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1. C Summary Report Ending Batch 61 02 15 2005 DIENT se i Eye ERERSEERERRRRRRT sin Cancel Printer Options Printer Copies Zoom HP LaserJet 55i fi 25 Starting Page fi Page 1 Ending Page 1 Print Exit 50 REPORT REFERENCE Summary Report his report will provide two different reports One is the Unit Summary report that will summarize the unit configuration of the facility It will summarize by Unit Type the Vacant and Rented units It will summarize the number of units the square footage and the monthly rent The other report is the Tenant Summary that will summarize the Tenants by Tenant Type It will count the number of Tenants of each Tenant Type and will total the number of Tenants and Monthly Rent for cach of the Tenant Types The report can be printed for a range of Units To select the range of Units to be printed simply select the Beginning Unit and Ending Unit from the drop down boxes Then press the Begin button Then select the type of report desired either Unit Summary or Tenant Summary and press the Begin button After the report is processed the report is previewed and ready to send to the printer The printer and number of copies can be selected before printing The Summary Reports can also be zoomed into for review either by selecting the zoom percentage from the Zoom drop down box or by double clicking on the Preview area Also each page of a multiple page
2. 25 Starting Page f Page 1 Ending Page f Print Exit 48 REPORT REFERENCE Vacancy Report his report will print a list of the Vacant units It can be used to conduct a facility review to verify accuracy and any repairs that may need to be performed prior to renting the units again The report can be printed for All Unit Types or selected Unit Types by making the selections in the Unit Type table To select the range of Units to be printed simply select the Beginning Unit and Ending Unit from the drop down boxes Then press the Begin button Also the sequence of the report can either be by Unit Number or Unit Type After the report is processed the report is previewed and ready to send to the printer The printer and number of copies can be selected before printing The Wacancy Report can also be zoomed into for review either by selecting the zoom percentage from the Zoom drop down box or by double clicking on the Preview area Also each page of a multiple page report can be previewed by selecting the slide bar on the right of reports that are more than one page Select the Starting Page and Ending Page before clicking the Print button Vacancy Report Report Options oa erm Tr ENTNOREIITEAD DENOVO TEO IO Options f Units Mir te Lo sr hen vont Me aa a o gg Hottie B eginning uU nit p In wir Fie Edit eh tele el Se dhe b Mao hil CL A 1 im im im v1 Economy Y 2 Small Ending Unit v 3 M
3. SAMPLE REPORTS Lease Agreement INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION 4020 Copper View Suite 111 Traverse City MI 49684 231 941 2322 LEASE AGREEMENT This Lease Agreement dated Friday April 30 2004 is made between INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION of Traverse City state of ML the Lessor and Patricia Jenkins the Lessce It is hereby agreed that the Lessor in consideration of the covenants of this Lease does lease to the Lessee the following Property Space No 3 an approximately ft by 10 ft unit located at 4020 Copper View Traverse City state of MI to be used as a storage room for storing personal property The period of the lease will be on a month to month basis beginning on Friday April 30 2004 The monthly rent will be 28 00 per month in advance due on the first of cach month The initial month s prorated rent of 0 93 is due upon execution of this Agreement GENERAL CONDITIONS 1 Lessor represents that the premises are in good condition for use and Lessce shall surrender the premises at the end of the lease term or any renewal thereof in the same condition as when Lessee took possession allowing for reasonable wear and tear and damage by Acts of God including fire and storms and said Lessee agrees not to sublease or assign the whole or any part of said premises without the written consent of said Lessor that upon non payment of the whole or any portion of said rent when duc Lessor may decla
4. 21 Unit Type Maintenance II td 1 Small 10 0 10 0 0 0 0 0 10 00 120 00 Rental Income xa Unit Type Update 4 x Type Description ore P Medium Update Unit Door Add Width Length Width Height pm f2 y j Rental Rates Monthly early E 25 00 300 00 ki Income Account Rental Income Delete Change All Change Update Units Vacant 28 MAINTENANCE Add Delete Units his section is used to add or delete units from the system Units must be vacant before they can be deleted To add units simply enter the range of units to be added in the Beginning Unit and Ending Unit fields select the appropriate Unit Type in the drop down box and select the Add or Delete button Then simply press the Add or Delete button This option can be found under the UNIT drop down box on the MAIN WINDOW fl Add Delete Units SI gt 10 T 12 Medium Beginning Unit Unit Type Add Units Ending Unit 2 Medium Delete Units 29 MAINTENANCE Configuration his section is used to customize the many options available within the system These options include the format for some of the printouts as well as defaults for deposits defaults for proration calculations as well as other features This section can be found under the UTILITIES drop down box on the MAIN WINDOW Facility Information This information is used to create the Lease This address should be
5. 4020 Copper View Suite 111 Traverse City MI 49684 231 941 2322 Receipt Patricia Jenkins Unit 3 4020 Copper View Date 04 30 2004 Suite 111 Payment 28 93 Traverse City MI 49684 Check 1234 Balance 0 00 60 SAMPLE REPORTS Deposit Ticket 04 30 2004 INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION Page 1 4020 Copper View Suite 111 Traverse City MI 49684 231 941 2322 Preliminary Deposit Ticket Batch 71 Cash Total Cash 0 00 Checks Patricia Jenkins 1234 28 93 Total Checks 28 93 Total Cash amp Checks 28 93 Cards Total Cards 0 00 Total Deposit 28 93 61 SAMPLE REPORTS Transaction Report 04 30 2004 Batch Number 71 Batch Date 04 30 2004 Unit Tenant 3 Patricia Jenkins 3 Patricia Jenkins 3 Patricia Jenkins Batch Totals Invoice Debit Memo Misc Sale Late Charge Initial Deposit Total Debits Grand Totals Invoice Debit Memo Misc Sale Late Charge Initial Deposit Total Debits Transaction Report 0 93 0 00 0 00 0 00 28 00 28 93 0 93 0 00 0 00 0 00 28 00 28 93 Reference Initial Initial 1234 Cash on Account Credit Memo Inactive Account Vacant Account Refund Deposit Total Credits Cash on Account Credit Memo Inactive Account Vacant Account Refund Deposit Total Credits INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION Amount 0 93 28 00 28 93 Type IN ID CA 28 93 0
6. Edit Text Files 37 Lease Wording 37 Late Notice Wording 38 Purge History 39 Rebuild Database 41 INTRODUCTION Intro Copyright This program is copyright 1986 1998 by Integrity Software Systems All rights reserved Licensed users are granted a perpetual non exclusive non transferable license to use the system for their own internal use No part of this system or its documentation may be copied or distributed transmitted transcribed stored in a retrieval system or translated into any human or computer language in any form or by any means electronic mechanical magnetic manual or otherwise or disclosed to third parties without the express written permission of Integrity Software Systems 4020 Copper View Suite 111 Traverse City Michigan 49684 Trademarks Mini Storage Personal Accountant is a trademark of Integrity Software Systems Microsoft Windows 95 98 NT 2000 ME XP Vista and Microsoft Word are trademarks of Microsoft Corporation Pentium is a trademark of Intel Corporation Disclaimer Integrity Software Systems makes no warranties express or implied including but not limited to any implied warranty of fitness for a particular purpose or merchantability In no event shall Integrity Software Systems be liable for loss of profits indirect special or consequential damages Further Integrity Software Systems reserves the right to revise this publication or system and to make changes from time to time in the co
7. On the same screen the beginning balances for all rented units are also entered First you must check the rented box if it is not checked all information is cleared when moving to the next row Enter the Tenant Name Entry Date Deposit Amount and Balance for each unit using the scroll bar on the right your arrow keys or mouse pointer to move to the next row The Balance is entered as a positive number for tenants who owe rent and as a negative number for tenants that are prepaid Mi Add Delete Units Rented Type TenantName Enty Date Deposit Balance I 1 Smal 0 00 0 00 1 Small Fred Farnsworth 11 15 2006 25 00 0 00 Tf Smal I 80 00 Beginning Unit 1 Unit Type Add Units Ending Unit 5 fi Small Delete Units SETUP After all balances are correct simply click the Finish button Please note that you cannot return to this option once you have finished the Setup Wizard You must either restart the entire setup process or use the Rental and Vacate features and or use either Debit Memos or Credit Memos to adjust tenant balances Mini Storage Personal Accountant Setup Wizard Unit Setup Step Three Help Cancel Unit Types Einish You are now ready to use the system All other tenant information is entered in the Unit Details screen Before using the system you should go into Configuration located on the Utilites Menu and choose the Program Options tab and change the settings to re
8. The first part is the standard name and address and balance data and the second part is the actual letter text Each of the three late notice letters can be customized by using the Edit Text Files option under Utilities Late Charge Processing Late Charge 1 Late Charge 2 Late Charge 3 ARA BBA GA Processed on 04 15 2004 an Vv oie Percent Beunans ame Amount 10 00 Minimum 12 00 Months Late E a ee sete dd 5 1 cr d do ulm ym ml bibi pu m Fr mn rd de e MU dya m u ee ng dl aa ad os al pana sud hd deed ee do Fimma pn ll ll um va ld mc rs u tik Vin a e al ho ab n pm mr m amd mi m mm Print Late Notices Printer Copies Zoom HP LaserJet 551 si 25 Starting Page y Page 1 Ending Page 4 Print Exit 24 OPERATIONS History his screen is used to review historical transactions by Batch Batch Inquiry ER Batch Date Debit Amount Credit Amount Cash Amount 57 01 15 2005 70 00 58 01 15 2005 44 39 10 00 307 39 59 02 01 2005 1536 00 0 00 0 00 60 02 02 2005 0 00 0 00 957 00 02 15 2005 10 00 0 00 450 00 62 02 15 2005 30 00 0 00 0 00 03 01 2005 1 536 00 0 00 0 00 64 03 01 2005 0 00 0 00 1 359 00 65 03 01 2005 60 00 0 00 0 00 66 04 01 2005 1 536 00 0 00 0 00 68 04 14 2005 167 00 33 00 1 097 00 69 04 14 2005 40 00 0 00 Transactions To display the trans
9. 0 00 30 00 0 00 126 00 0 00 Update To review the detail on the rental or the vacancies simply double click the Activity row is Activity Update Tenant Infomation Samual Redburg c o PetroStar 320 NBD Building Traverse City Home Phone G 6 941 0088 Work Phone License gt 71 00 Account Information Date Deposit Balance Fwd Charges Due Refund Pmts Made Pmts Recvd Balance Rental 05 19 2004 Accept The Payments you made to customers and Payments you received from customers after the unit has been vacated can be updated to maintain accurate records 26 OPERATIONS 27 MAINTENANCE Chapter Unit Type Maintenance his section is used to add change or delete Unit Types It is also used to change standard rates for existing Unit Types After standard rates are changed options exist for updating all or vacant units with the new standard rates When a unit is vacated it will always update with the standard rates from this table You should never delete a Unit Type without using the UNIT UPDATE to modify the individual unit s type information first Units that do not have a valid Unit Type in this table may not appear on some reports This option can be found under the UNIT drop down box on the MAIN WINDOW To update a Unit Type simply double click on the appropriate row in the table
