Property Manager Release Version 9.0

12/07/2011

Please click v9.0.63 Release Notes for additional enhancements/changes included with the 9.0.63 maintenance release of v9.0.

Important Notices for v9.0 Users:

Please click Version 9.0 Preparation to see details on essential clean-up and configuration that should occur to ensure a smooth transition from v8.3 to v9.0, specifically in regards to Work Order/Maintenance.

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 9.0.  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.

• Property Manager provides System-Defined Roles on the System Administration > Define Access tab which allow users to have initial security access setup right out of the box.  These System-Defined Roles have a red tick mark to indicate that fact.

• • With 9.0, these default roles can no longer be deleted.  Instead, you can use the new task, Active/Inactivate Roles, to make these roles inactive if they are not being used.

  • Custom Roles added by users will be sorted to the top of the list, with the default roles listed next and inactive roles listed last.

  • With the upgrade to v9.0 (and all future upgrades), new objects (Tab Containers, Tabs or Tasks) will be given the desired security settings based on which of the System-Defined Security Roles they are to be included in, ensuring that the relevant Property Manager roles will have access to the new objects they need to do their work.

  • • If you utilize Custom Roles, you will still need to update those Roles with new objects with each new version of Property Manager.

• The latest Crystal Report DLLs necessary for running reports at Reports > Select Reports will be available with the installation of this version of Property Manager.  This installation of Property Manger will check to see if you have the latest Crystal Report DLLs on your computer, and if it doesn’t, you will be required to download and install them.  The installation of the Crystal Report DLLs is separate from the install of Property Manager.

• Property Manager is now sensitive to the Time Zone that you are working in.  The Time Zone is calculated for each community based on the state entered on the Community Detail > General tab.

• • Notes entered at Household Detail > Notes, Household Detail > Legal, Community Detail > Notes, Community Detail > Unit Turnovers, Occupancy and Compliance Detail > Unit Turnovers, Occupancy and Compliance Detail > Legal, and Business Detail > General Information will have the time stamp defaulted to the local time.

  • On upgrade to v9.0, Business Hours set at System Administration > Maintain Lookup Tables - Business Constants have been updated to reflect this change.  This is to ensure that those customers who had offset their Business Hours by their time difference to the east coast will not need to adjust back to their Time Zone.  Hours entered in this field now represent your time zone.

Jump down to:

Major Enhancements

Maintenance Setup

Community, Building, Unit and Amenity Maintenance

Work Detail/Maintenance Detail

New Building Detail Tab Container

New Community Detail > Program Groups Tab

Service Provider Subsidy Receivables

Dealing with Broken Leases

Resident Screening - Rent Grow

AP Invoice Import from a File

Minor Enhancements

New Windows/Tasks to be set in Security

Major Enhancements:

A major objective of the following Maintenance/Work Order enhancements is to bring Maintenance/Work Order functionality in line with the rest of Property Manager by creating a Maintenance Detail set of To-Do List Activities and enabling the ability to track the who, what, when, where, and how of each maintenance request and analyzing this data to find trends and opportunities to increase efficiency.

Maintenance Promotes:

• Staff Management

• • Improved employee time tracking with support for  multiple employees per work order

  • Views of employee availability and current workload to support scheduling and planning

• Data Entry

• • Easier data entry for all involved

  • Work orders can be assigned to buildings as well as to units or the property level

  • New Household and Unit level alerts to identify Lead Paint, pets in unit, resident special needs, etc.

  • Work orders are created by selecting from a list of the most common problems instead of starting with the proposed resolution

• Management/Reporting

• • Categorizing source of work order:

  • • All

    • Inspection Deficiency

    • Make Ready

    • Material Work Order

    • Reasonable Accommodation

    • Recurring Maintenance

    • Resident Request

    • Staff Request

  • Sources for Inspections are:

  • • All

    • 3rd Party Inspection

    • Annual Unit Inspection

    • Buildings and Grounds

    • Health and Safety

    • Move-In

    • Move-Out

• Other Functionality

• • Tracking outstanding work requests via a to-do list available in the Dashboard

  • Filter choices in community lists based on defined user roles

  • Using  task wizards for data entry steps

  • Printing relevant documents at the end of task  wizards

  • Attaching scanned documents such as warranties or damage photos to work orders or inspections

• There are now two views of Maintenance in Property Manager:

• • A Work Detail tab container where specific Work Orders and Inspections can be viewed, assigned, scheduled, tracked and viewed in the context of a Project if they are part of one.

  • A central Maintenance Detail tab container where all Work Orders, Scheduled Maintenance, Inspections, and Projects can be viewed.  Open Work Orders and Inspections are tracked as they flow through each of the Maintenance To-Do List Activities

  • The Maintenance History, Task Tracking, Item Tracking, Maintenance Definition, Templates, Recurring Calendar and Fixed Assets views and related tasks are also available, where applicable, under the Community Detail >, Building Detail >, Unit Detail > and Amenity Detail > Maintenance tabs, where maintenance specific to those locations can be managed.

Maintenance Setup:

Various Lookup Tables and Work Order Templates have been combined into one tab under System Administration Detail for Maintenance Setup.  This provides one central library view for setting up the various components behind Maintenance To-Do List Activities, Templates, Inspections and Work Orders.

This database wide Library is provided Bostonpost and can be customized to meet your needs.  On upgrade to v9.0, various Maintenance Setup tables, such as Locations, Items, Deficiencies, Tasks, Skills, Material Types and Location Types will be standardized to make it easier to get started using Maintenance and Work Order functionality right out of the box.  With predefined Locations, Items, etc., you now have a standard set of common points of interest for each property, community, building, unit, and amenity in your database.  You can then customize these predefined Locations, Items, etc. to meet the specific needs of your organization. For those customers already using Maintenance and Work Orders, your customization will be preserved.

As part of the Maintenance Detail, Work Order Detail and Maintenance Setup enhancements, the System Administration > Maintain Lookup Tables - Priority table has been removed.  Priority is now either: High, Normal or Low, and is now a direct attribute of a Work Order.  If you had created Work Orders with Priorities such as: Emergency, Urgent or Serious, they will be converted to “High” on upgrade to v9.0.  “Emergency” is now also a direct attribute of a Work Order Template.  If a work request is an emergency, then the Work Order can be created from a template that indicates that it is an emergency.

From the System Administration > Maintenance Setup tab, you will choose a Maintenance Setup table to maintain and the appropriate tasks will be available for each:

• Appointment Blocks (New) - Appointment Blocks are used at the Maintenance Detail > General tab in the Schedule To-Do List Activity to schedule employees for Work Orders and Inspections.  They are also used at Employee Calendar - Scheduled Time Off and Employee Calendar - Regular Work Hours.

• Construction Company Accounting Codes

• Construction Company Materials Accounting

• Fixed Assets - Item Groups, Item List, Location Codes & Type Codes - These Fixed Asset setup tables have been removed.  Fixed Assets are now trackable Items, and based on their Location Type, can be found in the appropriate Location.  For example, a refrigerator (Location Item) can be found in the kitchen (Location).

• • Fixed Asset Item Groups are now Material Types.

  • Fixed Asset Items are now Location Items.

  • Fixed Asset Location Codes are now Locations.

  • Fixed Asset Type Codes are no longer used.

• Event Templates (New) - An Event Templates is essentially a template of templates.  For example, a “Make Unit Ready for Occupancy” Event Template can group several Work Order and/or Inspection Templates for separate employees and/or vendors that do all the different work required to make a unit ready.

• • Work Order Templates and Inspection Templates are added to Event Templates.  Events that trigger Work Orders or Inspections created from these types of Templates include:

  • • Move-Ins - either at the

    • • Schedule Movein/Transfer step,

      • Certify Movein/Transfer step, or

      • Confirm Movein/Transfer step.

    • Move-Outs - either at the

    • • Schedule Moveout step or

      • Confirm Moveout step.

    • Annual Recertification - either at the

    • • Send First Notice and Questionnaire step or

      • Create Certification step.

    • Reasonable Accommodation - Templates can be specified for any source of Reasonable Accommodation

    • • The list of Reasonable Accommodations are added/maintained at System Administration > Maintain Lookup Tables - Reasonable Accommodations.

      • A Reasonable Accommodation Event is triggered when the requested Reasonable Accommodation has been approved with the Manage Reasonable Accommodations task on the Household Detail > General or Household Detail > Additional Info tab.

• Job Titles

• Location Item Definition (New) - Location Items, Location Item Deficiencies and Location Item Tasks have been combined into one Maintenance Setup Table to make it easier to manage Location Items and all the Location Item Deficiencies and Location Item Tasks attached to each of them.

• • This Lookup Table is used to maintain Location Items that are available to be assigned to Location Types which are then assigned to Locations which are then used in Work Orders and used for tracking Maintenance History for Communities (Community Detail > Maintenance), Buildings (Building Detail > Maintenance), Units (Unit Detail > Maintenance) and Amenities (Amenity Detail > Maintenance).  Location Items can be a feature in a room, building, or of the entire community, etc.  Your Property Manager database is provided with a default set of Locations, Location Items and Location Types, which can then be customized to meat your specific needs.

  • Location Items are now assigned to Location Types instead of to each Location at the Location Type Items table.  Therefore, when in the Create New Work Request task, when you select a Location, all Location Items assigned to that Location’s Location Type will be available for selection.

  • • Creating new Location Items will be easier because you will only need to assign it to one Location Type instead of the many Locations included in that Location Type.

    • Location Items can be assigned to more than one Location Type in the Location Type Items table discussed below.

  • A Location Item will be included in all Locations of the selected Location Types.  Location Items are assigned to Location Types at System Administration > Maintenance Setup - Location Item Types, and Location Types are in turn assigned to Locations at System Administration > Maintenance Setup - Locations.

  • • Location Items can be assigned to more than one Location Type in the Location Type Items table.

  • Location Item Details

  • • Your Property Manager database is provided with a default set of Location Items.  Location Items are created here for the entire Property Manager application.  Active Location Items will be displayed in the Item List when adding or maintaining a Work Order when a Location that has the same Location Type as the Location Item is selected (Location Items are assigned to Location Types at System Administration > Maintenance Setup - Location Type Items).

