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EZPZ Landlord User Manual

1. If the type of entry is a bank or cash transaction the Bank account dropdown list will be visible but the Account dropdown list will not Select the relevant bank account from the list If the type of entry is a journal neither the Bank account nor the Account dropdown list will be visible Instead you will see two nominal dropdowns one for the debit part of the journal and one for the credit part Enter Details for the entry as you wish them to appear in the transaction each time it is posted Enter the Amount of the regular instalment by entering the Net figure and Tax code as appropriate The Tax amount will be calculated automatically by the program but can be edited as required References tab Enter a suitable reference and select the department as required Instalments tab Enter the Start date for the automated entry This is the date of the first instalment Select the frequency of the instalment using the dropdown The first instalment will be made with the Start date as its date Subsequent instalments will be made in line with the frequency selected Select the until further notice option if you want instalments to continue until you stop them Landlord 5 User Guide 65 EZPZ Software Limited 2015 Select the number of instalments option if there are a fixed number of instalments to be made for this entry and enter their number The next due date will initially have the same value as the start date for the automated en
2. Landlord 5 User Guide 31 EZPZ Software Limited 2015 Tenant Receipt 1200 Bank Account 1100 Debtors Control Credit 100 00 100 00 Effect on the Nominal Ledger of posting a tenant receipt for 100 00 As mentioned in the previous section when we post an invoice a debit is posted to the Debtors Control Account and this increases the debit balance of that account When we post a tenant receipt it must be the credit part of the posting that is made to the Debtors Control Account thus decreasing the debit balance The posting to the bank or cash account must therefore be a debit This may be confusing to people who have previously had no experience of bookkeeping When money is paid in to a bank account the transaction is a debit to that account Tenant Receipt via Agent If any of your properties are managed for you this wizard is provided for the recording of tenant receipts via a managing agent When a property is managed via a managing agent rent is usually received after commission has been deducted from it In this scenario more than one bookkeeping entry is required Using the Wizard will post the following entries e Atenant receipt is posted for the gross amount of the rent i e the amount paid by the tenant to the managing agent and before deduction of the agent s commission e A supplier invoice is posted for the commission with the managing agent as the supplier e A supplier payment is posted to pa
3. Correspondence produced for the tenant will be addressed to the address shown in the Address for letters field Correspondence includes invoices rent demands and credit control correspondence Telephone Numbers You can enter up to 4 contact telephone numbers for each tenant using the fields designated by the telephone icon Use the dropdown to select the type of telephone number such Home Mobile Business Fax and enter the telephone number itself in the field provided When telephone type Mobile is selected the icon will change to a speech bubble Click on this bubble to send an SMS text message direct to the tenant s mobile telephone For more details please see the section on SMS Text Messaging Ledger page The Ledger page shows the transactions held on file for the tenant The column headed TT shows the transaction type The following transaction types may appear on the ledger e SI sales invoice appears as a positive amount in the Charges column Sales invoices are rent charges or other items charged to the tenant e SC sales credit note appears as a negative amount in the Charges column Sales credit notes are reductions in rent charges or other items e SR sales receipt a tenant receipt that has been allocated against another transaction A tenant receipt show as a positive amount in the Receipts column Where the transaction is a refund representing monies paid back to the tenant t
4. Once your business has been created and you begin entering transactions you will not be able to alter the VAT status of your business until all transactions have been VAT reconciled If you are not sure of your VAT status you should check with your accountant Step 5 Select the base currency for your business using the dropdown provided The base currency cannot be changed once you have posted transactions to the system Step 6 The final step of the wizard is to enter your financial period dates Your financial period will usually be one year but other periods are allowed The financial period dates cannot be changed once you have posted transactions to the system Once you have entered all the details for the new business click on the Finish button and confirm that you want to create the new business Landlord 5 User Guide 5 EZPZ Software Limited 2015 Setting business defaults Once you have created your business there are additional details that can be set up using the Business defaults option on the Settings menu This will open the Business defaults screen Address tab The Address on stationery section at the right of the page is used to enter your address as you would like it to appear on invoices statements etc Click on the Generate button to generate your default address details from the details in the other fields You can then edit the address if desired for example adding a contact telephone number bel
5. The New Business Wizard will now appear The wizard will take you through the process of creating your business step by step As you complete each step click the Next button at the bottom of the screen to take you to the next one Step 1 Enter a unique Reference code for this business The Reference code can be any mixture of letters and numbers up to 10 characters long Once the new business has been saved you will not be able to change this code Enter your business name and address details as you want them to appear on reports statements etc Step 2 Enter the contact details for your business in the fields provided Step 3 Select your Business type from the dropdown list The business type can be sole proprietor partnership or limited company Selecting the correct business type will ensure the correct nominal account records are created Choose whether you want to use the default nominal codes or whether you want to add your own nominal codes later If you choose the latter option just the control account nominal codes will be created If you are unsure of which nominal codes option to choose we recommend you select the Use default nominal codes option Step 4 Indicate whether your business is VAT registered by ticking the box as appropriate If you are VAT registered select the VAT accounting scheme you use by selecting Standard VAT accounting usual or VAT Cash accounting and enter your VAT Registration Number
6. EZPZ Software Limited 2015 Bank Accounts Bank accounts play an important part in any bookkeeping system have yet to come across a business that does not use a bank account to receive and pay out money Bank accounts are nominal accounts that are marked by the system as bank accounts so that they can take part in those functions involving the receipt and payment of money The Cash Account in turn is a special type of bank account The Bank Accounts list Bank accounts are managed via the Bank Accounts list You can open the list by selecting the Bank Accounts option from the Bank menu or by clicking on the Bank button on the main toolbar As mentioned above bank accounts are nominal accounts and as such they are also displayed in the Nominal Accounts list When you look at the balance of a bank account in the Nominal Accounts list it will show up as either a debit or a credit balance In bookkeeping e A bank account with a debit balance has money in it e Abank account with a credit balance is overdrawn The balances of the bank accounts in the Bank Accounts list are shown as positive or negative in keeping with normal practice Adding a new bank account Click on the Add button on the Bank Accounts toolbar to start the new bank account wizard Enter a code for the new account in the Code field The code can be any combination of text and numbers up to 4 characters long and must be unique e there cannot be
7. Items are added to the invoice using the grid on the Invoice Items page Each row of the grid is one item on the invoice Landlord 5 User Guide 39 EZPZ Software Limited 2015 To add an item to the invoice click on the Add button The Invoice item screen will open showing the number of the next item being added Select the Nominal account If the selected tenant currently occupies a property the code for the Property will be completed for you This can be changed if the invoice item relates to a different property or it can be blanked if the charge does not relate to a property Enter the Invoice narrative as you want it to appear on the invoice Allow the text to wrap around within the field as you type it The Transaction details is the text that will appear on the tenant ledger when the invoice is posted You can use the first 50 characters from the invoice narrative by clicking on the Update from Item narrative link or you can enter your own text Enter the Net amount and the tax code If your business is not VAT registered use tax code 9 so that no tax is added If you are VAT registered use the appropriate tax code The Tax amount can be edited as required The Calc Net button can be used to work out the net and tax portions of a gross amount by entering the gross amount in the Net field and then clicking on the button Once saved the new invoice item will appear on the Invoice Items page of the invoice record and th
8. Landlord 5 User Guide A basic guide to using our Landlord 5 software EZPZ Software Limited January 2015 Contents INTO CON cinc IA ed dade dba Sati ea LR a AAA A DS EA ns A at 1 Conventions A A A 1 COMMON C ntrolS arssinat a ea i aa delet edeatoats 1 Printing Reports ii aa Petre a SAA Aa ANa a aa 2 Managing multiple datasets ccooccccccnnnnnnnnnnnnnnnnnnnncncnnnnncnnccnnncncnnncncncccnnncncnnncnnnnnnnnnnncnnnnnnnnnnnnncncnnncnnncncnnnnns 4 Creating a NEW dataset iii siii ida das ide 4 ThE New Business WZATA asis an aa adas escasa 5 SETTING DAO LE AU E E A EE 6 A O ONO 7 The propete S LAS WA A A AA A ARA 7 AGING a new DIO DEP Vii A A AAA ita 7 Editing an existing property record csssccccccceseessssscesecsseessasseesecssesseasesesecsceesessesesecscesessaassessessessasecesecsseeneaseaeees 8 Parent and Child properties iii AA AID nadas 9 Adding A tarde ErentrecO A ii A is 10 ACCOMMO AHORA A 10 INVENTO detalla ii A dad da a id 11 Copy ing a POPerty FOCON aii A so sbsabes 0st Gaesnesbeales saa deassseeacigesedaveannscdeesess 13 Adding Pictures A A ude Ca Be ata deta bebe A A ls AAA 13 Creating A O NN 15 THES TON ACES it fitcecdderadiesnaseaaapiesadvaiudsasnadidscueaubad sia anbcbeaiteaacna 15 Adding a new tenancy the Tenancy Wizard seeccescceenecnneceeneecnseceenaecnseesenaecaecesaaecaeesssaeeaeesssaeenaeesenaeenaeens 15 EGUIEIING tenancy Gli A ii A Galea a aac gues AAA AAA idad ES 17 TENANCY CHALGING REGCOMAS
9. The New Property wizard takes you step by step through the process of creating a property and covers the basic information needed Enter the details required on each page of the wizard Click on the Next button to go to the next page If you need to go back to a previous page click on the Back button Property address Enter a unique Property Code for the new property The code can be any combination of letters and numbers up to a maximum of 10 characters Each code must be unique as it is used to identify the record throughout the system Tip use a code that tells you something about the property such as DONCAST129 and CHURCH_27A rather than just using numbers Enter the address details for the property Line 3 of the address should be used for the area for example Address line 1 129 Doncaster Road Line 2 Line 3 Area Wath upon Dearne Town Rotherham County South Yorkshire Postcode S63 7DR If you have already created area records on your system you can fill in the address quickly by clicking on the Pick Area button and selecting the area from the list Enter the date the property was acquired This date will be used as the start date for the initial target rent record It is important that the date used is earlier than or the same as the date of the first transaction that will be entered for the property Property type Select the property type using the dropd
10. When we post an invoice a debit is posted to the Debtors Control Account An easy way to remember this is to think of debtors as having a debit balance The debit posting increases the debit balance of the Debtors Control Account recording the fact that more is owed Writing off a bad debt Where you find a tenant has left a property without giving notice and you cannot trace him you may find yourself in the position where the balance left owing by the tenant is never going to be paid and needs to be written off as a bad debt To carry out this process select the Write off to bad debts option from the Tenants menu If you have the Tenants list open the option is also available from the Tenants list Tasks menu Landlord 5 User Guide 43 EZPZ Software Limited 2015 The Bad Debt Wizard will start Step 1 Select the account to be written off from the list Click Next Step 2 A list of unpaid transactions is displayed for the selected account Unpaid transactions can include unallocated receipts as well as rent charges Select the transactions to be written off by clicking on them Hold down the lt Ctrl gt key on your keyboard to select multiple items or use the Swap and Clear buttons at the bottom of the screen As each transaction is selected the total at the bottom of the page will be updated Where multiple transactions are selected and these involve different property codes funding types or departments you wil
11. transactions to be paid using the Allocate column Entering a Tenant Receipt We now need to tell the program which items are being paid by this amount by allocating the amount against them We do this by entering the amount in the cell in the Allocate column Landlord 5 User Guide 30 EZPZ Software Limited 2015 You can either type in the amount to be allocated in the Allocate column or use the Pay this button As each amount is allocated the Left to apply amount will decrease Continue in this way for each charge being paid by this receipt This process of allocating is important as it marks the amount received with the property code Applying a discount Where you wish to apply a discount against an outstanding invoice this is achieved by entering the amount of the discount in the Discount column on the row of the item you wish to discount A sales discount transaction will then be generated For example say you have an invoice transaction with an outstanding amount of 100 50 for which you have received 100 00 It may be that you do not wish to chase the debtor for the remaining 50 pence and will accept the amount sent in full payment In this example you would enter 100 00 in the Allocate column and 0 50 in the Discount column When the receipt is saved a separate sales discount transaction will be created for the amount you have discounted and will be allocated against the invoice Once the Left to apply amount is z
12. 17 tenancy deposit 16 34 70 Tenancy Deposit Scheme 16 tenancy ledger 26 tenancy record 69 Tenancy Wizard 15 Tenant Defaults 39 42 49 tenant ledger 28 31 37 43 53 tenant receipt 30 U V tenant refund 44 Tenants list 36 unpaid item supplier 57 variable term 27 transfer 75 unpaid item tenant 45 VAT registered 59
13. This can be important if you print your Profit and Loss Account each month and use the information to manage your business For example a telephone bill may be quarterly entering it without any adjustment would distort your monthly accounts showing one month with a large expense and two months with none at all By splitting the amount over 3 months we get a truer picture in the accounts Prepayments Prepayments are used when a payment is made in advance for a service For example if a business received a rate demand covering the period from the 1st April for 10 months and the total was entered with that date the profit and loss account would be misleading Imagine printing the Profit and Loss Account at the end of April the amount shown for Rates would be for a full year and the profit for April would be reduced accordingly To remedy this situation and show only 1 month worth of rates we could set up a prepayment Accruals Accruals are the opposite of prepayments in that you are recording the fact that at some point in the future you anticipate receiving a charge that covers a period of more than one month For example consider that in 3 months time you anticipate receiving a quarterly telephone bill for around 300 In the next 2 months the Profit and Loss Account will contain no amount for telephone expenses but in the third month there will be an amount of 300 This 300 would be more reasonably shown as 100 per mon
14. This is a brief description of the job and is used to identify it in the Jobs list Use the Pick job summary button to select from a list of existing job summary values New values can be added via the Pick Job Summary window if required Select the Job type using the Pick job type button New values can be added via the Pick Job Type window if required Enter your User reference for the job if required This is an optional reference that can be up to 30 characters long and can be used where you have your own job referencing system and the references are longer than the 10 characters used in the job code Click the Next button Job description Reported problem Enter details of the work that needs to be carried out in the field provided Select the job importance as required Click the Next button Contractor Select the Main Contractor for the job Enter any additional notes for the contractor about the job in the Notes to contractor field Click the Next button Access arrangements You can prepare details of access arrangements for printing on the job sheet using the options on the dropdown list When an option is selected the Notes on access section will be automatically updated Where the option selected relates to a tenant the information for example the telephone number for the selected tenant in the Current tenant s list will be used Where the selected property is currently vacant the Current tenant s list wi
15. account Enter the Date of the refund and suitable transaction details Enter the Amount and the appropriate tax code This will usually be 9 unless your business uses VAT Cash Accounting Click on Finish to post the refund or on Cancel to close the Wizard without processing the refund Item returned unpaid Where you find a tenant has paid his rent by cheque only to find a few days later that the cheque has been returned unpaid by the tenant s bank this can be entered onto the system using the Item returned unpaid option on the Tenants menu If you have the Tenants list open you can select the Unpaid item option from the Tenants list Tasks menu The Unpaid Item Wizard will start Step 1 Select the account from the list Click Next Step 2 A list of receipts for the selected account is shown Select the item that has been returned unpaid by clicking on it in the list Only one item can be selected Click Next Step 3 Enter the Date that the item was returned in the field on the left hand side of the screen If a charge for processing the unpaid is to be made to the tenant complete the details on the right hand side of the screen Click on the Finish button to process the unpaid or on Cancel to close the Wizard without processing the unpaid item The receipt will be reversed by the posting of a negative receipt for the same amount Any items that were paid by the original receipt will be
16. the assessment by clicking the Assess button Landlord 5 User Guide 46 EZPZ Software Limited 2015 Editing the suggested credit control actions You can edit any of the entries in the list by double clicking on the entry An editing screen will open which you can use to update the entry enter details of telephone conversations and schedule follow up actions A copy of the debtor s ledger is provided for your convenience Deleting credit control actions Items can be removed from the list by first ticking them and then clicking the Delete button If a pending entry is removed from the list it may reappear next time a credit control assessment is carried out unless further receipts have been entered on the system Care should be taken when removing completed actions If a completed action is removed and the transaction on which that item was based is still unpaid this may reset the credit control process resulting in a previous step being suggested again the next time an assessment is carried out Processing printable actions Those credit control actions that involve printing something are processed by clicking on the Print button to open the Process Printable Actions window In the grid on this screen are listed the printable action types For each entry is shown the report file this action type uses the number of pending entries and the number to print You can change the number to print if you wish to opt for a short
17. 2 nominal accounts with the same code Once the record is saved you will not be able to edit the code Enter a name for the new bank account in the Account name field The Sub category for the bank account will automatically be selected as Current Assets Bank Accounts Click on the Next button The value in the Last cheque number field is used by the program to calculate the next cheque number in sequence when processing payments from a bank account Enter the number of the last cheque that was written for this account Enter 1 to disable auto increment for the account Save the new record by clicking on Finish and return to the Bank Accounts list Setting the Default Bank Account The default bank account is the one that will be suggested whenever you deal with a transaction that involves a bank account and you are presented with a list of bank accounts to choose from To select the default bank account open the Bank Accounts list and highlight the bank account you want to make the default From the Tasks menu select the Set as default option Landlord 5 User Guide 73 EZPZ Software Limited 2015 Bank Cash Receipts and Payments Bank Cash receipts and payments are receipts and payments for which no invoice has been entered on the system See also the section on Suppliers for payments where invoices have been entered on the system Bank Cash receipts and payments are entered via options on the Bank me
18. Ne SUPONE repre Seer ree penn ape ner Dray pene 52 Editing an existing supplier recka iiciin i ia aiea a a i ia aia irae aiaia ai AAEE 53 Batch entry of Invoices and Credit Notes ccscssssccccscessessscscessesssesaaeceseceseessaaesesecsseessasesesecseseseaseseseeseseneaaeaeees 54 KAE PAY NS a E SA 55 Writing Off bad debts inn aane a i E a i ai citadas 56 Supplier refund n prantan an a a a E a a AAA AAA A AAA AAA AAA 56 tem rete A APA ii iii 57 MAA e O 58 The NOMINAR ACCOUNTS Mis Ec oiinivais innin naa i a i d adea aadi 58 NOMINALE ES E E E E A EEE I EEE A 60 Adding a NOMINA ACCOUN ies sssccccscessessscscesecesnesassceseceseessaseseseceseeseasesesecesesseaseaesesseseeessaaeseseesseessaaesesseseeesaaeaeees 62 PLEDAYMENES ANA ACCUA St A AAA 63 Automated entries iii iii tad dae dit 65 Entering an Opening Trial Balance lt ciccccccscccscessaceccesascceceeaadevcsvaccevceesadeccevedcceceedadevencascesteedaderdeeadececdenadeveseaseces 68 Tenant OPCNinG Balances sirarna cede vaaddedussia cede chascudestutsodecasdeudealiadedevdendedveded codecusducdeedsd codecuadeadecs sd dues 68 Supplier OPeninG Balan GOS ss a EA Ai i 70 Reversing Nominal Ledger Ddlances cccccccccessessssssecscesnensesssessessseseassessceseessusesessceseessasesesecseeeseaseseseeseneseaaeaeses 71 Entering the opening trial DO aNCe cssccccccccessessscssecscesnenssassessceesesaascessceseessssesesscesessasesesecsseeseasssssecsseeneaasasees 71 Bank ACCOUNTS A A A RERS 73 T
19. and or tenancy charging records for this tenancy If the set tenant current address to property address checkbox is ticked the current address of all the tenants on this tenancy will be updated with the address for the property when the tenancy is saved You can enter a credit limit for the tenancy for credit control purposes or you can exclude the tenancy from the automated credit control assessment by ticking the checkbox provided Page 4 Tenancies list and address style The details on this page show how the new tenancy will be displayed in the Tenancies list and how the tenants will be addressed if any correspondence is sent to them Edit the details as required Page 5 Tenancy deposit scheme Select the Tenancy Deposit Scheme to be used for the tenancy deposit Landlord 5 User Guide 16 EZPZ Software Limited 2015 Where a custodia dropdown list or insurance based scheme is selected select the scheme Operator from the Enter the scheme operator s reference as required Page 6 Tenancy deposit received You can record details of the transaction for the tenancy deposit by ticking the box and completing the details If the deposit is to be held by you select the appropriate bank account and the Tenant Deposits Held nominal account Enter the date and amount of the deposit received against the relevant tenant s in the list Page 7 TDS operator charge This page can only be viewed if you have sel
20. entered or selected using the dropdown FC Funding type Dept Department code if you are using departments or cost centres otherwise leave blank Nominal Nominal code Enter the nominal code or select it from the dropdown list The selected nominal account cannot be a bank account A new nominal account can be created by typing in a new nominal code not already in the list and pressing lt TAB gt or lt Enter gt on your keyboard Confirm that you wish to add the new value to the list Details Transaction details as they will appear on the ledger maximum 50 characters Net The Net amount of the invoice credit note If the tax code is other than 9 and only the gross amount is known you can enter the gross amount in the Net field and use the Calc Net button to give a Net Tax breakdown Tc Tax code If your business is not VAT registered use tax code 9 Tax Tax amount of the invoice credit note Tip When adding additional invoices on subsequent rows you can use function key lt F6 gt to copy down details from the cell above Using Standard Items If you have previously created standard Items on your system you can use these to fill in the details on the row you are entering Click on the List button to display a list of standard Items to choose from Once you have selected the standard item the details will be copied into the fields on the row of the grid you are currently on The detail