10. 00 0 00 0 00 0 00 28 93 28 93 0 00 0 00 0 00 0 00 28 93 Page 1 62 SAMPLE REPORTS Transaction Analysis 04 10 2002 Date 11 14 2002 11 14 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 07 2002 12 19 2002 12 19 2002 12 19 2002 INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION Unit Cash on Account Transactions Tenant Quality Dial Corporation Jack amp Wanda Richards WAYNE GRETSKY GOMEZ ADAMS DAVE YAREMA FRED FLINTSTONE PETER DAVIS HARVEY WALLBANGER MR amp MRS U R SLICK GEORGE PERLES NELSON amp SON S ALAN WIGGINS Quality Dial Corporation MARK INGRAM GENE S ELECTRIC ANDY CAPP THURSTON HOWELL III ACE TELEPHONE JAMIE MORRIS Jack amp Wanda Richards TED TURNER BOX BUILDERS CORP BOB A LOBOAT FRED HAAS Frank Duboy Bloxom Moving amp Storage Bob amp Sue Hollingsworth Cash on Account Totals Reference 7654 cash 55897 cash 684654 cash 24667 cash cash 7845 1897 586 4343 5692 4998 cash 4343 2305 6721 78524 1884 19549 cash cash 9956 45489 cash Page 1 Amount 72 23 111 23 26 00 26 00 26 00 36 00 146 67 74 00 32 00 41 00 116 00 41 00 41 00 46 00 56 00 56 00 56 00 76 00 188
11. 14 2003 75 00 71 00 10 00 25 Paula Adams 04 07 2003 75 00 71 00 10 00 26 Ted Taylor 10 05 2003 130 00 126 00 10 00 27 Box Builders Corp 10 15 2003 130 00 126 00 10 00 29 Bloxom Moving amp Storage 12 19 2003 130 00 126 00 10 00 30 Arnell Roofing 11 21 2004 130 00 126 00 10 00 Grand Total 1 600 00 1 517 00 669 05 Credit Current 30 60 60 90 90 Days Aging Totals 91 20 200 00 107 00 122 00 331 25 64 SAMPLE REPORTS Vacancy Report 04 30 2004 Unit Type 17 22 28 4 5 6 INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION Description LARGE X LARGE JUMBO Lost Rent VACANCY REPORT Vac Date Mo Rent Remarks 04 13 2005 60 00 02 24 2004 75 00 Hold this unit for Mr Robins He will take it on 06 15 88 04 13 2005 130 00 Would like a smaller unit inthe spring 265 00 Page 1 65 SAMPLE REPORTS Sales Report Batches thru 12 30 21 16 04 30 2004 1 11 14 2003 71 04 30 2004 Tenant Quality Dial Corporation GOMEZ ADAMS Bloxom Moving amp Storage Bob amp Sue Hollingsworth Michael Davis Donald Lynch Fred Haas Kathy Hall George Kalachek Bloxom Moving amp Storage Michacl Davis Bob amp Sue Hollingsworth Nick Peterson Nelson amp Son s Arnell Roofing Janet Morris John Wilson Summary Totals Sales Report Reference lock lock lock lock lock lock lock truck lock truck lock lock lock lock loc
12. 50 71 00 123 74 126 00 126 00 126 00 36 90 186 84 77 42 2 141 53 63 SAMPLE REPORTS Trial Balance 04 30 2004 INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION Page 1 TRIAL BALANCE Unit Tenant Entry Mo Rent Deposit Balance 1 Janet DeRoss 03 07 2004 28 00 26 00 46 00 Phone 313 951 1145 2 Frank Duboy 12 19 2003 28 00 26 00 10 00 3 Patricia Jenkins 04 30 2004 28 00 28 00 0 00 4 Dave Yarmouth 02 02 2003 28 00 26 00 10 00 5 Fred Farnsworth 03 01 2003 28 00 26 00 10 00 6 Bob amp Sue Hollingsworth 12 19 2003 35 00 32 00 10 00 7 John Jameson 11 05 2004 35 00 32 00 10 00 8 Bill Wright 01 20 2005 35 00 32 00 10 00 9 George Kalachek 04 19 2004 35 00 32 00 31 20 10 Mark amp Cindy Conlon 10 15 2003 35 00 32 00 10 00 11 Donald Lynch 02 24 2004 45 00 41 00 61 00 Phone 616 265 0977 12 Nelson amp Son s 01 01 2003 45 00 41 00 10 00 13 Allen Wiggens 01 01 2003 45 00 41 00 122 00 Phone 414 525 5466 14 Quality Dial Corporation 11 14 2003 45 00 41 00 10 00 15 Michael Davis 01 24 2004 45 00 41 00 10 00 16 John Wilson 04 12 2005 60 00 60 00 60 00 18 Andy Carlson 05 10 2003 60 00 56 00 10 00 19 Nick Peterson 07 18 2004 60 00 56 00 10 00 20 Ace Telephone 04 09 2003 60 00 56 00 10 00 21 Janet Morris 01 01 2003 75 00 71 00 331 25 9 Phone 515 285 2874 23 Robert A Lowry 04 13 2005 75 00 75 00 10 00 24 Jack amp Wanda Richards 11
13. Beginning Batch and Ending Batch from the drop down boxes Then select the type of report desired and press the Begin button After the report is processed the report is previewed and ready to send to the printer report Select the Starting Page and Ending Page before clicking the Print button Transaction Re port Report Options Options Detail Report Totals Only Summary Only Printer Options Printer Starting Page f Ending Page 6 Dates Beginning Batch 1 11 14 2002 Ending Batch 8 01 12 2003 x Cancel Copies Zoom Page 1 Print Exit 45 17777 Sekaaaaxy ali ere Tr TAREA FIT AD o OO TEA TOY To sr es To The printer and number of copies can be selected before printing The Transaction Report can also be zoomed into for review either by selecting the zoom percentage from the Zoom drop down box ot by double clicking on the Preview atea Also selecting the slide bar on the right of the report can preview each page of a multiple page REPORT REFERENCE Transaction Analysis r Y his report is used to print from history all transactions within a given range by Transaction Type Transactions by Type Report Options m Options V All Types Y IN Invoice v ID Deposit v MS Misc Sales Begin Cancel The report can be printed for All Transaction Types or individual Transaction Types by making the selection in the Transa
14. INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION 4020 Copper View Suite 111 Traverse City MI 49684 231 941 2322 Account Ledger Donald Lynch Unit 14 1102 East Shore Rd Date 04 15 2004 Rent 45 00 Beulah MI 49231 Balance 51 00 Date Description Reference Debit Credit Balance Balance Forward 7 32 02 24 2004 Initial Deposit INITIAL 41 00 48 32 02 19 2004 Misc Sale lock 8 00 56 32 02 19 2004 Cash on Account 213 56 32 0 00 03 01 2004 March Rent 41 00 41 00 03 15 2004 Late Charge 10 00 51 00 04 01 2004 April Rent 41 00 92 00 04 06 2004 Cash on Account cash 41 00 51 00 04 15 2004 Late Charge 10 00 61 00 05 01 2004 May Rent 41 00 102 00 05 09 2004 Cash on Account 54667 61 00 41 00 05 15 2004 Late Charge 10 00 51 00 06 01 2004 June Rent 41 00 92 00 06 07 2004 Cash on Account 5545 92 00 0 00 07 01 2004 July Rent 41 00 41 00 07 07 2004 Cash on Account cash 41 00 0 00 08 01 2004 August Rent 41 00 41 00 09 01 2004 September Rent 41 00 82 00 09 1 5 2004 Late Charge 10 00 92 00 09 19 2004 Cash on Account 1231 41 00 51 00 10 01 2004 October Rent 41 00 92 00 10 13 2004 Cash on Account cash 92 00 0 00 11 01 2004 November Rent 41 00 41 00 11 1 5 2004 Cash on Account CARD 41 00 0 00 12 01 2004 December Rent 41 00 41 00 12 03 2004 Cash on Account 5543 41 00 0 00 01 01 2005 January Rent 41 00 41 00 01 05 2005 Cash on Account card 41 00 0 00 02 01 2005 February Rent 41 00 41 00 02 0
15. Ta AY BR Gun lap m Leer ore EL orth dimak ME HERE andy Cohen Pad Tama 414 leal ZA Atampa Zu Do e lA Ampl zu aan EAS Zebml kam z ETS AS X EA Tar di ara Decade NEAT tat thew De Dem Dip CEPETAN wage u Thelen 7G 417 ELSE Peer Newman ME ANSE ES 414 TE Irma MANE Immun da AMAIA 77 Digital Images y his feature allows a digital image to be stored and displayed with each unit It can be used to identify the tenant or contents of the unit The images need to be stored in the Photo Directory The Photo Directory is set in the Directory Location section of the Configuration option The image files should be saved in a JPG format The name of the file should be the same as the Unit Number it will be associated with For instance the image for unit number 1 would be 1 JPG and the image for unit number 30 would be 30 JPG If using the Building fields you would need to add the building letter with a dash 1 A jpg The method of saving the file will depend on the source of the data For instance most digital cameras allow files to be stored via software distributed with the camera Scanners also have custom software which allow for files to be scanned and stored in different formats Once the images are stored they can be displayed via the Photo button in Unit Inquiry or by double clicking on the Photo thumbnail image in Unit Update and other windows Clear image display requires high resolution display modes in Wind
16. also be zoomed into for review EX Rental Lease Copies Zoom Print The wording on the Lease can be modified from the Edit Text Files option under the Utilities Menu in the Main Window It is also possible to created a completely custom Lease using Microsoft Word and using the Letter option See the Reports Chapter for a sample of the Lease 14 OPERATIONS Vacate Unit Options exist for printing the Account Details a Receipt a Letter or loading updated information to the Gate These options should be selected before pressing the OK button and finishing the vacancy r his screen is used to vacate a rented unit You can get to this screen from the Unit Inquiry screen Vacate Unit Credit Card Type CC Name as it appears on Credit Card Exp Date Security Code Billing Information Current Balance 0 00 Work Ph Initial Deposit 71 00 ork Phone Cell Phone Misc Charqe Total License M1972853961 74 Rent Credit so 00 71 00 Alternate Contact 515 285 2874 Payment Information Reference Amount Entry 01 01 2002 Wacate 04 06 2006 Print Acct Type 1 Economy Rate Details Unit Size 5 ro Monthly 825 00 Receipt Door E x l 312 00 le No Photo Available Activity Dates Unit Information OK Unit Remarks OPERATIONS 16 OPERATIONS Account Ledger he Print button on the Vacate screen will display th
17. an INTE GRITY 50 FT WARE DEMONSTRATION x Print and Run Credit Card Daw Varo wh 4234 Tip la Diw Invoice Printing Printer Bahnce HP LaserJet 55 Starting Page m Ending Page Copies fi Zoom EE Paae 1 Print Exit Print and Run Credit Card Charges will enter payments into the Mini Storage program NOT actually run them if you have selected this option in either the Rent screen or Unit Details screen It will also print a list of those that you have selected with payment information that you will need to process these transactions manually 23 OPERATIONS Late Charges his section is used to create the Late Charge transaction and or print the Late Notice Up to three Late Charge processes can be run Late Charge transactions are created for all rented units that have a Balance Due greater than the Minimum field Those tenants whose balance is greater than the Minimum will also have a Late Notice printed if the Print Letter option is selected Defaults for the Print Letter option the Percent or Amount and Minimum can be set in the Configuration section If the Print Letter option was selected the Late Notice can be printed at the end of the process The number of copies and the range of pages can be selected and printed or reprinted It is wise to have a backup of the data files prior to running the late charge process Do not interrupt the process once it has been started The Late Notice has two parts
18. programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Eee Nest gt Cancel SETUP Facility Configuration f you are not familiar with the software it is recommended that you become familiar with the basic I features by using the 30 unit demo facility which is initially installed Once you have become familiar with the operation of the system you can then run the Setup Wizard and configure your own facility To access the Setup Wizard select the Utilities option on the Main Window The Setup Wizard will guide you through the steps required to remove the demo data and set up your own facility The first step is to initialize the files and remove the demo data Click Next to continue the setup Mini Storage Personal Accountant Setup Wizard Initialize Files Step One ne ome 0 es Warning This option will destroy existing data and should ONLY be used for INITIAL setup To enter a startup date for your system select Next When you initialize the files you must enter a startup date This date is the effective date for entering current tenant balances Remember it assumes that you have already charged that months rent for
19. screen is used to move a tenant from one unit to any other vacant unit During the transfer all transaction history and comments are also transferred to the new unit From the Unit Inquiry menu select the unit and click the Transfer button Next select a vacant unit from the table of vacant units in the bottom portion of the screen by double clicking with the left mouse button The To Unit box in the upper right hand corner of the screen will identify the unit that has been selected Enter the amount of the deposit that should be held for the new unit Adjustments will be automatically made to the tenants account for any prorated rent charges or credits Click the Transfer button to finish the transaction Transfer Unit Unit 1 2 Name Lookup To Unit Tenant Information re Invoicing Janet DeRoss Print Invoices C Mo Qt C Yr 61 15 Yista Manor Billing Information Gross Point mi 48010 Prev Balance 00 Rent Adjustment 0 0 New Deposit Activity Dates Move 04 15 2004 Vacate Total Due Remarks This unit has oil stain onfloor a 714 LARGE 60 00 5 X L RGE 6 JUMBO Options exist for printing a Lease or Letter These options should be selected before pressing the Transfer button and finishing the transfer 19 OPERATIONS Posting his screen is used to post all transaction to tenant accounts Some transactions are automatically posted t
20. sold on a stock or commodity exchange or otherrecognimd market Arey proceeds of arcy collection or disposition by the Lessor of arcy of the collateral may be applied by Lessor inthe order following the Lessor of arcy ofthe collateral may be applied by Lessor im the order following to the reasonable expenses ofretaking conser ing collecting by suit or otherwise or disposition of by sale or otherwise the collateral muchidmg reasonable attomeys fees and legal expenses incurred and then to the satisfaction of all ofthe liabilities m such order of application as lessor elects After such application Lessor will account to Lessee for arcy surphas Lessee shallnot allow arcy waste orzauisance on the premises or allow the premises to be used for wey ud purpose Lessee shallnot keep oruse anything prohibited by arcy policy offire insurance cowering the premises md shallnot place orkeep m said space aey merchandise listed onthe Insurance Bureau s Workhouseman s Stipulation No 2 which is attached hereto and made Ok 38 MAINTENANCE Late Notice Wording This wording is printed below the header Late Notice First select the appropriate Notice by clicking on the Notice button The information is presented in a text box and can be edited similar to a word processor Standard text inserting and deleting as well as pagination is provided Once changes have been made simply press OK to save the data F Late Notice Wording Dear Tenant Our
21. the physical facility address not necessarily the mailing address The Facility Name cannot be changed If your facility name changes please contact Integrity Software Systems for an update FS System Configuration Quickbooks Setup Program Options Facility Information Registration Directory Locations Unlock System Location Name amp Address r Billing Name amp Address 4020 Copper View Suite 111 MI 49684 Traverse City MI 49684 231 941 2322 This information is printed on the Lease It l This information is printed on all reports that should contain your street address on line 2 would be sent to customers It should be ofthe address block your mailing address OK Cancel Billing Information This information is used in the header of the reports that would be mailed to customers It should be the actual mailing address of the facility This address may be different than the actual location address of the facility 30 MAINTENANCE Directory Locations This information is used to identify where digital images and Microsoft Word templates are stored To change directories simply select the appropriate drive letter from the drop down box Then navigate using the directory box by double clicking on the appropriate directory You can also type the directory location in the first line of the directory box Refer to the Advanced Features section for information regarding storing digital images and
22. using the Microsoft Word integration E System Configuration Quickbooks Setup Program Options Facility Information Registration Directory Locations Unlock System Word Documents Directory Ic Program Files Persacct Documents Sch Program Files Y Persacct A digital image can be stored and displayed for each unit Digital images would normally come from a digital camera used by the facility to photograph the tenant or the unit contents for security or liability purposes The digital images would be stored in the directory identified under Photo Directory and should be stored in a JPG format To store the image for unit number 1 for instance the file should be saved in the directory as 1 JPG or 1 A JPG The image for unit 2 would be stored as 2 JPG etc Please refer to the documentation regarding the scanner or camera software for information regarding how to store images as JPG format files 31 MAINTENANCE Registration Information This information is used to register your system with Integrity Software Systems If you have been using the demo version of the software you must register the system Once registering the system and paying the license fee you will be issued a registration password which will be used to unlock the system Once filling in all the appropriate information print the registration form and fax to Integrity Software Systems at 231 941 9544 You will be contacted regarding your payment opti
23. 2 2005 Cash on Account cash 41 00 0 00 03 01 2005 March Rent 41 00 41 00 03 03 2005 Cash on Account 9912 41 00 0 00 04 01 2005 April Rent 41 00 41 00 04 15 2004 Late Charge 10 00 51 00 55 SAMPLE REPORTS Invoice INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION 4020 Copper View Suite 111 Traverse City MI 49684 231 941 2322 Invoice Box Builders Corp Unit 27 5512 Hill Rd Date 05 01 2004 Rent 130 00 Traverse City MI 49684 Balance 130 00 Date Description Reference Debit Credit Balance 05 01 2004 May Rent 130 00 130 00 Integrity Software Systems Invoice 05 01 2004 4020 Copper View Page 1 PUSH city MT 49684 56 SAMPLE REPORTS Late Notice INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION 4020 Copper View Suite 111 Traverse City MI 49684 231 941 2322 Late Notice Janet DeRoss Unit A 1 6115 Vista Manor Date 04 10 2002 Late Charge 10 00 Gross Point MI 48010 Balance 36 00 Dear Tenant Our records indicate that the above amount is currently owed for the rent of your space If we have made an error please notify us immediately We may double lock your unit Unless full payment is received within 10 days we may begin legal proceedings to sell the contents of your unit for the outstanding debt Please pay the above balance so that we can remove our lock We are sorry about being so strict but past experiences have made such policies necessary 57
24. 2nd Notice r po Iv 15 ii u u Print Invoices I Amount 10 00 Minimum Letterhead E Months Late 0 00 Quarterly Annual Invoice Print Timing Fee Calendar Document Header I 0 00 A 12 00 r 0 00 r Process all Late Notices simultaneously Anniversary OK Cancel This option is used to determine where the Return Address will print on the documents which would potentially be mailed to the customer It can be printed in the center of the document header or left justified for use with double windowed envelopes Invoice Format These options are used to determine the format of the Invoice With Print Current selected only the current billing transaction will be printed on the invoice The Invoice format will be the full page format With the Print Detail option selected the Months field will determine the number of months detail that will print on the invoice The Invoice format will be the full page format With the Postcard option selected only the current billing transaction will be printed and the format will be the 1 3 page format 33 MAINTENANCE Invoice Defaults These options are used to set several Invoice option defaults The Print Invoices checkbox is used to set the default option for the new Rentals When checked the option for printing invoices will be checked under the Rental option When unchecked the option for printing invoices w
25. 999 Code Do not run this option unless instructed by Integrity Software Systems OK Cancel 36 MAINTENANCE Fonts This option is used to change the fonts in the reports Care should be taken when modifying these fonts Information may not print properly when using some fonts The default font is Times New Roman and should be available on most system To change the font for the different sections of the reports simply select the font from the list available on your system in each drop down box A System Configuration Facility Information Registration Directory Locations Quickbooks Setup Program Options Gate Systems Font Header Text Times New Roman v Address Text Times New Roman y Body Text Times New Roman y 37 MAINTENANCE Configuration his section is used to customize the wording of the Lease and Late Notice The wording can be modified any time This section can be found under the UTILITIES drop down box on the MAIN WINDOW Lease Wording This wording is printed between the header and footer of the standard Lease The information is presented in a text box and can be edited similar to a word processor Standard text inserting and deleting as well as pagination is provided Once changes have been made simply press OK to save the data E Lease Wording GENERAL CONDITIONS 1 Lessorrepreserts that the premises are in good condition for use and Lessee shall surrender the premises
26. INTEGRITY SOFTWARE SYSTEMS INTEGRITY SOFTWARE SYSTEMS INC Mini Storage Personal Accountant User Manual Integrity Software Systems Inc 4020 Copper View Suite 111 Traverse City MI 49684 Phone 800 They Know Fax 231 941 9544 www integritysoftware com Table of Contents Introduction i CHAPTER 4 REPORTS CHAPTER 1 SETUP Transaction Report 43 Overview 1 Transaction Analysis 45 System Requirements 2 Trial Balance 47 Installation 3 Vacancy Report 48 Facility Configuration 4 Sales Report 49 Summary Report 50 Tenant Query 51 CHAPTER 2 OPERATIONS Main Window 9 Unit Inquiry 10 CHAPTER 5 SAMPLE REPORTS Unit Update 11 Account Ledger 54 Comments 12 Invoice 55 Rent Unit 13 Late Notice 56 Lease 14 Lease Agreement 57 Vacate Unit 15 Receipt 58 Account Ledger 16 Deposit Ticket 59 Account Inquiry 17 Transaction Report 60 Account Ledger 18 Transaction Analysis 61 Transfer 19 Trial Balance 62 Posting 20 Vacancy Report 63 Invoices 23 Sales Report 64 Late Charges 24 Unit Summary Report 65 Transactions 25 Tenant Summary Report 66 Activity 26 CHAPTER 6 ADVANCED OPERATIONS CHAPTER 3 MAINTENANCE Microsoft Word Interface 67 Unit Type Maintenance 27 Mail Merge 71 Add Delete Units 28 Digital Images 75 Configuration 29 Gate System Interfaces 76 Location Information 29 PTI Falcon 77 Billing Information 29 DigiGate Directory Locations 30 Registration Information 31 Program Options 32 Gate Systems 34 Unlock System 35 Fonts 36
