Home

Rental Property Manager 2 User Manual

1. Alternative Payment Methods If you wish to pay via check or international money order contact sales sourceitsoftware com Copyright 2008 Source IT 87 Rental Property Manager 2 Manual About Source IT Source IT is a small software development shop based in Hastings New Zealand We specialize in affordable graphic and data solutions for individuals and small businesses Because we are small we have a close relationship with users of our software products Our development is driven by user requests and feedback giving users the solutions they want and need Other Source IT products include e Pics Print Pics Print is a must have for users with digital cameras and images It allows you to rapidly output quality prints from the images on your computer digital camera or scanner WYSIWYG editing allows you to lay out your images on screen exactly as they will appear on paper Wizards allow you to easily perform common printing tasks such as creating Posters up to a huge 20x20 pages greeting cards and thumbnail sheets e M3 Manager The complete Management and Viewing solution for large collections of images and multimedia files Smart Pix allows you to quickly and easily catalogue and search your files using keywords and descriptions M3 Manager supports 39 image formats v12 video formats sound text PDF HTML and Office formats It offers advanced viewing and file management features as well as file encryption
2. Is Rental Property Manager Vista compatible RPM version 1 30 and later are Vista compatible However Vista users have to use a specific system location to save a database Note that version 1 30 is a free upgrade for registered users Can Rental Property Manager display values in any currency RPM uses the values from your Windows Regional Settings for displaying currencies For example if you are set up with New Zealand regional settings the currency will display as New Zealand dollars Regional Settings also apply to date and time records in RPM gt Copyright 2008 Source IT 77 Rental Property Manager 2 Manual Customizing and Viewing New Data Fields This tutorial describes how to add a custom field to your data Details As an example this tutorial will add the custom field Second Tenant to Tenant data Every time the user goes to enter or edit a Tenant they will be able to enter data in the Second Tenant field The same process can also be used to add custom fields to Contacts Expenses Income Inspections and Property Adding the custom field 1 Go to the Tools menu and click on Options 2 Inthe Options screen go to the Custom Fields page 3 Inthe Selection drop down menu choose the section of RPM data that needs a custom field Here select the section Tenant Sea Custom fields allow you to craate new data fields for your oe own use These fields appear both in the grid and in the details sc
3. When you select a Contact the Contact s photos and Event Log appear in the lower half of the screen 44 Copyright 2008 Source IT Manage Financial and Contact Data Add or Edit Contacts You can add or edit data about Contacts A Contact is a person service provider or organization that is involved in your properties Examples of these would be cleaners plumbers electricians rental agencies banks and local government A Contact can be associated with a specific property and or a specific tenant Add a New Contact 1 To add a new Contact go to the Contacts or Tenants screen 2 Click on the Add Contact button contact 3 The Contact Details screen displays 4 Complete the Contact Data by typing selecting the information into each field 5 If a data field is yellow that data is required for the tenant record If a data field is white that data is optional 6 When all the data required available is entered click OK 7 The Contact data is saved Edit a Contact To Edit a tenant go to the Contact screen Find and select the Contact in the Contact list 3 Click the Edit Contact button Pea 4 The Contact Details screen displays 5 Edit the details then click OK The changed Contact data is saved Contact Details Screen Values Property If desired link a Property to the Contact Tenant If desired link a Tenant to the Contact Category Select a Category for the Contact Last Name First N
4. apartments flats townhouses offices etc at a property location Notes Enter any notes about the Property Purchase Date Date when the Property was purchased Value The value of the Property Mortgage The outstanding mortgage on the Property Date Sold The date when the Property was sold if it was sold Sale Price The sale price received for the Property if it has been sold Copyright 2008 Source IT Manage Property Data Add or Edit a Tenant You can add or edit data about Tenants A Tenant is the person who is renting your property or a space or unit within your property Add a New Tenant i To add a new Tenant go to the Properties or Tenants screen Click on the Add Tenant button 2 3 The Tenant Details screen displays 4 Complete the Tenant Data by typing or selecting the information into each field 5 If a data field is yellow that data is required for the tenant record If a data field is white that data is optional 6 When all the data required available is entered click OK 7 The Tenant data is saved The Tenant is now assigned to the specified Property and displays in the Tenant screen Edit a Tenant 1 To Edit a tenant go to the Tenant screen Find and select the Tenant in the Tenant list 3 Click the Edit Tenant button 4 The Tenant Details screen displays 5 Edit the details then click OK The changed Tenant data is saved Tenant Details Screen
5. Delete Tenants e Email a Tenant e Add or Edit Notes e Calculate Rents e Add Income Monies Due or Received Payments e Review Rent Rates for a Tenant e Add or Edit Contacts e Add or Edit Photos e View Tenant reports e Tenant List Report e Tenant Payments Report The top part of the screen includes the Tenant Toolbar 4293 nd d amp Ka GB Add Edit Delete Email Tenant Notes Calculate Rents Add income Add monies due Mark as paid View Rent Rates Add contact Add photo Filter All ke To search your tenant list by property use the Filter menu Select the property for which you want to view tenants those tenants display The center of the screen displays a database that lists all your tenants You can sort your tenant data by clicking on the table headers When you select a Tenant the Tenant s rent payment records contacts photos and Event Log appear in the lower half of the screen You must select a Tenant to make changes to that Tenant Copyright 2008 Source IT 31 Rental Property Manager 2 Manual Tenant Data Recommendations Your Tenant database is valuable To help maintain your Tenant records the following are recommended When you are setting up a Tenant enter the Tenant s full legal name If the Tenant commonly uses a nickname add this to the Notes Use the Add Photo function to save scans or copies of a Tenant s identification such as a driver s license Use the Notes sectio
6. For a text field check one of the Show boxes to activate the custom item Then enter the name of the field For a number field check one of the Show boxes to activate the custom item Then enter the name of the field Click OK The text and number fields you have added are activated in the specified Sections They become active both in the item details for all items and in the main screen grid display of the items Copyright 2008 Source IT Manage Property Data Invoice and Receipt Layout You can use RPM to generate invoices and receipts for your rentals You can customize the text in the RPM generated Invoices and receipts using the Invoice Layout and Receipt Layout options An example of an RPM receipt is the following Receipt To Cross Emma Wig lnvwoice 3 31H Healings Avenue property Receipt No 29 Property Hastings Ave Date Reference Notes Ham ents Balance Prewious balance SO 940 00 12008 s8 7 40 00 Total Pald 8 740 00 200 00 Current balance Qutstianding 200 00 Due by 122008 Instructions oe In the Tools menu click Options The Options screen displays Click on the Invoice Layout or the Receipt Layout tab You can enter and format additional invoice text This text will be used for all invoices receipts You can enter and format text to appear in the following locations Top Left Top Center Top Right Footer You can also format the official Title of the invoice receipt To view an
7. If it is not found a message will tell you that it is not in the report 54 Copyright 2008 Source IT Property and Finance Reports Asset List Report The Asset Report displays a complete list of all the Assets for a selected Property This is useful for managing maintenance and renovations of properties tax purposes and communicating with potential renters To View this report select the Property in the Property screen Then go to the Reports button Sports and select the Assets report Report Data The following data is listed for each Property Name and The name and full address of the Property Address The following data is listed for all the dimensions at each Property Category Category of Asset described below Asset Name of the specific Asset Details Description of the Asset Purchase Date when asset was purchased Date Purchase Value of asset at time of purchase Price Notes Notes about the Asset Copyright 2008 Source IT 55 Rental Property Manager 2 Manual Blank Report The Blank Report is different from other reports This report has no values in it except for the Property list It is here as a template for you to use in creating and Saving your own reports using the FastReport function accessed by clicking the Edit 4 Report button See Editing Reports for basic information Dimensions Report The Dimensions Report displays a complete list of the Dimensions for a selected Pr
8. Rents Function adds rents that will be due in the next period to the Income screen e Review Rent Rates for a Tenant allows you to review and adjust rents in one Simple screen e Add Income Monies Due or Payments functions enable you to add specific data to a specific tenant s financial records e The Rent Outstanding Report lets you see which rents are overdue e You can pro rate a first rental payment for a Tenant e You can create custom fees for your Tenants e You can record multiple payments at once Copyright 2008 Source IT 35 Rental Property Manager 2 Manual The Income Screen The Income screen provides a summary of Income due and Income received from Tenants From this screen you can do the following e Add or Edit Income and Recurring Income e Add Income Monies Due or Received Payments e Delete an Income Item e Calculate Rents e View Income reports e Income amp Expenses Report e Tenant Payments Report To access functions use the Income toolbar ZA Z G E CH a D nd a Add income Copy income Edit income Delete income Mark as paid Add monies due Notes Calculate Rents Reports Filter Current financial year a The main data table lists income due and income paid To sort the Income list click on a column item in the Income table heading The Income list will be sorted based on that column You must select an Income item to add data to that Income item At the bottom of the page there is
9. a total number for both income due and income paid 36 Copyright 2008 Source IT Manage Financial and Contact Data Add or Edit Income from the Income Screen From the Income screen you can add or edit income You can also copy an earlier income payment and edit its information as a fast way to note a repeating payment Income items that are DUE are generated by The Calculate Rents Function To enter income DUE see the Add Monies Due function You must enter income PAID These instructions describe how to enter income paid You can edit both income DUE and income PAID items but you cannot change an income DUE item into an income PAID item Enter Income Paid 1 To add an Income item go to the Income screen 2 Click the Add Income button od come 3 The Income Details screen displays 4 Enter the values for the new item Fields in yellow are mandatory items in white are not 5 Click OK The new Income item is saved and noted in the income totals at the bottom of the page Copy an Income Item 1 To Copy an Income item go to the Income screen E 2 Find and select the Income in the Income list 3 Click the Copy Income button 29 mme The Income Details screen displays 5 Edit the details Make sure that you change the date in particular to Show that this is a different income item 6 Click OK The edited Income is saved as a new Income item Edit an Income Item 1 To Edit an Income item g
10. and drag the right edge to resize the column The new size and position will be changed when you close RPM 13 You can click on the Second Tenant header to sort this column s data and you can search it Copyright 2008 Source IT 79 Rental Property Manager 2 Manual Creating Late Fees This tutorial describes how to create and charge a late fee A late fee is a charge against a tenant levied as a penalty for a late rental payment As an example the user will create and charge two types of late fee charging 15 00 for the first late fee and 25 00 for the second late fee Creating the Late Fee d 2 3 4 In the Tools menu click Options The Options screen displays Select the Default Fees option Go to the Late Fees frame and set up the first late fee In the row for the First fee enter values for the first fee Type Once only Amount Enter the amount of this fee 15 Day due Enter the number of days after the main rental payment is due when the late fee is charged In this example if the tenant is 3 days late paying the rent they incur the 15 fee Go to the Late Fees frame and set up the second late fee In the row for the Second fee enter values for the second fee Type Once only Amount Enter the amount of this fee 25 Day due Enter the number of days after the main rental payment is due when the late fee is charged In this example if the tenant is 10 days late paying the rent th
11. and ed 6 Inspections add NEW iraa a a 29 blank Inspection form create 62 blank Inspection report 64 SIE EE 30 detailed Inspection form create 62 edit EXISTING EaR Ea Taa S 29 Inspection Report with photos 63 Inspections GcCreen scenes 28 OV CIVICW eege ee 28 photos with le 30 Property Inspection Report 62 Invoice Customize Jovout ee eeees 11 ST HT ni aie 3 marking AS Dad 39 L Late Fees 92 add new lotetees 39 tutorial on Creatimg 80 Layout customizing for INVOICES 5 11 customizing for receipts 11 M W LR AE S ERa Tex 14 Monies Due 10 6 aT 39 N Navigation MENUS ee Ee 14 OVEIVIGW 2 ccccccceeeeeseeeeeeeeueeeseuees 13 EE ee 15 Notes Add and edit 21 O Online Help ueimg 3 Options CUSTOM fieldS ccc cece cece ee eee eee ees 10 CUSTOMIZING EE 6 SCLEING UD WEE 6 P Payments mark as recCleved cece cece eens 39 Photographs Save with inspection c e e e 30 add tO records cccceeeeeeeeeeeees 22 edit photo details 085 22 Planner GELEET 48 EE LEE 50 edit CVENES EEN 48 Planner screen 47 repeating events set Up 49 Pro Rating Rent 84 Properties POG TTT 18 adding customized values 10 GELET Oare a es 27 Copyright 2008 Source IT CGIMENSIONS Tor 26 CGIT SXISUING I 18 event ee EE 21 Expenses by Property report 58 Income and Expenses by Pro