21. entry in the grid Landlord 5 User Guide 23 EZPZ Software Limited 2015 Note Once rent charges have been made using the details from a tenancy charging record the funding type cannot be changed You can delete a tenancy charging record from a tenancy by clicking on it in the grid to select it and then clicking on the Delete TCR button All rent charge records connected to the TCR will also be removed and no further rent charges will be made with that tenancy charging record Any transactions already posted using the tenancy charging record will not be affected although they will be detached from the removed rent charge records Note If the tenancy charging record is the only record for one of the tenants on the tenancy deleting the tenancy charging record will also remove the tenant from the tenancy Comparing funding to the target rent Where a valid target rent record exists for the property you can compare it to the amounts in the tenancy charging records by clicking on Compare target Rent Charges page The Rent Charges page of the tenancy record shows the rent charges for this tenancy Rent charges are calculated using the TCRs for the tenancy Each rent charge has a due date and covers the period indicated by the From and To dates The screenshot below shows the rent charges that were generated using the example TCRs above rant Funding ove cto rom fo ine wa E 9 GREENMAR
22. from the Repeat every dropdown Enter the until date if you want reminders to stop after that date otherwise leave the field blank When a reminder becomes due the system will check if the reminder is set to repeat If it is the date that the next reminder should appear is calculated from the frequency and a new reminder record is created Landlord 5 User Guide 86 EZPZ Software Limited 2015 Stopping a repeating reminder In the case of a repeat reminder the next reminder record is created when the due date of the first reminder is reached Thus if you create a reminder with a due date of 18th August set to repeat monthly when the 18th August is reached the first reminder is displayed and a new reminder with the same details is created for 18th September This is a very simple system and works quite well but to stop a reminder from repeating you have to do the following 1 Open the Reminders list 2 Change the due date to one sufficiently far in the future to show all future reminders in the list 3 Edit each of the reminders in the repeating sequence blanking the value in the Repeat every section to stop them repeating Deleting a reminder To delete a reminder highlight the entry in the list then click on the Delete button Pending reminder records are retained on the system for a set number of days after their due date You can change the number of days reminders are kept for by clicking on the Keep days
23. have been entered on the Defaults page of the supplier record for the TDS Operator Click Next to move to the next page Page 4 Tenant Receipt details This page will appear if the Use button was clicked on the internal transactions tab The deposit will be repaid from Liabilities and then posted on the system as a Tenant Receipt Select the bank account that the tenant receipt is being paid into Edit the transaction details as required Click Next to move to the next page Page 5 Tenant Charge details This page will appear if the Use button was clicked on the internal transactions tab If the deposit is being used to pay for a charge other than rent for example damage caused to the property and the charge has not already been posted to the tenant ledger you can post it here Place a tick the checkbox labelled Post this charge to the Tenant and then enter details of the charge to be made Note If the rent or other charge that the deposit is being used against is already on the tenant ledger it will be necessary to allocate the tenant receipt once you have posted the deposit transaction This should be done using the Tenant Receipt option on the Tenants menu Click on the Finish button to post the transaction s and close the Wizard Landlord 5 User Guide 35 EZPZ Software Limited 2015 Tenants A tenant is strictly speaking only a tenant as long as he or she occupies a property But records
24. if the current financial year we are working on starts on the 1st April 2007 we would enter our opening balances with a date of 31 03 2007 Example Balance Sheet EZPZ Rentals Limited Balance Sheet as at 31 03 2007 DR CR Fixed Assets Fixtures and Fittings 345 00 Office Equipment 976 00 Current Assets Debtors 120 00 Bank 1749 00 Tenant Bonds Account 500 00 Cash 45 50 VAT Refund due 75 25 Liabilities Creditors 505 25 Tenancy Deposits held 500 00 Capital Account Shares 2 00 Reserves 2803 50 Tenant Opening Balances We start by entering the opening balances for the tenants Tenant opening balances are entered via the tenant record Landlord 5 User Guide 68 EZPZ Software Limited 2015 Open the Tenants list by selecting Tenant records from the Tenants menu or by clicking 3 on the Tenants button on the main toolbar Locate the required tenant in the list and double click on it to open the tenant record Go to the Ledger page and then click on Enter Opening balance The Tenant opening balance screen will appear Select the Transaction type e Invoice where the tenant has arrears e Credit Note where the tenant account is in credit Select the property code where the balance refers to a specific property Enter the rest of the details including the amount as required Click on Proceed to post the opening balance The opening balance will be posted as a sales invoice SI or as a sales credit note
25. it into a variable term tenancy It is not necessary to extend a variable term tenancy You can extend a tenancy by clicking on the change button to the right of the Term line In the screen that opens change the values for the term or make the term variable and click OK The screen that next appears provides a summary of the changes that will be made to the tenancy charging records and rent charges if you go ahead and make the change Click OK to make the changes or on Cancel to discard them and return to the tenancy record Landlord 5 User Guide 27 EZPZ Software Limited 2015 Processing rents The processing of rents by the system consists of 2 separate stages 1 The posting of rent charges to the tenant ledgers When first posted a rent charge appears as an unpaid item on the ledger 2 Entering the amount received from a tenant and allocating it against the unpaid rent charges This is covered in the section on Tenant Receipts By processing rents in this way it is possible to provide credit control facilities as the system is able to track unpaid charges Rent charges are calculated using the tenancy charging records belonging to a tenancy Each tenancy has tenancy charging records linked to it Each tenancy charging record is for a tenant funding type combination and is valid for a certain period usually the term of the tenancy The record also includes details of the charging dates nominal code and department
26. it relates to This would be unusual but not impossible The example dates cannot be changed where a quarterly six monthly frequency has been selected and the quarterly pattern is either English or Scottish Quarter Days amp TCR BROWNJOSEP Brown Joseph Fs Funding details Templates Other Frequency m v calendar month inadvance in arrears Due date 1 v The example below shows how dates are calculated You can edit these dates to fine tune them if required Due date 01 05 2013 Period covered 01 05 2013 to 31 05 2013 Save Close Example Tenancy Charging Record TCR Frequency amp dates Templates page This page contains the templates that are used to form the transaction detail when a rent charge is processed and the narrative or descriptive text used in a rent demand when generated The default templates are copied from the Funding type record but can be customised as required Other page Specific first last day in month You can charge calendar monthly rents on a specific day of each month for example the last Thursday Each time charges are calculated using this basis the system will calculate the date of the last Thursday in that month and the period covered will be from there back to the last Thursday of the previous month When using this basis the period charged for will always be either 4 or 5 weeks and the amount entered must be a daily rate Landlord 5 User
27. ledger VAT on Opening Balances Opening balance transactions are usually posted using the gross amount with a tax code of 9 so that they have no tax amount This is because the original tax amount if there was one would have been accounted for in the previous financial year If the business is VAT registered and uses the VAT Cash Accounting scheme you would post the opening balances with their original Net Tax split and use a tax code of 1 This is because in that Scheme VAT is calculated from the receipts The Net Tax split has to be copied from the invoice to the payment when the payment is posted and allocated so the opening balance transaction must have the correct Net Tax split Landlord 5 User Guide 70 EZPZ Software Limited 2015 Reversing Nominal Ledger balances Having entered opening balances for tenants and suppliers balances will have been created in the nominal ledger as a result You can view these balances by clicking on the Nominal button on the main toolbar to lt S open the Nominal accounts list An example is shown below Account code Account name DR CR 1100 Debtors Control Account 120 00 2100 Creditors Control Account 505 25 9998 Suspense Account 385 25 In this example we have posted opening balances for tenants totalling 120 00 and opening balances for suppliers totalling 505 25 As both types of opening balance postings are made to the Suspense account the balance in 999
28. menu This option is also available on the Tasks menu of the Tenancies list Select the option to start the Tenancy Document Wizard The first page of the Wizard is where you select the recipients for the letter s you are going to create Use the blue arrow buttons to move selected recipients into the right hand list Click on the Next button You can now follow the steps outlined for the Tenancy Document Wizard in the section on Creating a Document above Landlord 5 User Guide 85 EZPZ Software Limited 2015 Reminders Reminders are used in the system to remind you of something that needs doing in the future When you create a reminder it has a due date set by you Each time you start the program a check is carried out for any reminders whose due date is on or before today s date If any are found they are displayed on the Things To Do List This option can be disabled in My Settings So once a reminder s due date has been reached it will keep displaying until such time as you delete it or change its status to completed The Reminders list The Reminders list is opened from the File menu Move to the Open option then select Reminders from the sub menu The reminders that are displayed in the Reminders list are controlled using the dropdowns and date box at the top of the list When the Reminders list is opened today s date is used by default and reminders whose due date is on or before this date ar
29. need to be maintained for tenants even after a tenancy ends as there are sometimes balances still to be paid and it is not uncommon for an ex tenant to occupy a different property at some future time becoming a tenant again Tenant records are different to tenancy records A tenancy record creates a link between the property and the tenants on the tenancy but both the property and the tenant records would still exist even if there was no tenancy linking them If you delete a tenancy record the property and tenant records still remain on the system The Tenants list Tenant records are managed via the Tenants list You can open the list by selecting the Tenant records option from the Tenants menu or by clicking on the Tenants button on the main toolbar The Balance column of the Tenants list shows the balance owing on the tenant s account based on all the transactions entered on the system As rent charges and other invoices are posted the tenant balances will increase When tenant receipts are entered the tenant balances will reduce showing that the tenant owes less Where a tenant balance shows in red because it is negative the tenant account is in credit Adding a new Tenant Click on the Add button on the Tenants list toolbar to start the New Tenant wizard Name details Enter the name details in the fields provided Enter a Code for the new record The code can be any combination of numbers and letters up to a maximum
30. receipt can be allocated against any outstanding rent charges using the Tenant Receipt option on the Tenants menu Landlord 5 User Guide 33 EZPZ Software Limited 2015 Tenancy Deposits The Tenancy Deposits option on the Tenancies menu displays a list of the tenancy deposits recorded on the system The Tenancy Deposits list shows an entry for each tenancy on the system with details of the property and tenants on the tenancy The type of tenancy deposit scheme TDS type is shown and the code for the scheme operator if applicable The two columns labelled Internal and External show the current deposits balance for each tenancy based on internal and external transactions With the introduction of Tenancy Deposit Schemes from 6th April 2007 the deposit taken for a tenancy is now classified as one of the following types e Custodial the deposit is being held by a Custodian or other third party e Insurance based the deposit is being held by you and is backed by an insurance scheme e Landlord held the deposit is being held by the landlord Property Manager 7 only e Not applicable the TDS does not apply to assured shorthold tenancies created prior to 6th April 2007 e Nottaken no deposit has been taken for this tenancy In the case of Custodial and Insurance based schemes the operator of the scheme must be specified The TDS operator is a supplier account Any charges made by the TDS operator are recorded as suppli
31. say that the rent was payable or due in arrears Use the in advance in arrears buttons to select whether the rent is due in advance or in arrears Changing this option will change the example charging dates accordingly Due day due date If the frequency is based on a period that is a multiple of whole weeks weekly fortnightly four weekly etc the Due day dropdown list is shown Selecting a day of the week will complete the example dates for you based on the in advance in arrears option setting If the frequency is based on a period that is a multiple of whole calendar months calendar monthly quarterly etc the Due date dropdown list is shown Selecting a date will complete the example dates for you based on the in advance in arrears option setting Quarterly charges If the frequency is quarterly select the Due date from the first dropdown list and the quarterly pattern from the second For example selecting 5 and FebMayAugNov will mean rents will fall due on the 5th February 5th May 5th August and 5th November If the quarterly pattern selected is English Quarter Days or Scottish Quarter Days the due date will be blanked and cannot be changed You will also find that the example dates cannot be changed This is because the dates follow a strict pattern English Quarter Days Lady Day 25 March Midsummer 24 June Michaelmas 29 September Christmas Day 25 Dec
32. show only contact records that have a mobile number Landlord 5 User Guide 89 EZPZ Software Limited 2015 If you have created SMS distribution lists these will show in the left hand list if the object dropdown shows All addresses or List Selecting a distribution list as message recipient will add all the mobile numbers for members of that list to the SMS text message You can also send a message to a telephone number that is not on your system Enter the telephone number in the Tel field on the SMS Text Message window and then click on the Add button to add the telephone number to the recipients list Enter the text you want to send in the Message to send field A standard text message is 160 characters in length Messages longer than this will be sent as multiple text messages Text messages are charged at a rate of 1 text credit per 160 characters of part thereof Thus a text message that is 170 characters in length will use 2 text credits Click the Send button to send the message to the selected recipient s Landlord 5 User Guide 90 EZPZ Software Limited 2015 Appendix A Default Nominal layout Range z tower Upper Sub category Nominal Category 0010 0019 Property 0020 0029 Plant and Machinery 0030 0039 Office Equipment eved Acct 0040 0049 Furnitur
33. that have not already been printed An item can be printed as many times as you wish You can edit the report file used to print the invoice using the Edit invoice template option on the Tasks menu If you want to use a different report file you can change it via the Report Manager option on the Utilities menu An invoice or credit note in the list can be considered as no more than a sheet of paper until it is posted when it creates a transaction on the ledger Invoices and credit notes are posted using the Post items option on the Tasks menu If items have been selected only the selected items will be posted If no items have been selected you will be asked to confirm that you wish to post all items in the list that have not already been posted Once an item has been posted to the ledger it can be edited but only certain details can be changed Deleting invoices credit notes Invoices and credit notes are deleted from the list using the Delete button Only items that have been selected will be deleted Note deleting an invoice will not affect any transactions that were created from it Grouping invoices Where you have two or more invoices for the same account you can group these together onto one invoice Select the items you want to group together and then select the Group items option from the Tasks menu You cannot group both invoices and credit notes together The Group Items window will appe
34. the child property record and select the parent property using the dropdown on the Main page We can prevent tenancies being created for the parent property by removing the tick from the allow tenancies box on the Tenancies page Landlord 5 User Guide 9 EZPZ Software Limited 2015 Adding a target rent record A target rent record holds details of the target rent for a property Whilst target rent records are not essential to the charging of rents they are used as the default when creating tenancy charging records and in the creation of tenancy documents and the production of some reports including the Properties to Let list We therefore recommend that you create target rent records for a property Target rent records are managed using the Target rent link on the Defaults page of the property record Click on the link to display a list of target rent records currently held on file for the property Each target rent record has a From date and a To date and the record is effective between these dates If the To date is left blank it means that the details in the record will be used until further notice Where such a record exists for a property you must edit the record and enter a To date before you can add a further rent record for example where the rent has increased You can create a reminder to review the rent for this property by entering a date in the field provided Accommodation You can enter accommodation detai
35. the output file has been created Email this option is available in some software titles if the mail client used is Microsoft Outlook or the built in Email Manager Adds the output document as an attachment to an email The following file types are supported for the File and Email options e PDF Adobe Acrobat Document e DOC Microsoft Word 2000 document e DOCX Microsoft Word 2007 document e XLS Microsoft Excel spreadsheet e HTML standard HTML file e RTF rich text format file e TXT standard text file any pictures lines or other drawing elements are excluded when using this format The above file formats are generated by converting the native report output to the chosen file format Not all reports are suitable for conversion and the resulting file when displayed may not always match the look of the native report file Absolute vs flow layout Where you see documents with these options the difference is as follows Landlord 5 User Guide 2 EZPZ Software Limited 2015 Absolute the resulting document is created using text boxes to obtain a result that is closest to the native report This type of document is more accurate but can be difficult to edit and is a larger file size Flow the converter attempts to use proper lines and paragraphs wherever possible The resulting document may be less accurate but is easier to edit and is a smaller file size Tip if you are printing to a file we recommend you us
36. the reminder type does not already exist it will be added to the list and will be available when you next create a reminder Landlord 5 User Guide 87 EZPZ Software Limited 2015 Deleting a reminder type To delete a reminder type highlight it in the Reminder types screen and click on the Delete button If the reminder type has not been used in the system it will be deleted Landlord 5 User Guide 88 EZPZ Software Limited 2015 SMS Text Messaging The SMS Text Messaging feature works by sending your text message as an email to an SMS service provider who then forwards it to the mobile telephone number you supply In order to use this facility you will need an account with us and a supply of text credits which can be purchased via our website Please contact us if you want to have an account set up for you Please note that this facility will not work with email accounts that are of the GMAIL type Configuring Select the SMS Text Messaging option from the Utilities menu to open the SMS Text Messaging window Select the Configure option from the Tasks menu to open the SMS Server Details window Account details tab Select EZPZSMS as the Service provider Other service providers are not supported by the software Enter the following information as provided e Account Code e Password e Reply to this will be sent with your message to let the recipient know where the message has come from This can be a text str
37. the schedule of condition record once it has been saved Once saved the new item will appear in the list on the Schedule of condition tab of the accommodation record along with the date that the record was last updated Landlord 5 User Guide 10 EZPZ Software Limited 2015 Changing the Order of the Rooms You can change the order of the rooms listed on the Accommodation page using the Set order button When you print an inventory or schedule of condition report rooms are listed in the same order as you see on screen It may be helpful particularly when checking off items in a property to have the rooms listed in the order of a logical progression through the property In the window that appears you can change the order of the items in the list using the grey buttons in the left hand column Click and hold down your left mouse button whilst the mouse pointer is over a button then drag the button up or down Once you have finished ordering the list click Save to save the new order Updating advertising details Information about the accommodation of a property is used in the Property Specification Sheet and the Window Display Card This information can be edited on the Advertising page of the property record On the Advertising page you will find various links you can click on to edit the advertising details The details entered are used in the various advertising aids in the program Inventory details Once accommo
38. this by entering an amount in the relevant cell in the Allocate column You can either type in the amount to be allocated in the Allocate column or use the Pay this button As each amount is allocated the Left to apply amount will decrease Continue in this way for each transaction being paid by this payment This process of allocating is important as it marks the amount paid with the property code Applying a discount Where you wish to apply a discount against an outstanding invoice this is achieved by entering the amount to be discounted in the Discount column on the row of the item you wish to discount For example say you have received an invoice from a supplier for an amount of 100 50 and have unwittingly sent a payment to the supplier for 100 00 which he has accepted as full payment In this example you would enter the 100 00 in the Allocate column and would enter an amount of 0 50 in the Discount column When the payment is saved a separate Purchase Discount transaction will be created for the amount you have discounted and will be allocated against the invoice Once the Left to apply amount is zero we can save the payment by clicking on the Post button In the Transaction details window that appears you can edit the default transaction details if you wish Tip The default transaction details can be changed in Supplier Defaults You can print a Remittance Advice to send to the supplier along wit
39. to 07 03 2011 inclusive Landlord 5 User Guide 24 O EZPZ Software Limited 2015 04 03 2011 Valid from date Friday Tenancy Charging Record First period to be charged is 04 03 2011 07 03 2011 4 days 08 02 2011 08 03 2011 05 04 2011 4 weekly periods Tuesday derived from the funding record Generating Rent Charges Rent charges are initially generated when the tenancy charging record is first created and are regenerated whenever changes are made to the tenancy dates or the tenancy charging record dates You can also regenerate rent charges at any time using the Generate button on the Rent charges page of the Tenancy record Where a tenancy has a fixed term all of the rent charges for the whole of the tenancy will be calculated If the tenancy is a variable term one rent charges cannot be calculated for the whole of the tenancy as we do not know when it will end so a specified period is calculated for This specified period can be set by the user using the Tenancy Defaults option on the Tenancies menu The rent charges on a variable term tenancy are updated each day that you start the software so that a pool of rent charges is always maintained Editing a Rent Charge You can edit a rent charge which has not been posted or demanded by selecting the rent charge and clicking the Edit button or by double clicking on the rent charge In the screen that appears you can change the rent charge type an
40. 1 07 2003 31 08 2003 1st Charging Record 2nd Charging Record Showing how charging records are used to reflect a rent increase Funding The Funding refers to whom the rent is to be charged to Usually the tenant will be paying the whole of the rent charge himself but it may be that he will be receiving a contribution from an outside source for example housing benefit Landlord 5 User Guide 19 EZPZ Software Limited 2015 In order that the proportion of the rent charge paid by the tenant and that paid by housing benefit can be accounted for separately funding types are used When the TCR is first created the funding type is taken from the tenancy class of the tenancy that the TCR is being created for When a funding type is selected the values for the Nominal and Department are taken from the defaults in the Funding type record These values can be edited as required Amount In the case of certain commercial lets where the landlord is VAT registered you may require VAT to be charged on the rent If this is the case select the appropriate tax code In all other cases use tax code 9 Where the amount you have entered is a daily rate tick the per day box For example if the amount entered was 10 00 and the daily rate box ticked and the frequency selected was four weekly a charge of 280 00 would be made for each complete period charged being 28 days at 10 per day It is permissible to have a tenancy charging reco