27. actions within the Batch simply double click on the Batch row Transaction Inquiry fe ix Batch BE B Exit Debit Amount 3167 00 Date Credit Amount J 71472005 a Cash Amount 31 097 00 Type 12 Nelson amp Son s 4599 24 Jack amp Wanda Richards card 27 Box Builders Corp 10232 16 John Wilson INITIAL 16 John Wilson INITIAL 16 John Wilson lock 16 John Wilson 1942 2 5 Fred Farnsworth cash 20 Ace Telephone 88721 19 Nick Peterson cash 41 00 71 00 262 00 38 00 60 00 10 00 168 00 3 Robert Lowry TRNSFR 33 00 23 Robert 4 Lowry TRNSFR 51 00 23 Robert 4 Lowr card 42 00 26 00 42 00 122 00 100 00 10 00 282 00 21 Janet Morris nsf ck 21 Janet Morris nsf chg 26 Ted Taylor 4366 ity Di i 19943 41 00 14 Quality Dial Corporation 25 OPERATIONS Activity his section is used to display the details on units that have been rented or vacated It provides a chronological list of activity that should be reviewed periodically to maintain proper financial controls Activity Inquiry Unit Date Rental Name Due Refunc Paid Collected ug 22 02 24 2004 Wayne Gretsky 26 00 0 00 0 00 03 07 2004 V Janet DeRoss 9 04 19 2004 V George Kalachek ot 9 2004 E Harold Wallace 0 00 0 00 64 00 0 00 0 00 0 00 0 00 32 00 0 00 0 00
28. an be combined in a complex and or logic to generate either of the reports After the report is processed the report is previewed and ready to send to the printer The printer and number of copies can be selected before printing The Summary Reports can also be zoomed into for review either by selecting the zoom percentage from the Zoom drop down box or by double clicking on the Preview area Each page of a multiple page report can be previewed by selecting the slide bar on the right of reports that are more than one page Select the Starting Page and Ending Page before clicking the Print button La Tenant Query Units Unit Types Beginning Unit V All Types 1 v v 5 X Large Ending Unit vio Jum 30 9 Park j CLA Ba MEHN iin RH PERI TI s Vacant Units Tenant Types MO LL All Types Balance eG All Balances Cor Equal To Greater Than C Greater orEqual Months Rent Less Than Fixed Amount C Less or Equal iii r reper i AA 1 EUNFEXX WEFAPZZ gt 55 pitt pene H Tu Ta com cm Tu com Ea ee Pe owe Ki Printer Options Printer Copies Zoom n Report Type Sequence HP LaserJet 5Si fi 25 y Name amp 4dr Unit Starting Page 1 Page fe ic i oo EndingPage fi Print Exit gt Comma Delimited Cancel File Query tzt 52 REPORT REFERENCE 53 SAMPLE REPORTS Chapter Sample Reports 54 SAMPLE REPORTS Account Ledger
29. ant acknowledges that lessor does not take care custody or control over the contents in or on the space or at the facility Tenant must take whatever steps he deems necessary to safeguard what is at the fi ty or in or on the space Lessor shall not be liable for loss or damage resulting from failure interruptions or malfunction of the utilities appliances or fixtures if any provided to Lessee under the terms of this rental agreement Tenant hereby agrees to indemnify and hold harmless the lessor from and against any and all and any manner of claims for damages or loss to property or personal END injury and costs including attorney s fees arising from or from any activity work or thing done permitted or suffered by Lessee in or on the space or about the facility Tenant hereby expressly agrees that the carrier of any insurance of any property stored or otherwise located in the space shall not be subrogated to any claim of Lessee against the Lessor Lessor s agents or employees 5 IF RENTAL PAYMENTS ARE NOT PAID WITHIN FIVE 5 DAYS FROM THE DATE WHEN THEY ARE DUE THEY WILL BE SUBJECT TO A SERVICE CHARGE OF FIVE 5 00 DOLLARS If you fail to make your required payments you will have to vacate the unit or your property may later be sold at a public sale Before the sale you will be notified by first class mail and by certified mail of the amount due The notice will be mailed to your last known address In order to preserve your rig
30. at the end ofthe lease term or arcy renewal thereof inthe same condition as when Lessee took possession allowing for reasonable wear and tear and damage by Acts of God mchiding fire and stoms md said Lessee agrees not to sublease or assign the whole or arcy part of said premises without the written consent of said Lessor that uponnon payment ofthe whole or arcy portion of said Tent when due Lessor may declare this Lease terminated and recover possession of said premises 2 The Lessee hereby assigns transfers delivers and pledges to Lessor all ofthe property within the leased space and all proceeds thereof all said property and proceeds being hereimatter called the collateral as security for the performance of the duties and obligations of Lessee Upon defwult by Lessee of acy ofthe terms and conditions ofthis lease the Lessor without ary notice to Lessee may take possession ofthe collateral and may dispose ofthe collateral or arcy portion thereof in arcy marmer permitted by the Michigan Uniform Commercial Code mchiding but not limited to public or private sale Arey notification of intended disposition of acy ofthe collateral required by law shall be deemed reasonably and property given ifgivento Lessee or arcy ore of the Lessees at least semen 7 days before such disposition Lessee expressly waires arcy notice as to collection or disposition of arcy ofthe collateral which threatens to decline speedily mm vahue or is of atype customarily
31. balances you will be entering sw Initial Setup Step One Warning Do not continue unless Cancel you are certain that you wantto Startup Date ERASE ALL EXISTING DATA 0870972007 SETUP After initializing the files the next step is to Setup the Unit Type information This information includes unit size door size monthly rent annual rent etc Click on NEW and enter Unit information Type codes should be assigned for each size and or priced unit or parking space in your facility This will allow you to generate rental statistics change prices on all units of a specific type and identify appropriate vacant unit types Mini Storage Personal Accountant Setup Wizard Unit Types Step Two Help Cancel re Finish 2 Unit Type Maintenance 1 Small 10 0 100 0 0 0 0 10 00 13 Unit Type Update Type Description 2 Medium Unit Door Width Length Width Height if MN J Rental Rates Monthly Yearly c 25 00 300 00 Income Account IR ental Income Change All Change Units Wacant SETUP The next step is to add the UNIT NUMBERS in your facility This can be done by a range of numbers if all units within the range are of the same Unit Type Information regarding unit size description and rates are automatically updated Fl Add Delete Units 10 T 12 Medium Beginning Unit Unit Type Add Units Ending Unit 2 Medium Delete Units
32. button to edit tenant and unit information Select the Rent button to rent a vacant unit Select the Vacate button to vacate a rented unit Select Acct History to view the Account Inquiry for the rented unit Select Transfer to move a tenant from one unit to another Select Posting to enter a transaction for selected tenant Select Photo to view the photo image stored for the tenant Select Letter to merge the tenant information with a Microsoft Word document Select Gate to load gate information Select Exit to exit Unit Inquiry Photos should be stored as JPG files in the proper directory see Configuration The photo for unit 4 should be 4 jpg etc If using Building letters it would be 4 b jpg 10 OPERATIONS Unit Details his screen is used to make changes to the unit demographic information Changes include unit type as well as tenant information Several fields on the UNIT Details screen are for display only and cannot be changed This maintains the accounting control of the system The status of a unit cannot be changed on this screen for the same reason The screen looks as follows 2 Unit Details Tenant Information Fred Famsworth 6543 Main Street Bedford NH 64445 Sort Name FARNSWORTH FRED Home Phone 305 379 6886 Work Phone Cell Phone License FE56957216754 Alternate Contact Tenant Type co m m nn Activity Dates m Credit Card Type vjcc Name as it appea
33. cedures to insure the correct bank deposit Bank deposit slips can be automatically printed Invoicing is run monthly and automatically updates tenants accounts and optionally prints an invoice Up to three late charge processing cycles will automatically charge the tenants account a late charge fee based on a percentage or fixed amount A late notice letter can be automatically produced for accounts with a late charge Ability to store and display JPG pictures from many digital cameras for identifying tenants or tenant property An interface to many gate control systems provides access security for tenants with delinquent accounts Tenant information may also be automatically merged with Microsoft Word templates for customized letter or document printing Many reports can be run upon request and include Activity Summary showing all new rentals and terminations Vacancy Report by unit number or unit type Transaction Report showing all transactions by day Transaction Analysis showing all transactions by type Trial Balance showing all balances outstanding Account Analysis showing all transactions by unit SETUP System Requirements 98 2000 ME NT XP or Vista 32 bit Not 64 bit installed In addition you must have the following y he system is a true Windows 32 bit application which means that your computer must have Windows equipment Adequate hard disk space to store historical transactions Thi
34. ces Only This option will create the hardcopy invoices without charging the accounts This allows for creation of invoices prior to the actual month end processing or reprinting invoices for a range of units The second option is Charge Accounts Only This option will charge the accounts and advance the date to the next month but will not create hardcopy invoices This option can be used if invoices have been printed earlier The third option is Print and Charge Accounts This option is a combination of the first two options For options that print Invoices the Invoices are printed only for those units that have the Print Invoices option enabled The frequency of printing invoices is controlled by the Invoice Frequency option The frequency is Monthly Quarterly or Yearly Regardless of this setting the charges to the account are made each month If a Print option was selected the Invoices can be printed at the end of the process The number of copies and the range of pages can be selected and printed or reprinted One of three different Invoice formats can be selected See the Reports chapter for samples of the formats and make the selection in the Configuration section It is important to have a backup of the data files prior to running the Invoice process Do not interrupt the process once it has been started Invoice Options Invoice Message Invoicing May Options Print Invoices Only Charge Accounts Print and Charge Can MI
