Copyright: © 2006 Sage Corporation. All rights reserved.
Citation: © 2006 Sage Corporation. All rights reserved.


Welcome
Residential Management Help

RM.hlp version 9.5 (English - United States)

© 2008, Sage Corporation. All rights reserved.


Guests Only

Select the box if you want to view guests only. Guests who have been made residents will not appear for selection.


Last Name

Enter the last name of the guest. If a name already exists, type the name or enter the first letter of the name, then select the name when you see it in the list.

If this is the first time you have entered this guest, a message appears asking if you want to add this record. Click [Yes] to add the record or [No] if you do not want to add the record.


First Name

Enter the first name of the guest. If a name already exists, enter the name or enter the first letter of the name, then select the name when you see it in the list.


MI

Enter the middle initial of the guest.


Address

Enter the current address of the guest.


Zip

Enter the zip code.


City

Accept the prefill or enter the city for the address.


State

Accept the prefill or select a state from the list.


Home Phone

Enter the phone number for the guest.


Work Phone

Enter the work phone number for the guest. The area code prefills based on the zip code that was entered in the Zip box.


Ext

Enter an extension for the work phone number.


E-mail

Enter the e-mail address of the guest.


Lease Type

Select the lease type from the list. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).


Occupants

Displays the occupants to include on this lease. To add occupants, click the Add Occupants icon in the toolbar to open the Add Occupants window.


Leasing Agent

Enter the name of the leasing agent from the list. The options that appear in this list are based on the setup for leasing agents (Setup > Leasing Agents).


Market Source

Select a market source from the list. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).


Reason For Moving

Select a reason that this guest is interested in moving into this property. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).


Lease Term

Select a lease term from the list. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).

If you leave this field blank, the software will use the default lease term (Adv Setup > System Settings) whenever it is needed for calculation.


ID #

Enter the number of the guest's identification, such as their driver's license number.


ID Type

Select an identification type from the list. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).


Price Range

Select the price range that the guest is interested in from the list. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).


Unit Class Desired

Select the unit classes that the guest is interested in. The options that appear in this list are based on the setup for unit classes (Setup > Unit Class).


Select Applicant

If there is more than one applicant on this guest card, click to display information about the other applicants.


Select Applicant

If there is more than one applicant on this guest card, click to display information about the other applicants.


Guest Card tabs

Click to open the window associated with the tab.


[Clear Unit]

Clears the selected unit for this applicant or guest. This button appears if the setting ChooseUnitBeforeMakeApplicant is set to Yes in system settings (Adv. Setup > System Settings).


Send to Classic

Select this check box to identify this as a tax credit household. This applicant information will be sent to Classic Software.

When you select this check box, the Classic Interface Status appears and [Send Cert Data] appears in the Applicant Profile window.


[Send Cert Data]

Click to send the applicant data to the Classic Software. This button appears if you have selected the Send to Classic check box or if you selected the Always Send Applicants check box for the property (Setup > Properties > Classic Interface tab).

Note: If the Send Data after Approval check box is selected (Setup > Properties), this button is active if:

•	All occupants have an approval status selected and

•	At least one occupant is approved who is established as Rent Responsible (and not a cosigner if the Send Cosigner data check box is not selected (Setup > Properties).


Guest Card 2 window


Pets

Select a pet from the list. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).


Date Needed

Enter the date that a unit will be needed. Click the calendar icon to select a date from the calendar.


Special Requirements

Enter information about special requirements this guest might have.


Units Shown

Enter any units that you have shown this guest. You can enter the unit ID or name of the model unit shown.


Follow Up Date

Enter a date that you want to follow up with this guest. Click the calendar icon to select a date from the calendar.


Comments

Enter any further comments that apply for this guest.


Visit Result

Select a visit result from the list. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).


Walk In

Select this button if this is a walk-in visit.


Phone Call

Select this button if this visit result took place over a phone call.


[Yes]
[Yes] or [OK]

Accepts this visit result information and exits the window.  In the Guest Card window, the Today area shows the number of walk-ins, applications, and phone calls.


[No]

Exits this window without accepting the visit result.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


First Name

Enter the first name of the occupant you want to add.


Last Name

Enter the last name of the occupant you want to add.


Address

Enter the address of the occupant.


Zip

Enter the zip code for this occupant.


State

Accept the prefill or enter the state for this occupant's address.


City

Accept the prefill or enter the city for this occupant's address.


Phone

Enter a phone number for this occupant. The area code prefills based on the zip code you enter in the Zip box.


Email

Enter an e-mail address for this occupant.


Rent Responsible

Select if this occupant is responsible for paying the rent on this lease. Each occupant on the lease marked as Rent Responsible will be available for selection when you enter cash receipts.


Cosigner

Select to establish this occupant as a cosigner on the lease. If you select the Rent Responsible check box, you can also select the Cosigner check box.


[Save]

Accepts your selections and exits this window. Once you click [Save], [Add New] appears and you can add another occupant.


[Close]
[Cancel]

Exits this window without accepting any changes.


[Help]

Starts Help and displays information about this window. Once the help topic appears, you can navigate through the Help system.


[Add New]

Allows you to add another occupant after you have saved an occupant. Once you click [Add New], [Save] reappears so you can save the new occupant.


[Close]

Exits this window.


View Applicant History for All Properties
[View Applicant History for All Properties]

Click to view the Applicant Property Visit History window. In this window, you can view the date and time that each property was visited by this applicant. If you select Yes for the setting CombineApplicants (Adv. Setup > System Settings) and this guest has visited another property in the same RM database, this window will show all properties the guest has visited.


Visit History grid

This grid displays the number of times a guest has come into or called the office for the current property. The Visit Date & Time will prefill with the system date and time that you entered information for this guest.


Below are topics that appear in window after select [view applicant history for all properties].


Applicant Property Visit History
Applicant Property Visit History grid

View the date and time that each property was visited by this applicant.


[Close]

Exits from the Applicant Property Visit History window.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


Personal Info


Last Name

Accept the prefill or enter a last name.


First Name

Accept the prefill or enter a first name.


MI

Enter a middle initial if it applies.


Address

Accept the prefill or enter an address.


Zip

Accept the prefill or enter a zip code.


State

Accept the prefill or select a state from the list.


City

Accept the prefill or enter a city.


Phone

Accept the prefill or enter a phone number. The area code prefills based on the zip code you entered in the Zip box.


Email

Accept the prefill or enter an e-mail address.


Rent Responsible

Select if this applicant is responsible for paying the rent on this lease. Each applicant on the lease marked as Rent Responsible will be available for selection when you enter cash receipts.


Cosigner

Select to establish this applicant as a cosigner on the lease.

