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1. E Pending nv B M Auctions Rent Due 24 D No Print Days J Scheduled Move Out Reminders Add List 8 0 Pending Inv 2 Pending Inv 4 Pending Inv 4 Pending Rent Duef 22 Rent Due 44 Rent Due 45 Inv 12 Rent Due 9 20 22 24 Pending Pending i Pending Penes ny Invv 1 7 nv 10 Invw 13 Rent Due 20 Rent Due 21 Rent Due 30 4 de De Double clicking on a day will open a detailed view of all events scheduled for that day nit 32 nit nit 157 mit 185 nit 213 nit 219 nit 230 nit 254 nit 273 nit 363 nit 441 nit 548 nit 26 nit 701 EEE Ct ee Ceo ccc 2 16 1 ADDING REMINDERS calendar 004 Amount 240 00 id Through 03 1172 0 Paid Through 03 1172004 Amount 240 00 Paid Through03 11 2004 Amount 145 00 Paid Through 03 11 2004 Amount 190 00 Paid Through 03711 2004 Amount 76 00 Paid Through 0371172004 Amount 135 00 Paid Through 0371172004 Amount 55 00 Paid Through03 1172004 Amount 85 00 Paid Through 02 22 2004 Amount 220 00 Paid Through 0272172004 Amount 210 00 Paid Through 03 1172004 Amount 55 00 Paid Through 03 11 2004 Amount 75 00 Paid Throuah 02711 2004 Amount 110 00 Paid Through 03711 2004 Amount 95 00 Paid Through 0371 472004 Amount 135 00 Paid Thinunkn341 172004 mnunk 135N Customer BERTHA amp SALLY Show Ca
2. Mobile Scheduled Mowe Dut Date ears Buc 000 Deny Access M Overlocked NoLateCharges GsteLocsk 9 E Total Due 0 00 This Unit q otes Explanation of Changes Select the unit to be deleted from the Unit Number text box With the unit number highlighted click on the Units pull down menu and select Delete Storage Commander will ask for conformation select YES to complete the unit deletion or NO to cancel the operation NOTE Only available units can be deleted Units that have been deleted will be displayed on the site map as white units To remove a unit from the site map you must use the Site Map Editor program to remove the unit from the map refer to the Site Map Editor referenced later in this manual for instructions on this process 1 26 2 RENUMBERING UNITS To change a unit number select the Maintenance pull down menu and select Units from the list to display the Units Maintenance dialog box Select the unit to be renumbered from the Unit Number text box With the unit number highlighted click on the Units pull down menu and select Rename the Rename Item box will open showing the Current Unit Id and the field where you will enter the New Unit Id After the new unit number has been entered click on the OK button to complete the process SPECIAL NOTE Only use this function to modify an existing unit number do not create an entirely new number If you need to create a new number use C
3. Merchandise tax balance 06cee Rent Sales Tax depos balance Deposit Balance OI aa Paid Through next bill Next Billing MOVE N Move In Date MOVE OUt cececeeeeees Vacate Date revert ccccceecssseeeeseeeees Rate will revert last rate change Last Rate Change pay ON day Rent due date next pay date Paid Thru 1 day auction date Auction Date auction fee Auction Fee payment amount Burdened Payment recurring discount Discount Amount discounted rent Rent Less Discounts recurring feeSk Fees Amount recurring taxes Tax Amount recurring insur Insurance Amount lastpaydate Last Payment Date lastpay ococcccccccncccncnnns Last Payment Amount days late Days Late Storage Commander General Merge Codes Customer Information Fields movein date Move In Date movein time Move In Time FIST oo eecccceeeeesseeeeeeeees First Name middle Middle Name GIS i Last Name address 1 cocccoo ccc Address Line 1 addreSS2 0ccccceees Address Line 2 A City Name O A State AA Zip Code o RENNIE Tax Id home phone Phone Numb
4. When you have selected all of the units currently occupied by the customer click on the Next button to proceed to the Setup Billing Info screen Setup Biling Info Select the payment plan that will be used for this customer Customer Name FT i A selected Unit Select any recurring fees and or discounts that will be automatically amen Plan Monty assessed to this account each billing period Such as insurance or sales tax Fees Discounts 10 Disconto Insuranoe RETAMA Note that the Customer field will be blank at this stage you will add Unit FeevDiscount Amount Standar Package 2 00 Add any recurring the customer information later fees and discounts such as Sales Tax Invoice Fees Senior Discounts Delete Cad Click on the Next button to proceed to the Assign Unit Information Window x First verify that the unit number and rental rate are correct Unit Information a fe Se Enter the original move in date fore E E dos Enter the last Paid Through date of the customer Cr fn ee gt Enter the Move In Date pene g noe EE The day of the Paid Through date must be at least one day earlier than Paid Throw Fees ue s000 mr I the day of the Move In date elo For example If the Move In date is 03 12 99 then the paid through Next Billing Gea Jar ao date should be set to xx 11 xx Pay On Day of This Un 30 00 Note that the Next Billing date and Late Stat
5. Deny Gate Access Ovetloek Qualifies For Auction C Return alle partial payment Items Notice Ema 30 00 j C Dolar Amount C Percent Minimum 0 00 Round amp Of Rent Balance C Cusio Settings Additional Dady Charge Amount 7 00 C Word Recunno Lale Fees Late Fee Apples E ach Billing Period Pin Notice 7 E Mail Copies 0 e Standard gt C wad fal Akemate Contact PontNobeos f E Mail Copies 0 al Standard C Weed Storage Commander User Manual Standard Word Recurring Late Fees Alternate Contact Minimum Due Days After Paid Thru Date Days From Previous Step Deny Gate Access Overlock Qualifies For Auction Return After Partial Payment Select the type of notice that will be automatically generated during the end of day processing for this late step The standard notice generates a notice that is from within Storage Commander the Word notice is also automatically generated within Storage Commander but uses a Word document that you created Please refer to the section Creating and Editing Notices for more information Late Fee Applies Each Billing Period Place a check mark in the Late Fee Applies Each Billing Period check box to automatically apply this late fee each billing cycle Send notice to customer Placing a check mark here allows you to select a special notice to be sent when a recurring fee is assessed to a cus
6. Storage Commander Acution Schedule Auction Schedule 08 30 2002 0 00 POOLE NATASHA 05 31 2002 Lien ME1n24 05 30 2002 0 00 MENDOZA MARIA 05 31 2002 Lien 08 30 2002 0 00 WISHART GARY 05 31 2002 Lien 06 30 2002 0 00 OLIWARES CARLOS 05 31 2002 Lien Storage Commander f Select Units For Auction SELBURG DAVID 05 31 2002 BUSH JOHN 04 30 2002 GREGORIE JAYNE 05 31 2002 WEIR ALEX 05312002 KNIGHT Il CHARLES 04 30 2002 D 2 0 2 0 2 f 2 Select Units Clear Print LESTER TONISHA 5731 200 Select Unts wa Pm MIRANDA DARLENE 57317200 GORDON JENNIFER 531 200 KFFNFR PATRICK x BA Jn Auction Date Additional Auction Fee Cancel 09730 2002 a 45 00 2 15 1 VIEWING SCHEDULED AUCTIONS Selecting the Schedule Auctions tool in the tool bar will display all previously scheduled auctions 2 15 2 SCHEDULING A CUSTOMER FOR AUCTION Click on the Schedule Auction button in the tool bar to open the Auction Schedule dialog box Click on the Select Units button to open the Select Units For Auction list box Clicking on a unit in the list places a check mark in box next to the unit number and selects the unit customer for auction After all units customers have been selected enter the date of the auction Additional auction fees can also be assessed to all units customers selected for this auction Click on the OK button bar to complete the scheduled auction 2 15 3 REMOVING A CUSTOMER FROM AUCT
7. Storage Commander version 4 3 9d or newer is required in order to use the fingerprint scanner option If you are running an older version of Storage Commander please contact our sales department to obtain an update Insert the fingerprint option CD into the CD drive If your drive is configured to auto detect a new CD insertion the instillation process will start automatically Click on the OK button to install the fingerprint scanning option If the instillation disk does not start automatically use Windows Explorer to navigate to the CD ROM drive containing the fingerprint scanning installation program Click on SETUP to initiate the installation of the fingerprint scanning option 4 1 2 REGISTERING MANAGERS FINGERPRINTS To record a managers fingerprint go to the Maintenance Security pull down menu option Enter the new managers name id amp password or select an existing manager from the Users pull down list box ID FoM Add User Remove Password __Bemove ee aa Duplicate Show Screens C Show Reports Setup re Y Waive Fees during payments Reports Report Groups Y Reports Letters Invoice Notice Open an existing facility Maintenance Units Maintenance System Setup Maintenance Security Y Maintenance Rate Change SelectAll Y Maintenance Pragram Setup Unit Sizes Y Maintenance Program Setup Setup Existing Customers Clear Selection Maintenance Program S
8. When selected sends a return 2 Secure Connection Enable SSL TLS copy of all emails sent out Send STARTTLS from Storage Commander Send a copy of every outgoing e mail to the facility s e mail address Cancel 1 15 PRINTER SETUP Storage Commander can be configured to work with any printer that has been installed on your computer To select a pre installed printer open the Maintenance System Setup drop down window You will see three printer selection categories that are supported in Storage Commander Report Printer Receipt Printer amp Contract Printer An explanation of the purpose of each of these printer categories is as follows Report Printer Used for printing the various reports contained in Storage Commander Receipt Printer Used for printing payment transaction receipts Contract Printer Used for printing the Move In contract To select a printer for a given category click on the Select button next to the associated printer category this will open the Windows printer selection window Click on the down arrow next to the printer name field and select the printer from the list of installed printers Note If the printer selection field is left blank the associated printer category will use the Windows default printer To setup Storage Commander to use a receipt printer you must first click on the Enable Receipt Printer check box prior to selecting the receipt printer This allows Storage Commander to
9. Disable all automatic customer information tracking C Only disable automatic customer notes tracking C Only disable automatic customer alerts tracking Cancel Help 2 13 END OF DAY PROCESSING Click on the End of Day toolbar button or select the Activities End of Day Processing menu to perform the end of day processing End of day processing will cause rents and fees to be applied for customers whose billing cycle comes due print any invoices for upcoming billing cycles if so configured assess any late pre lien or lien fees and print the associated notices Selecting the menu causes the following dialog to be displayed Start Processing It is important that the system date and time are accurate or the end of day processing will generate oe eee Se errors To correct the date and time use the Date Time ra E Ene aie late Nace andl args control panel from the Windows Start Settings menu Credit Cards With Automatic Billing The Storage Commander login screen also has a button that you can use to set the date and time logoff and Current Date and Time login again to access the button Date 07 15 2012 Continue Time 91529 PM o Cancel End of day processing is intended to be run at the end of the business day when all transactions to be counted for that day have been completed Any payments or other transactions posted after end of day has been run will be credited for the next day This is important to understand as Storag
10. The quantity of inventory is _ Remove tem _ vs Ba a also deducted from the Change ltem Tax 0 00 Loc inventory data base Totat 0 00 Cancel 2 18 CUSTOMER LIST The Customer List button on the tool bar is used to display a list of all active as well as all inactive customers To view the customer list click on the Customer List button or click on the Lists from the menu and select Customers SS The colored block to the left of the e customers name denotes the current status of REDDY KAREN Curent 3 888 232 9292 11 06 200 the customer B PHILLIPS ST Current Curent Car i 884 9239 8758 TO S200 MENDEZ JOY Cumant 00 88717737373 11 09 2005 oq E JUMPING JOJO Late 1 00 838 389 8303 10 24 20 The column headers indicate the type of MEJOMES ALLAN Cunant I Se ee information contained in the column Johnson Sam Preben 12311231231 Wve ene MJackson Alan Curent 618 383 6383 10 17 20C BB HART AOSS Cumment DS 0 00 884 5039 00 0 09 26 200 The width of each column can be adjusted HABINIEGHT Curent 00 929 994959 10 20 200 i j BH GARCIA JAMES Sale B59 399 9294 100 by placing the mouse pointer on the vertical Il FORRESTER PreLisn A ld line that separates each column As the MPFR Cuert ARALACA OE moore T a I mouse pointer passes over the line separator Detail Reserve Unit Prine ok it changes into a left and right pointer Click Show Inactive a
11. unoccupied units The previous section described the parameters used in the selection process of a rate change the following section describes the process used entering the new rental rate and when the new rate will come into affect Amount Percent New Amount Add Amount Subtract Amount Not To Exceed Effective Date When To Apply Notice To Customer Enter the amount of the rate change Note With the exception of New Amount selection all rate changes will be calculated based on the current unit rate of each individual unit The number entered into the Amount field will be percentage Increase or Decrease from the base monthly rate This parameter can also be set to round to the nearest dollar Replaces the current rental rate with the rate entered into the Amount field Adds the number entered into the Amount field to the current rental rate Subtracts the number entered into the Amount field from the current rental rate Enter the maximum rental rate here Storage Commander will automatically adjust the rate increase on a unit by unit bases if the scheduled rate increase exceeds the amount entered in this field Enter the date the rate change is to take affect There are two ways rate changes can be applied to a customers account Prorate on Pre Paid Accounts causes the rate change to be applied to customers who have paid in advance or through the effective date of the rate change Storage Commander w
12. ADD MERCHANDISE SALES DURING A MOVE IN Adding merchandise sale such as locks boxes or tape is accomplished by clicking on the Merchandise button in the Billing Info screen Items sold during the move in will be recorded in the customer account history 2 3 7 RENTING MULTIPLE UNITS To rent multiple units to the same customer during a move in select the additional units in the Customer Info screen by holding down the Ctrl key on the keyboard and clicking on the additional unit in the unit list box As you click on units the selected unit will become highlighted indicating that the unit has been added to the move in As you progress to the Billing Info screen you will see the additional units listed in the Selected Units box with one of the units highlighted adding or removing any discounts fees insurance or changing the rental rate will only be applied to the highlighted unit To select another unit simply click on the unit in the Selected Units box Morsa Darbar r n Cust Inf ti S aa Er Select an additional unit or units by holding the Ctrl key down ant clicking on the desired unit s in the unit list box fee CASE H Talara APA A ETA ALLE LS a Se eee p pp os ln md a r Oty TEMEDULA Sana EA Ze sarao E Phera 725 250 030 Al Pr 79 ES Faw 1331 2009003 Sosa Seur Pisto del DL il r dad Binter Se Click on the unit to add any fees and or discounts to the selected unit lt Back Man
13. CH 10 PA Sr FERRATI TOR i CE 200 parE OLSON UPS ST CHOS 000 papera Wr E Can Di 1 Ae 6030012 MEA Ge ee l BM HART ADSS Come Da 1 MISO OLE Mist Soe Diz 23000 oe re E GAROA JAMES Se Dla maD AETH MaS Ejmi Sam Peeler DAS AA E E ORAZ Camiones ome eter cos Comment Prete Tansackon ot Unt Infomation MALLA FRA Cone pas TD pesa BANAN BAGARE SL Comes El A E customer Information laura 2040 Pees Es 100 EE E Fre DARREN hidis fa Laem far uP Son ig TE ROST D Rimer ira Fani OK Shape uber a iy TEMECULA Sie Ea Zp iaa Phan E 501 5454 Ait Prone 5661 3655 Far RR Socal Security Tame i Tan Essen Di ET XX e pa Exp vr AS Edad f ra pam E E F trang th Sr Deve Lees 32 Storage Commander User Manual 2 4 RESERVING A UNIT Placing a unit on hold Reserved causes Storage Commander to change the units color on the site map from Green Vacant to Purple Reserved You can take a reservation deposit at the time the unit is reserved which Storage Commander will credit back when the customer moves into the unit Reserved units are tracked in the Unit Occupancy report but are not classified as rented units A unit can be removed from a reserved status and all deposits returned to the customer applied to other units or retained by the facility To place a customer into the unit reservation list go to the Activities pull down menu and select Add To Waiti
14. Click on the OK button to clear the message and try again If you are still not able to login via the fingerprint scanner manually type in your password and id to login and go to the MAINTENANCE SECURITY screen Locate your name in the User list box to verify that you have a fingerprint on file If you do not have a fingerprint on file or if the fingerprint is not working click on the Setup Fingerprint button to register a new fingerprint Customers Locating a customer s account to make a payment adjustment move out or to just review the customer s account can be accomplished quickly and accurately using the fingerprint scanner To use the fingerprint scanner all the manager has to do is click on the Scan Finger button when making a payment adjusting an account moving a customer out transferring a customer or locating a customers account while in the customer list screen When the Get Fingerprint screen is displayed ask the customer to place their finger on the sensor pad If the fingerprint scanner finds a match the requested action will be initiated If the scanner does not find a match the message Unable to find customer fingerprint will be displayed if this happens ask the customer to use the same finger that was used during the fingerprint registration process and try again Finger print scanner tips To ensure best results Please hold finger down on scanner for 2 3 seconds When clean
15. NE ee gee Saha ae 67 52 CREATING NOTICES USING STORAGE COMMANDER S LETTER EDITOR ccceecceceececcecescescscecetcescesceses 69 ae Creal ON ENANOS A iia 69 5 3 SETUP EAS TNG CUSTOMERS a id a 71 5 4 CUSTOMER INT td A AS A A e 72 5 4 1 ATI OFTA LOG OM R R AAA AAA F Storage Commander User Manual 5 4 2 Employer TORNAN A A ak ts A octal hahaa nee Magaatunia aR 73 5 4 3 CUSTOMER IN OSA AAA AAA AAA A AA 73 5 4 4 Assigning Multiple Units to a Single Customer A A ant 74 6 REPORTS A E E 75 6 1 OVERVIEW ial tarot is PD GZ SELECTING REPORTS ona E O dan imossaudensuseusiwadtsadabuunnteidava cin T Go ENTERING DATE RANGE Sorunun neoa NE N E E AA ON dido 75 GO GRAY BARS noranta n AAAA A E A EROS VN RANG T9 Da A O Rae ener ren Tre 19 00 EDITING NOTICES Go EE RIERS dados 76 a IREPORT GROUPS alias sie 76 6 7 1 Creatina GRC DOII TON Dora RRE FL 7 GETING TEE EP seskisaactedictwsssucnneacah cucwssastassisiacdatesestanwassadassebecuunceneiecswssnudnavscauncdurscataswessisdabesauedastscadsanssactis 79 Til TECHNICAL SUPPORT iodo NON RSS SRA ONES 79 8 COMPUTER SYSTEM SPECIFICATIONS a A dre E skred neder 82 Storage Commander User Manual 1 Installation and Setup 1 1 INSTALLING STORAGE COMMANDER To install Storage Commander place the Storage Commander CD ROM into the computers CD ROM drive If your computers CD ROM drive is set to automatically run CD ROM programs the install program for Storage Commander will automatically star
16. Rana Print And E Mail invoice for customers who have ia P EET OPETE mutable units that are linked E Mail NSF I together OK Cancel Help 2 14 1 SETTING AUTO INVOICE NUMBER To initialize invoice numbering click on the Maintenance pull down menu and select System Setup In the bottom third of the system setup screen click on the Use Invoice Number check box to activate the Next Number input field Enter the starting number for the invoices Storage Commander will automatically increment the invoice number for each invoice automatically created during end of day 2 14 2 PRINTING AND EMAILING INVOICES To configure Storage Commander to produce invoices as printed documents or emailed documents click in the Email Invoices check box and select Print And Email or Don t Print If Emailed 45 Storage Commander User Manual 2 15 SCHEDULING AUCTIONS The Schedule Auctions function allows you to use Storage Commander to track all customers who have qualified for auction place them into an auction list and allow you to select which customer you will auction set the auction date charge a special auction fee print an auction notice or print a scheduled auction report You may even have the calendar show you what days you have scheduled auctions throughout the month In order to use this feature you must select a late step usually the last late step as a Scheduled Auction step see Setup Late Status
17. Siren Charge A Fee Tasccunt Customer Mama ARCHER AMIE A une as will take you to the screen on the right Select the fee you feos EEE would like to apply to this account from the Fees drop down list and click Finish 3 11 OTHER INCOME This screen will allow you to take payments on inactive customers as well as items like soft drinks Go to Activities Other Income to get to the following screen Here you will select whether or not it is fora customer If it is for a customer click on the Select button to bring up the customer list and choose the customer Enter the amount of the income If itis a payment on an inactive account enter the appropriate amounts into the rent fees etc If it is something else enter the amount into the Other field The Description field will activate and you can enter the description of what you are receiving income for Click Next and it will take you to the standard payment screen where you can select what form of payment you received 4100 eee Foe e ie Fmi l es ac eTa Mercal Tag f lan Tiar i Em rd Check Fin PSF La Cat Ii Storage Commander Other Income Other Income Customer Non Customer Customer Rent Tax Fees Insurance Sales Tax Descnpton Other Back Cancel 60 Storage Commander User Manual 3 12 LINKING UNITS Linking units in Storage Commander has never been easier Go to Maintena
18. and Explanation of Changes y close the screen Save Done ees Enter a note in the Explanation of Changes note field and click on the Done button to save the changes and close the session 25 Storage Commander User Manual 2 Using Storage Commander 2 1 USING THE SITE MAP The Storage Commander site map is broken into four separate windows Satellite View which displays a graphical picture of the entire facility Working Window which displays a close up of all units that are captured inside the Satellite viewing rectangle Unit Information window which displays important information about the unit currently under the mouse pointer in the Working Window and the map Legend Bar which displays 8 different legend colors depicting the status of units in the facility as well as the number of units in each status and the manager who is currently logged in To use the site map move the mouse pointer inside the viewing rectangle of the Satellite View window As the pointer moves inside the viewing rectangle it will change from an arrow to a hand icon Click and hold down the left mouse button the hand icon will now change to a clenched fist With the left mouse button held down move the mouse As you move the mouse the facility graphic inside the Working Window will change to reflect the units now captured inside the Satellite View viewing rectangle When the viewing rectangle has been positioned over the desired location release the left
19. another location click on the down arrow to the right of the Save in list box and select the drive location of the backup file When the backup file is located click once on the file and once again on the Open button This will start the restore process Clicking on a file automatically enters Look in eer aay El 4 c E Click on Open to restore the file into the File Name box the backu N ET SC Backup 06 19 2000 1809 zip p CI sc Backup 06 20 2000 0622 zip File name SE Backup 06 20 2000 0622 zip Files of type storage Commander Backups zip Cancel FT Open as read only 51 Storage Commander User Manual 3 2 PRINTING THE SITE MAP To print a current copy of the map click on the File pull down menu and select Print Maps are printed at the current zoom level To zoom in or out click on the Zoom pull down menu and select Zoom In or Zoom Out Using Print Preview in the File pull down menu will give you a view of the map before you commit it to the printer 3 3 UNIT LOCATOR If you are having difficulty locating a unit on the site map you can use the Unit Locator feature With this feature you can have Storage Commander automatically scroll the site map to a units location position the mouse pointer over the unit and flash the unit on and off To access this feature click on the Maps pull down menu item located at the top of the screen select Find A Unit In the unit location box you can define the unit se
20. are Available unit can be rented Rented unit is currently rented Reserved unit has been reserved to a customer in the waiting list Unavailable unit cannot be rented Shows the date of the original move in This date can be modified if necessary by entering the new date into the move in date field or by clicking on the calendar control button and selecting the move in date from the calendar Shows the paid through last paid up date of the customer assigned to this unit Changing this date will cause Storage Commander to re calculate the customer late status the next time end of day is run This may result in additional late fees to be applied to the customer account This shows the next time Storage Commander will assess rent to this unit Unless End Of Day has not been run this date will always be in the future If this date is moved back in time Storage Commander will re asses rent one billing cycle each time EOD is run until the Next Billing date is moved one billing cycle into the future If a Scheduled Move Out has been entered for the customer the date of the scheduled move out will be shown here Note Using the Calendar will also show Scheduled Move Outs Shows the current late status of the unit as determined by the customers Paid Through date Note changing the late status without making an appropriate change to the paid through date will cause the customers late status to be re evaluated on the next EOD which may result
21. associated unit information to the database pe 73 Storage Commander User Manual 5 4 4 ASSIGNING MULTIPLE UNITS TO A SINGLE CUSTOMER To link two or more units to a single customer during set up of existing customers From the Select Unit setup window highlight all of the Select All Unit s For The Customer units the customer has rented by holding down the Ctrl UE key and clicking on each unit When all units have been Stam Dese highlighted click on the Next button to proceed to the Available 00 Estero Billing Info setup window Available i Exterior Available Exterior Available Available i Exterior Available Exterior Available Exterior Available i Exterior Available Y Exterior Available Exterior Available Exterior When the Billing Info window is displayed you will note that all of the units that were assigned to this customer will be listed in the Selected Unit s list box Click on each unit to set its individual payment plan reoccurring fee and or discount 74 Storage Commander User Manual 6 Reports 6 1 OVERVIEW The Storage Commander reporting mechanism is designed to be compatible with a wide array of printers It also provides print preview capability for on demand reports and automatic printing of reports that can be pre selected to print at fixed times such as end of day week month quarter or year as part of the end of day processing An editing capability is also
22. by the mouse pointer Map legend Click on a legend segment to display a list of customers units represented in the segment Photo ID Customer Notes Auto display customer ID or customer notes CALIFORNIA 4 tae pons et vu sti BM MAT guar se Current User Displays the ID of the current logged in manager idence L Phone BJUVFING JOJO PreLen Eb 11500 E39 343830 E GACA AMES Sade Dia TSO 269399009 MEFOFRESTER Lier Bl 1 00 Sey Ta BBFEARIT TONI Ler CE M40 839090506 More Dave Sale C23 20000 5555556362 Cotati Sho nanie 26 Storage Commander User Manual 2 2 USING THE TOOLBAR The Tool Bar provides easy access to many of the functions within the Storage Commander program Using the tool bar you can perform the following functions Facility Calendar E CA Waiting List FT Unit List Sell Merchandise Move In EM Move Out Return Check Schedule Auction 2 3 Move In There are three ways to start the move in process Payment Close a Report End of Day Prorate Calculator Customer List Transfer Shield e Clicking on the Activities pull down menu item located at the top of the Storage Commander main screen selecting Move In from the list and selecting the unit from the unit list box e Clicking on the Move in button in the Tool Bar and selecting the unit from the unit list box e Double clicking on an available unit in the Site Ma