    • • From the Maintenance Definition tab for a particular Community, Building, Unit or Amenity, you can define from Community Detail > Maintenance > Maintenance Definition, Building Detail > Maintenance Definition, Unit Detail > Maintenance > Maintenance Definition, Amenity Detail > Maintenance > Maintenance Definition, respectively, which Locations Items show for particular Locations.  For example, Unit A in Community B has Carpet in Bedroom 1, Bedroom 2, and in the Living Room as specified by this unit's Maintenance Definition.

    • Location Items now have a Material Type attribute, which links the Location Item to a Material.

    • • Material Types linked to Location Items are considered to be either Inventory or Fixed Assets.

    • Location Items also have an Asset Category attribute which defines it (and the associated Material Type) as either:

    • • Inventoried - quantifiable items, just want to know the count, how many do a I have on hand

      • Fixed Asset - each individual item is important, specific details and where it is located.

      • Location Items without an Asset Type (None) are considered Consumables.

  • Location Item Tasks

  • • These are tasks that are available for Location Items which are used in Work Orders and used for tracking Maintenance History for Communities (Community Detail > Maintenance), Buildings (Building Detail > Maintenance), Units (Unit Detail > Maintenance) and Amenities (Amenity Detail > Maintenance).  Location Item Tasks can be a task to be performed on the selected Location Item.  When you first implemented Property Manager, your database was setup with a default set of Location Item Tasks for each Location Item.

    • You have the ability to set the minimum number of employees to assign to a task, as well as the default time estimate for the task.

    • When a Location Item is removed from a Location Type on this table (deselected), the Location Item will still display for Locations that are assigned to this Location Type that were selected on the Community Detail, Building Detail, Unit Detail or Amenity Detail > Maintenance > Maintenance Definition tabs.  However, they will have an Information Bubble with the following message “This Item is no longer part of the general maintenance library for this location type.”  If you deselect the Location Item on any of these Maintenance Definition tables it will disappear from this list and cannot be selected again until the Location Item is added back to the Location Type.

  • Location Item Deficiency (New)

  • • Deficiencies related to a specific Item are maintained in this System Administration > Maintenance Setup table.  Deficiencies are used to describe problems on work requests or as a list of items to look out for on an inspection.

    • • Deficiencies can be marked impacting health & safety and/or the existence of a particular deficiency should be considered an emergency.

      • Each Deficiency is assigned to a Default Item (System Administration > Maintenance Setup - Location Item Definition).

      • Item Deficiencies are displayed in the Create Work Request task for the selected Location Item when a Problem is being reported, which should lead you to which task needs to be performed.

    • Each Item Deficiency can have an optional Default Task assigned to it.  This Default Task is used in the Create New Work Request task.

    • Each Item Deficiency has a default “Failure Rating” to help signify the amount of risk from the deficiency.

    • • The Failure Rating can be set to Level 1, 2 or 3.

• Location Type Items (New)

• • This table is where you maintain which Location Types a Location Item belongs to.  Location Items can belong to any number of Location Types.  As you select each Location Type, you can select the Location Items to include, as well as define whether or not the Location Item should be considered “Standard” for the selected Location Type.

  • Location Items have a “Standard” parameter which is set for selected Location Type.  When selected, the Location Item will always be selected for the Locations of the same Location Type and cannot be deselected from the Community Detail, Building Detail, Unit Detail or Amenity Detail > Maintenance > Maintenance Definition tabs.

• Locations - Locations that are used in Work Orders and used for tracking Maintenance History for Communities (Community Detail > Maintenance), Buildings (Building Detail > Maintenance), Units (Unit Detail > Maintenance) and Amenities (Amenity Detail > Maintenance).  Locations can be a feature in a room, rooms, units, buildings, the entire community, etc.  When you first implemented Property Manager, your database was setup with a default set of Locations.

• • Location can now be created for Amenities (Amenity Detail > Maintenance > Maintenance Definition tab).

  • Locations are now grouped by Location Types.  Grouping by Location Types will allow for more general and faster setup of Location Items, which will be filtered by Location Type at any particular community, building, unit or amenity.  Once a Location is assigned to a Location Type, it will inherit all that Location Type's Location Items.

  • Locations can be set to be “Always Present”.  With this parameter selected, the Location cannot be removed from the Community Detail, Building Detail, Unit Detail or Amenity Detail > Maintenance > Maintenance Definition tabs and will be displayed with a Locked Icon.

• Maint Source Defaults (New)

• • Maintenance Source Defaults are used to set the number of hours after a Start Date on a Work Order (New Work Order), the Due Date should default to.  This default can be set for both regular default hours and emergency default hours, for each Work Order Source.  For example, for the Source Resident Request, the Due Date can be set to be 48 hours after the Start Date, and if it is an emergency, 24 hours after the Start Date.

  • • You only need set these defaults for the Work Order Sources that are important to you.

• Material Type (New)

• • Material Types are used to categorize Material for Location Items and they are linked to Location Items of the same Material Type.  You assign each Location Item to a Material Type from the System Administration > Maintenance Setup Location Item Definition table  For example, you have a Location Item "Air Conditioner" that can have the Material Type "HVAC".  Then under Materials, you have several brands/models of Air Conditioners that are purchased/used at your communities that also have the Material Type of "HVAC".  You have an item in a unit that is related to a material that is purchased to replace that item..

  • • On upgrade to v9.0, the following Material Types will available in this table:

    • • General Supplies/Hardware

      • Appliances

      • Plumbing

      • Electrical

      • HVAC

      • Flooring

      • Building/Construction

      • Landscaping

      • Safety

      • Cleaning

      • Equipment/Tools

      • Office Supplies

• Materials

• • The Materials table is now a view only table with tasks to Add Material, Maintain Selected Material and Delete Selected Material.  These tasks are also available on the Maintenance Detail > Inventory tab.

  • • A second step to the add and maintain tasks is to select or maintain Items that go with a Material, which is related to the “Materials that Go With Items table below.

    • The Delete Selected Material task can only be used if it has never been used.  Otherwise you will need to make it inactive.

  • The Material Color and Material Size tables have been dropped.  Those Material attributes are now handled in the description of a Material, and can be added as free form text.

  • • Existing Color and Size attributes will be available in drop down lists, but you can type over these to create new colors and/or sizes.

  • The following columns have been added to the Materials which are important for Materials that are part of an inventory.

  • • Default Vendor

    • Manufacturer

    • Make

    • Model

    • Warranty Recurrence

    • Warranty Period

• Materials that Go With Items (New)

• • For each Material you can select multiple Location Items on this Maintenance Setup Table.  For each selection you can indicate that the material represents the “Item itself” or a “Component of the Item.”

  • • When you select each Item, you select the materials that go with that Item.  This list is filtered by Material Type by default so that you only see Materials that have the same Material Type as the selected Item.

    • You can deselect this filter to be able to add other materials that are not of the same material type.  I.e. - select a hose to be a component of a refrigerator, even when the Material Type for the hose is “General Supplies”, which is different from the Material Type of the refrigerator that is set to “Appliances”.

• Materials that Go With Tasks

• • This table is used to assign Materials to tasks that are created for each Location Item on the System Administration > Maintenance Setup - Location Item Definitions table.

• Renovation Codes

• Skill

• Templates - Additional Checks (New)

• • These templates are used to quickly add Line Items to a Work Order for additional things to check.  For example, if you need to create a Work Order to fix a sink in a bathroom, select an Additional Check template on the Work Order that will also have the person doing the work check for things like leaking toilet, cracked mirror, damaged flooring, etc.

  • • When you create an Additional Check Template, it should include everything that you want to be checked in the Location the work is to be done.  Each Work Order can only select one Additional Check Template.  You can add other things Additional Checks to a Work Order, but these are added manually and not from a template.

    • Additional Check Templates are selected in the first step of the Create New Work Order and Create New Work Request tasks.

    • If there is only one Additional Check Template, then it will be selected by default when starting the Create New Work Order and Create New Work Request tasks.  You can remove the check, if you don't want it performed with particular Work Orders.  If there are more than one Additional Checks, you will need to select one, if applicable when creating a Work Order.

  • Use the Add a Template and Modify Selected Template tasks to add new and work with existing templates, respectively.

  • Use the Delete a Template task to delete any templates that have not already been used to create work.

• Templates - Inspection (New)

• • Managing Inspections Templates is separate from Work Order Templates to match internal policy or external regulatory checklists.  Use the Add an Inspection Template and Modify Selected Inspection Template to add and maintain Inspection Templates.  Use the Delete a Template task to delete any templates that have not already been used to create work.

  • Inspections can be:

  • • Scheduled as recurring - prior to 3rd party/regulatory inspections, Health and Safety, Building and Grounds, etc.

    • To occur when an event happens, such as an Annual Recertification, Move-Out, Move-In (See Event Templates discussion above)

    • Inspections can also be created manually when they are needed with the Create New Inspection task from the Maintenance Detail > General Information tab.

  • An Inspection History can be viewed to see when certain Items were last inspected.

  • Inspection Templates can be defined to record pass/fail action levels and trigger the creation of Work Orders from failures.

• Templates - Problem (New)

• • These are a kind of Quick Start Template that created to handle common problems for Locations and Location Items in your Communities, Buildings, Units and Amenities.  When you are in the Create New Work Order task and select the "Quick Start" parameter, you will be presented with a list of all Problem Templates that relate to Community, building, Unit or Amenity the Work Order is being created for.

  • • So instead of selecting a Location, the Location Item and the problem, you select the Problem Template.  For example, a Problem Template for "Clogged Toilet" will be selected for the Quick Start and when the Create New Work Order task is finished, a Work Order with the task to unclog the toilet in the bathroom of the unit will have been created.

    • The user creating the Work Order doesn't have to know Location and Location Items.  They just select the problem and the resulting Work Order will have been created for the appropriate Location and Location Item, with the correct Task and Skill needed to complete the task.

  • Use the Add a Template and Modify Selected Template tasks to add new and work with existing templates, respectively.

  • Use the Delete a Template task to delete any templates that have not already been used to create work.