35. ction Type table To select the range of Batches to be printed simply select the Beginning Batch and Ending Batch from the drop down boxes Then select the type of report desired and press the Begin button 46 REPORT REFERENCE After the report is processed the report is previewed and ready to send to the printer The printer and number of copies can be selected before printing The Transaction Report can also be zoomed into for review either by selecting the zoom percentage from the Zoom drop down box or by double clicking on the Preview area Also each page of a multiple page report can be previewed by selecting the slide bar on the right of reports that are more than one page Select the Starting Page and Ending Page before clicking the Print button Transactions by Type Report Options m Options r Dates WTDT EITNOEEITITE AD DEE TEA ON Veet Toe rte Beginning Batch ee Ban v l Inactive Account fi 11 14 2003 zl vV RD Refund Deposit Ending Batch WA Vacated Accou PAs Vacated Account e BE 04 01 2005 Cancel Printer Options Printer Copies Zoom HP LaserJet 55i fi 25 Starting Page f Page 1 Ending Page 26 Print Exit Hi razo PE rip 4 fF SESS EXE WADERS TE no f H ir 1 r 1 4 p 47 REPORT REFERENCE Trial Balance his report will print a summary of the balance for the selected units It is a very important report It should be pr
36. displayed below You may use the scroll bar to view previous transactions for this customer The option buttons on the bottom of the window are explained below 20 OPERATIONS Add Lookup Once completing the New entry area press the Add button to add the transaction to the Batch To identify the proper Unit number for the transaction press the Lookup button to activate the Tenant Name Inquiry window Tenant Name Inquiry ER __Tenant Name_ ACE TELEPHONE 0 00 20 ADAMS PAULA 22222222 ARNELL ROOFING 0 0770172006 BLOXOM MOVING amp STORAGE 52874196 BOX BUILDERS CORP 27272727 20 CARLSON ANDY 18181818 CONLON MARK amp CINDY 10101010 DAWIS MICHAEL 54511126 08 31 2005 DEROSS JANET 15151515 DUBOY FRANK 54654579 06 01 2005 FARNSWORTH FRED 55555555 HOLLINGSWORTH BOB amp SUE 52858884 Bho wln 09 03 o OES Once the proper unit has been identified double click on the proper line in the table and then tab over Change Delete Deposit Release To Change a transaction simply double click in the Current Transaction Area to modify Press the Change button once the transaction has been modified System generated transactions cannot be modified You must issue a Debit or Credit memo To Delete a transaction simply double click in the Current Transaction area to modify Press the Delete button once the transaction has been selected System genera
37. e Notices These options are used to control the number and type of Late Charge processing Late Charge processing is not automatic You must run the Late Charge process from the Main Window Late charges will then be based on the tenant balances at that time Up to Late Charge processes that can be performed each month Each process can be customized as needed With the Print Letter option selected the Late Notice will be printed for units whose balance is greater than or equal to the value in the Minimum field The Day field is used to notify when Late Charge processing should be run A message will appear on the Main Window when the day reaches the value in the Day field The Percent field is used for charging a percent of the balance for the Late Charge fee The Amount field is used for charging a fixed amount for the Late Charge fee The Amount field is the value of the fixed amount Late Charge fee If both the Amount and the Percent fields are both entered the system will charge the larger of the two amounts The Minimum field is the minimum value the tenant balance must be before charging the Late Charge fee 34 MAINTENANCE Gate System These options are used to configure the links to the gate systems supported by the system The gate system interface will create a data file to pass the information to the gate system software Demographic information as well as lockout status information is passes to the gate system The defaults should be
38. e merged information for the Account Ledger The printer and number of copies can be selected before printing The Account Ledger can also be zoomed into for review by double clicking on the report or using the zoom menu Account Ledger Md Deudes 18 A Dl nn ri dei a tr rer he cert het set I eet FRRRRRRR FRRRE EERERERERERRRRRREREERERERERRE See the Reports Chapter for a sample of the Account Ledger OPERATIONS Account Inquiry o view the detail transactions for a rented unit you may choose the Unit Lookup button from the Main Menu then select the unit and choose the Acct History button Options are available for the Unit Details where you may update Unit information or to print the Account Ledger M Account History Unit Information 7 A Current Balances Paula Adams 1675 Hemlock Balance Deposit Balance August Rent September Rent October Rent November Rent December Rent i 01 01 2006 January Rent 315 00 01 04 2006 Cash on Account 315 00 0 00 01 26 2006 Cash on Account 7 00 7 00 02 01 2006 February Rent 28 00 02 16 2006 Late Charge 33 00 037012006 March Rent 68 00 03 01 42006 Late Charge i 73 00 03 15 2006 Late Charge 88 00 04 01 2006 April Rent 123 00 04 01 42006 Debit Memo 130 00 04 06 2006 Cash on Account 0 00 7 See the Reports Chapter for a sample of the Account Ledger 18 OPERATIONS Transfer his
39. ect Rebuild Database press the Begin button Fi Rebuild Data Bases SEE This option will rebuild the data bases Be sure there is adequate disk space and that you have a good back up before continuing 42 MAINTENANCE 43 REPORT REFERENCE Chapter Reports his section is used to run the reporting options within the system Many of the reports are created as a part of the other processes and are listed here for reference Several of the reports can be run any time Those reports are listed under the Reports drop down box on the Main Window Transaction Report This report is used to print from history all transactions within a given range by Batch number Transactions by Type Report Options Options Dates V All Types Beginning Batch AIN invoices fi 11714 2003 MID Deposit Ending Batch rn 66 04 01 2005 Begin Cancel 44 REPORT REFERENCE Options for the report are e Detail Prints all transactions that make up the Batches selected It also prints a summary by Batch of the Transaction Types within that Batch It will also print a summary of the Transaction Types for all the Batches e Summary Prints only the summary by Batch of the Transaction Types and the summary of the Transaction Types for all the Batches e Total Prints only the summary of the Transaction Types for all the Batches To select the range of Batches to be printed simply select the
40. flect your business procedures For instance this is where you define Deposits set up Late Notices Termination charges set Invoice Defaults to Print or not Print xMonths Detail or Postcard size Invoices The QuickBooks tab is also located in Configuration if you plan on importing to QuickBooks Tax options are located here as well This is where you will go to Backup and Restore data There is a lot of information located in this section so please be sure to access this area and understand how it will impact your program If you have any questions do not hesitate to call SETUP OPERATIONS Chapter Main Menu activated from the buttons on the Main Menu Other functions can be activated from the drop down menus by either clicking on the item or by using the shortcut key The shortcut key is always the underlined letter in the title All the buttons in the system also have shortcut keys To use the shortcut simply press the ALT key along with the shortcut key The Main Menu looks as follows O nce the system is started the Main Menu screen will be displayed Most of the daily functions can be Integrity Software Unit Inquiry Reports Utilities Help ns 9 10 11 12 13 14 15 Batch Month End 16 17 18 18 20 21 22 7 24 25 26 27 28 29 PA UC iistoy Y Ext Progam Enter Today s Date Late Charge Processing Time The calendar on the Main Menu controls the default date for the rest of the system Simply click on the proper day T
41. gan Whenever possible cach provision of this Agreement shall be interpreted in such manner as to be effective and valid under applicable law such provision shall be ineffective to the extent of such prohibition or invalidity without invalidating the remainder of such provision or the remaining provisions of this Agreement 8 Lessee acknowledges awareness that Lessor is not responsible for the safety or condition of any property stored in the unit and further represents that he carries insurance upon such property against loss duc to theft fire water and other standard risks ordinarily covered by a homeowner s comprehensive policy 9 Lessee will provide his own padlock for the unit 10 The covenants herein contained shall extend to and be binding upon the parties hereto their heirs executors administrators and assigns 11 It is further agreed that the Lessor may purchase at any public sale PAYMENT DUE UPON SIGNING Security Deposit 28 00 Your next rental payent of 28 00 I days proration 0 93 will be due Saturday May 01 2004 Fee 0 00 Total 28 93 Lessee Lessor Patricia Jenkins INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION By By Signature Signature REMIT MONTHLY PAYMENT TO 4020 Copper View INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION Suite 111 4020 Copper View Traverse City MI 49684 Suite 111 Traverse City MI 49684 59 SAMPLE REPORTS Receipt INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION
42. ge Select the Starting Page and Ending Page before clicking the Print button It is not necessary to purge all of the detail only that which is perhaps one or two years old To select the range of Batches to be printed or purged simply select the Beginning Batch and Ending Batch from the drop down boxes Then select the Purge History and press the Begin button p urge History Report Options Options Dates Print History Beginning Batch fi 1171472002 Ending Batch C Balance Detail 3 017127003 Purge History Begin Cancel After running the Purge History option the Rebuild Database option should also be run This will compress the database and reduce the size of the files that need to be backed up 41 MAINTENANCE Rebuild Database his section should not be required except after running the Purge History option BEFORE THIS OPTION IS RUN BE SURE YOU HAVE A GOOD BACKUP AND AMPLE SPACE ON YOUR HARD DRIVE This option requires as that as the computer have enough free disk space to make a copy of all data files DAT This option will eliminate free space contained in the data files due to the purging of transactions If the Purge History has not been run this option will completely re index all data files but there will not be any noticeable decrease in space required for the data files This option may also resolve some corrupt database situations To run this option from the Utilities drop down menu sel
43. he system will only allow the selection of a day within the current month In order to advance to the next month the Month End option must be run This will automatically advance the date to the next month Once you run invoices for the month you are locked out of the current month and cannot return to make any changes OPERATIONS Unit Lookup he Unit Lookup is used as a main access to the units From this screen you can identify rented units vacant units or past due units The table can be sorted by any column either ascending or descending simply by selecting the appropriate column and using the right mouse button double right click the column You can select a unit simply by clicking on the appropriate line in the table Option buttons in the lower right corner of the window allow you to select the different functions based upon your Selections in the lower left corner The Unit Inquiry looks as follows Wi Unit Inquiry Unit Bldg Rented Tyre Tenia Balance A YARMOUTH DAVE FARNSWORTH FRED RICHARDS JACK amp WANDA ADAMS PAULA TAYLOR TED BOX BUILDERS CORP BLOXOM MOVING amp STORAGE MORRIS JANET ARNELL ROOFING xl E le le le pe le w lt lt 1 2 3 4 5 6 7 8 9 0 l e Wb tv I tv A A Te m lm Name 7 a Unt Rented Units nk No E Details C Unit Type Vacant Units C Delinquent Units Select the Unit Details