23. edit area to position the cursor at the place you want to begin editing Type in the text changes and then click the Done button or select a different letter to edit Editing is similar to other Windows editing operations you can insert delete and use cut and paste editing Note that the signatory line is also considered part of the letter body 6 7 REPORT GROUPS Reports can be selected within Storage Commander to print or email as a function of End of Day to cover pre selected date ranges such as end of day end of week end of month end of quarter or end of year When a report group is created to cover a certain date range such as End of Month Storage Commander will automatically print all reports contained in the Report Group at the pre selected time in this case at the end of the month In addition Storage Commander will automatically set the date range for all of the reports in the group to match the report group type which will adjust the reports to include all activity during the last month 76 Storage Commander User Manual 6 7 1 CREATING A REPORT GROUP From the Reports pull down menu click on Report Groups El Fade las Acre Repo Marrero View Mapi bintie erage Help IMA oe a amp HD Pet Wiga Ta Pani Goo Takai Eai OT Ae Dia De N Da C Deal u a E A Ee ee A O Da tr linea Se A Fenty Sorta STH Ma Lie Rakety Liek Ol Links epg TAS aia i er kiah Gorra Depr Uret Baa Da Ti
24. enter the email address you want the reports sent to If you do not have any emails entered yet a screen will open prompting you for an email address 71 Storage Commander User Manual Once you click OK or if you already have email addresses entered the main setup screen will appear Click Add for each additional email address you wish to have the reports sent to If you need to take an email out of the list highlight the email address and click Remove Down below select the file format you want the reports to be in when they are attached to the emails Report Group E mail Setup Ta empornersiorage igmad com ltachment Type f Adobe PDF C Miciosolt Excel C HTML Once you have entered all the addresses you are going to be sending the reports in this group to click OK and you will return to the main Report Groups screen Add Report To Group Once the report group is created you need to fill the group with reports To add a report to the group click New in the Repent Reports In Group section and the following list will appear Analysis Monthly Unit Activity Analysis Papment Audit ee Analysis Projected Ae This list is displays all reports in the system grouped by report roi fn Raking Cash Flow type for instance Analysis reports Customer reports Unit Analysis Super Summary Are Super Summan by Location reports Grouping the reports in this manner allows easer Analusis Unit Area Inc
25. from the list position the mouse pointer on the 2 Mai IP Setup I Reset Gate Inter inicia E aa function that has been previously selected and click using the left mouse button to remove the check mark Clicking on the Select All or Clear Selection buttons will select all clear all functions within the current list 1 3 5 DUPLICATING A USERS SECURITY SETTINGS To duplicate the security of an existing user click on the down arrow to the right of the User list box Select the user that contains the security settings to be duplicated Click on the Duplicate button then enter the name ID and password as discussed above 1 3 6 REMOVING A USER To remove an existing user select the user by clicking on the down arrow next to the Users list box and click on the user to be removed Once the user 1s highlighted click on the Remove button Storage Commander User Manual 1 3 7 Account adjustments can be setup to require the user to enter an explanation for the adjustment prior to the adjustment being implemented You can also setup adjustments to automatically update the accounts paid through and or late status if rent and or fee balances are adjusted SETTING ADJUSTMENT PARAMETERS Note Depending on how Payment Applications are set up making adjustments to the rent and fee balances will have i Require explanations for all adjustments Update Dates After Adjustments if Paid Through Date different effects on the aut
26. in additional late fees being applied to the account Shows the current walk through order of the unit Changing the Walk Through number will cause the unit to change its order in the Walk Through report Only used with anniversary billing plans Storage Commander uses the calendar day that is entered in this field as the day it will asses rent to this unit regardless of the day indicated in the Next Billing date Clicking on Overlocked places a check mark in the check box and sends a lockout command to the gate security system for this unit If a check mark is in the check box clicking on it will remove the check mark and send an unlock command to the gate security system Placing a check mark in No Late Charges will prevent this unit customer from ever entering or being charged for a late step Clicking on the Notes button bar allows notes about the unit to be entered into the system Unit notes are unit specific and will remain with the unit regardless of the customer currently occupying the unit Enter an explanation of whatever changes have been made here Note Storage Commander can be set up to require an explanation of any changes before the changes can take effect Storage Commander User Manual 3 10 CHARGING A FEE This screen will allow you to charge a fee to a unit at any time without taking a payment To use it go to Activities Charge A Fee and select the unit you would like to charge a fee to Click Next and it
27. late step 1s accomplished in much the same manner as assigning a Word notice to any other printed document or notice the only difference is navigating to the late step to where you will apply the Word version of the notice to The figure below will help you with this process Click on the Lien Status Setup button to open the Setup Lien Status screen Setup Lien Status Days Late Name Step 1 Late Notice Late Notice Preliminary Lier Pre Lien Not 18 Step 3 Notice of Lien Sale Lien Notice 2 Step 4 Notice of Sale Enter the path to where the Word version of this document is stored Select the late step to assign the Word document to You can use the browse button to navigate to the location of the stored document Click on the Edit button to open the Lien Status Detail screen 22 Storage Commander User Manual 1 26 CREATE UNITS Storage Commander allows you to add an individual unit or to add a range of units with similar characteristics To create new or add additional units within Storage Commander select Maintenance Program Setup Create Units from the pull down menu to display the following dialog Create Units a Size Unit Attributes Size Description In the Size list box click on the down arrow to select 10x10 i the Size of the unit s from the list ET The Size pull down list box lists the various sizes of 80 00 Storage Lina A units that
28. mouse button and move the mouse pointer into the Working Window As the mouse pointer passes over units in the Working Window you will see the Unit Information window instantly updated to display general information of the unit Double clicking with the left mouse button on a unit will initiate the payment process if the unit is occupied or a move in if the unit is currently vacant A single click with the right mouse button will open a selection box where you can select from a list of possible actions Double clicking on any of the colored legend segments will display a list of all customers or units that are represented in the associated segment see sample of the locked legend below Once a list is displayed you can click on a customer to open their leger screens or print the list Pull down menu items all access to all The Tool Bar provides quick access to functions within Storage Commander operational functions of Storage Commander Storage Co der I I B file Lists Activities Reports Maintenance View Maps Mobile Storage Help Satellite View Click and hold the left mouse button down to move the viewing window Working Window Double click on a unit with the left mouse button to open the Move In or Payment screen Right click to display a selection list box Unit Information Box Displays a comprehensive list of critical information for the customer referenced in the working window
29. nns rr rr nn 54 3 3 2 Reversing Non Tenant TONS ACH ONS ea dass moster E ta G A gabe 54 3 6 CHANGE EINTT BIL IGING iodo dra dotados 54 Sad RATE CHANGE stints s ges rs rdr Nee render RN oia 55 3 7 1 R le Chanae FU CVI CW sia ade Bhs tacts coda A ascend a 57 3 8 E SVMENTE ACTIVITIES ONTROL PANE E cta 57 3 8 1 STO VIE VE GI int gece nesta ean II A II IN II A IE 57 3 8 2 Vew Ma DOCUMEN A esa i Vat ede es Bee OAS NRA IS 3 8 3 Elan se MOI AAT OSS di eco iia 57 3 8 4 RESONANTE asst aR sei ese toh nde a ERNA ca eee 57 3 9 UNIT IAN TENANCE cst Si oo ate Sit Sl a a 58 AU El Iie E acs seams A O A A A 60 Sal OTHERINCOM E A it o icci s 60 SA EINEN UNS a O o o 61 Sl UNIRNOS si do AN 61 4 FINGERPRINT SCANNER OPTION siii di 63 4 1 ETNGERPRINTO CANNE Rotas ios 63 4 1 1 Installing the Fingerprint Scanner OPINA a di chsh cad aah actus 63 4 1 2 Registern Managers EMS a ad 63 4 1 3 Registering Customer FING CIPI INNS lt lt A A A A ieee 64 Resisterins Fingerprints During Moves A A eat detewadeed be tees ce 64 Resisterine Finserprints toan EXISTIA A Doa 64 Deleting Fingerprints rom aC us tomers AC COU wine ana e a aaa e a a aa OA 64 4 1 4 Using The Fingerprint SCANNET orrian A RAS RA AR 65 4 1 5 HETERO a N 65 4 1 6 CUSTONIC WIRE A A 66 5 CREATING EDITING NOTICES ccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccees 67 3 1 CREATING NOTICES USING MICROSOFT WORD dit 67 drl OSEM TP E A a A olen tha
30. of the notice and click on OK After the name of the notice has been entered start typing in the text of the notice Remember the text will appear in the Letter Body section of the notice Letter Editor Letter Late Molite ki Click on the New button enter a name Letter Body for the notice and click on OK Letter Title Late Notice Letter Editor Letter Late Molte Remove Letter Body e have ngi recered the above payment by the due date Per pour rental agiersment you have been charged 4 late lee Please pay lhe above balance due immediately bo avoid hither charges and loss of access lo the unit I you have abeady sent the payment please include the late hee vitt your rest payne ll pou have ary Questions please one us a call Enter the text for the notice Sincerely Pel anagen 69 Storage Commander User Manual Main Street Storage 1900 Main Street Lone Pine CA 93385 909 672 6257 Address Section Late Notice eS Not configurable by user Dave Downey 18388 Gatewood Street Perris CA 99034 July 08 2002 Customer Unit data is Not configurable by user Unit C28 Past Due 80 00 Rent Due 80 00 Tax Due 0 00 Due Date 07 24 2002 Fees Due 5 00 Total Due 165 00 Dear Dave Downey We have not recerved the above payment by the due date Per your rental agreement you have been charged a late fee Please pay the above balance due immediately to avoid
31. on the Next button to advance to the Unit Information section Unit Information Unit Size Late Status xa Late Type Location E Sage Ore aT Overlockec Storage Unit E No Lale Charges Bass Monthly Rate Unit Notes 5 Deposit z 45 00 Balance 0 00 v The Assign Unit Information screen is where you will enter the Paid Through date Next Billing date Move In date and all ee cash balances such as Deposit Rent Fees Insurance amp Tax gt EON 1171772004 lrsurance 0 00 balances that you recorded in step 3 You should also verify oe fe fi 2118 2004 o KA that the Late and Overlocked status are correct If you have pie 3 E EE This Unit 575 00 configured Storage Commander to require an explanation for any changes you must enter the explanation in the Unit Notes note box Click on the Next button to proceed to the Customer Information screen Sctup Billing Info Customer Name In the Customer Information screen enter the customer s cc name address and any other information as needed a po Click on the next button to proceed through the Alternate and Employer information screens to record additional ene information as needed i Add any recurring Senior Discount 10 fees and discounts such as Sales Tax Invoice Fees Senior Discounts Trash Dumpster usage The Notes screen is the final screen in the un linking process This is where you can enter any notes o
32. prepaid Invoice Apply only if rent is not prepaid Percent Amount Percent 7 75 7 75 1 E Dolar Amount An explanation of each Fee setup options is detailed below Deposits Based On Unit Size Options eee a copper eres Percent Amount Enter the amount of the fee in this box nly Available During Move In Y Recurring each billing period A i Deposit refund on move oui Percent Select this option if the fee amount is to be calculated as a Vv Apply During Prorated Periods Apply For Retumed Checks percent of the rental rate Apply During Unit Transfers Beak Ake Dec AA M Round to whole number Forces the rent balance to be rounded up to the Apply as T axes PA biaa next whole dollar at 50 or down to the next whole dollar at 49 Dollar Amount Select this option if the fee amount is to be calculated as a dollar amount entered for the unit size see the section Create A New Unit Size for information on setting up deposits that will vary based on the size of the unit Note Only use this configuration option in combination with a Deposit fee Vv Deposit refund at move out Selecting this option allows Storage Commander to charge a deposit typically called a security or cleaning deposit that will be refunded when the customer moves out of the unit Vv Automatically Apply During Move In Select this option to have the fee automatically added to customers accounts at mo
33. same procedure as described above Employer Customer Name SIMPSON DARREN K Employer Information Employer IRS Supervisor UNCLE SAM Dept TAXES Address 555 W MONEY STREET BURBANK State CA 84884 4499 ne 929 929 2929 Fax 929 929 2922 Click on the Next button to proceed to the Notes Alert Message screen 28 Storage Commander User Manual 2 3 4 MOVE IN NOTES AND ALERTS Use the Notes and Alert pads to enter any messages about the move in Information can be entered into the Note or Alert message pad by clicking in the appropriate message pa and entering the information Any information that is entered into either area can be edited or removed at any time In addition any information entered into the Alert message pa will be displayed in an alert screen whenever the associated customers account is opened Notes Notes Customer Name SIMPSON DARREN K Not es Alet Message Need Wife s cell phone number Clear Alert lt Back Cancel Clicking on the Next button will open the Billing Info screen 2 3 5 ENTERING MARKETING SURVEY INFORMATION Click on How did you hear about us to open a list of pre defined marketing questions that will help you determine how effective your marketing policies are How Did You Hear About Us How did pou hear about us elections rte Dur web tile Newepaper Phone Book Telephone Dmectory Use the Zip Code Mark
34. the customer E EA E E SN na oe es from building up a fees balance while maintaining a current T Prorate Paid Thru Date On Partial Payments rent due balance Round Rent Prorate To Whole Dollars IV Allow Paid Thru Date Beyond Current Billing Cycle MRent First Then Fees O Selecting this option sets the system to apply 100 of the OK Cancel payment to any outstanding rent first and any money that remains will be applied to outstanding fees This option allows the customer to pay off any outstanding rent but keep or continue to add to their fees balance MBase Paid Thru Date On Rent Balance Instead Of Total Balance Placing a check mark on this option will advance the paid through date when the rent balance is paid even if there is a fee balance If this option is not selected the Paid Through date will not be advanced until both the Rent Balance amp Fees Balance is paid Bifocal MProrate Paid Through Date On Partial Payments Placing a check mark on this option will allow the Paid Through Date to be moved forward x number of days based on the daily rate x represents the number of days based on the daily rental rate divided by the sum of the rent payment The daily rate is calculated by multiplying the monthly rental rate by 12 and dividing the result by 365 Round Rent To Whole Dollars Forces the rent balance to be rounded up to the next whole dollar at 50 or down to the next whole dollar at 496 M Allow Paid Thr
35. you to distinguish the data from one row to the next Sample Storage Active Customer Status 123 Main St Anywhere CA 12345 Paid Deposit Unit Name i Balance Balance Phone Status ABBOTT JASON O 01 31 2003 i 804 942 0004 ANDERSON WILLIAM 12 31 2002 10 00 540 362 9065 Lock Out BACA ROBERT 12 31 2002 10 00 68 00 540 947 5134 Lock Out BASGETT KARLA 02 28 2003 10 00 22 05 540 298 0727 BALL CYNTHIA 01 31 2003 10 00 840 90 3988 Ballengee Greg 01 31 2003 10 00 540 992 4330 Barber Pamela 07 31 2002 10 00 389 00 540 297 0384 6 5 PREVIEW Most reports that you select from the Reports menu are displayed initially in a preview window You can use the preview window to scan through the report print it save it to a file or cancel without printing An example of a report preview 1s shown above 75 Storage Commander User Manual The preview window is a standard window and can be shrunk enlarged or moved about the desktop like other windows in other programs You can click and drag on any edge or the title bar and can click the minimize maximize and go away buttons in the top right corner of each window You can also have multiple report windows open at the same time The report preview window has a toolbar at the top that you can use to view and print the report The left portion of the toolbar contains arrow controls to allow you to view the various pages of multi page reports Clicking on the zoom field represent
36. 0 can apply it to the correct account Include Backup from the last end of day Cancel 80 81 Storage Commander User Manual Storage Commander User Manual 8 Computer System Specifications The computer system you will be using for your self storage facility will depend on specific system components being available to not only run your management software Storage Commander but to also run other ancillary software and hardware such as gate security hardware amp software credit card processing hardware amp software id camera hardware amp software chances are that you may not use all of these devices at you storage facility but you will probably use some of them If you are thinking about purchasing a new computer or would like to know if your existing computer is capable of handling the job please review the computer specification below this specification covers all of the configuration requirements needed to provide you with a computer fully capable to run your storage facility Computer System Recommendations Operating System CPU Computer Processor GPU Graphics Processor 20 LCD Monitor Computer Memory Hard Drive High speed internet USB ports Serial ports CD DVD drive High duty cycle printer Microsoft Word 2010 Microsoft Windows XP Windows 7 Windows 8 32bit or 64bit Minimum 2 ghz Pentium or equivalent AMD processor 1 2 gb GDDR memory NVIDIA or AMD graphic processor Minimum 2gb
37. 3gb free hard disk space Recommended if internet options will be installed Net Commander On Line Payment On Line Reservations SC Payment Required for optional hardware Multi Function CC amp Check reader Photo ID Finger Print Scanner Bar Code Scanner Receipt Printer Required by some gate security systems Laser Printer is recommended Only required if using Word based notices 82 Facility Information Fields fac name Name Line 1 fac name oooocccccnccnncconos Name Line 2 fac addresS 1 Address Line 1 fac addreSS2 Address Line 2 fac city oooossssessrerserrerrrnn nn City fac state State o E R Zip fac phone cccceeeees Phone 1 fac phone2 cccceeeees Phone 2 E A Fax Phone fac MAaNagerk Manager fac email ooooocccconnnnccc o E Mail Address Unit Information Fields A Po erscteice RENA ENA Unit Number SIZO coccccocococococnononocononanonos Unit Size Unit Rate unit description Unit description BUIGING crios Building unit TYPO A Type unit location Location pay type Payment Plan square feet cccceeeee Square Feet unit balance Unit Balance rent balance Rent Due fees balance Fees Due insur balance Insurance Due other balance
38. AGREEMENT The acknowledgement contains all of the terms and conditions with respect to the sale and purchase of the products sold hereunder and there are no representations or warranties express or implied affecting this instrument that are not expressly set forth herein Storage Commander User Manual License Agreement SOFTWARE LICENSE This is a legal agreement between you either an individual or an entity the end user and Empower Software Technologies Inc If you do not agree to the terms of this Agreement promptly return the disk s and accompanying items including all documentation to Empower Software Technologies GRANT OF LICENSE This Empower Software Technologies License Agreement License permits you to use one copy of the software as specified in the invoice on a single computer at the site specified in the invoice If you have multiple Licenses for the software then at any time you may have as many copies of the SOFTWARE in use as you have Licenses The SOFTWARE is in use on a computer when it is loaded into the temporary memory 1 e RAM or installed into the permanent memory e g hard disk or any other storage device of that Computer COPYRIGHT The SOFTWARE is owned by Empower Software Technologies Inc and is protected by United States copyright laws Therefore you must treat the SOFTWARE like any other copyrighted material e g a book or musical recording Instructional materials accompanying the S
39. Birthday 10 10 1965 How did you hear about us Driving By Customer Information u First DARREN Middle K E Last Business SIMPSON E Use A Different Billing Address Waiting List Curent Customers Scan Driver License Required Fields 21 PS Change unit list box to show Available or Reserved units Place a check mark here if invoices are to be sent or emailed to a different location Click here to open the Access Control setup screen Select Scan Driver License to have the customers information automatically entered Click on the Next button to proceed to the Photo ID screen if this option was purchased or to the Alternate Contact Information Screen Click on the Cancel button to terminate the move in Storage Commander User Manual 2 3 1 ADDING PHOTO ID DURING MOVE IN If the optional Photo ID kit has been installed clicking on the Next button in the Customer Info screen will open the Photo screen where you will start the process of capturing an image of the customers driver license and or importing a digital image into Storage Commander Any number of digital photos can be attached to the customer account and easily accessed for visual verification Photo After the customer information has been entered and the storage aa ee WX unit has been selected clicking on the Next button will take you Photo ID to the Photo dialog box If you are going to tak
40. City State Zip Murieta LA 92562 Phone Far 951 672 6257 951 600 8412 1851 301 1187 Cancel Banking Account Number Manager 000000 399999 Tom Smith E Mail sales storagecommander com 1 3 2 SETTING LOGON AND SECURITY ACCESS In order to start Storage Commander a valid ID and Password must be entered into the system To set up a user ID and password follow the steps shown below E File Lists Activities Reports Maintenance View Maps Mobile Storage Help From the Storage Commander main screen Th g a e aa O E select the Maintenance pull down menu and Facility Info i i mts click on Security Security Merchandise Rate Change Letter Editor Change Walk Through Order System Setup Program Setup Storage Commander User Manual 1 3 3 SETTING UP NEW USERS To set up a new user in Storage Commander you must create a 3 unique ID and PASSWORD for the new user This is EIEI Add User accomplished by clicking on Add User Enter the users Name Remove ID and Password Duplicate Password ES The ID will be recorded on all transactions made while this user is logged in to Storage Commander We recommend you ca TELL use an id that is recognizable such as the first name or the OH initials of the employee to make identification easer Password pp Cancel elect All C Maintenance Rate Change Clear Selection J Maintenance Program Setup Unit Si
41. D cles A e ne cae eebesclestads ENN cetacaletcedu soeauteataacaeseneiencttstoee se eseauteesaudueaaes 21 1 25 SETUP MICROSOFT WORD NOTICES amp DOCUMENTS sssssceccccecessssesceseeaeseseseececesecausesececeeseauuaeeeceeeeeaaenes 22 des SCD OA DOSEd Late NOUS a eo de de RON 22 ZO CREATE UNITS Rio 23 T0 d Den OR S ae lidia do col cado incas 24 B20 SROMUMID CHINO MTS a ne E ess St alt 24 ZO Gr ANC INT E AA aes bows wiles a ean 24 UE E TALA A Ra a T AR RAR 23 2 USING STORAGE COMMANDER ssssssssoosocooo000000o00000000000000000000000000000000 00000 0000000000 000000 00 000000 000000 0 000000 0 000000 26 2 1 USING THE SITEMAP Sisa 26 22 USING TUE TOOLBAR runas elabora ZY 22 MONET ria E oie Roos Gaaee 2 Dae Addie Photo TD PUMO MOV ENN dsk rssa siesta ic didas 28 LDL AMORE COMICAS A cid 28 2 3 3 EMPLOVER CON a a 28 2 3 4 Moves NOLES ONG AVC US isogenic ities O i See GAA Add ob EE aac ia eS 29 23 Enterine Marketina Survey MN GH ON xis isso eins ei sas oasis 29 2 3 6 BIURO TN OVATION eres A sr 30 C Hane le the Move Inr Date lo dede R 30 Chanoine the Rental Rate d ringe a MOVE TM A Ai iia 30 Second Month Proa td nd ls ad a le a r 31 Add Merchandise Sales DUO A MA sucess v2 sessccee ices gesa rad dress easels 31 2 327 KORTA EMME TUS tec tas clips sed Be aha cnc e doc 31 2 3 8 Renting Additional Units To An Existing CUstomer misseeeersrrsrrsrrrrrrrrrrrrrerererrrrrrrrrrrrrrrrrrrrrrr rr rr rr rr rr rr nr rr rna 32 2 4 RESERVING A JUNTA d
42. Due 25 00 Heat Bilig 12 17 2009 Insurance 30 00 Pap On Day ys Moble Diher Due 0 00 Scheduled I Derp ccess Overlooked kove Dut Date Sales Tax 0 00 hi SIE No Late Charge Gale Local i Total Dus Unai 80 00 This Lim i Notes Explanation of Changes see due Walk Through o Make whichever changes are necessary to the unit customer Once all changes have been completed click on Save If you have selected the checkbox requiring explanations in Maintenance Program Setup Adjustments then any changes that you make here will require an explanation to be entered at the bottom in the Explanation of Changes field The explanations that are entered will show up in the transaction summary for the unit If additional units customers need to be modified enter the next unit number into the Unit Number field and repeat When the changes for all units customers have been completed click on Save and then on Done This will return you to the Storage Commander main screen A detailed description of all fields in the Unit Maintenance dialog box are listed below Unit Number Enter the unit number of the unit customer to be modified here Size The size of the selected unit is displayed here Click on the down arrow to view a list of all available unit sizes Select the new unit size from this list Note Selecting a new unit size will change the size of the selected unit on the Site Map If the n
43. Euro Sabir Paarl Ex boty i Ate EDO Beer BOD T Doth This window is divided into two basic sections 1 Report Groups and 2 Reports In Group To add a report group to Storage Commander click on the New button in the Report Groups section and the following window will appear Give the report group a name Click on the OK button to save the name and take you to the next step You can click on Cancel to return to the Storage Commander Report Groups window Next click on a selection within the When To Print Group section This will determine when Storage Commander will print the group during the End Of Day operation If the End of Week selection was selected as shown below you must tell Storage Commander what day of the week constitutes your end of week Select the end of week day by clicking on the appropriate day in the Select End Of Week Day selection area Storage Commander will automatically set the date range for the reports to coincide with the When To Print Group selection When To Print Group Select End OF Week Day Da nd OF Qusie f Suda C Wednesday C Friday End OF week ned OF Ye C Monday Thursday Saturday End OM Month Disabled C Tusda Now select how you want Storage Commander to generate the reports You can either have them printed emailed or both by selecting the appropriate checkbox Repot Groups Pri EMal Setup If you select email you will need to click the Setup button to
44. H message was added to the account as well as the id of the manager that entered the message and a brief description of the comment To write a new comment click on the New button and enter the comment into the text box When you have completed the comment click on the OK button to save the message CREATING AND EDITING UNIT NOTES Unit notes allow messages to be posted at the unit level and will stay with that unit regardless of the turnover of tenants after the note has been posted Unit notes are generally used to describe unique conditions that pertain to a specific unit For example Unit A101 has a support pole in the left corner of the unit unit C12 has a water pipe attached to the back wall To add a note to a unit open the Unit Maintenance window by clicking on the Maintenance Units pull down menu Enter the number of the unit in the Unit Number field when the unit has been selected click on the Notes button and enter the note When completed click on the OK button to save and exit the unit note box Storage Commander id a Enter the unit number here Unit Maintenance Customer Mame ICONNER FHILL Unit Hurmber Sue Descriptor A 5x5 Exteno JA E E exterior Click on the Notes button to enter the da 11 r unit note Click on OK to save the note 45 00 Storage Unt l I and return to the Unit Maintenance Location Square Feet Available Status DateEntered screen 25 Rented NM 3 ain