• Templates - Work Order (New)

• • Templates can be created for a Communities, Management Companies or Maintenance Companies with work to be performed on specific Locations and/or Location Items.  Work Order Templates are created for jobs that are performed on a scheduled basis or when certain events occur.  On upgrade to v9.0, all existing Templates will be upgraded as Work Order Templates.

  • • Schedules for Work Order Templates are added with the Work Order Template in the Add a Template task and can be changed with the Modify Selected Template task.

    • Use the Delete a Template task to delete any templates that have not already been used to create work.

    • Work Order Templates are added to Event Templates on the System Administration > Maintenance Setup - Event Templates table.  Events that trigger Work Orders created from these type of Work Order Templates include:

    • • Move-Ins - either at the

      • • Schedule Movein/Transfer step,

        • Certify Movein/Transfer step, or

        • Confirm Movein/Transfer step.

      • Move-Outs - either at the

      • • Schedule Moveout step or

        • Confirm Moveout step.

      • Annual Recertification - either at the

      • • Send First Notice and Questionnaire step or

        • Create Certification step.

    • Work Order Templates can also be set as Quick Start like Problem Templates.

• Unit of Work

• Work Order Code (New)

• • This Maintenance Setup table allows you to create classifications of Work Orders.  When in the Create Work Order task, you will be able to select the Work Order Code for each Work Order.  The Find Work Order popup will allow you to find Work Orders by its Work Order Code.  Maintenance Reports (Reports > Select Reports) can run by this Work Order Code.

  • • On upgrade to 9.0, the old PO Type and PO Sub Type tables will become Work Order Codes.

    • Work Order, Additional Check and Problem Templates can also be assigned Work Order Codes.  

• Work Order Transaction Sub Type (New)

• • This new Maintenance Setup Table has been added to add Work Order Transaction Sub Types used in the Transaction Log for Work Orders at Maintenance Detail and Work Order Detail.  These Transaction Sub Types will populate the drop down list for when adding notes to Work Orders.

  • • Initial Work Order Transaction Sub types are:

    • • Miscellaneous

      • Maintenance Note

Community, Building, Unit and Amenity Maintenance:

The database wide Library that is provided Bostonpost and can be customized to meet your needs.  That database wide library is maintained at System Administration > Maintenance Setup.  From there you can customize the predefined Locations, Items, etc., and make the of common points of interest for each property, community, building, unit, and amenity in your database.  Then from the Community, Building, Unit & Amenity Maintenance Tabs, you can then customize these database wide set of Locations, Items, etc. to meet the specific needs of each area of your database.  This recognizes that each community,building, unit and amenity at your various properties can be different.  With the Maintenance Definition at each of these areas set, the employees will only see Locations, Items, etc. that they need to see.

Each of these areas have the Maintenance tabs that are applicable to their areas.  Each of Sub-Tabs for these location Maintenance Tabs under Community, Building, Unit and Amenity have been updated for the new Maintenance Detail and Work Detail.

• Maintenance History (Community, Building, Unit, Amenity)

• • This tab lists all Open and Completed Work Orders for the selected area.  Double-clicking a Work Order or Inspection Number will open it on the Work Detail tab.

  • From this tab you can create Work Orders and Inspections with the Create New Work Order and Create New Inspection tasks, respectively.

• Task Tracking (New) (Community, Building, Unit, Amenity)

• • In prior versions, this was the bottom half of the Maintenance History tab.  For each tracked item you that does not have this information, you can define when the task was last Completed or if a Work Order is completed for this Location/Item/Task, the Completed date will be updated with the Work Order Completed date automatically, and enter the approximate age of when the last time the task was completed.  When these tasks are performed from Work Orders, this information will update from the completed Work Orders.

• Item Tracking (New) (Community, Building, Unit, Amenity)

• • The Item Tracking tab is available to track all inventoriable items installed at the location that are not considered fixed assets, as well as tasks, such as painting, where you want to keep track of the last time the task was performed.

• Maintenance Definition (Community, Building, Unit, Amenity)

• • This tab will include “always present” rooms and standard items.

  • On upgrade to v9.0, the number of bedrooms and bathrooms selected for each Unit Maintenance Definition will default based on the Unit Class the unit is in.  For example, if a unit is in a "3 Bedroom" Unit Class, the Unit Maintenance Definition will have Bedroom 1, Bedroom 2 and Bedroom 3 selected along with the appropriate number of bathrooms.

• Templates (New) (Community)

• • This tab includes Additional Check, Inspection, Problem and Work Order Templates.

  • Templates created from here with the Add Private Template and Add Private Inspection Template tasks will be created as Private to the community in context.

  • The Modify Selected Private Template and Modify Selected Private Inspection tasks can only be used on Templates that are Private to the community in context.

  • Use the following tasks to add or modify Private Templates:

  • • Add a Private Template

    • Modify Selected Private Template

    • Modify Selected Template Schedule

    • Add a Private Inspection Template

    • Modify Selected Private Inspection Template

    • Modify Selected Inspection Template Schedule

    • Delete a Private Template

• Recurring Calendar (New) (Community)

• • The Recurring Calendar under the Community Maintenance tab can include recurring events for selected community.  Only recurring Work Orders and Inspections will be displayed on the calendar.  One-time Work Orders and Inspections will not be included.  Recurring Work Orders and Inspections are scheduled at System Administration > Maintenance Setup - Templates - Work Order and Templates - Inspection, and Private Templates are scheduled at Community Detail > Maintenance > Templates.

• Fixed Assets (Community, Unit)

• • For Fixed Assets that were setup prior to v9.0 that do not have a Fixed Asset Location Code, the upgrade to v9.0 will assigned to a Location of Entire Community or Entire unit, as appropriate.

Work Detail/Maintenance Detail:

Work Detail:

With 9.0, emphasis is being shifted from Work Order Line Items to the Work Order itself.  This is similar to how AP Invoices are currently tracked and maintained at Accounts Payable Detail, with the overall information of the AP Invoice (Vendor, Invoice #, Dates, Invoice Amount, and it’s status), and the AP Invoice’s Line Items (Vendor Account Holder, GL Expense Distribution and Line Item Amount).  Work Orders are now looked at in a similar way.  With this Work Order granularity, additional work flow, priority, reporting and status tracking of Work Orders (Schedule, Dispatch and Track Work) is now available.

In addition to Work Orders, emphasis is also placed on Inspections, which can be of various types that are performed on a regular/ongoing basis.  Inspections do not include work or material line items.  They are a collection of items to be checked.  If a problem is found during an inspection (an item failed), it will be addressed on a separate work order that can be created from the Inspection.

Printed Work Orders and Inspections will contain all the important details necessary for the party doing the work or inspection from a printed copy.

Many common/everyday Work Orders and Inspections are now created from Templates:

• You have Additional Check Templates to be used to quickly add Line Items to a Work Order for additional things to check.  For example, if you need to create a Work Order to fix a sink in a bathroom, select an Additional Check template on the Work Order that will also have the person doing the work check for things like leaking toilet, cracked mirror, damaged flooring, etc.

• You have Problem Templates to be used to create a Quick Start Work Order to handle common problems for Locations and Location Items in your Communities, Buildings, Units and Amenities.  When you are in the Create New Work Order task and select the "Quick Start" parameter, you will be presented with a list of all Problem Templates that relate to Community, building, Unit or Amenity the Work Order is being created for.

• You have Work Order Templates to be used to create Work Orders from schedules set up for these templates (I.e. - annual maintenance/cleaning that needs to be done).

• • Work Order Templates can also be added to Event Templates so that Work Orders are created when a certain event occurs (i.e. - Move-In, Move-Out or Annual Recertification).

  • Work Order Templates can also be set as Quick Start like Problem Templates.

• You have Inspection Templates to be used to create Inspections that need to be done for various reasons (I.e. - before 3rd party regulatory inspections are performed, inspect Health & Safety issues, inspect different aspects of Buildings & Grounds) either on a schedule or on a manual/ad hoc basis.  Inspection Templates can also be added to Event Templates so that Inspections are created when a certain event occurs (i.e. - Move-In, Move-Out or Annual Recertification)  

The Context in the Work Detail Tab Container is a specific Work Order or Inspection, and Context History will contain the Work Order and/or Inspection details of each of these that have already been viewed during your Property Manager session.  You can use the Find Work pop up to search for your Work Order or Inspection by its number, the community or company it was created for, its source (Resident Request, Inspection Deficiency, Staff Request or Recurring Maintenance), its priority (High, Normal or Low), and/or by the date it was reported, due, planned to start, closed, etc.  When Work Orders are attached to a Project, you can also search for those Work Orders by the Project ID or Project Description.

• New Work Order

• General Information - When you navigate to the Work Detail > General Information tab and bring a Work Item into context, you will see one of two views depending on whether or not that Work Item is a Work Order or an Inspection.

• • Work Order Summary

  • Create New Work Order

  • Create New Related Work Order

  • Change Work Order Number

  • Correct Selected Work

  • Hold Selected Work

  • Release Hold on Selected Work

  • Schedule Work

  • Reschedule Work

  • Dispatch Work

  • Close Selected Work Order

  • Cancel Selected Work

  • Record Status for Selected Work Order

  • Split Selected Work Order

  • Undo Close Work Order

  • Undo Cancel Work Order

  • Inspection Summary

  • Correct Selected Work

  • Hold Selected Work

  • Release Hold on Selected Work

  • Schedule Work

  • Reschedule Work

  • Dispatch Work

  • Cancel Selected Work

  • Record Inspection Results

• Additional Checks (this tab is only available when a Work Order is in context and won't be visible when an Inspection is in context)

• • This tab can be suppressed from Work Detail, if you do not wish to perform Additional Checks with your Work Orders.  To suppress, deselect the "Show Additional Checks tab?" parameter System Administration > Maintain Lookup Tables - Business Constants.  When this tab is suppressed, the Additional Check step in the Create New Work Order, Create New Related Work Order, Close Selected Work Order and Record Status for Selected Work Order tasks will also be suppressed.