12. example of the invoice receipt click the Preview button A Preview of the document displays If the Preview is suitable click Close You are returned to the Options screen Click OK Your changes are saved The format you have entered will be used for Invoices or Receipts Copyright 2008 Source IT 11 Rental Property Manager 2 Manual The Recycle Bin and Deleted Data To delete data in RPM select a data item and click the Delete button eet The item is then deleted from the data screen and saved in the Recycle Bin The item stays in the Recycle Bin until you choose to delete it permanently or to restore it Restoring it replaces the item in the main database it is undeleted Restore Items 1 To restore a deleted item open the Recycle Bin 2 Select the item by clicking on its row Select multiple items by clicking each one in its check box OR select All Items by clicking the Select All button Select All 2 3 Click Restore Selected Fsstore Selected _ The selected item is removed from the Recycle Bin and returned to the main database Delete Items Permanently 1 To delete an item permanently open the Recycle Bin 2 Select the item by clicking on its row Select multiple items by clicking each one in its check box OR select All Items by clicking the Select All button SZ Select All lt 3 Click Delete Selected Pelete Selected The item is permanently deleted 12 Copyright 2008 Sour
13. list will be sorted based on that column You must select an Expense item to add data to that Income item At the bottom of the page there is a total number as a summary of all expenses 42 Copyright 2008 Source IT Manage Financial and Contact Data Delete an Expense Item Deleting an Expense Item is simple Instructions 1 In the Expense screen gt select the Expense you want to delete 2 Click the Delete Expense button Peete expense A message displays asking Do you want to send this record to the recycle bin Click Yes to delete 4 The Expense is deleted 5 Deleted Expense records go to the Recycle Bin Copyright 2008 Source IT 43 Rental Property Manager 2 Manual The Contacts Screen The Income screen provides a summary of Income due and Income received from Tenants From this screen you can do the following e Add or Edit Contacts e Delete a Contact e Add Notes to a Contact e Add a Photo to a Contact s Records Use this to save images of work the contact has done copies of the contact s scanned qualifications or ID e Add an Event Log entry for a Contact To access functions use the Contact toolbar OF sA Ey gt We Add contact Edit Contact Delete Contact Notes Add photo Reports lt Filter All Wie The main data table lists all contacts To sort the Contact list click on a column item in the Contact table heading The Contact list will be sorted based on that column
14. or other reference information for the expense Subtotal Subtotal of expenses for this tax status and category Grand Total expenditures for the report Total Copyright 2008 Source IT 57 Rental Property Manager 2 Manual Expenses by Property Report The Expenses by Property Report displays a complete list of Expenses for a selected Property This is useful for tax deductions related to properties You will be prompted to choose a date period for this report To View this report select the Property in the Property screen Then go to the Reports button Pont and select the Expenses by Property report Report Data The following data is listed for each property Property The name of the property Address The address of the property The following data is listed to Summarize expenses Tax Whether or not the expense is tax deductible Status Category Category of the expense The following data is listed for the expenses in each Tax Status and Category Date Date of the expense Property Property for the expense Details Any data you entered for the expense Description Description that you entered for the expense Reference Invoice check number or other reference information for the expense Subtotal Subtotal of expenses for this tax status and category Subtotal Subtotal of expenses for the property for Property Grand Total expenditures for the report Total 58 Copyright 2008 Source IT Property an
15. password protection and HTML and e mail support Source IT Technical Support Source IT provides support for our customers who purchase our software To send an e mail query for support log into our web site at http www sourceitsoftware com contact htm This page includes a form where you can enter your support query We are a small company and all our tech support queries receive direct personal attention At the same time if your query is about using the program we recommend that you check the online help first to see if your query can be answered that way Contact Source IT care of Source IT 705 Pakowhai Rd Hastings NEW ZEALAND http www sourceitsoftware com sales souceitsoftware com Support sourceitsoftware com 88 Copyright 2008 Source IT Support and Source IT Rental Property Manager License Details 1 Distribution This shareware software Rental Property Manager RPM may be freely distributed provided that e Such distribution includes only the original archive supplied by Source IT You may not alter delete or add any files in the distribution archive e The distribution does not include a registration number or information on disabling the features You are also forbidden from distributing registered version of RPM e No money is charged to the person receiving the software beyond reasonable cost of packaging and other overhead The distribution does not include a registration nu
16. saved The Income is assigned to the selected Property and displays in the Income screen It is also included in Reports Edit an Income Item To Edit an Income item go to the Income screen Income Find and select the Income item in the Income list ft Click the Edit Income button Sor income The Income Details screen displays Edit the details then click OK The changed Income data Is saved Income Details Screen Values 24 Tenant Select the Tenant who paid the Income Category Select the Category of income Date due Select the date when the Income was due Date paid Date when the Income was paid Rent Amount of rent due from the Tenant for the Period Displays for New Income only Amount Paid Amount of the Income paid Total Outstanding Amount of Income still owed by the Tenant Displays for New Income only Reference Invoice number or other reference for the Income Notes Enter any notes about the Income Late Fee Select a late fee calculation option for this income Copyright 2008 Source IT Manage Property Data Add or Edit Property Assets You can add or edit Assets to a Property An Asset is an item appliance or space such as parking that adds to a property s value Recording Asset details allows you to maintain the Asset e order spare parts communicate with potential renters about all a property s benefits and include the Asset in Inspection records Instructions In
17. that Tenant s data Properties Screen The Properties screen is your center for property data This is the default screen and it provides access to all the major functions in RPM The main data table lists the Properties When you select a Tenant the information tabs at the bottom of the screen display that Property s data Income Screen The Income screen lists all received Income for all properties or a selected property The bottom of the page has an Income total summarizing Income due and Income paid Expenses Screen The Expenses screen lists all Expenses for all properties or a selected property The bottom of the page has an Expenses total Contacts Screen The Contacts screen lists all the non tenant Contacts you work with regarding your properties and rentals When you select a Contact the information tabs at the bottom of the screen display that Contact s data Planner Screen The Planner provides a calendar where you can list visits and events relating to your properties and to your property maintenance Set recurring events and event reminders and view your property time commitments at a glance Inspections Screen The Inspections screen lists inspections for properties The main data table lists completed inspections Recycle Bin Screen The Recycle Bin screen saves all RPM data that has been Deleted Restore or finalize data deletion from this screen Reports Viewer The Reports Viewer displays when you s
18. the Property Category Notes Checklist I tems I nspection Photographs Category of Inspection Area Dimension described in an Inspection section Notes about this Inspection Area List of items inspected for this Category For each item the following is noted with a check e Condition as Damaged Fair Good e Notes If you have created the Property Inspection Report with the Photographs option all the Photographs are grouped together with their titles at the end of the Report Copyright 2008 Source IT 63 Rental Property Manager 2 Manual Blank Inspection Report Form You can create a Property Inspection Report form in three levels These instructions are for creating a blank one to use as a form This is a useful checklist for the property inspector on site They can return it to your RPM user who will enter the values into RPM easily To View this report in the Inspections screen go to the Reports button Pont and select the Blank Inspection Report Report Data The following data is listed without any values for the property inspector to complete Name and The name and full address of the Property Address Unit If applicable the specific unit of the property Tenant The tenant renting the property during the inspection Inspection Date of the inspection Date Check Out Check this box if the inspection date is the tenant s moving out date Inspected Person who did the inspection By G
19. the Property screen select a Property L G Click the Edit Assets button 55 The Edit Assets screen displays From this screen to add a new Asset category click the Add Category button To edit an Asset category click the Edit Category button EN The Edit field displays Change the Asset category and click OK To add a new Asset Select the category for the Asset in the left frame C Click the Add Asset button The Asset Details screen displays Enter the values If a data field is yellow that data is required for the record If a data field is white that data is optional The new Asset is added 7 Click OK to save all changes Add Asset Screen Values Asset L L Name Asset Name Details Details of asset Notes Notes about the Asset As an example for appliances list serial numbers warranty details name and brand etc For fabric items list fabric type and cleaning methods Purchase Date Purchased Purchase Price Copyright 2008 Source IT 25 Rental Property Manager 2 Manual Add or Edit Property Dimensions You can add or edit Dimensions of a Property A Dimension is a space within or related to the property such as a room an office a deck or a garage Dimension details are very important for maintenance i e Knowing how much carpet paint or other materials the property requires Recording Dimension details allows you to maintain the Dimension communicate
20. with potential renters about all a property s benefits and include the Dimension in Inspection records Instructions 1 In the Property screen select a Property 2 Click the Edit Dimensions button Pimensions 3 The Edit Dimensions screen displays 4 From this screen to add a new Dimension category click the Add Category button E 5 To edit an Dimension category click the Edit Category button EN The Edit field displays Change the Dimension category and click OK 6 To add a new Dimension 1 Select the category for the Dimension in the left frame 2 Click the Add Dimension button 3 The Dimension Details screen displays Enter the values If a data field is yellow that data is required for the record If a data field is white that data is optional 4 The new Dimension is added 7 Click OK to save all changes Add Dimension Screen Values 26 Name Dimension Name Dimension Measurements area etc of Dimension item Notes Notes about the Dimension item i e unusual room shape Copyright 2008 Source IT Manage Property Data Delete a Property Deleting a Property is simple Instructions 1 In the Property screen select the Property you want to delete R 2 Click the Delete Property button jet 3 A message displays asking Do you want to send this record to the recycle bin Click Yes to delete 4 The property is deleted 5 Deleted property records go to the Recycle B
21. E 73 Copyright 2008 Source IT password Droe 76 FED OIC dee 76 Kei 15 Default Fees create and emt 6 Delete EXPENSES TTT 43 VG ONC ss 41 INSPECTION T 30 DODGE a da ARE E AT a 27 Rn 33 Deleting Data permanent deletion 005 12 Dimension Categories create and emt 6 Dimensions ziele Wat is ca Sn evans eaten nies 26 Dimensions Report 56 edit EXISTING cece ceeeeee eect eeees 26 E Email to multiple tenants 065 33 tO ONG TEN TEE 33 Entering Data Tiret TIME USE cece eee ce cece eee eee e eee 5 Event Logs Dropertles cccccee cece seeeeeeeeeeeees 21 Events AGG EE 48 add with recurring reminders 48 EE 50 COG T 48 IN Property Log 21 recurring Gvente 49 Expenses ada ut 23 adding customized values 10 Iela D a 43 91 Rental Property Manager 2 Manual edit EXISTING cccceeeeeee A 23 Expenses by Property report 58 Expenses Report EEN 57 Expenses screen c e e c x e cece ness 42 Income amp Expenses Report 60 E FAQ for CA EE 10 77 Fast LINKS tO Tops 2 Financial data managing 35 l Income adad at 24 add new Income ee 37 39 adding customized values 10 dele lE Dara Ee Belpre cae 41 CGIE E gl Le TTT 24 edit income tem 37 Income amp Expenses Report 60 Income Report 59 INCOME screen 36 Inspection Categories create
22. EN 5 installing updates ce eee 87 OVERVIEW gg 1 DUPCNASE iantrmeiveurcisrnecapeleiesanonnt 87 register erras reaa 87 Technical Support 88 COMMING ee 3 Screens eet 42 LING ONO ee 36 SV R TT 15 NTT T 47 Property screen AN 17 BEE de ee e 16 Eiere outdo hae eg 31 Searching CUSTOM TITER aie aE AT E ceva 16 EENEG aE eebe 54 Ge E 16 Setting Up RM 5 SUDDOIN T 88 93 Rental Property Manager 2 Manual T Technical Support for RPM 88 Tenants add Wa TEE 19 adding customized values 10 data management recommendations Ree ER delete a tenant ee eens 33 edit EXISTING oeir eee eeeeeees 19 emal g TTT 33 Rent Outstanding s ssssesersesre 66 review rent rafe 34 Tenant Details Report 68 94 Tenant List Report 69 Tenant Payment Summary Report 70 Tenant Payments Report 70 tenants ecCreen cce e c x c e x e e K K K eens 31 update tenant data 32 Tutorials leie LE 77 SE ee Mee 77 V Viewing RED ORCS T 53 EE 15 Copyright 2008 Source IT
23. Photographs tab you can save digital photos of the property as evidence of its condition at the time of inspection See Save Photos with Property Inspection Files for instructions 10 In the Notes tab enter any Notes about the property inspection 11 Click OK 12 The Inspection is saved and added to the Inspection list You can print out an Inspection as a Property Inspection Report Form with or without photos Edit an Inspection 1 2 3 4 To Edit an Inspection go to the Inspections screen M Select the Inspection you want to edit Click the Edit Inspection button Ft The Inspection Details screen displays for that Inspection Make changes to the Inspection as required then click OK Copyright 2008 Source IT 29 Rental Property Manager 2 Manual Delete an Inspection Deleting an Inspection is simple Instructions 1 In the Inspections screen select the Inspection you want to delete 7x 2 Click the Delete Inspection button P ste 3 A message displays asking Do you want to send this record to the recycle bin Click Yes to delete The Inspection is deleted 5 Deleted Inspection records go to the Recycle Bin Save Photos with Property Inspection Files You can save and manage digital photographs with Inspection files Digital photos of your property provide a valuable reference for the property s condition Instructions 1 Before you begin download the digital photos of your propert