If you have Classic Administrator activated: If you have selected Send Cosigner Data (Setup > Properties > Classic tab) and you have selected the Apply for Certification check box in the Guest Card 1 window for this applicant, the cosigner's data will send to Classic.


Employment Info area


Employer

Enter the name of the employer for this applicant.


Address

Enter the address of the employer.


Zip

Enter the zip code for the employer address.


State

Accept the prefill or select the state from the list for the employer address.


City

Accept the prefill or enter the city for the employer address.


Contact

Enter the name of a person to contact at the applicant's employer.


Occupation

Enter the title of the applicant's occupation.


Job Code

Select a job code from the list. This list is available based on what is set up for combo boxes (Setup > Combo Boxes).


Annual Income

Enter the applicant's annual income for this place of employment.


Social Security No

Enter the social security number for the applicant.


Birthday

Enter the birthday of the applicant (mm/dd/yyyy format).


Emergency Contact

Enter the name of an emergency contact for this applicant.


Emergency Phone

Enter a phone number for the emergency contact.


Gender

Select Male, Female, or Unknown from the list.

If you have Classic Administrator activated, the gender options will be single characters in the Classic file, such as M for Male, F for Female, and U for Unknown.


Marital Status

Select a marital status from the list.

If you have Classic Administrator activated, the marital status options will be single characters in the Classic file, such as D for Divorced, M for Married, S for Single, W for Widowed, and U for Unknown.


Income Source
Income Sources

Enter income source information that is not part of income from employment. The Type and Income fields are required entries in this grid.

•	Type: Select the type of income from the list. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).

•	Income Source: Enter the source of the income.

•	Address: Enter the address of the source of income.

•	City: Enter the city.

•	State: Enter the two-character code for the state.

•	Zip: Enter the zip code.

•	Occupation: Enter the occupation.

•	Phone: Enter the phone number.

•	Income: Enter the amount of income that the applicant earns from this source.


Automobiles

Use this tab to enter information about any automobiles this applicant has.

•	License: Enter the license plate number of the automobile.

•	State: Enter the state in which the automobile is licensed.

•	Make: Enter the make of the automobile.

•	Model: Enter the model of the automobile.

•	Color: Enter the color of the automobile.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


[Close]

Exits from the current window.


[Send Cert Data]

Click to send the certification data to the Classic interface. Once you click this button, the button is disabled so that you cannot inadvertently send the information again. This button appears if you have selected the Send to Classic check box on the Guest Card 1 tab or if you selected Always Send Applicants check box for the property (Setup > Properties > Classic Interface tab).


Lease Start

Accept the prefilled date or enter the date that the lease will begin. This date prefills with the date you entered as the Date Needed on the Guest Card 2 tab.


Lease End

Accept the prefill or enter the date that the lease will end. The date prefills from the lease term entered on the Guest Card 1 tab. If you did not enter a lease term, this date prefills with the default lease term set up in System Settings (Advanced Settings > System Settings).


Move-In Charges

Enter any one-time charges, such as concession or move-in fees.

•	Charge Type: Select a charge type description from the list.

•	Amount: Enter the amount of the charge.


Recurring Charges

Enter any charges that you want to bill to the resident monthly.

•	Charge Type: Select the charge type description from the list.

Note: If you have Classic Administrator activated, this prefills from the property charge type for actual rent. You can edit this field.

•	Next Full Month: Accept the prefill or enter the date of the next full month that the charge should be created. The software automatically assigns this date based on the next full month from the lease start date.

•	Amount: Accept the prefill or enter the amount of the charge.

Note: If you have Classic Administrator activated, this prefills based on information from the import file. You can edit this field.

•	Stop Date: Enter the date that the recurring charge will terminate if it is before the end of the lease term. This is not a required entry.


Deposits

Enter the deposits for this lease.

Deposit Type: Select a deposit type from the list. The deposits that appear in this list are based on the setup of deposits on this property (Setup > Properties > Deposits tab).

Amount: Enter the amount of the deposit. If you selected the Calculate Deposit Interest check box (Setup > Properties > Deposit tab) the Int. Start date column appears in this grid. Click in the Int. Start column to enter the interest accrual start date.


[Other Units]

Opens the Other Units window, where you can add other units to the lease, such as a detached garage.


[Move In]

Opens the Move In Summary window, where you can enter the final move-in information. This button is available only if you have approved the applicant. See approve, applicants in the Help Index for further information.


The following fields are on the Move In Summary window.


Pro-Rated Charges

•	Charge Description: Displays the charge type description of the prorated charge.

•	Amount: Displays the prorated amount for this charge. You can change this amount if necessary. You can select either Lease Begin Date or Move In Date as the date basis for the proration (Setup > Properties > Settings tab).

•	Pre-Paid: Displays any payments that have been made before you moved in the guest.


Move-In Charges

Displays any one-time charges, such as deposits or move-in fees. The grid shows the charge type description, the amount of the charge, and any pre-paid amounts.


Move In Date

Accept the prefill or enter a new move-in date. You might change this date if the lease begin date is different than the move-in date. If you selected Move In Date for the setting ProrateMoveInDate (Setup > Properties > Settings tab) this move-in date prorates the pro-rated charges.


Calendar

Opens the calendar. You can select a date from the calendar. Use the right and left arrows to move to the month you want to select, and then click on the day to select the day.


[Continue]

Moves the applicant into the unit and accepts the move-in summary information as it appears. After you press [Continue], the software makes the applicant a resident and you can access this new resident in Lease Information (Leases > Lease Info).


[Cancel]

Closes the window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


The following fields are on the Other Units window.


Other Units grid

Set up charges for other units that you want to apply to this lease. Other units might include garages, storage units, or a carport.

•	Other Unit Type: Select an other unit type from the list. The options that appear in this list are based on the selections in Setup > Combo Boxes > Other Unit Type.

•	Other Unit: Select an other unit from the list. The options that appear in this list are based on the other units set up for this property (Setup > Other Units).

•	Start Date: Accept the prefill or enter the date that the other unit will be added to the lease.

•	Exp. End Date: Accept the prefill or enter the date that the other unit is expected to be removed from this lease.

•	Charge Type: Select the charge type that will be used to create the charge for this other unit.

•	Frequency: Displays the frequency of Monthly.

•	Amount: Accept the prefill or enter the amount of the recurring charge.


[Save]

Accepts the current entries and closes the window.


[Close]

Exits from the current window without accepting any changes.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


[Print Applicant Ledger]

Displays the Applicant Ledger report, which shows the payment information for this applicant. You can print, export, or e-mail this report from the report preview.


Applicant Ledger grid

Use to view payment information about this applicant. If there are no payments, no information appears in the grid. To view details of a payment, double-click in the grid to open the Payment Detail window.


Payment Detail grid
Detail grid

View the details of the payment in this grid. You cannot change the contents of this grid.