• Time Tracking

• • Maintain Time Tracking

• Billing

• • This tab can be suppressed from Work Detail, if you do not wish to maintain Billing and Tenant Chargeback details for your Work Orders and Inspections.  To suppress, deselect the "Show Billing tab?" parameter System Administration > Maintain Lookup Tables - Business Constants.  When this tab is suppressed, the Billing & Tenant Chargeback steps in the Close Selected Work Order, Record Status for Selected Work Order, and Record Inspection Results tasks will also be suppressed.

• Attach Documents (only available for Work Orders and Inspections if enabled at System Administration > Maintain Lookup Tables - Business Constants)

• Project

• Transactions

• • Add New Work Order Transaction

  • Edit Selected Work Order Transaction

  • Delete Selected Work Order Transaction

Maintenance Detail:

With 9.0, Work Orders and Inspections will be displayed in four To-Do List Activities depending on where they are in the Maintenance Work Flow.  The Detail Lists for each To-Do List Activity on this tab page is resizable vertically by clicking and dragging the top or bottom edge the data window or the bottom edge of the Property Manager application window.  This allows you to see more of the list of Work Orders and Inspections.  The columns in each To-Do List Activity are also resizable by clicking and dragging the right vertical edge of the data window.

When in the Maintenance Detail tab container, Context is governed by the Community, Management Company or Maintenance Company that you have selected.  Work Orders and Inspections will be listed in each To-Do List Activity for all authorized communities and companies for the user or for the Community, Management Company or Maintenance Company selected in Context.  Management and Maintenance Companies are now also included in the Context Bar for Accounts Payable Detail.

The Find Work Icon is available in the Maintenance Detail tab container and allows you to find specific Work Orders and/or Inspections.  Selecting a Work Order or Inspection from the results of your search will bring you to the Work Detail > General Information tab with the Work Order or Inspection in context.

You can also Find Work where it resides in the Maintenance To-Do List Activities by searching by its Work Order or Inspection Number.

Work Orders and Inspections in each of these To-Do List Activities will be limited to those for Communities the user is authorized to see.  Communities a user is authorized to see is defined for each employee at the System Administration > Employees tab.

• General Information - Maintenance To Do List Activities

• • Schedule - The Schedule To-Do List Activity is used to schedule the Work Order or Inspection (defining the Who and When), find current workers for an emergency request, and assign the work order to a vendor or in-house employee.

  • Dispatch - Once a Work Order or Inspection has been Scheduled, it will be in the Dispatch To-Do List Activity.  The Dispatch To-Do List Activity is where the Work Order or Inspection is dispatched to the vendor or in-house employee who is to do the work.

  • Track Work - Once a Work Order or Inspection has been Dispatched, it will be in the Track Work To-Do List Activity.  The Track Work To-Do List Activity is where all dispatched Work Orders and/or Inspections are monitored until they have been completed.  Once a Work Order or Inspection is Closed, it drops off the list.

• Recurring Calendar - The Recurring Calendar under the Maintenance Detail tab can include recurring events for all authorized communities or for a particular community selected in context.  Only recurring Work Orders and inspections will be displayed on the calendar.  One-time Work Orders and Inspections will not be included.

• Projects - If more than one Work Order is required for a reported Problem or Request, those Work Orders can be grouped together in a Project.  The concept of Projects is new with v9.0 and allows you to link independent Work Orders.  Independent Work Orders are closed as they are completed, and the Project remains open until all of its Work Orders have been completed.

• • Available Tasks:

  • • Create New Project

    • Maintain Selected Project

New Building Detail Tab Container:

As part of the enhancements related to Maintenance Detail, Work Order Detail and creating work orders for buildings in a community, a new Building Detail tab container has been added with the related Building Context Bar.  Details about a community’s building, units and amenities that are included on the Community Detail > Facilities tab are also included here, along with Maintenance History, Task Tracking, Item Tracking and Maintenance Definition for the Community/Building selected in Context.  On upgrade to 9.0, Locations that were included under Community Detail > Maintenance that belong under Building Detail > Maintenance will be moved from Community Detail to Building Detail.

• Building Context Bar - 2 drop down lists are included in the Building Context Bar

• • Community - select the community that contains the building you wish to work with.

  • Building - then select the specific building within the community.

New Community Detail > Program Groups Tab:

The old Community Detail > Program Info Tab has been split into 2 new tabs under Community Detail.  Parameters that apply to Funding Program Group Details (details that apply to all funding programs in a group) have been separated from Funding Program Details (details that only apply to one funding program in a group).

• Community Detail > Program Groups Tab (Funding Program Group Details)

• • Funding Program Groups

  • Funding Program Group Details

  • • General

    • Resident Screening Required

    • Agency Rules

    • Security Deposit

    • Annual Recertification

    • Funding Programs in Program Group

    • • Details about a Funding Program specific to which Funding Program Group it is included in.

      • If a Funding Program is included in more than one Funding Program Group, these details may be different depending on which Funding Program Group you are looking at.

• Community Detail > Program Info Tab (Funding Program Details)

• • Funding Programs - Funding Programs are shown outside of the context of which Funding Program Group or Groups that may be included in.

  • • Funding Program Details - These details are specific to the Funding Program.

    • • If the Funding Program is included in more than one Funding Program Group, these details are the same no matter which Funding Program Group is in context.

    • Funding Program Layers

Service Provider Subsidy Receivables:

If you have services provided to tenants in a community that are paid for by an outside agency, you now have the ability to setup Subsidy Receivables (either one-time or scheduled) to receive payments from these outside agencies for the benefit of tenants of the community.

Required Setup:

• Add the voucher source, if not already there, at System Administration > Maintain Lookup Tables - Vouchers.

• • This should be the Voucher Source that these types of Service Provider payments will be received with.  For example, if you have a Local Housing Authority Voucher that pays subsidy as well as money towards a service provider, the Local Housing Authority Voucher would be the Voucher Source you use.  In this way both payments can be received in the same payment batch.

• From the Community Detail > General tab use the Maintain Voucher Source task to select the voucher for a community and select the “Service” parameter.

• • Only Vouchers with this parameter selected will be available to add Subsidy Receivables for these Service Provider payments.

• Add one or more Subsidy Charge Types using the "Non-Certified Voucher Other-Bill" Internal Type using the Insert Charge Type task at System Administration > Accounting Setup - Charge Type Setup.

• • This new charge type is what's used for the description of the balance due when creating the open items for this type of subsidy receivable.  Please note that the accounting for the GL Entries will come from the Voucher setup.

• From each Household’s Household Detail > Accounting > Subsidy tab, you can use the Add New Subsidy Receivable task for one-time charges or the Add New Scheduled Subsidy Receivable task to create a schedule that bills with the frequency you choose.

• Open Items, Schedules and Event History is viewed from the Household Detail > Accounting > Subsidy tab and a filter has been added to filter each of these view by a selected Voucher.

• Payments for these Subsidy Open Items are received on the Accounting Detail > Payments tab with the Start New Payment Batch task using the Subsidy-Non-HAP payment batch type.

• • You are also able to add Unapplied Subsidy to receive money for which an open item hadn't been created yet.

Dealing with Broken Leases:

A new parameter has been added to the Community Detail > Rent tab where you can select a Broken Lease Method for each Funding Program Group of a Community. The Broken Lease Method will define what move-out accounting should occur and how the remaining rent through a household’s lease obligation should be billed.

The default selection for this parameter is <None> where no special accounting occurs when a lease is broken (pre-9.0 in Property Manager).  With this enhancement, one method is available.  If this method doesn’t meet your needs, please contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 to work with you in creating a new method.

Charge Balance at MO, Rebate if Rented - This method will charge rent to the moved-out household through the remaining term of their lease.  If the unit is rented again before the lease term is up, this billing will stop and any excess monies paid will be refunded back.

•  When a move-out is confirmed the total rent is computed from move out day +1 to the lease end date.

• • If total due is greater than $0 a broken lease receivable is created for that amount.  Its accounting offset is to the unearned income liability account.

  • • The GL Entry will Debit Tenant Receivable and Credit Unearned Income Liability.

    • • You are left with the full receivable the former household owes through the end of their lease obligation

      • As the former tenant makes payment, the normal payment processing occurs - Debit to Cash and Credit to Tenant Receivable.

      • This activity is visible on the Household Detail > Accounting > Receivables tab.

  • A balance schedule is created on the Unit Detail > Gross Potential tab to amortize the unearned income into regular income each month as the billing is run. If the move-out is backdated a catch-up billing is run to post the first amortization(s).

  • • Each month a GL Entry will occur to Debit Unearned Income Liability and Credit Tenant Gross Rent Potential.

    • This activity is visible on the Unit Detail > Gross Potential tab.

  • The vacancy schedule is adjusted to start the day after the unearned amortization schedule ends.  In other words, vacancy doesn’t start billing until the broken lease obligation ends.

  • If a new household moves into the vacant unit, the former household’s broken lease obligation will be reduced to end 1 day prior to the new move-in.

  • • If the amount of the Tenant Receivable due from the former household becomes negative, the former household is due a refund.

• Cancelling the confirmation of the move-out or subsequent move-in will restore accounting to its state prior to the transaction.

• This broken lease accounting only impacts the tenant rent.  Subsidy accounting is not impacted.

• Two new charge types need to be maintained for the above accounting to be created correctly.  Use the Maintain Charge Type task at System Administration > Accounting Setup - Charge Type Setup to maintain the Broken Lease Receivable and Broken Lease Unearned Income charge types.

Resident Screening - Rent Grow:

The Run Resident Screening for Selected Entry task on the Occupancy and Compliance Detail > Manage Vacancies tab and the Household Detail > Waitlist tab is now available for customers who use Rent Grow for resident screening.  With Rent Grow, there are Group Results, as well as results for each applicant in the group the resident screening request was run for.

Rent Grow allows you to update certain information in a screening request with 7 days of the original submission and resubmit the request at no charge.  To facilitate this, a new task was added to the Household Detail > Waitlist tab to Correct and Resubmit Resident Screening.  This task is only available for Rent Grow and only for 7 days after the original request was made.

The Export Type for Rent Grow is setup at the System Administration > Export Setup tab using the Create New Export task.