24. Questions About RM 77 Customizing and Viewing New Data FieldS cece eeeeeeeeeeees 78 Creating bate Fees EE 80 Clearing CUSTONT EE 82 Pro Rating a First Rent Payment cece EAEE a AE 84 Recording Payments from Multiple Tenante 86 S pport and Source WK 87 Downloading and Installing Updates 87 OFrdering anG Registering BEER 87 ele ere fe CNR WEE EE 88 SOuUrCE IT aile HEH leie ele EE 88 Rental Property Manager License Details 89 Be LC EEN 91 vi Copyright 2008 Source IT Introduction to RPM Welcome to Rental Property Manager Rental Property Manager RPM is a one stop database for managing your rental property information RPM is designed by a property manager to meet your unique needs It is for real estate professionals and private property investors alike Using RPM you can save and manage data about your properties tenants and financial transactions RPM includes advanced reporting functions that create spreadsheets with the rental information you need Is your property portfolio residential commercial rural or varied Do you have two or three properties or two or three hundred RPM can grow with your portfolio It provides the following functions e Manage data about every property including e Complete data e Specific notes including a property log and photographs e Detailed customizable lists of assets and property dimensions e Full Inspection records including digital photos of your property e Manag
25. Recent Items Review a list of recently used databases Exit Closes RPM Add Menu Click on each Section to add a new item to that section See Screens in RPM for details View Menu Click on each Section to view the related screen or Toolbars See Screens in RPM and Search and Filter Data Screens for details Tools Menu Edit Report Enables you to select and edit a Report Calculate Rents Instantly calculates rents owed and due Options Opens Options for editing Help Menu Contents Opens online help Buy Now Link to the RPM purchase page Show Welcome Screen Displays the RPM Welcome screen About Opens your RPM user details including the Version Number Copyright 2008 Source IT Manage Property Data Screens in RPM There are eight major function screens in RPM These screens provide access to tasks and data for their function area The main display includes a sidebar with buttons and the Menu bar Move from one function screen to another by clicking the screen buttons or use the View menu Each screen includes a Toolbar with buttons for tasks and one or more data tables HINT The data tables in each screen can be sorted Click on a column header to sort the table by the data in that column Tenants Screen The Tenants screen is your center for Tenant data The main data table lists the Tenants When you select a Tenant the information tabs at the bottom of the screen display
26. Rental Property Manager 2 SOURCE IT SOFTWVare Rental Property Manager 2 User Manual Copyright 2008 Source IT All rights reserved All rights reserved This publication is provided to support users of Source IT software Despite its marvelous usefulness for this purpose no part of this publication may be reproduced transmitted transcribed stored in a retrieval system or translated into any language or computer language in any form or by any means electronic magnetic optical chemical manual or otherwise without the prior written permission of Source IT To request permission contact Source IT 705 Pakowhai Rd Hastings NEW ZEALAND http www sourceitsoftware com Sales souceitsoftware com Support sourceitsoftware com Copyright 2008 Source IT iii Rental Property Manager 2 Manual Table Of Contents Introduction to RPM HE 1 Welcome to Rental Property Manager 1 Whats NEWID RRM EE 2 TES Ke N IRAE EE 3 Getting Started In ERNLeengesgsegigegggegiaebezegk e ge ege Ree e KSE S e 5 Setting Up and Using RPM for New Users c cece ccc e K K K K 5 Setting Up Default OPON S TEE 6 Creating CUSTOM e 10 Invoice and Receipt Layout 11 The Recycle Bin and Deleted Data 12 Navi ationm Ihn RRM iv intscincirncrnneuecaaousueeacosacnaseneiadvecucansamnceraamaimeuaea 13 IGT ITE L DEE eer 14 SCrECNS IN APM TTT 15 Search and Filter Data EE ie kee REENEN REENEN EE ee 16 Manage Property D
27. St mi ai 86 Copyright 2008 Source IT Support and Source IT Downloading and Installing Updates To download and install updates 1 Go to the Source IT web site http www sourceitsoftware com 2 Download the latest version of the software 3 Install the latest version in the same location as your original version This will update your installation 4 You are now ready to use your updated version of RPM NOTES You do not need to uninstall RPM before updating Nor do you need to re enter your registration key If you need a new registration key please contact Support sourceitsoftware com Ordering and Registering If you are reading your manual you might have ordered Rental Property Manager already or you may be ready to go from your evaluation version to a full licensed copy with support We have three payment options Register and pay online with our Secure Server Credit Card only e Direct your browser to http www sourceitsoftware com e Follow the instructions Via E mail Credit Card only e Send an e mail to sales sourceitsofware com Include your name address credit card type Visa master card etc number and expiry date and the application you are purchasing e For extra security you can send part of the credit card number in your main e mail and the rest in another To do this write your number as 4545 5555 xXxxx xXxXxx In the first e mail and then xxxx xxxx 2121 2121 in the second
28. Values TENANT details Last Name First Name Title Email Mobile Phone Home Phone Work Phone Contact Address Notes Enter any notes about the Tenant Reference Details Enter any people providing character references for the Tenant PROPERTY details for the Tenant Copyright 2008 Source IT 19 Rental Property Manager 2 Manual e Property Select the Property name from your list of entered Properties e Unit Note which Unit at the Property the Tenant is renting e Tenancy Start Date of the tenancy start period as noted on their lease e Tenancy End Date when the tenancy ended e Active Check this box if this tenancy is still ongoing e Rent Period Amount of time for which the tenant pays rent weekly biweekly or monthly e Rent Rent amount e Rent Start Date Date when the tenant s first rent payment was due e First full rent period The date when the first full rent period for the tenant begins e Pro rate initial rent Check this box if the first rent amount due was pro rated e Payments in Advance Amount of rent received in advance e Deposit Tenant s security deposit amount e Deposit Returned Date Date when security deposit was returned for former tenants e Deposit Returned Yes or No for former tenants 20 Copyright 2008 Source IT Manage Property Data Add or Edit Notes You can add or edit detailed text notes about Properties or Tenants HINT Consider whe
29. a log entry select the entry and right click A small menu displays Select Delete The log entry is deleted Copyright 2008 Source IT 21 Rental Property Manager 2 Manual Add or Change Photos You can save and manage digital photographs with Property Tenant and Inspection files Digital photos of your property provide a valuable reference and are useful when advertising the property for rent Instructions d ECK AE 10 11 IZ 13 HINT Before you begin download the digital photos onto your computer RPM must be able to locate these photos on your computer Select the item to which you want to add photos Click the Add Photo button KR Add photo The Edit Photos screen displays for that item Click Add Images ES The Open screen displays In the Open screen locate the photo file on your computer Select it The photo opens in the Edit Photos screen Add a caption to the photograph noting its subject matter and the date when it was taken Use the Back and Forward buttons oO Gi at the top of the screen to move through and edit photos you have already saved Once you have added and edited all photographs click OK The photos display in the Photos tab of the Details for that item You can edit a photo s caption by selecting it in the Photo Tab Then from the Add Photo button drop down click Edit Photo gd In the Edit Photos screen edit the caption then click OK Delete a photo b
30. alled with a database that contains sample data You can continue to save information in this database but we recommend that you create a new database for your property data Creating Databases is easy in RPM You can reopen a saved database at any time You may even want to have multiple databases for different groups of rental properties You could set up different data sets with Assets and Dimensions and Options defaults for residential and commercial properties for example To review the database you wanted you would Open the Saved Database You can also e Repair a Database Run an update of your database files a combination of restoring data from system backups with the addition of changes made to the database since the backup typically using log files e Restore a Database Open and re implement your database Backup file NOTE In RPM changes to the open database are saved automatically This is done whenever you click OK or change to another row Copyright 2008 Source IT 73 Rental Property Manager 2 Manual Creating Databases of RPM Data You can create a database file from your RPM property data Before you begin to enter data you should create a database The data you enter will be saved in the selected database Instructions 1 In the File menu select Create Database 2 The New Database screen displays 3 Inthe Database Name field enter the name of the new database file 4 In the Database Location
31. ame Title DOB Date of Birth if relevant Company Email Mobile Phone Home Phone Work Phone Contact Address Notes Enter any notes about the Tenant Copyright 2008 Source IT 45 Rental Property Manager 2 Manual Delete a Contact Deleting a Contact is simple Instructions 1 In the Contact screen select the Contact you want to delete ES 2 Click the Delete Contact button Os Contact 3 A message displays asking Do you want to send this record to the recycle bin Click Yes to delete 4 The Contact is deleted 5 Deleted Contact records go to the Recycle Bin 46 Copyright 2008 Source IT Using the RPM Planner About the RPM Planner The RPM Planner screen has all tenant data and functions in one convenient location From this screen you can e Add or Edit a Planner Event e Setting Recurrent Planner Events e Delete a Planner Event You can also Print the Planner view The top part of the screen includes the Planner Toolbar EB et Es View Month w Add Edit Delete Print S Filter All e To review your Planned Events use the View menu Select one of the View options e Month In the Month view Events are shown in a table that lists the days of each month and all the properties showing events at a glance for each month e Events In the Events view Events only are listed with Event data In the Event view you can sort your Event data by clicking on the table headers To vie
32. as parking that adds to a property s value A person or business not a Tenant who is involved with your properties A group of linked files that saves your RPM information A space within or related to the property such as a room an office a deck or a garage Something related to a property that is noted to take place on a certain date and time RPM can list events and give you reminders about events A cost or payment for an item or repair related to a property Rent or other money paid by a Tenant for the use or occupation of a Property The act of reviewing a property s physical condition before or after a tenant occupies the property A document informing a person of payments due or in arrears Detailed records of activities with a tenant property or contact A building or space that you own and rent or lease to Tenants A document confirming that a person has made a payment to you An expense or income payment that repeats on a regular basis Money paid by Tenants for renting or leasing a property The amount of money to be paid in rent for each Rent Period The increments of time for which rent is to be paid Le weekly monthly An RPM Report lists specific data as a reference for you A person who is renting your property or a space or unit within your property Copyright 2008 Source IT 3 Getting Started in RPM Setting Up and Using RPM for New Users Are you setting up RPM for the first t
33. ase file that you want to use as the basis of the Repair Select the file and click OK RPM processes the repair This may take a few minutes The selected database is opened Your data displays Save the Repaired database a oe Password Protect a Database Your financial and property information is valuable To support your security you may want to protect your databases with passwords You can also remove passwords from databases using the Remove Password command NOTE Please keep records of your passwords Instructions 1 In the File menu select Password Protect The Password screen displays Enter the password that you want to use for this database Click OK In future if you want to open this database you must enter the password oF oe 76 Copyright 2008 Source IT Tutorials and FAQs About Tutorials and FAQs To help you teach yourself how to use RPM to is fullest potential this section includes tutorials about advanced RPM functions This section includes our Frequently Asked Questions list It also includes step by step reviews of the following processes e Customizing and Viewing New Data Fields e Creating Late Fees e Creating Custom Fees e Pro Rating a First Rent Payment e Recording Payments from Multiple Tenants If there is a tutorial or FAQ you would like to see please contact Source IT We are happy to answer your questions as part of product support Frequently Asked Questions About RPM
34. ata ss ss ss sss ss es es ss ss sss es NN enesenn nse n 17 TAE PROPERLY d EE 17 AGG OF Edita ge e EE 18 Add or Edita RT Ee E 19 BOGOF Edit Tei EE EN EGIGa En LOO WEE E EN ee Re Change e e EE 22 AGG Or Edit Me 23 Add or Edit Income from a Property cccceeeeeeeeeeeeeeeeeeeeeseeeeeesengees 24 AGG or Edit Property E EE 25 Ada or Edit Property DIMENSIONS TTT 26 pelete a PrODC EE 27 ThE Calculate RENS FUNCHON T 27 Property Inspecteur ee eseu ek Ee REESEN ERR ESREN ER 238 THE INSDECHONS S CEC EE 28 AAG Or EC Ha eane 29 Delete any AS PCCUION BEE 30 Save Photos with Property Inspection ies 30 Manage Tenant Data sssrasss sss rases sss sss NENNEN sn sse Rang ngn 31 THE Tenant SCC T 31 Tenant Data Recommendations c cece e 32 iv Copyright 2008 Source IT Table Of Contents Update Tenant EE 32 Send Emall tO R n E ne 33 Delete Ee 33 Review Rent Rates for a Tenant cece e e 34 Manage Financial and Contact Data sss sss sss ss es KEE KEE EE KEE 35 Managing Financial Data NEE 35 THEI COME STE ieir a 36 Add or Edit Income from the Income Gcreen cece cece eect essen eeeeeeeeees 37 Add Income Monies Due or Received Payments for a Tenant 39 PGI Beie Luet 39 Ada MONIES RE 39 Add a Late Fee toa Rn TTT 40 SUpport WEE ag Credit EE 40 Mark Tenant aS Pale EE 40 Delete ai NCOMe MeN DEE EE 41 TOEP N EE EE 42 Delete an Expense te hennar E E OE 43 THE CONTACES OTEC NEE 44 Add Or Sel deine La 45 Del
