Late Fees this Month click on Yes if a tenant member can be charged more than one late fee in a month Click No if only one late fee may be charged to a tenant member in a single month Select an option unde
40. speed and even reliability Periodic use of Check Journal Maintenance to delete some or all of the outdated checks is highly recommended Le Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings If it has not been done recently backup the database by clicking on File Backup IPM Database Select the destination for the backup and click on Backup Click on Payable Check Journal Maintenance and the Check Journal Maintenance window will open Clicking on Erase Cleared Checks will delete only checks that have cleared in the active checkbook Upon clicking on this button a window will open that will ask for a date By default the Post Date is used Any checks written on or before this date that have been marked Cleared will be erased Change the date or leave it as it stands and click Copyright 2010 FullHouse Software Inc 149 Use rs Guide FullHouse Software Inc 150 Accept to delete the checks or Cancel to exit the function without deleting the checks BB Ghreck Journal Maintenance CheckBook Demonstration Properties on Account 1100 Set Up Checks for Next Month Sets up the Permanent Checks for the next month H6 Removes all checks from the current checkbook that have been reconciled Erase Only One Time Checks One Time checks for the current checkbook date range are removed Permanant Checks r
41. sqt the property is entered here Nbr Units Enter the total number of rentable units for this property Parking Enter the total number of parking spaces whether garage style or outside Land Sq Footage Enter the total square feet of the land lot on which the property is located Bldg Sq Footage Enter the total square feet of the buildings here Rental Sq Footage In this field enter the total square footage of rentable units Unlike the land and building square footage fields this is used if C A M passthroughs are based on the percentage of property rented For example a 1500 sq foot unit in a building with 3000 sq feet of rentable space could be liable for up to half of the common area maintenance C A M fees like landscaping for the property Copyright 2010 O FullHouse Software Inc 49 User s Guide FullHouse Software Inc Legal Legal Desc Page 1322 county records 1990 etc o Leg a Desc Market Value 350 000 Property Cost 200 000 Leasing Agent Gus Smith Enter the legal Phone Nbr 208 77232508 description of the property references to legal status of the property etc in this location e Market Value For those who wish to do so in this field the current market value may be entered e Property Cost Enter the actual purchase price in this field e Leasing Agent Enter the name of the leasing agent if any here e Phone Nbr If the property has a leasing agent the agent s teleph
42. tenants e Last Delinquency Many people go through hard times and it is not always fair to judge someone on a few mistakes from three years ago By glancing at this field the date of the most recent late fee charge will be seen and allow you to make an informed judgment on this tenant member The Last Delinquency field is automatically filled in by the system whenever a late fee is generated for this tenant member e User Defined Fields If any User Defined fields have been setup they will be displayed here under the Tenant Member heading Business sel J Unti Name Corbe Jim 8 Tenant Business Lease Alt Address Name lWwalmat Address 11234 County Line Road City Anytown State ILA Zip 231 23 Phone Nbr JI J ext Fax Nbr fi Email ddress Send Email Comments Charge Due Loan Ledger Tenant Report Payments Charges Tracking Print Label search Modity Era _ lt lt Previous Next gt gt Add Delete Cancel Save e Name The name of a tenant member s employer can be listed in this field e Address City State and Zip A tenant member s place of employment can be stored here e Phone Nbr The tenant member s work number can be stored here Up to a four digit extension is allowed PREAH diir 74 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide Lease es Tenants for Property DEMO Demonstration AparimentHpuse Unit 101 Name Corbe Jim Ten
43. the Contents contents page for the online help manual ARRE Check For Updates Search for Help on This selection brings a up the Windows Help file index Type in a Update History key word and the Help file will find the information for you About IPM Check for Updates This checks the FullHouse web site for updates to IPM Classic If a download is available it asks you if you want to download it and it will automate the entire update process User s Manual This option displays this manual Support By selecting this a splash window with information about getting in touch with IPM technicians is displayed Update History This option displays all the fixes and enhancements applied to your current release of IPM Classic 34 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide About IPM Clicking on this selection will display a window stating the copyright current version serial number and some key information about your computer system This is also where you can register and activate IPM Creating a New Database L SS Click on 3 d Fi le New Look in 3 e Local Disk D M SS CA 3 1PM Source Data base IPM Classic and the Create New Do not include punctuation or special characters Meaningful names that reflect the year are recommended Database Examples MyData D I or 1501 Main Street 2011 WI ndow WI Filename My New Database Ente
44. the field blank Click on Phone to enter the manager s telephone number if no manager leave the field blank The remaining fields don t need to be filled at this time however we recommend that they are They are all the Property Information buttons that were covered just before this section Saving your new property is very easy simple click on Save and then click on OK and you are done 55 User s Guide FullHouse Software Inc Brett jor Checkbook A Demonstration Properties Froperty Id 2 Building Property Name OE RE Address 1 Address 2 EE City NI State E Zip i 4 Legal Manager 1 Phone Ext Management Title Insurance Insurance Co Phone Nbr f Ext General Ins Policy Nbr Insured Value Bes Home Warranty Expiration Date HOA Ins Comments Flood Ins Renter s Ins Title Ins m Search Modify Find evos News gt add Delete Cancel Save We recommend that you only add one property ata time This will be easier and less confusing than adding multiple properties all at once OEE ul Changing a Property Properties can be changed at any time Only the Property ID is unchangeable To change the Property ID you must delete the entire property s transactions tenants and units 1 Click on the Property icon and open the Property window 2 Click on Find and a box will with all of the Active Checkbook s properties will be listed Click on the property you wish to edit
45. the new database A You must run this function for each checkbook bh You MUST backup your data files BEFORE closing a checkbook using a unique name for the backup 1e EO0Y2010Mydata09 bku bh rou should make printed copies of all affected accounts before closing the accounts Z Ire closing procedures are interrupted for any reason you MUST restore the database files and run the procedure again H NEWER backup pour closed account database onto the same diskle as pour unclosed files Backup Database Process Database for Hew ear Cancel If you choose to use the Advanced form for the end of year close you do not need to run the wizard run either the advanced form or the wizard but not both To run the Advanced form 1 Make certain that the correct checkbook is active If you are not in the right checkbook change it under Current Settings 2 Click on File Save As The Save As window will open Enter the name of the new year s database Note Keeping a different database for each year is much like keeping a ledger as a history of each fiscal year with manual accounting It is recommended that the last two characters in the database be changed to the new year s last digits For example SAMPLE MDB might be renamed SAMPLE08 MDB for 2008 Enter the new name and click on OK The database will be changed to the new name 4 Generate a Balance Sheet Report Reports Financial Balance Sheet 5 Perform Create Charge
46. the next month Removes all checks from the current checkbook that have been reconciled Erase Only One Time Checks One Time checks for the current checkbook date range are removed Permanant Checks remain on file All OneTime and Permanent Checks for the current checkbook are removed from the file OK Click on Setup Checks for next month to display the Permanent Check Setup window The window is dominated by two white boxes which are separated by a column of buttons The box on the left lists all Permanent Checks The box on the right lists all Permanent Checks to be set up BB Permanent Ghecks Setup Month for Setup 1 12 7 Year for Checks 2006 All Permanent Checks that you select will be Setup as Onetime Checks with the Month and Year you select Permanent Checks Checks to Setup Vendor Amount Property Date Updated Vendor Amount AAA Mortgage Com 1 444 00 DEMO 6 20 2006 Click on the Month for Setup 1 12 field Enter the number of the month in which these checks are to be generated Click on Year of Checks and enter the four digit year in which these checks are to be generated Note the specific day is determined when the Permanent Check is first created Scroll down on the left box and click to highlight a check to be entered into the system Then click on the right pointing arrow in the column of buttons This will place a copy of the check into the right box Select the checks to be generated If
47. the the appropriate fee income account in this field Note this is usually the Rental Income Account Press Tab and the cursor will be moved to Other Fees Press F5 and select an Income Account for Other Fees Press Tab and the cursor will be moved to Late Fee Account Press F5 and select an Income Account for Late Fees Note this is usually the Late Fee Income Account Press Tab and the cursor will be moved to Last Month s Rent Press F5 and select a Liability Account where Last Month s Rent will be stored Note this is usually the Prepaid Rent Account Press Tab and the cursor will be moved to Clean Pet Deposit Press F5 and select a Liability Account for all Cleaning and Pet Deposits Press Tab and the cursor will be moved to Security Deposit Press F5 and select a Liability Account for Security Deposits Note this is usually the Security Deposit Account Press Tab and the cursor will be moved to Retained Deposits Press F5 and select an Income Account for when the deposit is forfeited This account is used for the Move In Move Out feature Note this is usually the Forfeited Security Deposit Account Copyright 2010 FullHouse Software Inc 99 User s Guide FullHouse Software Inc 12 Press Tab and the cursor will be moved to Current Earnings Press F5 and select an Equity Capital Account for Current Earnings Note this is usually the Current Earnings Account 13 Press Tab and the cursor will be moved to Acco
48. this button or pressing the F7 key on your keyboard a list of units and their description for the current active property will be displayed In many instances where a unit number is required pressing F7 and clicking on the desired unit will fill in the information F8 Cash By clicking this button or pressing the F8 key on your keyboard a list of all units and their cash balances will be listed This is a quick way to see how the properties are doing financially F9 Tick By clicking this button or pressing the F9 key on your keyboard User s Guide FullHouse Software Inc the Tickler also known as a memo window will open By default it will bring up all ticklers using the computer s system date as opposed to IPM s Posting Date Ticklers can be located by date range by filling in the date fields and clicking on Tickler Range By default the range is pre set to for one month before and after the current date Alternatively all memos can be displayed by clicking on All Ticklers A memo can be added by clicking on Add Tickler In the display window enter the date applicable for the tickler then the tickler itself The tickler can be cancelled by clicking Cancel or entered by clicking Finished Deleting a tickler is as simple as clicking on the item and then clicking on Delete Clicking on Report can generate a report of ticklers by date range Enter the date range and select the output format Screen Printer or File Tickle
49. to 9999 would only total the expense account from 5000 to 5079 and subtract that value from the Income Accounts 20 When finished entering the accounts click on OK The Accounts window will close 21 The Chart of Accounts is set up and ready to go Back up the database at this point before entering a Trial Balance see Entering a Trial Balance Altering the General Ledger Account Defaults Without these defaults entered the system will not run properly Be sure to fill them out before attempting to do any transactions FullHouse Software Inc User s Guide Make sure you are in the correct checkbook If you are not in the right checkbook change it under Current Settings Because the Chart of Accounts is identical for each property it is not necessary to change the property Click on Set Set Account Defaults and the account default window will be displayed Click on General Ledger and the General Ledger Account Defaults will be displayed Click on the box labeled Common Cash Press F5 and select an Asset Account to be the default Cash Account Note this is usually the Cash in Bank Account Press Tab and the box labeled Rental Income will be selected Press F5 and select an Income Account that will used for rent Note if this is a Condominium Association etc Fee can be collected using the Rent field under the Tenant Member window or by setting up a C A M Passthrough labeled Fees If the rent method is chosen then enter
50. up to a four digit extension allowed e Soc Sec Nbr The tenant s social security number can be stored here e Drivers Lic The tenant s driver s license number can be stored here for easy retrieval e Unit SQ FT The square feet of the unit is automatically inputted into this field It is used primarily for C A M passthroughs based on square footage rented This number can be changed to alter the computation of any square footage passthroughs without affecting the unit s stored square footage e Print Unit Nbr Entering Y in this space will print the unit number on billing and tenant labels An N in this field will prevent the unit number from being printed e Security Deposit The amount of the security deposit is entered into this field Although the user can alter this field it is not necessary to FullHouse Software Inc User s Guide do so The Move In Move Out module will do this for you e Date Sec Deposit The date that the security deposit was received is recorded in this field Like Security Deposit this field is filled in when a tenant is entered using the Move In Move Out feature See Chapter 12 Move In Move Out for more information e Last Mo Deposit The last month s rent is recorded in this field The value is entered through the Move In Move Out module See Chapter 12 Move In Move Out for more information e Cleaning Pet Fee Any Cleaning or Pet Fee deposit is stored here The value is entered through the Mov
51. with white text boxes next to them Click on the first text box and enter the total amount of the passthrough that will be used to compute the passthrough charges Fill in all boxes with the appropriate amounts If the passthrough totals change each month this field must be changed before creating charges for the next month When finished click on OK and the Property window will close The C A M charges are now set up They will show up on the tenants bill starting with the next billing cycle Entering a Tenant Loan l 88 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Two C A M charge fields must be created One must be labeled Interest and the other Principle See Creating a Operating Statements Define Structure Balance Sheet Items HRe up ta len pas pe uan or EA M charges Pera e charging ants a fee for parl 9 you C2 a C A M item S Pa oe a am ee and tie oe o your Parki p PE s 4200 OK Cancel Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide C A M Passthrough in this chapter for more information Click on Tenant icon 4 Click on Find and a box with a list of tenants for the current property will be displayed Click on the tenant for whom you wish to enter a loan Ss 5 Click on Loan under the Information buttons
52. would decrease Closes are the mechanism used to create charges and instigate a new accounting cycle When a close is made the system performs many functions and procedures in rapid succession As such it is highly recommended that a backup be made prior to the end of year close and before creating each month s recurring charges at least IPM is extremely flexible in that it can handle not only monthly closes but even weekly and biweekly closes This added feature allows for greater flexibility than most other property User s Guide FullHouse Software Inc management or general ledger programs Creating Recurring Charges Formerly the End of Month Close Note This creates charges for a single checkbook Each checkbook must be charged separately L Ze 168 Make a back up of the database See Chapter 1 Main Window Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Make sure that the Post Date is set to the last day of the month to be closed which is the month prior to the charges For example when monthly charges are made for March February s books should be complte so the Post Date is set to February 28th before the Create Charges procedure is undertaken Note The date is only relevant for monthly accounting cycles biweekly and weekly accounting cycles use an independent date method Click on
53. 02 02 2006 Check Number 6701 725 00 Descending Sort on Date CRB Legend C Charge R Refund B Balance Type Legend B Base Rent O 0netime H Mult Chg Edit Charges dd Truncate Reset Print Ledger OK Clicking on this option displays the Tenant Ledger Card for the current tenant Every detail is listed here If for whatever reason the ledger does not reflect the Charges Due window an option will to reset the ledger will be displayed The ledger can be printed by simply clicking on Print Ledger Tenant Report Clicking on this button will print a detailed Tenant Report Every field of the Tenant window will be listed in a quick easy to read format Copyright 2010 O FullHouse Software Inc 81 User s Guide FullHouse Software Inc Payments es Gash Receipts Jounal All Receipts i Chk Corbe Jim hale 101 34 344 00 06 10 2006 06 10 2006 344 00 0 00 RentReceived 344 00 Sec Deposits 0 00 SE Other Fees 0 00 Clean Depost 0 00 View Al Receipts Late Fees 0 00 LastMoRent 000 Tenant Corbe In sl Charges Credits 0 00 Start Date 06 15 2008 Other 000 End Date 06 10 2006 Pass Thru Biling 0 00 Property Report Curent Property _ _ _ _ _ _ Sort Options Enty Date vw Total Receipts 344 00 Click View to refresh the grid View Clicking on this button brings up a useful spreadsheet of the Cash Receipts Journal While it does not contain
54. 2 A a E 12 Deleting e ee 44 a PROP CI e io do 57 UNC tato iia 68 am BF ee LR 9 EE 94 le TEE 59 Describir 42 65 92 107 Destinada cita a 152 DISHUSEMENI usina aiii radenteenntubotecuderacetueae 13 Disbursement ReDo Sita da 28 DAVE HE cia ol 72 PP A 12 DUES COMIN DEE 78 E FIEVA EON aena A TN 66 Endor Year COSO un a lada 32 170 Entering a Management Check ooccnnccoocccccccccnncnncccconnnnnncononnnnnnnconcnnnnos lor an OW MER CHECK soi EE 138 JOU Mal ei curan cade eta 31 JOU CIR uge da coi 100 Miscellaneous Disbursements cccceeceseeeeeceeeceneeeneeeneeenes 27 Miscellaneous Receipts onccccconnccccooncnncconcnnncnanonnnnnnons 26 127 NEW Venda pea tal did ae 107 One Time Charge or Credit oooocccccoonconnocconnccnccnconnononnos 29 One Time Charge Refund 000nnnnnn0nnnnnnoannnnnnnnnnesennennesnnnne 114 Percentage COC aia nc eee 140 eege 141 Regular Vendor One Time Check 135 Reoccurring Journal Emtm 102 FullHouse Software Inc User s Guide Short Term Receipts ccccoooccccccoccnnccnocnnnconccnncnononoconannnos 26 124 A 88 Tenant NSF Reversals ooccooccccccnnccnncconcnnncnnnconaconanonanonannns 26 Tenant NSF Checks and Reversale 125 Tenant Member Recempte 26 121 leie d Order CHECKS anna diia clio 141 ENYA ol 65 A A A eM eT 22 Expiration Date ota 52 53 54 F Fee EENEG 78 A N 21 FISCal SLAG TO a tata 92 PSC alli Year EE 13 Fiscal YTD Payments iaa re d nd s 106
55. 3 The Units ee e 63 ele ie Le E WE EE 67 User s Guide FullHouse Software Inc eieiei E NET EE 68 Deleting Until lid 68 Chapter 5 TenantsS Membels cccccsessseeeseeesseeeseeeenneeesees 71 EEN 71 Tenant Member WiNdOW occcccccccocccnncccnoncnnncnnnnncnnnnnnnanennnnos 71 Acdnga Tenan EE 85 Changing Tenant Intormaton 85 Changing Tenant Charges cccccscscccccceesseeeeeesesseeessesaeeees 85 Creating a C A M Paseihrough 86 Entering a enano aaa ida 88 Chapter 6 EU Deeg 91 OVENS W sorei iat aa a o e aea a RE ia 91 The Accounts VW umdow 92 Adding a New Account 94 Deleting an Account 94 Creating a Chart of Accounts ooccccccccocccnncccnnnccnncnononcnnnononanenos 95 Altering the General Ledger Account Defaults 98 Making a Journal Entry ccccccscsseeeeeccceseeeeesecsseeeessceees 100 Change or Delete a Journal Ent 102 Entering a Reoccurring Journal Entry ooccccccoccncccnnnnncnno 102 Change or Delete a Reoccurring Journal Entry 103 Posting Reoccurring or Ongoing Journal Entries 104 Chapter 7 Vendors eiii 105 gt A 105 The Vendor Window annnsenoannnnnsennenesennnneosnnrnnnsnnnenessenenee 105 Entering a New Vendor oooccnncccccccconccononcconnccnnancnnnnonnnnnnnnnos 107 Change or Delete a Vendor 108 Writing a Check to a Vendor 109 Generating Vendor 1099S ooonccncccccncccnnccnnoncnnnnonnancnnnnonanonns 109
56. 6 In the Loan Amount field PE renant for Property PEO Demonstration Apariment House Unit 101 Name Corbe Jm Tenant enter the Lease f Loan Amount Interest 0 00 0 00 Alt Address a m O u nt O th e Has ms Principal m 0 00 Comments loa n Beca u se Month of Loan 0 Payment 528 28 0 00 Charge Due Origination Dat s2007 Current Payment loan of th e Wa y th at eg Payoff Amount 70 000 00 Payment Method Beginning of Month Ledger the loa n End of Month Tenant Report H t m od u le WO rks I Amortize this year See Amortize E a loan several et Geesen Print Label __BintLabel_ months into its term can be entered with the starting loan amount the software will keep track of the rest 7 In the Rate field the number entered can either be a whole number followed by a percentage sign or a decimal and then a number For example 10 and 10 are both valid ways to enter 10 compounded interest However 10 would be interpreted as 1000 be sure there is a decimal before the number 8 In the Month of Loan field enter the length of the loan in months For example enter 36 for a three year loan 9 In the Origination Date enter the starting date of the loan 10 Choose the time of month the loan is to be paid Click on either Beginning of Month or End of Month The option you choose will alter the way the interest is computed If you do Search Modity Eind lt lt Pr
57. Check Corbe Jim 650 00 Records 38 1 15 20 CD Lake City PICKUP OF 1635 1 15 20 CD Ral Management Fee 327 50 10 EA Jan i Make your selection above then Feb a Jul Ls ee 4 347 98 click View to refresh the grid 5 11 074 661 Aug 0 00 Total Credits 5 103 14 Mar 0 00 Sef DO A Apr 0 00 Det 0 00 Net Total 755 16 May 0 00 Nov 0 00 Jun 294 00 Dec 0 00 OK Adding a New Account 1 Make sure you are in the correct checkbook If you are not in the right checkbook change it under Current Settings Because the Chart of Accounts is identical for each property it is not necessary to change the property Click on the Accounts icon Click on Add A new Account record will be created Enter the Account Number Press Tab and enter the Description of the account Click on Save The Account has now been created in all of the properties of the active checkbook 7 To create another account click on Add When done click on OK a ge Deleting an Account e If any transactions exist that use this account the account cannot be deleted Accounts should only be deleted after the End of Year Close when all transaction histories have been cleared 1 Make sure you are in the correct checkbook If you are not in the right checkbook change it under Current Settings Because the Chart of Accounts is identical for each property it is not necessary to change the property 2 Click on the Accounts icon 3 Click on
58. Closes Status of Posting The IPM Status window will open If anything has not been posted it will be marked in red Posting shortcuts are listed on the right side of the window Click on any activated buttons to make any necessa posting SEH done click on OK Checkbook Overview gt Overview Properties Map 06 Closed November 06 June 06 Closed December 06 July 06 Closed January 07 August 06 February 07 September 06 March 07 October 06 April 07 OK Click on Closes amp Status Status of Charges The Status of Recurring Charges window will open It will show an overview of the checkbook you can view separate properties by selecting the Properties button at right Check Copyright 2010 FullHouse Software Inc 10 11 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide to make sure that the charges for the current month have not been created Click on Charges Create Recurring Charges EOM The OS es OI will open g D aS i Bn Creat te Regi frin a Setting up Tenant Charges for July Changes f Monthly Monthly Charges will use the day the rent iz due for the date Weekly and Bi Monthly will use the charge date entered below f Weekly TC Biweekly Warning Monthly Billing Cycle for June has already been processed Create Charges Do Not Create Changes DEMO HOUSE z Remove lt Add Back Remove the properties for whom
59. Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 7 Vendors Overview Vendors are the people with whom you do business The can be anyone from landscapers and garbage collection to painters and insurance carriers Every check will be written to one of three categories Owners Tenants and Vendors Most checks will be written to Vendors This section covers the entry and maintenance of Vendors The Vendor Window Vendor Id AAA Change ID p Disbursements Vendor Name AAA Mortgage Company Print Status Both Address 150 Main Street 100 Post Status Boh vw Address State ID Zip 83825 List Disbursements Phone Nbr 208 555 3456 ext Email Send Email Tax ID SS Number 5 239458 Print Ledger Card Business Type Corporation v Vendor s Account Number I Print Label Print Labe m Financial Information 7 Fiscal YTD Pmts 2 000 00 Calendar YTD Pmts 2 000 00 GL Account 5810 Interest Mortg 1st Description Month Mortgage Interest Search m Modify Find ES ea Cp Next gt gt Add per Se gm 2 User s Guide FullHouse Software Inc e Vendor ID Each Vendor has a unique ID that is used to identify the vendor Suggested IDs are contractions of the vendor s name e Change ID This button allows you to change the ID you ve given a vendor This is a complex process so you must have exclusive access to change the vendor ID e Vendor Name Each
60. E EE 27 R Oa ID iaa 27 FullHouse Software Inc User s Guide Reoccurring Transachons 31 Reoccurring Ongoing Journal Entries a0annnennaannnnneanean 104 POSE StatUS A a eee 107 POSI DAE tdi ii da 14 18 Potential INCOME ai Massa 98 Potential Retirada 65 PREVIOUS Acacia did 93 Neie le et EE 93 Print CIO CK E 28 PANE DE DOSIC SIND EE 27 PHN StAtUs a a 107 PADE Rit lee 72 A O A 151 PANUNG n 146 Bagage 47 Brel 14 17 18 23 PRODEILY OO ds 152 PIODCILY Costa la di 50 Property DeEsScCHDLON EE 49 Property AA o o Pu 47 Property Information Buttons 48 Property NaMe sor ds isos 48 R A eet 80 Receipt REDONS ccoocccccocccccccccccocnconocnnonacnnnonnnonnnnnnnnnonanonnnnnnononens 27 Era EE 14 17 26 RECEIVING an INVOICE ti aN 162 Reconcile Bank Giatement 28 Reconciling the Bank Gtatement 148 REUN nia a 14 Ee 79 Rental Sd 00 Tiida 49 Renters INSUVANCS EEN 53 Reoccurring Journal Entry cocccoocccncccccccncnnncccnoncnnncnnnos 102 103 Reoccurring Journal Maintenance oooccccccccccncnnnccconncnncncnononns 31 Repair External LIM tte a a mee caetos 14 IPM Database arrana rna ta leaded 22 ROPO GE 14 User s Guide FullHouse Software Inc A 49 Report acid 48 Deel EH 18 24 Aged Account Heceivalles 25 Balance gt eee en ee een ee eee ee 24 MUN VE 25 BIIMO REJSO E 25 Budgeting Analysis ccooonccnncccnonncnncononnconncnnnanennnnononanennnonnnos 24 Cash Flow Statement aaann