41. 6 gt on your keyboard to copy down details from the cell above When you have entered all the details and checked that the batch total is zero click on the Post button to post the journals to the nominal ledger Once the journals have been posted all the nominal accounts in the nominal list will have a zero balance We can now proceed with entering the opening trial balance Entering the opening trial balance The opening trial balance for the business is entered by posting journals as explained above Landlord 5 User Guide 71 O EZPZ Software Limited 2015 The journals should be entered with a property code where the amount is specific to a property or with no property code where the amount is not specific to a property Example Opening Balance Journals Code Nominal account Tc DR CR 0030 Office Equipment 9 976 00 0040 Furniture and Fixtures 9 345 00 1100 Debtors Control Account 9 120 00 1200 Bank Current Account 9 1749 00 1230 Petty Cash 9 45 50 2100 Creditors Control Account 9 505 25 2202 VAT Liability 9 75 25 3001 Shares 9 2 00 3100 Reserves 9 2803 50 Totals 3310 75 3310 75 Note there are no journals entered for Tenancy Deposits as these have been entered as bank receipts using the Tenancy Deposit Wizard This accounts for the opening balance figures of nominal accounts 1210 Tenant Bonds Account and 2101 Tenant Deposits Held Landlord 5 User Guide 72
42. 8 Suspense Account is equal and opposite to the totals of the combined Debtors and Creditors Before we can enter the opening trial balance the current balances in these nominal accounts need to be reversed This is to avoid duplication as the opening trial balance taken from your accounts balance sheet also contains figures for debtors and creditors The nominal balances are reversed by posting journals for equal and opposite amounts Thus the balance of the Creditors Control Account of 505 25 credit is reversed by posting a debit for the same amount Open the Journal entry screen by selecting the Enter journals option from the Nominal menu Each row of the grid is used to enter one journal transaction Each transaction will have either a debit or a credit value but cannot have both Before the journals can be posted the total of the debit transactions must equal the total of the credit transactions so that the Batch total is zero Enter the Date As previously mentioned it is recommended that opening balance transactions are entered with a date that is the day before the current financial period starts In the screen that appears advising you this date is outside of the current financial period confirm that you want to use this date Enter O BALANCE or something similar in the Reference field Enter the details and amounts of the journals as required Note when entering details in the grid you can use function key lt F
43. EZPZ Software Limited 2015 Posting prepayments and accruals Prepayments and accruals are not posted automatically but by opening the Prepayments and accruals list and clicking on the Post button when you want postings to be made This would usually be done at end of each month but can be done at any time In the screen that appears enter the Posting date and click on Proceed to make the postings Once postings have been made the Prepayments and accruals list will update to show the number posted so far How postings affect the nominal ledger Prepayments To give you an idea of how the postings for a prepayment work let s use as an example an invoice for an amount of 120 00 for a 12 month subscription The invoice is posted for the full amount as a supplier invoice in the usual way The initial posting of the supplier invoice debits account 8201 Subscriptions with 120 00 The first posting of the prepayment does the following e The full amount of 120 00 is posted as a journal credit to 8201 Subscriptions effectively reversing the supplier invoice A journal debit is posted to 1199 Prepayments e An amount of 10 00 being 120 00 divided by 12 months is then posted as a journal debit to account 8201 and credited to account 1199 In the Profit and Loss Account for the month a figure of just 10 00 will show for this expense The prepayments account 1199 will have a debit balance of 110 00 This balance appears in the Curren
44. Guide 22 EZPZ Software Limited 2015 Tenant Standing Order Once the details of the TCR have been saved you can use them to create a tenant standing order record if required Click on the Create standing order link to create a new Tenant Standing Order with the details completed from the TCR Note that where the Valid To date of the TCR is blank the generated standing order will be until further notice More about Tenancy Charging Records When you add a tenant to a tenancy you will be presented with a TCR to complete for the tenant Each tenant will have a minimum of one TCR Additional TCRs can be added for any of the tenants on the tenancy using the Add TCR button in the Tenancy Charging Records TCRs section on the Tenants TCRs page Where there are multiple tenants on the tenancy the new TCR will be added for whichever tenant is currently highlighted in the Tenants on this tenancy so make sure you highlight the correct tenant before clicking the Add TCR button A tenancy can have as many tenancy charging records attached to it as you care to create The screenshot below shows an example of a tenancy that has 3 TCRs for the same tenant Tenancy Charging Records TCRs Add TCR Edit TCR Delete TCR Compare target item Jato fieran frao cos par JF 04 03 2011 03 12 2011 GREENMARK HBROTHER 400 00 F N 04 03 2011 03 10 2011 GREENMARK TENANT 450 00 M 04 10 2011 03 12 2011 GREENMARK TENANT 475 00 M Save C
45. K HBROTHER 07 03 2011 04 03 2011 07 03 2011 Invoice 57 14 GREENMARK TENANT 04 03 2011 04 03 2011 03 04 2011 Invoice 450 00 GREENMARK HBROTHER 04 04 2011 08 03 2011 04 04 2011 Invoice 400 00 GREENMARK TENANT 04 04 2011 04 04 2011 03 05 2011 Invoice 450 00 GREENMARK HBROTHER 02 05 2011 05 04 2011 02 05 2011 Invoice 400 00 GREENMARK HBROTHER 30 05 2011 03 05 2011 30 05 2011 Invoice 400 00 GREENMARK TENANT 04 05 2011 04 05 2011 03 06 2011 Invoice 450 00 GREENMARK HBROTHER 27 06 2011 31 05 2011 27 06 2011 Invoice 400 00 GREENMARK TENANT 04 06 2011 04 06 2011 03 07 2011 Invoice 450 00 GREENMARK HBROTHER 25 07 2011 28 06 2011 25 07 2011 Invoice 400 00 Note here the first housing benefit charge of 57 14 The period set up for the HBROTHER funding type is a 4 weekly one that is charged in arrears The example tenancy starts on the 04 03 2011 which is part way through the housing benefit 4 weekly cycle Thus the first rent charged for HBROTHER is only for 4 days Notice also that because this funding type charges in arrears the due date of the rent charge is the last day of the period it covers The tenancy charging record has a Valid from date of 04 03 2011 which is a Friday and the 4 weekly cycle for this funding type runs from Tuesday to Monday The Valid from date of the tenancy charging record therefore falls in the 4 week period from 08 02 2011 to 07 03 2011 so the first charge will be for the 4 days from 04 03 2011
46. Once it is posted only certain details can be changed To create an invoice or credit note select the Create invoices credit notes option from the Tenants menu or select the Invoicing option from the Tenants list Tasks menu The Tenant invoices credit notes screen will open Any invoices and credit notes held on file will be listed on the screen The columns to the right headed Status and Printed indicate whether the item has been posted and printed respectively The tick column enables you to select an entry for processing Creating a new invoice or credit note Click on the Add button to create a new invoice or credit note In the screen that appears select whether you want to create an invoice or a credit note The following comments relate to the New invoice screen but also apply to the New credit note screen Select the Tenant that the invoice is to using the dropdown lists The left hand list has tenants sorted in order of account code the right hand list is sorted by name The current address for the tenant if there is one will be displayed in the Address field where it can be edited if required Invoice No The Invoice No suggested is the next available number in sequence An alternative number can be entered if you wish You can change the number which invoice numbering starts from to fall in line with your own numbering system using the Tenant Defaults option Adding items to the invoice
47. SC as appropriate to 9998 Suspense Account and will appear on the tenant s ledger VAT on Opening Balances Opening balance transactions are usually posted using the gross amount with a tax code of 9 so that they have no tax amount This is because the original tax amount if there was one would have been accounted for in the previous financial year If the business is VAT registered and uses the VAT Cash Accounting scheme you would post the opening balances with their original Net Tax split and use a tax code of 1 This is because in that Scheme VAT is calculated from the receipts The Net Tax split has to be copied from the invoice to the payment when the payment is posted and allocated so the opening balance transaction must have the correct Net Tax split Adjusting tenancy records We now give consideration to the question of when we should start posting rents Consider a tenancy that is already in existence at the start of our financial year The tenants on that tenancy will have had rent due in the previous financial year and the period covered by that rent may overlap into the new financial year we are setting up We must not post any transactions in the new financial year that are for rents in the previous financial year as these would already have been included in the previous year s accounts Consider a tenant whose tenancy commenced on the 8 March 2007 and whose rent falls due on the 8 of each calendar month This would me
48. adjusted by the appropriate amount Tip This option can also be used to make a refund where the amount of the refund is identical to the amount of the receipt Landlord 5 User Guide 45 EZPZ Software Limited 2015 Credit Control The automated credit control process is a structured method of carrying out credit control based on criteria you set up The process is based on a series of steps to be taken each of which has a waiting period before being carried out How the assessment is carried out The credit control assessment process works as follows 1 The unpaid transactions for each client are checked in turn to find the oldest unpaid one The system notes the date and reference of that transaction Any pending credit control actions for this account that are dated before this date and that refer to a different transaction are removed 2 The account balance is calculated based on the processing date entered No action will be suggested if a the account balance is nil b the account is in credit c the account balance is below the account credit limit d the account has been marked exclude from credit contro 3 If it appears that an action may be required the system checks the date of the oldest unpaid transaction against the waiting days for step one of the credit control process If the difference in days between the transaction date and the processing date is more than the number of waiting day
49. an that the rent that fell due on the 8 March would have been for the period from 08 03 2007 to 07 04 2007 The first rent charge for this tenant that falls in the new financial year will be that due on the g April 2007 We therefore need to ensure that this fact is represented in the tenancy record We can edit the tenancy record via the Tenancies list To open the Tenancies list select Tenancy records from the Tenancies menu or click on the Tenancies button on the main toolbar Locate the tenancy in the list and double click on it to open the tenancy record On the Term and dates page of the tenancy record this page is at the front when the tenancy record opens change the start charging rent date using the change button to the right of that field to be the first due date for rent in the financial year This tells the program that although the tenancy Landlord 5 User Guide 69 EZPZ Software Limited 2015 commenced on the commencement date 08 03 2007 it should not start charging rent until the start charging rents date 08 04 2007 Go to the Tenants TCRs page and note that the entries in the Tenancy Charging Records section have been adjusted so that their Valid from dates now agree with the start charging rents date for the tenancy Save the changes to the tenancy record then close it Tenancy Deposits Held If there are tenancies in existence at the start of the financial year then it is probable that there are also de
50. and country for your property will be completed and the area code stored in the property record Display as dropdown The value selected from the Display as dropdown allows the user to select how the property will appear in the Properties list and in the property dropdown lists used throughout the system Date acquired This date will be used when creating the initial target rent record for the property It is also used when calculating occupancy of a property to give a true picture of the date range a property was available Parent and Child properties A property record on the system is anything that can be let For example if we were dealing with a house split into 4 separate flats each flat being let individually we would deal with this by creating 5 property records one for each of the flats and one for the house itself The house record could then be used to record shared facilities and to record transactions that were specific to the property but not to any individual flat The figure below shows a representation of a property that contains 4 flats Parent property 67 Church Road Record for the House Child properties Record for a Flat Representation of property 67 Church Road and the concept of parent and child properties In this example we want to be able to create tenancies for any of the 4 flats but not for the house parent property itself To indicate that a property is a child property of another record open
51. and so on Posting rent charges To post rent charges due select the Post rent charges option from the Tenancies menu Alternatively if you have the Tenancies list open you can select the option from the Tasks menu Note if the Tenancies list is filtered the Post Rent Charges screen will only list the rent charges for those tenancies currently shown in the Tenancies list The first thing we need to do is to enter the date we want to post charges up to Charges will be listed that have a due date up to and including the date entered The date used here would usually be today s date and the process of posting rents would be carried out on a daily basis There is no reason why this process could not be carried out weekly say each Monday and a date entered that lists rent charges due in the coming week Having visually checked that the rent charges are correct we can post them We can select specific entries for posting using the tick box in the leftmost column If you do not tick any entries you will be asked to confirm that you want to post all entries Click on the Post button to post the rent charges and to optionally create rent demands Tip You can set the default option for whether or not you want to create a rent demand using the Tenancy Defaults option on the Tenancies menu When a rent charge is posted to create a transaction the corresponding entry on the Rent Charges page of the tenancy reco
52. and supplier payment albeit with the same date Bank to bank transfer This option is used to record the movement of money from one bank account to another Use the dropdown lists to select the From and To bank accounts Enter the rest of the details as required then click Proceed to process the transfer Bank to bank transfers are posted as journals a journal credit is posted to the bank account the money is leaving and a journal debit is posted to the bank account that the money is going into Once the transfer has been posted the fields will clear ready for you to enter the details for another transfer Bank Reconciliation The bank reconciliation process involves checking that the bank entries on your system agree with the entries on your bank statements Using this process can show up errors in data entry where for example you may have mistyped an amount Reconciliation should ideally be carried out each time a bank statement is received To carry out bank reconciliation select the Bank reconciliation option from the Bank menu Alternatively bank reconciliation can be run from the Bank Accounts list when open select the bank Landlord 5 User Guide 75 EZPZ Software Limited 2015 account to be reconciled from the list then select the Reconcile account option from the Tasks menu If a previous reconciliation has been saved but not completed you will be asked if you want to use the saved statement Click Yes to use the
53. andard item using the details from the current invoice item In the New Standard Item screen that opens edit the details as required The List description will enable you to identify the standard item when you come to select it from a list The Amount details can be left blank if required Landlord 5 User Guide 40 EZPZ Software Limited 2015 Click Save to save the new standard item Recalling a standard item To recall the details of a previously saved standard item click on the List button on the Invoice Item screen Select the standard item you want to use from the list that appears Details will be loaded from the standard item into the current invoice item where they can be edited as required You can also add edit and delete standard items using the Standard Items option on the Tasks menu of the Invoices Credit Notes list Selecting invoices credit notes for processing Before you can process an item from the invoices credit notes list you must first select it Use the tick box to select a single item A selected item can be deselected by un ticking the box Click on the red tick in the header of the first column to invert current selections Printing invoices credit notes Invoices and credit notes are printed using the Print button If items have been selected only the selected items will be printed If no items have been selected you will be asked to confirm that you wish to print all items in the list
54. ar listing the items you have selected to group Enter the new Date and Reference as required then click OK to group the items The items you selected will be grouped together and appear as one item on the Invoices Credit Notes list from where it can be printed and posted The original items will be removed from the list Landlord 5 User Guide 41 EZPZ Software Limited 2015 Batch entry of Invoices and Credit Notes This option allows entry of invoices and credit notes that have been created outside of the system for example using a word processor To produce an invoice that can be printed see the section on Creating invoices and credit notes Batch entry is carried out by selecting the relevant option on the Tenants menu From the sub menu select either Invoice entry or Credit note entry The relevant batch entry screen will then open Both options are also available from the toolbar on the Tenants list Invoices or credit notes are entered in the grid one on each row The information entered is as follows Tenant Select the tenant account using the dropdown in the first column of the grid Date Invoice date Ref Invoice Credit note number or reference This number is automatically calculated using the last invoice credit note number in Tenant Defaults PC Property code If the tenant currently occupies a property the code will be completed when the tenant is selected The code can also be
55. b Projects Job Projects are a way of grouping job records together The Job Projects list is opened by selecting the Job Projects option from the Properties menu Adding a new Project Click on the Add button to start the New Project wizard Project details Enter a Project code for the new project to identify it throughout the system The code must be unique and can be up to 10 characters long and contain any mix of numbers and letters Enter a name for the project in the Project name field Enter the total budget for the project as required Click on Finish to save the new project record Landlord 5 User Guide 81 EZPZ Software Limited 2015 Managing jobs on a project Once the project record has been created jobs can be added to the project To open an existing project record for editing click on the record in the Job Projects list then click on the Edit button Alternatively double click on the entry in the list The jobs on a project are managed via the Jobs page of the project record Adding a job to a project If the job record you want to add does not already exist click on the New job button to create a new job record For details on creating a job record see the section Adding a job record above If the job record you want to add already exists click on the Link job button to locate it The screen that opens contains a list of all job records on the system that have not yet been assigned to a p
56. be included in the report Click on Proceed to run the report The report lists the accounts that had a balance outstanding at the date entered as shown in the Balance column The columns to the right of the Balance column are used to indicate how old the transactions are that make up that balance You may find some of the accounts listed have zero balances This is because although the balance is zero the transactions that make up the balance have not been allocated against each other and so the transactions remain technically unpaid and are included in the report By default the columns are based on periods of 1 calendar month each You can changes the basis for the periods using the Tenant Defaults option If we ran the report based on a date of 30 04 2008 the Current column would include transactions that were not fully paid and whose transaction date lay in the current month that is to say the period 01 04 2008 to 30 04 2008 Continuing along the columns working to the right and based on the date of 30 04 2008 gives the following 1 month transactions dated between 01 03 2008 and 31 03 2008 2 months transactions dated between 01 02 2008 and 28 02 2008 3 months transactions dated between 01 01 2008 and 31 01 2008 Older transactions dated before 01 01 2008 Thus the longer a transaction remains unpaid the further to the right of the report it moves Accounts that have transactions in the 3 months and Older columns indi
57. button Reminders that are older than this number of days and whose status is pending will be removed from the system at start up Keeping Reminders after acting on them You may want to keep a reminder after you have acted on it as a record that a task has been carried out This can be achieved by changing the status of the reminder from pending to completed Reminders whose status is completed will not be removed by the system and you will not be notified of them To view completed reminders select the completed or all option from the Status dropdown on the Reminders list Disabling Reminders If you want the system to stop notifying you of due reminders at start up un tick the option on the My Settings screen Reminder Types When you create a reminder you select a reminder type for it The reminder type can be used when viewing or printing a list of reminders so that only those of a selected reminder type are displayed Each reminder type is specific to a type of object Reminder types are managed using the Lookup tables option on the Settings menu In the screen that opens click on the Reminder types link on Page 1 to open the Reminder types screen Adding a reminder type To add a new reminder type open the Reminder types screen and click on the Add button In the window that appears select the Object type and enter a description in the Reminder type field Click Save to save the new record If
58. cate a more serious problem than those that don t have transactions in those columns and this report can help us focus our efforts on recovering possible future bad debts Landlord 5 User Guide 49 EZPZ Software Limited 2015 The Aged Debtor report transactions report has a similar layout to the first one in that the same columns are used to show the balance for the accounts and to indicate how old the balances are but it also lists the transactions that make up that balance Landlord 5 User Guide 50 O EZPZ Software Limited 2015 Suppliers Suppliers are integral to any business as they are the individuals that supply the goods and services every business needs in order for it to trade The money spent with suppliers constitutes part of the expenditure of the business The reason say part of the expenditure is because in bookkeeping terms expenditure is recorded using both supplier transactions and bank cash transactions The distinction between the two types is worth taking a few minutes over In bookkeeping a supplier transaction is one that involves a supplier account There are 5 types of supplier or purchase transactions each of which is denoted in the system by a 2 character code e Pl Purchase Invoice e PC Purchase Credit Note e PP Purchase Payment e PA Payment on Account e PD Purchase Discount The two commonest transaction types you will encounter are the purchase invoice PI and the purchase
59. colour is removed Document placeholders are Sender Name gt lt Tall Sender Addr replaced by data when a document is created from lt Tenancy Addressee gt this template lt Tenancy Address 27 September 2004 Ref lt Our Reference gt This text will be the same in every document created Dear Tenancy Salutation gt from this template Re lt Long Property Address gt Add your own text here The phrases in red are used by the EZPZ Software program to replace with specific details for the tenancy and should not be changed Editing a document template Edit the text of the letter to read as required then save the changes you have made using the Save button in Microsoft Word Close the document template and return to EZPZ Creating a Document Let s now see if we can create a document from our new template The new template we created was for a tenancy so we need to first open a tenancy record When you have opened the tenancy record go to the Documents page Click on the Add button to start the Tenancy Document Wizard Locate the Tenancy Welcome Letter in the list of documents and select it Click on the Next button The fields labelled Our Reference Signature 1 and Signature 2 enable you to enter details that will be placed in the new document when it is created assuming that the necessary document placeholders are included in the template Once you have entered details in these fie
