Property Manager Release Version 7.5

11/12/2008

Important Notices for v7.5 Users:

These release notes are broken down into 2 sections for major and minor enhancements to the application. A third section lists all new windows and tasks that have been added where your System Administrator will need to set security in order for you to have access to them.

 

This is a summary of enhancements made with 7.5.  Details of each enhancement are described in the appropriate sections of the Help documentation, which you can get to by clicking the links for each of these enhancements.

 

 

Jump down to:

Major Enhancements

Minor Enhancements

New Windows/Tasks to be set in Security

Major Enhancements

Dashboard :

The Dashboard is a tool to monitor the activity and real-time information of all the communities in your portfolio and to access the tasks and areas of the application that you use most.  The Dashboard can be set to be the first window you see when you log into Property Manager each day.

 

The Dashboard has 11 objects that can be added to each user’s own Dashboard.  Each user has the ability to customize their own Dashboard by adding any or all Objects that are meaningful to them and their responsibilities.  The objects will only display communities that a user is authorized to see.  Some of the objects can be configured to only display what is important to a user’s responsibilities.  Objects included are:

 

Annual Recertification

Receivables

Vacancy

Notices

Reminders

Weekly To Do List

Quick Links

To Do List

Work Orders

Quick Tasks

Unit Turnover

 

Click here for details of configuring your own Dashboard

Amenities:

There are three types of Amenities in Property Manager – Amenities (rentable items), Unit Features (attributes of a unit) and Conveniences (optional household amenities).  Conveniences have been available in Property Manager via the charge types that are used to bill them.  Amenities and Features are new with Version 7.5.

 

 

Please Note:  If you update your rent plan to break the total number down by the base rent and the unit features, be sure to reduce the base rent amount by the amount to be included for the unit features so that there is no change in the total rent amount.

Prospects :

The old Applications tab under Occupancy and Compliance Detail has been Renamed Prospects.  To help with marketing and tracking prospective tenants, the new status of Prospect has been added.  A household is a Prospect when they have contacted you in some way (phone, email, walk-in, etc.) and expressed an interest in a unit.  A Prospect has or will fill out a Guest Card and will keep the Prospect status until they are sent an application or the Prospect is removed as no longer being viable.

 

As a part of the addition of the Prospect status, descriptions of other statuses have been updated:

 

Prior Versions

Version 7.5

-

Prospect

App Sent

Application Pending

Waiting HH

Waiting for Unit

Scheduled HH

Scheduled for Move-In

Removed App

Removed Applicant/Prospect

Rejected App

Rejected Applicant

 

Enhanced filtering/search capability on the Prospects tab allows you to find a particular prospect or group of prospects easily.  Search for a prospect by whether or not an application has been sent, when the last contact date was, when their follow-up date was set to, what their appointment date is, when their desired move-in date is, what their desired lease term is, what their price range is, and what their interest level is.  After selecting one or more of these search criteria, clicking the search button will bring up the prospects that you currently need to attend to.

 

When using the Add Prospect task, you have the ability to log the contact with any detailed notes, specify the referral type and source (i.e. – Newspaper / The New York Times), rate the lead as being either hot, warm, cold or not rated, specify a desired lease term (in months), move-in date and price range, schedule a date for an appointment, and specify a date to follow-up with the prospect.  You can also use Household Codes to specify specific requests and/or needs of the Prospect. You can also select which amenities the prospect is interested in. You can select which Communities and Program Types for the Prospect.  When adding a prospect, you are required to enter one type of contact information for the prospect – email address, physical address or phone number.

 

From the Add Prospect task, you now have a Guest Card for a household.  If one user creates a Guest Card for a household for a community that user has access to and another user creates another Guest Card for the same household but for a different community that only the second user has access to, then the household has 2 Guest Cards – one created by each user.

 

From the Prospects tab page you also have tasks to Update Prospect Guest Card, Send New Application and Process Application.  You can also use the Add Guest Card and Update Prospect Guest Card tasks from the Household Detail > General tab.  As you add and maintain guest cards, you can add a detailed note the guest card’s Contact Log to keep track of all the contacts with a prospect.