61. Find A list of all accounts will be displayed Find 94 Copyright 2010 O FullHouse Software Inc 7 8 FullHouse Software Inc User s Guide the account you wish to delete and click on it That account and all account information will be displayed Click Delete The system will warn you and ask for a confirmation of deletion If you do wish to delete the account click Yes If gt IPM is about to delete all information associated with SA the following account This cannot be undone Account 1100 Description Cash in Bank Do you want to delete this account The system will search for any transactions made using this account If none are found the account will be deleted If any transactions are found the system will prevent the account from being deleted If another account is to be deleted click on Find Click on the account you wish to delete and click Delete When finished deleting accounts click OK Creating a Chart of Accounts Note as said before we recommend that the standard chart of accounts be used If that is not possible be sure to create the checkbook with the Enter Your Own Accounts selected for the first checkbook After the chart of accounts for that checkbook has been created add additional checkbooks employing that chart of accounts and use the Select Accounts from Another Checkbook option E 5 Make sure you are in the correct checkbook If you are not in the right checkbook
62. House Software Inc User s Guide deletion If you do not wish to delete the tenant member and Unit at this time click No If you do wish to finalize the deletion click Yes One or more tenants are currently occupying this Unit Please move out or delete the following tenants If there are no tenants members for this unit the confirmation request will not be displayed CORBE JIM SS Click Find to delete more units if you wish 6 Click OK when you have completed deleting units for this property Copyright 2010 FullHouse Software Inc 69 User s Guide FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 5 Tenants Members Overview Tenants and Members are the heart and soul of any property management system for this reason the tenant window contains the most information The Tenant Member window is such that many elements are grouped together By clicking on one of the Information buttons the relevant grouping of information is displayed Tenant Member Window PEO for Popery UENO Demonstration Apariment ola Unit it Name Corbe Jim Tenant Business Address 1500 Maple Ave TI Use Alt Address City Hayden Lake State ID Zip 83835 Print Unit Nbr be Lease Phone Nbr 208 555 2365 Eat Soc Sec Nbr 553 01 4322 Alt Address Cell Nbr J Email Send Email Comments Drivers Lic ID 003266 ttit s Unit SQFT s00 000010167111114105 Dane Security Deposit 500 00 Day RentDue
63. IPM CLASSIC DATA SAMPLE MDB Backup to File that can be See undone know as restored Backup Cancel into a usable format In the age of computer viruses maintaining a good set of Copyright 2010 FullHouse Software Inc 37 User s Guide FullHouse Software Inc backups is vitally important We recommend creating your backup on your network to another drive rather that where you keep your active databases Your administrator can then back up the data along with the rest of your system automatically If you do not have a system administrator doing daily and weekly backups and off site backups we recommend you doing a backup daily to another hard drive memory stick or removable hard drive then burning a CD from that information regularly A good practice is to keep at least one copy of the CD offsite as part of a comprehensive disaster recovery plan IPM does support backups to hard drives floppy disks and writable CDs The key here is to make sure you have a cycle of backups so that if one fails you have another one to go back to We recommend at keeping at least 5 daily backups and one weekly backup With CDs or floppy disks this means having separate sets of disks for each backup If you are backing up to a hard drive on your network remember to back up according to a naming strategy that works for you If you have only one database Monday Tuesday etc will work if you have several databases a simple
64. M SOURCE IPM CLASSIC DATA EOYSAMO mdb Step 6 Set Up New Year 2007 Advanced Create New Database Cancel Step Four makes a copy of your current database with a new name a Save As to create next year s database It recommends a name and location but you can change it by typing in a new location or file name Click Create New Database to create your new database Once the new database 172 Copyright20100 FullHouse Software Inc FullHouse Software Inc User s Guide has been created Next will be available Click Next to continue Everything we ve Change Database done to this point has been A ees on the database for the old year Now it s time to switch to the new year s database we just created As the Wizard switches to Step Five it will warn you that it s going to change databases IPM needs to change to the New Year s database to continue to the next step RB End of Yean Glose Step 5 Create Charges EOM EOYSAMPLE MDB This database EOYSAMPLE MDEB contains 4 checkbooks Step 1 Review the Process This process will create the charges for the first month of the new year It needs to be run once for each checkbook in the new year s database Step 2 Print Reports This wizard will skip any checkbook that s already been closed for the current month Step 3 Make Backup Step 4 Create New Database A Demonstration Properties Already Processed B Commercia
65. MO X Unit v new tenant and allows you to receive starting rent and deposits Tenant Name 1 Rent Format Step One Tenant Information Day Rent Due ka Weekly C Biweekly Ze Monthly Start by selecting the property and unit Then add the tenant s name 2 Tenancy Dates Additional information can be added on the Tenant screen after Move In Date 06 20 2006 Number of Days to Prorate IN eeleren Expiration Date EE 2 The Days to Prorate is the number of days Next determine the start and end Adjustment Date 2 2 SE dates for the tenancy along A recurring fees Enter the amounts you want charged to the tenant 3 Rent Amount 7 such as rent parking fees and late Base Rent Prorated Daily Rate fees if payment is late Click Next when this information is Other Fee Prorated Rent Due correct Late Fee l Round the Rent Due to the nearest Dollar Modify OF Cancel 10 11 KS 13 14 15 156 User s Guide FullHouse Software Inc Click on the downward arrow next to the Property field and select a property The active property is default Press Tab and click on the downward arrow next to the Unit field Select a unit After selecting a unit the cursor will be advanced to the Tenant Name field Enter the tenant s name Press Tab and enter the day that rent comes due from 1 28 1 is default Note Changing the Day Due changes how the rent is pror
66. Nbr The insurance policy number is entered here for easy reference Insured Value The total value of the policy can be entered here Expiration Date Probably the single most important of the Insurance fields the policy s expiration date will be entered here However the program will not automatically warn you of this deadline Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide unless you create a Tickler memo See Chapter 1 Main Window Adding a New Property 1 LA 10 Copyright 2010 FullHouse Software Inc Make sure the correct checkbook is active Under Current Settings see the Checkbook button and click on the letter if you wish to change the checkbook Click on the Property icon and the property window will open If there are no properties in this checkbook the system will ask if you want to add a checkbook click Yes If this is an addition property click on Add In the Property ID field enter the ID of the property This can be up to 10 letters and or numbers in length Once the ID is set it cannot be changed without deleting the entire property Press Tab or click on the Property Name field Enter the property s name Press Tab or click on Address City State and Zip to enter the property s physical address A second Address line has been provided if needed Click on Manager and enter the on site manager s name If the property does not have an on site manager leave
67. Next to cycle through the properties and set up the management fee percentage When done click on OK and the Property window will close 6 If some vs ser Account Defaults n CO m e Account Defaults for Checkbook 4 a CCO u nts Property Management Defaults General Ledger a re First Account l CAM Billing Accounts S d ee oe Management Fees exc u d ed Third Account A d Fourth Account Operating Statements C C k O n Fifth Account l Sixth Account Define Structure Too S ST EAE Balance Sheet Items Eighth Account Acco u n t Ninth Account Defaults List up t t tt lude wh Iculati tf and the i these ROLE Hed Lom PM pa Cota nom oie fees cod one lines Account Defa u Its OK Cancel window will be displayed 7 Click on Management Fees A list of nine boxes will be displayed 8 Click on the first box and press F5 select an Income Account to exclude from the management fee Press Tab to advance to the next box 9 Enter up to nine accounts to be excluded in the management fee calculation 10 When done click on OK oe a Regular Vendor One Time Check Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on the Checks icon and the Consolidated Cash window will open User s Guide FullHouse Software Inc 3 Click on Use Consolidated Cash Balance The Consolidated Cash window will close an
68. Note Selecting option No should not be used as the tenant ledger will have been severely altered it is only included here as a final safety feature The Move Out Wizard will close and the tenant will be removed Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 13 Work Order Overview The Work Order feature can be assigned generated tracked invoiced and paid with minimal effort Work Orders can be generated for entire properties or specific units Flexibility is stressed in this design Creating a Work Order 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on Updates Work Order The Work Order window will open eis Work Order Work Order 10011 Status Open v General Vendor and Cost Property HOUSE tias Print Work Order Tenant Jones Mable Unit fe Home Phone 208 555 3462 Print Status Report Select lt F3 gt for Properties and lt F gt for Units Work Phone Refresh Estimated 02 01 2006 Completion Date Description or Fi drip in kitchen It s coming from the light fixture over the sink the work of Mable s complaining about the jolt when she turns on the light maintenance to be performed Search Modify Find 4 4 work Orders Dl Add Delete Cancel Save DK 10 11 12 13 14
69. Sei Lal LA E a A E a SG E Se Post Date 06 10 2006 ue ks Propertie Units Accounts Vendors Receipts Checks Repor Pro DEMO IPM S toolbar contains the most commonly used tools and information There are eleven buttons on the left that allow access to the major functions of IPM on the right is an area with 3 buttons that relate to the current checkbook property and posting date Buttons Checkbooks Selecting this button will take you to the Checkbook window see Chapter 2 Checkbooks where you Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide may add delete or alter checkbooks Properties Communties selecting this button will take you to the Property or Community window see Chapter 3 Properties where you may add delete or alter properties in the current active checkbook Units Selecting this button will open the Unit window see Chapter 4 Units where you may add delete or alter units for the current active property 5m Tenants Members Selecting this button will open the Tenant or Member window see Chapter 5 Tenants where you may add delete or alter tenants for the current active property Move In Selecting this button will bring you to the Move In wizard see Chapter 12 Move in Move out where you may move new tenants into a unit Move Out Selecting this button will bring you to the Move Out Wizard see Chapter 12 Move in Move out where you may mov
70. Smith Ph 208 772 3259 E IPM to re p resent a Nbr Units E Land Sa Footage 12000 30 wee Parking Spaces 10 Bldg Sq Footage 6 000 sq ft p ro p e rty I Rental Sq Footage Kat and can be up to 10 ch a n rS O r lt lt Previous Next gt gt CG Delete Cancel Save OK numbers long Once the Property ID is created and saved the ID cannot be changed without deleting the entire property and deleting a property also deletes its units and tenants Copyright 2010 FullHouse Software Inc A7 User s Guide FullHouse Software Inc Property Name The full name or description of the property can be inserted here Address City State and Zip Here you will enter the street address city state and zip code of the property A second address line is provided if needed Manager The name of the property s on site manager Superintendent etc if any is entered here Property Information Buttons Management Mgmt Name Eee ompan o Mgmt Name Address 11365 Eastshore Drive You r m a na g e m e nt City Hayden Lake State ID Zip 83835 Phone Nbr 208 772 3259 Ext Mgmt Fees Tune com Da ny S na m e Report Heading RAI Management Company e Report Footing will be entered baut h a re f Th iS iS u sed E This amount is subtracted from gross profit when generating Owner Checks for tenant member billing and management fee checks e Address City State and Zip Your company s mailing address is entered
71. The ACCOUNES ite lee aiii 92 The Property WiINdOW mannens 47 Bier AE 19 O 20 BEE e 54 A re Oe OTE aOR Er erm Pet 16 Ree A oa Sa occa ase ua henna ea tae Rerun eon 97 RA ee lun it EE 65 dee 42 106 U Riet e 15 17 23 63 64 72 Unit Information Buttons 64 DURE SO Foca oa adi 72 MIES WNdOW aia 63 FullHouse Software Inc Update Form Lettere A aaa Updating a Work Order aseseeerecennn User Defined Felge User PasswordS uan View Screens ccecceceeceeceeceeeececeeeeeeeeeeeness View Cash Hecemts View Disbursemente View Transactions cccccceeeeeeeeeeeeeeeees View Transachons W Y Year to Date C A M Information o AA IR tans Copyright 2010 O FullHouse Software Inc User s Guide 199
72. User s Guide Investment Property Manager Classic Q FullHouse Software Inc AR Property Management Solutions since 1978 Published in the USA by FullHouse Software Inc 5415 Lake Howell Road Suite 207 Winter Park FL 32792 www fullhousesoftware com Contents Introduction ANd OVEFVICW cccccceseeseeeeeeeeeeeeensnneeeeeeeeeeeeeees 7 So ware de Le cra ion 7 Receiving Technical Gupport 9 EE ee 10 Chapter 1 Main Wind Ow ccccccsssssseeeeeeeeeeeesseeeeeeeeeeeeeenees 16 TOO Brad 16 DUMAS ii 16 Sas EE 18 MSpU EE 21 Creating a New Database ccoooocccncccccncccnccononncononononnnononnnanonns 35 Opening a Database 35 Backing up am IPM Database nnnnnaannnnnnennnnnnnannnnnennenenne 36 Restoring From a Backup 38 Using the Tickler File ocio id 39 Chapter 2 CheckbookS viii oia 41 EE 41 The Checkbook Wumdow 41 Adding RE rn elei 43 Switching Active Checkbooks 44 Deleting a Checkbook cccccoocccccccconccononononcnnnononancnnnononanennnnnnnas 44 Chapter 3 Properties 47 AL PO O Co o a A 47 The Property WINdO Wisin iii 47 Adding a New Prope EE 55 C anging a Propeny a ninesini 56 Changing the Active Hroperty 57 Deleting a Properly EE 57 oo Le En KA e EE 58 Changing AO WON as et taa 59 D leting an OWEN tdi 59 Generating Owner 10998 nnaannnnnnennnnennennnnnsrnnnnessenrneenenne 60 Adjusting the Owner 1099 is 61 Chapter 42 RT E 63 ONENE Waen oe ee tee ae ua ee ee 6
73. a Separated Values Crystal Reports Data Interchange Format DIF Excel 2 0 3 0 or 4 0 HTML 3 2 or 4 0 Lotus 1 2 3 ODBC Record Style Report Definition Rich Text format Tab Separated Text Word and XML The most commonly user are PDF Excel Word and Comma Separated but between all those selections you should be able to find what you need The Destination drop down allows you to direct your export to either a Disk file the usual or another Application a Domino server Exchange folder or email via MAPI Note that your email client must support MAPI to create an email this way 12 When finished click on the large X in the top right corner to close the window Copyright 2010 FullHouse Software Inc 154 FullHouse Software Inc User s Guide Chapter 12 Move In and Move Out Overview The Move In Move Out feature allows tenants to be moved in and out of units and manages the hassles of prorated rent deposits and uncollected bills in one place They are created for specific business situations so in some cases it may be easier to add or remove tenants from the Tenant screen not available for HOAs Condos Tenant Move In 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on the Move In icon The Move In wizard will open Step 1 Tenant Information The Move In Wizard creates a Property DE
74. ack up the Old Year Step 4 Create New Database Create the database for the New Year Make the New Year active Step 5 Create Charges EOM Close December and create January charges for each checkbook E e 9 Update Retained Earnings and zero out Year to Date figures for each checkbook Delete the Old Year s transactions for each checkbook Step 6 Set Up New Year 2007 This wizard is designed to speed this process and ensure all steps are complete Note You will also need to print Vendor 1099s and run the Vendor End of Year on the New Year s Database Vendor 1099s can be printed from either the Old Year database or the New Year database However if you print 1099s from the New Year s database you must wait until the 1099s are printed before running the endor End of Year on the new database You must run the endor End of Year to zero out year to date totals for vendors in the New Year s database Don t run the Vendor End of Year on the old year s database Advanced gus Next gt gt Cancel On the first page there s a recap of the process Once you re familiar with the steps involved click Next FR End of sar Gloss EOYSAMPLE MDB Step 2 Print Reports We recommend that you print reports detailing the status of each checkbook before you proceed The basic reports are available here but if you choose to do additional reports click Cancel and return once you are ready to continue Step 1 Review the Proc
75. actly equal to the amount due there is no need to do anything else Simply click on Add Entry If the check amount exceeds the amount due the extra money must be distributed to the other fields Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide 11 12 13 14 15 CEPTS ton account E A e Se Amounts Owed ame Weber Sam Base Rent 712 00 Property ID DEMO 102 Other Fees 0 00 Unit Number A a 571200 Other Charges 0 00 mount Due Check Number 23242 CAM Changes E Check Amount 71 2 00 Late Fee 0 00 Accounting Spread Rent 712 00 Extra Parking 0 00 Other Fees 0 00 Late Fees 0 00 Charges and Credits Other 0 00 Deposits Last Months Deposit 0 00 Cleaning Pet Deposit 0 00 Security Deposit 0 00 Entry Add Cancel Click on the field to which money is to be added and enter the amount to be applied to that field If the money is to represent pre paid rent put the extra money into the Rent field For example if the amount is 640 00 paid to Rent and the check for 1280 00 is received Enter the total of 1280 into the into the Rent field If the amounts do not match an Out of Balance notification will be displayed in the Dut of Balance right side of the window This will Check Amount 773 010 tell you how much money must be Distributed 502 00 distributed to balance the money EE 210 00 E 210 00 inte properly When the mo
76. ailable for viewing e View Cash Receipts e View Disbursements e View Transactions These options bring up a form where you may select the criteria for viewing While these journal windows are not printable they can be very useful for tracking down any errors that might occur Receipts i Enter Miscellaneous Receipts Change or Delete Enter Short Term Receipts Receipts This option is Enter Tenant NSF Reversals used to reverse or change Enter Tenant Receipts Ctrl R miscellaneous and short term receipts See Chapter 9 Receipts for more information Enter Miscellaneous Receipts This option will ring up a window that will allow you to enter receipts that are not from a tenant member See Chapter 9 Receipts for more information Enter Short Term Receipts This allows you to record short term or irregular rentals where a Tenant Ledger is not justified See Chapter 9 Receipts for more information Enter Tenant NSF Reversals This option will allow you to reverse a receipt or charge for a Non Sufficient Funds check See Chapter 9 Receipts for more information Enter Tenant Member Receipts This will ask you to choose an account and then take you to the Cash Receipts window Here you may enter tenant member receipts See Chapter 9 Receipts for more information FullHouse Software Inc User s Guide Post NSF Reversals This option will post any NSF or reversals that were not already posted at the t
77. all of the information of the printed report this window is easily customizable to get the totals and information you need quickly Charges imi Gharpes Report Choosing this option brings up the Report Choices v Range Choice Report in TenantOrder vw Charges Reports window The current tenant information is filled in for easy creation You can choose one of the options for the From Tenant Corbe Jim To Tenant Conte Jim From Date 06 10 2005 To Date 06 10 2006 Property Options Report Curent Property sw Destination window S Report Range Print Cancel Property and even the destination of the report you may choose to see in a window saved as a file or printed Whatever you choose Print Report will follow your request 82 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Tracking The Tracking system is tied to each member and available on the Member Tenant screen Select the Tracking button to access the Tracking screen The Tracking Items screen is divided in to three areas At the top you have a recap of the tenant and unit From here you may select to view all open or closed trackable items from the View dropdown To print a summary of the tenant s items click the Print Summary button The second area includes a list of all the items conforming to the View dropdown discussed above all items open items or closed items Click on one of th
78. ance disappears Search Modify Find _ lt lt Brevious __ Next gt gt Add n Delete S Cancel Save CH OK IPM allows for unlimited comments on the unit Maintenance entsteet This shows all the maintenance applied to the unit through IPM work orders this is an automatic function Date Amoun Account 2 14 2006 200 00 5280 Paint Unit 6 10 2006 50 00 5280 Repair toilet STEE a Unit Make sure the correct checkbook and property are active If not change the checkbook in the Current Settings on the upper right corner 2 Click on the Units icon If there are no units in this property the system will ask if you wish to add a new unit Click Yes if you do wish to add a unit No if you do not wish to add a unit If yes a new unit record will open if no the window will close 3 If there are units already in this property click on Add a new blank unit record will opened Copyright 2010 FullHouse Software Inc 67 User s Guide FullHouse Software Inc Enter the Unit Nbr up to ten letters numbers and or symbols All units should contain the same number of characters to allow for accurate sorting For example if your property has 100 units you would number them 001 to 100 using a zero in the null spaces Enter the square footage of the unit If this is left blank the unit cannot be charged C A M passthroughs based on square footage If you choose to use an alternate form of measure t
79. and most reliable approach possible It relieves the fear of doing something you have to explain to the IRS and allows you to indulge all your what ifs User s Guide FullHouse Software Inc FullHouse Software Inc User s Guide INDEX A About IDN 35 Account Information Buttons 93 ACCOUN IND iio 92 ACCOUNTING O cla lc alos id 10 Ale geil ln Lee E 42 Al ge ell lee 17 O Re eee eee eee er ET 17 Active Checkbook 0 eee ceeceeceeccecceeceeceeceeceeceeeeeeneeneeneeneeseeseeneens 10 Active Property ccccccceseeecceeseecceeseeecceeeecseaueesssansesssegseesseaes 10 WDA ACCESS Sucia n A 66 Add Change Admin Password coocccncccccccccncccccoccnnncononncnnnnonons 33 Adding Gi CHECK DOOK o 43 a NEW ACCOUN enade nna e E 94 T NEW PFODGILY e r E e 55 A Ee EE ee 85 D e EE 67 EN OWING ie rioeas 58 Address City State and Z A 48 51 72 74 76 106 Adjusting BUT eh E WEE Ad 61 Vendor A EEN 112 Adjustment Date ewe eee ee 75 Advanced End of Year CUoee 176 Altering the General Ledger Account Defaults 98 User s Guide FullHouse Software Inc Alternate Address 72 76 Alternate NaMe enee gedet ad 76 POM ZC aS ceca Saree tence A O 81 Amortize this veal iii get 81 ANUAL REA EE 66 B BACK OD DE 11 Backup IPM Database neiaa E 21 37 SE En EE 66 E 65 CGI OOM YS ck sin aaa 65 BING OVCE EE 11 73 Bldg Sd neie e EE 49 BUNAIN aces O 49 ES SS Saeta daras 74 BUON S EE 11 16 C E A 11
80. anging databases and going through the end of year process for your general accounting remember to do a Vendor End of Year Close on your new year s database If you don t you ll carry forward the YTD figures from the previous year and make the new year that much more difficult to close NEXT year Backups IPM s backups are compressed copies of your database In other words they re a copy of your file squeezed to take less space on your harddrive or diskette They re reliable secure and transportable IPM nags you to make a backup every time you make changes to the database and are ready to exit However this may not always be adequate just because you ve made a backup doesn t mean you re safe User s Guide FullHouse Software Inc 1 Backups are only made when you go through the backup process they aren t automatic or continual The database is continually updated every time you make changes or save but the backup is not changed until you go through the backup process 2 The backup process was originally designed for floppy disks when harddrives were expensive and small and networks were rare Even a small database will require 2 3 floppy disks for a backup and many computers no longer have floppy drives Harddrives are much more reliable and larger now so it makes sense to backup to the harddrive and occasionally make CDs or network backups of your IPM data and everything else on your computer If you h
81. ant Business Lease Type Lease Monthly Alt Address Move In Date 06 25 1 998 Comments Expiration Date 07 01 2010 Charge Due Adjustment Date 06 01 2010 Adjustment Amount 35 00 C Percent Amount Loan Lease Comments Wife wants copy of lease too fore Tenant Report Payments Charges Tracking Print Label Search Modity Find lt lt Previous Next gt gt Add Delete Cancel Save e Lease Type Enter the type of lease here Possible types are two year lease five year lease etc e Commencement Date The start date of the lease is entered here This field is automatically filled when a tenant member moves in using the Move In Move Out feature of IPM e Lease Expiration Store the date when the lease will expire e Adjustment Date If you wish to set a deadline for renewing a lease enter that date here e Lease Comments The comment field is unlimited Write as many notes as needed HE Eee A e E PESADA A RN E Eesel Ea Eee Seed E CH Kei Copyright 2010 FullHouse Software Inc 75 User s Guide FullHouse Software Inc Alternate Address x3 bais Unti Name Corbe Jim Alternate ddress Tenant Business Lease Alt Address Alternate Name ord James Corbe KG Address Hampden House Bucks City State Zip Phone Nbr f ext Cell Nbr L mE Email Send Email Relationship Heir Presumptive to the Dukedom