45. History dialog box can be opened by clicking on the Activities Account History pull down menu clicking on the Customers button in the toolbar and selecting Details or by positioning the mouse pointer over the customers storage unit and single clicking using the Right mouse button and selecting History from the list 2 19 1 REPRINTING NOTICES amp RECEIPTS Storage Commander allows you to reprint a notice or receipt regardless of how old the notice or receipt may be To reprint a notice or receipt open the Transaction History dialog box by positioning the mouse pointer over the customer s storage unit and click right click choose History from the list The Transaction History dialog box can also be opened from the Customers button in the tool bar or from the Activities Account History pull down menu From the Transaction History dialog box highlight the document to be reprinted click on the Activities button and select the appropriate document from the list 49 Storage Commander User Manual 2 19 2 PRINTING HISTORY TRANSCRIPTS To print a historical transcript of a customer s account covering a specific time frame open the Transaction History dialog box by positioning the mouse pointer over the customer s storage unit and right click choose History from the list The Transaction History dialog box can also be opened from the Customers button in the toolbar or from the Activities Account History pull down menu Click on the Activiti
46. ION Storage Commander also allows you to manually remove a unit customer from the Auction Scheduled list and return them to the Select Units For Auction list To do this highlight the unit customer to be removed from the Auction Schedule list when the unit customer has been selected and confirmed click on the Clear button This will remove the unit customer from the Auction Schedule list Units customers that have been removed from a scheduled auction can be rescheduled at any time 46 Storage Commander User Manual 2 16 USING THE CALENDAR The calendar function allows the user to view upcoming events or past events such as when rent will be charged scheduled move out or move ins All selected event are displayed in the calendar on the appropriate day Double clicking on a day that indicates one or more events scheduled for that day will open a wdow showing a detailed list of all activities scheduled View On Calendar aj Mar ak ae Reminders Sat 2 3 5 FILEN Pending Inv 6 fhe Pending Pending Pendingin T Auto Credit Cards Inv 1 Inv 11 Inv 13 ms 3 5 Ti E IV Invoice Pending Pending is Inw 8 e dindi ve nv 13 Y Rate Changes Inv 1 4 Inv 15 Rent Duefl17 Rent Due 24 Rent Due 24 Rent Due 17 T Last End OFDay Pending nv 13 15 13 I Moveln Pending i Pending Pending Pending In j Pending rw 3 Inv 12 Inv 10 Inv 15 Rent Duef28 L Move Dut Rent Due 24 Rent Due 24 Rent Due 21 cp Duel 47 V Rent Due
47. M a 45 ZALLA ARA PMG ine TR VOTE CS 2 AS aoe 45 2 15 ACENTUAR oni eetaes 46 Zelda Fiene scheduled AUCTIONS dos 46 ZA SChedulint A CUSTOMER TOF AUCTION AAN ed hahaa AS dearth 46 2 15 3 Removing a Customer From AUCTION a ede eee han 46 216 USING THE CALENDAR ta Gotordioiads taeda Wei alpnidip aan 47 Za OR Addn KREMNA S ia idad 47 231g SELLING MERCHANDISE a a 48 PMS CUSTOMER CID Ve cess sci lca R aie cpa 48 R RO NOES T LUT RT ERT POE ATE TE ATE A O Tae SET OT ET tT ean oe 48 LIZ CUSTOM ANS AA A A A A Dac ated a aaa 49 Malo TRANSACTION EMIS TOR E 49 ZIG REDES NOUCES Ce REC CIOS A AAA A 49 249 2 SPrintine TAS TONY Trans CAES xo sees A GE A a e cede 50 22 UNT IGS T A A cee es 50 Zi LOS REO T Sacer O is 50 222 PRORA TE GC ALC UTA TOR op nia a a e E ROEA E a A NANNA 50 3 ADVANCED FUNCTIONS aaa ada 51 3 1 BACKUP Ge RT STORE re E o OEI dea ae IRTE Rd dae ana Saas ee tas eae 51 Storage Commander User Manual 3 1 1 BOO UD ieee iss tac nn A ocd A 51 3 152 ESTO CASAR A A A he PGE ee i ais SS Lo mt So a tonada 51 3 2 PRIN TING DHE SU IVA Ps tae laica alae tendenser a SE 52 3 3 LO el Bx co AT R Seperate unt pe am en a ES RPE eR On TRE oe roe 52 3 4 ADUSTINGANACCOUNIS BALANCE sd OAA 52 54a POPU VCP AC CHESS CIR COG CF vrai Ain uh tii as k ae aad ta Dass ni a Na e 53 3 5 REVERSING A TRANSACTION SA iia 54 3 5 1 Reversing a transaction through a customer ACCOUM seerrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr rr rer rr
48. OFTWARE may not be copied without prior written approval of Empower Software Technologies Inc OTHER RESTRICTIONS This Empower Software Technologies License Agreement is your proof of license to exercise the rights granted herein and must be retained by you Renting leasing reselling or redistribution of the SOFTWARE in any form is expressly forbidden Storage Commander User Manual Table of Contents 1 INSTALLATION AND SETUP oaan a a a a aa aa 2 1 1 INSTALLING STORAGE COMMAND Rui da 2 1 2 STARTING STORAGE COMMANDER a ii 2 Li RACISTA id ee ee 2 1 3 1 Fach TOV INO O ist as rt ad set rodd OF enka RKS aed ln 3 7 e Setting Logon and Security ACCESS A a rr rr rr nn 3 LID SANT UP IN CWS CIS a NE 4 1 3 4 ASS ONINO ACCESS CV CIS cdas 4 Ve Duplicating A US CES SCULLY SCUIN GS astra beses ar ber NN R eae AREA RNE AN 4 1 3 6 REMOS AUS CE A A acc 4 LIL Seine A US MENE F AVAM ETS Sa e EE A A mene gt Med SETTING OPP AY IME NT RAN eno a dasa e dere aaa casa cane ea 5 1 5 DET OP DISCOUNT ELN a a a aa 8 bed CHE GHA NCW DUS COUN IS os 8 de CYEGLING AULOMAIIG EX PIVEN S DIS COMMIS a a ds nieces S I3 EUA TIS OTIS COUTTS a E A A EANO 8 1 6 SET UP GENERAL PURPOSE EEES 155 A E E ras NARE RER RR 9 1 6 1 CVG TCC axes dd e N 9 6 2 Delene a Fee from MESS A E reeset oe eae 10 1 6 3 Removing a Fee From An Active Customer S ACCOUNL s sssssssssrrrrrrrerrerererrrererrrrrrerrrrrrrrrrrrrrrrrrrrrnrr rr enn r rna 10 1 6 4 Adding recurring fees to an active cus
49. S torage Commander User Manual Version 4 5 Alommander Welcome to Storage Commander Welcome to Storage Commander the most powerful and easiest to use self storage management software available Our software was developed exclusively for the self storage industry Storage Commander was designed using the latest Windows 32and 64bit graphical operating system architecture and incorporates many features not found in any other management program This manual will help you to quickly get started with Storage Commander We strongly recommend that you start with Section 1 Exploring Storage Commander This section will give you an overview of all of the individual functions screens and parameters that affect the operations of Storage Commander Proceeding to Section 2 Using Storage Commander will allow you to familiarize yourself with basic operations such as move in move out adjustments transfers payments as well as other standard operations self storage managers do on a day to day basis It is important to understand that even though these operations may be considered standard to all self storage facilities not all stores operate exactly the same For instance some stores may charge rent on the first of the month while others charge rent each month on the calendar day of the move in Anniversary date Some stores prorate unused rent at move out and some will only allow prorated refunds if the customer gave notice within a predetermi
50. a notice to this step Click on the up down arrows to set the number of copies to be printed Repeat the procedures described in the previous paragraph to send a notice to the alternate contact 14 Storage Commander User Manual 1 8 SETTING UP CREDIT CARDS To setup the credit cards that your facility will accept for payment select the Maintenance Program Setup Credit Cards menu to display the following dialog 1 8 1 SETTINGS a VM Data Path Enter the system path of the credit card processing Settings ACH software installed in your system PC Charge by Go Software Processing Software will typically be located under c Program File Active Charge Authorizer Atomic f PC Charge SC Payment Data Path M Allow Automatic Credit Card Billing During End Of Day C Program Files Empower SC Payment Browse gt i i E Place a check mark here to enable this feature within the Storage e Allow Automatic Credit Card Billing During End Of Day Vv Print Receipts For Automatic Credit Card Charges Commander program Y Charge Credit Card On Billing Date M Print Receipts For Automatic Credit Card Charges Place a meee A check mark here to print a receipt of each credit card that was c automatically billed Track 2 End OF Day Automation Vv Charge Credit Card On Billing Date Selecting this option ee ane ete causes Storage Commander to hold charging of credit cards until Initiate Split Dial Settlement For A
51. abase files pictures amp site map click on the Files pull down menu and select Backup from the list The Save As dialog box will open defaulting to the backup location that was last used if you would like to change the backup location click on the down arrow to the left of the Save In list box and select a new location Storage Commander uses the current date and time as part of the backup file name this gives you the ability to maintain a history of backup data Save in EES Al ex CI sc Backup 06 19 2000 1809 zip T SC Backup 06 20 2000 0622 zip You can assign a unique name to the backup file by entering the name here All backup files must be saved in a zip file format le name SC Backup 06 19 2000 1809 Save as type Storage Commander Backupe zip Y Cancel T Open as read only Le 3 1 2 RESTORE To Restore a backup click on the Files pull down menu and select Restore from the list Storage Commander will issue a warning indicating that proceeding with a restore will overwrite all data saved in the current facility with the facility data contained in the backup Click on the Yes button to proceed with the restore or on the No button to cancel the restore process and return to the Storage Commander main screen Clicking on the Yes button will display the Open dialog box Storage Commander remembers where you saved the last backup and returns you to that location If you need to retrieve a backup file from
52. action history and in the Reversed Transactions audit report Using the Site Map Customer or Unit button i on the toolbar or by selecting Account History Transaction History Customer Name ANDERSON C304 JEFF A Koei from the Activities pull down menu open the Begin Balance Ending Balance ae i customer s Transaction History Select Soe aaa payment transaction to be reversed and click on o OD NAET the Activities button Select Reverse Check H2172 Transaction Storage Commander will display ES a warning message informing you that once a Print Receipt por Dota transaction has been reversed it cannot be eee pa reversed again Selecting Yes will complete the Tranaction Summary reversal of the highlighted transaction Reverse Transaction Selecting No will return to the Transaction History screen NOTE Transactions cannot be reversed after Cancel End Of Day has been run for the day the transaction was made 2 10 PROCESSING A RETURNED CHECK To process a check that is returned from the bank for insufficient funds select the Activities Returned Check menu or the Returned Check button on the toolbar to display the following dialog EA Select the customer either by scrolling in the list and Pee clicking on the customer s entry or by selecting the Last C Last Name Business Soarch For Name search button and typing in the first few characters an of the customer s last name Once you ve s
53. ades 33 2 4 1 Move Th From RESINE NUS AAA SA T ARTES AE ES AAA 33 255 NVATTINGE LAST so RS E EAA 33 29A Adding Customers T The Wan amp EE A E E Mics ah as 33 2 6 MOVE OU orgenan T O E A E E T 34 2 6 1 Move Oul with ACUVE Account Balante iii di bi 35 2 6 2 SNC OTEO AREE a 35 2 6 3 Scheduling a Move Out with advanced payMedt oooooooooncconncnncnncnonononnnnnononononononnnnnnnnnnnnnnncnnnnnnnnnnnnnnnnnos 35 Storage Commander User Manual 2 6 4 Scheduled Move UE A ai 36 2 6 5 Canceling a Scheduled Move Oise sa odio sos a7 2 7 TRANSFERRING CUSTOMERS aia cbaaoian 37 28 MAKINGA PAYMENT nar an Mies ath borr EAEE R ta 38 2 8 1 TORING A POPU Farmon rea E e E de Sala 39 2 8 2 ROm EnO Y COS AMA TREE 39 2 8 3 PONERLES lite aah 39 Usmate Optional C heck RCad el e 39 2 8 4 EheclePaimentUstme ACH achat sais dio iia 40 ASS POV Dy CTU OIG aa aaa AAA AA AA AAA A NA 40 sins the Credi Card Sanne ocior E E ss 40 Mannalliyentenne Credit Card O a a 40 29 REV ERSINGSA LAMENTA A 41 2107 PROCESSING RETURNED CHECK si NA A maa 41 ZA CUSTOMER NOTES ria 42 Creatine amp Editing Customer Ns cre tered eres eat eee Oe Sacco ms oe ese to ac 5a ecw 42 Creating se Editine Alert Mesas las 43 CUstomcr E AM e e o red ae 43 Creatine And din UN o eo 43 212 CUSTOMER INFORMATION TRACKING 44 ZN ENDIOR DAY PROCESSING terrera RN ANN NR NEN SSR 44 2 ANVOI N G orei A a IGEN ERE RENEE RETAANE RER ERS FNS RA Sages eda ganenadigonetacsaeeca maa 45 2AA SCAR AUTO INVOICE NU
54. ange E Mail Address button Enter the new e mail address and click on the OK button to save the new e mail address 3 8 4 RE SEND AN E MAIL Click on the check box in the Send E Mail column for the customer you are attempting to re send the e mail to Click on the Send Checked Items Now button to re send e mails to all selected customers 57 Storage Commander User Manual 3 9 UNIT MAINTENANCE Unit Maintenance is where physical adjustments to a unit are made changing the size of a unit For example Unit Maintenance is also where customer specific data can be modified For instance move in and payment dates can be changed here To open the Unit Maintenance dialog box click on the Maintenance pull down menu and select Units Enter the unit number in the Unit Number field Note Always verify the customer name with the name in the Customer Name field or if changes are being made to an available unit verify that the Customer Name field is blank and that Available is in the Available Status field Units Unit Size Unit Maintenance Customer Mame CONNER PHILL Uru Number Sie Description al 5x5 JExtericr Rent Type Buldirig 45 00 Storage Uni la Locator Square Feet Avalable Status Date Enbart Late Status Date Entered Mena In Date Revert Date Paid Through Rent Dus 45 00 Flevert To Revet Date 11162004 m Delaul Rate 03713 2009 a Deposit na Pre Las 11 28 2009 i Fees
55. arch criteria by entering the unit id or the last name of the customer in the Search By section You may also select the unit from the unit display window Find A Uni j i ind A Unit Unit Status selection allows Define search to l Search By nl rtain t f units t use Unit Id or Unit Id Urit Status only certain types of units to Al Units be displayed in the Unit Last Name Last Name C Rented Oni E ake del Display Window Enter the Unit Id or Last Name i Status AT B Avallab Once a unit has been B Availab i B pre cole selected click on the OK B Availab i i acredite a PEU Ane a to locate the unit on 8 DA B Ayailab E unit directly from i aval IR valla the list without ESCOBAR ISR C Rented using the search 0 Sete feature okie IA A a A ee OK Cancel The Unit Status selection box allows you to either view all of the units in the facility only rented units or only available units Once you have entered the unit you wish to locate click on the OK button to initiate the search When the unit is located the site map will automatically scroll to the unit the mouse pointer will then be placed over the unit and the unit will start flashing 3 4 ADJUSTING AN ACCOUNTS BALANCE Storage Commander allows a user who has security clearance to make changes to customers rent fees insurance rent tax or other balances The user can add to a balance subtract from a balance or e
56. ase call us at the number listed on the back page of this manual so that we can let you know if Storage Commander is compatible with the gates system you are using or intend to use When a new instillation of Storage Commander is shipped the gate interface is pre installed on the Storage Commander instillation CD If the gate interface is purchased after Storage Commander has been installed follow the instruction that were shipped with the gate instillation CD If the gate interface is being installed on a network work station the Gate Data Path must be directed to the mapped drive of the computer containing the gate controller software Refer to Network Instillation referenced later in this manual for instruction on how to install Storage Commander to run on a network The Gate System Manufacture references the Gate Access Site Map Documents name of the gate system and is automatically entered when the gate interface is installed Gate System Manufacturer The Gate Data Path determines where Storage Commander will send updated gate codes and lockout status information DigiGate 700 Server Gate Data Path co digi To change the location of the gate data path enter the new path here or use the Browse button to navigate to the new location 1 24 SETUP SITE MAP The Storage Commander site map can be configured to display different types of information when the mouse pointer is positioned over a unit display the unit nu
57. ased on the customers current paid through date and the date of the scheduled move out The manager also has the option of entering a date for the scheduled move out without accepting advanced payment For this type of move out refer to the next section Scheduled Move Out 2 6 3 SCHEDULING A MOVE OUT WITH ADVANCED PAYMENT Open the Activities pull down menu and select Move Out Schedule Move Out with Payment Fi Lues A I Eepo Betas cacy Vaw Maps Motes erage Hep prled account To Move Cut Move Out For Select the Unit to Move Out I Ma HIA PHL Cope Pad haai i ca ji terra Cres 365 al r ati oF E oo TT bor DOTE z EE T DECORA EIL ANARH I ml E Mi A nam Tom AMAIA Cen n Mid B d Low RAE i fe Fa Parra l 00 88 Phare I 1 Select the customer from the account selection box You can perform a search to locate the customer by their last name unit number or phone number 35 Storage Commander User Manual In the Move Out Billing Info screen enter the date of the move out Enter the scheduled move out date here Current Charges Cxprert Fri ura mete ___ T Chara ww Confirm Scheduled Move Out Meee Put 6000 Cities Have Barton Shay bl Dro mo i Pess Line Da Move Dale Grane Petelin jar The customer edil be changed the remainder of the normal rent If not mod cul on he date scheduled Once the move
58. ber into the associated document wherever the merge code is placed in the document A list of merge codes can be found in the Merge Code section of this manual Storage Commander User Manual 1 18 SETTING STORAGE COMMANDER S DATA PATH By default Storage Commander installs itself under the empower sub directory of the boot drive The default path would be c empower storage commander You can change the location of ware Storage Commander will read and write to its database files by clicking on the Maintenance pull down menu item and selecting System Setup and clicking on the Misc tab and entering the location of the database files into Data Path field 1 19 SETUP CREDIT CARD amp DRIVER LICENSE SCANNER To setup the optional credit card amp driver license combo reader open the Storage Commander System Setup screen by clicking on the Maintenance pull down menu followed be the System Setup selection now click on the Misc tab click on the down arrow in the Card Reader section and select MICR Wedge w Card Reader 1 20 SETUP CHECK READER To setup the optional check reader open the Storage Commander System Setup screen by clicking on the Maintenance pull down menu followed be the System Setup selection now click on the Misc tab click on the down arrow in the Check Reader section and select Keyboard Wedge Com ports are no longer supported Storage Commander System Setup Printing Misc Gate Access Site Ma All devices u
59. ce and select the plan click on the down arrow Monthly AE such as Sales Tax ee di a a al Invoice Fees Senior and select the item from 0272172013 02 28 2013 the list Discounts r Fees Discounts Insurance Fees amp Discounts 1 00 Invoice Fee Insurance Burglary 100 1 000 Delete Unit Fee Discount Amount Pro Amount _First Month Start Date Exp Date D19 Senior Discount 10 00 0 00 10 00 D19 3 Month Pre Pay Spe 12 00 0 00 12 00 20130222 20130521 D19 1 00 Invoice Fee 0 00 0 00 0 00 lt Back Finish Cancel Click on the Finish button to complete the operation The new payment plan and any new fees or discounts will go into effect when the customer makes the next rent payment 3 7 RATE CHANGE Storage Commander allows managers to increase or decrease rental rates quickly and easily Rate changes can be designed to affect the entire facility specific unit Sizes specific unit Types such as XXXXX controlled units Units in selected Locations Units in selected Buildings or even rate changes that will effect specific Customers Multiple rate changes can be set up to occur on the Match Based On Change Amount To same date or spread out over different start dates see EN MER C Percent 10 00 10 0 00 ESSE Eass Rate change letters can be selected to print x E pA Round to nearest dollar a ar Base Monthly Fate New Amount n
60. cking onal Business first scan was unsuccessful or if a check payment is being made in addition with another payment type If the customer would like this checking account to be auto billed each billing cycle check the Auto Depit Future The Check number Routing A Rent box number 8 Account number i nak will be automatically placed Select the Account Type into their respective fields Account Class 2 8 5 PAY BY CREDIT CARD Click in the Credit Card checkbox to start the credit card payment process If you are using our preferred credit card processing system Pay Mover you will find processing credit card payments to be extremely easy and virtually automatic If you have PCCharge as your credit card processing system there may be additional steps that must be taken during the payment process Please refer to the PCCharge reference documentation for additional instructions USING THE CREDIT CARD SCANNER From the Accept Payment dialog box click on the Credit Card check box Storage Commander will prompt you to scan the credit card at this time place the credit card into the credit card scanner move the credit card quickly through the scanner Avoid stopping midway through the scan If the scan was successful you will hear a beep from the scanner followed by a green light on the scanner Verify that the name address card type card number and expiration date on the card matches the information on the screen If the cus
61. complete the transaction Charge a Fee FT Other Income Reverse Transaction Cancel 17 Storage Commander User Manual 1 13 SETUP MARKETING SURVEY To setup how your customers heard about your facility click on the Maintenance pull down menu and select Marketing Survey to open the How did you hear about us selections window To enter a new description click on the New button to open the New Marketing Method screen and enter the description into the Method field Click on OK to save the entry How Did You Hear About Us New Marketing Method How did you hear about us selections Method Referral Cancel Billboard Driving By Newspaper Phone Book Use the Zip Code Marketing Report to view a statistical report covering customers who rented units based on these questions To locate the Zip Code Marketing report open the Reports pull down menu and select Marketing Zip Code Marketing 1 14 SETUP EMAIL To allow Storage Commander to send emails through your existing email account you must set the email configuration in Storage Commander to match your email account settings If you are using Microsoft Outlook you can refer to the accounting settings in it Email Setup This is used for technical support purposes only Server 2bestorage amp am ail com User frankk amp gmailgom Only selected if your email E q ETTOP7TwaTa service provider requires SSL Server Port 25 Default 25
62. cus storagecomma Successful 10 18 2012 Clarke Valnurd 1412 Invoice marcus storagecomma Successful 10 18 2012 Lavender Ronald 1418 Invoice marcus storagecomma Successful 10 18 2012 Cohn Kermeth 1811 Invoice marcus storagecomma Successful 10 18 2012 Stockley Regina 3006 Invoice marcus storagecomma Successful wn 10 18 2012 Mohamed Makadii 3048 Invoice marcus storagecomma Successful 10 18 2012 Machayo Patrick 3062 Invoice marcus storagecomma Successful 10 24 2012 MALACHI JERVONDA 1908 Invoice marcus storagecomma Successful 01 17 2013 Smith Tom 11 Payment tom storagecommander Error with sending data 0171772013 Power Jeff 119 Payment jeff storagecommander Error with connecting server O CJ O O O O E Ol Wm View Document Change E Mail Address Check All Uncheck All Send Checked Items Now Show Sent E mails Fiter by Date 10 01 2012 to 01 30 2013 3 8 1 SHOW E MAIL To display a list of e mail documents enter a date range into the start date and end date fields The e mail log will display all documents that failed to e mail within the date range To see all documents failed and successful click on the Show Sent E Mails check box 3 8 2 VIEW E MAIL DOCUMENTS To view the document of an attempted e mail select the customer and click on the View Document button 3 8 3 CHANGE E MAIL ADDRESS To change an e mail address select the customer and click on the Ch
63. dd a recurring fee to the customer account Note Use this function only if you are adding recurring fees a fee that will be charged automatically each time rent is charged to a customer account If you need to charge a one time fee such as a lock cut fee use the Charge A Fee function located in the Activities pull down menu 1 6 5 CREATING A SECURITY DEPOSIT Security deposits can be configured to be charged to a customer account in one of 3 ways e As a straight dollar amount charged at move in and returned at move out e Asa percentage of rent charged at move in and returned at move out e Based on unit size where the size of the unit depicts the amount charged at move in for the security deposit If this option is selected you will not need to enter an amount into the Percent Amount field as the amount of the deposit charged will be taken from the Deposit field located in the unit size database To add change or delete a deposit from this area go to the Maintenance pull down menu item and select Program Setup Unit Sizes click on the unit size that you would like to modify and select Edit In the Size Specific Values section enter the amount of the deposit in the Deposit field To setup a deposit fee within Storage Commander follow the same procedures as with any other fee Selecting the parameter Deposit refund on move out will configure Storage Commander to refund the amount of the fee to the cu
64. down menu select System Setup and click on the Documents tab to open the Documents setup screen Storage Commander System Setup Enter the path to where the Word version of this document is stored Map Documents Select the type of document Documents Use Microsoft Word Documents 7 Move inConiract Emponer Storage Commander De You can use the browse button to Pesci Gare NL C Enponer Storage Commander Da navigate to the location of the IZ Invoice C EmpowersS torage Commander Del stored document 7 Retumed Check C EmpowersStorage Commander Dd Fl I Invalid Credit Card C EmpowernS torage Commander De cal T Partial Payment C EmpowersS torage Commander De al Iv RateChange C Empower torage Commander Dd ia IV Auction Notice C A EmpowerhStorage Commander Delia I Receipts CAEmpowerStorage Commander D e Lien Status Setup Setup Flex Dates Cancel Help If you use the Blue Moon system to generate move in and transfer contracts place a check mark in the Texas Self Storage Association Contract Requires Blue Moon Software check box NOTE If this options is selected the Microsoft Word Document selection for Move In amp Transfer will be unavailable For detailed instruction on how to create a Word notice or document refer to the section Creating Notices Using Microsoft Word 1 25 1 SETUP WORD BASED LATE NOTICES Assigning a Word notice to a pre existing
65. e 3 31 Storage Commander User Manual 2 3 8 RENTING ADDITIONAL UNITS TO AN EXISTING CUSTOMER Renting one or more additional units to a customer who 1s already renting a space at your facility is don much the same way as renting a unit to anew customer Selecting the additional unit from the site map tool bar or from the Activities pull down menu is the same as discussed in the Move In section referenced earlier in this chapter From the Customer Info screen click on the Current Customer button and select the customer that you will be adding a new unit to from the list Proceed with the move in Moran l Chicora brig Customer Information Select an additional unit or units by holding the fi gde fm x Ctrl key down ant clicking on the desired unit s aekaran Es e I NN OIC NISE DON en y 55 I acre 5X5 a Sura De Phone Mm Pore i po Lins A Diarani line EE F Click on the Current Customers button to open CI a list box of current customers Social Santy a Tax kl l Tee ber Phata kl DL Siate bp atar Eta Mm biym 33 ys har abaa d un ia ee Phoned hada 10 OW ri aaa Lind alae Piana rr Al 0 PEZ AZ att 0 FRE AAA Bu BD SHH Maa Si on faa mem Select the customer from the list and click on Cs BOO iieu SANN Am Pe MAS the OK button to attach the existing customer to cx A annaa MAEN cH A E the unit AEGMIEGHT