Prorate Amounts As Of

Enter the date that you want to calculate the prorated charges.


Calendar image

Opens the calendar, from which you can select the date that you want to calculate the prorated charges.


Unit

Enter the unit for which you want to calculate prorated charges.


Prorate grid

Enter the prorate information and press [Enter] after each entry.

•	Description: Select a charge type description from the list.

•	Amount: Enter the amount you want prorated. When you press [Enter], the Move In and Move Out totals prefill with the prorated amounts. If you select the Do Not Prorate check box, the Move In and Move Out totals display the value you entered in the Amount field.

•	Move In: Displays the prorated move in amount.

•	Move Out: Displays the prorated move out amount.

•	Do Not Prorate: Select this check box if you do not want to prorate this charge.


Move-In Total

Shows the move-in total from the Move In column in the grid.


Move-Out Total

Shows the move-out total from the Move Out column in the grid.


[Print]

Displays a print preview of the Prorate Worksheet. From the preview, you can choose to print the worksheet or send it as an e-mail attachment.


[Close]

Exits from the current window.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


Available Units grid

Use this grid to view information about units that are not occupied or that are available as of a certain date. You can click in any of the column titles to sort the list by that title.

Note: If you select Yes for the setting FilterAvailableUnits (Adv. Setup > System Settings), units that appear in this grid will be limited to only available units for this property.

•	Unit: Displays all units that are set up for this property.

•	Unit Class: Displays the unit class.

•	Amenities: Displays any charged amenities that have been set up for this unit.

•	Market Rent: Displays the market rent for this unit. (The Market Rent amount includes market rent for any charged amenities set up on the unit.)

•	Status: Displays the status of the unit, such as when it is available or whether it is rented or vacant. The date that the unit is available is set by the intended move-out date that you entered when you put a lease on notice.

•	List: If List appears in the column for a unit, there are residents or applicants associated with the unit. Click List to open the Applicants window to view the associated residents or applicants.

•	Make Ready Status: Displays the make ready status for this unit. To show all of the make-ready tasks for the selected unit, click [Show Make Ready Status].


[Show Make Ready Status]

Opens the Make Ready window, which displays the tasks required to make the unit ready for move-in.


[Select Unit]

Assigns the highlighted unit to the Guest Card and exits this window. The selected unit appears with information about the unit in the Guest Card window. This button appears only if you have selected Yes for the system setting ChooseUnitBeforeMakeApplicant (Adv. Setup > System Settings) or you have made this guest an applicant.


[Add To Wait List]

Adds the guest to the wait list for the unit. When you add a guest to the wait list, you add the guest the wait list for the specific unit class desired that was set up on the Guest Card (Traffic > Guest Card > Guest Card 1 tab) and you do not add the guest to the wait list for a specific unit ID.


[Cancel]

Closes the window.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


The following window displays the Applicants window.


Applicants grid

Displays all applicants that are associated with the selected unit.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


[Close]

Closes the current window.


Cash Receipts Batch grid

Displays information about the existing, unposted batches that you have created for the current property. The grid shows the batch number, user ID, bank account, deposit accounting date, and the date that each batch was started. If you click the Show All Batches check box, all unposted batches that were created for the current property appear in this grid.


Show All Batches

Select to show all unposted batches that were created for the current property. This check box must be enabled in security settings (Adv. Setup > Security).


[Start New Batch]

Opens the Enter Batch Information window, where you can select a bank and start a new cash receipts batch.


[Select]

Selects the batch and opens the Cash Receipts window.


[Close]

Closes this window without selecting a cash receipts batch.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


Bank Account

Select a bank account from the list. If you select Yes for the option LimitBankAccountOnCR (Setup > Properties > Settings tab) the list of bank accounts will be limited to only bank accounts that are set up on this property.


[Select]
[OK]

Selects the bank account and the accounting date for the deposit and opens the Cash Receipts window.


Deposit Accounting Date

Select the date you want to record as the accounting date on the bank deposit in Cash Management.


[Close]
[Cancel]

Exits the current window without accepting any changes.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


Cash Receipts grid

Enter payment information in this grid. Enter the following for each cash receipt you want to create:

•	Resident: Select the resident or applicant from whom this payment was received. After you select a resident, the grid prefills with any information that exists. Applicants appear in this list after residents and are identified with an A beside name of the applicant.

•	Unit: Displays the unit that is associated with the resident. If you selected an applicant in the Resident field, Applicant appears in this field.

•	Balance: Displays the balance for this lease.

•	Pre-Payment: If the lease balance is zero, this field displays next month's RENT amount.

•	Amount Paid: Accept the prefilled amount or enter a new payment.

•	Date: This is the payment date. Accept the prefilled date or enter a new date.

•	Payment Type: Accept the prefill or enter a payment type. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).

•	Check Number: Enter a check number or other number to identify this payment.

•	Description: Enter a description of the payment.


[Open Quick Charge]
[Quick Charge]

Opens the Quick Charge window, in which you can enter quick charges. This option is available if security is allowed for entering quick charges for applicants (Adv. Setup > Security).


[Preview Report]

Displays a preview of the Cash Receipts Summary report. From the preview, you can choose to print the report or send it as an e-mail attachment.


[Print a Receipt]

Opens the Print Receipt window, in which you can select the cash receipts you want to print. To print a receipt for a resident or applicant, select the Print? check box and click [Print].


[Misc Income]

Opens the Miscellaneous Charges window, where you can enter payments received that are not applied to a particular unit.


[Edit Batch Info]

Opens the Edit Batch Information window, where you can change the bank account information for the deposit.


Current Residents Only

Select this check box if you want only current residents to display for selection in the Residents column.


Show Units First

Select to display the Unit column before the Resident column in the grid. If you select this check box, applicants are excluded from the Resident list. Clear this check box to include applicants in the Resident list.


[Calc Batch Total]

Adds all cash receipts in the batch and displays the total in the Batch Total box. This button displays only if you selected Yes for the system setting EnableBatchTotalButton (Adv. Setup > System Settings).


[Import Payments
[Import Payments]

Opens the Payment Import Text file where you can select the file that you want to import. This button appears if you selected Yes for the system setting EnableImportPaymentsButton (Adv. Setup > System Settings) and it must be enabled in security (Adv. Setup > Security).


Batch Total

Enter the total of the cash receipts. This batch total prefills with the total amount of the batch if you click [Calc Batch Total].


[Post]

Posts the cash receipts.


[Close]

Closes this window without posting cash receipts.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


Quick Charge grid

Create a quick charge in this grid. Enter the following for each quick charge that you want to add:

•	Type: Select whether this is a charge or a credit transaction.

•	Unit: Select the unit to which this quick charge applies. The unit may not be available for selection. For example, in the Applicant Ledger tab the Unit field cannot be changed but it prefills with the Applicant after you select a name.