AP Invoice Import from a File

A new task has been added to the Accounts Payable Detail > General tab called Invoice Import, which allows you to import one or more AP Invoices into Property Manager from a file.  Currently, 2 formats are available:

• Generic Invoice - allows you to import AP Invoices from a properly formatted Excel spreadsheet that is saved as a CSV (comma delimited text file) (AP_Import _Generic_Invoice.xls).

• Vitus - allows you to import AP Invoices from a properly formatted Excel spreadsheet that is saved as a CSV (comma delimited text file) and has been formatted for properties that have a relationship with Vitus (AP_Import_Vitus.xls).

Minor Enhancements:

• File > User Options

• • As part of the enhancements to Maintenance Detail and Work Order Detail, the Default Window Selection under File > User Options has been changed from View Work List to the Maintenance Detail > General tab.

• General

• • When printing Word documents (System Administration > Maintain Documents) from the Print Options step of many tasks in Property Manager, the document will now print to the printer selected at the File Menu > Printer Setup instead of the printer you have set as your Windows Default Printer.

  • The Print Options step of various tasks has also been enhanced with links to Select All or Deselect All, making it easier to select which documents to print at the end of a particular task.

• Dashboard

• • You now have the ability to create a series of Standard Dashboards, one of which can be assigned to each Property Manager user at the System Administration > Employees tab.  The Standard Dashboards are created on the System Administration > Maintain Lookup Tables - Dashboard Standard Configuration.

  • • You also have the ability to create Standard configurations for Quick Links and Quick Tasks at System Administration > Maintain Lookup Tables - Dashboard Standard Quick Links and Dashboard Standard Quick Tasks.

    • If you don’t use Default Dashboards or want to allow your users to customize their own Dashboard, you can allow customized Dashboards at the System Administration > Employees tab for one or more or all employees.

    • • This setting will default to on, so that employees can continue to configure their own dashboards as in the past.  If you wish to make Standard Dashboards required without employee customization, you will need to deselect this parameter for all your employees.

  • Aged Receivables and Current Receivables Dashboard Objects

  • • When you drill down into the details for an amount on the Aged Receivables and Current Receivables Dashboard Objects, the list of households with open items will include a column designating whether a household is Active or Inactive.

  • To-Do List Dashboard Object

  • • The To-Do List Dashboard Object has been updated for the Maintenance To-Do List Activities on the Maintenance Detail > General Information tab.  A new section for Maintenance has been added with Schedule, Dispatch and Track Work To-Do List Activities added under this section.

  • Quick Tasks Dashboard Object

  • • The Quick Tasks Dashboard Object has been updated for the new Work Order tasks under Maintenance Detail and Work Detail.

  • Work Dashboard Object

  • • The Work Dashboard Object has been updated for all changes made Work Orders and Inspections under Maintenance Detail and Work Detail.

• Household Detail

• • General

  • • The Unscheduled Recertification and Unscheduled Recertification w/o Verification tasks on the Household Detail > General tab will now have the effective date of the certification default to the 1st of the next month.  This date had been defaulting to the 1 year from the current certification.

    • When the household is living in a USDA only unit, the Unscheduled Recertification w/o Verification task on the Household Detail > General tab will display an error message when the Effective Date of this transaction is the same as the annual recertification date and the message will prompt the user that this Effective Date is not valid and to use the Annual Recertification Process.

    • The Create Certification step found in many tasks located on the Household Detail > General tab, as well as on the various Occupancy and Compliance Detail tabs, has been enhanced to better handle the NY Region Shelter Allowance.  At least one of the Income rows must have AFDC/TANF Income.  When that is present, these fields must be completed:

    • • Household has children? - will default based on household composition

      • # in Household - will default to the current household count.  Use this field to adjust the number of household members if the shelter allowance is not based on the current total household count.

      • Current Amount - will display the current Welfare Rent predetermined by the "Household has children" indicator and the number in the household.

      • Fuel Allowance Adjustment - defaults to $0.00.  Use this field to enter the adjustment needed to change the Current Amount above, if necessary.

      • New Amount - this will sum the Current Amount and the Fuel Allowance Adjustment.

  • Additional Info

  • • The Manage Reasonable Accommodations task has been updated for all changes made Work Orders under Maintenance Detail and Work Detail.

  • Members

  • • Tasks on the Household Detail > History tab related to member history changes are now located on the Household Detail > Members tab.  These tasks are:

    • • Modify Effective Date

      • Correct Relationship/Student/Handicap Status

      • Cancel Relationship/Student/Handicap Status

      • Cancel the Addition of Selected Member

      • Cancel the Removal of Selected Member

    • When adding a member for a Tax Credit Funding Program household, the member’s gender is no longer required under Member Details.  If a gender isn’t selected, then the member’s gender will display as <unknown>.

    • The Send Application to New Member task on the Household Detail > Members tab will fail when it is sent for a new Spouse or Co-Tenant when the household already has an existing Spouse or Co-Tenant member.

    • When adding a new member with the Add Member W/O Verification task, you can now set the member’s gender and handicap status on the first step of the task.

  • Notes

  • • A new Note Type has been added to the Household Detail > Notes tab for Waitlist Notes.  These type notes are added when the  Run Resident Screening for Selected Entry task is performed to submit a Resident Screening request and when the Manage Resident Screening Results task is run to record the results.

    • A new Note Type has been added to the Household Detail > Notes tab for EIV type notes.  This new Note Type allows you to record EIV compliance activity.

    • When using the Insert Note and Maintain Note tasks on the Household Detail > Notes tab no longer allow you to change the Employee who created the note.  The employee will be the user that is currently logged into Property Manager.

  • Income and Expense

  • • Once a household member reaches the age of 65, when any subsequent certifications are created and the household doesn’t already have a worksheet row for Insurance Expense for Medicare, one will be added on the Income and Expense step of the create certification process.

    • In anticipation of requirements for TRACS 202D, validation has been added to the Income and Expense step of the create certification process when you are entering Social Security income.  The new validation occurs when entering the SSN Benefits Claim Number.  To be correct, the claim number is entered as 9 digits (Social Security Number) plus 1-3 letters and/or numbers.  The minimum length required for this column is 10 characters.  The field can be left blank and validation only occurs when something is entered.

  • Transactions

  • • Households who are in the HUD 236 or BMIR Funding Programs that hold a Section 8 Housing Choice Voucher will have their certifications marked as DNX on the Household Detail > Transactions tab, as these certs should not be sent to TRACS.  The PHA handles EIV requirements for these households.

    • • As part of this enhancement, a “Housing Choice Voucher” parameter has been added at System Administration > Maintain Lookup Tables - Vouchers.  This parameter will only be selected when the USDA Subsidy Code is set to HUD Voucher.

  • Accounting

  • • Summary

    • • The Receive Tenant Payment task located on the Household Detail > Accounting > Summary tab will fail, preventing a tenant payment from being recorded, when a Payment Method is not selected.

      • Unless you have had your Late Charge cycle set to run daily, open items for late charges did not display on the Household Accounting > Summary & Receivables tabs or be included in merge fields (Data for Late Notices) for documents (System Administration > Maintain Documents).  With v9.0, “Unassessed Late Charges” will now display on the Household Accounting > Summary & Receivables tabs and be available for use in documents with the appropriate merge fields.

      • • The open item will be described as “Unassessed” and will not be included in the Running Balance of Event History until it is actually assessed to the household.

    • Receivables

    • • The Record NSF for Selected Payment task on the Household Detail > Accounting > Receivables, Deposits and Promissory Notes tabs has been enhanced to include a Print Options step to the task.  Documents added to the new Document Group, NSF, at System Administration > Maintain Documents - Maintain Document Groups will be available in this to be printed for the household the task is run for.

      • The Apply Credits task has been enhanced to improve ease of use.  When the credit to be applied is less than the open item balance that it is being applied to, the amount applied to the selected open item will match the credit amount instead of the amount due.  In previous versions of Property Manager, you needed to change the amount applied to match the amount of the credit.

    • Subsidy

    • • When in the Convert Subsidy to Promissory Note task and the type of promissory note selected is “Note Payable - Include on HAP” (Note Payable - Net Subsidy), you now have the ability to enter amounts to be retained.  Enter an amount to be retained as the “Initial Repayment Cost” and the amount to be retained as the “Ongoing Repayment Cost”.  As the tenant makes each payment, these amounts retained will reduce the amount that is included on the next HAP going back to HUD.

      • • A new charge type for Repayment Cost Retained has been added at System Administration > Accounting Setup - Charge Type Setup.  The Income GL Account on the Repayment Cost Retained charge type will be credited to reflect the community’s income from retaining this money instead of passing it onto HUD.

    • Deposits

    • • When in the Add Interest on Deposit task on the Household Detail > Accounting > Deposits tab, you now can enter an interest rate of zero (0).  This allows you to accrue no interest for the specified period of time when the rate is zero and mark the accrual period as evaluated (accrual period won’t be considered again when the next period is accrued for).

      • • You also have the ability to enter an interest rate of zero (0) with the Add Interest on Deposit task at the Accounting Detail > General tab.

      • While in the Household Moveout Accounting Activity task on this tab or the Occupancy and Compliance Detail > Manage Vacancies tab, users who do not have access to the Forfeit Deposit task on the Household Detail > Accounting > Deposits tab will not have access to this step in the Moveout Accounting task.  Access is maintained at System Administration > Define Access.

    • Promissory Notes

    • • When Subsidy Due (Convert Subsidy Due to Promissory Note) and an amount is retained each month by the community/management company, in addition to the Promissory Note schedule you will see a “Unrecovered Cost Balance” schedule on the Household Detail > Accounting > Promissory Notes tab that will be reduced as you receive tenant payments and retain a portion of that payment.

• Community Detail

• • Program Groups

  • • A new parameter has been added to the Security Deposit data window on the Community Detail > Program Groups tab to “Override full month amount with voucher amount?”.  When selected, the security deposit will calculate as the voucher tenant portion plus UA.

    • A new parameter has been added to the Community Detail > Program Groups tab in the Security Deposit data window for Refund Days.  The number of days entered here determines the “Due By Date” shown on the Occupancy and Compliance Detail > Manage Vacancies tab in the Move-Out Accounting To-Do List Activity.

    • • On upgrade to v9.0, this field will show as NULL, but the value used will be set to the rule for the state in which the community is located.