82. arge Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide or Refund Name Unit ltem Amount ltem Description Charge or Refund Zz C or R Charge Account Number Press lt F5 gt for list of Accounts Charge Date Press lt Tab gt key for todays date Search Modif lt lt Previous Next gt gt S OK Press Tab and enter C if this is a charge or R if this is a refund or Credit Press Tab and enter the account number that the Charge or Refund is to be applied If the account number is not known press F5 and select the account to be used Press Tab and enter the date when the charge or refund is to be posted or press Tab again to automatically enter the current Post Date Click on Save to save the charge or refund Charges and refunds may be removed at this point by clicking on Delete To add another charge or refund click on Add When done click on OK and the One Time Charges window will close A prompt will be displayed if you wish to post the charges or refunds at this time Clicking Yes will post the charges and refunds they may only be deleted by making a reversal refund or charge If NO is selected the charges and refunds may be edited by clicking on Charges Enter One Time Charge or Credit To post click on Charges Post Charges or Credit Change or Delete a One Time Charge Refund Ee If the Charge or Refund is alread
83. ated Select a billing cycle option Monthly Weekly and Bi Monthly Monthly is the default Note No matter what option you choose the system will adjust for the different lengths 30 days 7 days and 15 days Press Tab enter the Move In date if it differs from the Post Date Press Tab and enter the Expiration Date of the Lease If this is not a lease or the date is unknown leave the field blank Press Tab and enter the date the lease must be renewed in the Adjustment Date field If this is not a lease or the date is unknown leave the field blank Press Tab If the Base Rent is correct move on if not change it by entering the correct amount The rent will automatically be prorated according to the move in date and the day that rent comes due Press Tab and enter any Other Fee in this field Press Tab and enter any Late Fee that will be charged to the tenant when they make a late payment Note If the Late Fee amount is anything but a fixed amount leave the field blank Click Next when you are finished with the information on this page This will bring you to the second page of the wizard the Receipt page Copyright 2010 FullHouse Software Inc 16 Ly 18 19 19 20 21 22 FullHouse Software Inc User s Guide FB Hove In Step 2 Receipt Information Step Two Receipt Information A Base Rent Due Now confirm then amount you Rent Due 229 1 3 Recalculate Prorate should receive
84. ave a regular nightly network backup it may not be necessary to do database backups of IPM ask your system administrator In any case backing up to a network harddrive or even your PC s harddrive is often easier and safer than using floppies but remember to change the name of the backup every day IPM Classic does that for you automatically 3 When you exit IPM it asks you to backup your database That s perfect if you ve only been working in one database all day however if you ve switched between several databases you won t have backups of any but the last one Do those backups yourself 4 Backups aren t just for disasters Say you re about to undertake some large task like adding CAM charges to a group of properties Make a Backup or a copy using save as before you start That way if something goes wrong or you don t like the results or the boss changes his mind you can restore or roll back to where you were before you did all that work Try It In the Sample Database First Yes we ve said that before but it really is worth repeating The concept here is that you re trying something without risking your live data Another approach along the same lines is to use IPM s Save As to create a copy of your database then try it in that copy before going back to your production database FullHouse Software Inc User s Guide The process of learning in another database is the safest
85. ave a specific task that can be summed up in a few words For example Gardening and lawn care for a gardening company Plumbing for a plumber etc Disbursements Print Status When using the List Disbursements Disbursements button this Print Status Bath y option will determine whether manual system Post Status path generated or both types of Gece Toe lean y checks are created Post Status List Disbursements When using the List Disbursements button this option will determine whether only checks that have or have not been posted or all checks regardless of posting status are reported Check Type When using the List Disbursements button this option will determine whether one time permanent or both types of checks are reported List Disbursem ents This button will display a list of disbursemen ts for the currently displayed Vendor MISA BAB Oe Aer ALO J Print Both Post Both Type Both Due Date Check Type Print Status Post Status Amount Check Nbr Prop Id 2006 01 15 One Time System 01 15 2006 Si DHA 2006 02 15 One Time System 02 15 2006 1 000 00 1043 DEMO Entering a New Vendor Vendors can either be entered through the Vendor window or directly while writing a check This will describe entering a Copyright 2010 FullHouse Software Inc 107 User s Guide FullHouse Software Inc vendor through the Vendor window 1 Vendors are universal to all Checkbooks in the
86. base and lt lt gege the Open E window will be Desktop displayed ci 2 Check to be My Documents sure that the 48 drive and My Computer folder where G ee f z th e database My Network Files of type G M Databases MDB D _ Cancel Open as read only is located is correct If itis not change the drive and or the folder 3 On the left side is the File name box containing MDB The box below this lists all the database files found in this drive and folder Locate the name of the database to be opened and left click on it 4 The name will be highlighted and will replace MDB in the File name field Click on OK and the database will be opened When prompted enter the password and click on OK 7 Change the Post Date and press OK ae a Export The export screen AE allows you to export Geier GL Transactions for other accounting software export pending A P checks for printing on another workstation or export tenant data for other applications To use this screen 1 Select the Export format either GL Transactions Pending A P or Tenant Information 2 Verify the defaults on the right side of the screen including the path and file name If you change the path or filename be sure to note where you re putting the exported file 3 Click Export to create the file Export Transactions for Host GL Import Export Date 06 1 0 2006 Export Path CAPM S AIPM Classic Bin Export File 060610GLExport csv
87. book and property change them under Current Settings 2 Click on Receipts Tenant NSF Reversals and the Cash Account window will be displayed 3 Click on Use Default Cash Account and the NSF and Reverse Checks window will be displayed 4 The checks are listed by tenant mem ber name but can be changed to unit order by clicking on either the Select Unit or Select Tenant buttons 5 Click on the check to be declared NSF or reversed The details of the check will be displayed ms E e Reverse Receipts Zog to move e he next screen Unit Tenant Check Select Modify Unit Tenant Cancel Close User s Guide FullHouse Software Inc Amounts Owed Name Torbe Jim Base Rent 344 00 Prop Id M DE 0 Other Fees 0 00 Unit Number fio Other Charges 0 00 Date Entered 6 10 2006 Date To Post Hi Check Number i Multiple Item 0 00 Check Amount Late Fee 0 00 Accounting Spread Rent ETT Extra Parking Other Fees Late Fee One Time Charges Other Deposits Last Mo Deposit Cleaning Pet Deposit Security Deposit Modify Reversal NSF Cancel F 6 To reverse a check click on Reversal and the check will be marked Reversal 7 To declare the check NSF click on NSF A window will ask for an account to charge the NSF fee and the amount of those fees Press F5 and select the account Then press Tab and enter the amount of the charge Click o
88. but we also provide an Advanced format for users of IPM 2006 or earlier who have established EOY procedures The End of Year Close is performed once for each checkbook in each database per year The steps are 1 Print reports 2 Backup your database note a backup backups the entire database with all checkbooks 3 Create a copy of the database for the newyear with a new name and switch to that database 4 Charge for January in the new database for each checkbook 5 Run the Year End Close processing for each checkbook to get rid of old transactions Fortunately the End of Year Close Wizard will walk you through the entire process However if you prefer there is access to the older EOY process through the Advanced button on the Wizard s main screen 170 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide BE End of Year lose EDYSAMPLE MDB Step 1 Review the Process This process is run once per database lt will go through each checkbook and set up the new year Step 1 Review the P SC de O are You may need to start the new year before you ve completely finished all transactions for the old year That requires you to reconcile your new year s cash to the final balance of the old year once you have finished with the old year Step 2 Print Reports Closing one year and setting up a new year involves several steps Aion Make Back Print reports for the Old Year B
89. ck This applies to only the Permanent Checks and not the checks that are generated from them see Setting up Permanent Checks for Printing Posting for more information on how checks are created setup from Permanent masters l Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on Payables Change or Delete Permanent Checks and the Change or Delete Permanent Checks window will open Copyright 2010 FullHouse Software Inc 145 User s Guide FullHouse Software Inc ME Cianee Voja Permanent Checks forsaccount 100 Az Status Due Date MET Print Status Print by System e Post To Post X o AAA Mortgage Company Amount 1 444 00 150 Main Street 100 AAA Wendor ld Big City ID 83835 Account Account Descripton Amount Description Property Unit 5810 1 444 00 Month Mortgage Interest DEMO A Wendor s Account Nbr Include Account Nbr on Check Search STEE Delete or Void Action Find vendo Name Pi lt lt Previous Next gt gt Check Item DK 3 Locate the check to be altered by clicking on Next or Previous by selecting Vendor Name or Check and entering the correct information 4 It may be altered by changing the amount on an item or by deleting a specific item Click on Item under Deleting Voiding and choose the appropriate item number 5 All checks may b
90. click Save the system will build the new checkbook and chart of accounts While you may add checkbook after checkbook it is recommended that you complete one at a time Completely set up the properties units tenants etc for each checkbook before adding another one Click Exit and return to the Main Window where the next step is to set up property By default the last checkbook created becomes the Active Checkbook CheckBook Id jE Type Business y Description Accounting Year 2010 Start Date 01 01 2010 End Date 12 31 2010 Start Month 7 Enable LockBox E Transit Nbr Chart of Accounts e Use Standard Chart of Accounts C Enter pour own Accounts Select Accounts from another Checkbook Copyright 2010 FullHouse Software Inc 43 User s Guide FullHouse Software Inc Switching Active Checkbooks l From the Main Window click on the button next to Checkbook under Current Settings which is located in the upper right corner A window containing all of the checkbooks in this database will be displayed Click on the checkbook you wish to make the Active checkbook A window showing all properties within the Active checkbook will be displayed Click on the property you wish to make the Active property A box will ask you for the system date Either enter a new date or press Tab to select the date displayed Changing the Post Date L W Click on the
91. complete the deletion process A list of all the remaining checkbooks in the database will be displayed after the deletion is complete Click on the checkbook you wish to make the Active checkbook A window with all the properties for the active checkbook will be displayed Click on the property you wish to be the Active property When prompted to enter the Post Date either enter a new date or press Tab to accept the date displayed Repeat the above instructions to delete other checkbooks When done click on Exit Copyright 2010 FullHouse Software Inc 45 User s Guide FullHouse Software Inc 46 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 3 Properties Overview The next most important element in IPM is the property Generally speaking a property is any building or group of buildings that share an address The number of units is irrelevant to this classification IPM supports an unlimited number of properties available for each checkbook The layout of the Property window is such that many elements are grouped together Click on one of the buttons on right the relevant grouping of information is displayed The Property Window Property ID The ae pa foperty Name Demonstration Apartment House Pro pe rty ID Address 1 1500 Maple s Address 2 Is U sed ss Hayden Lake State ID Zip 83835 Manager GusSmith one 208 772 3259 Ext th roughout ger Gus
92. ctive Checkbook The Checkbook currently listed under Current Settings on the Main Window All data is by default pulled from the Active Checkbook Active Property The Property currently listed under Current Settings The Active Property is a member of the Active Checkbook and is by default the Property from which FullHouse Software Inc User s Guide all data is collected Backup A compressed encrypted disk file of all the data in a database is called a backup A backup can be used to recreate a database if the primary data becomes corrupted or lost Billing Cycle The period between creating Charges IPM CLASSIC is set up to handle monthly 30 day weekly 7 day and biweekly 15 day accounting cycles Buttons A computer term referring to a small usually rectangular area of the screen that can be clicked to activate part of the program Most buttons have either a caption describing their function or a picture known as an icon C A M Common Area Maintenance Charge A fee of Payment an amount due to you Charges are made once per Billing Cycle for all tenants via the Create Charges menu option The amount owed is called Due Checkbook The largest grouping within am IPM database The Checkbook represents a single checkbook that is used to manage one or more properties of a common classification Business Residential etc It is the top of the IPM hierarchy There can be almost unlimited checkb
93. d Work Order Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on the Checks icon The Consolidated Cash window will open 3 Click on Use Consolidated Cash Balance The Consolidated Cash window will close and the Cash Disbursements window will open 4 The Print Status field will be highlighted and either Print By System or Manual Check will be selected If this is not the correct selection click on the downward arrow and choose the correct option 5 If Manual Check is chosen make sure the check number field contains the correct check number 6 Click on Work Order under Check Class in the lower right corner of the window and the work order will open User s Guide FullHouse Software Inc Vndr Work Ord Property Amount 10022 10020 10014 L 10009 55 00 10017 6 00 10015 5666 00 OF Cancel Click on the Work order to pay 7 The check detail information will be added in automatically from the work order itself 8 To add additional items to the check click on Add Item To add another check click on Enter Another Check 10 When done click on OK and the Disbursements window will close 11 Print by System checks can now be printed and posted Manual Checks can be posted Generating a Work Order Status Report 1 Make certain that the correct checkbook and property are active If you ar
94. d format information for MICR generating checks See Chapter 10 Checks for more information User Field Setup This selection brings up a window where user defined tenant member fields may be entered See Chapter 5 Tenants Members for more information Add Change Admin Password This option is only available if the user logged in with the Administrator Password By clicking here the current master password may be changed Simply enter the new password press Enter then re enter the password If they match the new password will become the master password If you do not wish to have a password simply press Enter twice and the password will be blank Until an Administrator Password is added the password login window will not be displayed User Passwords This option is used to create and edit limited use passwords This option is only available if the Administrator Password was used to log in Clicking on this option will open the User Password window 1 If you have not yet created a password the system will ask if you would like to create one at this time 2 If you answer no the window will close otherwise the Security window will ask for a new password and all the features to which you want access with this password 3 If there is already one or more User Password click Add to create a new one 4 Enter the new password and click on all the features you want active Click on Save and the new password is c
95. d the Cash Disbursements window will open tech Definition egos Check Selup Class Regular y Add Vendor a Source Print by System y List Disbursements Vendor BIG Big City Cleaners y Eind Vendor Check Type One Time y Due Date 06 20 2006 Balance Pay to the Big City Cleaners Check Number assigned by IPM Cash in Bank 4 149 45 Orson Gi 350 Westem Ave Less Post and Print 4 149 45 ae Amount 33 00 A mm Big City ID Zip 83835 7 Include Vendor Account Nbr on Check Memo Account Amount e Property 3300 EIER EE adden Item Delete _ Delete Selected Item Item Gear Allitems All Items Save and New gt Save and Close lt i Cancel 4 The Print Status field will be highlighted and either Print By System or Manual Check will be displayed If this is not the correct selection click on the downward arrow and select the correct check type 5 If Manual Check is selected make sure the check number field contains the correct check number 6 If using an established vendor click on the downward arrow of the Vendor field and select a vendor The vendor information will be displayed on the left side of the window 7 If the vendor has not been set up click on the Add New Vendor and the Vendor window will be displayed See Chapter 7 Vendors Entering a New Vendor for the step by step instructions 8 If the vendor has been set up properly the first detail line of the Cash Disbursement w
96. d to the active or some or all properties in the active checkbook Click on Process Delete and the details of the FullHouse Software Inc User s Guide charges in that period of time will be deleted 5 Delete All Checks and Charges Clicking on this option will delete all charges and receipts for the active checkbook This will wipe clean all Ledger cards Use this option with caution 6 When done click on OK to close the Charge Journal Maintenance window User s Guide FullHouse Software Inc 120 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 9 Receipts Entering Tenant Member Receipts 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on the Receipts icon and the system will ask for a Cash Account 3 Click on USe Common Cash Account 1100 and the Cash Receipts window will be displayed 4 The tenants members are listed in the large center box AB Cash Receipts for acconnt 1400 Cash in Bank Zeite in the Current Property EN E Display Property enan i F Show All Properties Birdman Harry 5 e e Select to show all properties orbe Jim 3 in the current checkbook Smith Betty Weber Sam Change Property Order of Tenants to Display Unit e Property Lockbox Format Standard y Import Lockbox Record Direct Deposits Poe da more
97. da the max screen User s Guide FullHouse Software Inc 10 122 Along with the tenant s member s names the unit number and amount owed are also displayed The tenants members may be viewed in alphabetical order default or by unit number Click on the tenant member whose payment is to be received The Cash Receipts window will change the tenant s member s name property ID unit number amount due and a breakdown of that amount will be displayed at the top of the window The bottom of the window changes allow for the inputting of the check Amounts Owed Name Weber Sam Base Rent 712 00 Property ID DEMO Other Fees 0 00 Unit Number fi 02 A mp 712 00 Other Charges 0 00 mount Due Check Number CAM Charges 0 00 Check Amount Late Fee 0 00 Accounting Spread Rent Other Fees Late Fees Charges and Credits Other Deposits Last Months Deposit Cleaning Pet Deposit Security Deposit Entry dd Cancel A sio The cursor will automatically be place in the Check Number field Either enter the number or enter Cash if the payment is made in cash Press Tab and the amount expected will be placed in the Check Amount field If this is not the correct amount enter the correct amount Press Tab and the check will distribute the money In cases where there is not enough money to cover the amount due the fields will be filled in from top down starting with Rent If the check amount is ex
98. database Entering a Vendor in one checkbook will enter it in all the checkbooks 2 Click on the Vendor icon The Vendor window will be displayed 3 If no Vendors have been set up in the database the system will ask if you wish to set up Vendors at this time Clicking on No will close the window Clicking Yes will add a new blank Vendor record Click on Add and a blank Vendor Record will be created Enter the Vendor ID Press Tab and enter the Vendor Name Press Tab and enter the Vendor s street address If necessary use the Address 2 line for the street address Tab to the City State and Zip filling in each field as you go 8 Press Tab and enter the Vendor s phone number 9 Press Tab enter the Vendor s Tax ID or Social Security number 10 Press Tab enter the Type of vendor If the Vendor is a corporation select Corporation if the Vendor is not select Other This is a field you can sort on when printing 1099s as you usually don t need to report amounts paid to corporations 11 Click on the GL Account field and press F5 A list of accounts will be displayed Click on the expense account associated with the Vendor The GL Account will be filled into the field Note Adding the GL Account is only possible if there is an active property 12 Click on the Description field and enter a short description of the Vendor s function or usual task for an utility company it would be electricity 13 Click
99. disk for optimal performance Defrag can be run from Start Program Accessories System Tools Defrag Defrag should be performed at least 3 4 times a year The accumulation of Charges that are currently owed Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Disbursement The paying out of money such as writing a check Fiscal Year The year on which your financial information is based Most property management is done on a January to December or Calendar year basis but IPM supports any 12 month period as a fiscal year Icon An alternate name for Tenant found in Checkbooks keyed to condominium and home owners Member An alternate name for Tenant found in Checkbooks keyed to condominium and home owners associations A Member is an owner of a property or unit while a Tenant is usually a renter NSF Non Sufficient Funds A bounced check or a checkthat was returned to you unpaid for whatever reason Passthrough A passthrough account is one that holds them temporarily without affecting them like a water pipe from a cistern toa faucet Passthroughs allow you to spent for tenants or owners collectively and break down the charges easily The process of creating Charges is composed of one or more passthroughs Permanent Check A standard check that is written each month For example a mortgage payment is paid each month Permanent Checks act like templates and are used to
100. dropdown The Date Created will automatically be filled when you save the item and the Date Next Step will be calculated if the step you ve selected has a days value assigned You may change this date or the Date Next Inspection manually The Letter will have the default letter you established for the particular item but you can select any other Form Letter Fines and Account numbers are also the ones you defined for the step You can change the fine amount and enter other account numbers when you create charges Changes made to any of these fields are automatically logged in the History box as the bottom of the screen You may type in any information in the Comments box This is a good place to record steps you ve taken with residents calls you need to make and their outcome At the right side of this sections are buttons that allow you to easily Create Charges if a fine is defined print letters if a letter is defined or view the citations and verbiage established for that particular item Beside the History box you have tools to manage the history and reporting of this item YOU can clear the history print a list of the history or Zi access IPM s Report enant labels Labels Form E 5260 Tra cki n g re po rts Select Tenants from here Starting label Row 1 Column 7 Print Label This button allows Property Options Report Current Property v you to easily print a AA Sort By Destination window
101. e ES Open My Nowak Files of type Jan 1099 Forms tax sl Places 5 Click on Payer s Federal ID Number and enter the tax ID number 6 The management information will be pulled from the active property file so nothing has to be entered in these fields 7 You have two choices to select vendors First you can check the checkbox labeled Select Vendors 599 99 Calendar Year and not C This will build the query for you to select the vendors Second you can build the query yourself Here s how a Click on Select Vendor and an Expert query I Open as read only FullHouse Software Inc User s Guide window will be displayed Though you can choose to select any Vendors you wish the following instructions explain how to select all non incorporated Vendors who have received more than 600 00 for the current year Build Query A query is how you ask a database a question IPM s query allows you to ask up to a three part question Each part is made of an element a condition and usually a value Elements are fields in the database Conditions are how the element is evaluated Values are the contents of the element For example to generate a list of all tenants with more than 500 due your element would be tenant amount_due the condition would be is greater than and the value would be DOUT Additional qualifications can be added for parts two and three say tenants with lease
102. e Checks Posting Checks Only Manual Checks and checks that were not posted after printing need to be posted using this method A Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on Payable Post Checks The systems will display a notice that posting is taking place Posting is complete when the notice is no longer visible Reconciling the Bank Statement l 148 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on Payable Reconcile Bank Statement and the Check Reconciliation window will open BE creck Recon aio to 06 202006 on Casacconi o bd Reconciliation Worksheet Rec Date Check Nbr Vendor IN 01 15 2006 Gas Company of the North West a eis hela 0 00 01 15 2006 Insurance of North America 01 15 2006 244 Mortgage Company Chon Books Sue 01 15 2006 Joes Yard amp Maint Service Zohn 01 15 2006 Lake City Trash Unreconciled Checks 5 758 14 01 15 2006 RAI Management Company Bank Charges mm m 01 15 2006 George Parsons 01 15 2006 Phil Harris Bank Interest 0 00 02 15 2006 RAI Management Company 02 15 2006 Insurance of North America Unrecorded Deposits 0 00 02 15 2006 Electric Services of Idaho M 02 15 2006 Joes Yard amp Maint Service ON Bank Balnea Laie 02 15 2006 ZIP Plu