35. ategories Category Enter a general category for property Dimensions Examples include e Bedroom e Kitchen e Bathroom Asset for Select a Dimension Category from the drop down menu then enter Copyright 2008 Source IT Manage Property Data category specific dimensions for that Category For example for the dimension Bedroom enter Floors Walls Windows Wardrobes etc Inspection Categories Category Enter a general category of Inspection category and Category Type Items entered here will be used against properties being inspected Examples include e Bedroom 1 type Bedroom e Bathroom 1 type Bathroom e Parking Area type Outdoors Category Select an Inspection Category from the drop down menu then enter Type specific inspection items for that Category For example for the category Bedroom note for inspection Closets Light Fixtures Walls Windows Floor etc Other Categories Select the Section where you want to add the new category Contacts Income Expense or Notes Category To enter a new Category click Add and then type the new Category name in this field Category This list shows all the active Categories for this Section List For Income and Expense check the box if a category item is Taxable or Deductible To delete a category select it and click the Delete button Invoice Layout see the instructions for Invoice and Receipt Layout Receipt Layout see th
36. ations advance Flag tenant Check this box to have RPM notify you when a tenant s payments are when overdue overdue Display Check this box to have RPM display useful help tip messages usage tips automatically Reset Tips The tip messages rotate from 1 to 100 To start the messages button displaying at message 1 click this button Show text Check this box to include text on toolbar buttons If this is not on Toolbar checked the toolbar buttons only display icons buttons Defaults This frame contains default values that are applied throughout RPM Rent Select a rent payment frequency from the drop down menu This will Payment be applied as the default rent payment frequency for all new Period Tenants Rent Select a number for the standard weeks of rent in advance that you payments want as the default advance payment from Tenants in advance Rent rate Enter an average rent rate This value is not required Managers with many similar units may find this useful Financial This frame contains the default value for entering the start date of Year your Financial Year Show rent Check this box to display the dates when rents are due in the due dates Planner in Planner Show rent Check this box to display alarms for overdue rent due alarms Show Check this box to display alarms for rent that has not been paid unpaid rent alarms Show Enter the number of days after which alarms for unpaid rent will Copyrigh
37. base name gt lt date gt rpmbackup Click OK 6 The database Is saved al Restore a Database If you are having database or system problems you may want to restore a backed up database Restoring a database opens and re implements your database Backup file It restores all your data up to the date and time of the backup NOTE Do NOT try to open a database file that has not been created using RPM with this program Instructions 1 Inthe File menu select Restore Database 2 The Open screen displays 3 Browse your PC for the system location of the database file that you want to open 4 Select the file and click OK 5 The selected database is opened Your data is restored up to the time and date when the backup file was saved Copyright 2008 Source IT 75 Rental Property Manager 2 Manual Repair a Database What if you are having database or system problems and you have forgotten to create a database Backup for a while You can try to run a Repair of the database A Repair of the database is an update of your database files a combination of restoring data from system backups with the addition of changes made to the database since the backup typically using log files A Repair is not a guaranteed fix It is not as good as a backed up database that you restore Instructions 1 In the File menu select Repair Database 2 The Open screen displays 3 Browse your PC for the system location of the datab
38. bed in an Inspection section Notes Notes about this Inspection Area Checklist List of items inspected for this Category For each item I tems the following is noted with a check e Condition as Damaged Fair Good e Notes 62 Copyright 2008 Source IT Property and Finance Reports Inspection Report with Photos The Property Inspection Report Form has three uses e Providing a summary of an Inspection for review e Providing a form checklist with data from previous Inspections to be used as a comparison for a current inspection e Providing a blank form checklist to be used for a current inspection You can create a Property Inspection Report form in three levels These instructions are for a Report including data and photographs from the Inspection file To View this report in the Inspections screen go to the Reports button and select the Inspection Report with Photos report Report Data The following data is listed for each Property Name and Address Unit Tenant Inspection Date Check Out Inspected By General Notes The name and full address of the Property If applicable the specific unit of the property The tenant renting the property during the inspection Date of the inspection Check this box if the inspection date is the tenant s moving out date Person who did the inspection Notes entered about the inspection The following data Is listed for the inspection at
39. ce IT Manage Property Data Navigation in RPM RPM is easy to navigate Its graphic user interface displays your property data clearly To learn more about the areas of the RPM screens review each of the following topics e Menus see page 14 e Toolbars are described in each screen description There is a Filter Toolbar that can be activated for all screens see page 16 e Screen Summary review of all screens in RPM and their uses see page 15 e Specific Screen Details are available for major screens Property Screen page 17 Tenant Screen page 31 Income Screen page 36 Expenses Screen page 42 Inspections Screen page 28 Contacts Screen page 44 Planner page 47 Reports page 51 Copyright 2008 Source IT 13 Rental Property Manager 2 Manual Menus in RPM RPM has a simple user interface The Menus provide links to all screens and functions in RPM Each Menu is shown below with a list of its associated functions File L Create Database Open Database Backup database Restore Database Repair Database Password protect Recent items K Exit Z Property Tenant nspection Contacts Expenses E Income J Inspections 3 Planner S Properties 2 Recycle Bin Tenants Reports Tools Edit Report Calculate Rents GAR E Options Help Contents ra Buy Now Show Welcome Screen sD About 14 File Menu Database Functions see About Databases for a review of all functions
40. ce IT software will indemnify hold harmless and defend Source IT against lawsuits claims costs associated with defense or accusations that result from the use of Source IT software Source IT is not responsible for any damages whatsoever including loss of information interruption of business personal injury and or any damage or consequential damage without limitation incurred before during or after the use of our products Our entire liability without exception is limited to the customers reimbursement of the purchase price of the software maximum being the suggested retail price as listed by Source IT in exchange for the return of the product all Copyright 2008 Source IT 89 Rental Property Manager 2 Manual copies registration papers and manuals and all materials that constitute a transfer of ownership from the customer back to Source IT Each registered copy of Source IT software may be used in only one single location by one user Use of the software means that you have loaded the program and run it or have installed the program onto a computer If you install the software onto a multi user platform or network each and every individual user of the software must be registered separately except only in the case of a multiple user site licence in which case you are limited to the number of users as expressly stated on your multiple user site licence contract You may make one copy of the registered software for backup pur
41. cord If a data field is white that data is optional 5 To set up a pro rated rent period for a tenant edit the Property values for the Tenant Details You must enter all of the following values selected in the Sample screen below e Rent Period Amount of time for which the tenant pays rent weekly biweekly or monthly e Rent Rent amount e Rent Start Date Date when the tenant s first rent payment was due e First full rent period The date when the first full rent period for the tenant begins e Pro rate initial rent Check this box to pro rate the first rent amount due Property propery pos Lat 1 Tenancy End 2 1 2009 Rent Pernod Rent Start Date 2 6 2008 Pro rate initial rent Fl First full rent pernod 2 17 2008 Deposit Fso L t Daposit Returned Date ka Deposit Returned EI 84 Copyright 2008 Source IT Tutorials When all the data is entered click OK 7 The Tenant data is saved The Tenant s first rental payment due is pro rated It is calculated based on the rent start date compared to the first full rent period This displays automatically in an Income Details screen Income Detaile Tenant Shore Emily Ms Category For Penoo Date due Amount Due 294 6429 E Reference Rent due Notes Pro rated rent 11 14 days 375 00 Invoice OF Cancel 8 You can use this screen to generate an invoice for this first rental payment To do this click Invoice 9 Once you ha
42. d Finance Reports Income Report The Income Report displays a complete list of Income for all your Properties This is useful for tax related to properties You will be prompted to choose a date period for this report To View this report in the Income screen go to the Reports button Ferots and select the Income report Report Data The following data is listed for each Property Tax Whether or not the income is taxable Status Category Category of the income The following data is listed for the expenses in each Tax Status and Category Date Date of the income Property Property for the income Details Any data you entered for the income usually the payer Reference Invoice check number or other reference information for the income Subtotal Subtotal of income for this tax status and category Grand Total income for the report Total Copyright 2008 Source IT 59 Rental Property Manager 2 Manual Income and Expenses Report The Income amp Expenses by Property Report displays a complete list of all Income and Expenses listed by Tax Status and Category To View this report in the Income or Expenses screen go to the Reports button Reports and select the Income and Expenses report Report Data The following data is listed Tax Whether or not the income or expense Is tax Status deductible Category Category of the income expense The following data is listed for the incoming and outgoing fu
43. date Any income related to the date Subtotal of income and expenses for this tax status and category Total income and expenditures for the property Copyright 2008 Source IT 61 Rental Property Manager 2 Manual Inspection Report Form The Property Inspection Report Form has three uses e Providing a summary of an Inspection for review e Providing a form checklist with data from previous Inspections to be used as a comparison for a current inspection e Providing a blank form checklist to be used for a current inspection You can create a Property Inspection Report form in three levels These instructions are for an Inspection Report that includes data from the Inspection files but does not include any property photographs To View this report in the Inspections screen go to the Reports button Sports and select the Inspection Report Report Data The following data is listed for each Property Name and The name and full address of the Property Address Unit If applicable the specific unit of the property Tenant The tenant renting the property during the inspection Inspection Date of the inspection Date Check Out Check this box if the inspection date is the tenant s moving out date Inspected Person who did the inspection By General Notes entered about the inspection Notes The following data Is listed for the inspection at the Property Category Category of Inspection Area Dimension descri
44. e data about your tenants including e Detailed tenant and tenancy data including scans and images e Link tenants to properties e View tenants current rent amount owing and upcoming payments e Record and report on financial data for your properties including e Income e Expenditures e Automatic Calculate Rents function provides fast updates of who owes you rent e RPM Planner provides an event calendar for scheduling property inspections and other events e RPM Contacts now provides details of non tenant contacts record cleaners builders local councils and other service providers e Create reports with practical information about your properties tenants assets expenditures and more Some people may be using the trial version of Rental Property Manager The trial version will only provide functions for 30 days Ordering a full license takes care of this and gives you full functionality providing you with official tech support It s a Small investment to help you manage your larger ones Copyright 2008 Source IT 1 Rental Property Manager 2 Manual What s New in RPM 2 Here is important and useful new functionality we have developed for Rental Property Manager 2 Users can now access and benefit from the following Property and Tenants Tenant data now uses Active Inactive rather than tenancy end date Contacts for properties tenants etc Send emails to Contacts and Tenants Add and edit Photos for Prop
45. e instructions for Invoice and Receipt Layout Default Fees Late Fees Late Fees are normally applied to late tenant rental payments Each Late Fee has the following values e Fee Type Type of fee daily once only or no fee e Fee Amount The amount of the fee e Day Due Enter the number of days after the original payment is due when this late fee is applied Custom To enter a new Custom Fee category click Add and then type the Fees new custom fee name Each Custom Fee has the following values e Name Name of the Custom Fee e Category Select a fee category from the drop down menu e Fee Fee amount Copyright 2008 Source IT 9 Rental Property Manager 2 Manual Creating Custom Fields You may want customized data categories to be included in your records In RPM you can create a limited number of customized data fields for your data This is done from the Options screen using the instructions below You can create text fields for word based data or number fields for numerical data Instructions L 2 3 4 Du 10 In the Tools menu click Options The Options screen displays Click on the Custom Fields tab Select the data category for the Custom Field by selecting it from the Section drop down menu The options are Contact Expense Income Inspection Property Tenant Any custom fields you create will be added to the selected Section To activate a custom field do the following