      • • This is how the Due By Date has been calculated in previous versions of Property Manger.

        • If there is no state rule, the number of Refund Days will be set to 23.

      • The number of Refund Days can be set to any number of days less than or equal to the state rule.  If a HUD Funding Program is involved, the maximum due date will be calculated at the lesser of the state regulation or 30 days, which HUD dictates.

    • The Abbreviation column is now a maintainable drop down list on the Community Detail > Program Groups tab in the Funding Programs In Program Group data window.

    • • Enter a short, abbreviated description for each Funding Program in the Funding Program Group.

      • Leave as <FP Description> or select this option from the drop down list to use the Funding Program Description  (name of the Funding Program)

      • Select <Blank> to indicate that no abbreviation is to be used.

  • Program Info

  • • LIHTC TIC Forms (Community Detail > Program Info tab, Supported TICs)

    • • The KS TIC has been updated to match the current version.  

      • The TN TIC has been updated to match the current version.

    • A new parameter has been added for Conventional Funding Programs on the Community Detail > Program Info tab for "Proj. based Voucher Source".  This parameter defines the project based voucher source for the conventional funding program.  The drop down list is populated with voucher sources selected in the Maintain Voucher Source task on the Community Detail > General tab.

  • Contract

  • • A new data window has been added to the Community Detail > Contract tab to capture Address Information for a Tax Credit (LIHTC) BIN.  This has been added for situations where a BIN covers more than one building with different addresses.

    • • If these field are left blank for any BIN, then address information will be pulled from the Building Detail > General tab (formerly the Community Detail > Facilities tab - see the New Building Detail Tab Container enhancement discussion above).

    • A new task has been added to Community Detail > Contract tab to aid in researching how compliance/contract may have gotten out of sync.  The View Occupancy Transaction Journal task will allow you to see what swaps and other occupancy activity that has occurred within the time frame specified.

    • • After starting the task, you select the Unit Bundle (Contract) and either specify the date range by effective date or the update time stamp.

      • After clicking Refresh all swaps, move-ins, move-outs, transfers, etc will be displayed, including those procedures that were canceled or had a changed date.

      • The user that made performed the procedure will be listed in case you need more information behind the procedure performed.

    • A new parameter has been added to the Community Detail > Contract tab for Rent Regulation (RCS) Funding Programs to handle the calculation of Individual Apartment Improvement (IAI) rent increases.  Select either 1/40th or 1/60th for the "IAI Rent Adj. Fraction".  In general 1/40th should be selected for buildings with 35 or fewer units and 1/60th should be selected for buildings with 36 or more units.

  • Rent

  • • Tasks on the Community Detail > Rent tab that create certifications now have a Print Options step instead of a Print Certification parameter on the Certify step of the task.  This allows all documents included in the Gross Rent Change Document Group (System Administration > Maintain Documents - Maintain Document Groups) to be printed along with the certifications.

    • Rent Overrides for households will be preserved when rebuilding certifications (Household Create Certifications).  If you need to get back to Rent Plan values, a rent change will need to be done with override values that match plan.

    • In prior versions, you only had to the option to Auto Assess Late Charges for your entire application.  It was an all or none choice.  With version 9.0, a new parameter has been added to the Community Detail > Rent Tab to specify whether or not any given Community/Funding Program Group will “Auto Assess Late Charge”.

    • • You will only be able to select this parameter if a Late Charge Method has been selected for the Community/Funding Program Group.

      • If you subsequently change a Late Charge Method to None, this parameter will automatically be deselected.

      • On upgrade to version 9.0, all databases who auto assess late charges will have this parameter set for all Community/Funding Program Groups that have a Late Charge Method selected.

      • If you have never had Late Charges Auto Assessed for your database, you will need to contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 for assistance before this parameter will work for you.

  • Notes

  • • The Insert Note and Maintain Note tasks on the Community Detail > Notes tab no longer allow you to change the Employee who created the note.  The employee will be the user that is currently logged into Property Manager.

    • A new Note Type for Remittance Instructions Notes has been added to the Community Detail > Notes tab, and these notes will be displayed on the Rent Bill Report in the Notices Section of the report.

    • • Remittance Notes use Tokens that relate the note to specific charge type(s) setup at System Administration > Accounting Setup - Charge Type Setup.  With these Tokens, Remittance Notes will only display on the Rent Bill when the household has activity and/or an amount due from the charge type(s) the Token is related to.
      • • The Notice on the Rent Bill will replace the Token entered in the Note with a sum of the balance due fro the related Charge Type(s).
        • • For example, "For Meals, please make check payable to "Meals Provider" for $85.50."
        • The special Remittance Code "None" included in the Remittance Note will cause the Balance Due amount to be blank and not included in the Total Due from the household.  In this way, the activity for these charge types that are related to this Remittance Note will be displayed (for informational purposes only) and any balances due on these charge types will not be included in the total due from the tenant.
        • • This is meant to display amounts due from third parties on behalf of the tenant, which you need to inform the household about.
          • For example, "Items labeled Medicaid are for INFORMATION ONLY.  Please do not remit."
        • When running the Rent Bill Report from Reports > Select Reports, you need to select "Remittance Notice" for the Check Payable To parameter.
        • Please contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 for assistance in setting up these Tokens and the related Charge Types.

  • Vendors

  • • Vendor Locations that are disabled (made inactive) at the Vendor Detail > Vendor Locations tab will be excluded from the list of vendors providing goods and services on the Community Detail > Vendors tab.

• Building Detail

• • See New Building Detail Tab Container discussed above.

• Unit Detail

• • No Changes with Version 9.0 except for Work Detail/Maintenance Order Detail discussed above.

• Amenity Detail

• • No Changes with Version 9.0 except for Work Detail/Maintenance Order Detail discussed above.

• Accounting Detail

• • General

  • • Both the display in the Refund Utility Reimbursement To-Do List Activity on the Accounting Detail > General tab and the in the Refund Utility Reimbursements task has been modified to indicate that one or more of the households has a pending move-out (with a move-out date of less than or equal to the due date of the Utility Reimbursement), and help to prevent a user from refunding the whole amount of a Utility Reimbursement when less maybe due the household upon confirmation of the move-out.

    • • In the To-Do List Activity, bold red text will list which households have a pending move-out.

      • The task will have a red circle tick mark indicating that a move-out is pending that may adjust the refund amount.

  • Payments

  • • The Include Unbatched Payments step of the Start New Payment Batch task for tenant type payment batches (Accounting Detail > Payments tab) will be skipped if there aren’t any unbatched payments to be displayed on it.

    • When adding a Prepayment to a payment batch with the Start New Payment Batch task for tenant type payment batches (Accounting Detail > Payments tab) and the household your are adding the prepayment for has a Special Schedule setup for their Promissory Note, you will be presented with each of the upcoming individual payments to choose for the prepayment to apply to.

    • Five new Import Types have been added to the Start New Payment Batch from a File task:

    • • Banner Bank

      • Key Bank

      • Tri Counties Bank

      • US Bank

      • Wells Fargo

  • Account Maintenance

  • • When using the Customize Charge Type or Maintain Customized Charge Type tasks on the Accounting Detail > Account Maintenance tab, you can override the Export Journal Override when you export to MRI.  This field is only available for the Accounts Payable charge type.  This allows you to set Accounts Payable sent over to MRI with the correct cash type for each community/funding program group in your database.

    • • Entry in this column overrides what is set at System Administration > Accounting Setup - Export Information Setup.

• Accounts Payable Detail

• • Find Invoice

  • • Invoice Date Range has been added to the Search Criteria on the Accounts Payable Detail > Find Invoice pop up.

    • The Invoice Nbr, Account Nbr & WO Nbr Search Criteria fields on the Accounts Payable Detail > Find Invoice pop up now allow partial entry.  You can now search on any of these criteria be entering only the beginning of the number.

    • You are now able to sort the search results on the Accounts Payable Detail > Find Invoice pop up on all column headings by clicking on the column heading you wish to sort by.

    • The Accounts Payable Detail > Find Invoice pop up has been updated for all changes made for Work Detail/Maintenance Detail enhancements discussed above.

  • General

  • • The Receive Invoice task on the Accounts Payable Detail > General tab has been updated to include the Vendor Name selected from Find Vendor on the Work Order Items step of the task to let you know that you are looking at Work Order Line Items for the correct vendor.

    • The Receive Invoice task on the Accounts Payable Detail > General tab has been updated to include Work Order Numbers selected on the Work Order Line Items step of the task to be displayed on the Add New Line Items step of the task.

    • While in the Receive Invoice task on the Add New Line Item step of the task, if you have coded a line item with an expense account and then switch the Vendor Account Holder for the line item, if the new Vendor Account Holder doesn’t have an expense account set for it, then the previously selected expense account will remain.

    • When using the Receive Utility Bills task on the Accounts Payable Detail > General tab, the Start Date, End Date and Bill Month/Year will default based on the last Utility Bill received for the selected Vendor Account Holder.

    • • The Start Date will be 1 day after the last Utility Bill’s End Date.

      • The End Date will be 1 month after the last Utility Bill’s End Date.

      • The Bill Month/Year will be 1 month and 1 year, respectively, after the last Utility Bill’s Bill Month/Year.

      • If you manually change the Start Date, the Bill Month/Year will be set to the month and year of the Start Date.

    • The Maintain Selected Invoice/Credit Memo task on the Accounts Payable Detail > General tab will not allow you to maintain AP Invoices that were created from an In-House Vendors AR Invoice (Maintenance Company Detail > AR Invoice Detail) once the corresponding AR Invoice has been approved.   Even if you have allowed maintenance of AP Invoices after they have been approved and/or verified from System Administration > Maintain Lookup Tables - Business Constants.

    • • This was true prior to version 8.3 and this enhancement reinstitutes that restriction.

    • The ability to Synchronize Vendors from Property Manager to Bostonpost Financials (Property Manager is the master of the vendor list) from the Accounts Payable Detail > General tab has been added.  The ability to Synchronize Vendors from Bostonpost Financials (Bostonpost Financials is the master of the vendor list) was added with v8.3 of Property Manager.