103. e In Move Out feature See Chapter 12 Move In Move Out for more information e Billing Cycle IPM can handle different types of payment schedules By simply entering a one letter code the system knows how often to process charges Enter M for Monthly once per month W for Weekly once per weekly B for Biweekly once every other week This field is automatically entered through the Move In Move Out feature though it can be charged at any time See Chapter 12 Move In Move Out and Chapter 14 Closes for more information e Day Rent Due This field is only useful for monthly charges When Calculating late fees the system checks the Post Date and compares the day to the number in this field to determine how many days the tenant member is late For weekly and biweekly schedule payments the late fees are calculated differently and Day Rent Due should be entered as a 1 e Nbr NSF Checks The number of NSF checks that the tenant member has submitted is stored here automatically Whenever one of this tenant member s checks is declared NSF this field will increase by one This value can also be changed directly in this field e Nbr Times Late Whenever a tenant member is charged a late fee the value in this field will be increased by one The field can also be changed manually No longer will you have to search your Copyright 2010 FullHouse Software Inc 73 User s Guide FullHouse Software Inc records fo chronically delinquent
104. e account information was not filled in press F5 and select an expense account Press Tab and enter the dollar amount Press Tab and enter a description for the item Press Tab and click on the downward arrow and select the property to be charged 11 If this check is written for more than one property or expense account click on Add Item Change any of the account information including amount and property Up to nine items may be added to a single check To add another check click on Enter Another Check 10 When done click on OK and the Cash Disbursements window will close 11 The permanent check is now created and must now be set up using the Setting up Permanent Checks for Printing Posting instructions Setting up Permanent Checks for Printing Posting Though created in the same manner as One Time checks Permanent Checks differ significantly in that they must be set up through Check Journal Maintenance to become useful 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on Payable Check Journal Maintenance and the Check Journal Maintenance window will open 142 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide 3 4 d check Journal Maintenance CheckBook Demonstration Properties on Account 1100 Set Up Checks for Next Month Sets up the Permanent Checks for
105. e date to the last day of the preceding month i e to start January 2007 set the date to December 31 2006 b To setup a charge for a tenant or member go to Closes Create Charges EOM c Click on Monthly and then Process Closes This will return you to the main screen when it completes d Click on Date and enter a date in the following month i e January in the example e Check the Tenant Member current balances If they are not correct you may need to enter a one time charge or credit from the Charges menu item If you d like to see an example or want a database to practice on we ve included a sample database To use the sample database select File Open IPM Database from the main menu then select Sample mdb and click OK Splitting a Database Say the time has come to hand off the accounting for several properties to a new person You re going to still handle properties 1 4 but Mary will now handle properties 5 7 Whether they re all in the same checkbook or separate checkbooks the process for splitting the database is conceptually the same The steps are 1 Back up the database 2 Use Save As to create a copy of the database under a new name for example Mary07 3 Delete Mary s properties from Mine07 4 Delete my properties from Mary07 This leaves Mary with a database that just has properties 5 7 and you with a database of just 1 4 If the properties are maintained in separate checkbooks
106. e deleted by clicking on Check under Deleting Voiding 6 Locate another check to change or delete 7 When done click on OK The permanent check or checks are now altered or deleted and removed from the list of permanent checks that may be setup each month Printing Checks Checks are only printed if Print by System checks are used 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on Payable Print Checks and the Print Checks window will open 146 Copyright 2010 FullHouse Software Inc 8 d FullHouse Software Inc User s Guide x Select Checks to Print Print All 3 Checks Selections Vertical Alignment Beara on 06 20 2005 Alignment lo 2 to 2 5 pts Ending Date 06 20 2006 MICR Alignment Starting Check Number h 062 These settings let you adjust where the MICR characters are printed Horizontal fo 1 0 to 1 0 inches Skew MICR Font MICR 012 BT gt Font Sizef12 8 pts to 30 pts Print Test Check OK Initially start with normal paper in the printer and click on Print a Test Check to determine if alignment is correct If MICR encoded checks are being generated it might be a good idea to use actual check stock to make this test If the alignment is off change the value of Alignment field in the Alignment frame MICR Font MICR Font Size and Skew only become active if in
107. e entries have not been posted an option will come up asking if you wish the entries to be deleted at this time If you click Yes all entries not posted will be deleted If you click No the entries will remain to be posted at a later date Change or Delete a Miscellaneous Receipt These instructions are only valuable when dealing with a non posted receipt All posted receipts may only be reversed by entering an offsetting General Journal entry l Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on Receipts Enter Miscellaneous Receipts and the Cash Account window will open Click on Use Default Cash Account and the Miscellaneous Receipts window will be displayed If receipts are present click on the arrow bar labeled Miscellaneous Receipts to locate the receipts to be edited or deleted If changing a receipt make the necessary alterations and click on Save If deleting a receipt click on Delete When done click on OK and a window will be displayed with three options Click on Print Miscellaneous Receipts to list all entries that are waiting to be posted Click on Print Deposit Slip to create a deposit slip Click on Print Miscellaneous Receipts to post all of the receipts Click on OK and the Miscellaneous Receipts window will close If the entries have not been posted an option will come up asking if yo
108. e not in the right checkbook and property change them under Current Settings 2 Click on Updates Work Order The Work Order window will open 3 Click on Print Status Report The Work Order Status window will open 4 If desired enter the range of the Work Order Numbers to report Leave blank for all work orders 5 If you wish limit the report to Open Invoiced and or Closed work orders Leave blank to include all work orders 6 The work orders can either be reported in Work Orders or Property 7 Property Choice is displayed on almost all reports In this field choose between Report Current Property Report FullHouse Software Inc User s Guide all Properties in the active checkbook or Select Properties to Report If the last is chosen a window will be displayed where one or more properties can be chosen for creating the report 8 Destination This is the one universal constant in all reports The report can be viewed ina Window or Printer Exports can be generated from the Window Print Preview IES Orders to Report From To Leave the From and To blank to select all Work Orders Options Sort by Account e Work Orders to Include Y Open Work Orders Iw Invoiced Work Orders Iw Closed Work Order S Propert Report all Properties 9 Click on Preview SE GE and the report will be generated Preview Cancel 10 When done click on Close and the Work Order Status window will
109. e out tenants Accounts ER Selecting this button will open the Accounts window see Chapter 6 Accounts where you may add delete or alter the chart of accounts for the current active property Vendor Selecting this button will open the Vendor window see Chapter 7 Vendors where you may add delete or alter the list of vendors ma Receipts Selecting this button will open the Tenant Receipts Copyright 2010 FullHouse Software Inc 17 User s Guide FullHouse Software Inc window see Chapter 9 Receipts where you may enter tenant receipts Checks Selecting this button will open the Checks window see Chapter 10 Checks where you may write checks Reports Selecting this button will bring you to the Reports menu see Chapter 11 Reports where you may choose from over 200 different reports Current Settings Current Settings Checkbook A Post Date 06 10 2006 Property DEMO There are three buttons in this area e Checkbook This button changes the currently active checkbook By default when you change the checkbook you will be asked to select a property to activate e Post Date This button changes the post date This has no effect on your computer s system date Note The year area requires a four digit number e Property This button selects the currently active property You may only select properties from those in the active checkbook Status Bar The status bar run
110. ecks are finally deleted See Chapter 10 Checks for more information 1 Click on the Property icon and the Property window will open 2 Click on Find and a box with all properties in the active checkbook will be displayed Click on the property you wish to delete The property information be displayed 3 Click on Delete 4 The system will display a warning message and ask you to Copyright 2010 O FullHouse Software Inc 57 User s Guide FullHouse Software Inc confirm the deletion If you do not wish to delete this property click No if you do wish to delete this property click Yes The system will send a second warning to doubly confirm that you do wish to delete this property decide finally and click the appropriate response Confira Uber The system is about to delete all information associated with DEMO Financial reports across property lines may be inaccurate due to the deletion of an active property If you have ever written checks accross property lines it is recommended that you do not delete the property until you are in a position where all of your checks can be removed from the system At the very least deared checks should be deleted annually Do you want to delete this property 5 The Select Property window will be opened and allow to select the active property for the current active checkbook 6 If you wish to delete more properties repeat steps 2 4 until all properties are deleted in
111. ed Click on Add to enter another journal entry Note the total debits should equal the total credits When done click on OK If the debits do not equal the credits a warning will be displayed If a warning is displayed click on OK to continue User s Guide FullHouse Software Inc 12 The option to post the entries at this time will be displayed If you click on Yes the entries are posted at this time they will be recorded and can only be changed with another journal entry If No is selected the entries are not posted and may be edited by clicking on Journal Enter Journal Entries where they may be edited and posted Change or Delete a Journal Entry 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 If a journal entry has been posted it can only be changed by posting another journal entry that counters the first entry 3 If the entry has not been posted click on Journal Enter Journal Entries If there are entries not posted the first entry in the queue will be displayed 4 Click on Find and enter the entry number or click on Next until you find the entry to be edited or deleted 5 If the entry is being edited change the fields that need altering and click Save 6 If you are deleting an entry click Delete and the entry will be deleted 7 When done altering journal entries click OK Entering a
112. em in a unit and collect payment Move Out This will take you to the Move Out wizard where you can determine the financial status for the tenant collect any monies owed print a refund check print reports and terminate the tenancy Copyright 2010 O FullHouse Software Inc 29 User s Guide FullHouse Software Inc Update Form Letters There are four options to choose from e Tenant e Vendor e Owner e 1099 Form These options will display a window where you may add delete or alter form letters See Chapter 11 Reports for more information Reports a All the reports under this menu are also Charges available from the Reports button on Cash Receipts the toolbar Disbursements Financial d Charges This selection brings up the podi Charges report window where you may Tenants p view all of the charges made in any A i given period See Chapter 11 Reports for more information View Screens Cash Receipts This selection brings up the Cash Receipts report window See Chapter 11 Reports for more information Disbursements This selection takes you directly to the Disbursement report window See Chapter 11 Reports for more information Financial This selection is a short cut to go to a specific financial report The options available are as follows e Operating Statement Balance Sheet Cash Flow Statement General Ledger Potential Income P and L Trial Balance Budgeting Analysis Chart of Accounts Twelve Mon
113. emain on file All OneTime and Permanent Checks for the current checkbook are removed from the file Clicking on Erase Only Onetime Checks will prompt for a date range All onetime checks regardless of whether they have cleared or not will be erased Change the date range and click on Accept to delete all onetime checks or Cancel to exit the function without deleting any checks Clicking on Erase All Checks will erase all checks in the checkbook including permanent checks This option should be used with care Upon clicking on this button the system will ask to confirm your request Click on Yes to erase all checks or No to exit the function without deleting any checks When done click on OK and the Check Journal Maintenance window will close Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 11 Reports Overview Reports are a large part of the IPM software With over 175 separate reports with one to six options each there is literally too much to cover in this manual As such this section gives a general overview to using the reports Reports are broken down into nine categories Financial Tenant Member Vendor Property Disbursements Receipts Charges Work Orders and Custom Reports All but the last two are standard with the IPM system Work Orders are enabled with the work order subsystem in the Unlimited edition A Custom Report Designer is available if the standard reports
114. ese items to select it and double click it to edit it Edit and Delete buttons are also available at the right once an item is selected e x Status Unit D Tenant Catbe Jim View JA y Print Summary Trackable Items 0000000001 8 26 2007 Details Status Open v Title Step First Notice D Date Created lo 08 26 2007 Date Next Step 09 03 2007 Date Next Inspection Letter First Warning y Finefee 0 00 Account Number GEES Citation Verbiage Print Letter Histor 08 26 2007 12 31 Step Changed to First Notice Clear History 08 26 2007 12 31 Letter changed to First Warning Print History Reports Save Cancel Violation ID 0000000001 OK The largest area of the screen is the details area This area contains all the information about the selected trackable item From the top down there s the status dropdown that allows you determine if the item is open or closed for reporting and viewing purposes Beside that is the dropdown containing all Copyright 2010 FullHouse Software Inc 83 User s Guide FullHouse Software Inc the defined trackable items For new items you can select one of the items in the list or type in a new title If you type in a new title no steps will be available and you will have to manage the process yourself If you select a trackable item established through the system defaults the steps will be listed in the steps
115. ess checkbook change it under su atus _ _ qE gt gt Current Settings If it has not Backup Cancel already been done generate the Vendor 1099s for that checkbook Reports Vendor 1099 Click on Closes Vendor End of Year The Calendar Year End window will open Read the instructions and notes found on the window then click on Process Year End The Vendor information will be reset for the new year Change the database to the next checkbook and proceed to generate 1099s and perform Vendor End of Year Closes until all checkbooks have been closed User s Guide FullHouse Software Inc 178 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 15 How Dol Overview While this manual is informative and covers most of the basics of IPM it doesn t cover everything and can t Our website is more dynamic and a place to ask a question and get a practical answer from other IPM users This section is intended to fit between the two a quick reference to doing tasks you don t want to chase down in the index or wait for an answer on the forum Getting Started Understanding the Database Hint the Sample mdb is a valuable resource If you re unsure of a process or a function switch to the Sample database and try it there IPM stores data in a structured format called a IPM DATABASE database A database is a Checkboo
116. ess Your currently selected checkbook will change throughout this process Step 2 Print Reports Step 3 Make Backup Operating Trial Bal Ledger Checkbook Statement Report Report Status A Demonstration Properties os TB L Pending Step 5 Create Charges EOM B Commercial Properties Step 4 Create New Database Step 6 Set Lip New Year 2007 C Mini Storage Demonstration D Condo Home Owners Assoc Advanced lt lt Previous F Cancel Step 2 allows you to print reports for every checkbook in the database These are the same reports you access through the Report window and may not meet you business needs You can print these reports at any time from this database Once you ve printed a complete record for the year click Next User s Guide FullHouse Software Inc MB End of YeanCiose EOYSAMPLE MDB Step 3 Make Backup The End of Year Backup is different and more important than your daily backups Step 1 Review the P A Es id es lt needs to be done before the new year is created and kept separate from all other backups so that you can toll back to the state of the database before the Year End close was run Step 2 Print Reports The key points to remember are gt You only need to make one backup per database not per checkbook eh Make ene This Backup should be made to separate media CD or network drive recommended Do not save this Backup with your daily backups Put the CD in t
117. evious Next gt gt Add Delete Cancel Save OK BB loan Payments Payment Balance Principal Interest 0570542007 LA 09 05 2007 10 05 2007 11 05 2007 12 05 2007 01 05 2008 02 05 2008 SD O 00 00 00 00 SI O 0080 2 3 4 5 6 8 9 0 Copyright 2010 O FullHouse Software Inc 89 User s Guide FullHouse Software Inc 10 LL 12 13 14 90 not know when the payments are due select Beginning of Month Click on Save The total amortization schedule is available by clicking on Amortize The schedule for the current year is displayed by clicking on Amortize Current Year Click on Charges Due under the Tenant Information buttons Find the C A M passthrough labeled Principle and click on its entry Find the Interest passthrough and click on the Charge field Enter I in the field Note this must be a capital I not a lowercase 1 When the charges are next created the interest and principle for the loan will be included in the tenant s bill Charge field Enter P in the field Note this must be a capital P not a lowercase p Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 6 Accounts Overview The Chart of Accounts is the skeleton of the program upon which the rest of the system is built A very good simple Chart of Accounts has been provided with the system It can be used for the vast majority of proper
118. extra account FullHouse Software Inc User s Guide Total Journal Entries for Posting Entry Number Account Debit 0 00 Credit 0 00 Amount e Eeer Debit or Credit Dest zi alance 0 00 Description Eint J E Report Property Press lt TAB gt for the current Property or Press F3 for a list of Properties Date Let a Lee 10 11 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on Journal Enter Journal Entries and the Journal Entry window will be displayed Click on Add The Entry Number will automatically be assigned and displayed Press F5 and select the account number of the journal entry Press Tab and enter the amount of the journal entry Press Tab and select either Debit or Credit Remember for Assets and Expenses Debits are added to the total and Credits are subtracted liabilities equity capital and income accounts are just the opposite Credits are added Debits are subtracted Press Tab and enter a Description To simulate two sided entries two or more entries may have the same description Press Tab and press F3 A list of all properties in the active checkbook will be displayed Click on the property for which you wish to create an entry Press Tab and enter the date of the entry By default the current Post Date is entered Click on Save The entry will be record
119. f Biling Cycle MA DI M Loan Date Sec Deposit 06 10 2006 DirectDeposit Amount 000 Last Mo Deposit 0 00 Nbr NSF Checks it Last Delinquency Cleaning Pet Fee 0 00 Nbr Times Late br Eviction Date Po Ledger Alert Information Tenant Report User Defined Fields Payments Auto Info fyw Green N233398 Text E AM ail Address jimcorby aol com T ext Cel Phone none Text Tracking Fax 208 555 2366 Text Print Label Charges gt Dh tb Search Modify Find lt lt Previous Next gt gt Add Delete Lancel _ Save Ok Copyright 2010 FullHouse Software Inc 71 User s Guide FullHouse Software Inc Unit The Unit number can be selected by pressing F7 and selecting the desired unit Unlike many property management software systems IPM allows for multiple tenants in a single unit Name The name of the tenant member whether an individual or corporate entity is required The method for formatting the Name e g last name first name is irrelevant However it is recommended that the same format be used throughout Tenant Information Buttons Tenant e Address City State and Zip The primary mailing address of the tenant member When a new tenant is created the property address is inserted by default e Alternate Address If this box is checked the tenant member will have bills sent to the alternate address e Phone Nbr The tenant members telephone number with
120. feed the thing in the basement Ledger Tenant Report Payments Charges Tracking Print Label Esseg sec EA ees Bees B sse Ss Ee Besse Eevee ee Eee Es search Modity Find lt lt Previous Next gt gt Add Delete Cancel Save OK An unlimited amount of notes may kept in the Comments field for each tenant member Charge Due esl TENANE fos Yrousrey Dell IDemonstranon Aparnment Honsel Unit 101 Name Corbe Jim Tenant Charge Due Business Common Area Maintenance Charges Lease Description Charge or Due Charge Due eum Alt Address Extra Parking Ian 00 Rent aen LAT Comments Other Fees ep op 0 00 Late Fee 25 00 0 00 j Charges and Credits 0 00 Loan Current Balance 344 00 History Ledger Received MTD 344 00 YTD Rent 7 644 00 Past Due Amount 0 00 Last Posted 6 10 2006 Charges Year to Date CAM Information Last Paid in Full 873 2006 Tracking Print Label Tenant Report 0 0 JO M P Wh A Payments pan CH Search Modity Find lt lt Previous Next gt gt Add Delete Cancel Save OK This is perhaps the most important screen in IPM It reflects the amounts to be charged periodically usually monthly and the amount due Copyright 2010 O FullHouse Software Inc 77 Charge Column The fields in the Charge columns represent the fees that are charged each cycle monthly weekly and biwee
121. for more information e Charges and Credits This field contains the total amount due in one time charges and credits Entering a one time charge or credit can only change this field See Chapter 8 Charges for more information e Current Balance The total of all the Due fields is summed up in this field and is the amount that the tenant owes It cannot be changed though changing the other due fields will change the value of the Current Balance Copyright 2010 FullHouse Software Inc 79 User s Guide Loan FullHouse Software Inc os Tenants for Property DEMO Demonstration AparimentiRonsel Name Weber Sam Current Interest 0 00 Principal 0 00 Month of Loan Payment 0 00 Loan Amount Origination Date Current Payment Payoff Amount 0 00 Payment Method Beginning of Month e End of Month Amortize this year Amortize search Modity Find lt lt Previous Next gt gt Add Delete Cancel Save Tenant Business Lease Alt Address Comments Charge Due Loan Ledger Tenant Report Payments Charges Tracking Dh vu Print Label OK Any tenant may have one loan active at any one time By using the Loan feature the interest and principle figures are automatically broken down and recorded by the system In addition once the loan has been paid off the charges will no longer be accrued e Loan Amount If the tenant has taken out a loan that is paid to the pro
122. from the new tenant If you need to adjust the Other Fee Due 0 00 first month s rent you can do it now 5 Deposits Due Add in any deposits you require Security 0 00 Then add any applications fees or Last Month 0 00 Base Rent 625 00 other amounts you need to collect Cleaning Pet 0 00 5 Other Fees or Charges Account e Base Rent 0 00 Then receive the first payment Fill inthe appropriate information and click Receive Payment IPM will create the tenant create the charges then receive and post the payment Payment Format Cash Check Number Total Due 229 1 3 Receive Payment Modify lt lt Previous Ne Change any amounts in the Base Rent Due to reflect your agreement with your tenant If you need to recalculate the prorated rent click the Recalculate Prorate button Enter any Security Deposits Last Month s Rent or Pet Deposits due The tenant is charged for an amount equal to the prorated rent other fees deposit and one other account if needed Locate the Cash and Check options near the bottom the window Select the option the tenant is using to pay their total due If Cash is used CASH will be entered in the field to the right if Check is used a check number must be entered in the field Click on Receive Payment The system will ask if a receipt is to be printed Click on Yes and a receipt will be printed Click on NO and no receipt will be printed Next the
123. generate checks to be printed and or Posted easily Think of them as repeating checks Post The process by which a transaction is recorded throughout the accounts and Copyright 2010 FullHouse Software Inc 13 User s Guide Posting Date Property Receipts Refund Repair External Report Retained Earnings System Date 14 FullHouse Software Inc system Before an item has been Posted it may be deleted simply by removing the entry Transactions that have been Posted may only be removed by making offsetting entries The date that counts for IPM as opposed to the computer s system date that is a date used to record all transactions The Posting Date may be moved backward and forward without changing the system date This is particularly important when doing batch entry or working after the fact in IPM you can set the posting date to any day within the current fiscal year A subdivision of a Checkbook that represents one or more Units that share a common street address and or locality The receiving of money The opposite of a Charge A Refund usually called a credit reduces what a Tenant or Member currently owes An External Repair program for the IPM database Go to Start Program IPM Repair IPM Database Then click on File Select IPM Database to Repair A detailed account or summary of data in a particular format The profit or loss accumulated during the