44. ht to be notified it is important that you notify us of any change in your mailing address Also you should supply us with the name and address of another person who can reach you if you arc not at your mailing address and we will notify that person at the same time and in the same manner as we notify you Either purty may cancel this lease upon 30 days notice in writing to the other party at the address shown below The sccurity deposit will be refunded when the unit is vacated clean and empty and subject to the general conditions of this agreement The Lessee shall not be reimbursed for the number of days not used in a month 58 SAMPLE REPORTS 6 Lessor will have the right in the event of an emergency to enter the premises using whatever reasonable force is necessary 7 Any notice from the Lessor to the Lessee if mailed shall be deemed given when mailed postage paid addressed to Lessee either at Lessee s principal place of business address as shown below or at any other address of Lessee appearing on the records of the Lessor No delay on the part of Lessor in the exercise of any right or remedy shall operate as a waiver thercof and no single or partial exercise of Lessor of any right or remedy shall preclude other or further exercise thereof or the exercise of any other right or remedy This Agreement has been delivered at Scottville Michigan and shall be construed in accordance with the laws of the State of Michi
45. id Size ETE Sequence Unt Type Cancel Printer Options Printer Copies Zoom HP LaserJet 55i fi 25 Starting Page f Page 1 Ending Page 1 Print Exit 49 REPORT REFERENCE Sales Report y his report is used to print from history all Sales transactions within a given range Options for the report are e Detail Prints all Sales transactions in the selected Batches It also prints a summary by Reference of the Sales within the Batches e Summary Prints only the summary of the Sales transactions for all the Batches To select the range of Batches to be printed simply select the Beginning Batch and Ending Batch from the drop down boxes Also select the type of report desired either Detail or Summary Then select the type of report desired and press the Begin button After the report is processed the report is previewed and ready to send to the printer The printer and number of copies can be selected before printing The Sales Report can also be zoomed into for review either by selecting the zoom percentage from the Zoom drop down box or by double clicking on the Preview area Also each page of a multiple page report can be previewed by selecting the slide bar on the right of reports that are more than one page Select the Starting Page and Ending Page before clicking the Print button gt Sales Re port Report Options Options Dates Beginning Batch fi 1171472003
46. ill be unchecked under the Rental option This can always be overridden during the Rental process however The Letterhead checkbox is used to disable printing of the header on all invoices This option assumes that you ate printing the invoices on preprinted letterhead and do not want the return address to print at all The Fee field is used to determine the default fee amount under the Rental option This can always be overridden during the Rental process however Deposit Options This option is used to determine the default deposit under the Rental option With the Full Month option selected the default deposit for the Rental process will be one months rent With the Half Month option selected the default deposit for the Rental process will be one half months rent With the Fixed Amount option selected the default deposit for the Rental process will be the Amount fields value The deposit amount can always be overridden during the Rental process however Termination Options This option is used to determine the proration used during the Vacate process With the Cutoff Day set to zero the Vacate process will use a daily proration With a value selected in the Cutoff Day the Vacate process will use the Before Cutoff percentage to give a refund to vacates that happen before the Cutoff Day and the After Cutoff percentage for vacates that happen on or after the Cutoff Day You need to decide how much if any you will refund if they vacate early Lat
47. image retrieval can be accessed wherever the Photo button is displayed or the photo itself appears Storing of the digital image happens outside of the system The image could originate from a scanner a digital camera or even a Photo CD Microsoft Word Interface This option is perhaps the most powerful features of the system It allows for integration of most tenant data with a Word template This could be used to generate special Late Notice or eviction notices a completely custom Lease or any other document that could be created with Microsoft Word Some knowledge of Microsoft Word is required to successfully integrate the system with Word The integration is provided via the Bookmark feature of Microsoft Word In general the Word bookmarks are replaced with the data from the tenants record Bookmarks are named in Word and the name of the bookmark is what determines which field is inserted in the document For instance a bookmark named Tenant Name would be replaced with the name of the tenant Each bookmark must have a unique name so if multiple instances of the tenant name are required cach bookmark must have a different name To accommodate this each bookmark must only contain the keyword that identifies the data field Therefore a bookmark named Tenant Namel and First Tenant Name would both be replaced with the name of the tenant See the sample document UnitInfo dot for a list of the available Bookmark Names This file should be ins
48. inted periodically as a hard copy record of the Account Balances It would also be wise to keep a copy of this report at an off site location In case of major facility damage such as fire or flood or in case of a major computer malfunction this report can be used to rebuild your system The report can be printed for All Unit Types or selected Unit Types by making the selections in the Unit Type table To select the range of Units to be printed simply select the Beginning Unit and Ending Unit from the drop down boxes Then press the Begin button After the report is processed the report is previewed and ready to send to the printer The printer and number of copies can be selected before printing The Trial Balance can also be zoomed into for review either by selecting the zoom percentage from the Zoom drop down box or by double clicking on the Preview area Also each page of a multiple page report can be previewed by selecting the slide bar on the right of reports that are more than one page Select the Starting Page and Ending Page before clicking the Print button Trial Balance Report Options Options Units e ur _ wanes V iili Types Beginning Unit oo 1 y BER 1141113 f v1 Economy HRE v 2 Small Ending Unit oie arr v 3 Mid Size 30 fir Hu i if iR ms b a FREE x I Cancel Printer Options CUNBEXS vy ii ce 7 3 E FRERERE xi Printer Copies Zoom HP LaserJet 55i
49. k legalad lock lock truck legalad INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION Amount 8 00 8 00 8 00 8 00 8 00 8 00 8 00 45 00 8 00 75 00 8 00 8 00 8 00 12 00 12 00 10 00 10 00 122 00 120 00 10 00 Type MS MS MS MS MS MS MS MS MS MS MS MS MS MS MS MS MS Page 1 66 SAMPLE REPORTS Unit Summary Report Units thru Unit Type Total 04 30 2004 Number of Units Square Footage Monthly Rent Percentage Number of Units Square Footage Monthly Rent Percentage Number of Units Square Footage Monthly Rent Percentage Number of Units Square Footage Monthly Rent Percentage Number of Units Square Footage Monthly Rent Percentage Number of Units Square Footage Monthly Rent Percentage Number of Units Square Footage Monthly Rent Percentage INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION Unit Summary Report Vacant 0 00 0 00 0 00 0 00 o o 0 00 0 00 1 150 60 00 20 00 1 200 75 00 20 00 1 400 130 00 20 00 3 750 265 00 15 38 Rented 5 250 140 00 100 00 5 375 175 00 100 00 5 500 225 00 100 00 4 600 240 00 80 00 4 800 300 00 80 00 4 1600 520 00 80 00 27 4125 1 600 00 84 62 Total 250 140 00 375 175 00 5 500 225 00 5 750 300 00 5 1000 375 00 5 2000 650 00 30 4875 1 865 00 Percent of Facilit
50. lateral including reasonable attorneys fees and Icgal expenses incurred and then to the satisfaction of all of the liubilities in such order of application as lessor clects After such application Lessor will account to Lessee for any surplus 3 Lessee shall not allow any waste or nuisance on the premises or allow the premises to be used for any unlawful purpose Lessee shall not keep or use anything prohibited by any policy of fire insurance covering the premises and shall not place or keep in said space any merchandise listed on the Insurance Bureau s Workhouscman s Stipulation No 2 which is attached hereto and made a part of this Lease and Lessee agrees to abide by all the rules of Lessor governing the use of the premises 4 All property stored within or on the space by Lessee or located at the facility shall be at Lessee s sole risk Lessor carries no insurance which in any way covers any loss whatsoever that Lessee may have or claim by renting the storage space or being on or about the facility and therefore Lessee must obtain any insurance desired at his own expense Lessor strongly recommends that Lessee secure his own insurance to protect himself and his property Lessor shall not be liable to Lessee or Lessee s invitees family employees agents or servants for any personal injuries or property damage or loss from theft vandalism fire smoke water hurricane rain tornado explosion Act of God or any other cause whatsoever Ten
51. lect the document simply double click on the document name Microsoft Word will be started and the tenant information will be merged in place of the bookmarks in the Template re Word Interface A C Program Files Persacct Doc UnitInfo dot SCA 4 Program Files Y Persacct Documents Word Templates dot v Be E 73 Microsoft Word Mail Merge his option is used for creating custom letters and labels using Microsoft Word or other software The steps outlined here are specific to Microsoft Word but the same functionality is provided by many other commercial packages Once the Comma Delimited file is created using the Tenant Query you can select the Mail Merge option under the Tools item in Microsoft Word Microsoft Word Once the Mail Merge tool is selected create the Main Document from the Mail Merge Helper Select the Form Letter or Mailing Label from the list of options Mail Merge Helper Form Letters 74 Next select the Open Data Source option under Data Source From this option browse to the directory which contains the Query txt file created by the Tenant Query The directory the data will be stored in can be changed under the Directory Locations tab of the Configuration utility Be sure to select Text Files under Files of type This will allow you to view amp select the Query txt file Open Data Source 75 After selecting the Query txt file it is