60. count Income sales of shoelaces both retail and wholesale Purchases cost of buying the shoelaces from the manufacturer Direct expenses salesmen s wages advertising costs delivery and packaging costs Overheads rent and rates admin wages warehouse wages telephone electricity stationery etc Gross vs Net Profit We can now introduce two more accounting terms that expand the idea of profit Gross Profit or Gross Loss is the profit or loss made just on trading i e before deduction of overheads Net Profit or Net Loss is the profit or loss made after deduction of overheads GROSS PROFIT INCOME PURCHASES DIRECT EXPENSES NET PROFIT INCOME PURCHASES DIRECT EXPENSES OVERHEADS Or NET PROFIT GROSS PROFIT OVERHEADS Nominal Sub categories The second level of income and expenditure analysis comes from the use of Nominal Sub categories These sub categories are listed under the main headings when producing the Profit and Loss Account and Balance Sheet For example the Overheads category includes the following sub categories e Salaries and Wages e Rent and Rates e Heat Light and Power e Motor Expenses e Travelling and Entertainment e Printing and Stationery Each nominal account in the nominal ledger is assigned to a nominal sub category Landlord 5 User Guide 61 EZPZ Software Limited 2015 For example nominal account 7502 Telephone belongs in nominal sub cat
61. ction of the sort An arrowhead pointing downwards indicates that the column is sorted from lowest value at the top to highest value at the bottom In terms of a column containing text this means sorted from A at the top to Z at the bottom If you click again on the column heading containing the arrowhead the direction of the sort is reversed so that the highest value is at the top and the lowest value is at the bottom and the arrowhead points upwards This change in the ordering of records in the grid is only temporary once you close the screen and reopen it the grid assumes its default order again You can also use the column headings of a grid to widen or narrow the columns in order that the data in the grid is easier for you to read If you move your mouse pointer over the divider line between two column headings the mouse pointer will change shape to become a double headed arrow Whilst in this position if you click and hold down your left mouse button you can drag right or left to make the column wider or narrower as required When you close the screen the new column widths will be remembered and used again the next time that screen is opened Nominal Sub category Debit Use the divider line between the column headings to widen or narrow the columns A third use of the column headings is to change the order in which the columns are displayed Move your mouse pointer over the centre of a column heading then click and ho
62. dation records have been created inventory records can be added Inventory records detail the items that are usually kept in the property for the use of the tenant Items in the inventory are recorded as belonging to a particular room within the property Inventory records are added via the Inventory page of the property record At the top right of the Inventory page you will see a dropdown list containing the rooms in the property Select the room from the list that the item you are about to add belongs in Click on the Add button to create a new inventory record Each inventory item can be given your own User Reference which can be up to 10 characters long Enter the rest of the details as required The fields on the Description tab can be used to enter free form notes for the Description and Condition of the item These details are useful for identifying the item and for comparison at the end of a tenancy The fields on the Purchase Valuation Details tab can be used to enter details about the purchase of the item and its current value Parent and child items If the item being added is contained within another item in the room select the Parent item For example you could have an item Wall cupboard 1 in the Kitchen and then add another item Crockery and select Wall cupboard 1 as its Parent item Landlord 5 User Guide 11 EZPZ Software Limited 2015 Parent item belongs in Wall Cupboard 1 Kitchen Ch
63. delete an existing record When used on the toolbar of a list of records you delete the record by clicking once on it with your left mouse button to select it and then clicking on the Delete button Whether a record can be deleted or not will sometimes depend on whether the record is referenced in another data table Deletion of a record cannot be undone once a record has been deleted it cannot be recovered The Save button is used to save the changes you have made to a record When you edit the details in a record the changes you make do not become permanent until you save them Printing Reports When printing a report you have 4 Output options Preview shows you on screen what the printed results will look like The toolbar that appears with the preview allows you to move through the pages of the report zoom in and out of the display and send a single copy of the whole report to the printer using the current printer settings Print sends the report to the printer When this option is selected you will be presented with a screen where you can select the page range and number of copies and can set printer options File converts the report to the selected file type and saves it as a file When the report is run and this option has been selected a Save as window will appear enabling you to select the location and file name for the output file If the open file checkbox is ticked the relevant software application will be opened when
64. e button Note removing a job cost will not affect the underlying transaction The transaction must be deleted separately if required Notes page The Notes page can be used to add progress notes for the job These notes will be printed at the bottom of the Job Sheet Deleting a job record To delete a job record select it from the list on the Jobs list screen and then click on the Delete button Note deleting a job record will delete any job costs associated with that job but will not delete the underlying transactions on the contractor supplier ledger Batch entry of job costs In addition to being able to add job costs using the Costs page of the job record you can also add job costs in a batch mode using the Batch job costs option on the Jobs list Tasks menu In the Job Cost batch entry screen that appears each row of the grid represents one job cost Select the job using the Job Code dropdown in the first column of the grid The relevant property code PC and Contractor for the job will be displayed in the grid The property cannot be changed but a different contractor can be selected if required Enter the rest of the details working along the row as required Each job cost must have at least a job code date contractor nominal and amount before it can be posted When you have finished click on the Post button to post the costs to the jobs and the contractor supplier ledgers Jo
65. e what it takes in and its expenditure what it pays out If expenditure exceeds income then instead of a profit we make a loss PROFIT or LOSS INCOME EXPENDITURE The above formula is okay but it doesn t really tell us enough It wouldn t be enough just to know that your expenditure in a year was 50 000 you would want to know what that money was spent on By analysing your expenditure and grouping it into what you spent on rent and rates repairs and motor expenses and so on you can monitor and plan what you spend on each and gain more control over your business The same applies to income if your income comes from multiple products or services you would want to know how that income was made up so that you could promote the more profitable ones The Nominal Ledger The Nominal Ledger forms the basis for the analysis of income and expenditure that goes on in any bookkeeping system The Nominal Ledger is simply a list of those items mentioned above such as motor expenses and provides us with a means of keeping a total of what we have spent on each of those items throughout the financial year Each tem in this list is termed a nominal account Each nominal account has a name for example Miscellaneous Motor Expenses and a nominal code that is unique to that nominal account that is to say no two nominal accounts can have the same nominal code We use 4 numbers for a nominal code although you could use number
66. e action type from the list and enter any details as appropriate When saved the new entries will appear on the Credit Control page of the account record Landlord 5 User Guide 48 EZPZ Software Limited 2015 Carrying out a credit control action You can carry out a credit control action for this account by selecting the required action type from the Actions dropdown and clicking the Go button If a printable action is selected a print window will appear In the case of a statement select the type date range using the Selection dropdown in the Statement options section to choose the range of transactions you want included on the statement When the statement has printed the credit control history will be updated If there is a pending statement action it will be updated and marked as completed If there is no pending action a new completed action will be added to the history Printing the credit control history Click on the Print button to print the credit control history for this account Aged Debtor report The Aged Debtor report is one of several tools that can help you manage tenant arrears Open the Tenants list and click on the Reports button on the toolbar t There are 2 types of Aged Debtor report listed double click on the one named Aged Debtor report to run it In the selection screen that opens enter the date you want the report produced at Transactions dated up to and including this date will
67. e and Fixtures 0050 0059 Motor Vehicles 0100 0199 Goodwill 1000 1099 Stock 1100 1198 Debtors 1199 Prepayments 1200 1209 Bank Accounts dad 1210 1239 Deposits and Cash 1240 1299 Bank Accounts Balance Sheet 2100 2198 Creditors 2199 Accruals 2200 2202 VAT Liability 2210 2219 Taxation Current Liabilities 2220 2229 Wages 2300 2399 Creditors Long Term 2500 2599 Directors Loan Accounts 3000 3099 Capital 3100 3299 Reserves A 3300 3399 Payments to Landlords Capital Se RESENS 3400 3499 Drawings 4000 4099 Rental Income 4100 4199 Overseas Rentals naan 4200 4299 Sale of Assets 4900 4999 Other Income 5000 5199 Purchases Ped 5200 5299 Stock 6000 6099 Labour 6100 6199 Sales Commission Direct npenses 6200 6299 Sales Promotion 6900 6999 Misc Expenses 7000 7099 Salaries and wages 7100 7199 Rent and rates Pronte Aca 7200 7299 Heat Light and Power 7300 7399 Motor Expenses 7400 7499 Travelling 7500 7599 Printing and Stationery 7600 7699 Professional Fees Overheads 7700 7799 Equipment Hire 7800 7899 Maintenance 7900 7999 Bank Charges 8000 8099 Depreciation 8100 8199 Bad Debts 8200 8299 General Expenses 9998 9999 Suspense Mispostings Landlord 5 User Guide 91 EZPZ Software Limited 2015 GLOSSARY Glossary of Bookkeeping Terms Balance Sheet Bank payment Bank receipt Credit Creditor Debit Debtor Double entry bookkeeping Income Account Expenditure Journal Nominal code Nominal account Nominal ledger P
68. e case of the first action type in the list this action will be suggested if 7 days or more have elapsed since the date of the oldest unpaid invoice In the case of subsequent actions this will be the number of days that have elapsed since the date of the previous completed action Credit control at the Tenant Tenancy level The following comments apply to credit control entries made using the tenant record Similar comments apply to credit control entries made using the tenancy record Credit control at the client level is carried out from the Credit Control page of the client record The History section shows the correspondence history for this account Actions are added as a result of running the automated credit control process or manually by the user The status of an action will be either Completed or Pending The area at the bottom of this page shows the details of the currently selected entry The Defaults section lets you set a credit limit for this account Credit control actions will not be suggested for this account if the account balance is less than or equal to its credit limit The exclude from credit control option enables you to stop automated credit control for this account When this option is ticked the credit control assessment process will ignore the account In addition to the automated process generating actions you can add your own actions from this page Adding a new credit control action Cl
69. e displayed To view reminders set for a date in the future change this date to a suitable future date Adding a New Reminder Click on the Add button to add a new reminder Enter the date on which you want to be reminded of the event in the Due date field Enter the date on which the action needs to be taken in the Action date field This is an optional user value and is not used by the software If you have created user records and the reminder is to be allocated to a particular user select the User from the dropdown The dropdown will not appear where no user records have been created Reminders can be created for various object types select the relevant one from the Object type dropdown Where an object type other than General is selected choose the relevant object from the Object dropdown that appears Note where the only type of object on the system is the General object the Object type and Object dropdowns will not be visible Select the type of reminder from the Reminder type dropdown Optional Notes can be entered as required Click on the Save button to save the new reminder Repeating reminders There may be occasions when you want to be reminded to do something every year or every month You can set a reminder to repeat itself so that you don t have to remember to create a reminder each time you want one On the Repeat reminder tab choose how often you want the reminder by selecting the frequency
70. e purchased If the invoice has terms printed on it such as payment due in 30 days then that is a period of credit If the date on which you were charged for the goods in other words the date on the invoice is different to the date that you actually made payment then there is a period of credit involved If there is a period of credit involved you should enter the invoice as a supplier invoice using the Batch entry of invoices credit notes option on the Suppliers menu When you pay the invoice you should enter the payment as a supplier payment using the option on the Suppliers menu Notice that there is a distinct meaning to the phrase supplier invoice in bookkeeping it does not just mean an invoice from a supplier but is a specific type of transaction If there is no period of credit involved you can save work for yourself by entering the details as a bank cash payment This involves just one transaction instead of the two transactions invoice and payment required by the supplier route The disadvantage with a bank cash transaction is that it has no reference to a supplier account so unless you record the name of the supplier in the transaction details you have no record of who you bought the goods from The above is not a hard and fast rule If you purchase goods regularly from the same supplier and always pay for them in cash you can still create a supplier account and record the invoice by entering a supplier invoice
71. e resulting profit or loss over a specified period A sheet that can be printed to give to a tenant as proof or acknowledgement of a payment received An income transaction involving a tenant account One that provides goods or services to a business An expenditure transaction A supplier invoice is often payable after a specified period from the invoice date has elapsed A transaction required to pay a supplier invoice A transaction required to pay a rent charge 92 EZPZ Software Limited 2015 Index A accommodation 10 11 accrual 63 advertising 11 allocating 28 30 31 56 area 7 9 48 automated entry 65 B bad debt 43 56 Balance Sheet 60 Bank accounts 73 bank payment 74 bank receipt 74 bank reconciliation 75 batch entry 42 54 81 business defaults 6 buttons 2 C Cash Account 73 cash payment 74 cash receipt 74 cell 1 child property 9 column heading 1 control account 58 credit 59 credit limit 48 credit note 39 D daily rate 20 debit 59 default bank account 73 direct debit See automated entry direct expense 60 discount 31 56 Document Manager 83 document template 83 double entry bookkeeping 58 due date 21 69 86 E example dates 21 expenditure 58 F fixed term 27 free period 25 frequency 20 funding type 20 G grid 1 gross profit 61 group invoice 41 I income 58 indirect expense 61 inventory 11 inventory re
72. e the PDF file type it is most accurate and the file cannot be edited by the recipient whereas the other file formats can i The Print button is used to print a report or document When you see this button on a list P screen it will enable you to print the current list Pr The Reports button opens the reports screen with the reports pertinent to the area of the software you are currently in Landlord 5 User Guide 3 EZPZ Software Limited 2015 Managing multiple datasets The software lets you manage multiple sets of data called datasets Each dataset is stored in its own folder and has its own set of database tables that are maintained independently of any other dataset on your computer When you first install and run the program the Select Dataset window will appear containing no datasets in the list Each new dataset you create will be added to the datasets list and can be selected when you next run the software You can add further datasets or remove datasets that you no longer use using the controls provided in the Select Dataset window To open a dataset from the list click on it to select it and then click the Open button Alternatively double click on the dataset in the list The selected dataset will be opened and will become the current dataset Creating a new dataset You create a dataset using the New button on the Select Dataset window Alternatively if you already have a dataset open withi
73. e totals on that page will be updated Further items can be added as required Footer The Footer tab is used to enter Payment Terms and a Message for the invoice These are printed at the bottom of the invoice if entered Enter a value of 1 if you do not want payment terms to be printed on the invoice Payment terms do not appear on credit notes The VAT Registration Number will be printed at the bottom of the invoice credit note if entered Click on Save to save the new invoice Once saved the invoice will appear in the list on the Invoices credit notes screen Editing an invoice or credit note An invoice or credit note can be edited up until such time as it is posted to produce a transaction To edit an item double click on the entry in the list or click on the row the item is on and click on the Edit button The invoice or credit note screen will open with the details of the invoice available for editing Details can be changed as described in the previous section on creating a new invoice Items can be changed added or deleted using the buttons on the Invoice Items page Using standard items To avoid having to re enter details for invoices you can save any invoice item as a standard item enabling the same details to be called up when required To create a standard item open a suitable invoice item from an invoice you have previously created Click on the Save as button at the top right of the screen to create a new st
74. e will use this code for the new nominal account Open the Nominal accounts list and click on the Add button on the toolbar to start the new nominal account wizard Enter 7604 in the Code field The code can be any combination of text and numbers up to 4 characters long Code 7604 Enter 7604 in the Code field Z Enter Valuation Fees in the Account Account name Valuation Fees i name field Select the nominal sub category Sub category Overheads Professional Fees v Adding a new nominal account Enter Valuation Fees in the Account name field then from the Sub category dropdown select Overheads Professional Fees Save the new record by clicking Finish The above is not a hard and fast rule when it comes to choosing the code for a new nominal account We could have used a code such as 4901 in the above example and as long as we selected the correct nominal sub category for the nominal account it would still have been included in the right place when we ran the Profit and Loss Account The point is that maintaining the coding structure of the nominal accounts list makes it easier to follow and easier for you to locate a nominal account in the many dropdown lists that they appear in throughout the system Landlord 5 User Guide 62 EZPZ Software Limited 2015 Prepayments and accruals Prepayments and accruals are used to split payments for items that span several months into equal monthly amounts
75. ected a custodial or insurance based scheme If a charge has been made by the scheme operator for handling the deposit tick the box and enter the details as appropriate Details complete Click on the Finish button to create the new tenancy The tenancy deposit will also be posted if you entered details Editing a tenancy Once a tenancy has been created it will appear in the Tenancies list from where it can be opened and edited To open a tenancy for editing double click on the tenancy in the Tenancies list The information in a Tenancy record is spread over several pages Click on a tab to bring that page to the front The Tenancy window opens with the Term and Dates page at the front Term and Dates page Tenancy Class The tenancy class holds the default value for the tax code and Funding Type to be used when a new tenancy charging record is created Each property record has a default tenancy class and this is used when a new tenancy is created for the property Several default tenancy classes are created automatically by the system and you can add your own Tenancy classes are managed via the Other tables option on the Settings menu Actual Term and Dates section Commences this is the date that the tenancy actually began Expires this is the date that the tenancy will end if it runs to its full term This date is calculated using the tenancy commences date and the term and cannot be edited directly by the us
76. ed out to be for 309 00 there would be a slight unevenness in the postings but this would be better than not using the accrual at all Landlord 5 User Guide 64 EZPZ Software Limited 2015 Automated entries Automated entries make it easier for you to process transactions that are repeated on a regular basis for example weekly or calendar monthly This is an ideal way of dealing with standing orders and direct debits from a bank account Once the details of an automated entry have been set up repeat transactions can be posted at the click of a button with the transaction s date calculated by the program Select the Automated entries option from the Nominal menu or select the option from the Nominal list Tasks menu to open the Automated entries list Creating a new automated entry Click on the Add button on the toolbar to create a new automated entry Details tab Select the Type of entry you want to create The following types are available e Sales Invoice e Sales Credit Note e Purchase Invoice e Purchase Credit Note e Bank Payment e Bank Receipt e Cash Payment e Cash Receipt e Journal If the type of entry is a sales invoice sales credit note purchase invoice or purchase credit note an Account dropdown list will be visible on screen so that you can choose the relevant account The Bank account dropdown list will not be visible for these entry types as they are not associated with a bank account
77. egory Printing and Stationery which in turn belongs in the Overheads nominal category So when you print a Profit and Loss Account the Overheads section could include a line for Printing and Stationery and the amount shown on this line would be the total of all the transactions that were for nominal account 7502 Telephone as well as any other nominal account that belonged in the Printing and Stationery sub category such as nominal account 7504 Office Stationery A listing of the nominal categories sub categories and code ranges is shown in Appendix A You can also print a Nominal categories report from the Nominal account categories screen The report shows the nominal categories sub categories and their nominal accounts as they are on your system Adding a Nominal Account Suppose we wanted to add a new nominal account to record valuation fees The question is what nominal code should we use for the new account If you look at Appendix A you will see that there is a nominal sub category Professional Fees in the Overheads nominal category This would seem to be the right place for the new account Appendix A shows us that the nominal code range for the Professional Fees sub category is 7600 to 7699 If you take a look at the nominal accounts list you will see that we have a series of accounts starting with 7600 Legal Fees that confirm that this is the right code range for the new account The next unused code in the sequence is 7604 W
78. el Adjustment transactions are posted as bank payments or bank receipts as such they should not be used where the missing transaction relates to the sales or purchase ledgers Un reconciling transactions If you find that you have reconciled a transaction in error you can correct this by editing the transaction and blanking the transaction s bank reconciled date A transaction can be edited via the Edit transactions option on the Utilities menu or an appropriate ledger screen Landlord 5 User Guide 78 EZPZ Software Limited 2015 Jobs Job records are a way of recording repair work and other maintenance carried out on your properties The Jobs list Select Job records from the Properties menu to open the Jobs list Adding a job record Click on the Add button on the Jobs list toolbar to start the New job wizard This can also be done by selecting File gt New gt Job record or using the keyboard shortcut lt Ctrl G gt Job details Enter a Job Code for the new job The code can be any mixture of letters and numbers up to 10 characters long and must be unique for each job Once the job record has been saved the job code cannot be changed Where job codes containing numbers have previously been used the next Job Code will be automatically generated Where the job belongs to a particular project select the relevant Project from the dropdown list Select the Property the job is for Enter a Job Summary