 

You can maintain your own list of Referral Sources for the Referral Types:  Newspaper, Internet and Brochure/Flyer.  Referral Sources are maintained at System Administration > Maintain Lookup Tables – Referral Source.  The Referral Type Referral by Resident allows you to select an existing household as the Referral Source.  The Referral Types Other and Referral by Non-Resident allow you to type in text to further describe the Referral Source.

 

Under Property Manager > Reports, the Application Sent and Referral Report have been updated to use the new referral source for Prospects.

 

As a part of this Prospects enhancement, we have given you a way to flag Household User Codes (Pre-Occupancy Codes).   When adding/maintaining a prospect’s Guest Card, you can select one or more Household Codes as preferences for the Prospect (i.e. – prospect needs parking or a unit on the first floor, prospect has pets).  User Codes are maintained at System Administration > User Codes.  The pets and parking needed indicators that were on the waitlist are new Household User Codes (Pre-Occupancy Codes).

Manage Vacancies :

The Manage Vacancies tab under Occupancy & Compliance Detail has been enhanced for ease of use.  The window is now broken down into a To-Do List to better manage and track the tasks in regards to managing vacancies for a selected community or all communities the user is authorized to view.  This gives you the ability to track Move-Ins, Transfers and Move-Outs in a similar way that Annual Recertifications are tracked.  Many of the tasks that were on the Occupancy & Compliance > General tab that were related to move-ins, transfers and move-outs were moved to the new Manage Vacancy tab.  The General tab now only includes To-Do List Activity for Potential Vacancy Claims and Unsigned Certifications, and their related tasks.

 

The Manage Vacancies tab includes a Find Household feature that allows you to search for households on this tab.  If you are in the Schedule Move-In/Transfer Activity, the Find Household function searches the selected waitlist first and if the household is not found, the Find Household will search the remaining activities.

 

To-Do List Activities:

 

The Manage Vacancies tab gives you one place to perform all of these To-Do List activities, which should prevent you from having to go from household to household searching for individuals to move-in or transfer.  These tasks are still available from the household level, so that if you are starting from a household, you don’t need to leave that household and navigate to the Manage Vacancies tab to move them in or out.

 

Reminders – Property Manager will no longer create reminders for Move-Ins, Transfers or Move-Outs. The Manage Vacancies To-Do List activities will be where you go to see what needs to be done.

Approval Step added to Annual Recertification Process:

An Approve Certification Activity has been added to the Annual Recertification To-Do List under Occupancy & Compliance.  This step can be activated for one or more Funding Program Groups of any community on the Community Detail > Program Info tab by selecting ”Approval Required” in the Annual Recertification data window.

 

Once this Approval Required parameter is selected, a request for approval will be created once a household’s annual recertification has been created.  A new task, Review for Approval, is available from the Approve Certification Activity to review the household members, income & expense and certification.  After reviewing this information, the wizard allows you to either approve or reject the certification.  You are required to enter comments when a certification is not approved.  While a certification is in the Approve Certification Activity pending approval, the certification will not be available for signature.

 

When the certification is approved, the household moves to the Sign Certification Activity.  When it is not approved, the certification will be deleted and the household moves back to the Certify Activity and will be marked with a red flag.  When the user goes back into the Create Certification task for the rejected household, the history of the approval process including the reason why it was rejected will be shown.

 

Security for the Review for Approval task should be limited to only those employees who are authorized to give that approval.

Funding Program Groups with Optional Funding Programs & Waitlist Groups:

Funding Program Groups with Optional Funding Programs:

In previous releases, separate Funding Program Groups were created to indicate a subset of units that have an additional set aside.  This caused separate waitlists and separate rent plans that may not have been necessary or desirable.  With 7.5, the funding program with the set aside can be added to a funding program group as an optional funding program.  The units can all be counted in one funding program group where an individual unit/household can be set to "opt out" of the optional funding program.  In the Schedule Move-in/Transfer task at Occupancy & Compliance Detail > Manage Vacancies and the Schedule Move-In task at Household Detail > General you will now opt out of a funding program instead of picking a layer.