52. lso be loaded to the gate at the time of a new Rental or Vacancy This will load the gate system with the access code of the new Rental or remove the access for a Vacated unit 79 PTI Falcon ach time the Gate Interface is activated the interface file is deleted and new one is created Once the Gate Interface is exited the data should be loaded to the gate via the software provided by the gate manufacturer The Falcon interface has two options The first tab allows a Manager Code to be entered This code will allow access to the facility by the staff The Maximum Balance field is the amount that the unit Balance must be greater than in order for the unit to be locked out A Maximum Balance of zero assumes aMaximum Balance of one months rent To modify the Manager Code or Maximum Balance simply change the field values and press Update To load ALL units simply press the Load button on the General Info tab 7 PTI Falcon Interface ER Defaults Managers Code hi 2345674 Maximum Balance lo m Load all Update Units Code Exit 80 The Unit Info tab will update or load information for an individual unit This option can be used to load a single unit after posting a payment renting a new unit or vacating an existing unit Access Codes and other gate system specific information can be updated for cach unit PTI Falcon Interface General Info Unit Info Unit f Access Code Tenant Name IEROSS JANE Load to Gate Acce
53. ntent hereof without obligation of Integrity Software Systems to notify any person or organization of such revision or changes SETUP Chapter Overview his system has been designed by experienced data processing professionals and certified public accountants who manage a large mini storage warehouse It is designed to run on PC based microcomputer running Windows 98 or later and greatly simplifies many of the day to day operational tasks Although the system is simple to operate it maintains very tight financial control over the operations of mini storage warehouses that are operated by non owner management Some of the features of the system include Unit inquiry capability by tenant name unit number unit type as well as vacancies or delinquencies allow for quick access to facility and or account information Rent proration is automatic when renting a unit A complete lease agreement can be automatically printed Each unit can be flagged for automatic invoice generation on a monthly quarterly or annual basis Rent proration is also automatic when vacating a unit A statement summarizing past payment history and final balance due or refund due is printed at vacancy Tenants can be transferred from one unit to another with all of their payment history intact No need to delete and reenter all the data Daily transaction posting includes debit memos credit memos cash on account and miscellaneous sales with balancing pro
54. o tenant accounts Invoices Late Charges and Deposits are automatic transactions and cannot be entered in the Posting screen Transactions that can be posted are Cash on Account Miscellaneous Sales Debit Memos Credit Memos and Inactive Accounts All transactions ate posted to a Batch A Batch can be any number of transactions and represent a bank deposit When a Batch is Released the transactions can no longer be modified and a Deposit Ticket is generated to simplify the bank deposit and to insure financial integrity 2 Transaction Posting Total Debit ue m otal De ts 53 53 Date 04 10 2002 rm Total Cash 53 53 i 3 Bill Bartlet Initial 419 53 IN Current Transactions _ 3 A Beret ae i O E 3 Bill Bartlet 3 Bill Bartlet New entry W __ gt 5 Fred Famsworth Tas Reference Amount Balance Tenant s last transactions 04 01 2004 April Rent 04 14 2004 Cash on Account Add Lookup Char Deposit lea Gat Cancel Exit When the Posting screen is activated the transactions that make up the current Batch are displayed in the table The buttons on the bottom of the screen are the actions that can be taken A new transaction is entered in the New entry area After entering the unit number in the first box tab over or with your mouse pointer click in the next entry area The tenant name will be displayed and the last two transactions for that tenant will be
55. ons and arrangements will be made to unlock your system A System Configuration Quickbooks Setup Program Options Facility Information Registration Directory Locations Unlock System Registration Information Computer Information Brand CPU Speed Memory MB 164 Mb Traverse City 43684 Hard Drive Phone 231 941 2322 Capacity eo Gb 231 941 9544 Available 37 Gb EMail integritysoftware net nn iz T Units 450 Zp W CDRom M r Billing Information Credit Card lt lt lt lt lt lt lt lt lt lt DR gt gt gt gt gt gt gt gt gt gt Invoice Bene VISA Card Number Expires OK Cancel 32 MAINTENANCE Program Options This section is used to set the various options within the system Each option affects the operation of the system and the options used should be chosen carefully 2 System Configuration Facility Information Registration Gate Systems gt Deposit Options Full Month Half Month Fixed Amount Quickbooks Setup Program Options r Document Header Center on Page Lefton Page Invoice Format Print Current Aem cy e Cc Cc LL Directory Locations Termination Options 15 Cuttoff Day Before Cuttoff 50 00 After Cutoff 100 00 o Late Notices m e Print Detail Months Postcard Print Letter Day Percent m Invoice Defaults 1st Notice 31d Notice r o
56. ows Tenant Photo 78 Gate System Interface nterfaces are provided for the two major manufacturers of Gate Systems for the Mini Storage industry These two are the Preferred Technology PTI Falcon and the Doug West amp Associates DigiGate 107 The interface is provided via a data file that is extracted from the system and stored in a format which is compatible with the gate system software It is the responsibility of the gate system software written by the gate manufacturer to actually load the information to the gate system This data file is created for all units in the system via the Gate option of Utilities Each gate system has different features so the information collected varies See the gate system documentation for a description of each field Once the appropriate Gate System is selected in the Gate System option of Configuration the Gate button will be activated on several screens From these screens the gate interface can be activated All information should be loaded from the system to the gate periodically For instance after processing Late Charges the entire system should be loaded to the gate This will update the delinquency status of all units Those unit with a balance greater than that allowed will be locked out Likewise after posting the daily receipts the information should again be loaded This will release any unit which no longer has a balance greater than the maximum allowed Specific unit information can a
57. re this Lease terminated and recover possession of said premises 2 The Lessee hereby assigns transfers delivers and pledges to Lessor all of the property within the leased space and all proceeds thereof all said property and proceeds being hercinafter called the collateral as security for the performance of the duties and obligations of Lessee Upon default by Lessee of any of the terms and conditions of this lease the Lessor without any notice to Lessee may take possession of the collateral and may dispose of the collateral or any portion thereof in any manner permitted by the Michigan Uniform Commercial Code including but not limited to public or private sale Any notification of intended disposition of any of the collateral required by law shall be deemed reasonably and properly given if given to Lessee or any one of the Lessces at least seven 7 days before such disposition Lessee expressly waives any notice as to collection or disposition of any of the collateral which threatens to decline speedily in value or is of a type customarily sold on a stock or commodity exchange or other wnized market Any proceeds of any collection or disposition by the Lessor of any of the collateral may be applied by Lessor in the order following the Lessor of any of the collateral may be applied by Lessor in the order following to the reasonable expenses of retaking conserving collecting by suit or otherwise or disposition of by sale or otherwise the col
58. records indicate that the above amountis currently owed for the rent of your space If we have made an error please notify us immediately We may double lock your unit Unless full payment is received within 10 days we may begin legal proceedings to sellthe contents of your unit for the outstanding debt Please pay the above balance so that we can remove our lock We are sorry about being so strict but past experiences have made such policies necessary Late Notice First Notice i Third Notice ur Cancel 39 MAINTENANCE Purge History he system will continue to collect transaction detail for all accounts both active and terminated until this option is run The system s capability to store transaction is limited only by your disk capacity Even with this capability it is unpractical and unnecessary to store this volume of information As more transactions are entered the time required to backup the system greatly increases and overall performance of the system will deteriorate For instance continually having to review over two yeats worth of history on an Account Ledger becomes bothersome It is recommended that once per year the old detail be purged from the system This does not mean that the balance for existing tenants is lost only that the individual transactions will no longer be shown Before purging old detail you may wish to run the Print History option prior to the purge for your permanent record
59. report can be previewed by selecting the slide bar on the right of reports that are more than one page Select the Starting Page and Ending Page before clicking the Print button Summa ry Report Report Options Options Units Beginning Unit 1 v Ending Unit Viv It Er fe D a wye ra WN var a aie ad N vada sue ir wir my sax MER 1m a ir 1 Printer Options Printer Copies Zoom HP LaserJet 55i h 25 Starting Page j Page 1 Ending Page f Print Exit E 51 REPORT REFERENCE Tenant Query his option is used to search the database with very specific criteria to identify selected Tenants Two standard reports can be produced by Unit or Name sequence A Comma Delimited File can also be created This file format can be used by other programs such as Microsoft Word With this file and Microsoft Word custom letters or labels can be created for all tenants that meet the selection criteria See the Advanced Features section for more information regarding this process The Name amp Address report includes tenant demographic information while the Account Balance report includes tenant balance information For instance an Account Balance report can be generated for all tenants with a balance greater than two months rent Or a Name amp Address report can be generated for all tenants in a5 X 10 unit Criteria on Unit Numbers Unit Status Unit Type Tenant Type and Account Balance c