•	Resident: Select the resident from the list.

•	Charge Type: Select a charge type from the list.

•	Charge Date: Enter the date you want the quick charge to apply.

•	Description: Enter a description of the quick charge. This description prefills with the description of the charge type you selected. You can add or change the prefilled description if necessary.

•	Amount: Enter the amount of the quick charge.

Note: The accounting date for a quick charge transaction uses the Accounting Date from the toolbar.


[Post Charges]

Posts the quick charges.


[Close]

Exits from the current window without accepting any changes.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


Cash Distribution grid

In Cash Receipts: The Cash Distribution window appears if the Amount Paid and the Balance fields or the Amount Paid and the Pre-payment fields are not equal in the Cash Receipts window. In this window, the current lease charges appear. You can apply the payment to the displayed charges or enter a new cash distribution in the grid.

In Edit Payment: The Cash Distribution window appears for each payment that you select to edit in the Edit Payment window.

•	Name: Accept the prefill or select the name of the resident or applicant from the list.

•	Charge Type: Accept the prefill or select a charge type from the list.

•	Charge Date: Accept the prefill or enter a date for the charge.

•	Open Amount: This is the total amount of the charge that is unpaid. If you add a line in this grid, the Open Amount prefills with 0.00.

•	Amount To Apply: Enter the amount of the payment to apply to this charge.

•	Deposit Type: Select the type of deposit from the list.


[Continue]

Records the cash distributions and closes the Cash Distribution window. The Total to Distribute amount must equal the Distribution Total amount before you can continue.


[Cancel]

Closes the current window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


Print Receipts grid

Use this grid to select guests for whom you would like to print receipts.

•	Resident: Displays the resident's name.

•	Date: Displays the payment date.

•	Check Number: Displays the check number.

•	Amount: Displays the payment amount.

•	Print?: Select this check box print a receipt for this resident. Clear this check box for resident receipts that you do not want to print.


[Print]

Prints the receipts that have the Print? check box selected.


[Cancel]

Closes the window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


Miscellaneous Income grid

Enter miscellaneous payments that do not apply to a particular unit in this grid. For example, if you receive funds from the phone company for a pay phone to place in the lobby of the office you would enter that as a miscellaneous payment.

•	Charge Type: Select the charge type from the list.

•	Date: Accept the prefill or enter a date for the payment.

•	Amount: Enter the amount of the payment.

•	Payment Type: Select the payment type from the list.

•	Check Number: Enter the check number or other number to identify the payment.

•	Description: Enter a description of the payment.


[Save]

Saves the entries made in this window.


[Cancel]

Closes the window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


Select Unit

Select the unit from the list for which you want to see the make-ready status.


Make Ready Status grid

Displays a checklist of the tasks that need to be finished before this unit is ready for move-in. The make ready process is set up in Make Ready Setup (Setup > Make Ready Setup).

Enter a date in the Date Needed column.

Enter a date in the Date Completed column for tasks that are finished.

Enter a description in the Remarks column if you want to add information about the task.


[Close]

Exits from the current window.


[Save]

Saves the changes.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


[Approve All]

Accepts the approved applicants for move-in and closes the Approve Applicants window.


[Save]

Saves the approval, denial, or cancellation for the selected applicants and closes the Approve Applicants window.


[Close]

Closes the current window.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


[Cancel All]

Cancels all of the selected applicants.


Approve Applicants grid

In this grid, you can approve, deny, or cancel applicants for move-in.

•	Applicant: Displays the applicant name.

•	Approved: Select this check box to approve the applicant for move-in.

•	Denied: Select this check box to mark this applicant as denied for move-in. The assigned unit to this applicant's guest card becomes available.

•	Cancelled: Select this check box to cancel the applicant for move-in. The assigned unit to this applicant's guest card becomes available.

•	Date: This shows the date that the applicant is approved, denied, or canceled. This field defaults to the system date, but you can change it.

•	Reason: Click in the Reason box to select a reason from the list. The reasons listed are for denial or cancellation. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).


Residents

Displays the residents who currently occupy the lease, as well as any returned checks that apply. Double-click the resident name to view or edit detailed information about the resident.


Recurring Charges

Displays any recurring charges set up for this lease. To make changes to an existing lease recurring charge, double-click the recurring charge.


Deposits
Deposit Balance Paid

Displays security deposits that have been paid.

If you selected the Calculate Deposit Interest check box (Setup > Properties > Deposit tab) the columns Int Start Date and Int Accr Date appear. You can click in the Int Start Date column to enter the interest accrual start date.


Open Items

This area displays the current open items including any unpaid deposit charges, the charge date (MM/YY), and the amount of the individual open items. No date appears for deposit open items.


Send to Classic

Select this check box to identify this as a tax credit household. This lease information will be sent to Classic Software. This box may automatically be selected if this household was previously identified as a tax credit household on the Guest Card.

When you select this check box, Cert Effective date, Cert Expiration date, and Program appear in this window and the [Send Cert Data] becomes available.


[Send Cert Data]

Click to send the lease data to Classic Software. This button appears if you have selected the Send to Classic check box or if you selected the Always Send Applicants check box for the property (Setup > Properties > Classic Interface tab).


Transfer window grids


Move-In Charges

Enter any one-time charges to charge on the new lease for this unit, such as concessions or move-in fees. You do not enter application or deposit fees in this grid.

•	Charge Type: Select a charge type from the list.

•	Amount: Enter the amount of the move-in charge.


Deposits

Displays deposit balances for the current lease. If a deposit balance exists on the current lease, the deposit will be transferred with the new lease to the new unit.


Recurring Charges

Enter any recurring charges that you want to set up for the transferred lease. If the amount for rent changes when you transfer the lease to the new unit, you must manually change the RENT recurring charge amount in the grid. The RENT recurring charge amount does not automatically update when you transfer a lease.

•	Charge Type: Select a charge type from the list.

•	Date Of First Full Month: Enter the date of the first full month that this charge will be created. The date defaults to the date you entered in the Lease Start date under Lease Term.

•	Amount: Enter the amount of the recurring charge.

•	Stop Date: Enter the date that this charge will end. This is optional. You can stop the recurring charge when you terminate the lease during the move-out process.


Show Payment window on Lease Info tab


Show Payments

Displays the payments that exist for this lease.


Move Out Credits grid in Move Out window (when click [Move Out] in Lease Info window)


Move Out Credits

Displays any credits that exist at the time of this move-out.


Ledger tab (when open Ledger Detail by double-clicking in grid.)


Ledger Detail

Displays the transaction detail information for this lease.


Ledger tab (grids)


Deposits grid

Displays the deposit transactions for this lease.


Ledger grid

Displays the transaction information for this lease. Double-click in the grid to view further details about the charges, payments, and credits for this lease.