 

Utilizing this feature works best if the set aside can be filled by any unit, not fixed units, and if the participation in the funding program is not visible to the tenant in any way.

 

Things that prevent funding program groups from being combined include:

 

The Swap Layer task will only include an ineligible layer as a choice on a funding program that does not calculate income and does not calculate rent.  Otherwise the ineligible layer will be excluded from the list of layers to swap into.  I.e. – separates a change in funding group participation from a change in layer.

 

Contact Bostonpost Support if you have a community with funding program groups that can be combined

 

Waitlist Groups:

For those who can not combine funding program groups, these disparate funding program groups can be combined into one Waitlist Group when appropriate.  Also, Waitlist Groups can be created for multiple communities.  Contact Bostonpost Support to setup Waitlist Groups for your application.

 

Waitlist Groups allow you to combine funding program groups that may have different rent plans, but are processed as one waitlist from the perspective of tracking applicants.  In the past you may have had a policy of putting each household on all funding program groups for a community.  Or you may have tracked your waitlist on one funding program group even though households may be put into a different funding program group at the time the move-in is scheduled.  For example, you have two funding program groups: tax credit at 60% and Bond Financing at 80%.   Until you certify a household's income, you don't know at which level of income they will qualify.  In this case one waitlist group allows you to manage one waitlist for both of these funding program groups.  The household will be qualified on an eligible or ineligible layer of each funding program in the funding program groups.  When you schedule the move-in, if the household is ineligible at 60% but eligible at 80%, you will be able to schedule the move-in to the unit to be counted in the Bond funding program group, but not the tax credit funding program group.

 

Another example of waitlist groups allows you to combine waitlist for more than one community.  This is useful if you have implemented the site as different communities in Property Manager because the owner and accounting books are separate, but from an applicant's perspective, they are applying to all sites at once.   You will still view the waitlist by community, but the system will automatically help you maintain identical waitlists at each community for the purpose of finding the right household to move-in to the next available unit.

 

On the Community Detail > Waitlist and the Occupancy & Compliance Detail > Waitlist tabs, the selection of waitlist is now by Waitlist Group instead of by Program Group.  The Income Layer selection is now driven by the Waitlist Group.  Waitlist Preference is now available as a filter when there are waitlist preferences defined for the waitlist group

 

A new task has been added to the Community Detail > Waitlist tab to Maintain Waitlist Parameters.  Because of this new task, the tables Waitlist Group and Waitlist Preferences have been removed from System Administration > Maintain Lookup Tables.  From this task you can add or delete waitlist preferences for the waitlist group.  A list of funding program groups included in this waitlist group will be displayed noting that any changes made in this task will affect all funding program groups in the waitlist group.

Rent Plan Tasks:

On the Community Detail > Rent tab the Manage Rent Plan task has been replaced by 4 distinct tasks to better manage your rent plans.

 

 

The 3 tasks to maintain existing rent plans will indicate the date of the highlighted plan to ensure that you are working with the correct rent plan.

 

Since you select the plan to maintain before going into a task, you no longer have to select a Funding Program Group or Select a Plan to work with in the task.  If you are in the Add New Rent Plan task, the first step is set the effective date for the new plan and then click Next to Add Rent Plan.  The other tasks start with the Maintain Rent Plan step as you have already selected an existing rent plan that already has an effective date.

 

The Plan Options step of the old Manage Rent Plan has been removed from the new tasks.  On the Add Rent Plan or Maintain Rent Plan steps, you are presented with columns for the Old Rent and New Rent.  The New Rent columns are prefilled with Old Rent numbers and you can use the Adjust Amounts link to adjust the New Rent amounts by either a dollar amount or percentage based on the old values.

Security Deposit Interest:

Calculating interest on deposits has been enhanced at the household level by providing a simple interest calculator which will eliminate the need to calculate the interest offline from Property Manager.  A batch process to calculate interest for multiple households has been added under Accounting Detail, which will especially ease the pain when you are required by state regulations to calculate and refund interest annually.