66. e Commander will assess late fees and change the status for delinquent customers as part of the end of day processing Payments received after the end of day processing has been completed will not prevent late fees from being assessed even if they are entered later that same day For instance if end of day processing is run at 6 00 PM and a customer goes into a delinquent status as a result they will still be assessed the fee if applicable even if they came in and made a payment at 7 00 PM later that same evening 44 Storage Commander User Manual When end of day is run Storage Commander checks to see if it has been more than one day since end of day was last run If end of day was run the day before then Storage Commander completes the end of day processing and increments the internal counter indicating when end of day was last run Date Warning WARNING It has been 2 Days since you last ran End Of Day Last EndOfDay Saturday January 26 2012 If more than one day has elapsed since end of day was run Storage Commander displays a message indicating the number of days that have elapsed from the last end of day processing This gives the user the option of running a Start of Day all rents and fees are processed as of the current date or End of Day all rents and fees are processed Today s Date Monday January 28 2012 as Of tomorrows date Select One Option Once the end of day processing has begun a progress dialog is display
67. e Late Statue Date Entered pone fn Dale Deposit 0 00 Preben 11 28 2008 0919 2009 n a Revert Date Paid Though Rent Due 45 00 Revert To 117160008 Dalaul Rate Click on Done to return to the main Fees Due 1335 00 screen Nest Billing Wak Through 0 1271772009 Insurance 000 a a ay On Day le obie Sarain Other Due 30 00 aie gt T DeryAccess FP Oveil cked Mowe Dut Date Salas T ws Sales Tax 0 00 Nao Late Changes Gale Local ob Total Dua 20 00 This Une 80 00 Notes Explanation of Changes 43 Storage Commander User Manual Unit notes can be viewed by opening the details screen for the customer and selecting the Unit tab or by selecting the unit and opening its details screen Unit notes will automatically display on vacant units in the customer information panel thus giving the manager an opportunity to view the note prior to renting the unit 2 12 CUSTOMER INFORMATION TRACKING Changes to customer information such as Address Phone Number Alternate Employer Notes and Alerts are tracked and listed in the customer Comments notes screen Customer Information Tracking is configured in the Maintenance System Setup Misc section From here you can activate or disable all customer information tracking customer notes tracking or customer alerts tracking Storage Commander System Setup ting Misc Gate Access Select tracking functions to meet your needs L
68. e a picture of the customer s driver license place the license in the photo id fixture and click on the Get New Photo button Enter the name of the customer and click on the OK button to display an image of the photo id click on the Capture button to Zoom in gs take a digital picture of the license aoe click on the Transfer button to transfer the picture into the Shrink To Fit Storage Commander database Click on Close to advance to the Alternate Contact Information screen 2 3 2 ALTERNATE CONTACT The Alternate Contact Information screen will appear after the identification photo has been processed if this option was installed or after the customer information screen was completed Fill in the alternate customer information using the same process as the customer information screen Click on the Next button to proceed to the Employer Information screen ee ee td NoTE If an alternate contact is not going to be ina pS used with this customer Do Not ENTER ANY Lan LOST INFORMATION INTO THIS SCREEN Information that is A oNa ET Or Bi entered will be used as alternate address data in Cay CARE ELSINORE uE late notices as well as other documents Zip 76769 9292 Phone a82 929 2922 Fax 929 929 2923 Notes E M asl la gmail com Sean Driver License Required Fields lt Back Neo gt 2 3 3 EMPLOYER CONTACT Fill in the Employer Contact information screen using the
69. e based Only Available During Move In automatically applied discounts can be created peepee a Palatal The Starting Month field that will start in a specified bob Dhara Brad Ped represents when this discount month and run for a pre set number of months after which the discount will EA automatically stop being applied to the customers account will be automatically applied Duration Move ln Only Iv Expires 1 heh to apply eS Discount starts in count x month O move in month 1 5 1 CREATING NEW DISCOUNTS Discounts can be created or removed from the system by clicking the New and Delete buttons respectively Note Discount that are currently active on customer s accounts cannot be deleted To delete a discount that is in use by active customers you must first change the customer s billing option through Activities Change A Unit s Billing After the discount has been removed from all active customers the discount can be deleted This is the same place where you can add a recurring discount to a customer s billing plan once they have moved in and have it applied to each billing period Discounts can either be applied as a percentage of rent or as a predefined dollar amount For instance you could have a 10 senior discount or have a 15 referral fee or both With Storage Commander you can assign multiple discounts to a customers account as long as the combined total of the discounts does not e
70. e displayed at the customer level or unit level The four note message formats are Customer Notes Notes that are entered into this section will be added to the Collection Worksheet and Customer Detail report they can also be viewed in the customer information panel when the mouse is positioned over a unit by selecting Show Customer Notes from the Maintenance System Setup Site Map setup screen Customer notes can be edited and or removed at any time CREATING amp EDITING CUSTOMER NOTES To add a note to a customer s account select the customer from the tool bar or by right clicking on the customer s unit Once the customer has been selected click on the Details tab From the details screen click on the Notes tab All data entered into the notes screen will be saved to the customers account and can be accessed at any time even after the customer has moved out _ Enter customer notes into the Notes box A Notes may be edited or removed at any time and B ee beast will appear in the Customer Detail report as well as the Collections Worksheet Notes Enter customer Alert notes into the Alert box Alert messages will automatically Pop Up when a user attempts any type of transaction to a customers account To remove an Alert message click on the Clear Alert button 42 Storage Commander User Manual CREATING amp EDITING ALERT MESSAGES Alert messages allow on site managers to post messages to a custome
71. e space we have several more 10x20 units available in fact we have a unit ight next to hers that we could rent or reserwe for her today Julie told me that she would try to drop by in the next couple of days to rent the unit 31505 Julie called to tell me that she willbe out of country for at least two months and asked ifshe could pay her rent through the intemet told herthat we do offer that service and that all she would hawe to do is log on to our web site and enter her unit number and id and than enter her credit card number or use the card that we hawe on file Finacial Information CALIFORNIA DRIVER LICENSE FR SEE 0R 00 kE eet miat wey fare Unit Paid Through Rent Fees Tax Insur Other Total Diz S26 2005 160 00 45 00 0 00 0 00 0 00 205 00 D 13 F2N2005 90 00 25 00 0 00 0 00 0 00 105 00 240 00 70 00 0 00 0 00 0 00 310 00 Comments Date Time User ID Comments 05 03 2005 24 17 TOM Called Julie s office to see ifthey could get word to her that we have notreceived any pa and thatif she does not bring her account current she could lose her property 5112 2005 4 70 56PM Vesta 4 3 od User Oo TOM Page 1 of 1 66 Storage Commander User Manual 5 Creating amp Editing Notices Any of the notices used in the Storage Commander system can be automatically generated using Crystal Reports Crystal Reports offers a quick and easy way to produce notices but lacks the ability to customize the notice or i
72. eas Soe ress the Wave button will remove ol o a WERE did the fee from the account Storage Commander will automatically adjust el das Payan individual field balances based on the facility Click on the Cust Details a dl E Me E setup e Rent first or Fees first you can make button to view customer Tax Te W100 PA 000 changes to these balances through adjustments details such as address se Discounts 5100 el nan if necessary and account history pio Aantal Tax ma Hw Fasa 150 BL00 trunca HUN Wave fee Amoma Dua 1155 00 Batara 101 00 If Storage Commander has already charged rent on the unit the Past Due box will show the breakdown of all charges that have been assessed against the unit The Payments field will be set to 0 signifying that Storage Commander is configured to accept a payment for the past due amount only and that the customer is not paying in advance for future rent moving the Payments counter up will allow you to take any number of pre payments It is important to understand the relationship between Predicted Paid Through Date Paid Through Date amp Next billing date as these three dates will provide you with a clear picture of the customer payment status after the payment is processed e The Predicted PTD field indicates how fare the customer is paid in advance based on the number of payments entered in the Prepayments field e The Paid Through field indicates the customer current pa
73. ect Cash as the payment type Storage Commander will automatically enter the amount of cash needed to complete the payment process Click on the Finish button to complete the payment process and take you to the print receipt screen 2 8 3 PAYMENT BY CHECK Click on the Check checkbox verify that the amount that has been automatically entered into the payment box matches the amount of the check If the amounts do not match click on the Check checkbox again to clear the payment box click on the Back button to return to the Billing Information window In the Payment column enter the amount of the check into the Amount Received field Ifthe amount you entered is less than the amount due and there has been a fee assessed against the account Storage Commander will automatically split the payment between Rent and Fees according to the disbursement setup in Payment Plans Payment Application section If the amount of the check is more than the amount due a credit will be applied to the customer account which will be automatically applied to the amount Click on the Finish button to complete the payment process and take you to the print receipt screen USING THE OPTIONAL CHECK READER If the optional check reader has been installed Storage Commander will detect it and ask to Scan the Check when pay by check has been selected To scan a check place the check into the check reader Front side of the check toward the center of the reader and gently push the chec
74. ed but no user action is needed Note that data base integrity could be compromised if the end of day processing is interrupted before it is finished please do not turn off the computer while the End Of Day process is running Option 2 Clase all oustanding days Including Today Option 1 Bring the program current but do not close for today Option 1 wall close all days before taday but will nat close today Option 2 will close all pnor days AND close today If you had problems with end of day yesterday choose option 1 If you are not sure please contact our technical support department 2 14 INVOICING Invoices will be automatically generated for all customers who are on a billing plan that includes invoicing see Setup Billing Plans referenced earlier in this manual The invoices will be printed emailed or both depending on how the invoicing function was setup during the End Of Day process Storage Commander System Setup Printing Mise Set the number of printed copies of the invoice This does not affect the emailed invoices which are always set to 1 Click on the Use Invoice Numbers check box and enter the starting Other Options invoice number Y 10 IV Use Invoice Numbers Number Of Copies Per Invoice 1 ES mese Number 1100 Setup how the invoices are 4 One invoice per customer E Mail Auto produced Click hear to create a single 7 E Mail Invoices Feet Dalan Pinter
75. ed by the 100 default zoom level allows you to change the zoom level of the report in the preview window it does not change the size of the printed report Click on the printer icon button to print the report It will bring up the standard Windows print dialog shown below You can also use this to print selected pages of a multi page report as well as the number of copies To close the preview window click on the Close button on the tool bar Close 6 6 EDITING NOTICES amp LETTERS There are several letters that are automatically printed by the e New program at the end of certain transactions such as receipts late E notices lien notices returned checks invoices rent adjustments Later Bode and partial payments The format of the report is fixed to support vou have boon cheaged alate toa Please pay the above balance due medley io avoid further charges and loss of access to the unit If you have already sent the standard Number 9 dual window envelopes however the text of payment please include the late fee wih pour next payment the body of the report can be easily edited by you If you have any questions please give us a call Sincerely To edit the body text select the Maintenance Letter Editor menu to display the following dialog Manager Select the letter that you want to edit by clicking the arrow in the Letter field at the top of the dialog and then clicking on the letter s title Click in the Letter Body text
76. ed to the account during the move in process The alternate or any additional people whom the tenet authorizes can have their fingerprints added to the tenets account during the move in process or at a latter date Also note that individuals can be removed from the customers account at any time REGISTERING FINGERPRINTS DURING MOVE IN After completing the CUSTOMER INFORMATION and PHOTO screens Storage Commander will display the fingerprint screen To add a fingerprint click on the Add Fingerprint button enter the name of the person you will be taking the fingerprint from and click on the OK button or click on the Cancel button to return to the fingerprint screen without entering a name After a name has been entered and the OK button has been clicked the Setup Fingerprint screen will be displayed Click on the Start Registration button and wait until the Place your finger on the sensor message is displayed At this point the customer will need to place the finger that will be used during the registration process and for accessing the customers account on the sensor pad A total of four scans will be needed to register the fingerprint to the account If during the fingerprint registration process one of the scans is unreadable an error message FINGERPRINT NOT ACCEPTED PLEASE TRY AGAIN will be displayed Click on the OK button to restart the fingerprint registration scans again Repeat this for each person whose finge
77. elected the Accourts E f customer click on the Next button to continue to the rr ae rn a I following Select Payment dialog JAIO 5X5 ELIAS ERICKA 999 393 9394 m87 5X10 65 00 FORRESTER J 332 548 5858 Mc 10x30 100 00 ESCOBAR ISR 349 49944344 MCs 0x30 100 00 JONES JILLIAN 888 282 2282 Ecs 10x30 100 00 ARCHER ANNIE 845 483 3484 Dont fil the hat unti the Search button le pressed 41 Storage Commander User Manual The Select Payment dialog displays a history of the checks that the selected customer has written Click on the entry for Customer Heme AGINRE SILVA the check that has been returned and then click the Next eae button to continue to the Returned Check Information dialog cartera Larrea wei rior Verify the Customer and payment information and click the Finish button to complete the retuned check transaction pm ESTERTIRE TORT If a fee was assigned for returned checks the fee will be pra applied to the customer s account and the paid through date to Cay CHING Sue FA be moved back based on the dollar amount of the check A ze ean returned check letter will also be printed Prior Tay 7474 da a Mara AGUIRRE SILVIA Firet kirma Ta 2 11 CUSTOMER NOTES Storage Commander supports a highly sophisticated messaging system that allows the user to select from four different note formats depending on the relative importance of the note or if the note needs to b
78. er work phone Employer Phone dl number Driver License Number dl state Driver License State dl date Driver License Exp Co A E Mail Address A Social Security Number cust balance Customer Balance Alternate Customer Fields alt first onneaan First Name alt middle Middle Name alt last o Last Name alt address1 Address Line 1 alt address2 Address Line 2 alt city nananana City alt state State alt Zip Zip Code alt phone Phone CU A Fax Employer Information employer cocoooocccco Employer emp dept Department emp phonNek Phone emp fAX cccceeeeeeeees Fax emp Super 06 Supervisor emp address1 Address Line 1 emp address Address Line 2 emp Cityk Employer City emp State Employer State emp ZIP ccccseeeeceeees Employer Zip Credit Card Fields A Card Type cs i E E Account Number CC bill addrj Bill Address 00 bill Zi cialis Bill Zip CC NAME A Card Name CC AMOUNK ccccceeeeeeeeeeeeees Card Amount os ene Expiration Date Gate Access Fields ACCESS code Access Code keypad cccceeeecceeseeeeeeeeeees Ke
79. er Manual Sample Word Document items in RED indicating merge fields fac namel fac address fac city fac state fac zip fac phonel Late Notice last first middle faddress1j address2 city state zip date Unit unit Previous Balance prev bal Due Date paid thru Fee fee Rental Rate rate Total Due This Unit unit balance Dear first last On paid thru rent was due on unit unit Per your rental agreement you have been charged a fee late fee Please pay the unit balance balance due immediately to avoid further charges and loss of access to the unit If you have already sent the payment in thank you however you are still responsible for the late fee Please include the fee late fee with your next payment If you have any questions please give us a call Sincerely fac manager Manager 68 Storage Commander User Manual 5 2 CREATING NOTICES USING STORAGE COMMANDER S LETTER EDITOR Storage Commander contains standardized notices and other documents that have been pre configured to pull specific customer and account data into the notice Although you have complete control over the content of the letter used in each notice you cannot change or add customer or account information 5 2 1 CREATING A NEW NOTICE To create a new notice using the Storage Commander letter editor click on Maintenance Letter Editor and click on the New button Enter the name
80. ercentage value entered here for all move outs Scheduled Move Out Notification O Generate Reminders During End Of Day Selecting this option allows Storage Commander to generate a reminder of a scheduled move out X number of days prior to the scheduled move out date The reminder will be displayed in the reminder screen when Storage Commander is started up Refund Policy The following settings will only apply to customers who have already paid for the month that they are moving out in refund or for customers that have not paid rent for the move out pro rated rent payment Storage Commander will always credit back pre paid rent received for rental periods beyond the move out month Always Refund Pre paid Amounts On Move Out Refunds remainder of rent based on Daily Prorate or Percent value Don t Refund Payment On Move Out If Greater Than X Days into Billing Period Sets the number of days into a rental period that a customer would receive a rent refund Don t Refund Payment On Move Out If The Rent Balance Is Less Than X sets the minimum balance for refunding to a customer Other Options Charge for the day of the move out Selecting this option will cause Storage Commander to charge rent up to and including the day customers move out Allow changes to the move out date Allows user to adjust the move out date at the time of the move out Changing the date of the move out will only adjust t
81. es Now will cause all rate changes that are scheduled to be implemented at the close of day End Of Day to be processed immediately Click on the Done button bar to exit close the Rate Change window 3 7 1 RATE CHANGE PREVIEW To preview who the rate change will affect and to see how the rate change will affect the facility s financials go to the Reports pull down menu and select Units Pending Rate Changes This will display a report that will list all customers effected by the rate change their old rate new rate unit number and size At the top of the report you will find a summary of all the parameters that were used in the rate change At the bottom of the report are the totals of the old rate new rate and net change 3 8 E MAIL ACTIVITIES CONTROL PANEL As emails are processed the result of the email attempt is entered into the E Mail log This log will display all e mail attempts over a selected period of time and will indicate if the e mail was successfully sent or if it failed In addition the E Mail log will list the date the e mail attempt was made storage customers name unit number name of the document that was e mailed if it was sent successfully or not the e mail address of the intended recipient and the response we received back from the recipients e mail server E Mail Log end E Mail Date Customer Unit DocumentName Sent E mail Address Response 10 18 2012 Hospital of University of 1411 Invoice mar
82. es button bar and select Transaction Summery Enter the From and To dates and click on the OK button Storage Commander will create a transaction summary report detailing all account activities recorded between the from and to dates entered earlier 2 20 UNITS LIST Click on the Units button on the toolbar to open the Units List box Clicking on a column header will sort the column in ascending or descending order Clicking on the Details button opens the selected units Customer Unit mena 5x10 me 5x10 information dialog box DO 00 00 00 rrrrrrrrr 2 21 CLOSING REPORTS Availab Awvailab Availab Rented Availab Rented Ayailab Rented Availab Availab Availab Ayallab e le Reserved le e e e e e le 215 xi Click on the Print button to print a hard copy of the unit list as displayed in the Unit List box Print The Close Report button on the toolbar is used to close a report that has been opened form the Reports pull down menu Se gc Commander Storage Commer Eile Liste Actribes Reporte ance View Maps Mobile Storage Hel a tis Free amp TEME 1uz eD E ml e hi amp amp or gt Tud 45 100 45 ul 45 2 22 PRORATE CALCULATOR Click on the Close Report button to close the current report and return to the Storage Commander main screen The prorate calculator is a useful tool for quickly determining the prorated amoun
83. eting reports to track new customers by this function 29 Storage Commander User Manual 2 3 6 BILLING INFORMATION The Billing Info screen is used to setup the payment parameters for each unit being rented From this screen you will select a billing plan assign fees and or discounts sell insurance or merchandise change the move in date or modify the rental rate Requires security access to perform this function Second Month Prorate Selected Units eae Select to enable second month Selected Units box lists all Ciber Pao EA DARA K Mera In Dane E prorata al Move In units selected during move in p idle i Full Payments 3 ad di e 1 Rental Rate Su The currently highlighted units Reseraton Desea nos a ae il tially cai A O a FIS entering the date into this field this customer by inserting a new rate here a Meech Pet Total Ferd 11 4 Full Payments Enter the number of payments Fes de Diana Saro Concord Mental Tax x that are being made in addition z Dis nt Joss Part Payment Plan Select payment plan here ua ae 1005 4 1000 Pee to the current billing cycle FR Fees Discounts Insurance m fee Tiar a Merchandise Add fees discounts or rental 12 Bussen 500 8 1 000 132 ar tati y 2 Serer Decor 2000 vos Add merchandise sales Insurance by selecting them Y iran Fed 7 rana r from these two list boxes All selected fees and or f lotal Due discou
84. etup Reset Gate Interface Y Maintenance Program Setup Required Fields Y Maintenance Program Setup QuickBooks Interface Cancel TAT hiaintananen Dranram Tatun Daumnnt Blane ATTA hal e E k i 63 Storage Commander User Manual When the user has been selected click on the Setup Fingerprint button When the Setup Fingerprint dialog box appears click on the Start Registration button to start the scanning process Four scans of the same finger must be made in order to register the fingerprint x ALG I Sih k alt a R VEN He TAN TOS AGS ANNA NTE O 5 C Select Photo C Select Photo C Select Photo hy hh A Start Registration Please note We recommend using the index finger or thumb for identification After a fingerprint has been registered a message box will appear requesting that you click on the OK button to complete the scanning portion of the registration process Select one of the four fingerprint pictures that will be used in USER MANAGER SECURITY screen by clicking on the radio button under the fingerprint picture Click on OK to complete the registration process Each time Storage Commander requires a login the manager simply places their finger on the scanner to complete the login process 4 1 3 REGISTERING CUSTOMER FINGERPRINTS Please note that the same finger must be used during the registration process and that more than one person can have their fingerprint add
85. ew size is not listed in the available sizes list you can create the new size by going to Maintenance Program Setup Unit Sizes See section Create Units for more information Description This field shows the description of the unit a unit description was made when the unit was initially created Rent The rental rate for this unit is shown here Initially this rate is taken from the master rate table stored in the unit size database If you make a change to the rental rate here the 58 Storage Commander User Manual Type Building Location Square Feet Available Status Move In Date Paid Through Next Billing Scheduled Move Out Late Status Walk Through Pay On Day Overlocked No Late Charges Notes Explanation of Changes 59 customer assigned to this unit will be charged rent based on the new amount however when the unit is vacated its rate will return to the rate stored in the master rate table This field shows the Unit Type Click on the down arrow to select a different type for this unit This shows the building that the unit was originally assigned to Click on the down arrow to reassign the unit to a different building This field shows the Location of the unit a unit Location was made when the unit was initially created Indicates the square footage of the unit based on the unit size unit width x depth Used to set the rent status of the unit Available choices
86. f you prefer a more customized notice you can use Microsoft Word 2010 or newer to create a totally customized notice utilizing merge fields to bring in customer and unit specific information into the notice In addition to notices you can also create 5 1 CREATING NOTICES USING MICROSOFT WORD Microsoft Word offers a high degree of customization to any of the documents used in Storage Commander For example using Word you can design a custom late notice that includes your logo and font styles Within the body of the late notice you insert merge fields that instruct Storage Commander on where to insert customer and facility unit specific information such as customer names addresses unit number rent due fees due and when the rent must be paid After you have completed the design of the document you can save it as a master template Merge fields are markers placed in the document that will be replaced with the field data connected to the marker For example a merge field such as fac name will be replaced with the facility name rent balance would be replaced with the customer current rent balance late fee step01 would be replaced with the amount that would be charged for the first late step The list of all merge codes can be found in the back of this manual If Storage Commander will be run within a network each workstation that will have access to Storage Commander must also have Microsoft Word 2010 or newer installed on that work
87. f you prefer to use another insurance company follow the steps outlined in this section From the Maintenance pull down menu select Program Setup and click on Insurance to open the Insurance Setup screen The Safestor insurance package and its associated policies will be displayed and set as the default insurance provider To elit New change this click on the New button and fill out the information Safestor Insurance hd E bi for the insurance provider you intend to use Once the Label as Protection Plan emove Feo IM insurance company address and contact information has been Burglary 50 1 000 Bug oe 3500 ES Sasot Saved click on the Set As Default button to allow this urglary 50 10 A A Bagay SRS 00 y insurance company to be available during a move in ptions ad M Prorate On Move in If your state does not allow storage facilities to sell insurance Mew Edit R 7 Print Expirat i i E ese ICE JE de E place a check mark in the Label as Protection Plan box to Anoat 81035 After 20 le Days Late i record this as theft protection and not as insurance Coverage 1000 00 In the Options section you can set the insurance configuration to prorate the initial insurance cost of the insurance premium based on the number of days left in the move in month fixed billing plans only or charge the full premium amount regardless of the move in date To set this up place a check ma