124. h category customizes the program in some way usually by changing terminology These categories do not limit however the possibilities of this program For example marinas P O Boxes garages etc can be managed using any type of checkbook Similarly a checkbook keyed to business can be used in managing a residential property Description Each checkbook must have a brief description Usually the name of the owning or controlling body the name of the complex as a whole or some other descriptive name that will help keep the checkbooks separate Accounting Year Even if you run you fiscal year from June to May the fiscal year must be set Being completely Y2K compliant the year must be entered as a four digit number For example the year 2000 must typed as 2000 not 00 Start Month The first month of the fiscal year is set here Normally this is a 1 for January and so on Chart of Accounts When adding a checkbook the Chart of Accounts option will become visible It has three options available 1 Use Standard Chart of Accounts recommended 2 Select Accounts from another Checkbook 3 Enter your own Accounts We strongly recommended that you use the Standard Chart of Accounts If that doesn t work for you select Enter your own Accounts for the first checkbook you create Immediately create the chart of accounts see Chapter 6 Accounts Only after that chart of accounts is working properly should you add othe
125. hat starts January 1 and others that start on any other date the Wizard can t help you You need to figure out your own process and do it yourself If you ve got checkbooks that start on different dates in the same database you may want to split that database We strongly recommend creating more smaller databases over one large database One checkbook per database is probably the ideal Tf you have numerous checkbooks with little activity and the same fiscal year there s nothing wrong with having them in one database But fewer checkbooks per database improve data integrity reduce loss of data loss and make everything work faster and make you ready for IPM 10 and beyond User s Guide FullHouse Software Inc Advanced End of Year Close If you have to process just one checkbook or have some other operational considerations that do not fit within the way the Wizard works there is the Advanced buttons The Advanced button displays the End Of Year close Dialog familiar to long time users H ER Retained Earnings 3200 1 Check for updates Visit www fullhousesoftware cam and make sure you ve run the lastest service pack before doing your End of rear Close d This program should ONLY be run ONCE per pear in the NEW YEAR S Database use File Save As to create pour new year s database A For Cash Accounting you can close the last month of the old year in either the new or old database for accrual close the last month in
126. he safe or on a separate Step 4 Create New Database network folder Note where you put this annual backup in your records for disaster recovery Step 5 Create Charges EOM Database C IPM SOURCESIPM CLASSIC DATAXEOY SAMPLE MDB Suggested Backup IC EM Source IPM Classic Backups E0Y2006E 0YSAM BKU Step 6 Set Up New Year 2007 Advanced Backup Database Cancel Step Three will make a backup of your database It recommends a name and location but you can change it by typing in a new location or file name Click Backup Database to create the backup Once the backup is done Next will be available Click Next to continue es End of Year Close EOYSAMPLE_MDB Step 4 Create New Database This step creates a copy of the current database for the next fiscal year Step 1 Review the Process P The key points to remember are You only need to make one copy per database not per checkbook Step 2 Print Reports End of Month and End of Year closing needs to be done on the new year s database Vendor 1099s need to be created using the old year s database Step 3 Make Backup Vendor Year End Closing needs to be done on the new database the Wizard gives you the opportunity Vary these instructions as your operational rules require if you understand the functionality Step 4 Create New Database Step 5 Create Charges EOM Database C IPM SOURCE IPM CLASSIC DATASEOYSAMPLE MDB Suggested New Database CHE
127. he system will still work so long as all units are measured with the same system example meters yards Enter the unit description Usually the number of bedrooms and bathrooms or a brief description for reporting Complete the descriptive fields as necessary Enter a value for Potential Rent Click on Save If more units are to be entered in this property repeat the process until complete When all the units for this property have been entered click OK and the Units window will close Changing a Unit gt Make sure the correct checkbook and property are active If not change the checkbook in the Current Settings on the upper right corner Click on the Units icon Click Find to list all units in the current property Click on the unit you wish to edit Edit the information on the unit Click on Save to save the changes or Cancel if you wish to ignore the changes Click on Find if you wish to edit more units in this property Click Exit once you are done making changes in this property EEN a Unit 68 Make sure the correct checkbook and property are active If not change the checkbook in the Current Settings on the upper right corner Click on the Units icon Click Find to list all units in the current property Click on the unit you wish to delete Click Delete and if the unit is occupied the system will display the name of the occupant and ask to confirm the Copyright 2010 FullHouse Software Inc Full
128. here Your address will be used for tenant member billing and management fee checks e Phone Nbr Your company s telephone number will be entered here This will be used on several reports intended for owners or tenant members e Mgmt Fee A numeric value followed by a percentage sign that is used to indicate the percentage of one nine accounts This is used to generate management fee checks If for example you received 10 of all rental income 10 would be entered in this field The rental income account can be set in Tools Account Defaults Management fees e Report Heading One line of text that will be used at the top of financial reports Typically the management company s name the property manager s name a contact number or the owner s name is entered here See Chapter 11 Reports for more information 48 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide Report Footer One line of text that will be used at the bottom of financial reports Typically the management company s name the property manager s name a contact number or the owner s name is entered here See Chapter 11 Reports for more information Minimum Cash Balance If a number is entered here the system will warn you when the cash in the bank for this property is about to drop below this amount Building Details Property Property Desc STEEN Descripton ege E A brief description of Rertal Sq Footage 520
129. hot ltz ie eae oe ARCANO aa Account H Enter a valid account or select one from the List of Accounts lt F o gt Amount Check Number Payer Description Property Id Enter a valid Property Press lt TAB gt for current Property or select a Property from the List of Properties lt F 3 gt 4 Click on Add and a new entry will be created 5 The cursor will automatically go to the Account field Press F5 and select the Credit side account the Debit entry will automatically be the cash account you selected Normally this will be an income or a liability account Press Tab and enter the check number Press Tab and enter the amount of the check Press Tab and enter the name of the payer Press Tab and enter a basic description for the check received 10 Press Tab again and press F3 to select a property or Tab to use the active property 11 Click on Save and the entry will be saved 12 If another miscellaneous receipt is to be added click on Add 13 When done click on OK and a window will be displayed with three options 14 Click on Print Miscellaneous Receipts to list all entries that are waiting to be posted 15 Click on Print Deposit Slip to create a deposit slip 16 Click on Print Miscellaneous Receipts to post all of the 128 Copyright 2010 O FullHouse Software Inc Se E FullHouse Software Inc User s Guide 17 receipts Click on OK and the Miscellaneous Receipts window will close If th
130. hould be within that Current Post Date 06 20 2008 period or the last day of the Fecal Year Stat Date FOE current year Fiscal Year End Date 12 31 2007 Enter new Date or lt Tab gt for no change 06 20 2006 If your fiscal year is a calendar A Ge year i e January to 174 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide December the Wizard AB calendar E x wi Il as k yO u if yo u The Calendar Year End process removes all of the previous year s 1099 information This Calendar Year End should be run before any updates occur want to run the for the new year Vendor EOY on this checkbook We recommend you do SO as you can print 1 your 1099s from the Process old database Once the wizard has completed processing all the checkbooks in the database you can click Finish and you re in the new year The very last dialog will ask if you want to revert to your old year that s up to you but remember you can always switch from old database to new database from the File menu They ll be in the list under Exit or you can use File Open IPM Database Note Any time you need reports or information from the previous year go to your old year s database What the Wizard Won t Do The EOY Wizard is designed to simplify and automate the tedious end of year process but it can t handle everything In particular if your database contains some checkbooks with a fiscal year t
131. iling the Bank Statement nnnneoeeenennnseeeeenrnenneeen 148 Check Journal Maintenance nnnenneannnensennnnennnnnnennennenenne 149 Chapter T1 Reports a siccise cas snaschaccccctesstacessscedectesstescctaccacienst 151 OMV GE 151 PING a REDON EE 151 Chapter 12 Move In and Move OUt ccccsseeeeeesessssesessees 155 gt eege 155 TENANE MOVE In NEE 155 Tenant MOVE lb a 158 Chapter 13 Work Order uta 161 EE 161 Creating a Work Older 161 Updating a Work Order Receiving an Invoice 162 Paying for a Completed Work Order 163 Generating a Work Order Status Report nccccccccnnnnnccccncccc 164 Copyright 2010 O FullHouse Software Inc 5 User s Guide FullHouse Software Inc Chapter E Closes una al eect 167 CV CIV OW eege ee 167 Creating Charges the End of Month Close 168 ENG OT Year GlOSC acc s2ccs oi 170 Vendor End of Year Close 177 Chapter 15 HOW Do cuasi 179 OM aa ae Laren ae ica ease 179 Getting Started Understanding the Database 179 Setting Up a New database 180 SITTING aL ata ASC uso ion id 182 6 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Introduction and Overview Thank you for purchasing Investment Property Manager IPM the leader in property management software for over 30 years Our software virtually began the property management software industry in 1978 starting on Altos comp
132. ill be filled in and the cursor will be in the Amount field If so enter the amount 9 If the account information was not filled in press F5 and oon MM Aa 0 mn 10 11 12 FullHouse Software Inc User s Guide select an expense account Press Tab and enter the dollar amount Press Tab and enter a description for the item Press Tab and click on the downward arrow and select the property to be charged If this check is written for more than one property or expense account click on Add Item Change any of the account information including amount and property Up to nine items may be added to a single check To add another check click on Enter Another Check When done click on OK and the Cash Disbursements window will close Print by System checks can now be printed Manual Checks can now be posted Entering a Management Check l Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on the Checks icon and the Consolidated Cash window will open Click on Use Consolidated Cash Balance The Consolidated Cash window will close and the Cash Disbursements window will open The Print Status field will be highlighted and either Print By System or Manual Check will be displayed If this is not the correct selection click on the downward arrow and select the correct check type If Manual Check is selected make sure
133. ime of their creation See Chapter 9 Receipts for more information Post Receipts This option will post any receipts that have not already been posted by the system See Chapter 9 Receipts for more information Print Deposit Slip This option is used to print a deposit slip of the day s receipts of the current active checkbook See Chapter 9 Receipts for more information Receipt Reports This option is a short cut that will bring up a window where reports may be generated based upon receipts See Chapter 9 Receipts for more information Payable Change or Void Permanent Checks This option is used to alter EECH STT eem or void a master permanent check DENTAL See Chapter 10 Checks for more information Check Journal Maintenance Reconcile Bank Statement Change or Void Onetime Checks Vie Selecting this option will open the Disbursement Reports Change Delete window where you may change or delete onetime checks See Chapter 10 Checks for more information Enter Checks Selecting this option will open the Checks window where you may write checks Either one time or permanent checks may be created here See Chapter 10 Checks for more information Enter Miscellaneous Disbursements This option brings up a window where you can enter payments that do not need a check printed Post Accounts Payable If you are using accrual method accounting this option will post your accounts payable See Chapter 10 Chec
134. information Status of Posting This selection will bring up a window that contains a checklist of items to be posted and whether or not they have been posted Information about where the items are located and shortcut buttons that will automatically post everything are listed here End of Year Close This option is used once per checkbook per fiscal year It automatically clears out all excess data cleans up the Chart of Accounts and determines the overall amount of profit or loss per checkbook and each of its properties End of Year Close is always done after the End of Month Close See Chapter 14 Closes for more information Vendor End of Year This option clears out all of the vendors 1099 information for the previous year This should be done once per year after the End of Year Close and after all 1099s have been generated See Chapter 14 Closes for more information Tools Account Defaults This menu item Account Defaults brings up a window which sets up i ana account defaults C A M an Passthroughs and report options for the current checkbook See Chapter 3 Select Checkbook Properties and Chapter 6 Accounts Set Posting Date for more details See Pree w Ticker Panel System Defaults This selection is used to set up default check writing information and backup options See Chapter 10 Checks for more information FullHouse Software Inc User s Guide MICR Setup This selection is used to store an
135. is field Address City State and Zip Enter the owner s mailing address in these fields A second address field is supplied if needed Phone Enter the owner s telephone number here A four digit extension has been allowed Person to Contact It can sometimes be embarrassing when you do not know how to address the owner or the owner s manager For this reason the field is a valuable asset Interest in Property The total percentage of ownership without the percentage symbol is entered here The percentage is used for writing owner checks The total of all Interest in Property fields for a single property must equal 100 Soc Sec Nbr The owner s social security number is entered here Certain reports specifically government forms require the owner s social security number If the number is stored here it will be used where needed General Insurance Copyright 2010 FullHouse Software Inc 51 User s Guide FullHouse Software Inc Insurance Co Insurance Co Prone Nb A672355 T Policy Nbr 400234103 The company ioc na me of the Expiration Date 07 01 2002 insurance carrier is entered here Phone Nbr The Insurance company s or agent s telephone number with up to a four digit extension will be entered here Policy Nbr The insurance policy number is entered here for easy reference Insured Value The total value of the policy can be entered here Expiration Date Probably the single most imp
136. it Number field Otherwise enter the number of units at the property set up in Step 3 Note Read page 67 regarding Unit Numbers You need to make sure you re putting the correct units at the correct properties 5 Set Up Tenants or Members page 85 Click on the Tenant icon on the toolbar a b C d Enter the Name of the tenant in a lastname firstname format such as Jones Mary A Hit the enter key to automatically populate the Address You can overwrite this for a different mailing address Click the Charge Due to establish the rent Enter the rental amount in the Rent field on the right side of the screen below Charges This completes the basic setup 6 Establish a Trial Balance page 100 Select Journal Enter Journal Entries from the main menu a b C d Click on Add Enter your Journal Entries creating a trial balance by following the prompts Post your Entries Do this for each property created User s Guide FullHouse Software Inc e Click on the Reports icon on the toolbar Select Financial Reports and run a Trial Balance Check for correctness your reports should be in balance f After the first property has been established you can add more properties in the same checkbook by repeating steps 3 through 6 To create another checkbook start with Step 2 7 Setup Tenant Charges This is the last step as it needs to be done for all properties in each checkbook a Set th
137. it will bring up all ticklers using the computer s system date as opposed to IPM s Posting Date To locate Ticklers by date range fill in the two date fields and click on Tickler Range By default the tickler range is pre set for one month before and after the current as ti MN l month Alternatively all Ticklers a ia pte f can be displayed by clicking on All Pe E Tickers er gle Sa ae 2 A tickler can be added by clicking on Add Ticker In the displayed 77 window enter the date applicable ae for the memo then the memo itself A fix em in the next update The memo can be cancelled by clicking on Cancel or entered by clicking on OK 3 Deleting a tickler is as simple as clicking on it and then clicking on Delete 4 Clicking on Report can generate a report of ticklers by date range Enter the date range and select output format 5 When done click on OK E 40 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 2 Checkbooks Overview As stated earlier the Checkbook is the single most important part of an IPM database It roughly approximates your operating account at the bank and represents all the business that goes on in tat account Generally it contains one or more properties in a common classification business residential homeowner s assoc et al representing a single owner or group of owners There is nothing quite as broad in IPM as the Checkbook
138. k A special file format saved on Property your harddisk that contains Units other files called tables Each L Tenants table is like an Excel more Units spreadsheet or a piece of Property ledger paper an electronic Units list For example the Tenant Tenants Table contains all the more Units information about your more properties tenants including who what where when and how much Checkbook B Property In fact the key to Units understanding IPM s database L Tenants is that it s structured in a more broperties hierarchy like the branches of more checkbooks a tree coming out from the trunk At the top of the hierarchy is the database itself the container for all the information You may create multiple databases if you want to keep entirely separate records for some properties Otherwise the checkbook is the way to group properties for User s Guide FullHouse Software Inc income expense vendors tenants and reports This often corresponds to your physical checkbook or a group of owners or a corporate entity Each checkbook can contain any number of properties limited to 60 in the Basic Edition Each property is just like your physical property and usually defined by having a separate address though you can manage a complex as a single property Properties can have one or more owners and that s important for disbursing profits The unit is equivalent to what ever you re renti
139. kly to the tenant member Whenever charges are created the value entered into one of the Charges fields will be added to the total in the Due column See Chapter 8 Charges for more information Due Column The Due column lists the total charges that have accumulated for the tenant member Simply put this is what the tenant member currently owes in rent and fees C A M Charges Common Area Maintenance Passthroughs if they have been set up Tools Account Defaults C A M Billing Accounts will be displayed 1 10 on the left side of the window The Charge field does not have to be a fixed amount instead there are various formulae that can be employed in determining the actual fee assessment e S FError Bookmark not defined The tenant member will be charged according to square footage of their unit The total value of the C A M Passthrough must be entered in the Property window under the C A M Property Information heading For example if the tenant rents 1500 sq of a building with a rentable sq of 4500 he would be responsible for one third the amount entered under C A M in Property Information in the Property window e The tenant member is charged a percentage of the total charge that is entered in the Property window under C A M Property Information heading For example a tenant having a 50 charge of a C A M Passthrough that is entered as 4000 00 will be responsible for paying 2000 00 e This
140. ks for more information Copyright 2010 FullHouse Software Inc 97 User s Guide FullHouse Software Inc Post Changes or Deletions Select this option to post record the changes and deletions that you may have made with one of the above options Normally you will post all changes and deletions as soon as you make them however if this is not possible they may be posted by selecting this option See Chapter 10 Checks for more information Post Checks This option is only available after you have printed checks if computer generated or after you create the checks for manual By posting checks the information is updated throughout the database See Chapter 10 Checks for more information Check Journal Maintenance This selection is used to set up permanent checks and delete incurrent checks which clutter the database See Chapter 10 Checks for more information Reconcile Bank Statement By clicking this option the bank reconciliation window will be displayed This is used to record cleared checks Bank charges and fees can also be entered here See Chapter 10 Checks for more information Print Checks This option is used to print checks and test checks This is only used if you select computer generated MICR checks See Chapter 10 Checks for more information Disbursement Reports This selection is a shortcut to the Disbursement reports window See Chapter 10 Checks for more information FullHouse Softwa
141. l Properties Pending C Mini Storage Demonstration Pending D Condo Home Owners Assoc Pending Step 5 Create Charges EOM Step 6 Set Up New Year 2007 Cancel Advanced Process EOM Create Charges lt lt Previous i Step Five will generate the January charges in the new database Recall that this database is just a copy of the old database so far still set to the old year This step starts the process of getting ready for the new year Click Process EOM Create Charges to create the charges If you ve already created your recurring charges or want to do it later you can just click Next Click Next to continue User s Guide FullHouse Software Inc EOYSAMPLE MDB Step 6 Set Up New Year 2007 This step prepares the new year s database by zeroing calendar year to date figures Step 1 Review the Process 2 AL gs ae d This needs to be done on each checkbook at the beginning of the calendar year before any activity If your fiscal year ends with the calendar year i e calendar and fiscal year are the same then the Vendor End of Year needs to be run Step 2 Print Reports at this time and the wizard will present you with the opportunity Step 3 Make Backup Overall Progress Checkbook Step 4 Create New Database AD Fain Propet Pendi Checkbook A Demonstration Properties ending Retained Esti B Commercial Properties Pending do C Mini Storage Demonstration Pending Posting
142. l close Change or Delete a Reoccurring Journal Entry 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 If a journal entry has been posted it can only be changed by posting another journal entry that counters the first entry 3 If the entry has not been posted click on Journal Reoccurring Journal Maintenance If there are entries not posted the first entry in the queue will be displayed 4 Click on Find and enter the entry number or click on Next until you find the entry to be edited or deleted Copyright 2010 FullHouse Software Inc 103 Use rs Guide FullHouse Software Inc 5 6 T If the entry is being edited change the fields that need altering and click Save If you are deleting an entry click Delete and the entry will be deleted When done altering journal entries click OK Posting Recurring or Ongoing Journal Entries l 104 Make certain the Reoccurring Journal Entries are set up correctly Make sure also that you have not already posted the entries for this period Click on Journal Post Recurring Transactions A blue box will momentarily be displayed and will close automatically when the posting is completed Unlike normal Journal Entries Reoccurring Journal Entries may be posted many times When the Reoccurring Entries are to be made again simply repeat the process
143. lly Press Tab and enter the lowest account number for Liabilities or click on the Ranges column Press Tab enter the highest account number for Liabilities or click on the Ranges column Press Tab enter the lowest account number for Equity Capital or click on the Ranges column Press Tab enter the highest account number for Equity Capital or click on the Ranges column Press Tab enter the lowest account number for the Income field or click on the Ranges column Press Tab enter the highest account number for the Income field or click on the Ranges column Press Tab enter the lowest account number for the Expenses field or click on the Ranges column Press Tab enter the highest account number for the Copyright 2010 O FullHouse Software Inc 16 17 18 19 FullHouse Software Inc User s Guide Expenses field or click on the Ranges column Click OK and the Set Accounts window will close Click on the Accounts icon to bring up the accounts for the current checkbook If no accounts have been set up the system will ask if you would like to set up accounts now Click No to close the Accounts window or click Yes to create a new account Enter the accounts as described under Adding a New Account There are several special accounts that must be created as described below Headers _ Each category of accounts must have its own header The categories are Asset Accounts Liability Accounts Equity Capital Accounts Income
144. m Receipts window will open Tenant Information Property ID DEMO Press lt F3 gt to Select Property Unit Number Press lt F7 gt to Select Unit Name Address City State Zip Code Payment Information Move In Date WS Move Out Date LS Check Number Amount Search Add Cancel Enter Another Press F3 and select the property Press Tab and then press F7 and select the unit that was rented Press Tab and enter the name of the Short Term tenant Press b and the cursor will be on the first address field Press Tab again and the address will automatically be filled The cursor will advance to the Move In Date field Enter the move in date of the tenant 124 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Press Tab and enter the move out date 10 Press Tab and enter the check number or cash for a cash transaction 11 Press Tab and enter the amount of the receipt 12 Click on Add this Receipt and the entry will be saved If this is not clicked the receipt will be lost 13 To add another short term receipt click on Enter Another Receipt and follow the above directions 14 When completely done click on OK and the Short Term Receipts window will close 15 Short Term Receipts are posted by clicking on Receipts Post Receipts Entering Tenant NSF Checks and Reversals 1 Make certain that the correct checkbook and property are active If you are not in the right check