 

Integrated Tenant A/P Export:

For customers who use BP Financials and IRES – MRI, integration has been added to handle creating Accounts Payable for Utility Reimbursement open items, Interest on Deposit open items, as well as miscellaneous household credits.  Refund tasks will now create Accounts Payable invoices when these credits are refunded either from the Refund Utility Reimbursement and Refund Interest on Deposit tasks (Accounting Detail > Disbursement) or the Refund Selected Receivable (Household Detail > Accounting > Receivables) and the Household Moveout Accounting Activity tasks (Household Detail > Accounting > Deposits).  The Accounting Detail > Disbursement tab will list all Tenant A/P batches that have been sent to Accounts Payable from each of these tasks.

 

Please note:  Security for all these tasks should be reviewed when you utilize this integrated functionality.  Users will be creating Accounts Payable invoices in your accounting system, so it is important that only individuals that are authorized to do this have access to these tasks.

 

This feature is ”Turned On” by selecting the ”Enable Tenant Payable Interface” parameter from System Administration > Accounting Setup – Export Information Setup (BP Financials, IRES Web Service).  The functionality can be turned for one or more or all communities in your database.

 

On the Household Moveout Accounting Activity task (Household Detail > Accounting > Deposits) the Refund Credit step has been moved to the end of the wizard right before Print Options.  This allows the updated forwarding address to be carried over to the vendor setup in BP Financials.  Also, if the user performing this task does not have access to the Refund Credit task, this step will not appear.

 

For BP Financials customers only, as long as you select the ”Auto Create AP Vendor” parameter on Business Constants (System Administration – Maintain Lookup Tables), Property Manager will create vendors on the fly when refunding these credits.  If you set the Business Constant to Auto Create AP Vendors and a Vendor has not been created in your accounting system, Property Manager will create one for you.  If you do not set the Business Constant to Auto Create AP Vendors and a Vendor has not been created in your accounting system with the Vendor ID identified with the selected household, then you will not be able to complete the refund tasks until the Vendor ID from your accounting system has been added to the household.  Also, if a household’s name and/or address change, Property Manager will update the vendor setup of this household in Accounts Payable.

 

For IRES MRI customers, the Vendor IDs have to manually added to Property Manager and MRI A/P.  There currently is no interface available for Property Manager to do this automatically to IRES MRI.

 

Property Manager uses the Accounts Payable charge type created/maintained at System Administration > Accounting Setup > Charge Type Setup and customized for each community/funding program group at Accounting Detail > Account Maintenance.  When refunding a credit to your accounts payable application, Property Manager will use this charge type for the GL Entry displayed in a household’s event history.  Your accounts payable application’s default setup dictates what accounts payable is used when GL Entries are posted from the accounts payable application to the general ledger application.  So it is important that the Property Manager Accounts Payable charge type is in sync with your accounts payable applications so that the GL Account matches.

 

You are able to add new or maintain existing tenant Vendor IDs from Accounting Detail > Disbursement tab using the Maintain Export Vendor ID task or from the Household Detail > General tab using the Modify AP Export Vendor ID task.  A household’s Vendor ID is displayed from the Household Detail > General tab.  Before turning on the AP Integration, you will want to update households in Property Manager that already have Vendor IDs in your accounts payable application.  A new report, Household A/P Vendor ID, is available at Reports to display Apt #, Household ID, Tenant Name and the A/P Vendor ID.  You can use this report to see who has been setup in Property Manager with the Vendor ID from your accounts payable system.

 

Please note:  Before turning on the AP Integration, you will want to update households in Property Manager that already have Vendor IDs in your accounts payable application.

 

Both refunded utility reimbursements and other refunded credits from the household will show as Batches on the Accounting Detail > Disbursement tab.  You can use the Verify Selected Batch task, to verify that the selected batch made it into Bostonpost Financials.

 

All the above tasks will work as they always have for all customers who do not use BP Financials and IRES – MRI.  The new tasks Refund Utility Reimbursement & Refund Interest on Deposit on the Disbursement tab can be used non-AP Integrated customers.  The task will look to the Utility Reimbursement and Refund – Selected Deposit charge types, respectively, for the Refund account to credit.