46. e invoice click OK 10 The monies due are recorded against the tenant Income Due Details Screen Values e Tenant Select the Tenant who paid the Income e Category Select the Category of income e For Period Select the date period that this income will be applied against e Date due Select the date when the Income was due e Amount Due Enter the amount due e Notes Enter any notes about the income e Invoice Click this button to automatically generate a printable or emailable Invoice file Copyright 2008 Source IT 83 Rental Property Manager 2 Manual Pro Rating a First Rent Payment This tutorial describes how to set up a pro rated first rental payment You can set up a Tenant so that their first rent payment is pro rated Pro rating a rent payment means that the Tenant only pays for part of a rent period This can be done as a promotion or to reflect the amount of time a Tenant is in tenancy for that first rent period In this example a rent period is two weeks but the tenant has moved in on a Wednesday As a result they are in residence for ten days of a two week rent period and the rent needs to be prorated Setting up a tenant with pro rated rent 1 Go to the Tenants screen 2 Click on the Add Tenant button 3 The Tenant Details screen displays 4 Enter the Tenant Data by typing or selecting the information into each field If a data field is yellow that data is required for the tenant re
47. ed based on that column Selecting a Property displays information for that Property at the bottom of the page This includes Tenants Contacts Photos and Logs You must select a property to add data to that property Copyright 2008 Source IT 17 Rental Property Manager 2 Manual Add or Edit a Property You can add or edit data about Properties A Property is a building or space that you own and rent or lease to Tenants Add a New Property ds To add a new Property go to the Properties screen 2 Click on the Add Property button 3 The Property Details screen displays 4 Complete the Property Data by typing or selecting the information into each field 5 If a data field is yellow that data is required for the property record If a data field is white that data is optional 6 When all the data required available is entered click OK 7 The Property data is saved The Property displays in the Property screen You can now assign Assets Dimensions and Tenants to the Property Edit a Property To Edit a property go to the Properties screen ESTEE Find and select the Property in the Property list L 3 Click the Edit Property button Edit 4 The Property Details screen displays 5 Edit the details then click OK The changed Property data is saved Property Details Screen Values 18 Name Reference name for the property Address Complete street address of the property No Units Number of units
48. elect a Report It includes the requested Report and navigation tools for the report Copyright 2008 Source IT 15 Rental Property Manager 2 Manual Search and Filter Data Screens When you have many records you may need to search them To do this you can use the Filter Toolbar In all screens you can filter on data columns and even create a custom filter for a data column View the Filter Toolbar 1 The Filter Toolbar always displays at the top of each screen Filter All 2 To doa simple Search type a word or number in the Filter field Or select an item automatically from the drop down menu of data Filter EM sl Active Tenants res ctive Tenants Grey St Hastings Ave Miramar 4 RPM will highlight all the records on a screen that include the term or the selected search item Filter on Columns A 2 3 Open the Screen Hover over the column that you want to search Click the icon that appears The Column Filter list for that column displays Check on each value that you want to view The screen displays only the values you have selected To return to the standard view open the Column Filter list and click All All the values available display once again Create a Custom Filter You can create a custom filter for a specific column of data in a Screen 16 BR WN FE G Open the Screen where you want to include a custom filter In the Column Filter list select Custom The Custom F
49. email Delete Tenants Deleting a Tenant is simple Instructions 1 In the Tenants screen select the Tenant you want to delete 2 Click the Delete Tenant button ez 3 A message displays asking Do you want to send this record to the recycle bin Click Yes to delete The Tenant is deleted 5 Deleted Tenant records go to the Recycle Bin Copyright 2008 Source IT 33 Rental Property Manager 2 Manual Review Rent Rates for a Tenant You can review a Tenant s rent rates in RPM You can also raise or lower their Standard rent The most recent rent rate will be applied as the tenant s rent Review the rent for one tenant or review and update all of your tenants Instructions d er i 10 34 In the Tenants screen select the Tenant for whom you want to review their rent rate amp Click the View Rent Rates button Ven Rent Rates The Rent Rate screen displays The data in the screen shows the history of the tenant s rent the rent amount the date when it was applied the date when you will be reminded to review it and any notes about the rent rise To add a new rent rate click the Add Rent Rate button Ge Enter values for New Rent Applies From select a date Review Date select a date On this date RPM will prompt you to review and adjust the rent Notes Then click OK The new rent rate is added To edit an existing rent rate select it and click the Edit Rent Rate button Ga Yo
50. eneral Notes entered about the inspection Notes The following data Is listed for the inspection at the Property Category Category of Inspection Area Dimension described in an Inspection section Notes Notes about this Inspection Area Checklist List of items inspected for this Category For each item Items the following is noted with a check e Condition as Damaged Fair Good e Notes 64 Copyright 2008 Source IT Property and Finance Reports Property List Report The Property List displays a complete list data about your Properties This is useful for as an overview of your property holdings availability and mortgage status To View this report in the Property screen go to the Reports button Pop and select the Property List report Report Data The following data is listed for each property Property The name of the property Address The address of the property Notes Any Notes listed about the property Purchase Date when you purchased the property Date Value The value of the property Mortgage The outstanding mortgage on the property if any Property Summary Report The Property Summary displays financial data for each of your Properties This is useful for as an overview of your property income and expenses Each property displays on a separate page of the report To View this report in the Property screen go to the Reports button Sports and select the Property Summary report Repor
51. eport with information and photos from an Inspection for a particular Property e Invoice Click this to generate an invoice document with report editing capabilities e Property List Report A list of all your properties and their current status e Property Summary Describes the financial activity for all of your Properties within a selected date range e Property Inspection Report Review the most recent dates for all inspections e Rent Outstanding Report Review outstanding rents for all properties e Receipt Click this to generate a receipt document with report editing capabilities e Summary Report A list of your total Income and Expenses for a selected date range Copyright 2008 Source IT 51 Rental Property Manager 2 Manual 52 Tenant Details Report A list of tenant data focusing on tenancy length deposits and deposits returned Tenant List Report Complete and detailed list of tenants Tenant Payment Summary A list of tenants with their contact information and current financial status Tenant Payments Report Find out which tenants owe money and act to collect Copyright 2008 Source IT Property and Finance Reports View Reports It is easy to view reports The instructions below describe how to view reports with data and how to use the Reports Toolbar Viewing Reports 1 From a data Screen click the Reports t button A drop down menu displays listing all the report option
52. er All wl The main data table lists the Inspections that have taken place To sort the Inspection list click on a column item in the Inspection table heading The Inspection list will be sorted based on that column You must select an Inspection to add data to that Inspection or to print its details as a Property Inspection Report 28 Copyright 2008 Source IT Manage Property Data Add or Edit Inspections You can add or edit an Inspection record for a property Add an Inspection d 1 In the Inspections screen Meee click the Add Inspection button 2 The Inspection Details screen displays 3 Select the Property that is being inspected from the Property drop down menu 4 Enter the additional data e Unit e Tenant e Date Inspected e Check Out e Inspected By 5 In the Check List tab you will set up Categories to be checked and specific items to be checked off within those Categories This allows you to record the state of detailed areas of your property 6 Add E Edit EN or delete E Categories as required C 7 To add check items to a Category use the Add Item button SS d The Inspection Check Item screen displays Enter the Name of the item and Notes about it then click OK The item displays in the check list for that Category 8 To record the status of an item in the check list check one of its status boxes Damaged Fair or Good You can also add notes about that item 9 In the
53. erties Tenants and Contacts Event logs for Properties Tenants and Contacts Tenant Details report Financial Data Enter recurring income and expenses Customisable list of default fees Create late fees Create custom fees Pro rate initial rent Add income monies due or payments Customisable Income categories with taxable Non taxable sections Customisable Expense categories with depreciable non depreciable sections Mark multiple tenants as paid Invoices and receipts now show the current balance outstanding All financial reports use taxable depreciable categories All financial reports ask for a date range Rents now calculate one rent period into the future Note chargeable expenses General Improvements Password protection for databases Database is now faster and more robust User interface is redesigned Search Filter functions are simplified Users can create more custom fields Reports Multiple new reports Report editing is easier and more comprehensive Reports can now be exported to the following formats and more PDF HTML Excel files and emails Copyright 2008 Source IT Asset Contact Database Dimension Event Expense Income Inspection Invoice Logs Property Receipt Recurring Rent Rent Rate Rent Period Report Tenant Introduction to RPM Terms Used in RPM The following list is real estate terms and how they are used in RPM An item appliance or space such
54. ete ee eg e EE 46 Using the RPM Planner siisisiciacicesecswieccecdaciewslaccuciwseecaviewsesdeceesiiwasic 47 ADOUE THe RPM Plane EE 47 AGG Or ele Pianher EVENE aeree tawincrisastwedevadsbiawsteudverbawsaanwennlas inant 48 Setting Recurrent Planner Events 49 Delete a Planner EV NE TT 50 Property and Finance Reports ssss ss es sss NEE ENEE essen anes s 51 ADOUE een 51 VIEW eta aT 53 Sel gi Ls REDO EEN 54 SCCM RODO eebe e errereen Gei 54 ASSCELSE REDOT EE 55 BIAK REDON wants a eebe 56 DIMENSIONS REDO yecib EEr 56 EXPENSCSREDO SEH 57 Expenses Dy Property REDOM erene e aaa A EEN 58 INCOME e NEE 59 income and EXPENSES REDON ciisdisacdaatewarcr dads e Vials civinel lt denbedes 60 Copyright 2008 Source IT V Rental Property Manager 2 Manual Income and Expenses by Property Report 61 FASPECTION REDOC FORUM EE 62 Inspection Report with Photos 63 Blank INSpPECUON REDON FON EE 64 Property EISE REDON TTT 65 Properly Summary alan EE 65 RENE Outstanding REDOT EE 66 summary REDOC erase a a 67 enant Detalls ROPO TEE 68 Tonante CICERO DO EE 69 Tenant Payments eaa TTT 70 Tenant Payment SUMMAaAry xe e ee Ee ees EE dee 71 H LLE 73 ADOUE Data TTT 73 Creating Databases of RPM Data 74 Openinga Saved Database EE 74 Bac UR Wee EE 75 Rectore a Data EE 75 Repair RRE ge 70 Password Protect a Datoabaee cece cece cess eee eee eeeeeeeeeeeeeeeneueeeeteeaaes 76 Tutorials and FAQS EEN 77 ADOUL RE eg EE te te FAQS TTT 77 Frequently Asked
55. ey incur the 25 fee Click OK The new Fees are saved and available 80 General Amount Day due Planner First Once only 15 2 Second nce onh s opd Bl Third Nofee x o B Custom Fields Assat Categones Dimension Categories Name Category iTi G A k KIR Cat e Se inspection Categories BR a 2 lands 25 00 Credit check 45 00 Ki Other Categones Invoice Layout Receipt Layout Default fees SX Ga Vi we OK wg Cancel Help Copyright 2008 Source IT Tutorials 6 To charge a Tenant a Late Fee in the Tenant screen or the Income screen S 8 d click the Add Monies Due button to view its menu The menu now includes the late fees Select Add Late Fee aa Add monies due Add monies due GA S Addiatefee 5 Bae EE Credit chec Insufficient funds The Income Details screen displays Select the Tenant and the late fee is automatically calculated The tenant below receives both late fees for being 3 days late and then 10 days late Enter the information about the fee and why it is being charged Income Details Tenant Blatchwaorth David Mr Category Date due Date paid Late Amount Late fee Referance Very late Notes Invoice You can use this screen to generate an invoice for this late fee To do this click Invoice Once you have created and saved the invoice click OK 10 The late fees are recorded against the tenant Inc
56. field click on the folder icon Browse your PC for the system location of the new database file Click OK 6 The new database is created and saved You can e Save the database as a backup e Send the database to another RPM user for them to use A Opening a Saved Database You can open a saved RPM database file in RPM NOTE Do NOT try to open a database file that has not been created using RPM with this program Instructions 1 In the File menu select Open Database 2 The Open screen displays 3 Browse your PC for the system location of the database file that you want to open 4 Select the file and click OK 5 The selected database is opened 74 Copyright 2008 Source IT Databases Back Up a Database You can and should back up your databases Backing up your database protects your data in case of a system or software failure If there is a failure or a problem the backup file makes it possible to fully recover the database NOTE The more data you have in your database the more important it is to back it up You may want to save your backups in a secure file location that is not on your computer i e on a flash drive or a CD ROM Instructions 1 In the File menu select Backup Database 2 The Save As screen displays 3 Browse your PC for the system location where you want to save the file A Make sure that the file has a name that is meaningful to you The default file name Is lt data