Payments

Displays the payment information for the selected resident.

Payment Date: Displays the payment date of the payment.

Batch: Displays the batch ID assigned to the payment.

Amount: Displays the amount of the payment.

Payment Type: Displays the payment type.

Check Number: Displays the check number of the payment. For the payment you want to edit, click [Edit Payment] to display the payment in the New Cash Receipts grid, where you can make your changes.


New Cash Receipts

Edit the payment as a new cash receipt in this grid. You can edit the payment information that will be reapplied. Double-click a payment in the grid to open the Cash Distribution window.

•	Resident: Displays the resident that you selected under Select Resident. You can click in this box to select a different resident to reapply the payment to.

•	Unit: Displays the unit that is associated with this resident.

•	Amount Paid: Displays the amount that was paid on this payment. You can change this amount.

•	Date: Displays the payment date for this payment. You can change this date .

•	Payment Type: Displays the payment type. You can select a new payment type.

•	Check Number: Displays the check number that was used for this payment if a check was used. You can change the check number.

•	Description: Displays the description of this payment. You can edit the description.

Note: To delete a payment, click in the box to the left of the Resident column and press DELETE. This deletes the payment from the grid in this window but it does not delete the payment from the database.


Deposits
Deposit On Hand

Displays any deposits on hand for this resident. You can enter the amount to apply for each deposit type.


Credits
Open Credits

Displays any open credits that exist for this resident. You can enter the amount to apply for each open credit.


Open Items

Displays any open items that exist for this resident. You can enter the amount to apply for each charge.


Deposits

Displays the refunds that exist for this resident. You can enter an amount to refund.


Credits

Displays the credits that exist for this resident. You can enter an amount to refund.


Resident

Select Resident to display all residents in the drop-down box, where you can select a resident. All payments received by the selected resident appear in the Payments grid.


Misc Income

Select Misc Income to display charge types in the drop-down box, where you can select a charge type. All charge types that have a miscellaneous income payment associated for the selected property will appear in the Payments grid.


Payments
Payments By This Resident

Displays any payments made by the selected resident.

•	Payment Date: Displays the payment date of the payment.

•	Amount: Displays the amount of the payment.

•	Check Number: Displays the check number of the payment.

Click Payment Returned for a payment that you want to include as an NSF. This changes Payment Returned to Done and the payment appears in the Returned Payments grid.


Returned Checks
Returned Payments

Displays the checks that you want to include in the NSF.

•	Resident: Displays the resident name that the payment belongs to. (This appears if you selected a Resident payment.)

•	Charge Type: Displays the charge type of the payment. (This appears if you selected a Misc Income payment.)

•	Payment Date: Displays the date the payment was made.

•	Amount: Displays the amount of the payment.

•	Check: Displays the number of the payment type used.

•	NSF Date: Displays the current date. You can change this date to the date that you want the NSF to apply.


Eviction
Eviction Proceedings grid

•	Name: Select the name of the resident for this eviction proceeding.

•	Residents on Lease: Displays the number of residents on this lease.

•	Date Printed: This date updates with the current system date after you have completed the eviction proceedings and printed the eviction letter. This does not update until you have completed the eviction proceedings process and reopened this window.

•	Date Served: Enter the date that you served the eviction notice. After you enter this date, click [Post] to update the eviction information with the date served and record the posted date.

•	Served By: Select the person who will serve this eviction notice. This list is maintained in the Leasing Agents setup (Setup > Leasing Agents).

•	Posted: Displays the date that this eviction proceeding has been posted. This date updates with the current system date. This does not update until you have posted the eviction proceedings process and reopened the Eviction Proceedings window.


Billing Details
Billing Detail

•	Unit: Select the unit that this utility billing applies.

•	Resident: Displays the primary resident on the unit.

•	Prior Date: Displays the prior date that utility reading took place.

•	Prior Reading: Displays the prior reading amount for this utility.

•	Current Date: Displays the current date. You can change the date.

•	Current Reading: Enter the amount of the current reading.

•	Price Per Unit: Displays the price per unit based on the amount entered in the Default Price Per Unit box. You can enter a different price per unit.


Refunds

Displays the deposits that exist for this resident. Only current residents are listed in this task. All deposit types can be refunded.

•	Deposit Type: Displays the deposit type of the deposit on hand.

•	Amount: Displays the amount of the deposits on hand.

•	Amount to Refund: Enter the amount that you want to refund to this resident. You can enter a partial amount or the full amount.


Tickler Information grid

The grid shows information about the ticklers that are displayed based on the selections you made under Tickler Filter Optons.

•	Date: Displays the date the tickler was entered. You can change this date.

•	Name: Displays the name of the applicant or resident. If you added a tickler item and selected the Do not use Resident or Unit check box, no resident or unit appears.

•	Unit: Displays the unit assigned to the resident or displays Applicant if this is not a resident.

•	Comment: Displays a comment if a comment was entered when the tickler was created. You can enter a new comment or edit the existing comment.

•	Completed: Select this check box if this tickler is completed, for example if an applicant becomes a resident.


Ledger Detail grid

Displays the transaction information for this lease. Double-click in the grid to view further details about the charges, payments, and credits for this lease.


Deposits grid

Displays the deposits for this lease.


Residents

Displays any residents that are on this lease.


Add Resident


Income Sources

Enter income source information that is not part of income from employment. The Type and Income fields are required entries in this grid.

•	Type: Select the type of income from the list. The options that appear in this list are based on the setup for combo boxes (Setup > Combo Boxes).

•	Income Source: Enter the source of the income.

•	Address: Enter the address of the source of income.

•	City: Enter the city.

•	State: Enter the two-character code for the state.

•	Zip: Enter the zip code.

•	Occupation: Enter the occupation.

•	Phone: Enter the phone number.

•	Income: Enter the amount of income that the applicant earns from this source


Automobiles

Enter information about any automobiles this resident has.

•	License: Enter the license plate number of the automobile.

•	State: Enter the state in which the automobile is licensed.

•	Make: Enter the make of the automobile.

•	Model: Enter the model of the automobile.

•	Color: Enter the color of the automobile.


Personal Demographics

The fields that appear in this window are based on what you have set up (Setup > Demographics/Custom Fields).


Renewals (Renew Lease window)


Leases

Select a lease from the list that you want to renew. You can set a range of leases that you want to renew under Lease Expiring On or Before to the right of this grid. Click [Refresh List] to refresh the list of leases.

•	Name: Displays the name of the resident on the lease.

•	Unit: Displays the unit that is assigned to the lease.

•	Lease End Date: Displays the lease-end date for each lease. This is the lease-end date for the current lease. When you renew the lease, this lease end date will change based on the New Lease End Date.

