Copyright: (c) 1996-2002 Timberline Software Corporation. All rights reserved.


** IMPORTANT NOTE **

Each time there is a change to AFF.doc, a revised AFF.doc must also be sent to the TR and IA writers as this file is included in their help files.

The following topics reflect the changes needed to tsstd.doc for PM.  (NOTE: PM uses the Gumby TSSTD doc.)

Remove: Working without a mouse

Remove: About entry grids and replace with the topic "About setup entry grids" below.

Add or change the following topics in TSSTD.doc.

About Functions

Add a jump for Property Management Functions

About setup entry grids (This topic is added)

Entry grids are spreadsheet-type windows that simplify the entry and editing of data. These entry grids are divided into columns and rows. Each column contains fields, or cells, in which data is entered or displayed. Each row is a record.

Entry grids allow you to quickly enter data and easily move to previous entries to make changes or deletions. All of the entry grids you encounter when using the Setup commands use the same features and work the same way. Within each grid, different types of items may display, e.g., columns in which you can enter information, display fields where you cannot enter information, and lists where you can select from a predefined list of options.

The selection arrow in the left-most column indicates the active record in the grid. To make a record "active," simply click on it. Values in the active record can be changed by pressing [Tab] or [Enter] to move to the desired field, or by clicking on the desired field, and then entering or selecting a new value. Use [Shift + Tab] to move to the previous field in a row, or click on it.

An asterisk in the left-most column in this grid indicates where a new record can be added. To add a new record, click the first data column in this row, and enter or select a value. Use [Tab] or [Enter] to move to other columns in the row. To complete the entry of a new record, press [Tab] or [Enter] at the end of the row. Some records are automatically sorted or alphabetized when you complete entry of the record.

When you are editing a record in the grid, the left-most column displays a pencil for that row. To cancel your changes, press [Esc].

To delete a record, click it to make it active. Then click the left-most column in the row with the right mouse button, and select Delete Row.

About changing entries in grids (change to the following line)

CHANGE THIS LINE TO:

Delete a line	Right-click the first column of the desired line and select Delete Row.

NOTE: Also, add the following index item to the above topic as PM gets a lot of calls about how to do this: deleting,;deleting, entry grid items


Activate interface (topic changed) -- 9700_2

To interface with the corresponding application, mark this box. When an interface is activated, various items in windows are available that are otherwise unavailable. For example, if the interface to Accounts Payable is active, the Vendor ID field is available when setting up properties in Property Management.

In order to create entries for other applications, you must mark Activate Interface and Create entries.

If you do not activate an application, you cannot create entries for that application. For example, if the interface to Accounts Payable is inactive, Property Management cannot create Accounts Payable invoices to refund deposits and credits or to pay interest.

The interface to General Ledger is already activated, because Property Management is dependent on certain General Ledger information.

Create Entries (topic changed) -- 9700_3

To create and distribute entries to the interfacing application, mark this box. By marking this box, entries are created for the interfacing application. For example, if the Create entries box is marked for Accounts Payable, Property Management creates invoices to refund deposits and credits, and to pay interest and management fees. If the Create entries box is marked for General Ledger, Property Management creates the appropriate debit and credit entries to General Ledger accounts. If the Create entries box is marked for Cash Management, Property Management creates entries when deposits are refunded, checks are returned, and deposit interest is paid. These entries are created when Property Management entries are posted. Refer to Post entries in the Property Management Help index for more information.

Setting up sections topics

Change the index so that the individual items don't show up in the PM index (e.g., contracts, setting up sections and so on. . .). Per MRC, these are construction terms and should not be in the PM application. The index (K-keywords) should be as follows:

"custom descriptions,;custom descriptions, setting up sections;sections,;sections, setting up; creating,;creating, sections;setting up,;setting up, sections"


Welcome to Property Management

Property Management is a comprehensive and accurate management system for all types of leases, and the properties, units and tenants associated with them. Property Management is designed to be flexible and intuitive, and conform to your needs, so that tasks are easy to perform.

In addition to general information about your properties, leases, units and tenants, Property Management tracks the following:

•	repetitive charges and scheduled increases

•	late charges

•	vacancy loss

•	occupancy percentages

•	deposits, interest accruals and interest payments

•	CPI and Porters' Wage index values

•	indexed escalations

•	recoverable expenses

•	retail sales volume

•	percentage rent

•	straight line rent

•	miscellaneous income

•	management fees

Property Management creates entries to General Ledger for charges, payments, vacancy loss, deposits, etc. Accounts Payable invoices and Cash Management entries are created when deposits are refunded, checks are returned, and deposit interest is paid. Bank Deposits are created for Cash Management during Cash Receipts and Import Payments.


Property Management Help

PM.hlp version 8.1.6


Properties (Setup menu)

Use to set up properties or modify information to existing properties. The information you enter is organized on multiple tabs.

The title of this command may be different if you changed the description of PM Property in Custom Descriptions.

 Window

Related Topics


Properties window

Use to set up properties or modify information for existing properties. The property ID and name are entered and displayed in this window. Select the appropriate tab to enter specific information about the property or about how its leases will be processed.

The title of this window may be different if you changed the description of PM Property in Custom Descriptions.

For help on an item in this window or tab, click [image] on the toolbar and then click the item.

Related Topics


Property ID

To select an existing property, click the down arrow, or scroll through the properties using the set of arrow buttons to the right of the Property Name.

To set up a new property, click the asterisk button (located to the left of [Close]).

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.

Tip

•	Property records can be linked to issues using New Issue (Tools menu).


Property Name

Enter a name for this property (up to 30 characters). The property name prints on reports, and can print on statements and invoices.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


 Find first property

Scrolls to the first property (in ID order).


 Find the previous property

Scrolls to the previous property (in ID order).


 Find the next property

Scrolls to the next property (in ID order).


 Find last property

Scrolls to the last property (in ID order).


 Add new property

Opens the Insert Record window so that you can add a new property.


 Delete property

Deletes the property listed in Property ID. A verification window opens so that you can accept or cancel the deletion.


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


General tab (Properties window)

Use the General tabs to record the following types of information about the property:

•	Status—Property type, number of units.

•	Controls—Accounting and square footage controls, period end and fiscal year end dates, and bank accounts.

•	Occupancy—Occupancy controls.

•	Vacancy Loss—Vacancy loss options and accounts.

•	AP/Straight Line—AP summary vendor and payment days options, and Straight Line Rent accounts.

•	Retail—Retail tenant comparability information.

•	Misc—Property legal description and manager.

To access a tab, click it. For help on an item on a tab, click [image] on the window and then click the item.


General, Custom fields tab (Properties window)

Use to enter information about the property in fields that have been set up specifically for your company's needs. To set up additional custom fields, select Custom Fields (File, Data Folder Settings menu).

Related Topics


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear on this tab.


General, Status tab (Properties window)

Use to enter a property type and to view certain processing dates. Property Management automatically records the number of units and the number of units occupied and leased.

If you have activated the Record Security feature (Tools, Security, Record) the Security ID appears. You can edit this field if you have security permissions to the Property Security ID. This feature limits access to reports and inquiries for this property to the operator or group selected.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.


Property Type

Select a property type from the list, e.g., Industrial, Retail, Warehouse, Multi-family, Office. You can add or delete property types in the Custom List area in Custom Descriptions (File menu, Data Folder Settings).


Number of Units

Records the number of units associated with this property. This entry is automatically adjusted as units are added or deleted. You can change this entry manually if necessary.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Units Occupied

Records the number of occupied units. This entry is automatically adjusted during Start Lease and Terminate Lease. You can change this entry manually if necessary.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Units Leased

Records the number of leased units. This entry is automatically adjusted during Start Lease and Terminate Lease. You can change this entry manually if necessary.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Current interest paid

Enter current mortgage interest paid for this property. This amount is used in interest calculations for 1098 Interest forms.

The title of this field may be different if you changed it in Custom Descriptions. This field is not required.

For more information on calculations for 1098 Interest forms, see the Help topic "About 1098 Interest Form Calculations. "


Security ID

Click to select an operator or group that can have access to reports and inquiries for this property.

This field appears because you have activated record security (Tools, Security, Record). Anyone can assign a security ID during the initial setup of a property. To change the security ID after the property has been set up, you must be an operator with unlimited access or have permission to use the Change Security ID task. (See the topic Record Security in the Help index for more information.)


Period End Date

If you are setting up a new property, enter the last day of the period (usually month) prior to the period you will begin generating charges. For example, if you will begin generating charges for the period ending 8-31-99, enter a period end date of 7-31-99. This allows you to enter beginning balances for the leases and run Close Current Period before you begin generating charges for the new period.

This date is used when calculating occupancy rates and vacancy loss. Close Current Period advances this date to the new period end date. Once established, do not change this date unless you are sure a change is required.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.

Notes

•	The calendar of potential period end dates comes from the General Ledger Fiscal Settings, but the property in Property Management might not be in the same period as its prefix in General Ledger. For example, you may be processing charges and payments for a property with a period end date of 11-30-99, while the prefix in General Ledger is a month behind and has a period end date of 10-31-99.

•	When you create entries in Property Management that affect General Ledger, you will be entering an accounting date that determines which General Ledger period is affected.


Fiscal Year End Date

Enter the ending date for the current fiscal year. This must follow the fiscal calendar established for the property in General Ledger. For example, if a property's prefix is set up in General Ledger with a fiscal year ending in June, the fiscal year end date here must also be June.

Close Current Period advances this date at the end of the fiscal year. For example, if the fiscal year end is 6-30-99 and in Property Management you close the period ending 6-30-99, this Fiscal Year End Date advances to 6-30-99. Once established, do not change this date unless you are sure a change is required.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.

Notes

•	Property Management and General Ledger may not always be in the same fiscal year, although they follow the same fiscal calendar. For example, at the beginning of your new fiscal year, it is typical that you will be processing Property Management entries for the new fiscal year, but you will not yet have closed the old fiscal year in General Ledger.

•	When you create entries in Property Management that affect General Ledger, you will be entering an accounting date that determines which General Ledger period and fiscal year is affected.


Last Rent Roll Date

Indicates the Cutoff Date used the last time that charges were created for this property by Generate Rent Roll.

This date is initially set by Close Current Period, and is subsequently updated during Generate Rent Roll. When you select which properties to process during Generate Rent Roll, this date is listed along with the property ID and name to assist you in selecting the properties to generate charges for.

This date is automatically maintained by Generate Rent Roll and should not be manually changed.


Last Late Charge Date

Indicates the Cutoff date used the last time that late charges were calculated and created. This date is automatically maintained by Late Charges and should not be changed.

When processing Late Charges, this date is listed along with the property ID and name to assist you in selecting the properties to process.


General, Controls tab (Properties window)

Use to establish certain accounting and square footage controls, and processing dates, and to specify bank accounts.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


Cash control

Select the option that describes how the cash transfer entry will be made when a receipt is posted in Property Management that needs to be deposited into multiple bank accounts for an entity. This can occur, for example, if a property has separate bank accounts for operating cash and tenant deposits.  The tenant sends one check that covers both rent and a tenant deposit.  The check must be deposited to one bank account and money transferred to the other bank account.

•	Automatic Transfer - Cash Management adjustments are automatically created to move the cash from one bank account to the other. The corresponding entries are sent to General Ledger. For example, Bank A receives a $1000 check, $900 for rent and $100 for a tenant deposit. Bank A is the operating bank account for the property while the tenant deposits are held in Bank B.
The following Cash Management transactions will be created for the Automatic transfer:

Bank A:  -100 Adjustment

Bank B:  +100 Deposit

The corresponding General Ledger transactions will be created:

Debit 400-101 (cash account for Bank B)

Credit 400-105 (cash account for Bank A)

•	Manual transfer - Property Management writes the cash accounts of both banks in the "Transfer From" and "Transfer To" fields on the Property Management transaction record as a reminder to you the cash transfer entries need to be made. Using the example above, the Transfer From equals 400-105 and the Transfer To equals 400-101. The bank account and the cash account both print on the journal. You make a manual adjustment to the appropriate banks by entering a withdrawal and deposit to the appropriate bank in Cash Management.


GL Prefix

Select the complete General Ledger prefix that corresponds to this property's income statement prefix. For income statement accounts, this prefix is combined with the appropriate base accounts to create the account numbers used in the General Ledger entries created for this property. For balance sheet accounts, Property Management checks the Balance Sheet Level in General Ledger to determine the prefix, and combines that prefix with the appropriate base accounts to create the account numbers used in the General Ledger entries created for this property.

Notes

•	If you have multiple prefixes for this property, depending on the type of charge, enter the most commonly used prefix for the property. You can select the prefix by charge type on the lease record.

•	If this property has a 13 period prefix, the text "13 period prefix" appears below the GL Prefix field.


$/SqFt

Select the square footage type used for reporting dollars per square foot, e.g., Rentable, Useable, Actual. You can add or delete Square Footage Types in the Custom List area in Custom Descriptions (File, Data Folder Settings menu). Square Footage Types are used in reporting and inquiries.

The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


SqFt frequency

Select whether dollars per square foot is calculated as a Monthly figure, or as an Annual figure. This item is used in reporting and inquiries.


Operating Bank Account

Select the Cash Management bank account ID that corresponds to the operating cash account for this property.


Deposit Interest Bank Account

Select the type of bank account that corresponds to the cash account used for paying interest on deposits. Select either the Operating Bank Account (specified in this window) or the Deposit Bank Account (specified when you set up the deposit types for this property). If you do not pay interest on deposits, leave this control at its default, Operating Bank Account.


Deposit Refund Bank Account

Select the type of bank account that corresponds to the cash account used when refunding deposits. Select either the Operating Bank Account (specified in this window) or the Deposit Bank Account (specified when you set up the deposit types for this property). If you do not have refundable deposits, leave this control at its default, Operating Bank Account.


General, Occupancy tab (Properties window)

Use to enter controls that dictate how occupancy will be tracked and calculated.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


Track calendar year occupancy

Mark this box to track property square footage occupancy figures by calendar year.

Note

•	Occupancy is automatically tracked on a monthly basis.


Track fiscal year occupancy

Mark this box to track property square footage occupancy figures by the property's fiscal year.

Note

•	Occupancy is automatically tracked on a monthly basis.


Occupied basis

Select whether you want occupancy percentage calculations to be based on occupied space or leased space. The Unit Occupancy History and Unit Leasing History records are used to determine occupancy.


Start date

Select the date (either Actual Move In Date or Lease Start Date) used as the start date when calculating occupancy percentages.


Stop date

Select the date (either Actual Move Out Date or Lease Terminate Date) used as the stop date when calculating occupancy percentages.


Proration method

Select how occupancy calculations will be prorated if a unit is occupied for a partial month. You can base the calculation on the actual number of days in the month or on a 30-day month.


Number of months to retain monthly occupancy history:

Enter the number of months that you want to retain the monthly occupancy figures, if occupancy is being tracked for a property square footage type. Property Management always retains the current month's figures, plus the number of months you enter here. Enter zero (0) to retain monthly occupancy figures indefinitely.


Number of years to retain yearly occupancy history

Enter the number of years that you want to retain annual occupancy figures (for both fiscal and calendar years), if occupancy is being tracked for a property square footage type. Property Management retains the current year's figures, plus the number of years you specify here. Enter zero (0) to retain yearly occupancy figures indefinitely.


General, Vacancy Loss tab (Properties window)

Use to set up controls that dictate how vacancy loss entries are created. The items in this tab are not available if you are using the cash method of accounting only.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Note

•	Vacancy loss entries are created during Generate Rent Roll, Start Lease, and Terminate Lease. The General Ledger entries associated with the Property Management vacancy loss entries are created during Post Entries.

Related Topics


Track Vacancy Loss

Mark this box if you want to track lost revenue for this property due to vacancy.


Rent basis

Select whether the calculated vacancy loss will be based on the unit's Current rent or Market rent.

If you select Current rent, all units that have Current rent on the unit record are included in vacancy loss calculations. If the unit's Current rent is blank, the Market rent will be used in the vacancy loss calculation. For example, units that have never been leased may not have a value for Current rent.

If you select Market rent, all units with a Market rent are included in the vacancy loss calculation. If the unit's Market rent is blank, vacancy loss will not be calculated for this unit.


Proration method

Select how vacancy loss calculations will be prorated if a unit is occupied for a partial month. You can base the calculation on the actual number of days in the month or on a 30-day month.


Rounding

Select a rounding method for vacancy loss figures. You can choose to round to the nearest dollar or not to round.


VL account

Enter the base account to be used for the debit vacancy loss entry or select the base account from the list. The property prefix is combined with this base account to form the entire General Ledger account for the debit entry.

This item is required if the Track Vacancy Loss box is marked.

Note

•	Vacancy loss entries are created during Generate Rent Roll and Start Lease, Terminate Lease. The General Ledger vacancy loss entries are made during Post Entries in Property Management.


GPR account

Enter the Gross Potential Rent base account to be used for the credit vacancy loss entry, or select the base account from the list. The property prefix is combined with this base account to form the entire General Ledger account for the credit entry.

This item is required if the Track Vacancy Loss box is marked.

Note

•	Vacancy loss entries are created during Generate Rent Roll, Terminate Lease, and Start Lease. The General Ledger vacancy loss entries are made during Post Entries in Property Management.


AP/Straight Line tab (Properties window)
General, AP/SM/Straight Line tab (Properties window)

Use to enter Accounts Payable information related to refunding deposits and credits and paying interest, and to enter General Ledger account numbers used for straight line rent entries.

You can make this property a service location in Service Management (SM) if the SM application is installed and you select Activate Interface for Property Management in SM (SM: File > Data Folder Settings > SM Settings > Interface Settings). For more information about service locations, refer to Help in Service Management.

Click [image] on the toolbar and then click the item for help on an item in this tab or window.

Related Topics


Summary vendor

From the list, select the Accounts Payable summary vendor that will be used when refunding deposits and credits or paying interest to the tenants of this property. A summary vendor is a vendor that is used for multiple payees who are paid occasionally or one time. When you set up the vendor, you specify a Vendor type of Summary. All tenants for the property are refunded through this vendor ID so that you don't have to set up an AP vendor for each tenant to whom you might issue a refund or pay interest. Using a summary vendor will create one check for each invoice, with the tenant's name and address on the check.


Payment days type

Select how the payment date will be determined on Account Payable invoices created in Property Management to refund deposits and credits or to pay interest to the tenant.

•	Day of the month — The Payment Date is set for a certain day of the month (such as the 15th) following the Transaction Date. You enter the specific day of the month in "Payment Days" on this window.

•	Number of days — The Payment Date is set for a specific number of days (such as 25 days) following the Transaction Date. You enter the number of days in "Payment Days" on this window.


Payment Days

Enter the day of month or the number of days, depending on your selection in Payment Days Type in this window. The number you enter here, along with your selection in Payment Days Type determines the Payment Date on the Accounts Payable invoices that are created to refund deposits and credits or to pay interest.


Property Location

Select this option to create a service location for this property in Service Management.  Once you select this checkbox, you have the option to also create service locations in Service Management for all units associated with this property.

This option is available only if you have installed Service Management and have selected Activate Interface for Property Management in SM (SM: File > Data Folder Settings > SM Settings > Interface Settings). For more information about service locations, refer to Help in Service Management.

Note:

•	The title of this item may be different if you changed the description of SM Property or SM Location in Custom Descriptions (File > Data Folder Settings > Custom Descriptions).


Relationship

Select Manager if you are the manager of this property. Select Owner if you are the owner of this property.

If you select Manager and you bill a tenant in Service Management, the system buildsthe General Ledger accounts from Service Management instead of from Property Management.


AR Customer

Select the Accounts Receivable (AR) customer that Service Management should use to bill the owner of the property. This option is available if you select Manager in the Relationship field.

Note:

•	The title of this item may be different if you changed the description of AR Customer in Custom Descriptions (File > Data Folder Settings > Custom Descriptions).


Deferred Revenue account

Select the base account to be used for the deferred revenue entry used for straight-line rents. The property prefix is combined with this balance sheet base account to form the entire General Ledger account for the entry. Refer to the Help topic "About Straight Line Rents" for more information.

Note

•	The base account you enter here is a prefill for lease setup. When you set up the Straight Line Controls for a lease, the Deferred Revenue account will prefill with this base account, but you may select a different one.


Revenue account

Select the base account to be used for the revenue entry made for straight line rents. The property prefix is combined with this income statement base account to form the entire General Ledger account for the entry.

Note

•	The base account you enter here is a prefill for lease setup. When you set up the Straight Line Controls for a lease, the Revenue account will prefill with this base account, but you may select a different one.


General, Retail tab (Properties window)

Use to enter information about retail leases. The information on this tab can be used in custom reporting to determine when a retail lease is considered "comparable".

For help on an item in this tab or window, click [image] on the toolbar and then click the item.


Comparable after

Select this option if the retail lease becomes comparable after a set number of months of reporting sales. For example, if you enter 12, a store that begins reporting sales in May 1999 becomes comparable as of May 2000.


Comparable starting in

Select this option if the retail lease becomes comparable starting in a particular month, after having reported sales for a set number of months. For example, If you choose January and 12 months, a store that begins reporting sales in May 1999 becomes comparable as of January 2001.


Formula

Select this option if you have some other criteria for determining comparability. The formula may reference the lease, lease custom fields, lease percentage rent controls and lease sales category records.

The formula should return a value of true (or non-zero) when the lease is comparable and false (or zero) when the lease is not comparable.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Months of uninterrupted sales

Enter the number of months of reported sales a retail lease must have before it becomes comparable. For example, if you enter 12, a store that begins reporting sales in May 1999 becomes comparable as of May 2000.


Month

Select the first month a retail lease becomes comparable, after having met the sales reporting criteria. For example, If you choose January, and you specify that sales must be reported for 12 months, a store that begins reporting sales in May 1999 becomes comparable as of January 2001.


Months of uninterrupted sales

Enter the number of months of reported sales a retail lease must have before it becomes comparable. The lease then becomes comparable, beginning in the month specified, after having met this criteria. For example, If you selected January as the first month the lease may become comparable, and you enter 12 here, a store that begins reporting sales in May 1999 becomes comparable as of January 2001.


Formula

Select the formula for determining when a retail lease becomes comparable. The formula may reference the lease, lease custom fields, lease percentage rent controls and lease sales category records.

The formula should return a value of true (or non-zero) when the lease is comparable and false (or zero) when the lease is not comparable.

To set up a new formula, select Formulas from the Tool menu.


General, Misc tab (Properties window)

Use to enter the manager and legal description of the property.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.


Manager

Select the manager or broker for the property. To set up a manager or broker use Managers/Brokers from the Setup menu.


Legal Description

Enter the legal description of the property (up to 500 characters), as printed on the deed.


Address tab (Properties window)

Use to enter addresses and phone numbers associated with the property. You can set up multiple address records for each property, e.g., one for owner address, one for street address, one for manager address.

You can add custom columns to the address grid by using File, Data Folder Settings, Custom Fields.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Address type

Select an address type from the list, e.g., Street Address, Owner Address, Manager Address.

You can have multiple property address types and addresses for each property. Note that the Street Address will prefill on the units you later set up for the property. If the property address type is Mailing only, the information will not prefill down to the unit records created with this property.

You can set up additional property address types in the Custom List area in Custom Descriptions (File menu, Data Folder Properties).


Addressee

Enter the addressee for this address or accept the prefilled property name. This address information can be printed on statements, invoices and reports.


Address 1 and 2

Enter the street address (up to 30 characters for each address line). This address information can be printed on statements, invoices and reports.


City

Enter the city for this address (up to 15 characters). This address information can be printed on statements, invoices and reports.


State

Enter the state abbreviation for this address (up to 4 characters). This address information can be printed on statements, invoices and reports.


ZIP Code

Enter the ZIP Code for this address (up to 10 characters including punctuation). This address information can be printed on statements, invoices, and reports.


Contact Name

Enter a contact name for this address (up to 30 characters). This information can be printed on statements, invoices and reports.


Contact Phone

Enter a phone number for this address (the area code is optional).


Contact FAX

Enter the FAX number for this address (the area code is optional).


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear in this grid.


Charge Controls tab (Properties window)

Use to enter controls related to each charge type that will be used for this property. You can indicate options such as whether a type of charge is subject to late charges, whether it is considered Gross Potential Rent, and whether it should be printed on an invoice. You can also specify the order each charge should be paid when payments are received and a tax group identifier for each charge type.

To use a charge type, it must first be set up using Charge Types from the Setup menu.

Most of these controls simply serve as prefill values for each lease and can be overridden. All of the lease controls are used for processing, with the exception of the GPR control, the Default Payment Order and the Charge Proration Option. These controls and options are mandated by the property charge controls and cannot be individualized for each lease.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


Charge Type

Select a charge type from the list, e.g., RENT, CAM, PARK, TAX, LC. To use a Charge Type, it must first be set up by selecting Charge Types from the Setup menu.


Gross Potential Rent

Mark this box if this charge type is considered Gross Potential Rent for this property. GPR charges are used to calculate vacancy loss and to calculate the "Current rent" for a unit when a tenant moves in.

Leave this box unmarked if you do not want this charge type to be included in the vacancy loss calculation or in the unit's "Current rent."

If you change this box after the property is set up, you will have the option to recalculate "Current rent" for a unit.

Note

•	This option cannot be overridden at the lease level.


Print on invoice

Mark this box to indicate that open items with this charge type will print on invoices. Leave the box unmarked if you do not want open items with this charge type to be included on invoices.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Subject to Late Chgs

Mark this box to indicate that this charge type is subject to late charges. Leave the box unmarked if this charge type is exempt from late charges.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Payment Priority

Enter a 1, 2, 3, etc.., to indicate the order that this charge type should be paid when payments are entered in Cash Receipts. For example, if you want Late Charges always paid off first, followed by Rent, enter a 1 for the Late Charges charge type, and enter a 2 for the Rent charge type. This option is used in conjunction with the Default Payment Order (also in this window) to determine the order that charge types should be paid.

Notes

•	If two charge types have the same payment priority and charge date, payments are applied to them in alphabetical order. For example, if both RENT and CAM charges have the same charge date, and both have a payment priority of 1, payments are first applied to the CAM charge, then to RENT.

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Tax Group

If this charge type is taxable, select the appropriate Tax Group from the list. This allows Property Management to automatically create the appropriate tax transactions for each charge type. Leave this item blank if this charge type is not taxable.

Tax Groups and Tax Rates are set up by selecting Taxes from the Setup menu.

This item is only available if you selected "Use tax features" in PM Settings.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change the Tax Group when you set up the charge types for each lease.


GL Prefix

Select the complete General Ledger prefix that corresponds to this property's income statement prefix for this charge type. For income statement accounts, this prefix is combined with the appropriate base accounts to create the account numbers used in the General Ledger entries created for this property. For balance sheet accounts, Property Management checks the Balance Sheet Level in General Ledger to determine the prefix, and combines that prefix with the appropriate base accounts to create the account numbers used in the General Ledger entries created for this property.

Note

•	This entry serves as a prefill for the lease. If necessary, you can enter a different GL Prefix when you set up the charge types for each lease.


Use Associated Prefix

This column is available for the TAX charge type only, and only when Taxes are turned on.

If this box is marked and you create a taxable charge, the prefix on the charge for the TAX is pulled from the Charge Controls of the associated charge type.


Default Payment Order

Select the criteria that determines the order in which payments are automatically applied to open items when cash receipts are entered. The "Payment Priority" criterion refers to the Priority entered for each charge type in this window.

•	In priority order, then by date (oldest first) -- Payments are applied to open items according to the Payment Priority (1, 2, 3, etc.) established for each charge type. Charge types that have the same priority are paid off by date, oldest first.

•	In priority order, then by date (newest first) -- Payments are applied to open items according to the Payment Priority (1, 2, 3, etc.) established for each charge type. Charge types that have the same priority are paid off by date, newest first.

•	In date order (oldest first), then by priority -- Payments are applied to open items according to the charge date (oldest first). Open items with the same charge date are paid off in the order established by Payment Priority.

•	In date order (newest first), then by priority -- Payments are applied to open items according to the charge date (newest first). Open items with the same charge date are paid off in the order established by Payment Priority.

Notes

•	If two charge types have the same payment priority and charge date, payments are applied to them in alphabetical order. For example, if both RENT and CAM charges have the same charge date, and both have a payment priority of 1, payments are first applied to the CAM charge, then to RENT.

•	This option cannot be overridden at the lease level.


Charge Proration Option

Select how charges will be prorated if a tenant moves in or out mid-month. You can base the proration on the actual number of days in the month or on a 30-day month.

Note

•	This option cannot be overridden at the lease level.


Escalation Controls

Click this column to open the Escalations Setup window.


Recovery Controls

Click this column to open the Recovery Controls setup window.


Late Charges tab (Properties window)

Use the Late Charges tabs to enter the default late charge calculations and controls for the property. The late charge controls on each lease default to these values, but can be customized for the lease. All late charge processing uses the values on the lease late charge controls.

Use the General Late Charges tab to enter a description and general information about the late charges. Use the Step 1, 2, and 3 tabs to enter the calculation steps (up to three) for late charges. The results of each active step will be added together to calculate the late charge amount record the calculation steps.

To access a tab, click it. For help on an item on a tab, [image] on the toolbar and then click the item. For help on a tab, click [Help].

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Late Charges General tab (Properties window)
Late Charges, General tab (Properties window)

Use to set up the default late charge controls for the property. The late charge controls on each lease default to these values, but can be customized for the lease. All late charge processing uses the values on the lease late charge controls.

Use the General Late Charge tab to enter a description of the late charge policy and general information related to late charge processing.

The calculation of the late charge can be made up of multiple steps (up to three). These are entered in the Step 1, 2, and 3 tabs. The results of each step are added together to calculate the late charge amount. The multiple steps allow you to charge both a fee and interest. For example, if setting up a late charge of an initial fee of $50, plus 18 percent interest after 30 days, you will set up Calculation 1 for the $50 and Calculation 2 for the 18 percent interest.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

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Description

Enter an explanation of the late charge policy (up to 500 characters). For example, "Payments not received within 10 days subject to a late charge of 2%."

This explanation can be printed on late notices and reports.

Note

•	This entry serves as a prefill for the lease. If necessary, you can enter a different Description when you set up the lease.


Minimum lease balance

Minimum lease balance is used only in the calculation of late charges with a Late Charge type of "Fee" and a Frequency of "Monthly". If those two conditions are true, the Late Charge process will compare the Lease balance to the Minimum lease balance and create a charge only if the Lease balance is greater than the Minimum lease balance.

The Lease balance will be as of the Next fee date (or the Charge Date, if there is no Next fee date) plus the grace days. For example, if your Next fee date is 6/01/2000 and you have 10 grace days, the Lease balance on 6/10/2000 will be compared to the Minimum lease balance to determine whether or not to charge a fee.

Note

•	This entry serves as a prefill for the lease. If necessary, you can enter a different value when you set up the lease.


Suppress charges under

The value you enter here is compared to the calculated late charge. If the calculated late charge is less than this value, the late charge is not created. This allows you to avoid dealing with the small and insignificant late charges.

Note

•	This entry serves as a prefill for the lease. If necessary, you can enter a different value when you set up the lease.


Process by

Select whether the late charge is based on the total amount of the charge or on the amount open. The "remaining amount" option takes partial payments into account.

Note

•	This entry serves as a prefill for the lease. If necessary, you can enter a different value when you set up the lease.


Process

•	Paid-Late items — If you assess late charges on items that have been paid, but were paid late (paid after any grace days), mark this box. If you only assess late charges on items that are still unpaid when late charges are calculated, leave this box unmarked.

•	Current leases only — Mark this box if you want only current leases to be included in Late Charge processing.

Note

•	These entries (Paid-Late items and Current Leases only) serve as prefills for the lease. If necessary, you can enter a different value when you set up the lease.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Late Charges, Step 1-3 tabs (Properties window)

Use to set up the default late charge calculation steps (up to three) for the property. The late charge controls on each lease default to these values, but can be customized for the lease. All late charge processing uses the values on the lease late charge controls.

The result of each active late charge calculation step is added together to determine the late charge amount. The multiple steps allow you to charge both a fee and interest. For example, if setting up a late charge of an initial fee of $50, plus 18 percent interest after 30 days, you will set up Calculation 1 for the $50 and Calculation 2 for the 18 percent interest.

For help on an item in this window or tab, click [image] on the toolbar and then click the item.

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Active

Mark this box to indicate that this step is to be included in the late charge calculation. The result of each Active step will be added together to make up the late charge.


Late Charge type

Select whether the late charge is based on a fee, is calculated as interest, or uses a formula.

•	Fee — The late charge will be calculated on all eligible late open items as a whole. For example, a fee of 5% means that the late fee will be calculated as 5% of the total of all eligible late open items, regardless of whether an open item is 15 days late or 30 days late.

•	Interest — Interest is calculated on each individual open item, based on how late the open item is.

•	Formula — Use for complex late charge situations, for example, using the lesser of Bank ABC Prime and Bank XYZ Prime. The formula can use the Flat amount, Percentage, or Indexed rate values in its calculation, and can include numbers and rates.

After selecting a Late Charge type, click […>] to specify related options.

For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Calculation type

Select the type of calculation to be used in this step. The options that are available depend on the Late Charge type selected in this window.

•	Flat amount — Use to assess a flat late fee, such as $10 a day, or $50 per month. Click […>] to the right to enter the flat amount. The frequency is specified by clicking […>] for the Late Charge type option. This calculation type is only available for fee late charges.

•	Percentage — Use to calculate the late charge as a percentage of the late open items. For Fee calculations, the percent is multiplied by the total of the late open items, regardless of how many days late they are. For Interest calculations, the percent is an annual interest amount, calculated on a daily basis using each open item's charge date and amount. Click […>] to the right to enter the percentage.

•	Interest Rate — Use to calculate the late charge as a percentage of the late open items, when you want to use a rate that can frequently change, such as "Prime" or "Prime + 4" as the percentage. Indicate which rate will be used by clicking […>] to the right. For Fee calculations, the rate is multiplied by the total of the late open items, regardless of how many days late they are. For Interest calculations, the rate is an annual interest amount, calculated on a daily basis using each open item's charge date and amount.

•	Greater of Flat or Percentage — Use to compare the calculated late fee (based on the Percentage) with the Flat amount late fee. The greater of the two amounts is used as the late fee for this step. Click […>] to the right to enter the flat amount and percentage. This calculation type is only available for fee late charges.

•	Lesser of Flat or Percentage — Use to compare the calculated late fee (based on the Percentage) with the Flat amount late fee. The lesser of the two amounts is used as the late fee for this step. Click […>] to the right to enter the flat amount and percentage. This calculation type is only available for fee late charges.

•	Formula — Use for complex late charge situations, for example, using the lesser of Bank ABC Prime and Bank XYZ Prime. This is the only Calculation Type available if you select a Late Charge type of Formula. If needed, click […>] to the right to enter a flat amount, interest rate and percentage that are referenced in the formula.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Grace Period type

Select how the number of grace days is determined. Grace days are the days allowed past the due date before an open item is considered subject to late charges. If you allow 10 grace days, late charges are not assessed on open items that are 10 days late, but late charges are assessed on the 11th day. Select either Grace Days to enter a number of days, or Grace Formula to enter a formula to calculate the number of grace days. Click […>] (to the right) to enter the number of grace days or the formula used to calculate the number of grace days.

For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


'Subject To' formula

Select the formula used to exclude or include open items from the calculation step. This is an optional formula; leave blank if you do not need to exclude or include particular open items from the calculation of late charges.

This entry serves as a prefill for the lease. If necessary, you can change this formula when you set up the lease.

The Subject To formula will be evaluated against each late open item. If the formula evaluation returns a value of true, the open item is subject to the late charges calculated in this step. If the formula evaluation returns a value of false, the open item is not subject to this step in the calculation. For example, if you want to evaluate each lease for its balance first, you might use the following formula:

If(lease balance GE 500, True, False)

This formula evaluates each lease and, if the balance is greater than or equal to 500, then the late charge steps are evaluated.

To set up a new formula, select Formulas from the Tools menu.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Late Charge type options button

Opens a window allowing you to specify options for the type of late charge you selected.


Late Charge type options

Displays the options specified, if any, for the type of late charge selected.


Calculation type options button

Opens a window allowing you to specify options for the calculation type you selected.


Calculation type options

Displays the options specified, if any, for the calculation type selected.


Grace Period type options button

Opens a window allowing you to specify options for the type of grace period you selected.


Grace Period type options

Displays the options specified, if any, for the type of grace period selected.


Late Charge type --Fee Options window (Property setup)
Late Charge type -- Fee Options window

Use to enter a frequency for the late fee and other options related to the late fee.

For help on an item in this window, click [image] on the window and then click the item.

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Frequency

Indicate whether the late fee is calculated on a daily or monthly basis, or every so many days. For example, select Daily for a late fee of $1 a day. Select Monthly for a fee of 1.5% per month. Select Every 5 days for a fee of $25 every 5 days.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Days

This option is available if you selected a frequency of Every. Allows late fees to be assessed every so many days. For example, $15 every 10 days. Enter the number of days in the late fee period (in this example, 10).

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Repeat factor

Select an option to determine how often the late fee should be repeated.

•	Any Delinquent Chgs — Choose this option if you want every late open item to be subject to late fees. This option will assess late fees on the sum of all late open items, regardless of whether a late fee has already been assessed on the open item in a previous month.

•	Once/Delinquent Pmt — Choose this option if you want only new late open items to be subject to a late fee. This option will cause late fees to be assessed only once per late open item. If the same open item is late the following month, it will not generate a late fee.

•	Once/Delinquency — Choose this option if you only want to assess a late fee the first month that a lease has late open items. Frequency has no effect on calculations if you choose this repeat option. Typically, this type of late fee is combined with an interest late fee. For example, the late fee policy might be as follows: "Charge a $50.00 late fee the first month the lease payment is late, then charge 1.5% monthly interest until the lease is paid in full." This type of late charge requires a two step process. The repeat factor for the first step ($50 flat fee) is Once/Delinquency. The repeat factor for the second step is Any Delinquent Chgs.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Maximum days

If your late charge policy is to stop charging the late fee after a certain number of days, enter that number here. Otherwise, accept the default of zero. For example, if your policy is "$50 fee for a maximum of 180 days" enter 180 in Maximum Days. This is evaluated on each open item.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this value when you set up the lease.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Late Charge type -- Interest Options window (Property setup)
Late Charge type — Interest Options window

Use to enter the day to start calculating interest and the maximum number of days you charge interest.

For help on an item in this window, click [image] on the window and then click the item.

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Start interest on day

Enter the day to begin charging interest on late open items or accept the default of 1. Use for policies such as "Charges not paid within 10 days subject to interest of 18% beginning on the 5th day." In this example, the value in this Start Interest On Day should be 5.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this value when you set up the lease.


Maximum days

If your late charge policy is to stop charging interest after a certain number of days, enter that number here. Otherwise, accept the default of zero. For example, if your policy is "18% interest for a maximum of 180 days," enter 180 in Maximum Days. This is evaluated on each open item.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this value when you set up the lease.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Late Charge Type -- Formula Options window (Property setup)
Late Charge Type — Formula Options window

Use to enter the formula to be used to calculate late charges for this step.

For help on an item in this window, click [image] on the window and then click the item.

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Formula

Select the formula to be used for this step of the late charge calculation. Use for complex late charge situations, for example, using the lesser of Bank ABC Prime and Bank XYZ Prime. The formula can use Flat amount, Percentage, or Indexed Rate values in its calculation, and can include numbers and rates.

This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.

To set up a new formula, select Formulas from the Tools menu.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type -- Formula Options window (Property setup)
Calc Type — Formula Options window

Use to specify a flat amount, percentage, and/or interest rate to reference in the late charge formula. The information entered in this window serves only as a prefill for the lease.

If you use a late charge formula that references any of the items entered in this window, be sure that formula references the Lease Late Charge Controls record, not the Property Late Charge Controls record.

To set up a new formula or review the names of existing formulas, select Formulas from the Tools menu.

For help on an item in this window, click [image] on the window and then click the item.

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Flat amount

Enter the flat amount that is referenced in the late charge formula. This entry serves as a prefill for the lease. If necessary, you can change this amount when you set up the lease.


Percentage

Enter the percentage that is referenced in the late charge formula. Enter 25 percent as 25. This entry serves as a prefill for the lease. If necessary, you can change this percentage when you set up the lease.


Interest rate

Select an interest rate from the list, if an interest rate is referenced in the late charge formula. This entry serves as a prefill for the lease. If necessary, you can change this interest rate when you set up the lease.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type — Interest Rate Options window

Use to enter an interest rate for fee or interest late charges that use an interest rate.

For help on an item in this window, click [image] on the window and then click the item.

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Interest rate

Select an interest rate from the list. For example, you may want to choose "PRIME" or "BANK ABC PRIME" or "PRIME + 5.9". Use when calculating the late charge as a percentage of the late amounts, when the percentage is a rate that frequently changes.

To set up a new interest rate or view existing interest rates, click [Close] in this window and select Interest Rates from the Setup menu.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this interest rate when you set up the lease.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type -- "Greater of" Options window (Property setup)
Calc Type — "Greater of" Options window

Use to enter a flat amount and a percentage, so that Property Management will compare the late fee based on the percentage with the flat amount late fee, and assess the greater of the two amounts as the late fee.

For help on an item in this window, click [image] on the window and then click the item.

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Flat amount

Enter the flat amount late fee. This amount will be compared to the late fee calculated with the percentage you enter in the next field. The greater of the two amounts will be assessed as the late fee.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this amount when you set up the lease.


Percentage

Enter the percentage used to calculate the late fee. Enter 15 ¼ percent as "15.25". The percent is multiplied by the total of the late open items. This calculated amount is compared to the flat amount entered in the previous field. The greater of the two amounts is assessed as the late fee.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this percentage when you set up the lease.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type --"Lessor of" Options window (Property setup)
Calc Type — "Lesser of" Options window

Use to enter a flat amount and a percentage, so that Property Management will compare the late fee based on the percentage with the flat amount late fee, and assess the lesser of the two amounts as the late fee.

For help on an item in this window, click [image] on the window and then click the item.

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Flat amount

Enter the flat amount late fee. This amount will be compared to the late fee calculated with the percentage you enter in the next field. The lesser of the two amounts will be assessed as the late fee.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this amount when you set up the lease.


Percentage

Enter the percentage used to calculate the late fee. Enter 15 ¼ percent as "15.25". The percent is multiplied by the total of the late open items. This calculated amount is compared to the flat amount entered in the previous field. The lesser of the two amounts is assessed as the late fee.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this percentage when you set up the lease.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type -- Flat Amount Options window (Property setup)
Calc Type — Flat Amount Options window

Use to enter the flat amount to be used as a late fee in this step of the late charge calculation.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Flat amount

Enter the flat amount to be used as a late fee in this step of the late charge calculation.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this amount when you set up the lease.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type -- Percentage Options window (Property setup)
Calc Type — Percentage Options window

Use to enter the percentage to be used in this step of the late charge calculation.

For help on an item in this window, click [image] on the window and then click the item.

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Percent

Enter the percentage to be used in late charge calculations for this step. Enter 15 ¼ percent as "15.25". For Fee calculations, the percent is multiplied by the total of the late open items. For Interest calculations, the percent is an annual interest amount, to be calculated on a daily basis, using each open item's charge date and amount.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this percentage when you set up the lease.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Grace Period Type -- Days Options window (Property setup)
Grace Period Type — Days Options window

Use to enter the number of grace days allowed. This is the number of days between the charge date and the date when the open item becomes subject to late charges. If you allow 10 grace days, late charges are not assessed on open items that are 10 days late, but late charges are assessed on open items that are 11 days late.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Number of Days

Enter the number of days between the charge date and the date when the open item becomes subject to late charges. For example, if an open item has a charge date of March 1, and you enter a 10 to allow 10 grace days, a late charge is not assessed on the open item until March 11. On or after March 11, late charges can be calculated on the open item, using March 1 as the date the open item became late.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change the number of days when you set up the lease.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Grace Period Type -- Formula Options window (Property setup)
Grace Period Type — Formula Options window

Use to enter the name of the formula used to calculate the number of grace days. Grace days are the number of days between the charge date and the date when the open item becomes subject to late charges. If you allow 10 grace days, late charges are not assessed on open items that are 10 days late, but late charges are assessed on open items that are 11 days late.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Formula

Select the formula used to calculate the number of grace days. The formula can be used for complex situations, such as using a different number of grace days for certain charge types.

This entry serves as a prefill for the lease. If necessary, you can change this formula when you set up the lease.

To set up a new formula, select Formulas from the Tools menu.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Deposits tab (Properties window)

Use to enter default controls for processing deposits associated with this property. The deposit information on each lease defaults to the values entered here, but can be customized for the lease. All deposit processing uses the values on the lease deposit controls.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


Deposit Type

Select a deposit type from the list, e.g., Security, Key, Cleaning, Pet. You can add or delete deposit types in the Custom List area in Custom Descriptions (File menu, Data Folder Settings).

You can enter multiple deposit types for each property.


Refundable

Mark this box if this deposit is refundable (through Refund/Apply Deposit and Reconcile Account in Terminate Lease). This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.

This box also affects the type of General Ledger account that is credited when deposits are processed. When refundable deposits are received, the appropriate Deposit Liability account is credited. When non-refundable deposits are received, the appropriate Revenue account is credited.

Changing the status of the Refundable check box for a given Deposit Type could impact the future creation of General Ledger entries for existing deposits for that Deposit Type. For additional information, see the "General Ledger accounts affected by Property Management entries" Help topic.


Related Charges

Mark this box to indicate that this deposit is related to a particular charge type, so that if the charge is increased, a deposit charge will be created. This feature is typically used in residential "Last Month Rent Deposit" situations.


Interest Rate

Select the Interest Rate record that corresponds to the interest rate that will be used when calculating interest on this deposit. Leave blank if this is not an interest-bearing deposit.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this interest rate when you set up the lease.


Interest Basis

Select whether interest calculations are based on a 30 day month or on actual days in the month. Leave blank if this is not an interest-bearing deposit.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Compounding Frequency

Select how often interest will be compounded. Leave blank if this is not an interest-bearing deposit.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Interest Payment Timing

Select when interest will be paid: at year end, at lease anniversary, or at lease termination. This option controls which deposits are processed during Pay Interest. Leave blank if this is not an interest-bearing deposit.

Note

•	This entry serves as a prefill for the lease. If necessary, you can change this option when you set up the lease.


Deposit Bank Account

Enter the Cash Management bank account ID for the tenant deposit, or select the appropriate one from the list. You may use the same bank as the property's Operating Bank, or select a different one.


Deposit Revenue Account

Enter the revenue base account to be credited if this deposit is non-refundable or select the appropriate base account from the list. The base account is combined with the appropriate prefix for the property to create the account number used in the General Ledger credit entry that is generated when non-refundable deposits are received.


Deposit Liability Account

Enter the liability base account to be used if this is a refundable deposit or select the appropriate base account from the list. The base account is combined with the appropriate prefix for the property to create the account number used in the General Ledger entries that are generated when refundable deposits are processed.


Interest Expense/Clearing Account

Enter the interest expense/clearing base account to be debited when interest is accrued for this deposit type or select the appropriate base account from the list. The base account is combined with the appropriate prefix for the property to create the account number used in the General Ledger debit entry.


Interest Liability Account

Enter the interest liability base account used when interest is accrued or paid for this deposit or select the appropriate base account from the list. The base account is combined with the appropriate prefix for the property to create the account number used in the General Ledger entries generated when interest is paid or accrued. This account is credited when interest is accrued, and debited when interest is paid.


Square Footage tab (Properties window)

Use to record square footage measurements for the property and to indicate whether occupancy will be tracked for each kind of square footage.

This tab displays the current occupancy (percent of square feet), for each square footage type you set up. This figure is automatically calculated whenever you change the square footage for a unit or square footage type and whenever a move-in or move-out occurs. Click [Occupancy] in this grid to view the weighted monthly and yearly (if tracked) occupancy figures for the square footage types.

The title of this tab may be different if you changed the description of PM Square Footage in Custom Descriptions.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


SF Type

Select a square footage type from the list, e.g., Rentable, Usable, Taxable, Frontage. You can add or delete square footage types in the Custom List area in Custom Descriptions (File menu, Data Folder Settings).

You can enter multiple square footage types for each property.

The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


Square Footage

Enter the square footage for this square footage type. This item may only be changed if the Audit setup activity box is marked in Tools, Options.

The title of this item may be different if you changed the description of PM Square Footage in Custom Descriptions.


Track Occupancy

Mark this box to track occupancy for this square footage type.

If this box is marked, occupancy tracking will occur automatically as tenants move in and move out and whenever you change the square footage for a unit or square footage type.

If you mark this box, monthly occupancy is tracked. To track occupancy on a calendar year and/or fiscal year basis, mark the appropriate boxes in the General Occupancy tab for this property. Make sure you set up the other occupancy controls in the General Occupancy tab to suit your needs.

Click [Occupancy] in this grid to view the monthly and yearly occupancy figures for this square footage type.


Current Occupancy

Indicates the percent of square feet occupied as of the last day of the current period. This is calculated as the number of currently occupied/leased square feet divided by the total number of square feet for this square footage type. This calculation does not take into account how long a particular unit has been occupied. The monthly occupancy percentage, viewed when you click [Occupancy] is weighted by each unit's square footage and the number of days occupied.

Current Occupancy is automatically calculated and should not be changed.

Click [Occupancy] in this grid to view the monthly and yearly occupancy figures for this square footage type.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


[Occupancy]

Opens the Occupancy window which displays current and historical occupancy figures. Monthly occupancy is always displayed. Calendar year and/or fiscal year occupancy are tracked if you marked the appropriate boxes in the General Occupancy tab for this property.

Occupancy is calculated as the number of occupied/leased square feet divided by the total number of square feet for this square footage type. Occupancy is weighted, based on the number of days the unit is occupied.


Occupancy window

Displays current and historical occupancy figures. Monthly occupancy always displays. Calendar year and/or fiscal year occupancy are tracked if you marked the appropriate boxes in the General Occupancy tab for this property.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Mo/Yr

Displays the month and year for this occupancy figure. May display as MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.


Occupancy

Displays the occupancy percentage for the month for this square footage type. This occupancy percentage is calculated as an average, weighted by each unit's square footage and the number of days occupied. Refer to the topic "How occupancy percentages are calculated" for more information.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Calendar Year

Displays the year for this annual occupancy percentage. You indicate whether calendar year occupancy is tracked and the number of years these figures are retained in the General Occupancy tab for the property.


Calendar Year Occupancy

Displays the occupancy percentage for the indicated year for this square footage type. This occupancy percentage is calculated as an average of each month's weighted occupancy. Calendar Year Occupancy for the current year is a year-to-date figure. Each month counts equally. For example, June is considered 1/12 of the year, not 30/365 of the year.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.

Example:

Property A, SF Type GLA

January  56.54 % occupied

February  54.30 % occupied

March  40.00 % occupied

YTD yearly weighted GLA occupancy = (56.54 + 54.30 + 40.00)/3 = 50.28 %.

Tip

•	Refer to the topic "How occupancy percentages are calculated" for more information.


Fiscal Year End

Indicates the fiscal year end date for this annual occupancy percentage. You indicate whether fiscal year occupancy is tracked and the number of years these figures are retained in the General Occupancy tab for the property.


Fiscal Year Occupancy

Displays the occupancy percentage for the indicated fiscal year for this square footage type. The occupancy percentage is calculated as an average of each fiscal period's weighted occupancy. Fiscal Year Occupancy for the current year is a year-to-date figure. Each period counts equally, as 1/12 of the year.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.

Example:

Property A, SF Type GLA, Current Fiscal Year End 6-30-99

July  56.54 % occupied

August  54.30 % occupied

September  40.00 % occupied

YTD yearly weighted GLA occupancy = (56.54 + 54.30 + 40.00)/3 = 50.28 %.

Tip

•	Refer to the topic "How occupancy percentages are calculated" for more information.


[Close]

Accepts your entries and closes this window. Returns to the Sq Ft tab (Properties window).


[Help]

Starts Help and displays information about this window.


Checklist tab (Properties window)

Use the Start Lease tab to view or change procedures that need to be completed before the tenant moves in.

Use the Terminate Lease tab to view or change procedures that need to be completed when the lease is terminated.

The items you enter in these checklists will appear in the checklists that appear in Start Lease, Terminate Lease and Change Lease, but they may be added to, changed, or deleted for each lease.

For help on an item in this window or tab, click [image] on the window, then click the item. For help on a tab, click [Help].


Checklist, Start Lease tab (Properties window)

Use to set up a default checklist for Start Lease. The items you enter in this checklist will appear in the checklist for Start Lease but they may be added to, changed, or deleted for each lease.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


Description

Describe the procedure or item (up to 40 characters), such as "Complete credit check" or "Lease approved".


Checklist, Terminate Lease tab (Properties window)

Use to set up a default checklist for Terminate Lease. The items you enter in this checklist will appear in the checklist for Terminate Lease , but they may be added to, changed, or deleted for each lease.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


Description

Describe the procedure or item (up to 40 characters), such as "Tenant walk-through" or "Refund/apply deposits".


Tax tab (Properties window)

Use to store information about property taxes, such as Land Value, Building Value, Exemption Amount, and Tax Amount.

You can add custom columns to the tax grid by using File, Data Folder Settings, Custom Fields.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Tax ID

Enter the tax ID (up to 15 characters) used by the taxing authority, or another set of characters to identify the property tax.

This field must match the recipient federal ID in order for the associated tax amount to be used to calculate real estate taxes for this property’s leases on 1098 Interest forms.


Year

Enter the year that corresponds to this property tax information. This allows you to store tax information for multiple years for the same taxing authority.

This field must match the reporting year in order for the associated tax amount to be used to calculate real estate taxes for this property’s leases on 1098 Interest forms.


County

Enter the county (up to 15 characters) associated with this property tax.


State

Enter the state associated with this property tax.


Land Value

Enter the land value for this property, according to the taxing authority.


Building Value

Enter the building value for this property, according to the taxing authority.


Improvement Value

Enter the value of the improvements to this property, according to the taxing authority.


Exemption Amount

Enter the exemption amount, as specified by the taxing authority.


Tax Amount

Enter the tax amount as specified by the taxing authority. This is the amount used for calculating real estate taxes for 1098 Interest forms (as long as the Tax ID and Year match the Recipient federal ID and 1098 reporting year.)

For more information on calculations for 1098 Interest forms, see the Help topic "About 1098 Interest Form Calculations. "


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear in this grid.


Insurance tab (Properties window)

Use to record information about the insurance policies for this property.

You can add custom columns to the insurance grid by using File, Data Folder Settings, Custom Fields.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Insurance Type

Select an Insurance Type from the list. For example, Blanket, Umbrella, Special. You can add or delete insurance types in the Custom List area in Custom Descriptions (File menu, Data Folder Settings).

You can enter multiple insurance types for each property.


Company

Enter the name of the insurance company (up to 25 characters).


Policy Number

Enter the policy number for this insurance record (up to 25 characters).


Agent

Enter the name of the insurance agent handling this policy.


Agent Phone

Enter the telephone number for the insurance agent (the area code is optional).


Agent Fax

Enter the fax number for the insurance agent (the area code is optional).


Effective Date

Enter the effective date of this policy.


Expiration Date

Enter the expiration date of this policy.


Insurance Value

Enter the insurance value of this policy.


Liability

Enter the liability amount for this policy.


Deductible

Enter the deductible amount for this policy.


Premium

Enter the premium amount for this policy.


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear in this grid.


Misc Income tab (Properties window)

Use to set up sources of cash, other than leases, such as conference rooms, vending machines, pay telephones, and laundry machines, and to indicate the General Ledger income account for each source. The fiscal year-to-date totals for each source of miscellaneous income are automatically maintained.

You record miscellaneous income in Cash Receipts (Tasks menu).

You can add custom columns to the miscellaneous income grid by using File, Data Folder Settings, Custom Fields.

If taxes are being used in this data folder, the Tax Group field and Tax fiscal year-to-date fields will be available.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Misc Income Source ID

Enter an ID (up to 10 characters) to represent this income source. For example, for Conference Room 1 you might use the ID "CONF1".


Description

Enter a description for this miscellaneous income source, such as "Conference Room 1."


GL account

Select the General Ledger revenue account to be credited when income is received from this source.


Tax Group

If this miscellaneous income source is taxable, select the appropriate Tax Group from the list. This allows Property Management to automatically create the appropriate tax transactions for each miscellaneous income source type. Leave this item blank if this charge type is not taxable.

Tax Groups and Tax Rates are set up by selecting Taxes from the Setup menu.

This item is only available if you selected "Use tax features" in PM Settings.


Income YTD

Displays the total income for the property's current fiscal year. This figure is automatically accumulated and should not be changed. During Close Current Period, this figure is cleared and moved into Income Last Year when you close the last period of the fiscal year.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Tax YTD

Displays the total taxes for the property's current fiscal year. This figure is automatically accumulated and should not be changed. When you close the last period of the fiscal year, Close Current Period clears this field and moves the amount into the Tax Last Year field.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Income Last Year

Displays the total income for the property's prior fiscal year. During Close Current Period this field is cleared and Income YTD is moved into it when you close the last period of the fiscal year.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Tax Last Year

Displays the total taxes for the property's prior fiscal year. This figure is automatically accumulated and should not be changed. When you close the last period of the fiscal year, Close Current Period clears this field and moves the amount into the Tax Last Year field.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Income Next Year

Displays the total income for the property's upcoming fiscal year. This figure is automatically accumulated and should not be changed. During Close Current Period, this figure is cleared and moved to the Income YTD field when you close the last period of the fiscal year.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Tax Next Year

Displays the total taxes paid for the property's upcoming fiscal year. This figure is automatically accumulated and should not be changed. When you close the last period of the fiscal year, Close Current Period clears this field and moves the amount into the Tax Last Year field.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear in this grid.


Insert Record window

Use to add a new property to your records.

Enter the new Property ID, and click [Insert].

For help on an item in this window, click [image] on the window and then click the item.


Property

Enter an ID for this new property (up to 10 characters), e.g., MEADOW CRK for Meadow Creek Professional Center.

Consider using numerical IDs since this provides quick entry using the numeric keypad. The property ID dictates the default order in which properties appear on reports.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


[Insert]

Adds the new property using the Property ID you entered in this window.


[Cancel]

Closes this window without adding a new property.


[Help]

Starts Help and displays information about this window.


Recalculate Occupancy window

Use to enter a date that a square footage measurement changed. This window opens when you change a square footage measurement for a property or unit. The occupancy percentages for the square footage type for this property or unit will be recalculated using the date you enter.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Recalculate occupancy date

Enter the date the square footage measurement changed.


[OK]

Accepts your entry, closes this window, and recalculates the occupancy percentages.


[Cancel]

Closes this window without accepting the recalculate date and without recalculating occupancy percentages.


[Help]

Starts Help and displays information about this window.


Units (Setup menu)

Use to enter information about the units or spaces associated with each property.

The title of this command may be different if you changed the description of PM Unit in Custom Descriptions.

 Window

Related Topics


Units window

Use to setup units or spaces associated with the property, or to modify information about the units. The information is entered in multiple tabs.

The title of this window may be different if you changed the description of PM Unit in Custom Descriptions.

For help on the tabs displayed in this window, click the tab, then click [Help]. For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Property ID

Enter the property ID associated with this unit or select one from the list.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Unit ID

To select an existing unit, click the down arrow, or scroll through the units using the set of arrow buttons to the right of Unit.

To set up a new unit, click the asterisk button (located to the left of [Close]). To delete a unit, select the unit, then click the button with the large X on it (located to the left of [Close]).

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.

Tip

•	Unit records can be linked to issues using New Issue (Tools menu).


Custom Fields tab (Units window)

Use to enter information about the unit in fields that have been set up specifically for your company's needs. To set up additional custom fields, select Custom Fields (File, Data Folder Settings menu).

Related Topics


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear on this tab.


 Find first unit

Scrolls to the first unit (in Property ID, Unit ID order).


 Find the previous unit

Scrolls to the previous unit (in Property ID, Unit ID order).


 Find the next unit

Scrolls to the next unit (in Property ID, Unit ID order).


 Find last unit

Scrolls to the last unit (in Property ID, Unit ID order).


 Add new unit

Opens the Insert Record window so that you can add a new unit.


 Delete unit

Deletes the selected unit. A verification window opens so that you can accept or cancel the deletion.


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


General tab (Units window)

Use the General tabs to record the following types of information about the unit:

•	Class/Address/Rent — General information about the unit, such as unit class, address, and market rent.

•	Status — Lease and occupancy status information, and move-in and move-out information.

•	Amenities — Information about the amenities.

To access a tab, click it. For help on an item on a tab, click [image] on the toolbar and then click the item. For help on a tab, click [Help].


General, Class/Address/Rent tab (Units window)

Use to enter general information about the unit, such as unit class, address, and market rent.

You can make this unit a service location in Service Management (SM) if the SM application is installed and you select Activate Interface for Property Management in SM (SM: File > Data Folder Settings > SM Settings > Interface Settings). For more information about service locations, refer to Help in Service Management.

Click [image] on the toolbar and then click the item for help on an item in this tab or window.


Unit class

Select a unit class from the list. For example, Studio, 1BR, 2BR, Professional, Anchor, Kiosk. You can add or delete unit classes in the Custom List area in Custom Descriptions (File menu, Data Folder Settings).

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Unit shares

Enter the number of unit shares that apply. This number is used in interest calculations for 1098 Interest forms. This number may be less than the actual number of unit shares if multiple leases occupy the same unit during the same time period.

The title of this field may be different if you changed it in Custom Descriptions. This field is not required.

For more information on calculations for 1098 Interest forms, see the Help topic "About 1098 Interest Form Calculations. "


SM Unit Location

Select to create a service location for this unit in Service Management (SM).

This option is available only if you have installed Service Management and have selected Activate Interface for Property Management in SM (SM: File > Data Folder Settings > SM Settings > Interface Settings). For more information about service locations, refer to Help in Service Management.

Note:

•	The title of this item may be different if you changed the description of SM Unit or SM Location in Custom Descriptions (File > Data Folder Settings > Custom Descriptions).


Current rent

Displays the total of the recurring charges, from the Lease Recurring Charges tab, that are marked as Gross Potential Rent for the leases associated with this unit. For example, if two leases occupy the same unit, Current rent equals the Gross Potential Rent charges for both leases. This figure can be used in vacancy loss calculations.

This amount adjusts automatically when move-ins are processed and as rent changes take effect.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Market rent

Enter the market rent, including all the Gross Potential Rent charges for this unit per month. This figure can be used in vacancy loss calculations.


Previous rent

Displays the previous rent for the unit, if applicable. This total includes Previous rent amounts based on recurring charges that are marked as Gross Potential Rent from all leases associated with this unit. For example, if two other leases already occupy this same unit, Previous rent equals the Gross Potential Rent charges for both of those leases.

This amount adjusts automatically when a lease is terminated.

This figure is used for reporting purposes.


Current tenant and Current lease

Displays the current tenant and current lease for this unit. These items can be used for inquiry and reporting purposes. If more than one lease exists for a unit, the lease with the most current actual start date is displayed along with the primary tenant for that lease. The current tenant and current lease fields are cleared from the unit during Terminate Lease.


Current tenant and Current lease

Displays the current tenant and current lease for this unit. These items can be used for inquiry and reporting purposes. If more than one lease exists for a unit, the lease with the most current actual start date is displayed along with the primary tenant for that lease. The current tenant and current lease fields are cleared from the unit during Terminate Lease.


Address 1 & 2

Enter the street address (up to 30 characters for each address line). This information prefills based on the Street address of the property the unit is attached to, but it can be changed.

Note

•	If the property address type is set for Mailing (set up in File/Data Folder Settings/Custom Descriptions), the information will not prefill down to the unit records created with this property.


City

Enter the city for this unit address (up to 15 characters). This information prefills based on the Street address of the property the unit is attached to, but can be changed.

Note

•	If the property address type is set for Mailing (set up in File/Data Folder Settings/Custom Descriptions), the information will not prefill down to the unit records created with this property.


State

Enter the state abbreviation for this unit address (up to 4 characters). This information prefills based on the Street address of the property the unit is attached to, but can be changed.

Note

•	If the property address type is set for Mailing (set up in File/Data Folder Settings/Custom Descriptions), the information will not prefill down to the unit records created with this property.


ZIP Code

Enter the ZIP Code for this unit address (up to 10 characters including punctuation). This information prefills based on the Street address of the property the unit is attached to, but can be changed.

Note

•	If the property address type is set for Mailing (set up in File/Data Folder Settings/Custom Descriptions), the information will not prefill down to the unit records created with this property.


Building

If this unit is part of a multi-building property, enter a building ID for this unit. This item can be used in reporting and inquiries.


Floor

If this unit is in a multi-story building, enter the floor for this unit. This item can be used in reporting and inquiries.


Wing

If this unit is in multi-winged building, enter the wing for this unit. This item can be used in reporting and inquiries.


General, Status tab (Units window)

Use to store dates related to move-in and move-out, to view lease and occupancy status and to access occupancy history.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


Occupied

A check mark indicates this unit is occupied; blank indicates that it is not occupied. This box is adjusted by Start Lease and Terminate Lease. This item is used in reporting and inquiries.


Leased

A check mark indicates this unit is leased; blank indicates that it is not leased. This box is adjusted by Start Lease and Terminate Lease. This item is used in reporting and inquiries.


Current tenant

Displays the current tenant for this unit. The current tenant is updated on the unit during activate lease and is subsequently cleared from the unit during Terminate Lease. This item can be used for reporting and inquiries.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Vacancy Loss Date

Displays the date that Vacancy Loss begins for this unit.

When vacancy loss entries are posted in Property Management, two General Ledger entries are created to debit the Vacancy Loss account and credit the Gross Potential Rent account.

This date is maintained by the system and should not be changed. It is only accessible if the Audit setup activity box is set to on in Tools, Options.


Date Available

Enter the date that the unit is available to be occupied. This item can be used in reporting and inquiries.

This date can also be set in Terminate Lease.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Pending Move-In

A check mark in this box indicates that there is a future lease set up for this unit. This item can be used in reporting and inquiries.


Intended Move-In Date

Reflects the date of intended move-in. This item can be used in reporting and inquiries.

This date is set by Start Lease, but can be manually changed if the Audit setup activity box is marked in Tools, Options.


Actual Move-In Date

Indicates the actual move-in date. This item can be used in reporting and inquiries.

This date is set by Start Lease, but can be manually changed if the Audit setup activity box is marked in Tools, Options.


Pending Move-Out

A check mark in this box indicates that the current lease is in the process of terminating. This item can be used in reporting and inquiries.


Intended Move-Out Date

Indicates the intended date of move-out. This item can be used in reporting and inquiries.

This date is set by Terminate Lease, but can be manually changed if the Audit setup activity box is marked in Tools, Options.


Actual Move-Out Date

Indicates the actual move-out date. This item can be used in reporting and inquiries.

This date is set by Terminate Lease, but can be manually changed if the Audit setup activity box is marked in Tools, Options.


[Occupancy History]

Opens the Occupancy History window to view or enter occupancy history for the unit.


Occupancy History window (Unit)
Occupancy History window

Use to enter occupancy history and leasing history for the unit. Amend Lease, Start Lease and Terminate Lease automatically make entries to the Occupancy History grid. This information is used in occupancy calculations (if you indicated on the Property Occupancy tab that occupancy calculations are based on occupied space).

You can manually add historical records to the Occupancy History grid.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[Close]

Closes this window and returns to the General Status tab in the Units window.


[Help]

Starts Help and displays information about this window.


Date

Enter the date that this change in occupancy became effective.


Occupied

Mark this box to indicate that the unit was occupied on this date. Unmark the box to indicate that the unit was vacant on this date.


Date

Enter the date that this change in the lease status became effective.


Leased

Mark this box to indicate that the unit was leased on this date. Unmark the box to indicate that the unit was not leased on this date.


Square Footage tab (Units window)

Use to store square footage figures for the unit. Multiple square footage types can be stored. For example, Rentable, Usable, Taxable.

The title of this tab may be different if you changed the description of PM Square Footage in Custom Descriptions.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


SF Type

Select the square footage type you are recording. For example, Rentable, Usable, Taxable. You can add or delete square footage types in the Custom List area in Custom Descriptions (File menu, Data Folder Settings).

You can enter multiple square footage types for each unit.

Note

•	The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


As of Date

Enter the date that this square footage measurement is effective. This date allows you to store historical square footages for the unit.


Square Footage

Enter the actual square footage. When you change the square footage, occupancy is recalculated for the property.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.

Note

•	The title of this item may be different if you changed the description of PM Square Footage in Custom Descriptions.


Insert Record window (Units)
Insert Record window

Use to add a new unit to your records.

Select the Property associated with the unit, then Enter the new Unit ID, and click [Insert].

For help on an item in this window, click [image] on the window and then click the item.


Property

Select the property associated with this new unit.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Enter an ID (up to 10 characters) for this new unit.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


[Insert]

Adds the new unit using the Property and Unit IDs you entered in this window.


[Cancel]

Closes this window without adding a new unit.


[Help]

Starts Help and displays information about this window.


General, Amenities tab (Units window)

Use to enter information about the amenities of a residential unit, including number of rooms, number of bedrooms and bathrooms, and type and availability of appliances.


Rooms

If this is a residential unit, enter the number of rooms in this unit. Two decimal places are available. This item can be used in reporting and inquiries.


Bedrooms

If this is a residential unit, enter the number of bedrooms in this unit. Two decimal places are available. This item can be used in reporting and inquiries.


Bathrooms

If this is a residential unit, enter the number of bathrooms in this unit. Two decimal places are available for 1/2 and 3/4 bathrooms. This item can be used in reporting and inquiries.


Den

If this unit has a den, mark this box. This item can be used in reporting and inquiries.


Furnished

If this unit is furnished, mark this box. This item can be used in reporting and inquiries.


Fireplace

If this unit has a fireplace, mark this box. This item can be used in reporting and inquiries.


Carpet

If this unit is carpeted, mark this box. This item can be used in reporting and inquiries.


Color

If this unit is carpeted, enter the color of the carpet (up to 15 alphanumeric characters). This item can be used in reporting and inquiries.


Drapes

If this unit has curtains, mark this box. This item can be used in reporting and inquiries.


Air conditioning

If this unit has air conditioning, mark this box. This item can be used in reporting and inquiries.


Range

If this unit has a range, mark this box. This item can be used in reporting and inquiries.


Washer/dryer hookup

If this unit has a washer/dryer hookup, mark this box. This item can be used in reporting and inquiries.


Washer

If this unit has a washing machine, mark this box. This item can be used in reporting and inquiries.


Dryer

If this unit has a dryer, mark this box. This item can be used in reporting and inquiries.


Refrigerator

If this unit has a refrigerator, mark this box. This item can be used in reporting and inquiries.


Dishwasher

If this unit has a dishwasher, mark this box. This item can be used in reporting and inquiries.


Disposal

If this unit has a garbage disposal, mark this box. This item can be used in reporting and inquiries.


Tenants (Setup menu)

Use to set up new tenants or modify information about existing tenants. Information about the tenant is recorded in three tabs:  General, Address, and Custom Fields.

The title of this command may be different if you changed the description of PM Tenant in Custom Descriptions.

 Window

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Tenants window

Use to set up new tenants and change information about existing tenants. Information about the tenant is recorded in three tabs:  General, Address, and Custom Fields.

The title of this window may be different if you changed the description of PM Tenant in Custom Descriptions.

For help on the tabs displayed in this window, click the tab, then click [Help]. For help on an item in this window, click [image] on the toolbar and then click the item.

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[Close]

Closes this window and returns to the main Property Management window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Help]

Starts Help and displays information about this window.


Tenant ID

To select an existing tenant, click the down arrow, or scroll through the tenants using the set of arrow buttons to the right of the Tenant Name.

To set up a new tenant, click the asterisk button (located to the left of [Close]). To delete a tenant, select the tenant, then click the button with the large X on it (located to the left of [Close]).

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.

Tip

•	Property records can be linked to issues using New Issue (Tools menu).


Tenant Name

Enter the tenant's name (up to 30 characters). This may be a company name or an individual's name.

Separate the last name from the rest of the tenant name using a semi-colon. For example:

Enter Dr. Paul F. Martin as "Martin; Dr. Paul F."

Enter The Healthy Bagel as "Healthy Bagel; The"

Enter The Meriwether Company, Inc as "Meriwether Company, Inc; The"

By entering names in this manner, the software will be able to print reports in alphabetical order by name, but on correspondence, including statements and invoices, the name will print as first-middle-last.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


 Find first tenant

Scrolls to the first tenant (in Tenant ID order).


 Find the previous tenant

Scrolls to the previous tenant (in Tenant ID order).


 Find the next tenant

Scrolls to the next tenant (in Tenant ID order).


 Find last tenant

Scrolls to the last tenant (in Tenant ID order).


 Add new tenant

Opens the Insert Record window so that you can add a new tenant.


 Delete tenant

Deletes the selected tenant. A verification window opens so that you can accept or cancel the deletion.


Custom fields tab (Tenants window)
Custom Fields tab (Tenant window)

Use to enter information about the tenant in fields that have been set up specifically for your company's needs. To set up additional custom fields, select Custom Fields (File, Data Folder Settings menu).

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Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear in this tab.


General, Status tab (Tenants window)

Use to enter or view payment and returned check information for the tenant. The tenant account status (e.g., active or future) and the tenant's balance also displays on this tab.

For help on an item in this window or tab, click [image] on the toolbar and then click the item.

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Account status

Indicates whether this tenant is a Future tenant, an Active tenant, or if the tenant's record is Closed.


Balance

Accumulates the balance of all of the leases for this tenant. This item cannot be changed as it reflects the sum of the entries posted to the leases for this tenant.


Payment Info

Displays the following payment information for this tenant. This information is updated during Post Entries and can be used for reporting.

•	Last amount — indicates the last payment received from this tenant.

•	Last date — indicates the last date a payment was received.

•	Last check — indicates the check number of the last payment.

•	Last paid lease — indicates the last lease paid by this tenant.

•	Rent paid through — indicates the date on which Gross Potential Rent charges are paid in full. This date is updated only when all Gross Potential Rent charges for a specific date (as indicated on the Charge Controls tab in Setup, Properties) are paid off by a payment. If a lease has multiple units and one tenant, this date is updated when the Gross Potential Rent charges for all the units have been paid in full.


Returned check info

Use the following returned check information to track the checks that have been returned for this tenant's leases:

•	Returned check limit — enter the number of returned checks allowed for all leases for this tenant. Enter a zero in this item to indicate an unlimited number of returned checks. When entering returned checks, you are warned beginning one check before this limit has been reached. For example, if the returned check limit is 10, you are warned when you enter the ninth, and subsequent, returned checks. At that time, you are also given the option of changing the tenant to a cash only basis.