145. mbing 02 15 2006 County Tax Collector Difference 10 311 75 02 15 2006 ASA Mortgage Company 02 14 2006 Maintenance Etc Display Reconcile All Reconciled 0 00 Unreconciled 5 758 14 e Show Checks Show Receipts APA All Items 17 OK Cancel Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Start by entering the ending cash balance from your bank statement in the Ending Balance box The screen shows all uncleared checks To show uncleared receipts click the Show Receipts radio button at the bottom of the screen To clear any check click the first column Rec in the table The Unreconciled total will be reduced and the worksheet at left will change Use the Reconcile All or Clear buttons to change your selections As you reconcile items the difference at the left will approach 0 Record any Bank Charges and Bank Interest in the fields to the lower right of the window When done click on OK and the Check Reconciliation window will close The system will ask whether a Reconciliation Report should be generated Select the Output Destination and click on Print Report to do so When completed click on OK Remember to create Miscellaneous Receipts for interest earned and Miscellaneous Disbursements for Bank Charges Check Journal Maintenance Even a small property management company will quickly write many checks Over time the shear number of checks will affect the system s
146. n the YTD Total field Each Current Actual field may be changed but any changes made here will not have a history That is there will be no record of entries to tell how that total was determined Current Budget The monthly budget figures are entered into the twelve fields of Current Budget Previous Actual The previous year s monthly actuals plus a field for the previous year s fiscal start total Changing these field has no effect upon the current year s Fiscal Start Total These fields are filled in automatically when an End of Year Close is performed Previous Budget The Previous Budget fields hold the previous year s budget figures These fields are automatically updated when an End of Year Close is performed View Transactions Clicking on this button brings up the Transaction History window Here all transactions for a single account and between any two periods of time can be displayed in a spreadsheet format Copyright 2010 FullHouse Software Inc 93 User s Guide FullHouse Software Inc FE Account Histon mmm View Options Account History Order By Account v Debit 1 2 200 CR D Smith Betty 625 00 A t E d ecount 11100 CashinBank x 1 2 200 CR Birdman Hany 625 00 Sort by Trans_Date D 1 2 200 CR weber Sam 725 00 1 2 200 CR Corbe Jim 650 00 Start Date 01 01 2006 1 2 200 CR REY Check Brown Hank 650 00 End Date 06 10 2006 7 142 200 CR Brown Hank 650 00 Ate ee 142 200 CR NSF
147. n OK 8 Click on Add Entry and the entry will be generated 9 To declare NSF or reverse more checks click on either Select Unit or Select Tenant and select another check 10 When done click on OK 11 The system will ask if these changes are to be posted at this time If Yes is clicked the changes will be posted If NO has been selected the NSF and reversed checks may be edited or deleted through Receipts Change or Delete Receipts Change or Delete a Tenant Receipt Tenant Receipts may only be changed or deleted if they have yet to be posted Posted receipts may only be reversed Miscellaneous receipts are not accessible using this method see Entering Miscellaneous Receipts for more information 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 126 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide 2 Click on Receipts Change or Delete Receipts and the Cash Receipts window will be displayed BB Gash Receipts chanee Delete 3 Click on the receipt to be changed or deleted The information on the receipt as it was entered will be displayed AR Cash Receipts Chanee Delete Amounts Owed Nome BE Base Rent 100 00 Property ID DEMO Property ID lt lt a U ber 102 Other Fees 0 00 nit Number PP o r AA 712 00 Underpayment 612 00 Other Charges 0 00 Check N
148. n and select an account the MICR Check Information window will open Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide 10 11 12 13 a emitan Bank prame oen Name 1 Management Ine Name People s First Federal Bank Name2 QperatingAccount StS Address 1 555 Main Street Address 1 1234 Main Sie Address 2 Flyover l 23123 Address 2 Fipover 14 23214 BA Number 668545 Misc a MICR Information On Us Account Number 1123415156 ER Management Inc People s First Federal Bank OID i 555 Main Stre Place Check Number F for Front or A for Rear Ze L t pot x Ge CS Y Print Check Amount Y for Yes or N for No Flyover IA 23214 Date 1 Number of Signature Lines 1 or 2 Pay 00 and 00 100 Dollar Amount 0 00 ToThe Void Check Order of Void Check MICA Font MICR 012 BT y eS ees Font Size 12 8 pts to 30 pts 0123115455 123L5 123L5 Default Settings Select Cash Account DK The cursor will be on the Name 1 field under Account Information Enter the account name Press Tab and enter a second name if needed or leave blank Press Tab and enter the first line of the address usually the street address and apartment suite number or a P O Box number Press Tab and enter the second line of the address usually the City State or Province and Zip postal code Press Tab and enter whatever information you would like to appear along with the account information A pho
149. n editions Import This feature is only available in the Unlimited edition with the Lockbox add on lt allows you to import unprinted checks from another workstation Backup IPM Database This option will bring up a backup dialog box where you can select the location for a compressed database Restore IPM Backup Selecting this option will bring up a restore dialog box where you can select a compressed backup BKU file and convert it back to a usable form Restoring a database does not make it the current active database Instead the database must be opened using the Open IPM Database option Compact IPM Database Selecting this option will sort through Copyright 2010 O FullHouse Software Inc Ph User s Guide FullHouse Software Inc the database and remove any unneeded data Use this option if your program starts to run slow but does not have any data errors DO NOT do use it across a network unless your database is on a server Repair IPM Database Select this option to rebuild corrupt indexes on the current active database Repairing the database can solve 95 of all problems but is risky across a network DO NOT do use it across a network unless your database is on a server Set Printer Selecting this option will bring up a printer dialog box where the print quality and paper size can be adjusted Or you can change printer preference Exit Select this option to close the IPM program This method of closing will preven
150. nc 85 User s Guide FullHouse Software Inc Click on Charges and a box with a list of tenants for the current property will be displayed Click on the tenant to change charges Click on Charges Due under Tenant Member Information Change the values in the Charge columns The next billing cycle will use the new value for determining rent If the C A M charge total is being changed see Chapter 8 Charges for more information Click on Find to select the next tenant to alter if done click OK ri a C A M Passthrough 4 5 86 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Note C A M Passthroughs once created will be displayed in the Tenant Charges Due window of all the tenants in the checkbook regardless of property Click on Tools Account Defaults The Set Accounts Default window will be displayed Click on C A M Billing Accounts The Billing Accounts section will become visible The window should display ten numbered pairs of white boxes Click on the left box of the first empty row AB Se Aseounie Derauite AeccuntDefauls for Checkbook A LAM Billing Accounts General Ledger CAM Description Account Account Description CAM Billing Accounts Operating Statements Define Structure Balance Sheet Items Create up to ten pass throughs for C 4 M charges here For example if you re charging tena
151. ne number and or tax number are most commonly entered Pressing Tab again will move the cursor to the first field of Bank Information Name Enter the official name of the bank Press Tab and enter the first line of the bank s address usually street address and apartment suite number or P O Box number Press Tab and enter the second line of the address usually the City State Province and Zip postal code Press Tab and enter the bank s ABA number If this number is not known call your bank and they will supply the information Pressing Tab will bring you to MICR Information in the Transit Number field The Transit number is located between a pair of transmit character Enter the transit number Press Tab and enter the On Us number This number User s Guide FullHouse Software Inc appears after the transit number it lies between the second transmit character and the on us character on the check 14 Press Tab and enter an R if the check numbers are to appear after the transit and on us numbers or F if they are to appear in front of them R is default 15 Press Tab and enter Y if the check amount is to be printed in the MICR coding Enter N if the check amount is not to be entered in the MICR coding N is default 16 Press Tab and enter the number of signature lines to be printed 1 or 2 1 is default 17 On the lower right side of the window is a mock up of the check View it to be su
152. ney is eo eal balanced the Out of Balance warning will disappear When distributing the money is complete click on Add Entry If other entries are to be made click on Enter More The list of tenants members will be displayed once more Note tenants members for whom payments have already been entered but not posted will be marked with an asterisk the due amount will only be changed when the receipts have been posted When done entering receipts click on Print Deposit Slip and a deposit slip will be generated which can be attached to a bank deposit slip and submitted to your bank along with the 16 User s Guide FullHouse Software Inc receipts Click on OK and the system will ask if you wish to post the receipts at this time Click on NO if you wish to edit the receipts or delete any before posting Click on Yes to post the receipts and close the Cash Receipts window Posted receipts may only be reversed and may not be changed or deleted Entering Short Term Receipts Short Term Receipts are for those times when a unit is rented for such a short period of time that it is too much trouble to create a tenant member entry Ee Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on Receipts Enter Short Term Receipts and the Cash Account window will be displayed Click on Use Default Cash Account and the Short Ter
153. ng be it an apartment garage storage unit bedroom slip or square footage IPM can handle any number of units per property Remember tenants can only occupy or rent units That leads us to the reason for IPM tenants There can be any number of tenants per unit So you can rent a three bedroom house to three tenants as one unit or you can rent them one bedroom each depending on how you set up your units In addition to all this IPM also maintains a full General Ledger accounting system with the same structure from Unit to Checkbook Tenants have their own ledger cards but do not roll up into the general ledger the GL maintains records for units properties and checkbooks Setting Up a New database Here s the minimum information needed to set up a database The steps are simple create a new database then go across the toolbar from left to right to set up the checkbooks properties and units and tenants 1 Establish the Database page 35 Select File New IPM Database from the main menu This will display the New Database dialog a Enter a name for your new database in the Filename field If your current year s database is Full06 we recommend Full07 as the new name where the last two digits represent the year b Enter a Password This should be easy for you to remember but not obvious A secure password contains numbers and letters We recommend writing it on a card and storing it away fr
154. nnannnnaannnnannnnennnnnnnnnnnennrnnenenrnnnnnne 24 CANTARES ad 24 n le EE 24 Ghar OlACCOUMIS arturo 24 Consolidated Account Balance 24 Consolidated Cache 24 Delinquent Member onannnnnnnennnneseannneosnnrnresrnnrrnnsnnrrresrnrerenne 25 DISDUESEMENES ardid 24 EEN ee 25 Fee IMA ci eee ee 25 Fee ECAP ado 25 RRE EE 25 FEC SUMMA id ori 25 A A TN 24 PURUIFC Vacancies sucia ato aii 25 General Leder 24 Global Member Directory oooccccccccooccnnccoconccnnononancnonononanenons 25 INCOME per Units ii 25 GaSe EXPIDA 25 Ledger Budget e UE 24 Ledger History FIGUES aii da 24 BG ei Ma Sica 24 LISTO VERNOS iaa 25 Management Fees a a 25 Member Form Letters onnnnennoennennnoernenrrrrrrrrnrrrerrrerrreerrene 25 Member Labels nannnn0annnnannnneannnnannnnnnnnnnnnnnennnnnnnnrnnnnnnnnnnnne 25 Member Ledger Card ccccccsescccccceseeeceeeceeeeeceeessaeeeeeseaaaess 25 Operating Giaiement 24 Owner A EE 25 OW MOC aDeSe tros 25 Owner E 25 Owner Profit REDort cccccsssssersecscssseteesseasseressassenseetes 25 Potential Gee EE 24 A A 25 FullHouse Software Inc User s Guide Property JLISE EE 25 EEN 25 Tens is 25 Tal GE Eer 24 TWEVE Monti ANG Nein ace did 24 Unit Member Information coccoccnccnccnncnncnnnnncnnnnncnncnnnnnncnnnnn 25 o O cutee EEE EE 25 vacancy LOSS leita E ee 25 e 1 E A EE T AEE 25 ET e EE 25 Vendor 1099 A O Ea aenean 26 Vendor Form Letters raire ia 26 Vendor Ee EE
155. no relevance to the optional Work Orders e Maintenance 2 Up to one line of text can be inserted describing any maintenance issues for this unit This field is for reference only and has no relevance to the optional Work Orders e Bedrooms Enter the number of bedrooms in the unit This number shows up on vacancy and other reports e Bathrooms Enter the number of bathrooms in the unit The industry standard counts a room with toilet sink bathtub and shower as a full bath without a tub the room is a bath and with only sink and toilet a 1 2 bath This number shows up on vacancy and other reports e TTL Rooms Enter the total number of rooms in the unit Normally this number doesn t include the bathrooms This number shows up on vacancy and other reports e Floors Enter the number of floors in the unit This number shows up on vacancy and other reports e Entry Level Enter the floor level at which you enter the unit For example enter 2 for a unit on the second floor of a building This number shows up on vacancy and other reports Copyright 2010 FullHouse Software Inc 65 User s Guide FullHouse Software Inc e Parking Spaces If the unit has assigned parking spaces enter the number here This number shows up on vacancy and other reports e Garages If the unit has one or more garage spaces enter the number here This number shows up on vacancy and other reports Washer Dryer If the unit has a washer and dryer
156. nts a fee for parking you can create a C 4 M item with a Parking description and tie it to your Parking Income line such as 4200 OK Cancel Enter the name for the Passthrough For example Interest Copyright 2010 O FullHouse Software Inc 10 11 12 13 14 15 16 FullHouse Software Inc User s Guide Principle Home Owner Fees etc Press the Tab button and the cursor will go to the right box Press F5 and a list of accounts will be displayed Click on the Ghar or Accounts o e account that is to Description be associated with fase ees Security Deposits E the passthrough Note usually an income account is Petty Cash Savings Account Accounts Receivable CURRENT ASSETS Equipment used The Res for Deprec Buildings account number Res for Deprec and its description SE tae E a will be entered into the right lt field If other passthroughs are to be added click on the next empty box in the left column Repeat as described above Click on OK and the Set Accounts Default window will close click on the Tenant icon to open the Tenant window Click on Charges Due under the Information buttons The new passthrough will be displayed on the left side of the window Click on the Charge field of the new passthrough If the passthrough is a fixed amount enter that amount If the passthrough is a charge based on square footage of the unit enter S F If the EE or Prope
157. ocess and ensure all steps are complete 7 11 160 User s Guide FullHouse Software Inc A new box labeled Select Reports to Print will be displayed Click on the buttons of the various reports you wish to see or print All of them are available in hard copy only except the View Re Cap report which may only be viewed on the window oye Ont Birdman Hargin Umt 20 aaa Overview Move Out processing involves four steps i View a screen showing a recap of the actions taken 1 Identify the tenant View Recap s 2 Determine amount owed and deduct E amounts on deposit Ledger Report Print a list of the Charges and Payments for the tenant in chronological order 3 Receive money or write a check Recap Report Print a recap of the Journal Entries Checks and 4 Print receipts and record transactions Payments for the tenant This report is recommended then end the tenancy and make the unit available for the next occupant d Tenant Detail Print all information about the tenant Used for historical purposes This wizard is designed to speed this process and ensure all steps are complete When done click OK If asked whether to post the receipts or disbursements click on Yes When asked to confirm the deletion click on Yes to permanently delete the tenant Clicking on No will not reverse any entries that may have been made but the tenant information will not be deleted
158. of the total cash in the bank for that property will be entered into Copyright 2010 FullHouse Software Inc 139 User s Guide FullHouse Software Inc the field Alter this value if needed 6 To add another check click on Enter Another Check 7 When done click on OK and the Cash Disbursements window will close 8 Print by System checks can now be printed Manual Checks can now be posted Entering Percentage Checks 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on the Checks icon and the Consolidated Cash window will open 3 Click on Use Consolidated Cash Balance The Consolidated Cash window will close and the Cash Disbursements window will open 4 The Print Status field will be highlighted and either Print By System or Manual Check will be displayed If this is not the correct selection click on the downward arrow and select the correct check type 5 If Manual Check is selected make sure the check number field contains the correct check number 6 Click on Percent under Check Class in the upper left side of the window 7 Click on the downward reentage Check Ge arrow in the Vendor field CCE S to select the vendor oS e 8 Press Tab and click on the E Se a downward arrow or press F5 to select the Base Account nbr 9 Press Tab and click on the downward arrow or pres
159. om the PC c Click OK and IPM will create and use the new database 180 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide 2 Set Up the Checkbooks page 43 Click on the Checkbook icon at the far left of the toolbar a b C d e Answer Yes to create the new checkbook Enter the best Type code for your properties i e R for Residential Enter a brief Description i e Scottsdale apartments to help identify your property Verify the accounting dates for correctness Click on the best fit from the selection in the Chart of Accounts box We recommend starting with the Standard Chart of Accounts and modifying as needed 3 Set Up the Property page 55 Click on the Property icon on the toolbar a Answer Yes to create a new property b Enter a short Property ID We recommend keeping this short and sweet but it can be up to 10 characters This is mostly used for database management c Enter a more descriptive Property Name such as Morgan Condo Association or Johnson St Self Storage d Enter the full street city state and ZIP in the Address e For more complete reporting click the Management button and enter the pertinent information 4 Set Up the Units page 67 Click on the Unit icon on the toolbar a b Answer Yes to create a new unit If the property is managed as a single unit like a single family house enter an asterix in the Un
160. omplete User Passwords also allows you to edit passwords 1 First locate the password using the arrow bar on the lower left corner of the Security window 2 After the desired password is located it may be edited by clicking on and off the options or by changing the password and then clicking on Save 3 You may delete a password by locating it and clicking on Delete 4 After you have completed creating editing or deleting User Passwords click on Finish to return to the main window Copyright 2010 FullHouse Software Inc 33 User s Guide FullHouse Software Inc Select Checkbook This option changes the current active checkbook It is identical in use to clicking on the Checkbook button under Current Settings See Chapter 2 Checkbooks for more information Set Posting Date This option has the identical function as the Date button on Current Settings This will change the posting date not the computer s built in date Select Property This selection changes the current active property It is identical in use to clicking on the Property button under Current Settings See Chapter 3 Property for more information Tickler Panel Checking this option will display the tickler panel in the main screen unchecking it will hide the tickler panel The tickler panel includes a grid of upcoming events and a small browser window with tips and update information from FullHouse Software Help Contents This option brings up
161. on Save The Vendor information will be saved 14 To add another Vendor click on Add When done click on OK and the Vendor window will close et a Change or Delete a Vendor 1 Click on the Vendor icon and the Vendor window will open 2 Click on Find and a list of all vendors will be displayed Click FullHouse Software Inc User s Guide on the Vendor to be edited or deleted The Vendor s information will be displayed 3 If you are changing the Vendor make any changes desired All fields except the Vendor ID may be altered If the changes are to be kept click on Save If the changes are to be discarded click on Cancel 4 If the Vendor is to be deleted click on Delete The Vendor is now deleted 5 The system will warn you that if the Vendor is deleted you will be unable to generate a 1099 form at the end of the year Click on No to keep the Vendor click on Yes to delete the Vendor for this checkbook In order to delete a Vendor completely it must be deleted in each checkbook where it is active 6 To edit or delete another Vendor click on Find 7 When done click on OK and the window will close OH Checks are outstanding for this vendor You must remove all Checks that have a Post Status of ro Poen ora Print Status of To Print before you can delete this Vendor Writing a Check to a Vendor See Chapter 10 Checks for more information Generating Vendor 1099s 1099s should be generated at the end of
162. one number with up to a four digit extension may entered here Comments Mary watches everyone from her apartment Tom on the second floor never empties his trash An unlimited amount of space is allowed to write notes about the property These notes can if desired be printed into a Comments Report See Chapter 11 Reports for more information C A M If Common Area Maintenance passthroughs Ee Pekin pesao are used the total to be collected can be stored here Tenants members may be charged on the basis of square footage percentage or fixed amount or a combination of any of these Until the C A M passthroughs are initialized nothing will be listed in this window See Chapter 8 Charges for more information FullHouse Software Inc User s Guide Owner Owner Role Relationship Owner Address 1 525 N Spruce Drive Tile Address 2 P Address 3 Al City SanJose State cA Zip 95i70 Telephone 408 555 2345 Ext 2 Cell NE Fax Interest in Property 100 be 100 for full ownership Email Address Print Label Person to Contact Phil amp Mary Soc Sec Nbr 032 42 5623 Search Modify Find lt lt Previous Next gt gt Add Delete Cancel Save DK Though it is common for all properties in a checkbook to have the same owners it is also reasonable for every property to have its own unique set of owners Owner Enter the owner s name in th
163. ooccccccccconncnncccconncnnnncconnnnnnonononononnnanonnnnos Last Mo Eeer ia BI A A A ema eee Bet WEEN MA Maintenance Lan a i a ee a MAINTENANCE Z EE Manade Me usd aca WAIN AG lt a OPD PEN Ce A EA Market Valle aa acia Men DAN iii daa MESSAGING Bal a dead o EE MN MICR Check Information Minimum Cash Balance Miscellaneous Disbureemente ennenen Miscellaneous Receipts ccccoonocccoccoononoconcoonononcninananennos MONTO LON iaa Copyright 2010 O FullHouse Software Inc User s Guide FullHouse Software Inc Nbr NSF Check 73 NDE TIMES Latas 73 NOUS sion an a 49 Net Pro as 98 New IPM Database a 21 NGE a cat 13 O One Time Charge or Credrt 29 One Time CAOS adds 29 open IPM Database eee 21 Opening a Database ccccoonccncccconncnncnccnnannoncnonannonconnannonnnnnas 35 Operating Proba ie 98 other Fees ee 79 A ON asec eeh eet ee 23 51 OWN Ee aes neiadened biel 60 p Keele 49 PAM ielING Pacs nia 66 Passion ad Os 13 BEE 27 Paying for a Completed Work Order 163 BVB 80 PIM AS 82 Permanen Check a NA 13 Person tO Conta on a dae 51 Pets Allowed tarada 66 PRONO a aon eae atau eae 51 Phone Nr 48 50 52 53 54 72 74 76 106 PONGCY Ale 52 53 54 A A 13 e elle In EE 27 Changes or Deletions cccccssssereccssssserserseasserserassenseetes 28 Charges and Crediits ccsscccccsssssercecsenssereessensseressagseeseetes 29 CHECK A A A 28 148 Joumal Age 31 NSE VREV
164. ooks in a database and each checkbook contains properties that contain units Each unit can contain tenants Close An accounting term that represents an end to an Accounting Cycle End of Month Closes are very fluid in IPM Copyright 2010 FullHouse Software Inc 11 User s Guide FullHouse Software Inc Classic and allow for the changing of dates back to Closed periods and making entries In IPM the End of Month Close only generates charges for the next month and zeros out month to date counters Common Area Maintenance These charges are user defined Credit Account Current Earnings Cursor Debit Account Defrag Due 12 charges and fees in addition to rent For example Extra Parking or Pool Access my be set up as C A M charges These are charges to be shared among all the Units in a Property Up to ten C A M Charges may be set up per checkbook and charged per Property Any account to which a credit increases its total and a debit decreases its total Equity Accounts Liability Accounts and Income Accounts are all Credit Accounts Year to date net profits A blinking vertical line on a computer screen which represents the current focus for data entry Any account to which a debit increases its total and a credit decreases its total Asset Accounts and Expense Accounts are Debit Accounts A standard program included with Windows that will rearrange the data on the hard
165. ortant of the Insurance fields the policy s expiration date will be entered here However the program will not automatically warn you of this deadline unless you create a Tickler memo See Chapter 1 Main Window Homeowner s Warranty 92 omeowners Warranty Insurance Co Home Depot Ins Inc Insurance Co PropeNbe Oo m olicy Nbr they get our money anyway The company tte DT na me of the Expiration Date insurance carrier is entered here Phone Nbr The Insurance company s or agent s telephone number with up to a four digit extension will be entered here Policy Nbr The insurance policy number is entered here for easy reference Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide e Insured Value The total value of the policy can be entered here e Expiration Date Probably the single most important of the Insurance fields the policy s expiration date will be entered here However the program will not automatically warn you of this deadline unless you create a Tickler memo See Chapter 1 Main Window HOA Insurance e Insurance Co ree Phone Nbr Ir Eu The company Poley Nbr Insured Value na me of the Expiration Date M insurance carrier is entered here e Phone Nbr The Insurance company s or agent s telephone number with up to a four digit extension will be entered here e Policy Nbr The insurance policy number is entered here for easy reference