79. ember Scottish Quarter Days New Scottish Quarter Days Old Candlemas 28 February Candlemas 2 February Whitsun 28 May Whitsun 15 May Lammas 28 August Lammas 1 August Martinmas 28 November Martinmas 11 November Six monthly charges If the frequency is six monthly select the Due date from the first dropdown list and any one of the possible two month names from the second Example dates The example dates at the bottom of the screen are used as a template by the system They do not have to be for any specific period as long as they fit in with the pattern of how you want your rent to be charged Landlord 5 User Guide 21 EZPZ Software Limited 2015 The system will use the example dates to step through each period in turn until it finds the period it is checking for Thus if rent was due weekly and we wanted the due day to be a Tuesday then as long as the due date entered is a Tuesday it doesn t matter which one Be warned though if you entered a date for a Tuesday that was 10 years ago the system will have to work through ten years worth of periods until it finds the current one expect slight delays The example charging dates can be used to provide unusual charging periods It is possible for example to edit the example dates for a four weekly period to read as follows Due date 02 01 2005 Period covered 16 01 2005 to 12 02 2005 Here the charge is due to be paid 2 weeks before the period
80. er Variable term tenancies have a blank expiry date The Term is the length of time that the tenancy will last for and has a value in years calendar months and days The term of a tenancy can be Fixed or Variable A fixed term tenancy has a definite term and expiry date A variable term tenancy has no value for its term and its expiry date is Landlord 5 User Guide 17 EZPZ Software Limited 2015 blank A variable term tenancy will therefore continue on until such time as it is ended by the user by entering a date in the Stop Charging Rents field Rent Charging Period section The Rent Charging Period is the period during which rent charges will be calculated by the system The dates that define the rent charging period are called the Start Charging Rent date and the Stop Charging Rent date These dates must fall within the date range defined by the tenancy commences and expires dates Usually the start charging rent date will be the same as the tenancy commences date and the stop charging rent date will be the same as the tenancy expires date The start and stop charging rent dates can be changed by the user if required A change to the start charging rent date will usually be required when the system is first being set up for an existing business When setting up the system the user defines the financial period to be used It would be unacceptable and incorrect to post rent charges dated before the current financial peri
81. er print run and print the items in batches For example if there are 20 statements to print and you enter the number 5 in the number to print column only the first 5 statements will be printed Enter O zero in the column against any items you do not wish to print at this stage Once any selections have been made click on the Proceed button to start processing As processing of each action is completed you will be asked to confirm that you want the pending actions to be marked as completed Printing the list You can print a list of the entries currently shown on screen using the List button Configuring the steps in the credit control process dao rece ene ul The steps Eo ral He ie anne rocess can be contigure clicking on e E pao ea Configure button at the bottom of the Reminder 7 CREMINDR FRX Credit Control window to open the Credit Telephone Call ES Control Action Types window Final Reminder 7 CFINALRM FRX SMS Text Message There are 5 default action types created by the software and you can add your own if you wish The first action shown is to send the client a Statement New Eat petete sot OQ chose We can tell that this is a printable action because the Report column shows the name of the report file that will be used for the statement The wait days column shows how many days must elapse before this action is taken Landlord 5 User Guide 47 EZPZ Software Limited 2015 In th
82. er the nominal code or select it using the dropdown The selected nominal account cannot be a bank account A new nominal account can be created by typing in a new nominal code not already in the list and pressing lt Tab gt or lt Enter gt on your keyboard Details Transaction details as they will appear on the ledger maximum 50 characters Net The Net amount of the invoice credit note If the tax code is other than 9 and only the gross amount is known you can enter the gross amount in the Net field and use the Calc Net button to give a Net Tax breakdown Tc Tax code If the business is not VAT registered use tax code 9 Tax Tax amount of the invoice credit note Fast track columns applies to suppler invoices only Paid date The date of the payment for example the date of the cheque Bank Ac The nominal code of the bank account from which the payment was made Cheque No The cheque number The next cheque number in sequence will be suggested when you select the bank account Tip When adding additional invoices on subsequent rows you can use function key lt F6 gt to copy down details from the cell above When all invoices credit notes have been entered click on the Post button to post the items as transactions to the ledger Supplier payments A supplier payment is a payment to a supplier in respect of an invoice entered on the system Open the Supplier payment screen by
83. er transactions in the usual way Editing a Tenancy Deposit record To open a tenancy deposit record for editing select it from the list and click on the Edit button Alternatively double click on the record in the list The Tenancy Deposit screen shows details of the deposit held for this tenancy and the associated transactions Transactions are split into two types nternal and External each type being shown on its own tab Select the TDS type from the available options The not applicable option should be used for deposits taken prior to 6th April 2007 In the case of custodial or insurance based types select the TDS Operator The Link button on the Internal deposits tab can be used to add or remove a link between a tenancy deposit record and one or more deposit transactions Adding a deposit transaction To record details of a deposit being received or repaid select the appropriate tab for internal or external deposits and click on the relevant button to start the Tenancy Deposit Wizard The functions of the buttons are as follows e Receive record a deposit being received e Repay record a deposit being repaid e Use part or all of the deposit is being used against rent or other charges this button is only present on the Internal deposits tab e Transfer transfer a deposit from internal to external or from external to internal When the Tenancy Deposit Wizard opens the details of the transaction and the name
84. ero we can save the receipt by clicking on the Post button In the Transaction details window that appears you can edit the default transaction details if you wish Tip The default transaction details can be changed in Tenant Defaults You can print a Proof of Payment for the receipt to give to the tenant if required The window will then clear ready for you to enter the next tenant receipt on this date Each receipt you post will appear on the tenant s ledger The effect on the system of tenant receipts The Tenant Ledger Once a tenant receipt has been saved it will reduce the balance owed by the tenant as displayed in the Tenants list The receipt will appear on the tenant ledger The receipt transaction is of type SR shown in the TT column denoting sales receipt and the amount appears in the Receipts column If the receipt was not allocated when saved the transaction will be of type SA denoting received on account If the receipt was allocated it will have picked up the property code and funding code from the charge s it was allocated against If the allocation was made against multiple charges with different codes the receipt will have been split to form one transaction for each code combination The Nominal Ledger Because the system uses double entry bookkeeping posting a tenant receipt affects two nominal accounts It will act as a credit to one nominal account and a debit to the other
85. ew date The date net tax code and tax values can be edited if required prior to processing the instalments Changing any of these values will not affect future instalments Tick the entries you want to process then click on the Process button Checking for automated entries due The software will check to see if any automated entries require processing at today s date each time the program is started if the option on the Start up tab of the My Settings window is ticked If there are these will be displayed on the Things to Do List Landlord 5 User Guide 67 EZPZ Software Limited 2015 Entering an Opening Trial Balance When a business has been operational for one or more years it is likely to have various opening balances that need to be entered on the system to represent the position of the business on the day you start using the software The usual method of entering opening balances is to use the figures from the Balance Sheet of your last year s accounts However any date can be used as the starting date so long as you are able to calculate the opening balances at that time In order to enter opening balances we need the following information at the selected date e Balance Sheet e Tenant arrears e Tenancy deposits held e Unpaid Supplier invoices or payments in advance It is recommended that opening balance transactions are entered with a date that is the day before the current financial period starts For example
86. ffect on the Nominal Ledger of posting a purchase payment of 117 50 Notice that the posting to 2100 Creditors Control is this time a debit The purchase payment counters the effect that the purchase invoice had on the Creditors Control Account showing that the amount is no longer owed Notice also that because this is double entry bookkeeping if the posting to the Creditors Control Account is a debit then the posting to the bank account must be a credit In bookkeeping when you credit a bank account it means you take money out of the account The Suppliers list Supplier records are managed via the Suppliers list You can open the list by selecting the id Supplier records option from the Suppliers menu or by clicking on the Suppliers button on the main toolbar Adding a new supplier Click on the Add button on the Suppliers list toolbar to start the New supplier wizard Name details Enter the name details in the fields provided Enter a Code for the new record The code can be any combination of numbers and letters up to a maximum of 10 characters Each code must be unique as it is used to identify the record throughout the system If a record with that code already exists you will be prompted to enter a different one Click Next to go to the next page Address details Enter the address details in the fields provided Click Next to go to the next page Contact details Enter the contact details in the fields pro
87. g the Control accounts option from the Nominal menu When a transaction is posted the posting to one nominal account is a debit whilst the posting to the other is a credit Debit and credit are bookkeeping terms the meaning of which may differ from what you are used to For example you may be used to the idea that your bank account is overdrawn when it has a debit balance In bookkeeping terms a bank account with a debit balance has money in it whilst a credit balance means the bank account is overdrawn The effect on the nominal ledger of posting one type of transaction a bank payment is shown below In the case of a bank payment the nominal account is the expense that the payment is for in this case bank charges whilst the control account is the bank nominal account used Bank Payment 1200 Bank Account Credit 10 00 7901 Bank Charges 10 00 Effect on the Nominal Ledger of posting a bank payment If at any time you added up all the debits and all the credits in the nominal ledger the two amounts should be equal and the system therefore balances Exceptions to the Rule mentioned earlier that posting a transaction would usually affect two nominal accounts There are two exceptions to this rule that would like to draw your attention to e Journals a journal is a special type of transaction used to move amounts from one nominal account to another Each journal affects only one nominal account and does not have a co
88. h Bank ACCOUNES listni cachasscdanaadase aa tideanassaatsaqasassdvesaased cas A A a a aS a aA aA A aiaia 73 Bank Cash Receipts and Payments ainiin na aa n aa a ide aa did 74 BONITO olola AEROS E ETRE E a E EE E 75 BANK R concili tioN nennen aa a ea edge a a a a a a i 75 O 79 FING Jobs Mt duane teases siadaieousiivesaaeaditeaalevianedadesneaicesesnc 79 SOPLO 6 hopper tee E rT rere EE TET E E Ceo Pere ee Pere CETTE PERE EEE 81 The DOCUMENE MQNQG iii at ds Ai ad AAC dsd AA Id AAA Edda di 83 A O 86 The Reminderslist A AAN 86 Adding NOW ReMinde ri A aaa 86 Deleting GTOIMING ET A A A atea 87 Disabli g Reminders 0 A A a AAA 87 Reminder TY DOS oivoicociitci cite e Licata daha erat Aa datada Ida aria dai Ein a AS a Ada Aia sods Ads tata 87 SMS Text Messaging acciona devoro vi incio rain iaa NENET SEEREN ENSEN anidan 89 Appendix A Default Nominal layout sssseeseeesseeseeeseseeseeeeseeesesseeseseseeesseesseeessessssssessssssssseeseesseeeees 91 Glossary of Bookkeeping Term 0ssscscsesevescseseccscsesesecsecsecsecsesecessscseccessesesecesesescesseseseccsesescessesesecssesescesses 92 Introduction This User Guide has been written with the aim of helping you to understand the way the software works and how to carry out common processing tasks We have not covered everything in the system here but have tried to focus on the most common processing tasks those tasks that you are most likely to encounte
89. h the payment if required The window will then clear ready for you to enter the next supplier payment on this date Each payment you post will appear on the supplier s ledger If the payment was allocated it will have picked up the property code from the invoice s it was allocated against If the allocation was made against multiple invoices with different codes the payment will have been split to form one transaction for each code combination Writing off bad debts Although unlikely to occur this option facilitates the writing off of supplier transactions to bad debts The process is very similar to that found in the same section under Tenants Supplier refund Where you have overpaid a supplier account and the overpayment is refunded to you by the supplier use the Supplier refund option on the Suppliers menu For details on how to process the refund see the section headed Tenant Refund Landlord 5 User Guide 56 EZPZ Software Limited 2015 Item returned unpaid Where you make a payment to a supplier by cheque and your bank subsequently returns your cheque as unpaid this can be entered onto the system using the Item returned unpaid option on the Suppliers menu For details on how to process the unpaid item see the corresponding section in Tenants Landlord 5 User Guide 57 EZPZ Software Limited 2015 The Nominal Ledger When any business trades its profit is the difference between its incom
90. harge for 100 00 e The credit part of our double entry bookkeeping is posted to the nominal account selected in the tenancy charging record This would usually be a sales or income account e The debit part of the transaction is posted to the Debtors Control Account The Debtors Control Account is an important nominal account being one of the Control Accounts These are accounts that are essential for the system to function correctly The Debtors Control Account keeps a running total of what is owed by our debtors i e the people that owe us money Whenever a rent charge is posted no matter what nominal code we have selected in the tenancy charging record the equal and opposite posting is always made to the Debtors Control Account Landlord 5 User Guide 29 EZPZ Software Limited 2015 Tenant Receipts When rent charges are initially posted they appear as unpaid transactions on a tenant s ledger When a tenant pays his her rent it is entered as a tenant receipt and is allocated against the rent charges being paid by it Open the Tenant Receipt screen by selecting this option from the Tenants menu or from the Tenants list Tasks menu Bank details section Select the bank account that the money is being paid into using the Bank dropdown and enter the Date the money was received or paid in Enter a Reference as required this could be a paying in slip reference for example Account details section Select the tenant Account using
91. have finished ordering the list click Save to save the new order Note only parent items will appear in the list as any child items will automatically be moved with their parents Printing an Inventory report You can print an inventory report for the current property using the Print button on the Inventory page of the property record or the Print button on the Accommodation page of the property record The Print button on the Inventory page is available when All rooms is selected in the rooms dropdown list This will open the Print Inventory Schedule of Condition window All the items listed can be printed together so that pictures included in Appendix A are referenced in the relevant documents Landlord 5 User Guide 12 EZPZ Software Limited 2015 Each of the 5 items listed prints as an individual report so you will be presented with an Output Options window for each one In addition to printing the Schedule of Condition and Inventory you can choose to print e Confirmation Sheet with signature spaces for the tenant and landlord to sign indicating their agreement as to the contents and condition of the property e Meter Readings where utility providers have been set up on the Utilities page of the property record this report details the location of the meters and provides space for entry of the current meter readings and confirmation signatures Copying a property record If you need to create a new p
92. he transaction will appear as a negative amount in the Receipts column e SA received on account a tenant receipt that has not been allocated against another transaction In all other respects this transaction is identical to a sales receipt e SD sales discount a discount posted when entering a tenant receipt A discount appears as a negative amount in the Charges column An asterisk in the column to the right of the Balance column indicates that the transaction on that row is unpaid The term unallocated is also used A p indicates that the transaction is part paid Whether or not deleted transactions are displayed in the ledger depends on whether the Show deleted transactions on ledgers option has been ticked in My Settings see the Settings menu If this option has been ticked deleted transactions will appear in red on the ledger but are not included in the balance Landlord 5 User Guide 37 EZPZ Software Limited 2015 Use the Set Clear filter button to view a subset of transactions for example between two Y dates Use the Print button to print a copy of the ledger currently displayed on screen Viewing Editing a Transaction You can view and or edit a transaction by double clicking on it Proof of Payment You can print a proof of payment for a receipt transaction by right clicking over the entry From the shortcut menu that appears select Print proof of payment Create invoice credit no
93. ick on the Add button to add a new credit control action The Credit Control Action window that appears has four tabs The Action details tab is split into two sections the top section details the current action to be taken or recorded This action and the bottom section lets you diarise a follow up action the Follow up action Details can only be entered in the Follow up action section if the Completed option is ticked in the This action section In both sections you can select the credit control action type from the dropdown list and enter the date of the action in the Date field Comments on the entry can be typed in the Details sections A copy of the ledger for this account is shown on the Ledger tab and other credit control actions that have been taken for the account are shown on the History tab An example usage might be as follows e f you wanted to record details of a telephone conversation you would use the This action section Enter the date the conversation took place select Telephone call from the action type list and enter the details of the conversation You would then mark the action as completed e You could then record a follow up action in the Follow up action section maybe you want to be reminded to call the account holder again if he did not keep his promise as detailed in the upper part of the screen e Enter the date you want the follow up action diarised for select th
94. iii Aa dins asias 19 PROCESSING TO 28 LOA MRR OA RIE E E A T 28 Tenant Receipts aaaea aanert aaa A EA a LEa A AAAA RE AA AEN AT AAEN TAA A A AAAA E AAAA 30 Tenant R ceipt vid Agent m aat a E TAAA iE 32 CELA O AS ONO 34 BRA E EAE O O ON 36 TheTenants iS EL AA AAA AA Ad A Ad ia 36 Adding NeW TEN Escrita AA a AAA AA AAA CAE ARRANCA E AAA Ad 36 Editing an existing tenant record cscssccccccccessessssssececeenesssesecscsssessasesesscesessssesesecesessasesssecseseeaaesssecseseneaaeaeses 37 Creating invoices and Credit NOTES EA E EEEE E E EE E E EEEE 39 Batch entry of Invoices and Credit NOTES ccccssccccccscessessscscecscessesseasceseceseesussseeseceseessasesssseseeessaseseseeseseseaasaeees 42 Writing 0fFd Dad deDti ai ooiocodon ii estoica dni ciao E pan ds ea ade RASO OO Daiana 0 EEA 43 TONANELC UN A A A ahi db iia 44 tem ECTUTN CUA A A tel bao eat eect 45 A A NO 46 How the assessment is carried OUt ii eeeeeceeecesntecesecesnseceseeesssecssceessaecesaeesssecseceeesaecesaeessaecseaeeeaascseneessaseseaeeeaas 46 C rrying oUt credit CONO A EA AAA IA ea eben 46 Configuring the steps in the credit control process coccococccnccnnonoonanannnnnnonannnnnnnonnnnnnnnnnnnnnnnnnnnnn nn nnnnnnnnnnnnonananons 47 Credit control at the Tenant Tenancy level ccccscceessessssceessecssssecssecsssseessecssseessecsasseessecsusseesseessseenseenssseesseenaes 48 AQ d DEDtOr TC POM AA E 49 SAS AUN 51 TRE SUPDINCIS USE Aa E dea ais 52 Adding a
95. ild item of Wall Cupboard 1 Parent item of Fuses Crockery Plastic Container Child item of Plastic Container Showing the relationship between parent and child items in an inventory When you need to move an inventory item from one room to another you can edit the inventory record for the parent item and change the room it is in using the Room dropdown Any child items contained within the parent item will be moved to the new room automatically Adding a Picture Once the inventory record has been saved you can add one or more pictures of the item using the picture control provided For more details on adding pictures see the section on Adding Pictures later in this guide Changing the Order of Inventory items You can change the order of the items in the inventory using the Set order button on the Inventory page of the property record This button becomes available when a room is selected from the Show inventory for dropdown When you print an inventory report items are listed in the same order as you see on screen It may be helpful particularly when checking off items in a property to have the items listed in the order of a logical progression through the property In the window that appears you can change the order of the items in the list using the grey buttons in the left hand column Click and hold down your left mouse button whilst the mouse pointer is over a button then drag the button up or down Once you
96. in headings used when producing the Profit and Loss Account sometimes referred to as the Income and Expenditure Account and the Balance Sheet You can examine the nominal categories used by the system by selecting the Nominal categories option on the Nominal menu Here are the default nominal categories Profit and Loss Account includes Balance Sheet includes Sales Income Fixed Assets Purchases Current Assets Direct Expenses Current Liabilities Overhead Capital amp Reserves Direct vs Indirect Expenses If you examine the nominal categories on the Profit and Loss Account side of the above table you will see that there is one category for Income but three categories for expenditure These 3 expenditure categories are best explained using an example Gilbert Threadneedle s shoelace business Year 1 Gilbert Threadneedle started in business selling shoelaces on a street corner At the end of the first year of trading Gilbert s Profit and Loss Account would have featured the following entries Income the money Gilbert obtained from selling shoelaces Purchases the money Gilbert spent buying the shoelaces Year 2 Gilbert decides that he is going to expand his business as there is obviously a market for shoelaces He employs 2 salesmen and gets them to stand on different street corners to the one he stands on At the end of the 2nd year Gilbert finds that his income is 3 times what it wa
97. ing maximum 11 characters or your telephone number Telephone numbers must include the STD code and should not include spaces so that they are exactly 11 digits long e g 01709878828 If you use your telephone number the recipient can reply to the text message Mail Server details tab These are the details of the mail server you use for sending emails Enter details for the SMTP Server From email address Username and Password These details are the same as those entered in your email software Outlook Outlook Express etc for sending emails By default email messages are sent from EZPZ using standard port 25 If your email service provider requires you to use a different port number enter it in the field provided Click on Save to save the details Sending Messages Select the SMS Text Messaging option from the Utilities menu to open the SMS Text Messaging window Click on the Add button to open an SMS Text Message window Click on the To button to display a list of database records containing mobile telephone numbers In the Choose recipients window that opens use the arrow buttons to move the entry ies in the left hand list into the right hand Message recipients list You can filter the left hand list to show only those numbers for a particular object type using the dropdown at the top right of the Choose recipients window For example selecting Contact from the object dropdown will rebuild the left hand list to
98. k button Page 1 Select property Select the Property that the new tenancy is for This will automatically select the class of tenancy based on the default tenancy class for the property Edit the class of tenancy if required Select the type of tenancy you are creating Selecting the tenancy type will fill in the details for the tenancy term on the next page Landlord 5 User Guide 15 EZPZ Software Limited 2015 Page 2 Term and dates Enter the tenancy commencement date This is the date that the tenancy physically commences The term of the tenancy will have been completed from the default values for the tenancy type selected on the previous page The values can be edited as required The term of a tenancy can be Fixed or Variable A fixed term tenancy is one where you know exactly how the long the tenancy will last and requires the length of the tenancy to be entered in years calendar months and days The expiry date of a fixed term tenancy is calculated from the commencement date and the term A variable term tenancy is one where you do not know when the tenancy will end such as in the case of a periodic or regulated tenancy The length of the tenancy cannot be entered and the expiry date is not known Rent is normally calculated from the date that the tenancy commences The Start charging rent date is the actual date that rent should be calculated from This may be different from the date the te