•	Number of returned checks — indicates the number of checks that have been returned for all of this tenant's leases. This item is accumulated automatically by the system but can be changed.

•	Last returned check date — indicates the Return Date entered for the last returned check. This item is maintained by the system but can be changed.

•	Returned check number — indicates the check number of the last returned check. This item is maintained by the system but can be changed.


General, Controls tab (Tenants window)

Use to establish payment controls and to record tax information for the tenant.

For help on an item in this window or tab, click [image] on the toolbar and then click the item.

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Accept cash only

If this box is marked, the Cash Receipts entry process will only accept payments with a payment method of Cash (not Check or Other).


Don't accept payment

Mark this box to indicate that payments cannot be accepted from the tenant. Useful if you do not want to accept a payment because of eviction action.

When this box is marked, the Enter Cash Receipts process prevents you from recording a payment for this tenant.


Tax name

The legal name to be used on 1099s (up to 30 characters). Separate the last name from the rest of the tenant name using a semi-colon. For example:

Enter Dr. Paul F. Martin as "Martin; Dr. Paul F."

Enter The Healthy Bagel as "Healthy Bagel; The"

Enter The Meriwether Company, Inc as "Meriwether Company, Inc; The"

By entering names in this manner, you can design reports to print in alphabetical order by tax name.


Tax ID

Enter the Social Security Number or Tax Identification Number, including punctuation, to be used on 1099s.


Second TIN Notice

Check this box if, in two or more of the last three years, the IRS has notified you that the payee’s TIN reported to the IRS was incorrect. Checking this box indicates to the IRS that you have made a good-faith effort to obtain this tenant’s tax ID. This information is reflected on both the 1099-INT form and the magnetic media file. This box must be maintained manually.


ABN

Displays the Australian Business Number (ABN). The ABN is an identification number used for reporting purposes. This number is retrieved for invoices, reports, financial statements, etc.


Account number

Enter the account number that will print on the 1098 Interest form. The name and length of this field may be different based on how it is set up in Custom Descriptions. Note that when the 1098 Interest form is printed, up to 20 characters will print on the form.

This field is not required.


Address tab (Tenants window)

Use to enter addresses and phone numbers associated with this tenant. You can set up multiple address records for each tenant, e.g., one for street address, one for mailing address, one for forwarding address.

For help on an item in this window or tab, click [image] on the toolbar and then click the item.

Related Topics


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Tenant address type

Select an address type from the list. For example, Street, Mailing, Forwarding. You can add or delete tenant address types in the Custom List area in Custom Descriptions (File menu, Data Folder Settings).

You can enter multiple tenant address types and addresses for each tenant.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Addressee

Enter the addressee for this address (up to 30 characters) or accept the prefilled tenant name. This address information can be printed on statements, invoices and reports.

Separate the last name from the rest of the name using a semi-colon. For example:

Enter Dr. Paul F. Martin as "Martin; Dr. Paul F."

Enter The Healthy Bagel as "Healthy Bagel; The"

Enter The Meriwether Company, Inc as "Meriwether Company, Inc; The"

By entering names in this manner, you can design reports to print in alphabetical order by addressee name, but on correspondence, including statements and invoices, the name will print as first-middle-last.


Address 1 and 2

Enter the street address (up to 30 characters for each address line). This address information can be printed on statements, invoices and reports.

If you are entering a new tenant through Start Lease, New Lease, this information prefills from the unit but can be changed.


City

Enter the city for this address (up to 15 characters). This address information can be printed on statements, invoices and reports.


State

Enter the state abbreviation for this address (up to 4 characters). This address information can be printed on statements, invoices and reports.


ZIP Code

Enter the ZIP Code for this address (up to 10 characters including punctuation). This address information can be printed on statements, invoices, and reports.


Contact name

Enter a contact name for this address (up to 30 characters). This information can be printed on statements, invoices and reports.

Separate the last name from the rest of the name using a semi-colon. For example:

Enter Dr. Paul F. Martin as "Martin; Dr. Paul F."

Enter The Healthy Bagel as "Healthy Bagel; The"

Enter The Meriwether Company, Inc as "Meriwether Company, Inc; The"

By entering names in this manner, you can design reports that will print in alphabetical order by contact name.


Contact phone

Enter a phone number for this address (the area code is optional). The punctuation is automatically entered for you.


Contact FAX

Enter the FAX number for this address (the area code is optional). The punctuation is automatically entered for you.


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear in this grid.


Insert Record window (tenant)
Insert Record window

Use to add a new tenant.

Enter the new Tenant ID, and click [Insert].

For help on an item in this window, click [image] on the window and then click the item.


Tenant

Enter an ID for this tenant (up to 10 characters).

Consider using numerical IDs since this provides quick entry using the numeric keypad. The tenant ID dictates the order in which tenants appear in selection lists. If, in these lists, you want tenants organized by property, consider using a property number as the first few characters of your tenant IDs.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


[Insert]

Adds the new tenant using the Tenant ID you entered in this window.


[Cancel]

Closes this window without adding a new tenant.


[Help]

Starts Help and displays information about this window.


PM Settings (File, Data Folder Settings menu)

Use to select various options that determine how Property Management operates, including how it interfaces with other Gold applications. These settings appear on multiple tabs and windows.

 Windows

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PM Settings windows

 PM Settings

 Post and Interface Settings


PM Settings window

Use to select various options that determine how Property Management operates, including how it interfaces with other Gold applications. These settings appear on multiple tabs.

For help on the tabs displayed in this window, click the tab, then click [Help]. For help on an item in this window, click [image] on the toolbar and then click the item.

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[OK]

Accepts your entries in the current tab and closes the window.


[Cancel]

Cancels changes made to the current tab and closes the window.


[Help]

Starts Help and displays information about this window.


General tab (PM Settings window)

Use to enter descriptions and references for entries other than charges and payments and to indicate whether you will use the tax features available in Property Management.

The [Post and Interface Settings] button in this tab opens a window that allows you to activate the interface with other Gold applications, and to indicate if entries are posted manually or automatically.

For help on an item in this window, click [image] on the window and then click the item.

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Description

Enter a default description for this type of entry (up to 30 characters). When you create the entry you can modify the description if necessary.


Reference

A reference is an optional code or piece of information that can be associated with an entry. It can be used in reports and inquiry and to accumulate totals. Enter a reference (up to 10 characters) or leave blank. This is the default reference for this type of entry; it can be modified if necessary when the entry is created.

For more information about accumulators refer to the help topic "Setting up accumulators".


Use tax features

Mark this box if you will be calculating and charging tax on certain charges.

You indicate which charges are taxable when you set up properties and leases. The tax IDs, rates and groups are entered using Tax Rates and Tax Groups (Setup, Taxes menu).


Summarize tax by

Mark one of the radio buttons in this box to select an option by which to summarize taxes. This option applies only to tenant activities; it does not apply to taxes with Management Fees or Miscellaneous Income.

•	Associated Charge Type — Select this option to combine all taxes with the original transaction into one open item.

•	Tax Group — Select this option to create two open items: one for taxes and one for the original transaction.

•	Tax Rate ID — Select this option to create different open items for each tax, and another separate open item for the original transaction.


[Post and Interface Settings]

Opens the Post and Interface Settings window, which allows you to select how you want to post entries and interface with other applications.


GL Information tab (PM Settings window)

Use to enter certain General Ledger base accounts, to specify which Property Management information is included in General Ledger entries, to indicate journal numbers for entries created for General Ledger, and to specify whether revenue and cash entries to General Ledger will be summarized.

For help on an item in this tab or window, click [image] on the window and then click the item.

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Bad Debt account

Select the base account to be used for the Bad Debt debit entries. The appropriate prefix is combined with this base account to form the entire General Ledger account for the Bad Debit entry.


AP Refund account

Select the Accounts Payable base account to be used when deposits or credits are refunded. This is the liability account that is credited when Property Management creates an Accounts Payable invoice to refund a deposit or credit, and debited when the refund check to the tenant is created in Accounts Payable. The appropriate prefix is combined with this base account to form the entire General Ledger account for the entry.


Open Credit Clearing account

Select the base account used as the Open Credit Clearing account. The appropriate prefix is combined with this base account to form the entire General Ledger account for the entry.

The Open Credit Clearing account is credited when you enter a cash receipt that creates an open credit (a payment that is not applied to a particular charge). This account is debited when you refund the open credit or apply it to a charge.


Intercompany Payable

Select the base account to be used as the intercompany payable base account. If you want to have different intercompany accounts by entity, you can set them up on the prefix in General Ledger. If no intercompany payable base account is found on the prefix in General Ledger, the base account entered here is used.

Intercompany entries are automatically made by the software during Post Entries if, during Cash Receipts, you entered a cash receipt using a receiving bank with a different prefix from the prefix of the charge being paid.

Refer to the Help topic About intercompany accounting for more information.


Intercompany Receivable

Select the base account to be used as the intercompany receivable base account. If you want to have different intercompany accounts by entity, you can set them up on the prefix in General Ledger. If no intercompany receivable base account is found on the prefix in General Ledger, the base account entered here is used.

Intercompany entries are automatically made by the software during Post Entries if, during Cash Receipts, you entered a cash receipt using a receiving bank with a different prefix from the prefix of the charge being paid.

Refer to the Help topic About intercompany accounting for more information.


Transaction Contents: Description

Select the information that will serve as the transaction description for the General Ledger entries created by Property Management. This information provides audit trail detail in General Ledger, helping you track the source of transactions.


Transaction Contents: Reference 1

Select the information that will serve as the Reference 1 code in the General Ledger entries created by Property Management. This information provides audit trail detail in General Ledger, helping you track the source of entries.


Transaction Contents: Reference 2

Select the information that will serve as the Reference 2 code in the General Ledger entries created by Property Management. This information provides audit trail detail in General Ledger, helping you track the source of entries.


General Journal

Select the journal number to be used on non-payment and non-rent roll entries. This journal number is a code that serves as audit trail on the General Ledger entries generated by Property Management, indicating the source of the entries.


Rent Roll Journal

Select the journal number to be used on General Ledger entries created by Generate Rent Roll. This journal number is a code that serves as audit trail on the General Ledger entries created by Generate Rent Roll, indicating the source of the entries.


Cash Receipts Journal

Select the journal number to be used on General Ledger entries created by Cash Receipts. This journal number is a code that serves as audit trail on the General Ledger entries created by Cash Receipts, indicating the source of the entries.


Summarize Revenue

Mark this box if you want to create one General Ledger revenue entry per accounting date, per revenue account, when the General Ledger entries are created (at posting time) in Property Management. If this box is marked, revenue entries to General Ledger are combined for multiple tenants, leases and units.

If you leave this box unmarked, one revenue entry is created for each charge (if you use the Accrual method of accounting) or for each payment (if you use the Cash method of accounting).


Summarize Cash

Mark this box if you want to create one General Ledger entry per accounting date, per cash account, when the General Ledger entries are created (at posting time) in Property Management. If this box is marked, cash entries to General Ledger are combined for multiple tenants, leases and units.

If you leave this box unmarked, one cash entry is created for each payment you enter.


Summarize Receivable

Mark this box if you want to create one General Ledger accounts receivable entry per accounting date, per receivable account, when the General Ledger entries are created (at posting time) in Property Management. If this box is marked, accounts receivable entries to General Ledger are combined for multiple tenants, leases and units.

If you leave this box unmarked, one accounts receivable entry is created for each charge or payment (if you use the Accrual method of accounting).


Report Designs tab (PM Settings window)

Use to specify the Report Designer designs used for producing various notices, statements, and journals.

For help on an item in this tab or window, click [image] on the window and then click the item.


Design Name

Enter the path and name of the report design to be used for the specific report, statement or journal. Click [Browse] to locate and select a design.


[Browse]

Opens the Find Design window so that you can locate and select the needed report design.


PM Settings -- Preferences tab
Preferences tab (PM Settings window)

Use to indicate whether to fix scrolling columns in entry grids, and to determine the lease selection fields and tenant selection fields that display for certain tasks in Property Management.

For help on an item in this tab or window, click [image] on the window and then click the item.


Lease and Tenant Selection Options

Select the order that lease and tenant selection fields display in entry grids:

Lease Selection Option

Choose how you want to select leases in the Miscellaneous Entries, Refund/Apply Credits, Refund/Apply Deposits and Enter Sales Volume entry grids.

•	Property, Unit — The selection fields in the entry grids are: Property, Unit, Lease. In Miscellaneous Entries, the additional tenant information that displays is based on the Tenant Selection Option.

•	Tenant ID — The selection fields in the entry grids are: Tenant ID, Lease.

•	Tenant Name — The selection fields in the entry grids are: Tenant Name, Lease.

•	Lease ID — The selection field in the entry grids is: Lease. In Miscellaneous Entries, the additional tenant information that displays is based on the Tenant Selection Option.

Tenant Selection Option

Choose how you want to select tenants in the Cash Receipts and Returned Checks entry grids.

•	Property, Unit — The selection fields in the entry grids are: Property, Unit, Tenant ID.

•	Tenant ID — The selection field in the entry grids is: Tenant ID.

•	Tenant Name — The selection field in the entry grids is: Tenant Name.

Notes

•	The above selections are stored by user for each workstation.

•	The names of some of the lease and tenant selections options may be different if you changed the description of PM Unit, PM Property and/or PM Tenant in Custom Descriptions.


Fix scrolling columns in Entry Tasks

Mark this box to fix the scrolling grids in Cash Receipts, Miscellaneous Entries and Enter Sales Volume.

If this box is marked, certain columns in the above tasks remain fixed (stationary) when the entry grid scrolls to the left. This enables you to easily identify which item (e.g., property, unit, lease, etc.) you are currently on in the entry grids.


Task Options tab (PM Settings window)

Use to select options for certain tasks in Property Management.

For help on an item in this tab or window, click [image] on the window and then click the item.


Print one lease per page on journal

To print one lease per page on the Late Charges journal, mark this box. If this box is not marked, multiple leases may be printed on a page.


Review and adjust expenses before reconciliation and escalation

To review and adjust the expense amounts retrieved from General Ledger, prior to reconciling and escalating recoveries, mark this box. This box also affects the items that are available on your menu. If this box is marked, two separate commands appear on your menu and are used to process the recoverable expenses:

•	Tasks, Recoveries and Escalations, Pull Expenses from GL.

•	Tasks, Recoveries and Escalations, Reconcile and Escalate.

Using the two-step process, after running Pull Expenses from GL, you can modify the amounts that were retrieved from General Ledger and then run Reconcile and Escalate.

If this box is not marked, you may not review and/or adjust the expense amounts prior to reconciling and escalating the recoveries. As a result, a single command appears on your menu and is used to process recoverable expenses:

•	Tasks, Recoveries and Escalations, Recoverable Expenses.

This command pulls the expenses from General Ledger and reconciles and escalates the recoveries all in one step.


Accounting date options — (Returned Check or Change Entries)

Select how the accounting date on returned checks, or voided payments in Change Entries, is determined:

•	Use original dates — The accounting date on the returned check or voided payment entry is the same as the accounting date on the original payment.

•	Enter specific date — You enter an accounting date for the returned check or voided payment entry as you enter each returned check.

•	Choose for each — You have a choice of using the accounting date on the original payment or entering a specific date.


Receipt option

Select whether you want to print a receipt for the tenant when a payment is entered.

•	Never print receipt — Receipts are never produced.

•	Always print receipt — When you complete the Cash Receipts entry process, receipts are printed for each tenant for whom you recorded a payment.

•	Choose for each pmt — Mark the Print Receipt box in the Cash Receipts payment entry grid for each tenant that needs a receipt. These receipts will print when you complete the Cash Receipts entry process.


Deposit Slips option

Select whether to print the Deposit Slips page of the Cash Receipts journal. To print the Deposit Slips page, select Always print slip; to suppress the page, select Never print slip.


Batch Information window for Property Management
Batch Information window

Use in Property Management to enter batch information before entering transactions or payments. You can enter the batch number, description and date.

This window opens in Property Management if you have selected to assign batch names manually in the Data Folder Settings window. If you also selected to use batch control totals for Property Management, you can enter the number of entries and the total amount when entering Cash Receipts, Returned Checks, and Miscellaneous Entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Batch

Enter a batch ID to use when tracking this batch. If you accessed the Batch Information window by clicking [Batch] during an entry session, this item cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter or change the description for this batch.


Date

Accept the prefilled date or enter a new date for this batch. This item prefills with the current date when you enter a batch number or click [Default].


Number

Enter or change the number of entries that must be made for this batch during one or more entry sessions. If this number does not match the actual number of entries for the batch during one or more entry sessions, the entries cannot be posted.


Amount

Enter the total amount that must be entered for this batch during one or more entry sessions. If this amount does not match the actual amount entered for the batch during one or more entry sessions, the entries cannot be posted.


[OK]

Accepts your current entries, closes this window, and continues with the entry session.


[Cancel]

Closes this window without accepting any of the current entries.


[…]

Displays a list of batches that you can select from. Only batches entered for this task that have not been posted display in the list.


[Default]

Enters a batch number in Batch and enters the current date in Date. The assigned batch number is the next sequential number after the last batch number used by the system.


[Help]

Starts Help and displays information about this window.


Corporation (Setup menu)

Use to set up or make changes to corporate owners of leases. If a corporation is associated with a lease, enter the corporation ID in the Corporation field on the lease record. Corporations are set up for reporting purposes only, not for billing purposes.

Note

•	If a corporate owner of a lease is responsible for some of the tenant's charges, set up the corporation as another tenant, so that you have two tenants associated with the lease--the local tenant and the corporate tenant.

 Window

Related Topics


Setup Corporation window
Corporations window

Use to set up or make changes to corporate owners of leases. Corporation name and address information is entered in this window. If a corporation is associated with a lease, enter the corporation ID in the Corporation field on the lease record. Corporations are set up for reporting purposes only, not for billing purposes.

Note

•	If a corporate owner of a lease is responsible for some of the tenant's charges, set up the corporation as another tenant, so that you have two tenants associated with the lease--the local tenant and the corporate tenant.

Related Topics


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Corporation

Enter an ID for this corporation (up to 15 characters).


Name

Enter a contact name (up to 30 characters) for this corporation. If you need this name to appear in alphabetical order in reports or inquiries, enter the last name first, followed by a semi-colon, and then the rest of the name. For example:

Enter Julie Kennedy Eaton as "Eaton; Julie Kennedy"

Enter Jonathan A. Campbell, III as "Campbell, III; Jonathan A."


Address 1 and 2

Enter the street address (up to 40 characters for each address line). This address information can be printed on reports.


City

Enter the city for this address (up to 30 characters). This address information can be printed on reports.


State

Enter the state abbreviation for this address (up to 4 characters). This address information can be printed on reports.


ZIP Code

Enter the ZIP Code for this address (up to 10 characters including punctuation). This address information can be printed on reports.


[Help]

Starts Help and displays information about this window.


[Close]

Closes this window and returns to the main Property Management window.


Charge Type (Setup Menu)

Use to create a list of all of your charge types, along with the General Ledger base account numbers that are credited and debited for each type. You will create a charge type for each type of lease-related revenue. Certain charge types are required, and have been set up for you. These include LC (late charges), TAX, DEP (deposits) and RCHK (returned checks). You cannot change or delete these existing charge type IDs. You must enter General Ledger account numbers and other controls for these existing charge types.

 Window

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Charge Types window

Use to create a list of all of your charge types, along with the General Ledger base account numbers that are credited and debited for each type. You will create a charge type for each type of revenue. Certain charge types are required, and have been set up for you. These include LC (late charges), TAX, DEP (deposits) and RCHK (returned checks). You cannot change or delete these existing charge type IDs. You must enter General Ledger account numbers and other controls for these existing charge types.

Related Topics


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Charge Type ID

Enter an ID for this charge type (up to 10 characters) such as CAM, PARKING, RENT. You must set up one charge type for each type of revenue you receive.

Certain charge types are required, and have been set up for you. These include LC (late charges), TAX, DEP (deposits) and RCHK (returned checks). You cannot change or delete these existing charge type IDs. You must enter General Ledger account numbers and other controls for these existing charge types.


Summary Charge Type

Enter a summary charge type ID for this type of charge (up to 10 characters). Frequently, the Summary Charge Type is the same as the Charge Type. It may be different, however, if you have related charges that affect different revenue accounts, but you want the related charges to appear as a single charge on statements, reports and cash receipts.

For example, a lease may include a base rent charge less concessions. You need to affect the revenue account with the full base rent amount, and affect a different account with the concession amount. If you to combine rent and concessions into one item on statements and reports, set up two charge types, BASERENT and CONC, each with a summary charge type of RENT. The Summary Charge Type is used to create the open items, which appear on statements, reports and cash receipts.


Charge Description

Enter a description for the charge (up to 30 characters). This is the description on charges created with Generate Rent Roll, and the default description for charges created in Misc Entries and other programs. This description can appear on statements, invoices and reports.


Charge Reference

A charge reference is an optional code or piece of information that can be associated with a charge. It can be used in reports and inquiry and to accumulate totals. Enter a reference (up to 10 characters) or leave blank. This is the reference on charges created with Generate Rent Roll and the default reference used when charges are created in Miscellaneous Entries and other programs.

For more information about accumulators refer to the Help topic "Setting up accumulators."


Payment Description

Enter a description of the payment for this charge type (up to 30 characters). This is the default description for payments entered in Cash Receipts.


Payment Reference

A payment reference is an optional code or piece of information that can be associated with a payment. It can be used in reports and inquiry or to accumulate totals. Enter a reference (up to 10 characters) or leave blank. This is the default reference for payments entered in Cash Receipts.

For more information about accumulators refer to the Help topic "Setting up accumulators."


Revenue Account

Enter the base account to be used for the revenue transaction or click the down arrow to select from a list of base accounts. The prefix from the Lease Charge Controls is combined with this base account to form the entire General Ledger account for the credit transaction.


Receivable Account

Enter the base account to be used for the receivable transaction associated with this charge type or click the down arrow to select from a list of base accounts. The prefix from the Lease Charge Controls is combined with this base account to form the entire General Ledger account for the receivable transaction.


Prepayment Account

Enter the base account to be used for the General Ledger credit transaction that is created when a prepayment is recorded, and for the General Ledger debit transaction that is created when the actual charge is created. This is typically a liability account. You can click the down arrow to select from a list of base accounts. The appropriate prefix is combined with this base account to form the entire General Ledger account for the transactions created by prepayments.


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


Accumulator Controls (Setup menu)

Use to set up specifications for accumulators. An accumulator is a stored total of certain transactions. You specify which transactions are totaled, whether they are accumulated by property, unit and/or lease, and whether to store them by calendar year and/or fiscal year.

Accumulators can be used for reporting, inquiry, formulas and calculations (such as management fees). The software stores accumulated totals for each period (month) and for the year. You can retain accumulated values for multiple years.

 Window

Related Topics


How to adjust an accumulated total

  1	From the Tasks menu, select Create Charges, Miscellaneous Entries.

  2	Select ACC for the Type. Enter the other details in the grid.

  3	Enter the adjustment amount. Select the Accumulator to be adjusted. Click [Save Entry].

  4	When done making entries, click [Totals] for verification. If you are using Batch Totals, click [Batch] to see if your batch is in balance. Correct any errors you find.

 How?

  5	Click [Close] when done. In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

  6	Make any necessary print selections and click [Start] to complete processing.

  7	Review the Miscellaneous Entries journal, and file it.

Related Topics


Accumulator Controls window

Use to set up specifications for accumulators. An accumulator is a stored total of certain transactions. You specify which transactions are totaled, whether they are accumulated by property, unit and/or lease, and whether to store them by calendar year and/or fiscal year. A transaction is added to an accumulator's totals when it is posted.

Certain accumulators are already set up. These include accumulators to store GPR Charges, GPR Payments, Late Charges, Late Charge Payments, Management Fee Payments, Miscellaneous Income Payments, Non GPR Charges, Non GPR Payments, Total Deposits, YTD Gross Rents, YTD Rent Paid.

Accumulators can be used for reporting, inquiry, formulas and calculations (such as management fees). The software stores accumulated totals for the period (month) and for the year. You can retain accumulated values for multiple years.

Each accumulator can be set to total one or more of these entry types: Transactions, Ledger Adjustment and Misc Income. In this window, you enter a formula for one or more entry types. If an entry passes the condition of the formula, the value returned by the formula is added to the accumulator's total when the entry is posted.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Accumulator ID

Enter an ID for the accumulator (up to 15 characters), for example CAM PAID.


Transaction Formula

Select the formula that evaluates which transactions are accumulated. These transactions include the following: Charges, Payments, Charge Adjustments, Credit Adjustments, Bad Debt, Accrue Interest, Pay Interest, Apply Interest, Refund Deposits, Apply Deposits, Forfeit Deposits, Refund Credits, Apply Credits, Reference, and Accumulator Adjustments.

The formula must return a numeric value, and that value will be accumulated. For example, to accumulate all CAM payments, you might use the following formula:

If ((Transaction type = "PMT" or Transaction type = "AC1" or Transaction type = "AD1" or Transaction type = "FD1") and Charge type ="CAM" , Credit Amount)

Using this formula, the credit amount of any transaction with a charge type of CAM and a transaction type of PMT (payments), AC1 (applied credit), AD1 (applied deposit), or FD1 (forfeited deposit) will add to the accumulated total when the transaction is posted.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Ledger Adjustment Formula

Select the formula that evaluates which Ledger Adjustment transactions are accumulated. Ledger Adjustment transactions include the following: Vacancy Loss and Straight Line Rent.

The formula must return a numeric value, and that value will be accumulated. For example, to accumulate all Vacancy Loss transactions, you might use the following formula, which uses fields from the Ledger Adjustment record:

If (Transaction type = "VL", Amount)

This accumulates the amounts from all Vacancy Loss transactions.

To set up a new formula, select Formulas from the Tools menu.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Misc. Tran Formula

Select the formula that evaluates which Miscellaneous Income transactions are accumulated.

The formula must return a numeric value, and that value will be accumulated. For example, to accumulate income from laundry machines, you might use the following formula, which uses fields from the Miscellaneous Income Transaction record:

If (Misc Inc Src = "LAUNDRY", Amount)

This accumulates the amounts from all transactions with a miscellaneous income source of LAUNDRY.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Fee Payment Formula

Select the formula that evaluates which Management Fee transactions are accumulated. The formula must return a numeric value, and that value will be accumulated.

For example, for reporting purposes you may want to accumulate all management fees paid to date. To do this, you could use the following formula, which uses fields from the Fee Payment Transaction record:

If (Fee Type (PM Fee Payment Transaction) = "Management Fee", Amount (PM Fee Payment Transaction))

This accumulates the amounts from all Management Fee transactions.

To set up a new formula, select Formulas from the Tools menu.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


All or Specific Property

Select whether you want to accumulate amounts for all properties, or just for one specific property.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Property

If accumulating for a single property, select the property ID from the list.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Accumulate Property

Mark this box to accumulate amounts at the property level.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Accumulate Unit

Mark this box to accumulate amounts for each unit.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Accumulate Lease

Mark this box to accumulate amounts for each lease.


Accumulate based on

When transactions are posted to accumulators, the software determines which period in the year to add the amount to. Indicate which date from the transaction will be used to determine which accumulator period is affected.

If you are calculating management fees, the accumulator(s) you will be using should be based on Period Updated rather than Transaction or Accounting Date to ensure that current-period entries, posted in the next fiscal period, are not missed by the Management Fees process.


Accumulate Fiscal Year

Mark this box to track accumulated amounts on a fiscal year basis. The software accumulates values for each period in the fiscal year, as well as for the entire fiscal year.

Notes

•	This field is disabled if you have selected a specific property with a 13 period accounting prefix.

•	If you selected All properties (in the All or Specific Property fields on this grid), and any of the properties has a 13 period accounting prefix, a warning message appears. You can continue, but fiscal accumulators for properties with GL prefixes using 13 period accounting will not be processed. Fiscal accumulators for properties using prefixes with 12 periods will be processed.


Accumulate Calendar Year

Mark this box to track accumulated amounts on a calendar year basis. The software accumulates values for each month in the calendar year, as well as for the entire calendar year.


Retain years

Enter the number of years you want to retain accumulated values. Enter a zero to retain accumulated values indefinitely.


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


Interest Rates (Setup menu)

Use to set up interest rate values, which can be used in calculating late charges and accruing interest on deposits, and in formulas and calculations.

 Window

Related Topics


Interest Rates window
Interest Rate window

Use to set up interest rate values or percentage values, which can be used in calculating late charges, in accruing interest on deposits, and in formulas and calculations. You can enter multiple rates for one index, allowing you to record interest rate changes.

Related Topics


Interest Value

Select the name of the new interest rate to set up, or select the name of the interest rate you wish to modify. You can record multiple rates for one index by recording the effective date and rate.


As Of Date

Enter the effective date of this interest rate.


Rate

Enter the interest rate or value as an annual rate. Enter 16.5 percent as 16.5.


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


Cash Receipts (Tasks menu)

Use to record payments made by tenants and miscellaneous income from sources such as conference rooms, vending machines, laundry machines.

When you are done recording payments and miscellaneous income, a Cash Receipts Journal prints, showing detail of your entries and a summary of the related General Ledger entries that will be made when the cash receipts are posted. When the Cash Receipts Journal is finished printing, a deposit slip prints to the same print destination as the journal. In addition, receipts for your tenants print to a different print destination, if you set the Cash Receipts option in PM Settings (Task Options tab) to "Always print receipts" (or if you set it to "Choose for each pmt" and you marked the Print Receipt box in the Cash Receipts window).

 Windows

Related Topics


Cash Receipts windows

 Bank Deposit Selection

 Cash Receipts


Bank Deposit Selection window

Use to enter bank account information for the deposit. This information is sent to the Cash Management application. For information on reconciling bank accounts in Cash Management, refer to Cash Management Help.

If a deposit created in Cash Receipts is extended from a Cash Receipts session launched from either Start Lease or Terminate Lease, the extended deposit will have the same batch ID as the original deposit created in Cash Receipts; it will not have the batch ID entered for the Start Lease or Terminate Lease session. Batch numbers are assigned either automatically or manually, depending on the selection made in File, Data Folder Settings, General.

To post a Cash Receipts deposit extended via Start Lease or Terminate Lease, you must use the Post Entries command from the Tasks menu.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Bank ID

Enter the Cash Management bank account ID, or select the bank account to which the payment will be deposited. Only bank accounts that have been completely set up in Cash Management are available for selection. This item is required.

Note

•	You can deposit funds for multiple properties to the same bank account. Property Management determines if any intercompany or intracompany entries need to be made. For more information, see Intercompany accounting and Intracompany accounting in the Help index.


Deposit Date

Select a new date for the bank deposit, or select an existing deposit for the Bank ID entered.

Deposits that have not been posted (i.e., deposits in the New.pmt) are available for selection. If you select an existing deposit, the Deposit ID field prefills, but you can use [Backspace] to return to the Deposit ID and make changes.

If no existing deposits are available for selection, a calendar displays for you to select a deposit date. The deposit date selected should be the date the deposit will be received by the bank.


Deposit ID

Enter a new deposit ID or select an existing bank deposit for the Bank ID entered. The Deposit ID is used to distinguish multiple deposits for the same bank in one day.

This item can be blank.


Description

Enter a description (up to 30 characters) for the deposit.

If this is a new bank deposit, this item prefills with either PM Cash Receipts, PM Start Lease or PM Terminate Lease, depending on where Cash Receipts is opened.

If this is an existing deposit, this item prefills with the existing bank deposit description.

The prefilled values can be changed.


Accounting Date

Select the date you want to record as the Accounting Date on the bank deposit. Use a date that reflects the appropriate period you want to affect for General Ledger. This date becomes the accounting date on the General Ledger transactions generated for the payment.

If the accounting date is changed on an existing deposit, the accounting date of all related transactions is also changed.


[OK]

Accepts your selection and opens the Cash Receipts window.


[Cancel]

Closes the window without accepting your selections.


[Help]

Starts Help and displays information about this window.


[Attach]

Opens an Attachments window to add, change, view, or delete attached notes and files. This item is available after the Bank ID and Deposit Date have been entered.

If you are adding an attachment to an existing deposit, the attachment is saved immediately.

If you are adding an attachment to a new deposit, the attachment is saved as soon as you click [OK] on this window.


Cash Receipts window

Use to record payments made by tenants and miscellaneous income from sources such as conference rooms, vending machines and laundry machines.

Payments received from tenants can be applied to existing charges, new charges, or deposits. You can also enter prepayments and open credits (payments received for which there is not yet a known charge). A tenant's payment can be distributed to multiple leases.

In the top grid, indicate the source of the payment (tenant or miscellaneous income), the payment method, dates related to the payment and the amount. If you are entering tenant payments, the tenant selection fields that appear in the top grid are dictated by the Tenant Selection Option in PM Settings (Preference tab). Depending on the option you chose, you may be asked to select a property, unit and tenant for each payment, or you may just be asked for tenant ID or tenant name.

Designate how the payment is applied in the lower portion of the window.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Pay Type

Select whether this receipt is from a tenant or from a miscellaneous income source.


Property

If this receipt is a tenant payment, select the property associated with the tenant making this payment.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

If this receipt is a tenant payment, select the unit associated with the tenant making this payment.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Tenant/Misc Income

Select the tenant making this payment, or if you are recording miscellaneous income, select the source of the income.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Drawer

Enter the name of the person who is making the payment if it is a person other than the tenant. This field can be used for reporting.

The title of this field may be different if you changed the description in Custom Descriptions.


Payment Date

Enter the date you want to record as the Transaction Date on the payment. This can be the check date, or the date the payment was received. This date is used in reports and inquiries, and in calculating late charges.


Pay Method

Select whether the payment is made by cash, check, or another method, such as by money order. The appropriate restrictions to payment entry take effect if the tenant is set up as "Accept only cash" or "Don't accept payment."


Tenant's Bank

Enter the bank number from the tenant's check.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Check #

Enter the check number of the tenant's check, if Pay Method is "Check."

The title of this item may be different if you changed the description of CM Check in Custom Descriptions.


Misc ID

Available if you selected a Pay Method of "Other." If needed, enter up to 20 characters to further identify the payment, such as a money order number or a credit card number.


Print Receipt

Mark this box if you want to print a receipt for this payment. Receipts for this entry session are printed at the completion of the session, after you designate a print destination for the journal and one for the receipts. Receipts print according to the report design specified in PM Settings (Report Designs tab).

If you never print receipts, you can eliminate this column from this entry grid by changing the Cash Receipts Option in PM Settings (Task Options tab) to Never print receipt.


Amount

Enter the amount of the payment received as a positive amount.

To automatically assign the payment to open items (charges) press [Enter] or click [Distribute Payment] after entering the payment amount. If any open items exist for the tenant, the Open Item grid displays at the bottom of the screen, and the open items appear with the Pay Amounts filled in, based on the payment amount and on the payment priorities established for the tenant's leases.

A single tenant payment can be applied to some or all of the following by clicking the appropriate tab:  open items, new charges, prepayments, open credits and deposits.


Open Items tab (Cash Receipts)
Open Items tab (Cash Receipts window)

Use this tab to assign the payment entered in the top of this window to the tenant's open items (charges). All of the open items associated with this tenant's leases can be listed in the grid. The property, unit, charge date, charge type and open amount of each open item display. A black dot in front of an open item indicates that it has been posted. A white dot indicates that the item has not been posted yet. A gray dot indicates the open item has been partially posted (for example, the item consists of a charge that has been posted and a partial payment that has not been posted).

The Pay Amount field displays the payment amount that will be assigned to the open item if the payment is accepted using [Save Payment]. You can change the Pay Amount field for an open item by clicking on Pay Amount and then entering a new amount. To clear all of the Pay Amounts, click the right mouse button while in the open item grid and select Clear Payment Amounts.

To control which open items display on the open item grid, click the right mouse button and select Filter by Tenant or Filter by Invoice. To clear the payment amounts on the open items grid, select Clear Payment Amounts.

Click the other tabs, as appropriate, to assign the cash receipt to new charges, prepayments, deposits and/or open credits.

For help on an item in this window, click [image] on the toolbar and then click the item.

Tip

•	If you click your left mouse button while in the Open Items grid,  the focus moves to the item you are on in the grid; then, when you click your right mouse button, What's This? help displays for that item. To display the filtering options, position the mouse in another column in the grid (so that you see the mouse pointer), then click your right mouse button.

Related Topics


Filtering open items

When entering Cash Receipts, you can limit the items that display in the Open Items grid by "filtering" the items by tenant or invoice. To use the filter option, click the right mouse button in the grid. This displays the following options:

•	Filter by Tenant -- This option allows you to display only those open items for the Bill to Tenant.

•	Filter by Invoice -- This option allows you to display only those open items that have been invoiced.

•	Clear Payment Amounts -- This option clears (sets to zero) all payment amounts in the Open Items grid.

Tip

•	To use right-click to view What's This? Help for any of the individual fields in the Open Items grid, click your left mouse button on the field so that the focus moves to that field. Then, when you click your right mouse button, What's This? Help displays for that field.


Filter open items menu

When entering Cash Receipts, you can limit the items that display in the Open Items grid by selecting a "filtering" item from this menu, as follows:

•	Filter by Tenant -- This option allows you to display only those open items for the Bill to Tenant.

•	Filter by Invoice -- This option allows you to display only those open items that have been invoiced.

•	Clear Payment Amounts -- This option clears (sets to zero) all payment amounts in the Open Items grid.

Tip

•	To use right-click to view What's This? Help for any of the individual fields in the Open Items grid, click your left mouse button on the field so that the focus moves to that field. Then, when you click your right mouse button, What's This? Help displays for that field.


Status

A black dot in this column indicates that the open item has been posted. A white dot indicates that the item has not been posted yet. A gray dot indicates the open item has been partially posted (for example, the item consists of a charge that has been posted and a partial payment that has not been posted).


Property

Displays the property ID associated with the open item.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Displays the unit ID associated with the open item.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Date

Displays the charge date of the open item.


Charge

Displays the summary charge type of the open item. For example, RENT, PARKING, LC, CAM.


Item ID

Displays the Item ID of the open item. Item IDs are used to distinguish charges with the same charge type and charge date.


Open Amount

Displays the open balance of the open item (Charge Amount plus any debit adjustments less any payments and credits).


Pay Amount

Enter the amount of the payment that you want to assign to this open item or accept the prefilled amount. Enter payment amounts as positive amounts. The Pay Amounts prefill when you enter the amount of the cash receipt in the grid at the top of the window, according to the payment priorities you established in the Lease Charge Controls.

As you assign Pay Amounts to open items, the Amount Remaining at the bottom of the window changes to reflect the amount of the payment that has not yet been assigned.

To clear all of the Pay Amounts in the open item grid, click the right mouse button while in the grid and select Clear Payment Amounts. To accept the payment distribution, click [Save Payment].

You can click the other tabs, as appropriate, to assign the cash receipt to new charges, prepayments, deposits and/or open credits.


New Charges tab (Cash Receipts)
New Charges tab (Cash Receipts window)

Use to apply the payment to charges that have not yet been created. You enter the new charges, and the charge and payment transactions are created. You can only set up charges that are being fully paid by this payment. You cannot create charges that are left unpaid or partially paid.

When you create a new charge in this tab, two transaction records are created, one for the charge and one for the payment.

If you are using the tax feature and the new charge has tax associated with it, the tax transactions will be created for you based on your selection of a "Summarize tax by" option in PM Settings.

 Summarize tax by options

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Summary Charge Type

Charge types identify the various charges associated with your leases. When you set up each charge type (such as RENT, CAM, PARKING) using Charge Types on the Setup menu, you also enter a Summary Charge Type.

The Summary Charge Type is used by the software to combine related charges with the same date into one open item. Often, the Summary Charge Type is the same as the Charge Type. It may be different, however, if you have related charges that affect different revenue accounts, but you want the related charges to appear as a single charge on statements, reports and cash receipts.


Property

Select the property associated with this tenant's charge or accept the prefilled property. If the tenant has multiple leases or units, there may be multiple properties to select from.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Select the unit associated with this tenant's charge or accept the prefilled unit. If the tenant has multiple leases or units, there will be multiple units to select from.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Lease

Select the lease associated with this tenant's new charge or accept the prefilled lease.


Date

Enter the charge date for this new charge.


Charge Type

Select the appropriate charge type from the list.


Tax Group

Select the Tax Group or accept the prefilled Tax Group.  After accepting this entry, the appropriate tax entries are created, and they appear beneath the related entry in the grid.


Charge description

Accept the prefilled charge description or enter a new description. This description can print on statements, reports and inquiries.


Amount

Enter the amount of the new charge. This amount also represents the payment amount. Thus, you can only create charges that are completely paid by this payment. You cannot create charges that are left unpaid or charges that are partially paid.


Prepayments tab (Cash Receipts)
Prepayments tab (Cash Receipts window)

Use to identify a payment as a "prepayment," which means the tenant has paid a charge early, before it is due and before the charges have been created. Useful when a tenant pays you in advance for a charge that will be generated automatically using Generate Rent Roll.

If you are using the tax feature and the prepaid charge has tax associated with it, the tax transactions will be created for you based on your selection of a "Summarize tax by" option in PM Settings.

 Summarize tax by options

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Property

Select the property associated with this prepayment or accept the prefilled property. If the tenant has multiple leases or units, there may be multiple properties to select from.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Select the unit associated with this prepayment or accept the prefilled unit. If the tenant has multiple leases or units there may be multiple units to select from.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Lease

Select the lease associated with this prepayment or accept the prefilled lease.


Date

Enter the charge date of the future charge that this payment will be applied to.


Charge Type

Select the appropriate charge type from the list.


Tax Group

Select the Tax Group or accept the prefilled Tax Group.  After accepting this entry, the appropriate tax entries are created, and they appear beneath the related entry in the grid.


Payment Description

Enter a description for the payment or accept the prefilled description.


Payment Amount

Enter the amount of this prepayment as a positive amount.


Open Credits tab (Cash Receipts)
Open Credits tab (Cash Receipts window)

Use to designate a payment amount as an open credit. Use this option when you do not know how to apply the payment.

Open credits can be applied to open items or new charges later, using Refund/Apply Credits.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Date

Enter the date to be used for the open credit. This prefills with the payment date entered at the top of the window.


Amount

Enter the amount of the payment to be designated as an open credit. Enter the amount as a positive amount.


Description

Enter the description for the open credit transaction or accept the prefilled description. This description can appear on statements, reports and inquiries.


Lease

Select the lease this open credit applies to, if there is more than one lease for the tenant. This allows the use of the appropriate prefix for the General Ledger transactions that are generated for the open credit.


Print on Invoice

Mark this box to print this open credit on the invoice report. Leave the box unmarked if you do not want this open credit to be included on invoices.


Deposits tab (Cash Receipts)
Deposits tab (Cash Receipts window)

Use to assign the payment toward a deposit for which a charge does not exist. A row of information displays for each deposit type associated with this tenant's leases. To assign a payment amount to a deposit, enter an adjustment date and an adjustment amount.

Applying a payment to a deposit affects the tenant's deposit balance.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


Property

Displays the property associated with this deposit type.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Displays the unit associated with this deposit type.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Deposit Type

Displays the type of deposit, such as Security, Key, Pet, Cleaning.


Refundable

Displays a check mark if this deposit is refundable.


Deposit Balance

Displays the total of the deposits held, excluding interest, for this deposit type.


Adjustment Date

Enter the date to be used as the charge date on the deposit charge that is created.


Adjustment Amount

Enter the amount of the payment to be applied as a deposit. Enter the amount as a positive amount. This is the amount the deposit is increasing, not the new total of the deposit held.


[Close]

Closes the Cash Receipts window. If you accessed this window from within Start Lease, the Edit Future Lease window opens. Otherwise, the Print Selection window opens so that you can select the print destination and page setup options for the Cash Receipts journal, deposit slips, and receipts.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window where you can select whether the attachment is for the payment or the tenant.


[Totals]

Displays the total amount of the deposits in the current entry session.


[Batch]

Opens the Batch Information window to display or change batch totals for this session of Cash Receipts.


[Start New Deposit]

Opens the Bank Selection window. This item can be used to:

•	Start a new bank deposit if you need to enter multiple bank deposits per session of Cash Receipts.

•	Return to the Bank Deposit Selection window to select and extend an existing deposit .


[Save Payment] and [Save Changes]

[Save Payment] accepts the payment information entered, including the payment distribution entered in the lower half of the window. The cursor returns to the payment grid at the top of the window, where you can enter the next cash receipt.

[Save Changes] is available if you have saved a payment, and then make some changes to it in the top payment grid. [Save Changes] saves the new changes.


[Cancel Payment]

Cancels and clears the payment information entered in both the top and bottom of the window.


[Distribute Payment] and [Resdistrib. Payment]

[Distribute Payment] automatically assigns the payment amount entered in the top grid to the open items displayed in the grid at the bottom of the window. The Pay Amounts on the open items are filled in based on the payment amount and on the payment priorities established for the leases. To make changes to this distribution, click the Pay Amount you want to change and enter a new amount.

[Redistrib. Payment] reassigns all Pay Amounts on the open items based on the payment amount entered in the top grid and on payment priorities established for the leases.


[Delete Payment]

Deletes the selected payment and its distributions.


[Restore Payment]

Available if you have saved a payment using [Save Payment], and then make some changes to it in the top payment grid. [Restore Payment] cancels the changes made, restoring the previously saved values.


Misc Income Src tab (Cash Receipts)
Misc Income Src tab (Cash Receipts window)

Use to enter a description for the miscellaneous income you are recording. The source of the miscellaneous income, receiving bank, dates, amount and other information about the income are entered in the grid at the top of this window.

After entering or accepting the description, click [Save Payment].

For help on an item in this tab or window, click [image] on the toolbar and then click the item.

Related Topics


Misc. Income Source

Displays the miscellaneous income source selected in the payment grid above.


Tax Group

Displays a tax group if one exists for the miscellaneous income source. If the source is taxable, accept the default tax group or select the appropriate Tax Group from the list. Leave this item blank if this Misc. Income Source is not taxable.


Description

Enter a description (up to 30 characters) for the Miscellaneous Income transaction. This field may prefill based on the miscellaneous income source or the tax rate description.


GL Accrual Credit

Accept the prefilled accrual credit account or select an account from the list.

For the miscellaneous income transaction, this account is pulled from the setup of the miscellaneous income source on the property. For tax transactions, the base account is pulled from the tax rate setup; the prefix is pulled from the miscellaneous income source and adjusted for the balance sheet level, if appropriate.


GL Cash Credit

Accept the prefilled cash credit account or select an account from the list.

For the miscellaneous income transaction, this account is pulled from the setup of the miscellaneous income source on the property. For tax transactions, the base account is pulled from the tax rate setup; the prefix is pulled from the miscellaneous income source and adjusted for the balance sheet level, if appropriate.


Amount

Enter the amount of the misc. income source payment or accept the prefilled amount.


Cash Receipts -- Print Selection window

Use to specify a print destination and modify the page and printer setup for the Cash Receipts Journal, deposit slips and tenant receipts. The journal and deposit slips use the same print destination, with the deposit slips printing immediately after the journal. The receipts for your tenants can print to a different printer destination. In the Printer Selection area, select the type of output, Journals or Receipts, and then specify the print destination by clicking [Printer Setup].

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Post entries

Mark this box if you want to post the cash receipts to the Property Management records and create the related General Ledger and Cash Management entries when the Cash Receipts processing is complete. When the receipts are posted, they affect totals and balances in the lease, property, tenant, and accumulator records and they adjust existing open items or create new open items associated with the leases. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries; Cash Management entries are created only if you set the controls in PM Settings to create Cash Management entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new receipts and to create the General Ledger and Cash Management entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

If you are using Batch Control Totals and this batch is not in balance, the Post Entries box is not available. Batches must be in balance before they can be posted.

Note

•	This item is not available if entries to more than one batch are made during the same entry session.


[Start]

Begins the printing of the Cash Receipts journal, deposit slips, and receipts.


[Cancel]

Closes this window and returns to the Cash Receipts window.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


Printout Selection

Select where to print the Cash Receipts journal and tenant receipts. The Cash Receipts journal and deposit slips print to the same printer destination, with the deposit slips printing immediately after the journal. You can specify a separate printer destination for tenant receipts.

To select a printer, highlight Journals or Receipts, then click [Printer Setup] and choose the desired printer for that report.


Amount Remaining

Displays the unapplied payment amount.


Attachment selection

Select whether the attachment is for the payment or the tenant.


[OK]

Accepts your entry and opens the Payment Attachments or Tenant Attachments window, where you can add, change, view, and delete attached notes and files.


Entry grid icons

The icons displayed in the first column of entry grids indicate the status of individual lines (rows).

This icon	Indicates

The current, or active, line.

Where a new line can be added. This icon displays in the last line of the grid.

That information on this line has been changed, but not yet saved. Move to another line to save the changes, or press [Esc] to cancel them.

See About changing entries in grids and About moving around in entry grids for more information.


Create Charges (Tasks menu)

 Generate Rent Roll

 Late Charges

 Miscellaneous Entries


About Generate Rent Roll

The Generate Rent Roll command (Tasks, Create Charges menu) is used to create charges that recur on a schedule (such as monthly rent or quarterly CAM). The charges, and their frequencies and other attributes, are specified on the Recurring Charges tab when you set up or edit the lease. The Next Date on the Recurring Charges tab is used to determine which charges to create. Generate Rent Roll also calculates Vacancy Loss and Straight Line Rent, if you set up properties to track vacancy loss and calculate straight line rent.


Generate Rent Roll (Create Charges, Tasks menu)
Generate Rent Roll (Tasks, Create Charges menu)

Use to create charges that recur on a schedule (such as monthly rent or quarterly CAM). The charges, and their frequencies and other attributes, are specified when you set up or edit the lease, on the Recurring Charges tab. The software uses the Next Date on the Recurring Charges tab to determine which charges to create. Generate Rent Roll also calculates Vacancy Loss and Straight Line Rent, if you set up properties to track vacancy loss and calculate straight line rent.

You can produce a trial run of Generate Rent Roll or create the actual charges. Both options generate a detailed report of the entries that will be created or that were created. The report also includes a summary of the General Ledger entries that will be created when you post the Generate Rent Roll charges (if you use the accrual accounting method).

 Windows

Related Topics


Generate Rent Roll windows

 Generate Rent Roll

 Generate Rent Roll -- Create Entries

 Generate Rent Roll -- Trial Run


Generate Rent Roll window

Use to indicate whether you want to perform a trial run of Generate Rent Roll, or whether you want to actually create the charges.

Generate Rent Roll creates charges that recur on a schedule (such as monthly rent or quarterly CAM). The charges, and their frequencies and other attributes, are specified when you set up or edit the lease, on the Recurring Charges tab.

Timberline recommends that you perform a trial run first, and make any necessary changes to your lease records, before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run of Generate Rent Roll. This produces a report that shows you all the charges that will be created. The report also includes Vacancy Loss and Straight Line Rent entries as well as the General Ledger entries that will be created when you post the charges (if you use the accrual accounting method). Trial runs do not affect your data. Timberline recommends that you perform a trial run first, and make any necessary changes to your lease records before creating the actual entries.


Create entries

Select this option to actually generate the recurring charge entries. A report is produced that shows you the charges created. The report also includes Vacancy Loss and Straight Line Rent entries as well as the General Ledger entries that will be created when you post the charges (if you use the accrual accounting method). Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can make any necessary changes to your lease records, and thus avoid the need for error correction.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes the window without generating a trial run or creating charges.


[Help]

Starts Help and displays information about this window.


Generate Rent Roll - Create Entries window
Generate Rent Roll -- Create Entries window

Use to establish parameters for the charges you want to automatically generate. You can select ranges of properties and enter conditions to limit the properties and leases to be included in Generate Rent Roll. The cutoff date you enter here is compared to the Next Date on each recurring charge on the lease records to determine which charges are created. Transaction and Accounting Dates are also entered here.

The printer information area allows you to specify printer and page setup options for the Generate Rent Roll report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Cutoff Date

Enter the date through which the software will create charges. The Cutoff Date is compared to the Next Date on each recurring charge on the lease records. A charge is created if the Next Date is on or before the Cutoff Date you enter here.


Transaction Date

Enter the date to be used as the Transaction Date on the charges created by Generate Rent Roll. Usually, this is the date the charges are actually created. (This date is not used as the Charge Date on the open items. The Charge Date is determined by the Next Date you established when you set up the recurring charges for each lease.)


Accounting Date

Enter the date to be used as the Accounting Date on the entries. This date determines the General Ledger period affected by the entries.


Post entries

Mark this box if you want to post the charges to the Property Management records and create the related General Ledger entries when the Generate Rent Roll processing is complete. When the charges are posted, they affect totals and balances in the lease, property, tenant, and accumulator records and the charges become new open items associated with the leases. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries and if you use the accrual accounting method.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new charges and create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Prefill]

Prefills the Cutoff Date, Transaction Date and Accounting Date with the dates from the most recent run of Generate Rent Roll (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, and now want to create the actual charges using some or all of the parameters as used in the trial run.


[Start]

Begins the processing of Generate Rent Roll.


[Cancel]

Closes this window without generating a rent roll.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to select one or more ranges of properties to be included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


Generate Rent Roll - Trial Run window

Use to establish parameters for the charges you want to include in this trial run. You can select ranges of properties and enter conditions to limit the properties and leases to be included. The cutoff date you enter here is compared to the Next Date on each recurring charge on the lease records to determine which entries are written to the Generate Rent Roll Trial Run Report. Transaction and Accounting Dates are also entered here.

The printer information area allows you to specify printer and page setup options for the Generate Rent Roll report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Cutoff Date

Enter the date through which the software will process charges for the trial run. The Cutoff Date is compared to the Next Date on each recurring charge on the leases. A trial run charge entry appears on the Trial Run Report if the Next Date is on or before the Cutoff Date you enter here.


Post entries

Mark this box if you want to post the charges to the Property Management records and create the related General Ledger entries when the Generate Rent Roll processing is complete. When the charges are posted, they affect totals and balances in the lease, property, tenant, and accumulator records and the charges become new open items associated with the leases. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries and if you use the accrual accounting method.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new charges and create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Transaction Date

Enter the date you intend to use as the Transaction Date when you generate the charges. Usually, this is the date the charges are actually created. (This date is not used as the Charge Date on the open items. The Charge Date is determined by the Next Date you established when you set up the recurring charges for each lease.)

No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the actual charges.


Accounting Date

Enter the date you intend to use as the Accounting Date on the entries created by Generate Rent Roll. This date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual charges.


[Prefill]

Prefills the Cutoff Date, Transaction Date and Accounting Date with the dates from the most recent run of Generate Rent Roll (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, made some changes to your leases, and now want to perform another trial run using some or all of the parameters used in the previous trial run.


[Start]

Begins the processing of the Trial Run Report.


[Cancel]

Closes this window without generating a Trial Run Report.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to select one or more ranges of properties to be included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


Vacancy Loss Processing Option (for ranges and conditions) window

Use to indicate the properties, if any, on which to process Vacancy Loss. This window displays if you have selected conditions on the lease record and have also selected property ranges.

Vacancy Loss is only processed on properties that have the "Track Vacancy Loss" option selected. No Vacancy Loss transactions are created during a trial run.

For help on an item in this window, click [image] on the window and then click the item.


Do Vacancy Loss processing on properties that are in the ranges

Select this option to process Vacancy Loss on properties that are within the ranges specified. Vacancy Loss is only processed on properties that have the "Track Vacancy Loss" option selected. No Vacancy Loss transactions are created during a trial run.


Do Vacancy Loss processing on properties that are in the ranges and have leases that meet the conditions

Select this option to process Vacancy Loss on properties that are within the ranges specified and that have leases which meet the conditions selected. Vacancy Loss is only processed on properties that have the "Track Vacancy Loss" option selected. No Vacancy Loss transactions are created during a trial run.


Don't do any Vacancy Loss processing

Select this option if you do not want to process any Vacancy Loss.


[OK]

Accepts your selection and begins processing Generate Rent Roll.


[Cancel]

Closes this window without accepting your current selection.


[Help]

Starts Help and displays information about this window.


Vacancy Loss Processing Option (for conditions) window

Use to indicate the properties, if any, on which to process Vacancy Loss. This window displays if you have selected conditions on the lease record but have not selected property ranges.

Vacancy Loss is only processed on properties that have the "Track Vacancy Loss" option selected. No Vacancy Loss transactions are created during a trial run.

For help on an item in this window, click [image] on the window and then click the item.


Do Vacancy Loss processing on properties that have leases that meet the conditions

Select this option to process Vacancy Loss on properties that have leases which meet the conditions specified. Vacancy Loss is only processed on properties that have the "Track Vacancy Loss" option selected. No Vacancy Loss transactions are created during a trial run.


Don't do any Vacancy Loss processing

Select this option if you do not want to process any Vacancy Loss.


[OK]

Accepts your selection and begins processing Generate Rent Roll.


[Cancel]

Closes this window without accepting your current selection.


[Help]

Starts Help and displays information about this window.


Late Charges (Tasks, Create Charges menu)

Use to calculate late charges and generate late charge entries. The software uses information entered in the Lease Late Charge Controls and data on the open items to calculate the late charges.

You can produce a trial run of Late Charges, or create the actual entries. Both options generate a detailed report of the Late Charge entries that will be created or that were created. The report includes a summary of the corresponding General Ledger entries.

You can generate late charges whenever you need to. However, Late Charges are typically generated at the end of every month or billing cycle.

 Windows

Related Topics


Late Charges windows

 Late Charges

 Late Charges -- Create Entries

 Late Charges -- Trial Run


Late Charges window

Use to indicate whether you want to perform a trial run of Late Charges, or whether you want to actually create the entries. A trial run produces a report showing all the transactions that will be created, using the parameters you entered.

Timberline recommends that you first perform a trial run, review it, and make any necessary changes before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run for Late Charges. This produces a report that shows you all the entries that will be created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you first perform a trial run, review it, and make any necessary changes before creating the actual entries.


Create entries

Select this option to create the actual entries. A report is produced that details the entries created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can review the entries and make any necessary changes before creating the actual entries.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Late Charges -- Create Entries window

Use to establish parameters for the late charges you want to automatically generate. You can enter ranges and/or conditions to limit the properties to be included in Late Charges.

The software uses information entered in the Lease Late Charge Controls and data on the open items to calculate the late charges.

The Cutoff Date you enter here is compared to the Charge Date on each eligible open item to determine the number of days late. Transaction and Accounting Dates are also entered here.

The printer information area allows you to specify printer and page setup options for the Late Charges report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Cutoff Date

Enter the date used to determine delinquency. This date is compared to the Charge Date on each open item that late charges apply to. The software compares these two dates to determine the number of late days for each item. For example, if the cutoff date is 8-31-99 and an open item has a charge date of 8-25-99, the open item is considered 6 days late. If you allow 10 grace days this item is not considered late.

You can generate late charges whenever you need to. However, late charges are typically generated at the end of every month or billing cycle, using the last day of the month or billing cycle as the cutoff date.


Transaction Date

Enter the date to be used as the Transaction Date and Charge Date on the Late Charge transactions. Usually, this is the date the charges are actually created.


Accounting Date

Enter the date to be used as the Accounting Date on the entries. This date determines the General Ledger period affected by the entries.


Post entries

Mark this box if you want to post the late charges to the Property Management records and create the related General Ledger entries when the Late Charges processing is complete. When the late charges are posted, they affect totals and balances in the lease, property, tenant, and accumulator records, and the late charges become new open items associated with the leases. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries and if you use the accrual accounting method.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the lease, property, tenant, and accumulator records with the new late charges and to create the corresponding General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Prefill]

Prefills the Cutoff Date, Transaction Date and Accounting Date with the dates from the most recent run of Late Charges (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, and now want to create the late charges using some or all of the parameters used in the trial run.


[Start]

Begins the processing of Late Charges.


[Cancel]

Closes this window without generating late charges.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to select one or more ranges of properties to be included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


Late Charges -- Trial Run window

Use to establish parameters for the late charges you want to include in this trial run. You can enter ranges and/or conditions to limit the properties to be included in the trial run.

The software uses information entered in the Lease Late Charge Controls, as well as data on the open items to calculate the late charges for this trial run.

The Cutoff Date you enter here is compared to the Charge Date on each open item to determine the number of days late. Transaction and Accounting Dates are also entered here.

The printer information area allows you to specify printer and page setup options for the Late Charges Trial Run Report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Cutoff Date

Enter the date used to determine delinquency. The date entered here is compared to the Charge Date on each open item that late charges apply to. The software compares these two dates to determine the number of late days for each item. For example, if the cutoff date is 8-31-99 and an open item has a charge date of 8-25-99, the open item is considered 6 days late. If you allow 10 grace days this item is not considered late.

You can generate late charges whenever you need to. However, late charges are typically generated at the end of every month or billing cycle, using the last day of the month or billing cycle as the cutoff date.


Post entries

Mark this box if you want to post the late charges to the Property Management records and create the related General Ledger entries when the Late Charges processing is complete. When the late charges are posted, they affect totals and balances in the lease, property, tenant, and accumulator records, and the late charges become new open items associated with the leases. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries and if you use the accrual accounting method.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the lease, property, tenant, and accumulator records with the new late charges and to create the corresponding General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Transaction Date

Enter the date you intend to use as the Transaction Date and Charge Date on the late charge entries. Usually, this is the date the late charges are actually created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the actual late charges.


Accounting Date

Enter the date you intend to use as the Accounting Date on the entries created by Late Charges. The Accounting Date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual late charges.


[Prefill]

Prefills the Cutoff Date, Transaction Date and Accounting Date with the dates from the most recent run of Late Charges (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, made some changes to your database, and now want to perform another trial run using some or all of the parameters used in the previous trial run.


[Start]

Begins the processing of the Late Charges Trial Run.


[Cancel]

Closes this window without performing a trial run.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to select one or more ranges of properties to be included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


Post Entries (Tasks menu)

Use to affect tenant and lease balances and accumulators with Property Management entries and to create the corresponding entries to General Ledger and Accounts Payable, if you indicated in PM Settings that Property Management should create entries for these applications. New open items are created when you post charges, and open item balances are reduced by payments and credits that are posted and increased by any debits that are posted. All entries are posted except those that are part of a batch that is not in balance or those that are related to a record that is currently locked by another process. You can post entries for selected batches by clicking [Ranges].

Post Entries generates a report that summarizes the entries that were posted and the entries created for the interfacing applications.

If you set the Property Management Posting Setting in PM Settings to Automatic, entries are automatically posted at the end of your data entry sessions, and you only need to use Post Entries for entries that could not post earlier or that were created by an application other than Property Management.

Warning

•	Before posting entries, you should back up your data files. If you should experience a power failure or if you have to make a major correction, you can rely on your backup files.

 Window

Related Topics


Post Entries -- Print Selection window
Post Entries — Print Selection window

Use to select the print destination of the Post Entries report and to initiate the Post Entries processing. You can post the entries for a specific batch by clicking [Ranges].

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Close Current Period (Tasks menu)

Use to end one billing period, and start the new billing period. Close Current Period can process one property, or several, or all properties.

Timberline recommends that you run Close Current Period just before you are ready to perform Generate Rent Roll for a new billing period.

For each property processed, Close Current Period advances the Period End Date on the property, sets the Previous Balance equal to the Balance on the lease records, processes occupancy figures, and deletes old occupancy records. The new Period End Date on the property comes from the fiscal calendar set up in General Ledger for the prefix associated with the property.

Additional changes are made to your Property Management data when Close Current Period advances to a new calendar or fiscal year. A complete list of tasks performed by Close Current Period is available in the topic About Close Current Period.

Close Current Period produces a report showing the old and new period ending dates for each property processed.

Note

•	You can print 1099s either before or after closing December, because 1099s can be printed from either the Interest Paid Last Year total or the Interest Paid YTD total.

Warning

•	Before closing the current period, you should back up your data files. If you should experience a power failure or a hardware difficulty, you can rely on your backup files.

 Window

Related Topics


About Close Current Period

Close Current Period prepares the Property Management files for a new billing period and starts the new period. Because each property has an independent Period End Date, Close Current Period can process selected properties, or all properties. Properties are not automatically included in the processing of Close Current Period. You must click [Ranges] in the Print Selection window to select the properties to be processed.

Timberline recommends you run Close Current Period before using Generate Rent Roll to create charges for the new billing period.

For each property processed, Close Current Period performs certain tasks:

 Tasks performed every period

 Tasks performed at start of new fiscal year

 Tasks performed at start of new calendar year

Note

•	1099s can be printed either before or after closing December since you can print them using either the Interest Paid Last Year total or the Interest Paid YTD total.


Tasks performed every period by Close Current Period

  1	Advances Period End Date on the property.

  2	The amount in Balance is moved to Previous Balance so that the two fields are equal at the beginning of the new period. Entries for the current period will accumulate in the Balance field.

  3	Processes occupancy for those square footage types that track occupancy:

•	Calculates occupancy for the new period and creates the new Monthly Occupancy record.

•	Recalculates the Calendar Year Occupancy figure by averaging the Monthly Occupancy records for the calendar year (if tracking calendar year occupancy).

•	Recalculates the Fiscal Year Occupancy figure by averaging the Monthly Occupancy records for the fiscal year (if tracking fiscal year occupancy).

  4	Deletes old Monthly Occupancy records, if appropriate, based on number of months you retain occupancy.

  5	Deletes old Monthly Sales Volume records, if appropriate, based on the number of months you retain sales volume.

  6	Deletes old Tenant Fiscal Year Sales Volume records, if appropriate, based on the number of years you retain sales volume.

  7	Deletes old Lease Overage History records, if appropriate, based on the number of years you retain overage history.

Note

•	Occupancy records are retained for the number of months you specify on the Occupancy tab in Property Setup. If you specify zero months, occupancy records are retained indefinitely.

•	Sales volume records are retained for the number of months and/or years you specify on the General tab in Lease Percentage Rent Controls setup. If you specify zero years, sales volume records are retained indefinitely.

•	Overage history records are retained for the number of years you specify on the General tab in Lease Percentage Rent Controls. If you specify zero years, overage records are retained indefinitely.

Related Topics


Tasks performed at start of new fiscal year by Close Current Period

These tasks are in addition to the tasks performed every period.

  1	Advances Fiscal Year End Date on the property.

  2	Changes the totals on the Miscellaneous Income records:

•	Income Next Year is set to zero.

•	Income YTD is set to the value that was in Income Next Year.

•	Income Last year is set to the value that was in Income YTD.

  3	Deletes old Property Fiscal Year Occupancy records, if appropriate, based on number of years you retain occupancy.

  4	Deletes old Property Fiscal Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  5	Deletes old Unit Fiscal Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  6	Deletes old Lease Fiscal Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  7	Deletes old Lease Recovery Expense Amount records.

Note

•	Occupancy records are retained for the number of years you specify in the Occupancy tab in Property Setup. If you specify zero years, occupancy records are retained indefinitely.

•	Accumulator records are retained for the number of years you specify for each accumulator in Accumulator Controls (Setup menu). If you specify zero years, accumulator records are retained indefinitely.

Related Topics


Tasks performed at start of new calendar year by Close Current Period

These tasks are in addition to the tasks performed every period.

  1	Changes the annual interest totals on the Lease Deposit records:

•	Interest Paid Next Year is set to zero.

•	Interest Paid Last year is set to the value that was in Interest Paid YTD.

•	Interest Paid YTD is set to the value that was in Interest Paid Next Year.

  2	Deletes old Property Calendar Year Occupancy records, if appropriate, based on number of years you retain occupancy.

  3	Deletes old Property Calendar Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  4	Deletes old Unit Calendar Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  5	Deletes old Lease Calendar Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  6	Deletes old Lease Calendar Year Sales Volume records, if appropriate, based on the number of years you retain sales volume history.

Note

•	1099s can be printed either before or after closing December since you can print them using either the Interest Paid Last Year total or the Interest Paid YTD total.

•	Occupancy records are retained for the number of years you specify in the Occupancy tab in Property Setup. If you specify zero years, occupancy records are retained indefinitely.

•	Accumulator records are retained for the number of years you specify for each accumulator in Accumulator Controls (Setup menu). If you specify zero years, accumulator records are retained indefinitely.

•	Sales volume records are retained for the number of years you specify on the General tab in Lease Percentage Rent Controls. If you specify zero years, sales volume records are retained indefinitely.

Related Topics


Tasks performed at start of new calendar year by Close Current Period

These tasks are in addition to the tasks performed every period.

  	Related Topics


Tasks performed at start of new fiscal year by Close Current Period

These tasks are in addition to the tasks performed every period.

  	Related Topics


About Close Current Period

Close Current Period prepares the Property Management files for a new billing period and starts the new period. Because each property has an independent Period End Date, Close Current Period can process selected properties, or all properties. Properties are not automatically included in the processing of Close Current Period. You must click [Ranges] in the Print Selection window to select the properties to be processed.

Timberline recommends you run Close Current Period before using Generate Rent Roll to create charges for the new billing period.

For each property processed, Close Current Period performs certain tasks:

 Tasks performed every period

 Tasks performed at start of new fiscal year

 Tasks performed at start of new calendar year

Note

•	1099s can be printed either before or after closing December since you can print them using either the Interest Paid Last Year total or the Interest Paid YTD total.


Tasks performed every period by Close Current Period

  	Related Topics


Close Current Period -- Print Selection window

Use to select the print destination of the Close Current Period report and to select the properties to be processed.

Properties are not automatically included in the processing of Close Current Period. You must click [Ranges] to select the properties to be processed.

Warning

•	Before closing the current period, you should back up your data files. If you should experience a power failure or a hardware difficulty, you can rely on your backup files.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


About Close Current Period

Close Current Period prepares the Property Management files for a new billing period and starts the new period. Because each property has an independent Period End Date, Close Current Period can process selected properties, or all properties. Properties are not automatically included in the processing of Close Current Period. You must click [Ranges] in the Print Selection window to select the properties to be processed.

Timberline recommends you run Close Current Period before using Generate Rent Roll to create charges for the new billing period.

For each property processed, Close Current Period performs certain tasks:

 Tasks performed every period

 Tasks performed at start of new fiscal year

 Tasks performed at start of new calendar year

Note

•	1099s can be printed either before or after closing December since you can print them using either the Interest Paid Last Year total or the Interest Paid YTD total.


Tasks performed every period by Close Current Period

  1	Advances Period End Date on the property.

  2	The amount in Balance is moved to Previous Balance so that the two fields are equal at the beginning of the new period. Entries for the current period will accumulate in the Balance field.

  3	Processes occupancy for those square footage types that track occupancy:

•	Calculates occupancy for the new period and creates the new Monthly Occupancy record.

•	Recalculates the Calendar Year Occupancy figure by averaging the Monthly Occupancy records for the calendar year (if tracking calendar year occupancy).

•	Recalculates the Fiscal Year Occupancy figure by averaging the Monthly Occupancy records for the fiscal year (if tracking fiscal year occupancy).

  4	Deletes old Property Calendar Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  5	Deletes old Unit Calendar Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  6	Deletes old Lease Calendar Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  7	Deletes old Lease Calendar Year Sales Volume records, if appropriate, based on the number of years you retain sales volume history.

  7	Deletes old Lease Overage History records, if appropriate, based on the number of years you retain overage history.

Notes

•	Occupancy records are retained for the number of months you specify on the Occupancy tab in Property Setup. If you specify zero months, occupancy records are retained indefinitely.

•	Sales volume records are retained for the number of months and/or years you specify on the General tab in Lease Percentage Rent Controls setup. If you specify zero years, sales volume records are retained indefinitely.

•	Overage history records are retained for the number of years you specify on the General tab in Lease Percentage Rent Controls. If you specify zero years, overage records are retained indefinitely.

Related Topics


Tasks performed at start of new fiscal year by Close Current Period

These tasks are in addition to the tasks performed every period.

  1	Advances Fiscal Year End Date on the property.

  2	Changes the totals on the Miscellaneous Income records:

Changes the totals on the Miscellaneous Income records:

•	Income Next Year is set to zero.

•	Income YTD is set to the value that was in Income Next Year.

•	Income Last year is set to the value that was in Income YTD.

  3	Deletes old Property Fiscal Year Occupancy records, if appropriate, based on number of years you retain occupancy.

  4	Deletes old Property Fiscal Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  5	Deletes old Unit Fiscal Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  6	Deletes old Lease Fiscal Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  7	Deletes old Lease Recovery Expense Amount records.

  Notes

•	Occupancy records are retained for the number of years you specify in the Occupancy tab in Property Setup. If you specify zero years, occupancy records are retained indefinitely.

•	Accumulator records are retained for the number of years you specify for each accumulator in Accumulator Controls (Setup menu). If you specify zero years, accumulator records are retained indefinitely.

Related Topics


Tasks performed at start of new calendar year by Close Current Period

These tasks are in addition to the tasks performed every period.

  1	Changes the annual interest totals on the Lease Deposit records:

•	Interest paid Next Year is set to zero.

•	Interest Paid Last Year is set to the value that was in Interest Paid YTD.

•	Interest Paid YTD is set to the value that was in Interest Paid Next Year.

  2	Deletes old Property Calendar Year Occupancy records, if appropriate, based on number of years you retain occupancy.

  3	Deletes old Property Calendar Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  4	Deletes old Unit Calendar Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  5	Deletes old Lease Calendar Year Accumulator records, if appropriate, based on number of years you retain each accumulator.

  6	Deletes old Lease Calendar Year Sales Volume records, if appropriate, based on the number of years you retain sales volume history.

Notes

•	1099s can be printed either before or after closing December since you can print them using either the Interest Paid Last Year total or the Interest Paid YTD total.

•	Occupancy records are retained for the number of years you specify in the Occupancy tab in Property Setup. If you specify zero years, occupancy records are retained indefinitely.

•	Accumulator records are retained for the number of years you specify for each accumulator in Accumulator Controls (Setup menu). If you specify zero years, accumulator records are retained indefinitely.

•	Sales volume records are retained for the number of years you specify on the General tab in Lease Percentage Rent Controls. If you specify zero years, sales volume records are retained indefinitely.

Related Topics


[Start]

Begins the processing of the Close Current Period.


[Cancel]

Closes this window without performing Close Current Period.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to select one or more ranges of properties to be included in processing. [Ranges] displays with asterisks if ranges are selected. You must click [Ranges] to select a property to process.


Returned Checks (Tasks menu)

Use to reverse payments that are rejected (due to a returned check, for example) or that were entered incorrectly. Any type of payment may be reversed, even cash payments. You can reverse payments in the current and history transaction files.

When the Returned Check entries are posted, the open items that were paid by the reversed payment are reinstated, and the Returned Check information on the tenant and lease records is updated. You can create a Returned Check Fee at the same time you enter a returned payment. The related General Ledger and Cash Management entries are created when the Returned Checks processing is complete (if you set the controls in PM Settings to create these entries).