Tenant Chargebacks:

Line Items on Purchase Orders that are flagged as Tenant Chargebacks can now be assigned to the current or a former household of the selected unit from the Work Order Detail > Add Purchase Order tab.  Once you have marked the P.O. Line Item as a tenant charge back: you can select a household, select the charge type to be used and set the amount of the charge back.  The list of households will include the current household, as well as former households.

 

The Work Order Detail > View Work List tab has a new drop down list to filter the list for tenant chargebacks and their status.  The Chargeback Status drop down list is displayed when you select Purchase Order by ”Tenant Chargebacks”.  The choices in the Chargeback Status drop down list are Not Coded, Ready to Charge and Charge Complete.

 

From System Administration > Accounting Setup > Charge Type Setup and Accounting Detail > Account Maintenance you can specify which charge types can be used for Tenant Chargebacks.  All charge types with the ”Allow Tenant Chargeback” selected will be displayed in the charge type drop down list on the Add Purchase Order window.  After the tenant charge back has been created, the resulting event in the household’s Event History (Household Detail > Accounting > Receivables) will reference the Purchase Order the charge back came from.

 

A new batch processing task, Create Tenant Chargebacks, has been added to the Accounting Detail > General Information tab, where you select all pending tenant chargebacks and bill them to each household.  Tenant chargebacks that have been added to work order line items won't be displayed here until the line item has been completed.

Tenant-Based Vouchers:

Balance schedules for tenant-based vouchers are now created based on the transaction effective date.  You no longer have to enter start and end dates for the outside voucher.  The transaction effective date is the start date and the mature date is equal to the day before the household’s next recertification date.  At the next recertification date, you do have the ability to specify that the same voucher will continue to be effective going forward.  This change allows Property Manager to manage tenant-based vouchers in the same manner as a household’s worksheet rows (income & expenses).  For example, when a prior certification is rebuilt, the user can now review the voucher for any subsequent certifications that will be rebuilt.

 

Vouchers are now added, maintained or removed on the ”Create mm/dd/yy Worksheet for Income & Expenses step of the various certification wizards including the Add/Modify/Terminate Voucher task from the Household Detail > General tab.  The old Add, Modify and Terminate tasks have been combined into this one task.

 

When entering a new tenant-based voucher for a household, you will select the voucher source, enter the voucher size and specify the next renewal date for the voucher.  The next renewal date determines when you should contact the Housing Authority/Agency to request an increase to Contract Rent (based on the requirement of at least 60 days written notice of an upcoming increase).  In the first year of the voucher, the next renewal date is the lease expiration date.  The entry of the Renewal Date is optional (i.e. – voucher can go on forever).  The voucher size (number of bedrooms the voucher is issued for) allows Property Manager to track the size of the voucher the household was issued compared to the size of the unit the household was moved into.  You are able to adjust the voucher size of a household when that household’s composition changes.

 

When entering a tenant-based voucher at move-in, it is now possible to enter zero (0) for the subsidy amount.  Many times at move-in it is known that a tenant has an outside voucher, but the amount the voucher is paying is not yet known.  Once you find out the voucher amount, you would use the Rebuild Selected Transaction task from the Household Detail > Transaction tab to enter the corrected voucher information for the Move-in Certification.

Annual Non-Financial Update:

A new tab page, Annual Non-Financial Update, has been added to Occupancy and Compliance Detail.  The intent of this page is to display the list of households that are not required for compliance reasons to have their income recertified annually.  For example, households counted in funding programs where HUD rules apply and the household is counted as terminated, will not appear on the Annual Recertification tab, but the owner/agents may still be required, either for other compliance reasons or the owner/agent's own company policy, to contacted these households and have other non-income related info re-verified.  This new tab page will separate the households that require income certifications from those that don't.

 

Households that will appear on this tab page are as follows:

 

If any of the above is true for a household, but the household is also counted in another funding program that is still requiring an Annual Recertification, the household will not appear on the Annual Non-Financial Update tab. The household will continue to appear on the Annual Recertification tab based on the household's Annual Recertification due date and the community notices dates.  Households in conventional funding programs will be displayed on the Leases tab (see discussion below).