88. fee to be charged to a unit only if the unit 1 6 2 DELETING AFEE FROM THE SYSTEM Click on the fee to be deleted this will highlight the fee now click on the Delete button Only fees that are not assigned to active customers can be deleted Use the Recurring Fees amp Discount report to help identify fees that are currently attached to active customers this report can be found under Reports General Recurring Fees amp Discounts 1 6 3 REMOVING A FEE FROM AN ACTIVE CUSTOMER S ACCOUNT Removing a fee from an active customers account is accomplished through Change A Units Billing To use this function you can either right click on the customers unit in the site map and select Change Billing or use the Activities pull down menu item and select Change A Unite Billing item from the list and search for the customers unit account Either method will open the Change Billing configuration window and allow you to remove the fee from the customer account 1 6 4 ADDING RECURRING FEES TO AN ACTIVE CUSTOMERS ACCOUNT Adding a fee to an active customers account is accomplished through Change A Units Billing To use this function you can either right click on the customers unit in the site map and select Change Billing or use the Activities pull down menu item and select Change A Unite Billing item from the list and search for the customers unit account Either method will open the Change Billing configuration window and allow you to a
89. format the receipt to print within a 3 inch wide boundary 18 Storage Commander User Manual 1 15 1 SETTING PRINTER COPY COUNT To set the number of print copies to be generated for Receipts Reports individual reports not report groups and Invoices enter the appropriate number of copies into the number field next to the desired print designation Once a printer has been selected the printer name will be displayed will use the Windows default printer To set the number of copies that will be printed enter the copy count hear Printing Mise Gate Access Site Map Documents Printer Selection Report Printer Leave blank to use Windows Default printer Receipt Printer Star SP700 Receipt Printer lv Enable Receipt Printer Contract Printer Other Options Number Of Copies Per Receipt 1 a 0 Disable Number Of Copies Per Report Number Of Copies Per Invoice 1 i One invoice per customer E Mail Auto CC ACH Receipts I Print Gray Bars On Every Other Line E Mail Invoices iv Prompt Before Printing Receipt M Print Partial Payment Notices 1 16 SETUP CONTRACT ACCOUNT NUMBERS To have Storage Commander automatically assign contract account numbers to the move in contract place a check mark in the Use Contract Numbers check box and enter the starting number of the first contract that will be printed from Storage Commander This number will be automatically incremented on
90. formation screen where you can make the necessary changes Click on the OK button to save the changes and close the window 1 11 SETUP REQUIRED FIELDS Storage Commander can be configured to require certain fields in the Customer Information and Alternate Contact Information screens to be filled in during a move in To setup caca Norco O Required Fields For Move Ins mandatory fields click on the Maintenance pull down menu and select Alternate Pim ss EL Program Setup click on Required Fields to open the Required Move z ee ear mi In Fields window Select the data fields that you require to be filled in lv Address DL State Address I City DL Expiration Cit 1 1 Md oe ae during a move in lv Zip Birthday Zip lw Phone Ww How Did You Hear Phone Fax Cancel 1 12 SETUP ADDITIONAL LOGON This function was designed to keep managers from entering transaction using another managers login id as E AT To configure Storage Commander to require all users to enter logon and password Activities Requiring Additional Logon for specific transactions like account adjustments reverse transactions or 7 Moveln changing a customers billing options open the Maintenance pull down menu en and select Program Setup click on Additional Logon to open the Activities 7 Admi Requiring Additional Logon window Select the transaction types that will IV Retumed Check A uaa require a separate logon by the manager in order to
91. further charges and loss of access to the unit IF you have already sent the payment please include the late fee with your next payment If you have any questions please give us a call Letter body a May be modified by user Sincerely Manager Storage Commander User Manual 5 3 SET UP EXISTING CUSTOMERS Set Up Existing Customers is a highly automated function which was designed to allow the user to quickly move in customers during the initial setup of Storage Commander In order to take advantage of the automated functions payment plans see section 1 4 discount plans see section 1 5 fee schedules see section 1 6 and late status see section 1 7 must have been previously set up within Storage Commander To add existing customers ones that are currently renting units at the time you are setting up your facility in Storage Commander select the Maintenance Program Setup Setup Existing Customer menu to display the following dialog Using the left mouse button click on the unit the existing customer A E eee is currently renting Note If the customer is occupying more than one unit hold the Ctrl key down while selecting the customers huela M Ewer multiple units Available i Exterior Available Exterior Available i Exterior Available Exterior Available Exterior Available Exterior Available Exterior Available i Exterior Available Exterior Available Exterior Available Exterior Available Units
92. gh the move out process as you would with a normal move out From the Billing Info screen you will be able remove any prorated rent credit listed as a rent credit in the Current Charges column under Current Rent by clicking on the Don t Prorate check box this is a security controlled option and may not be available to all users Refer to the section Set Up Payment Plans Move Out Tab discussed earlier in this manual to remove the prorated rent balance credit or balance due if the customer has paid for a full month s rent and is moving out within that month or if the customer had a rent balance and you have negotiated a reduction of the amount due you can enter the amount of past due rent you have agreed to accept to complete the move out 2 6 2 SCHEDULED MOVE OUT Scheduled move out differ from a normal move out in that the customer is not actually moved out of the unit at the time the scheduled move out is entered Scheduled move outs allow you to set the date that the customer intends to move out and charge the customer prorated rent based on the scheduled move out date If the customer does not move out on the date scheduled they will be charged the remainder of the rent normally due If the customer decides not to move out they will return to the same billing period that they were in prior to the scheduled move out The Schedule Move Out function allows the manager to accept payment for the prorated amount of rent that would be due b
93. have been Location Square Feet Available Status ao ate Storage Lat 1100 Available Descri ption The Description field is a free form text field that is Late Status Walk Through f e 0 ni IN referenced in the Unit Maintenance configuration screen Unit Numbers i it 2 Starting Number Hips ws Rent rear pe List Units Enter the master default rental rate for this unit size Prefix AJ Ending Number R E into this field This rental rate will be assigned to all Suffix Increment EE 9 HA Suffle A new move in s and will be the rate a unit will return to after a move out Type The Type field lists the types of storage spaces available such as Storage Unit or RV Parking This field is also available Building The Building field lists the buildings you ve defined for the facility The Available Status field is used to specify whether a unit is available for renting already rented or unavailable such as for maintenance or company use The Description and Location fields are optional free form text fields The Square Feet field is automatically calculated but can be modified if needed and is used by the site map as well as by some of the summary reports The Walk Through field is an optional field to specify the order that a unit should be checked relative to other units during a daily inspection The Overlocked field is used to allow the manager to manually overlock a unit Uni
94. he prorated rent charge credit based on the date entered into this field The actual date of the move out will still be recorded as the date the customer was moved out in Storage Commander Print Statement On Move Out Prints a statement of the customers account This statement can cover all transactions from the customers move in date From Move In Date or allow the manager to enter a specific time range for the statement at the time of the move out Prompt For Dates Storage Commander User Manual 1 5 SET UP DISCOUNT PLANS You can setup various discounts such as senior and military discounts by selecting the Maintenance Program Setup Discounts menu Once a discount has been created it can be set up to be automatically added at move in or selected from a list during the move in payment process Discounts 10 Off Coupon A To setup a discount as a 50 Off 7th Month Select Apply During Prorated Free Month New soi percentage of rent enter the Sena Dacu Periods if the timing of the percentage amount here and Delete discount is to start in the month click on the percent radio the discount is assigned to the button Percent Amount Percent 7 75 7 75 account 50 Round to whole number Click here to round all C Dollar Amount The Months to apply discount discount amounts to whole field represents the number of dollars pk A months this discount will be utomatically Apply During Mowe lri Special tim
95. ick on the Misc tab If during the running of end of day you would like to be notified that Storage Commander has not been backed up place a check mark in the Check for recent backup when closing program You can also set the number of days that a backup has not been made before this warning is displayed by entering the appropriate number into the Warn if greater than days after last backup field 1 22 SETUP END OF DAY To configure Storage Commander s backup policies open the Storage Commander System Setup screen by clicking on the Maintenance pull down menu followed be the System Setup selection now click on the Misc tab To configure the end of day process to record payments the occur after the close of business End Of Day on the following days reports place a check mark into the Transactions entered after End Of Day record on the following day check box Ifa transaction is entered after the daily reports have been produced which occurs automatically during the end of day process and you do not have this feature selected those transactions will not be included in the reports until the end of week or end of month reports are generated 20 Storage Commander User Manual 1 23 SETUP GATE INTERFACE Storage Commander supports virtually all gate security system available for the self storage industry If you are in doubt as to our ability to interface with your existing gate system or if you are looking at purchasing a new gate system ple
96. ill calculate the prorated difference between the months the customer has pre paid beyond the date the new rental rate was applied the result will be applied to the customers account as rent due Since the customer pre paid the account the paid through date and next due dates were moved up the prorated rent that is now due as a result of the rate change will not cause the customer to enter a late step but it will be applied to the customers next rent payment Not Until Next Billing Period The rate change will not be applied to customer s accounts until their next billing period even if the next billing period is after the effective date of the rate change To allow Storage Commander to automatically print rate change notices to customers that will be included in a scheduled rate change place a check mark in the Print Notice check box When Storage Commander has detected that this option has been selected it will enable the Date To Print date field enter the date generally 30 days prior to the Effective Date and enter the number of copies to print 56 Storage Commander User Manual When the rate change set up is completed click on the Schedule Change button bar to enter the rate change into the scheduler At this point you can set up another rate change and schedule it to occur at another time Click on the Show Pending Changes to view all rate changes that have been entered into the scheduler Clicking on the Process Pending Chang
97. ima Due saco i Click on Custom Danta Pad Dash mu e TOMO Settings ls E fo Dery Gate Access FT Ovadbek PF Quatiies For duction IV liema Notice FU Retu alter partial payment I C Late Schedule Custom Setting Additional Dady Change fon E Late Nosce Pairt Notice I7 EMail Copes 1 D om 2 Step Standard Late Notice gt E C Wod Recuning Late Feee Custom Late Charge Based On Unt Soe Unit Sizes l Late Fee Apples Each Biking Unit Sizes 4 From c In Sin 50 00 Une Size 100 00 Abemate Contact Print Notice I EMail Unit Size Unit Size i Dest far E marcho E Site Speci c Wakes as 100 00 Deposit 3000 Late Fos 25 00 Click on Based On Unit Size Unit Sizes Select Unit Size Enter Late Fee Amount To set late fees based on unit sizes select Based On Unit Size and click on the Unit Sizes button bar Select the unit size from the list and click on the Edit button bar Enter the late fee amount in the Late Fee box To setup a late fee table select Late Schedule and enter the rent balance parameters into the From and To columns Nene Status show E casloms szeens Ster 1 Lale Notce vinnuni Dee Click on Custom Tas tar Paid Cays om m I bru Dale Hr2vous step Settings nz E I Cier Gate Access I Uvercck I Quelfizs For Auction F Neturn efter partis arent Iv ltavize Moline Tee 15 00 Volar Ameunt C Perz
98. in lieu of all other warranties express or implied including without limitation any warranties of merchantability or fitness for particular purpose LIMITATION OF LIABILITY Empower Software Technologies sole liability if any is limited to the replacement costs of the hardware options sold in this transaction In no event shall Empower be liable for any loss of use revenue profit or for any direct indirect or consequential damages arising out of in connection with or resulting from the use or sale of the products sold by Empower Software Technologies ATTORNEY S FEES The parties stipulate and agree that in any action or proceeding brought to enforce this agreement or any of its terms the prevailing party in action or proceeding shall be entitled to reasonable attorney s fees and costs incurred in connection with the action or proceeding in addition to any and all other relief to which the prevailing party may be entitled ARBITRATION Any controversy or claim arising out of or relating to this agreement or breach of this Agreement shall be settled by arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association and judgment on the award rendered by The arbitrator may be entered in any court having jurisdiction CONTROLLING LAW The entire transaction contemplated hereunder shall be governed by the laws of the State of California without regard to its conflict of law rules ENTIRE
99. ing late fees are only applied to late steps that are not affiliated with the lien process Check your local and state laws regarding assignment of late fees while in the lien process To set a late fee as a recurring fee place a check mark in the box Late Fee Applies Each Billing Period You can also have Storage Commander generate a late notice that is only printed when this recurring late fee is applied to a customers account 1 7 4 SETTING LATE FEES des This section allows you to assign a fee to this delinquency step and how the fee will be 0 00 5 applied C Dala Amour C Percent The Fee section sets the amount that will be charged Minimum 0 00 M Round Enter the amount that will be charged for this late step Select if the late fee is a straight OF Rent Balance Dollar Amount or a Percent of rent Cuclom 5 ettings Adkliional Daly Charge Entering a number in the Minimum box will allow Storage Commander to assess a minimum Amore 0 00 E charge against this late step if the percentage amount is less than the minimum amount Placing a check mark in the Additional Daily Charge check box and entering a value in the Amount box will cause Storage Commander to charge the customer each day they are late 13 Storage Commander User Manual Selecting Custom Settings allows late fees to be calculated based on unit size or from a customizable table Statut shown im cuelomas ceresne Step 1 Late Notice Min
100. ing scanner use a piece of scotch tape to remove any grease or dirt build up Do not use any form of liquid cleaners as this may cause damage to scanner membrane 4 1 5 VERIFYING FINGERPRINTS The Storage Commander fingerprint scanner option allows the manager to quickly verify all fingerprints that have been registered to a customers account To verify a fingerprint go to the customer list either by clicking the customer button in the tool bar or by selecting Customers from the List pull down menu When the customer list is displayed locate the customer that requires fingerprint verification and click on the Details button to access the Customer Information screen Click on the Fingerprint tab located along the top of the customer information screen this will open the Fingerprint display screen In the Fingerprints on file list box click on the name of the person requiring Customer Altemabe Employer Notes Comments Photo Transaction History Fingerprint Unit information Customer Name Fingerprint Fingerprints on sie fingerprint verification With the person s name highlighted click on the Verify Customer button and ask the person to place their finger on the sensor pad Ifthe fingerprint matches with the fingerprint on file a message Fingerprint Matched will be displayed Ifa match is not found a Fingerprint Does Not Match message will be displayed If you are unable
101. k forward when the check reader detects the check a motor will start up and automatically pull the check through the reader As the check travels through the reader the 39 Storage Commander User Manual MICOR font located at the bottom is read and the data entered into the payment screen The data that is read from the MICOR font is routing number account number and check number Once a check has been registered to a customer account selecting the payment option from the tool bar and scanning the check will automatically locate the customer account 2 8 4 CHECK PAYMENT USING ACH From the Accept Payment screen select CHECK as the payment type When prompted run the check through the check scanner the check number routing number and account numbers will automatically appear in the associated fields Select Savings or Checking from Account Type and Personal or Business from Account Class If the customer wishes to have their checking or savings account automatically debited for future rent click on Auto Debit Future Rent to place a check mark in the box The payment amount will appear in the payment field Enter the Bank Number This is not a required field Select Check as the payment Click on the Process Using O tion Check Bank P a 80 00 Number 123S me Process ACH button to electronically Routin An Account imanes SCS Click on Scan Check if the a inte Nite O awe deposit the check Account je Stig Che
102. l A Scheduled Move Out from the list El Fide Las Aetrepe Report Merter no View Maga Lobo Moria Hele a E Cancel di hee Hian Unite Scheduled For Mort Units Scheduled For Meve Out dico Ch AGREE SY Or Baa Hu tor Share pr a FELT KAREH PM Coated Mirela Select the customer from the Units Scheduled For Move Out list click on the Cancel Move Out button to remove the customer from a scheduled move out 2 7 TRANSFERRING CUSTOMERS To transfer a customer from one unit to another right click on a unit from the Site Map and select Transfer from the selection list using this method will take you directly to the Select Transfer To Unit bypassing the customer selection section select the transfer to unit and proceed with the transfer To transfer a customer using the toolbar or pull down menu click on the Transfer Unit button on the Toolbar or select the Activities Transfer menu to display the following dialog Storage Commander Select Account Select the customer by scrolling through the list and clicking on the customer s entry or by selecting a Search By button and typing in the first few characters of the unit number or customer s last name Once you ve selected the sre is Customer click on the Next button to continue to the Select Account Selection ES Far Customer Phone a adora Commande gt Hed a an wxg repen BABIN EGHT Gi FAA Bo nxa E LA as BEd SO B
103. lendar Events Click on the check box next to an event to display the event in the calendar Multiple events can be displayed at one time Adding Reminders Click on a calendar day followed by clicking on Add to insert a reminder event into the Customer HUGHES TREMAINE Customer romaszewski thomas Customer MAYFIELD SHIRLEY Customer IVESMULHERN JUDY Customer FREED RONALD Customer SPADAFORA BRIAN Customer ASH PHILLIP Customer RAMOS IGNACIO Customer J C BAZAR AILIAN E Customer MAGANA LEONEL Customer MILLS ANDREW Customer AMACHREE LIQNEL Customer BERKLEY JOSEPH Customer FREGOSO ADELA Customer AB RRNYO Aa san Open the calendar and left click on the day you wish to add a reminder to next click on the Add button in the Date To Show The date you selected in the calendar will be displayed here or you can enter a new date Date To Show Expiration Date 03 12 2004 03 12 2004 Expiration Date rd Tele Enter a Expiration date to indicate how long lt All Users gt the reminder is to remain in effect Need to power wash building 4 Send To User Click on the down arrow to restrict the viewing of a reminder to particular manager Click here to mark reminder as Urgent Enter reminder message here Click on Save to save the reminder or Cancel to cancel the message and return to the calendar screen Reminders section of the calendar This will open the reminders dialog box where you set the da
104. list open the waiting list screen by clicking on the Activities pull down munt item and selecting Add To Waiting List from the menu items or click on the Waiting List button in the too bar From the waiting list screen click on the Add Customer button fill in the customer information clicking on the Next button to move to the next screen Click on the Finish button to complete the process and add the customer to the waiting list 33 Storage Commander User Manual 2 6 Move OuT Storage Commander allows many different move out options to be used depending on the status of the customer at the time of move out and how move outs are configured under Payment Plans Storage Commander can calculate move out refunds as a percentage of the base monthly rate as a daily prorate to always refund prepaid rent at move out or not refund any rent if move out is more than a preset number of days into a billing period Select the unit by clicking on an occupied unit in the site map using the right mouse button and selecting Move Out from the list or by clicking on the Move Out button in the tool bar and selecting the unit from the unit list box and entering the unit number the last name of the customer or the phone number into the Search For field Once you have selected the unit click on the Next Button to continue to the Move Out Billing Info screen Set the Search parameter Select Account To Mowe Cuts Ifyou choose to not use the site and e
105. llows notes The Current Balance column of any length to be added to the shows what the balances are Account Adjustment adjustment and will be included prior to any adjustments in the Adjustment report The Adjustment column is pram The Account Information portion where you enter adjustments a of the Account Adjustment screen for each balance Ger month mr chega displays specific information about the customers account The new balance column shows the result of the adjustment Note Any adjustments that are made will be recorded in the Adjustment report with the login id of the user who made the adjustment Storage Commander can also be configured to require an explanation to be entered prior to completing the adjustment 3 4 1 DRIVER LICENSE READER If your state driver license has a magnetic strip on the back of the license and the state conforms to the AAMVA national standards you can fill in the customer information by swiping the license through the optional card reader supplied by Empower Software Technologies To use the driver license scanner click on the Scan Driver License button located in the Customer Info screen to activate the scanner Slide the driver license through the reader the customer s name address and driver license number will appear in the customer information screen If the scan was not successful click the Retry button and swipe the card again Storage Commander Previous Custo
106. mbers at a 45 degree angle as well as configure how the map is printed To change the setup configurations of the site map go to the Maintenance pull down menu followed be the System Setup selection now click on the Site Map tab This will open the site map configuration screen Click on the settings that fit your needs Storage Commander System Setup Rotate Unit ID rotates all unit Ea Se ee ce numbers on the map 45 counter clockwise Rotate Unit ID When Mouse Is Over A Unit Select what type of C Show Customer Notes information to show in the C Show Unit Notes Customer Information Panel Show Customer Photo on the site map Printing Configure the map to print in C Color Black amp White color and to show the status Occupied Vacant Late Status No Status of the units in color or shades of gray lv Fit to page Automatically scale the map to fit to the size of paper in the printer 21 Storage Commander User Manual 1 25 SETUP MICROSOFT WORD NOTICES amp DOCUMENTS Storage Commander supports Microsoft Word 2010 allowing you to use the this word processor to create customized documents and notices that can be integrated into Storage Commander The documents setup screen is where you assign the Word based documents to the various functions within Storage Commander which require a printed notice or document To assign a Word document to a print function click on the Maintenance pull
107. mer xj When you click Next Storage Commander will automatically search for past occupancy based An existing customer has been found with a matching Driver License or Social Security he dri oH d or th ial i Number Click Select to use the existing customer or Cancel to use the information you on the driver s license and or the socia security just entered number If a match is found this window will appear and allow you to select their previous 5 5 Number__ DL Number Sah los TIENES AA ALA AIS account to fill in the rest of the information If you are not sure if this is the same customer you can click on Details to view their previous account history and information including notes photos and transactions 4 To choose this customer account simply Cancel highlight it and click on the Select button 53 Storage Commander User Manual 3 5 REVERSING A TRANSACTIONS Storage Commander allows a user who has the proper security authorization to reverse payment or move in transactions Once the transaction has been reversed financial reports such as the Payment Activity and Deposit reports will be adjusted to remove the transaction from the reports If the reversed transaction was made against a payment that was processed through a customers account the reversed payment will be logged in the customers Transaction History as an offsetting entry and also in the Reversed Transactions report Payment tra
108. merican Express vacia an the actual day rent 1s assessed against a customers account Account Informati TIE TO Y Allow manual entry of approval codes Allows user to enter credit card approval codes recorded from a separate credit card processing terminal and manually enter them into Storage Cancel Help Commander M Initiate Primary Processor Settlement Causes Storage Commander to send the credit card batch to the processor during the End Of Day operation V Initiate Split Dial Settlement For American Express Selecting this option will cause Storage Commander to process all American Express credit card transaction directly with American Express bypassing your normal credit card process service Before selecting this option it is highly recommended that you check with your credit card process service first M Print Credit Card Activity Reports Selecting this option will print credit card reports during End Of Day 15 Storage Commander User Manual 1 9 SETTING UP ACH ACH processing allows you to electronically debit a customer s checking or savings accounts for rental payments In addition you can configure Storage Commander to automatically debit a customer s checking or savings account each time rent is charged 1 9 1 CONFIGURING THE ACH OPTION MODULE From the Storage Commander main screen select the Maintenance pull down menu item Next select Program Setup Credit Cards ACH see Figu