The title of this command may be different if you changed the description of CM Check in Custom Descriptions.

 Windows

Related Topics


Returned Checks windows

 Check Details

 Print Selection

 Returned Check

 Returned Check - Refunded Credit

 Returned Check - Refunded Deposit

 Returned Check Selection


Returned Checks window
Returned Check Selection window

Use to select the payment that has been returned or that you need to reverse. Any type of payment may be reversed, including cash payments. First, select the tenant with the payment that needs to be processed as "returned." The tenant selection fields that appear are dictated by the Tenant Selection Option in PM Settings (Preference tab). Depending on the option you chose, you may be asked to select a property, unit and tenant for each payment, or you may just be asked for tenant ID or tenant name.

After selecting the tenant, a list of the tenant's payments in the current and history transaction files displays in the middle of the window. Scroll through the list and highlight the payment to be processed as "returned." Click [Details] to review the entries that make up the payment. Click [Returned Check] to process the payment reversal and to enter a Return Date and Returned Check Fee.

The title of this window may be different if you changed the description of CM Check in Custom Descriptions.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Property

Select a property from the list. Then select a unit and tenant.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Select a unit from the list. Then select a tenant.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Tenant

Select the tenant with the returned payment. A list of the tenant's payments displays in the middle of the window.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant

Select the tenant with the returned payment. A list of the tenant's payments displays in the middle of the window.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant name

Select the tenant with the returned payment. A list of the tenant's payments displays in the middle of the window.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Payment list

Displays a list of all of the payments in the current and history transaction files for the selected tenant.

Select the payment that has been returned and click [Returned Check] to complete the return process.

To view more information about a payment, select the payment and click [Details].


Tenant information

Displays information about the tenant, including the tenant's name, balance, and returned check information.


[Close]

Closes the Returned Check Selection window. If payments were returned, the Print Selection window opens so that you can choose a print destination for the Returned Checks journal.


[Returned Check]

Opens the Returned Check window, allowing you to process the returned payment and enter a Return Date and a Returned Check Fee.

The title of this item may be different if you changed the description of CM Check in Custom Descriptions.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Totals]

Displays total information for this session of Returned Checks.


[Batch]

Opens the Batch Information window to display or change batch totals for this session of Returned Checks.


[Details]

Opens a window that show the entries that make up the selected payment. The list includes the Transaction Type, Charge Date, Charge Type, Payment Description, and Payment Amount.


[Undo Return]

Opens the Undo Returned Checks window, allowing you to undo the process.


[Help]

Starts Help and displays information about this window.


Check Details window

Use to view details about the entries that make up the selected payment. The detail includes the Transaction Type, Charge Date, Charge Type, Payment Description, and Payment Amount.

The title of this window may be different if you changed the description of CM Check in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.


Transactions list

Displays the transaction type, charge date, charge type, description, and amount of the payment entries associated with the selected check.


[Close]

Closes the Check Details window and returns to the Returned Check Selection window.


[Help]

Starts Help and displays information about this window.


Returned Check - Refunded Credit window

This window opens if the check that has been returned created an open credit, and that open credit has already been refunded. A new charge will be created to recover the refunded credit. You indicate a charge type, dates, and a description for this charge.

The title of this window may be slightly different if you changed the description of CM Check in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Charge Type

Select a Charge Type to use for the charge created to recover the refunded amount.


Charge date

Enter the Charge Date for the charge created to recover the refunded amount.


Transaction date

Enter the Transaction Date for the charge created to recover the refunded amount. Typically, this is the date you create the entry.


Accounting date

Enter the Accounting Date for the charge created to recover the refunded amount. The Accounting Date determines the General Ledger period affected by the entries.


Description

Enter a description for the charge created to recover the refunded amount. This description can appear on statements, reports, and inquiries.


[OK]

Accepts your entries, creates the new charge, and returns to the Returned Check window.


[Cancel]

Closes this window without creating any entries. Returns to the Return Check Selection window.


[Help]

Starts Help and displays information about this window.


Returned Check - Refunded Deposit window

This window opens if the check that has been returned included a deposit payment, and that deposit has already been refunded. A new charge will be created to recover the refunded deposit. You indicate a charge type, dates, and a description for this charge.

The title of this window may be slightly different if you changed the description of CM Check in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Charge Type

Select a Charge Type to use for the charge created to recover the refunded deposit.


Charge date

Enter the Charge Date for the charge created to recover the refunded deposit


Transaction date

Enter the Transaction Date for the charge created to recover the refunded deposit. Typically, this is the date you create the entry.


Accounting date

Enter the Accounting Date for the charge created to recover the refunded deposit. The Accounting Date determines the General Ledger period affected by the entries.


Description

Enter a description for the charge created to recover the refunded deposit. This description can appear on statements, reports, and inquiries.


[OK]

Accepts your entries, creates the new charge, and returns to the Returned Check window.


[Cancel]

Closes this window without creating any entries. Returns to the Return Check Selection window.


[Help]

Starts Help and displays information about this window.


Returned Check window

Use to enter a Return Date and a Returned Check Fee, and to process the returned payment. The payment description and tenant ID are listed at the top of the window. You can enter a returned check fee in the middle grid or leave the amount as zero so that a returned check fee is not created. Multiple returned check fees can be entered if there are multiple leases associated with the payment. The lower grid lists the reversing entries that will be created. These reversing entries will cause the open items to be restored. If the open item has not been cleared, the reinstated open item retains the original charge description.

The title of this window may be different if you changed the description of CM Check in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Return date

Enter the date the payment was returned or rejected. This date serves as the Return Date and Transaction Date on the reversing payment entries, and as the Charge Date on the Returned Check Fee charge.


Increase returned check count

Mark this box to increase the number of returned checks for the tenant and lease. When this box is unmarked the "Number of returned checks" fields in the tenant and lease records will not be incremented. If you are entering a returned check to correct an error, leave this box unmarked.

This box also affects the description that prints on the reinstated open items that were previously cleared:

•	If this box is marked, and the returned payment is a check, "Check (Check number) - Returned" prefills on the reinstated open item; If the returned payment is Cash, "Cash - Returned" prefills; If the returned payment is Other, "Other (Misc ID) - Returned" prefills.

•	If this box is not marked, and the returned payment is a check, "Check (Check number) - Reversed" prefills on the reinstated open item; If the returned payment is Cash, "Cash - Reversed" prefills; If the returned payment is Other, "Other (Misc ID) - Reversed" prefills.


Accounting date

Enter the accounting date for the Returned Check Fee entries. This date determines which General Ledger period will be affected by the Returned Check Fee entries.


Lease

Displays the leases associated with the payment.


Property

Displays the property associated with this lease.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Displays the primary unit associated with this lease.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Print on invoice

Mark this box to print the Returned Check Fee on an invoice for the tenant.


Amount

Enter the amount of the returned check fee for this lease. If the amount is zero, no returned check fee will be created.


Accounting date

The appearance and accessibility of this item is determined by the option you selected in the Returned Check Options in PM Settings, Task Options tab. The accounting date determines which General Ledger period will be affected by the reversing payment entries.

•	If this item appears as "Accounting date" and is accessible, enter the accounting date to be used on the reversing payment entries listed in the grid.

•	If this item is not accessible, the accounting date used on the reversing payment entries will be the same as the accounting date on the original payment entries.

•	If this item appears with the options Original and Specific, select the appropriate option. If you select Original, the accounting date used on the reversing payment entries will be the same as on the original payment entries. If you select Specific, enter the accounting date to be used on all the reversing entries listed in the grid.


Reversing transactions to be created

Displays all the reversing transactions that will be created as a result of this returned payment. The details that display include the Transaction Type, Charge Date, Charge Type, Description, and Amount.


Transaction description

Enter a description for the reversing transaction(s) to be created, or accept the prefilled information. The information that prefills this description depends on whether the Increase returned check count box is marked, as follows:

•	If the Increase returned check count box is marked, and the returned payment is a check, "Check (Check number) - Returned" prefills; If the returned payment is Cash, "Cash - Returned" prefills; If the returned payment is Other, "Other (Misc ID) - Returned" prefills.

•	If the Increase returned check count box is not marked, and the returned payment is a check, "Check (Check number) - Reversed" prefills; If the returned payment is Cash, "Cash - Reversed" prefills; If the returned payment is Other, "Other (Misc ID) - Reversed" prefills.


[OK]

Accepts your entries, creates the Returned Check entries, and returns to the Return Check Selection window.


[Cancel]

Closes this window without creating the Returned Check entries. Returns to the Returned Check Selection window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Help]

Starts Help and displays information about this window.


Returned Check -- Print Selection window
Returned Checks -- Print Selection window

Use to specify a print destination and modify the page and printer setup for the Returned Check journal.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Post entries

Mark this box if you want to post the reverse payment entries and the returned check fees to the Property Management records. When the entries are posted, they affect totals and balances in the lease, property, tenant, and accumulator records and they adjust existing open items or create new open items associated with the leases. The related General Ledger and Cash Management entries are created when the Returned Checks processing is complete (if you set the controls in PM Settings to create these entries).

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger and Cash Management entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

If you are using Batch Control Totals and this batch is not in balance, the Post Entries box is not available. Batches must be in balance before they can be posted.


[Start]

Begins printing the Returned Check journal and completes processing of the returned check entries.


[Cancel]

Closes this window and returns to the Returned Check Selection window.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


Undo Returned Checks window

Use to undo a check that you have selected as a returned check. This option is only available in the current session of Returned Checks. The list of returned checks for the selected tenant are displayed in this window. To undo a returned check, select the check you want to reinstate and click [Reinstate].

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[Reinstate]

Reinstates the returned check to its original state.


[Close]

Closes this window without creating any entries. Returns to the Returned Check Selection window.


[Help]

Starts Help and displays information about this window.


Pay Interest (Tasks, Deposit Interest menu)

Use to pay tenants the interest that has accrued on their refundable, interest-bearing deposits. Interest is automatically accrued before the Pay Interest entries are made.

When you post the Property Management Pay Interest entries, the software creates an Accounts Payable invoice for the interest balance for each tenant that needs to be paid (if you set the controls in PM Settings to create Accounts Payable entries). Later, you print a check for the tenant(s) in Accounts Payable.

You can select ranges of properties and enter conditions to limit the leases and deposit types to be included in the Pay Interest processing.

You can produce a trial run of Pay Interest, or create the actual entries. Both options generate a detailed report of the Pay Interest entries that will be created or that were created. The report includes a summary of the General Ledger and Cash Management entries and the Accounts Payable invoices that will be created when the Pay Interest entries are posted.

You can also pay interest in Terminate Lease and in Refund/Apply Deposits.

 Windows

Related Topics


Pay Interest windows

 Pay Interest

 Pay Interest -- Create Entries

 Pay Interest -- Trial Run


Pay Interest window

Use to indicate whether you want to perform a trial run of Pay Interest, or whether you want to actually create the interest payment entries.

Timberline recommends that you perform a trial run first, and make any necessary changes to your lease records before creating the actual accrued interest and payment entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run of Pay Interest. This produces a report that shows you all the accrue interest and interest payment entries that will be created, as well as a summary of the General Ledger and Cash Management entries and the Accounts Payable invoices that will be created.

Timberline recommends that you perform a trial run first, and make any necessary changes to your lease records before creating the actual accrued interest and payment entries.


Create entries

Select this option to actually accrue interest and create the interest payment entries, which increase the appropriate Interest Paid field on the leases when they are posted. In addition, when you post the Property Management entries, General Ledger and Cash Management entries are made and new Accounts Payable invoices are created for each tenant for the amount of interest paid (if you set the controls in PM Settings to create these entries). The invoice description includes "Deposit Interest" plus the deposit type (i.e. Security, Pet).

The Create Entries option produces a report that details the Accrue Interest and Pay Interest entries created, and summarizes the General Ledger and Cash Management entries, and the Account Payable invoices, that were created.

Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can make any necessary changes to your lease records prior to creating entries, and thus avoid the need for error correction.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Pay Interest -- Create Entries window
Pay Interest — Create Entries window

Use to establish parameters for the accrue interest and interest payment entries you want to create and to start the processing of Pay Interest. Interest is automatically accrued before the Pay Interest entries are made.

You can select ranges of properties and enter conditions to limit the leases and deposit types to be included.

You must mark at least one of the Pay Option boxes in this window.

When you post these Property Management entries, the appropriate Interest Paid fields on the leases are affected, General Ledger and Cash Management entries are created, and new Accounts Payable invoices are created for each tenant for the interest amount paid (if you set the controls in PM Settings to create these entries). The invoice description includes "Deposit Interest" plus the deposit type (i.e. Security, Pet).

The printer information area allows you to specify printer and page setup options for the Create Entries report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction Date

Enter the date to be used as the Transaction Date on the Accrue Interest and Pay Interest entries. This is typically the date that the entries are created.


Accounting Date

Enter the date to be used as the Accounting Date on the entries created by Pay Interest. The Accounting Date is used as the invoice date on the Accounts Payable invoices created and is used to determine the General Ledger period affected by the entries.


Post entries

Mark this box if you want to post the accrue interest and interest payment entries to the Property Management records. When the entries are posted in Property Management, the appropriate Interest Paid field on the Lease Deposit record is increased. In addition, General Ledger and Cash Management entries are created, and an Accounts Payable invoice is created for each tenant (if you set the controls in PM Settings to create these entries).

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Interest Paid field in Lease Deposit records, and to create the corresponding General Ledger, Cash Management and Accounts Payable entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


Pay at lease anniversary

Mark this box if you want Pay Interest to include those deposits that are marked to pay interest on the lease anniversary. If you mark this box, you must also enter a range of Lease Anniversary dates.


Pay at year end

Mark this box if you want Pay Interest to include those deposits that are marked to pay interest at calendar year end.


Lease anniversary from

Enter the first date in the range of lease anniversary dates that you want to include in this run of Pay Interest.


Lease anniversary to

Enter the last date in the range of lease anniversary dates that you want to include in this run of Pay Interest.


[Prefill]

Prefills all of the dates and options in this window with those entered for the most recent run of Pay Interest (Create Transactions or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, and now want to create the Pay Interest entries using some or all of the parameters used in the trial run.


[Start]

Begins the processing of Pay Interest.


[Cancel]

Closes this window without processing Pay Interest.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to select one or more ranges of properties to be included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


Pay Interest -- Trial Run window
Pay Interest — Trial Run window

Use to establish parameters for the accrue interest and interest payment entries you want to include in this trial run and to start the processing of the trial run. You can select ranges of properties and enter conditions to limit the leases and deposit types to be included in the trial run. The trial run produces a printout of both Accrue Interest and Pay Interest entries.

You must mark at least one of the Pay Option boxes in this window.

The printer information area allows you to specify printer and page setup options for the Trial Run report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction Date

Enter the date you intend to use as the Transaction Date on the Accrue Interest and Pay Interest entries created by Pay Interest. This is typically the date the entries are created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the actual accrued interest and interest payment entries.


Accounting Date

Enter the date you intend to use as the Accounting Date on the Accrue Interest and Pay Interest entries. The Accounting Date is used as the invoice date on the Accounts Payable invoices created, and is used to determine the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual Pay Interest entries.


Post entries

Mark this box if you want to post the accrue interest and interest payment entries to the Property Management records. When the entries are posted in Property Management, the appropriate Interest Paid field on the Lease Deposit record is increased, General Ledger and Cash Management entries are created, and an Accounts Payable invoice is created for each tenant (if you set the controls in PM Settings to create these entries).

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Interest Paid field in Lease Deposit records, and to create the corresponding General Ledger, Cash Management and Accounts Payable entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Pay at lease anniversary

Mark this box if you want the Pay Interest trial run to include those deposits that are set to pay interest on the lease anniversary. If you mark this box, you must also enter a range of Lease Anniversary dates.


Pay at year end

Mark this box if you want the Pay Interest trial run to include those deposits that are set to pay interest at calendar year end.


Lease anniversary from

Enter the first date in the range of lease anniversary dates that you want to include in this trial run of Pay Interest.


Lease anniversary to

Enter the last date in the range of lease anniversary dates that you want to include in this trial run of Pay Interest.


[Prefill]

Prefills all of the dates and options in this window with those entered for the most recent run of Pay Interest (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, made some changes to your leases, and now want to perform another trial run using some or all of the parameters used in the previous trial run.


[Start]

Begins the processing of the Pay Interest trial run.


[Cancel]

Closes this window without processing the Pay Interest trial run.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to select one or more ranges of properties to be included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


Deposit Interest (Tasks menu)

 Accrue Interest

 Pay Interest


Accrue Interest (Tasks, Deposit Interest menu)

Use to accrue interest on refundable deposits based on the length of time the deposit has been held, the interest rate for the deposit, and other details entered in the lease deposit record.

When you post the Property Management entries created by Accrue Interest, they increase the Interest Balance on the Lease Deposit records, and create the appropriate General Ledger entries (if you set the controls in PM Settings to create General Ledger entries).

•	You can enter ranges and/or conditions to limit the properties, leases, and/or deposit types that are included in the Accrue Interest processing.

•	You can produce a trial run of Accrue Interest, or create the actual entries. Both options generate a detailed report of the Accrue Interest entries that will be created or that were created.

You can also accrue interest in Terminate Lease, Pay Interest, and Refund/Apply Deposits.

 Windows

Related Topics


Criteria for accruing interest on a lease deposit record

Interest is accrued on a lease deposit record if the following criteria are met:

  1	The lease is associated with a property within the selected Ranges entered.

  2	The lease meets any Conditions entered.

  3	The Refundable check box is marked for the lease deposit record.

  4	The Interest Rate ID is not blank.

  5	The Accrual Start Date is not blank.

  6	The Accrual Start Date is before the Interest cut-off date you entered.

  7	The Accrued Through Date is before the Interest cut-off date you entered or is blank.

Related Topics


How deposit interest is calculated

•	Interest is calculated for all the days from the day after the Accrued Thru Date on the lease deposit record (or the Start Accrual Date if the Accrued Thru Date is blank) through the Interest cut-off date.

•	The Interest Rate specified on the lease deposit record is used. The rate may have changed several times during the accrual period, so several different rates may be used in the computation.

•	If the Interest Basis on the lease deposit record is "30 day month", every full month counts as 30 days' interest. If the Interest Basis on the lease deposit record is "Actual days", every day counts as 1 day's interest.

•	If the Compounding Frequency is "No compounding", the Deposit Balance is multiplied by the interest rate to determine the interest (simple interest). Otherwise, interest is compounded (the Deposit Balance plus the Interest Balance is multiplied by the interest rate to determine the interest). When compounding interest monthly, interest is compounded through the last day of the month (before the Interest cut-off date). If the Interest cut-off date is the last day of the month, interest is compounded for the entire month. When compounding quarterly, interest is compounded through the last day of the quarter (before the Interest cut-off date). If the Interest cut-off date is the last day of the quarter, interest is compounded for the entire quarter.

•	When interest is accrued, if you don't use compounding, the Accrued Thru Date on the lease deposit record is set to the Interest cut-off date entered. If the interest is compounded, the Accrued Thru Date and the Last Compound Date on the lease deposit record is set to the last date that interest was compounded.

Related Topics


Accrue Interest windows

 Accrue Interest

 Accrue Interest -- Create Entries

 Accrue Interest -- Trial Run


Accrue Interest window

Use to indicate whether you want to perform a trial run of Accrue Interest, or whether you want to actually create the entries which increase the Interest Balance on the leases.

Timberline recommends that you perform a trial run first, and make any necessary changes to your lease and lease deposit records, before creating the actual interest accrual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run of Accrue Interest. This produces a report that shows you all the accrued interest entries that will be created, as well as a summary of the General Ledger entries, if appropriate. Timberline recommends that you perform a trial run first, and make any necessary changes to your lease and lease deposit records, before creating the actual interest accrual entries.


Create entries

Select this option to actually generate the accrued interest entries, which increase the Interest Balance on the lease deposit records when they are posted. A report is produced that details the accrued interest entries created, as well as the General Ledger entries, if appropriate. Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can make any necessary changes to your lease and lease deposit records, and thus avoid the need for error correction.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Accrue Interest -- Create Entries window

Use to enter the date through which interest will be accrued, to enter ranges and conditions to limit the properties, leases and/or deposit types that are included in Accrue Interest, and to start the processing of Accrue Interest. Transaction and Accounting dates are also entered here.

The printer information area allows you to specify printer and page setup options for the Accrue Interest report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Interest Cutoff Date

Enter the date through which interest will be accrued. If interest has been previously accrued for a deposit, the interest is accrued for the days since that last accrual date. If interest has never been accrued for a deposit, the interest is accrued from the Start Accrual Date you entered on the Lease Deposit tab when you set up or changed the lease.


Transaction Date

Enter the date to be used as the transaction date on the Property Management interest accrual entries created by Accrue Interest. This is typically the date the entries are created.


Accounting Date

Enter the date to be used as the accounting date on the entries created by Accrue Interest. This date is used to determine the General Ledger period affected by the entries.


Post entries

Mark this box if you want to post the interest accrual entries to the lease deposit records and create the related General Ledger entries when the Accrue Interest processing is complete. When the interest accrual entries are posted, the Interest Balance on the lease deposit records is increased, and General Ledger entries are created if you set the controls in PM Settings to create General Ledger entries and if you use the accrual accounting method.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the leases with the new interest accruals and to create the corresponding General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Prefill]

Prefills the Cutoff Date, Transaction Date and Accounting Date with the dates from the most recent run of Accrue Interest (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, and now want to create entries using some or all of the parameters used in the trial run.


[Start]

Begins the processing of Accrue Interest.


[Cancel]

Closes this window without accruing interest.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to select one or more ranges of properties to be included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


Accrue Interest -- Trial Run window

Use to enter the date through which interest will be accrued, to enter ranges and conditions to limit the properties, leases and/or deposit types that are included in Accrue Interest, and to start the processing of this trial run. Transaction and Accounting dates are also entered here.

The printer information area allows you to specify printer and page setup options for the Accrue Interest report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Interest Cutoff Date

Enter the date through which interest will be accrued for this trial run. If interest has been previously accrued for a deposit, the interest is accrued for the days since that last accrual date. If interest has never been accrued for a deposit, the interest is accrued from the Start Accrual Date you entered on the Lease Deposit tab when you set up or changed the lease.


Post entries

Mark this box if you want to post the interest accrual entries to the lease deposit records and create the related General Ledger entries when the Accrue Interest processing is complete. When the interest accrual entries are posted, the Interest Balance on the lease deposit records is increased, and General Ledger entries are created if you set the controls in PM Settings to create General Ledger entries and if you use the accrual accounting method.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the leases with the new interest accruals and to create the corresponding General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Transaction Date

Enter the date you intend to use as the Transaction Date on the Property Management interest accrual entries created by Accrue Interest. This is typically the date the entries are created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the actual accrued interest entries.


Accounting Date

Enter the date you intend to use as the Accounting Date on the entries created by Accrue Interest. The Accounting Date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual accrued interest entries.


[Prefill]

Prefills the Cutoff Date, Transaction Date and Accounting Date with the dates from the most recent run of Accrue Interest (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, made some changes to your leases, and now want to perform another trial run using some or all of the parameters used in the previous trial run.


[Start]

Begins the processing of the Accrue Interest trial run.


[Cancel]

Closes this window without processing the Accrue Interest trial run.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to select one or more ranges of properties to be included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


Refund/Apply (Tasks menu)

 Refund/Apply Deposits

 Refund/Apply Credits


Refund/Apply Credits (Tasks, Refund/Apply menu)

Use to refund credits or to apply a lease's credits to existing open items or new charges associated with the lease. You can apply just part of a credit to charges, and refund the remainder, or leave the remainder as a credit.

If you refund a credit, an Accounts Payable invoice is created so that the tenant can be paid (if you set the controls in PM Settings to create Accounts Payable entries).

You can also refund and apply credits in the Reconcile Account process of Terminate Lease.

 Windows

Related Topics


Refund/Apply Credits windows

 Apply Credits

 Apply Credits -- New Charge

 Print Selection

 Refund/Apply Credits

 Refund Credits


Refund/Apply Credits window

Use to select the credit you want to refund or apply to a charge.

First, indicate the lease, unit and tenant associated with the entry. The lease selection fields that appear, and their order, are dependent on the Lease Selection Option in PM Settings. If the selected lease has any credits, they display in the list at the bottom of the window.

Highlight the credit you want to refund or apply. To highlight multiple credits, hold down the [CTRL] key and click the left mouse button on the appropriate credits.

Click [Refund] to refund all or part of the selected credit(s).

Click [Apply] to apply all or part of the selected credit(s) to charges.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Tenant

Select the tenant with the credit(s) to process.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant Name

Select the tenant with the credit(s) to process.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Property

Select the appropriate property.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Select the unit with the credit(s) to process.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Lease

Select the lease with the credit(s) to process. The credits for the highlighted lease display in the list at the bottom of the window.


Credits

Select the credit to be refunded or applied by clicking the credit or by moving the selection bar so that the credit is highlighted.

To select multiple credits, hold down the [CTRL] key and click the left mouse button on the appropriate credits to highlight them.

To select all credits, right-click in the grid and choose Select All.

To clear a credit, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Click [Refund] or [Apply] as is appropriate. After refunding or applying a credit in full, the credit is removed from this list. If you partially refund or apply a credit, the Credit Balance of the item in this list is reduced.

To change the order in which credits appear in this list, click the column heading of the column you want to sort by (Date or Credit Balance).


[Close]

Closes this window and opens the Print Selection window if credits were processed. Otherwise, returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


[Totals]

Displays total information for this session of Refund/Apply Credits.


[Batch]

Opens the Batch Information window to view or change the batch description or date for this session of Refund/Apply Credits.


[Refund]

Opens the Refund Credits window, which allows you to designate dates and the amount to be refunded.


[Apply]

Opens the Apply Credits window, which allows you to apply the credit to existing open items or to a new charge.


Refund Credits window

Use to enter a transaction date, accounting date and refund amount for the selected credit(s), and to create the refund entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Transaction date

Enter the Transaction Date for the Refund Credit entries. Typically, this is the date you create the refund.


Accounting date

Enter the Accounting Date for the Refund Credit entries. The Accounting Date is used as the invoice date on the Accounts Payable invoice created, and it determines the General Ledger period affected by the entries.


Refund amount

Enter the amount of the selected credit(s) to be refunded. You may refund all of the selected credit(s), or just a portion. If you select multiple credits and you refund just a portion of them, the refund is applied to the credits in the order the credits are listed in this window.


Credits selected

Lists the credits selected in the previous window.


[OK]

Accepts your current entries, creates the Refund Credit entries and closes this window.


[Cancel]

Closes this window without refunding the credits.


[Help]

Starts Help and displays information about this window.


Apply Credits window

Use to apply the selected credits to existing open items (charges) or to new charges.

The open items associated with the lease are listed in the grid at the bottom of the window. The credits are automatically applied to these open items, based on the credit amount and on the payment priorities established for the tenant's lease. You can change the Credit Applied amount for an open item by clicking the amount and entering a new amount.

Click [New Charge] to apply the selected credits to a new charge.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Transaction date

Enter the Transaction Date for the Apply Credit entries. Typically, this is the date you create the entries.


Accounting date

Enter the Accounting Date for the Apply Credit transactions. This date determines the General Ledger period affected by the entries.


Credits selected

Lists the credits selected in the previous window. These credits can be applied to the Open Items listed in the grid at the bottom of the window, or to new charges by clicking [New Charge].


Status

A black dot in this column indicates that the open item has been posted. A white dot indicates that the item has not been posted yet. A gray dot indicates the open item has been partially posted (for example, the item consists of a charge that has been posted and a partial payment that has not been posted).


Lease

Displays the lease/revision for this open item.


Date

Displays the charge date of this open item.


Charge Type

Displays the Summary Charge Type for this open item.


Balance

Displays the sum of the charges and credits of this open item.


Credit Applied

Accept the prefilled credit amount to apply to this open item, or enter a new amount. The total Credits Applied cannot exceed the total of the selected credits. If you do not want to apply any of the credit to an open item, change the Credit Applied to zero.

If you want to create a charge to which the credits are applied, click [New Charge].


[New Charge]

Opens the Apply Credits - New Charge window, allowing you to create a new charge. The charge is then added to the Open Items list, and you can then apply the credit(s) to the charge.


[OK]

Accepts the distribution of the credits to the open items, creates the Apply Credit entries, and closes this window.


[Cancel]

Closes this window without applying the credits to open items.


[Help]

Starts Help and displays information about this window.


Refund/Apply Credits -- Print Selection window

Use to specify a print destination and modify the printer and page setup for the Refund/Apply Credits journal.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Post entries

Mark this box if you want to post the Refund/Apply Credit entries to the Property Management records and create the related General Ledger entries and Accounts Payable invoices when the Refund/Apply Credit processing is complete. When the Property Management entries are posted, they affect totals and balances in the lease, property, tenant, and accumulator records and open items are adjusted for the leases. General Ledger entries are created only if you set up the controls in PM Settings to create General Ledger entries. Accounts Payable invoices are created only if you refunded credits and set up the controls in PM Settings to create Accounts Payable entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the lease, property, tenant and accumulator records with these new entries, and to create the Accounts Payable invoices and the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Start]

Begins printing the Refund/Apply Credits journal and completes processing of the entries.


[Cancel]

Closes this window and returns to the Refund/Apply Credits window.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


Apply Credits -- New Charge window

Use to create new charges to which the selected credits will be applied. The new charges you enter are added to the Open Items list in the Apply Credits window, where you can apply the credit(s) to the new charges.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Unit

Select the unit associated with the charge you are entering.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Tenant ID

Select the tenant associated with the charge you are entering.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant Name

Select the tenant associated with the charge you are entering.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Charge Type

Select the appropriate charge type from the list.


Deposit Type

Select the appropriate deposit type from the list. This column is only available when the Charge Type is DEP (Deposits).

The deposit type you select prefills the Item ID column, and the Item ID column cannot be changed.


Transaction Date

Enter the Transaction Date for the entry or accept the prefilled date. This is usually the date you create the charge.


Accounting Date

Enter the Accounting Date for the entry or accept the prefilled date. This date determines the General Ledger period affected by the entries.


Charge Date

Enter the Charge Date of the open item that is created or adjusted with this entry.


Description

Enter a description for this entry or accept the prefilled description. If this entry creates a new open item, this description can appear on statements and invoices.


Item ID

Enter an optional code to help you identify the source of this charge, such as a purchase order number, a work order number, or a billing reference number. Entries with the same Charge Date, Charge Type, and Item ID are combined into one open item. If you have two MAINT charges for a lease on the same day, and you want them to appear as two separate items on statements, enter unique Item IDs for the two charges.

This column is preset with the Deposit Type on entries with a DEP charge type, and the value cannot be changed. This is so that two deposit charges with the same Charge Date and Charge Type remain as separate open items.


Reference

Accept the prefilled reference or enter a different reference (up to 10 characters) for this entry. A reference is an optional code that is part of the entry and can be used in reporting, inquiry, and accumulators.


Amount

Enter the amount of the charge.


Tax Group

Select a Tax Group or accept the prefilled Tax Group. When you click [Save Entry] the appropriate tax entries are created, and appear beneath this entry in the grid.


Tax Associated Charge Type

Displays the associated charge type for this entry. This column is only available when the charge type is TAX. When a payment is applied to a tax charge transaction, the system uses the entry in this field to retrieve the General Ledger prefix required for cash basis accounting.

Refer to the Help topic "About the tax associated charge type" for further information.


Debit Account

Select the General Ledger account to be debited by this entry or accept the account that is prefilled from the Charge Type setup window (Setup menu, Charge Types).


Credit Account

Select the General Ledger account to be credited by this entry or accept the account that is prefilled from the Charge Type setup window (Setup menu, Charge Types).


Print On Invoice

Mark this box if you want this entry to appear on an invoice for the tenant.


Adjustment

Mark this box to flag the transaction to print as an adjustment on reports (usually for Tax transactions).


[Close]

Closes this window and accepts any saved entries. Returns to the Apply Credits window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Cancel Entry]

Cancels the current (selected) entry.


[Save Entry]

Saves the current (selected) entry.


[Delete Entry]

Deletes the current (selected) entry.


[Restore Entry]

Available if you have saved an entry, and then make some changes to it. [Restore Entry] cancels the changes made, restoring the previously saved values.


Refund/Apply Deposits (Tasks, Refund/Apply menu)

Use to refund or transfer deposits, to apply or forfeit refundable deposits to existing open items or new charges, and to accrue interest on deposits. A single deposit can be handled in multiple ways, so that you can forfeit part of it to charges, apply part of it to charges, and refund the remainder.

When the Property Management entries are posted, they affect totals and balances in the lease, property, tenant, and accumulator records and open items are adjusted for the leases. General Ledger and Cash Management entries, and Accounts Payable invoices, are also created (if you set the controls in PM Settings to create these entries). Later, you print a check for the tenant(s) in Accounts Payable.

You can also accrue, refund, apply, forfeit, and transfer deposits in the Reconcile Account process of Terminate Lease and Amend Lease.

 Windows

Related Topics


Using Apply Deposit versus Forfeit Deposit

The processes of applying and forfeiting deposits are identical in that both require an open item or new charge to apply to. Select Apply or Forfeit according to the distinctions you have established. Typically, if a deposit is going to be applied to regular charges, such as RENT or CAM, use Apply. And if a deposit is going to be applied to a charge such as DAMAGES or CLEANING, use Forfeit.

Interest accrued on a deposit cannot be forfeited; it must be applied or paid.

Related Topics


Refund/Apply Deposits windows

 Accrue Deposits

 Apply Deposits

 Apply Deposits -- New Charge

 Forfeit Deposits

 Forfeit Deposits -- New Charge

 Print Selection

 Refund/Apply Deposits

 Refund Deposits

 Transfer Deposits


Refund/Apply Deposits window

Use to select the deposits that you want to refund, apply, or forfeit to an open item or new charge, or to transfer deposits from one lease to another. You can also accrue interest prior to refunding, applying, forfeiting, or transferring.

First, indicate the lease, unit, and tenant associated with the entry. The lease selection fields that appear, and the order they appear, are dependent on the Lease Selection Option in PM Settings. If the selected lease has a deposit balance, an interest balance, or an interest paid balance, deposits will display in a Deposits list at the bottom of the window.

Highlight the deposits you want to refund, apply, forfeit, accrue interest, or transfer. To highlight multiple deposits, hold down the [CTRL] key and click the left mouse button on the appropriate deposits.

Click the appropriate button to process the deposits: [Accrue], [Refund], [Apply], [Forfeit], or [Transfer]. Any combination of these processes can be completed for the selected deposits.

Notes

•	If the only button available for selection is [Transfer], the deposit(s) you selected only have Interest Paid balances (they do not have Deposit or Interest balances) or the deposits are not marked as "refundable."

•	If all of the buttons are available for selection except the [Accrue] button, one of the selected deposits does not accrue interest.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Tenant

Select the tenant with the deposit(s) that will be processed.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant Name

Select the tenant with the deposit(s) that will be processed.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Property

Select the appropriate property.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Select the unit with the deposit(s) that will be processed.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Lease

Select the lease associated with the deposit(s) that will be processed. The deposits for the highlighted lease display in the Deposits list at the bottom of the window.


Deposits

Select the deposit to be accrued, refunded, applied, forfeited, or transferred by clicking the deposit or by moving the selection bar so that the deposit is highlighted.

•	To select multiple deposits, hold down the [CTRL] key and click the left mouse button on the appropriate deposits to highlight them.

•	To select all deposits, right-click in the grid and choose Select All.

•	To clear a deposit, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Click [Accrue], [Refund], [Apply], [Forfeit], or [Transfer] as is appropriate. Timberline recommends that you select [Accrue] before the other functions, so that you are working with the updated interest amount.

[Accrue] is not available if the deposit is not interest-bearing.

After refunding, applying, forfeiting, or transferring a deposit in full, the deposit is removed from this list. If you partially refund, apply, forfeit or transfer a deposit, the Balance (and possibly Interest Balance) of the deposit in this list is reduced.

To change the order in which deposits appear in this list, click the column heading of the column you want to sort by (Type, Interest Balance, Accrued Thru or Balance).


[Close]

Closes this window and opens the Print Selection window, if deposits were processed. Otherwise, returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


[Totals]

Displays total information for this session of Refund/Apply Deposits.


[Batch]

Opens the Batch Information window to view or change the batch description or date for this session of Refund/Apply Deposits.


[Refund]

Opens the Refund Deposits window, which allows you to designate dates and amounts for the refund.

If the selected deposit(s) are interest-bearing, select [Accrue] first, before refunding, applying or forfeiting the deposits.


[Apply]

Opens the Apply Deposits window, which allows you to apply the selected deposit(s) to existing open items or to new charges.

If the selected deposit(s) are interest-bearing, select [Accrue] first, before refunding, applying or forfeiting the deposits.


[Forfeit]

Opens the Forfeit Deposits window, which allows you to forfeit the selected deposit(s) and apply them to existing open items or to new charges.

If the selected deposit(s) are interest-bearing, select [Accrue] first, before refunding, applying, forfeiting, or transferring the deposits.


[Accrue]

Opens the Accrue Deposits window, which accrues interest for the selected deposit(s) through the date you specify.


[Transfer]

Opens the Transfer Deposits window, which allows you to transfer deposits from one lease to another.


Accrue Deposits window

Use to accrue interest on the selected deposit(s). When you accrue interest, the Interest Balance for the deposit(s) increases.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Accrue through

Enter the date through which interest will be accrued. As you change this date, the New Interest Balance changes in the Deposits list at the bottom of the window. This date prefills with the system date.


Transaction date

Enter the Transaction Date for the Accrue Interest entries. Typically, this is the date you create the entries.


Accounting date

Enter the Accounting Date for the Accrue Interest entries. This date determines the General Ledger period affected by the entries.


Type

Displays the type of deposit selected for accruing interest.


Interest Balance

Displays the current interest balance on the deposit.


New Interest Balance

Displays the new interest balance on the deposit. The New Interest Balance includes the current Interest Balance plus the newly accrued interest amount.


Accrued Thru

Displays the date that interest has been accrued through.


Next Date

Displays the next date of the deposit accrual.


Balance

Displays the current deposit balance.


[OK]

Accepts the interest accrual entries and returns to the Refund/Apply Deposits window.


[Cancel]

Closes this window without accruing interest. Returns to the Refund/Apply Deposits window.


[Help]

Starts Help and displays information about this window.


Apply Deposits window

Use to apply the selected deposit(s) to existing open items (charges) or to new charges. When a deposit is applied to an open item, the open item balance is reduced.

The open items associated with the lease are listed in the grid at the bottom of the window. The selected deposit(s) are automatically applied to these open items based on the selected deposit amount and on the payment priorities established for the tenant's lease. You can change the Interest Applied and Deposit Applied amounts for an open item by clicking the amounts and entering the new amounts.

Click [New Charge] to create a new charge, which will be added to the open items list. The deposit can then be applied to this new charge.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Lease

Displays the lease ID (with revision number) of the selected lease.


Tenant

Displays the Tenant for the selected lease.


Transaction date

Enter the Transaction Date for the Apply Deposit and Apply Interest entries. Typically, this is the date you create the entries.


Accounting date

Enter the Accounting Date for the Apply Deposit and Apply Interest entries. This date is used to determine the General Ledger period affected by the entries.


Deposits selected

Lists the deposit(s) selected in the previous window. These deposits can be applied to the Open Items listed in the grid at the bottom of the window or to new charges by clicking [New Charge].


Status

The open item list reflects open items that have been posted in addition to entries that have been created, but not yet posted. The dot in this column indicates the status of the open item. A black dot in this column indicates that the open item has been posted. A white dot indicates that the item has not been posted yet. A gray dot indicates the open item has been partially posted (for example, the item consists of a charge that has been posted and a partial payment that has not been posted).


Lease

Displays the lease/revision for this open item.


Date

Displays the date of this open item.


Charge Type

Displays the Summary Charge Type for this open item.


Balance

Displays the sum of the charges and credits of this open item.


Interest Applied

Enter the amount of the Total Interest (as displayed in this window) that you want to apply to this open item. The open item is reduced by the amount you apply to it. The total of the interest you apply to the open items cannot exceed the Total Interest displayed in this window.


Deposit Applied

Enter the amount of the Total Balance (as displayed in this window) that you want to apply to this open item. The open item is reduced by the amount you apply to it.


Total Applied

Displays the total interest and deposit amounts applied to this open item. You can change the interest and deposit amounts applied to the open item by clicking the amounts and entering new amounts. The open item is reduced by the amount you apply to it.


[New Charge]

Opens the Apply Deposits - New Charge window, allowing you to create a new charge(s). The charge(s)are be added to the open items list. You can then apply the deposit(s) to the new charge(s).


[OK]

Accepts the distribution of the deposit and interest amounts to the open items, creates the Apply Deposit and Apply Interest entries, and closes this window.


[Cancel]

Closes this window without applying the deposits or interest to open items.


[Help]

Starts Help and displays information about this window.


Refund Deposits window

Use to enter the amount of the selected deposit(s) to be refunded and to enter a transaction date and accounting date for the refund entries. You enter the amount of the deposit to be refunded and the amount of interest to be paid. If the amount refunded is less than the total deposits selected, the deposits are refunded in the order listed.

Timberline recommends that you accrue interest before refunding interest-bearing deposits. If you have not done this, click [Cancel], then select [Accrue].

When you post the refunds in Property Management, Accounts Payable invoices are automatically created so that the tenant can be paid (if you set the controls in PM Settings to create Accounts Payable entries).

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Deposits selected

Lists the deposit(s) selected in the previous window. These deposits can be refunded by entering a Deposit Refund amount and/or an Interest Payment amount.


Refund amount

Enter the total amount of the refund. This amount reflects the total deposit balance to be refunded plus the total interest amount to be paid. The amount in this field changes to reflect changes you make to the Deposit Refund and Interest Paid fields. This field prefills with the Total Balance amount.


Deposit refund

Enter the amount of the deposit balance (excluding interest) to be refunded. The amount you enter cannot exceed the Deposit Balance displayed in this window. This item prefills with the Deposit Balance amount.


Interest payment

Enter the amount of the interest balance to be paid. The amount you enter cannot exceed the Interest Balance displayed in this window. This item prefills with the Interest Balance amount.


Transaction date

Enter the Transaction Date for the Refund Deposit and Pay Interest entries. Typically, this is the date you create the entries. This date is used as the invoice date on the Accounts Payable invoice created.


Accounting date

Enter the Accounting Date for the Refund Deposit and Pay Interest entries. The Accounting Date is used to determine the General Ledger period affected by the entries.


[OK]

Accepts your current entries, creates the Refund Deposit and Pay Interest entries and closes this window.


[Cancel]

Closes this window without refunding any deposits or paying any interest.


[Help]

Starts Help and displays information about this window.


Forfeit Deposits window

Use to enter the amount of the selected deposit(s) to be forfeited, and to indicate to which charges (either existing or new) the forfeited amount will be applied.

The open items associated with the lease are listed in the grid at the bottom of the window. The selected deposits are automatically applied to these open items based on the selected deposit amount and on the payment priorities established for the tenant's lease. You can change the Deposit Forfeited amounts for the open items by clicking the amounts and entering the new amounts. The forfeit total cannot exceed the Deposit Balance displayed in this window.

Click [New Charge] to apply the selected deposits to a new charge(s).

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Transaction date

Enter the Transaction Date for the Forfeit Deposit entries. Typically, this is the date you create the entries.


Accounting date

Enter the Accounting Date for the Forfeit Deposit entries. The Accounting Date determines the General Ledger period affected by the entries.


Deposits selected

Lists the deposit(s) selected in the previous window. These deposits can be forfeited, and the forfeited amounts applied to the Open Items listed in the grid at the bottom of the window. Forfeited deposits can also be applied to new charges. Create the new charges by clicking [New Charge].


Status

The open item list reflects open items that have been posted in addition to entries that have been created, but not yet posted. The dot in this column indicates the status of the open item. A black dot in this column indicates that the open item has been posted. A white dot indicates that the item has not been posted yet. A gray dot indicates the open item has been partially posted (for example, the item consists of a charge that has been posted and a partial payment that has not been posted).


Date

Displays the date of this open item.


Charge Type

Displays the Summary Charge Type for this open item.


Balance

Displays the sum of the charges and credits of this open item.


Deposit Forfeited

Enter the amount of the Total Balance (as displayed in this window) that you want to forfeit and apply to this open item. The open item is reduced by the amount you forfeit.


[New Charge]

Opens the Forfeit Deposits - New Charge window, allowing you to create a new charge(s). The new charge(s) are added to the open items list. You can then forfeit the deposit(s) to the new charge(s).


[OK]

Accepts the distribution of the Deposit Forfeited amounts to the open items, creates the Deposit Forfeit entries, and closes this window.


[Cancel]

Closes this window without forfeiting the deposits.


[Help]

Starts Help and displays information about this window.


Print Selection window

Use to specify a print destination and modify the printer and page setup for the journal that lists all the entries created.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Post entries

Mark this box if you want to post the entries to Property Management. When the Property Management entries are posted, they affect totals and balances in the lease, property, tenant, and accumulator records and open items are adjusted for the leases. General Ledger and Cash Management entries, and Accounts Payable invoices, are also created (if you set the controls in PM Settings to create these entries).

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the lease, property, tenant and accumulator records with these new entries, and to create the Accounts Payable invoices and the General Ledger and Cash Management entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Start]

Begins printing the journal and completes processing of the entries.


[Cancel]

Closes this window and returns to the previous window.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


Apply Deposits -- New Charge window
Apply Deposits — New Charge window

Use to create new charges to which the selected deposit(s) will be applied. The new charges are added to the Open Items list in the Apply Deposits window, where you can apply the deposit(s) to the new charges.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Unit

Select the unit associated with the charge(s) you are entering.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Tenant ID

Select the tenant associated with the charge(s) you are entering.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant Name

Select the tenant associated with the charge you are entering.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Charge Type

Select the appropriate charge type from the list.


Deposit Type

Select the appropriate deposit type from the list. This column is only available when the Charge Type is DEP (Deposits).

The deposit type you select prefills the Item ID column, and the Item ID column cannot be changed.


Transaction Date

Enter the Transaction Date for the entry or accept the prefilled date. This is usually the date you create the charge.


Accounting Date

Enter the Accounting Date for the entry or accept the prefilled date. This date determines the General Ledger period affected by the entries.


Charge Date

Enter the Charge Date of the open item that is created or adjusted with this entry.


Description

Enter a description for this entry or accept the prefilled description. If this entry creates a new open item, this description can appear on statements and invoices.


Reference

Accept the prefilled reference or enter a different reference (up to 10 characters) for this entry. A reference is an optional code that is part of the entry and can be used in reporting, inquiry, and accumulators.


Item ID

Enter an optional code to help you identify the source of this charge, such as a purchase order number, a work order number, or a billing reference number. Entries with the same Charge Date, Summary Charge Type, and Item ID are combined into one open item. If you have two MAINT charges for a lease on the same day, and you want them to appear as two separate items on statements, enter unique Item IDs for the two charges.

This column is preset with the Deposit Type on entries with a DEP charge type, and the value cannot be changed. This is so that two deposit charges with the same Charge Date and Summary Charge Type remain as separate open items.


Amount

Enter the amount of the charge.


Tax Group

Select a Tax Group or accept the prefilled Tax Group. When you click [Save Entry] the appropriate tax entries are created, and appear beneath this entry in the grid.


Tax Associated Charge Type

Displays the associated charge type for this entry. This column is only available when the charge type is TAX. When a payment is applied to a tax charge transaction, the system uses the entry in this field to retrieve the General Ledger prefix required for cash basis accounting.

Refer to the Help topic "About the tax associated charge type" for further information.


Debit Account

Select the General Ledger account to be debited by this entry or accept the account that is prefilled from the Charge Type setup window (Setup menu, Charge Types).


Credit Account

Select the General Ledger account to be credited by this entry or accept the account that is prefilled from the Charge Type setup window (Setup menu, Charge Types).


Print On Invoice

Mark this box if you want this entry to appear on an invoice for the tenant.


Adjustment

Mark this box to flag the transaction to print as an adjustment on reports (usually for Tax transactions).


[Close]

Closes this window and accepts any saved entries. Returns to the Apply Deposits window.


[Close]

Closes this window and accepts any saved entries. Returns to the Apply Deposits window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Cancel Entry]

Cancels the current (selected) entry.


[Save Entry]

Saves the current (selected) entry.


[Delete Entry]

Deletes the current (selected) entry.


[Restore Entry]

Available if you have saved an entry, and then make some changes to it. [Restore Entry] cancels the changes made, restoring the previously saved values.


Forfeit Deposits -- New Charge window
Forfeit Deposits — New Charge window

Use to create new charges to which the forfeited deposit(s) will be applied. The new charges you enter are added to the Open Items list in the Forfeit Deposits window, where you can forfeit the deposit(s) to the new charges.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Unit

Select the unit associated with the charge(s) you are entering.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Tenant ID

Select the tenant associated with the charge(s) you are entering.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant Name

Select the tenant associated with the charge(s) you are entering.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Charge Type

Select the appropriate charge type from the list.


Deposit Type

Select the appropriate deposit type from the list. This column is only available when the Charge Type is DEP (Deposits).

The deposit type you select prefills the Item ID column, and the Item ID column cannot be changed.


Transaction Date

Enter the Transaction Date for the entry or accept the prefilled date. This is usually the date you create the charge.


Accounting Date

Enter the Accounting Date for the entry or accept the prefilled date. This date determines the General Ledger period affected by the entries.


Charge Date

Enter the Charge Date of the open item that is created or adjusted with this entry.


Description

Enter a description for this entry or accept the prefilled description. If this entry creates a new open item, this description can appear on statements and invoices.


Reference

Accept the prefilled reference or enter a different reference (up to 10 characters) for this entry. A reference is an optional code that is part of the entry and can be used in reporting, inquiry, and accumulators.


Item ID

Enter an optional code to help you identify the source of this charge, such as a purchase order number, a work order number, or a billing reference number. Entries with the same Charge Date, Summary Charge Type, and Item ID are combined into one open item. If you have two MAINT charges for a lease on the same day, and you want them to appear as two separate items on statements, enter unique Item IDs for the two charges.

This column is preset with the Deposit Type on entries with a DEP charge type, and the value cannot be changed. This is so that two deposit charges with the same Charge Date and Summary Charge Type remain as separate open items.


Amount

Enter the amount of the charge.


Tax Group

Select a Tax Group or accept the prefilled Tax Group. When you click [Save Entry] the appropriate tax entries are created, and appear beneath this entry in the grid.


Tax Associated Charge Type

Displays the associated charge type for this entry. This column is only available when the charge type is TAX. When a payment is applied to a tax charge transaction, the system uses the entry in this field to retrieve the General Ledger prefix required for cash basis accounting.

Refer to the Help topic "About the tax associated charge type" for further information.


Debit Account

Select the General Ledger account to be debited by this entry or accept the account that is prefilled from the Charge Type setup window (Setup menu, Charge Types).


Credit Account

Select the General Ledger account to be credited by this entry or accept the account that is prefilled from the Charge Type setup window (Setup menu, Charge Types).


Print On Invoice

Mark this box if you want this entry to appear on an invoice for the tenant.


[Close]

Closes this window and accepts any saved entries. Returns to the Forfeit Deposits window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Cancel Entry]

Cancels the current (selected) entry.


[Save Entry]

Saves the current (selected) entry.


[Delete Entry]

Deletes the current (selected) entry.


[Restore Entry]

Available if you have saved an entry, and then make some changes to it. [Restore Entry] cancels the changes made, restoring the previously saved values.


Transfer Deposits window

Use to transfer one or more deposits from one lease to another. When you amend a lease, the deposits need to be transferred from the old lease to the new lease.

The deposit types for the available lease/revision(s) are listed in the grid at the bottom of the window. The system attempts to match deposits to the same deposit type and unit. You can change the Interest Transferred and Deposit Transferred amounts by clicking the amounts and entering the new amounts.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Lease

Displays the Lease ID (with revision number) of the selected lease.


Tenant

Displays the Tenant ID and name for the selected lease.


Transaction date

Enter the Transaction Date for the Transfer Deposits entries. Typically, this is the date you create the entries.


Accounting date

Enter the Accounting Date for the Transfer Deposits entries. Currently, Transfer Deposits does not create General Ledger entries.


Deposits selected

Lists the deposit(s) selected in the previous window. These deposits can be transferred to the Deposit Types listed in the grid at the bottom of the window.


Total interest

Displays the Total Interest Balance of all deposit types for the selected lease.


Total balance

Displays the Total Deposit Balance of all deposit types for the selected lease.


Lease

Displays the lease/revision(s) available to transfer the deposit(s) to.


Unit

Displays the unit associated with the lease/revision(s) for this deposit.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Deposit Type

Displays the Deposit type associated with the lease/revision(s) and unit(s) for this deposit.


Interest Transferred

Displays the Interest Transferred amount. Accept the prefilled Interest Transferred amount for this deposit or enter a new amount. This field can be changed to zero.

Note

You must transfer the entire interest balance or none. You cannot partially transfer an interest balance.


Interest Balance

This field shows what the interest balance will be when the transfer deposits takes place. The interest transferred amount will be added to any existing interest balance for this lease and displayed in this field.


Deposit Transferred

Displays the Deposit Transferred amount. Accept the prefilled amount or change the amount. You cannot enter anything over the deposit amount of the lease you are transferring deposits from.


Deposit Balance

This field shows what the deposit balance will be when the transfer deposits takes place. The deposit transferred amount will be added to any existing deposit balance for this lease, and that amount will display in this field.


The following: for Transfer interest paid window


Deposits grid

The Deposits grid area displays the Lease (lease/revision) for this open item; the Unit associated with the charge(s) you are entering; the deposit Type, the Interest Balance, the accrued through date, and the balance of the deposit.


[OK]

Accepts the deposit transfer and returns to the Refund/Apply Deposits window. If you click [OK] for deposits with interest to transfer, the interest paid balances are increased on the lease that the transfer is going to, and the interest paid balances are decreased to zero for the lease deposits are transferring from.


[Cancel]

Closes this window without transferring the deposit.


[Help]

Starts Help and displays information about this window.


Clear Paid Items (Tools menu)

Use to clear (remove) open items that are completely paid and to move all the entries related to those paid open items from the current transaction file to a history transaction file. Miscellaneous Income, Accumulator Adjustment, Reference, Vacancy Loss and Straight Line Rent entries are also moved. You enter a cutoff date to limit the entries that are affected.

 Windows

Related Topics


Clear Paid Items windows

 Clear Paid Items - Conditions

 Clear Paid Items - Print Selection


Clear Paid Items -- Print Selection window
Clear Paid Items — Print Selection window

Use to indicate a cutoff date for the paid open items that will be cleared (removed), to indicate a print destination for the Clear Paid Items report, and to start the processing of Clear Paid Items. You can modify the page and printer setup by clicking the appropriate buttons.

If ALL of the entries related to a fully paid open item meet the criteria for clearing, the open item will be cleared (removed), and all of its related entries will be moved from the current transaction file to a history transaction file. Refer to the topic Criteria for Clearing Paid Items for a complete discussion of when open items and transactions can be cleared.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Criteria for Clearing Paid Items

All open item records that meet the following criteria are removed, and the corresponding transactions are moved to the history file:

•	Bank Deposits will be cleared only if all payments and related transactions associated with that Bank Deposit are also cleared, as discussed below. The Bank Deposit date must be equal to or prior to the cutoff date.

•	An open item must be fully paid and the Charge Date must be equal to or prior to the cutoff date.

•	Payments must have a payment date equal to or prior to the cutoff date.

•	Transactions of the following types must have a charge date equal to or prior to the cutoff date:
Charges, Payments, Accumulator Adjustments, Applied Credits, Applied Deposits, Applied Interest, Bad Debt, Charge Adjustments, Credit Adjustments, Forfeit Deposits, Pay Interest, Reference, Refund Credits, and Refund Deposits.

•	Miscellaneous Income, Fee Payments, Vacancy Loss, and Straight Line Rent transactions must have a transaction date equal to or prior to the cutoff date.

•	A fee payment transaction is only cleared if all related transactions are also cleared.

•	A payment transaction is only cleared if all related transactions are also cleared, as the software keeps all transactions related to a payment together, in the same transaction file. For example, if a payment affects five open items, and one of them is not fully paid, none of the five open items are cleared and none of their related transactions are moved to the history transaction file.

Note

•	If you use [Conditions] to limit clear paid items by property, lease or tenant, only the selected records that meet the conditions are processed. For example, if you select to clear paid items for a single property, only transactions for that property are evaluated.


Cutoff date

Enter a date to limit the paid open items and transactions that will be cleared (removed). If ALL of the entries related to a paid open item meet the criteria for clearing, the open item will be cleared (removed), and all of its related entries will be moved from the current transaction file to a history transaction file. Refer to the Criteria for Clearing Paid Items Help topic for a complete discussion of when open items and transactions can be cleared.


[Start]

Begins the clearing of paid items and the printing of the Clear Paid Items report.


[Cancel]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Conditions]

Opens the Clear Paid Items - Conditions window where you can select to limit the transactions to be cleared by properties, leases or tenants.


Clear Paid Items - Conditions window

Use to limit the items and transactions to be cleared. If ALL of the entries related to a fully paid open item meet the criteria for clearing, the open item will be cleared (removed), and all of its related entries will be moved from the current transaction file to a history transaction file. Refer to the topic Criteria for Clearing Paid Items for a complete discussion of when open items and transactions can be cleared.

For help on an item in this window, click [image] on the window and then click the item.


Select transactions

Select the transactions to clear:

•	All transactions -- To clear transactions for all properties, leases and tenants, select this option. Only items that meet the criteria for clearing paid items are removed.

•	One or more properties -- To clear paid items for one or more properties, select this option. If you select this option, a property selection list is available. The title of this item may be different if the description of Property was changed in Custom Descriptions.

•	One or more leases -- To clear paid items for one or more leases, select this option. If you select this option, a lease selection list is available.

•	One or more tenants -- To clear paid items for one or more tenants, select this option. If you select this option, a tenant selection list is available. The title of this item may be different the description of Tenant was changed in Custom Descriptions.

For a complete discussion of when open items and transactions can be cleared, please see Criteria for Clearing Paid Items in the Help index.


Selection list

Displays the items available for processing. To select an item from the selection list:

•	Highlight the item by clicking on it.

•	To highlight multiple items, hold down the [CTRL] key and click the left mouse button on the appropriate items.

•	To select all items, right-click in the grid and choose Select All.

•	To clear an item, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Only items that are selected and that meet the criteria for clearing paid items are removed. For a complete discussion of when open items and transactions can be cleared, please see the Criteria for Clearing Paid Items Help topic.


[OK]

Accepts your selections and returns you to the Clear Paid Items window.


[Cancel]

Cancels your selections and returns you to the Clear Paid Items window.


[Help]

Starts Help and displays information about this window.


Move Entries (Tools menu)

Use to move entries from one history transaction file to another history transaction file. You enter a cutoff date to limit the entries that are affected.

Move Entries is useful when you need to combine historical transactions into one file, or when you need to transfer historical data up through a particular date into a different history transaction file.

 Window

Related Topics


Move Entries -- Print Selection window
Move Entries — Print Selection window

Use to indicate a cutoff date for the entries that will be moved, to indicate the history files that entries will move from and to, to specify a print destination for the Move Entries report, and to start the processing of Move Entries. You can modify the page and printer setup by clicking the appropriate buttons.

Refer to the topic Criteria for Moving Entries for a complete discussion of how the cutoff date determines which entries are moved.

Note

•	A payment transaction will be moved only if all related transactions are also moved. Therefore, if a tenant's check affected 5 charges, and 1 of them has a charge date AFTER the cutoff date, none of the transactions related to the 5 charges or payments will be moved.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Criteria for moving entries

Move Entries will move records from one history transaction file to another if the following criteria are met:

•	Bank Deposits will be moved only if all payments and related transactions associated with that Bank Deposit are moved, as discussed below. The Bank Deposit date must be equal to or prior to the cutoff date.

•	Payments must have a payment date equal to or prior to the cutoff date.

•	Transactions of the following types must have a charge date equal to or prior to the cutoff date:
Charges, Payments, Accumulator Adjustments, Applied Credits, Applied Deposits, Applied Interest, Bad Debt, Charge Adjustments, Credit Adjustments, Forfeit Deposits, Pay Interest, Reference, Refund Credits, and Refund Deposits.

•	Miscellaneous Income, Fee Payment, Vacancy Loss, and Straight Line Rent transactions must have a transaction date equal to or prior to the cutoff date.

•	A fee payment transaction is only cleared if all related transactions are also cleared.

•	A payment transaction will be moved only if all related transactions are also moved. For example, if a tenant's check affected five charges, and one of them has a charge date AFTER the cutoff date, none of the transactions related to the five charges or payments will be moved.


Cutoff date

Enter the date to limit the entries that will be moved from one history transaction file to another. Refer to the topic Criteria for Moving Entries for a complete discussion of how the cutoff date determines which entries are moved.

Note

•	A payment transaction will be moved only if all related transactions are also moved. Therefore, if a tenant's check affected 5 charges, and 1 of them has a charge date AFTER the cutoff date, none of the transactions related to the 5 charges or payments will be moved.


[Conditions]

Opens the Move Entries - Conditions window where you can select to limit the transactions to be moved by properties, leases or tenants.


Move Entries - Conditions window

Use to limit the items and transactions to be moved. If ALL of the entries related to a fully paid open item meet the criteria for moving, the items will be moved, and all of its related entries will be moved from the current transaction file to a history transaction file. Refer to the topic Criteria for moving entries for a complete discussion.

For help on an item in this window, click [image] on the window and then click the item.


From

Select the name of the history transaction file which you will be moving entries from. You can click the button to the right of this item to select a file from a different data folder.


[…]

Opens a file selection window to select an existing history transaction file from the data folder of your choice.


To

Select the name of an existing history transaction file you will be moving entries to. You can click the button to the right of this item to create a new history transaction file or to select an existing history transaction file from a different data folder.


[…]

Opens a file selection window to create a new history transaction file or to select an existing history transaction file from the data folder of your choice.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins the moving of entries and the printing of the Move Entries report.


[Cancel]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


Select Transactions

Select the transactions to move:

•	All transactions — To move transactions for all properties, leases and tenants, select this option. Only items that meet the criteria for moving are moved.

•	One or more properties — To move items for one or more properties, select this option. If you select this option, a property selection list is available. The title of this item may be different if the description of Property was changed in Custom Descriptions.

•	One or more leases — To move items for one or more leases, select this option. If you select this option, a lease selection list is available.

•	One or more tenants — To move items for one or more tenants, select this option. If you select this option, a tenant selection list is available. The title of this item may be different the description of Tenant was changed in Custom Descriptions.

For a complete discussion of when transactions can be moved, please see Criteria for Moving Entries in the Help index.


Selection List

Displays the items available for processing. To select an item from the selection list:

•	Highlight the item by clicking on it.

•	To highlight multiple items, hold down the [CTRL] key and click the left mouse button on the appropriate items.

•	To select all items, right-click in the grid and choose Select All.

•	To clear an item, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Only items that are selected and that meet the criteria for moving entries are selected. For a complete discussion of when transactions can be moved, please see Criteria for Moving Entries in the Help index.


[OK]

Accepts your selections and returns you to the Move Entries - Printer Selection window.


[Cancel]

Cancels your selections and returns you to the Move Entries - Printer Selection window.


[Help]

Starts Help and displays information about this window.


Miscellaneous Entries (Tasks, Create Charges menu)

Use to enter one-time adjustments and charges that are not automatically generated by the software. These can include charges, charge adjustments, credit adjustments and bad debt write-offs, all of which create or adjust open items and affect balances. You can also enter Accumulator Adjustments, which affect accumulated totals only, and Reference Transactions, which create a text entry for reference purposes and can include an amount, but do not affect tenant or lease balances.

When charge, adjustment and bad debt write-off entries are posted, the appropriate entries to General Ledger are created, if you set the controls in PM Settings to create General Ledger entries.

When you are done recording miscellaneous entries, a journal prints showing detail of your entries and a summary of the related General Ledger entries that will be made when the miscellaneous entries are posted.

 Windows

Related Topics


Miscellaneous Entries windows

 Miscellaneous Entries

 Print Selection

 Select Charge Type

 Select Open Item


Miscellaneous Entries window

Use to make the following types of entries:

•	Charge — To create one-time charges that are not automatically generated by the software. Creates or adjusts open items and affects tenant and lease balances. Negative charges should be used only for concessions. If you need to adjust a charge, use Charge Adjustment or Credit Adjustment.

•	Charge Adjustment — To adjust existing open items and affect tenant and lease balances. Adjusts the charge amount of an open item.

•	Credit Adjustment — To adjust existing open items and affect tenant and lease balances. Adjusts the credit amount of an open item.

•	Bad Debt Write-off — To decrease existing open items and balances because they are uncollectible.

•	Reference — To create an entry for reference purposes. The text of this entry can appear on statements and reports. Does not affect open items or balances.

•	Accumulator Adjustment — To adjust accumulated totals and provide audit trail of the change. Does not affect open items or balances.

After selecting the type of entry, you need to indicate the lease, unit and tenant associated with the entry. The lease selection items that appear, and their order, are dependent on the Lease Selection Option in PM Settings (Preferences tab).

If the entry you are making is a Charge Adjustment, Credit Adjustment or Bad Debt Write-off, you can click [Open Items] to select the open item the entry applies to. This causes certain columns in the entry to be prefilled.

If you enter a Tax Group, the appropriate tax transactions are automatically generated when you accept the entry. They appear directly below the entry they are associated with and have a Charge Type of TAX.

For help on an item in this window, click [image] on the toolbar and then click the item.

Note

•	Negative charges should be used only for concessions. If you want to adjust a charge, use Charge Adjustment or Credit Adjustments

Related Topics


Type

Select the type of entry you need to make:

•	Charge — To create one-time charges that are not automatically generated by the software. Creates or adjusts open items and affects tenant and lease balances. Negative charges should be used only for concessions. If you need to adjust a charge, use Charge Adjustment or Credit Adjustment.

•	Charge Adjustment — To adjust existing open items and affect tenant and lease balances. Adjusts the charge amount of an open item.

•	Credit Adjustment — To adjust existing open items and affect tenant and lease balances. Adjusts the credit amount of an open item.

•	Bad Debt Write-off — To decrease existing open items and balances because they are uncollectible.

•	Reference — To create an entry for reference purposes. The text of this entry can appear on statements and reports. Does not affect open items or balances.

•	Accumulator Adjustment — To adjust accumulated totals and provide audit trail of the change. Does not affect open items or balances.


Property

Select the property associated with this entry. The property name displays at the bottom of the window.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Select the unit associated with this entry.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Lease

Select the lease associated with this entry.


Tenant ID

Select the tenant associated with this entry. The tenant name displays at the bottom of the window.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant Name

Select the tenant associated with this entry.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Charge Type

Select the charge type associated with this entry. This column is not available if this is a Reference entry or an Accumulator Adjustment entry. If you want this entry to apply to an existing open item, click [Open Items] and select the item. The Charge Type, Charge Date, Description and Reference prefills from the selected open item.


Deposit Type

Select the deposit type associated with this entry. This column is only available when the Charge Type is DEP (Deposits).

The deposit type you select prefills the Item ID column, and the Item ID column cannot be changed.


Transaction Date

Enter the date to be used as the Transaction Date on the entry or accept the prefilled date. Usually, this is the date you make the entry.


Accounting Date

Enter the date to be used as the Accounting Date on the entry or accept the prefilled date. This date is used to determine the General Ledger period affected by the entries.


Charge Date

Enter the charge date for the open item that is created or adjusted with this entry. This column is not available for Reference or Accumulator Adjustment entries.


Description

Enter a description for this entry or accept the prefilled description. If this entry creates a new open item, this description can appear on statements and invoices. If you selected an open item to apply this entry to, the description prefills from the open item description. Otherwise, the description prefills from the lease Charge Type table or from the entry table in the PM Settings window (General tab).


Reference

Accept the prefilled reference or enter a different reference (up to 10 characters) for this entry. A reference is an optional code that is part of the entry and can be used in reporting, inquiry, and accumulators. The reference prefills from the lease Charge Type table if the entry includes a charge type. Otherwise, it prefills from the entry table in the PM Settings window (General tab).


Item ID

Enter an optional code to help you identify the source of this charge, such as a purchase order number, a work order number, or a billing reference number. Entries with the same Charge Date, Summary Charge Type, and Item ID are combined into one open item. If you have two MAINT charges for a lease on the same day, and you want them to appear as two separate items on statements, enter unique Item IDs for the two charges.

This column is preset with the Deposit Type on entries with a DEP charge type, and the value cannot be changed. This is so that two deposit charges with the same Charge Date and Summary Charge Type remain as separate open items.


Amount

Enter the amount of this entry. Enter amounts as positive values if you want to increase tenant and lease balances or an accumulator, or as negative values if you want to decrease tenant and lease balances or an accumulator. Bad Debt Write-offs and Credit Adjustments must be entered as negative values to decrease the tenant and lease balances. Negative charges should be used only for concessions. If you need to adjust a charge, use Charge Adjustment or Credit Adjustment.


Tax Group

Select a Tax Group or accept the prefilled Tax Group. When you click [Save Entry] or accept an entry by completing it and pressing [Enter], the appropriate tax entries are created, and they appear beneath the related entry in the grid.

If you selected an open item to apply this entry to, the Tax Group prefills from the Lease Charge Controls tab.


Tax Associated Charge Type

Displays the associated charge type for this entry. This column is only available when the charge type is TAX. When a payment is applied to a tax charge transaction, the system uses the entry in this field to retrieve the General Ledger prefix required for cash basis accounting.

Refer to the Help topic "About the tax associated charge type" for further information.


Debit Account

Accept the prefilled General Ledger debit account or select one from the list. The debit and credit entries to General Ledger are made when the Property Management entries are posted.

Refer to the Help topic "General Ledger accounts affected by Property Management entries" for information about the type of account you should enter here.


Credit Account

Accept the prefilled General Ledger credit account or select one from the list. The debit and credit entries to General Ledger are made when the Property Management entries are posted.

Refer to the Help topic "General Ledger accounts affected by Property Management entries" for information about the type of account you should enter here.


Print Invoice

Mark this box if you want this entry to appear on an invoice for the tenant.


Adjustment

Mark this box to flag the transaction as an adjustment so that it can be printed in a report that includes these types of flagged items, such as the Adjustment Note report.


Accumulator ID

Select the accumulator that you are adjusting.


[Close]

Closes this window and opens the Print Selection window if entries were saved.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Totals]

Displays total information for this session of Miscellaneous Entries.


[Batch]

Opens the Batch Information window to display or change batch totals for this session of Miscellaneous Entries.


[Cancel Entry] and [Restore Entry]

[Cancel Entry] cancels the new entry before it has been saved.

[Restore Entry] is available if you have saved an entry using [Save Entry], and then make some changes to it. [Restore Entry] cancels the changes made, restoring the previously saved values for the entry.


[Save Entry]

Saves the current (selected) entry.


[Delete Entry]

Deletes the current (selected) entry.


[Open Items]

Opens a window that allows you to select an open item. When you select an open item, the Charge Date, Charge Type, Description and Reference from the open item prefill the current entry.


Select Open Item window

Use to select an open item.

When you select an open item, the Charge Date, Charge Type, Description and Reference prefill the current entry on the Miscellaneous Entries grid. If the Charge Type that prefills is different from the Summary Charge Type displayed, that means the entries that make up the open item have a Charge Type that is different from the Summary Charge Type. For example, if an open item consists of a transaction that has ABC for the Charge Type and RENT for the Summary Charge Type, ABC will prefill the Miscellaneous Entries grid. You can override the prefilled entry on the grid.

If an open item consists of multiple Charge Types, a Select Charge Type window opens for you to select which Charge Type to use.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Tenant

The Tenant ID for the current entry displays here. Accept this or select the appropriate tenant from the list.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant Name

The Tenant Name for the current entry displays here. Accept this or select the appropriate tenant from the list.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Lease

The Lease ID for the current entry displays here. If this is not the lease you want, select the appropriate lease from the list.


Property

The Property ID for the current entry displays here. Accept this or select the appropriate property from the list.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

The Unit ID for the current entry displays here. Accept this or select the appropriate unit from the list.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Open Item List

Highlight the item you want to select by clicking it or by moving the selection bar. Click [OK] to select the item.


[OK]

Accepts the highlighted item, closes the Select Open Item window, and returns to the Miscellaneous Entries window. The Charge Date, Charge Type, Description and Reference of the selected open item prefill the same columns on the current entry.


[Cancel]

Closes this window without accepting the selected open item. Returns to the Miscellaneous Entries window.


[Help]

Starts Help and displays information about this window.


Miscellaneous Entries - Print Selection window

Use to specify a print destination and modify the page and printer setup for the Miscellaneous Entries journal.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Post entries

Mark this box if you want to post the miscellaneous entries to the Property Management records and create the related General Ledger entries when the Miscellaneous Entries processing is complete. When the entries are posted, they affect totals and balances in the lease, property, tenant, and accumulator records and they adjust existing open items or create new open items associated with the leases. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

If you are using Batch Control Totals and this batch is not in balance, the Post Entries box is not available. Batches must be in balance before they can be posted.


[Start]

Begins printing the Miscellaneous Entries journal and completes processing of the entries.


[Cancel]

Closes this window and returns to the Miscellaneous Entries window.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


Negative Charges

Negative charges should only be used for concessions. If you are adjusting a charge, click [Cancel] and select one of the following in the Type column:

•	CHGA — to adjust the charge amount of an open item.

•	CRA — to adjust the credit amount of an open item.

This ensures that the adjustment is properly matched to the open item. If you use a negative charge for an adjustment, the adjustment does not match up with the charge and, consequently, the charge remains open and cannot be transferred to the history file.


Select Charge Type window

Use to select the charge type to use to adjust this open item. This window opens if the open item selected in the Select Open Item window consists of multiple charge types.

When you return to the Miscellaneous Entries grid, the General Ledger and charge type information for the charge type selected in this window prefills automatically in the grid.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Charge Type List

Highlight the charge type you want to select by clicking it or by moving the selection bar. Click [OK] to select the charge type.


[OK]

Accepts the highlighted item, closes the Select Charge Type window, and returns to the Miscellaneous Entries window.


[Cancel]

Closes the window without accepting your selection. Returns to the Select Open Items window.


[Help]

Starts Help and displays information about this window.


About the lease-based system

Property Management Gold Extended Edition is a comprehensive management system for all types of leases and rental agreements, and the properties, units and tenants associated with them.

The software is lease-based, meaning that most of your data about the lease or rental agreement is stored with the lease record, including recurring charge information, late charge calculations and transaction detail. This structure makes it possible for a single lease or rental agreement to be associated with multiple units and/or multiple tenants. A single tenant may have multiple leases. Likewise, a unit or space may be associated with several leases and/or tenants.