166. perty manager the amount of the loan can be entered here e Rate The number entered here can either be a whole number followed by a percentage sign or a decimal and then a number For example 10 and 10 are both valid ways to enter 10 compounded interest However 10 would be interpreted as 1000 be sure there is a decimal before the number e Month of Loan The total number of payments is entered here By the time that number of months has passed the loan will be paid off e Payment Method Loans can be paid either at the beginning of the month or the end of the month Click on the method that suits you best the interest is compounded differently depending upon which time period is chosen 80 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide e Amortize this Year By clicking this button the twelve payments for the current year will be displayed with their breakdown of interest and principle e Amortize By clicking this button the whole loan will be amortized Each payment will show how much is paid for capital and how much went toward the interest for the life of the loan Ledger PB Ledper Card Ledger Card for Weber Sam Date Description CRB Type Charges Payments Balance 07 01 2001 Base Charge C B 13 000 00 13 000 07 01 2001 Check Number 54363 13 000 00 01 02 2006 Base Charge C B 725 00 01 02 2006 Check Number 6666 725 00 02 02 2006 Base Charge Cc B 725 00
167. printing Set the destination to Printer A window will be displayed asking for the number of copies to print Set the number then click on Accept Number of Copies then Print Report The order form will be printed Click on Close To add another work order click on Add When done click on OK Updating a Work Order Receiving an Invoice l 162 Make certain that the correct checkbook and property are Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide active If you are not in the right checkbook and property change them under Current Settings 2 Click on Updates Work Order The Work Order window will open 3 Locate the work order by clicking on the left and right pointing arrow buttons on the bar labeled Work Orders Or by clicking on Find and using the Expert Query If the Expert Query is used either enter a range for the work order numbers a range of vendor IDs or a range for accounts then click on Begin Search 4 Once the work order has been located change any information that is needed 5 If the invoice for the complete work order is received click on Vendor and Costs 6 Click on the Invoice Cost field and enter the invoice amount 7 Press Tab The Status field will change to Invoiced and the Post Date will be entered in the Completed Date field If this is correct click on Save 8 Find another work order to change or click on OK when done paying for a Complete
168. prior fiscal year s The date and time of the computer This is usually run by a clock built into the computer IPM allows you to set the Copyright 2010 FullHouse Software Inc FullHouse Software Inc Tenant Unit Window User s Guide Posting Date instead which gives more flexibility than the System Date The inhabitant and or renter of a Unit The Tenant is the smallest element of the Database starting from the Checkbook and ending with Tenant Member Each Tenant must be assigned to a Unit A subdivision of a Property Each Unit is a separate entity like an apartment or storefront or storage unit which may be rented or owned if a home or condo Each Unit can contain one or more Tenants Members in the case of home owner s association or condo A rectangular region of your computer screen containing related information Also called a screen or page This is the basic organizing unit of the display Copyright 2010 FullHouse Software Inc 15 User s Guide FullHouse Software Inc WS 1 Main Window Eise e AE ex File Updai Payable Charges loses Hel ES Se 3 Journal N f Current Set es oe La al e fy E f ae bo k Pos 2 06 10 2006 Tenants love Move Out Accounts Vi S Receip Checks DEMO Current Settings disappears when IPM is activated Status Bar Demo Bar Po TI 1 F4 EIER IENE DEMO Help Chkb Prop Tent Acct Vindr Unit Cash Tick ms Cun a e
169. r checkbooks When choosing Select Accounts from Another Checkbook a box will be displayed and will prompt you to select an existing checkbook whose chart of accounts is to be the model for the new checkbook 42 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Adding a Checkbook l 3 Click on the Checkbooks icon and the Checkbook window will be displayed If you have not set up a checkbook for the current database the program will ask you if you wish to set one up If you click No it will close the window If this is not the first checkbook for this database click on Add The Checkbook ID will be assigned automatically This cannot be changed Select the Type Business Residential Condo Hoa or Mini Self Storage Do not be concerned if your type of property does not fit into one of these categories or if it fits into multiple categories Just pick the category that is closest to your needs For example if you are managing a marina you might choose self storage This selection will change certain prompts and screen titles in IPM most notably for HOAs Condos where Tenants become Members Press Tab or click on the field marked Description and enter an identification for easy keeping of records Press Tab or click on the Accounting Year field and enter a four digit fiscal year Click on Save if you wish to create this checkbook of Cancel to abort the process If you
170. r 8 Charges and Refunds for more information NOTE Creating charges is a good time to backup your database Without regular and frequent updates the possibility of data corruption increases Charge Journal Maintenance This selection brings up the charge journal maintenance window where old charges and the checks that paid them may be deleted for the current active Checkbook See Chapter 8 Charges and Refunds for more information Copyright 2010 FullHouse Software Inc 29 User s Guide FullHouse Software Inc Charges and Credits Reports This item is a short cut to the Charges reports window See Chapter 8 Charges and Refunds for more information See Chapter 8 Charges and Refunds for more information 30 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Journal _ Enter Journal Entries This option is used to bring up a Enter Journal Entries window where you may ma ke Reoccurring Journal Maintenance general journal entries See Chapter 6 Accounts for more information Reoccurring Journal Maintenance When regular monthly general journal entries are needed this option brings up the reoccurring journal window Here you may enter edit or delete reoccurring entries See Chapter 6 Accounts for more information Post Journal Entries Normally journal entries are posted at the time they are created However if for some reason this is not done journal entries may be posted wi
171. r Multiple Properties If Late Charges for All Properties in this Checkbook is selected late fees will be generated for all of the properties in the active checkbook If Select Properties to apply Late Charges is selected a window listing all of the properties in the active checkbook will be displayed The properties for generating Late Fees can be selected from the list If Apply Late Charges for the Current Property Only is selected Late Fees will be generated for the active property only Click on the Minimum Days Late field and enter the minimum number of days late a tenant member must be before charging a late fee This represents a grace period To charge all tenants members who are at least one day late enter 1 Click on Create Late Charges the system will ask if the Late Charges should be posted at this time Click on Yes The system will prompt for which properties are to be posted Click on Post All Properties for the Checkbook and click on Ok User s Guide FullHouse Software Inc Charge Journal Maintenance The number of charges can become so large that the integrity of the database can be compromised This can lead to software instability decrease in speed and possible loss of information As such a regular program of Charge Journal Maintenance may be required At 100 or fewer tenants members this maintenance should only be needed once per year Larger numbers of tenants members
172. r a name for the new IPM database be Password A Password is suggested but not required displayed New IPM Database EPM Saurce IPM ClassiciDatal IPM T h e n a m e Create New Database Cancel and path of the database you re creating is displayed at the bottom of the window next to the New IPM Database prompt On the left side is a window that displays the folder in which the database will be created The cursor by default is located in the File Name field Enter a name for the new file The name can be up to eight characters long and may contain both letters and numbers The MDB extension will automatically be added We recommend that the last two letters be the last digits of the current year i e mydata08 Press Tab The cursor will move to the next field Password Enter a password This will be the Administrative Password and will allow for the complete use of the software and allow you to set up other passwords Click on Create New Database The system will initialize the database and the Create New IPM Database window will close The newly created database will be automatically opened Enter or accept the Post Date given and click on OK The first step in entering the data is to create a new Checkbook see Chapter 2 Checkbook Opening a Database Copyright 2010 O FullHouse Software Inc 35 User s Guide FullHouse Software Inc Unas SE 1 Click on File on Open IPM B Blau eo ach Data
173. re Inc User s Guide Charges Seen Change or Delete One Time Charges Cha nge or Delete One Enter One Time Charge or Credit Time Charges This selection Post Charges and Credits is used to change or delete a Create Late Charges one time charge or credit Create Recurring Charges EOM This option is only available Charge Journal Maintenance before the cha rges and Charges and Credits Reports refunds are posted Once they are posted a one time charge or refund may only be changed with another one time charge or refund See Chapter 8 Charges and Refunds for more information Enter One Time Charge or Credit This selection will bring up the charge credit window where a one time non standard charge refund or correction may be made to a tenant member See Chapter 8 Charges and Refunds for more information Post Charges and Credits This option is only available if you did not choose to post your charges or refunds previously See Chapter 8 Charges and Refunds for more information Create Late Charges Selecting this option will bring up the Late Charge window where late charges may be created using various methods See Chapter 8 Charges and Refunds for more information Create Recurring Charges EOM This function ends creates recurring charges for your tenants rent or members assessment and zeros out month to date figures This used to be called End of Month Close but it never really closed anything See Chapte
174. re that all information is correct 18 When done click on OK and the MICR Information window will close Setting Up Information for Management Checks 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on the Property icon and the Property window will open 3 Click on Management and the Management information will be displayed AB Properties for Checkbook A Demonstration Properties Property Id z Building Property Name Demonstration Apartment House CAM Address 1 1500 Maple Ave Address 2 City Hayden Lake State ID Zip 83835 nit Manager Gus Smith Phone 208 772 3259 Ext Management Owner Comments Management Mgmt Name RAI Management Company Address 111365 Eastshore Drive ss S General Ins City Hayden Lake State iD Zip 83835 Elo Ins Phone Nbr 1208 772 3259 Ext Mgmt Fees hog Home Warranty Report Heading RAI Management Company HOA Ins Report Footing Renter s Ins Minimum Cash Dm Balance 200 Title Ins This amount is subtracted from grass profit when generating Owner Checks Val Wun Search Modify Find lt lt Previous Next gt gt Add Delete Cancel Save FullHouse Software Inc User s Guide 4 Click on the Management Fee field and enter a percentage to be taken from all income accounts for a management fee 5 Click on
175. rocessing involves four steps Retained Returned 1 Identify th Security Deposit 0 00 0 00 0 00 Total Deposits E Cleaning Pet Deposit 0 00 0 00 0 00 0 00 2 Determine amount owed and deduct Last Mo Deposit 0 00 ES oo 0 00 amounts on deposit ees Charges Pm 3 Recei it reek Deposit Applied Due Presa is a tain bass Rent 000 000 0 00 Total Charges 4 Print receipts and record transactions Other 0 00 0 00 0 00 0 00 then end the tenancy and make the unit Late Fees 000 000 000 available for the next occupant 0 00 0 00 0 00 Onetime Charges 0 00 l 0 00 l 0 00 C A M Charges This wizard is designed to speed this Extra Parki process and ensure all steps are complete wra t arking 0 00 0 00 0 00 Pay or Collect Total Current Due 0 00 0 00 0 00 0 00 Modify lt lt Previous Me Gk Cancel FullHouse Software Inc User s Guide 5 On the left side of the window is a box labeled Deposits which displays the deposits amount retained and the total returned By default all deposits are returned If some amount is to be kept click on the field in the Retained column and enter the amount of that deposit to retain For example if 300 00 of a 700 00 security deposit is to be retained enter 300 in the Retained field in the row labeled Security Deposit 6 The next step depends upon the difference between the amount due and the returned deposits
176. rrect checkbook is active If not change the checkbook in the Current Settings on the upper right corner 2 Click on Property icon and the Property window will open Copyright 2010 FullHouse Software Inc 59 User s Guide FullHouse Software Inc 3 Click Find and a list of properties will be displayed Click on the property from which you wish to delete an owner 4 Click on Owner and the Owner window will open if multiple owners click Next or Prior to find the owner you wish to delete 5 Click Delete The owner will be deleted without a confirmation or warning 6 Continue deleting owners or click Exit if you have completed the task Generating Owner 1099s 1099s should be generated at the end of the year just prior to the End of Year Close A 1099 Misc must be generated for each Owner in each checkbook according to IRS rules Contact the IRS for more complete and current information Cem Family of Reports Available Property Reports Comments 1 Make certain that the pos correct checkbook and ca property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on the Reports icon and the Reports Selection window will be displayed s BB Overs 109 ME 3 Cl ick on Form Selection Si Dro erty and Selected Form CMIPMWIN OWNRIO9STAX Pe Select Owners he on C Fom5110 5111 5112 Continous 1099 Form Print 1039 Owner 1099 Managemen
177. rs can also be displayed in a vertical bar on the right side of the main screen Check the Ticklers Option at the bottom of the Tools menu to make this bar appear uncheck it to make it disappear Current Property This area displays the property ID and the description of the currently selected property FullHouse Software Inc User s Guide Menu Bar o File Updates Reports Receipts Payable Charges Journal Closes amp Status Tools Help File New IPM Database Selecting this mu mg will prompt you to create a new Save as database for the system You will be Export prompted to name the new database ae Backup IPM Database Restore IPM Backup and give ita password The newly created database will be opened upon ompact IPM database completion of these functions Repair IPM database Set Printer Open IPM Database Selecting this Exit will cause the program to open a preexisting IPM database that you select from an open file dialog box Save as Selecting this option will bring up a Save as dialog box Here you enter the name and location of a new database containing all of the data of the current database Creating a new database in this manner does not automatically open the new database instead the original will remain open Export This feature allows you to generate files for other accounting programs or generate of unprinted checks to be printed at another workstation This feature may only be available on certai
178. s 4 500 00 OTHER ASSETS TOTAL ASSET LIABILITY 2300 y 3 2810 omg Payable ist TOTAL LIABILITIES 126 700 00 CAPITAL QUITY 3100 3200 3300 Current Eamings TOTAL EQUITY TOTAL LIABILITIES EQUITY 174 353 61 Amount charged to E arnings At the top of the Preview window there is a toolbar with key functions Print Print Setup Refresh Export and Resize Bae 7 amp 0 The Print button raises the Print dialog This screen allows you to change the number of copies printed and set the range of paged to be printed from All to specific Pages The Print Setup button raises the Print Setup screen where you can change your printer change your orientation from User s Guide Portrait to Landscape and change your paper size and source If you want to change the finishing options on your printer click the Properties button The Printer Name CutePDF Writer v Properties Status Ready Type CutePDF Writer Where CPW2 Comment Paper Orientation Size Letter X Portrait Source Automatically Select y C Landscape Network OK Cancel options here will SEI according to your printer 11 The Export Button raise the Export screen The Format dropdown gives you the types of export you can Format Acrobat Format FOF e Destination Disk file y Cancel create It includes PDF Adobe s Portable Document Format Character Separated Values Comm
179. s F5 to select the Apply to Account 10 Press Tab to move the cursor to the Property field Click on the downward arrow to select one of three options Choose either Use all Properties for this Checkbook Use Current Property or Select Properties If Use Current Property is selected the check will be applied to this property only otherwise the check will be written across property lines OK Cancel 140 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Press Tab and enter the percentage as a decimal For example if 10 of the base account is to be used enter 0 1 if a 5 figure is used enter 0 5 etc Click on OK The Percentage Check window will close and the check will be displayed If this check is written for more than nine properties the Finish button will be grayed out Click on Enter Another Check to create a new check containing up to nine additional properties Continue clicking on Enter Another Check until Finish is enabled once more this indicates that all checks have been generated for all selected properties To add another check click on Enter Another Check when done click on Finish and the Cash Disbursements window will close Print by System checks can now be printed Manual Checks can now be posted Entering Work Order Checks See Chapter 13 Work Order for more information Entering Permanent Checks Permanent checks are checks that are written every mon
180. s across the bottom of the main screen It consists of three areas a messaging bar Function Keys and a display of the current property Messages The messages area shows information from buttons as you float your cursor over the main screen or will display a progress bar during the loading of a database or during any other task that takes some time This is the primary location for IPM to give you updates about what it s doing Function Keys These buttons emulate the F1 through F9 function keys on the keyboard Click these buttons or press the corresponding function key F1 Help By clicking this button or pressing the F1 key on your keyboard the help window contents page opens F2 Chkb By clicking this button or pressing the F2 key on your keyboard a list of checkbooks on this database is displayed F3 Prop By clicking this button or pressing the F3 key on your keyboard a list of properties in the current checkbook is displayed F4 Tent By clicking this button or pressing the F4 key on your keyboard a list of tenants in the current active property is displayed F5 Acct By clicking this button or pressing the F5 key on your keyboard a list of all account and account headers for this checkbook will be displayed F6 Vndr By clicking this button or pressing the F6 key on your keyboard a list of vendors sorted by Vendor ID will be displayed along with their telephone number for easy reference F7 Unit By clicking
181. s due to expire or units less than 1000 square feet First Condition Element Fields in the database Condition How the field is evaluated Value what the field contains SE BE Ay 6 Element Fields in the database Condition How the field is evaluated Value what the field contains e CA C Element Fields in the database Condition How the field is evaluated Value what the field contains Clear i E Cancel b Click on the first combo box which is labeled Element and click on the downward arrow Select VndrYTD Calendar_YTD_Pmts The information will be listed in the first box of the first line c Click on the downward arrow next to the second box of the first line it is labeled Condition and select is greater than d Click on the third box on the third line which is labeled Vendor and enter 599 99 in the box e Click on Second Condition so that it is checked Then click on And f Click on the arrow next to the first box on the second line Select Vendor Type User s Guide FullHouse Software Inc g Click on the arrow next to the second box and select is equal to h Click on the third box and enter N L Click on OK and the Expert query window will close HINT We recommend using the checkbox 8 Click on Print Test 1099 and make sure that everything is lined up If the form lines up click on Print Vendors 1099 If the 1099 for is not aligned properly either adjust the paper feeder or
182. s for all of the properties to be closed 6 Click on Process End of Year Close then on the Advanced button A status screen showing how the close is 176 Copyright 2010 FullHouse Software Inc 10 FullHouse Software Inc User s Guide progressing will be displayed When processing is complete a box displaying the new fiscal year range will open Click on OK Enter the new Post Date and click on OK Run a Trial Balance Report Reports Financial Trial Balance Check to see if it balances if it is out of balance make a note of the difference between the Debits and the Credits Close the Report If it does not balance make any entries to correct it Change the active checkbook to the next checkbook to be closed and repeat the steps from Generate Balance Sheet to this step until all checkbooks are closed Vendor End of Year Close Note The Vendor End of Year Close should only be in the new year s database at the first of the year If you ve run the EOY Wizard it will give you to do this at the start of the year if not do it before doing any new entries for the new year l A Make certain that the correct os Calendar oar En Ei checkbook IS The Calendar Year End process removes all of the previous year s 1099 information This Calendar Year End should be run before any updates occur active If you are for the new year no t in the rig h t Backup your database files before starting this proc
183. system will ask if the Cash receipts are to be posted Click on Yes and the payment will be distributed properly Click on NO and the payment must be posted through Receipts Post Receipts The Move In window will close and the tenant is entered User s Guide FullHouse Software Inc Tenant Move Out 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on the Move Out icon The Move Out Wizard will es oye Out Overview Step 1 Select Tenant E Select the Tenant to Move Out Move Out processing involves four steps 1 Identify the tenant Ek DEMO E 2 Determine amount owed and deduct Ordered by e Name C Unit amounts on deposit Name Unit Propert Birdman Harry 201 DEMO Corbe Jim 101 DEMO Smith Betty 200 DEMO Weber Sam 102 DEMO 3 Receive money or write a check 4 Print receipts and record transactions then end the tenancy and make the unit available for the next occupant This wizard is designed to speed this process and ensure all steps are complete S sus Nest ol Cancel 3 Select the Tenant to Move Out If the property is not correct click on the downward arrow and select the correct property 4 When you ve selected the tenant to move out click Next This will display page 2 of the wizard Si 3 Step 2 Determine Amount Due Deposits Move Out p
184. t DEJO Demons ation Aparment House pa ssth ro u g h S Charge Due Business based on a Neue a De Charge Due 1 Extra Pakino fso Rent 650 00 344 00 percentage of a 2 es Other Fees 000 Jam 3 Late Fee 25 00 0 00 tota e n te r th e 4 Charges and Credits 0 00 I 5 Current Balance number followed a 1 Ee Received MTD 344 00 by a percentage ee erter 10 Past Due Amount 0 00 Payments sym bo I e g D Last Posted 6 10 2005 Charges Year to Date CAM Information Last Paid in Full 8 9 2006 Tracking 1 0 0 o n Print Label If th e Search p Moty Eind lt lt Previous Next gt Add Delete Cancel Save OK passthrough is interest or principle of a loan refer to Entering a Tenant Copyright 2010 FullHouse Software Inc 87 User s Guide FullHouse Software Inc K 18 19 20 21 22 23 24 Loan in this chapter If this passthrough is to affect other tenants in this property click on Next for the next tenant or Find to select a specific tenant Follow the same procedures as they apply When finished click OK and the Tenant window will close If the passthrough is based solely on a dollar amount entered in the Tenant window the passthrough is complete If the passthrough is based on a percentage or square footage click on the Property icon The Property window will be displayed Click on C A M under the Property Information buttons The C A M passthroughs will be displayed
185. t Information Name RAI MANAGEMENT COMPANY The Owner 1099 Address 11365 EASTSHORE DRIVE window will be City State Zip Hayden Lake ID 83835 Phone Number 208 772 3259 i ti itsti s sS d isplayed Fed ID Number 0 Print Test 1099 OK Cancel 4 Click on Select Form An Open dialog box will appear Click on ownr1099 tax and click OK 5 Click on Payer s Federal ID Number and enter the tax ID number 60 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide 6 The management information will be pulled from the active property file so nothing has to be entered in these fields 7 Click on Select Owners and an Expert Query window will be displayed Though you can choose to select any owners you wish the recommendation is to select all owners See Generating Vendor 1099s page 109 for more information on the Expert query 5 e 6 Click on Print Test 1099 and make sure that everything is lined up If the form lines up click on Print Vendors 1099 If the 1099 for is not aligned properly either adjust the paper feeder or if that doesn t work the 1099 must be adjusted see Adjusting the 1099 below 7 When done click on OK and the Owner 1099 window will close Adjusting the Owner 1099 If the 1099 form is not aligned HESE Reports Receipts Payable Charges Joumal Ck correctly it may be necessary to e ney a a adjust the 1099 form Ei a PEA 1 Click on Updates Update E EE Form Let