99. l not be able to write them off as one amount This is because the resulting Profit and Loss Account for a single property would be incorrect In this case carry out multiple write offs selecting transactions having the same codes each time Click Next Step 3 Enter the Date of the write off and edit the other details as required Click on Finish to proceed with the write off or on Cancel to close the Wizard without processing the write off The write off is processed by posting an equal and opposite transaction to the Bad Debts control account The new transaction is automatically allocated against the transactions being written off Thus where the account balance is owed a credit note is posted If the account balance is in credit an invoice will be posted Tenant refund Where a tenant has overpaid his her account and the overpayment is to be repaid use the Tenant refund option on the Tenants menu If you have the Tenants list open you can select the Refund option from the Tenants list Tasks menu The Refund Wizard will start Step 1 Select the account from the list Click Next Step 2 Page 2 shows the ledger for the selected account and is for information only Click Next Step 3 Select the bank account the refund is being repaid from Landlord 5 User Guide 44 EZPZ Software Limited 2015 The Reference field will be updated with the next cheque number in sequence for the selected bank
100. lance and the Difference field 0 00 Double click on an item or The top half of the window use the button to move it shows transactions not yet into the bottom half of the reconciled window if it appears on this statement Q R conciling 1200 Bank Current Account 1 Statement dated 05 05 2011 Items not yet reconciled f 167 00 Date y TT Reference Account Details Receipts Payments Client Receipt 11 04 2011 SR Client Receipt 138 00 24 04 2011 PP 100025 Part Payment 500 00 Move all 4 r Move item y Items that appear on this statement Date TT Reference Account Details Receipts Payments Remove item 05 04 2011 Last reconciled bala 1 526 50 Remove all a 4 Adjustment Reconciled balance Statement end balance Difference 1 526 50 1 359 50 167 00 F show individual transactions O cose ci a add The reconciled and difference amounts will change as each item is moved in or out of the bottom list Grouped vs individual transactions How the bank transactions are displayed on screen will depend on whether or not the show individual transactions box is ticked If the show individual transactions box is ticked the individual transactions as they were posted will be shown If the show individual transactions box is not ticked the transactions will appear grouped Transactions having the same transaction type date reference and detail are g
101. ld down your left mouse button You should see the column heading turn black whilst the rest of the grid becomes faint or ghosted out Keep the mouse button held down and drag the column to where you want it to appear When you close the screen the new column order will be remembered and use again the next time that screen is opened Changing the order of the columns in a grid using the column heading Buttons Throughout this Help guide when a button is referred to it is usually denoted by braces For example Delete would mean we were referring to the Delete button Landlord 5 User Guide 1 EZPZ Software Limited 2015 Many of the buttons seen on various screens throughout the software have similar uses The New or Add button is used to create a new record You will see it on many of the screens and toolbars in the software Clicking on the button will usually open another screen with a blank record ready for you to complete The Edit or Open button is used to open an existing record or document for editing When used on the toolbar of a list of records you can open the record by clicking once on the record in the list with your left mouse button to select it and then clicking on the Edit button You can also open a record from a list by double clicking on it with your left mouse button You will then see another screen appear with the details from the record ready for editing The Delete button is used to
102. lds the details Landlord 5 User Guide 84 EZPZ Software Limited 2015 will be saved and automatically suggested when you next create a document Where you are running the software on a LAN the details are specific to the workstation you are using Click on the Next button The information on this page relates to where the newly created document will be saved and what it will be saved as Towards the top of the page the Location shows where the new document will be saved The default location is the WORD DOCS shorthand folder You can change the location using the Pick folder button to the right of the field The grid in the centre of the screen shows the documents that you are about to create with the filename s generated by the software Edit the filename s if you want to change them Once you are ready click on the Create documents button to create your new document and to open it in Word from where it can be printed Note you can view a list of the document placeholders that are available for use in the Tenancy Document Wizard using the View placeholders button This button opens a window showing the phrases that can be used as placeholders and their value for the current object the document is being prepared for The window also has a Print button so that you can print the list Carrying Out a Mailshot You can create documents for multiple recipients using the Mailshot option on the Tenancies
103. ll be empty Click the Next button Landlord 5 User Guide 79 EZPZ Software Limited 2015 Estimates If you have received an estimate for this work from the contractor enter details on this page Enter the estimated start and completion dates in the fields provided The job duration is calculated as the number of days inclusive of the start and completion dates Where the job is part of a project and its completion is subject to the completion of another job on the project select the job that needs to be completed first using the dropdown provided The dates will then be calculated from the dates of the selected job and will be updated if and when the dates of the selected job are changed Click the Finish button to create the new job record Editing a job record To edit an existing job record select it in the Jobs list and click on the Edit button Alternatively double click on the job record in the list A job record can also be opened from the Maintenance page of the relevant property record Contractor page To print a copy of the individual job sheet contractor s copy click on the Print job sheet button Additional reports are available via the Reports button on the Jobs list toolbar To send a copy of the job details as an SMS text message to the contractor s mobile phone click on the Text job sheet button You must have an SMS account set up with us with a balance of text credits to use this service C
104. lose The first TCR represents housing benefit that the tenant is due from funder HBROTHER The frequency F represents four weekly so a rent charge of 400 00 will be due for each 4 week period The second TCR represents the amount the tenant pays himself funding type TENANT This has a frequency of M calendar monthly so a rent charge of 450 00 will be due for each month Notice that this TCR is valid for the period from 04 03 2011 the start of the tenancy to 03 10 2011 The third TCR represents a rent increase The rent for the last 2 months of the tenancy payable by the tenant himself has increased to 475 00 per month replacing the TCR on the second row Each tenancy charging record can be for any amount frequency and funding type and can be valid for any period as long as the period lies within the range of the start and stop charging rent dates for the tenancy The only proviso is that there must be at least one tenancy charging record for each tenant on the tenancy Note when you select TENANT as the funding type the charging dates are adjusted so that they fall in line with the tenancy dates The charging dates for any other funding type will be copied directly from the defaults in the funding type record and must be edited if necessary You can edit an existing tenancy charging record by clicking on it in the grid and then clicking on the Edit TCR button or by double clicking on the
105. ls please see the section on SMS Text Messaging Ledger page The Ledger page shows the transactions held on file for the supplier The column headed TT shows the transaction type The following transaction types may appear on the ledger e PI purchase invoice appears as a positive amount in the Invoices column Purchase invoices are items charged to you by the supplier e PC purchase credit note appears as a negative amount in the Invoices column Purchase credit notes are reductions against invoices e PP purchase payment a supplier payment that has been allocated against another transaction A supplier payment show as a positive amount in the Payments column Where the transaction is a refund representing monies paid back to you by the supplier the transaction will appear as a negative amount in the Payments column e PA paid on account a supplier payment that has not been allocated against another transaction In all other respects this transaction is identical to a purchase payment e PD purchase discount a discount posted when entering a supplier payment A discount appears as a negative amount in the nvoices column An asterisk in the column to the right of the Balance column indicates that the transaction on that row is unpaid The term unallocated is also used A p in this column indicates that the transaction is part paid Whether or not deleted transactions are displayed in
106. ls for any of your properties Accommodation details are recorded by creating accommodation records that are linked to the property by its property code Once you have created accommodation records you can create inventory records for each room if required as outlined in the section below Open the Properties list and double click on the entry for the property in the list to open the property record Select the Accommodation page Click on the Add button to create a new room record Select the room Description using the dropdown list provided If the required value is not already in the dropdown list you can add it by selecting the Add new option from the very top of the list Enter the room dimensions in the fields provided Click Save to save the new record Schedule of condition tab The Schedule of condition tab becomes available once the new room record has been saved The Schedule of condition tab can be used to record details of the condition of the room For example you might want to record details of the d cor of the walls This can be useful at the end of a tenancy to assess possible damage by the outgoing tenants A schedule of condition entry is created using the Add button on the Schedule of condition tab Select the Item using the button provided New standard items can be added using the button as required Enter notes and descriptions as required in the Details field One or more pictures can be added to
107. m the shortcut menu that appears Credit Control Page The Credit Control page shows the credit control history for this tenancy From this page you can add credit control entries and print statements for the tenancy For more details see the chapter on Credit Control Documents page The Documents page is used to create documents for the tenancy and to record the location and details of any documents produced For more details on creating documents see the chapter on Creating Documents Ending a Tenancy You may wish to end a tenancy where the tenant s have vacated the property before the tenancy expires date or where a variable term tenancy is to be brought to an end because the tenant s have given notice You can end a tenancy by clicking the change button to the right of the Stop Charging Rents date In the screen that opens enter the date that you want the tenancy to finish on and click OK The screen that next appears provides a summary of the changes that will be made to the tenancy charging records and rent charges if you go ahead and make the change Click OK to make the changes or on Cancel to discard them and return to the tenancy record Landlord 5 User Guide 26 EZPZ Software Limited 2015 Extending a Tenancy You may wish to extend a tenancy if the tenant s have arranged to stay longer in the property than initially agreed You can extend a fixed term tenancy by increasing its term or by making
108. ment code Details Transaction details maximum 50 characters Amount Enter the amount of the transaction in the Net column If the business is VAT registered enter the appropriate tax code in the Tc column The amount of tax will be calculated for you and displayed in the Tax column The amount can be edited if required Where the Net Tax split for the transaction is not known enter the gross amount of the receipt in the Net column and the applicable tax code in the Tc column Click on the Calc Net button and the program will calculate the Net and Tax amounts for you If the business is not VAT registered use tax code 9 Tip When adding additional entries on subsequent rows you can use function key lt F6 gt to copy down details from the cell above Landlord 5 User Guide 74 EZPZ Software Limited 2015 When all entries have been completed save them using the Post button The screen cannot be closed if the grid contains completed entries These must be saved or abandoned first Supplier Invoice or Bank Payment In bookkeeping expenditure is recorded using both supplier transactions and bank cash transactions The distinction between the two types is important as it will help you to decide which type of transaction to use The main question to ask when deciding which type of transaction to use is Does the invoice am entering have a period of credit or was it paid at the time the goods or services wer
109. minder for a rent review enter the date on which you want to be reminded Details complete We have now finished entering the details we need to set up this property Click Finish to create the property The Wizard will then close and the new property will be added to the Properties List Editing an existing property record To open an existing record for editing highlight the record in the Properties list and then click on the Edit button Alternatively double click on the record in the Properties list The information in a property record is displayed on several pages Use the tabs along the top of the screen to bring a page to the front When a property record is first opened the Main page is at the front Main page Property Address A property address consists of up to 7 lines Lines 4 5 and 6 are for the Town County and Postcode fields Line 7 is the Country Line 3 should be used for the Area or district the property is in Landlord 5 User Guide 8 EZPZ Software Limited 2015 Using Area codes Area codes are used in the system for two reasons 1 They make entering addresses quicker Once an area record has been created selecting that area code completes the Area Town and County lines of the address for you 2 They are used when producing the Properties to Let list to sort properties by area You can select an area by clicking on the Pick Area button Once an area is selected the area town county
110. n the case of type LINKED FILE Each entry is assigned to an Object Type and this dictates which documents list the document will appear on Thus when you open a Tenancy record and create a new document from the Documents page you will see all the document records for object type Tenancy listed in the Word Document Wizard Creating a new document template by copying an existing one One of the easiest ways to create a new document template for your own specific use is by copying an existing one Let s imagine that we have a requirement for a document that is not currently met by any of the documents listed The new document will be for a tenancy and we have identified that the existing entry for Tenancy Letter Stencil has the necessary placeholders for the information we want to use in our new document We will therefore use this document to create our new one Click once on the entry for the Tenancy Letter Stencil to select it and then click on the Duplicate button to open the Copy document record window Enter details for the new document template that is to be created s Copy document record l Copy document TLTRSTENO1 Tenancy Letter Stencil New document details Document Code MYLETTERO1 Display name Tenancy Welcome Letter Filename dlord 5 MY LETTERS WELCOME LETTER DOT a Comments Letter sent to new tenants OK Cancel Enter a Document Code This can be any mixture of le
111. n the software select the New gt Dataset option from the software s File menu In the New dataset window that opens select enter a location on your system where you want your new dataset to be created Your new dataset will be created in its own folder at the location you selected Enter the name for the new folder that will be created for example My Data The folder name cannot contain the characters or a full stop Click on Proceed to continue Selecting a location for your new dataset It is very important that you select a location on your system that has full access rights for all user accounts in order that your data can be updated If you are running the software on a single PC the suggested locations are as follows Windows XP C Documents and Settings All Users Documents EZPZ Software EZPZ program name Datasets Windows Vista C Users Public Documents EZPZ Software EZPZ program name Datasets Windows 7 C Users Public EZPZ Software EZPZ program name Datasets The relevant folder will have been created when you installed the software LAN Users If you are running the software on a LAN you should first create a shared folder to hold all your datasets on the computer you are using as your server and name it EZPZDATA or similar You would then select the shared folder on the server as the location for the new dataset Landlord 5 User Guide 4 EZPZ Software Limited 2015 The New Business Wizard
112. nancy commenced if for example you are setting up the software and recording tenancies that started before the financial period you are using It would be unacceptable and incorrect to post rent charges dated before the current financial period begins In this case the start charging rent date should be changed to the due date of the first rent charge that falls in the current financial period For example consider a tenancy that commenced on 15 01 2007 on which the rent is due on the 15th of each calendar month If we were setting up the software for the financial period 06 04 2007 to 05 04 2008 we would create the tenancy with a commencement date of 15 01 2007 but we would enter 15 04 2007 as the start charging rent date as this is the date of the first rent charge that falls due on this tenancy after 06 04 2007 Page 3 Add tenants tenancy charging records TCRs Add one or more tenants to the tenancy using the Add tenant TCR button When the Select tenant window appears select the required tenant from the list then click OK If the tenant record has not yet been created use the Add button to create it and add it to the list Once the tenant has been selected a Tenancy Charging Record window will appear Complete the details of the amount to be charged to this tenant and the other details as required Click on the Save button to save the details and return to the Tenancy wizard Repeat the procedure for any additional tenants
113. ncy any tenancy charging records for the tenant will be deleted Note if the tenancy is for multiple tenants and one of the tenants leaves before the end of the tenancy you should not remove the tenant from the tenancy but use the method described in the Removing a tenant part way through a tenancy section below Tenancy Charging Records The Tenancy Charging Records TCRs section shows the tenancy charging records for the tenants on the tenancy A tenancy charging record TCR is used to control rent charges for a tenant There must be at least one tenancy charging record for each tenant on the tenancy even if the amount to be charged to the tenant is nil To edit a TCR double click on it or select it and click the Edit TCR button Funding details page Each TCR is valid between and inclusive of two dates called the Valid From date and Valid To date Rent charges will only be calculated using this TCR for the period defined by these dates The dates must lie within the date range formed by the Start and Stop Charging Rent dates of the tenancy The Valid To date must be completed for a fixed term tenancy but can be blank where the tenancy is a variable term one It is permissible to have charging records with valid dates that only cover part of the tenancy s term for example where the rent amount changes part way through the tenancy 01 03 2003 Tenancy Dates 31 08 2003 Rent 75 per week Rent 80 per week 30 06 2003 0
114. nding an until further notice automated entry If you want to stop any further instalments for an automated entry which is set as until further notice from being processed you can do so by selecting the number of instalments option This will update the number of instalments value with the number of instalments already processed and no further processing of the entry will be carried out Deleting an automated entry To delete an automated entry select it from the list and then click on the Delete button The entry will be deleted from the list and no further instalments will be processed Deleting an automated entry will not affect any transactions that have already been created from it Suspending processing of an automated entry Should you wish to suspend processing of an automated entry tick the place on hold option which can be found on the Instalments tab If you decide to reinstate an entry that was previously suspended remove the tick from the box and edit the next due date to the date that the next instalment is required Processing automated entries Automated entries can be processed at any time using the Process button on the Automated entries screen Landlord 5 User Guide 66 EZPZ Software Limited 2015 This will open the Process automated entries screen showing a list of instalments due to be processed as at the date shown Changing the date will rebuild the list and show instalments due at the n
115. ntrol account To ensure that the principle of double entry bookkeeping is adhered to there will always be at least 2 journals posted together as a batch but there could be many more Furthermore a journal will be for either a debit amount or a credit amount When journals are posted the sum of all the journal debits will equal the sum of all the journal credits The simplest example to quote is the transfer of funds from one bank account to another say where a cheque is cashed at the bank and the money is moved to the Petty Cash Account Although this transfer is covered by the Bank to bank transfer option on the Bank menu see elsewhere we can get exactly the same effect by posting the journals ourselves A bank to bank transfer is actually posted as a pair of journals e VAT when a business is VAT registered the picture becomes a little more complex Each transaction has a Net amount and a Tax amount The Gross amount is the Net and Tax amounts added together When a transaction having tax is posted the tax amount goes to a special VAT tax nominal account whilst the net amount is posted to its designated nominal account The gross amount is posted to the control account The transaction therefore affects 3 nominal accounts Landlord 5 User Guide 59 EZPZ Software Limited 2015 Nominal Categories The first level of analysis of income and expenditure comes from the use of Nominal Categories These nominal categories form the ma
116. nu They can also be entered using the options on the Bank Accounts Tasks menu In the Bank Receipt or Bank Payment screen that opens transactions are entered using the rows of the grid Each row represents one transaction when posted Select the Bank account from the dropdown list All the entries in the grid when saved will be posted to this bank account If the selected bank account is the cash account the transactions will be posted as cash receipts or payments otherwise they will be posted as bank receipts or payments e Bank Payment Bank account 1200 v Bank Current Account default 15 03 2011 15 03 2011 000102 7501 VISA DEBIT 7300 Tesco garage gt Jet Batch total 65 65 EUR 15 03 2011 Uee Entering bank payments The details that can be entered on each row of the grid are as follows Date Date of the receipt payment Ref Reference Cheque number or paying in slip number Nominal Nominal code The nominal code cannot be another bank account see bank to bank transfer below or a control account If the required nominal code is not in the list you can add it by typing in the new code and pressing lt TAB gt or lt Enter gt on your keyboard Confirm that you wish to add the new value to the table and you will be presented with a New Nominal record to complete PC Property code If the transaction does not relate to a specific property leave the PC column blank Dept Depart
117. od begins In this case the start charging rent date should be changed to the date of the first rent charge that falls in the current financial period For example consider a tenancy that commenced on 08 03 2007 on which the rent is due on the 8th of each calendar month If we were setting up EZPZ for the first time for the financial period 06 04 2007 to 05 04 2008 we would create the tenancy with a commences date of 08 03 2007 but we would enter 08 04 2007 as the start charging rent date as this is the date of the first rent charge that falls due on this tenancy after 06 04 2007 The stop charging rent date is used to end a tenancy before its expiry date in other words where a tenant vacates a property early It is also used to bring a variable term tenancy to an end where the tenant s have given notice The stop charging rent date will be the last day for which rent should be charged When the calculation of rent is carried out only the period from the start charging rent date to the stop charging rent date inclusive is calculated for Rent charges are calculated for this period only PL __ SS eE Tenancy Start Charging Stop Charging Tenancy Commences Rent date Rent date Expires Rent charges are calculated between the start and stop charging rent dates inclusive Tenants TCRs page This page shows details of the tenants on the tenancy and the amount s that each tenant is to be charged A tenancy can be for one tenant o