    • • If a Property Manager AP Vendor does not have a Vendor ID, one will be added during this task based on it's internal ID with a prefix of PM.

      • The parameter for setting the type of synchronization of vendors is made at System Administration > Maintain Lookup Tables - Business Constants.

• Occupancy and Compliance Detail

• • Manage Vacancies

  • • The More… link in the Schedule Move-In/Transfer To-Do List Activity on the Occupancy and Compliance Detail > Manage Vacancies tab has been updated to include Resident Screening Results that arise from the Run Resident Screening for Selected Entry and Manage Resident Screening Results tasks.

    • A column has been added to the Approve Move-In/Transfer To-Do List Activity on the Occupancy and Compliance Detail > Manage Vacancies Tab for “Time on Queue”.  This column will show how long a Move-In or Transfer Certification has been in this To-Do List Activity waiting for approval.  For those customers who have a set time limit on when Move-In and Transfer Certification should be approved by, this column, which can be sorted on, will show which Certifications have been in this To-Do List Activity for 48 hours or more, for example.

    • The Run Resident Screening for Selected Entry has been updated to better handle when resident screening submissions to either SafeRent or RentGrow time-out.  When this does occur and the request is not received by the third party, a waitlist transactions will be added with the waitlist type of "Transmission Failed".

    • The last column of the details in the Certify Move-In/Transfer To-Do List Activity on the Occupancy and Compliance Detail > Manage Vacancies tab has been changed from “Failed Approval” to “Notes”.  This allows the column to indicate what still needs to be done for failures due to a certification not being approved, and when a household needs its Resident Screening to be completed before certification can take place.

    • • Possible Notes Include:

      • • Failed Approval: Certification

        • Resident Screening Required

        • Failed Resident Screening

        • Pending Resident Screening

  • Annual Recertification

  • • As you complete a task in any of the Occupancy and Compliance Detail > Annual Recertification To-Do List Activities, the To-Do List Activity you launched the task from will now stay active with the first household in the list selected.

    • A column has been added to the Approve Certification  To-Do List Activity on the Occupancy and Compliance Detail > Annual Recertification Tab for “Time on Queue”.  This column will show how long an AR Certification has been in this To-Do List Activity waiting for approval.  For those customers who have a set time limit on when AR Certification should be approved by, this column will show which AR Certifications have been in this To-Do List Activity for 48 hours or more, for example.

    • A column has been added to the Approve Certification To-Do List Activity on the Occupancy and Compliance Detail > Annual Recertification Tab for Notes.  This column will be used to indicate if there is an independent Tax Credit AR for a particular household.

    • The Review for Approval task in the Approve Certification To-Do List Activity on the Occupancy and Compliance Detail > Annual Recertification Tab has been updated to allow you to add a comment up to 255 characters long.

  • TRACS

  • • HAP Requests

    • • The Details link on the Occupancy and Compliance Detail > TRACS > HAP Request tab now includes the Rejected Date and Rejected By information for HAP Requests that have been rejected using the Reject Selected Item task.  If a HAP is unexpectedly rejected, you can now tell when it happened and by whom.

  • LIHTC

  • • The Build LIHTC File task on the Occupancy and Compliance Detail > LIHTC tab has been enhanced to make it clear how the Transactional Selection methods behave based on which Tax Credit Transmit Export Type you are using.

• Maintenance Detail

• • New Tab Container see Work Detail/Maintenance Order Detail discussion above.

• Work Detail

• • New Tab Container see Work Detail/Maintenance Order Detail discussion above.

• Maintenance Company Detail

• • No Changes with Version 9.0 except for Work Detail/Maintenance Order Detail discussed above.

• Vendor Detail

• • Vendor Locations

  • • The Goods and Services data window on the Vendor Detail > Vendor Locations tab has been moved to right below the Location Detail data window to make it more prominent on the Vendor Locations tab.  The More… link, when double-clicked, pops up a window with a scrolling list of “Provided To” communities along with the Preference Levels for each community.

    • The Disable Selected Vendor task has been replaced with the Delete Selected Vendor task on the Vendor Detail > Vendor Locations tab.  With this task, you can delete vendor that only has the Primary Vendor Location and does not have any Contacts, Notes, Goods and Services, other Vendor Locations, AP Vendors and Vendor Account Holders added to it.

    • • Contacts, Notes and Goods and Services can be deleted to allow you to delete the vendor, but if there are other Vendor Locations, AP Vendors or Vendor Account Holders, the vendor cannot be deleted and you can only disable those attributes of the Vendor, which will make the selected Vendor inactive.

  • AP Vendors

  • • The Vendor Detail > AP Vendor tab has been changed to show more details about the AP Vendor(s) of a selected Vendor.  In addition to the AP Vendor’s Billing Address, the new data window also shows the description of the AP Vendor, its billing address, the default GL Account, Payment Terms and whether or not it is an “Approved” AP Vendor.

    • When using the Add AP Vendor, Add Vendor Account Holders or Maintain Vendor Account Holders tasks on the Vendor Detail > AP Vendor tab, you now have the ability to set an Allocation Percentage for each Vendor Account Holder.

    • • When you use the Receive Invoice task on the Accounts Payable Detail > General tab and select a Vendor Account Holder that shows as "<Multiple>" and has an Allocation Percentage defined for it, then on the Add New Line Items step, Misc Line Items will be created for all Vendor Account Holders of the Vendor that have an Allocation Percentage defined for them.

      • • After entering the total amount for the AP Invoice, that amount will be automatically allocated to each line item.

        • The Allocation Percentages are defaults, and can be manually changed for each line item.

    • Columns on the Vendor Detail > AP Vendor tab have been made wider to make it easier to see the details of each Vendor Account Holder.

  • Vendor Invoices

  • • A new tab has been added under Vendor Detail for Vendor Invoices.  This new tab will display all the AP Invoices for the Vendor selected in context.  

    • • You can filter the list of AP Invoices for the selected Vendor by the same search criteria available to you on the Accounts Payable Detail > Find Invoice popup.

      • You can sort the list of AP Invoices by clicking on any of the column headings.

      • The Invoice data window on this tab page is re-sizable vertically by clicking and dragging the top or bottom edge of the Property Manager application window.  This allows you to see more of the list of AP Invoices.

• Business Detail

• • General

  • • The “Preferred References?” parameter has been added back to the Business Detail > General tab.  This indicator is displayed when adding/searching for business references on the Household Detail > References tab.

• System Administration

• • Maintain Documents

  • • A new parameter has been added at System Administration > Maintain Documents in the Document Selection Criteria data window for “Under Eviction”

    • • Choices  are N/A, Yes or No

      • Setting this parameter to Yes will print the selected document only when a household is under eviction.

      • Setting this parameter to No will print the selected document only when a household is not under eviction.

    • A new parameter has been added at System Administration > Maintain Documents on the Document Properties sub tab to “Track Print”.  With this parameter selected, when the document has been printed for a household, a note will be added to the Household Detail > Notes tab for the household(s) it was printed for.

    • • As a part of this enhancement, a Note Type for “Document Printed” for these type of notes.  Also, a Note Type for <All Except Documents> has also been added to display all Note types except Document Printed notes.

    • A new merge field has been added to Data For Letters for TTY_Phone (TTY - Teletypewriter or Teletype, which is a telecommunication device for the deaf) at System Administration > Maintain Documents.

    • • As a part of this new merge field, a new Phone Type has been added to the System Administration > Maintain Lookup Tables - Phone Type for TTY Phone.  If this phone type already exists on your Phone Type lookup table, a duplicate one will not be created.

    • A new merge field for <<apt_nbr_only>> has been added to Data for Bills, Data for Late Notices, Data for Lease, Data for Letters - Basic, Data for Letters - Basic Information, Data for Tenant Chargebacks, Data for Verification Forms, Data for Legal and Data for Moveout Accounting.

    • • This gives you the ability to include the Apartment Number only (instead of Building Number - Apartment Number) when tenants only know their unit by its Apartment Number.

    • New merge fields have been added to Data for Letters at System Administration > Maintain Documents for members that are designated as  Live-In Medical Attendants, and this relationship code has been removed from the <<other_dependent_over_17>> merge fields so that they can be reported separately.  The New merge fields are:

    • • «livein_name»

      • «livein_ssn»

      • «livein_ssn_masked»

      • «livein_dob»

      • «livein_age»

      • «livein_gender»

      • «livein_personid»

    • The «movein_date» merge field has been added to the Data for Leases data source.

    • New merge fields have been added to Data for Letters at System Administration > Maintain Documents for tenant screening purposes when a printed or emailed report/form is necessary for the process.

    • • «head_annual_income» - Most current total annual income for the Head of Household

      • <spouse_first_name>; <spouse_last_name>

      • <cotenant_1_first_name>; <cotenant_1_last_name>

      • <cotenant_2_first_name>; <cotenant_2_last_name>

      • <cotenant_3_first_name>; <cotenant_3_last_name>

      • <other_dependent_over_17_first_name_1>; <other_dependent_over_17_last_name_1>

      • <other_dependent_over_17_first_name_2>; <other_dependent_over_17_last_name_2>

      • <other_dependent_over_17_first_name_3>; <other_dependent_over_17_last_name_3>

      • <other_dependent_over_17_first_name_4>; <other_dependent_over_17_last_name_4>

      • <dependent_1_first_name>; <dependent_1_last_name>

      • <dependent_2_first_name>; <dependent_2_last_name>

      • <dependent_3_first_name>; <dependent_3_last_name>

      • <dependent_4_first_name>; <dependent_4_last_name>

      • <dependent_5_first_name>; <dependent_5_last_name>

      • <dependent_6_first_name>; <dependent_6_last_name>

      • <dependent_7_first_name>; <dependent_7_last_name>

      • <dependent_8_first_name>; <dependent_8_last_name>

      • «spouse_annual_income» - Most current total annual income for Spouse

      • «cotenant_1_annual_income» - Most current total annual income for Adult Co-Tenant 1

      • «cotenant_2_annual_income» - Most current total annual income for Adult Co-Tenant 2

      • «cotenant_3_annual_income» - Most current total annual income for Adult Co-Tenant 3

      • «head_dl» - Driver's license number for the Head of Household

      • «spouse_dl» - Driver's license number for the Spouse

      • «cotenant_1_dl» - Driver's license number for Adult Co-Tenant 1

      • «cotenant_2_dl» - Driver's license number for Adult Co-Tenant 2

      • «cotenant_3_dl» - Driver's license number for Adult Co-Tenant 3

      • «head_dl_state» - Driver's license state for the Head of Household

      • «spouse_dl_state» - Driver's license state for the Spouse

      • «cotenant_1_dl_state» - Driver's license state for Adult Co-Tenant 1

      • «cotenant_2_dl_state» - Driver's license state for Adult Co-Tenant 2

      • «cotenant_3_dl_state» - Driver's license state for Adult Co-Tenant 3

    • New Merge Fields have been added to Data for Moveout Accounting at System Administration > Maintain Documents to enable all documents in this process to be sent to all adult members of a household.