The software stores information about future leases, current leases, and terminated leases.


Relationship of properties, units, tenants and leases

Initially, you enter information for each property. Then, for each property you set up units. Tenants are set up independently of units and leases, so that one tenant may be occupying multiple units and/or properties, and may have multiple leases. When you set up each lease, you indicate the property it is associated with and you specify the tenant or tenants, and unit or units associated with the lease. When you set up the recurring charges for a lease, you indicate which tenant and unit the charges are for (if there are multiple tenants and/or units associated with the lease).


About open items

An open item is the summarized record of the activity associated with a particular charge on a lease. For example, a single open item indicates how much was charged and how much was paid for January's rent.

Open items print on tenant statements, can be viewed in inquiries, and are used when entering cash receipts to indicate to which open items a payment should be applied. You can also apply credits and deposits to open items.

Typically, an open item is first created when a charge is posted to the lease. At that time, the open item has a value in Charge Amount, and a zero in Credit Amount. When a payment or credit is posted to the open item, the Credit Amount increases. When the Charge Amount and the Credit Amount are equal, the open item is considered "paid." A paid open item can be cleared, so that it no longer appears on statements, using Clear Paid Items. This process deletes the open item and moves all of the related entries to a history file.

Open items summarize those entries that have the same Charge Date and Summary Charge Type. For example if you post a January 5th charge of $400 and a January 5th charge adjustment of $35 to a lease, both with a Summary Charge Type of CAM, the lease will have one open item for $435. Later, after posting a $100 payment to this open item, it has a Charge Amount of $435 and a Credit Amount of $100 with a balance of $335.


About charge types

Charge types identify the various charges associated with your leases. Typical charge types might include RENT, CAM, PARKING. Set up a separate charge type for each source of revenue that is lease related, using Charge Types on the Setup menu. For each Charge Type you will also enter related General Ledger account numbers, charge and payment descriptions, and a Summary Charge Type.

Related Topics


About summary charge types

The Summary Charge Type is used by the software to combine related charges with the same date into one open item. Often, the Summary Charge Type is the same as the Charge Type. It may be different, however, if you have related charges that affect different revenue accounts, but you want the related charges to appear as a single charge on statements, reports and cash receipts.

For example, a lease may include a base rent charge less concessions. You need to affect the revenue account with the full base rent amount, and affect a different account with the concession amount. If you want to combine rent and concessions into one item on statements and reports, set up two charge types, BASERENT and CONC, each with a summary charge type of RENT. The Summary Charge Type is used to create the open items, which appear on statements, reports and cash receipts.


About recurring charges

Recurring Charges are lease-related charges that are assessed on a regular basis, and that have a predictable amount, which is either a flat amount or a calculated value. For example, monthly RENT, quarterly CAM.

When you set up a lease, you set up the recurring charges associated with the lease, including charge type, frequency, and amount. You also enter any scheduled increases.

Generate Rent Roll (Tasks, Create Charges menu) reviews the recurring charges for each lease, implements scheduled increases, and creates the appropriate charges. You can preview the charges that Generate Rent Roll will create by performing a Trial Run.

Related Topics


About late charges

You enter late charge controls for each property and then tailor the controls for each lease. Late charge controls dictate how often late charges are assessed and how they are calculated. Late charges are calculated by the Late Charges command (Tasks, Create Charges menu). You can preview the late charges by performing a Trial Run.

Related Topics


About deposits

Property Management handles multiple deposit types, allows you to tailor interest calculations on a lease by lease basis, accrues interest on interest-bearing deposits, and creates Accounts Payable invoices when interest is to be paid.

You set up deposit controls for each property, and then tailor the controls for each lease.

When a tenant cancels or terminates a lease, deposit interest can be immediately accrued, and deposits can be refunded, applied to charges, and/or forfeited.

Related Topics


About accumulators

An accumulator is a stored total of Property Management entries. When you set up an accumulator, you specify which entries are totaled, whether they are accumulated by property, unit and/or lease, and whether to store them by calendar year and/or fiscal year. For example, you can set up an accumulator to keep track of the total CAM payments made each calendar year for leases associated with a particular property.

An entry is added to an accumulator's totals when it is posted. To determine which entries get added to an accumulated total, formulas that you specified when you set up the accumulator are evaluated against the entries that are posted.

You set up accumulators by selecting Accumulator Controls, from the Setup menu. Certain accumulators are already set up. These include accumulators to store YTD Gross Rents, YTD Gross Paid, and Total Deposits.

Accumulators can be used for reporting, inquiry, formulas and calculations (such as management fees). The software stores accumulated totals for the period (month) and for the year. You can retain accumulated values for multiple years.

The accumulated totals are stored in the following records:  Lease Accumulator - Calendar Year, Lease Accumulator - Fiscal Year, Property Accumulator - Calendar Year, Property Accumulator - Fiscal Year, Unit Accumulator - Calendar Year, Unit Accumulator - Fiscal Year.

Note

•	Fiscal accumulators cannot be maintained for properties if their GL prefix is set up for 13 period accounting. See the help topic Using PM with 13 Period Accounting in GL.

Related Topics


Formulas

Mathematical expressions that can be used when displaying, reporting, or conditioning data. To create or modify a formula, select Formulas from the Tools menu.

Refer to the Help topic "About formula types" for more information.


About occupancy

Occupancy percentages can be automatically tracked, based on controls you set up for each property. You specify the square footage types for which you want to track occupancy. You determine whether you want occupancy to be based on occupied space or on leased space, whether you want to track calendar year and/or fiscal year occupancy percentages (monthly percentages are always tracked), and how long to retain the occupancy history.

Occupancy percentages are weighted, meaning that the calculation is based on the number of days of each month that a unit is occupied.

Occupancy percentages are calculated automatically whenever a tenant moves in or out.


About straight line rent

Straight Line Rent is a method of reporting income so that the lease revenue is spread out evenly over the life of the lease. This method is also known as "Net Effect Rent" or "FASB-13".

You indicate which leases you want to straight-line, the types of charges to be included, and start and end dates. These controls are entered in the Lease Straight Line Controls record after you have set up the recurring charges and scheduled increases for a lease. To access the straight line rent controls at the lease level use the [Straight Line Rent] button off of the Recurring Charges tab. To access the AP/Straight Line tab, use the Setup, Property command; the AP/Straight Line tab is on the General tab.

For leases that are straight lined, Ledger Adjustment entries are created during Generate Rent Roll. When the Generate Rent Roll entries are posted in Property Management, General Ledger entries are created to affect the Deferred Revenue and Revenue accounts. These General Ledger entries are made in addition to the usual credit to Rent Revenue and debit to Accounts Receivable entries that are associated with lease-related charges. Activate Lease and End Lease will create prorated entries if needed.

The adjustment amounts to the Revenue and Deferred Revenue accounts are determined by the monthly Adjustment Amounts stored when you set up the Straight Line controls for a lease.

 Example


Straight line rent example

Consider a six-month lease starting in January 2001. The rent is free for the first two months, $600 per month for the next two months, and $1500 per month for the remaining 2 months. When you click [Calculate Now] on the Straight Line Rent window for the lease, the software calculates the following:

Monthly Accrual = $700.00.  (($0 + $0 + $600 + $600 + $1500 + $1500) ÷ 6)

Date	Charges	Adj Amount
1-01-01	$0	$700
2-01-01	$0	$700
3-01-01	$600	$100
4-01-01	$600	$100
5-01-01	$1500	-$800
6-01-01	$1500	-$800

The General Ledger entries created for this lease over the six months are listed below, including the usual entries to Rent Revenue and Accounts Receivable.

Date	Account	Debit Amount	Credit Amount
1-01-01	Deferred Revenue      Revenue (SLR)	$700	$700
2-01-01	Deferred Revenue      Revenue (SLR)	$700	$700
3-01-01	Accounts Receivable      Rent Revenue Deferred Revenue      Revenue (SLR)	$600 $100	$600 $100
4-01-01	Accounts Receivable      Rent Revenue Deferred Revenue      Revenue (SLR)	$600 $100	$600 $100
5-01-01	Accounts Receivable      Rent Revenue Revenue (SLR)      Deferred Revenue	$1500 -$800	$1500 -$800
6-01-01	Accounts Receivable      Rent Revenue Revenue (SLR)      Deferred Revenue	$1500 -$800	$1500 -$800
Related Topics


Straight Line Rent for an Amended Lease
Straight Line Rent for an Amended Lease example

Consider a six-month lease starting in January 2001. The rent is free for the first two months, $600 per month for the next two months, and $1500 per month for the remaining 2 months. When you click [Calculate Now] on the Straight Line Rent window for the lease, the software calculates the following:

Monthly Accrual = $700.00.  (($0 + $0 + $600 + $600 + $1500 + $1500) ÷ 6)

Date	Charges	Adj Amount
1-01-01	$0	$700
2-01-01	$0	$700
3-01-01	$600	$100
4-01-01	$600	$100
5-01-01	$1500	-$800
6-01-01	$1500	-$800

The General Ledger entries created for this lease over the six months are listed below, including the usual entries to Rent Revenue and Accounts Receivable.

Date	Adjustment Amount	Charges	Debit Amount	Credit Amount
1-01-01	$700	Deferred Revenue      Revenue (SLR)	$700	$700
2-01-01	$700	Deferred Revenue      Revenue (SLR)	$700	$700
3-01-01	$100	Accounts Receivable      Rent Revenue Deferred Revenue      Revenue (SLR)	$600 $100	$600 $100
4-01-01	$100	Accounts Receivable      Rent Revenue Deferred Revenue      Revenue (SLR)	$600 $100	$600 $100
5-01-01	-$800	Accounts Receivable      Rent Revenue Revenue (SLR)      Deferred Revenue	$1500 -$800	$1500 -$800
6-01-01	-$800	Accounts Receivable      Rent Revenue Revenue (SLR)      Deferred Revenue	$1500 -$800	$1500 -$800
Amended Lease Straight Line Rent

The following shows the straight line rent adjustments for an amendment to the above lease. The amendment is effective 3-1-01.

•	Rent amount is set at $2000 per month. (This is a flat rent amount so there is no rent charge to straight-line.)

•	The lease has been extended two months and will expire 8-31-01 (because of a two-month extension). The Start date on the SLR controls is 3-1-01 and the End date is 8-31-01.

•	Two months of straight line rent entries were made on the orginating lease. The monthly adjustment amount on that lease was $700, so the amount accrued to date is $1400. If you choose, this amount will be carried forward to the revised lease (copied to the Balance Forward field) and amortized over six months (March through August). The amount is available for editing.

Date	Adjustment Amount	Charges	Debit Amount	Credit Amount
3-01-01	-$233.33	Accounts Receivable      Rent Revenue  Revenue (SLR)      Deferred Revenue	$2000 -$233.33	$2000 -$233.33
4-01-01	-$233.33	Accounts Receivable      Rent Revenue  Revenue (SLR)      Deferred Revenue	$2000 -$233.33	$2000 -$233.33
5-01-01	-$233.33	Accounts Receivable      Rent Revenue Revenue (SLR)      Deferred Revenue	$2000 -$233.33	$2000 -$233.33
6-01-01	-$233.33	Accounts Receivable      Rent Revenue Revenue (SLR)      Deferred Revenue	$2000 -$233.33	$2000 -$233.33
7-01-01	-$233.33	Accounts Receivable      Rent Revenue Revenue (SLR)      Deferred Revenue	$2000 -$233.33	$2000 -$233.33
8-01-01	-$233.35	Accounts Receivable      Rent Revenue Revenue (SLR)      Deferred Revenue	$2000 -$233.35	$2000 -$233.35
Related Topics


About vacancy loss

Vacancy loss refers to the revenue that is lost due to vacancies. Vacancy loss entries are created during the following processes:

•	Generate Rent Roll -- Vacancy loss entries are created for any units that are unleased or that have been unleased during any part of the time covered by Generate Rent Roll.

•	End Lease -- Vacancy loss entries are created based on the Vacancy Loss Date you enter when you terminate the lease.

•	Activate Lease -- If a unit is leased mid-month, Start Lease, Activate Lease creates negative vacancy loss entries to reverse a portion of the Vacancy Loss entries that were created by Generate Rent Roll at the beginning of the month.

When you set up a property, you specify whether vacancy loss will be tracked, which charges are considered Gross Potential Rent, and other options. The software creates vacancy loss entries automatically during Generate Rent Roll, and in Start Lease and Terminate Lease when tenants move in and out. When the Vacancy Loss entries are posted in Property Management, two General Ledger entries are created to debit the Vacancy Loss account and credit the Gross Potential Rent account. (In the case of Start Lease, these entries are a negative debit and a negative credit.)


Tracking miscellaneous sources of income

For each property you can set up Miscellaneous Income Sources to track income from sources such as conference room usage and laundry and vending machines. You enter miscellaneous income along with lease-related income in Cash Receipts. The software automatically accumulates year-to-date totals for each miscellaneous income source.

Related Topics


About intercompany accounting

When charges are billed in Property Management, they are accrued to the entity that owns the property. If a cash receipt for those charges is deposited to a bank belonging to a different entity, intercompany entries are automatically created to:

•	record that the entity depositing the cash into their bank now has a payable (due to the entity who 	owned the charges) on their balance sheet.

•	record that the entity who owned the charges, but didn't get the cash, now has a receivable (due from the entity that received the money) on their balance sheet.

This could happen, for example, if all cash receipts are deposited to a central bank account, and later dispersed to the various entities; or, for example, if a tenant writes one rent check for units in multiple properties that use different bank accounts (the check can be deposited to only one bank account).

The intercompany entries are created during Post Entries in Property Management.

Related Topics


About intracompany accounting

When tenant deposits are received in Cash Receipts, Property Management checks the receiving bank against the tenant deposit bank specified on the property to determine if they are the same. If they are different banks, but have the same prefix (indicating the same entity), intracompany entries are automatically created to indicate that money should be transferred between bank accounts. This could happen, for example, if a property has one bank account for operating cash and another bank account for tenant deposits, and a single check is received for rent and a deposit.

The Cash Transfer Control option on the property determines whether or not additional General Ledger and Cash Management entries are created during Post Entries in Property Management, as follows:

•	Automatic Transfer -- General Ledger and Cash Management cash transfer entries are automatically created.

•	Manual Transfer -- no General Ledger or Cash Management cash transfer entries are created.

If you use the Manual Transfer option, you need to print a report using the Property Management current transaction file to determine what cash transfer entries need to be made manually. When printing the report be sure to include these fields on the report: Accounting Date, Transfer From Account, Transfer To Account, Transfer To Bank, Transfer From Bank, Credit Amount, Debit Amount.

You make a manual adjustment by entering a withdrawal/deposit or (+/-) adjustments to the appropriate banks in Cash Management.

Related Topics


About creating multiple cash accounts per bank

Multiple cash accounts per bank are typically used by a company that has one central operating bank account but wants to keep separate cash accounts by property for printing balance sheets. When using this method, money is deposited into the central operating bank during Cash Receipts, and the cash account that is debited is determined by combining the base account from the operating bank with the prefix of the receivable account (accrual basis) or the revenue account (cash basis) on the charge transaction. In either instance, no intercompany entries are created.

Bank accounts are set up in the Cash Management application. When setting up the central bank with multiple cash accounts, select the bank as a Property Management bank, indicate to use a base account rather than a full account, and enter the cash base account.

For more information on setting up bank accounts, refer to Cash Management Help.

Related Topics


About Cash Management bank accounts for Property Management

When you set up a property in Property Management, you specify an Operating Bank for that property. If you hold tenant deposits, you also set up a bank account for each deposit. You may use the same bank account for both the Operating Bank and the Deposits Bank(s).

The bank accounts you use in Property Management must first be set up in the Cash Management application. In Cash Management, there are several options for setting up bank accounts. How you set up the bank accounts affects how cash entries are created in Property Management, as indicated in the following examples:

 Example of a central bank for all properties

 Example of a central bank with intercompany

 Example of a central bank without intercompany

 Example of separate banks by property

For more information on setting up bank accounts in Cash Management, refer to Cash Management Help.

Related Topics


Example of central bank with single cash account for all properties

Operating Bank = USB1

Balance Sheet Level = A

Bank USB1 = Cash Account 10-000-100

Note

•	The cash account for all entries posted to USB1 will be 10-000-100.


Example of separate bank account by property, each with its own cash account

Property ABC	Property XYZ
Prefix = 10-100	Prefix = 20-500
Operating Bank = USB1	Operating Bank = USB2
Bank USB1 = Cash Account 10-100-100	Bank USB2 = Cash Account 20-500-100
Notes

•	The cash account for all entries posted to USB1 will be 10-100-100.

•	The cash account for all entries posted to USB2 will be 20-500-100.


Example of a central bank with intercompany

Property ABC

Prefix = 10-100

Operating Bank = USB1

Bank USB1 = Cash Account 90-000-100

Note

•	When entries for Property ABC are posted using Bank USB1, the cash account will be 90-000-100. Because the property prefix and the cash account prefix are for different entities, an intercompany payable entry for prefix 90-000 and an intercompany receivable entry for prefix 10-100 will also be created.


Example of a central bank without intercompany

Property ABC	Property XYZ
Prefix = 10-100	Prefix = 20-500
Operating Bank = USB1	Operating Bank = USB1
Bank USB1 = Cash Account 100 (see notes below)

Notes

•	A base account only was entered as the Cash Account for Bank USB1 in Cash Management.

•	When entries are posted using Bank USB1, the cash account will be created using the base account from the bank and the prefix from the charge being paid. In the above example, entries posted for Property ABC using Bank USB1 will have a cash account of 10-100-100; entries posted for Property XYZ using Bank USB1 will have a cash account of 20-500-100. In either instance, because the cash account is for the same entity, no intercompany entries will be created.

•	For more information, see "multiple cash accounts" in the Help index or click Related Topics and select "About creating multiple cash accounts".


Using PM with 13 Period Accounting in GL

In General ledger, you can choose the option of using 13 period accounting. Thirteen period accounting may be used when all periods in GL correspond to a calendar month, and the 13th period is usually one day used for closing adjustments. Thirteen period account may also be used to divide the fiscal year into 13 equal periods of four weeks, rather than dividing the fiscal year monthly, with 12 periods of differing numbers of days. PM generally runs on a monthly basis. It is possible to run PM on a monthly basis while running GL on 13 period accounting.

When you choose a current period in PM (rolling the property's Period End Date) for determining the new period end date, PM calculates one calendar month from the month, day, and year of the current period end date.

 Examples of the 13th period adjustment

Note

•	If you are changing a prefix or adding a new property using GL 13 period accounting, you must enter the period end date manually. To determine the period end date, look at the fiscal year end date in GL and count back to the calendar month, day, and year for the period end date. Fiscal year end date in PM is the same as the fiscal year end date in GL.


Examples of the 13th period adjustment

Examples of how a 12 period PM property with a 13 period GL prefix might set up a 13th period adjustment:

Fiscal calendar with a 13th adjustment period with a fiscal year end date of 12/31/00

•	The first period of the fiscal year begins on 1/1/00 and ends on 1/31/00 for both PM and GL.

•	The 12th period ending date is 12/30/00 for GL and 12/31/00 for PM.

•	The 13th adjustment period ending date is 12/31/00 in GL.

Fiscal Calendar for 13 equal four-week periods with a fiscal year end date of 12/31/00

•	The first period of the fiscal year begins on 1/1/00 and ends on 1/28/00 for GL and 1/30/00 for PM.

•	The 12th period ending date is 12/2/00 for GL and 12/31/00 for PM.

•	The 13th adjustment period ending date is 12/31/00 in GL.

Fiscal calendar for 13 equal four-week periods with a fiscal year end date of 6/17/01

•	The first period of the fiscal year begins on 1/18/00 and ends on 7/15/00 in GL and 7/17/00 in PM.

•	The 12th period ends on 5/20/01 in GL and 6/17/01 in PM.

•	The 13th adjustment period ending date is 6/17/01 in GL.


Entering lease-related cash receipts

  1	From the Tasks menu, select Cash Receipts.

  2	If the system is set up to manually assign batches, a batch selection window opens. Click [OK] when finished entering batch information.

  3	Enter the bank account information in the Bank Deposit Selection window. Click [OK] when ready to continue to the Cash Receipts grid.

  4	If you are extending an existing deposit, a message displays indicating as such, and you are prompted to answer Yes or No to continue. When you extend a deposit, the original Batch ID is used, regardless of the Batch ID assigned or entered in step 2; a deposit cannot be split between batches.

  5	To enter multiple bank deposits per Cash Receipts session, click [Start New Deposit].

  6	In the grid at the top of the window, enter the general details of the payment. In the Pay Type column, you select the "tenant" to record a tenant payment and "Misc Income" to record a payment for miscellaneous income.

  7	Accept the Amount by pressing [Enter] or [Tab], or enter a different payment amount. The payment amount prefills with the tenant balance.

  8	Use the tabs in the lower portion of the window to designate how the payment will be applied. The payment can be applied to existing open items, new charges, deposits, prepayments, or as an open credit. The Amount Remaining in the lower right corner of the window indicates how much of the payment is left to be applied.

 How to apply a payment to open items

  9	You can move back and forth between the tabs in the bottom of the window to apply the payment, and you can change the amounts and other details in these tabs. You can also click on the active payment in the grid at the top of the window, and change general information about the payment.

10	When the payment is fully applied (so that Amount Remaining displays as zero), click [Save Payment]. Enter additional lease-related payments and/or miscellaneous income.

 How?

11	When done entering payments, click [Totals] to verify the total of your entries. If you are using Batch Totals, click [Batch] to see if your batch is in balance. Correct any errors you find.

 How?

12	Click [Close] to end the Cash Receipts session. In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

13	Specify a print destination for the journal and deposit slips. You can specify a separate print destination for receipts, if you indicated in PM Settings that you print tenant receipts. Click [Start] to complete processing.

14	Review the Cash Receipts journal and file it.

Tip

•	If you want entry grid columns to remain fixed (stationary) when Cash Receipt entry grids scroll to the left, mark the "Fix scrolling columns in Entry Tasks" box in PM Settings (Preferences tab). This enables you to easily identify which item you are currently on in the entry grids.

Related Topics


Overview

The Cash Receipts entry window is divided into two parts. The top section is a grid in which you enter general information about a payment, such as the tenant, the payment date and the payment amount. The bottom section of the window contains multiple tabs, in which you specify how the payment is to be applied. The payment can be applied to existing open items, to new charges, to deposits, as prepayments or as an open credit . Once you have fully applied the payment, click [Save Payment] to record the payment.

You can record miscellaneous income for the property in the same session you enter tenant payments. For more information, refer to the help topic "Entering miscellaneous income for a property."


How to apply a payment to open items

  1	After entering a payment in the top grid, the tenant's open items display in the Open Item tab in the lower part of the window (if the tenant has open items).

  2	The payment amount is automatically distributed to these open items.

  3	To change the amount applied to an open item, click the Pay Amount for the item and enter a new amount.

  4	To clear all Pay Amounts in the Open Items tab, click the right mouse button when in the Open Item grid and select the option Clear Payment Amounts. You can then enter new amounts, or leave them at zero.

  5	To change the open items that display, click the right mouse button when in the Open Item grid, select Filter, then select a filtering option.


Open item

An open item is the summarized record of the activity associated with a particular charge on a lease. For example, a single open item indicates how much was charged and how much was paid for January's rent.

Open items typically summarize those entries that have the same Charge Date and Summary Charge Type. For example the following transactions result in the open item shown:

Transaction	Charge Date	Charge Type	Summary  Charge Type	Amount
Charge	1-05-99	CAM1	CAM	$400.00
Charge	1-05-99	CAM2	CAM	$35.00
Payment	1-05-99		CAM	-$100.00

Open Item:

Charge Date	Summary Charge Type	Charge Amount	Credit Amount	Balance
1-05-99	CAM	$435.00	$100.00	$335.00


Correcting errors in Cash Receipts
Correcting errors made in Cash Receipts

If you find an error	Correct the error by
In the current row you are entering in the top grid.	Using [Tab] or [Shift + Tab] to move to the appropriate cell in the grid, and changing the entry.
In a payment you entered in a previous row in the top grid.	Clicking the row that has the error and changing the appropriate values. Click [Save Changes].
In the way the payment was applied to the open items.	Clicking the Open Items tab, then clicking the incorrect Payment Amount and entering a new amount. Click [Save Changes] when all corrections are made.
In a value entered in one of the tabs at the bottom of the window.	Clicking the tab and entering the correct value. Click [Save Changes] when all corrections are made.
In the batch control totals.	Clicking [Batch], entering the correct values, then clicking [OK].
After closing the Cash Receipts window but before posting the entries.	In Change Entries (Tasks, Change Entries), select the Tenant Payments or Miscellaneous Income Source tab, select the New transaction file, and make the necessary changes.
After posting the Cash Receipts.	In Change Entries (Tasks, Change Entries), select the Tenant Payments or Miscellaneous Income Source tab, select the Current transaction file, and make the necessary changes.


Entering miscellaneous income for a property

  1	From the Tasks menu, click Cash Receipts.

  2	If the system is set up to manually assign batches, a batch selection window opens. You may create a new batch or select an existing batch.

  3	Enter the bank account information in the Bank Deposit Selection window. Click [OK] when ready to continue to the Cash Receipts grid.

  4	In the grid at the top of the window, select Miscellaneous Income Source as the Pay Type field. Press [Tab] or [Enter] to continue.

  5	Enter the remaining details for the miscellaneous income payment. After entering the Amount, press [Enter] or [Tab].

  6	The Misc Inc Source tab will prefill based on the miscellaneous income source selected above.

With the exception of the Misc. Income Source column, you can change the data that prefills in this grid. If the incorrect miscellaneous income source was entered, you can change it in the  upper grid. The Amount Remaining (shown in the lower right corner of the window) indicates how much of the payment is left to be applied.

  7	When the payment is fully applied (so that Amount Remaining displays as zero), click [Save Payment]. Enter additional miscellaneous income or lease-related payments.

  8	When done entering payments, click [Totals] to verify the total of your entries. If you are using Batch Totals, click [Batch] to see if your batch is in balance. Correct any errors you find.

 How?

  9	To enter multiple bank deposits per Cash Receipts session, click [Start New Deposit].

10	Click [Close] to end the Cash Receipts session. In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

11	Specify a print destination for the journal and deposit slips. You can specify a separate print destination for receipts, if you indicated in PM Settings that you print tenant receipts. Click [Start] to complete processing.

12	Review the Cash Receipts journal and file it.

Tip

•	If you want entry grid columns to remain fixed (stationary) when Cash Receipt entry grids scroll to the left, mark the "Fix scrolling columns in Entry Tasks" box in PM Settings (Preferences tab). This enables you to easily identify which item you are currently on in the entry grids.

Related Topics


Overview

Follow these steps to record miscellaneous income such as revenue generated from conference room rental and vending machines. Tenant payments can be entered in the same session as miscellaneous income. Refer to the topic "Entering lease-related payments" for more information.


Creating periodic rent charges and other regularly scheduled charges

  1	From the Tasks menu, select Create Charges, Generate Rent Roll.

  2	Select whether you want to perform a Trial Run or actually create entries. Click [OK].

  3	Enter a Cutoff Date, Transaction Date and Accounting Date for the entries. You must enter these dates, even for a Trial Run. You can click [Prefill] to use the dates used in the previous run of Generate Rent Roll.

  4	If the Post Entries checkbox is available, indicate whether you want to post your entries now or later. The Post Entries checkbox is not available if you are performing a trial run.

 About Posting

  5	If needed, click [Ranges] to limit the properties to be included in the Trial Run or Create Entries session. You can also limit the leases or properties included in processing by entering [Conditions].

  6	Make any necessary print selections for the Generate Rent Roll journal and click [Start] to begin processing.

  7	If you performed a Trial Run, review the Generate Rent Roll journal for accuracy. Make any necessary corrections to your lease records. Perform a second Trial Run after making changes. When the Trial Run is accurate, repeat steps 1-6 above, using the Create Entries option.

  8	Review the journal produced from the Create Entries option and file it.

Notes

•	Timberline recommends that you perform a trial run first, and make any necessary changes to your lease records, before creating the actual entries.

•	Refer to "What's This?" Help in Property Management for a detailed explanation of each date field in the Generate Rent Roll window.

Related Topics


Trial run

A trial run produces a journal of all the charges that Generate Rent Roll will create and all scheduled increases that will take effect, using the date parameters you specified. The journal also includes Vacancy Loss and Straight Line Rent entries as well as the General Ledger entries that will be created when you post the charges. Trial runs do not change your data or create charges.


Overview

Charges that recur on a schedule (such as monthly rent or quarterly CAM) are created by Generate Rent Roll (Tasks, Create Charges menu). The charges, and their frequencies and other attributes, are specified when you set up or edit a lease, on the Lease Recurring Charges tab. The software uses the Next Date on the Recurring Charges tab to determine which charges to create. Generate Rent Roll also calculates Vacancy Loss and Straight Line Rent, if you set up properties to track vacancy loss and calculate straight line rent.  In addition, Generate Rent Roll puts scheduled increases into effect. For information on how to set up recurring charges refer to the Help topic "Setting up recurring charges for a lease."


Entering miscellaneous charges and adjustments

  1	From the Tasks menu, select Create Charges, Miscellaneous Entries.

  2	Select the Type of entry you need to make.

  3	If you are entering a Charge Adjustment, Credit Adjustment or Bad Debt Write-off, you can click [Open Items] to select the open item the entry applies to. This causes certain fields in the entry to be prefilled. Do not use a negative charge to correct an entry. Charge Adjustments and Credit Adjustments allow you to select the open item to apply to, ensuring that the adjustment and the charge are matched up properly.

  4	Enter or select the other details of the entry. Press [Tab] or [Enter] to move to the next column in a row, and at the completion of an entry.

  5	When done making entries, click [Totals] for verification. If you are using Batch Totals, click [Batch] to see if your batch is in balance. Correct any errors you find.

 How?

  6	Click [Close] when done. In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

  7	Make any necessary print selections and click [Start] to complete processing.

  8	Review the Miscellaneous Entries journal, and file it.

Notes

•	Negative charges should be used only for concessions. If you want to adjust a charge, use Charge Adjustment or Credit Adjustments.

•	If you enter a Tax Group, the appropriate tax transactions are automatically generated when you accept the entry. The tax transactions appear directly below their related entry and have a Charge Type of TAX.

Tip

•	If you want entry grid columns to remain fixed (stationary) when the Miscellaneous Entries grid scrolls to the left, mark the "Fix scrolling columns in Entry Tasks" box in PM Settings (Preferences tab). This enables you to easily identify which item you are currently on in the entry grid.

Related Topics


Overview

The Miscellaneous Entries command allows you to enter miscellaneous charges, charge adjustments, credit adjustments, bad-debt write-offs, reference entries, and accumulator adjustment entries. Typically, these are one-time entries or corrections that are not made automatically by any other processes in Property Management.


Correcting errors in Miscellaneous Entries

If you find an error	Correct the error by
In the current row you are entering in the grid.	Using [Tab] or [Shift + Tab] to move to the appropriate cell in the grid, and changing the value. You can also click [Cancel Entry] to remove the entry completely.
In a previous row in the grid.	Clicking the row with the error and changing the appropriate values. Click [Save Entry]. To delete an incorrect entry, click anywhere in the row, and click [Delete Entry].
In the batch control totals.	Clicking [Batch], entering the correct values, then clicking [OK].
After closing the Miscellaneous Entries window but before posting the entries.	In Change Entries (Tasks, Change Entries), select the Tenant Transaction tab, select the Current transaction file, and make the necessary corrections.
After posting the entries.	In Change Entries (Tasks, Change Entries), select the Tenant Transaction tab, select the Current transaction file, and make the necessary corrections.


Calculating and creating late charges

  1	From the Tasks menu, select Create Charges, Late Charges.

  2	Select whether you want to perform a Trial Run or actually create entries. Click [OK].

  3	Enter a Cutoff Date, Transaction Date and Accounting Date for the entries. You must enter these dates, even for a Trial Run. You can click [Prefill] to use the dates used in the previous run of Late Charges.

  4	If the Post Entries checkbox is available, indicate whether you want to post your entries now or later. The Post Entries checkbox is not available if you are performing a trial run.

 About Posting

  5	If needed, click [Ranges] to limit the properties and/or leases to be included in the Trial Run or Create Entries session. You can also limit the leases or properties included in processing by entering [Conditions].

  6	Make any necessary print selections for the Late Charges journal. Click [Start] to begin processing.

  7	If you performed a Trial Run, review the Late Charges journal for accuracy. Make any necessary corrections to the late charge controls in your lease records. Perform a second Trial Run after making changes. When the Trial Run is accurate, repeat steps 1-6 above, using the Create Entries option.

  8	Review the journal produced from the Create Entries option and file it.

  9	If appropriate, print Late Notices (from the Reports menu, select Forms, Late Notice).

Notes

•	Timberline recommends that you perform a trial run first, and make any necessary changes to your lease late charge controls before creating the actual entries.

•	Refer to "What's This?" Help in Property Management for a detailed explanation of each date in the Late Charges window.

Related Topics


Trial run

A trial run produces a journal of all the late charges that will be created, using the date parameters you specified. The journal includes a summary of the corresponding General Ledger entries (if you use the accrual accounting method). Trial runs do not change your data or create late charges.


Overview

Late charges are automatically calculated by the Late Charges menu command for eligible open items that are unpaid or (optionally) were paid after the due date. The software calculates late charges for each lease, based on the lease's open items and on the late charge controls you specified in the Lease Late Charges tabs.

You can generate late charges whenever you need to. However, Late Charges are typically generated at the end of every month or billing cycle.


Posting entries using the Post Entries command

  1	Back up your data files.

  2	From the Tasks menu, select Post Entries.

  3	In the Print Selection window, accept the Report Date or enter a new date.

  4	You can click [Ranges] to post entries for selected batches.

  5	Make any necessary print selections for the Post Entries report. Click [Start] to begin posting.

  6	Review the Post Entries report. If there are any entries that did not post, the Post Entries report explains the reason. Correct the problem and perform Post Entries again. Some entries may not have posted because the lease or tenant records were being accessed by another user when you performed Post Entries.

  7	File the Post Entries report.

Warning

•	Be sure to back up your data files before posting entries.

Note

•	All entries are posted except those that are part of a batch that is not in balance, those that are related to a record that is currently locked by another process, or those that are related to an error. The Post Entries Report lists the entries not posted, and offers a detailed explanation.

Related Topics


Overview

Entries can be posted automatically at the end of data entry sessions, or manually at the end of data entry sessions, or by using the Post Entries command (Tasks menu). This topic describes how to post entries using the Post Entries command. For a discussion of other methods, review the Help topic "About Posting Entries".

When Property Management entries are posted, tenant balances, lease balances, open items, and accumulator balances are affected and the entries move from a new transaction file to a current transaction file. In addition, Post Entries creates the corresponding entries to General Ledger, Accounts Payable, and Cash Management entries, if you indicated in PM Settings that Property Management should create entries for these applications.

If you set the Property Management Posting Setting in PM Settings to Automatic, entries are automatically posted at the end of your data entry sessions, and you only need to use the Post Entries command for entries that could not post earlier or that were created by an application other than Property Management.


About Posting Entries

When Property Management entries are created, they exist in a "new" transaction file, and have not yet affected lease balances, tenant balances, open items, or accumulator balances. When entries are posted, the following steps are performed (dependent on the type of entry):

  1	The entry moves from the "new" transaction file to the "current" transaction file.

  2	Open items are created or adjusted.

  3	Lease balances change. Lease deposit and interest balances change. Other lease fields may be affected as well.

  4	Tenant balances change.

  5	Accumulator balances change.

  6	General Ledger entries are created (if you set the controls in PM Settings to create General Ledger entries).

  7	Accounts Payable invoices are created for interest payments, refunds and management fees (if you set the controls in PM Settings to create Accounts Payable entries).

  8	Cash Management entries are created for deposit refunds, returned checks and interest payments (if you set the controls in PM Settings to create Cash Management entries).

  9	The Post Entries report prints, which summarizes the entries that were posted and the entries created for General Ledger, Accounts Payable, and Cash Management. It also lists entries that did not post and explains why. The most common reasons that an entry does not post are:

•	The batch is not in balance.

•	The entry is related to a record that was locked by another Property Management process at the time of posting.

•	The entry is related to a record that does not exist.

If you set the Property Management Posting Setting in PM Settings to Automatic, entries are automatically posted at the end of your data entry sessions. If this is the case you may still need to use the Post Entries command (Tasks menu) to post entries from a batch that was not in balance, entries that could not post because of a problem or conflict, and entries created by an application other than Property Management.

If you set the Property Management Posting Setting In PM Settings to Manual, a Post Entries checkbox is available at the end of each of your data entry sessions, if you have security to Post Entries and if the batch is in balance. If you do not mark this Post Entries checkbox, you need to use Post Entries from the Tasks menu to post the entries.

Warning

•	Before posting entries, you should back up your data files. If you should experience a power failure or if you have to make a major correction, you can rely on your backup files. If entries are posted at the end of your data entry sessions, backup your files prior to starting each data entry session.

Related Topics


Entering an NSF check or reversing a payment

  1	From the Tasks menu, select Returned Checks. (The title of this command may be different if you changed the description of CM Check in Custom Descriptions.)

  2	Select the appropriate tenant. After selecting the tenant, if desired you can sort the checks by Payment Date, Payment Method, Check Number or Amount column in the grid.

 How?

  3	Highlight the payment to be processed as "returned." Click [Details] to review the entries that make up the payment. Click [Returned Check] to process the payment reversal.

  4	Complete the entries in the Returned Check window. The Returned Check Fee is optional. Unmark the box "Increase returned check count" for payments that are being reversed due to error. Click [OK] when you complete the entries in this window.

  5	Repeat steps 2-6 above for additional "returned" checks.

  6	Click [Close] when done entering returned checks. In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

  7	Make any necessary print selections for the journal. Click [Start] to complete processing.

  8	Review the Returned Check journal, and file it.

Notes

•	If the payment you select to process as "returned" created an open credit, and that open credit has already been refunded, the Returned Check - Refunded Credit window opens. A new charge will be created to recover the refunded credit. Indicate a charge type, dates, and a description for this charge.

•	If the payment you select to process as "returned" included a deposit payment, and that deposit has already been refunded, the Returned Check - Refunded Deposit window opens. A new charge will be created to recover the refunded deposit. Indicate a charge type, dates, and a description for this charge.

•	Refer to "What's This?" Help in Property Management for a detailed explanation of each field you encounter.

Related Topics


Overview

The command Returned Checks (Tasks menu) is used to reverse payments that are rejected (due to a returned check, for example) or that were entered incorrectly. Any type of payment may be reversed, even cash payments. You can reverse payments in the current and history transaction files. You can create a Returned Check Fee at the same time you enter a returned payment.

When the Returned Check entries are posted, the open items that were paid by the reversed payment are reinstated, and the Returned Check information on the tenant and lease records is updated.


Correcting errors made in Returned Checks

If you	Correct the error by
Entered the wrong returned check fee.	Entering a CHG or CHGA (adjustment) in Miscellaneous Entries (Tasks menu), using the returned check fee charge type, and the same charge date as used in the original returned check fee entry. Enter a positive amount to increase the fee; a negative amount to decrease the fee.
Processed the wrong check in Returned Checks.	If you are still in a Returned Checks session, click the [Undo Return] button on the Returned Checks Selection window. If you have ended the Returned Checks session, Re-entering the check through Cash Receipts. When doing so, select the same open items, then return the correct check.
Forgot to mark or unmark the Increase Returned Check Count box in Returned Checks.	Manually changing the returned check count for the lease in the General, Misc tab (Tasks, Manage Leases menu, Change Lease). Manually change the returned check count for the tenant in the General tab (Setup menu, Tenants).
Related Topics


Closing the current period

  1	Back up your data files.

 About?

  2	From the Tasks menu, select Close Current Period.

  3	In the Print Selection window, click [Ranges] and select the properties to process. Click [OK].

  4	Make any necessary print selections for the Close Period Report and click [Start].

  5	Review the Close Current Period report, and file it.

Warning

•	Be sure to back up your data files before performing Close Current Period.

Related Topics


Overview

Close Current Period is used to end one billing period, and start the new billing period. Close Current Period can process one property, or several, or all properties.

Timberline recommends that you run Close Current Period just before you are ready to perform Generate Rent Roll for a new billing period.

For each property processed, Close Current Period advances the Period End Date on the property, sets the Previous Balance equal to the Balance on the lease records, processes occupancy figures, and deletes old occupancy records. Additional changes are made to your Property Management data when Close Current Period advances to a new calendar or fiscal year.


Refunding, forfeiting, applying, and transferring deposits

  1	From the Tasks menu, select Refund/Apply, then select Refund/Apply Deposits. (If the status of a lease is Terminated, you can access these tasks when you reconcile a lease.)

  2	Indicate the lease, unit and tenant associated with the deposit. The fields you have to choose from will vary based on your Lease Selection option in PM Settings. All deposits with a deposit balance, an interest balance, or an interest paid balance will display in the Deposits list at the bottom of the window.

  3	Highlight the deposits you want to process. To highlight multiple deposits, hold down the [CTRL] key and click the left mouse button on the appropriate deposits.

  4	Click [Accrue] to accrue interest on the deposit(s), so that you are working with the most current interest amount. [Accrue] is only available on interest-bearing deposits. Enter an Accrue Through date and Accounting and Transaction dates. Click [OK].

  5	Click the appropriate button to process the deposits: [Refund], [Apply], [Forfeit] or [Transfer]. If the button appears in gray, the process is unavailable.

 How to refund deposits

 How to forfeit deposits to charges

 How to apply deposits to charges

 How to transfer deposits to another lease

  6	Repeat steps 2-5 if you have additional deposits to process.

  7	When done processing deposits, click [Close]. In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

  8	Make any necessary print selections and click [Start].

  9	Review the Refund/Apply Deposits Journal, and file it.

Related Topics


Overview

A single deposit can be handled in multiple ways, so that you can forfeit or transfer part of it to charges, apply or transfer part of it, refund or transfer the remainder, or leave part of it as a deposit. Always accrue deposit interest before forfeiting, applying, refunding, or transferring deposits, so that you are working with an up-to-date interest amount.

If you refund a deposit, an Accounts Payable invoice is created so that the tenant can be paid (if you set the controls in PM Settings to create Accounts Payable entries).

You can also accrue, refund, apply, forfeit, and transfer deposits in the Reconcile Account process of Terminate Lease and Amend Lease, and in the Reconcile Account process of Start Lease (when canceling a future lease).


How to refund deposits

  1	Click [Refund]. The Refund Deposits window opens.

  2	Enter the total refund amount for the selected deposit(s). Enter the total amount of the deposit to be refunded. Enter the total amount of the interest to be refunded.

  3	Enter a Transaction Date and Accounting Date.

  4	Click [OK] to accept the refund. If you completely refunded the selected deposit, the deposit no longer displays in the selection list. If you refunded part of the deposit, the Deposit Balance is reduced.


How to apply deposits

  1	Click [Apply]. The Apply Deposits window opens.

  2	Enter a Transaction Date and Accounting Date for the Apply Deposits and Apply Interest entries.

  3	The open items associated with the lease display in the grid at the bottom of the window. The selected deposit(s) are automatically applied to these open items based on the selected deposit amount.

  4	You can change the amounts in the Interest Applied and Deposit Applied columns by clicking an amount and entering a new value.

  5	To apply a deposit to a new charge, click [New Charge]. Enter the charges in the window that opens. Click [Close] when done. The new charges you entered now appear in the open item list, and you can apply the deposit to them.

  6	When satisfied with the amounts in the Interest Applied and Deposit Applied columns, click [OK]. If you applied the entire selected deposit, the deposit no longer displays in the selection list. If you applied part of the deposit, the Deposit Balance is reduced.

Related Topics


How to forfeit deposits

  1	Click [Forfeit]. The Forfeit Deposits window opens.

  2	Enter a Transaction Date and Accounting Date for the Apply Deposits and Apply Interest entries.

  3	The open items associated with the lease display in the grid at the bottom of the window. The selected deposit(s) are automatically forfeited to these open items based on the selected deposit amount.

  4	You can change the amounts in the Deposit Forfeited column by clicking an amount and entering a new value.

  5	To forfeit a deposit to a new charge, click [New Charge]. Enter the charges in the window that opens. Click [Close] when done. The new charges you entered now appear in the open item list, and you can forfeit the deposit to them.

  6	When satisfied with the amounts in the Deposit Forfeited column, click [OK]. If you forfeited the entire selected deposit, the deposit no longer displays in the selection list. If you forfeited part of the deposit, the Deposit Balance is reduced.

Note

•	Deposit interest cannot be forfeited; however, it can be applied to charges or refunded.

Related Topics


How to transfer deposits
How to transfer deposits to another lease

  1	Click [Transfer]. The Transfer Deposits window opens.

  2	Enter a Transaction Date and Accounting Date.

  3	Deposits for leases with the same property and tenant display in the grid at the bottom of the window. (The system attempts to match deposits to the same deposit type and unit.)

  4	You can change the amounts in the Deposits transferred and Interest Transferred columns by clicking an amount and entering a new value.

  5	When satisfied with the amounts in the Deposits grid, click [OK]. If you transferred the selected deposit(s) in its entirety, the deposit(s) no longer displays in the Deposits selected list. If you transferred part of the deposit(s), the Total interest and Total balance fields are reduced.


Refunding and applying credits

  1	From the Tasks menu, select Refund/Apply. Then select Refund/Apply Credits.

  2	Indicate the lease, unit and tenant associated with the credit to be processed. All credits for the lease display in the list at the bottom of the window.

  3	Highlight the credits you want to process. To highlight multiple credits, hold down the [CTRL] key and click the left mouse button on the appropriate credits.

  4	Click the appropriate button, [Refund] or [Apply], to process the credits. Any combination of these two processes can be completed for the selected credits.

 How to refund credits

 How to apply credits to charges

  5	Repeat steps 2-4 if you have additional credits to process.

  6	When done processing credits, click [Close]. In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

  7	Make any necessary print selections and click [Start].

  8	Review the Refund/Apply Credits Journal and file it.

Related Topics


Overview

You can refund credits, or apply credits to existing open items or new charges associated with the lease. You can apply part of a credit to charges, and refund the remainder, or leave the remainder as a credit.

If you refund a credit, an Accounts Payable invoice is created so that the tenant can be paid (if you set the controls in PM Settings to create Accounts Payable entries).

You can also refund and apply credits in the Reconcile Account process of Terminate Lease and in the Reconcile Account process of Start Lease (when canceling a future lease).


How to refund credits

  1	Click [Refund]. The Refund Credits window opens.

  2	Enter a Transaction Date and an Accounting Date.

  3	Enter the amount of the credit to be refunded.

  4	Click [OK] to accept the refund. If you completely refunded a selected credit, the credit no longer displays in the selection list. If you refunded part of the credit, the Credit Balance is reduced.


How to apply credits to charges

  1	Click [Apply]. The Apply Credits window opens.

  2	Enter a Transaction Date and Accounting Date.

  3	The open items associated with the lease display in the grid at the bottom of the window. The selected   credit(s) are automatically applied to these open items.

  4	You can change the amounts in the Credit Applied column by clicking an amount and entering a new value.

  5	To apply a credit to a new charge, click [New Charge]. Enter the charges in the window that opens. Click [Close] when done. The new charges you entered now appear in the open item list, and you can apply the credit(s) to them.

  6	When satisfied with the amounts in the Credit Applied column, click [OK]. If you applied an entire selected credit, the credit no longer displays in the selection list. If you applied part of a credit, the Credit Balance is reduced.


Accruing interest on deposits

  1	From the Tasks menu, select Deposit Interest, Accrue Interest.

  2	Select whether you want to perform a Trial Run or actually create entries. Click [OK].

  3	Enter an Interest Cutoff Date, Transaction Date and Accounting Date for the entries. You must enter these dates, even for a Trial Run.

  4	If the Post Entries checkbox is available, indicate whether you want to post your entries now or later. The Post Entries checkbox is not available if you are performing a trial run.

 About Posting

  5	If needed, click [Ranges] to limit the properties to be included in the Trial Run or Create Entries session. You can also limit the deposit records included in processing by entering [Conditions].

  6	Make any necessary print selections for the Accrue Interest journal and click [Start] to begin processing.

  7	If you performed a Trial Run, review the Accrue Interest journal for accuracy. Make any necessary corrections to your lease and interest rate records. Perform a second Trial Run after making changes. When the Trial Run is accurate, repeat steps 1-6 above, using the Create Entries option.

  8	Review the journal produced from the Create Entries option and file it.

Notes

•	Timberline recommends that you perform a trial run first, and make any necessary changes to your lease records or to interest rates, before creating the actual entries.

•	If interest has already been accrued on a deposit, it cannot accrue again for the same accrual period.

Related Topics


Trial run

A trial run produces a journal of all of the interest accrual entries that will be created, using the date parameters you specified. The journal includes a summary of the corresponding General Ledger entries that will be created. Trial runs do not change your data and do not accrue interest.


Overview

Interest can be accrued in Terminate Lease, Refund/Apply Deposits, Pay Interest and by selecting the Accrue Interest command from the Tasks, Deposit Interest menu. This topic describes how to accrue interest using the Accrue Interest command. Refer to the Related Topics for descriptions of the other methods of accruing interest.

Interest is accrued on refundable deposits based on the length of time the deposit has been held, the interest rate for the deposit, and other details entered in the lease deposit record.

When you post the Property Management entries created by Accrue Interest, they increase the Interest Balance on the Lease Deposit records, and create the appropriate General Ledger entries (if you set the controls in PM Settings to create General Ledger entries).


Paying interest on deposits

  1	From the Tasks menu, select Deposit Interest, Pay Interest.

  2	Select whether you want to perform a Trial Run or actually create entries. Click [OK].

  3	Enter a Transaction Date and Accounting Date for the entries. You must enter these dates, even for a Trial Run.

  4	If the Post Entries checkbox is available, indicate whether you want to post your entries now or later. The Post Entries checkbox is not available if you are performing a trial run.

 About Posting

  5	Select to pay interest at lease anniversary or at year end, or both. Enter a range of lease anniversary dates if you selected that option.

  6	You can click [Ranges] to limit the properties to be included in this session. You can also limit the deposit records included in processing by entering [Conditions].

  7	Make any necessary print selections for the Pay Interest journal and click [Start] to begin processing.

  8	If you performed a Trial Run, review the Pay Interest journal for accuracy. Make any necessary corrections to your lease and interest rate records. Perform a second Trial Run after making changes. When the Trial Run is accurate, repeat steps 1-7 above, using the Create Entries option.

  9	Review the journal produced from the Create Entries option and file it.

Notes

•	Timberline recommends that you perform a trial run first, and make any necessary changes to your lease records or to interest rates, before creating the actual entries.

•	The Pay Interest command automatically accrues interest before creating the Pay Interest entries. Interest is accrued and paid on refundable, interest-bearing deposits.

•	If interest has already been accrued on a deposit, it will not accrue again for the same accrual period. Likewise, interest will not be paid twice.

Related Topics


Overview

Interest can be accrued and paid in Terminate Lease, Refund/Apply Deposits, and by selecting the Pay Interest command from the Tasks, Deposit Interest menu. This topic describes how to accrue and pay interest using the Pay Interest command. Refer to the Related Topics for descriptions of the other methods of accruing and paying interest.

The Pay Interest command automatically accrues interest before creating the Pay Interest entries. Interest is accrued and paid on refundable, interest-bearing deposits that meet the parameters you specify.

When you post the Property Management Pay Interest entries, the software creates an Accounts Payable invoice for the interest balance for each tenant that needs to be paid (if you set the controls in PM Settings to create Accounts Payable entries). Later, you print a check for the tenant in Accounts Payable.


Deposits

There is no need to enter a new charge to apply a payment for an existing tenant deposit. Simply enter the amount in the Adjustment Amount column on the Deposits tab to distribute the cash to the desired Deposit Type. Deposit Types are set up on the tenant's lease.


Reports (Reports menu)

Use to print this application's reports. The reports that display are either supplied by Timberline or created with Report Designer.

 Windows

Related Topics


 Reports

Use to print this application's reports. The reports that display are either supplied by Timberline or created with Report Designer. See Printing a report for detailed instructions.


Repeat Last Report - My Reports

Click [image] to repeat the last report used from this list or click the down arrow to display this application's reports which are supplied by Timberline or created with Report Designer. See Printing a report for detailed instructions.


Reports windows

 Data File Selection

 Report Print Selection


Data File Selection window

Use to select the file type for each record included in the report design. You can specify more than one file for unnamed files for each record. This window opens only when file type information is needed to process and print the report.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Record

If more than one record is listed, select the record type to use when printing the report. All records that share the same file type are listed, but only one is available. Only records that can be found in more than one file type are listed. For example, if you include vendor name and address in the design, AP - Vendor does not display in the Record list because vendor records are found only in the Accounts Payable Master (APM) file. However, if you include invoice in the design, AP - Invoice displays in the Record list because invoice records are found in the new and history Accounts Payable Invoice (API) files and in the Accounts Payable Master (APM) file.


File

Select the file type to use for the highlighted record when printing the report.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Report Print Selection window

Use to specify print options before printing a report. If required prompt fields have been set up for this report, they will display in the upper portion of this window along with the Report date field. Report date prefills with the system date, but you can change it as needed.

The Printer Information area displays the current printer and page setup information.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] displays with asterisks if printer options are changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] displays with asterisks if page options are changed.


[Ranges]

Opens a Ranges window to specify a range of records and possibly sub-records to access during processing. [Ranges] displays with asterisks if ranges are specified.


[Conditions]

Opens the Add Condition window if no conditions are specified, or opens the Condition Selection window if conditions are specified. [Conditions] displays with asterisks if conditions are specified.


[Start]

Begins processing, which includes printing according your print selections.


[Cancel]

Closes this window without accepting any of the current entries.


[Print Preview]

Opens the Print Preview window to view the pages before printing.


[Help]

Starts Help and displays information about this window.


About prompt fields

A prompt field is a special, user defined field in a report design that displays in the Report Print Selection window when you select the report for printing. Prompt fields allow the operator to respond to a question, enter values, mark boxes, or select a value from a list. Prompt fields can be used in a report design as report fields and in conditions and formulas. Required prompt fields must be completed by the operator at print time. Required prompt fields display at the top of the Report Print Selection window.


Printing reports

  1	From the Reports menu, select the desired report.

  2	If the Data File Selection window opens, select the desired file type (master, invoice, etc.).

  3	If using named files, select the desired file.

  4	Complete the required prompt fields, such as Report date displayed at the top of the window.

  5	Make other print selections such as needed.

  6	Click [Start] to begin processing and printing the report.

Related Topics


Overview

When you select the Reports menu, a list of available reports for this application displays. The reports listed are those provided by Timberline and any others created in Report Designer.


About the interface with Report Designer

Use Report Designer to create, modify, copy, and delete report designs. Also, use Report Designer to set up security on individual designs to limit access to reports.

Related Topics


Reports Manager (Reports menu)

Use to modify the Reports menu. You can add, delete, or change report names, change shortcut (access) keys, change menu groups, or rearrange the order in which the report names appear on the menu.

 Windows

Related Topics


Reports Manager

Use to modify the Reports menu. Refer to Changing report names on the Reports menu for detailed instructions.


Reports Manager windows

 Arrange Reports Menu

 Change Report

 Menu groups

 New Report

 Reports Manager

 Report Options


Reports Manager window

Use to initiate various report menu tasks using the buttons on the right hand side. This window functions like a hub, providing a central window from which report tasks can be performed. For example, you might want to delete an item from the reports menu or just modify it, or you might want to change the order in which an item appears on the menu.

For help on an item in this window, click [image] on the toolbar and then click the item.


Report name

Displays both the menu group, if one is assigned, and the report name as displayed on the Reports menu. The menu group always precedes the report name and is separated from the report name by a hyphen.


[Close]

Closes this window and returns to the main application window.


[New]

Opens the New Report window to add reports to the Reports menu.


[Change]

Opens the Change Report window to change the name, menu group, and source of reports on the Reports menu.


[Delete]

Deletes report names from the Reports menu.


[Arrange]

Open the Arrange Reports Menu window to change the order of report names as they appear on the Reports menu.


[Help]

Starts Help and displays information about this window.


New Report window

Use to add reports to the Reports menu.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Report name

Enter the name of the report (up to 30 characters) as you want it to appear on the Reports menu.


Menu group

To assign this report to a menu group, enter a menu group name. You can also click [List] to select an existing menu group.


Source

Select the source of the report:

•	TS report design -- The source is a report design created in Report Designer (TR). TR report design file names end in .rpt. For example: PM Lease Abstract.rpt.

•	Crystal report design -- The source is a report design created in Crystal Reports. Crystal report file names end in (CR).rpt. For example: PM Lease Abstract (CR).rpt.

•	Special -- The source has more than one report design, is a hard-coded report, or is not a report design.

•	Several different report designs can exist for a single report. For example, there are two report designs for the AP Check Register: the AP Check Register(AP).rpt and the AP Check Register(CM).rpt. The system determines the correct report based on installed applications and post and interface settings.

•	GL Current Ledger and Year-to-date Ledger are hard-coded reports created for General Ledger.

•	Statements are created in Financial Statement Designer and statement file names end in .fsd. A special interface is used to list and run financial statements from the GL report menu.


File name

Accept the prefill or enter a different report design to use to print the report. You can also click [List] to select a report design from the List Report Designs window. This field is available for TS report design and Crystal report design sources only.


Special name

Select the name of the special report source to use to print the report. This item is available only when Special is selected as the Source.

•	Several different report designs can exist for a single report. For example, there are two report designs for the AP Check Register: the AP Check Register(AP).rpt and the AP Check Register(CM).rpt. The system will determine the correct report based on installed applications and post and interface settings.

•	GL Current Ledger and Year-to-date Ledger are hard-coded reports created for General Ledger.

•	Statements are created in Financial Statement Designer and statement file names end in .fsd. A special interface is used to list and run financial statements from the GL report menu.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list you can select from for the current item in this window.


[Options]

Opens the Report Options window to change shortcut keys or toolbar text for reports.


[Help]

Starts Help and displays information about this window.


Change Report window

Use to change the name, menu group, and source of reports on the Reports menu.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Report name

Accept the prefill or enter a different report name as you want it to appear on the Reports menu.


Menu group

Accept the prefill or enter a different menu group name. You can also click [List] to select an existing menu group.


Source

Select the source of the report:

•	TS report design -- The source is a report design created in Report Designer (TR). TR report design file names end in .rpt. For example: PM Lease Abstract.rpt.

•	Crystal report design -- The source is a report design created in Crystal Reports. Timberline created Crystal report file names end in (CR).rpt. For example: PM Lease Abstract (CR).rpt.

•	Special -- The source has more than one report design, is a hard-coded report, or is not a report design.

•	Several different report designs can exist for a single report. For example, there are two report designs for the AP Check Register: the AP Check Register(AP).rpt and the AP Check Register(CM).rpt. The system determines the correct report based on installed applications and post and interface settings.

•	GL Current Ledger and Year-to-date Ledger are hard-coded reports created for General Ledger.

•	Statements are created in Financial Statement Designer and statement file names end in .fsd. A special interface is used to list and run financial statements from the GL report menu.


File name

Accept the prefill or enter a different report design to use to print the report. You can click [List] to select a report design from the List Report Designs window. This field is available for TS report design and Crystal report design sources only.


Special name

Select the name of the special report source to use to print the report. This item is available only when Special is selected as the Source.

•	Several different report designs can exist for a single report. For example, there are two report designs for the AP Check Register: the AP Check Register(AP).rpt and the AP Check Register(CM).rpt. The system will determine the correct report based on installed applications and post and interface settings.

•	GL Current Ledger and Year-to-date Ledger are hard-coded reports created for General Ledger.

•	Statements are created in Financial Statement Designer and statement file names end in .fsd. A special interface is used to list and run financial statements from the GL report menu.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list you can select from for the current item in this window.


[Options]

Opens the Report Options window to change shortcut keys or toolbar text for reports.


[Help]

Starts Help and displays information about this window.


Menu groups window

Use to assign reports to menu groups.

For help on an item in this window, click [image] on the window and then click the item.


Menu groups list

Select the menu group you want to assign to the report.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Report Options window

Use to change the shortcut (access) keys or toolbar text for reports on the Reports menu.

For help on an item in this window, click [image] on the window and then click the item.


Report name

Accept the prefill or enter a different letter from the report name to act as its shortcut key from the Reports menu.


Menu group

Accept the prefill or enter a different letter from the menu group name to act as its shortcut key from the Reports menu.


Tool Bar Text

Accept the prefill or enter a different name (up to eight characters) to identify the report on toolbar icons. Use the Toolbar tab (Customize window) to add icons to the toolbar.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Arrange Reports Menu window

Use to change the order of report names as they appear on the Reports menu.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Report name

Displays report names of the selected application by menu group. Click [Move up] or [Move down] to change their order on the Reports menu.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Move up]

Moves the report up in the list.


[Move down]

Moves the report down in the list.


[Help]

Starts Help and displays information about this window.


Adding report names to the Reports menu

  1	From the Reports menu, select Reports Manager.

  2	Select the desired application.

  3	Click [New].

  4	Enter the name of the report as you want it to appear on the Reports menu.

  5	To assign this report to a menu group, enter a menu group name. You can also click [List] to select an existing menu group.

  6	Select the source file. For detailed information about source files, click [image].

  7	Change shortcut keys or toolbar text for the report.

 How?

Tip

•	You can also type the full pathname of the report design in File name, such as C:\PROGRAM FILES\TIMBERLINE OFFICE\ACCOUNTING\REPORT \AP OPEN INVOICES.RPT.

Related Topics


Changing report names on the Reports menu

  1	From the Reports menu, select Reports Manager.

  2	Select the desired application.

  3	Select the desired report and click [Change].

  4	Accept the prefill or enter a different report name as you want it to appear on the Reports menu.

  5	Accept the prefill or enter a different menu group name. You can also click [List] to select an existing menu group.

  6	Select the source file. For detailed information about source files, click [image].

  7	Change shortcut keys or toolbar text for the report.

 How?

Tip

•	You can also type the full pathname of the report design in File name, such as C:\PROGRAM FILES\TIMBERLINE OFFICE\ACCOUNTING\REPORT\AP OPEN INVOICES.RPT.

Related Topics


Changing report options

  1	From the New Report or Change Report window, click [Options].

  2	Accept the prefill or enter a different letter from the report name to act as its shortcut key from the Reports menu.

  3	Accept the prefill or enter a different letter from the menu group name to act as its shortcut key from the Reports menu.

  4	Accept the prefill or enter a different name to identify the report on toolbar icons.

Tip

•	You can also click underneath the letter in the report name or menu group name to select it as the shortcut key.

Related Topics


Arranging report names on the Reports menu

  1	From the Reports menu, select Reports Manager.

  2	Select the desired application.

  3	Click [Arrange].

  4	Select the desired report name.

  5	Click [Move up] or [Move down] to move the report up and down in the list.

Related Topics


Overview

The Arrange Reports Menu window displays the list of report names as they appear on the Report Manager window. The system uses this list to generate the report menus that display for each application when you select the Reports menu. The group names display once on the report group menu in the order in which the system encounters them on the list.

To change the order in which the reports are listed on the menu, you need only rearrange them on the list. It is not necessary to keep the report names for a group clustered together on the list. The system searches the entire list when a menu is displayed. However, grouping report names on the list can make reading the list easier for you.


Deleting report names on the Reports menu

  1	From the Reports menu, select Reports Manager.

  2	Select the desired application.

  3	Select the desired report.

  4	Click [Delete]. A message window displays to confirm that you want to delete the selected report name. Click [Yes] to delete it from the Reports menu. Click [No] to keep it.

Related Topics


Assigning menu groups to reports

  1	From the Reports menu, select Reports Manager.

  2	Select the desired application.

  3	Select the desired report and click [Change].

  4	Accept the prefill or enter a different menu group name. You can also click [List] to select an existing menu group.

Related Topics


Overview

Menu groups (or sub-menus) allow you to group like reports together. Using menu groups can help you quickly locate reports when you need them. For example, you could assign a menu group called AP Reconciliation Reports to all of the reports you use to reconcile your accounts payable. When you select the AP Reconciliation Reports menu group from the Reports menu, the reports you assigned to this menu group are listed.


Source files

When you add or change a report name, you must select the source file of the report design. Source files can be the following:

•	TS report design -- The source is a report design created in Report Designer (TR). TR report design file names end in .rpt. For example: PM Lease Abstract.rpt.

•	Crystal report design -- The source is a report design created in Crystal Reports. Timberline created Crystal report file names end in (CR).rpt. For example: PM Lease Abstract (CR).rpt.

•	Special -- The source has more than one report design, is a hard-coded report, or is not a report design.

•	Several different report designs can exist for a single report. For example, there are two report designs for the AP Check Register: the AP Check Register(AP).rpt and the AP Check Register(CM).rpt. The system determines the correct report based on installed applications and post and interface settings.

In the above example, if Accounts Payable (AP) interfaces with Cash Management (CM), the system will select the AP Check Register (CM).rpt. If CM is not installed or not interfacing with AP, the system will select the AP Check Register (AP).rpt.

•	GL Current Ledger and Year-to-date Ledger are hard-coded reports created for General Ledger.

•	Statements are created in Financial Statement Designer and statement file names end in .fsd. A special interface is used to list and run financial statements from the GL report menu.


Taxes (Setup menu)

 Tax Rates

 Tax Groups


Tax Rates (Setup, Taxes menu)

Use to set up individual taxes. These taxes are used in conjunction with tax groups during invoice entry to calculate taxes automatically for invoices created in Accounts Payable, Accounts Receivable, and Billing.

If you are interfacing with General Ledger, you may want to enter the account numbers in the application settings to be used when creating entries in General Ledger for tax entries.

For help on an item in this window, click [image] in the window and then click the item.

Related Topics


Taxes — Tax Rates

Use to set up individual taxes. These taxes are used in conjunction with tax groups during invoice entry to calculate taxes automatically for invoices created in Accounts Payable and Billing. These taxes are also used during Enter Invoices in Accounts Receivable, however, the taxes are not calculated automatically. See Setting up taxes for detailed instructions.


Tax

Enter an identification (ID) for the tax. You can click [List] to select a Tax Rate ID. You can set up tax IDs that are alphabetic or numeric. You may want to name different taxes using some coding scheme. For example, if you are entering state sales tax for California, you might use a tax ID of CA.


Description

Enter a description for the tax (up to 30 characters). This description displays when setting up Tax Groups.


Tax liability payee

Enter the vendor ID to use for this tax. You can click [List] to select a vendor ID. This name can be used during Inquiry and when creating reports. This is the ID of the taxing authority that you are collecting tax for.


Percentage

Enter the tax rate or percentage for this tax (up to 3.4 digits). Enter the rate with a decimal. For example, enter 5.1% as 5.1. This is used to calculate the tax amount that prefills in the Distribution entry grid during invoice entry in Accounts Payable and the amount applied to the invoice during Generate Invoices in Billing. A rate of zero can be entered for the tax.


State

Enter the state in which this tax ID is set up. You can use this for reporting all taxes by state or area.

The title of this item may be different if changed in Custom Descriptions.


Debit account

This field does not apply to Property Management.


Credit account

If you are interfacing with General Ledger, enter the General Ledger account you want to use for tax liability (credit) transactions. You can click [List] to select an account number. If you are tracking actual and liability taxes, this account is required.

If you use the control account type feature in General Ledger, enter an Other control account or a non-control account.


Retainage debit account

This field does not apply to Property Management.


Retainage credit account

This field does not apply to Property Management.


Tracking tax retainage in AR

This field does not apply to Property Management.


Tracking tax retainage in AP

This field does not apply to Property Management.


Compound Tax Rates

Mark this box to compound the tax rates on all distributions using this tax group.

The total tax group percentage must not be greater than 100% or less than - 100%. Positive and negative percentages are not allowed in the same Tax Group (i.e., all tax rates must be positive, or all tax rates must be negative).

This feature does not apply to Property Management.


About compounding tax rates

There are two options for calculating the tax amount for a distribution.

•	You can apply each tax rate individually to the distribution amount. For example, you have a $100.00 distribution with a tax group containing two tax rates: Tax A = 10% and Tax B = 20%. Each rate is applied to the distribution amount, resulting in tax amounts of $10.00 and $20.00, for a total $30.00 tax liability. This is the default calculation method.

•	Compound the tax rate. For example, you have a $100.00 distribution with a tax group containing two tax rates: Tax A = 10% and Tax B = 20%. Tax A is $10.00, but Tax B is calculated on the distribution amount plus the tax amount calculated for Tax A. Tax B is calculated on $110.00, making it $22.00, for a total of$32.00 tax liability. To use this option, mark the Compound tax rates box in Tax Groups (Setup, Taxes).


Exclude AR tax in amount sent to Job Cost

If you are creating entries in Accounts Receivable for Job Cost and do not want the tax amount included in these entries, mark this box. If this box is marked, a debit account is required.

This field does not apply to Property Management.


Exclude AP tax in amount sent to Job Cost (and Billing)
Exclude AP tax in amount sent to Equipment Cost, Job Cost, and/or Billing

If you are creating entries in Accounts Payable for Job Cost, Equipment Cost, and/or Billing and do not want the tax amount included in these entries, mark this box. If this box is marked, you must enter a debit account.

This field does not apply to Property Management.


[Close]

Closes this window and returns to the main Accounts Payable window.


[Delete]

Deletes this tax rate.


[List]

Displays a list of items you can select from for the current item in this window.


[Next]

Displays the next tax rate.


[Attachments]

Opens an attachment window to add, change, view, or delete attached notes or files.


[Prefills]

Allows you to enter default entries for items in this window. When setting up a new tax rate, these items prefill with the information you enter (for this session only).


[Previous]

Displays the previous tax rate.


[Help]

Starts Help and displays information about this window.


[Conditions]

Sets up, views, or clears conditions which limit your choices or the information that displays or prints.


[Cancel]

Closes this window without accepting any of the current entries.


[Save]

Saves your entries for this tax ID.


Tax Groups (Setup, Taxes menu)

Use to group taxes that have been set up using the Tax Rates command. Tax groups allow you to take several tax rates and group them together. For example, California has a state sales tax rate; also, the cities in California may have additional sales tax that they charge. You can set up a tax group for California and tax groups for the combined state tax and the city taxes. You can use tax groups during invoice entry to calculate the taxes in the Distribution entry grid in Accounts Payable or during Generate Invoices in Billing.

When changing an individual tax using Tax Rates, all tax groups that include the tax are automatically changed.

Related Topics


Taxes - Tax Groups

Use to group taxes that have been set up using the Tax Rates command. Tax groups allow you to take several tax rates and group them together. For example, California has a state sales tax rate; also, the cities in California may have additional sales tax that they charge. You can set up a tax group for California and tax groups for the combined state tax and the city taxes. You can use tax groups during invoice entry to calculate the taxes in the Distribution entry grid in Accounts Payable or during Generate Invoices in Billing. See Setting up tax groups for detailed instructions.


Group

Enter an identification (ID) for the tax group. You can click [List] to select a tax group ID. You can use an alphabetic or numeric coding scheme to name different tax groups. For example, if you are entering a tax group for California, you might use CA as the tax group ID. You can enter additional characters that denote a city sales tax, such as CA-LA for Los Angeles.


Description

Enter a description for the tax group (up to 30 characters). The description displays when you click [List] during invoice entry and when you set up default tax groups.


State

Select the state for which this tax group applies. You can leave this field blank and it will prefill based on the first tax rate you select for this tax group. Once a selection is made, this field cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Taxes

Enter the tax ID for the taxes you want to include in this tax group. You can include a maximum of nine (9) taxes in each group. After you enter the tax ID, the description of the tax displays for verification. When you click [List] to select a tax ID, only tax IDs that are not already included in this group display. If you enter a tax ID that does not exist, you have the option of adding it.


Total tax

Displays the combined tax rate for all of the taxes included in this group. For example, if you have included a tax with a rate of 5.00% and a tax with a rate of .30% in this group, it displays 5.30%.


[Save]

Saves your entries for the tax group.


[Close]

Closes this window and returns to the main Accounts Payable window.


[Cancel]

Closes this window without accepting any of the current entries.


[Conditions]

Sets up, views, or clears conditions which limit your choices or the information that displays or prints.


[Delete]

Deletes this tax group.


[Help]

Starts Help and displays information about this window.


[List]

Displays a list of items you can select from for the current item in this window.


[Next]

Displays the next tax group.


[Attachments]

Opens an attachment window to add, change, view, or delete attached notes or files.


[Prefills]

Allows you to enter default entries for items in this window. When setting up a new tax rate, these items prefill with the information you enter (for this session only).


[Previous]

Displays the previous tax group.


Add Tax Rate window

Use to add taxes during Tax Group setup.

For help on an item in this window, click [image] on the window and then click the item.


Tax

Displays the tax ID you entered during Tax Group setup.


Description

Enter a description for the tax (up to 30 characters). This description displays when setting up Tax Groups.


Tax liability payee

Enter the vendor name to use for this tax. You can click [List] to select a vendor name. This name can be used during Inquiry and when creating reports. This is the name of the taxing authority that you are collecting tax for.

This field does not apply to Property Management.


Percentage

Enter the tax rate or percentage for this tax (up to 2.4 digits). Enter the rate with a decimal. For example, enter 5.1% as 5.1. This is used to calculate the tax amount that prefills in the Distribution entry grid during invoice entry in Accounts Payable and the amount applied to the invoice during Generate Invoices in Billing. A rate of zero can be entered for the tax.


State

Enter the state in which this tax is set up. You can use the State field for reporting all taxes by state or area.

The title of this item may be different if changed in Custom Descriptions.


 #Debit account

This field does not apply to Property Management.


Credit account

If you are interfacing with General Ledger, enter the General Ledger account you want to use for tax liability (credit) transactions. You can click [List] to select an account number. If you are tracking actual and liability taxes, this account is required.

If you are using the control account feature in General Ledger, enter a non-control account or an Other control account.


Retainage debit account

If you want tax retainage to debit a different General Ledger account, enter the account number. You can click [List] to select an account number. When the retainage is paid, the tax on the retainage amount is transferred from the Retainage debit account to the Debit account entered above.

If you enter a Retainage debit account you must also enter a Debit account and mark the Tracking tax retainage in AP box.

If you use the control account type feature in General Ledger, enter an Other control account or a non-control account.


Retainage credit account

This field does not apply to Property Management.


Exclude tax in amount sent to Job Cost

If you are creating entries for Job Cost and do not want the tax amount included in these entries, mark this box.

This field does not apply to Property Management.