186. t are found in many or most reports e Output Destination This is the one universal constant in all reports The report can be viewed in a Window or sent directly to the Printer All reports can be exported from the preview window e Property Options This is displayed on almost all reports In this field choose among Report Current Property Report all Properties in the active checkbook or Select Properties to Report If the last is chosen a window will be displayed where you may choose one or more properties to Copyright 2010 FullHouse Software Inc EA 8 10 FullHouse Software Inc User s Guide create a report e Consolidate Properties Some reports which are capable of consolidating the information of two properties into a single report Click on this option to consolidate the report e Keep Choices as Default Settings Some reports with many variables offer this option If it is selected the options selected on this report will be set as the default when the report is next generated After all options have been set click on OK The report will be generated 44 1of1 gt B amp F 82 bs JI rein 100 10 of 10 Printed 06 21 2010 RAI Management Company Balance Sheet Demonstration Apartment Hou 1500 Maple Ave Hayden Lake ID 83835 Year to Date Totals up to 06 20 2006 Cash in Bank 3 353 61 Security Deposits 1 700 00 CURRENT ASSETS Buildings 152 500 00 Res for Deprec 12 500 00 Improvement
187. t database corruption FullHouse Software Inc User s Guide Updates Checkbook Selecting this will take you CheckBook to the Checkbook window see Chapter 2 Checkbooks where you may add Tenant Ctrl T delete or alter checkbooks Vendor Chart of Accounts Ctri A Owner Property Selecting this option will take Work Order Ctri w you to the Property window see ae Chapter 3 Properties where you may add delete or alter properties Mass Maintenance Update Form Letters gt Unit This option brings up the Units window see Chapter 4 Units where you may add delete or alter units Member This will take you to the Tenants window see Chapter 5 Tenants Members where you may add delete or alter members or tenants Vendor Selecting this option will open the Vendor window see Chapter 7 Vendors where you may add delete or alter vendors Chart of Accounts Selecting this will take you to the Accounts window see Chapter 6 Accounts where you may add delete or alter accounts Owner Selecting this option will bring up the Owner window see Chapter 3 Properties where you may add delete or alter owners Work Order Optional This selection will open the Work Order window see Chapter 13 Work Orders where you may add delete or alter work orders Work orders are only available in the Unlimited edition Move In This will take you to the Move In wizard where you can collect tenant information put th
188. ter 239S and 2999 Subtotals do not affect Total accounts e Potential Income Only one Potential Income Account is needed per Chat of Accounts Substituting an R for the last digit of the account number will create the Potential Income account Normally the potential income account should be located early in the income account range For example income accounts have a range of 4000 to 4999 The header account is 400H the next free account is 4010 so Potential Income can be placed as 401R with Potential Income as the description This account is only used for reports dealing with Potential Rent e Net Profit _ The last account in the Chart of Accounts is the Net Profit account This is the total of all income accounts minus all expense accounts Substitute a Z for the last digit of the account number creates the Net Profit account This account must be the last account in the Chart of Accounts In a Chart of Accounts with four digit accounts the Net Profit account should be 999Z with Net Profit as the description e Operating Profit _ An Operating Profit Account is almost identical to the Net Profit Account except that it does not cover only a subset of the Expense accounts Substitute a F for the last digit of the account number creates the Operating Profit Account in addition it must be within the Expense account range For example an Operating Profit account with the account number 507F where the Expense Account range is 5000
189. ters 1099 Forms E a and the 1099 tax form will be Move In displayed HA Owner Form Letters Tenant Form Letters Vendor Form Letters Copyright 2010 FullHouse Software Inc 61 User s Guide FullHouse Software Inc Display Fields Vendor Field 1 Owner Name Place an Ampersand followed by the Field Number in __Vendor Fields 2 Owner Address Bel the location of the 1099 form where you want the 7 3 Owner City E information to print Owner Fields 4 Owner Phone_Nbr 3 Edit Below Dram K zack hl zapen Example for an Owner 1099 4 will display the value in the Owner Phone_Nbr field 5 Owner Soc_Sec_Nbr AO Li 3 T D T 62 10 DS E Click on File Open 1099 Form and a File dialog box will open Click on Ownr1099 tax Click on OK and the File dialog box will close Click on Owner 1099 Form to display the key for the Vendor 1099 The fields needed to create a 1099 are listed in the upper left corner of the window For Vendor 1099s they are numbered 1 11 To insert the fields an ampersand symbol O followed by the number of the field is inserted into the document For example to insert the Owner s tax number enter 10 on the main window The Ownr1099 tax form already has the numbers in the proper locations these are correct as of 2004 Adjust the form by adding spaces extra lines and so on until it lines up with the 1099 form When done click on File Save 1099 Form
190. th P and L Ledger Budget Figures Ledger History Figures Consolidated Cash List Journals Consolidated Account Balance 24 Copyright 2010 FullHouse Software Inc FullHouse Software Inc User s Guide Property These selections are a short cut to specific property reports The available selection are as follows Property List Unit List Vacant Units Income Per Unit Vacancy Loss Future Vacancies Owner List Management Fees Owner Labels Owner Profit Report Owner 1099 More information can be found in Chapter 11 Reports Tenant These selections are short cuts for going to specific tenant member reports The reports available are as follows Fee Roll Fee Detail Fee Summary Member Ledger Card Delinquent Member Global Member Directory Fee Recap Member Labels Security Deposit Lease Expiration Fee Increase Billing Billing Register Member Form Letter Aged Account Receivables Unit Member Information More information on all of these reports can be found in Chapter 11 Reports Vendor These selections are short cuts for going to specific vendor reports The available reports are as follows List of Vendors Vendor Ledger Card Copyright 2010 FullHouse Software Inc 95 User s Guide FullHouse Software Inc e Vendor 1099 e Vendor Labels e Vendor Form Letters More information on all of these reports can be found in Chapter 11 Reports View Screens There are three spreadsheet like window av
191. th for a set amount for example a mortgage By creating a Permanent Check a template is created which will be repeatedly copied E Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on the Checks icon and the Consolidated Cash window will open Click on Use Consolidated Cash Balance The Consolidated Cash window will close and the Cash Disbursements window will open The Print Status field will be highlighted and either Print By System or Manual Check will be displayed If this is not the correct selection click on the downward arrow and select the correct check type If Manual Check is selected make sure the check number field contains the correct check number Click on the downward arrow in the Check Type field and select Permanent Copyright 2010 FullHouse Software Inc 14 User s Guide FullHouse Software Inc 7 If using an established vendor click on the downward arrow in the Vendor field to select the vendor The vendor information will be displayed 8 If the vendor has not been set up click on Add New Vendor and the Vendor window will open See Chapter 7 Vendors Entering a New Vendor for step by step instructions 9 If the vendor has been set up properly the first detail line of the Cash Disbursements will be filled in and the cursor will be in the Amount field If so enter the amount 10 If th
192. th this option See Chapter 6 Accounts for more information Post Reoccurring Transactions If any reoccurring journal entries have been made clicking on this option will post all of the entries WARNING Each time this option is selected ALL of the reoccurring entries will be posted Even reoccurring entries that you have already posted If you push the Post button three times that entry will be posted in General Journal three times See Chapter 6 Accounts for more information Report Journal Entries to be Posted This selection is used as a short cut to create a report listing of all journal entries except reoccurring entries to be posted throughout the system This option is only available when there is an entry to be posted See Chapter 11 Reports for more information Report Recurring Journal Entries This option is a short cut to bring up a report that will list all of the reoccurring journal entries that are active for this Checkbook See Chapter 11 Reports for more information Copyright 2010 FullHouse Software Inc 31 User s Guide FullHouse Software Inc Closes amp Status Status of Charges Status of Charges This item will Status of Posting bring up a window that will show which months have been charged in End of Year Close this fiscal year This can be used to Vendor End of Year make sure that you do not double charge a month Included for backward compatibility only See Chapter 14 Closes for more
193. the check number field contains the correct check number Click on Management under the Check Class in the upper right side of the Cash Disbursements window and the Management Check window will open Click on the downward arrow of the field and select either Current Property Select Properties or Use All roms oh Management Check Current Management Name and Address RAI Management Company 11365 Eastshore Drive Hayden Lake ID 83835 Select the Properties to use in the Management Check Current Property y OK Cancel User s Guide FullHouse Software Inc Properties for this Checkbook If Select Properties is chosen a list of all Properties will be displayed choose which properties you wish to include in the check and click OK BB Cash Disbursements forcast account 1100 Cast in Banks ME Check Definition Heemer Check Setup Class Management y Source Print by System v List Disbursements Vendor Po el Find Vendor Check Type OneTime sl Due Date 06 20 2006 Balance Pay to the RAI Management Company Check Number assigned by IPM Cash in Bank 4 149 45 Ger 11385 Eastshore Dive SSS Less Post and Print 4414345 L E SAM Cash ccount pmo Hayden Lake ID Zip 83835 r Include Vendor Account Nbr on Check Memo Account Amount Description Property Management 34 40 Management Fee Additem ltem _Delete Selected Item Selected Item Save and New Save and Close Cancel
194. the current checkbook 7 When completed click on Exit and close the Property window EE an Owner Make sure you are in the correct checkbook if not change to the appropriate checkbook by clicking on the Checkbook button under Current Settings 2 Click on the Property icon 3 Click on Find a list of properties in this checkbook will be displayed Click on the property to which you wish to add an owner 4 Click on Owner and the Owner window will open If the property has no recorded owner the system will ask if you want to add an owner If you click No the owner window will close if you click LS a new owner record will be created Bi E Eeetemsteee Owner v Address 1 PC Ke E Address 2 Address 3 DW NES Telephone 1 Ei J Cell Fax Interest in Property 0 De 100 for full ownership Email Address ss S Email Print Label Person to Contact Soc Sec Nbr SCH Search m Modify Find Pie Nes Add jel Cancel Save FullHouse Software Inc User s Guide If this is not the first owner of the property click on Add and a blank owner record will open 1 Enter the owner s name in this field 2 Enter the owner s mailing address in these fields A second address field is supplied if needed 3 Enter the owner s telephone number here A four digit extension has been allowed 4 Itcan sometimes be embarrassing when you do not know how to address the owner
195. the database so future print runs will start with the last accurate print adjustment already set When the adjustments are correct place the check stock into the printer Change the Beginning Date and Ending Date fields to the correct range of check due dates Only checks that fall between these dates can be printed Check the Starting Check Number field and make sure that it is correct If not change it to the correct value The value in this field will increment by one each time a check is written To select checks to print individually click on Select Checks to Print Locate the check by clicking on Previous or Next When a check is located it may be printed by clicking on Print Check When finished click on OK To print all checks in the queue click on Print All Checks When check printing is complete replace the check stock with normal paper 10 Click on Print Disbursement Report to give a hard copy Copyright 2010 FullHouse Software Inc 147 Bis E User s Guide FullHouse Software Inc summary of the checks Click on OK The Print Check window will close and the system will ask if you wish to post the checks now If you click Yes the checks will be posted at that time If you choose NO then the checks must be posted before their effects will be recorded in the ledgers If for whatever reason checks needed to be printed change the print status of the check to To Be Printed See Changing Deleting Onetim
196. the folder where your active databases are you may OVERWRITE replace the database of the same name You will get a warning about overwriting a database if that s going to happen Click Restore The system will display a notice that Restore will not open the database Click on OK Follow the instructions on the window to replace external sources if prompted When the file is restored it must be opened even if the file restored has the same name as the one that is currently open See Open IPM Database for instructions on doing this Restore Cancel Ticklers Ticklers also called Memos are reminders with brief messages They re useful for warning about lease expirations appointments or follow ups They can be displayed on a popup screen or ona panel at the right side of IPM s main screen The Tickler panel consists of a toolbar in a grid of existing ticklers and a browser screen at the bottom The toolbar allows you to add or delete items 6 13 2010 4 new Copyright 2010 FullHouse Software Inc 39 User s Guide FullHouse Software Inc to select which ticklers are displayed and to print tickler reports Add and Delete are handled on the Tickler form Clicking on an item on the grid will also display the tickler form Here s how to add a tickler 1 Press F9 click on the grid or click re the Add button and the tickler GASOILA row event window will be displayed By default
197. the year just prior to the Vendor End of Year Close A 1099 must be generated for each Vendor in each checkbook according to IRS rules generally over 600 paid to them and not a corporation Contact the IRS for more complete and current information 1 Make certain that the correct checkbook and property are Copyright 2010 FullHouse Software Inc 109 Family of Reports Available Vendor Reports Charges E e amp KLS Ei o mm e EE 3 bi no aa a Lees he Sc SO ES 2 3 o 2 Se ee a D o 2 a 0 User s Guide FullHouse Software Inc active If you are not in the right checkbook and property change them under Current Settings 2 Click on the Reports icon and the Reports Selection window will be displayed 3 Click on Vendor and then click on Vendor 1099 The Vendor 1099 window will be displayed 5 x Form Selection Selected Form NDR1099 tat Select Vendors Select Vendors Select Form 599 99 Calendar Year and not C Format Form 1099 Misc D Print 1099s Management Information Name DA MANAGEMENT COMPANY Address 111365 EASTSHORE DRIVE City State Zip HAYDEN LAKE ID 83835 Phone number 208 772 3259 Fed ID Number Print Test 1099 OK Cancel 4 Click on Select he aa Form An Open WS Ea J EA vo 10994 TAX dialog box will pieg Uno H Ls appear Click on a vndr1099 tax and click OK AR My Computer l g _ e File nam
198. ties without alteration We recommend that this default Chart of Accounts should be adopted in your business at least as a starting point Ninety percent of all problems for new users setting up a database centers around creating or altering a Chart of Accounts Simply put it is the single most complex task in IPM Nevertheless the information found here will solve the bulk of any problems Note the Chart of Accounts for a single checkbook must be identical The system will maintain the consistency of the Chart of Accounts throughout the properties of a checkbook However and whenever an account Is altered matching accounts in all of the other properties will be altered Copyright 2010 FullHouse Software Inc 91 User s Guide FullHouse Software Inc The Accounts Window AB Accounts fur Checkbook Property DEMO Demonstration Apartment House Property ID DEMO Account Nbr 11100 Description Cash inBank Fiscal Start Total 3 059 61 YTD Total 1875516 Current Balance 2 304 45 Refresh Current Actuals Ja Jul n 25 50 0 00 Current Budget Feb 1 074 66 Aug 0 00 Previous Actuals Mar 0 00 Sep 0 00 Previous Budget Apr 0 00 Oct 0 00 May 0 00 Nov 0 00 Jun 234 00 Dec 0 00 Transactions Search Modify __Ene lt lt Previous Add Delete Cancel Save OK e Account Nbr The Account Nbr cannot be changed once created Only deleting the whole account and re entering a
199. tions these are correct as of 2004 Adjust the form by adding spaces extra lines and so on until it lines up with the 1099 form When done click on File Save 1099 Form in the 1099 Tax Form window Click OK to close the 1099 Tax Form window Test the 1099 form through Reports Vendors Vendor 1099 and clicking on Print Test 1099 113 User s Guide FullHouse Software Inc Chapter 8 Charges Overview Not every charge is for rent Sometimes irregular charges occur For these instances One time charges Refunds and Late Charges become a necessity This section describes step by step how each of these charges are entered and if needed removed Entering a One Time Charge Refund l 114 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on Charges Enter One Time Charge or Credit The One Time Charges window will be displayed Click on Add and a box containing a list of Tenants Members for the active property will be displayed On the left is the list of Tenants Members in alphabetical order on the right the units are listed numerically Click on the tenant member or unit for whom you wish to create a charge refund That tenant s name and unit number will be displayed on the top of the One Time Charges window Enter the amount of the Charge or Refund Press Tab and enter a description or reason for the Ch
200. u wish to delete the entries Click on Yes if you wish to delete all non posted entries Click on No if you wish to retain all non posted receipts User s Guide FullHouse Software Inc FullHouse Software Inc User s Guide Chapter 10 Checks Overview IPM offers a wide range of check writing capabilities Manual hand written and computer generated checks are standard features MICR encoded checks allow for an inexpensive option aa Up or Changing Check Defaults Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on Tools System Defaults and the System Defaults window will open Select Check Printing at right AR ser Up System Defaults Check Printing Defaults Check Printing Information Computer Generated Checks F Form to Use sv301 01B v Print Test Check Email Setup E Manual Checks EAE This is a MICR format e Tracking Check Numbering gt User Fields e No Leading Zero Select if IPM will display checks numbers with leading zeros or to display check numbers without C Leading Zero leading zeros Default is no leading zeros Example 1234 m Check Date Format Select a date format for check printing Formats MM DDAYYY _ without dividing characters conform to the Canadian Payment Association standard Example 06 20 2010 F Show Date Indicator OK Cancel 6
201. umber 2312 CAM Charges 0 00 Check mount 1 00 00 Late Fee 0 00 Accounting Spread Rent D 00 00 Extra Parking 0 00 Other Fees 0 00 Late Fees 0 00 Charges and Credits Other 0 00 Deposits Last Months Deposit 0 00 Cleaning Pet Deposit 0 00 Security Deposit 0 00 Search Cash Receipt Change Delete Cancel 4 If the receipt is to be changed click in the fields and make the necessary changes Then click on Save when done 5 To delete a receipt click on Delete 6 To change or delete other receipts click on Find Receipt and select the next receipt to change 7 When done click on OK 8 To post the changed receipts click on Receipt Post Receipts Entering Miscellaneous Receipts Miscellaneous Cash Receipts are all monies that are not received from_a tenant Refund checks from Vendors or Owners payin Copyright 2010 FullHouse Software Inc 197 User s Guide FullHouse Software Inc in capital are all reasons to use this function 1 Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings 2 Click on Receipts Enter Miscellaneous Receipts and the Cash Account window will be displayed 3 Click on Use Default Cash Account and the Miscellaneous Receipts window will be displayed E x pts 1900 Cashin Bank ein E E p ll zain Hara AMES E
202. unts Payable If you are using Cash Accounting leave this field blank If accrual accounting is being used press F5 and select a Liability Account for Accounts Payable 13 Press Tab and the cursor will be moved to Accounts Receivable If you are using cash accounting leave this field blank If accrual accounting is being used press F5 and select an Asset Account for Accounts Receivable 14 Press Tab and the cursor will be moved to Management Fee Press F5 and select an Expense account for Management Fees 15 Press Tab and the cursor will be moved to Owner Withdrawal Press F5 and select an Equity Capital Account for when the owner withdrawals money Note this is usually the Owner Withdrawal Account 16 Press Tab and the cursor will be moved to Retained Earnings Press F5 and select an Equity Capital Account for Retained Earnings This field must be filled in to perform an End of Year Close 17 Click on OK The Set Account Default window will close Making a Journal Entry IPM uses an innovative one sided entry system for entering all journal entries By having each entry be only one sided complex entries can be entered in a straight forward manner Systems that employ the traditional two sided entry system can become bogged down when a single entry involves three or more accounts In a one sided entry a single entry is made for each account with traditional two sided entry up to two two sided entries may be required for each
203. us by selecting Vendor Name or Check and entering the correct information or clicking on To be Printed to see a list of checks yet to be printed If changing a check that has already been printed so that it may be reprinted click on the Print field The system will indicate that the check has been printed and ask if it should 144 Copyright 2010 O FullHouse Software Inc FullHouse Software Inc User s Guide be reprinted Click on Yes and the the check can be reprinted through Payables Print Checks If the check has not been posted it may be altered by changing the amount on an item or by deleting a specific item In the Deleting Void box in the bottom center of the screen click on Item and choose the appropriate item number All checks may be deleted by clicking on Check in the Deleting Void box in the bottom center of the screen Posted checks generate a mirror image reversal which must be posted while checks that have not been posted are simply removed completely Locate another check to be altered or deleted When done click on OK If changes have been to posted checks the system will ask if the changes are to be posted Click on Yes the Change Delete Onetime Checks window will close and the changes will be recorded If No is clicked the Charge Delete Onetime window will close but the changes will not be recorded until they have been posted through Payables Post Changes Deletions Change or Void a Permanent Che
204. uters running C PM Since then we ve always listened to our customers watched the industry and thought outside the box We have always tried to enhance our software by evolution rather than revolution Hence IPM Classic is rooted directly in software going back to 1995 It is familiar and easy to use yet modern IPM Classic is a response to our users request to take the IPM 2000 IPM 2007 generation of software to the next level for the next decade IPM offers unparalleled reliability and more features and flexibility than any other software priced up to ten times more IPM CLASSIC represents a fulfillment of the software that Realty Automation originated in 1978 Software Installation We recommend installing from our website The online installation is always the latest version and includes all updates Here are the steps Copyright 2010 FullHouse Software Inc 7 User s Guide FullHouse Software Inc 1 Open your browser and navigate to www fullhousesoftware com We recommend Internet Explorer but Chrome Firefox or Mozilla will work Navigate to the Download page Click on IPM Classic Full Installation Click on Run You can click on Save and place the installation on your network if you are doing multiple installations 5 Follow the on screen instructions which generally mean clicking Next If you do not have Internet access you can install IPM Classic from a CD Contact FullHouse Software to request a CD
205. y posted the only to remove it is to post another offsetting charge or refund For example if a 50 charge is made to account 3510 and has been posted the only way to reverse it is to make a refund of 50 to account 3510 If the charges have not been User s Guide FullHouse Software Inc posted they can be changed or deleted using the following instructions Click on Charges Enter One Time Charge or Credit and the One Time Charges window will be displayed Click on Previous and Next to find the charge refund you wish to alter To change the charge or refund simply click on the fields and make the appropriate changes and click on Save If you wish to delete a charge or refund click on Delete When done click on OK and a prompt will ask if you wish to post the charges and refunds Click Yes to post Click No if you do not wish to post Generating Late Fees l Make certain that the correct checkbook and property are active If you are not in the right checkbook and property change them under Current Settings Click on Charges Generate Late Charges The Late Charges window will be displayed 1 From Range Beginning Tenant Leave blank for First Ending Tenant Ir Leave Blank for Last 2 Late Fee Rules to Apply Flat Rate Daily Rate C of Current Charges C Z of Current Balance 3 Add Additional Late Fees This Month Yes Select es if you want to add the Late Fee to the existing Late Fee or No to
206. you don t want charges created from the list in the Create Charges box Processing Property Processing Statue Process Close Cancel Click on Monthly Weekly or Biweekly depending upon your billing cycle If weekly or biweekly are selected enter the date of the charges in the Charge Date field If the checkbook has more than one property the system will allow for the exclusion of one or more properties from the Create Charges procedure Deselect any properties that are to be excluded Click on Process Close A status bar on the lower left corner of the window will display the progress When done the Create Charges window will close Click on the Date button under Current Settings area and change the date to the first day of the next month Then click on OK 169 User s Guide FullHouse Software Inc End of Year Close NOTE Always check for updates to IPM before running the EOY process Updates may have end of year specific enhancements or fixes Also visit www fullhousesoftware com for more EOY information The purpose of the End of Year Close is to give you a new database ready for the new fiscal year To do that you need to copy Save as your current database clear out all the old transactions change the fiscal year and zero out Year to Date figures As part of that process we really really recommend making a backup of your old database The End of Year Wizard automates this process

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