    • • «other_dependent_over_17_name_1»

      • «other_dependent_over_17_name_2»

      • «other_dependent_over_17_name_3»

      • «other_dependent_over_17_name_4»

  • Maintain Lookup Tables

  • • The Auto Create AP Vendor parameter on the Business Constants table under System Administration >Maintain Lookup Tables is now available for customers who use the MRI Web Services Export Type.  When this parameter is selected and Tenant AP Functionality has been enabled on System Administration > Accounting Setup - Export Information Setup, when your refund a tenant credit open item and a vendor has not yet been created for the household, Property Manager will create an AP Vendor in MRI for you.

    • The Late Charge Method table has been enhanced to allow you to assess 2 Late Charges (in addition to the Daily Charge) per month.  This allows you to assess 1 Late Charge after the defined amount of Grace Days, and then assess a 2nd Late Charge after another period of Grace Days.

    • • You can also continue to assess a Daily Charge which will start after the first charge has been assessed.

    • A new parameter has been added to the Legal Method table, which allows you to set the printing of Late Notices for balances that are less than the entered number.

    • The USDA - Kind of Loan and USDA - Plan of Operation Lookup Tables have been removed from System Administration >Maintain Lookup Tables.  These Lookup Tables are generally set at conversion time and should not be changed for active communities.  If you need assistance with these Lookup Tables, please contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896.

    • The Voucher table under System Administration >Maintain Lookup Tables has been updated to include a Financial Rounding Method parameter that can be set for each outside voucher.

    • • Select either Whole Dollars or 2 Decimals.

  • Employees

  • • When adding new employees to your database on the System Administration > Employees tab with the Add New Employee task, they will inherit default settings at File Menu > User Options.  For example, the default window will be set to Dashboard to showcase that functionality to new users.

    • When adding new employees to your database on the System Administration > Employees tab with the Add New Employee task, you can now select an existing employee on the Define Access step to use to define access for the new employee.

    • The list of Access Roles that can be assigned to each employee will have System Defined Roles (System Administration > Define Access) marked with a red tick mark.

    • A parameter has been added to the System Administration > Employees tab, that when selected allows the user to access your training database (Allow Training DB Access).  This parameter gives you the ability to limit access to specific employees.   Prior to v9.0, all employees had access to the training database, and that access will remain on upgrade.  You will need to maintain this parameter for each employee that should not have access.

    • A new task has been added to the System Administration > Employees tab to Maintain Maintenance Crew.  This task allows a user who may not have access to other administrative tasks on this tab to change phone numbers, communities that a person on the maintenance crew has access to, hourly rates, skills and where time is expensed to.

    • • Only employees with the Maintenance Crew flag will be available in this task to make these changes to.  

  • Define Access

  • • The Property Manager provided roles (System Defined) on the (System Administration > Define Access tab can no longer be deleted.  Instead, you can use the new task, Activate/Inactive Roles, to make these roles inactive if they are not being used.

    • • Custom Roles added by users will be sorted to the top of the list, with the provided roles listed next and inactive roles listed last.

      • Roles that are System Defined will have a red tick mark to indicate that fact.

    • The following System Defined Roles for the new Maintenance/Work Order functionality have been added to the System Administration > Define Access tab:

    • • Prop. Mgmt. - Request Work

      • Maint.- Management

      • Maint. - Schedule and Dispatch Work

      • Maint. - Record Work

      • Sys. Admin- Maintenance

  • Define Roll Members

  • • System Defined Roles will have a red tick mark on the System Administration > Define Role Members tab.

  • Accounting Setup

  • • GL Account Setup

    • • When adding or maintain GL Accounts with the Add GL Account and Modify GL Account tasks, respectively, you can now select the AP parameter for GL Accounts of the type Other Current Asset (I.e. - prepaid insurance).

      • When you make a GL Account inactive with the Modify GL Account task and that GL Account is assigned to an AP Vendor or Vendor Account Holders at the Vendor Detail > AP Vendors tab, you will required to select a replacement default GL Account for the affected AP Vendors and Vendor Account Holders.

    • Export Information Setup

    • • For BP Financials customers who export AP Invoices, the “Export Class Code to Department” parameter on the System Administration > Accounting Setup - Export Information Setup tab, which uses Class Code (either for community, funding program group, or building as defined for the export) for Department for the exporting of GL Batches, now will use the Class Code when exporting AP Invoices to BP Financials.

      • For BP Financials customers who utilize In-House Vendors now have the ability to export AR Invoices to specific Departments from the Maintenance Company Detail > AR Invoice Detail tab.  The Class Code parameter at System Administration > Accounting Setup - Export Information Setup will define which Department in BP Financials the AR Invoice will be exported to.

      • • Included in the AR Interface parameters, the “AR Export Community Class to Dept” needs to be selected.

        • This parameter is only available for Maintenance Companies.

      • QuickBooks customers now have the ability enable the “Tenant Payable Interface” to be able to create Tenant AP Invoices directly in QuickBooks from Property Manager.  Tenant AP Invoices can be created for Utility Reimbursements, Move-Out Accounting Refunds, Refunds of Security Deposit Interest and refunds of other household credits.

      • • This parameter is set for each community export entity at System Administration > Accounting Setup - Export Information Setup.

        • You also have the ability to Auto Create AP Vendors at System Administration > Maintain Lookup Tables - Business Constants.

      • For Export Entities that are both a Management Company and a Maintenance Company, they will be listed under a new category: Management/Maintenance Co.

      • • These type of entities are used with Work Orders (Work Order Detail, Maintenance Detail), for exporting both AR Invoices (Maintenance Company Detail) and AP Invoices (Accounts Payable Detail).

      • The MRI Web Services (previously known as IRES Web Services) export type has been updated to change the Server Name parameter to be described as Client ID to better match MRI terminology.

      • The Export Entity Description column on the System Administration > Accounting Setup - Export Information Setup tab is now required.  This description is used in the drop down list for various Context Bars in Property Manager.

      • • If this column is blank, it will be set to the Community, Management Company or Maintenance Company Name on upgrade.

      • When the Export Class Code to Dept parameter is selected, but the Branch/Division Class Code field is blank/null, the Department Number column in the export will not be populated (i.e. - a Null Department Number is exported).

      • The "Enable Cash Basis" parameter is now available for the MIP Export Type.  When selected, the GL Export file that is created will only contain Cash Basis Entries.  You will still be able to report on accrual basis GL Entries in Property Manager, but they will not be exported to MIP.

      • The "Enable Cash Basis" parameter is now available for the QuickBooks Export Type.  When selected, the GL Entries sent to QuickBooks will only be Cash Basis Entries.  You will still be able to report on accrual basis GL Entries in Property Manager, but they will not be exported to QuickBooks.

      • As part of the Work Detail/Maintenance Detail enhancements discussed above, the Authorize Purchasing and Disable Purchasing tasks have been replaced with the Maintain Send Bill To task on the System Administration > Accounting Setup - Export Information Setup tab.  This will set the "Send Bill To" address on the printed Work Order and Inspection.

      • • If a Send Bill To address (Purchaser Address) hadn't been set prior to upgrade to v9.0, it will be set to the Community's Management Company, which is assigned to a community on the Community Detail > General tab.

    • Payment Batch Types

    • • For each community/payment batch type (System Administration > Accounting Setup - Payment Batch Types), you have the ability to define which payment methods are allowed.  If Allowed Payment Methods have not been specified, then all Payment Methods are allowed.

  • Export Setup

  • • A new Export Type has been created for Tax Credit Transmit OR.  This export type will create a CSV file that will be saved to your computer (Occupancy and Compliance Detail > LIHTC - Build LIHTC File).  A separate Excel Spreadsheet that has been loaded to Property Manager with macros is provided that will take this CSV file and copy it into the necessary format to be sent to the State of Oregon.

• Database Analysis

• • No Changes with Version 9.0

• Reports

• • No Changes with Version 9.0

• Reminders

• • No Changes with Version 9.0

• Employee Tracking

• • The Employee Tracking tab now displays login information about all tracked employees (System Administration > Employees).  For each employee, the latest login and logout date and time will be displayed.

  • • If an employee is currently logged in, Logged in Now will display, otherwise the status will display as Logged Out.

• Employee Calendar

• • The Employee Calendar is new with v9.0 and is broken down into 2 sub-tabs:

  • • Scheduled Time Off allows you to view when an employee is on vacation or otherwise off.

    • • With the Maintain Calendar for Selected Date task, you can specify one or more employees as being off starting with the date selected when starting the task.

      • An employee’s time off will show in the Schedule To-Do List Activity on the Maintenance Detail > General tab.

      • As a part of this enhancement, the Employee Tracking tab now has context, so that a user may see all employees in the communities/companies they are authorized to see at the System Administration > Employees tab or in the selected community/company.

    • Regular Work Hours shows, by employee, the number of hours they regularly work within each Appointment Block by day for the selected week.

    • • With the Maintain Regular Work Hours task, you can maintain each employees regular work hours.

      • Entries made here will define the available work hours for the employee on the Maintenance Detail > General tab in the Schedule To-Do List Activity.  

New Windows/Tasks for Security:

IMPORTANT:

Following are new tabs and tasks for which your organization’s System Administrator must set security before they will be available in Property Manager and in Task lists.  This is set on the Property Manager > System Administration > Define Access Tab.