[List]

Displays a list of items you can select from for the current item in this window.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Attachments]

Opens an attachment window to add, change, view, or delete attached notes or files.


[Help]

Starts Help and displays information about this window.


About specifying custom descriptions for Tax

Although tax rates and tax groups can be set up in Accounts Payable, Accounts Receivable, or Property Management, when specifying custom descriptions, Tax is listed in the Custom Descriptions window under TX. For additional information on custom descriptions and custom lists click here


Setting up taxes

  1	From the Setup menu, select Taxes, Tax Rates.

  2	Enter the tax ID.

  3	Enter a description for the tax. The description is displayed when you click [List] during tax group setup.

  4	Enter the tax rate percentage. Enter the rate with a decimal (for example, enter 6% as 6.0).

  5	If you are interfacing with Accounts Receivable, the State field list displays. Select a state or area value from this list. You can use the State field for reporting all taxes by state or area. (See "Customizing lists" for detailed instructions on how to set up a custom list.)

  6	If you are interfacing with General Ledger, you have the option of entering a General Ledger debit account, credit account, retainage debit account, and retainage credit account.

  7	If you want to exclude the AP tax amount in entries that are sent to Job Cost, mark the Exclude AP tax in amount sent to Job Cost and Billing box.

  8	If you want to track tax retainage in AP, mark the Tracking tax retainage in AP box.

  9	If you want to exclude the AR tax amount in entries that are sent to Job Cost, mark the Exclude AR tax in amount sent to Job Cost box.

10	If you want to track tax retaininge in AR, mark the Tracking tax retainage in AR box.

11	Click [Save]. If you make changes to an existing tax rate, the tax groups associated with the tax rate are automatically updated. You have the option of viewing the affected groups.

12	Click [Close] to return to the main Property Management window.

Notes

•	If you marked the Exclude AP tax in amount sent to Job Cost and Billing box, the General Ledger debit account is required.

•	If you are tracking actual and liability taxes, you must enter a GL credit account.

Related Topics


Overview

The Tax Rates command is used to set up individual taxes. These taxes are used in conjunction with tax groups to automatically calculate taxes on charges. To use the Tax Rates command, in PM Settings mark the Use tax features check box.


Setting up tax groups

  1	From the Setup menu, select Taxes, Tax Groups.

  2	Enter the Tax Group ID. You can use an alphabetical or numerical coding scheme for your tax group IDs.

  3	Enter the description for the tax group. The description is displayed when you click [List] during invoice entry.

  4	Enter the tax ID for each tax rate you want to include in this tax group (up to 9). You can click [List] to select a tax rate ID. The tax rate description displays on the right for verification. If you are interfacing with Accounts Receivable, the State field list displays. Select the state or area value for which this tax group applies. You can leave this field blank and it will prefill based on the first tax rate you select for this tax group. Once a selection is made, this field cannot be changed.

  5	If you want to add a tax rate that is not set up, a message displays asking if you want to add the tax. Click [OK] to open the Add Tax window. Enter the information for the new tax rate and click [OK].

  6	Verify the tax group total. The total of all tax rates included in the group is displayed above the entry box.

  7	Click [Save] to save the tax group.

  8	Click [Close] when you have finished setting up tax groups.

Related Topics


Overview

Tax groups allow you to take several tax rates and group them together. For example, in California there may be a state sales tax rate in addition to a city sales tax rate. You can set up a tax group that includes both the state and city tax rates. You can use the tax group during invoice entry to calculate the combined tax.

If you change a tax rate that is included in a tax group, the system automatically updates the tax group with the new rate.

You can assign a default tax group to a vendor or AP Settings as well as other Timberline applications. See Setting up AP Settings for more information.


About assigning a State to Tax Rates and Tax Groups

If you are interfacing with Accounts Receivable, a State or Area field is now available in the Setup Tax Rates and Setup Tax Groups windows in Setup Taxes. This field is set up in Custom Descriptions and you can customize the name of the field by "state" or reporting "area" which can then be used for reporting purposes. Before you can assign a state value to a tax rate or tax group, you need to set up a custom list of state values in Custom Descriptions (File menu, Data Folder Settings, Custom Descriptions) under the TX State field type.  How?

Once you set up your custom list of state values, it is important to understand how the system processes the state values that are assigned to tax rates and tax groups. The tax system was designed to prevent tax rates within a tax group from having different state values (i.e., the tax rates are consistent). There are three ways consistent tax groups can be set up:

1	All tax rates have the same state value of "None".

2	All tax rates have the same state value (e.g., "Oregon").

3	One or more tax rates have a state value of "None", and one or more tax rates have the same state value (e.g. "Oregon").

Tax groups containing one or more tax rates with state values require any additional tax rates to have either the same state value or a value of "None". Tax groups that contain only rates with the state value of "None" impose no constraints on additional tax rates added.

When a tax group is not restricted, the tax group’s state field can be manually adjusted by selecting a state value from a list in the Tax Group Setup window. A restricted tax group’s state field is read-only and cannot be adjusted.

Consistency in a tax group can also be affected by state value changes to the tax rate. Before a tax rate’s state value can be successfully changed, verification for state value consistency is made in the tax groups that contain the changing tax rate.

To find out more about the state value and tax rates and tax groups, select the appropriate topic:

 Guidelines for setting the state value for new tax rates and tax groups

 Guidelines for modifying a state value in tax rates and tax groups

Related Topics


Guidelines for setting the state value for new tax rates and tax groups

Consider the following when you are assigning a state value to tax rates and tax groups:

•	You can manually change a new tax rate's state value by selecting a state value from the list in the Tax Rate Setup window (Setup menu, Taxes, Tax Rates).

•	You can manually change a new tax group's state value by selecting a state value from the list in the Tax Group Setup window (Setup menu, Taxes, Tax Groups).

•	New tax rates and tax groups are assigned the default state value set up in the custom list in Custom Descriptions. For example, if you set up the state default value in Custom Descriptions to "Oregon", then "Oregon" is the default state value assigned to the new tax rate or new tax group.

•	If you are upgrading from 4.x to 5.x versions of Accounts Payable, existing tax rates and tax groups are automatically assigned a default state value of "None".

Related Topics


Guidelines for modifying a state value in tax rates and tax groups

Consider the following when you are modifying the state value on tax rates and tax groups.

Modifications made in the Tax Rate Setup window

•	Deleting a tax rate does not affect the state value of any tax groups.

•	Changing a tax rate’s state value to "None" will not affect the state value of any tax groups.

•	Changing a tax rate’s (TR1) state value to a specific state value (e.g., "Oregon") succeeds only if all other tax rates [in tax groups that contain this tax rate (TR1)] have either the same specific value (e.g., "Oregon") or a value of "None".

•	When a tax rate is modified, a conflict between the modified state value on the tax rate and the existing state value of a tax group (to which the tax rate belongs) results in either a warning message or an error message shown in the following table:

Warning Message	"The state ‘WASHINGTON’ conflicts with the state ‘OREGON’ on tax group EXCISE. The state on the tax group will be changed to ‘WASHINGTON’." This warning message indicates a consistency conflict in state values that the system can resolve.
Error Message	"The state 'WASHINGTON' conflicts with the state ‘OREGON’ on tax group SALES. The state on this tax must be changed to either ‘OREGON’ or ‘None’". This error message indicates that changing the state value on the tax rate results in an inconsistent tax group. Changes to the state values on any tax groups (mentioned in previous warning messages) are not made and the tax rate needs to be modified manually. Click here [image] for detailed instructions on how to manually modify a tax rate.
When a tax rate is modified, the system displays a series of warning messages based upon the potential changes that could be made to the tax rate assigned to a tax group with two or more tax rates having conflicting state values. To view a list of possible scenarios that can occur when a tax rate is modified and the associated system messages click here [image].

Modifications made in the Tax Group Setup window

•	Deleting a tax rate always succeeds because deleting a tax rate does not affect the state value of a tax group.

•	Adding a tax rate with the state value of "None" always succeeds because tax rates with the state value of "None" do not affect the state consistency in a tax group.

•	Adding a tax rate with a specific state value (e.g., "Oregon") succeeds only if the tax rates in the tax group either have the same specific value (e.g., "Oregon") or "None".

•	When a tax group is modified, a consistency conflict between the state value on the added tax rate and the existing state value of the tax group, results in the following error message:

Error Message	"The state ‘WASHINGTON’ on this tax conflicts with the state on the tax group." The system does not allow you to make the change. If you receive this error message, click [Cancel] to exit. For detailed instructions on how to modify a tax group manually click here
When a tax group is modified, the system displays messages based on the changes being made to the tax group. To view possible scenarios that can occur when tax rates with state field values are added to a tax group click here


Modifying a State field on a tax rate

  1	Print a copy of the Tax Rates and Tax Groups Reports (Reports menu, Lists, Tax Rates and Tax Groups) to use as a reference.

  2	From the Setup menu, select Taxes, Tax Rates.

  3	Enter the name of the tax rate you want to modify, or click [List] and select a tax rate from a list.

  4	Press [Enter] or [Tab] to highlight the State value you want to delete.

  5	Click [Delete]. A warning message displays that indicates: Deletion of this tax may affect one or more group taxes. Do you want to view a list of related groups? Click [Yes]. You may receive other system messages depending on how this tax rate is set up.

  6	A Tax Group List window displays all of the tax groups that are affected. Click [OK].

  7	A message Delete this tax rate? displays. Click [OK] to delete the tax rate.

  8	Re-enter the tax rate with the new State value.  How?

  9	Add the new tax rate to the appropriate tax group(s).  How?


Modifying a tax group

  1	Print a copy of the Tax Rates and Tax Groups Reports (Reports menu, Lists, Tax Rates and Tax Groups) to use as a reference.

  2	From the Setup menu, select Taxes, Tax Groups.

  3	Enter the name of the tax group you want to modify, or click [List] and select a tax group from a list.

  4	Press [Enter] or [Tab] to move to the Taxes section.

  5	If you are deleting a tax rate from the tax group: highlight the tax rate you want to delete from the group and press [Delete] on your keyboard.

  6	If you are adding a new tax rate to the tax group: enter the name of a new tax rate or click [List] to select a tax rate from a list. If this tax rate is not set up, the system prompts you that the tax is not set up and asks if you want to add the tax. Click [Yes]. The Add Tax Rate window opens. Add the new tax information in the Add Tax Rate window and click [OK]. You may receive warning messages that indicate potential system conflicts based on the tax rate you are adding.

  7	Click [Save] when you are finished with your changes or click [Cancel] if you encounter a consistency conflict.


About messages that display when the state value on a tax rate is modified

When a tax rate is modified, the system displays a series of warning messages based on the changes being made to a tax rate when the tax rate is assigned to two or more tax groups having conflicting state values. The following table lists the possible scenarios that can occur when a tax rate is modified, and the associated warning messages that display in the Tax Rate Setup window:

Tax Rate  Change Scenario	Tax Group's Initial Value	Messages that Display	Change Accepted?
Changing Tax Rate 1 from state <Value 1> to state <Value 2>	Tax Group A = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 2 = "None" Tax Group B = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 3 = "None"	• "The state <Value 2> conflicts with state <Value 1> on tax group A. The state on the tax group will be changed to <Value 2>." Click [OK]. • "The state <Value 2> conflicts with state <Value 1> on tax group B. The state on the tax group will be changed to <Value 2> " Click [OK]. • "Changes made to this tax may affect one or more group taxes. Do you want to view a list of related groups? "  • Click [Yes] to display list of tax groups affected.  • Tax Group A and Tax Group B are displayed in the list.  • Click [OK] to when you are finished viewing the list.  • "Save changes? " Click [Yes] to save the changes.	Yes
	Tax Group A = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 2 = "None" Tax Group B = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 4 = <Value 1>	• "The state <Value 2> conflicts with state <Value 1> on tax group A. The state on the tax group will be changed to <Value 2>." • Click [OK]. • "The state <Value 2> conflicts with the state <Value 1> on tax group B. The state on this tax must be changed to either state <Value 1> or ‘None’. " • Click [OK].  • The system does not accept any changes. Click here [image] for detailed instructions on how to modify the State value on a tax rate.	No
Changing Tax Rate 1 from a state value "None" to state <Value 1>	Tax Group A = "None" Tax Rate 1 = "None" Tax Group B = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = "None" Tax Group C = <Value 1> Tax Rate 1 = "None" Tax Rate 4 = <Value 1>	• "The state <Value 1> conflicts with the state 'None' on tax group A. The state on the tax group will be changed to state <Value 1>." • "Changes made to this tax may affect one or more group taxes. Do you want to view a list of related groups? "  • Click [Yes] to display list of tax groups affected.  • Click [OK] to accept the changes.  • "Save changes? " • Click [Yes] to save the changes.	Yes
	Tax Group A = <Value 1> Tax Rate1 = "None" Tax Group B = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = "None"	• "Changes made to this tax may affect one or more group taxes. Do you want to view a list of related groups? " • Click [Yes] to display list of tax groups affected. • Click [OK] to accept the changes.  • "Save changes? " • Click [Yes] to save the changes.	Yes
	Tax Group A = "None" Tax Rate 1 = "None" Tax Group C = <Value 2> Tax Rate 1 = "None" Tax Rate 5 = <Value 2>	• "The state <Value 1> conflicts with the state ‘None‘. The state on the tax group will be changed to state <Value 1>." • Click [OK]. • "The state <Value 1> conflicts with the state <Value 2> on tax group C. The state on this tax must be changed to either state <Value 2> or ‘None‘." • Click [OK]. • The system does not accept any changes. Click here [image] for detailed instructions on how to modify the State value on a tax rate.	No
	Tax Group A = <Value 2> Tax Rate 1 = "None" Tax Rate 3 = <Value 2> Tax Group B = <Value 2> Tax Rate 1 = "None"	• "The state <Value 1> conflicts with the state <Value 2> on tax group A. The state on this tax rate must be changed to either state <Value 2> or ‘None‘ ". • Click [OK]. • The system does not accept the change. Click here [image] for detailed instructions on how to modify the state value on a tax rate.	No
Changing Tax Rate 1 from a state <Value 1> to "None"	Tax Group A = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 2 = "None" Tax Group B = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 2 = <Value 1>	• "Changes made to this tax may affect one or more group taxes. Do you want to view a list of related groups? "  • Click [Yes] to display list of tax groups affected.  • Click [OK] to accept the changes.  • "Save changes? " • Click [Yes] to save the changes.	Yes
Delete Tax Rate 1 that has a state <Value 1>	Tax Group A = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 2 = <Value 1> Tax Group B = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 3 = "None"	• "Deletion of the tax may affect one or more group taxes. Do you want a list of related groups? "  • Click [Yes] to display list of tax groups affected. • Click [OK] to accept the changes.  • "Save changes? " • Click [Yes] to save the changes.	Yes


About adding tax rates with state values to a tax group

The following table lists the possible scenarios that can occur when tax rates with state field values are added to a tax group and the associated system results.

Tax Rate added to a Tax Group Scenario	Tax Groups' Initial Value	System Results	Change Accepted?
Tax Rate 3 added with a state value "None"	Tax Group = "None" Tax Rate 1 = "None" Tax Rate 2 = "None"	• The state value on the tax group remains equal to "None".	Yes
	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = "None"	• The state value on the tax group remains equal to <Value 1>.	Yes
	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = <Value 1>	• The state value on the tax group remains read only and equal to <Value 1>.	Yes
Tax Rate 3 added with a state <Value 1>	Tax Group  = "None" Tax Rate 1 = "None" Tax Rate 2 = "None"	• The state value on the tax group changes to <Value 1> and becomes read only.	Yes
	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = "None"	• The state value on the tax group remains equal to <Value 1> and becomes read only.	Yes
	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = <Value 1>	• The state value on the tax group remains read only and equal to <Value 1>.	Yes
Tax Rate 3 added with a state <Value 2>	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = "None"	• The state value on the tax group changes to <Value 2> and becomes read only.	Yes
	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = <Value 1>	• The state value remains <Value 1> and the following message displays: "The state <Value 2> on this tax conflicts with the state on the tax group. " • Click [OK]. • The system does not accept the change. Click here [image] for detailed instructions on how to modify the tax group.	No


Manage Leases (Tasks menu)

 Start Lease

 Terminate Lease

 Change Lease

 Amend Lease

 Renew Lease


Start Lease (Tasks, Manage Leases menu)

Use to set up new leases, or to change information about an existing "future" lease. Can also be used to cancel a future lease, and to initiate move-in procedures, such as creating initial charges, recording move-in dates, and recording deposits and cash receipts.

 Windows

Related Topics


Change Lease (Tasks, Manage Leases menu)

Use to change information for existing current leases.

 Window

Related Topics


Start Lease windows

 Cancel Lease

 Cash Receipts

 Copy Lease

 Edit Future Lease

 New Charge

 Print Selection window

 Reconcile Account for Canceling

 Start Lease

 Start Lease - New Lease

 Start Lease - Dates and Occupancy

 Start Lease - Charge Start Dates


Start Lease window

Use to create a new lease or to select the future lease that you want to edit, cancel, or change to a current lease. A list displays all future leases.

Move the selection bar to the appropriate lease and then click [Edit Lease] to make changes to the lease, [Activate Lease] to enter a move-in date, create charges and change the lease status to "current," or [Cancel Lease] to cancel the lease, reconcile the account, and change the status of the lease from "future" to "canceled."

To create a new lease, click [New Lease].

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Lease selection list

Move the selection bar to highlight the lease you want to process, and then click the appropriate button. To add a new lease to this list, click [New Lease].


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


[New Lease]

Allows you to enter a new lease ID, and create a new future lease.


[Edit Lease]

Allows you to make changes to the selected future lease.


[Activate Lease]

Allows you to enter dates associated with the move-in and occupancy, change the occupancy status of the unit, establish start dates for recurring charges, create initial charges, and change the lease status from "future" to "current."


Primary tenant and lease selection window

Use to select the primary tenant/lease for the unit. This window displays during Activate Lease and Terminate Lease for each activated/terminated unit that has more than one tenant or more than one lease.

The primary tenant and lease are stored on the unit as the current tenant and current lease and can be used for inquiry and reporting purposes.

Related Topics


Unit

Displays the unit of the lease that is being activated (during Start Lease) or terminated (during Terminate Lease).


Primary tenant/lease

Select the primary tenant/lease for the unit. The tenant and lease are stored on the unit and can be used for inquiry and reporting purposes. If more than one tenant/lease exists for a unit, the primary tenant/lease selected here is stored on the unit.

During Terminate Lease, the current (or primary) tenant and lease are cleared from the unit. If there is an existing tenant/lease for the unit, that information will be stored on the unit after the terminated tenant/lease is cleared.


[OK]

Accepts your entries and continues processing.


[Cancel]

Closes the window and cancels processing.


[Help]

Starts Help and displays information about this window.


[Cancel Lease]

Allows you to change the status of the selected lease to "Canceled" and to reconcile the account if charges or payments have been processed for the lease.


[Conditions]

Allows you to enter conditions to limit the future leases that appear in the selection list in this window.


Conditions window (Start Lease and Terminate Lease)
Conditions window

Use to enter conditions to limit the leases that appear in the selection list.

For help on an item in this window, click [image] on the window and then click the item.


Display leases for property

Select the property for which you want display leases or select "all properties."

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Display leases for unit

Select the unit for which you want to display leases or select "all units." The units you can select from are the units associated with the property you selected in the previous field. If you did not select a property in the previous field, this field is not available.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Display leases for tenant

Select the tenant for which you want to display leases or select "all tenants." The tenants you can select from are the tenants associated with the property and unit you selected in the previous fields. If you selected "all properties" and "all units" this selection list includes all tenants.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Display leases for lease

Select the future lease you want to display in the lease selection list or select "all leases."  The leases you can select from are only those future leases associated with the property, unit and tenant you selected in previous fields.


[Close]

Closes this window, accepts the conditions entered, and returns to the previous window.


[Clear All]

Clears all Quick Conditions.


[Help]

Starts Help and displays information about this window.


Start Lease New Lease window
Start Lease — New Lease window

Use to enter the lease ID for the new lease, and indicate the property, primary unit, and primary tenant associated with this lease. If the primary tenant for this lease has not yet been set up, you can set it up by clicking [New Tenant].

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Lease

Enter an ID for this lease (up to 15 characters). Consider using numerical IDs since this provides quick entry using the numeric keypad. The lease ID dictates the order in which leases appear on certain standard reports and in selection lists.

Tip

•	Lease records can be linked to issues using New Issue (Tools menu).


Property

Select the property associated with this new lease.


Unit

Select the unit associated with this new lease. If there are multiple units associated with this lease, select the primary unit. You can associate other units later in the Start Lease process.


Tenant

Select the tenant associated with this new lease. If there are multiple tenants associated with this lease, select the primary tenant. If the tenant has not yet been set up, click [New Tenant]. You can associate other tenants later in the Start Lease process.


[New Tenant]

Allows you to set up a new tenant record for this lease.


[OK]

Accepts your selections, closes this window, and opens the Start Lease window.


[Cancel]

Closes this window without creating a new lease.


[Help]

Starts Help and displays information about this window.


Start Lease - New Tenant window
Start Lease — New Tenant window

Use to enter a tenant ID for the new tenant associated with the new lease you are creating.

The title of this window may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant

Enter the ID (up to 10 characters) for this new tenant.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Name

Enter the tenant's name (up to 30 characters). This may be a company name or an individual's name.

Separate the last name from the rest of the tenant name using a semi-colon followed by a space. For example:

Enter Dr. Paul F. Martin as "Martin; Dr. Paul F."

Enter The Healthy Bagel as "Healthy Bagel; The"

Enter The Meriwether Company, Inc as "Meriwether Company, Inc; The"

By entering names in this manner, the software will be able to print reports in alphabetical order by name, but on correspondence, including statements and invoices, the name will print as first-middle-last.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


[OK]

Accepts your entry and opens the Setup Tenant window.


[Cancel]

Closes this window without creating a new tenant record.


[Help]

Starts Help and displays information about this window.


Edit Future Lease, Change Lease, and Renew Lease windows

Use the Edit Future Lease window to set up the initial lease record, or edit an existing "future" lease. From this window you can also initiate other tasks, such as creating one-time charges, recording cash receipts, and activating the lease. You can also copy information from any existing lease.

Use the Change Lease window to edit information about existing "current" leases. To select a lease, click the down arrow, or scroll through the leases using the set of arrow buttons to the right of the Tenant ID.

There are multiple tabs on these windows, allowing you to enter various controls and details of the lease. Click on a tab to open it. The defaults that appear on these tabs prefill from the property record.

For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


Lease

If you are changing a lease, select the lease you want to modify by clicking the down arrow, or use the set of arrow buttons to the right of the Tenant ID to scroll to the appropriate lease.

If you are editing a lease or adding a new lease, this item displays the lease selected.


Tenant

Displays the tenant ID and tenant name of the selected lease.


 Find first lease

Scrolls to the first lease (in ID order).


 Find the previous lease

Scrolls to the previous lease (in ID order).


 Find the next lease

Scrolls to the next lease (in ID order).


 Find last lease

Scrolls to the last lease (in ID order).


 Delete lease

Deletes the lease listed in Lease. A verification window opens so that you can accept or cancel the deletion.


[Close]

Closes this window and returns to the main Property Management window if you are in Change Lease, or to the Amend Lease window in Amend Lease. Returns to the Print Selection window (if you are in Start Lease and created Property Management entries), to specify a print destination for the Start Lease journal.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Copy Lease]

Copies selected information from another lease into this lease.


[Activate Lease]

Allows you to enter dates associated with the move-in and occupancy, change the occupancy status of the unit, establish start dates for recurring charges, create one-time charges, and change the lease status from "future" to "current."


[Other Charges]

Opens the New Charge window so that you can enter one-time charges for the lease.


[Cash Receipts]

Opens the Cash Receipts window so that you can enter payments made for the new lease. You can assign the payment to existing open items or to new charges, or to deposits, prepayments, or open credits.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Lease History]

Shows the Lease History for the lease (renewals and amendments).


Checklist tab (Change Lease window)

Use the Start Lease tab to view or change procedures that need to be completed before the tenant moves in.

Use the Terminate Lease tab to view or change procedures that need to be completed when the lease is terminated.

For help on an item in this window or tab, click [image], then click the item.


Checklist tab (Start Lease)
Checklist, Start Lease tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to keep track of procedures that need to be completed before the tenant moves in. The items in this list prefill from the property record. You can mark items as complete, add new items, delete existing items or change items.

For help on an item in this tab, click [image] or [image] on the window and then click the item.

Related Topics


Attachments

Opens an Attachments window to add, change, view, and delete attached notes and files.


Completed check box

Mark this box to indicate that the procedure is completed.


Description

Describes the procedure (up to 40 characters), such as "Complete credit check" and "Lease approved."


Date Intended

Enter a date to indicate the scheduled completion date for the item.


Date Completed

Enter the date the item was completed.


Checklist, Terminate Lease tab
Checklist, Terminate Lease tab (Change Lease window)

Use to keep track of procedures that need to be completed when the lease is terminated. The items in this checklist prefill from the property record. You can mark items as complete, add new items, delete existing items or change items.

For help on an item in this tab, click [image] on the window and then click the item.

Related Topics


Attachments

Opens an Attachments window to add, change, view, and delete attached notes and files.


Completed check box

Mark this box to indicate that the procedure is completed.


Description

Describe the procedure (up to 40 characters), such as "Refund deposits" and "Check for damages."


Date Intended

Enter a date to indicate the scheduled completion date for the item.


Date Completed

Enter the date the item was completed.


General tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use the General tabs to record the following types of information about the lease:

•	Rental Information — The property, units, and tenants associated with the lease.

•	Dates/Status — Important dates such as lease start date and the status of the lease (future, active, terminated).

•	Balance/Pmt — Balance and payment information for the lease. This information can be used for reporting purposes.

•	Miscellaneous — Address information, returned check information, and certain codes and categories.

To access a tab, click it. For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


General, Rental Info tab (Edit Future Lease and Change Lease windows)
General, Rental Info tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to specify all of the tenants and units associated with the lease. To indicate which tenant or unit is the Primary Tenant or Primary Unit, click the column to the left of the tenant ID or unit ID in the appropriate row. A star will appear indicating the Primary Tenant or Primary Unit for the lease.

Note

•	When using Change Lease or Renew Lease, you cannot add, remove, or change units associated with a lease. To do so, either start a new lease or amend an existing lease using Amend Lease.

For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


Primary

A star in this column indicates the primary tenant. The primary tenant record is typically the tenant record that prefills selection fields when there is more than one tenant associated with the lease. If you use Balance Forward statements, the statement is sent to the primary tenant.

To change the primary tenant, click on this column in the appropriate tenant row.


Tenant ID

Select a tenant from the list. The tenant name displays in the next column. Multiple tenants can be associated with a lease. When you set up Charge Controls for the lease, you specify which tenant is responsible for each charge type.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant Name

Displays the name of the tenant.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Setup]

Opens the Setup Tenant window so that you can add or change information about the tenant.


Property

Select the property associated with the lease if the prefilled property is not appropriate.


Name

Displays the name of the property selected.


[Setup]

Opens the Setup Property window so that you can add or change information about the property.


Primary

A star in this column indicates the primary unit. The primary unit record is always the unit record that prefills selection fields when there is more than one unit associated with the lease.

To change the primary unit, click on this column in the appropriate unit row.


Unit ID

Select a unit ID from the list. The unit class displays in the next column. Multiple units can be associated with a lease. When you set up recurring charges for the lease, you specify which unit is associated with each recurring charge.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Unit Class

Displays the class of this unit.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Setup]

Opens the Setup Unit window so that you can add or change information about the tenant.


Property Changed window

This window appears if you changed the property associated with the lease. Use this window to select a new primary unit for the lease, and to indicate which settings on the lease you want to change to reflect the settings on the new property record.

For help on an item in this window, click [image] on the toolbar and then click the item.


New primary unit

Select a new unit as the primary unit associated with the lease. The primary unit is the first unit that appears with the lease in data entry programs and selection lists.


Settings

Mark the box to change the settings on the lease to the default settings for the new property. If a check box is not marked, the settings will remain as the defaults from the old property.


[OK]

Accepts your entries and returns to the previous window.


[Cancel]

Closes this window without changing the new primary unit or the default settings of the lease.


[Help]

Starts Help and displays information about this window.


General, Dates/Status tab (Edit Future Lease and Change Lease windows)
General, Dates/Status tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to enter important dates related to the lease, and to review the phase, status, and balance of the lease.

For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


Intended lease start date

Enter the date the lease is expected to start. Used in reporting.

In Change Lease, this item may only be changed if the Audit setup activity box is marked in Tools, Options.


Actual lease start date

Enter the starting date of the lease. Used in reporting and can be used in occupancy calculations.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Intended lease end date

Enter the expected ending date of the lease. Used in reporting.

In Change Lease, this item may only be changed if the Audit setup activity box is marked in Tools, Options.


Actual lease end date

Enter the ending date of the lease. Used in reporting and can be used in occupancy calculations.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Intended move-in date

Enter the expected move-in date. Used in reporting.

In Change Lease, this item may only be changed if the Audit setup activity box is marked in Tools, Options.


Actual move-in date

Enter the date the tenant actually moved in. Used in reporting and can be used in occupancy calculations.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Intended move-out date

Enter the expected move-out date. Used in reporting.

In Change Lease, this item may only be changed if the Audit setup activity box is marked in Tools, Options.


Actual move-out date

Enter the date the tenant actually moved out. Used in reporting and can be used in occupancy calculations.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Lease status

Displays the status of the lease.

Note

•	To see a list of Lease status field settings, go to Help, Help Topics, Index, and enter Lease status field settings.


Lease phase

Indicates whether this is the original lease, an amendment, or a renewal. This option cannot be changed.


Termination reason

Displays as read-only. You may access this field by going to Terminate Lease (Tasks/Manage Leases/Terminate Lease/Edit Termination).


General, Balance/Pmt tab

Use to enter or view lease payment information and current and previous lease balances. Information on this tab can be used for reporting purposes.

Related Topics


Payment Info

Displays the following payment information for this lease. This information is updated during Post Entries. The information in these items can be used for reporting.

•	Last amount — indicates the amount of the last payment received.

•	Last date — indicates the last date a payment was received.

•	Last check — indicates the check number of the last payment.

•	Last paying tenant — indicates the tenant from which the last payment was received.

•	Rent paid through — indicates the date on which Gross Potential Rent charges are paid in full. This date is updated only when all Gross Potential Rent charges for a specific date (as indicated on the Charge Controls tab in Setup, Properties) are paid off by a payment. If a lease has multiple units and one tenant, this date is updated when the Gross Potential Rent charges for all the units have been paid in full.


Balance

Displays the balance for this lease. A positive figure indicates the amount of money the tenant owes. A negative figure indicates a credit for the tenant. This value cannot be changed, as it reflects the sum of the transactions that have been posted to the lease.


Previous Balance

Displays the lease balance as of the end of the last period. This value cannot be changed.


General, Misc tab (Edit Future Lease and Change Lease windows)
General, Misc tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to enter information about where to send interest payments and refunds, to enter a returned check limit for the lease, and to specify a corporation ID, SIC code, and business category.

This is also where the address is retrieved for 1099 forms that are printed for interest payments.

For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


Send Interest Payments to Tenant

Select from the list the tenant who will receive any interest payments for this lease.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Send Interest Payments to Address

Select from the list the type of tenant address used when interest payments are mailed for this lease, such as Mailing Address, Street Address, Forwarding Address.

The selected address type also determines which of the tenant's addresses will be used on their 1099 or 1098 forms.


Do not print 1098 form

Mark this check box if you do not want to print a 1098 Interest form for this lease. This affects the calculation for every lease on the property. If you leave this check box blank, a 1098 Interest form will print if all other required variables are valid for this lease.

For more information on calculations for 1098 Interest forms, see the Help topic " About 1098 Interest Form Calculations."


Send Refund Payments to Tenant

Select from the list the tenant who will receive any refunds for this lease.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Send Refund Payments to Address

Select from the list the type of tenant address used when refunds are issued and mailed for this lease, such as Mailing Address, Street Address, Forwarding Address.


Corporation

Select the Corporation associated with this lease, if any. Useful when a tenant has a corporate owner. Used in reporting and inquiries.

Corporations are set up by selecting Corporations from the Setup menu.


SIC Code

Enter the appropriate SIC code for the business associated with this lease. Used in reporting and inquiries.


Bus category

Select the business category from the list. For example, Fast Food, Retail, Office, Service. This item is used in reporting and inquiries. To add a new business category to the list, go to File, Data Folder Settings, Custom Descriptions.

The title of this item mat be different if you changed the description of PM Bus Category in Custom Descriptions.


Returned check limit

Enter the number of returned checks allowed for this lease. When entering returned checks, you are warned beginning one check before the limit has been reached. For example, if the returned check limit is 10, you are warned when you enter the ninth, and subsequent, returned checks. At that time, you are also given the option of changing the tenant to a cash only basis.


Number of returned checks

Accumulates the number of checks that have been returned for this lease.


Last returned check date

Displays the Return Date of the last returned check.


Last returned payment ID

Displays the payment ID of the last returned check for this lease.


Last ID

Displays the check number of the last returned check for this lease.


General, Custom Field tab (Edit Future Lease and Change Lease windows)
General, Custom Fields tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to enter information about the lease in fields that have been set up specifically for your company's needs. To set up additional custom fields, select Custom Fields (File, Data Folder Settings menu).

For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear on this tab.


Charge Controls tab (Edit Future Lease and Change Lease windows)
Charge Controls tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to enter controls related to each charge type that will be used for this lease. You can indicate options such as whether a type of charge is subject to late charges and whether it should be printed on an invoice, and which tenant gets billed for the charge if there are multiple tenants associated with the lease. You can also specify the order each charge should be paid when payments are received and a tax group identifier for each charge type. In addition, specify whether you will use an open item statement or a balance forward statement for the lease.

The information on this tab is prefilled from the Property record.

To simplify your setup, fill in the options for the charge type "<default>" according to the options needed for the majority of your charge types. Then you need only set up the charge types that have options different than the "<default>" options. During processing, if the software does not find controls for a particular charge type, the controls for the "<default>"charge type are used.

For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


Statement Type

Select whether you want an Open Item statement or a Balance Forward statement for this lease. If you have multiple tenants associated with the lease, and each one is responsible for certain charges, select Open Item.

An Open Item statement shows details of all of the entries that make up the tenant's balance, including all unpaid charges from previous billing periods. If more than one tenant is associated with a lease, an open item statement will be produced for each tenant. Each open item statement will include just the tenant's open items, not all open items for the lease.

A Balance Forward statement shows the lease's detail (charges, payments, and other entries) for all transactions, based on the From and To dates entered when printing the statement. Any other activity is reflected as a Previous Balance amount on the statement. If you select a Balance Forward statement type, only one statement is produced for the lease, even if there are multiple tenants associated with the lease. The Balance Forward statement is addressed to the Primary Tenant.


Billing Address

Select the address from the tenant record that will be used as the mailing address on statements and invoices. For example, Mailing, Forwarding, Street. If more than one tenant is associated with the lease, the address will come from the primary tenant.

This item is available only if you select a Statement Type of Balance Forward.


Charge Type

Select a charge type from the list of charge types you have set up for the property. For example, RENT, CAM, PARK, TAX, LC. To use a Charge Type, it must first be set up by selecting Charge Type from the Setup menu. Then set up the charge type in the Charge Controls tab for the property (Properties, Setup menu). Finally, set up the Lease Charge Controls in this tab.


Payment Priority

Enter a 1, 2, 3, etc., to indicate the order that this charge type should be paid when payments are entered in Cash Receipts. For example, if you want Late Charges always paid off first, followed by Rent, enter a 1 for the Late Charges charge type, and enter a 2 for the Rent charge type. This option is used in conjunction with the Default Payment Order (entered in the Charge Controls tab for the property) to determine the order that charge types should be paid.

Note

•	If two charge types have the same payment priority and charge date, payments are applied to them in alphabetical order. For example, if both RENT and CAM charges have the same charge date, and both have a payment priority of 1, payments are first applied to the CAM charge, then to RENT.


Print on invoice

Mark this box to indicate that open items with this charge type will print on invoices. Leave the box unmarked if you do not want open items with this charge type to be included on invoices.


Subject to Late Chgs

Mark this box to indicate that this charge type is subject to late charges for this lease. Leave the box unmarked if this charge type is exempt from late charges.


GL Prefix

Select the complete General Ledger prefix that corresponds to the income statement prefix for this lease and charge type, or accept the prefilled prefix for the property. For income statement accounts, this prefix is combined with the appropriate base accounts to create the account numbers used in the General Ledger entries created for this lease. For balance sheet accounts, Property Management checks the Balance Sheet Level in General Ledger to determine the prefix, and combines that prefix with the appropriate base accounts to create the account numbers used in the General Ledger entries created for this lease.


Use Associated Prefix

This column is available for the TAX charge type only, and only when Taxes are turned on.

If this box is marked and you create a taxable charge, the prefix on the charge for the TAX is pulled from the Charge Controls of the associated charge type.


Bill-to Tenant

Select the tenant to whom statements and invoices will be sent, or accept the prefilled tenant. There will be multiple tenants to select from if you entered multiple tenants for the lease in the General, Rental Info tab in this window.

If you selected a Statement type of Balance Forward, this item prefills with the Primary Tenant and cannot be changed.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Bill-to Address

Select the tenant address type that will be used as the mailing address on statements and invoices (e.g., Mailing, Forwarding, Street).

•	If you selected a Statement type of Open Item, this item prefills based on the default value for the PM Tenant Address Type custom list in Custom Descriptions, but can be changed.

•	If you selected a Statement type of Balance Forward, this item prefills with the Billing Address selected at the top of this tab and cannot be changed.

To change the address type that will prefill new leases, you must change the default PM Tenant Address Type selection using [Customize List] in Custom Descriptions.


Tax Group

If this charge type is taxable, select the appropriate Tax Group from the list, or accept the prefilled Tax Group. Establishing a tax group allows the software to automatically create the appropriate tax transactions for each charge type. Leave blank if this type of charge is not taxable.

Tax Groups and Tax Rates are set up by selecting Taxes from the Setup menu.

This item is only available if you selected the "Use tax features" in PM Settings.


Recur Chgs tab (Edit Future Lease and Change Lease windows)
Recur Chgs tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to identify the recurring charges for the lease, and to set up controls for these charges, such as frequency, amount and next charge date. Generate Rent Roll uses the controls you set up here to create charges that occur on a regular basis.

For help on an item on a tab, click [image] or [image], then click the item.

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Charge Type

Select a charge type from the list. For example, RENT, CAM, PARK, TAX, LC. If a charge type does not appear here, you must first set it up on the Chg Controls tab in this window.


Unit

Select the unit associated with this recurring charge or accept the prefilled unit. This is typically the primary unit on the lease, but may differ if there are multiple units associated with this lease.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Charge Amount(s)

Click this button to enter a charge amount or a table of charge amounts or a formula that computes this recurring charge amount.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Charge Amounts window (Start Lease and Change Lease)
Charge Amounts window

Use to enter a table of charge amounts or a formula that computes the recurring charge amount, as well as a frequency for the recurring charge.

For help on an item in this window, click [image] on the window and then click the item.


Determine amount by

Select whether the amount of the recurring charge is determined from a formula or from a table of amounts. The option that you select affects what appears in the lower half of the window.

If you select Table of amounts you must enter at least one Effective Date, Amount and Frequency in the grid that appears. The selection arrow in the left-most column in the grid indicates the active row. Values in the active row can be changed by pressing [Tab] to move to the desired column, and then entering or selecting a new value. The asterisk in the left-most column indicates where a new row can be added. Move the selection arrow to this row, or click this row, and begin entering new data. To complete the entry of a new row, press [Tab] or [Enter] at the end of the row. The row is added and is automatically ordered by Effective Date.

If you select Formula you must specify the ID of the formula that calculates the recurring charge amount, and the frequency of the recurring charge.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Effective Date

Enter the date this recurring charge amount becomes effective. Future charge amounts can be entered and will be automatically implemented.


Amount

Enter the amount for this recurring charge and effective date.


Frequency

Indicate how often this type of charge should be generated.


Source

Select the reason for this change in the recurring charge amount. If this is the first entry in the table, the Source is Original Amount. Other processes will place entries in this table as charges are adjusted. This column tracks the origin of those adjusted amounts.


Calculation Formula

Select the formula used to calculate this recurring charge amount.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.

Formulas are set up by selecting Formulas from the Tools menu.


Frequency

Indicate how often this type of charge should be generated.


[Close]

Closes this window and returns to the previous window.


[Help]

Starts Help and displays information about this window.


Next Date

Enter the next date that this recurring charge should be charged. You must enter a date for new recurring charges to be included in the Generate Rent Roll process. Generate Rent Roll automatically maintains this date, so you should not have to change it once you have set it up.

Depending on the frequency of the charge created, this date may be used as the Charge Date on the Transaction when charges for this type are generated based on this date. For example, if the charge is created monthly, it will be created with a Charge Date based on this date. If the charge date is not monthly (such as weekly, semi-monthly, etc.) the Charge Date may be different.


Terminate Date

Enter the date after which this charge should no longer be generated. Charges will be created up to, but not including, this date. For example, if you want the rent charge to terminate on 1-15-99, enter a terminate date of 1-16-99.

If this charge is to continue for the life of the lease, leave this date blank.


SF Type

Select a square footage type from the list. The actual square footage associated with this SF Type is stored in the Unit record (Setup menu, Units), on the Sq Ft tab.

This square footage type is used in calculating charges on a square footage basis for use in reports and inquiries.

Note

•	The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


Affected Deposit Type

If there is a deposit that is affected by this charge type, such as a Last Month's Rent deposit, select that deposit type from the list. Used primarily for creating additional Last Month's Rent deposit charges when rent is increased. The deposit charge is created automatically by Generate Rent Roll.


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear in this grid.


Escalation Controls

Click this column to open the Escalations Setup window.


Recovery Controls

Click this column to open the Recovery Controls setup window.


[Straight Line Rent]

Sets up controls for the calculation of Straight Line Rent. Straight Line Rent is a method of reporting income so that the lease revenue is spread out evenly over the life of the lease. This method is also known as "Net Effective Rent" or "FASB-13".

This button is not available if you use the cash method of accounting.


Straight Line Rent window and tabs (Start Lease and Change Lease)
Straight Line Rent window and tabs

Use to set up controls and store adjustment amounts for the calculation of Straight Line Rent for this lease. Straight Line Rent is a method of reporting income so that the lease revenue is spread out evenly over the life of the lease. This method is also known as "Net Effect Rent" or "FASB-13".

If you use Straight Line Rent, Ledger Adjustment entries are created during Generate Rent Roll. When the Generate Rent Roll entries are posted in Property Management, General Ledger entries are created to affect the Deferred Revenue and Revenue accounts. These General Ledger entries are made in addition to the credit to Rent Revenue and debit to Accounts Receivable entries that are associated with lease-related charges.

The controls and adjustment amounts are entered on up to three identical tabs. The three tabs allow you to set up three different sets of charges to straight-line, so that you can use different General Ledger base account numbers or starting and ending dates for each set. Typically, one tab is sufficient to set up straight line controls.

Set up straight line controls only after you have set up all recurring charges, concessions and scheduled increases for the lease, and before you generate charges for the lease. If you are working with an amended lease, some values may be carried over from the previous version(s) of the lease and copied into the Balance Forward field on the new lease.

The grid on the right side of the tabs stores the straight line adjustment amount for each month. These amounts are automatically calculated when you press [Calculate Now]. The adjustment amounts are based on the average rent (monthly accrual) over the life of the lease, which is calculated by dividing the projected revenue for the life of the lease by the total number of months of the lease. The number of months of the lease is determined by the Start Date and End Date you enter in the tab.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


[OK]

Accepts your entries and returns to the previous window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Delete]

Deletes the straight line rent information for the lease and returns you to the Recurring Charges tab in the previous window.


Charges to be Straight Lined

Select the recurring charges (up to 10) to be straight-lined. These charges are prefilled from the recurring charges that are set up for this lease on the Recur Chgs tab.


Start Date

Enter the beginning date for the Straight Line calculation. This is typically the lease start date.


End Date

Enter the date the Straight Line period ends. This is typically the lease end date.


Extra Charge Amount

Enter an Extra Charge Amount if there are charges that need to be straight-lined which occurred prior to the lease start date. This charge will be added to the first Straight Line Adjustment amount that is created.


Balance Forward

This field is intended to reflect the amount remaining to be straight-lined on a previous version of this lease. The amount will be amortized along with the recurring charges on this lease. The amount can be changed, but it is normally maintained by the system.


Deferred Revenue Account

Select the base account to be used for the deferred revenue entry. This is a balance sheet account. The appropriate prefix is combined with this base account to form the entire General Ledger account for the entry. Refer to the Help topic "About Straight Line Rents" for more information.


Revenue Account

Select the base account to be used for the revenue entry. This is an income statement account. The property prefix is combined with this base account to form the entire General Ledger account for the entry. Refer to the Help topic "About Straight Line Rents" for more information.


[Calculate Now]

Use to calculate the Monthly Accrual Amt and store the monthly Adjustment Amounts in the grid in this tab. The Adjustment Amounts will be used to create Property Management Ledger Adjustment entries and General Ledger entries to the Deferred Revenue and Revenue accounts.

Refer to the Help topic "About Straight Line Rents" for more information.


Monthly Accrual Amt

Displays the monthly average of the projected charges. Calculated automatically by dividing the projected revenue for the life of the lease by the total number of months of the lease. The number of months of the lease is determined by the Start Date and End Date you enter on this tab.

Refer to the Help topic "About Straight Line Rent" for more information.


Amount Accrued to date

Displays the amount sent to revenue so far. This figure is automatically adjusted when Generate Rent Roll entries are posted. This amount typically increases at the start of the lease, and decreases toward the end of the lease, and is reduced to zero by lease end.

If the Straight Line Rent entries for this lease include an amount from the Balance Forward field, this amount will not be zero at the end of the Straight Line Rent period. However, subtracting the Balance Forward amount from the Amount Accrued to Date field should equal zero at the end of the lease.

Refer to the Help topic "About Straight Line Rent" for more information.


Straight Line adjustment grid

This grid stores the straight line adjustment amount for each month. These amounts are automatically calculated when you press [Calculate Now]. The adjustment amounts are based on the average rent (monthly accrual) over the life of the lease, which is calculated by dividing the projected revenue of the selected recurring charges for the life of the lease by the total number of months of the lease. The number of months of the lease is determined by the Start Date and End Date you enter on this tab.

The grid includes the following information:

•	Date —  Displays the date for a particular straight line rent adjustment.

•	Charges — The projected charges for the lease for the month, based on the selected Charges to be Straight Lined.

•	Adj Amount — The straight line adjustment amount for the month. If this amount is a positive amount, Deferred Revenue is debited by the amount, and Revenue is credited. If this amount is a negative amount (for example -125.00), Revenue is debited by the absolute value of the amount (125.00 in this example), and Deferred Revenue is credited by the absolute value of the amount (125.00 in this example). The General Ledger entries are created when the Generate Rent Roll entries are posted in Property Management.

Refer to the Help topic "About Straight Line Rents" for more information.


Deposits tab (Edit Future Lease and Change Lease windows)
Deposits tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to enter controls for processing deposits associated with the lease. The deposit information on each lease defaults to the values entered for the property, but can be modified here for each lease.

For help on an item on a tab, click [image] or [image], then click the item.

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Attachments

Opens an Attachments window to add, change, view, and delete attached notes and files.


Deposit Type

Select a deposit type from the list. For example, Security, Key, Pet. The deposit types you can choose from are those you set up on the Deposits tab in Setup, Properties.


Unit

Accept the unit listed or if there are multiple units associated with the lease, select a unit from the list. This is the unit associated with this deposit.


Deposit Letter of Credit

Mark this box to indicate that a letter of credit was received, in lieu of actual deposit money.


Refundable

Mark this box if this deposit is refundable (through Refund Deposit, Terminate Lease, and Cancel Lease). Prefills from the Property information.

This box also affects the type of General Ledger account that is credited when deposits are processed. When refundable deposits are received, the appropriate Deposit Liability account is credited. When non-refundable deposits are received, the appropriate Revenue account is credited.

Changing the status of the Refundable check box for a given Deposit Type could impact the future creation of General Ledger entries for existing deposits for that Deposit Type. For additional information, see the "General Ledger accounts affected by Property Management entries" Help topic.


Interest Rate

Select the Interest Rate record to be used when calculating interest on this deposit. Leave blank if this is not an interest-bearing deposit. Prefills from the Property information.


Interest Basis

Select whether your interest calculations should be based on a 30 day month or on actual days in the month. Leave blank if this is not an interest-bearing deposit. Prefills from the Property information.


Interest Compounding Frequency

Select how interest will be compounded: No Compounding, Monthly, Quarterly, or Annually. Leave blank if this is not an interest-bearing deposit. Prefills from the Property information.

Available only if the Interest Rate is not blank.


Interest Payment Timing

Select when interest will be paid: at Year End, at Lease Anniversary, or at Lease Termination. This option controls which deposits are processed during Pay Interest. Prefills from the Property information.

Available only if the Interest Rate is not blank.


Start Accrual Date

Enter the date to start accruing interest for this deposit.


Letter of Credit Amount

Enter the amount of the letter of credit.


Letter of Credit Bank

Enter the name of the financial institution that issued the letter of credit.


Accrued-Thru Date

Displays the date through which interest has been accrued. This date is maintained automatically by the Accrue Interest process and should not be changed.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Balance

Displays the amount (excluding interest) that is being held for this deposit type by unit. This item is maintained automatically when deposit payments are posted and cannot be changed.


Interest Balance

Displays the amount of interest being held for this deposit type by unit. This item is maintained automatically when deposit interest is accrued and paid and should not be changed.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Interest Paid YTD

Accumulates the interest paid for the calendar year for this deposit.

Interest Paid YTD is used for 1099-INT reporting. This value is cleared and moved to Interest Paid Last Year when you perform Close Current Period for December.

This item is maintained by the system and should not be changed. It is only accessible if Audit setup activity is marked in Tools, Options.


Interest Paid Last Year

Accumulates the interest paid for the previous calendar year for this deposit.

Interest Paid Last Year is used for 1099-INT reporting. This value is cleared and reset to zero when you perform Close Current Period for December.

This item is maintained by the system and should not be changed. It is only accessible if Audit setup activity is marked in Tools, Options.


Interest Paid Next Year

Accumulates the interest paid for the upcoming calendar year for this deposit.

Interest Paid Next Year is used for 1099-INT reporting. This value is cleared and moved to Interest Paid YTD when you perform Close Current Period for December.

This item is maintained by the system and should not be changed. It is only accessible if Audit setup activity is marked in Tools, Options.


Amount Refunded

Accumulates the amount (including interest) that has been refunded for this deposit.


Amount Applied

Accumulates the deposit amount (including interest) that has been applied to charges.


Amount Forfeited

Accumulates the deposit amount (including interest) that has been forfeited and applied to charges.


Late Charges tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use the Late Charges tabs to enter the late charge calculations and information related to late charge processing.

Use the General Late Charges tab to enter a description and general information about the late charges. Use the Step 1, 2, and 3 tabs to enter the calculation steps (up to three) for late charges. The results of each active step will be added together to calculate the late charge amount record the calculation steps.

For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


Late Charges General tab (Edit Future Lease and Change Lease windows)
Late Charges, General tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to enter a description of the late charge calculation, and information related to late charge processing.

The calculation of the late charge can be made up of multiple steps (up to three). These are entered in the Step 1, 2, and 3 tabs. The results of each step are added together to calculate the late charge amount. The multiple steps allow you to charge both a fee and interest. For example, if setting up a late charge of an initial fee of $50, plus 18 percent interest after 30 days, you will set up Calculation 1 for the $50 and Calculation 2 for the 18 percent interest.

For help on an item on a tab, click [image] or [image], then click the item.

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Description

Enter an explanation of the late charge policy (up to 500 characters or lines ) or accept the prefilled description. For example, "Payments not received within 10 days subject to a late charge of 2%."

This explanation can be printed on statements, late notices, and reports.


Last processed

Displays the date that Late Charges were last processed for this lease. Used only in Late Charge processing. Do not enter a date here or change this date, because it is automatically maintained.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Last charged

Displays the date late charges were actually charged to this lease. Used for reporting. If you are setting up a lease, it is not necessary to enter a date here.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Minimum lease balance

Minimum lease balance is used only in the calculation of late charges with a Late Charge type of "Fee" and a Frequency of "Monthly". If those two conditions are true, the Late Charge process will compare the Lease balance to the Minimum lease balance and create a charge only if the Lease balance is greater than the Minimum lease balance.

The Lease balance will be as of the Next fee date (or the Charge Date, if there is no Next fee date) plus the grace days. For example, if your Next fee date is 6/01/2000 and you have 10 grace days, the Lease balance on 6/10/2000 will be compared to the Minimum lease balance to determine whether or not to charge a fee.


Suppress charges under

The value you enter here is compared to the calculated late charge. If the calculated late charge is less than this value, the late charge is not created. This allows you to avoid dealing with the small and insignificant late charges.


Process by

Select whether the late charge is based on the total amount of the charge or on the amount open. The "remaining amount" option takes partial payments into account.


Process

•	Paid-late items — If you assess late charges on items that have been paid, but were paid late (paid after any grace days), mark this box. If you only assess late charges on items that are still unpaid when late charges are calculated, leave this box unmarked.

•	Current leases only — If you mark this box, this lease will only be included in Late Charges processing if the lease status is "current".


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Late Charges, Custom Fields tab (Edit Future Lease and Change Lease windows)
Late Charges, Custom Fields tab (Edit Future Lease, Change Lease, and Renew Lease windows)

Use to enter information about the lease's late charges in fields that have been set up specifically for your company's needs. To set up additional custom fields, select Custom Fields (File, Data Folder Settings menu).

For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear on this tab.


Late Charges, Step 1-3 tabs (Edit Future Lease and Change Lease windows)
Late Charges, Step 1-3 tabs (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to enter the calculation steps (up to three) for late charges. The results of each active step will be added together to calculate the late charge amount. The multiple steps allow you to charge both a fee and interest. For example, if setting up a late charge of an initial fee of $50, plus 18 percent interest after 30 days, you will set up Calculation 1 for the $50 and Calculation 2 for the 18 percent interest.

For help on an item on a tab, click [image] or [image], then click the item.

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Active

Mark this box if this step is to be included in the calculation of late charges.


Late Charge type

Select whether the late charge is based on a fee, is calculated as interest, or uses a formula.

•	Fee — The late charge will be calculated on all eligible late open items as a whole. For example, a fee of 5% means that the late fee will be calculated as 5% of the total of all eligible late open items, regardless of whether an open item is 15 days late or 30 days late.

•	Interest — Interest is calculated on each individual open item, based on how late the open item is.

•	Formula — Use for complex late charge situations, for example, using the lessor of Bank ABC Prime and Bank XYZ Prime. The formula can use the Flat amount, Percentage, or Indexed rate values in its calculation, and can include numbers and rates.

After selecting a Late Charge type, click […>] to specify related options.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Option

Displays the option selected, if applicable.


Late Charge type options button

Opens a window allowing you to specify options for the type of late charge you selected.


Calculation type

Select the type of calculation to be used in this step. The options that are available depend on the Late Charge type selected in this window.

•	Flat amount — Use to assess a flat late fee, such as $10 a day, or $50 per month. Click […>] to the right to enter the flat amount. The frequency is specified by clicking […>] for the Late Charge type option. This calculation type is only available for fee late charges.

•	Percentage — Use to calculate the late charge as a percentage of the late open items. For Fee calculations, the percent is multiplied by the total of the late open items, regardless of how many days late they are. For Interest calculations, the percent is an annual interest amount, calculated on a daily basis using each open item's charge date and amount. Click […>] to the right to enter the percentage.

•	Interest Rate — Use to calculate the late charge as a percentage of the late open items, when you want to use a rate that can frequently change, such as "Prime" or "Prime + 4" as the percentage. Indicate which rate will be used by clicking […>] to the right. For Fee calculations, the rate is multiplied by the total of the late open items, regardless of how many days late they are. For Interest calculations, the rate is an annual interest amount, calculated on a daily basis using each open item's charge date and amount.

•	Greater of Flat or Percentage — Use to compare the calculated late fee (based on the Percentage) with the Flat amount late fee. The greater of the two amounts is used as the late fee for this step. Click […>] to the right to enter the flat amount and percentage. This calculation type is only available for fee late charges.

•	Lesser of Flat or Percentage — Use to compare the calculated late fee (based on the Percentage) with the Flat amount late fee. The lesser of the two amounts is used as the late fee for this step. Click […>] to the right to enter the flat amount and percentage. This calculation type is only available for fee late charges.

•	Formula — Use for complex late charge situations, for example, using the lesser of Bank ABC Prime and Bank XYZ Prime. This is the only Calculation Type available if you select a Late Charge type of Formula. If needed, click […>] to the right to enter a flat amount, interest rate and percentage that are referenced in the formula.


Calculation type options button

Opens a window allowing you to specify options for the calculation type you selected.


Grace Period type

Select how the number of grace days is determined. Grace days are the days allowed past the due date before an open item is considered subject to late charges. If you allow 10 grace days, late charges are not assessed on open items that are 10 days late, but late charges are assessed on the 11th day. Select either Grace Days to enter a number of days, or Grace Formula to enter a formula to calculate the number of grace days. Click […>] (to the right) to enter the number of grace days or the formula used to calculate the number of grace days.


Grace Period type options button

Opens a window allowing you to specify options for the type of Grace Period you selected.


'Subject To' formula

Select the formula used to exclude or include open items from the calculation step. The Subject To formula is an optional formula; leave blank if you do not need to exclude or include particular open items from the calculation of late charges.

This item prefills from the property but can be changed.

The Subject To formula will be evaluated against each late open item. If the formula evaluation returns a value of true, the open item is subject to the late charges calculated in this step. If the formula evaluation returns a value of false, the open item is not subject to this step in the calculation. For example, if you want to evaluate each lease for its balance first, you might use the following formula:

If(lease balance GE 500, True, False)

This formula evaluates each lease and, if the balance is greater than or equal to 500, then the late charge steps are evaluated.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.

To set up a new formula, select Formulas from the Tools menu.


Next fee date

Displays the Next Date this fee late charge will be processed. This date is maintained by the system and should not be changed.

This date can be changed only if the Audit setup activity box is marked in Tools, Options.


Late Charge type - Fee Options window (Lease)
Late Charge type - Fee Options window

Use to enter a frequency for the late fee and other options related to the late fee.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Frequency

Indicate whether the late fee is calculated on a daily or monthly basis, or every so many days. For example, select Daily for a late fee of $1 a day. Select Monthly for a fee of 1.5% per month. Select Every 5 days for a fee of $25 every 5 days.


Days

This option is available if you selected a frequency of Every. Allows late fees to be assessed every so many days. For example, $15 every 10 days. Enter the number of days in the late fee period (in this example, 10).


Repeat factor

Select an option to determine how often the late fee should be repeated.

•	Any Delinquent Chgs — Choose this option if you want every late open item to be subject to late fees. This option will assess late fees on the sum of all late open items, regardless of whether a late fee has already been assessed on the open item in a previous month.

•	Once/Delinquent Pmt — Choose this option if you want only new late open items to be subject to a late fee. This option will cause late fees to be assessed only once per late open item. If the same open item is late the following month, it will not generate a late fee.

•	Once/Delinquency — Choose this option if you only want to assess a late fee the first month that a lease has late open items. Frequency has no effect on calculations if you choose this repeat option. Typically, this type of late fee is combined with an interest late fee. For example, the late fee policy might be as follows: "Charge a $50.00 late fee the first month the lease payment is late, then charge 1.5% monthly interest until the lease is paid in full." This type of late charge requires a two step process. The repeat factor for the first step ($50 flat fee) is Once/Delinquency. The repeat factor for the second step is Any Delinquent Chgs.


Maximum days

If your late charge policy is to stop charging the late fee after a certain number of days, enter that number here. Otherwise, accept the default of zero. For example, if your policy is "$50 fee for a maximum of 180 days" enter 180 here. This is evaluated on each open item.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Late Charge type -- Interest Options window (Lease)
Late Charge type -- Interest Options window

Use to enter the day to start calculating interest and the maximum number of days you charge interest.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Start interest on day

Enter the day to begin charging interest on late open items or accept the default of 1. Use for policies such as "Charges not paid within 10 days subject to interest of 18% beginning on the 5th day." In this example, the value in Start Interest on Day should be 5.


Maximum days

If your late charge policy is to stop charging interest after a certain number of days, enter that number here. Otherwise, accept the default of zero. For example, if your policy is "18% interest for a maximum of 180 days," enter 180 here. This is evaluated on each open item.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Late Charge Type -- Formula Options window (Lease)
Late Charge Type -- Formula Options window

Use to enter the formula to be used to calculate late charges for this step.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Formula

Select the formula to be used for this step of the late charge calculation. Use for complex late charge situations, for example, using the lesser of Bank ABC Prime and Bank XYZ Prime. The formula can use Flat amount, Percentage, or Indexed Rate values in its calculation, and can include numbers and rates.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.

To set up a new formula, select Formulas from the Tools menu.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type -- Formula Options window (Lease)
Calc Type -- Formula Options window

Use to specify a flat amount, percentage, and/or interest rate, if these are referenced in the late charge formula.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Flat amount

Enter the flat amount that is referenced in the late charge formula.


Percentage

Enter the percentage that is referenced in the late charge formula. Enter 25 percent as 25.


Interest rate

Select an interest rate from the list, if an interest rate is referenced in the late charge formula.


Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type—Interest Rate Options window

Use to enter an interest rate for fee or interest late charges that use an interest rate.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Interest rate

Select an interest rate from the list. For example, you may want to choose "PRIME" or "BANK ABC PRIME" or "PRIME + 5.9". Use when calculating the late charge as a percentage of the late amounts, when the percentage is a rate that frequently changes.

To set up a new interest rate or view existing interest rates, click [Close] in this window and select Interest Rates from the Setup menu.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type -- "Greater of" Options window (Lease)
Calc Type — "Greater of" Options window

Use to enter a flat amount and a percentage, so that Property Management will compare the late fee based on the percentage with the flat amount late fee, and assess the greater of the two amounts as the late fee.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Flat amount

Enter the flat amount late fee. This amount will be compared to the late fee calculated with the percentage you enter in the next field. The greater of the two amounts will be assessed as the late fee.


Percentage

Enter the percentage used to calculate the late fee. Enter 15 ¼ percent as "15.25". The percent is multiplied by the total of the late open items. This calculated amount is compared to the flat amount entered in the previous field. The greater of the two amounts is assessed as the late fee.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type --"Lessor of" Options window (Lease)
Calc Type — "Lesser of" Options window

Use to enter a flat amount and a percentage, so that Property Management will compare the late fee based on the percentage with the flat amount late fee, and assess the lesser of the two amounts as the late fee.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Flat amount

Enter the flat amount late fee. This amount will be compared to the late fee calculated with the percentage you enter in the next field. The lesser of the two amounts will be assessed as the late fee.


Percentage

Enter the percentage used to calculate the late fee. Enter 15 ¼ percent as "15.25". The percent is multiplied by the total of the late open items. This calculated amount is compared to the flat amount entered in the previous field. The lesser of the two amounts is assessed as the late fee.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type -- Flat Amount Options window (Lease)
Calc Type —  Flat Amount Options window

Use to enter the flat amount to be used as a late fee in this step of the late charge calculation.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Flat amount

Enter the flat amount to be used as a late fee in this step of the late charge calculation.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Calc Type -- Percentage Options window (Lease)
Calc Type —  Percentage Options window

Use to enter the percentage to be used in this step of the late charge calculation.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Percent

Enter the percentage to be used in late charge calculations for this step. Enter 15 ¼ percent as "15.25". For Fee calculations, the percent is multiplied by the total of the late open items. For Interest calculations, the percent is an annual interest amount, to be calculated on a daily basis, using each open item's charge date and amount.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Grace Period Type -- Days Options window (Lease)
Grace Period Type —  Days Options window

Use to enter the number of grace days allowed. This is the number of days between the charge date and the date when the open item becomes subject to late charges. If you allow 10 grace days, late charges are not assessed on open items that are 10 days late, but late charges are assessed on open items that are 11 days late.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Number of Days

Enter the number of days between the charge date and the date when the open item becomes subject to late charges. For example, if an open item has a charge date of March 1, and you enter a 10 to allow 10 grace days, a late charge is not assessed on the open item until March 11. On or after March 11, late charges can be calculated on the open item, using March 1 as the date the open item became late.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Grace Period Type -- Formula Options window (Lease)
Grace Period Type — Formula Options window

Use to enter the name of the formula used to calculate the number of grace days. Grace days are the number of days between the charge date and the date when the open item becomes subject to late charges. If you allow 10 grace days, late charges are not assessed on open items that are 10 days late, but late charges are assessed on open items that are 11 days late.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Formula

Select the formula used to calculate the number of grace days. The formula can be used for complex situations, such as using a different number of grace days for certain charge types.

This entry serves as a prefill for the lease. If necessary, you can change this formula when you set up the lease.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.

To set up a new formula, select Formulas from the Tools menu.


[Close]

Accepts your entries and closes this window. Returns to the Late Charges Step tab.


[Help]

Starts Help and displays information about this window.


Insurance tab (Lease)
Insurance tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to record information about the insurance policies for this lease.

For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Insurance Type

Select an Insurance Type from the list. For example, Blanket, Umbrella, Special. You can add or delete insurance types in the Custom List area in Custom Descriptions (File menu, Data Folder Settings).

You can enter multiple insurance types for each lease.


Company

Enter the name of the insurance company (up to 25 characters).


Policy Number

Enter the policy number for this insurance record (up to 25 characters).


Agent

Enter the name of the insurance agent handling this policy.


Agent Phone

Enter the telephone number for the insurance agent (the area code is optional).


Agent Fax

Enter the fax number for the insurance agent (the area code is optional).


Effective Date

Enter the effective date of this policy.


Expiration Date

Enter the expiration date of this policy.


Insurance Value

Enter the insurance value of this policy.


Liability

Enter the liability amount for this policy.


Deductible

Enter the deductible amount for this policy.


Premium

Enter the premium amount for this policy.


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear in this grid.


Lease Options Tab
Lease Options Tab (Edit Future Lease, Change Lease, Amend Lease, and Renew Lease windows)

Use to enter information about options on the lease.

For help on an item on a tab, click [image] or [image], then click the item.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Category

Select a category from the list. For example, Renewal, First Refusal, Expansion. You can add or delete lease option categories in the Custom List area in Custom Descriptions (File menu, Data Folder Settings).

You can enter multiple lease option categories for each lease.


Property

Enter the ID of the property that is optioned, or select the property from the list.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Enter the unit that is optioned or select one from the list.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Call up date

Enter the date that the tenant should be contacted.


Expiration date

Enter the date that this option expires.


Description

Enter a description of the option (up to 100 characters).


Custom field

Enter the appropriate information for this custom field. Use File, Data Folder Settings, Custom Fields to add, change, or delete items that appear in this grid.


Copy Lease window

Use to indicate the lease from which you want to copy information, and to indicate which information is to be copied.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Copy from Lease

Select the lease from which you want to copy information.


 List Leases button

Displays a list of leases so that you can select the lease from which you want to copy information.


Information to copy

Mark the appropriate boxes to indicate the information you want to copy.

Tip

•	The Units box copies unit information only.


Confirm Overwrite

Mark this box if you want to be asked to overwrite duplicate record information when the software is copying lease information to the new lease.

For example, the lease you are copying from may have a recurring charge record for RENT. If the lease you are copying information into already has a recurring charge record for RENT, you will be asked if you want to overwrite it. The overwrite question appears only if you mark this box. If you do not mark this box, all duplicate records are automatically overwritten.


[OK]

Accepts your entry and copies the lease information.


[Cancel]

Closes this window without copying information into the lease record.


[Help]

Starts Help and displays information about this window.


Select Lease window

Use to select the lease from which you want to copy information.


[OK]

Accepts the selected lease as the lease record from which you want to copy information, and begins the copying process.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Conditions]

Sets up, views, or clears conditions which limit the lease records included in the list. [Conditions] displays with asterisks if conditions exist.


Lease selection list

Move the selection bar to highlight the lease from which you want to copy information. Then click [OK] to return to the Copy Lease window.


Edit Future Lease -- New Charge window
Edit Future Lease - New Charge window

Use to enter one-time charges for the lease you are setting up, such as deposit charges or prorated rent charges for moving in prior to the start of the lease.

If you enter a Tax Group, the appropriate tax transactions are automatically generated when you accept the entry. They appear directly below the entry they are associated with and have a Charge Type of TAX.

When these charges are posted, the appropriate entries to General Ledger are created, if you set the controls in PM Settings to create General Ledger entries.

For help on an item in this window, click [image] on the window and then click the item.


Unit

Select the unit associated with this entry. If there are multiple units associated with the lease, there will be a list of units to select from.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Tenant ID

Select the tenant associated with this entry. If there are multiple tenants associated with the lease there will be a list of tenants to select from. The tenant name displays at the bottom of the window.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant Name

Select the tenant associated with this entry. If there are multiple tenants associated with the lease there will be a list of tenants to select from.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Charge Type

Select the charge type associated with this entry.


Item ID

Enter an optional code to help you identify the source of this charge, such as a purchase order number, a work order number, or a billing reference number. Entries with the same Charge Date, Charge Type, and Item ID are combined into one open item. If you have two MAINT charges for a lease on the same day, and you want them to appear as two separate items on statements, enter unique Item IDs for the two charges.

This column is preset with the Deposit Type on entries with a DEP charge type, and the value cannot be changed. This is so that two deposit charges with the same Charge Date and Charge Type remain as separate open items.


Deposit Type

Select the deposit type associated with this entry. This column is only available when the Charge Type is DEP (Deposits).

The deposit type you select prefills the Item ID column, and the Item ID column cannot be changed.


Transaction Date

Enter the date to be used as the Transaction Date on the entries or accept the prefilled date. Usually, this is the date you enter the charge.


Accounting Date

Enter the date to be used as the Accounting Date on the entries or accept the prefilled date. This date is used to determine the General Ledger period affected by the entries.


Charge Date

Enter the charge date for the open item that is created or adjusted with this entry.


Description

Enter a description for this entry or accept the prefilled description. If this entry creates a new open item, this description can appear on statements and invoices. The description prefills from the lease Chg Controls tab.


Reference

Accept the prefilled reference or enter a different reference (up to 10 characters) for this entry. A reference is an optional code that is part of the entry and can be used in reporting, inquiry, and accumulators. The reference prefills from the lease Chg Controls tab.


Amount

Enter the amount of this charge.


Tax Group

Select a Tax Group or accept the prefilled Tax Group. The Tax Group prefills from the lease Chg Controls tab. When you click [Save Entry] or accept an entry by completing it and pressing [Enter], the appropriate tax entries are created and they appear beneath the related entry in the grid.


Tax Associated Charge Type

Displays the associated charge type for this entry. This column is only available when the charge type is TAX. When a payment is applied to a tax charge transaction, the system uses the entry in this field to retrieve the General Ledger prefix required for cash basis accounting.

Refer to the Help topic "About the tax associated charge type" for further information.


Debit Account

Accept the prefilled General Ledger debit account or select one from the list. The debit and credit entries to General Ledger are made when the Property Management entries are posted.

Refer to the Help topic "General Ledger accounts affected by Property Management entries" for information about the type of account you should enter here.


Credit Account

Accept the prefilled General Ledger credit account or select one from the list. The debit and credit entries to General Ledger are made when the Property Management entries are posted.

Refer to the Help topic "General Ledger accounts affected by Property Management entries" for information about the type of account you should enter here.


Print On Invoice

Mark this box if you want this entry to appear on an invoice for the tenant.


Adjustment

Displays the difference between the original amount and the amount entered.


[Close]

Closes this window and returns to the previous window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Cancel Entry] and [Restore Entry]

[Cancel Entry] cancels the new entry before it has been saved.

[Restore Entry] is available if you have saved an entry using [Save Entry], and then make some changes to it. [Restore Entry] cancels the changes made, restoring the previously saved values for the entry.


[Save Entry]

Saves the current (selected) entry.


[Delete Entry]

Deletes the current (selected) entry.


Start Lease - Dates and Occupancy window
Activate Lease - Dates and Occupancy window

Use to enter important dates associated with the move-in, and to mark the unit(s) as Occupied. When you click [OK] in this window, the status of the lease changes from Future to Current, the unit status may change, and the Charge Start Dates window opens.

For help on an item in this window, click [image] on the window and then click the item.


Lease

Displays the lease.


Tenant

Displays the tenant.


Actual Move In date

Enter the actual move in date you want recorded on the lease and unit records.

If the Last Rent Roll date falls after the Effective Date on the Recurring Charge(s), this date prefills the Prorate From date (on the Change Start Dates window).


Vacancy loss date

Enter the date used as the lease start date for vacancy loss calculations.

If this date is before the Last Rent Roll Date for the property, Vacancy Loss entries are made at the completion of the Activate Lease process. If this date is after the Last Rent Roll Date, Vacancy Loss entries are made by Generate Rent Roll. Either way, the General Ledger entries associated with the Property Management vacancy loss entries are created during Post Entries.


Accounting date

Enter the accounting date used for Vacancy Loss entries that may be created and for initial charges that may be created in the next window that opens, the Charge Start Dates window. The Accounting date determines which General Ledger period is affected by the entries.


Occupied

Enter the date used to determine the percentage of the period that the unit was occupied for occupancy calculations. This item prefills with the system date but can be changed..


Unit

Displays the unit(s) associated with this lease.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Previous Rent

Displays the previous rent for this unit associated with this lease. This total includes Previous Rent amounts based on recurring charges that are marked as Gross Potential Rent from all leases associated with this unit. For example, if two other leases already occupy this same unit, Previous Rent equals the Gross Potential Rent charges for both of those leases.


New Current Rent

Displays the new current rent for this unit associated with this lease. This total includes recurring charges that are marked as Gross Potential Rent from all leases associated with this unit. For example, if two leases occupy the same unit, New Current Rent equals the Gross Potential Rent charges for both leases.


Transaction Date

Enter the transaction date used for Vacancy Loss entries that may be created and for initial charges that may be created in the next window that opens, the Charge Start Dates window. The transaction date prefills with the system date, but may be changed.


Occupied

Mark this box to indicate the unit is now occupied. This changes the status on the unit record.


[OK]

Accepts your entries, changes the lease status from "Future" to "Current", and opens the Charge Start Dates window.


[Cancel]

Closes this window without accepting any of the current entries and without completing the lease activation process. The status of the lease and unit(s) are unchanged.


[Help]

Starts Help and displays information about this window.