57. he Event screen The Event will be added to the Planner calendar at the required recurrency intervals Recurrency Values Settings Tab Recurrency Pattern Select one of the following e None e Hourly e Daily e Weekly e Monthly e Yearly Pattern Details Select an Interval Value 1 2 3 and enter the recurrency details These details vary based on the type of recurrency you choose Range Set up the range of the event recurrency by selecting one of the following options e Infinite e For X occurrences e Until X date Exceptions Set up any Exceptions i e times when the recurrent message should not be activated or prompted for example a holiday or leap year day Select the To and From date and time You can use the buttons to add or remove exceptions or Clear all exceptions Copyright 2008 Source IT 49 Rental Property Manager 2 Manual Delete a Planner Event Deleting a Planner Event is simple Instructions 1 In the Planner screen Ea select the Event you want to delete L 2 Click the Delete Event button Dez 3 A message displays asking Do you want to send this record to the recycle bin Click Yes to delete 4 The Event is deleted Recurring Events are deleted across all the recurring dates 5 Deleted Event records go to the Recycle Bin 50 Copyright 2008 Source IT Property and Finance Reports About Reports RPM Reports provide complete details about your properties T
58. he amount of any deposit returned to the tenant at the end of their tenancy 68 Copyright 2008 Source IT Property and Finance Reports Tenant List Report The Tenant List report displays a complete list of all your properties and their associated tenants To View this report in the Tenants screen go to the Reports button Sport and select the Tenant List Report Report Data The following data is listed for each Property Name The name and full address of the Property and Address Notes The Notes you have entered for the Property The following data is listed for the Tenants at each Property Name Full name of the Tenant Rent Rent and frequency of rent payments for this Tenant Mobile Mobile home and work telephone numbers entered for Home that Tenant and Work Copyright 2008 Source IT 69 Rental Property Manager 2 Manual Tenant Payments Report The Tenant Payments report displays a complete list of all the payments made by a selected Tenant Rent and deposits are included To View this report select the Tenant in the Tenants screen Then go to the Reports button ts and select the Tenant Payment Report Report Data The following data is listed for each Tenant Tenant Mobile Home Work Property Address Period Date Category Due Paid Arrears Notes Totals 70 Full name of the Tenant Mobile home and work telephone numbers entered for that Tenant Name of
59. he reports give you easy reference files for reviewing your property related information and finances HINT You can also share your valuable RPM data with others via the reports These reports can printed out and given to real estate agents accountants collection agencies and others performing property actions on your behalf Every report has a title and the date when the report was created How can you use the different reports Some suggestions for each report are listed below e Asset List Report Compare assets at your different properties to see what needs to be upgraded or note what has been added in the past year e Blank Report Use this as a basis for building your own report e Blank Inspection Report Use this as a form when inspecting a property e Dimensions Report Compare the spaces at your different properties for marketing and maintenance e Expenses Report See at a glance which property is costing the most in maintenance e Expenses by Property Report Review expenses for a particular property e Income Report Review your overall income from your rental properties e Income and Expenses Report Fast and easy way to see if properties are making or losing money e Income and Expenses by Property Report Review income and expenses for a particular property e Inspection Report A report with information recorded during an Inspection for a particular property e Inspection Report with Photos A r
60. ilter screen displays From this screen you can set up a Boolean search for the data in that column Use the values plus the and or options Click OK The custom filter you have created for that column of data will display in the Column Filter list Copyright 2008 Source IT Manage Property Data Manage Property Data The Property Screen The Property Screen is your center for property data This is the default screen and it provides access to all the major functions in RPM From this page you can do the following e Add or Edit a Property e Add or Edit a Tenant e Add or Edit Property Notes or Edit a Property Event Log e Add or Edit Contacts e Add or Change Property Photographs e Add or Edit Expenses e Add or Edit Income from a Property e Add or Edit Property Assets e Add or Edit Property Dimensions e Delete a Property e Use the Calculate Rents Function e View Property reports e Tenant List Report e Rent Outstanding Report e Property and Tenant Lists e Income amp Expenses Report e Income Report e Expenses Report e Asset List Report e Dimensions Report To access functions use the Property Toolbar A F z S 3 S g 2 4 md E e Add Edit Delete Notes Addtenant 4dd contact Add photo Add mcome Calculate Rents Assets Dimensions Reports Filter All z The main data table lists the Properties To sort the Property list click on a column item in the Property table heading The Property list will be sort
61. ime Enter your data into RPM in the order below 1 The first thing you need to do is create a database This provides a foundation for saving your Property data 2 Once you have set up a Database review the Options Make changes to the Options to meet your requirements 3 Once the Options are set up to meet your needs you can enter Property data Your information about tenants income and expenditures are all linked to Properties It is helpful to collect all your Property data before you begin data entry 4 Enter the main Property details then note Property assets dimensions and inspection results and photographs 5 Now you can add Tenants Expenses Contacts and Income and use the Reports The Reports increase in value the more you use RPM Take some time every day week or month to update your RPM data Use the Planner to schedule events and Contacts to keep track of your service providers Back up your databases RPM is as intelligent and useful as you make it use your software investment to get the most out of your property investment Copyright 2008 Source IT 5 Rental Property Manager 2 Manual Setting Up Default Options Before you start to use RPM you should set up Options Options provide customized data for you to select when you create Properties Planners Assets Dimensions and Categories The values you enter here appear in drop down menus for you In addition Options also enable default fu
62. in The Calculate Rents Function What does the Calculate Rents function do It is an easy way to see who owes you rent and how much for the current rental period Rents are calculated for full periods only Instructions 1 Go to the Properties Tenants or Income screen ug 2 Click on the Calculate Rents button ulate Rents 3 Inthe Income screen the new Rents that are due display 4 This data is now ready for you to use as a reference HINT You can set up RPM to automatically calculate rents when you start the RPM software See Setting Up Default Options for instructions Copyright 2008 Source IT 27 Rental Property Manager 2 Manual Property Inspections The Inspections Screen As part of managing a property you need to keep track of the condition of the property You need to do this by Inspecting before a tenant moves in and after a tenant moves out This allows you to compare the condition of the property and charge the tenant for any damages that have taken place The record of your property condition is called an Inspection in RPM RPM keeps complete Inspection records with your other property data From the Inspection page you can do the following e Add or Edit Inspections e Delete an Inspection e Save Photos with Property Inspection Files e Create a Property Inspection Report Form To access functions use the Inspections Toolbar Inspections lt d E ZA Add Edit Delete Reports lt Filt
63. mber or information on disabling the features You are also forbidden from distributing a registered version of RPM For further information about redistribution of Source IT products e mail us at sales Sourcel Tsoftware com 2 License By receiving and or using Source IT software products you accept the following Evaluation and Registered User Agreement This agreement is a binding legal agreement between Source IT and the purchasers users or evaluators of Source IT s software and products 3 Evaluation Unregistered and Registered User Agreement You may evaluate RPM for maximum of thirty calendar days after which you must register the program with Source IT or remove the software from your computer You may allow other users to evaluate copies of the unregistered Shareware All evaluation users are subject to the terms of this agreement The evaluator user buyer owner is not allowed to attempt to reverse engineer disassemble or decompile Source IT software and products Source IT s name and any logo or graphics file that represents our software may not be used in any way to promote products other than our software All parts of Source IT software and products are copyright protected No program code part image video clip audio sample text or computer generated sequence of images may be copied or used in any way by the user except as intended within the bounds of the single user program The evaluator user buyer owner of Sour
64. n displays 5 Edit the details then click OK The changed Expense data is saved Expense Details Screen Values Property Select the Property to which the Expense is linked Category Select the category for the Expense Description A brief description of the Expense Payee Person or business receiving the Expense Amount Amount of the Expense Date Date when the Expense was paid Reference Invoice number check number or other reference for the Expense Notes Enter any notes about the Expense Charge to tenant Check this box if this expense is to be charged to the Tenant at the Property Copyright 2008 Source IT 23 Rental Property Manager 2 Manual Add or Edit Income from a Property You can add or edit data about Income paid by tenants Income is rent or other money paid by a Tenant for the use or occupation of a Property HINT The Calculate Rents Function is a fast easy way to add the most recent due rents to your list of Income due Add a New Income Item d To add a new Income item go to the Properties or the Income screen Click on the Add Income button soi income The Income Details screen displays Complete the Income Data by typing or selecting the information into each field If a data field is yellow that data is required for the Income record If a data field is white that data is optional When all the data required available is entered click OK The Income data Is
65. n the Tenant screen or the Income screen select an item for a Tenant 2 Click the Mark as Paid button Sr 5 paid All the Tenant s outstanding payments are marked as paid 3 Another way to use this function is to click the drop down menu for the Mark as Paid button You can select e Mark as paid for one tenant e Mark selected as paid for more than one tenant Delete an Income Item Deleting an Income Item Is simple Instructions 1 In the Income screen select the Income you want to delete 2 Click the Delete Income button 2 income A message displays asking Do you want to send this record to the recycle bin Click Yes to delete 4 The Income is deleted 5 Deleted Income records go to the Recycle Bin Copyright 2008 Source IT 41 Rental Property Manager 2 Manual The Expenses Screen The Income screen provides a summary of Income due and Income received from Tenants From this screen you can do the following e Add or Edit Expenses and Recurring Expenses e Delete an Expense e Add Notes to an Expense e View Expense reports e Income amp Expenses Report e Expenses Report To access functions use the Expense toolbar 3 B R P Add espense Edit expense Delete expense Notes Reports gt Filter P Current financial year wl The main data table lists all paid expenses To sort the Expense list click on a column item in the Expense table heading The Expense
66. n to record detailed information about the Tenant This can include notes about pets partners or children also living at the property the Tenant s vehicles Use the Log section to record specific events about the tenant This can include their requests for repairs police incidents and records of notice given When a tenant moves out update the Rent Finished value in the Tenant Data screen This way they do not show up in reports and Calculate Rents functions as a current tenant Do not delete a Tenant even when they move out and are no longer living at one of your properties The Tenant s payment records will be useful for your taxes and investment records You may be asked to provide a reference for the Tenant A past Tenant may even move back to one of your Properties Update Tenant Data SA To update Tenant Data use the Edit a Tenant Pi function See Add or Edit a Tenant to learn about the details of the Tenant Details screen See Tenant Data Recommendations for advice about maintaining tenant data 32 Copyright 2008 Source IT Manage Tenant Data Send Email to Tenants RPM makes it easy to send email to one or more of your Tenants Instructions 1 In the Tenants screen select the Tenant or Tenants you want to send an email to gt 2 Click the Email Tenant button Ems Tenant 3 Your default email client opens a new email with the email addresses of the selected tenants 4 Type and send your
67. nctions especially regarding rent payments and overdue notices Instructions 1 In the Tools menu click Options 2 The Options screen displays 3 There are value tabs in the Options screen To open a tab click on its name in the Options screen sidebar In each tab you can set up RPM option values for the following areas Click the item to view the Options values e General e Planner e Custom Fields e Asset Categories e Dimension Categories e Inspection Categories e Other Categories e Invoice Layout e Receipt Layout e Default Fees 4 Enter data into the data fields For some items you may need to select a related Category or click a check box to activate or deactivate an option See the table below for definitions of the Options values 5 For the Asset Dimension Inspection Category and Other Category tabs you can enter and delete items Use the Add Category button to add a new category Use the Delete Category E button to delete a category For C items in a category use the Add Item 9 and Delete Item buttons 6 When you have finished entering the values you need click OK 7 The Options will be applied throughout RPM and are available for your use Copyright 2008 Source IT Manage Property Data Options Screen Values General Tab Calculate Check this box to have RPM perform this function rent on startup Calculate Enter the number of days that RPM should use in advance rent rent in calcul