 

The tab page has the same look and feel as the Annual Recertification tab page, but has only to To-Do List Activities: Send Notice and Update Non-Financial Information.

 

Tasks:

Leases:

A new tab page, Leases, has been added to Occupancy and Compliance Detail.  The intent of this page is to provide a central location for the users to notify household's of their upcoming Lease renewal or acknowledge that the household will not be renewing their lease but will continue to remain living in the unit on a month to month basis (MTM).  This new tab page and lease functionality allows you to track and maintain leases independent of Annual Recertifications, if necessary.

 

A new Rent Change Rule option has been added to the Community Detail > Rent tab, Rent Changes on Next Lease.  This Rent Change Rule is available where allowed, for example, when the lease renewal dictates the rent change and the Tax Credit Annual Recertification just proves continuing income qualifications but does not impact rent.  The Rent Change Rules are maintained at System Administration > Maintain Lookup Tables – Rent Change Method.  If the agency controls change, Changes on Next Lease is not an option.

 

The list of leases on this tab can be filtered by a View drop down list to allow you to look at the lease condition you are interested in looking at.

Households that will appear on this tab page are as follows:

The tab page has the same look and feel as the Annual Recertification tab page, but has only the To-Do List Activities: Send Notice, Lease Change, Lease Review and Sign Lease.

Tasks:

In both the Lease Change and Lease Review tasks, the Create Lease step will show the prior lease information options to define the current lease.  The Lease Options are:

The current lease options will default to how they were set for the prior lease.  When doing a move-in from Occupancy & Compliance Detail > Manage Vacancies or from Household Detail > General for a household, the lease options will default to having a one-year lease that starts on the move-in date.

 

The Household Detail > General tab has been modified to always show lease information for active households, not just conventional households.  The data window for Lease Information will show the end date of the lease on the current certification, if there is one, and will show the end date of the lease on a future certification, if there is one.  If the lease is month-to-month, the Lease Information data window will indicate that.  If there is no lease, the Lease Information data window will indicate that too.  The Lease end date is no longer maintainable from the Household Detail > General tab.  In addition to the Leases tab, lease information can also be maintained within existing tasks that have a ”Create Certification” step including those at Household Detail > General, Household Detail > Transactions, Occupancy & Compliance Detail > Manage Vacancies, Occupancy & Compliance Detail > Annual Recertification, and Occupancy & Compliance Detail > Annual Non-Financial Update.

 

The tasks Lease Change and Lease Renewal (depending on funding program) are also available from the Household Detail > General tab so that you can correct or update lease end dates when the transaction they were included on has already been transmitted on a HAP Request.

Household Vehicle Information:

New tasks have been added at Property Manager > Household Detail > Additional Info to Add Vehicle, Modify Vehicle and Remove Vehicle.  These tasks allow you to add, modify and remove vehicle information for all vehicles owned by any and all members of the household.  These tasks allow you to track a vehicle’s make, model, year, color, license plate, insurance policy number and a field to keep track of some other identification.  This additional ID can be used to track parking space #, sticker #, or the owner’s name, for example.

 

After the vehicle information has been added to a household, this data window can be used to view all vehicle information of the household.  The information is also visible from Property Manager > Community Detail > Vehicle Info.  This new tab page under Community Detail will list all vehicles of all households in the community by Apt # and name of the head of household.

 

A new Report is available, Vehicle List Report, to display the same items listed on the Property Manager > Community Detail > Vehicle Info tab.

Community Context now Applies to Accounting Detail > Payments & General Ledger Tabs:

Accounting Detail > Payments:

The listing of Payment Batches, both pending and processed, are now limited to <All Authorized Communities> of the user or the community selected in context.  The list of batches now includes the community name and if there is more than one community included in a batch, the column will display ”<Multiple>”.

 

This will prevent users from being able to see payment batches for communities that they are not authorized to view.  When payment batches are created by community, you will be able to filter the list of payment batches by community.  For users that are authorized to view more than one community, they will still be able to create and adjust payment batches that cross communities.