Charge Start Dates window (Start Lease)
Start Lease and Amend Lease - Charge Start Dates

Use to indicate the date of the first full charge for each recurring charge type associated with the lease and to create initial charges. You can enter a proration period prior to the first full charge date, if appropriate, so that the tenant(s) can be charged for partial months or periods.

The recurring charge types for the lease appear in the grid. Change or accept the First Full Charge date for each recurring charge type. If charges need to be prorated, enter a Prorate From date. The Prorate To date is automatically established.

If you mark the Create charges now box in this window, all initial charges will be created for the lease when you click [OK]. To preview the charges prior to creating them, click [Show Charges]. To determine the charges to create, the software uses the proration dates, the First Full Charge date, the Last Rent Roll Date for the property, and the recurring charges for the lease.

For help on an item in this window, click [image] on the window and then click the item.


Create charges now

Mark this box to have the software create the initial charges when you click [OK]. You can preview the charges by clicking [Show Charges].

If you do not mark this box, and you have initial charges to create, enter them with Miscellaneous Entries (Tasks, Create Charges menu).


[Show Charges]

Displays the initial charges that will be created for the lease when you click [OK]. The charges are created only if the Create charges now box is marked.


Lease

Displays the lease.


Tenant

Displays the tenant.


Last Rent Roll

Displays the last rent roll date.


Unit

Displays the unit associated with this charge.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Charge type

Displays each charge type associated with the lease, so that you can enter a First Full Charge date, and if necessary, enter proration dates.


Prorate From

Enter the date to begin prorating the charge. Leave this date blank if the charge does not need to be prorated.

If the Last Rent Roll date falls after the Effective Date on the Recurring Charge(s), this date prefills from the Actual Move In date (from the Dates and Occupancy window), but can be changed.


Prorate To

If a Prorate From date is entered, this date is automatically established as the day prior to the First Full Charge date. You cannot manually enter a date here; it is always the day prior to the First Full Charge date.


First Full Charge

Enter the first date that a full charge will be assessed for this recurring charge type. This date, along with the Last Rent Roll Date (displayed in this window), and the Prorate From and To dates, determines the initial charges that will be created. For example, if the Last Rent Roll Date for the property is 6-01-99, and you enter a First Full Charge date of 7-01-99 for RENT, and a Prorate From date of 6-20-99, the Prorate To date will be set to 6-30-99. An initial prorated RENT charge dated 6-20-99 will be created for the last 11 days of June. When you run Generate Rent Roll for July, the 7-01-99 RENT charge will be created.


Frequency

Displays the frequency of the charge, as specified in the Lease Recur Chgs tab.


[OK]

Completes the lease activation process and creates the initial charges if you marked the Create charges now box.


[Cancel]

Cancels the lease activation processes. The occupancy status on the unit is not changed. The tenant status and lease status are not changed. No initial charges are created.


[Help]

Starts Help and displays information about this window.


Show Charges window

Displays the initial charges that will be created for this lease if you mark the Create charges now box and click [OK] in the previous (Charge Start Dates) window. The charges that are created are determined by the recurring charges you established for the lease, the property Last Rent Roll Date, and the Prorate and First Full Charge dates entered in the previous window.

For help on a button in this window, click [image] on the window and then click the item.


[Close]

Closes this window and returns to the Start Lease - Charge Start Dates window.


[Help]

Starts Help and displays information about this window.


Unit

Displays the unit associated with this initial charge.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Charge Type

Displays the charge type associated with this initial charge.


Charge Date

Displays the charge date of this initial charge.


Amount

Displays the amount of this initial charge.


Cancel Lease window
Cancel Lease and Cancel Amendment window

Use to cancel a future lease or future revision, and reconcile the account if charges or payments were posted to this lease. The window shows the net amount due to the tenant or due to the company. Click [Reconcile Account] to reduce these numbers to zero by clearing or adjusting charges, by applying or refunding credits, by applying, refunding or forfeiting deposits, or by entering cash receipts or new charges. When Net due tenant and Net due company are both at zero, click on the [OK] button, which changes the status of the lease to "Canceled." A canceled lease cannot be copied.

If the lease you are canceling is a future revision started through Amend Lease, you may want to delete the lease through Change Lease after its cancelation. Doing so will ensure that any other future revision will keep the proper sequence of revision numbers for that lease.

If there are transactions in the new.pmt file that correspond to the new revision, post before you delete, otherwise entries will not be posted or moved.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Lease

Displays the lease.


Tenant

Displays the tenant.


Net due tenant

Displays the amount due, if any. Net due tenant and Net due company must be zero for [OK] to be accessible.


Net due company

Displays the amount due, if any. Net due tenant and Net due company must be zero for [OK] to be accessible.


[Reconcile Account]

Opens the Reconcile Account for Canceling window to clear or adjust charges, to apply or refund credits, to refund, apply, transfer, or forfeit deposits, and to enter cash receipts or new charges.


[Tenant Info]

Allows you to enter or change information about the tenant(s), such as addresses. It is not necessary to change the tenant Account Status to "Closed." If the tenant has no other future or current leases, the status will change to "Closed" when the lease is canceled by clicking [OK] in this window.


[OK]

Changes the status of the lease to "Canceled."

Start Lease — When you are canceling a lease in Start Lease, if the tenant(s) associated with the lease have no other future or current leases, the tenant Account Status may be changed to "Closed."

Amend Lease — If you are canceling a lease in Amend lease, because an amendment is a copy of the current lease, the amendment is canceled but the current lease still exists with the same tenants and units.

A lease amendment cannot be canceled if the Net due tenant and Net due company amounts in this window are not zero. You can press [OK] but an error message will appear suggesting Reconcile Account be used to bring the lease balance to zero. Once this is done, the lease can be canceled.


[Cancel]

Closes this window without canceling the lease. Changes and entries made through [Reconcile Account] or [Tenant Info] are not canceled.


[Help]

Starts Help and displays information about this window.


Reconcile Account for Canceling window

Use to clear or adjust charges, to apply or refund credits, to refund, apply or forfeit deposits, and to enter cash receipts or new charges, so that the Net due tenant and Net due company amounts (displayed at the bottom of the window) are zero.

Click the appropriate tabs to reconcile charges, credits and deposits. Click [Auto Apply] to automatically apply credits and deposits to charges (in that order). Click [Print Report] to produce a printed record of all credits, deposits, charges and cash receipts and how they were applied.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Lease

Displays the lease.


Tenant

Displays the tenant.


[OK]

Accepts all of the reconciliation entries and closes this window. Timberline recommends that you click [Print Report] before [OK] so that you have a printed record of the reconciliation entries.


[Cancel]

Cancels all reconciliation entries and returns to the previous window.


[Help]

Starts Help and displays information about this window.


[Auto Apply]

Automatically applies credits and deposits to charges (in that order). If a credit or deposit is fully applied, it is removed from the Credits or Deposits tab. If a charge is fully paid off by applying a credit or deposit, the charge is removed from the Charges tab.


[Print Report]

Produces a printed record of how credits, deposits, charges and cash receipts were reconciled or applied.


[New Charges]

Opens the Reconcile Account - New Charge window so that you can enter new charges for the lease.


[Cash Receipts]

Opens the Reconcile Account - Cash Receipts window so that you can enter payments received for the lease.


Transaction date

Enter the Transaction Date for the entries created when you adjust or clear charges or when you [Auto Apply] credits and deposits. Typically, this is the date are creating the entries.


Accounting date

Enter the Accounting Date for the entries created when you adjust or clear charges or when you [Auto Apply] credits and deposits. The Accounting Date determines the General Ledger period affected by the entries.


Credits tab (Reconcile Account for Canceling window)

Use to refund open credits or apply open credits to charges. An open credit is a lease-related payment or credit that was entered without a charge type. All open credits entered for this lease display on the tab. The sum of the open credits displays at the bottom of the window.

Highlight the open credit you want to refund or apply. To highlight multiple open credits, hold down the [CTRL] key and click the left mouse button on the appropriate credits.

Click [Refund] to refund all or part of the selected open credit(s).

Click [Apply] to apply all or part of the selected open credit(s) to charges.

Click [Auto Apply] to automatically apply all open credits and all refundable deposits to charges (in that order).

For help on an item in this tab or window, click [image] on the window and then click the item.

Related Topics


Credit selection list

Move the selection bar to highlight the open credit you want to refund or apply, then click [Refund] or [Apply].

•	To select multiple credits, hold down the [CTRL] key and click the left mouse button on the appropriate credits to highlight them.

•	To select all credits, right-click in the grid and choose Select All.

•	To clear a credit, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

If you click [Auto Apply] all of the credits in this list and all deposits will be applied (credits first) to charges. After a credit has been refunded or applied, the credit no longer appears on this list. If a credit is partially applied or refunded, the credit amount in this list is reduced.


[Refund]

Opens the Refund Open Credits window, which allows you to designate dates and the amount to be refunded. When you post the refund entries in Property Management, an Accounts Payable invoice is created for the refund amount. You print the refund check in Accounts Payable.


[Apply]

Opens the Apply Open Credits window, which allows you to apply the selected credit(s) to existing open items or to a new charge.


Deposits tab (Reconcile Accounts for Canceling window)

Use to accrue interest, refund deposits, and apply or forfeit deposits to charges. Any refundable deposits entered for this lease display on the tab. The sum of the deposits displays at the bottom of the window.

Highlight the deposit you want to accrue, refund, forfeit or apply. To highlight multiple deposits, hold down the [CTRL] key and click the left mouse button on the appropriate deposits.

Click the appropriate button to process the deposits, [Accrue], [Refund], [Apply], or [Forfeit]. Any combination of these four processes can be completed for the selected deposits. Timberline recommends that you select [Accrue] before the other functions, so that you are working with the updated interest amount.

Click [Auto Apply] to automatically apply all credits and all refundable deposits to charges (in that order).

After refunding, applying, or forfeiting a deposit in full, the deposit is removed from this list. If you partially refund, apply or forfeit a deposit, the Balance (and possibly Interest Balance) of the deposit in this list is reduced.

For help on an item in this tab or window, click [image] on the window and then click the item.

Related Topics


Deposit selection list

Move the selection bar to highlight the deposit you want to accrue, refund, forfeit or apply to charges, then click the appropriate button.

•	To select multiple deposits, hold down the [CTRL] key and click the left mouse button on the appropriate deposits to highlight them.

•	To select all deposits, right-click in the grid and choose Select All.

•	To clear a deposit, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

If you click [Auto Apply] all of the credits and all deposits (in that order) will be applied to charges. After a deposit has been refunded, forfeited or applied, the deposit no longer appears on this list. If a deposit is partially applied, forfeited or refunded, the deposit amount in this list is reduced.


[Refund]

Opens the Refund Deposits window, which allows you to designate dates and the amount to be refunded. When you post the refund entries in Property Management, an Accounts Payable invoice is created for the refund amount. You print the refund check in Accounts Payable.

Timberline recommends that you select [Accrue] before [Refund], so that you are working with the updated interest amount.


[Apply]

Opens the Apply Deposits window, which allows you to apply the selected deposit(s) to existing open items or to a new charge.

Timberline recommends that you select [Accrue] before [Apply], so that you are working with the updated interest amount.


[Forfeit]

Opens the Forfeit Deposits window, which allows you to forfeit the selected deposit(s) to existing open items or to a new charge. Interest cannot be forfeited. It must be refunded or applied to charges.


[Accrue]

Opens the Accrue Deposits window, which accrues interest for the selected deposit(s) through the date you specify. When you accrue interest, the Interest Balance for the deposit(s) increases.


[Transfer]

Opens the Transfer Deposits window, which allows you to transfer deposits from one lease to another.


Charges tab (Reconcile Account for Canceling window)

Use to clear or adjust charges. Any open items for the lease display on the tab. The sum of the open charges displays at the bottom of the window as Charges.

Highlight the charge you want to process and click [Clear] or [Adjust]. You can process only one charge at a time. [Clear] removes the charge from the list. [Adjust] opens a window that allows you to prorate the charge or change the amount. Both [Clear] and [Adjust] create a charge adjustment entry.

For help on an item in this tab or window, click [image] on the window and then click the item.

Related Topics


Charge selection list

Move the selection bar to highlight the charge you want to clear or adjust and then click [Clear] or [Adjust]. [Clear] removes the charge from the list. [Adjust] opens a window that allows you to prorate the charge or change the amount. After a charge is adjusted the new charge amount displays in this list. Both [Clear] and [Adjust] create a charge adjustment entry.


[Clear]

Removes the highlighted charge from the list. A charge adjustment entry is created which reduces the lease balance.


[Adjust]

Opens the Adjust Charge window so that you can enter a new charge amount or prorate the charge based on a number of days and the number of days in the period. A charge adjustment entry is created.


Adjust Charge window (for start lease, change lease)
Adjust Charge window

Use to adjust the charge amount by manually entering a new amount or by prorating the charge based on a number of days and the number of days in the period.

For help on an item in this window, click [image] on the window and then click the item.


[OK]

Accepts the entry in Amount and returns to the Reconcile Account window.


[Cancel]

Closes this window without adjusting the charge.


[Help]

Starts Help and displays information about this window.


Unit

Displays the unit.


Charge Type

Displays the charge type.


Charge Date

Displays the date.


Adjustment

Displays the difference between the original amount and the amount entered.


Amount

Enter the new amount of the charge or click [Prorate] to calculate this amount for you based on a number of days and the number of days in the period.

If you enter a new charge amount, the new amount must be a positive number. Entry of negative (or zero) amounts is not allowed.


[Prorate]

Opens the Prorate Charge window which automatically calculates a prorated amount for the charge, based on a number of days that you specify and the number of days you specify in the period.


Prorate Charge window (for start lease, change lease)
Prorate Charge window

Use to automatically calculate a prorated charge amount based on a number of days that you specify and the number of days you specify in the period.

For help on an item in this window, click [image] on the window and then click the item.


[OK]

Accepts the entry in Prorated Amount as the new amount and returns to the Adjust Charge window. In the Adjust Charge window, the prorated charge appears in the Amount column.


[Cancel]

Closes this window without adjusting the charge.


[Help]

Starts Help and displays information about this window.


Charge Type

Displays the charge type of the original charge.


Charge Date

Displays the date of the original charge.


Current Amount

Displays the original charge amount.


Prorated Amount

Displays the prorated amount. This item is calculated automatically based on the changes you make in Prorate Days and/or Total Days.


Prorate Days

Enter the number of days for which the tenant should be charged.


Total days

Enter the total number of days the charge was originally for. For example, if this is monthly charge for January, and you calculate based on actual number of days in the month, enter 31. If you base charges on a 30-day month, enter 30. If this is a quarterly charge, enter 90, or the appropriate number of days in the quarter.


Reconcile Account -- New Charge window

Use to enter new charges for the lease you are canceling.

If you enter a Tax Group, the appropriate tax transactions are automatically generated when you accept the entry. They appear directly below the entry they are associated with and have a Charge Type of TAX.

When these charges are posted, the appropriate entries to General Ledger are created, if you set the controls in PM Settings to create General Ledger entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Unit

Select the unit associated with this entry. If there are multiple units associated with the lease, there will be a list of units to select from.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Tenant ID

Select the tenant associated with this entry. If there are multiple tenants associated with the lease there will be a list of tenants to select from. The tenant name displays at the bottom of the window.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Tenant Name

Select the tenant associated with this entry. If there are multiple tenants associated with the lease there will be a list of tenants to select from.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Charge Type

Select the charge type associated with this entry.


Item ID

Enter an optional code to help you identify the source of this charge, such as a purchase order number, a work order number, or a billing reference number. Entries with the same Charge Date, Charge Type, and Item ID are combined into one open item. If you have two MAINT charges for a lease on the same day, and you want them to appear as two separate items on statements, enter unique Item IDs for the two charges.

This column is preset with the Deposit Type on entries with a DEP charge type, and the value cannot be changed. This is so that two deposit charges with the same Charge Date and Charge Type remain as separate open items.


Deposit Type

Select the deposit type associated with this entry. This column is only available when the Charge Type is DEP (Deposits).

The deposit type you select prefills the Item ID column, and the Item ID column cannot be changed.


Transaction Date

Enter the date to be used as the Transaction Date on the entries or accept the prefilled date. Usually, this is the date you enter the charge.


Accounting Date

Enter the date to be used as the Accounting Date on the entries or accept the prefilled date. This date is used to determine the General Ledger period affected by the entries.


Charge Date

Enter the charge date for the open item that is created or adjusted with this entry.


Description

Enter a description for this entry or accept the prefilled description. If this entry creates a new open item, this description can appear on statements and invoices. The description prefills from the lease Chg Controls tab.


Reference

Accept the prefilled reference or enter a different reference (up to 10 characters) for this entry. A reference is an optional code that is part of the entry and can be used in reporting, inquiry, and accumulators. The reference prefills from the lease Chg Controls tab.


Amount

Enter the amount of this charge.


Tax Group

Select a Tax Group or accept the prefilled Tax Group. The Tax Group prefills from the lease Chg Controls tab. When you click [Save Entry] or accept an entry by completing it and pressing [Enter], the appropriate tax entries are created and they appear beneath the related entry in the grid.


Debit Account

Accept the prefilled General Ledger debit account or select one from the list. The debit and credit entries to General Ledger are made when the Property Management entries are posted.

Refer to the Help topic "General Ledger accounts affected by Property Management entries" for information about the type of account you should enter here.


Credit Account

Accept the prefilled General Ledger credit account or select one from the list. The debit and credit entries to General Ledger are made when the Property Management entries are posted.

Refer to the Help topic "General Ledger accounts affected by Property Management entries" for information about the type of account you should enter here.


Print On Invoice

Mark this box if you want this entry to appear on an invoice for the tenant.


[Close]

Closes this window and returns to the previous window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Cancel Entry] and [Restore Entry]

[Cancel Entry] cancels the new entry before it has been saved.

[Restore Entry] is available if you have saved an entry using [Save Entry], and then make some changes to it. [Restore Entry] cancels the changes made, restoring the previously saved values for the entry.


[Save Entry]

Saves the current (selected) entry.


[Delete Entry]

Deletes the current (selected) entry.


Setting up Property Management

  1	Establish your General Ledger account structure and determine your prefixes and base accounts. Refer to your General Ledger documentation for more information. Decide what prefix each property will use. Multiple properties can share the same prefix.

  3	Set up Journals in General Ledger for recording Property Management Cash Receipts, Miscellaneous Entries and Rent Roll. Refer to your General Ledger documentation for more information.

  4	Set up bank accounts in Cash Management with the cash accounts you will be using for your properties.

 About Cash Management bank accounts?

  5	Set up at least one Summary vendor in Accounts Payable if you will be using Accounts Payable to refund credits and deposits and/or to pay interest.

 About summary vendors?

  6	Review the Concepts section of Help (on the Property Management Help Contents tab, select the Concepts book).

  7	Specify your Property Management Settings.

 How?

  8	Set up all of your charge types. Additional charge types can be added at any time.

 How?

  9	If some of your charges include sales tax, set up Tax Rates and Tax Groups. New Tax Rates and Tax Groups can be added whenever needed.

 How to set up tax rates?

 How to set up tax groups?

10	If you use interest rates to calculate interest on deposits or to calculate late charges, set up the interest rates. New interest rates can be added at anytime.

 How?

11	Modify custom lists.

 How?

12	Set up your properties.

 How?

13	Set up the units associated with the properties.

 How?

14	Set up your tenants.

 How?

15	Set up your leases.

 How?

16	Set up accumulators if you need to track monthly or yearly totals of certain types of entries for a property, lease, and/or unit.

 How?

17	Enter beginning balances for your leases.

 How?

18	Perform Close Current Period, moving your properties into the first period in which you will be automatically generating charges.

 How?

Related Topics


Specifying Property Management Settings

  1	From the File menu, select Data Folder Settings, PM Settings.

  2	Click the appropriate tab to enter or change settings.

  3	On the General tab, enter a description and optional reference for each type of entry listed. The reference and description you enter here is a default, which can be modified when an entry is created. Initially, you will probably leave the references blank. If you discover a need to use them, you can set them up later.

  4	Mark the Use tax features box if your lease-related charges include tax. Marking this box makes the tax features available in the data entry grids and set up programs. Marking this box also activates the Summarize tax by radio buttons.

 How?

  5	Click [Post and Interface Settings] to determine how Property Management interfaces with other Gold applications.

 How?

  6	Click the GL Information tab to enter General Ledger accounts and journals and to specify the kind of detail that will be included in the General Ledger entries created by Property Management.

 How?

  7	Click the Reports tab. If you will be using any of your own custom report designs for printouts generated by Property Management tasks, enter those design names. You can change these whenever necessary.

  8	Click the Preferences tab. Choose the Lease Selection and Tenant Selection options that meets your data input needs. You can change your selection whenever you need to.

  9	Click the Task Options tab. Select how the accounting date on returned checks is determined, specify when, or if, you will print receipts in Cash Receipts, and indicate whether or not you will review and adjust expenses prior to reconciling and escalating recoveries.

 How?

10	Click [OK] to save your settings.

Related Topics


Reference

A reference is a code or piece of information that can be associated with an entry (such as a payment, charge, or credit adjustment), and is used in reports and inquiry and to accumulate totals. You determine how you want to use this code, if at all.


PM Settings - Reports tab

This tab lists the standard reports and printouts generated by Property Management tasks, and the name of the Timberline Report Designer design file used to create the printouts. The designs are prefilled with the default designs shipped with the software. These can be changed.


Specifying post and interface settings
Specifying post and interface settings in PM Settings

  1From the File menu, select Data Folder Settings, PM Settings.

  2	From the General tab, click [Post and Interface Settings].

  3	Select whether you will be posting Property Management entries automatically or manually.

  4	To activate an interface with Accounts Payable, mark the appropriate box. General Ledger and Cash Management interfaces are automatically activated. When the Accounts Payable interface is activated, certain Accounts Payable fields become available in Property Management. You must activate the Accounts Payable interface if you will be creating invoices to refund tenant deposits and credits or to pay interest on tenant deposits.

  5	To create entries for General Ledger and Cash Management, and invoices for Accounts Payable, mark the appropriate boxes. Then select whether interfacing entries for Accounts Payable and General Ledger will be posted manually (when you post entries in the interfacing application) or automatically (when you post entries in Property Management). Cash Management entries are automatically posted if the Create entries box is marked.

Notes

•	If you select the automatic posting setting for Property Management, posting occurs at the completion of any data entry session. If you select the manual posting setting, you are given the option of posting at the completion of each data entry session. If you don't post at the completion of a data entry session, use Post Entries (Tasks menu) at a later time.

•	If you do not want entries created for Accounts Payable, or if this Timberline application is not used, you can still track the information by activating the interface but not marking Create entries in step 5.

•	If you do not want entries created for General Ledger do not mark Create entries in step 5. The General Ledger interface will remain active because Property Management is dependent on General Ledger for certain information.

•	If you do not want entries created for Cash Management do not mark Create entries in step 5. The Cash Management interface will remain active because Property Management is dependent on Cash Management for certain information.

•	Changes can be made to the Post & Interface Settings at any time, but Timberline recommends making changes only under the direction of Timberline support or a Certified Consultant.

Related Topics


Overview

You indicate whether you will be posting Property Management entries automatically or manually. When entries are posted they affect the totals and balances in the lease, tenant, and accumulator records, and they create new open items or adjust existing open items.

You also specify if an interface to another application is active, if entries should be created for that application, and if those entries should be posted automatically or manually.


Post entries

When you post entries, the following occurs:

•	The Property Management entries affect totals and balances in the lease, tenant and accumulator records.

•	The Property Management entries create new open items or adjust existing open items. An open item is the summarized record of the activity associated with a particular charge on a lease. For example, a single open item indicates how much was charged and how much was paid for January's rent.

•	Related entries in General Ledger and Accounts Payable are created if appropriate.


Specifying General Ledger settings

  1	From the File menu, select Data Folder Settings, PM Settings.

  2	Click the GL Information tab.

  3	Select the Bad Debt, AP Refund, and Open Credit Clearing General Ledger base accounts.

  4	Enter the base accounts for the Intercompany Receivable and Intercompany Payable entries that are created when the software needs to make intercompany entries.

 About intercompany accounting

  5	In the Transaction Contents area, select the type of information to be included in the General Ledger entries created by Property Management.

  6	Enter the journal numbers that are used on General Ledger entries created by Property Management.

  7	Mark the Summarize Cash box if you want to create one General Ledger cash entry per accounting date, per cash account. If you leave this box unmarked, one entry to the cash account will be made for each payment entered.

  8	Mark the Summarize Revenue box if you want to create one General Ledger revenue entry per accounting date, per revenue account. If you leave this box unmarked, one revenue entry will be created for each charge (Accrual basis accounting) or for each payment (Cash basis accounting).

  9	Click [OK] to save the GL settings.

Note

•	The appropriate prefix is combined with the base account to form the General Ledger account for General Ledger entries.

These settings can be changed at any time, but changes only impact entries made after the change.

Related Topics


Overview

The controls in the General Ledger tab in PM Settings dictate the type of information that is included in the General Ledger entries that are generated by Property Management. Certain base accounts are specified here as well.

Entries to General Ledger are created when you post the Property Management entries (if you marked the General Ledger Create entries box in the Post and Interface Settings window in PM Settings).


Setting up charge types

  1	From the Setup menu, select Charge Types.

  2	Enter or select options for the charge types that are already set up.

  3	The [image] in the left-most column indicates where a new charge type can be added. To add a new charge type, click the Charge Type column in this row and enter a Charge Type ID (up to 10 characters).

  4	Enter a Summary Charge Type, Charge Description, and Payment Description. Select the appropriate General Ledger base account numbers. Charge and Payment Reference codes are optional.

  5	Press [Tab] or [Enter] at the end of the row to complete the set up of the charge type. The cursor moves to a new row, ready for you to set up another charge type.

  6	You must set up one charge type for each type of revenue you receive.

  7	Click [Close] when done adding or changing charge type records.

Related Topics


Overview

Charge types identify the various charges associated with your leases. Typical charge types might include RENT, CAM, PARKING. Set up a separate charge type for each source of revenue that is lease related. For each Charge Type, enter related General Ledger account numbers, charge and payment descriptions, and a Summary Charge Type.

Certain charge types are required, and have been set up for you. These include LC (late charges), TAX, DEP (deposits) and RCHK (returned checks). You should not change or delete these existing charge type IDs. You must enter General Ledger account numbers and other controls for these existing charge types.


Setting up tax rates

  1	From the Setup menu, select Taxes, Tax Rates.

  2	Enter a tax ID (up to 6 characters) and description for this tax.

  3	Enter the tax rate with a decimal. For example, enter six and a half percent as "6.5".

  4	In Credit account, enter the General Ledger base account used as the liability account on tax entries, or click [List] to select a base account. The other General Ledger account fields are not used by Property Management.

  5	Click [Save]. If you make changes to an existing tax rate, the tax groups associated with the tax rate are automatically updated with the new rate. You have the option of viewing the affected groups.

  6	Perform steps 2-5 for all other sales taxes you must set up or change.

  7	Click [Close] when done setting up tax rates.

  8	Set up or modify Tax Groups to include the new Tax Rates you created.

 How?

Related Topics


Overview

Tax Rates are used if you include tax in some of your lease-related charges. The Tax Rates command is available only if you marked the Use tax features box in PM Settings.

Set up an individual tax rate record for each state and local sales tax you must charge. These taxes are used in conjunction with tax groups whenever taxable charges are created or entered to automatically calculate tax.


Setting up tax groups

  1	From the Setup menu, select Taxes, Tax Groups.

  2	Enter a group ID and description. If you have state sales tax and local sales taxes, create a state group and a group for each locale.

  3	Enter the tax ID for each tax rate you want to include in this tax group (up to 9) or click [List] to select a tax rate ID. The tax description and rate display on the right for verification.

  4	Verify the tax group total displayed at the top of the entry box.

  5	Click [Save] to save the tax group.

  6	Perform steps 2-5 for all tax groups you must set up or change.

  7	Click [Close] when done setting up tax groups.

Note

•	If you have a state sales tax and a city sales tax, create a state group and a group for the city. In the city group include the state tax rate ID and the city tax rate ID. In the state group, include just the state tax rate ID.

Related Topics


Overview

Tax groups are used to combine several tax rates for a particular locale. For example, in California there may be a state sales tax rate in addition to a city sales tax rate. You can set up a tax group that includes both the state and city tax rates. When you set up the charge types associated with a property and lease, you indicate the tax group. Then whenever charges are created, the software automatically calculates the sales tax based upon the rates for the tax group.

If you change a tax rate that is included in a tax group, the system automatically updates the tax group with the new rate.


Setting up the interface to General Ledger

  1	Establish your General Ledger account structure and determine your prefixes and base accounts. Decide what prefix each property will use. Multiple properties can share the same prefix.

  2	In General Ledger, set up your base accounts and prefixes. Use Generate Accounts in General Ledger to create the actual account records.

 About the General Ledger accounts to set up

  3	From the File menu, select Data Folder Settings, PM Settings to specify post and interface settings for General Ledger.

 How?

  4	While still in the PM Settings window, click the GL Information tab to specify how entries to General Ledger are made.

 How?

  5	From the Property Management Setup menu, select Charge Types. Enter the General Ledger Revenue base account for each charge type. If using the Accrual accounting method, you must also enter a receivable and prepayment base account for each charge type.

  6	If you are using sales tax, from the Setup menu, select Taxes, then Tax Rates. For each tax rate, enter the appropriate Credit account.

  7	In Cash Management, set up the necessary bank accounts for your properties.

 About Cash Management bank accounts

  8	From the Setup menu, select Properties. On the General Controls tab for each property, select a Cash control option and select the appropriate GL prefix. Enter the Period End Date and Fiscal Year End Date and select the appropriate bank accounts.

  9	Click the property Deposits tab. Select a Deposit Bank Account for each deposit type, and. enter a Deposit Revenue Account and/or Deposit Liability Account. For interest-bearing deposits, also enter an Interest Expense/Clearing Account (if you use accrual accounting), and an Interest Liability Account.

10	Click the property Chg Controls tab. Select a GL prefix for each charge type and if you use sales tax, make sure the Tax Group is correct. Mark GPR (Gross Potential Rent) for the appropriate charge types.

11	If you will be tracking Vacancy Loss for a property, click the property Vacancy Loss tab. Select the vacancy loss and GPR base accounts.

12	If you will be calculating Straight Line Rent for a property, click the property General AP/Straight Line tab. Select the appropriate Revenue and Deferred Revenue base accounts.

13	When you set up leases, make changes to the following, if these items differ from the property defaults:

a.  Charge Controls tab:  Tax Group and GL Prefix.

b.  Recur Charges tab, Straight Line Rent button:  Deferred Revenue and Revenue base accounts.

Note

•	Timberline recommends creating entries for General Ledger only after the beginning balances for the leases are entered.

Related Topics


Straight line rent

Straight Line Rent is a method of reporting income so that the lease revenue is spread out evenly over the life of the lease. This method is also known as "Net Effective Rent" or "FASB-13".


General Ledger accounts affected by Property Management entries

	------------ACCRUAL-----------	-------------CASH-------------
PM entry	DR Account	CR Account	DR Account	CR Account
Accumulator Adjustment	-----------no GL entries------------	-----------no GL entries------------
Accrue Interest	Interest Exp/Clear	Interest Liability	-----------no GL entries------------
Apply Credit
prepayment	Prepay	Receivable	-----------no GL entries------------
open credit	Open Credit Clearing	Receivable	Open Credit Clear	Revenue
negative adjustment chrg	Receivable	Receivable	-----------no GL entries------------
Apply Interest (Note 4)	Interest Liability	Receivable	Interest  Liab	Revenue
Apply Deposit (Note 3)	Deposit Liability	Receivable	Deposit Liability	Revenue
Bad Debt	Bad Debt	Receivable	-----------no GL entries------------
Charge--normal	Receivable	Revenue	-----------no GL entries------------
Charge--prepay exists	Prepay	Revenue	-----------no GL entries------------
Charge--deposit (Note 1)	Receivable	Dep Rev or Liab	-----------no GL entries------------
Charge Adjustment	Receivable	Revenue	-----------no GL entries------------
Credit Adjustment	Revenue	Receivable	-----------no GL entries------------
Escalations (retroactive)
positive adjustment	Receivable	Revenue	-----------no GL entries------------
negative adjustment	Revenue	Receivable	-----------no GL entries------------
Forfeit Deposit (Note 3)	Deposit Liability	Receivable	Deposit Liability	Revenue
Management Fees
Management Company	Receivable	Income	-----------no GL entries------------
Property	Expense	Payable	-----------no GL entries------------
Pay Interest (Note 2)  (Note 4)	Interest Liability	Accounts Payable
Payment--normal	Cash	Receivable	Cash	Revenue
Payment--prepayment	Cash	Prepay	Cash	Revenue
Payment--creating open credit	Cash	Open Credit Clear	Cash	Open Credit Clear
Payment--deposit (Note 1)	Deposit Cash	Receivable	Deposit Cash	Dep Rev or Liab
Percentage Rent (charge)	Receivable	Revenue	-----------no GL entries------------
Recoverable Expenses (adjustment)	Receivable	Revenue	-----------no GL entries------------
Reference	-----------no GL entries------------	-----------no GL entries------------
Refund Credit (Note 2)
prepayment	Prepay	Accounts Payable	-----------no GL entries------------
open credit	Open Credit Clearing	Accounts Payable	-----------no GL entries------------
negative adjustment chrg	Receivable	Accounts Payable	-----------no GL entries------------
Refund Deposit (Note 2)  (Note 3)	Deposit Liability	Accounts Payable	-----------no GL entries------------
Sales Volume	-----------no GL entries------------	-----------no GL entries------------
Straight Line Rent
positive adjustment	Deferred Revenue	Revenue	-----------no GL entries------------
negative adjustment	Revenue	Deferred Revenue	-----------no GL entries------------
Vacancy Loss	Vacancy Loss	Gross Potent. Rent	-----------no GL entries------------
Miscellaneous Income	Cash	Misc Revenue	Cash	Misc Revenue
Related Topics


Overview

General Ledger entries are created when the Property Management entries are posted (if you specified in PM Settings that General Ledger entries be created). The type of General Ledger entry made is determined by the type of Property Management transaction created.


Note 1

Deposit charges and deposit payments.

The deposit revenue account is used for non-refundable deposits. The deposit liability account is used for refundable deposits.


Note 2

Pay Interest, Refund Credit, and Refund Deposit entries.

The software writes a value in the field Accrual Debit Account on the Property Management entries even if you are not doing accrual accounting. The value in this field is used as the expense account on the AP Invoice.


Note 3

Refund Deposit, Apply Deposit, and Forfeit Deposit entries.

These entries could be affected by intracompany accounting. See the Help topic "About Intracompany Accounting" for more information.


Note 4

Pay Interest, and Apply Interest entries.


Sources of General Ledger accounts

Account type	Defaulted or prefilled from
Receivable	The prefix from the lease charge controls record and the base account from the charge type record. Then, on payments, applied credits, etc., the receivable account from the original transaction is used.
Revenue	The prefix from the lease charge controls record and the base account from the charge type record. Exception:  For TAX entries, base is the credit account from the tax rate record.
Prepayment	The prefix from the lease charge controls record and the base account from the charge type record.
Cash	The cash account number is stored in the PM Cash Account field on the Cash Management bank entered in Cash Receipts.  If a full account was selected for the Cash Management bank entered in Cash Receipts, the cash account comes from the bank.  If a base account was selected for the Cash Management bank entered in Cash Receipts, the base account comes from the bank and the prefix comes from the charge.
Interest/Refund Cash	Either the normal Cash account or the Deposit Cash account, depending on the option selected in the property record.
Deposit Revenue	The prefix from the property record and the base account from the property deposit record.
Deposit Liability	The prefix from the property record and the base account from the property deposit record.
Interest/Expense Clearing	The prefix from the property record and the base account from the property deposit record.
Interest Liability	The prefix from the property record and the base account from the property deposit record.
Bad Debt	The prefix from the property record and the base account from PM Settings.
Misc Revenue	The full account from the Misc Income Source record associated with the property.
Open Credit Clearing	The prefix from the property record and the base account from PM Settings.
Intercompany Payable	The prefix of the Credit Account from the transaction being paid and the intercompany payable base account on the General Ledger prefix record of the transaction's Debit Account prefix. If no intercompany payable base account is found on the prefix record in General Ledger, the intercompany payable base account found in PM settings is used.
Intercompany Receivable	The prefix of the Debit Account from the transaction being paid and the intercompany receivable base account on the General Ledger prefix record of the transaction's Credit Account prefix. If no intercompany payable base account is found on the prefix record in General Ledger, the intercompany receivable base account found in PM settings is used.
Note

•	Whenever a prefix (such as from the property record) is combined with a base (such as from the charge type record), the prefix will be adjusted to the proper balance sheet. For example, if the prefix equals 1-456 and the base account is 210, the account equals 1-456-210 unless it is a balance sheet account and the balance sheet level is at A (1-000-210).

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About the General Ledger accounts to set up

To interface Property Management with General Ledger, you should set up the following accounts in General Ledger. This is a minimal list; you may need to set up additional accounts. Follow the instructions in your General Ledger documentation for creating the base accounts and prefixes, and for using Generate Accounts to create the actual account records.

Bad Debt—Accrual basis only.

Cash—This is the operating account to which you deposit lease-related funds. You must have a cash account for each property-related prefix. If you use a central cash account for all properties, set that up.

Deposit Cash—If separate cash accounts are used for holding deposits or paying interest, set up those cash accounts.

Deposit Liability — Only necessary if you have refundable deposits.

Interest Expense/Clearing—Accrual basis only. Only necessary if you have interest-bearing deposits. This account is debited when you accrue interest.

Interest Liability—Only necessary if you have interest-bearing deposits. This account is debited when you apply interest to a charge. This account is credited when you accrue interest (accrual basis only).

Open Credit Clearing—This account is credited when you enter a tenant's payment as an open credit and debited when you apply an open credit to a charge.

Prepayment—Accrual basis only. This is a liability account that is credited when you record a prepayment, and debited when the corresponding charge is created.

Receivable—Accrual basis only.

Revenue—You can set up as many revenue accounts as you need; typically one revenue account for each type of lease-related charge.

 Click here for a list of some other General Ledger accounts you may need to set up.

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Open credit

An open credit is a lease-related payment or credit that was entered without a charge type. Open credits do not get automatically applied to open items (charges). You need to use Refund/Apply Credits to apply the open credit to an existing open item or to a new charge, or to refund the open credit.


Additional General Ledger accounts you may need to set up

Misc Revenue—Use to record miscellaneous income from properties, such as from laundry and vending machines and conference room usage.

Revenue (Straight Line Rent)—Accrual basis only. Only necessary if you are tracking Straight Line Rents.

Deferred Revenue—Accrual basis only. Only necessary if you are tracking Straight Line Rents.

Vacancy Loss—Accrual basis only. Only necessary if you are tracking Vacancy Loss. This account is debited when recurring charges are posted with the amount of lost revenue due to vacancy. Used on financial statements in conjunction with the Gross Potential Rent account to compare to the actual rent revenue.

Gross Potential Rent—Accrual basis only. Only necessary if you are tracking Vacancy Loss. This account is credited when recurring charges are posted. Used on financial statements with the Vacancy Loss account to compare to actual rent revenue.

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Setting up bank accounts

  1	In Cash Management, set up the bank account(s). How you set up the Cash Management bank accounts affects how cash entries are created in Property Management.

 How?

  2	Enter the Cash Management bank account(s) on the property records in Property Management.

 How?

Tip

•	For more information on how to set up bank accounts in Cash Management, refer to Cash Management Help.

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Entering Cash Management bank accounts in property records

  1	From the Property Management Setup menu, select Properties.

  2	Select the appropriate property from the list. If the property has not yet been set up, set it up now.

 How?

  3	Click the General Controls tab. In the Operating Bank Account field, select the Cash Management Bank Account that serves as the Operating Bank for this property.

 About Cash Management Bank accounts?

  4	In the Deposit Interest field, indicate which bank account is used for holding interest on deposits:  the Operating Bank (from the field above) or the Deposit Bank (which will be specified on the Deposits tab).

  5	In the Deposits Refund field, indicate which bank account is used for holding and refunding deposits:  the Operating Bank (from the field above) or the Deposit Bank (which will be specified on the Deposits tab).

  6	Click the Deposits tab. If you have not already done so, enter each Deposit type for the property. In the Deposit Bank Account field, select the Cash Management Bank Account used for this type of deposit. You can select the same Deposit Bank Account for all deposit types. You can select the same bank account used for the Operating Bank Account.

  7	Continue with steps 2-6 for additional properties.

  8	Click [Close] when done.

Related Topics


Matching prefixes

The prefix on the property and the prefix on the cash account for the Cash Management bank account are considered matching even if they are not identical prefixes, because the balance sheet and profit/loss prefix levels may be different. For example, a GL Prefix on the property record of 1-22-333 matches a prefix on the cash account of 1-22-000 if the Balance Sheet Level established in General Ledger is Prefix B. If the Balance Sheet level is Prefix C, the two prefixes represent different entities.


Managers/Brokers (Setup menu)

Use to set up or make changes to manager and broker information. Many of the items entered on the manager/broker are used to prefill the Mgmt Fee tab on the property. The management fee controls on the property are used when management fees are calculated during the Calculate Management Fee task(s). If you will be calculating management fees on the system you must set up at least one manager.

If a manager/broker is associated with a property, you can also enter the manager/broker ID in the Manager field on the property and use it in reports and inquiries.

 Window

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Managers/Brokers window

Use to set up or make changes to manager and broker information. Many of the items entered on the manager/broker are used to prefill the Mgmt Fee tab on the property. The management fee controls on the property are used when management fees are calculated during the Management Fees task(s). If you will be calculating management fees on the system you must set up at least one manager.

If a manager/broker is associated with a property, you can also enter the manager/broker ID in the Manager field on the property and use it in reports and inquiries.

For help on an item in this window, click [image] on the toolbar and then click the item.

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[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Manager/broker ID

Enter an ID for this manager, management company or broker (up to 10 characters). This item is required and must be unique. Duplicate manager/broker IDs are not allowed.

If you calculate Management Fees (Tasks, Management Fees menu), the managers and/or management companies you use must be set up prior to setting up the management fee controls on the properties (Setup, Properties, Mgmt Fee tab).


Management Company

Enter the name of the management company (up to 30 characters). If you will be calculating Management Fees (Tasks, Management Fees menu), either the Management Company or Manager must be indicated in addition to the Manager/Broker ID.


Manager

Enter the manager's name (up to 30 characters). If you need this name to appear in alphabetical order in reports or inquiries, enter the last name first, followed by a semi-colon, and then the rest of the name. For example:

Enter Julie Kennedy Eaton as "Eaton; Julie Kennedy"

Enter Jonathan A. Campbell, III as "Campbell, III; Jonathan A."

If you will be calculating Management Fees (Tasks, Management Fees menu), either the Management Company or Manager must be indicated in addition to the Manager/Broker ID.


Broker

Enter the broker's name (up to 30 characters). If you need this name to appear in alphabetical order in reports or inquiries, enter the last name first, followed by a semi-colon, and then the rest of the name. For example:

Enter Julie Kennedy Eaton as "Eaton; Julie Kennedy"

Enter Jonathan A. Campbell, III as "Campbell, III; Jonathan A."


Agent

Enter the agent's name (up to 30 characters). If you need this name to appear in alphabetical order in reports or inquiries, enter the last name first, followed by a semi-colon, and then the rest of the name. For example:

Enter Julie Kennedy Eaton as "Eaton; Julie Kennedy"

Enter Jonathan A. Campbell, III as "Campbell, III; Jonathan A."


Address 1 and 2

Enter the address for this manager, management company, broker, or agent (up to 30 characters for each address line). The address information can be printed on reports.


City

Enter the city for this address (up to 15 characters). This address information can be printed on reports.


State

Enter the state abbreviation for this address (up to 4 characters). This address information can be printed on reports.


ZIP Code

Enter the ZIP Code for this address (up to 10 characters including punctuation). This address information can be printed on reports.


Phone Number

Enter the phone number for the manager, management company, broker or agent (up to 15 characters).


Fax Number

Enter the fax number for the manager, management company, broker or agent (up to 15 characters).


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


Property Expense Debit Account

Select the base account to debit when creating management fee entries. This is usually a management fee expense account on the property's books.

When you set up management fee controls on the property, the base account entered here is combined with the property prefix to prefill the Expense debit account (Mgmt Fee, GL Accounts tab).


Property Payable Credit Account

If you are using accrual-based accounting, select the base account to credit when creating management fee entries. This account is usually a trade payables account on the property's books for the management fee. When you set up management fee controls on the property, the base account entered here is combined with the property prefix to prefill the Payable credit account (Mgmt Fee, GL Accounts tab).

If you are using the cash only accounting method, you do not need to select a Property Payable Credit Account.


Mgmt Co Receivable Debit Account

If you are using accrual-based accounting, select the full account to be used when creating management fee entries. This account is the receivable account for management fees on the management company's books. When you set up management fee controls on the property, the account entered here prefills the Receivable debit account (Mgmt Fee, GL Accounts tab). The prefix indicated on this full account must match the prefix indicated for the Mgmt Co Income Credit Account.

If you are using the cash only accounting method, you do not need to select a Mgmt Co Receivable Debit Account.


Mgmt Co Income Credit Account

If you are using accrual-based accounting, select the account to be used when creating management fee entries. This account is the management fees income account on the management company's books. When you set up management fee controls on the property, the account entered here prefills the Income credit account (Mgmt Fee, GL Accounts tab). The prefix indicated on this full account must match the prefix indicated for the Mgmt Co Receivable Debit Account.

If you are using the cash only accounting method, you do not need to select a Mgmt Co Income Credit Account.


AP Vendor

Select the vendor to be used as the payee on the invoice for the management fee. When you set up management fee controls on the property, this item prefills the AP Vendor (Mgmt Fee, AP Invoice tab).


AP Invoice Desc

Enter the description that will appear on the invoice for the management fee (up to 30 characters). When you set up management fee controls on the property, this item prefills the AP Invoice Description (Mgmt Fee, AP Invoice tab).


SIC Codes (Setup menu)

Use to setup or change SIC codes and their descriptions. An SIC code can be entered in each Lease.

 Window

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SIC Codes window

Use to setup or change SIC codes and their descriptions. An SIC Code can be entered in each Lease.

Related Topics


SIC Code

Enter an SIC Code (up to 15 characters).


Description

Enter a description for this SIC Code (up to 30 characters). This description will display in selection lists, and can appear in reports and inquiries.


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


Terminate Lease (Tasks, Manage Leases menu)

Use for all aspects of terminating a lease, including entering the termination information and dates, setting the status to "terminated" and reconciling the lease. Also use to cancel a termination and to set the lease status to "history".

 Windows

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Terminate Lease windows

 Edit Terminating Lease

 End Lease

 Move Lease to History Status

 Print Selection window

 Reconcile Account for Termination

 Terminate Lease


Terminate Lease window

Use to select the lease you want to process. You can edit termination information, reconcile, move to history or cancel the termination process. The list displays all leases that you have indicated are in the termination process. Move the selection bar to the lease and then click the appropriate button. To add a current lease to the termination list, click [New Termination].

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Lease Selection list

Move the selection bar to highlight the lease you want to process, and then click the appropriate button. To add a current lease to this list, click [New Termination].


[Close]

Closes this window and returns to the main Property Management window, or to the Print Selection window (if you created Property Management entries) to specify a print destination for the Terminate Lease journal.


[Help]

Starts Help and displays information about this window.


[New Termination]

Allows you to select a current lease for termination.


[Edit Termination]

Opens the Edit Terminating Lease window so that you can enter a notice date and intended move-out date for the selected lease, and access the lease termination checklist.


[End Lease]

Opens the End Lease window so that you can:

•	complete the termination process by entering dates related to the move-out and lease termination

•	change the status of the unit to Vacant.

•	enter an Available date for the unit.


[Reconcile Account]

Opens the Reconcile Account for Termination window to perform the following tasks:

•	write-off or adjust charges

•	apply or refund credits

•	refund, apply or forfeit deposits

•	enter cash receipts

•	enter new charges

A reconciliation report is automatically produced which itemizes the reconciliation activity.


[Move to History]

Changes the status of a Terminated lease to History. Allows you to reconcile the account to zero before changing the status.


[Cancel Termination]

Removes a lease from the list of leases that are in process of terminating.


[Conditions]

Sets up, views, or clears conditions which limit the lease records included in the list. [Conditions] displays with asterisks if conditions exist.


Select Lease window (Terminate Lease)
Select Lease window

Use to select a current lease for termination.

Move the selection bar to highlight the desired lease, and click [OK]. The Terminate Lease window opens and the selected lease appears in the list of leases that are in process of termination.

For help on an item in this window, click [image] on the window and then click the item.

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[OK]

Adds the selected lease to the list of leases in process of termination. Closes this window and opens the Terminate Lease window.


[Cancel]

Closes this window without adding the lease to termination list. Returns to the Terminate Lease window.


[Help]

Starts Help and displays information about this window.


[Conditions]

Sets up, views, or clears conditions which limit the current lease records included in the list. [Conditions] displays with asterisks if conditions exist.


Lease Selection list

Move the selection bar to highlight the lease you want to designate as terminating, and click [OK]. The selected lease appears in the list of leases that are in process of termination.


Edit Terminating Lease window

Use to enter a notice date, intended move-out date and termination reason. You can also access the terminate lease checklist.

The terminate lease checklist appears in a grid. The selection arrow in the left-most column in the checklist grid indicates the active row. Values in the active row can be changed by pressing [Tab] to move to the desired column, and then entering a new value. The asterisk in the left-most column indicates where a new checklist procedure can be added. Move the selection arrow to this row, or click this row, and begin entering information. To complete the entry of a new checklist procedure, press [Tab] or [Enter] at the end of the row.

Click [Reconcile Account] to perform the following tasks:

•	write-off or adjust charges

•	apply or refund credits

•	apply, refund, forfeit or accrue deposits

•	enter cash receipts

•	enter new charges

Click [End Lease] to change the status of the lease to Terminated and enter critical dates related to the termination.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Lease

Displays the lease being terminated.


Tenant

Displays the tenant of the lease being terminated.


Completed check box

Mark this box to indicate that the procedure is completed.


Description

Describe the procedure (up to 40 characters), such as "Refund Deposits" and "Check for Damages."


Date Intended

Enter a date to indicate the scheduled completion date for the item.


Date Completed

Enter the date the item was completed.


[Close]

Accepts your entries and closes this window. Returns to the Terminate Lease window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[End Lease]

Opens the End Lease window so that you can complete the termination process by entering dates related to the move-out and lease termination, changing the status of the unit to Vacant, and entering an Available date for the unit.


[Reconcile Account]

Opens the Reconcile Account for Termination window to perform the following tasks:

•	write-off or adjust charges

•	apply or refund credits

•	refund, apply or forfeit deposits

•	enter cash receipts

•	enter new charges

A reconciliation report is automatically produced which itemizes the reconciliation activity.


[Move to History]

Changes the status of a Terminated lease to History. Allows you to set the Tenant Status to Closed if the tenant has no other future or active leases. Allows you to reconcile the charges, credits and deposits for a lease before changing the status.


[Tenant Info]

Allows you to enter or change information about the tenant. It is not necessary to manually change the tenant account status to Closed. If the tenant has no other future or current leases, you have the option to set the tenant status to Closed when the lease is moved to history.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


Reason for Termination

Select a termination reason from the list.


Notice

Enter the date you received notice of the move-out.


Intended Move-out date

Enter the date the tenant intends to move-out.


Terminate Lease and Amend Lease - Reconcile Terminated Lease window

Use to reconcile the charges, credits and deposits for a lease so that the Net due tenant and Net due company amounts (displayed at the bottom of the window) are zero. You can:

•	write-off or adjust charges

•	apply or refund credits

•	accrue, refund, apply, forfeit, or transfer deposits

•	enter cash receipts

•	enter new charges

Click the appropriate tabs to reconcile charges, credits and deposits. Click [Auto Apply] to automatically apply credits and deposits (in that order) to charges. Click [Print Report] to produce a printed record of all credits, deposits, charges and cash receipts and how they were reconciled.

For help on an item in this window, click [image] on the window and then click the item.

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Lease

Displays the lease being terminated.


Tenant

Displays the tenant of the lease being terminated.


[OK]

Accepts all of the reconciliation entries and closes this window.


[Cancel]

Cancels all reconciliation entries and returns to the previous window.


[Help]

Starts Help and displays information about this window.


[Auto Apply]

Automatically applies credits and deposits (in that order) to charges. If a credit or deposit is fully applied, it is removed from the Credits or Deposits tab. If a charge is fully paid off by applying a credit or deposit, the charge is removed from the Charges tab.


[Print Report]

Produces a printed record of how credits, deposits, charges and cash receipts were reconciled or applied. This report is automatically produced by the reconciliation process, but may be printed at any time using this button.


[New Charges]

Opens the Reconcile Account - New Charge window so that you can enter new charges for the lease.


[Cash Receipts]

Opens the Reconcile Account - Cash Receipts window so that you can enter payments received for the lease.


Transaction date

Enter the Transaction Date for the entries created when you adjust or clear charges or when you [Auto Apply] credits and deposits. Typically, this is the date you are creating the entries.


Accounting date

Enter the Accounting Date for the entries created when you adjust or clear charges or when you [Auto Apply] credits and deposits. The Accounting Date determines the General Ledger period affected by the entries.


Credits tab (Reconcile Account for Termination window)

Use to refund open credits or apply open credits to charges. An open credit is a lease-related payment that was not applied to a charge or deposit. All open credits entered for this lease display on the tab. The sum of the open credits displays at the bottom of the window.

Highlight the open credit you want to refund or apply. To highlight multiple open credits, hold down the [CTRL] key and click the left mouse button on the appropriate credits.

Click [Refund] to refund all or part of the selected open credit(s).

Click [Apply] to apply all or part of the selected open credit(s) to charges.

Click [Auto Apply] to automatically apply all open credits and all refundable deposits to charges (in that order).

For help on an item in this tab or window, click [image] on the window and then click the item.

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Credit selection list

Move the selection bar to highlight the open credit you want to refund or apply, then click [Refund] or [Apply].

•	To select multiple credits, hold down the [CTRL] key and click the left mouse button on the appropriate credits to highlight them.

•	To select all credits, right-click in the grid and choose Select All.

•	To clear a credit, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

If you click [Auto Apply] all of the credits in this list and all deposits will be applied (credits first) to charges. After a credit has been refunded or applied, the credit no longer appears on this list. If a credit is partially applied or refunded, the credit amount in this list is reduced.


[Refund]

Opens the Refund Open Credits window, which allows you to designate dates and the amount to be refunded. When you post the refund entries in Property Management, an Accounts Payable invoice is created for the refund amount using a summary vendor. You print the refund check in Accounts Payable.


[Apply]

Opens the Apply Open Credits window, which allows you to apply the selected credit(s) to existing open items or to a new charge.


Deposits tab (Reconcile Account for Termination window)

Use to accrue interest, refund deposits, and apply or forfeit deposits to charges. Any refundable deposits entered for this lease display on the tab. The sum of the deposits displays at the bottom of the window.

Highlight the deposit you want to accrue, refund, forfeit or apply. To highlight multiple deposits, hold down the [CTRL] key and click the left mouse button on the appropriate deposits.

Click the appropriate button to process the deposits: [Accrue], [Refund], [Apply], or [Forfeit]. Any combination of these four processes can be selected for a deposit. Timberline recommends that you select [Accrue] before the other functions, so that you are working with the updated interest amount.

Click [Auto Apply] to automatically apply all credits and all refundable deposits (in that order) to charges.

After refunding, applying, or forfeiting a deposit in full, the deposit is removed from this list. If you partially refund, apply or forfeit a deposit, the Balance (and possibly Interest Balance) of the deposit in this list is reduced.

For help on an item in this tab or window, click [image] on the window and then click the item.

Related Topics


Deposit selection list

Move the selection bar to highlight the deposit you want to accrue, refund, forfeit or apply to charges, then click the appropriate button.

•	To select multiple deposits, hold down the [CTRL] key and click the left mouse button on the appropriate deposits to highlight them.

•	To select all deposits, right-click in the grid and choose Select All.

•	To clear a deposit, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

If you click [Auto Apply] all of the credits and all deposits (in that order) will be applied to charges. After a deposit has been refunded, forfeited or applied, the deposit no longer appears on this list. If a deposit is partially applied, forfeited or refunded, the deposit amount in this list is reduced.


[Refund]

Opens the Refund Deposits window, which allows you to designate dates and the amount to be refunded. When you post the refund entries in Property Management, an Accounts Payable invoice is created for the refund amount using a summary vendor. You print the refund check in Accounts Payable.

Timberline recommends that you select [Accrue] before [Refund], so that you are working with the updated interest amount.


[Apply]

Opens the Apply Deposits window, which allows you to apply the selected deposit(s) to existing open items or to a new charge.

Timberline recommends that you select [Accrue] before [Apply], so that you are working with the updated interest amount.


[Forfeit]

Opens the Forfeit Deposits window, which allows you to forfeit the selected deposit(s) to existing open items or to a new charge. Interest cannot be forfeited. It must be refunded or applied to charges.


[Accrue]

Opens the Accrue Deposits window, which accrues interest for the selected deposit(s) through the date you specify. When you accrue interest, the Interest Balance for the deposit(s) increases.


[Transfer]

Opens the Transfer Deposits window, which allows you to transfer deposits from one lease to another.


Charges tab (Reconcile Account for Termination window)

Use to write-off or adjust charges. Any open items for the lease display on the tab. The sum of the open charges displays at the bottom of the window as Charges.

Highlight the charge you want to process and click [Write-off] or [Adjust]. You can process only one charge at a time. [Write-off] removes the charge from the list and creates a bad debt entry. [Adjust] opens a window that allows you to prorate the charge or change the amount. A charge adjustment entry is created for the adjustment.

For help on an item in this tab or window, click [image] on the window and then click the item.

Related Topics


Charge selection list

Move the selection bar to highlight the charge you want to write-off or adjust and then click [Write-off] or [Adjust]. [Write-off] removes the charge from the list and creates a bad debt entry. [Adjust] opens a window that allows you to prorate the charge or change the amount. A charge adjustment entry is created for the adjustment. After a charge is written off, it no longer appears on this list. After a charge is adjusted the new charge amount displays in this list.


[Write-off]

Removes the highlighted charge from the list. A bad debt entry is created which reduces the lease balance.


[Adjust]

Opens the Adjust Charge window so that you can enter a new charge amount or prorate the charge based on a number of days. A charge adjustment entry is created for the difference.


Terminate Lease - End Lease window

Use to enter dates related to the move-out and lease termination, change the status of the unit(s) to Vacant, and enter an Available date for the unit(s). When you click [OK] in this window, the termination process is completed. Vacancy Loss entries will be created, if appropriate. You can reconcile the charges, deposits and credits later by coming back into the Terminate Lease task.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[OK]

Accepts your entries and completes the termination process. If there are no current or future leases for this tenant(s), you are asked if you want to change the tenant status to Closed. Closes this window and returns to the Terminate Lease window.


[Cancel]

Closes this window without accepting your entries or completing the lease termination process.


[Help]

Starts Help and displays information about this window.


[Tenant Info]

Allows you to enter or change information about the tenant. It is not necessary to manually change the tenant account status to Closed. If the tenant has no other future or current leases, you have the option to set the tenant status to Closed when the lease is moved to history.


Actual Move Out Date

Enter the move-out date.


Vacancy Loss Date

Enter the date used as the lease end date for vacancy loss calculations. Vacancy loss entries are written when you click [OK] in this window. The General Ledger entries associated with the Property Management vacancy loss entries are created during Post Entries.


Accounting Date

Enter the accounting date used for Vacancy Loss entries that may be created. The Accounting date determines which General Ledger period is affected by the entries.


Vacated

Enter the date used to adjust the occupancy percentage.


Lease Termination Date

Enter the lease termination date.


Recurring Charge Termination Date

Enter the date to be used for the termination of recurring charges. The Generate Rent Roll process will create charges for the lease up to this date. An existing termination date will not be overwritten if it is older than the date entered here.

NOTE

•	If you leave this date blank, all existing termination dates on the recurring charges will be removed. During Generate Rent Roll, all charges for this lease will be generated.


SLR Termination Date

Enter the date through which Straight Line Rent calculations should be made. Straight Line Rent entries will not be created after this date.

This item is required if the terminating lease has Straight Line Rent records; it is not available if the terminating lease has no Straight Line records.


Unit

Displays the units associated with this lease.


Occupied

Mark this box to indicate that the unit remains occupied. Unmark this box to indicate that the unit is vacated.


Available

Enter the date this unit is available for occupancy.


Terminate Lease - Move Lease to History Status window
Terminate Lease and Amend Lease - Move Lease to History Status window

In Terminate Lease, use to change the status of a terminated lease from Terminated to Historical. In Amend Lease, use to change the status of the original lease from Terminated to Historical.

Leases with historical status can no longer be accessed through the Terminate Lease command and entries cannot be created for them. In addition, if the tenant has no other current or future leases, when a terminated lease is moved to history you have the option to change the tenant's account status from active to closed. That change from active to closed is irrevocable.

The Net due tenant and Net due company amounts in this window must be zero before you can click [OK] to change the status to History. If these amounts are not zero, click [Reconcile Account].

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[OK]

Changes the status of the lease from Terminated to History. Also gives you the option to set the Tenant Status to Closed if the tenant has no other future or current leases. Leases with this status can no longer be accessed through the Terminate Lease command and entries cannot be created for them.

[OK] is available only if the Net due tenant and Net due company amounts in this window are zero. If these amounts are not zero, click [Reconcile Account].


[Cancel]

Closes this window without changing the status of the lease.


[Help]

Starts Help and displays information about this window.


[Reconcile Account]

Opens the Reconcile Account for Termination window to

•	write-off or adjust charges

•	apply or refund credits

•	refund, apply, forfeit or transfer deposits

•	enter cash receipts

•	enter new charges

A reconciliation report is automatically produced which itemizes the reconciliation activity.


[Tenant Info]

Allows you to enter or change information about the tenant. It is not necessary to manually change the tenant account status to Closed. If the tenant has no other future or current leases, you have the option to set the tenant status to Closed when the lease is moved to history.


Lease

Displays the lease ID.


Tenant

Displays the Tenant ID and name.


Net due tenant

Displays the net due amount for this tenant.


Net due company

Displays the net due amount for this company.


Select Tenant window

Use to select the tenant whose information you want to modify. Only the tenants associated with the selected lease are listed.

Move the selection bar to highlight the desired tenant and click [OK].

For help on an item in this window, click [image] on the window and then click the item.


Tenant selection list

Move the selection bar to highlight the tenant whose information you want to modify, then click [OK]. Only the tenants associated with the selected lease are listed.


[OK]

Opens the Setup Tenant window so that you can enter or change information about the tenant. It is not necessary to manually change the tenant Account Status to "Closed." When the lease is moved to history you are asked if you want the tenant status changed to "Closed" if the tenant has no other future or current leases.


[Cancel]

Closes this window and returns to the previous window.


[Help]

Starts Help and displays information about this window.


Reconcile Account - New Charge window (Terminate Lease)
Reconcile Account - New Charge window

Use to enter new charges for the lease you are terminating.

If you enter a Tax Group, the appropriate tax transactions are automatically generated when you accept the entry. They appear directly below the entry they are associated with and have a Charge Type of TAX.

When these charges are posted, the appropriate entries to General Ledger are created, if you set the controls in PM Settings to create General Ledger entries.

For help on an item in this window, click [image] on the window and then click the item.


Invoices window

Use to enter a beginning invoice number for the invoices you are printing. Enter this number, then click [OK] to open the Print Selection window to specify a print destination and page setup for the invoices.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Beginning invoice number

Enter the beginning invoice number for the invoices you are printing or accept the prefilled number.


[OK]

Accepts your entry and opens the Print Selection window so that you can specify a print destination and page setup for the invoices.


[Cancel]

Closes this window and returns to the main application window.


[Help]

Starts Help and displays information about this window.


Reprint Invoices window

Use to enter a beginning invoice number for the invoices you are reprinting, and to indicate the range of original invoice numbers you want to reprint. After entering these numbers, click [OK] to open the Print Selection window to specify a print destination and page setup for the invoices.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Beginning invoice number

Enter the invoice number that will be printed on the first invoice you are reprinting or accept the prefilled number.


Reprint from

Enter the invoice number of the first invoice you want to reprint.


Reprint to

Enter the invoice number of the last invoice in the range of invoices you want to reprint.


[OK]

Accepts your entry and opens the Print Selection window so that you can specify a print destination and page setup for the invoices.


[Cancel]

Closes this window and returns to the main application window.


[Help]

Starts Help and displays information about this window.


Inquiries (Inquiry menu)

Use to display this application's inquiries which are either supplied by Timberline or created with Inquiry Designer.

 Windows

Related Topics


Inquiries

Use to display this application's inquiries which are either supplied by Timberline or created with Inquiry Designer. See Viewing inquiries for detailed instructions.


Repeat Last Inquiry - My Inquiries

Click [image] to repeat the last inquiry used from this list or click the down arrow to display this application's inquiries which are supplied by Timberline or created with Inquiry Designer. See Viewing inquiries for detailed instructions.


Inquiries windows

 Change Order

 Column Definition

 Column Options

 Field Definition

 Form Options

 Inquiry form view

 Inquiry table view

 Print Form - Print Selection

 Print Table - Print Selection

 Save Shared View

 Save View

 Text Contents


Source File Selection window

Use to select the file type for the inquiry.


Source file

Select the file type for the inquiry.


[OK]

Accepts the current entries and closes this window.


[Help]

Starts Help and displays information about this window.


Inquiry table view window

Use to display table views of inquiries and to change existing table view designs. Inquiries always open in the table view. Click [Form view] to display form views of inquiries.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Close]

Closes this window and returns to the main application window.


[Cancel]

Closes this window without accepting any of the current entries.


[Record name]

Jumps to a different level of detail. The name on the button face is the name of the record you are jumping to.


[Conditions]

Sets up, views, or clears conditions which limit your choices of the information that displays or prints.


[Change view]

Opens the Change View window to select a different view.


 [Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Form view]

Opens the active form view for the current inquiry.


[Select]

Opens the Column Options window to add, change, or delete columns in the table view.


[Order]

Opens the Change Order window to select a different display order for the record list. This button is available only when viewing the starting level of detail.


[Jump]

Opens the Jump window to select a different level of detail to view.


[Go to]

Opens the Go to Record window to select a specific record you wish to view by entering the key field values for that record. The Go to Record window displays all key fields for the record you are currently on. Only those fields that are different from the key fields in the previous level record are available for data entry.


[Chg default view]

Selects the active view as the default view for the current inquiry.


[Help]

Starts Help and displays information about this window.


Inquiry form view window

Use to display form views of inquiries and to change existing form view designs.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Close]

If [Close], this window is closed and returns to the active table view.

If [Cancel], this window is closed without accepting any of the current entries.


[Conditions]

Sets up, views, or clears conditions which limit your choices of the information that displays or prints.


[Change view]

Opens the Change View window to select a different view.


[Table view]

Returns to the table view that was active when the form view was selected.


[Select/Create]

Displays a position marker (gray box) in the center of the form view to add, change, delete, or move fields or text.


[Previous]

Displays the previous record.


[Next]

Displays the next record.


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


[Edit]

Opens the Field Definition window or the Text Contents window to enter the desired changes.


[Delete]

Deletes the highlighted text or field in the form view.


[Move]

Moves the highlighted text or field to a different location on the form view. Use the arrow keys to move the text or click the mouse on the new location.


Change View window

Use to select available views for the current record. If using security, views assigned to the current operator or views that are not assigned to an operator are displayed.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Change view list

Select a different view for the inquiry.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Column Options window

Use to add, change, or delete columns in table views.

Tip

•	To change the width of a column, position the mouse pointer on the right edge of the column. When the pointer changes to a two-headed arrow, hold the first mouse button down, and drag the mouse to the left or right until the column displays with the desired width. This procedure bypasses using the Column Definition window to change the width of a column.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Column options

Specify how to modify the selected column:

•	Edit column contents – Changes the content, headings, and width of an existing column.

•	Insert column before this column – Inserts a new column to the left of the selected column and defines content, headings, and width.

•	Add column after this column – Inserts a new column to the right of the selected column and defines content, headings, and width.

•	Delete this column – Deletes the selected column.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Column Definition window

Use to add and change columns in table views, including the content, headings, and width of columns.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Item description

Displays the description of the items listed below.


Item list

Select from the list of items available for use in modifying the current inquiry.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (all or part) of the item for which you are searching.


Find entry

Enter the name (all or part) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

Opens the Field Order window to change the display order of the listed items.


Upper heading

Accept the prefill or enter another title for the first line of the column heading.


Lower heading

Accept the prefill or enter another title for the second line of the column heading.


Width

Accept the prefill or enter a different column width (in number of characters).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Change Order window

Use to change the order in which the first level of detail in the inquiry is displayed in the table view. For example, if the start level of the inquiry is vendor information, you might want to display it by either vendor ID or by vendor name.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Change order list

Select a new order for the record.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Jump window

Use to select a different level of detail to view.

For help on an item in this window, click [image] on the window and then click the item.


Jump list

Select the level of detail you want to view.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Go to Record window

Use to go directly to a specific record. This window displays all key fields for the record you are currently in. Only those fields that differ from the key fields in the higher level record are available for data entry.

Record Name	Key Field	Data Entry Field
A	A	You can enter a value for A, the primary key field.
B	AB	You can only enter a value for B.
C	ABC	You can only enter a value for C.
For example, when you are in the vendor record in the AP Invoice Register, you can enter a vendor ID. If you jump to the invoice level, you can enter another invoice number for that vendor. If you jump to the distributions level, you can enter another distribution for that invoice and vendor.

For help on an item in this window, click [image] on the window and then click the item.


Record name

Select a new record to view by entering the key field values for that record.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Form Options window

Use to select whether to add fields or text to form views.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Form options

Specify the type of data you want to add to the form view:

•	Create field -- Choose this option to open the Field Definition window and create a new data field in the current form view.

•	Create text -- Choose this option to open the Text Contents window and create text in the current form view.


[OK]

Opens the Form Options window to modify existing fields or text.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Field Definition window

Use to add or change fields in form views, including the content, headings, length, and formatting options of fields. This window can be opened in one of two ways:

•	If you are creating a new field, click [OK] from the Form Options window.

•	If you want to modify an existing field, highlight a field and click [Edit].

If the headings or field contents selected from this window do not fit on the form view, a warning message displays.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Item description

Displays the description of the items listed below.


Item list

Select from the list of items available for use in modifying the current inquiry.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (or part of the name) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


Find entry

Enter the name (all or part) of the item for which you are searching.


[Order]

Opens the Field Order window to change the display order of the listed items.


Heading 1

Accept the prefill or enter another title for the first line of the field heading.


Heading 2

Accept the prefill or enter another title for the second line of the field heading.


Length

Accept the prefill or enter a different maximum length (in number of characters) for the field contents.


Display box around contents

To display a box around the field contents, mark this box.


Display headings above contents

To display field headings above the field contents instead of to the left of them, mark this box.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Text Contents window

Use to create or change text in a form views.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Text

Enter the text (up to 75 characters) that you want to add or change. Text cannot be wrapped; enter each line of multiple-line paragraphs separately.


Halftone

To display text in gray instead of black, mark this box.


Bold

To display text in bold type, mark this box.


Compressed

To condense spacing between letters, mark this box.


Double

To display text twice as wide as normal, mark this box.


Italic

To display text in italics, mark this box.


Fixed

To have each letter in the text take up the same amount of space (also called monospacing), mark this box.


Color

Select a predefined color or use one of the following desktop schemes to assign a color to the text:

•	Normal -- Applies the Window Text color to the text.

•	Static -- Applies the Button Text color to the text.

•	Frame -- Applies the Window Frame color to the text.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Print Table window
Print Table - Print Selection window

Use to print table views of inquiries.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Vertical option

Select which rows to print:

•	Print current row only – Prints only the selected row.

•	Print all visible rows – Prints all rows visible in the current inquiry window.


Horizontal option

Select which columns to print:

•	Print visible columns – Prints only visible columns in the current inquiry window.

•	Print all columns -- Prints all columns in the current view whether or not they are visible in the current inquiry window.


[Printer Setup]

Opens the Printer Setup window to change printer options before printing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before printing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Print Form window
Print Form - Print Selection window

Use to print form views of inquiries.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Print form options

Select the data to print:

•	Print visible fields and text – Prints only the fields and text visible in the current inquiry window.

•	Print all fields and text – Prints all fields and text in the current view whether or not they are visible in the current inquiry window.


[Printer Setup]

Opens the Printer Setup window to change printer options before printing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before printing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Save View window

Use to apply the changes to the current view or to a new view.

For help on an item in this window, click [image] on the window and then click the item.


View name

Accept the prefill to apply the changes to the current view or enter a different name to create a new view.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Save Shared View window

Use to apply the changes to the current inquiry only or to all inquiries listed in the box on the left and to the current inquiry.

For help on an item in this window, click [image] on the window and then click the item.


Inquiries list

Displays other inquiries that use this view as the default view.


View name

To apply the changes to all inquiries listed on the left and to the current inquiry, accept the prefill. To apply the changes to the current inquiry only, enter a different name.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


About views

The term view in Inquiry refers to the layout of the information displayed. A view is a collection of fields for a particular record. There are two types of views in Inquiry:

•	Table view -- A columnar layout

•	Form view -- A free-form layout

An inquiry provides a framework for the inquiry process while the views are stored separately and serve as a pool of templates from which multiple inquiries can be displayed. Views can be saved with conditions attached.

Inquiries always begin with a table view that displays the list of records. You can then use the form view and other table views to display additional information.

One of the primary functions of an inquiry is to provide a progression of information which gives you quick access to different records. When setting up an inquiry, you should first determine the levels of detail you plan to access then determine how you want the information for each level to be presented. Because views control the presentation of information, separate views designed for a specific type of information are used for each level of detail.

When you jump to another level of detail in an inquiry, you can use any of the views that have been designed for that record type. Typically, however, you have a specific view, called a default view, that best presents the information for the inquiry you are accessing. For that reason, you can assign a default table view and a default form view to each level of detail in the inquiry. Then, when you jump to a new level of detail, the information is automatically presented in the appropriate format.

Related Topics


About table views

A table view is columnar in nature and is always the first type of view displayed in an inquiry. The title bar indicates the name of the inquiry and the name of the active view.

The records displayed on a table view are referred to as the records list. The contents of the records list depend on whether you are viewing the starting level of detail for the inquiry, or a subsequent, or lower level of detail. When you jump to a lower level of detail, only the information that relates to the record you specified in the previous level displays. You can use conditions to limit the records that display on the records list.