60. rs on Credit Card Exp Date Security Code r Invoicing P Automatic Credit Card Processing Tax Exempt IV PrintInvoices Mo Rt Y Vacate K Cancel History Transfer m a 1 Economy x 110 Monthly 26 00 x 18 Annual 312 00 Fi Comments s Unit Remarks Options exist for the following Rent Rent vacant unit Vacate Vacate rented unit Transfer Transfer to new unit Comments Tenant comments 11 Vacate Letter History Account Inquiry Letter Word interface Gate Load gate OPERATIONS Comments his screen is available for entering any information you might need regarding the tenant This information is transferred to new units when the tenant moves to a new unit This is different than the Unit Remarks field which is a remark regarding the unit itself and does not transfer when a tenant transfers to a new unit Comments llanet missed her payment in September of 2007 because of a temporary layoffat her place of employment She has been a good renter overall She may want park her boat in outside storage for the winter She will letus know by November 15th Cancel 12 OPERATIONS Rent Unit his screen is used to rent a vacant unit After entering all pertinent information options exist for printing the Lease printing a Receipt printing a Letter or loading the Gate These options should be selec
61. s This option will print an Account Ledger for those units which will have historical transactions purged for the Batches that have been selected The Print History option can be run prior to actually purging the transaction by selecting the same Batch range that will be purged To select the range of Batches to be printed simply select the Beginning Batch and Ending Batch from the drop down boxes Then select the Print History option and press the Begin button Purge History Report Options Options Dates Print History Beginning Batch 1 1171472002 v Soa Im Purge History Er rang da mus nding Bate Balance Detail 16 03 07 2003 v Cancel Printer Options 3 ROE EEE ECE nh ets Jn ds vrint ru on Ka lt n Kee e Cant dd id wim ct Printer Copies Zoom HP LaserJet 551 fi 25 Starting Page fi Page 1 Ending Page 31 Print Exit HERREN PREREREGPERERE EGER CEECEE Ee PrEP OE Pr EErEE rer Er PAPE 40 MAINTENANCE After the report is processed the report is previewed and ready to send to the printer The printer and number of copies can be selected before printing The Account Ledger can also be zoomed into for review either by selecting the zoom percentage from the Zoom drop down box or by double clicking on the Preview area Also each page of a multiple page report can be previewed by selecting the slide bar on the right of reports that are more than one pa
62. s amount depends on the number of units in the facility and the amount of history you will be retaining Super VGA monitor capable of 800 X 600 resolution in 256 colors This resolution is recommended when storing and displaying JPG graphic images An inkjet or laser printer The system may or may not operate properly on all equipment Every effort has been made to insure that the system will operate on every PC compatible computer however we cannot guarantee that the system will operate on all systems SETUP Installation nsert the MSPA CD into the CD ROM drive If the CD does not start automatically double click SETUP EXE on the CD or on the Start Menu choose Run enter D Setup exe and click OK If your CD Rom is a drive letter other than D replace D with your CD Rom drive letter Type the name of a program folder document or fr Internet resource and Windows will open it for you Open MEANS The installation program will guide you through the installation process It is recommended that you accept the default installation options The Installation Screen should look as follows 2 Setup Mini Storage Personal Accountant Welcome to the Mini Storage Personal Accountant Setup program This program will install Mini Storage Personal Accountant on your computer It is strongly recommended that you exit all Windows programs before running this Setup program Click Cancel to quit Setup and then close any
63. set as required by the gate system software To activate a gate system simply select the appropriate option and identify the proper gate system Then identify the file name and directory where the interface file should be created To change directories simply select the appropriate drive letter from the drop down box Then navigate using the directory box by double clicking on the appropriate directory You can also type the directory location in the first line of the directory box Refer to the Advanced Features section for information regarding the gate system interfaces E System Configuration Facility Information Quickbooks Setup Program Options Gate System Directory C Univeral Gate Interface File Name update dat 4 Edit Batch File 35 MAINTENANCE Unlock System This option is used to unlock the system This option should only be used under direction of someone from Integrity Software Systems Attempting to modify this information may result in your system no longer functioning Please call 231 941 2322 for information about unlocking your system FF System Configuration Quickbooks Setup Program Options Facility Information Registration Directory Locations z Facility Name INTEGRITY SOFTWARE SYSTEMS DEMONSTRAT Key Location Name Integrity Software Systems Biling Name Integrity Software Systems 9 Uni lt a m Security Codes Expiration Date 017012005 Code Maximum Units 99
64. ss Code j 5151515 Zone je Lockout VW Balance 81
65. talled with the demo and should be available when using the Letters option It is by default installed into the C Program Files Persacct directory It can be opened with Microsoft Word and printed or reviewed as a sample 70 Before inserting the bookmarks the option for Viewing bookmarks should be enabled To view the bookmarks in the document on the Tools menu click Options and then click the View tab Select the Bookmarks check box Bookmarks appear as a reverse brackets on the screen When secede a a ku NN idk lt a enant Work Phone Tenant License Access Code 71 Once the Template is created the bookmarks are inserted into the Template via the Insert command Microsoft Word nitinfo Mini l e Tools Options View B e Insert Bookmark to see t Number I Unit Type IL Te um Tr Name the Bookmark using the appropriate keyword Bookmark de TenantAdr 1 TenantAdr2 TenantCity TenantHPhn TenantLic tenantnamel TENANTNAMEZ TenantSt TenantWPhn 72 The original documents that are created in Word must be saved as a Word Template in order to be merged Use the Save As option under the File menu and save the document as a Document Template in the Documents Directory The Document Directory is set in the Directory Location section of the Configuration option After the document is saved it will be available in the Letters option To se
66. ted before pressing the OK button and finishing the rental The Sort Name must be filled out in order for this information to appear on reports Rent Unit Tenant Information M Credit Card Bin Bartlet Type al CCH h 492 Knapp Ave Name as it appears on Credit Card A oe Traverse City MI 149686 Exp Date Security Code Sort Name BARTLET BILL Invoicing Home Phone 231 933 9303 Automatic Credit Card Processing Work Phone 231 943 1233 Tax Exempt Cell Phone es 555 1212 Y Print Invoices Mos Qu Yr License B455933029112 Billing Information Alternate Contact Prorated Rent 21 75 Fees 0 00 Mr amp Mrs Robert Bartlet Deposit 26 00 Total Due 4 7 75 2234 Wealthy Dr Payment Information A t Traverse City MI 149684 Reference 1432 mount 47 75 Tenant Types Activity Dates a for E Entry 04 06 2006 Wac Unit Information Type fi Economy y Rate Lease Letter Unit Size ls x fio Monthly 26 00 Receipt Gate wen BD Bes No Photo Available Unit Remarks Would like a smaller unit in the spring Options exist for the following Lease Print Lease Receipt Print Receipt Letter Word interface Gate Load gate 13 OPERATIONS Lease his screen displays the merged information for the Lease The printer and number of copies can be selected before printing The Lease can
67. ted transactions cannot be deleted You must issue a Debit or Credit memo The Deposit button is used to print a Preliminary Deposit Ticket This can be used to balance the batch with the cash before releasing the batch and printing the final Deposit Ticket The Release button is used to finish the Batch and print the Deposit Ticket This should be done when ready to deposit the money in your account Once released transactions can no longer be modified See the Reports Chapter for a sample of the Deposit Ticket 21 OPERATIONS Bee The Receipt button is used to print a Receipt for the transaction The Receipt should be 3 printed before the transaction is Added See the Reports Chapter for a sample of the Receipt The Cancel Button is used to cancel the transaction It will clear the transaction you are currently The Exit Button is used to Exit the Posting Window Exit Valid transactions types are as follows IN INVOICE CA CASH ON ACCOUNT DM DEBIT MEMO CM CREDIT MEMO MS MISC SALE IA INACTIVE ACCOUNTS LC LATE CHARGE ID INITIAL DEPOSIT Shaded transactions are system generated and may not be entered manually 22 OPERATIONS Month End Processing his section is used to create the next months invoice transactions and hardcopy invoices and Run Credit Card charges that you process manually There are three options available for invoicing accounts The first option is Print Invoi
68. time to setup the Main Document If you have chosen a Mailing Label document a list of standard label formats will be available Choose the proper format and press OK Manual feed Avery standard 5979 Address 5980 Address E 6460 Remove Em 6464 Remove Em 6466 Remove Em At this point you are ready to Insert Merge Fields into the Sample Label A list of Merge Fields will be displayed Simply select the field you wish to place in the appropriate area of the Sample Label and press OK Create Labels Name Address_1 Address 2 City State Zip 76 Press the Merge button and the data will be merged with the template and a new label document will be created Once the Merge is complete the document template will be created which can be used in subsequent processes and the new document will be created that contains the tenant information The process is similar for creating a Mail Merge Letter The new label document should look similar to the following Ida asa T mi Ostes De sabe in NUI et 43 Mlpphal ne Dis Fomine 43848 ES ES fet Cane E dd A ASIEN het 114300 de Laa TA Build PO A Palma BO AA One AA A EEDAN apra Newsman a AAA Dm od sl ale Mel d End Cao 1277 ek TER Opie te Al da ms mbr di L hr ds DE ADA CATAS ESOS Ll ms ATA Ta ihnen zu EIA Mim ME 403 Le aa dran nh 7D tye 13300 Erizo Mirad ANA Dedh Orel Corps Mal Ona me MTL Ose pla nie SS Per
69. y 16 67 5 13 7 51 16 67 7 69 9 38 16 67 10 26 12 06 16 67 15 38 16 09 16 67 20 51 20 11 16 67 41 03 34 85 100 00 100 00 100 00 Page 1 67 SAMPLE REPORTS Tenant Summary Report Tenant Type Number of Percent of Dollar Volume 04 30 2004 INTEGRITY SOFTWARE SYSTEMS DEMONSTRATION Page 1 Tenant Summary Report Units 1 thru 30 Percent of Tenants Total Total YP 15 55 56 801 00 50 06 09 5 18 52 211 00 13 19 RP 2 7 41 63 00 3 94 ot 8 29 63 486 00 30 38 RV 1 3 70 28 00 1 75 DB 1 3 70 28 00 1 75 wr 3 11 119 225 00 14 06 os 1 3 70 35 00 2 19 11 2 7 41 80 00 5 00 02 1 3 70 345 00 2 31 UK 1 3 70 45 00 2 81 co 1 3 70 45 00 2 81 RE 1 3 70 75 00 4 69 RF 1 3 70 75 00 4 69 IN 1 3 70 130 00 8 13 ID 1 3 70 5130 00 8 13 CM 2 7 41 260 00 16 25 68 SAMPLE REPORTS 69 Advanced Options r l Y his section will explain how to use the advanced features of the system Advanced features include the interface to Microsoft Word storing and viewing the digital images and the gate system interfaces These features are accessed from different areas of the system and are integrated with other parts of the system For instance wherever the Letters button is displayed the Word interface can be accessed Likewise wherever the Gate button is displayed the gate system interface can be accessed The digital

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