109. n for new move in s New Payment Plan Name 3 Month Billing Payment Schedule O Monthly C Semiannual A C Annual Due Date O Anniversary Fixed Prorate To 1 Invoices Print Invoices 14 H Days Before Due Date g Make Inactive does not affect current customers Cancel When creating a New plan or to Edit an existing one the Pricing Plan dialog will appear The Name identifies the payment plan The Payment Schedule allows you to configure the payment plan to charge rent Monthly Quarterly Semiannually or Annually The Due Date determines whether the customer is billed each month on calendar day of their move in anniversary or a fixed billing day of the month as entered in the Prorate To field In the example this billing plan will charge rent on the 1 of each month You can create different billing plans to meet you customers requirements such as billing plans that charge rent on the 15 of each month v Print Invoices This option allows you to select if invoices are printed as part of the daily processing and also specify how many days prior to the billing date that the invoices should be printed Note that printing the invoices earlier than the billing date does not cause the customer to be billed at the earlier date they are still billed according to the billing cycle specified in the pricing plan The Make Inactive checkbox will keep a specific payment plan from a
110. nance Program Setup Unit Size menu item and select the unit size you wish to change from the list of available unit sizes From the Unit Size box change the values contained in the Depth and Width fields to reflect the new size Note Using this procedure will change all units that are associated with this unit size to the new size and will be displayed on the site map at the new size 2 If you only need to change a single unit to a new size From the pull down menu items at the top of the screen open the Maintenance Units menu item and select the unit that you will be changing the size on from the Unit Number list box Once the unit is highlighted open the Size list box to select the new size of the unit Unt amena FW Units Unit Size Select the unit to receive Unit Maintenance Se ae Select the new size for the size change Unit Number Description the unit Al xlenor EN Building A2 T 43 amp a A5 Available Status Date Entered he Rented de Late Status Date Entered Alg Deposit Balance 0 00 Pre Lien 05 12 2012 1 oe Rent Due 45 00 m RevetTo revert Date Bis 1 Fees Due 35 00 AR Next Billing A Walk Through 0 Le ae i PayOnDay 31 a Mobile er Due Enter an explanation for VET FA E M DenyAccess 7 Oyerlocked the change O l NoLate Charges Gate Locat of Click on the Done button Total Due 80 00 This Unit Na to save the changes
111. nants through merchandise sales and Other Income can be reversed by clicking on the Activities pull down menu and selecting Non Tenant Transactions From the NOTE Transactions cannot be reversed after End Of Day has been run for the day the transaction was made 3 6 CHANGE A UNITS BILLING Changing a customer current billing plan to another plan that has previously been set up within Storage Commander is a quick and easy operation Open the Change Billing Info screen by positioning the mouse pointer over the customer s unit click on the right mouse button and select Change Billing from the list You may also click on the Activities pull down menu select Change A Unit s Billing from the list and locate the customer unit 54 Storage Commander User Manual From the Change Billing Info screen click on the down arrow to the left of the Payment Plans list box to display a list of all payment plans Select the payment plan to which the customer has requested to be moved to Add any recurring fees or discounts that may be assessed against this new payment plan by clicking on the down arrow to the right of the Fee Discounts Insurance list box Change Billing Info To assign the customer Customer Name FILLOW FRANK F to a different Billing Plan Sel I 1 18 ACONEW FEES pe a Payment Plan Current Paynes Add any recurring fees click on the down arrow Discounts or Insurance Monthly w Invoice seno discounts or insuran
112. nce Program Setup Link Unit to bring up the following screen Highlight the unit that will be the primary unit and click on Use this feature to ink multiple rented units to one customer B Select the Primary unit first then addtional units to link to the Select This will move that primary unit unit into the Primary Unit field BROUGHTON CATHY BROWN E SUE SCHRADER KE Primary Unit To pick a new primary unit BROWN ANTHONY _ Selectos 942 BROWN DOMALD se AOW TES Additional list box shows all click the Clear button and the BROWN RODNEY lt lt Clear E i setae units the will be linked to the unit will be moved back into BRUNSON JOHN Additional the li BRYAN BLAIR amp JAMIE IREY Primary Unit To remove a e list BRYAN JOYCE l ae N unit from the list of units to be a BAYCE NICOLAS 221 BROWN MARY Highlight the unit units you athe would like to link to it and a med dd click on Add BURRELL EVELYN _ lt lt Remove BEE BURRIS SEAN BUSCH STEVE k Link Units RIICH RENE of a 929 BROWN ERIN i E 840 BROWN ERICA linked highlight it and click on the lt lt Remove button When you have completed selecting the units you would like to link together simply click on the Link Units button Selecting multiple units during a move in will also cause all selected units to be linked together Special Note Customer Alt customer amp Employer data of the unit s that have been added to the Additional lis
113. ncial information into a notice Refer to the section Creating Notices Using Microsoft Word for detailed instruction on how to use this function Setup Lien Status Days Late Name Step 1 Late Notice Late Notice Step 2 Preliminary Lien Pre Lien Notice Step 3 Notice of Lien Sale Lien Notice Step 4 Notice of Sale Notice of Lien Sale j Return to this step on partial payments Setup No Print Days 1 7 1 CREATING A NEW LATE STEP This section will walk you through the process of setting up late steps that will conform to the late payment policies that you have established for your facility A detailed explanation of each field used in setting up late steps is listed below Name Type a name to Marne Statue shown i customer screen describe the late step i Minienvum Due Late Notice MURIE NAME cla om Pitt Tema Como E Pap Alter Paid Days From lod FU Status Enter a short name in TA ee we Late Notice 11 the Status field this will appear in status summaries used in the program Important Note A status name must be entered and it must be unique to each late step the same status name cannot be used with other late steps Once a status name has been entered it should not be changed Click on the Print and or Email check box and select the number of copies if you would like to have late notices automatically printed or emailed when customers enter this late step
114. nd hold the left mouse button down as you move the mouse left or right you will see the column increase or decrease in width When you are satisfied with the width of the column release the left mouse button Clicking on a column header will cause the data contained in the column to be sorted as ascending 123 abc or descending zyx 321 2 18 1 NAME SEARCH To locate a customer using the search feature click on the Customers button in the tool bar or select Customers from the Lists Customers pull down menu Type in the customer name As you type Storage Commander will immediately start to compare names in the database with the characters you are typing NOTE Storage Commander does not require you to enter the name into a special search box Just start typing and Storage Commander will find the customer 48 Storage Commander User Manual 2 18 2 CUSTOMER DETAILS Clicking on the Details button in the Customer List dialog will open the Customer Information tabbed dialog box for the currently selected customer Clicking on the Customer Alternate Employer or Notes tabs allows the information contained in these screens to be viewed or edited Urai uri lear h Und ieee Loma Aberras miope Commenta Hotes Praia Tomea blatory Customer information Fr ar e Click on the Credit Card button to view or edit the EEE I customers credit card information FP ge A Casper Billing Addea Click on the Acces
115. ned time frame The list of operational differences used throughout the Self Storage industry is extensive and while Storage Commander can be configured to meet the operational requirements of your store we strongly recommend that you take the time to review Section 3 Installation amp Setup to verify that Storage Commander is configured correctly for your facility We re available to help you with any questions that you might have with using Storage Commander Our software comes with 60 days free technical support that is available from 7 00am to 5 00pm Monday through Friday Pacific Standard Time We also offer additional support at reasonable rates after the initial 60 days have expired If you have any ideas on how to improve Storage Commander please call us We are always happy to discuss new features with our customers Thank you Empower Software Technologies Inc 41695 Date St Suite A Murrieta CA 92562 O 877 672 6257 e Mail aannaaien sales storagecommander com Technical Support 951 301 1187 malanssa nsa support storagecommander com FAX aeia eran ene ate 951 600 8412 Web Site o oo www storagecommander com Storage Commander User Manual Terms and Conditions of Agreement These terms and conditions cannot be modified except in writing signed by an authorized Officer of Empower Software Technologies Inc Empower WARRANTIES A Installation of this product implies full and comple
116. ng List or click on the Waiting List button on the tool bar From the waiting list screen click on the Add Customer button fill in the customer information clicking on the Next button to move to the next screen Click on the Finish button to complete the process and add the customer to the waiting list Wart List Customer in Waiting List Siri AE Ere SS SIMPSON DA 229 293 9494 Sal 030 2017 m m SILLEY JOMM 880 M2 9899 a5 VANIA Add additional people to waiting 5 5451 400 0000 a Vali BE 9292829 Sal 0 20 2097 list ea 320 0985 585 BINT Remove selected customer we SASE SHIO ECO from list 491 475 2524 Review or edit selected customer address information eS Ses oo fal heen dl 0303 503 2017 Reserve a unit to selected EMI H el ERS Set Yal MAAN BCE JON SAPs 545 VET ST customer E CORTANK D 50 Se 5 ARA Mila anad 901 S939 J B BARRNGER 65813898333 10x20 Ama Print Waiting List Close Waiting List window Pet Curent Prema Dunbar To reserve a unit for a customer in the waiting list open the waiting list by clicking on the Waiting List button located in the toolbar Locate and highlight the customer by clicking one time with the left mouse button on the customer s name Once the customer is highlighted left click on the Reserve Unit button located at the bottom of the Customer Waiting List dialog box Next select the unit to be reserved from
117. ng Info screen informing the user that the rate had been changed and requesting the duration the new rate will remain on the unit Warren Went Rate Charged hr nm ma na egg mio a oneal lo omeems If the new rate is fixed to not change to the street rate select this option rate lor fe sine When do you want io mat beck io the old rabo ra tc If the new rate is temporary and will revert to the street rate at a future time select this option and enter the date that the temporary rate will return to the street rate Une DF CO Dami reni 5 delat te a he dels opts or 30 Storage Commander User Manual SECOND MONTH PRORATE Second Month Prorating charges a full months rent at move in regardless of the actual date of the move in and will than charge a prorated rental amount in the second month An example of this would be a customer moves in on the 12 of the month they would be charged for a full months rent at move in in the next month 2 month they would only be charge for the days between the 12 and the end of the month prorated charge This feature only works with billing plans that charge rent on the first of each month fixed billing To apply 2 month prorating during a move in select Second Month Prorate located in the Billing Info screen Once selected you will note that the amount charged in the Prorate Amount field is now 0 00 while the amount in the Total Rent field is equal to a full month rent
118. nsactions that are made outside a customer account Such as Merchandise payments and payments made through Other Income can also be reversed and will be listed in the Reversed Transactions report 3 5 1 REVERSING A TRANSACTION THROUGH A CUSTOMER ACCOUNT Using the Site Map Customer or Unit button on the toolbar or by selecting Account History from the Activities pull down menu open the customer s Transaction History Select the transaction to be reversed Move In or Payment and click on the Activities button Select Reverse Transaction Storage Commander will display a warning message informing you that once a transaction has been reversed it cannot be reversed again Selecting Yes will complete the reversal of the highlighted transaction Selecting No will return to the Transaction History screen Transaction History Transaction History Customer Name Downey Dave Date Type Charges ts Begin Ending User ld 01 03 2013 Rent Charge 80 00 0 00 i ADMIN 01 12 2013 Step 1 Late Notice 10 00 j 0 ADMIN 01 13 2013 Step 2 Preliminary Lien 25 00 i i i ADMIN 01 19 2013 Step 3 Notice of Lien Sale 35 00 i y ADMIN 01 29 2013 Step 4 Notice of Sale 50 00 i i ADMIN Payment 0 00 0 00 Dont Show Maintenance Transactions Print Receipt Next Bill Paid Thru Unit Balance Transaction Summary 02 02 2013 01 01 2013 200 00 Reverse Transaction le 3 5 2 REVERSING NON TENANT TRANSACTIONS Payment transactions made to not te
119. nter a credit to an account balance through the adjustment screen To make adjustments to any of the account balances you must first select a customer To select a customer using the site map position the mouse over the customer s unit right click and select Adjustment from the list this will take you to the Account Adjustment screen An alternative to locating the customer is using the Activities pull down menu to do this click on the Activities pull down menu and select Make Adjustment Locate the unit customer from the Adjustment Account Selection dialog box Once the customer has been highlighted click on the Select button and this will take you to the Account Adjustment screen To make an adjustment determine the balance to be adjusted left column and enter that amount of adjustment into the adjustment field middle column Entering a number that is preceded with a minus sign 10 will credit reduce the current balance by the amount entered in to the adjustment field numbers entered as a credit will be displayed in the adjustment field in parentheses Entering a whole number will charge add to the current balance by the amount entered in to the adjustment field Storage Commander can be configured to require an explanation to be entered before the adjustment can be completed 52 Storage Commander User Manual In the example below an adjustment was made to reduce the rent balance from 80 00 to 75 00 The Explanation box a
120. nter the Unit Last map for unit selection you can Name or Phone Number Seach By click on the Move Out button in in the Search For box Ln Move Out the tool bar or click on the Lot Mars 5 amen herh Dar Activities pull down menu item and select Move Out to open Select the Unit to Move Out this screen for unit selection Prga pm Cuomo Pieria LOE PHL Be SA 4 Len The Move Out Billing Info screen ties all of the move out details together and lets you know what the cost or credit back to the customer will be Move Oat Bil Ida ma The Move Out date is used to calculate the prorated rent and can NE be set to any date needed to achieve the desired move out amount A Set the Move Out Date by entering a new date into the text haci Fie ee y portion of the edit field or by clicking on the ellipsis button 4 00 a to use the on screen calendar _ eve Cul Uli Prorabed Amount MEE 4858 The Past Due section shows any balance owed prior to the move PastDue CurentCharges AmountPald Fert SCA E E out The Current Charges section reflects the amount due based race bl O tardas im upon a prorated rent Negative amounts indicate that a refund is aoe due to the customer and are shown in parentheses If there are any additional discounts fees or merchandise that need to be mw E added to the move out amount due click on the appropriate button Don t Prorate Select this option if you do not wont t
121. nts will show here The payment plan is automatically set when you enter this screen see Setting Up A Billing Plan but can be changed by clicking on the down arrow in the Payment Plan field Certain types of fees can also be configured to be automatically applied when you enter this screen see Setting up Fees Additional fees or discounts can be selected and applied to the move in by clicking on the down arrow in the Fee amp Discounts field and selecting the appropriate fee or discount from the list CHANGING THE MOVE IN DATE Changing the move in date has different effects depending on the billing plan If the move in date is changed on a fixed billing plan typically one that is set to charge rent on the 1 of each month the prorated rent charge will change based on the modified move in date The actual move in date that is recorded in the system will not change If the move in date is changed on an anniversary billing plan one that charges rent each month based on the calendar day of the move in With this type of billing plan changing the move in date will still record the move in based on the actual move in date but will charge rent for all succeeding months according to the date entered in the Move In Date field CHANGING THE RENTAL RATE DURING A MOVE IN Changing the rental rate during the move in process allows the manager to match the rate of a competitor If the rate is changed warning screen 1s opened when leaving the Billi
122. o apply the amount of rent credit to be given back to the customer based on the number of unused days left in the customers current billing cycle The formula used in this calculation is Number of days left in current billing cycle x daily prorate To determine the daily rental rate you can use the prorate calculator or you can calculate it using this formula Rental rate x 12 365 daily rental rate This is a security controlled option and may not be available to all users Refer to the section Set Up Payment Plans Move Out Tab discussed earlier in this manual If the actual amount being paid is different than the amount listed in the Amount Received box enter the total amount being paid by the customer into the Amount Received field in the Amount Paid section The amount to be distributed between rent fees rental tax and merchandise is calculated by the program if the balance for rent rental tax or fees needs to be changed you will need to cancel the move out and make an adjustment against the specific balance Click on the Next button to continue to the Accept Payment screen Select the appropriate payment methods as you do when taking a move in payment and click the Finish button to complete the move out transaction and print a receipt 34 Storage Commander User Manual 2 6 1 MOVE OUT WITH ACTIVE ACCOUNT BALANCE To move a customer out that has a balance either a balance due or a credit balance on their account go throu
123. oe Wem no ACES ALAM FE PEE BOS xm 89 00 CIHHSDAL 5 Mn 123 1231 Hy ul 10070 I 5 i E y e P ENE Select Transfer To Unit Gee AM he ba rel Me Sage e Transfer To Unit window Select the new unit to transfer the customer into by clicking on the unit s entry first scrolling to it if necessary Then click the Next button to continue to the Transfer Billing Info Screen The transfer date defaults to the current date If a different date is desired then either type the date into the field or click on the display calendar button to use the on screen calendar The transfer date is used to prorate both the rent on the From Unit and the rent on the To Unit 37 Storage Commander User Manual Eranitfer lg info tomer Fle DRES JOLLA J Pad WFA TAAN fed Thra K Curent Changing the transfer date will automatically adjust the Amount Due based on the number of days prior to credit or after charge the customers next bill date The top portion of the Transfer Billing Info box displays information about the transfer from and transfer to units Husa 3700 00 Prev Balance 0 Any past due balances that the customer owes will be cot a ral listed in the Past Due column These balances will be 7 included in the transfer mw View Discounts or Fees that are currently active on the account To add or remove discounts or fees from the account you must close out of the tran
124. oice Notice Rate Change Notice Returned Check Notice Late Notice Auction Notice Specialty merge codes can only be used in certain types of notices For example all of the merge codes listed in the Yellow box Move In amp Transfer Contracts can only be used in Move In contracts and Transfer contracts and will not work with any other type of contract or notice All of the merge codes listed in the General merge codes section can be used with any contract or notice at any time Empower Software Technologies Inc 41695 Date St Suite A Murrieta CA 92562 951 672 6257
125. omatic adjustment of the Late and Paid Through Date See Setting Up Payment Plans Payment Application Tab for more information on how this will affect adjustments lw Late Status 1 4 SETTING UP PAYMENT PLANS Y ou can setup numerous payment plans that give you control over billing periods and how the payments are applied The monthly plan is predefined and you add additional plans as preferred To setup the Payment plans go to the Maintenance Program Setup Payment Plan menu Limits Facility Info Rate Change I etter I ditor Change Walk Through Order Syslern Selup Program Sctup 12 27 2009 Next Billir 14 12 28 2009 I late z lamen 100 00 Phone 349 499 1944 Move In Date 1073072009 Storage Commander Pricing Options Payment Plans Payment Plans Payment Eross Distvurnls Monthly me invoice Yey lees Lien Status Credit Cards ACH Adjustments Defaut Monthhy Required Ficlds Additional Leger Marketing Surwcy Email Settings Create Units Sctup Existing Customer Link Uriils Qenckliogks Interface reset Gate Interface Data The Payment Plans selection screen lists all existing payment plans You can select and edit an existing plan or you can create a new payment plan Payment plans that are no longer associated to any active customers can be deleted You can also select an existing payment plan as the default pla
126. ome Analysis i i i i I Anaka Uni Ares Income Anaka by Location identification of report content as well as locating report when anahi Repods Morth Cash Audi V2 looking for a report based on a certain content requirement Customer Access Codes Cuore Active Customer By Paid Thou Date Highlight the report you want to add to the group Then select Eustomer Actrve Customer Status o n the number of copies that you want to have printed during the End Of Day processing Click OK and the report will be added to the list on the main Report Groups screen at the bottom Copies 1 4 Once the report is added select whether you want the report to be generated before after or both before and after the automated functions of End Of Day processing have been run This selection is called Timing and is located in the bottom right corner of the main Report Groups screen it must be selected for each report added The default on this selection 1s before end of day processing Once you have entered all of the reports for this group you can click Done in the Report Groups screen to return to the main Storage Commander screen 78 Storage Commander User Manual 7 Getting Help To view the Storage Commander manual click on the Help pull down menu item and select View Manual This will display an on screen version of the users manual Acrobat Reader sc manual pdf T File Edit Document View Window Help JS eE hu gt gt BB Use
127. on how your facility is configured go to the Maintenance pull down menu item located at the top of the Storage Commander screen and select Program Setup followed by Payment Plans to review your Payment Plans Payment application Move In amp Move Out options Click on the Next button to advance to the Accept Payment screen Click on the appropriate check box cash check or credit card that corresponds to the payment being processed The payment for the amount due will than appear in the associated payment field If the payment is split between two payment types such as cash amp check select one of the payment types and enter the amount of the payment into its associated payment field Next select the other payment type Storage Commander will automatically calculate the correct split and enter it into the payment field Note If you enter a payment amount the is not equal to the amount shown in the Amount Due field Storage Commander will display a message instructing you to return to the Billing Info screen by clicking on the Back button at the bottom of the Accept Payment screen and enter the actual amount being paid into the Amount Received field Click on the Finish button to complete the payment 2 8 2 PAYMENT BY CASH As with all payment options cash check amp credit card the amount of the payment has already been calculated by Storage Commander and is referenced in the Amount Due field All you need to do at this point is sel
128. ons of each of the parameters available for rate changes Size Click on the down arrow to select a specific unit size to be used in the rate change 55 Storage Commander User Manual Location Building Type Move In Date Last Change Current Rate Selected Units Only Apply To Available Units Click on the down arrow to select a specific Location to be used in the rate change Click on the down arrow to select a specific Building to be used in the rate change Click on the down arrow to select a specific unit Type to be used in the rate change Limits the rate change to those customers who moved in before or after the date entered into the Move In Date field To use this parameter Place a check mark in the Move In Date box and enter a date in the date field select Before for customers that moved in before the date indicated in the date field or After for customers that moved in after the date indicated in the date field Limits the rate change to affect only customers who s last rate change was before or after the date indicated in the Last Change date field Sets the rate change to affect customers who are Higher or Lower the amount entered into the Current Rate field Allows you to select individual customers from a list to receive a rate change Note Selecting individual customer does not require nor will it use any of the parameters listed above Limits rate change to Available
129. ort ac r r h Cuslun Settings Additonal Daly Charge Late c Molice Yo PantNstice Eva Fupi f7 a G S andaic de Nuli a ON T gt gt _ Custom Late Charge Securing Lace Fees cal Frere day es Fer h lira Prana IAS O _ateSchedie ller ide Curiteut J PiintNetice C vai Late Fee Item Late Fee Item Fis 30 10 Tr 360 30 Ral inn Dalla Amoun alr G Parent I cund IV 3 Of Ren 3clane gt Miimi 410 0 Click on Late Schedule Click on Edit Enter the Rent balance From To range that would qualify for this late step Select a flat dollar amount or a percentage of total balance which would include fee and rent balance or rent balance to be charged for this late step Enter a Minimum charge if using a percentage of account balance The Deny Access check box in the options section of the dialog allows you to specify whether gate access should be denied when a customer enters this step The Late Fee Applies Each Billing Period check box when selected will cause the customer to re enter this step with all associated fees reassessed against the customer s account each billing period The Notice To Send field allows you to select a notice to be sent when a customer reaches this reoccurring step To select a notice click on the down arrow at the end of the Notice To Send text box and select the appropriate notice selecting the blank field will not attach
130. ou can open the Maintenance Security pull down menus to assign unique 1d s and passwords as well as security access levels to your staff see section Setting Login amp Password access 1998 2012 by Empower Software Technologies Inc All Rights Reserved 1 3 FACILITY SETUP As with any management program you will need to set up the operational parameters of Storage If you purchased Facility Set Up most of the parameters needed to be in place prior to customer move in have already been entered into the system and you can skip to Basic Operations If Facility Setup has not been completed please continue with this section Storage Commander User Manual 1 3 1 FACILITY INFORMATION Storage Commander will automatically insert your storage facility s name and address on all reports and letters that are created within the system To install your facility s name and address into the Storage Commander system follow the steps detailed below E File Lists Activities Reports View Maps Mobile Storage Help Units Facility Info Security Merchandise Rate Change Letter Editor Change Walk Through Order System Setup Program Setup Fill in the address and phone numbers as you would like to see them printed on your reports and customer correspondence as shown in the Facility Information dialog example below E mpower Storage _ a Address 41695 Date St Suite A