Also, the Attachments icon displays if the inquiry has been set up to allow access to attachments. The icon indicates if attachments have been entered for a record by its appearance. As you move the selection bar through the records list, the appearance of the attachments icon in the upper right corner of the window changes to show if attachments have been entered for the highlighted record.

Much like cells in a spreadsheet, each piece of information in a table view is displayed by column and row. Each column displays a specific field of information for each record. The information in each column is identified by the column heading. There is no limit to the number of columns you can display as long as the total number of characters from left to right does not exceed 350. You can move the selection bar through the window to change the display or to select records for additional views. The row on which the selection bar is positioned is referred to as the current or active record.

Note

•	When accessing an inquiry through the Inquiry command, an additional button displays if a jump to a different level is available by pressing [Enter]. The face of the button changes to indicate the record name.

Related Topics


About form views

Form views provide a non-columnar format for displaying information about the current record on the table view. Because there is no preset format, designing a form view is much like creating a form on a blank piece of paper. You control what information displays and where it is placed in the display area.

In addition to the buttons and the title bar, which identifies the current inquiry and view, the form view window has field information and text placed within the form view display area. Because a form view can be up to 350 characters wide and 250 rows deep, a single view can contain several screens of information.

Although you can use the scroll bars to display different portions of a form view, you can also use keyboard keys to move through the form view a screen at a time. To take advantage of this feature, organize the information in the form view so that it functions as a series of self-contained pages. Use column headings and text to make each page easy to read. Then, instead of scrolling through a continuous stream of information, you can use the keyboard to flip through pages quickly.

Related Topics


Opening inquiries

  1	From the Inquiry menu, select the desired inquiry.

  2	If the Source File Selection window opens, select the desired file type (master, invoice, etc.).

  3	If the File Selection window opens, select the desired file type (new, history, etc.).

  4	If using named files, select the desired file.

Related Topics


Viewing inquiries

1	View the information displayed in the columnar default table view.

2	If you want to add conditions to the default table view, click [Conditions].

3	If you want to change the default view, click [Change View] and select a different view from a list.

4	If you want to view more detailed information about the current record in the table view, click [Form view]. Click [Table View] to return to the default table view.

5	To locate a specific record in the table view, click [Go to] and enter the name of the record you want to locate.

6	To exit the inquiry, click [Close].

Related Topics


Changing the default table view

  1	Open the desired inquiry.

 How?

  2	Click [Change view] to select the new default view for this inquiry.

  3	Click [Chg default view]. A message window displays to confirm that you want to change the default view to the active view. Click [Yes] to change the default view. Click [No] to keep the current default view.

Note

•	You can change the default view only if the corresponding option is selected for the inquiry in Inquiry Designer.

Related Topics


Adding fields or text to form views

  1	Open the desired inquiry.

 How?

  2	Click [Form view].

  3	Click [Change view] to select a different view as needed.

  4	Click [Select/Create]. A position marker (gray box) is displayed in the center of the form view.

  5	Use the arrow keys to move the box to the desired location and click [OK].

Add fields

  6	Select Create field.

  7	Double-click the desired field or click [Index] to select a field from a different record type.

  8	Accept the prefills or enter different field headings.

  9	Accept the prefill or enter a different maximum length for the field contents.

10	Select formatting options for the field.

11	Save the changes to the view.

 How?

Add text

12	Select Create text.

13	Enter the desired text.

14	Select style and color options.

15	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also point and click to select fields or text.

Related Topics


Changing existing fields or text in form views

  1	Open the desired inquiry.

 How?

  2	Click [Form view].

  3	Click [Change view] to select a different view as needed.

  4	Click [Select/Create]. A position marker (gray box) is displayed in the center of the form view.

  5	Use the arrow keys to move the box to the desired field or text and click [OK].

  6	Click [Edit].

Change existing fields

  7	Double-click a different field or click [Index] to select a field from a different record type.

  8	Change field headings and maximum length of the field contents as needed.

  9	Change formatting options as needed.

10	Save the changes to the view.

 How?

Change existing text

11	Change the text, style options, and color options as needed.

12	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also point and click to select fields or text.

Related Topics


Deleting fields or text in form views

  1	Open the desired inquiry.

 How?

  2	Click [Form view].

  3	Click [Change view] to select a different view as needed.

  4	Click [Select/Create]. A position marker (gray box) is displayed in the center of the form view.

  5	Use the arrow keys to move the box to the desired field or text and click [OK].

  6	Click [Delete].

  7	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also point and click to select fields or text.

Related Topics


Moving fields and text in form views

  1	Open the desired inquiry.

 How?

  2	Click [Form view].

  3	Click [Change view] to select a different view as needed.

  4	Click [Select/Create]. A position marker (gray box) is displayed in the center of the form view.

  5	Use the arrow keys to move the box to the desired field or text and click [OK].

  6	Click [Move].

  7	Use the arrow keys to move the field or text to the desired location and click [OK].

  8	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also point and click to select fields or text and then drag and drop them to new locations.

Related Topics


Adding columns to table views

  1	Open the desired inquiry.

 How?

  2	Click [Change view] to select a different view as needed.

  3	Place the cursor in the column next to where you want to add the new column.

  4	Click [Select].

  5	Select whether to add the column before (to the left) or after (to the right) the selected column.

  6	Double-click the desired field or click [Index] to select a field from a different record type.

  7	Accept the prefills or enter different column headings.

  8	Accept the prefill or enter a different width for the column.

  9	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also click the column heading to select the column.

Related Topics


Changing columns in table views

  1	Open the desired inquiry.

 How?

  2	Click [Change view] to select a different view as needed.

  3	Place the cursor in the desired column.

  4	Click [Select].

  5	Select the Edit column contents option.

  6	Double-click a different field or click [Index] to select a field from a different record type.

  7	Change column headings and width as needed.

  8	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tips

•	You can also click the column heading to select the column.

•	You can also use the mouse to change the width of column. Move the cursor to one edge of the column until the cursor becomes a double-sided arrow. Drag the edge of the column to adjust the column width as needed.

Related Topics


Deleting columns in table views

  1	Open the desired inquiry.

 How?

  2	Click [Change view] to select a different view as needed.

  3	Place the cursor in the desired column.

  4	Click [Select].

  5	Select the Delete this column option.

  6	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also click the column heading to select the column.

Related Topics


Saving changes to views

  1	From a table or form view, click [Close], [Change view], or [Table view].

  2	A message window displays to confirm that you want to save changes made to the current view. Click [Yes] to save the changes. Click [No] to cancel them and perform the action of the button you clicked in step 1. Click [Cancel] to return to the view without saving the changes.

  3	If the Save Shared View window displays, accept the prefill to apply the changes to all inquiries listed on the left and the current inquiry or enter a different name to apply the changes to the current inquiry only.

  4	If the Save View window displays, accept the prefill to apply the changes to the current view or enter a different name to create a new view.


Printing inquiries

  1	Open the desired inquiry.

 How?

  2	Select the desired view.

  3	From the File menu, select Print.

  4	Complete the view-related items at the top of the Print Selection window to select the data to print.

  5	Make other print selections as needed.

  6	Click [Start].

Related Topics


About the interface with Inquiry Designer

Use Inquiry Designer to create, modify, copy, delete, import, and export inquiries. Also, use Inquiry Designer to access the Inquiry Catalog file, which contains the inquiries and views provided by Timberline for each application. Depending on the options selected within Inquiry Designer, you may be able to change the default view for an inquiry, or modify and save changes to views.

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Related Topics


Inquiry table view

Use to display table views of inquiries and to change existing table view designs. Inquiries always open in the table view. Click [Form view] to display form views of inquiries.


[Record Security]

Opens the Record Security window where you can enable or disable record security for this inquiry.


Modifying custom lists

  1	Customize the following lists. Examples of items in the lists appear in parenthesis.

•	Property type (Office, Retail, Warehouse, Single Family, Multi-Family, Multi-use)

•	SF type (Total, Rentable, Useable, GLA, CAM)

•	Property address type (Street, Mailing, Manager, Owner)

•	Deposit type (Refundable Security, Nonrefund Security, Pet, Key, Last Month's Rent)

•	Tenant address type (Mailing, Forwarding, Street, Billing, Emergency)

•	Unit class (Office, Retail, Warehouse, 1BR, 2BR)

•	Sales category (General Merchandise, Electronics, Jewelry)

•	Sales type (Reported, Audited, Estimated)

•	Store type (Department Store, Health & Beauty, Restaurant)

 How?

  2	You may also want to customize the following optional lists. Examples of items in the lists appear in parenthesis.

•	Business category (Professional, Retail, Bank, Restaurant, Service)

•	Insurance type (General, Earthquake, Flood, Umbrella, Fire)

•	Lease option type (Renewal, First refusal, Purchase, Expansion, Sublease and assign)

 How?

Note

•	You can add to custom lists whenever necessary, but it is easiest to have the items in the lists already established before you enter property, tenant, unit and lease information.


Overview

Custom lists are used throughout Property Management as options in certain items in property, tenant, unit and lease records. Although some items in the lists are preset, you need to customize these lists before you set up properties, tenants, units and leases.


Setting up properties
Setting up a new property

  1	From the Setup menu, select Properties. The title of this item may be different if you changed the description of PM Property in Custom Descriptions.

  2	Click [image] to add a new property. Enter the Property ID and click [Insert]. Enter the property name.

  3	Click the General, Status tab, and select a Property type. The other items are maintained automatically and require no entry.

  4	Click the General, Controls tab. Set up the Accounting Controls, select the Bank Accounts and set up the Square Footage controls.

  5	Click the other General tabs (Occupancy, Vacancy Loss, AP/Straight Line and Misc) and enter the appropriate information. Click the Address tab to enter multiple addresses for the property.

  6	Click the Chg Controls tab to enter controls related to each charge type used for the property.

 How?

  7	Click the Deposits tab to enter controls related to how deposits are processed.

 How?

  8	Click the Late Charges tab and enter controls that dictate how and when late charges are calculated.

 How?

  9	Click the Mgmt Fee tab to set up management fee(s) for the property.

 How?

10	Click the Sq Ft tab to enter square footage figures for the property and occupancy information.

 How?

11	Use the Checklist tabs to enter lists of items that must be completed when starting a lease and when terminating a lease. Use the Insurance and Tax tabs to enter optional information regarding insurance policies and property taxes for the property. You may need to click the right arrow button to the right of the tabs to make some of these tabs accessible.

12	Click the Misc Income tab to set up other sources of income for the property. You may need to click the right arrow button to the right of the tabs to make the Misc Income tab accessible.

 How?

13	 Click [image] to add another property.

14	Click [Close] when done setting up properties.

Related Topics


Overview

Property information is stored on multiple tabs. Select the appropriate tab to enter specific information about the property or about how its leases will be processed.


Setting up charge controls for a property

  1	From the Setup menu, select Properties. The title of this item may be different if you changed the description of PM Property in Custom Descriptions.

  2	Select the appropriate property.

  3	Click the Chg Controls tab.

  4	In the <default> Charge Type row, enter or select the options needed for the majority of your charge types.

  5	In the next row, select a charge type used for this property and enter or select the appropriate options. You need to set up all charge types for the property. Press [Tab] or [Enter] at the end of each row. Property charge type records are alphabetized automatically.

  6	To set up default controls on the charge types used for index escalations, click the Escalation Controls column. For example, it would be common to set up escalation controls for RENT. The controls set up on the property are used to prefill the escalation controls on the lease.

  7	To set up default controls for the charge types used for recoveries, click the Recovery Controls column. For example, it would be common to set up recovery controls for CAM. The controls set up on the property are used to prefill the recovery controls on the lease.

  8	To delete a property charge type record, click the column to the left of Charge Type with the right mouse button. Select Delete.

  9	When done setting up all necessary charge type records for the property, you can click another tab to enter other options for this property, or scroll to a different property record. Click [Close] when done setting up or changing property records.

Note

•	These controls serve as defaults for the lease charge controls.

•	The charge controls for existing leases are not changed when you make changes to the Property charge controls (with the exception of the GPR control, Default Payment Order and the Charge Proration Option).

Warning

•	Do not delete the <default> charge type. All properties must have this charge type.

Related Topics


Overview

The property charge controls contain information on how each charge type is processed. Most of these controls serve as defaults for the leases. The GPR control, the Default Payment Order, and the Charge Proration Option are the only controls that cannot be individualized for each lease. If you make changes to the other property charge controls, the changes do not affect existing leases.

To set up controls for a specific charge type, the charge type must first be set up using Charge Types from the Setup menu.


Setting up deposit controls for a property

  1	From the Setup menu, select Properties. The title of this item may be different if you changed the description of PM Property in Custom Descriptions.

  2	Select the appropriate property.

  3	Click the Deposits tab.

  4	Select a Deposit Type from the list.

  5	Click the Refundable box if appropriate. Enter the interest options if appropriate.

  6	Select the Deposit Bank Account and the General Ledger base accounts.

  7	Press [Tab] or [Enter] at the end of each new row. The cursor moves to a new row so that you can set up another property deposit record.

  8	To delete a property deposit record, click the column to the left of Deposit Type with the right mouse button. Select Delete.

  9	When done setting up all necessary deposit records for the property, you can click another tab to enter other options for this property, or scroll to a different property record. Click [Close] when done setting up or changing property records.

Note

•	These controls serve as defaults for the lease deposit controls.

•	The deposit controls for existing leases are not changed when you make changes to the Property deposit controls (with the exception of the General Ledger accounts and the deposit bank account).

Related Topics


Overview

The property deposit controls contain information for processing deposits. You can set up controls for multiple deposit types for each property.

Most of these controls serve as defaults for the leases. The General Ledger accounts and bank account are the only controls that cannot be individualized for each lease. If you make changes to the other property deposit controls, the changes do not affect existing leases.

To set up controls for a specific deposit type, the deposit type must first be set up in the Custom List area in Custom Descriptions (File menu, Data Folder Settings).


Setting up late charge controls for a property

  1	From the Setup menu, select Properties. The title of this item may be different if you changed the description of PM Property in Custom Descriptions.

  2	Select the appropriate property.

  3	Click the Late Charges tab. Complete the information in the Late Charges, General tab. The Description is optional.

  4	Click the Step 1 tab.

  5	Mark the active box to indicate that the amount calculated by this step is to be included in the late charge.

  6	Select a Late Charge type for this step in the calculation and specify the late charge type options. Click [Close] when done selecting options.

  7	Select a Calculation type for this step and specify the calculation type options. Click [Close] when done selecting options.

  8	Select a Grace Period type and specify the grace period option. Click [Close] when done entering the grace period option.

  9	Enter a "Subject to" formula only if you need to exclude certain open items from this step of the calculation.

10	If needed, you can create additional calculation steps by clicking the Step 2 and Step 3 Late Charge tabs, and following procedures 5-9. The results of each step are added together to calculate the late charge amount.

11	When done setting up the late charge calculation, you can click another tab to enter other options for this property, or scroll to a different property record. Click [Close] when done setting up or changing property records.

Note

•	The property late charge controls serve as defaults for the leases. All late charge processing follows the late charge controls established for each lease. Making changes to the property late charge controls does not affect existing leases.

Related Topics


Overview

The property late charge controls serve as defaults for the leases. All late charge processing follows the late charge controls established for each lease. Making changes to the property late charge controls does not affect existing leases.

The calculation of the late charge can be made up of multiple steps (up to three). These are entered in the Step 1, 2, and 3 tabs. The results of each step are added together to calculate the late charge amount. The multiple steps allow you to charge both a fee and interest. For example, if setting up a late charge of an initial fee of $50, plus 18 percent interest after 30 days, you will set up Calculation 1 for the $50 and Calculation 2 for the 18 percent interest.


Setting up occupancy and square footage controls for a property

  1	From the Setup menu, select Properties. The title of this item may be different if you changed the description of PM Property in Custom Descriptions.

  2	Select the appropriate property.

  3	Click the General, Occupancy tab. Indicate if you want to track calendar year occupancy and/or fiscal year occupancy. Monthly occupancy is automatically calculated (if you indicate in the Sq Ft tab that you want to track occupancy).

  4	Select the options for the other occupancy controls.

  5	Click the Sq Ft tab.

  6	Select a square footage type from the list. Enter the number of square feet for this square footage type.

  7	Mark the Track Occupancy box if you want to track occupancy for this square footage type.

  8	Click the [Occupancy] button to view or change historical occupancy figures for this square footage type. The Occupancy window opens. Do not change occupancy figures for the current year. You can add or change occupancy figures for prior months or years.

 How?

 9	Click [Close] to close the Occupancy window and return to the Sq Ft tab.

10	Add other square footage types for each property if needed. The asterisk in the left most column indicates where you can add a new square footage type.

11	When done setting up all necessary square footage type records for the property, click another tab to enter other options for this property, or scroll to a different property record. Click [Close] when done setting up or changing property records.

Related Topics


Overview

To track occupancy for a property, you need to set up controls on two tabs:  the General, Occupancy tab and the Sq Ft tab. If you track occupancy, monthly occupancy percentages are automatically calculated. You can also track calendar year and fiscal year occupancy. You can track occupancy for multiple square footage types. Once you have indicated the types of occupancy percentages you want to track, the percentages are calculated automatically whenever a move-in or move-out occurs, and during Close Current Period if a move-in or move-out is effective in the new period.


Entering occupancy figures for prior months or years

  1	To add an occupancy record for a prior year, click the Year or Fiscal Year End column in the row preceded by an asterisk. Enter the year or year end date. Press [Tab] or [Enter] and enter the appropriate occupancy percent. Enter 25% as 25.

  2	To add an occupancy record for a prior month, click the Mo/Yr column in the row preceded by an asterisk. Enter the month and year. Press[Tab] or [Enter] and enter the appropriate occupancy percent. Enter 25% as 25.

  3	Click [Close] when done.


How occupancy percentages are calculated

When you set up a property, you indicate whether occupancy is based on the units' Occupied or Leased status, which type of dates to use for move-in and move-out, and a proration method. You can track occupancy for multiple square footage types for each property.

Occupancy percentages are automatically calculated whenever a move-in or move-out occurs and during Close Current Period if a move-in or move-out is effective in the new period.

Note

•	If you are using 13 period accounting with GL, dates are pulled from PM and not from GL. PM looks at the fiscal year end date to calculate back to a calendar month, day, and year for the period end date.

The following types of occupancy percentages can be calculated and stored:

 Current Occupancy

 Monthly Weighted Occupancy

 Calendar Year Weighted Occupancy

 Fiscal Year Weighted Occupancy


Current Occupancy

Displayed on the Property Sq Ft tab for each square footage type for which you have selected Track Occupancy.

Indicates the percent of square feet occupied right now. This is calculated as the number of currently occupied/leased square feet divided by the total number of square feet for this square footage type. This calculation does not take into account how long a particular unit has been occupied.

This percentage is automatically recalculated whenever a move-in or move-out occurs and during Close Current Period if a move-in or move-out is effective in the new period.

Example:

Property A, 10,000 square feet GLA
Occupancy basis:  Leased

Unit 1	2,000 square feet GLA	Leased
Unit 2	2,000 square feet GLA	Leased
Unit 3	4,000 square feet GLA	Not Leased
Unit 4	2,000 square feet GLA	Leased
Occupied GLA = 6,000 square feet

Total GLA = 10,000 square feet

Current GLA Occupancy = 60.0%


Monthly Weighted Occupancy

Stored in the Occupancy window, accessed from the Property Sq Ft tab.

Indicates the occupancy percentage for the fiscal period for this square footage type. This occupancy percentage is calculated as an average, weighted by each unit's square footage and the number of days occupied.

The occupancy percentage for the appropriate fiscal period is automatically recalculated whenever a move-in or move-out occurs. When you perform Close Current Period, the new period's monthly weighted occupancy is set to the old period's monthly weighted occupancy or is recalculated if move-ins or move-outs are effective in the new period.

Example: (using fiscal periods that are calendar months)

Property A, 10,000 square feet GLA
Occupancy basis:  Occupied

Unit 1	2,000 square feet GLA	Occupied April 1 - April 30
Unit 2	2,000 square feet GLA	Occupied April 1 - April 15
Unit 3	4,000 square feet GLA	Vacant April 1 - April 30
Unit 4	2,000 square feet GLA	Occupied April 1 - April 15
April 1 - 15 = 6,000 occupied square feet GLA = 60% GLA occupancy

April 16 - 30 = 2,000 occupied square feet GLA = 20% GLA occupancy

April weighted GLA occupancy average = 40%


Fiscal Period

Monthly occupancy is calculated by fiscal period, using the month of the last day of the fiscal period. For example, if your fiscal periods end on the 15th of the month, the monthly occupancy for March is for the fiscal period ending 3-15.


Calendar Year Weighted Occupancy

Displayed in the Occupancy window, accessed from the Property Sq Ft tab.

Indicates the occupancy percentage for the indicated year for this square footage type. This occupancy percentage is calculated as an average of each month's weighted occupancy. Calendar Year Occupancy for the current year is a year-to-date figure. Each month counts equally. For example, June is considered 1/12 of the year, not 30/365 of the year.

The occupancy percentage for the appropriate year is automatically recalculated whenever a move-in or move-out occurs. In addition, when you perform Close Current Period, the yearly occupancy percentage is recalculated.

Example:

Property A, SF Type GLA

January = 56.54 % occupied

February = 54.30 % occupied

March = 40.00 % occupied

YTD yearly weighted GLA occupancy = (56.54 + 54.30 + 40.00)/3 = 50.28 %.


Fiscal Year Weighted Occupancy

Displayed in the Occupancy window, accessed from the Property Sq Ft tab. Only stored if you marked the Track fiscal year occupancy box in the Property General, Occupancy tab.

Indicates the occupancy percentage for the indicated fiscal year for this square footage type. The occupancy percentage is calculated as an average of each fiscal period's weighted occupancy. Fiscal Year Occupancy for the current year is a year-to-date figure. Each period counts equally, as 1/12 of the year.

The occupancy percentage for the appropriate year is automatically recalculated whenever a move-in or move-out occurs. In addition, when you perform Close Current Period, the yearly occupancy percentage is recalculated.

Example:

Property A, SF Type GLA, Current Fiscal Year End 6-30-99

July = 56.54 % occupied

August = 54.30 % occupied

September = 40.00 % occupied

YTD yearly weighted GLA occupancy = (56.54 + 54.30 + 40.00)/3 = 50.28 %.


Setting up miscellaneous income controls for a property

  1	From the Setup menu, select Properties. The title of this item may be different if you changed the description of PM Property in Custom Descriptions.

  2	Select the appropriate property.

  3	Click the Misc Income tab. You may need to click the right arrow button to the right of the tabs to make the Misc Income tab accessible.

  4	In the first blank Misc Inc Src column, enter an ID (up to 10 characters) to represent the income source. Enter a description and General Ledger revenue account.

  5	You can enter Income YTD to record income received prior to setting up Property Management. You can enter Income Last Year as well.

  6	Press [Tab] or [Enter] at the end of the row. The cursor moves to the next row, ready for you to enter another miscellaneous income source ID.

  7	When done setting up all miscellaneous income source records for the property, you can click another tab to enter other options for this property, or scroll to a different property record. Click [Close] when done setting up or changing property records.

Note

•	If the option to track taxes is turned on for this data folder (PM Settings), you will have a column to associate a default tax group with this miscellaneous income source, and there will be three additional income fields (Tax YTD, Tax Last Year, and Tax Next Year).

Related Topics


Overview

Before you can enter miscellaneous revenue for a property, you must set up the miscellaneous income source IDs and related controls. These records store the General Ledger revenue account that gets credited when you record the income, as well as year-to-date totals.


How late charges are calculated

Late Charge processing follows the controls you established in the Lease Late Charge tabs. (Lease Late Charge controls prefill from the Property Late Charge tabs, but can be individualized for each lease). Late Charges are created when you use the Create Entries option in Late Charges (Tasks menu).

The Late Charges command (Tasks menu) performs the following:

  1	Limits processing to the leases and properties that fall within the ranges you specified, and that meet any conditions you entered in the Late Charges - Create Transactions window.

  2	Reads each Lease, in Property, Primary-Unit order, and processes those that:

•	Are current (if the Process Current Leases Only option is used). Otherwise, processes future, current and terminated leases.

•	Have active late charge steps.

  3	If Fee late charges are used, the cutoff date must be greater than the Next Fee Date.

  4	If Fee late charges with a Monthly frequency are used, the lease balance must be greater than the minimum balance (if the Minimum Balance option is used).

  5	Determines which open items are eligible for late charge processing, using the following conditions:

•	The open item must be subject to late charges (determined by the Summary Charge Type at the time the charge was created. Charges with the same Summary Charge Type are summed together to create one open item.) For example, you may have two different charge types with the same Summary Charge Type: one that is "subject to late charge" and one that is not "subject to late charge." These two charges are created and summed together to create an open item. If the Summary Charge Type on this open item is subject to late charges, then this entire charge will assess a late fee (even though one of the Charge Types that made up the open item was not subject to late charges).

•	If a Subject-to formula exists for a late charge step, it must return a non-zero value for this open item.

•	If the Open Item is paid, the payment must be late by more than the number of grace days allowed. The Cutoff Date entered during Late Charge processing is compared to the Charge Date to determine the number of days late. Open items that were paid, but were paid late, are processed if you selected this option (if the Process Paid-late items option is selected).

•	If an Open Item is partially paid the Process By control is used to determine whether to assess late charges on the original open item balance (Process By option = Total Charges) or the amount open (Process By option = Remaining Balance).

•	If Fee late charges are used, the open item must meet the Repeat Factor criteria.

  6	Calculates the late charge amount for each calculation step.

  7	Sums up the charges for each step to determine the final charge. If this amount is greater than or equal to the amount entered in Suppress Charges Under, the late charge entry is created.

  8	Sets dates in the Lease Late Charge controls and on the open items that are critical to accurate late charge processing. (These dates are set by the system, and are transparent to the user.)

  9	Produces a journal which shows:

•	which open items the late charge was assessed on

•	the actual late charge calculation

•	charge totals

•	recap report summarizing General Ledger entries that will be created (if applicable)

•	posting totals, if you marked the Post entries box when you started late charge processing

Warning

•	Be sure to back up your data files before creating Late Charges.

•	Timberline recommends you perform a Trial Run of Late Charges before creating the actual entries.

Related Topics


Late Charge Examples

If you are unsure of how to set up property or lease late charge controls according to your calculation methods, review the following examples, find the one closest to your situation, and follow the setup suggestions.

 Example 1 -- If any charge is not paid within 10 days of due date, assess a late charge of $50.00.

 Example 2 -- If any charge is not paid within 15 days of due date, assess a late charge of 18% (annual rate) for each day that the charge is past due, beginning on the due date.

 Example 3 -- If any charge is not paid within 10 days of due date, assess a late charge of the greater of $100.00 or 2%.

 Example 4 -- If any charge is not paid within 30 days of the due date, assess a late charge of the greater of $100.00 or 2% of the amount due for each month that the charge is past due.

 Example 5 -- If any charge is not paid within 30 days of the due date, assess a late charge of the lesser of $100.00 or 5% of the amount due, for each and every 30 day period the charge remains unpaid.

 Example 6 -- If any charge is not paid within 5 days of the due date, assess a late charge of the greater of $5 or 3% of the past due amount, assessed every 5 days that the balance remains unpaid.

 Example 7 -- If any charge is not paid within 10 days of due date, assess a late charge of $.02 per $1.00 past due. Payments not received within 30 days of the due date are assessed an interest charge of the greater of 18% or 3% over Bank ABC Prime.

 Example 8 -- If a Rent charge is not paid within 5 days of the due date, or a Non-Rent charge is not paid within 20 days of due date, assess a late charge of the lesser of 2% above prime or the Maximum Legal Rate.


Late charge Example 1

"If any charge is not paid within 10 days of due date, assess a late charge of $50.00."

Step 1
Late Charge Type:	Fee
Late Charge Frequency:	Option doesn't matter
Repeat factor:	Once/Delinquency
Calculation Type:	Flat amount
Flat Amount:	$50.00
Grace Days:	10


Late charge Example 2

"If any charge is not paid within 15 days of due date, assess a late charge of 18% (annual rate) for each day that the charge is past due, beginning on the due date."

Step 1
Late Charge Type:	Interest
Start interest on day	1
Calculation Type:	Percentage
Percentage:	18.0
Grace Days:	15


Late charge Example 3

"If any charge is not paid within 10 days of due date, assess a late charge of the greater of $100.00 or 2%."

Step 1
Late Charge Type:	Fee
Late Charge Frequency:	Option doesn't matter
Repeat factor:	Once/Delinquency
Calculation Type:	Greater of Flat or Percentage
Flat Amount:	$100.00
Percentage	2.%
Grace Days:	10


Late charge Example 4

"If any charge is not paid within 30 days of the due date, assess a late charge of the greater of $100.00 or 2% of the amount due for each month that the charge is past due."

Step 1
Late Charge Type:	Fee
Late Charge Frequency:	Monthly
Repeat factor:	Any Delinquent Charges
Calculation Type:	Greater of Flat or Percentage
Flat Amount:	$100.00
Percentage	2.%
Grace Days:	30


Late charge Example 5

"If any charge is not paid within 30 days of the due date, assess a late charge of the lesser of $100.00 or 5% of the amount due, for each and every 30 day period the charge remains unpaid."

Step 1
Late Charge Type:	Fee
Late Charge Frequency:	Every 30 days
Repeat factor:	Any Delinquent Charges
Calculation Type:	Lesser of Flat or Percentage
Flat Amount:	$100.00
Percentage	5.%
Grace Days:	30


Late charge Example 6

"If any charge is not paid within 5 days of the due date, assess a late charge of the greater of $5 or 3% of the past due amount, assessed every 5 days that the balance remains unpaid."

Step 1
Late Charge Type:	Fee
Late Charge Frequency:	Every 5 days
Repeat factor:	Any Delinquent Charges
Calculation Type:	Greater of Flat or Percentage
Flat Amount:	$5.00
Percentage	3.%
Grace Days:	5


Late charge Example 7

"If any charge is not paid within 10 days of due date, assess a late charge of $.02 per $1.00 past due. Payments not received within 30 days of the due date are assessed an interest charge of the greater of 18% or 3% over Bank ABC Prime."

You will need to set up the interest rate for Bank ABC Prime using Interest Rates (Setup menu).

Step 1
Late Charge Type:	Fee
Late Charge Frequency:	Monthly
Repeat factor:	Once/Delinquency
Calculation Type:	Percentage
Percentage	2.%
Grace Days:	10
Step 2
Late Charge Type:	Formula
Calculation Type:	Formula
Formula:	If(18 > (LOOKUP(Rate,"Bank ABC Prime",newdate (010199)) + 3), Amount * .18/12, Amount * (LOOKUP(Rate,"Bank ABC Prime", newdate(010199)) + 3/12))
Grace Days:	30


Late Charge Example 8

"If a Rent charge is not paid within 5 days of the due date, or a Non-Rent charge is not paid within 20 days of due date, assess a late charge of the lesser of 2% above prime or the Maximum Legal Rate."

You will need to set up the prime interest rate and the Maximum Legal Rate as interest rates, using Interest Rates (Setup menu).

Step 1
Late Charge Type:	Formula
Calculation Type:	Formula
Calculation type options	Leave these blank
Formula	If((PRIME+2)<MAX LEGAL, amount * (PRIME+2)/12,amount*MAX LEGAL/12)
Grace Days:	5
Subject to formula	Charge type = "RENT"
Step 2
Late Charge Type:	Formula
Calculation Type:	Formula
Calculation type options	Leave these blank
Formula	If((PRIME+2)<MAX LEGAL, amount * (PRIME+2)/12,amount*MAX LEGAL/12)
Grace Days:	20
Subject to formula	Charge type NE "RENT"


Setting up units

  1	From the Setup menu, select Units. The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.

  2	Click [image] to add a new unit. Select the Property. Enter the Unit ID and click [Insert].

  3	On the General, Class/Address/Rent tab select a Unit Class. Enter the information you want to store.

  4	Click the General, Status tab. Enter a Date Available for unoccupied units. You can enter occupancy and leasing history by clicking [Occupancy History]. The Occupied and Lease boxes will be automatically changed when you set up your leases.

  5	Click the Square Footage tab. Select square footage types appropriate for this unit, and enter square footage measurements and dates. You can enter multiple square footage types for each unit, and multiple measurements for the same square footage type (using different dates).

  6	 Click [image] to add another unit.

  7	Click [Close] when done setting up units.

Related Topics


Setting up tenants

  1	From the Setup menu, select Tenants. The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.

  2	Click [image] to add a new tenant. Enter the Tenant ID and click [Insert]. Enter the tenant name.

  3	Click the General tabs. Enter the appropriate information for this tenant.

  4	Click the Address tab. You can enter multiple addresses for the tenant, such as a Billing Address and a Street Address.

  5	 Click [image] to add another tenant.

  6	Click [Close] when done setting up tenants.

Related Topics


About entering tenant names

When printing reports, selecting from a list, and using Inquiry, tenants can display in alphabetical name order. If you want the tenants in alphabetical name order, use the following name format: Last name; First name.

Be sure to enter the semicolon after the last name or before the word that you do not want to be used when alphabetizing. For example:

Meriwether Company; The

Eaton Office Supply

Martin; Dr. Paul F.

Notice that a semicolon has been entered in two of the tenant names. When you print statements and invoices, the names of the tenants with semicolons are switched and the semicolon does not print. When you print reports in alphabetical order by tenant name, the names print in the following order:

Eaton Office Supply

Dr. Paul F. Martin

The Meriwether Company


Setting up interest rates

  1	From the Setup menu, select Interest Rates.

  2	If no interest rates exist, click the Interest ID column in the first row, and enter an Interest ID (up to 10 characters). If interest rates exist, the asterisk in the left most column indicates where you can add a new interest rate record.

  3	Enter the date the rate is effective and the rate (as an annual rate). Enter 4% as "4.000000". Press [Tab] or [Enter] when you complete an entry. The cursor moves to a new row, ready for you to enter another interest rate record.

  4	Click [Close] when done.

Note

•	When you use the vertical scroll bar or when you close the window, newly added Interest Rate records are automatically sorted by Interest ID and date.

Related Topics


Overview

Interest rates and other percentages can be used in calculating late charges and accruing interest on deposits, and in formulas. You can enter multiple rates for one index by entering an effective date, allowing you to record interest rate changes.


Setting up accumulators

  1	From the Setup menu, select Accumulator Controls.

  2	Certain accumulators are already set up. The [image] in the left-most column indicates where a new accumulator can be added. To add a new accumulator, click the Accumulator ID column in this row and enter an Accumulator ID.

  3	Enter a Formula name in one or more of the following columns: Tran Formula, Ledger Adj Formula, Misc Tran Formula, and Fee Payment Formula. If a transaction passes the condition of the formula(s), the value returned by the formula is added to the accumulator's total when the transaction is posted.

  4	Indicate whether this accumulator is for every property or for one specific property.

  5	Mark the appropriate boxes to indicate the levels at which you want to accumulate the value (property, unit, lease).

  6	Select the other options to meet your reporting and accounting needs.

  7	Press [Tab] or [Enter] at the end of the row to complete the setup of the accumulator. The cursor moves to a new row, ready for you to set up another accumulator.

  8	Click [Close] when done adding or changing accumulator records.

Notes

•	Formulas are set up using Formulas (Tools menu). Formula names are case sensitive, meaning that "LATECHG1" and "Latechg1" do not refer to the same formula.

•	The accumulators that are preset are: GPR Charges, GPR Payments, Non GPR Charges, Non GPR Payment, Late Charges, Late Chrg Pymts, Mgmt Fee Pymts, Misc Inc Pymts, YTD Gross Rents, YTD Rent Paid, and Total Deposits.

•	The Fiscal Accumulator checkbox is disabled if you have selected a specific property with a 13 period accounting prefix.

•	If you selected All properties (in the All or Specific Property field), and any of the properties in the list has a 13 period accounting prefix, a warning message appears. You can continue, but only 12 periods will be processed.

Related Topics


Overview

An accumulator is a stored total of certain Property Management entries. When you set up an accumulator, you specify which entries are totaled, whether they are accumulated by property, unit and/or lease, and whether to store them by calendar year and/or fiscal year. For example, you can set up an accumulator to keep track of the total CAM payments made each calendar year for leases associated with a particular property.

An entry is added to an accumulator's totals when it is posted.

Accumulators can be used for reporting, inquiry, formulas and calculations (such as management fees). The software stores accumulated totals for the period (month) and for the year. You can retain accumulated values for multiple years.


Examples of accumulators

Example 1 - Transaction Formula

To accumulate all CAM payments, you might use the following Transaction Formula:

If ((Transaction type = "PMT" or Transaction type = "AC1" or Transaction type = "AD1" or Transaction type = "FD1") and Charge type ="CAM" , Credit Amount)

Using this formula, the credit amount of any transaction with a charge type of CAM and a transaction type of PMT (payments), AC1 (applied credit), AD1 (applied deposit), or FD1 (forfeited deposit) will add to the accumulated total when the transaction is posted.

Example 2 -- Ledger Formula

To accumulate all Vacancy Loss amounts, you might use the following formula, which uses information from the Ledger Adjustment record:

If (Transaction type = "VL", Amount)

Example 3 -- Miscellaneous Transaction Formula

To accumulate income from conference room rental, you might use the following formula, which uses information from the Miscellaneous Income Transaction record:

If (Misc Inc Src = "CONF", Amount)

This accumulates the amounts from all transactions with a miscellaneous income source of CONF.


Setting up corporations

  1	From the Setup menu, select Corporations.

  2	If no corporation records exist, click the Corporation column in the first row, and enter a corporation ID. If corporation records exist, the asterisk in the left most column indicates where you can add a new corporation record.

  3	Enter the corporation name and address information. Press [Tab] or [Enter] when you complete an entry. The cursor moves to a new row, ready for you to enter another corporation record.

  4	Click [Close] when done entering corporations.

Note

•	If a corporate owner of a lease is responsible for some of the tenant's charges, set up the corporation as another tenant, so that you have two tenants associated with the lease--the local tenant and the corporate tenant.

Related Topics


Overview

Corporations are set up for reporting purposes only, not for billing purposes. Corporation records include the corporation ID, name and address. Once you have set up a corporation, you can enter the Corporation ID in the lease record.


Setting up SIC codes

  1	From the Setup menu, select SIC Codes.

  2	If no SIC codes exist, enter a SIC code in the first row and column. Press [Tab] or [Enter] and enter the Description. If SIC codes exist, the asterisk in the left most column indicates where you can add a new SIC code record.

  3	When you complete an entry, the cursor moves to a new row, ready for you to enter another SIC code.

  4	Click [Close] when done entering SIC codes.

Note

•	You can enter an SIC code in the lease record on the General, Misc tab.

Related Topics


Clearing Paid Items

  1	From the Tools menu, select Clear Paid Items.

  2	Enter a Cut-off date.

  3	Make any necessary print selections for the Clear Paid Items report. You can click [Conditions] to select transactions for one or more properties, one or more leases, or one or more tenants.

  4	Click [Start] to begin processing.

  5	Review the Clear Paid Items report and file it.

Note

•	It is a good idea to perform this "housekeeping" once a month, or once every few months, so that statements and reports are not cluttered by paid items.

Related Topics


Overview

Open items that are completely paid are removed and all of the entries related to those paid open items are moved from the current transaction file to a history transaction file. Miscellaneous Income, Accumulator Adjustment, Reference, Vacancy Loss and Straight Line Rent entries are also moved. The cutoff date you enter limits the entries that are affected.


Moving entries

  1	From the Tools menu, select Move Entries.

  2	Enter a cutoff date. Select the history files that entries will move from and to.

  3	Make any necessary print selections for the Move Entries report. Click [Start] to begin processing.

  4	Review the Move Entries report and file it.

Related Topics


Overview

You may want to move entries from one history transaction file to another if you need to combine historical transactions into one file, or if you want to store historical data through a particular date into a separate history transaction file.


Deleting a property

  1	Back up your data files.

  2	From the Setup menu, select Properties. The title of this item may be different if you changed the description of PM Property in Custom Descriptions.

  3	Select the property.

  4	Click [image].

  5	If you are sure you want to delete this property, click [Yes].

  6	Click [Close] when done deleting properties.

Warning

•	You are prevented from deleting a property with active leases.

Related Topics


Deleting a unit

  1	Back up your data files.

  2	From the Setup menu, select Units. The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.

  3	Select the property and unit.

  4	Click [image].

  5	If you are sure you want to delete this unit, click [Yes].

  6	Click [Close] when done deleting units.

Warning

•	You are prevented from deleting a unit that is currently leased.

Related Topics


Deleting a tenant

  1	Back up your data files.

  2	From the Setup menu, select Tenants. The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.

  3	Select the tenant.

  4	Click [image].

  5	If you are sure you want to delete this tenant, click [Yes].

  6	Click [Close] when done deleting tenant.

Warning

•	You are prevented from deleting a tenant with a future or active lease. Before deleting a tenant, you must first reconcile the account from within Terminate Lease and then move the lease to the history file. Once the Move to History processes is completed, if this is the last lease associated with this tenant, the system will prompt you, asking if the tenant status should be set to "closed." Once the tenant status is closed, you can delete the tenant.

Related Topics


Setting up the interface to Accounts Payable

  1	From the File menu, select Data Folder Settings, PM Settings. On the General tab, click [Post and Interface Settings].

  2	Mark the Activate interface box for Accounts Payable.

  3	If you want to create Accounts Payable invoices from Property Management to pay interest to tenants and to refund deposits and credits, mark the Create entries box for Accounts Payable. Select an Accounts Payable Posting setting. Click [OK]. Click [OK] again.

  4	In Accounts Payable, set up an Accounts Payable summary vendor, to be used when paying interest to tenants or when refunding deposits and credits.

 About summary vendors

  5	Enter a Summary vendor on each property as you are setting up the properties.

Related Topics


Setting up a new lease

  1	From the Tasks menu, select Manage Leases, Start Lease.

  2	In the Start Lease window, click [New Lease]. Enter the new Lease ID. Select the Property and Unit. If the tenant has already been set up, select the Tenant, and click [OK]. If the tenant has not yet been set up, click [New Tenant], and enter the tenant ID, name, and additional tenant information you need to store. Click [Close] when done. Click [OK].

  3	The Edit Future Lease window opens. Click each tab and enter the appropriate information. If there are multiple tenants or units associated with this lease, enter them all on the General, Rental Info tab. If you don't know all of the lease information now, you can enter it later, before activating the lease.

  4	Set up Charge Controls for the lease.

 How?

  5	Set up Recurring Charges for the lease.

 How?

  6	Set up Deposit controls for the lease.

 How?

  7	Set up Late Charge controls for the lease.

 How?

  8	Enter insurance information and lease options on the Insurance and Lease Options tabs, if appropriate.

  9	Click [Other Charges] to set up deposit charges and any other one-time charges. Click [Cash Receipts] to enter payments received.

10	At this point, the lease is a Future lease. If you are not yet ready to complete the move-in process, click [Close]. Click [Close] again if you are done entering new lease information.

11	To activate the lease and complete the move-in process, click [Activate Lease]. (The Charge Controls, Recurring Charges and Deposit Controls should already be setup.) Enter the appropriate dates. Mark the Occupied box(es) if appropriate. Click [OK].

12	In the Charge Start Dates window, make any necessary changes to the First Full Charge date, and the Prorate From and Prorate To dates. Click [Show Charges] to preview the charges that the activate lease process will create. These include prorations and any full charges that need to be created before the next run of Generate Rent Roll. Click [Close] when done.

Note: If the Prorate From date is less than the Last Rent Roll date, the Prorate From date will prefill with the Actual Move In date, and the Prorate To date will prefill with the Last Rent Roll date.

13	If you want the software to create the charges, mark the Create charges now box. If not, make sure the box is unmarked. Click [OK] to complete the move-in process and activate the lease. Occupancy rates are recalculated, vacancy loss is adjusted (if appropriate), charges are created (if appropriate) and the lease becomes a "current" lease.

14	When done processing new leases click [Close]. In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About posting

15	Make any necessary print selections and click [Start].

16	Review the Start Lease journal and file it.

Related Topics


Overview

When setting up a new lease, you can enter a minimal amount of information, and then enter more lease details as you get them. The Start Lease process also allows you to enter initial charges and payments, to cancel future leases and reverse charges and refund payments, and to activate leases.

These steps assume that you have set up your properties and units.

If you are setting up Property Management for the first time, and need to set up leases and rental agreements that are already in effect, follow the steps in the Help topic "Setting up existing leases."


Setting up existing leases

  1	From the Tasks menu, select Manage Leases, Start Lease.

  2	In the Start Lease window, click [New Lease]. Enter the Lease ID. Select the Property and Unit. If the tenant has already been set up, select the Tenant, and click [OK]. If the tenant has not yet been set up, click [New Tenant], and enter the tenant ID, name, and additional tenant information you need to store. Click [Close] when done. Click [OK].

  3	The Edit Future Lease window opens. Click each tab and enter the appropriate information. If there are multiple tenants or units associated with this lease, enter them all on the General, Rental Info tab.

  4	Set up Charge Controls for the lease.

 How?

  5	Set up Recurring Charges for the lease.

 How?

  6	Set up Deposit controls for the lease.

 How?

  7	Set up Late Charge controls for the lease.

 How?

  8	Enter insurance information and lease options on the Insurance and Lease Options tabs, if appropriate.

  9	Click [Activate Lease]. Enter the appropriate dates. Mark the Occupied box(es). Click [OK]. You may get warnings that Checklist items are not complete, and that deposit charges have not been made. If so, answer [Yes] to continue with the activation.

10	In the Charge Start Dates window, make certain you remove the check mark from the Create charges now box. This box must be UNMARKED. Change the First Full Charge dates in this window to reflect the first date that Generate Rent Roll will create charges. Click [OK].

11	The Lease is now an "active" lease. Repeat steps 2-9, to set up other existing leases. When done, click [Close].

12	In the Print Selection window, you do not need to mark the Post Entries box, as there are no entries to post. Make any necessary print selections and click [Start].

13	Enter the beginning balances for the lease.

 How?

Related Topics


Overview

Follow these steps to enter leases and rental agreements that are in effect when you initially set up Property Management.

You will be entering all of the details of the lease, including the frequency and amount of recurring charges, scheduled rent increases, how late charges are calculated, deposit information, and lease options. After instructing the software to activate the leases, you will enter beginning balances for each lease.

These steps assume that you have set up your properties, units and tenants.

If you need to enter newly created leases (not leases that existed when you initially set up the software) follow the steps in the Help topic "Setting up new leases."


Entering beginning lease balances

  1	Make sure the period end date for your properties is properly set to the last day of the period prior to the period you will begin generating charges. For example, if you will begin generating charges for the period ending 8-31-99, the property period end date should be 7-31-99. (Setup menu, Properties, General Status tab.)

  2	From the File menu, select Data Folder Settings, PM Settings. Click [Post and Interface Settings]. Unmark the Create entries box for General Ledger. Click [OK]. Click [OK] again. You do this so that the beginning lease balances don't get entered into General Ledger twice.

  3	Enter all unpaid charges that make up your leases' beginning balances.

 How?

  4	Enter any payments that are part of your leases' beginning balances. This includes all deposits held (refundable and non-refundable).

 How?

  5	Accrue interest on deposits if appropriate.

 How?

  6	Post all of the above entries if you did not post them at the end of your data entry sessions.

 How?

  7	From the File menu, select Data Folder Settings, PM Settings. Click [Post and Interface Settings]. Mark the Create entries box for General Ledger, if you want to create General Ledger entries for your regular processing. Click [OK]. Click [OK] again.

  8	You're done! Close the current period before using Generate Rent Roll.

 How?

Related Topics


Entering unpaid charges on existing leases

  1	From the Tasks menu, select Create Charges, Miscellaneous Entries.

  2	Select Charge in the Type column. Enter a Charge for each unpaid charge for all of your leases, using the appropriate charge dates and charge types. Verify [Totals] when done. Click [Close].

  3	In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

  4	Make any necessary print selections and click [Start]. Review the Miscellaneous Entries journal, and file it.

Note

•	You can enter a partially paid charge by just entering the remaining charge balance. Or, you can enter the full charge amount, and then enter the payment amount using Cash Receipts (Tasks menu).

Related Topics


Entering payments and deposit balances on existing leases

  1	From the Tasks menu, select Cash Receipts.

  2	In the grid at the top of the window enter the general information for any payments that are part of your leases' beginning balances. Enter each lease deposit as a payment (excluding accrued interest).

  3	Use the tabs in the lower part of the window to designate how the payment will be applied. You will probably be applying the payment to open charges, or to a deposit, or as a prepayment or open credit. You can move back and forth between the tabs and change the amounts and other details in these tabs as needed.

  4	When the payment is fully applied (the Amount Remaining displays as zero), click [Save Payment]. The cursor moves to a blank row in the top grid, ready for you to enter another payment.

  5	When done entering payments, verify [Totals]. Click [Close].

  6	In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

  7	Make any necessary print selections and click [Start]. Review the Cash Receipts journal, and file it.

Related Topics


Setting charge controls for a lease

  1	Click the Chg Controls tab.

  2	Select a Statement type.

  3	Review the Charge Types and options that prefill from the property. Make any necessary changes.

  4	To delete a lease charge type record, click the column to the left of Charge Type with the right mouse button. Select Delete.

  5	To add a charge type, click the row preceded by an asterisk, select a charge type, and complete the options. The charge type record is automatically sorted in alphabetical order when you press [Tab] or [Enter] at the end of the row.

  6	When done with the Lease Chg Controls tab, click another tab to enter other controls for this lease, or click an appropriate button.

Note

•	You need to establish charge controls only for those charge types that are handled differently than the "<default>" charge type.

Related Topics


Overview

To access the Lease charge controls for a new lease, select Start Lease (Tasks menu, Manage Leases). Then, select the lease and click [Edit Lease], or, if no information for the lease has been entered yet, click [New Lease].

To access the Lease charge controls for a lease that has been activated, select Change Lease (Tasks menu, Manage Leases). Then select the lease.

The charge controls for the lease prefill from the Property Chg Controls tab. You simply need to select a Statement type and Billing Address for the lease, and make any necessary changes to the charge controls.


Setting up recurring charges for a lease

  1	Click the Recur Chgs tab.

  2	Select a Charge Type from the list. Select the appropriate unit. Click the Charge Amount(s) column. The Charge Amounts window opens.

  3	Select the option Table of amounts or Formula. If you chose Formula, enter a formula name and frequency. If you chose Table of amounts, enter the Effective Date, current charge Amount, Frequency and Source. Enter additional rows for scheduled changes. You can also enter historical charge amounts. Click [Close] when done.

  4	Enter the Next Date as the first date you want Generate Rent Roll to create this recurring charge.

  5	To set up index escalation controls, click the Escalation Controls column to open the Escalations Setup window.

 How?

  6	To set up recoverable expense controls, click the Recovery Controls column to open the Recovery Controls Setup window.

 How?

  7	Complete the other options for this recurring charge type. Click [Tab] or [Enter] at the end of the row.

  8	Set up all recurring charges for the lease, following steps 2-7 above. The [image] in the left-most column indicates where another recurring charge can be added.

  9	When done, click [Straight Line Rent] if you will be using the Straight Line method (also known as Net Effective Rent or FASB-13) to report income. Enter straight line controls and calculate the monthly adjustment amounts.

 How?

10	When done, click [Percentage Rent] if you want to enter percentage rent information.

 How?

11	When done with the recurring charges tab, click another tab to enter other controls for this lease, or click an appropriate button.

Related Topics


Overview

The recurring charge controls are used by Generate Rent Roll to determine which charges to create and to initiate scheduled increases. To access the recurring charge controls for a new lease, select Start Lease (Tasks menu, Manage Leases). Then, select the lease and click [Edit Lease], or, if no information for the lease has been entered yet, click [New Lease].

To access the recurring charge controls for a lease that has been activated, select Change Lease (Tasks menu, Manage Leases). Then select the lease.


Setting up Straight Line Rent controls for a lease

  1	Select the recurring charges (up to 10) to be straight-lined.

  2	Enter the beginning date for the Straight Line calculation. This is typically the lease start date.

  3	Enter the date the Straight Line period ends. This is typically the lease end date.

  4	Enter an Extra Charge Amount if appropriate. Refer to "What's This?" Help in Property Management for a detailed explanation of this amount.

  5	Select the General Ledger base accounts for Deferred Revenue and Revenue or accept the prefilled accounts.

  6	Click [Calculate Now]. The monthly adjustment amounts are calculated and stored in the grid. These amounts are based on the average rent over the life of the lease. These amounts are used by Generate Rent Roll to create the appropriate entries to the Deferred Revenue and Revenue accounts.

  7	Click [OK] to accept the entries on the Straight Line tabs.

Warnings

•	Straight Line Rent controls should be set up only after all recurring charges, concessions and scheduled increases have been set up for the lease, and before Generate Rent Roll is first performed for the lease.

Notes

•	If some of the lease's charges use different General Ledger base accounts for Deferred Revenue and Revenue, or if some of the charges use different starting and ending dates for straight lining, use the additional sets of controls on tabs Set 2 and Set 3 to group charges that use the same accounts and starting and ending dates.

•	You may or may not have a Balance Forward amount. This amount represents the amount remaining to be straight-lined on a previous version of this lease.

Related Topics


Overview

Straight Line Rent is a method of reporting income so that the lease revenue is spread out evenly over the life of the lease.

Straight Line Rent controls should be set up only after all recurring charges, concessions and scheduled increases have been set up for the lease.

When Generate Rent Roll entries are posted in Property Management for leases that are straight lined, additional General Ledger entries are created to affect the Deferred Revenue and Revenue accounts with the appropriate adjustment amounts.

Straight Line Rent controls are found on the Recurring Charges tab of your lease (in Start Lease, Change Lease, and Amend Lease). Be sure all recurring charges, concessions, and scheduled increases are in place at the time you set up the Straight Line Rent controls.


Setting deposit controls for a lease

  1	Click the Deposits tab.

  2	In the grid, select options for all deposit types used with this lease. Press [Tab] or [Enter] to move to other columns in the grid.

  3	To delete a deposit type not used with this lease, click the column to the left of the Deposit Type with the right mouse button. Select delete.

  4	When done with the Lease Deposits tab, click another tab to enter other controls for this lease, or click an appropriate button.

Note

•	A Deposit Type must be set up at the property level before it can be used for a lease.

Related Topics


Overview

Lease deposit controls dictate how deposits are processed and how interest on deposits is calculated.

To access the Lease deposit controls for a new lease, select Start Lease (Tasks menu, Manage Leases). Then, select the lease and click [Edit Lease], or, if no information for the lease has been entered yet, click [New Lease].

To access the Lease deposit controls for a lease that has been activated, select Change Lease (Tasks menu, Manage Leases). Then select the lease.

The deposit controls for the lease prefill from the Property Chg Controls tab. You simply need to enter a few options for each deposit type, and delete those deposit types that don't apply to this lease.


Setting up late charge controls on leases

  1	Click the Late Charges tab. Complete the information in the Late Charges, General tab. The Description is optional.

  2	Click the Step 1 tab.

  3	Mark the Active box.

  4	Select a Late Charge type for this step in the calculation and specify the late charge type options. Click [Close] when done selecting options.

  5	Select a Calculation type for this step and specify the calculation type options. Click [Close] when done selecting options.

  6	Select a Grace Period type and specify the grace period option. Click [Close] when done entering the grace period option.

  7	Enter a "Subject to" formula only if you need to exclude certain open items from this step of the calculation.

  8	If needed, you can create additional calculation steps by clicking the Step 2 and Step 3 Late Charge tabs, and following procedures 3-7. The results of each step are added together to calculate the late charge amount.

  9	When done setting up the late charge calculation, click another tab to enter other controls for this lease, or click an appropriate button.

Related Topics


Overview

Lease late charge controls dictate how late charges are calculated and processed for the lease. The late charge controls for the lease prefill from the Property Late Chgs tabs. You need to access the Lease Late Chgs tabs only if the late charge calculation for the lease differs from the late charge calculation set up as the property default.

To access the Lease late charge controls for a new lease, select Start Lease (Tasks menu, Manage Leases). Then, select the lease and click [Edit Lease], or, if no information for the lease has been entered yet, click [New Lease].

To access the Lease late charge controls for a lease that has been activated, select Change Lease (Tasks menu, Manage Leases). Then select the lease.

The calculation of the late charge can be made up of multiple steps (up to three). These are entered in the Step 1, 2, and 3 tabs. The results of each step are added together to calculate the late charge amount. The multiple steps allow you to charge both a fee and interest. For example, if setting up a late charge of an initial fee of $50, plus 18 percent interest after 30 days, you will set up Calculation 1 for the $50 and Calculation 2 for the 18 percent interest.


Setting up vacancy loss controls
Setting up vacancy loss controls for a property

  1	From the Setup menu, select Properties. The title of this item may be different if you changed the description of PM Property in Custom Descriptions.

  2	Select the property for which you want to track lost revenue due to vacancies. Click the General, Vacancy Loss tab.

  3	Mark the Track Vacancy Loss box. Select the options for the other controls on this tab.

  4	Click the Chg Controls tab. Mark the Gross Potential Rent column (GPR) for all charge types that will be included in vacancy loss calculations.

  5	Click [Close] when done.

Related Topics


Overview

Vacancy loss entries are created during Generate Rent Roll, Start Lease, Terminate Lease, and Amend/Renew Lease. The General Ledger entries associated with the Property Management vacancy loss entries are created during Post Entries.


Canceling a new lease

  1	From the Tasks menu, select Manage Leases, Start Lease.

  2	In the Start Lease window, move the selection bar to the future lease that you need to cancel. Click [Cancel Lease]. The Cancel Lease window opens. If the Net due tenant and Net due company are both zero, go to step 7.

  3	If there is an amount in Net due tenant or Net due company, you need to click [Reconcile Account]. The Reconcile Account for Canceling window opens.

  4	To reconcile a credit, deposit, or charge, click the appropriate tab, select the item to be reconciled, and then click the appropriate button. You can use [Auto Apply] to automatically apply any credits and deposits to charges (in that order).

  5	If needed, enter cash receipts or new charges by clicking the appropriate button in the window.

  6	When you have reconciled the account, so that Net due company and Net due tenant (displayed at the bottom of the window) are both zero, click [Print Report]. Then click [OK] to close the reconciliation window.

  7	In the Cancel Lease window, click [OK] to complete the lease cancellation. Click [Close] when done canceling leases.

  8	In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

  9	Make any necessary print selections and click [Start].

10	Review the journal, and file it.

Related Topics


Overview

Follow these steps if you set up a new lease, but did not yet activate it, and now have to cancel it. This process allows you to reconcile the account by refunding and applying credits, canceling and adjusting charges, refunding, applying and forfeiting deposits, creating charges, and recording payments. When the account is fully reconciled (no funds are due to the tenant or to the property), the lease can be canceled.

If you need to terminate an activated lease, from the Tasks menu select Manage Leases, Terminate Lease.


Terminating a lease

  1	From the Tasks menu, select Manage Leases, Terminate Lease.

  2	The Terminate Lease window lists all of the leases that you have indicated are in the termination process. Select the lease you want to process, then click the appropriate button.

  3	To begin the termination process for a current lease, click [New Termination] and select the lease.

  4	To enter termination related information for the selected lease, such as notice date, intended move-out date, termination reason and to access the terminate lease checklist, click [Edit Termination].

  5	To refund deposits and credits and handle other reconciliation functions for the selected lease, click [Reconcile Account]. The Reconcile Account for Termination window opens. To reconcile a credit, deposit, or charge, click the appropriate tab, select the item to be reconciled, and then click the appropriate button. To automatically apply any credits and deposits to charges (in that order), enter the Transaction and Accounting dates, then click [Auto Apply]. If needed, enter cash receipts or new charges by clicking the appropriate button in the window.

  6	To mark the lease as Terminated, click [End Lease], enter the dates related to the termination, change the unit status if appropriate, and click [OK].

  7	Click [Move to History] to change the status of a selected lease from Terminated to History. Leases with historical status can no longer be accessed through the Terminate Lease command and entries cannot be created for them.

  8	To change tenant information, click [Tenant Info] in the Move Lease to History Status window (opened in step 7). It is not necessary to manually change the tenant account status to Closed. If the tenant has no other future or current leases, you have the option to set the tenant status to Closed when the lease is moved to history.

  9	Click [OK] to accept information entered in the Move Lease to History Status window.

10	If you need to remove a Current lease from the termination list, select the lease and click [Cancel Termination].

11	When done processing leases for termination, click [Close] in the Terminate Lease window.

12	In the Print Selection window, if the Post Entries box is available, indicate whether you want to post your entries now or later.

 About Posting

13	Make any necessary print selections and click [Start].

14	Review the journal, and file it.

Related Topics


Overview

The termination process allows you to enter termination information as you receive it, even if the lease termination has not yet happened or is just anticipated. All of the steps involved in ending a lease are handled through Terminate Lease, including recording charges and payments, refunding deposits and credits, writing-off or adjusting charges, changing unit status from Occupied to Vacant, and clearing the current lease and tenant information from the unit.

When you change the lease to Terminated, Vacancy Loss entries are automatically created, if appropriate.


Changing a lease

  1	From the Tasks menu, select Manage Leases, Change Lease.

  2	Select the lease you want to modify.

  3	Click on the tab containing the controls or information you need to enter.

  4	When done entering information for the lease, select another lease, or click [Close].

Note

•	If you need to change the balance of a lease, use the appropriate command from the Tasks menu to create transaction entries.

Related Topics


Amending a lease

  1	From the Tasks menu, select Manage Leases, Amend Lease.

  2	In the Amend Lease window, click [New Amendment]. Select the lease you want to amend from the list of current and future leases displayed.

  3	Click on the tabs containing the controls necessary to make any additions or changes to the amended lease. You can open and close the Amend Lease - Edit Lease window as often as needed until all of the changes are complete.

•	If you are adding a unit to your lease, be sure all associated records are set up for this unit. For example, recurring charge records and deposits need to be entered if applicable. If you are removing a unit from the lease, the associated records will be removed for you.

•	Be sure to set up a Next Date for all recurring charges on the amendment, including those carried forwarded from the original lease or those just added to the amendment.

•	No setup is necessary for deposits on units being carried forward from the original lease. The Transfer Deposit feature will take care of moving the deposit from the original lease to the amendment. (See Transferring Deposits in the Help Index for more information.)

  4	When the amendment is completely set up, click [Effective Now] to activate it.

 How?

  5	When the Effective Now process is complete and the lease is amended, select another lease to amend or click [Close].

Notes

•	When the lease is selected for amendment, a copy of the current lease is made. The copied lease is assigned an incremental revision number and the lease status is set to Future Revision.  This will become your current lease once the Effective Now process is complete.

•	If you cancel an amendment, you may want to delete it through Change Lease (Tasks, Change Lease) after it is canceled. This will ensure that any other future revisions will keep the proper sequence of revision numbers for that lease.

Related Topics


Effective Now

Follow these steps to activate the amendment (from Tasks/Manage Leases/Amend Lease/Edit Lease window):

  1	Click the [Effective Now] button.

  2	Enter the processing dates and review occupancy information on the Effective Now: Dates and Occupancy window. If a date field is gray, that feature is not being used and the date does not need to be entered.

  3	Click [OK] to move on to the Effective Now: Charge Start Dates window.

  4	Click [Show Charges] to review the charges. If the Last Rent Roll date on the property preceded the Recurring Charge date entered on the Date and Occupancy window, there will be no charges to display.

  5	If the charges are not correct, enter the new proration dates, then click [Show Charges] again to review the charges.

  6	Once all of the "Effective Now" information is entered, click [OK].

 What happens during the Effective Now process?

  7	A message will appear asking if you want to reconcile the old lease now. If you choose not to reconcile the original lease now, you can reconcile it later in Terminate Lease.


What happens during Effective Now

During the Effective Now process in Amend Lease, the status of the current (old) lease is changed from Current to Terminated. The lease status of the Amended (new) lease is changed from Future Revision to Current. Vacancy Loss and Occupancy transactions are also created if those two items are being tracked on the property.


Renewing a lease

  1	From the Tasks menu, select Manage Leases, Renew Lease.

  2	Select the lease you want to renew.

  3	In the General, Dates/Status tabs window, change one or more of the intended date fields.

 Why?

  4	When you have finished entering information for the renewal, select another lease to renew, or click [Close].

  5	If one or more of the recurring charge records has a terminated date in place, a message will display asking if you want to change this date. If you choose Yes, the Recurring Charges tab displays where you can change the date.


Overview: Intended date fields for renewing a lease

Changing any Intended date fields on the General - Dates/Status tab (Lease start, Lease end, Move-in, Move-out) through Renew Lease will actually cause the lease to be renewed by creating or modifying a Lease Modification record. Changes to any other fields through Renew Lease will not modify this record and will not cause the lease to be considered "renewed."

The lease modification records created by Renew Lease and Amend Lease can be viewed from any revision number of the lease through the [Lease History] button, available in Change Lease, Amend Lease, Renew Lease, and Terminate Lease. You can change all of the date fields in Change Lease if audit trails are active, but changing the lease dates in this way will not create a lease modification record.


Changing entries

  1	From the Tasks menu, select Change Entries.

  2	Select the appropriate tab for the type of entry you need to change. Tabs include Tenant Payments, Tenant Transactions, and Miscellaneous Income Source.

  3	To edit Tenant Payment information, select the Tenant Payments tab.

 How?

  4	To edit Tenant Transactions, select the Tenant Transactions tab.

 How?

  5	To edit Miscellaneous Income payments, select the Miscellaneous Income Source tab.

 How?

  6	Once entries have been changed, select another tab on the Selection Filter window or Click [Close] if you are done.


Editing tenant payments

  1	From the Change Entries - Selection Filter window, select the Tenant Payments tab.

  2	Filter the selection by selecting a Paying tenant, Payment date, Accounting date, and the New or Current transaction file, and/or click [Conditions] to further refine the selection.

  3	Once the filters are defined the way you want, click [Find].

  4	Select a payment from the Tenant Payment Selection List.

  5	Click:

[View/Edit Details] to change the payment or payment transactions. You can also void the payment from here.

[Reapply] to change how a payment was reapplied in Cash Receipts.

[Void] to enter void information and remove the payment.

[Close] to return to the Change Entries - Selection Filter window.


Editing tenant transactions

  1	From the Change Entries - Selection Filter window, select the Tenant Transactions tab.

  2	Filter the transactions by selecting or entering information in the fields, selecting the New or Current transaction file, and/or click [Conditions] to further refine the selection.

  3	Once the filters are defined the way you want, click [Find].

  4	Select a payment from the Transaction Selection List.

  5	Click:

[View/Edit Details] to change the payment or payment transactions. You can also void the payment from here.

[Reapply] to change how a payment was reapplied.

[Void] to enter void information and remove the payment.

[Close] to return to the Change Entries - Selection Filter window.


Editing miscellaneous income payments

  1	From the Change Entries - Selection Filter window, select the Miscellaneous Income Source tab.

  2	Filter the payments by selecting a Property, Miscellaneous Income Source, Accounting Date, and selecting the New or Current transaction file, and/or click [Conditions] to further define the selection.

  3	Once the filters are defined the way you want, click [Find].

  4	Select a payment from the Miscellaneous Income Source Selection List.

  5	Click:

[Edit] to change the payment fields.

[Void] to enter void information and remove the payment.

[Close] to return to the Change Entries - Selection Filter window.


Retail (Tasks menu)

 Enter Sales Volume

 Bill Percentage Rent

 Recalculate Percentage Rent - Scheduled

 Recalculate Percentage Rent - On Demand


Enter Sales Volume (Tasks, Retail menu)

Use to enter sales volume entries. Sales volume entries are used for two main purposes: To charge percentage rent, and to track the activity for a retail tenant. When calculating percentage rent, you use sales volume figures to generate a charge that is based on a percentage of the tenant's reported sales. For example, a tenant may agree to pay 7% of all net sales in excess of $2,000,000. When tracking the retail activity, you could use sales volume to compare year-to-year activity for a property to determine upward or downward trends.

 Windows

Related Topics


Enter Sales Volume windows

 Enter Sales Volume

 Print Selection


Enter Sales Volume window

Use to enter sales volume entries. A tenant's sales volume is the basis on which percentage rent is calculated for retail leases.

The lease selection fields that appear on the Enter Sales Volume grid depend on the selection you make in Lease Selection Option in PM Settings (Preferences tab). For example, depending on your selections, you may be prompted to enter a lease and tenant ID, or you may be prompted to enter a property, unit lease and tenant ID.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Property

Select a property from the list. The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Select a unit from the list. The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Lease

Select a lease from the list.


Tenant ID

Select a tenant from the list. The title of this item may be different if PM Tenant was changed in custom description.


Tenant name

Select a tenant from the list. The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Transaction Date

Enter the transaction date for this entry. The transaction date indicates the date the sales volume information is entered into Property Management. This date prefills with the system date but can be changed.


Tran Type

Select what type of sales volume you are entering: monthly sales, calendar year sales, or tenant year sales. Monthly sales amounts are typically used for percentage rent billing.


Sales Type

Select the sales type for this entry. Sales types are used to track sales volume figures, such as reported sales versus estimated sales.

Sales types are set up using File, Data Folder Settings, Custom Descriptions.


Sales Date

Enter the sales date for this entry. The date format depends on the selection you made in Tran Type.

The Sales Date prefills with the system date for the first entry, and from the previous entry on subsequent lines, but can be changed.


Sales Category

Select the sales category for the sales volume you are entering. If the lease tracks several different sales categories, select the appropriate category.


Report Date

Enter the date that the sales volume information was reported to you by the tenant. The Report Date prefills with the system date for the first entry, and with the previous entry's date for subsequent entries, but can be changed.


Volume

Enter the sales volume for this entry. This number may be negative.


Square Footage

Displays the current square footage of the selected sales category. Square footage is used to track dollars per square foot. Depending on how you set up the sales category on the lease, you may or may not be able to change the square footage here.

•	If, when setting up the lease, you entered the square footage of the sales category, you may change the square footage amount here. When the sales volume entry is posted, the sales category square footage is updated on the lease sales category record.

•	If, when setting up the lease, you selected a Square Footage Type (if there was a Unit Square Footage that was related to the sales category), you may not change the square footage here. Changes to the square footage must be done using Setup, Unit.

The title of this item may be different if you changed the description of PM Square Footage in Custom Descriptions.


[Close]

Closes the Enter Sales Volume window. If you made any entries, the Print Selection window opens so that you can select the print destination and page setup options for the Enter Sales Volume journal.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Totals]

Opens a Totals window that displays the total amount of the entries entered this session.


[Batch]

Opens the Batch Information window where you can enter or change the description of the current batch.


[Save Entry]

Saves the entry on the current grid line.


[Cancel Entry] or [Restore Entry]

If [Cancels Entry], cancels the entry on the current grid line.

If [Restore Entry], restores the entry on the current grid line.


[Delete Entry]

Deletes the entry on the current grid line.


Enter Sales Volume - Print Selection window

Use to specify a print destination and modify the page and printer setup for the Enter Sales Volume journal.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

If you are using Batch Control Totals and this batch is not in balance, the Post Entries box is not available. Batches must be in balance before they can be posted.


[Start]

Begins printing the Enter Sales Volume journal and completes processing of the entries.


[Cancel]

Closes this window and returns to the Enter Sales Volume window.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


Bill Percentage Rent (Tasks, Retail menu)

Use to bill percentage rent. The percentage rent is based on the tenant's sales volume information (which is entered using the Enter Sales Volume task). For example, in addition to annual rent, the tenant agrees to pay 7% of all net sales in excess of $2,000,000. Percentage rent may be calculated on total store sales or on sales by specific categories.

Percentage rent is generally processed every month or every quarter. You can produce a trial run or create the actual entries. Both options generate a detailed report. The report includes a summary of the corresponding General Ledger entries if you set the controls in PM Settings to create General Ledger entries.

 Windows

Related Topics


Bill Percentage Rent windows

 Bill Percentage Rent

 Bill Percentage Rent - Create Entries

 Bill Percentage Rent - Trial Run

 Select Leases for Bill Percentage Rent -- Create Entries

 Select Leases for Bill Percentage Rent -- Trial Run


Bill Percentage Rent window

Use to indicate whether you want to perform a trial run of Bill Percentage Rent, or whether you want to actually create the entries. A trial run produces a report showing all the transactions that will be created, using the parameters you entered.

Timberline recommends that you first perform a trial run, review it, and make any necessary changes before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run. This produces a report that shows you all the entries that will be created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you first perform a trial run, review it, and make any necessary changes before creating the actual entries.


Create entries

Select this option to create the actual entries. A report is produced that details the entries created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can review the entries and make any necessary changes before creating the actual entries.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Select Leases for Bill Percentage Rent -- Trial Run window

Use to select the lease to include in the trial run of the Bill Percentage Rent process. Highlight the leases to select them for processing.

For help on an item in this window, click [image] on the window and then click the item.


Process leases on property

Select which property to process. Only leases for this property are displayed for selection. The title of this item may be different if PM Property was changed in Custom Descriptions.


Limit selection list

To display a limited set of leases, enter a date. Only leases whose Next Billing Date matches the date entered will be displayed for selection. This can be useful if you want to process all leases that are due to be billed this month.


Selection list

Displays the leases available for processing. To select a lease for processing, highlight the lease by clicking on it. To highlight multiple leases, hold down the [CTRL] key and click the left mouse button on the appropriate lease. To clear a lease, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Tip

•	To select all items, right-click in the grid and choose Select All.


[OK]

Accepts your selections and closes the window.


[Cancel]

Closes the window without processing percentage rent.


[Prefill]

Prefills the Property, Next Billing Date and selected leases with the selections from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, made some changes, and now want to perform another trial run using some or all of the parameters used in the previous trial run.


[Help]

Starts Help and displays information about this window.


Select Leases for Bill Percentage Rent -- Create Entries window

Use to select the lease to include in the Bill Percentage Rent billing process. Highlight the leases to select them for processing.

For help on an item in this window, click [image] on the window and then click the item.


Process leases on property

Select which property to process. Only leases for this property are displayed for selection. The title of this item may be different if PM Property was changed in Custom Descriptions.


Limit selection list

To display a limited set of leases, enter a date. Only leases whose Next Billing Date matches the date entered will be displayed for selection. This can be useful if you want to process all leases that are due to be billed this month.


Selection list

Displays the leases available for processing. To select a lease for processing, highlight the lease by clicking on it. To highlight multiple leases, hold down the [CTRL] key and click the left mouse button on the appropriate lease. To clear a lease, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Tip

•	To select all items, right-click in the grid and choose Select All.


[OK]

Accepts your selections and closes the window.


[Cancel]

Closes the window without processing percentage rent.


[Prefill]

Prefills the Property, Next Billing Date and selected leases with the selections from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, and now want to create the actual charges using some or all of the parameters used in the trial run.