118. of 10 characters Each code must be unique as it is used to identify the record throughout the system If a record with that code already exists you will be prompted to enter a different one Click Next to go to the next page Address details Enter the address details in the fields provided Click Next to go to the next page Contact details Enter the contact details in the fields provided Up to 4 telephone numbers can be stored Use the dropdown provided to select the type of telephone being recorded This is important in the case of mobile numbers to activate additional functionality Click Next to go to the next page Defaults Edit the defaults for the record as required Click Next to go to the next page Identification Enter the details as required Landlord 5 User Guide 36 EZPZ Software Limited 2015 Click Finish to save the new record Editing an existing tenant record To open an existing record for editing highlight the record in the list and then click on the Edit button Alternatively double click on the record in the list The information in a tenant record is split over several pages Click on a tab to bring that page to the front When the tenant record first opens the Main page is at the front Once you have finished editing the record click on the Save button to update the record Closing the record without saving changes will cause the changes to be lost Main page Address for letters
119. osting Profit and Loss Account Proof of payment Rent charge Supplier Supplier invoice Supplier payment Tenant receipt Landlord 5 User Guide A report summarising the financial position of a business at a specific date An expenditure transaction that does not involve a supplier or period of credit An income transaction that does not involve a tenant or period of credit One of the postings made in a double entry transaction the other being a debit The postings can be considered the opposite of each other One that the business owes money to One of the postings made in a double entry transaction the other being a credit The postings can be considered the opposite of each other One that owes money to the business The name given to a bookkeeping system where the posting of a transaction affects two nominal accounts See Profit and Loss Account A transaction that moves an amount from one nominal account to another Each journal affects only one nominal account Two or more journals must be posted at the same time to maintain double entry bookkeeping rules A code used to refer to a nominal account An item in the nominal ledger A list of nominal accounts used to keep a total and provide analysis of income and expenditure The basis of producing the Profit and Loss Account and Balance Sheet The permanent recording or saving of a transaction A report summarising income and expenditure and th
120. osts page When the work has been carried out you can record the actual costs for the job on the Costs page Posting a new job cost To post a new cost click on the Add cost button A job cost window will open Select the type of transaction either Invoice or Credit note Select the Contractor that the cost relates to using the dropdown The main contractor for the job if there is one will have been selected by default Select the Nominal code for the job cost The default nominal code for the selected contractor supplier will have been selected by default Enter the rest of the details for the cost as required Click on the Save button to post the cost to the contractor supplier ledger Note in Property Manager job costs can only be posted if the property that the job relates to has one or more landlords assigned to it Linking an existing transaction as a job cost Where a transaction already exists on the system and you want to add it as a cost to the job click on the Link button The window that appears contains a list of all transactions held on file for the relevant property Select the transaction by clicking on it in the list Click on the Link cost button to link the transaction as ajob cost Landlord 5 User Guide 80 EZPZ Software Limited 2015 Removing a job cost The link between a transaction and a job can be removed by selecting the job cost from the list and clicking on the Remov
121. ow the last line of the address Limited Company tab The details on this page should be completed if your business is a limited company The details of your Registered Office address should be entered using the fields provided If this address is the same as that on Page 1 click on the button labelled as Page 1 to copy over the details Enter your Company Registration No and the place the company is registered in It is a legal requirement when trading as a limited company to include details of your registered office on outgoing invoices and statements The Registered Office footer at the bottom of this page is the text that will appear on invoices and so on Click on the Generate button to the right of this field to generate the default text The footer can be edited as required Landlord 5 User Guide 6 EZPZ Software Limited 2015 Properties Property records are probably the most important records on the system as almost everything else is connected to them Properties are after all the reason why this software exists in the first place The Properties List Property records are managed via the Properties list You can open the list by selecting the Property records option from the Properties menu or by clicking on the Properties button shown left on the main toolbar Adding a new property To add a new property click on the Add button on the Properties list screen to start the New Property wizard
122. own list provided If the required property type is not already in the list you can add it by selecting the Add new option at the very top of the dropdown Landlord 5 User Guide 7 EZPZ Software Limited 2015 Enter the number of bedrooms the property has Select the furnished type using the dropdown Select the default tenancy class using the button provided The tenancy class is a means of categorising your properties by the type of tenancy they will usually have The default tenancy class is RES Residential You might also have properties classed as Commercial Student and so on Property features This page is used to record information about the features the property has Tick the features or amenities in the list that apply to this property Letting restrictions Use the boxes to indicate any letting restrictions for the property and enter the minimum tenant age if different to the default suggested Target Rent The target rent is the rent that will be used in advertising literature and as the default when creating a tenancy for this property Enter the amount of the rent in the Net field VAT is not usually chargeable on residential lettings so tax code 9 would normally be used Certain commercial leases where the business is VAT registered are subject to VAT and for these you would use tax code 1 Select the frequency of the rent Enter the amount of any deposit a tenant will have to pay If you want to create a re
123. payment PP A purchase invoice records the fact that the business owes money to the supplier for the provision of goods or services The effect of posting a purchase invoice on the nominal ledger is shown in the diagram below 7504 Office Stationery Purchase Invoice 117 50 2100 Creditors Control Credit 117 50 Net 100 00 VAT 17 50 2201 Purchase VAT Effect on the Nominal Ledger of posting a purchase invoice for 100 00 VAT When a purchase invoice is posted it is initially an unpaid transaction reflecting that the business owes this amount to the supplier The Creditors Control Account is used to keep a running total of the amount owed to suppliers As most supplier invoices involve some period of credit such as payment terms 30 days from invoice date the use of the Creditors Control Account is very important in bookkeeping Imagine that you receive an invoice from a supplier dated 21 03 2008 on 30 day terms and your year end is 31 03 2008 Because the invoice has not been paid at the year end the amount has to appear as a creditor in the Balance Sheet A purchase payment records the fact that the business has paid the purchase invoice To continue with our example above the diagram below shows the effect on the nominal ledger of posting a purchase payment Landlord 5 User Guide 51 EZPZ Software Limited 2015 Purchase Payment 117 50 2100 Creditors Control 1200 Bank Account Credit 117 50 E
124. period entry by selecting it and clicking the Delete button You will be asked to confirm your action Linking to a transaction You can make or break a link between a rent charge and its underlying transaction by selecting the rent charge and clicking the Link button The link between a rent charge and a transaction is what tells the system whether a rent charge has been posted or not If there is no link the rent charge is classed as not posted Posting Rent Charges Rent charges are processed using the Post Rent Charges option on the Tenancies menu When a rent charge has been processed a tick will appear in the Posted column on the Rent Charges page to indicate that the transaction has been created whilst a tick in the Demand column indicates that a rent demand has been generated for the charge Ledger page The Ledger page shows the transactions for all the tenants on this tenancy Since a tenancy relates to a property only those transactions that have the relevant property code will appear here Thus if you post a tenant receipt and do not allocate it against a rent charge the action that copies the property code of the rent charge to the tenant receipt that tenant receipt will not appear on the Ledger page You can view and or edit a transaction by double clicking on it You can print a proof of payment for a receipt transaction by right clicking over the entry and selecting Print proof of payment fro
125. port 12 invoice 39 J job project 81 job record 79 Jobs list 79 journal 59 64 71 L loss 58 M mailshot 85 My Settings 46 86 87 N net profit 61 New Business Wizard 5 new dataset 4 nominal account 58 nominal account adding 62 nominal accounts list 58 nominal category 60 nominal code 58 nominal ledger 29 31 43 58 71 Nominal Ledger The 58 nominal sub category 61 O opening balance 38 68 opening balance supplier 70 P parent item 12 parent property 9 pictures 12 13 post 58 prepayment 63 printing 2 profit 58 Profit and Loss Account 60 project See job project proof of payment 26 38 Properties list 7 property address 7 property record copying 13 Property Wizard 7 Q quarter days 21 R refund supplier See supplier refund refund tenant See tenant refund reminder 10 86 reminder type 87 remittance advice 54 rent charge 28 rent charges 24 rent demand 26 28 rent record 10 room See accommodation S schedule of condition 10 SMS text message 37 53 SMS Text Messaging 89 standing order See automated entry start charging rent date 16 18 69 statement of account 49 stop charging rent date 18 supplier payment 55 supplier record 52 supplier records 52 supplier refund 56 Suppliers list 52 T target rent 8 TDS operator 34 Tenancies list 15 tenancy charging record 23 28 tenancy class
126. posits held on behalf of the tenants on those tenancies Tenancy deposits are liabilities of the business due to be paid back to the tenants at the end of their tenancies and as such can appear in the Liabilities section of the Balance Sheet Tenancy deposits for existing tenancies need to be entered using the Tenancy Deposits option on the Tenancies menu When the Tenancy Deposits list opens locate the relevant tenancy and double click on the entry to open the Tenancy Deposit screen Supplier Opening Balances Supplier opening balances are entered via the supplier record Open the Suppliers list by selecting the Supplier records option from the Suppliers menu e or by clicking on the Suppliers button on the main toolbar Locate the relevant supplier in the list and double click on it to open the supplier record Click on the Ledger page and then click on Enter Opening balance The Supplier opening balance screen will appear Select the Transaction type e Invoice where the balance is owed to the supplier e Credit Note where the supplier account is in credit Select the property code where the balance refers to a specific property Enter the rest of the details including the amount as required Click on Proceed to post the opening balance The opening balance will be posted as a purchase invoice PI or as a purchase credit note PC as appropriate to 9998 Suspense Account and will appear on the supplier s
127. r The choice of topics covered has also been influenced by the most frequently asked questions over the telephone help line This manual is intended to supplement not replace the Help file that can be accessed from within the software Whereas the Help file is a technical reference source that allows you to look up a topic and have it explained in general terms this manual works through processes in the order a user would typically carry them out EZPZ Software January 2015 Conventions This chapter summarises the controls and features that are common to all parts of the software Please take a few minutes to read this chapter and familiarise yourself with its contents Common Controls Grids Grid controls are widely used throughout the system to display lists of records and for data entry A grid looks very similar to a spreadsheet in its layout it is made up of rows and columns and the box where a row and column intersect is referred to as a cell At the top of each column in the grid is the column heading which contains text telling you what information is displayed in that column Many of the grids in the software have their column headings programmed to change the order of the records in the list when the column heading is clicked on You will recognise such grids by the presence of a blue arrowhead in one of the column headings The blue arrowhead indicates which column the grid is currently sorted on and also the dire
128. r bank statement At this point the reconciled balance on screen should equal the closing balance on your bank statement If this is the case click on the Reconcile button to mark the selected transactions as reconciled When you next open the Account Reconciliation window those transactions will no longer appear Saving your current position If you are unable to complete the reconciliation for any reason you can save your current position using the Save button This will record the items in the Items that appear on this statement grid so that they can be reloaded next time you carry out reconciliation of this account Posting adjustments Where there is a transaction on your bank statement that does not appear in the Account Reconciliation window because it has not yet been entered on the system you can enter the transaction using the Adjustment button When you click on the Adjustment OZ 7 jjustme Uses button the Post adjustment window will open Date 15 03 2011 Reference ADJUSTMENT _ Enter the details of the adjustment as required and enter the amount of the Nominal 7901 gt Department Z adjustment in either the Payment or Receipt field Once saved the Details Bank charges adjustment transaction will appear in the Items that appear on this Tc 9 y statement grid of the Reconciliation Payment Receipt window if the transaction is dated on or eur 15 23 0 00 before the Statement End Date Canc
129. r multiple tenants there is no limit in the software to the number of tenants that can be added to a tenancy Tenants on this tenancy section The top section of this page shows details of the tenants that belong to this tenancy Further tenants can be added to the tenancy using the Add Tenant button In the Select Tenant window that opens the tenant records already on your system are listed If the tenant you want to Landlord 5 User Guide 18 EZPZ Software Limited 2015 add to the tenancy has not yet been created click on the Add button to add a new tenant record Once the new tenant record has been saved it will be added to the list on the Add Tenant to Tenancy window Click on the tenant in the list to select it then click OK For each tenant you add to the tenancy you will be presented with a new Tenancy Charging Record for completion The tenancy charging record controls the amount of rent that will be charged to this tenant There must be at least one tenancy charging record for each tenant on the tenancy even if the amount to be charged to the tenant is nil For more details on tenancy charging records see below If you add a tenant to the tenancy by mistake you can remove him her by selecting the tenant in the grid and then clicking on the Remove Tenant button This will not delete the tenant record from the system but will remove the association between the tenant and the tenancy When a tenant is removed from a tena
130. rd for a nil amount This enables you to record details of a tenancy without actually generating any rent charges for it This technique can also be used where a tenancy is for multiple tenants but you want the whole of the rent charge to appear on the ledger of just one tenant leave the tenancy charging records for the other tenants as nil amounts TCR BROWNJOSEP Brown Joseph Funding details Frequency amp dates Templates Other Valid from 01 05 2013 to 31 10 2013 Y inclusive change Funding TENANT v Funder reference Nominal 4000 Department Gross Net Tc Tax Amount 800 00 9 0 00 800 00 per day MV charge is from Landlord s I do not charge commission Example Tenancy Charging Record TCR Funding details Frequency and dates page Frequency When rent is charged it is for a period of time indicated by the frequency For example where the frequency of the rent is weekly the period that a single rent charge covers will be 7 days inclusive Landlord 5 User Guide 20 EZPZ Software Limited 2015 In advance in arrears The date on which the rent falls due is referred to as the due date Using our example of weekly rent it would be usual for the rent to fall due on the first day of the 7 day period it relates to Where this is the case we say that rents are due in advance If our weekly rent were due to be paid on the last day of the 7 day period it related to we would
131. rd will have a tick placed in the Posted column When a demand is created the corresponding entry on the Rent Charges page of the tenancy record will have a tick placed in the Demand column The effect on the system of posting rent charges The Tenant Ledger When rent charges are posted the transactions they create will appear on the tenant ledgers and be included in the balances shown in the Tenants list A tenant balance will be positive where the amount is owed by the tenant If a tenant balance is negative shown in red it means that the tenant is in credit as a result of having paid too much or because pending rent charges have not been posted Landlord 5 User Guide 28 EZPZ Software Limited 2015 Double click on an entry in the Tenants list to open the tenant record and then go to the Ledger page The tenant ledger shows rent charges as transaction type SI in the TT column denoting sales invoice and the amount shows in the Charges column The Nominal Ledger g Open the Nominal accounts list using the Nominal button on the main toolbar The system uses double entry bookkeeping when transactions are posted so the process of posting rent charges will have had an effect on two nominal accounts It will act as a credit to one nominal account and a debit to the other Rent Charge 100 00 4000 Rental Income 1100 Debtors Control Credi 100 00 No VAT Effect on the Nominal Ledger of posting a rent c
132. re Limited 2015 59 Add picture File CIUSERSIPUBLICIEZPZ SOFTWARE PROPERTY MAI S Use the Pick File button to locate the picture to add Caption Front elevation optional Enter an optiona I Caption Close The Add Picture window Click on the Pick file button to select the picture to add You can add a Caption for the picture to help you identify what the picture is of Click on Save to add the picture Setting the order of pictures When printing a report that contains a single picture and there are multiple pictures stored for the object the first picture in the display order will be printed If the report supports multiple pictures the pictures are printed in order of their display order To change the order in which pictures are printed for the current object click on the Set picture order button on the picture control In the window that appears you can change the order of the items in the list using the grey buttons in the left hand column Click and hold down your left mouse button whilst the mouse pointer is over a button then drag the button up or down Once you have finished ordering the list click on Save to save the new order Removing a picture To remove the currently displayed picture click on the X button Note deleting a link to a picture file will not delete the actual picture file itself Landlord 5 User Guide 14 EZPZ Software Limited 2015 Creating Tenancies A
133. roject Click on a job in the list to select it To select multiple jobs hold down the lt Ctrl gt key on your keyboard Click on Proceed to add the selected records to the project Removing a job from a project To remove a job from a project select the job in the list and click on the Remove button Removing a job from a project will not delete the job record but will remove the project link from it making the job available for adding to another project as required Costs page The Costs page shows a list of all the job costs for all the jobs on the project and is for information only Deleting a Project record To delete a project record click on the record in the Job Projects list to highlight it and then click on the Delete button Note deleting a project record will not delete the underlying job records Landlord 5 User Guide 82 EZPZ Software Limited 2015 Creating Documents As well as having a multitude of reports for printing your EZPZ system also enables you to produce professional looking documents using Microsoft Word document templates The Document Manager The Document Manager is used to manage the Microsoft Word document templates The Document Manager is opened by selecting the option on the Utilities menu Each entry listed refers to either a document template as in the case of type LETTER or to a type of link that can be created to a file that is not a document template as i
134. roperty that is very similar to an existing property in the list you can do so by copying the existing property to a new record with a new code pee In the Properties list click once on the existing property record to select it and then click on mj the Copy button on the toolbar This will open the Copy Property window Enter a record code for the new property record in the field provided As previously mentioned each property code must be unique so the code entered must not already exist When copying a property record you can elect to have the supporting records copied as well by using the tick boxes Click OK to copy the record The new property record will be added to the Properties list from where you can open and edit it Adding Pictures You can add one or more pictures of a property room inventory item and schedule of condition item using the picture control provided Double click on the picture to give an enlarged view 3 3 Front elevation Double click on the caption to edit it OOOO h Change the display order Move through the Remove the link to this picture pictures for this object Add a picture Pictures are scaled down to fit on a report at the time of printing so to avoid distortion the picture dimensions should be in the standard ratio of 12 9 in either portrait or landscape format Click on the button to add a picture The Add Picture window will appear Landlord 5 User Guide 13 EZPZ Softwa
135. rouped together and shown as a single item similar to the way in which they appear on a bank statement Note ticking or un ticking the show individual transactions box will clear any transactions you have moved into the lower grid and put them back into the upper grid Carrying out the reconciliation The suggested procedure for carrying out reconciliation using a bank statement is as follows e Before beginning to reconcile your bank statement ensure that the reconciled balance shown on the screen is the same as the opening balance on the bank statement If the two amounts do not agree you should leave the reconciliation and try to find out why there is a discrepancy before continuing Landlord 5 User Guide 77 EZPZ Software Limited 2015 e For each entry on your bank statement locate the corresponding entry in the Items not yet reconciled grid Click on the entry to select it then click on the Move item button to move the entry into the lower grid When you move an entry from one grid to the other the Reconciled and Difference amounts will be updated If you move an entry into the Items that appear on this statement grid in error you can move it back by selecting the entry and clicking on the Remove item button You can also move an entry from one grid to the other by double clicking on it e Continue in this way until the Items that appear on this statement grid contains all the transactions that appear on you
136. s above the address fields to copy the address into the Address for letters field on the Main page Documents page The Documents page is used to create documents for the tenant and to record the location and details of any documents produced For more details see the chapter on Creating Documents Landlord 5 User Guide 38 EZPZ Software Limited 2015 Identification page The Identification page of the tenant record is used to record details of the date of birth national insurance number date of incorporation and company registered number if applicable for the tenant Once the tenant record has been saved you can add one or more pictures of the tenant using the picture control provided For details on how to use the picture control see Adding Pictures Tenancies page The Tenancies page of the tenant record lists the tenancies on the system that the tenant is linked to Click on a tenancy in the list then click on the View property button to open the property record for that tenancy Alternatively double click on the tenancy in the list Creating invoices and credit notes Invoices and credit notes can be created that can be printed and sent out to tenants When the invoice or credit note has been created it can then be posted to become a transaction that will appear on the tenant s ledger Until such time as it is posted the invoice or credit note can be edited and the details and amount changed
137. s an action is considered necessary 4 The system then checks the credit control history to see if any credit control actions already exist for this transaction If an action is found and is marked as completed the system checks what the next step in the credit control process is and how many more days it has to wait before that step is due to be taken If the next step is due it will be suggested and added as a pending action 5 Where the system finds a pending action in step 4 it checks the date reference and action for the entry If these are the same as the action it has just decided needs to be taken the pending entry is updated with the new date and balance Where the date of the pending action is dated in the future or it is for a different action the action is left unchanged and no further action is added Carrying out credit control Select the Credit control option from the Tenants menu Any pending credit control actions due for processing on or before today s date will be listed on screen You can use the dropdowns at the top of the screen to show actions of a specific type or show actions that have been completed Tick the include future actions box to include actions dated for processing after today s date Credit control assessment is carried out automatically each time you start the software if you have the Check credit control at start up option ticked on the My Settings screen You can also carry out