131. ough Date beyond current billing cycle Displays the paid through date based on the amount of a pre payment example If a customer pre pays 6 months rent the Pair Through Date will show a date that is 6 months from the current billing date MIDo Not Update Paid Through Date if Balance is Due With this option selected the customers paid through date will not be advanced if there is a balance due on rent or any fees Storage Commander User Manual Move Out Options Tab Storage Commander Pricing Option iiss Move Out Options Allows you to pre set move out policies that lions Move Out Options will be used when a facility manager moves a customer out of Prorate Method Schedule Move Out Notification your storage facility f Daily Prorate fv Generate Reminders During End Of Day C Percent ONE Prorate Method 5 Days In Advance And Policy Daily Prorate Aways Refund Pre paid Amounts On MoveQut Selecting this function allows Storage Commander to charge Dont Refund Payment On MoveOut F Greater Than 0 Days Into Billing Period C Dont Refund Payment On MoveQut f The Rent Balance ls Less Than 0 00 the customer for the number of days remaining in the current billing period multiplied by the daily prorate Other Options e Charge for the day of the move out Allow changes to the move out date Percent tt 1 Hl Copies Entering a percentage value will cause a refund to be assessed equal to the unit rental rate less the p
132. out date has been entered into the Move Out Date field Storage Commander will automatically calculate the prorated rent for the move out Click on the next button to proceed to the Accept Payment screen Storage Commander will ask you to confirm the scheduled move out Process the payment and click on Finish to complete the scheduled move out 2 6 4 SCHEDULED MOVE OUT Open the Activities pull down menu and select Move Out Schedule Move Out Wn ey AAN R ALLAN i ALAN at Cn Era arr Bey CAEL AN MERA Era FOAL TO a Lain Hor Dil Date r aca M faeces lire 1 i i i F fi eon Ei Mon ino MC ire mo mor Sth cs ra a Select the customer by scrowling down the list of active customers or by entering the unit number aditional units can be selected by holding down the Ctrl key while clicking on individual units in the Select Units box With the customer highlighted enter the scheduled move out date and click on the Schedule Unit s button Clicking on the OK button to complete the Scheduled Move Out operation To view a list of scheduled move outs run the Vacate Report located in the Reports pull down menu under Unit Reports or open the calendar and select Scheduled Move Outs from the events list 36 Storage Commander User Manual 2 6 5 CANCELING A SCHEDULED MOVE OUT Open the Activities pull down menu click on Move Out and select Cance
133. p The first screen of the move in process will be the Customer Info screen where you will enter in the name address and other defining information of the customer Fill in the appropriate customer information using the TAB key or the mouse to move from field to field If the customer would like invoices statements sent to a different address select Use A Different Billing Address to open a new address screen where you will enter the appropriate billing address this requires the customer to be in a billing plan that supports invoicing See Setting Up Payment Plans for more information If a security gate system that supports Storage Commander is used at this facility click on the Access Control button to enter the access information and gate code If you have the optional card scanner and the customers driver license supports a magnetic strip on the back of the license the customers name address and driver license information can be entered by sliding the driver license through the card reader Move In Customer Info M Available O Reserved Size Rent 10 X 20 80 00 10 X 20 80 00 10 X 20 80 00 10X 20 80 00 10 Xx 20 20 00 Address 148422 SO CROSS 10X20 80 00 5X5 45 00 5X5 45 00 City TEMECULA NE Eni State CA Zip 94849 9299 a Phone 951 672 6257 Alt Phone 951 672 0001 Fax lu g Social Security aE Tax Id _ Tax Exempt Photo ld DL sas1 761 State CA Exp Yr 2016 E Mail darens gmail com
134. ppearing in the list of available plans during Storage Commander User Manual move in or transfer but 1t will not affect active customers who are being billed to the selected plan This feature allows you to stop offering a specific billing plan for new customer while continuing to honor the plan for customers who actively using the plan Note that you cannot delete a payment plan if any customers are being billed to the plan You must first change the customer s billing option by using the Activities Change A Unit s Billing menu then you can delete the pricing plan from the list Payment Application Tab The Payment Application section of the Payment Plan dialog enables you to determine how a customer s payment is applied to their outstanding balance The payment application s options allow you to pre set how a payment is applied toward an account and how payments affect the customer s paid through date Partial Payment Disbursement Clicking on one of three radio buttons in the section will set how partial payments are applied The three selections are explained below Storage Commander Pricing Options CES Vl Fees First Then Rent Payment Application Move Out O Selecting this option sets the system to apply 100 of the A TORNE payment to any outstanding fees first Afterwards any C Fees Fret Then Rent money that remains will be applied to the outstanding rent lia Selecting Fees First Then Rent will prevent
135. provided to enable you to modify the text of the letters and or notices that are sent to customers 6 2 SELECTING REPORTS Click on the Reports pull down menu to see a list of reports organized by report type Click on a report type to open another list of reports covering that report type Click on an individual report to open the report 6 3 ENTERING DATE RANGES Many reports take a from date and a to date to allow you to limit the data that goes into a report There are several preset date ranges in the date range window If you want the report to only involve today s data then simply click on Today If you would like dates that are not preset select Other here you can decide which days to report To report a single day make sure the From B 6 en and To dates are the same The date range data entry select The From And To Dates dialogs default to the same date for from and to Date Range dates Dates can be entered into the date range fields cen a the d bv click h Today f Other either by typing in the date or by clicking on the TEE Dy typing y 2 C Month To Date From T 242004 y ellipsis button and using the on screen calendar Ee to choose the date When you click on the ellipsis the A Telee To 02 1 242004 screen to the right appears allowing you to click on Comcel the date you would like to select 6 4 GRAY BARS Many reports include alternating gray shaded bars on the data rows to allow
136. r s account that will be automatically displayed whenever any type of account activity is detected To add an Alert Message to a customer s account select the customer from the toolbar or by right clicking on the customers unit once the customer has been selected click on the Details tab From the details screen click on the Notes tab and enter the message into the Alert Message box Alert messages will remain on a customers account until they are removed by clicking on the Clear Alert button CUSTOMER COMMENTS Customer comments differ from customer notes in that once they are entered a date and time stamp is added to the note along with the id of the logged in manager When the note is saved it cannot be altered To add a comment to a customer s account select the customer from the toolbar or by right clicking on the customer s unit Once the customer has been selected click on the Details tab From the details screen click on the Comments tab Next click on the New button and enter the message into the Comments Message box Click on the OK button to save the message Note It is strongly recommended that you review the message prior to saving it as the message cannot be edited or removed from the customers account once it has been saved Any previous comments will be listed in the Dee kderod imc Barato Poplar Commer Finder Icke irene lide upper box and will show the Date amp Time the Comments ova tara hen hey
137. r Information screen 5 4 CUSTOMER INFO Enter the information for the customer into the appropriate text field boxes Use the Tab key to move forward from field to field of the combination of Shift Tab to move backwards field by field a Fill in as much information as you have time for you can always return R E E T to the Customer Information screen to add data at a later time Click on the Credit Card button to store the customer s credit card information aeee Clicking on the Access Control button allows you to enter the Phone lo AltPhone i customer s gate code into Storage Commander wetted y If you would like to link the unit to a customer who has already been EN entered into Storage Commander click on Current Customers and select the customer from the list If you have customers in the waiting list click on the Waiting List button and select the customer from the list 5 4 1 ALTERNATE CONTACT Enter the information for an alternate contact 1f appropriate Typically the alternate contact will also receive lien and pre lien letters 1f selected in Lien Status set up Alternate Contact Information Middle Click the Next button to continue on to Employer Information dialog Je Storage Commander User Manual 5 4 2 EMPLOYER INFORMATION Enter the customer s employer information Employer Customer Name ja Employer Information Employer Po Supervisor fo Dept fr Addres
138. r alerts pertaining to the unlink process that you have just completed Repeat the above process if you have other units that need to be unlinked 62 Storage Commander User Manual 4 Fingerprint Scanner Option 4 1 FINGERPRINT SCANNER Fingerprint scanning provides an entirely new level of security for self storage owners management staff and their customers It also provides a level of convenience currently unmatched in the self storage industry With the implementation of fingerprint scanning within Storage Commander locating a customer s account 1s as simple as placing their finger on the scanner Storage Commander automatically verifies the fingerprint with the fingerprint on file and locates the customers account From the customer account payments can be made financial adjustments can be processed or the customers personnel data can be verified or changed Site managers can easily log into Storage Commander through the fingerprint scanner Since the login process is quick and easy Storage Commander can be configured to require login for specific functions such as Move In Transfers Move Out Returned Checks Payments Change a Units Billing Adjustments Charge a Fee Reverse Transactions Other Income Requiring managers to login to for the above transaction types insures that each management transaction is recorded to the manager responsible for the transaction 4 1 1 INSTALLING THE FINGERPRINT SCANNER OPTION
139. re 1 Settings ACH Facility Info Security Merchandise Rate Change Letter Editor as C Bar Processing Software Authorizer Atomic KY Enable ACH Processing Change Walk Through Onder Data Path System Setup Program Setup Payment Plons Y Allow Automatic Credit Card Billing During End Of Day Discounts 2 pe A For Automatic Credit Card Charges Fees g Charge Credit Card On Billing Date Lien Status Credit Cards ACH Adjustments F i 3 E A E a igure Unit Sizes Allow manual entry of approval codes Hent Bling Last Rahe Charge Insurance Card Scanner Default Required Fields Rate Payre Birce sam Seo 10x30 Access Code Addtianal Logen T LN Track Z Marketing Survey End Of Day Automation Create Units v Initiate Primary Processor Settlement Setup Existing Customer Link Units QuickBooks Interface Figure 1 Figure 2 Enter the merchant account number and processor given to you from PPI in the fields identified in Figure 2 If you already have an active account with PPI you will not need to reenter them Click on the ACH tab to advance to the ACH activation screen see Figure 3 Click on the check box to enable ACH 1 10 INSURANCE SETUP Storage Commander comes pre configured with SafeStore insurance which allows you to provide tenant insurance with just one phone call to activate your account I
140. reate Units If the you are creating a new unit number for an occupied unit create the unit first and then transfer the customer into that unit 1 26 3 CREATE A NEW UNIT SIZE From the Maintenance Program Setup Unit Size pull down menu select New Enter the size of the unit such as 10 X 20 into the Unit Size box Unit Size RV me Enter the Depth and Width of the unit such as 10 feet wide eee E Cancel ene El by 20 feet deep width 10 o o oo EIDE Enter a unit size Description This description will be LOVEE arkin ee displayed in the Description column of the On Line Size Specific Values Reservation screen Rate 125 00 Enter the standard rental rate into the Rent box De osit 0 00 a z A i Enter a special Deposit and or Late Fee only if you charge Late Fee ace deposits and or fees based on unit size Once the new unit size has been saved you can assign it to new units through the Create Units function or you can assign it to existing units by opening the Maintenance pull down menu item and selecting Units and entering the unit number that you would like to 24 Storage Commander User Manual 1 26 4 CHANGING A UNITE SIZE Depending on what your intentions are there are two different procedures that can be used for changing a unit sizes 1 If you intend to change all units of a certain size to a new size From the pull down menu items at the top of the screen open the Mainte
141. rk in the Prorate On Move in box to prorate the 16 Storage Commander User Manual insurance charge during a move in or leave the box un checked to charge the full amount To configure Storage Commander to print a notice informing the tenant that their insurance policy will be canceled due to lack of payment place a check mark in the Print Expiration Notice box and enter the number of days a tenant must be late before the notice is generated 1 10 1 SETUP INSURANCE PREMIUMS Once the insurance company is created click on the New button located under the Rates list box Enter the Premium name Premium Coverage and the amount you will charge for this premium when all fields are filled in click on the OK button to save the information and return to the Insurance Setup screen Repeat this process for each premium offered by the insurance company Note The information entered into the Premium Name field will appear as a description in the customer payment receipt 1 10 2 EDIT REMOVE A PREMIUM To edit or remove an insurance premium click on the premium in the Rates list box after the premium is highlighted click on the Edit button to make changes to the premium or click on the Remove button to delete the premium 1 10 3 EDIT REMOVE INSURANCE COMPANY To edit the insurance companies address and or contact information click on the Edit button located next to the Insurance Company name field this will open the Insurance Company address in
142. rmation deposit Deposit due date prev bal total due total rent end time total discount Total Discount total tax Total Tax total fees Total fees total merchandise Total Merchandise total insurance Total Insurance merch amount Merchandise Amount merch tax Merchandise Tax due day Rent Due Day NSF Charge Prorated Rent Charge Reservation Deposit prorated rent reservation depos Late Fees late fee step01 late fee step02 late fee step03 late fee step04 late fee step05 late fee step06 late fee step07 late fee step08 late fee step09 late fee step10 Step 1 Fee Step 2 Fee Step 3 Fee Step 4 Fee Step 5 Fee Step 6 Fee Step 7 Fee Step 8 Fee Step 9 Fee Step 10 Fee Late Days Step 1 Days Step 2 Days Step 3 Days Step 4 Days Step 5 Days Step 6 Days Step 7 Days Step 8 Days Step 9 Days Step 10 days late days step01 late days step02 late days step03 late days step04 late days step05 late days step06 late days step07 late days step08 late days step09 late days step10 Contract Numbering contract number Contract Number Storage Commander User Manual Specialty Merge Codes Rate Change effect date old rate new rate check number check amount nsf charge check date bank number Auction Notice Auction date Auction fee auction date auction fee Move In amp Transfer Contracts Receipt Inv
143. rprint is to be registered to this account REGISTERING FINGERPRINTS TO AN EXISTING ACCOUNT Locate the customer that you will be adding a fingerprint to Once the customer has been located click on the Details tab to enter the UNIT CUSTOMER INFORMATION screen Select the Fingerprint tab to enter the fingerprint screen If the customer has existing fingerprints on file they will be listed in the Fingerprints on file list box along with a picture of their fingerprint To add a new fingerprint to the customers account click on the Add Fingerprint button to start the fingerprint registration process DELETING FINGERPRINTS FROM A CUSTOMERS ACCOUNT To remove a fingerprint from a customer s account locate the customer and click on the Details button or tab to 64 Storage Commander User Manual enter the UNIT CUSTOMER INFORMATION screen Select the Fingerprint tab to enter the fingerprint screen In the Fingerprints on file list box locate the fingerprint to be removed and click on the Delete button to remove the fingerprint from the customer s account 4 1 4 USING THE FINGERPRINT SCANNER Site Managers Whenever Storage Commander displays the login screen place the finger that was used during the registration process on the sensor pad If the scanner detects a match the manager will be logged in Ifa match is not found a message Fingerprint Not Recognized will be displayed
144. s aT City IS State po Zip z Phone iis Eafe NES cos Setup Billing Info All units that have been selected for this customer will Customer Name AAA be listed in the Select lt Selected Unit s Unit s list box AS ox5 Pricing Options B11 5 10 Monthly B12 5x10 Fees Discounts Admin Fee Add any recurring Unit Fes Discount Amount fees and discounts such as Sales Tax Invoice Fees Senior Discounts Delete lt Back Cancel Click the Next button to continue 5 4 3 CUSTOMER NOTES Notes that have been entered into the Customer Notes box will be displayed in the unit information section of the CA site map and will also be added into the collection worksheet Notes aasi The Notes dialog box is split into two sections notes where general Notes notes about the customer such as the names of individuals who have been given permission to have access to the customers unit The other type are notes detailing conversations made while attempting to collect past due rent all notes that are entered into the Notes box will appear in the collections worksheet Alert Message Alert Messages can also be added to a customers account Once an alert message has been attached to a customer account any transaction activity such as payments move out will cause the alert message to be displayed After entering a note click the Finish button to add the customer and
145. s Control button to view or edit the Exit Billing ddrean customers access number or access options Click on the ACH Settings to setup the customer account for automatic deposit of check payments E Wiad legarra labor and om Giga DELP hize did ou ia a Larang Gy 2 19 TRANSACTION HISTORY Transaction history shows a detailed list of all account transactions that have been assessed against this customer from their move in up to the time of viewing their history Notices payment receipts and even the transaction history can be printed or reprinted at any time In addition payments and or adjustments can be reversed through the Transaction History screen Uret hee Frbi i ee Und rigeracon Casona Aberate epops Gameents Hotes Praia ran latory Transaction History Cui Hares dohra Sar E All transactions are identified by the user ID Transaction Details ae Espa B rs Erskrig vee who was logged on at shows a summary of MADDI Payee T 1m 1293 1233 ADMIN the time the transaction the transaction type SFR TE nr m E a pees was entered into the highlighted above Aa Sart Ue 0 im AN system i 1 B j aa i SEAN Fila Print a detailed history transcript by clicking hc F Dori Sora Maniera Toob here and selecting IAN Transaction History Detailed or Transaction Statement Summery Credit M Bi Fed Thru Ri Bia BETEA The Transaction
146. s note box and click on the Save and Done buttons At this point the unit is 61 Storage Commander User Manual 10 11 PA now un linked from the master account To complete the re assignment of this storage unit go to the Maintenance gt Program Setup gt Setup Existing Customer drop down menu Select the unit that you just un linked and made available Click on the Next button to proceed to the next step Storage Commander Select Unit j Select All Unit s For The Customer Available Units commander map Actre ios Reports Mantenance View Maps Mobile Storage Help Units eft fr Facility Inl Gu 4 iss CH Security Merchandise Rate Change Letter Editoras Change Walk Through Order 2 0 TO MD OLE DD gt Db I System Setup Program Setup Payment Plans Discounts Fees Lien Statuses The Setup Billing Info dialog box should now visible ek pa Cod Cba Verify the Payment Plan and change if necessary If the a Ee a customer was receiving any recurring discounts or being nigra JUE ee charged any recurring fees they should be displayed in the read Fee Discounts list box Also ifa one time fee and or A Cor Setup Ex mast ustomer discount needs to be added to the account you may select Lun QuickBooks Interface them by opening the Fee Discount list box and selecting as the appropriate fee or discount from the list Click
147. se USB ports T C Empower Storage Commander To allow Storage Commander to remind you if you have missed making a back check this box and enter the number of days that will have been missed before a warning message is displayed during end of day Select this option recommended to allow transactions Such as payments that are made after end of day has run to be recorded in the following days reports Select this option to allow SCShield to automatically run prior to starting the end of day process Card Reader Device MICR Wedge w Card Reader Check Reader Port Device Keyboard Wedge Backup 4 Check for recent backup when closing program Wam if oreaterthan 1 H days after last backup End Of Day 4 Transactions entered after End Of Day record on the following day Run SCShield before End of Day 1 21 SETUP BACKUP OPTIONS The Data Path text field shows where data will be written to and read from database location The Browse button will open Windows Explorer to help find the directory where Storage Commander database files are located Select MCR Wedge w Card Reader to use the optional combo card reader amp check scanner Select Keyboard Wedge to use the optional check scanner To configure Storage Commander s backup policies open the Storage Commander System Setup screen by clicking on the Maintenance pull down menu followed be the System Setup selection now cl
148. sfer and go to Change Billing for this account Hm 4000 nm Click on Cust Details to view the account history of the customer The Balance section of the dialog shows any outstanding balance on the From Unit The Charges section shows all credits and the prorated new unit rent balance in addition to any new fees discounts insurance premiums or merchandise charges To view fees and or discounts that are currently assigned to the account click on the Discounts or Fees buttons to open the Fees and Discounts list box To add or remove a fee or discount must cancel the transfer and go to Change A Units Billing for the customer Once the fee and or discount has been added or removed you can complete the transfer Click the Finish button to complete the transfer 2 8 MAKING A PAYMENT There are three ways to accept payment for a rental unit click on the Accept Payment button in the tool bar click on the Activities Accept Payment pull down menu and select the unit customer from the list or double click on the unit from the site map Any one of the three ways listed above will open the Billing Information box where you set up the payment options Tilley bla Click on Wave Fee to bring up a list of all currently assessed fees selecting a Lauer Mare orc Samer E Fasa Fassa Enter the amount of payment if payment is not fee RA ds eorna an Parant Pian a a equal to amount due such as a Partial payment explanation and clicking on S
149. station It is also recommended if running Storage Commander in a network environment to save all Word based notices and contracts to a central location that all workstation have access to so that all workstation use the same documents 5 1 1 USING MERGE FIELDS As you write the document you can insert merge codes wherever specific information contained in the Storage Commander database needs to be displayed The list of merge codes that are available to the document type you are designing are available in the back of this manual All merge codes must start and end with the curly bracket for example the merge code for inserting the rental rate of the storage unit being rented would be rate The dollar amount of the units rental rate will replace the merge code rate wherever this merge code is placed within the document Remember that you can use all of the formatting controls available in Microsoft Word There are however restrictions on certain formatting controls supported in Word these restrictions are limited to Word Tables Frames and Text Box Although you are free to use these formatting controls within the document itself they cannot contain merge codes An example of a Word document using merge codes is shown on the next page For detailed information on assigning Word documents within Storage Commander refer to section 1 25 Setup Microsoft Word Notices amp Documents discussed earlier in this manual 67 Storage Commander Us
150. stomer when they move out The deposit can be rescinded at move out if the customer did not qualify for the refunded deposit 1 6 6 EDITING EXISTING FEE S From the Maintenance Program Setup Fees menu click on the fee to be modified To remove a check mark from a previously selected fee parameter click one time on the fee parameters description To select a new fee parameter click one time on its description a check mark will automatically be placed next to the item 10 Storage Commander User Manual 1 7 SETUP LATE STATUS The Late Status setup is used to specify the various stages that will be executed if a customer is late on payment of rent Selecting Maintenance Program Setup Lien Status menu will open the Setup Lien Status window where you will see all of the late steps currently in use at your facility The list is organized into three columns the first column displays the number of days late a tenant is given before they enter into a late status Storage Commander calculates all late steps from the tenants paid through date The second column displays the name of the late step which is used in the reports contained in Storage Commander The third column identifies the name of the notice associated with the late step Storage Commander can utilize internal notices produced by the Crystal Reports engine or you can use customized notices using Microsoft Word 2010 or newer using merge codes to bring specific tenant unit amp fina
151. succeeding move in contract Storage Commander System Setup Printing Misc Gate Access Ste Map Documents Printer Selection Report Print Leave blank to use Windows C ter Receipt Printer Star SP700 Enable Receipt Printer Contract P Other Options Y Print Part tial Pay Rece nnter Number Cf Copies Per Receipt 1 Number Cf Copies Per Report Number Of Copies Per Invoice iv One invoice per customer E Mail Auto CC AC v Print Gray Bars On Every Other Line iv Prompt Before Pr pt Printer ment Notices MV Use Contract Numbers Next Number 1000 iv Use Invoice Numbers a Next Number 10d E Mail Invoices inting Receipt coa 1 17 SETUP INVOICE STATEMENT NUMBERS To have Storage Commander automatically assign invoice statement numbers place a check mark in the Use Invoice Numbers check box and enter the starting number of the first invoice statement that will be printed from Storage Commander This number will be automatically incremented on succeeding invoice statement 19 Click on the Select button to open Windows installed printers selection box Enable Receipt Printer check bow must be selected prior to selecting the receipt printer Place a check mark in the Use Contract Number and or the Use Invoice Number to activate this feature The number entered into the associated field will allow Storage Commander to insert the num
152. t Follow the on screen instructions to complete the installation If your computer s CD ROM drive is not set to automatically run CD ROM based programs follow the steps below to install Storage Commander Click the Start button and choose Settings Control Panel In the Control window double click the Add Remove Programs icon For Windows Vista Windows 7users the control panel is located in the Start menu From the Add Remove Programs Properties dialog box click on the Install button Insert the Storage Commander installation CD into the CD ROM drive and click on the Next button In the Run Installation Program dialog box move the mouse pointer into the Command line for installed program and left click Type in the following D startup exe where D represents the drive letter of your CD ROM drive Click on the Storage Commander button to start the installation process It is recommended that you use the default installation settings unless you are an experienced computer user 1 2 STARTING STORAGE COMMANDER After the installation you will find a new Storage Commander icon on your Windows desktop double clicking on the Storage Commander icon will launch the program The first screen displayed is the logon dialog Please Sign In Wednesday January 30 2013 9 54 13 AM The first time Storage Commander is run you must type in ADMIN as the login ID and PASSWORD as the password After you have logged in y