Note: You can sort each column by clicking in the column heading. For example, click Name to list the names alphabetically in ascending order. Click Name again to list names alphabetically in descending order. Click Unit to sort the units in ascending or descending order, and click Lease End Date to sort dates in ascending or descending order.


Charges

Displays the recurring charges that exist for the selected lease. The charges and amounts change when you select a lease in the leases grid.

•	Charge Type: Displays the charge type.

•	Effective Date: Displays the effective date of the charge.

•	Current Amount: Displays the current amount of the charge.

•	New Amount: Displays the new amount of the recurring charge. You can change this amount if necessary.


Reconcile window


Deposits
Deposits On Hand

Displays the deposits on hand for this applicant or resident. The total of all deposits on hand appears above the grid. You can edit the Amount To Apply column if necessary. For example, you might change the amount to apply for deposits to apply a partial or no amount at this time.


Credits
Open Credits

Displays the open credits for this applicant or resident. The total of all open credits appears above the grid. You can edit the Amt To Apply column if necessary. For example, you might change the amount to apply for credits to apply a partial or no amount at this time.


Open Items

Displays the open items for this applicant or resident. The total of all open items appears above the grid. You can edit the Amount Applied column if necessary.


Post Refunds


Refunds

Displays the refunds that are due a resident.

•	Resident: Displays the applicant's or resident's name.

•	Amount: Displays the amount to be refunded.

•	Post: Select this check box to post the refund. If you select this check box, the software will send this refund to Accounts Payable as an unposted invoice when posted.

•	Address Type: Displays the address type that you want to use to refund the deposit. If no address appears, click [Edit].

•	[Edit]: Opens the Add/Edit Address window, where you can add or edit an address for the refund.

•	Address: Displays the address to which you want the refund to be sent.


Undo Reconcile


Reverse Transactions
Transactions To Be Reversed

Displays the transactions that will be reversed. These transactions will go back to the original lease before it was reconciled.

•	Tran Type: The transaction type that will be reversed.

•	Charge Date: Displays the charge date from the original transaction that was reconciled.

•	Charge Type: Displays the charge type of the transaction.

•	Description:  Displays the charge type description.

•	Amount: Displays the amount of the reconciled charge.


Current

Displays the amenities that are set up for this property. You can edit existing amenities or click in an empty Amenity column to select a new amenity from the list. You set up amenities in Amenity Code (Setup > Amenity Code). You can enter either a Percent or an Amount for this amenity.

•	Effective Date: Enter the effective date that this amenity will begin.

•	Percent: Enter a percentage value if you want the software to calculate the amenity amount based on the percentage of the market rent for this unit class.

•	Amount: Enter the amount of the amenity.


Future

Displays any future increases that are set up for an amenity. To view amenities in this grid, select an amenity in the Current grid, which causes any future amenities to appear. You can set up a future amenity by first selecting the amenity in the Current grid and then entering the information in the Future grid for that amenity.


Amenity Codes

Displays amenity codes that are set up for this property. You can click in an empty Amenity Code box at the end of the grid to add a new amenity code and description.


Charge Types grid

•	Charge Type: Type an ID such as RENT or PARK for this charge type. Consider setting up a separate charge type for each source of revenue.

•	Summary Charge Type: Enter a summary charge type ID for this charge type. Charge types can be combined by summary charge type so that they appear to the resident as one charge with the same date. If the same summary charge type is assigned to more than one charge type, those charges are combined into one summarized charge when the resident is billed.

•	Charge Desc: Type a description for the charge. This is the description that will help identify the source of the transaction.

•	Charge Ref: Use this optional code or piece of information in reports.

•	Payment Desc: Type a description to identify payments for this charge type.

•	Payment Ref: Use this optional code or piece of information in reports.

•	Concession: Select this check box if this charge is an incentive or abatement. If you select this check box, you must enter a summary charge type that matches an existing charge type the concession is applied against. The concession is based on the summary charge type.

•	Revenue Acct: Select the General Ledger base account for the revenue transaction.

•	Receivable: Select the General Ledger base account for the receivable transaction.

•	Pre-Pmt Acct: Select the General Ledger base account for the prepayment transaction.


Combo Box grid

If options are already set up for this combo box, they appear in the grid. You can select from the available options and you can modify any options that appear in the grid.

•	Item Value: Enter the name for the combo box item.

•	Item Desc: Enter a description for the combo box item.

•	Sort Order: Enter the sort order number that you want this item to appear in the combo box lists. If you enter 1, this item appears first in the list.


Demographics/Custom Fields grid

•	Demo/Custom Field: Enter a title for the demographic or unit custom field.

•	Data Type: Select Text to allow entry of text in this unit custom field. Select Currency to allow entry of amounts in this field. Select Date to allow entry of dates in this field. Select Numbers to allow entry of numbers in this field.

•	Totaling: Select this check box if you want demographics reports to total the amount.

•	Sort Order: Enter the sort order number that you want this item to appear in the list. If you enter 1, this item appears first in the list.

Note: When you select a sort order, be sure that you are consistent when you assign an incremented number to the Demographic field. The sort order determines how the list of Demographic fields appear in the Personal or Household Demographics tab.


History

Information appears in this grid after you have set up information in the Current/Future area to the right, and then accessed this window again. You cannot edit information in the History area.


Current/Future grid

•	Effective Date: Enter the date that the interest will take effect.

•	Percentage: Enter the percent amount for the interest calculation.

•	When you return to the Deposit Interest Setup window at a later time, the Effective Date and Percentage you entered appear in the History grid.


Leasing Agents grid

•	Leasing Agent Name: Enter the name of the leasing agent.

•	Leasing Agent Code: Enter a code for the leasing agent. A unique code is required for each leasing agent.

•	Active: Select this check box to indicate that this agent can actively lease units or serve eviction notices on this property. If you clear this check box, this agent will not appear in the list for selection on this property.


Make Ready Setup grid

Process: Click in an open box at the bottom of the grid to enter a new make-ready task.

Sort Order: Enter the order in which you want this task performed. The software assigns an order number automatically, but you can change the sort order.

To delete a row, select the row and press DELETE.


Market Rent grid

Current:

Current columns show the market rents that have been established by the unit class (Setup > Unit Class). You cannot edit the information in this area.

•	Unit Class: Shows the current name of the unit class for this market rent.

•	Base Market: Shows the current amount of the base market rent.

•	Effective Date: Shows the date this market rent will be effective.

New:

You can enter information in the New columns to update current market rents.

•	Base Market: Enter the amount of the new base market rent for the selected unit class.

•	Effective Date: Enter the date that the market rent will take effect.


Other Unit Setup grid

•	Other Unit: Enter an identification for the other unit.

•	Default Charge Type: Select the charge type that you want as the default for this other unit.

•	Market Rent: Enter the amount of market rent for this other unit.