 

Accounting Detail > General Ledger:

The listing of GL Batches, both pending, future, processed and processed with errors, are now limited to <All Authorized Communities> of the user or the community selected in context.

 

This will prevent users from seeing GL Batches for communities they are not authorized to view.  For users authorized to see more than one community, they will still be able to process GL Batches for more than one community at a time.

 

For those customers who have the Business Constant – ”Create Separate GL Batch” turned off and GL Batches are not separated by community, the General Ledger window will work as it always has. (System Administration > Maintain Lookup Tables – Business Constants)

Document Selection Criteria:

To better handle the printing of documents for a property that has mixed funding, when selecting Funding Programs that Apply for a document under System Administration > Maintain Documents, a drop down list with 2 options has been added to better define if a document should be used in regards to funding programs. (Document FAQs)

 

Property Manager to IRES – MRI Web Services Integration:

With the partnership between Bostonpost Technology and Intuit Real Estate Solutions we have implemented streamlined general ledger and accounts payable integration between Bostonpost Property Manager and IRES MRI for the Web.  This includes integrated tenant accounts payable discussed above.

 

A new export type has been added to System Administration > Accounting Setup – Export Information Setup called IRES Web Service, which governs how Property Manager sends GL Batches and A/P Invoices to MRI – GL and MRI – A/P, respectively.

 

The IRES WEB Service Export Type allows you to specify:

 

With the IRES Web Service Export Type setup, all GL Entries, A/P Invoices and Tenant A/P will be easily processed over to IRES – GL and IRES – A/P.  Al GL Entries created in Property Manager will have a Source in MRI – GL of PM, so that they will be easily identifiable in MRI – GL.  The Journal Entries in MRI – GL will also have Property Manager’s GL Batch ID in their description, and each GL Batch in Accounting Detail > General Ledger – Processed GL Batches will include the Reference # created in MRI - GL to maintain the proper trail from MRI – GL to their source in Property Manager.

Nightly Auto-Post:

For Bostonpost Financials customers a new parameter has been added to System Administration > Accounting Setup – Export Information Setup - BP Financials for Nightly Auto-Post.  When selected, GL Entries created from daily activity in Property Manager will be automatically posted into Bostonpost Financials each night.

 

You can still process GL Entries from Accounting Detail > General Ledger at any time during the day.  Any pending GL Entries left at the end of the day will be picked up by the Nightly Cycle and process for you.  Please note that once this parameter is selected for one or more communities, ALL pending GL Entries will be processed that first night.  So if you have any pending GL Entries that need special attention when loading to Bostonpost Financials, take care of them before this nightly cycle starts running.

Database Analysis:

A new Tab container called Database Analysis has been added to Property Manager.  It is located under the Property Manager menu.  The first tab page contains Profile Data for your database:

 

 

The subsequent tab pages will give you more detailed information for the above items.  The Profile tab page and detailed tab pages are meant to give you a quick analysis of how different types of activities are occurring in your Property Manager database.

Minor Enhancements:

New Windows/Tasks for Security:

IMPORTANT:

Following are new tasks for which your System Administrator must set security before they will be available in the Tasks list.  This is set in System Administration > Define Access Tab.

Found in Path on Define Access Tab

Task Name

Property Manager > Household Detail > General Information

Lease Change

Add Guest Card

Update Prospect Guest Card

Modify AP Export Vendor ID

Schedule Move-In

Schedule Transfer

Create Third Party Verification Forms

Receive Verification Forms

Create Move-In/Transfer Certification

Reschedule Move-In/Transfer

Undo Schedule Move-In/Transfer

Confirm Move-In/Transfer Certification

Redo Certify Move-In/Transfer

Schedule Move-Out

Confirm Move-Out

Undo Scheduled Move-Out

Reschedule Move-Out

Property Manager > Household Detail > Additional Info

 

 

 

 

Household Detail > Additional Info is new.  The Reasonable Accommodations tab and related tasks have been moved from its own tab into this one, tasks regarding household contacts have been moved from the General tab as right-click edits into this one as tasks, and the User Codes tab and related tasks have been moved from its own tab into this one.