153. t Numbers A group of related units can be created at one time by using the fields in the Unit Numbers group box By using the Prefix Suffix Starting Number and Ending Number fields you can create a range of units with identical characteristics in a single operation For example to create a group of 10x10 units numbered Alcc through A20cc in Building A you would enter values as shown in the example shown above and click the Create Units button NOTE Units that have been added will not show up on the site map To show the new units on the Site Map run the site map editor program to insert and locate the new units into the map refer to the Site Map Editor referenced later in this manual for instructions on this process 23 Storage Commander User Manual 1 26 1 DELETING UNITS To delete units from Storage Commander select the Maintenance pull down menu and select Units from the list to display the Units Maintenance dialog box Units Unit Size Click on the Units Unit Maintenance Customer Name I Unit Number Size Description menu item to select a Delete or Rename unit aa ae Storage Unit v v Square Feet Available Status Date Entered 200 Available Late Status Date Entered Deposit Balance 0 00 Click on the down arrow RentDue 0 00 E Revet To Default Rate to open the unit list box EEE Fees Due 0 00 A and select the unit TesDue 4000 Dther Due 0 00 Revert Date
154. t box will be overwritten with the data from the Primary unit 3 13 UNLINKING UNITS To unlink units and re assign them to individual customers follow the steps listed below Units Unit Size Unit Maintenance Customer Name GONNER PHILL Urik Humber Sue Descriplicrr A1 5x5 Exterior Rent Building 45 00 E lovage Unit la Location Square Feet Available Status Date Entsied 25 Rented sum In ee Late Status Move In Daba Depot 0 00 PreLien 08 19 2009 Date Entaiad 4 Rewert Daba Paid Through Rent Due 45 OD Fever Te evet Dabe HEJER Del sult Rale Acs IG Fees Due 35 00 Next Billing 1217 2009 Insurance 000 Other Due ou Scheduled oe FT Dery Access PF Owelocked Mowe Dut Date Sales Tax 0 00 be gt NoLateChages Gate Local 0 a Total Due This Ur E i Notes Explanation a cl angas Save Dane Walk Through 0 Pay On Day 17s FT Mobile I From the Maintenance pull down menu select Units 2 Select the unit to be unlinked form the Unit Number drop down edit field 3 Write down the Paid Through date Next Billing date Move In date and all cash balances such as Deposit Rent Fees Insurance Tax etc that have been posted to the account 4 Next change the Available Status field from Rented to Available 5 If you have set Storage Commander to require an explanation of any changes enter the explanation in the Explanation of Change
155. t for move ins move outs and basic time periods Freese abolido To use the calculator select if you are calculating a move in move out or basic time period prorate Prorate Calculator e Mirra E Hiri Then fill in the monthly rent for the unit you are calculating the prorate for Select the desired date range that you would like the prorating calculated for The daily prorate and total prorate will appear at the bottom When you are done click the OK button 50 Storage Commander User Manual 3 Advanced Functions 3 1 BACKUP amp RESTORE Developing a comprehensive backup policy is extremely important If your computer backups are kept up to date the reality of a computer crash can be minimized by restoring lost data from backup files Storage Commander makes backing up and restoring data an easy and fast operation The backup that is created using the Storage Commander backup routine creates a complete copy of all databases used for the facility With this backup you can re install Storage Commander on a new computer run the restore utility and be back in operation with little or no loss of data or time Note We recommend making daily backups of Storage Commander Should something go wrong a computer crash for instance then you can recover the information that was lost because you have done a previous daily backup 3 1 1 BACKUP To make a Backup of the current Storage Commander system all dat
156. te acceptance of the software Empower Software Technologies agrees to correct software defects that cause the software to fail to conform to Empower Software Technologies specifications provided that the customer has notified Empower Software Technologies of any such defects and upon inspection Empower Software Technologies has found the software to be non conforming B No warranty extended by Empower Software Technologies shall apply to any product that has been modified or altered by a person other than Empower Software Technologies authorized personnel Nor will any warranties be extended to any product that becomes defective due to misuse neglect or improper installation C Empower Software Technologies liability under warranty shall be limited solely to the costs of any necessary repairs to replacement of or refunds of the buyer s purchase price for hardware options that were purchased with the product within 30 thirty days of the ship date of the product and Empower Software Technologies assumes no risk of and shall not in any case be liable for any damages arising from the use of this product breach of warranty or contract D All products sold by Empower Software Technologies hereunder shall be deemed acceptable by buyer unless buyer notifies Empower in writing within fourteen days of delivery date that such products are damaged defective or cannot be made operational E The express warranties set forth in this agreement are
157. te to show the reminder and the date the reminder will expire You can also restrict the reminder to be seen by specific managers by clicking on the down arrow in the Send To User field and selecting the name of the user from the list Add the text of the message in the Message field and click on Save to save the message and return to the calendar To display reminders on the calendar click on the Reminders event in the View On Calendar section 47 Storage Commander User Manual 2 17 SELLING MERCHANDISE To record merchandise sales independent of other transactions such as move in select the Activities Sell Merchandise menu or click on the Merchandise button on the toolbar to go to the following dialog Select each merchandise item to be sold and click onthe Add to gt Order button to add it to the sell Merchandise emi SSC bottom list Click on the bene In Invento Change Qty button to change ategu GtyOnHand Add To Order i bel SMALL BOX 1 PE how many of each item is being MEDIUM BCD e sold Click on the OK button to LARGE BOX 4 A continue to the following X LARGE BOX 75 28 one i x 20 WE WEAR 7 3 80 00 OO dialog MAA 4 7 5 j Pee ltem Enter the payment information into the standard payment tems ncluded in this sale dialog gai Sub Total Note that a customer field is left blank for stand alone merchandise sales Click Finish to complete the transaction and print a receipt
158. the controls located on the top of S to Va ge Co mman d er the screen to move forward and backward through the manual and to control the zoom factor User Manual ef erm E orse esx LE To view the manual Acrobat Reader must be installed To install Acrobat Reader place the Storage Commander installation CD into the CD ROM drive and select Adobe s Acrobat Reader from the installation screen 7 1 TECHNICAL SUPPORT Technical Support has become easier too Now you can make a technical support request or a map change request and include a backup at the same time E pie lots Annae Repo Memtesance View Maps Mobile tearnge Help J fo 1 Wit Us pa She Web Frege C abcde TE Mia Tega Meith Eej Tec rent al Sappe Emite apro Balet p Ple bay Ergin Pa Pos Dampa Chile Softee Go to Help Request Technical Support and fill in the automated request If you have already entered your facility email address then it will automatically fill itself in The support address will also come up automatically 79 Storage Commander User Manual Just fill in the Notes section with a brief description of the issue you want support on select the checkbox to include the backup and click the Send button Send Tech Support Request From nancy Agmaill com To leupportiastoragecommander com Subject Support Request Empower Storage have entered a payment to the wrong account How do l reverse the payment
159. the list of available units Enter the rental deposit amount if any and click on the Finish button If you entered a deposit amount you will be taken to the Accept Payment screen where you select how the customer paid the deposit cash check or credit card Once the payment type has been selected click on the Finish button to complete the reservation If you did not take a reservation deposit clicking on finish will display a box asking if you would like to complete the reservation without a deposit clicking on Yes will complete the reservation whereas clicking on No will return you to the Reserve Unit screen 2 4 1 MOVE IN FROM RESERVED UNITS To move a customer in who has reserved a unit either double click on the reserved unit in the site map or select the customer from the move in button in the tool bar or from the Activities Move In pull down menu All of the information that was entered into the system from the waiting list will be carried over to the unit being rented if a reservation deposit was paid at the time of the reservation the deposit amount will be credited from the rent due 2 5 WAITING LIST Adding potential customers to the waiting list provides you with a convenient location where you can enter a potential customer into the system who is looking for a specific type or size unit and would like to be notified when such a unit is available 2 5 1 ADDING CUSTOMERS TO THE WAITING LIST To add a customer to the waiting
160. to obtain a match of the persons fingerprint verify that the correct person 1s 65 Storage Commander User Manual highlighted in the FINGERPRINTS ON FILE If the person you are attempting to verify fingerprints on is highlighted ask them to make sure they are using the same finger that was used during the registration process If they cannot remember which finger was used repeat the verification process until a match is found Continuing to receive a no match message indicates that there are no fingerprints on file for that person 4 1 6 CUSTOMER DETAIL REPORT The Customer Detail report has been updated to include the drivers license amp fingerprint pictures Main Street Storage 1900 Main Street Lone Fine CA 93385 Personal Information Customer Detail Hame Smith Julie Status Active Address 29050 Box Springs Rd Perris CA 99383 55558 SSH 6855 52 9525 Phone 9091 233 3882 Drivers Lic A9393828 Expires 2000 Fax 909 673 8323 Employer Information Employer hh Studios Alternate Johnson Samual Address 7447 Vine Street Address 40203 Dandy Dancer Wi ay Hollywood CA 90211 H olly ood CA 90211 Phone 243 339 3939 Phone 213 034 9393 Fax Fax 213 940 3999 E m il julies mith madcam cam Access Code 124476 Timezone E epai 1 Auto Pay False Notes Fingerprint Photo 250 05 Julie called to askifwe had a larger storage unit told herthat she was in the largest unit we hawe but if she needed more storag
161. tomer has agreed to automatic billing click on the Automatically bill credit card for future rent check box If the credit card software module PCCharge was purchased and installed you can click on the Charge Card Now to process the card and complete the transaction MANUALLY ENTERING CREDIT CARD INFORMATION If you did not purchase the Storage Commander credit card scanner and processing software and are using a credit card processing system supplied by your bank or other merchant system you can still enter credit card payments into Storage Commander using the following steps Process the credit card through your current credit card system to obtain an approval code Click on the Credit Card check box Verify that the name on the card matches the name in the Name On Card field in the Storage Commander Accept 40 Storage Commander User Manual Payment dialog box If the name does not match enter the name and address of the card owner Enter the Card Type Card Number Expiration Date and Approval Number into the appropriate fields Click on Finish to complete the rental payment 2 9 REVERSING A PAYMENT Storage Commander allows a user who has the proper security authorization to reverse a payment Once the transaction has been reversed all financial reports such as the Payment Activity and Deposit reports will be adjusted to remove the transaction from the reports however an audit trail is maintained in the affected customer trans
162. tomers ACCOUNL ccccccccc cece cece cece cece kkk keke keke EEE EEE EEE EEE EEE rna ana 10 1 6 5 Create A SCCUTAIY Depot ii e A Ni ET 10 1 6 6 EUNE SUNE el e Se oR RECREATE RRO Ce eee Cea Tr MRE ene eC 10 1 7 SE PUP AME STATUS dd 11 dara Creatina IN CWT ALLO SNOP ores a gE ca se A te ah ds Netty aba 11 TZ Sene Eee AMOUR A ida 13 173 SCHINE OC recassa RECN o He eens aca uae 13 1 7 4 DCH IN OL A A snidade ids tainted tina dsbalsddataeh tM A 13 1 8 DE RING UP CREDITCARDS ii es ette edit 15 1 8 1 a O e Ment aati 15 1 9 SETUNGUPACH usd dd 16 1 9 1 Conio ine THE ACT ODOM MMO GGR A A A A ce 16 LEO INSURANCE SETUP oa 16 LAT Dup TBU CeT TN UNS A dia 17 PAOD AVES Remove a PVCU pea cece telah la R 17 1 10 35 Edit Remove Insurance COMPANY A A A bal rr rr rr Ty ae ASE PUPINEOUIRE Db TEI DS ini 17 It SETUP ADDITIONAL LOGON ius pl l lado ici 17 515 SETUP MARKETING SURVEY rooi A AE 18 kiA SETONEMA D a a ne A E rE o las A e o te re Re epee 18 Storage Commander User Manual LES SRSIN GE ROS Er Portilla date 18 dell DnP er COPY COUN sesrcesss cgncas cn e eo O 19 lto SETUP CONTRACT ACCOUNT NUMBERS oneri ann a a E 19 1 17 SETUP INVOICEY STATEMENT NUMBERS rriren en Aa EE E EE E Add 19 kle SETINGSTORAGE COMMANDER S DATA PATH conet i A 20 LTS SETUP CREDIT CARD amp DRIVER LICENSE SCANNER Raids 20 L20 SE DWP HECK READER silo 20 1 21 SETUP BACKUP OPTIONS ul das 20 122 SETUP END ORI AN ab 20 1235 SEP GATE INTERFACE oi 21 e SSE IP I a NI S
163. tomers account As with other notices you can select the notice to be generated through Storage Commanders native mode or via a Microsoft Word document Send Copy To Alternate Contact Selecting this option will cause Storage Commander to generate a notice to the alternate contact Once again the notice can be generated using Storage Commander native mode or via a Microsoft Word document This field sets the minimum level owed by the customer before the delinquency notice is generated even if the customer is overdue Enter the number of days late that a customer must be to enter this delinquency stage For example If a customer is to be charged a late fee if payment is not received within 10 days of their Paid Through date enter 10 in the Days After Due Date box Enter the number of days since the customer entered the previous lien step that is required for the customer to enter this step For example If a customer is in the lien step and makes a payment that puts them back into the pre lien step this setting will determine how long they have to be in the pre lien step before they can go to the lien step again Placing a check mark in the Deny Gate Access box instructs Storage Commander to send a lockout command to the gate controller when a customer enters this late step Affected units will turn YeLLow when entering this late step Selecting this option identifies all customers entering this late step as being ready for their uni
164. ts to be overlocked Affected units will also turn RED on the site map when entering this late step Selecting this option identifies all customers entering this late step as being qualified to be setup for auction The Auction Scheduler see Scheduled Auctions will list all customers in this late step for auction and allow you to set their auction date Selecting this option identifies this late step as the step for restarting the lien process when a customer makes a partial payment 12 Storage Commander User Manual 1 7 2 SETTING FEE AMOUNT Enter the amount of the Fee associated with this late step here The fee can be either a straight dollar amount a percentage of the unit rate or a percentage of the rental balance Note if you select the fee to be a percentage of the units rental rate or rent balance and you want to round all fees to the nearest dollar place a check mark in the Round box you can also set a minimum fee assessment to be charged by entering the minimum fee due in the Minimum field Custom Selecting Custom in the Fee setup area allows the assessment of the fee to be based on the value entered in the fee field of the unit size table select Based On Unit Size or from a table listing a range of rent owed The State of California has adopted policies that regulate how much a customer has to pay in fees based on the amount of past due rent owed Storage Commander allows you to comply with these guidelines or g
165. uidelines used in other states by configuring the fee charged based on the table shown To set up a new fee schedule or to edit an existing schedule place a check mark in the Custom check box this will enable the Settings button Click on the settings button to open the Custom Late Charge dialog box Click on New if you are creating or adding a new schedule range or click on an existing schedule range and select Edit to modify the range of rent due or fee amount associated with that range This will open the Late Fee Item dialog box In the example below a fee of 10 00 will be assessed if the customers owes from 0 00 to 60 00 in past due rent 15 00 will be assessed if the customer owes from 61 00 to 100 00 and so on By selecting percent you can set the fee charged as a percentage of rent rather than a straight dollar amount with a minimum fee charge Additional Daily Fees This feature allows Storage Commander to assess an additional daily fee against the customers fee balance This daily fee will continue to be charged until the balance is removed from this late step either by paying their bill or by proceeding into the next late step 1 7 3 SETTING A FEE AS A RECURRING FEE Once a fee has been created you can configure the fee as a recurring fee a fee that will automatically be applied to a customers account each billing period for as long as the customer remains in a late status It is recommended that recurr
166. umber of days prior to the selected rate change aes C Building H E EAU The rate change itself can be configured as a Type Nottoeaceed 80 00 Percentage increase or decrease Add to or MovelnDate E After Effective Date 02 12 2008 Subtract from the current rate or a completely 01 22 2000 Before a When To Apply New rate M Last Change Se Ate 0172272000 Prorate Pre Paid Accounts Y Bela Not Until Next Biling Period Rate changes can be configured so that they only f Higher e Mei Notice To Customer affect customers who moved in prior to or after a Lower Print Noti T Selected Units Select a certain date who are above or below a specific rate T Only Apply To Available Unite E or not to allow the rate increase to exceed a z 66 99 specific cap rate Schedule Ch Show Pending Process Pending Pending Rate Change Default meee rae Changes Changes Now Change Report Price Per Size Done Rate Changes are setup from the Maintenance Rate Change pull down menu The Rate Change dialog box is where you will define the parameters of the rate change and schedule for the rate change to take effect This is also where you can access the default rates for the unit sizes Anytime you do a rate change to increase the overall rates for a particular size you will want to change the default rate so that when units become available they will have the new rate Listed below are detailed descripti
167. us are automatically entered by the system Storage Commander will automatically assign the Late and Overlocked Status in accordance with the parameters you entered in the Set Up Late Status section cm If this customer is not to be assessed late fees even ifthe unit goes into a late status place a check mark in the No Late Charges Next enter the current balances if any for deposit rent fees insurance amp sales tax Keeping in mind that if the 71 Storage Commander User Manual customers current months rent is now due it should be included in the rent balance The Pay On Day is only used if the customer is on an anniversary payment plan and is used to enter the day of the month the customer is to charged rent If this customer has multiple storage units use the Unit box to select and set the values for each unit prior to proceeding to the next screen NOTE The Next Billing date represents the next time Storage Commander will access a rental charge to this unit Even for past due customers the next payment date must be equal to or greater than today s date It is important to enter the customer s rent fees and deposit balances as they currently apply to the customer s account If the data is entered incorrectly Storage Commander will carry the incorrect balances forward requiring you to make adjustments to the customer s account to rectify the errors Click on the Next button to continue on to the Custome
168. ve in v Only Available During Move In Select this option if this fee only available during the move in process Vv Recurring each billing period Selecting this option will cause the fee to be automatically charged to the account each time the unit is charged rent Vv Apply During Prorated Periods If you use 1 of the month billing selecting this parameter will calculate and charge the fee in the move in month which is almost always a prorated month If this option is not selected the fee would only be applied to an account if the full billing cycle rent is charged Vv Apply For Returned Checks When selected a returned check fee will be placed on a customers account whenever a returned check is processed against the account Vv Apply During Unit Transfers Selecting this option allows the associated fee to travel with the customers account on unit transfers Vv Apply After Discounts If a discount is setup as a percentage of rent selecting this parameter will allow Storage Storage Commander User Manual Commander to calculate the fee after the discount is applied Note This option requires the fee to be configured as a percentage of rent Vv Apply as Taxes Selecting this parameter allows Storage Commander to treat this fee as a tax and record all revenue generated by this fee as tax received which will be added to all appropriate financial reports V Invoice Apply only if rent is not prepaid This fee option allows a
169. which are created and managed through the Lien Status system located under the MAINTENANCE PROGRAM SETUP LIEN STATUS pull down menus and general purpose fees that are created and managed through the Fees system located under the MAINTENANCE PROGRAM SETUP FEES pull down menus In this section you will learn how to setup maintain and use general purpose fees To learn more about setting up and maintaining Late Fees please refer to Setting up and maintaining Late Steps referenced later in this manual 1 6 1 CREATING A FEE You can setup various fees by selecting the Maintenance Program Setup Fees from the pull down menu bar located at the top of the Storage Commander main window You can add and delete fees from the list by clicking on the New or Delete buttons respectively Note that you cannot delete a fee that is applied to an active customer Click on the New button and enter the name of the fee you are creating Enter the amount of the fee charge in the Percent Amount field if the fee is a dollar amount select Dollar Amount or select Percent if the fee charge is based on a percentage of the rental charge Fees can be configured to meet a wide verity of uses for example the 1 00 Invoice Fee referenced in the adjoining setup box is configured to charge an Lock But F account each month Recurring apply itself on prorated months and full HETS EFREN Delete months Apply During Prorated Periods and not charge for months that are
170. xceed 100 of the rental rate 1 5 2 CREATING AUTOMATIC EXPIRING DISCOUNTS Follow the same procedures as discussed in Creating New Discounts After the discount s name and amount have been entered place a check mark in the Recurring each billing period checkbox and another in the Expires checkbox Enter the number of consecutive months the discount will be applied and how many months into the rental period the discount is to start Please note that if the discount is to be applied in the move in month and your facility uses fixed billing the option Apply During Prorated Periods must also be selected In the example shown in the dialog box above customers who have the discount 25 Off First Two Months added to their account would receive a 25 discount off their rent for the first two months beginning at move in This discount will automatically stop being applied in the 3 and all future months even if the customer prepays their account in the first and second months 1 5 3 EDITING EXISTING DISCOUNTS From the Maintenance Program Setup Discounts menu click on the discount to be modified To remove a check mark from a previously selected discount parameter click one time on the discount parameters description To select a discount parameter click one time on its description Storage Commander User Manual 1 6 SETUP GENERAL PURPOSE FEES There are two types of fees that are supported by Storage Commander late fees
171. yment status 38 Storage Commander User Manual e The Next Billing field indicates the date will charged rent Storage Commander always charges rent on a monthly cycle it does not matter if the customer has or is making advanced payments the next billing cycle will be in the next month Ifa customer pays in advance the Predicted Paid Through date will indicate how fare the customer is paid in advance If an advanced payment is made it will be posted to the customers account as a rent credit when Storage Commander charges rent will apply the credit against the rent charge and advance the customers Paid Through date automatically 2 8 1 TAKING A PARTIAL PAYMENT To process a partial payment a payment for less than the balance due click on the Partial Payment button and enter the amount of the payment you are going to receive in the Amount Received field Based on the payment setting that have been setup in Storage Commander the payment will be automatically divided between the Rent Balance and Fees Balances typically Storage Commander is configured to apply a partial payment to any outstanding fees irst and than apply the remainder of the payment to the rent balance Based on your Storage Commander configuration the customer may remain in their current late status be reset to an earlier late status where thelien process will be restarted or have their paid through status mover forward based on the amount of the partial payment To learn more
172. ypad Number tIMEZONE ceeeecceeeeeeeeeeeeees Time Zone Start tiMe cccccssseeceeseeeees Start Time Customer Notes VN e ecaxeeazsesincecianseersiseeiescn Customer Notes Dates amp Date Formats A a EE E TTT Current Date AUTO orestondtene snansnetidsenerotvkrinnb de Current Time date short weekday name Wed date full weekday name Wednesday date short month name Jan date full month name January date day of the month 2 date Month occoooccnccccccnccoocnno 01 date month no zero 1 date short year cocooocccoo 13 date long year 2013 Time Formats example 4 21 PM PST time hour 24kosoosssssssresssrrose nanna 1600 time hour 24 no zero 16 time hour 12 ccceeeeeeeeeeeees 04 time hour 12 no zero 4 time Minute ooccnccoccnnccnocn 21 time second ccoooccccccnccnccocnnns 50 time AMPM o ooccccccnccncnnncnncnnncnnos PM Time Zone based on computers time zone timezone a an Pacific Daylight Time Logged In Manager Username logged into Storage Commander current user Admin Insert the following field names into your Word documents where you want the values to be replaced by Storage Commander Field names shown in blue must be entered in lower case and match exactly with the brackets preceding and ending each entry Financial Info
173. zes 0 Maintenance Program Setup I Setup Existing Customers DK O Maintenance Program Setup Reset Gate Interface sd EA A A A E eee dl il E 1 3 4 ASSIGNING ACCESS LEVELS To set specific areas a user has access to while logged on to Storage Commander click on Maintenance Security from the Storage Commander main screen Select a user from the Users selection window by clicking on the Down arrow located to the right of the User window Tom Smith Add User Note that Storage Commander functions are split between Screens and Reports Click on the button next to Show Screens A ee or Show Reports to display the functions associated with the creens eportz a A AA Waive Fees during payments 2 selected button CJ Reports Report Groups Reports Letters Invoice N otice E a a E Open an existing fact To give the user access to a specific function within Storage C Mobile Setup Mobile Units S lots A E C Mobile I Move Mobile Units Commander click on the check box next to the function a O Maintenance Units i a Dl Mortenance SesteniSeiag a check mark will appear in the check box indicating the user C Maintenance Securit a FA idsivenarce Fis Chern Clear Selection will have access to this function when they logon To unselect C Maintenance Program Setup I Unit Sizes 2 Maintenance I Program Setup I Setup Existing Customers oK a function

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