•	Sort Order: The software assigns a sort order but you can enter a different number if you want this other unit to appear higher or lower in the list.

•	Description: Enter a description of the other unit.


Addresses grid

•	Property Address Type: Select a type of property address. Use Combo Box setup (Setup > Combo Boxes) to add, remove, or change Property Address Types.

•	Addressee: Enter the name of the addressee.

•	Address 1: Enter the address.

•	Address 2: Enter the second part of the address if necessary.

•	City: Enter the city.

•	State: Select a state from the drop-down list.

•	Zip: Enter the zip code.

•	Contact Name: Enter a contact name for this address.

•	Contact Phone: Enter a contact phone number for this addressee.

•	Contact Fax: Enter a contact fax number for this addressee.


Charge Controls grid

•	Charge Type: Select the name of the charge type. Charge types appear here if they were set up (Setup > Charge Types).

•	Gross Potential Rent: Select this check box if the charge type is considered gross potential rent for the property. Gross potential rent charges are used to calculate vacancy loss. Clear this check box if the charge type should be excluded from vacancy loss.

•	Print on Invoice: Select this check box to include this charge type on invoices. Clear this check box if the charge type should be excluded on invoices.

•	Subject to Late Charges: Select this check box to indicate that this charge type is subject to late charges.

•	Payment Priority: Enter a value to identify the order a charge type will be paid when payments are entered in Cash Receipts (Tasks > Cash Receipts). For example, if you want late fees paid first, followed by rent charges, type 1 for the Late Fees charge type and type 2 for the Rent charge type.

Note: If rent controls are active, a column appears in this grid in which to select the charge types that are affected.


Deposits grid

•	Deposit Type: Select the deposit type for this property. You can select multiple deposit types for each property. Deposit Types appear here if they were set up in Setup > Combo Boxes.

Note   All deposit types are refundable. There is no way to tag a deposit type as non-refundable.

•	Deposit Bank Account: Select the Cash Management bank account ID for the resident deposit. You can use the same bank as the property’s operating bank. The bank accounts that appear in this list are the banks you selected to be used with Residential Management in Cash Management (CM: Setup > Bank Accounts).

•	Deposit Revenue: This option is unavailable at this time.

•	Deposit Liability Account: Select the liability base account. The base account is combined with the appropriate prefix for the property to create the account number used in the General Ledger debit entries. The entries are generated when refundable deposits are processed (Tasks > Refund Deposits).

•	Interest Expense/Clearing Account: Select the interest expense/clearing base account to debit when interest is accrued for this deposit type. This column appears when you select the Calculate Deposit Interest check box.

•	Interest Liability Account: Select the interest liability base account to use when interest is accrued or paid for this deposit. The base account is combined with the appropriate prefix for the property to create the account number used in the General Ledger entries. This column appears when you select the Calculate Deposit Interest check box.

•	Deposit Interest Rate: Select the deposit interest type the software uses to calculate deposit interest. Set up the options that appear in Setup > Combo Boxes. This column appears when you select the Calculate Deposit Interest check box.


Rent Control grid

•	Percent of Rent: Enter the percent of rent ceiling for all unit rents on the property. Unit market amounts cannot increase above this amount as of the effective date.

•	Multiplier: Enter the amount that you want the effective market rent amount (for the unit) multiplied by. This amount is based on the effective date.

•	Effective: Enter the date the amount or multipliers are effective. This date must be greater than or equal to today's date.

Note  You can enter a value in the Percent of Rent field or the Multiplier field, but not both for the same row.


Set Up Applicant Ledger Charge Types

•	Charge Type: Select the charge type to include for applicant charges. You can only add charge types here that have been setup on the Charge Controls tab (Setup > Properties > Charge Controls).

Note: If the default Deposit charge type is set up in this Applicant Ledger tab, this disables the Move In Charge check box. When you enter a deposit payment for an applicant, the deposit charge is automatically created and the payment is applied to the deposit charge when you post the cash receipt.

•	Move In Charge: Select this check box to include a move-in charge. If you select this check box, the software does not apply the payment to a charge when you enter and post an applicant’s payment in cash receipts. Instead it creates a prepayment for this specified charge type.

For example, set up a RENT charge type and select the Move In Charge check box. When you enter an applicant payment in Cash Receipts select RENT as the charge type in the Cash Distribution window. Because this check box is selected, cash receipts creates a prepayment for RENT. If the box was not selected for the RENT charge type, when an applicant cash receipt is entered, a charge for RENT is created and the payment is applied to the charge when the cash receipt is posted.

•	Description: Enter the description of the charge type.


Settings grid

Enter the Value option for the setting in the Setting column.

•	APExportPath: Enter the drive, folder, file and a file extension of either .txt or .csv in which to store exported Accounts Payable transactions.

•	LimitBankAccountsOnCR: Select Yes to limit the list of bank accounts to only this property’s bank accounts. This list displays in the Enter Batch Information window when you enter the Cash Receipts task (Tasks > Cash Receipts).

•	Minimum Late Charge Balance: Enter the amount for the minimum late charge balance. The late charge process compares this value to the lease balance. If the lease balance is less than this value, the late charge is not created.

•	ProrateMoveInDate: Select the date type used to prorate move-in charges. You can select Lease Begin Date or Move In Date.

•	TimberlineDataFolder: If you have set up the interface to Cash Management (in the Cash Management application), enter the drive and folder where the Sage Timberline Office data is stored. This integrates this property to the corresponding bank account in Cash Management.

•	TranExportFilePath: Enter the drive, folder, file and a file extension of either .txt or .csv in which to store exported General Ledger transactions. To post the General Ledger transactions that exist in a text file for only this property, use Post GL (File > Post GL). To post the General Ledger transactions for all of the properties in this RM database file, use Post All to GL (Adv. Setup > Post All to GL).


Required Fields

Select the check box in the Required column for any fields (boxes) that you want to set up as required when operators enter information. These required fields will force operator entry, and they cannot move on until they have entered information to the field (box). You can clear the Required check box for any fields that you do not want to set up as required.


Unit Classes grid

•	Unit Class: Click in a blank box at the bottom of the grid to enter a new name for the unit class.

•	Unit Class Description: Enter a description of the unit class.

To delete a row, select the row and press DELETE.


Amenities grids

Double-click an amenity in the Available Amenities area to include it in the Amenities on this Unit area. You can double-click an amenity in the Amenities on this Unit to remove it.

In order for amenities to appear in this grid, you must set them up. Set up amenity codes in Setup > Amenity Code and set up amenities (amounts by property) in Setup > Amenity.


Square Footage grid

•	Square Footage Type: Select Total from the list. At this time, Total is the only option. You select the type that appears here in Adv. Setup > System Settings.

•	As-Of-Date: Enter the date that the measurements will be effective.