68. nds in each Tax Status and Category Date Date Property Property for the entry Details Any data you entered Description Description that you entered Reference Invoice check number or other reference information Expense Any expenses related to the date Income Any income related to the date Subtotals Subtotal of income and expenses for this tax status for and category categories Grand Total income and expenditures Total 60 Copyright 2008 Source IT Property and Finance Reports Income and Expenses by Property Report The Income amp Expenses by Property Report displays a complete list of all your properties and their associated Income and Expenses Each Property has its own page in this report To View this report select the Property in the Property screen Then go to the Reports button Pont and select the Expenses by Property report Report Data The following data is listed for each Property Tax Status Whether or not the income or expense is tax deductible Category Category of the income expense The following data Is listed for the incoming and outgoing funds in each Tax Status and Category Date Property Details Description Reference Expense Income Subtotals for categories Total for Property Date Property for the entry Any data you entered Description that you entered Invoice check number or other reference information Any expenses related to the
69. nformation about the payments due Click OK The monies due are recorded against the tenant Income Due Details Screen Values Tenant Select the Tenant who paid the Income Category Select the Category of income For Period Select the date period that this income will be applied against Date due Select the date when the Income was due Amount Due Enter the amount due Notes Enter any notes about the income Invoice Click this button to automatically generate a printable or emailable Invoice file Add a Late Fee to a Tenant 1 In the Tenant screen In the Tenant screen or the Income screen go to the Add Monies Due button Pa Beside the Add Monies Due button 29 momes Que click the drop down menu Select Add Late Fee The Income Details screen displays for the tenant Edit the Late Fee field Click OK The new Late Fee is recorded against the tenant and added to their monies due Support a Tenant Credit Check 1 In the Tenant screen In the Tenant screen or the Income screen go to the Add Monies Due button Pa 2 Beside the Add Monies Due button 99 momes due click the drop down menu Select Credit Check 3 The Income Due screen displays for the tenant 4 Click the Invoice button 5 Save the Invoice file 6 Use the Invoice as a record of their monies due to support a credit check Mark Tenant as Paid 40 Copyright 2008 Source IT Manage Financial and Contact Data 1 In the Tenant screen I
70. o to the Income screen Kei 2 Find and select the Income in the Income list P 3 Click the Edit Income button Fot income 4 The Income Details screen displays 5 Edit the details then click OK The changed Income data is saved Copyright 2008 Source IT 37 Rental Property Manager 2 Manual Income Details 38 Tenant Select the Tenant who paid the Income Category Select the Category of income Date due Select the date when the Income was due Date paid Date when the Income was paid Rent This value is automatically displayed Amount Paid Enter the amount paid by the tenant for this specific income payment Total Outstanding This value is automatically calculated and displayed Reference Enter a reference number for the payment usually the invoice or check number Notes Enter any notes about the income Receipt Generate a Receipt document for this income Copyright 2008 Source IT Manage Financial and Contact Data Add Income Monies Due or Received Payments for a Tenant There are multiple ways to update specific financial information for your individual tenants Add Income Use this when a tenant has submitted a partial payment Add Monies Due Use this when a tenant owes money related to their tenancy Add a Tenant Late Fee Use this when you need to add a late fee to a tenant s monies due Support a Tenant Credit Check Support a credit check of a tenant with documentati
71. ome Due Details Screen Values Tenant Select the Tenant who paid the Income Category Select the Category of income For Period Select the date period that this income will be applied against Date due Select the date when the Income was due Date paid Enter the date when the Income was received if this applies Late amount This value automatically displays Late Fee The amount of late fees due this value is automatically calculated You can edit this amount if required Reference Enter any reference or late fee charge type Notes Enter any notes about the income Invoice Click this button to automatically generate a printable or emailable Invoice file Copyright 2008 Source IT 81 Rental Property Manager 2 Manual Creating Custom Fees This tutorial describes how to create and charge a custom fee A custom fee is a charge against a tenant or another form of property related income Examples of custom fees are extra deposits for pets a charge to pay for a credit check or lawn mowing or other non standard maintenance fees You can create custom fees and apply them to tenants As an example the user will create and charge a custom fee of Credit Check charging 45 00 for this Creating the Custom Fee 1 the Tools menu click Options 2 The Options screen displays 3 Select the Default Fees option A Go to the Custom Fees frame and set up the new fee Click to add a new row then enter value
72. on Insufficient funds function Mark as Paid Use this when a tenant has submitted all monies due Note that if a data field is yellow that data is required for the financial record If a data field is white that data is optional Add Income L 4 5 In the Tenant screen or the Income screen click the Add Income button 4 Add income The Add Income screen displays Enter the information about the payment received Click OK The new income is recorded against the tenant Income Details Screen Values Tenant Select the Tenant who paid the Income Category Select the Category of income Date due Select the date when the Income was due Date paid Date when the Income was paid Rent This value is automatically displayed Amount Paid Enter the amount paid by the tenant for this specific income payment Total Outstanding This value is automatically calculated and displayed Reference Enter a reference number for the payment usually the invoice or check number Notes Enter any notes about the income Late Fee Select a late fee calculation option for this income Invoice Click this button to automatically generate a printable or emailable Invoice file Add Monies Due Copyright 2008 Source IT 39 Rental Property Manager 2 Manual 3 4 In the Tenant screen or the Income screen click the Add Monies Due H button Add monies due The Add Monies Due screen displays Enter the i
73. operty This is useful for managing maintenance and renovations of properties estimating utility expenses and communicating with potential renters To View this report select the Property in the Property screen Then go to the Reports button Sports and select the Dimension report Report Data The following data is listed for each Property Name and The name and full address of the Property Address The following data is listed for all the dimensions at each Property Category Category of Dimension described below Name Name of the Dimension area Dimensions Measurements area or other reference information for the Dimension area 56 Copyright 2008 Source IT Property and Finance Reports Expenses Keport The Expenses Report displays a complete list of Expenses for all your Properties This is useful for tax deductions related to properties You will be prompted to choose a date period for this report To View this report go to the Reports button Pop and select the Expenses report Report Data The following data is listed for each Property Tax Whether or not the expense is tax deductible Status Category Category of the expense The following data is listed for the expenses in each Tax Status and Category Date Date of the expense Property Property for the expense Details Any data you entered for the expense Description Description that you entered for the expense Reference Invoice check number
74. perty FED OU oiana teense cutee acetate 61 Property List Report 65 Property screen 17 Property Summary Report 65 R Receipt layout customizing Steg Le BEEN 3 layout Customtzing 11 layout CUSTOMIZING 00e eee 11 ReECV Cle TTT 12 Rents all rent related RPM functions 35 calc MaU e EE 27 manage rates cece K eee eee eee ees 34 note amount outstanding for a EE TTT 37 note recieved as INCOME 5 37 prorating Tiret 84 Rent Outstanding report 66 Tenant Payments Report 70 Reports Asset List Report 55 blank inspection e e e e e e e eens 64 blank report for editing 56 Dimensions Report 56 lgl ln MEN 54 Expenses by Property 05 58 Expenses Report EEN 57 rte enn EE 59 Income amp Expenses Report 60 Income and Expenses by Property 61 Inspection with photos 63 OVEIVIEW tik E dai veer E nates 51 DEI TS 53 Copyright 2008 Source IT Besetz i 65 Property Summary 65 Rent Outstanding 000eeees 66 SCOIrCAING EE 54 Summary Report 67 Tenant Details 68 BR Tee 69 Tenant Payment Summary 70 Tenant Payments Report 70 VIEW reports x e e e e K eee e 53 ZOOM IN and out 53 Restoring Deleted Data 12 Rooms see Dmensions cece e e ees 26 RPM Software AO OUT S aT EE 1 downloading 0cceeeeeeeeeeeeeeees 87 first den REEN
75. poses providing you only have one copy installed on one computer being used by one person If any person other than yourself uses Source IT s software registered in your name regardless of whether it is at the same time or different times then you are considered to be in violation of this agreement The distribution does not include a registration number or information on disabling the features You are also forbidden from distributing registered versions of Source IT software or of Source IT software documentation The sale of and or distribution of registered copies of this software is strictly forbidden It is a violation of this agreement to loan rent lease borrow or transfer the use of registered copies of Source IT software products 90 Copyright 2008 Source IT Index A About RPM blanner 47 Appliances NEE 25 Asset Categories create and ed 6 Assets add NOW EE 25 Asset List Report 55 edit Exist WEE 25 B Backing Up RPM Data 75 Backup create backup database 74 C Calculate Rents automatically 27 Chattels see ASSCUS ia ee Ae 25 Contacts add and Re TEE 45 Contacts screen 44 6 d ehre 46 Credit Checks and RPM 39 Currency Values CHOOSING WEE 10 77 Custom Fields Se l T 10 Custom Filter ChE AUN BEE 16 D Databases DACKING UD EEN 75 RE REN 74 managing multiple property groups T S n TT 73 OPENING EE 74 OVEIVIGW raiar TE aA ENT
76. reen for relevant items Planner Fields Sectio Custom Fields Contact Expense income Inspection Field 1 Text Field 2 Text P Dimension Categories Field 3 Text Show Name 12 Asset Categones baar anert e Tenant 1 Next check the Show box beside Field 1 Text Type Second Tenant into Name Ted 1 Text Show Name Second Tenant Click OK The custom field of Second Tenant has been saved for Tenant data a a Es Entering data in the new custom field 7 To test the new field go to the Tenants screen 8 Double click on an existing tenant The Tenant Details screen displays with the new field Second Tenant 9 Enter data into Second Tenant and click OK 78 Copyright 2008 Source IT Tutorials Tanant Last Name First Name Title Ms Email hana xtra co nz Company Converse Hauling Mobile Phone 027 231 6543 Home Phone O4 321 5643 Work Phone 04 987 9659 Contact Address Miramar property Hotes Reliable Reference Details Mrs Widgery 09 342 1456 Second Tenant Leroy Hiropi 10 The new data is saved against the Tenant Displaying new custom field data in the Screen 11 Click on the Quick customize button in the Tenant grid and check Second Tenant Filter 4ctive Tenants K 12 The value Second Tenant will now display in the Tenant data grid You can click and drag the column header to move it around You can also click
77. s for e Name Name of the new custom fee e Category Category that applies to the new fee e Fee Amount of the fee Late fees Fee Type General Hanner First Once anh Second Once onl Custom Fields Third No Tee Asset Categories Custom fees Dimension Categories sss eategory Inspecton Categories Insufficient funds i red t check Other E Dividends Interest Late fees Ordinary Incon Other Rent Royalties Cancal W Help Other Categories Invoice Layout Receipt Layout Default tees 5 Click OK The new Fee is saved and available 6 To charge a Tenant a Custom Fee in the Tenant screen or the Income screen click the Add Montes Due button to view its menu The menu now includes the custom fees including Credit Check Select Credit Check 82 Copyright 2008 Source IT Tutorials ie Add monies due GGG mones due ECO C GGG late tee Credit check Insufficient funds 7 The Income Details screen displays with information about the custom fee being charged to the tenant Enter the information about the fee and why it is being charged Income Detaile Tenant Blatchworth Dawid Mr Category For Penod Date due Amount Due Reference Credit check Notes Credit check for new tenant of large property Invoice 8 You can use this screen to generate an invoice for this custom fee To do this click Invoice 9 Once you have created and saved th
78. s for that data Screen 2 To view alist of all available reports in the View menu click Reports or from the Reports button click the Show All Reports option A small screen displays listing all the report options 3 Inthe menu or screen click on the Report you want to view 4 The report displays Use the Reports Toolbar to view save amp export The Reports Toolbar f Print the report os A Use the Zoom navigation to change how you view the report on your e computer screen Zooming Out or to a smaller percentage makes the report smaller so that you can see more of it on your screen Zooming In or to a larger percentage makes the report larger so that you can read details ES Open a saved report a Save a report A Export a report into a different file or graphic format pos Save the report as a PDF file W I Send the report via an email 39 Search the report ld 4 1 K hi Use the arrows and page number field to navigate to different pages of a multi page report E View the report using the full screen E View the report with an outline in the left sidebar E View the report with thumbnails of report pages in the left sidebar FE Change the paper size and other page settings of the report a Edit the value headers and other text displayed in this report Close the report Copyright 2008 Source IT 53 Rental Property Manager 2 Manual Editing Reports You can edit the field titles and other te
79. ssence of all Income and Expenses for a selected date range This is useful when calculating annual taxes or to view your overall profit or deficit To View this report in the Income or Expenses screen go to the Reports button Reports and select the Summary Report Report Data The following data Is listed Expenses Any expenses incurred during the selected date range Income Any income received during the selected date range Totals for Subtotal of income and expenses categories Total Total profit or deficit after expenses are subtracted from income Copyright 2008 Source IT 67 Rental Property Manager 2 Manual Tenant Details Report The Tenant Details report displays a complete list of information about all of your tenants It is specifically useful for reviewing the length of tenancy and deposit versus deposits returned To View this report in the Tenants screen go to the Reports button Sport and select the Tenant List Report Report Data The following data is listed for each Tenant Tenant First name last name and title of a tenant Company _ The tenant s place of employment or business Tenancy The dates during which the tenant is or was occupying a property Property The name and full address of the Property the tenant IS Or was renting Work The Notes you have entered for the Property Mobile Home Deposit The amount a tenant paid as a deposit before renting the Property Returned T