Rent Amenity

Cancel Amenity

Modify Amenity Charge

Return Amenity

Cancel Return Amenity

Add Vehicle

Modify Vehicle

Remove Vehicle

Add Household Contact

Modify Household Contact

Remove Household Contact

Property Manager > Household Detail > Income & Expense

Delete In-Progress Items (MM/DD/YYYY)

Property Manager > Household Detail > Eviction

Delete Eviction

Property Manager > Community Detail > General

Maintain Voucher Sources

Property Manager > Community Detail > Facilities

 

 

 

Facilities Tab is new.  The Building tab and related tasks have been moved from its own tab into this one, and Maintain Unit Classes and Add New Units tasks have been moved from the General Tab to this one.

Add Building

Modify Building

Remove Building

Maintain Unit Classes

Add New Units

Maintain Unit Features

Maintain Amenity Types

Add New Amenities

Property Manager > Community Detail > Rent

Add New Rent Plan

Maintain Selected Rent Plan - mm/dd/yy

Change Selected Effective Date - mm/dd/yy

Delete Selected Rent Plan - mm/dd/yy

Property Manager > Community Detail > Accounting

Add Interest on Deposit

Property Manager > Community Detail > Waitlist

Maintain Waitlist Parameters

Property Manager > Community Detail > Vehicle Info

 

Vehicle Info is a new tab

No tasks associated with this tab.

Property Manager > Unit Detail > General

Maintain Unit Definition

Property Manager > Unit Detail > Compliance / Rent / Transaction History

Lock Unit Counted Layer

Delete Transaction

Property Manager > Amenity Detail > General Information

 

Amenity Detail > General Information tab is new.

Take Amenity Offline

Place Amenity Online

Modify Current Amenity Rent

Property Manager > Amenity Detail > Gross Potential Activity

 

Amenity Detail > Gross Potential Activity tab is new.

Charge Vacancy Loss

Reverse Selected Event

Property Manager > Amenity Detail > Maintenance

 

Amenity Detail > Maintenance tab is new.

No tasks associated with this tab.

Property Manager > Accounting Detail > General Information

Add Interest on Deposit

Create Tenant Chargebacks

Property Manager > Accounting Detail > Disbursement

 

The Disbursement tab is not new, but has not been used in previous versions of Property Manager

Refund Utility Reimbursement

Refund Interest on Deposit

Maintain Export Vendor ID

Verify Selected Batch

Property Manager > Occupancy and Compliance Detail > Prospects

 

Prospects tab replaces Applications tab

Add Prospect

Update Prospect Guest Card

Send New Application

Process Application

Property Manager > Occupancy and Compliance Detail > Manage Vacancies

Schedule Move-In/Transfer

Review Overrides

Create Third Party Verification Forms

Receive Verification Forms

Call References for Failure to Return

Create Move-In/Transfer Certification

Reschedule Move-In/Transfer

Undo Schedule Move-In/Transfer

Review for Approval

Confirm Move-In/Transfer Certification

Reschedule Move-Out

Undo Scheduled Move-Out

Confirm Move-Out

Redo Certify Move-In/Transfer

Undo Certify Move-In/Transfer

Moveout Accounting

Property Manager > Occupancy and Compliance Detail > Waitlist

Maintain Waitlist Parameters

Property Manager > Occupancy and Compliance Detail > Annual Recertification

Terminate Assistance/Begin Eviction

Property Manager > Occupancy and Compliance Detail > Annual Non-Financial Update

 

Annual Non-Financial Update tab is new.

Send Notice

Reprint Notice

Non-Financial Update

Property Manager > Occupancy and Compliance Detail > Leases

 

Lease tab is new.

Send Notice

Reprint Notice

Lease Renewal

Lease Change

Sign Lease

Reprint Lease

Sign Multiple Leases

Property Manager > Occupancy and Compliance Detail > PIC

Build PIC Historical Adjustment File

Property Manager > System Administration > Accounting Setup – Export Information Setup

Delete Maintenance Company Export Information

Database Analysis

 

New Menu Selection under the Property Manager Menu

No tasks associated with this tab.