•	Square Footage: Enter the actual square footage measurement in feet.


Available Vendors

Double-click a vendor to move it to the Selected Vendors area, or select a vendor and click [>].


Selected Vendors

Double-click a selected vendor to remove it from the Selected Vendors area.


Zip Code grid

•	City: Click in an open box in the grid to enter a new city, or edit an existing city.

•	State: Enter the two-digit state code for the zip code.

•	Zip: Enter the zip code.

•	Area Code: Enter the area code for the zip code location.


Category

•	Functions: Set up security for any of the menu options on the shortcut bar of the Residential Management window, such as options under Traffic, Leases, etc.

•	Menu Items: Set up security for the drop-down menus that appear on the top of the Residential Management window, such as Setup > Bank Accounts.

•	Properties: Set up security based on properties.

•	Controls: Set up security for items on tabs, buttons, and dates, such as cancel notice, quick charges, and dates regarding move-in and move-out.

•	Actions: Setup security for actions that a user can perform, such as changing charges, deleting a guest card, and changing late charge amounts and dates.


Selected

The names for which you want security established appear in this area. To select a user or group, select it in the area to the right and double-click or click the left arrow to move it into this selected area.


Available

This area displays list of all of the users and groups that have been set up on the domain server in the active directory. To set up Residential Management security for a user or group, select it and double-click or click the left arrow to move it to the middle area.


System Settings grid

In the Setting column, find the setting for which you want to select a value and click in the Value to enter or select the value. For definitions of the system settings, enter System Settings, definitions in the online help's Index box.


[Help]

Starts Help and displays information about this window. Once the Help topic appears, you can navigate through the Help system.


Template Setup grid

•	GL Prefix: This column appears if you selected True for the setting GLPrefixOnExpenseDetail (Adv. Setup > System Settings). Select a GL prefix from the list.

•	Account: Select a base account from the list.

•	Amount: Enter the amount for this distribution.

•	Description: Enter a description of the distribution.


Invoice Detail & Allocation grid

•	GL Prefix: This column appears if you selected True for the setting GLPrefixOnExpenseDetail (Adv. Setup > System Settings). Select a GL Prefix from the list.

•	Account: Select a base account from the list.

•	Allocation: Enter the allocation amount. The total percent must be equal to100 percent.

•	Description: Enter a description of the allocation.


Setup Default Routing grid

•	Property: Select a property for which you want to establish routing.

•	Route 1: Enter the initials of the person who approves the routing.

•	Route 2: Enter the initials of the person who approves the routing.

•	Route 3: Enter the initials of the person who approves the routing.

•	Route 4: Enter the initials of the person who approves the routing.


Purchase Order Select grid

This grid shows the purchase order information based on the purchase order status you selected.


Purchase Order Detail

•	GL Prefix: This column appears if you selected True for the setting GLPrefixOnExpenseDetail (Adv. Setup > System Settings). Select a GL Prefix from the list.

•	Account: Select the General Ledger expense base account.

•	Account Description: The description of the General Ledger base account prefills.

•	Quantity: Enter the quantity of the purchase. This field is optional.

•	Unit Price: Enter the unit price of the work. This field is optional.

•	Amount: Enter the amount of the purchase order expense for this line item. When you press TAB after you enter the amount, the software verifies that the total amount does not exceed what is budgeted for the account. You can see the status of the account in General Ledger in the Account Budget Information grid at the bottom of the window.

•	Description: The description of the distribution.

•	[Link SC]: Click to view a service call if one has already been created for this distribution.

•	[Show SC]: Click to view a service call if one has already been created for this distribution.


Account Budget Information

You can see the status of the account in General Ledger in the Account Budget Information grid. This area is for viewing only.


Purchase Order Approve/Cancel grid

Select the Approve or Cancel check box to select the purchase order for approval or cancellation. You can select purchase orders one at a time for approval or cancellation, or you can click [Approve All] or [Cancel All] to select all purchase orders. You can select [Show All Properties] to show purchases from across all properties. ([Show All Properties] appears if you enabled it in Adv. Setup > Security.)


Invoice Detail & Allocation grid

•	PO: Click in the column to select a purchase order number. The other fields in the grid prefill.

•	GL Prefix: This column appears if you selected True for the setting GLPrefixOnExpenseDetail (Adv. Setup > System Settings). Select a GL Prefix from the list.

•	Account: Accept the prefilled account or enter a new account. This is the General Ledger base account that is associated with this distribution.

•	Account Description: The description of the General Ledger base account prefills.

•	Amount: Accept the amount or enter a new amount. If the amount exceeds the Remaining Budget amount, you will see an error message.

•	Description: Accept the description or enter a new description.


Account Budget Information

You can see the status of the account in General Ledger in the Account Budget Information grid. This area is for viewing only.

•	YTD Spent: Unexported invoices plus purchase orders approved but not invoiced yet, and the future balance from General Ledger. The amount expensed to the particular account during the month of the invoice date. For example, if the invoice date is 12/15/2007 and the expense account is 51000, the MTD Spent is the net activity from December 2003 on account 51000.

•	MTD Spent: Unexported invoices plus approved purchase orders not invoiced yet, plus the monthly activity on the General Ledger account.

•	Annual Budget: The amount entered in the Annual Budget field when the budget is set up in General Ledger. This comes from the budget year that corresponds with the current fiscal year-end date.

•	Rolling Budget: This is a year-to-date budget. It is a sum of the amounts in the monthly budget fields from the budget set up in General Ledger. For example, if the invoice date is 10/6/1007, the Rolling Budget amount will be the sum of the monthly budget amounts from January 2007 through October 2007.

•	Remaining Budget: The annual budget less the General Ledger balance plus the YTD spent.


Approve Send Invoices grid

Select the Approve check box to select the invoice for approval or for sending to Accounts Payable. You can select invoices one at a time or click [Approve All]. You can select [Show All Properties] to show invoices from across all properties. ([Show All Properties] appears if you enabled it in Adv. Setup > Security.)


TL Invoices Grid

Displays a list of invoices for the selected vendor ID.


Vendor Select grid

Displays the available Vendor IDs and vendor Names. Select a vendor ID and click [Select] to select it for this invoice.


Service Call grid

You cannot edit information in this grid. To make changes, double-click on a box in the grid for the service call you want to change to open the Service Call Entry window.

•	Service Call: Displays the service call number that the software provided for this call.

•	Unit: Displays the unit to which this service call is assigned.

•	Resident: Displays the resident to which this service call is assigned.

•	Description: Displays the description for this service call.

•	Assigned To: Displays the person or vendor that you assigned this service call.

•	Date Opened: Displays the date this service call was entered.

•	Date Closed: If this service call has been closed, this field shows the date that it was closed.

•	Show: Click the PO button to show the purchase orders for the selected service call.