80. t 2008 Source IT 7 Rental Property Manager 2 Manual alarm after display X days Show rent reviews in Planner Show rent review alarms First review due after Show inspections due in Planner Show Inspection alarms Check this box to display when rents should be reviewed in the Planner Check this box to display alarms indicating that it is time to review rents Enter the number of weeks that will pass before the first rent review Check this box to display when inspections are due for properties in the Planner Check this box to display alarms for overdue inspections Inspection Enter the number of weeks that will pass between inspections A due every year is 52 weeks six months is 26 weeks Show tenancy end dates in Planner Show tenancy end alarms Check this box to display when tenancies are due to end in the Planner Check this box to display alarms for tenancies reaching their end Custom Fields See the instructions for Creating Custom Fields Asset Categories Category Asset for Category Enter a general category of property Assets Examples include e Furnishing e Appliances e Parking Select an Asset Category from the drop down menu then enter specific assets for that Category For example for the asset Appliances enter Dishwasher Washing Machine Dryer Refrigerator etc If the asset will depreciate in value check the Depreciable box Dimension C
81. t Data The following data is listed for each property Property The name of the property Expense The address of the property Income Any Notes listed about the property Total Date when you purchased the property Copyright 2008 Source IT 65 Rental Property Manager 2 Manual Rent Outstanding Report This Report lists all the tenants who owe outstanding rent It includes contact information for the tenant so that a person using this report can get in touch with the tenants to request the overdue rent To View this report in the Tenants screen go to the Reports button Top and select the Rent Outstanding Report Report Data The following data is listed for each Tenant who has overdue rent Tenant Property Mobile Home Work Email Due As At Paid Last Payment Outstanding Total Due Total Paid Total Outstanding 66 Full name of the Tenant Name and address of the Property where the tenant is renting Mobile home and work telephone numbers entered for that Tenant Email address for that Tenant Amount due from this tenant Date when Amount Due has been noted Amount paid by this tenant Date of most recent payment by this tenant Amount still owed by this tenant Total amount still due Total amount paid Total amount outstanding Copyright 2008 Source IT Property and Finance Reports Summary Report The Summary Report displays a concise list distilled to its e
82. the Property where the tenant Is renting Address of the Property where the tenant is renting Time period of a payment Date of a payment Category of a payment normally Rent Amount due at that date if it has not been paid Amount that was paid on the noted date Any payments overdue in arrears as of the noted date Totals of money Due and money Paid by the tenant during their tenancy at your property Copyright 2008 Source IT Property and Finance Reports Tenant Payment Summary The Tenant Payments Summary report displays a list of all Tenants the totals of the money they have paid and they owe and their contact information It is a convenient document to help contact tenants in arrears To View this report in the Tenants screen go to the Reports button Sport and select the Tenant Payment Summary Report Report Data The following data Is listed for each Tenant Tenant Full name of the Tenant Mobile Mobile home and work telephone numbers entered for Home that Tenant Work Property Name of the Property where the tenant is renting Address Address of the Property where the tenant is renting Due Amount due at that date if it has not been paid Paid Amount that was paid on the noted date Arrears Any amount overdue in arrears Copyright 2008 Source IT 71 Databases About Databases RPM saves your property information as data in a group of linked files called a Database RPM is inst
83. the past you can only view the Events values you cannot edit them 48 Subject Title of Event Start time Start day and time of Event End time End day and time of Event Repeats Note if this event will repeat To edit this click the Edit button and use the Recurrency screen as described in Setting Recurrent Planner Events Notes Enter any notes about the Event Reminder Check this to activate a Reminder message To set the amount of time before the event that prompts the reminder select the time from the drop down menu Property Select any related Property from the drop down menu Tenant Select any related Tenant from the drop down menu Copyright 2008 Source IT Using the RPM Planner Setting Recurrent Planner Events A recurrent event is an event that repeats over multiple days weeks months or years An example of a recurrent event is a rental payment You can set up recurrent events in the Planner Add a New Event 1 To add a new Event go to the Planner screen 2 Click on the Add Event button 27 The Event Details screen displays 4 Complete the Event Data by typing or selecting the information into each field If a data field is yellow that data is required for the Event record If a data field is white that data is optional 5 When all the data required available is entered click OK 6 The Event data is saved The Event is assigned to the selected Property and displays in t
84. ther your information is a Note or whether you need to record it as a formal event in the Event Log for the Property or Tenant Instructions 1 To add a new note go to the Properties screen or the Tenants screen 2 Select the Property or Tenant for which you want to add a Note gt 3 Click on the Notes button Motes 4 The Notes screen displays 5 Type in the note data 6 When all the note information is entered click OK 7 The Note is now saved as part of the property or tenant data Edit an Event Log You can add or edit event log entries about each Property or Tenant HINT Consider whether your information is a defined event that needs its date recorded or whether you need to record it as more general information in your Notes Instructions 1 To add a new log entry go to the Properties screen or the Tenants screen Select the Property or Tenant for which you want to add a log entry At the bottom of the screen click on the Log tab The Log screen tab displays U E WN To enter a Log Event right click in the tab A small menu displays Select Add D A new row displays for your log event The log event values are e Date Select the Date of the log event e Category From the drop down menu select the Category of the log event e Comment Enter any comments about the log event 7 When all the note information is entered click OK 8 The log entry is now saved as part of the property 9 To delete
85. u can adjust and save the values To delete a rent rate select it and click the Delete Rent Rate button GR Note that you cannot delete the first rent rate When you are done in the Rent Rates screen you may want to select the Recalculate Existing Rents check box This will adjust existing rents to show your changes starting at the Applies From date Click OK to save your changes You can also use the Show menu to select another tenant and view their rent rates Copyright 2008 Source IT Manage Financial and Contact Data Managing Financial Data RPM helps you manage your rental properties efficiently by linking all your property related financial data Property records include the property purchase price and mortgage information Tenant records include details about their deposits and rents There are several areas for specific financial data in RPM e Income Money brought in as rent for properties e Expenses Money spent on properties in maintenance and asset expenditures e Tenants Money brought in or owed by specific tenants There are data screens for both Income and Expenses in RPM You can e Add or Edit Expenses e Add Income Monies Due or Received Payments e Add or Edit Income from a Property Financial Reports include e Expenses Report e Income amp Expenses Report e Income amp Expenses by Property Report e Tenant Payments Report There are also several rent related functions e The Calculate
86. ve created and saved the invoice click OK 10 The tenant details display in the main screen Note that the values for the rent due and the standard rent are different Shore Emily Me b Copyright 2008 Source IT 85 Rental Property Manager 2 Manual Recording Payments from Multiple Tenants This tutorial describes how to record payments received from more than one tenant at a time This function is very useful if you have multiple tenants paying rent by direct deposit into a bank account on the same day In this example the date is February 6 2008 The user has checked their bank account and seen that two tenants have paid by direct deposit on their due date They both need to be marked as having paid Recording payments from multiple tenants 1 Go to the Tenants screen 2 To select multiple tenants press the Ctrl key on the keyboard while clicking tenants with the mouse Each tenant the user clicks is selected In this example two Tenants are selected aj G Ret pa property Hiropi Hana Ms 375 00 2 5 32 375 00 3 6 2008 p hore Emily Ms 294 64 2 6 2001 ease Cola d 2 In the toolbar go to the Mark as Paid button From its menu click on Mark Selected as Paid Mark as paid Mark as paid S 3 When prompted enter the date of the payment 4 The selected tenants are marked as Paid Note that their amount Owing now displays as zero 375 00 3 6 2008 een 375 00 2 17 2008 Grey
87. w Events for a selected Property use the Filter menu Select the property for which you want to view events You must select an Event to make changes to that Event Copyright 2008 Source IT 47 Rental Property Manager 2 Manual Add or Edit a Planner Event You can add or edit property related Events in the RPM Planner An Event is an inspection rent due date or other event related to one of your properties You may need to go to the property in person or arrange for a service or a phone call Follow the instructions below to add or edit a planner Event You can also add or edit an event by double clicking the calendar Add a New Event 1 To add a new Event go to the Planner screen N 2 Click on the Add Event button ap 3 The Event Details screen displays 4 Complete the Event Data by typing selecting the information into each field 5 If a data field is yellow that data is required for the Event record If a data field is white that data is optional 6 When all the data required available is entered click OK 7 The Event data is saved The Event is assigned to the selected Property and displays in the Event screen Edit an Event 1 To Edit an Event go to the Planner screen 2 Find and select the Event in the Event list 3 Click the Edit Event button Z 4 The Event Details screen displays 5 Edit the details then click OK The changed Event data is saved Event Details Screen Values If an Event occurs in
88. xt in a Report When you want to Edit a report RPM will open a new function module called FastReport FastReport includes its own online help with detailed instructions However we have included the basic elements of working with FastReport for RPM report files below Instructions 1 View a Report 2 The Edit button 4 appears in the Report toolbar Click this button 3 The FastReport utility displays 4 Use FastReport to make changes to your report 5 To edit an item right click it and select Edit A window displays for you to make changes to text 6 To save an edited report click File Save A Save Screen displays e To save this report as a once only report save it in any folder location e To save your changes to be used in all versions of this report navigate to the RPM program installation and save the file in the folder SystemReports Save it without changing its file name When you use this report in the future from RPM it will have your values 7 When you exit FastReport File Exit you are returned to the report in RPM Search Reports It is easy to run a basic text search of a Report Instructions L View a Report 2 The Search button appears in the Report toolbar Click this button and a Find Text field displays 3 Inthe Text field enter the term or number you want to find Use the case sensitive or search from beginning options if required Click OK 4 The term will be highlighted in the report
89. y onto your computer RPM must be able to locate these photos on your computer 2 To add photos to an Inspection go to the Inspections screen Meios d i 3 Select the Inspection you want to edit Click the Edit Inspection button Eat 4 The Inspection Details screen displays for that Inspection 5 Go to the Photos tab of the Inspection Details screen 6 Click Add Photo SC The Open screen displays 7 Inthe Open screen locate the photo file on your computer Select it 8 The photo opens in an Edit Photos screen Add a caption to the photograph noting its subject matter and the date when it was taken Use the Back and Forward buttons at the top of the screen to move through and edit photos you have already saved Once you have added edited all photographs click OK 9 The photos display in the Photos tab of the Inspection Details screen 10 You can edit a photo s caption by selecting it clicking Edit Photo E This opens the Edit Photos screen again 11 You can delete a photo by selecting it and clicking Delete Photo ES HINT If you do not want a photo to display in the Property Inspection Report Form uncheck the Show in Report box in the Photo data screen 30 Copyright 2008 Source IT Manage Tenant Data The Tenant Screen The Tenant data screen has all tenant data and functions in one convenient location From this screen you can e Add or Edit a Tenant see Tenant Data Recommendations as well e
90. y selecting it in the Photo Tab Then from the Add Photo button drop down click Delete Photo lt In the Edit Photos screen click Delete This Record A message asks you to confirm this Click Yes The photo is deleted Click OK If you do not want a photo to display in the Property Inspection Report Form uncheck the Show in Report box in the Photo data screen 22 Copyright 2008 Source IT Manage Property Data Add or Edit Expenses You can add or edit data about Expenses assigned to properties An Expense is a cost or payment for an item or repair related to a property Note that you can also add or edit an expense as a Recurring Expense Add a New Expense L To add a new Expense go to the Properties or the Expenses screen a Click on the Add Expense button eens The Expense Details screen displays Complete the Expense Data by typing or selecting the information into each field 5 If a data field is yellow that data is required for the Expense record If a data field is white that data is optional 6 When all the data required available is entered click OK 7 The Expense data is saved The Expense is assigned to the selected Property and displays in the Expense screen It is also included in Reports Edit an Expense 1 To Edit an Expense go to the Expenses screen Find and select the Expense in the Expense list 3 Click the Edit Expense button Edt expense 4 The Expense Details scree

Rental Property Manager 2 User Manual

Contents

Download Pdf Manuals

Related Search

Related Contents