138. s and letters if you wanted to up to a maximum of 4 characters In the case of the Miscellaneous Motor Expenses nominal account its nominal code is 7304 If we were referring to this account in the text we would write it as 7304 Miscellaneous Motor Expenses The Nominal accounts list You can view and maintain the nominal accounts on your system by selecting the Nominal account records option from the Nominal menu or by clicking the Nominal button on the main toolbar The Nominal accounts list shows each nominal account along with its current balance The balance of an account will be either debit or credit and the total of all debit and credit balances shown at the bottom of the screen should always be equal Note a nominal account that has a zero balance might still have transactions the debit and credit transactions when added together may cancel each other out When a transaction is posted the term used for saving a transaction it will usually affect 2 nominal accounts This is where the term double entry bookkeeping comes from In order to differentiate between the 2 nominal accounts we refer to the second nominal account as the control account Landlord 5 User Guide 58 EZPZ Software Limited 2015 Control accounts work just the same as other nominal accounts but they are special in that they must exist for the system to work properly You can view a list of the control accounts on the system by selectin
139. s can then be edited as required Standard items are managed using the option on the Invoices credit notes list Tasks menu Landlord 5 User Guide 42 EZPZ Software Limited 2015 When all invoices credit notes have been entered click on the Post button to post the items as transactions to the ledger Click on Abandon to discard the details you have entered without posting them The effect on the system of posting a sales invoice The Tenant Ledger Once an invoice has been posted saved it will increase the balance owed by the tenant as displayed in the Tenants list The invoice will appear on the tenant ledger The transaction is of type SI shown in the TT column denoting sales invoice and the amount appears in the Charges column The Nominal Ledger Because the system uses double entry bookkeeping posting an invoice affects two nominal accounts It will act as a credit to one nominal account and a debit to the other 4000 Sales Credit 100 00 Effect on the Nominal Ledger of posting an invoice for 100 00 no VAT Sales Invoice 1100 Debtors Control 100 00 Furthermore if the invoice has an amount of VAT the Sales Tax Account will also be affected For example an invoice for 100 00 plus VAT at 17 5 would result in the following 4000 Sales Sales Invoice 1100 Debtors Control 117 50 2200 Sales VAT Net 100 00 VAT 17 50 Effect on the Nominal Ledger of posting an invoice for 100 00 VAT
140. s in the 1st year as are his purchases The wages that Gilbert pays to his employees appear in the Direct Expenses section of his Profit and Loss Account A direct expense or variable cost is one that varies in proportion to sales You can see that the reasoning here would be that the more salesmen Gilbert employs the more his Income would increase and so would his Direct Expenses Year 3 For the third year Gilbert decides to go big time He realises that if he buys shoelaces in larger quantities he can buy them direct from the manufacturer at such a good price that he could become a wholesaler himself So he rents a Landlord 5 User Guide 60 EZPZ Software Limited 2015 warehouse to store the shoelaces in and employs a secretary who will look after the administration side of things and a man to work in the warehouse who will take care of distribution At the end of the 3rd year Gilbert now finds there are entries in the Overheads section of his Profit and Loss Account Overhead is a term used for an indirect expense or fixed cost An indirect expense is an expense that does not vary with sales In our example the rent that Gilbert has to pay for the warehouse will be the same no matter what level his income rises or falls to and so it is classed as a fixed cost Can you identify any other costs that will be overheads rather than direct expenses We can now give a summary of what is included in the 4 sections of the Profit and Loss Ac
141. s of the tenants on the tenancy are shown at the top of the screen Landlord 5 User Guide 34 EZPZ Software Limited 2015 Page 1 Deposit details Where there is only one tenant on the tenancy the tenant will be selected in the Tenant dropdown Where there is more than one tenant on the tenancy select the appropriate tenant The transaction will be recorded for the selected tenant Select the bank account the deposit was paid into out of internal deposits only Enter the date and other details as required Enter the amount of the deposit transaction Click Next to move to the next page Page 2 Tenancy Deposit Scheme This page will appear when receiving repaying or transferring a deposit from the external deposits tab and when transferring a deposit from the internal deposits tab and when receiving repaying or using a deposit from the internal deposits tab where the TDS type of the tenancy deposit is insurance based Select the TDS type and Operator as applicable Enter the Reference if the Operator has provided one for this transaction Click Next to move to the next page Page 3 TDS operator charge details This page will appear where the transaction involves a TDS Operator Select the Yes option if a charge has been made for this deposit transaction and you want to post the charge to the Operator s supplier s ledger Complete the transaction details as required Default values will be filled in for you if these
142. saved statement or No to start over Previous statement You have a previously saved statement for this account Do you wish to use the saved statement If a previously saved reconciliation is not found or if you selected No on the previous screen the Statement details window will appear next Enter the date of the statement you are statement details Ea reconciling to and its closing or end balance If the transactions tick box is ticked the Please enter details of the statement you are reconciling reconciliation window will only contain transactions that are dated on or before the statement date you enter l Balance 2578 10 in credt y It is not essential to enter the statement RR eosin details but it can help with the reconciliation process Iv only show transactions dated up to the statement date Date 31 10 2012 Click OK to launch the Reconciliation 5 OK Cancel window The reconciliation window The reconciliation window is split into two halves The upper half labelled Items not yet reconciled lists the transactions that have not yet been reconciled for this account The lower half labelled Items that appear on this statement is used to move transactions into where the transactions appear on the statement being reconciled The calculation at the bottom of the Reconciliation window shows the difference between the reconciled balance and the sta
143. selecting the option from the Suppliers menu or from the Suppliers list Tasks menu Bank details section Select the bank account that the money is being paid out of using the Bank dropdown and enter the Date the money was paid The Reference field will have been completed with the next cheque number in sequence for the selected bank account and can be edited if required Account details section Select the supplier Account using the dropdown lists The left hand dropdown has suppliers listed in order of account code the right hand one is in name order Any unpaid items for the selected supplier will be displayed in the grid Unpaid items are those transactions that have not been fully allocated or paid This will include any unpaid invoices unallocated credit notes and any payments that were previously entered but not allocated The amount owed to this supplier is shown as the Balance Landlord 5 User Guide 55 EZPZ Software Limited 2015 Amount section Enter the amount paid to the supplier in the Amount field Press lt Tab gt on your keyboard to move to the first row of the grid in the Allocate column Notice that both the Balance and Left to apply amounts are updated The Balance now includes the amount you just entered The Left to apply amount shows how much we have available to allocate against invoices We now need to tell the program which items are being paid by this amount by allocating the amount against them We do
144. st Batch entry of Invoices and Credit Notes This option allows entry of invoices and credit notes received from suppliers Batch entry is carried out by selecting the option on the Suppliers menu From the sub menu select either Invoice entry or Credit note entry The relevant batch entry screen will then open Both options are also available from the Tasks menu on the Suppliers list Fast tracking Supplier Payments When entering supplier invoices if the payment details are known you can optionally post the supplier payment at the same time as the invoice by entering the relevant details in the columns at the far right of the grid labelled Paid date Bank Ac and Cheque No Invoices or credit notes are entered in the grid one on each row The information entered is as follows Supplier Select the supplier account code using the dropdown in the first column of the grid A new supplier account can be created by typing in a new supplier account code in the first column of the grid and pressing lt Tab gt or lt Enter gt on your keyboard Date Invoice date Ref Invoice Credit note number or reference PC Property code If the invoice relates to a property enter the property code or select it using the dropdown Dept Department code if you are using departments or cost centres otherwise leave blank Landlord 5 User Guide 54 EZPZ Software Limited 2015 Nominal Nominal account Ent
145. t Assets section of the Balance Sheet When prepayments are posted at the end of subsequent months an amount of 10 00 will be debited to 8201 Subscriptions and credited to 1199 Prepayments each time The balance in the prepayments account will reduce each month until at the end of 12 months it returns to nil and the full 120 00 will have then been debited to 8201 Subscriptions How postings affect the nominal ledger Accruals Accruals are somewhat the reverse of prepayments in the way that they work When an accrual is set up there is no invoice to post as it will arrive at some time in the future That after all is why we are setting up the accrual As an example consider a quarterly telephone bill we are expecting in three months time It is anticipated that the bill will be for around 300 00 An accrual is created for 300 00 split over 3 months The posting of the accrual does the following e For each of the 3 months an amount of 100 00 being 300 00 divided by 3 months is posted as a journal debit to account 7502 Telephone and credited to 2199 Accruals e When the third and final posting is made an additional journal is posted for the full amount to reverse the postings to the Accruals account In our example the full amount of 300 00 is posted as a journal credit to 7502 Telephone and a journal debit to 2199 Accruals The actual supplier invoice is then posted when it is received in month 3 If the actual invoice turn
146. te from transaction You can create an invoice or credit note that can be printed by right clicking over the relevant entry and selecting the Create invoice credit note option from the shortcut menu that appears Once the invoice or credit note has been created it will be added to the Invoices Credit Notes list from where it can be printed Entering an opening balance If you are setting up the system for a business that has already been trading you may need to enter an opening balance for some or all of your debtors For more details see the chapter on Entering an Opening Trial Balance Defaults page Account status The account status for an account can be active or dormant Accounts having a dormant status are excluded from the dropdown lists used throughout the software Credit Control page The Credit Control page shows the credit control history for this tenant From this page you can add credit control entries and print statements for the tenant For more details see the chapter on Credit Control Deposits page The Deposits page of the tenant record shows the history of deposit transactions for this tenant Deposits are added and repaid using the Tenancy Deposits option on the Tenancies menu Addresses page The Addresses page is used to record details of the previous address forwarding address and registered office address if applicable for the tenant Click on any of the link
147. tement end balance This difference will be equal to the total of the transactions that appear on the statement and that need to be selected on screen to enable the reconciled balance to agree with the statement end balance Where transactions have previously been reconciled for the selected account the total of the reconciled transactions and the date of the last reconciliation will show as an entry in the lower half of the window with Last reconciled balance as the details In the screenshot below the last reconciliation was carried out for a statement dated 05 04 2011 The total of all reconciled transactions shows as 1 526 50 and the amount is positive indicating a credit balance The reconciliation is carried out by working through the bank statement and matching each entry on the statement to a corresponding entry in the Items not yet reconciled section As each entry is matched we double click on it or click on the Move item button to move it into the Items that appear on this statement section In so doing the amounts in the Reconciled balance and Difference fields at the bottom of the window will be updated Landlord 5 User Guide 76 EZPZ Software Limited 2015 When all matching items have been moved into the bottom list and assuming all the transactions that are on the bank statement have already been entered in the software we would expect the Reconciled balance field to show 1 359 50 the same as the Statement end ba
148. tenancy record is a link between a property and one or more tenants as shown in the diagram below Tenant A Property Tenancy Tenant B Tenant C A tenancy record carries the property code for the property it relates to and is used to store the tenancy dates The amount of rent each tenant is to be charged is recorded using a tenancy charging record The tenancy charging record also stores details of the frequency of the rent charge and who the charge is being made to the tenant himself or another funding source such as housing benefit The Tenancies List Tenancy records are managed via the Tenancies list The list can be opened by selecting B the Tenancy records option from the Tenancies menu or by clicking on the Tenancies button on the main toolbar Current tenancies at today s date are shown in black text in the list whilst expired and future tenancies are shown in grey text Adding a new tenancy the Tenancy Wizard The Tenancy Wizard takes you step by step through the process of creating a tenancy To start the Tenancy Wizard open the Tenancies list and click on the Add button on the toolbar The Tenancy Wizard is also available from the Tenancies page of the property record The Tenancy Wizard consists of a series of pages that you work through by completing each one and then clicking on the Next button at the bottom of the screen to go to the next page If you need to go back to a previous page click on the Bac
149. th Adding a new prepayment or accrual Select the Prepayments and accruals option from the Nominal menu or select the option from the Nominal list Tasks menu to open the Prepayments and accruals list Click on the Add button on the toolbar to create a new record Select the Type of entry required either Prepayment or Accrual Select the Nominal account This must be the same as that used when posting the invoice that the entry is being created for Depending on the type of entry selected the Prepayments or Accruals account is the nominal code for the Prepayments or Accruals Control Account in the nominal ledger The defaults are 1199 Prepayments and 2199 Accruals Enter Details in the field provided These will form the transaction details used for each posting Enter the amount and the number of months over which the amount is to be split The net amount is used if your business is VAT registered The reason for this is that in the original invoice only the net amount shows up in the Profit and Loss Account The tax element is accounted for in the VAT account in the Liabilities section of the Balance Sheet If your business is not VAT registered you should enter the gross amount in the Amount Net field Save the new entry then close the screen to return to the Prepayments and accruals list with the entry added Prepayments are shown in the list as type P Accruals as type A Landlord 5 User Guide 63
150. the dropdown lists the left hand dropdown has tenants listed in order of account code the right hand one is in name order Any unpaid items for the selected tenant will be displayed in the grid Unpaid items are those transactions that have not been fully allocated or paid This will include any unpaid invoices unallocated credit notes and any receipts that were previously entered but not allocated The amount owed by this tenant is shown as the Balance Amount section Enter the amount received from the tenant in the Amount field Press lt Tab gt on your keyboard to move to the first row of the grid in the Allocate column Notice that both the Balance and Left to apply fields have been updated The Balance now includes the amount you just entered The Left to apply amount shows how much we have available to allocate against rent charges Tenant receipt k gt a Bank 1201 x Trading Bank Account default x GBP Date 291011201 5 vw Reference Batch total 0 00 Account BROWNGRAHA Brown Graham v Balance 3 880 00 Amount 850 00 Rate 1 0000000 Leftto apply 850 00 Date Ref PC LC FC Dept Details Amount Unpaid Allocate 656 01 09 2012 SI 319 CHURC NOVEMITENAI Rent charged 850 00 450 00 658 01 10 2012 SI 319 CHURC NOVEMETENAI Rent charged 850 00 850 00 0 00 RAN 1 11 2019 SI 210 CHIIRCNOVEMITENAI I Rent charned gan an gan an ann Enter the amount received here Allocate against
151. the ledger depends on whether the Show deleted transactions on ledgers option has been ticked in My Settings see the Settings menu If this option has been ticked deleted transactions will appear in red on the ledger but are not included in the balance Use the Set Clear filter button to view a subset of transactions for example between two dates Landlord 5 User Guide 53 EZPZ Software Limited 2015 Use the Print button to print a copy of the ledger currently displayed on screen Viewing Editing Transaction You can view and or edit a transaction by double clicking on it Remittance Advice You can print a remittance advice for a payment transaction by right clicking over the entry From the shortcut menu that appears select Print remittance advice Defaults page Select the Defaults page to choose a default nominal code and department and to enter a credit limit for the supplier The default nominal code will be suggested whenever you enter invoice details using the supplier s account code Account status The account status for an account can be active or dormant Accounts having a dormant status are excluded from the dropdown lists used throughout the software Jobs page The Jobs page shows a list of jobs where the supplier has been selected as the main contractor To open a job record click on it in the list and then click on the View button or double click on the entry in the li
152. try Tick the adjust date if it falls on a weekend option if you wish to use bank processing dates When this option is ticked the next due date will be adjusted at the time of processing if it falls on a Saturday Sunday or public holiday to the date of the next bank business day The Date of last instalment and Processed to date fields will be blank until the first instalment is processed First Last instalment tab If the amount of the first and or last instalment is different from the amount of the regular instalment enter details on this tab In the case of an automated entry where the until further notice option is selected on the Details tab any amount entered for the last instalment will not be used Click on the Save button to save the new automated entry Editing an entry To edit an entry select it from the list and then click on the Edit button Alternatively double click on the entry If no instalments have been processed for this entry all the details will be available for editing Once instalments have been processed you will not be able to change some of the details such as the frequency You can use the Next due date field to control the date of the next instalment This can be used to miss out instalments by entering a later date than that scheduled or to repeat an instalment by resetting the date to an earlier one The Next due date cannot be earlier than the Start date for the automated entry E
153. tters and numbers up to a maximum of 10 characters Each document code must be unique on the system The Display name is what will appear in the list of documents You can also use the Comments field to enter text to help you identify the document Next click on the Save As button to the right of the filename field In the window that opens select a location and enter a filename for the new document template Landlord 5 User Guide 83 EZPZ Software Limited 2015 Click OK to save the new document record The new document record will be added to the Document Manager list and a copy of the document template you selected will be created with the new filename you gave it Customising the new document template Having created our new document record we can now customise the document template associated with it Double click on the entry in the Document Manager list to open the document record Locate the button labelled Edit file and click on it This will open the document template in Microsoft Word where it can be edited The figure below shows how the document template appears when it is being edited in Microsoft Word Notice the document placeholders These are the phrases coloured in red although they don t have to be and enclosed by angled brackets When you create a document from this template using EZPZ the document placeholders will be replaced by the relevant data for the object When the data is inserted the red
154. vided Up to 4 telephone numbers can be stored Use the dropdown provided to select the type of telephone being recorded This is important in the case of mobile numbers to activate additional functionality Click Next to go to the next page Defaults Edit the defaults for the record as required Click Finish to save the new record Landlord 5 User Guide 52 EZPZ Software Limited 2015 Editing an existing supplier record To open an existing record for editing highlight the record in the list and then click on the Edit button Alternatively double click on the record in the list The information in a supplier record is split over several pages Click on a tab to bring that page to the front When the supplier record first opens the Main page is at the front Once you have finished editing the record click on the Save button to update the record Closing the record without saving changes will cause the changes to be lost Main page Telephone Numbers You can enter up to 4 contact telephone numbers for each supplier using the fields designated by the telephone icon Use the dropdown to select the type of telephone number such Home Mobile Business Fax and enter the telephone number itself in the field provided When telephone type Mobile is selected the icon will change to a speech bubble Click on this bubble to send an SMS text message direct to the supplier s mobile telephone For more detai
155. y of its dates and its amount To prevent the system overwriting your changes if charges are generated again tick the Lock option Locked charges are left unchanged when charges are generated using the Generate button Reversing a Rent Charge When a rent charge has been posted in error and you want to delete the transaction and charge the rent again you can do so using the Reverse button Crediting a Rent Charge When a rent charge has been posted you can issue a full or partial credit note against the rent charge using the Credit button In the screen that appears edit the period and other details as required Click Save to post the credit note An additional entry will be inserted into the rent charges list for the credit note Inserting a Free period A free period is one for which no charge will be made You may require this feature where for example a tenant has agreed to decorate the property from his own pocket and you in turn have agreed to allow him a week s free rent for this To insert a free period click on the Free button In the screen that appears select the Tenant and Funding values using the dropdown lists provided and enter the period required Click OK to create the free period s The rent charges will be regenerated and the rent charges on either side of the free period can be adjusted if required Landlord 5 User Guide 25 EZPZ Software Limited 2015 Deleting a Rent Charge You can delete a free
156. y the invoice in 2 Items 1 and 3 are both processed using the same bank account so that the net amount through that bank account will be the net amount received from the managing agent Page 1 Receipt details Select the Property that the receipt relates to The dropdown list will only include those properties that have a managing agent selected on their Miscellaneous page The Agent details will be shown and the default rate will be updated from that stored in the property record The rate can be edited if a different figure is to be used for this receipt Select the Tenant that the receipt relates to Click on the Next button Page 2 Date received Enter the date that the money was received banked and select the bank account it was paid into Enter a suitable reference and select the Funding type as applicable Click on the Next button Landlord 5 User Guide 32 EZPZ Software Limited 2015 Page 3 Transactions to be processed Enter the gross amount that was paid by the tenant as advised by the Managing Agent The commission charged by the agent will be calculated and shown in the Agent charges section and the net amount received arrived at Additional charges made by the agent can be added if required Click on the Finish button to post the transactions When the transactions have been posted the wizard will return you to the first page so that further receipts can be entered if required Once posted the tenant

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