[Help]

Starts Help and displays information about this window.


Bill Percentage Rent - Trial Run window

Use to establish parameters for the entries you want to preview in this trial run. All calculations are performed and a report is printed, but no entries are created. This allows you to review the report prior to creating entries.

The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction Date

Enter the date you intend to use as the Transaction Date when you generate the entries. Usually, this is the date the entries are actually created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the actual entries.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Accounting Date

Enter the date you intend to use as the Accounting Date on the entries created. This date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual entries.


Charge Date

Enter the date you intend to use as the Charge date on the entries created. This date is used to create the open items. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Charge Date when you are ready to produce the actual entries.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins the processing of Bill Percentage Rent.


[Cancel]

Closes this window without processing the Bill Percentage Rent trial run.


[Help]

Starts Help and displays information about this window.


[Prefill]

Prefills the Transaction date, Accounting date and Charge date with the values from the most recent run (Create Entries or Trial Run). This is useful if you want to use some or all of the parameters used in the previous run.


[Prefill]

Prefills the Transaction date, Accounting date and Charge date with the values from the most recent run (Create Entries or Trial Run). This is useful if you want to use some or all of the parameters used in the previous run.


[Prefill]

Prefills the information in this window with the values from the most recent run (Create Entries or Trial Run). This is useful if you want to use some or all of the parameters used in the previous run.


Bill Percentage Rent - Create Entries window

Use to establish parameters for the entries that will be created. Transaction, Accounting and Charge Dates are entered here. The printer information area allows you to specify printer and page setup options for the Bill Percentage Rent report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction Date

Enter the date to be used as the Transaction Date on the entries created. Usually, this is the date the charges are actually created.


Accounting Date

Enter the date to be used as the Accounting Date on the entries created. This date determines the General Ledger period affected by the entries.


Charge Date

Enter the date to be used as the Charge Date of the entries created. This date is used to create the open items.


Post Entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing of Percentage Rent billing.


[Cancel]

Closes this window without processing Bill Percentage Rent trial.


[Help]

Starts Help and displays information about this window.


Recalculate Percentage Rent - Scheduled (Tasks, Retail menu)

Use to recalculate the percentage rent amount. Recalculation generally happens at the tenant's year-end, commonly with audited records. You need to run through the percentage rent calculation again for the entire year and compare what has been charged periodically to what should have been charged. So, at the end of the year, the tenant may get an adjustment.

You can produce a trial run or create the actual entries. Both options generate a detailed report. The report includes a summary of the corresponding General Ledger entries (if you use the accrual accounting method).

 Windows

Related Topics


Recalculate Percentage Rent (Scheduled) windows

 Recalculate Percentage Rent (Scheduled)

 Recalculate Percentage Rent (Scheduled) - Create Entries

 Recalculate Percentage Rent (Scheduled) - Trial Run

 Select Leases for Recalculate Percentage Rent (Scheduled) -- Create Entries

 Select Leases for Recalculate Percentage Rent (Scheduled) -- Trial Run


Recalculate Percentage Rent (Scheduled)

Use to indicate whether you want to perform a trial run of Recalculate Percentage Rent (Scheduled), or whether you want to actually create the entries. A trial run produces a report showing all the transactions that will be created, using the parameters you entered.

Timberline recommends that you first perform a trial run, review it, and make any necessary changes before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run. This produces a report that shows you all the entries that will be created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you first perform a trial run, review it, and make any necessary changes before creating the actual entries.


Create entries

Select this option to create the actual entries. A report is produced that details the entries created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can review the entries and make any necessary changes before creating the actual entries.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Select Leases for Recalculate Percentage Rent (Scheduled) -- Trial Run window

Use to select the leases to include in the trial run of the scheduled percentage rent recalculation process. Highlight the leases to select them for processing.

For help on an item in this window, click [image] on the window and then click the item.


Process leases on property

Select which property to process. Only leases for this property are displayed for selection. The title of this item may be different if PM Property was changed in Custom Descriptions.


Limit selection list

To display a limited set of leases, enter a date. Only leases whose Next Recalculation Date matches the date entered will be displayed for selection. This can be useful if you want to process all leases that are due to be recalculated this month.


Selection list

Displays the leases available for processing. To select a lease for processing, highlight the lease by clicking on it. To highlight multiple leases, hold down the [CTRL] key and click the left mouse button on the appropriate lease. To clear a lease, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Tip

•	To select all items, right-click in the grid and choose Select All.


[OK]

Accepts your selections and closes the window.


[Cancel]

Closes the window without recalculating percentage rent.


[Prefill]

Prefills the Property, Next Recalculation Date and selected leases with the selections from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, made some changes, and now want to perform another trial run using some or all of the parameters used in the previous trial run.


[Help]

Starts Help and displays information about this window.


Select Leases for Recalculate Percentage Rent (Scheduled) -- Create Entries window

Use to select the lease to include in the scheduled percentage rent recalculation process. Highlight the leases to select them for processing.

For help on an item in this window, click [image] on the window and then click the item.


Process leases on property

Select which property to process. Only leases for this property are displayed for selection. The title of this item may be different if PM Property was changed in Custom Descriptions.


Limit selection list

To display a limited set of leases, enter a date. Only leases whose Next Recalculation Date matches the date entered will be displayed for selection. This can be useful if you want to process all leases that are due to be recalculated this month.


Selection list

Displays the leases available for processing. To select a lease for processing, highlight the lease by clicking on it. To highlight multiple leases, hold down the [CTRL] key and click the left mouse button on the appropriate lease. To clear a lease, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Tip

•	To select all items, right-click in the grid and choose Select All.


[OK]

Accepts your selections and closes the window.


[Cancel]

Closes the window without recalculating percentage rent.


[Prefill]

Prefills the Property, Next Recalculation Date and selected leases with the selections from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, and now want to create the actual charges using some or all of the parameters used in the trial run.


[Help]

Starts Help and displays information about this window.


Recalculate Percentage Rent (Scheduled) - Trial Run window

Use to establish parameters for the entries you want to preview in this trial run. All calculations are performed and a report is printed, but no entries are created. This allows you to review the report prior to creating entries.

The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction Date

Enter the date you intend to use as the Transaction Date when you generate the entries. Usually, this is the date the charges are actually created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the actual entries.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Accounting Date

Enter the date you intend to use as the Accounting Date on the entries created. This date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual entries.


Charge Date

Enter the date you intend to use as the Charge Date on the entries created. This date is used to create the open items. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Charge Date when you are ready to produce the actual entries.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing the Percentage Rent (Scheduled) recalculation.


[Cancel]

Closes this window without processing the Percentage Rent (Scheduled) trial run.


[Help]

Starts Help and displays information about this window.


Recalculate Percentage Rent (Scheduled) - Create Entries window

Use to establish parameters for the entries that will be created. Transaction, Accounting and Charge Dates are entered here. The printer information area allows you to specify printer and page setup options for the Recalculate Percentage Rent (Scheduled) report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction Date

Enter the date to be used as the Transaction Date on the entries created. Usually, this is the date the charges are actually created.


Accounting Date

Enter the date to be used as the Accounting Date on the entries created. This date determines the General Ledger period affected by the entries.


Charge Date

Enter the date to be used as the Charge Date on the entries created. This date is used to create the open items.


Post Entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing the Percentage Rent (Scheduled) recalculation.


[Cancel]

Closes this window without processing the Percentage Rent (Scheduled) recalculation.


[Help]

Starts Help and displays information about this window.


Recalculate Percentage Rent - On Demand (Tasks, Retail menu)

Use to process percentage rent recalculation on demand. Recalculation generally happens yearly, at the tenant's year-end. However, whenever a tenant reports the sales, the previous billings may be recalculated using the on-demand percentage rent recalculation process.

You can produce a trial run or create the actual entries. Both options generate a detailed report. The report includes a summary of the corresponding General Ledger entries (if you use the accrual accounting method).

 Windows

Related Topics


Recalculate Percentage Rent (On Demand) windows

 Recalculate Percentage Rent (On Demand)

 Recalculate Percentage Rent (On Demand) - Create Entries

 Recalculate Percentage Rent (On Demand) - Trial Run

 Select Leases for Recalculate Percentage Rent (On Demand) -- Create Entries

 Select Leases for Recalculate Percentage Rent (On Demand) -- Trial Run


Recalculate Percentage Rent (On Demand)

Use to indicate whether you want to perform a trial run of Recalculate Percentage Rent (On Demand), or whether you want to actually create the entries. A trial run produces a report showing all the transactions that will be created, using the parameters you entered.

Timberline recommends that you first perform a trial run, review it, and make any necessary changes before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run. This produces a report that shows you all the entries that will be created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you first perform a trial run, review it, and make any necessary changes before creating the actual entries.


Create entries

Select this option to create the actual entries. A report is produced that details the entries created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can review the entries and make any necessary changes before creating the actual entries.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Select Leases for Recalculate Percentage Rent (On Demand) -- Trial Run window

Use to select the lease to include in the trial run of the on-demand percentage rent recalculation process. Highlight the lease to select it for processing.

For help on an item in this window, click [image] on the window and then click the item.


Process a lease on property

Select the property of the lease to process. The title of this item may be different if PM Property was changed in Custom Descriptions.


Selection list

Displays the leases available for processing. To select a lease for processing, highlight the lease by clicking on it. Only one lease can be selected during an on-demand run.


[OK]

Accepts your entries and closes the window.


[Cancel]

Closes the window without accepting any of the current entries.


[Prefill]

Prefills the Property and selected leases with the selections from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, made some changes, and now want to perform another trial run using some or all of the parameters used in the previous trial run.


[Help]

Starts Help and displays information about this window.


Select Leases for Recalculate Percentage Rent (On Demand) -- Create Entries window

Use to select the lease to include in the on-demand percentage rent recalculation process. Highlight the lease to select it for processing.

For help on an item in this window, click [image] on the window and then click the item.


Process a lease on property

Select which lease to process for the specified property.


Selection list

Displays the leases available for processing. To select a lease for processing, highlight the lease by clicking on it. Only one lease can be selected during an on-demand run.


[OK]

Accepts your selection and closes the window.


[Cancel]

Closes the window without recalculating percentage rent.


[Prefill]

Prefills the Property and selected leases with the selections from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, and now want to create the actual charges using some or all of the parameters used in the trial run.


[Help]

Starts Help and displays information about this window.


Recalculate Percentage Rent (On Demand) -- Trial Run window

Use to establish parameters for the entries you want to preview in this trial run. All calculations are performed and a report is printed, but no entries are created. This allows you to review the report prior to creating entries.

The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Recalculate from

Displays the Recalculation from date. This is the first month in the lease's current scheduled recalculation time frame (usually the first month in the tenant's current fiscal year).

This date is maintained by the system and may not be changed.


Recalculate to

Enter the month to recalculate to.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Sales Type 1

Enter the first sales type to be used for the recalculation.


Sales Type 2

Enter the second sales type to be used for the recalculation, if desired. If sales have not yet been reported for the first sales type, the calculation will use sales for the second sales type. If you want the calculation to use a single sales type, select the same sales type for both.


May Create Credit

Mark this box to create a credit entry if the result of the recalculation is a negative number. If this box is not marked, no credit entry will be created. No entries are created by the trial run, so this item is not used; however, it can be used to prefill the box when you are ready to produce the actual entries.


Transaction Date

Enter the date you intend to use as the Transaction Date when you generate the entries. Usually, this is the date the charges are actually created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the actual charges.


Accounting Date

Enter the date you intend to use as the Accounting Date on the entries created. This date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual entries.


Charge Date

Enter the date you intend to use as the Charge Date on the entries created. This date is used to create the open items. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Charge Date when you are ready to produce the actual entries.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing the Percentage Rent (On Demand) recalculation.


[Cancel]

Closes this window without processing the Percentage Rent (On Demand) trial run.


[Help]

Starts Help and displays information about this window.


Recalculate Percentage Rent (On Demand) -- Create Entries window

Use to establish parameters for the entries that will be created. Transaction, Accounting and Charge Dates are entered here. The printer information area allows you to specify printer and page setup options for the Recalculate Percentage Rent (On Demand) report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Recalculate From

Displays the Recalculation From date. This is the first month in the lease's current scheduled recalculation time frame (usually the first month in the tenant's current fiscal year).

This date is maintained by the system and may not be changed.


Recalculate To

Enter the month to recalculate to.


Sales Type 1

Enter the first sales type to be used for the recalculation.


Sales Type 2

Enter the second sales type to be used for the recalculation, if desired. If sales have not yet been reported for the first sales type, the calculation will use sales for the second sales type. If you want the calculation to use a single sales type, select the same sales type for both.


May Create Credit

Mark this box to create a credit entry if the result of the recalculation is a negative number. If this box is not marked, no credit entry will be created.


Transaction Date

Enter the date to be used as the Transaction Date on the entries created. Usually, this is the date the charges are actually created.


Accounting Date

Enter the date to be used as the Accounting Date on the entries created. This date determines the General Ledger period affected by the entries.


Charge Date

Enter the date to be used as the Charge Date on the entries created. This date is used to create the open items.


Post Entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing the Percentage Rent (On Demand) recalculation.


[Cancel]

Closes this window without processing the Percentage Rent (On Demand) recalculation.


[Help]

Starts Help and displays information about this window.


[Percentage Rent]

Opens a Percentage Rent window to enter information about the retail lease. Percentage rent, also known as overage rent, is used to generate a charge that is based on a percent of the sales reported by a tenant.


Percentage Rent window

Use to enter percentage rent information. Percentage rent, also known as overage rent, is used to generate a charge that is based on a percent of the sales reported by a retail tenant. For example, in addition to the minimum annual rent, the tenant may agree to pay 7% of all net sales in excess of $2,000,000.

The information you enter in this window is organized on multiple tabs. Click on a tab to open it. For help on an item on a tab, click [image] on the window and then click the item.

Related Topics


[Close]

Closes this window and returns you to the Recurring Charges tab in the previous window.


[Help]

Starts Help and displays information about this window.


[Delete]

Deletes the percentage rent information for the lease and returns you to the Recurring Charges tab in the previous window.


General tab (Percentage Rent window)

Use to record the tenant's fiscal year end date, the overage start end dates, and the number of months/years to retain history. This tab is also used to add sales categories to the lease in order to track sales by specific categories (Total is automatically created for you). Prior to adding a new sales category to the lease, the sales category must first be added to the Custom List using the Custom Descriptions command from the File menu.

For help on an item on a tab, click [image] on the window and then click the item.


Store Type

Select the store type of the tenant (e.g., Department Store, Restaurant, etc.). The store type is used in reporting, and can be used to rank similar stores within a property.

You can modify the choices in the Store Type selection list by using File, Data Folder Settings, Custom Descriptions.


Tenant's Fiscal Year End

Enter the tenant's fiscal year end date. The format for this item is DD-MM or MM-DD, depending on the date format you selected in Tools, Options. The default month/year for this item is 12-31.

The Tenant's Fiscal Year End Date controls how the Tenant Year Sales Volume is accumulated. For example, if the tenant's fiscal year ends June 30th, the Tenant Year Sales Volume for that tenant represents July through June.

Reports can be created based on the tenant's fiscal year or on a calendar year.


Overage Start Date

Enter the date to start charging the first overage calculation. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

Overage will be charged from the start of this month. This date may be left blank in case you need to monitor sales information for a tenant who is not charged overage; however, you must enter this date in order to calculate and charge percentage rent.


Overage End

Enter the date to stop charging the overage. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

Overage will be charged through the end of this month. This date may be left blank if the overage is charged over the life of the lease.


Number of months to retain sales volume history

Enter the number of months (up to 2 digits) to retain sales volume. The number of months must be at least 12. Enter zero to retain indefinitely.


Number of years to retain sales volume history

Enter the number of years (up to 2 digits) to retain the calendar year and tenant fiscal year sales volume history. Enter zero to retain indefinitely.


Number of years to retain overage history

Enter the number of years (up to 2 digits) to retain overage history. Enter zero to retain indefinitely.


Sales Category

Select the sales category from the list. Sales categories are used when you are tracking different types of sales for a tenant (i.e., pharmacy, general goods, electronics, etc.). You may track multiple sales categories for a tenant for calculating percentage rent, or for reporting purposes.

Every lease has one sales category called Total. For some leases, Total will be the only sales category. For other leases, the total will be an accumulation of the sales volume of the other sales categories. Overage may be charged on either the Total sales category or on the other sales categories.

You can modify the choices in the Sales Categories selection list by using File, Data Folder Settings, Custom Descriptions.


Charge Overage

Mark this box if overage is being charged on this sales category. Overage is typically charged either on the Total sales category or on the individual sales categories. Because Total accumulates the sales for all sales categories, you usually would not want to charge overage on both the Total sales category and on the individual sales categories.


Sales Start Date

Enter the date to start reporting sales. Sales will be reported from the start of this month.

The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.


Sales End Date

Enter the month that the sales stop. This date should be the first month that no sales will be reported. For example, if you want to report sales through March, 2000, enter 4/00 as the Sales End Date.

The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.


Temp Stop Date

Enter the date to temporarily stop reporting sales. For example, reporting of sales may temporarily stop due to remodeling or storm damage. Sales on or after this date are ignored.

The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.


Temp Restart Date

Enter the date to start reporting sales again, after a temporary stop. Sales between this date and the temporary stop date are ignored.

The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.


SF Type

Select the square footage type for this sales category. This item is used if there is a unit square footage that represents this sales category. If there is not a unit square footage that represents this sales category, enter the number directly in Square Footage (Other).

Square footage type can be used on reports to determine the dollars per square foot.

The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


Square Footage (Other)

Enter the number of square feet (up to 9.2 digits) for this sales category. This item is used only if there is not a unit square footage that represents this sales category. If there is a unit square footage that represents this sales category, select it in SF Type instead of entering a number in this item.

The title of this item may be different if you changed the description of PM Square Footage in Custom Descriptions.


Billing tab (Percentage Rent window)

Use to enter the frequency for periodic billing and scheduled recalculation of percentage rent. This information determines how often the percentage rent is billed and when scheduled recalculation takes place.

For help on an item on a tab, click [image] on the window and then click the item.


Frequency

Enter the frequency (in months) of the periodic billing. This controls how often the percentage rent overage charge is calculated. For example, 1 is entered for monthly and 3 is entered for quarterly.


Last Date

Displays the last date billing was processed for this tenant. Last Date is typically left blank and is automatically filled in and advanced by the system during processing. During processing, the system looks at the time frame of Last Date to Next Date to determine the processing period. The number entered in Frequency is then used to advance the Next Date. For example, if you bill percentage rent quarterly, and you just processed billing through 3-99, the Last Date would be advanced to 3-99 and the Next Date would be advanced by the frequency (3 months) to 6-99.


Next Date

During initial lease setup, enter the first date on which percentage rent will be billed. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

After initial setup, this date is automatically advanced by the system during the Bill Percentage Rent process, based on the frequency you selected. For example, if you bill percentage rent quarterly, and you just processed billing through 3-99, the Last Date would be advanced to 3-99 and the Next Date would be advanced by the frequency (3 months) to 6-99.

This item may be left blank if the lease has no periodic billing.

Tip

•	Next date is also used during the Bill Percentage Rent process to select which leases to include. For example, you can limit the leases available for processing to only those whose Next Date matches the date entered at run time.


Sales Type 1

Select the sales volume numbers (e.g., estimated, reported, etc.) to use in calculating the percentage rent during the Bill Percentage Rent process. To select a sales type, it must first be set up using the Custom Descriptions command from the File, Data Folder Settings, menu.


Sales Type 2

Select the sales volume numbers (e.g., estimated, reported, etc.) to use in case the numbers of Sales Type 1 are not set. For example, if "Reported" is entered as Sales Type 1 and "Estimated" is entered in Sales Type 2, "Estimated" will be used to bill percentage rent if "Reported" numbers are not available. This item may be left blank to force Sales Type 1 numbers to be used during processing.


Charge Type

Select the charge type to be used in charging the overage. To select a charge type, it must first be set up using the Charge Types command from the Setup menu.


May create credit

Mark this box to create a credit entry if the result of the percentage rent billing is a negative number. If this box is not marked, no credit entry will be created.


Frequency

Enter the frequency (in months) for recalculation. This is typically set at 12, for a year-end recalculation using audited figures. This item also controls the basis of the breakpoints, caps and offsets (i.e., if this frequency is 12, then the breakpoints, caps and offsets are stated on an annual basis).

The recalculation frequency must be greater than or equal to the billing frequency.


Last Date

Displays the last date that scheduled recalculation was processed for this tenant. Last Date is automatically filled in and advanced by the system during processing. During processing, the system looks at the time frame of Last Date to Next Date to determine the processing period. The number entered in Frequency is then used to advance the Next Date. For example, if you recalculate percentage rent annually, and you just processed reconciliation through 12-98, the Last Date would be advanced to 12-98 and the Next Date would be advanced by the frequency (12 months) to 12-99.


Next Date

During initial lease setup, enter the first date on which percentage rent will be recalculated. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

After initial setup, this date is then automatically advanced by the system during the Recalculate Percentage Rent (Scheduled) process, based on the frequency you selected. For example, if you recalculate percentage rent annually, and you just processed reconciliation through 12-98, the Last Date would be advanced to 12-98 and the Next Date would be advanced by the frequency (12 months) to 12-99.

You must enter a date here even if you do not intend to run recalculation, as the system uses this date to determine when the year (or whatever the recalculation frequency is) ends.

Tip

•	Next date is also used during the Recalculate Percentage Rent (Scheduled) process to select which leases to include. For example, you can limit the leases available for processing to only those whose Next Date matches the date entered at run time.


Sales Type

Select the sales volume numbers (e.g., estimated, reported, etc.) to use in the recalculation process. Sales types are set up using File, Data Folder Settings, Custom Descriptions.


Charge Type

Select the charge type to be used in the recalculation process. To select a charge type, it must first be set up using the Charge Types command from the Setup menu.


May create credit

Mark this box to create a credit entry if the result of the percentage rent recalculation is a negative number. If this box is not marked, no credit entry will be created.


Calculation, General tab (Percentage Rent window)

Use this tab to determine whether to calculate overage using a breakpoint or a specific formula. If breakpoint is selected, a breakpoint method must also be selected.

For help on an item on a tab, click [image] on the window and then click the item.


Overage Calculation

Select whether to calculate overage using a breakpoint or a formula.

•	Breakpoint -- Mark this selection to use a breakpoint calculation. For example, a breakpoint calculation might be stated as 5 percent of all sales over $500,000. A breakpoint calculation is most commonly used to calculate overage.

•	Formula -- Mark this selection to use a formula to calculate overage. If you select the formula option, you must also select the formula in Overage Formula.

Note

For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Overage Formula

Select the formula to use when calculating overage. This item is only required if Formula is selected in Overage Calculation.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Subtract sales base from overage

Mark this box to have the sales base subtracted from the calculated overage. This is typically used when the breakpoint is based on rent. The overage is calculated on all sales, and the sales base is then subtracted from the overage.


Breakpoint Method

Select the breakpoint method to be used for calculating overage. The breakpoint method is used to interpret the breakpoints during periodic billing, and it also affects how caps and offsets are prorated.

•	Cumulative -- This method compares YTD sales to the breakpoint.

•	Noncumulative -- This method calculates what a monthly breakpoint would be (e.g., 1/12 of the annual). The monthly sales are then compared to the calculated monthly breakpoint.

•	Prorated -- This method calculates what the YTD breakpoint would be (e.g., 1/12, 2/12, 3/12, etc.). The YTD sales are then compared to the calculated YTD breakpoint.


Rounding Option

Select how to round numbers during the overage calculation.


Calculation, Sales Base tab (Percentage Rent window)

Use this tab to define the sales base. The sales base may be used to calculate the breakpoints, and it may be subtracted from the calculated overage amount.

For help on an item on a tab, click [image] on the window and then click the item.


Sales Base Amount

Select how to define the sales base amount:

•	Amount -- Select this option if the sales base is a flat amount, which is entered in Amount.

•	Based on charges -- Select this option if the sales base should be based on recurring charges. The recurring charges that make up the sales base are selected from the Charges to the right of this option. A maximum of 10 recurring charges may be selected.
If the sales base is defined by recurring charges, the sales base is calculated at run-time using the appropriate entries in the Charge Amounts grid (e.g., Lease Recurring Charge Log record).


Amount

Enter the amount (up to 9.2 digits) of the sales base.


Charges

Select the recurring charges which will be used to calculate the sales base at run-time. To select a recurring charge, place a check mark in the box beside it by clicking once on the box. To clear a recurring charge, click on the box again to remove the check mark. A maximum of 10 recurring charges may be selected.

Note

•	Formula-based recurring charges do not display in the selection list.


Calculation, Breakpoint Tables tab (Percentage Rent window)

Use this tab to determine the breakpoint tables. A breakpoint table for the Total sales category was automatically created for you by the system. You can create new breakpoint tables to accommodate additional sales categories, or to accommodate breakpoints that change over time. For any combination of sales category and effective date, there can be a maximum of 10 breakpoint steps in a table. All breakpoint tables are annual.

For help on an item on a tab, click [image] on the window and then click the item.


 Find first breakpoint table

Scrolls to the first breakpoint table.


 Find the previous breakpoint table

Scrolls to the previous breakpoint table.


 Find the next breakpoint table

Scrolls to the next breakpoint table.


 Find last breakpoint table

Scrolls to the last breakpoint table.


 Add new breakpoint table

Opens the Insert Record window so that you can add a new breakpoint table.


 Delete breakpoint table

Deletes the displayed breakpoint table.


Sales Category

Displays the sales category.


Effective

Displays the effective date. If the lease has breakpoints that change over time, set up all the breakpoints by using multiple breakpoint tables and entering different effective dates for each. When processing percentage rent, the correct breakpoint table is then used, based on the effective date.


Breakpoint Type

Select the breakpoint type to be used for calculation:

•	Amount -- Breakpoints are entered as dollar amounts. Sales volume is compared to these dollar amounts to determine the overage.

•	Natural Percent -- Breakpoints are entered as a percent. During processing, the system calculates dollar amounts for each breakpoint (based on the natural percent and the sales base). The sales volume is then compared to these dollar amounts to determine the overage.

•	Formula -- Breakpoints are entered as formulas, which are used to calculate dollar amounts. The sales volume is then compared to these dollar amounts to determine the overage.


Breakpoint Amount

Enter the amount (up to 9.2 digits). You may enter up to 10 breakpoint amounts. The amounts must be in ascending order (i.e., Amount 2 must be greater than amount 1).


Natural Percent

Enter the natural percent (up to 3.6 digits). This percentage is used to automatically generate the breakpoint at run-time, using the sales base. The sales base can be a flat amount or can be based on recurring charges. The natural percents must be in descending order (i.e., Natural Percent 1 must be greater than Natural Percent 2).


Overage Percent

Enter the overage percent (up to 3.6 digits). This percent is used in calculating the overage amount. Zero is a valid percent.


Breakpoint Formula

Select the formula to be used to calculate the breakpoint amount if the Breakpoint Type selection is Formula. You may select up to five formulas in the breakpoint table.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Insert Record window

Use to set up a new breakpoint table for additional sales categories or for new effective dates.

For help on an item on a tab, click [image] on the window and then click the item.


Sales Category

Select the sales category. The sales categories available on this list are set up using File, Data Folder Settings, Custom Descriptions.

Select Total if not tracking sales by individual categories.


Effective Date

If the breakpoint tables change over time, enter the effective date of the breakpoint table. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

When processing percentage rent, the correct breakpoint table is used, based on this effective date.

If the breakpoint tables do not change over time, the effective date may be left blank.


[Insert]

Adds the breakpoint table to the list.


[Cancel]

Closes this window without adding a new breakpoint table.


[Help]

Starts Help and displays information about this window.


Calculation, Offsets tab (Percentage Rent window)

Use to enter information about the offset. An offset, also known as a recapture, is an amount that is deducted from the percentage rent calculation. This is usually a way for the tenant to recover some expenses incurred, such as CAM expenses paid throughout the year.

An offset may not exceed the total calculated percentage rent amount.

For help on an item on a tab, click [image] on the window and then click the item.


Description

Enter a description (up to 30 characters) to describe the offset or adjustment. For example, Tenant Build-Out Allowance, or CAM Expenses.


Offset Type

Select the type for the offset:

•	Amount -- select this option to enter a flat amount, which is deducted from the percentage rent calculation.

•	Percent -- select this option to enter a percent, which is applied to the total overage and deducted from the percentage rent calculation.

•	Formula -- select this option to use a formula to calculate the amount to be deducted from the overage.


Amount

Enter the amount (up to 7.2 digits) to be offset. For example, a lease might read, "$1,000 is deducted from the percentage rent overage for CAM expenses paid by the tenant."


Percent

Enter the percent (up to 3.6 digits) of the expense to be offset. For example, a lease might read, "the tenant may deduct 25% of the overage for CAM expenses."


Formula

Select the formula for the offset. The formula must return an amount.

Note

For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Cap

Enter the cap (up to 7.2 digits) for the offset. The cap sets up a limit for the adjustment amount, and the applied offset cannot exceed this amount in any Recalculation Frequency. For example, if the Recalculation Frequency is 12, the applied offset cannot exceed the cap amount in the 12-month period.


Original Balance

Enter the original balance (up to 7.2 digits) for the offset. This item stores the original amount of the declining balance. A declining balance starts with an amount, such as $5,000 for tenant build-out costs, and a set amount of that expense is deducted from the percentage rent calculation. Each time the deduction occurs, the beginning amount is reduced, (e.g., from $5,000 to $4,500). A limit is usually set for the amount that may be deducted.


Applied Balance

Displays the applied balance for the offset. This item accumulates the amount of the declining balance that has been applied. When this number reaches the original balance, the adjustment no longer takes effect.

Applied Balance is affected during the scheduled recalculation process only.


Calculation, Cap tab (Percentage Rent window)

Use this tab to enter the amount of the cap and to determine the item to which you want to apply the cap. The comparison choices are: Overage Amount and Amount Billed. Overage Amount allows the cap to be applied to the calculated overage amount prior to applying offsets and adjustments; Amount Billed allows the cap to be applied to the amount after offsets and adjustments.

For help on an item on a tab, click [image] on the window and then click the item.


Cap Amount

Enter the type of cap:

•	Amount -- Select this option to enter an amount as the cap.

•	Formula -- Select this option to select a formula to calculate the cap.

Note

For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Amount

Enter the amount of the cap (up to 9.2 digits).


Formula

Select the formula to be used to calculate the cap amount.

Note

For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Compare To

Select the amount to compare to the cap:

•	Overage Amount -- Compares the cap to the overage amount. Overage Amount allows the cap to be compared to the calculated overage amount prior to subtracting sales base or offsets.

•	Amount Billed -- Amount billed compares the cap to the overage amount after subtracting sales base and offsets.


Escalations Setup window

Use to set up indexed escalation controls. Escalations use an index, such as CPI (Consumer's Price Index) or Porters' Wage (a specialized index calculation commonly used in New York City), to compute a percentage increase or decrease in the index and to adjust recurring charges appropriately.

The information in this window is organized on multiple tabs, allowing you to enter various escalation controls for the lease. Click on a tab to open it. The defaults that appear on the tabs prefill from the property record.

For help on an item on a tab, click [image], then click the item.

Related Topics


Charge to adjust

Displays the charge type.


[Close]

Closes this window and returns you to the Recurring Charges tab in the previous window.


[Delete]

Deletes the escalation information for this lease and returns you to the Recurring Charges tab in previous window.


[Help]

Starts Help and displays information about this window.


General Controls, General tab (Escalations Setup window)

Use to determine what the escalation adjustment should be based on, and how often the adjustment is to be made.

Some of the items on this tab prefill from the property.

For help on an item on a tab, click [image], then click the item.


Base year calculation

Mark this box if the calculation is a base year calculation. The base year calculation compares the current index to the base year index instead of the prior year's index. If this box is marked, items on the Base Year tab will be available; if this box is not marked, items on that tab are not available.

This item prefills from the property.


Adjust based on

Select the recurring charges (up to 10) to be used in the calculation.


Adjustment frequency

Enter the adjustment frequency, stated in number of months. This number must be between one and 99. Common frequencies are 12, 18 or 24 months.

This item prefills from the property.


Next adjustment date

Enter the date of the next index adjustment. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

You set up this date initially; after that the system advances the date by the adjustment frequency. For example, if the Adjustment frequency is 12, the system advances the date 12 months during processing. Once established, you should not manually change this date.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Terminate date

Enter the date after which no index escalations will be made. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.


Use average over term

Mark this box to use the average total of the recurring charges over the escalation period. If the box is not marked, the amount of the recurring charges, as of the index date, is used as the basis for the escalation.

This item prefills from the property.


Index type

Select the index to be used for the escalation process:

•	CPI — select this option for the Consumer Price Index.

•	Porters' Wage — select this option for the Porters' Wage Index. Porters' wage is a specialized index calculation commonly used in New York City.

This item prefills from the property.


Retroactive method

Select the retroactive method to be used when creating the retroactive charge. If you do not want to create a retroactive charge, select No retroactive escalation. A retroactive charge is created when the escalation adjustment should have taken effect in a prior period.

•	Create a charge — A single charge transaction for the entire retroactive entry is created.

•	Distribute through calendar year end — The retroactive amount is divided by the number of periods remaining in the calendar year, and the selected recurring charge is adjusted. The terminate date is set for the last period of the calendar year.

•	Distribute through next adjustment period — The retroactive amount is divided by the number of periods until the next adjustment date, and the selected charge is adjusted. The terminate date is set so that the retroactive recurring charge's last billing is the last period in the current adjustment period.

•	Distribute through fiscal year — The retroactive amount is divided by the number of periods remaining in the fiscal year, and the selected recurring charge is adjusted. The terminate date is set so that the retroactive recurring charge's last billing is the last period of the fiscal year (the fiscal year is determined by the fiscal year end date on the General, Controls tab of the property).

•	No retroactive escalation — No retroactive charge is created for the escalation.

This item prefills from the property.


Retro charge type

Enter the charge type to be used for either the retroactive charge or the retroactive recurring charge.

This item prefills from the property.


General Controls, Calculation Method tab (Escalations Setup window)

Use to determine the index and calculation methods to be used for the adjustment. Many of the items on this tab prefill from the property.

For help on an item on a tab, click [image], then click the item.


Calc method 1

Select the first calculation method to be used. This item is required. A calculation method is basically a series of formulas that are evaluated in sequence during the indexed escalation and recovery process. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item is prefills from the property.


Calc method 2

Select the second calculation method to be used. A calculation method is basically a series of formulas that are evaluated in sequence during the indexed escalation and recovery process. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

If you select a second calculation method, you must also make a selection in Index 2. When two indices are used, the calculation is performed twice and the results are stored for comparison. Which result will be used for the final adjustment depends on the selection (greater or lesser) in Use Index.

This item prefills from the property.


Index 1

Select the first Index to be used. This item is required. The items in this list are set up using either the Enter CPI Values command or the Enter Porters' Wage Values command from the Tasks menu. The choices available depend on the selection (CPI or Porters' Wage) made in Index type.

This item prefills from the property.


Index 2

Select the second Index to be used. Index 2 is required if a selection was made in Calc Method 2. The items in this list are set up using Enter CPI Values or Enter Porters' Wage Values from the Tasks menu. The choices available depend on the selection made in Index type.

When two indices are used, the calculation is performed twice and the results are stored for comparison. The result that is used for the final adjustment depends on the selection (greater or lesser) in Use Index.

This item prefills from the property.


Use Index

Select which index value to use when two indices are specified. When two indices are used, the calculation is performed twice and the results are stored for comparison. Which result will be used for the final adjustment depends on the following selection:

•	Greater — select this option if you want the greater value to be used.

•	Lesser — select this option if you want the lesser value to be used.

This item prefills from the property.


Previous index date

Enter the date of the previous index adjustment. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

The Previous index date is required. It is used to retrieve the previous index value, which is needed in the calculation (if the calculation is based on prior year's index).

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Previous index

Select the index of the previous adjustment.


Base Year Controls tab (Escalations Setup window)

Use to enter base year information, such as base year indices and the base year basis. Base year calculations compare the current index to the base year index, instead of the prior year's index. Items on this tab are only available if the Base Year calculation box was marked on the General Controls, General tab.

Many of the items on this tab prefill from the property.

For help on an item on a tab, click [image], then click the item.


Base year basis

Enter the amount (up to 9.2 digits) to be used as the basis for the base year calculation. Base year basis is required if this is a base year calculation.

This item prefills from the property and is only available if the Base Year calculation box was marked on the General Controls, General tab.


Base year index

Select the index to be used for the base year calculation. The base year index is required if this is a base year calculation. The items in this list are set up using either the Enter CPI Values command or the Enter Porters' Wage Values command from the Tasks menu. The selections available in the list depend on the selection (CPI or Porters' Wage) made in Index type.

This item prefills from the property and is only available if the Base Year calculation box was marked on the General Controls, General tab.


Base year index value

Enter the index value (up to 4.6 digits) to be used for the base year calculation. If this item is left blank, the Base year index date must be specified. The calculation then looks in the Index value record for the base year index value, based on the base year index date.

This item prefills from the property and is only available if the Base Year calculation box was marked on the General Controls, General tab.


Base year index date

Enter the base year index date. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options. The base year index date is required if the Base year index value is left blank.

This item prefills from the property and is only available if the Base Year calculation box was marked on the General Controls, General tab.


Base year

Enter the text describing the base year time period (up to 10 characters, alphanumeric). This item is for identification only, and does not have to be an actual year. For example, you can enter "93-94," or a specific time frame, such as "6 months." Base year should be left blank if the base year feature is not used.

This item prefills from the property and is only available if the Base Year calculation box was marked on the General Controls, General tab.


Calculation Components tab (Escalations Setup window)

Use to set up those items used in the calculation of escalations, such as stop and cap amounts. The calculation methods used for the index calculation are set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.

Many of the items on this tab prefill from the property.

For help on an item on a tab, click [image], then click the item.


Stop amount

Enter the stop amount (up to 9.2 digits), which can be used in the index calculation. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.

This item prefills from the property.


Stop percent

Enter the stop percent (up to 2.3 digits), which can be used in the index calculation. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.

This item prefills from the property.


Lease cap

Enter the lease cap (up to 9.2 digits) for the index calculation. The lease cap sets up a maximum adjustment amount for the life of the lease.

During the escalation process, this field is evaluated to determine if the escalation should be processed. If the lease cap is not zero, and the accumulated cap is greater than or equal to the lease cap, the escalation is not processed. The calculation methods used in the escalation process are set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.

This item prefills from the property.


Accumulated cap

Enter the accumulated cap (up to 9.2 digits) for the escalation. The accumulated cap tracks the increases thus far, for comparison against the Lease cap. Once the accumulated cap is set up, the amount is then maintained by the system. During processing, the system increases the accumulated cap by each escalation increase, as follows:

•	If the calculation method is an adjustment, the accumulated cap is increased by the final result.

•	If the calculation method is a replacement, the accumulated cap is increased by the final result minus the last amount of the recurring charge being adjusted.


Lease factor

Enter the factor (up to 3.3 digits), which can used in the CPI calculations. For example, if the lease states that the tenant is only responsible for 50% of the CPI increase, enter 50 in this field. The lease factor is included in the default calculations for CPI. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.

Lease factor is only available if the Index type is CPI.

This item prefills from the property.


Generic multiplier

Enter the multiplier (up to 3.3 digits), which can be used in the index calculations. The generic multiplier is included in the default calculation methods for indexed escalations. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.

This item prefills from the property.


Floor percent

Enter the percent (up to 2.3 digits), which can be used in the index calculation. The floor percent is the minimum percent that can be used in the index calculation. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.

This item prefills from the property.


Cap amount

Enter the cap amount (up to 9.2 digits), which can be used in the index calculation. The cap amount is the maximum amount that can be used in the index calculation. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.

This item prefills from the property.


Cap percent

Enter the cap percent (up to 2.3 digits) which can be used in the index calculation. The cap percent is the maximum percent that can be used in the index calculation. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.

This item prefills from the property.


Per penny factor

Enter the factor (up to 3.3 digits), which can be used in the Porters' Wage calculations. The Porters' Wage index is a specialized index calculation commonly used in New York City.

Per penny factor is only available if the Index type is Porters' Wage.

This item prefills from the property.


Wage rate multiplier

Enter the multiplier (up to 3.3 digits) which can be used in the Porters' Wage calculations. The Porters' Wage index is a specialized index calculation commonly used in New York City.

Wage rate multiplier is only available if the Index type is Porters' Wage.

This item prefills from the property.


Recovery Control Setup window

Use to set up the controls required for processing recoverable expenses. Recoverable Expenses are used to bill the tenant for expenses incurred for the property. Typical expenses include common area maintenance (CAM), insurance, operating expenses and property taxes. Tenants usually pay an estimated amount during the year and the reconciliation process bills them or credits them for any variance. A tenant's share is commonly computed based on the percent of square feet occupied.

The information in this window is organized on multiple tabs, allowing you to enter various recovery controls for the lease. Click on a tab to open it. The defaults that appear on the tabs prefill from the property record.

For help on an item on a tab, click [image], then click the item.

Related Topics


[Close]

Closes this window and returns you to the Recurring Charges tab in the previous window.


[Delete]

Deletes the recovery information for this lease and returns you to the Recurring Charges tab in the previous window.


[Help]

Starts Help and displays information about this window.


Recovery Controls tab (Recovery Controls Setup window)

Use to set up the frequency that the recoveries should be processed, and to determine whether to reconcile charges, escalate recurring charges, and/or charge administration fees. This tab is also used to indicate if the recovery is active. Only active recoveries are processed, so you can deactivate a recovery without having to delete it.

Some of the items on this tab prefill from the property level.

For help on an item on a tab, click [image], then click the item.

Related Topics


Charge to adjust

Displays the charge type.


Process recovery every

Enter the frequency in months. The number must be between one and 99.

This item prefills from the property.


Recovery from

Enter the beginning date of the recovery period. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Recovery to

Enter the ending date of the recovery period. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Charges this period

Displays the accumulated charges for this recurring charge during the current recovery period. This item is maintained by the system and should not be changed.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Charges next period

Displays the accumulated charges for this recurring charge during the next recovery period. This item is maintained by the system and should not be changed.

Because recoveries are typically reconciled after the start of the next recovery period, this item is needed to hold the accumulated recurring charges for the next recovery period, before the current recovery period is reconciled.

This item may only be changed if the Audit setup activity box is marked in Tools, Options.


Reconcile charges

Mark this box to reconcile charges. If this box is marked, items on the Reconciliation Controls tab are enabled, and a charge or credit is created for the difference between what was charged and what should have been charged.

This item prefills from the property.


Escalate recurring charge

Mark this box to have escalation take place on recurring charges. If this box is marked, items on the Escalation Controls tab are enabled, and the recurring charge is adjusted accordingly.

This item prefills from the property.


Charge administration fee

Mark this box to charge an administration fee for the recovery. If this box is marked, items on the Administration Fee tab are enabled.

This item prefills from the property.


Active Recovery

Mark this box to indicate that this is an active recovery. Only active recoveries are processed, so you can deactivate a recovery without having to delete it.


Expense Categories tab (Recovery Controls Setup window)

Use to enter expense categories for recoverable expenses. At least one expense category must be set up.

Many of the items on this tab prefill from the property.

For help on an item on a tab, click [image], then click the item.


Expense Category

Select the expense category from the list. Expense categories are used for those recoverable expense charge types that cover multiple General Ledger accounts. For example, a CAM (common area maintenance) charge type may include Janitorial Services, Janitorial Supplies and Landscaping Services.

This item prefills from the property.


Fixed/Variable

Select whether the expense category is fixed or variable. This is used primarily for determining if an Occupancy Clause applies. An Occupancy Clause allows the owner to "gross up" a tenant's participation percent if the property is not fully occupied.

•	Fixed expense — is an expense that does not change based on the occupancy of the property. For example, a contract for landscaping services is negotiated for a set amount, regardless of the number of tenants in the building. A fixed expense is typically not included in Occupancy Clause calculation.

•	Variable expense — is an expense that varies depending on the occupancy of the property. For example, the cost of the janitorial supplies goes up if there are more tenants. An Occupancy Clause is most often applied to variable expenses.

This item prefills from the property.


Subject to Admin Fee

Mark this box if the expense category is subject to administration fees. If the box is not marked, the expense category is not subject to administration fees.

This item prefills from the property.


Unit SF Type

Select the square footage type to be used as numerator in calculating the tenant's share of expenses.

This item prefills from the property.

Note

•	The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


Property SF Type

Select the square footage type to be used as denominator in calculating the tenant's share of expenses.

This item prefills from the property.

Note

•	The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


Manual Percent

Enter the percent (up to 3.6 digits) to be used to manually set the tenant's share of expenses. This is used if you do not want to calculate the tenant's percent based on square feet. This item is only available if the Unit SF Type and the Property SF Type are left blank.


Stop Amount

Enter the stop amount (up to 9.2 digits) for this expense. This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property.


Cap Amount

Enter the cap amount (up to 9.2 digits) for this expense. This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property.


Actual Expense

Click this column to open the Recovery Expense Amounts window.


Recovery Expense Amounts window

Use to adjust expense amounts pulled from General Ledger. The expense amounts pulled from General Ledger may be adjusted if you elected to process recoverable expenses in two separate steps. The method of processing is controlled in PM Settings by the "Review and adjust expenses before reconciliation and escalation" box.

For help on an item in this window, click [image] on the window and then click the item.


Month and Year

Displays the month and year of the expense amount.


Amount

Displays the expense amount.


[Close]

Closes this window and returns to the Recovery Controls window.


[Help]

Starts Help and displays information about this window.


Escalation Budget

Click this column to open the Escalation Budget Amounts window. This item is only available if you selected Budgeted Expenses in Escalation Basis.


Budgeted Amounts window

Use to adjust budget amounts pulled from General Ledger. Budget amounts are pulled from General Ledger if you selected Budgeted Expenses in Escalation basis and/or Admin fee basis. The budgeted amounts are then used to escalate next year's recoverable expenses, based on next year's budgeted expenses, and/or calculate the administration fee based on next year's budgeted expenses.

The budget amounts pulled from General Ledger may be adjusted if you elected to process recoverable expenses in two separate steps. The method of processing is controlled in PM Settings by the "Review and adjust expenses before reconciliation and escalation" box.

For help on an item in this window, click [image] on the window and then click the item.


Month and Year

Displays the month and year of the budget amount.


Amount

Displays the budget amount.


[Close]

Closes this window and returns to the Recovery Controls window.


[Help]

Starts Help and displays information about this window.


Admin Budget

Click this column to open the Admin Budget Amounts window. This item is only available if you selected Budgeted Expenses in Admin fee basis.


Budgeted Amounts window

Use to adjust budget amounts pulled from General Ledger. Budget amounts are pulled from General Ledger if you selected Budgeted Expenses in Escalation basis and/or Admin fee basis. The budgeted amounts are then used to escalate next year's recoverable expenses, based on next year's budgeted expenses, and/or calculate the administration fee based on next year's budgeted expenses.

The budget amounts pulled from General Ledger may be adjusted if you elected to process recoverable expenses in two separate steps. The method of processing is controlled in PM Settings by the "Review and adjust expenses before reconciliation and escalation" box.

For help on an item in this window, click [image] on the window and then click the item.


Month and Year

Displays the month and year of the budget amount.


Amount

Displays the budget amount.


[Close]

Closes this window and returns to the Recovery Controls window.


[Help]

Starts Help and displays information about this window.


Reconciliation Controls tab (Recovery Controls Setup window)

Use to enter the reconciliation controls for recoverable expenses. These controls determine what occurs during the reconciliation process. Items on this tab are available if the Reconcile charges box was marked on the Recovery Controls tab.

Items on this tab prefill from the property level.

For help on an item on a tab, click [image], then click the item.


Reconciliation basis calc method

Select the reconciliation basis calculation method, which is used on each expense line to determine the adjusted reconciliation basis. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property and is only available if the Reconcile charges box was marked on the Recovery Controls tab.


Reconciliation calc method

Select the reconciliation calculation method, which is used on the total tenant amount to determine the reconciliation amount. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property and is only available if the Reconcile charges box was marked on the Recovery Controls tab.


Adjustment charge type

Select the charge type for the adjustment. If an adjustment is made, it will be to this charge type.

This item prefills from the property and is only available if the Reconcile charges box was marked on the Recovery Controls tab.


Subtract charges made during recovery period

Mark this box to have charges created during the recovery period subtracted from the reconciliation charge amount. This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property and is only available if the Reconcile charges box was marked on the Recovery Controls tab.


Print reconciliation charge on invoice

Mark this box to have the reconciliation charge print on an invoice. This overrides the "Print on invoice" box which is located on the Charge Controls tab.

This item prefills from the property and is only available if the Reconcile charges box was marked on the Recovery Controls tab.


Escalation Controls tab (Escalation Controls Setup window)

Use to set up the escalation controls for the recoverable expenses. Items on this tab are available if the Escalate recurring charges box was marked on the Recovery Controls tab.

Items on this tab prefill from the property.

For help on an item on a tab, click [image], then click the item.


Escalation basis

Select the escalation basis, either this year's actual expenses or next year's budgeted expenses, for the calculation of the escalated charge.

This item prefills from the property and is only available if the Escalate recurring charges box was marked on the Recovery Controls tab.


Escalation basis calc method

Select the escalation basis calculation method, which is used on each expense line to determine the adjusted escalation basis. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property and is only available if the Escalate recurring charges box was marked on the Recovery Controls tab.


Escalation calc method

Select the escalation calculation method, which is used on the total tenant amount to determine the escalation amount. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property and is only available if the Escalate recurring charges box was marked on the Recovery Controls tab.


Escalation budget type

Select the General Ledger budget type for the escalation. This item is only available if the escalation basis is budgeted.

This item prefills from the property and is only available if the Escalate recurring charges box was marked on the Recovery Controls tab.


Percent increase

Enter the percent increase (up to 3.6 digits). This may be used in the calculation method. The percent increase is typically used when escalating based on actual expenses to add the "padding" for increased costs in the future.

This item prefills from the property and is only available if the Escalate recurring charges box was marked on the Recovery Controls tab.


Charge type

Select the recurring charge that the escalation process should adjust with the escalation amount. This item is only available if the Escalate recurring charges box was marked on the Recovery Controls tab.


Retroactive Option

Select the retroactive option to be used when creating the retroactive charge. If you do not want to create a retroactive charge, select No Retroactive Escalation. A retroactive charge is created when the charge is escalated, but the escalated amount should have taken effect in a prior period.

•	No retroactive escalation — No retroactive charge is created.

•	Create a charge — A single charge transaction for the entire retroactive entry is created.

•	Distribute through calendar year end — The retroactive amount is divided by the number of periods remaining in the calendar year, and the selected recurring charge is adjusted. The terminate date is set for the last period of the calendar year.

•	Distribute through recovery period — The retroactive amount is divided by the number of periods until the next adjustment date and the selected recurring charge is adjusted. The terminate date is set so that the retroactive recurring charge's last billing is the last period in the current adjustment period.

•	Distribute through fiscal year — The retroactive amount is divided by the number of periods remaining in the fiscal year and the selected recurring charge is adjusted The terminate date is set so that the retroactive recurring charge's last billing is the last period of the fiscal year (the fiscal year is determined by the fiscal year end date on the General, Controls tab of the property).

This item prefills from the property and is only available if the Escalate recurring charges box was marked on the Recovery Controls tab.


Retroactive Recurring charge

Enter the charge type to be used for either the retroactive charge or the retroactive recurring charge.

This item prefills from the property and is only available if the Escalate recurring charges box was marked on the Recovery Controls tab.


Unit

Displays the unit.


Administration Fee tab (Recovery Controls Setup window)

Use to set up the administration fee information for the recoverable expenses. An administration fee allows you to bill an additional amount to the tenant for processing the recovery. The amount is usually based on a markup or fee percentage dictated by the lease. Items on this tab are available if the Charge administration fee box on the Recovery Controls tab was marked.

Items on this tab prefill from the property.

For help on an item on a tab, click [image], then click the item.


Admin fee basis

Select the administration fee basis, either this year's actual expenses or next year's budgeted expenses, for the calculation of the administration fee charge.

This item prefills from the property and is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Admin fee basis calc method

Select the administration fee basis calculation method, which is used on each expense line to determine the administration fee basis. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

If the administration fee basis is actual, the administration fee is based on actual expenses; if the basis is budgeted, the fee is based on next year's budgeted expenses.

This item prefills from the property and is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Admin fee calc method

Select the administration fee calculation method. This item ties to a calculation method and is used on the total administration fee basis to determine the amount of the charge. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property and is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Admin budget type

Select the General Ledger budget type to be used for charging administration fees. This item is only available if the Admin fee basis is budgeted.

This item prefills from the property and is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Admin fee percent

Enter the administration fee percent (up to 3.6 digits). This item may be used in the formulas of the calculation method, and is typically multiplied against the basis to determine the amount of the fee. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property and is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Charge type

Select the charge type to use for the administration fee charge entry.

This item prefills from the property and is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Calculation Controls tab (Recovery Controls Setup window)

Use to set up the calculation controls for the recoverable expenses. Calculation controls determine the information used in the calculation of recoverable expenses, such as base year, amount, stops and cap.

Many of the items on this tab prefill from the property.

For help on an item on a tab, click [image], then click the item.


Base year

Enter the text describing the base year time period (up to 10 characters, alphanumeric). This item is for identification only, and does not have to be an actual year. For example, you can enter "93-94," or a specific time frame, such as "6 months."

This item prefills from the property.


Base amount

Enter the base amount (up to 9.2 digits). This item is used to reduce the amount of each expense line, and may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property.


Multiplier

Enter the multiplier (up to 3.6 digits). The expenses are multiplied by this amount. If the lease has an occupancy clause, this multiplier may be used to gross up expenses.

This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property.


Stop method

Select the stop method. A stop indicates the amount the tenant is not responsible for paying. For example, if the recovery equals $5,000 and the stop is $1,000, the tenant is responsible for $4,000, the amount remaining after subtracting the stop from the recovery amount.

•	No Stop — Select this option if you are not using stops for this recovery.

•	Amount — Select this option if the stop is a specific amount.

•	Dollars per SF — Select this option if the stop is based on a dollar amount per square foot. The amount/square foot is multiplied by the unit's square footage and the resulting amount is the stop.

This item prefills from the property.


Stop SF type

Select the square footage basis that determines which Square Footage type to use to determine the stop. The amount/square foot is multiplied by the unit's square footage and the resulting amount is the stop.

This item prefills from the property and is required if the Stop method is Dollars per SF.

Note

•	The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


Stop amount

Enter the stop amount or the amount/square foot (up to 9.2 digits). The amount/square foot is multiplied by the unit's square footage to determine the stop amount.

This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property.


Stop frequency

Enter the stop frequency (up to two digits) stated in number of months. This allows the stop to be on a different frequency from the recovery processing. For example, if you reconcile this recovery quarterly, and you want to keep track of the stop and cap amounts annually, enter 12. The stop and cap amounts are tracked for the entire year, even though the recovery is reconciled every quarter.

This item prefills from the property.

Note

•	If this field is left blank, the Stop amount will be for the life of the lease. If you want the Stop to apply to a single recovery period, enter the same frequency as the Recovery frequency.


Stop from

Enter the date which, along with the Stop to date, sets up the current date range for the Stop frequency. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

If the Stop frequency is the same as the Recovery frequency, this date must be the same as the Recovery from date.

If the Stop frequency is different from the Recovery Frequency (e.g., a Recovery frequency that is quarterly and a Stop frequency that is yearly), the month on the Stop from date must match the month of the corresponding Recovery from date, on one of the recovery periods. For example, if the Recovery frequency is quarterly (e.g., processed from 1-99 to 3-99, from 4-99 to 6-99, from 7-99 to 9-99, and from 10-99 to 12-99), the month entered in the Stop from date must be 1, 4, 7 or 10.


Stop to

Enter the date which, along with the Stop from date, sets up the current date range for the Stop frequency. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

If the Stop frequency is the same as the Recovery frequency, this date must be the same as the Recovery to date.

If the Stop frequency is different from the Recovery Frequency (e.g., a Recovery frequency that is quarterly and a Stop frequency that is yearly), the month on the Stop to date must equal the month of the corresponding Recovery to date, on one of the recovery periods. For example, if the recovery frequency is quarterly (e.g., processed from 1-99 to 3-99, from 4-99 to 6-99, from 7-99 to 9-99, and from 10-99 to 12-99), the month entered in the Stop to date must be 3, 6, 9 or 12.


Accumulated stop

Displays the accumulated stop amount (up to 9.2 digits).This item accumulates the amount applied against the stop so far, and is automatically adjusted by the system. When the recovery amount exceeds the stop amount, the tenant owes money. For example, if the stop is $2,000, the accumulated stop is $1,000, and the recoverable expenses are $2,500, the tenant is responsible for $1,500.

This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.


Cap method

Select the cap method. A cap indicates the maximum amount of expenses for which a tenant is responsible. For example, if this recovery equals $5,000, but the cap is $3,000, the tenant is responsible for only $3,000 of the total expenses.

•	No Cap — Select this option if you are not using a cap for this recovery.

•	Amount — Select this option if the cap is a specific amount.

•	Dollars per SF — Select this option if the cap is based on a dollar amount per square foot. The amount/square foot is multiplied by the unit's square footage and the resulting amount is the cap.

This item prefills from the property.


Cap SF type basis

Select the basis that determines which Square Footage type to use to determine the cap. The amount/square foot is multiplied by the unit's square footage and the resulting amount is the cap.

This item prefills from the property and is required if the Cap method is Dollars per SF.

Note

•	The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


Cap amount

Enter the cap amount of the amount/square foot (up to 9.2 digits). The amount/square foot will be multiplied by the unit's square footage to determine the cap amount. This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item prefills from the property.


Cap frequency

Enter the cap frequency (up to 2 digits) stated in number of months. This allows the cap to be on a different frequency from the recovery processing. For example, if you reconcile this recovery quarterly, and you want to keep track of the stop and cap amounts annually, enter 12. The stop and cap amounts are tracked for the entire year, even though the recovery is reconciled every quarter.

This item prefills from the property.

Note

•	If this field is left blank, the Cap amount will be for the life of the lease. If you want the Cap to apply to a single recovery period, enter the same frequency as the Recovery frequency.


Cap from

Enter the date which, along with the Cap to date, sets up the current date range for the Cap frequency. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

If the Cap frequency is the same as the Recovery frequency, this date must be the same as the Recovery from date.

If the Cap frequency is different from the Recovery Frequency (e.g., a Recovery frequency that is quarterly and a Cap frequency that is yearly), the month on the Cap from date must match the month of the corresponding Recovery from date, on one of the recovery periods. For example, if the recovery frequency is quarterly (e.g., processed from 1-99 to 3-99, from 4-99 to 6-99, from 7-99 to 9-99, and from 10-99 to 12-99), the month entered in the Cap from date must be 1, 4, 7 or 10.


Cap to

Enter the date which, along with the Cap from date, sets up the current date range for the Cap frequency. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

If the Cap frequency is the same as the Recovery frequency, this date must be the same as the Recovery to date.

If the Cap frequency is different from the Recovery Frequency (e.g., a Recovery frequency that is quarterly and a Cap frequency that is yearly), the month on the Cap to date must match the month of the corresponding Recovery to date, on one of the recovery periods. For example, if the recovery frequency is quarterly (e.g., processed from 1-99 to 3-99, from 4-99 to 6-99, from 7-99 to 9-99, and from 10-99 to 12-99), the month entered in the Cap to date must be 3, 6, 9 or 12.


Accumulated cap

Displays the accumulated cap amount (up to 9.2 digits). This item accumulates the amount applied against the cap so far, and is automatically adjusted by the system. When this amount reaches the cap amount, the tenant is not responsible for any additional expenses for this recovery. For example, if the cap is $5,000, the accumulated cap is $3,000, and the expenses are $2,500, the tenant is only responsible for $2,000.

This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.


Occupancy Clause tab (Recovery Controls Setup window)

Use to enter occupancy clause controls, such as the occupancy percent, the square footage basis, and whether the occupancy clause applies to fixed or variable expenses.

Items on this tab prefill from the property.

For help on an item on a tab, click [image], then click the item.


Occupancy clause applies to fixed expenses

Mark this box to have fixed expenses "grossed up" based on occupancy. For example, suppose a recovery has a 95% occupancy clause, but the actual occupancy is 60%. For a tenant who occupies 50% of the property, and the fixed expenses of that property are $10,000, the expenses are "grossed up" as follows: $10,000 x (50% x 95%/60%) = 7,916.67.

A fixed expense is typically one that does not change based on the occupancy of the property, such as landscaping services negotiated for a set amount, regardless of the number of tenants in the building. As a result, leases commonly state that an Occupancy Clause is applied to variable, not fixed, expenses.

This item prefills from the property.


Occupancy clause applies to variable expenses

Mark this box to have variable expenses "grossed up" based on occupancy. For example, suppose a recovery has a 95% occupancy clause, but the actual occupancy is 60%. For a tenant who occupies 50% of the property, and the variable expenses of that property are $10,000, the expenses are "grossed up" as follows: $10,000 x (50% x 95%/60%) = 7,916.67.

A variable expense is one that varies depending on the occupancy of the property, such as janitorial supplies costs that rise if there are more tenants. As a result, leases commonly state that an Occupancy Clause is applied to variable expenses.

This item prefills from the property.


Occupancy percent

Enter the occupancy percent (up to 3.6 digits). If the property occupancy is below this percent, expenses will be "grossed up." For example, suppose a recovery has a 95% occupancy clause, but the actual occupancy is 60%. For a tenant who occupies 50% of the property, and the expenses of that property are $10,000, the expenses are "grossed up" as follows: $10,000 x (50% x 95%/60%) = 7,916.67. You can select to gross up either fixed expenses, variable expenses, or both.

This item prefills from the property.


Square footage basis

Select which square footage basis to use for calculating the occupancy percent. This must be a square footage type that has occupancy tracked. This item prefills from the property.

The title of this item may be different if you changed the description of PM Square Footage in Custom Descriptions.


Manual percent occupied

Enter a manual percent occupied (up to 3.6 digits) if you prefer to use a percentage that is not based on square footage. This percent, rather that "percent occupied" from the property may be used. For example, if this is the start up of a building and the occupancy percent is fixed, you would enter a manual percent.

This item prefills from the property.


Concession Periods tab (Recovery Controls Setup window)

Use to indicate the time periods, if any, when the tenant is not required to participate in recoverable expense.

For help on an item on a tab, click [image], then click the item.


From Date

Enter the beginning date for the concession period. During this period, the tenant is not required to participate in recoverable expenses.


To Date

Enter the last date for the concession period. During this period, the tenant is not required to participate in recoverable expenses.


Recoveries and Escalations (Tasks menu)

Use to process recoveries, to enter index escalation values, and to process index escalations

 Recoverable Expenses

 Pull Expenses from GL

 Reconcile and Escalate

 Enter CPI Values

 Escalate by CPI

 Enter Porters' Wage Values

 Escalate by Porters' Wages

Related Topics


Recoverable Expenses (Tasks, Recoveries and Escalations menu)

Use to process the recoveries in a single step. This one-step process pulls the expense amounts from General Ledger and runs the reconciliation and escalation process automatically. If you use the one-step process, you may not review or modify the General Ledger amounts prior to the reconcile and escalate process.

This command is accessible only if the "Review and adjust expenses before reconciliation and escalation" box is not marked in PM Settings (Task Options tab).

 Windows

Tips

•	If you want the opportunity to modify the General Ledger expense amounts prior to running the reconciliation and escalation process, mark the box referenced above. If you mark that box, you will then process recoveries and escalations in two steps, using the Pull Expenses from GL and Reconcile and Escalate commands from the Tasks menu.

•	Only recoveries that have a Recovery End Date less than or equal to the General Ledger Current Period End Date are available for selection.

Related Topics


Recoverable Expenses windows

 Recoverable Expenses

 Recoverable Expenses - Create Recoveries

 Recoverable Expenses - Trial Run

 Recoverable Expenses selection - Create Entries

 Recoverable Expenses selection - Trial Run


Pull Expenses from GL (Tasks, Recoveries and Escalations menu)

Use to pull expense amounts from General Ledger. This is the first of two steps used to process recoveries. The second step is to reconcile and escalate the recoveries using the Reconcile and Escalate command.

The Pull Expenses from GL command and the Reconcile and Escalate command are accessible if the "Review and adjust expenses before reconciliation and escalation" box is marked in PM settings (Task Options tab).

 Windows

Tip

•	Only recoveries that have a Recovery End Date less than or equal to the General Ledger Current Period End Date are available for selection.

Related Topics


Pull Expenses from GL windows

 Pull Expenses from GL

 Pull Expenses from GL -- Create Entries

 Pull Expenses from GL -- Trial Run

 Recoverable Expenses selection - Create Entries

 Recoverable Expenses selection - Trial Run


Reconcile and Escalate (Tasks, Recoveries and Escalations menu)

Use to reconcile and escalate recoveries. This is the second of two steps used to process recoveries. The first step is to pull expense amounts from General Ledger using the Pull Expenses from GL command.

The Pull Expenses from GL command and the Reconcile and Escalate command are accessible if the "Review and adjust expenses before reconciliation and escalation" box is marked in PM settings (Task Options tab).

 Windows

Tip

•	Only recoveries that have a Recovery End Date less than or equal to the General Ledger Current Period End Date are available for selection.

Related Topics


Reconcile and Escalate windows

 Reconcile and Escalate

 Reconcile and Escalate - Create Recoveries

 Reconcile and Escalate - Trial Run

 Recoverable Expenses selection - Create Entries

 Recoverable Expenses selection - Trial Run


Recoverable Expenses window

Use to indicate whether you want to perform a trial run of Recoverable Expenses or whether you want to actually create the entries.

Timberline recommends that you perform a trial run first, review the report created, and make any necessary changes before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run. This produces a report that shows you all the entries that will be created, as well as a summary of the General Ledger entries, if appropriate. Timberline recommends that you perform a trial run first, review the report, and make any necessary changes, before creating the actual entries.


Create entries

Select this option to actually generate entries. A report is produced that details the entries created, as well as the General Ledger entries, if appropriate. Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can make any necessary changes and thus avoid the need for error correction.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Pull Expenses from GL - Create Entries

Use to specify print options before printing a file, audit report, report, journal, or design. The Printer Information area displays the current printer and page setup information. Other options in this window vary based on what you are printing, for example, you may be required to enter prompt fields for a report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Pull Expenses from GL - Trial Run

Use to specify print options before printing a file, audit report, report, journal, or design. The Printer Information area displays the current printer and page setup information. Other options in this window vary based on what you are printing, for example, you may be required to enter prompt fields for a report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Pull Expenses from GL window

Use to indicate whether you want to perform a trial run of Pull Expenses from GL or whether you want to actually create the entries.

Timberline recommends that you perform a trial run first, review the report created, and make any necessary changes before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run. This produces a report that shows you all the information that will be pulled from General Ledger. Timberline recommends that you perform a trial run first, review the report, and make any necessary changes, before creating the actual entries.


Create entries

Select this option to actually generate entries. A report is produced that details the information pulled from General Ledger. Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can make any necessary changes and thus avoid the need for error correction.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Reconcile and Escalate window

Use to indicate whether you want to perform a trial run of Reconcile and Escalate or whether you want to actually create the entries.

Timberline recommends that you perform a trial run first, review the report created, and make any necessary changes before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run. This produces a report that shows you all the entries that will be created, as well as a summary of the General Ledger entries, if appropriate. Timberline recommends that you perform a trial run first, review the report, and make any necessary changes, before creating the actual entries.


Create entries

Select this option to actually generate entries. A report is produced that details the entries created, as well as the General Ledger entries, if appropriate. Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can make any necessary changes and thus avoid the need for error correction.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Recoverable Expenses Selection -- Trial Run window

Use to select the leases to include when processing a trial run of recoverable expenses.

For help on an item in this window, click [image] on the window and then click the item.


Property

Select the property to process at this time. After selecting the property, a list of recoveries for that property displays.


Lease

To limit the selection to one lease, select the lease to process at this time. If a lease is entered, the selection list entries are narrowed to only recoveries for that lease.


Charge type

Select the charge type to be reconciled, if desired. If a charge type is entered, the selection list entries are narrowed to only recoveries for that charge type.


Recovery Per End Date

Enter the recovery period end date, if desired. If a recovery period end date is entered, the selection list entries are narrowed to only recoveries for that recovery period end date.


Selection list

Displays the leases available for processing. To select a lease for processing, highlight the lease by clicking on it. To highlight multiple leases, hold down the [CTRL] key and click the left mouse button on the appropriate lease. To clear a lease, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Tip

•	To select all items, right-click in the grid and choose Select All.


[OK]

Accepts the entries and continues the recoverable expenses process.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Prefill]

Allows you to use the defaults from the previous run (for this session only). This is useful if you want to use some or all of the parameters used in the previous run.


[Prefill from Pull GL]

Allows you to use the defaults from the previous Pull Expenses from GL process (for this session only). This is useful if you processed selected leases using the Pull Expenses from GL command and want to reconcile and escalate some or all of those leases.


Recoverable Expenses Selection -- Create Entries window

Use to select the leases to include when processing recoverable expenses.

For help on an item in this window, click [image] on the window and then click the item.


Property

Select the property to process at this time. After selecting the property, a list of recoveries for that property displays.


Lease

To limit the selection to one lease, select the lease to process at this time. If a lease is entered, the selection list entries are narrowed to only recoveries for that lease.


Charge type

Select the charge type to be reconciled, if desired. If a charge type is entered, the selection list entries are narrowed to only recoveries for that charge type.


Recovery Per End Date

Enter the recovery period end date, if desired. If a recovery period end date is entered, the selection list entries are narrowed to only recoveries for that recovery period end date.


Selection list

Displays the leases available for processing. To select a lease for processing, highlight the lease by clicking on it. To highlight multiple leases, hold down the [CTRL] key and click the left mouse button on the appropriate lease. To clear a lease, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Tip

•	To select all items, right-click in the grid and choose Select All.


[OK]

Accepts the entries and continues the recoverable expenses process.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Prefill]

Allows you to use the defaults from the previous run (for this session only). This is useful if you performed a trial run, and now want to create the actual charges using some or all of the items selected in the trial run.


Recoverable Expenses - Trial Run window

Use to enter the Transaction dates, Accounting dates and Charge dates for the trial run. The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction

Enter the date you intend to use as the Transaction Date when you generate the charges. Usually, this is the date the charges are actually created.

No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the actual charges.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Accounting Date

Enter the date you intend to use as the Accounting Date on the entries created. This date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual charges.


Charge Date

Enter the date you intend to use as the Charge Date on the entries created. This date is used to create the open items. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Charge Date when you are ready to produce the actual charges.


Projected Occupancy

Enter the projected occupancy to be used for escalations based on budget. This item is available if the Property Recovery Controls has at least one available budget type marked.

Projected Occupancy can be used by the calculation methods, so it is used when performing a trial run or creating entries. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. The calculation is set up and modified using the Calculation Methods command from the Setup menu.

During the calculation process, this item is placed in the Projected Occupancy field on the Lease Recovery Controls.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins the processing of Recoverable Expenses.


[Cancel]

Closes this window without processing the Recoverable Expenses trial run.


[Prefill]

Prefills the Transaction Date, Accounting Date, Charge Date and Projected Occupancy with the values from the most recent run (Create Entries or Trial Run). This is useful if you want to use some or all of the parameters used in the previous run.


[Help]

Starts Help and displays information about this window.


Recoverable Expenses - Create Recoveries window

Use to enter the Transaction Date, Accounting Date and Charge Date for the entries being created. The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction

Enter the date to be used as the Transaction Date on the charges created. Usually, this is the date the charges are actually created


Accounting Date

Enter the date to be used as the Accounting Date on the entries. This date determines the General Ledger period affected by the entries.


Charge Date

Enter the date to be used as the Charge Date on the entries created. This date is used to create the open items.


Projected Occupancy

Enter the projected occupancy to be used for escalations based on budget. This item is available if the Property Recovery Controls has at least one available budget type marked.

Projected Occupancy can be used by the calculation methods, so it is used when performing a trial run or creating entries. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. The calculation is set up and modified using the Calculation Methods command from the Setup menu.

During the calculation process, this item is placed in the Projected Occupancy field on the Lease Recovery Controls.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins the processing of Recoverable Expenses.


[Cancel]

Closes this window without processing the Recoverable Expenses.


[Prefill]

Prefills the Transaction Date, Accounting Date, Charge Date and Projected Occupancy with the values from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, and now want to create the actual charges using some or all of the parameters as used in the trial run.


[Help]

Starts Help and displays information about this window.


Reconcile and Escalate - Trial Run window

Use to enter the Transaction dates, Accounting dates and Charge dates for the trial run. The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction

Enter the date you intend to use as the Transaction Date. This is typically the date the entries are created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the entries.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Accounting Date

Enter the date you intend to use as the Accounting Date on the entries created. The Accounting Date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual entries.


Charge Date

Enter the date you intend to use as the Charge Date on the entries created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Charge Date when you are ready to produce the actual entries.


Projected Occupancy

Enter the projected occupancy to be used for escalations based on budget. This item is available if the Property Recovery Controls has at least one available budget type marked.

Projected Occupancy can be used by the calculation methods, so it is used when performing a trial run or creating entries. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. The calculation is set up and modified using the Calculation Methods command from the Setup menu.

During the calculation process, this item is placed in the Projected Occupancy field on the Lease Recovery Controls.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins the processing the Reconcile and Escalate trial run.


[Cancel]

Closes this window without processing the Reconcile and Escalate trial run.


[Prefill]

Prefills the Transaction Date, Accounting Date, Charge Date and Projected Occupancy with the values from the most recent run (Create Entries or Trial Run). This is useful if you want to use some or all of the parameters used in the previous run.


[Help]

Starts Help and displays information about this window.


Reconcile and Escalate - Create Recoveries window

Use to enter the Transaction dates, Accounting dates and Charge dates for the entries being created. The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction

Enter the date to be used as the Transaction Date on the charges created. Usually, this is the date the charges are actually created.


Accounting Date

Enter the date to be used as the Accounting Date on the entries created. This date determines the General Ledger period affected by the entries.


Charge Date

Enter the Charge date to be used on the entries created. This date is used to create the open items.


Projected Occupancy

Enter the projected occupancy to be used for escalations based on budget. This item is available if the Property Recovery Controls has at least one available budget type marked.

Projected Occupancy can be used by the calculation methods, so it is used when performing a trial run or creating entries. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. The calculation is set up and modified using the Calculation Methods command from the Setup menu.

During the calculation process, this item is placed in the Projected Occupancy field on the Lease Recovery Controls.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins the Reconcile and Escalate process.


[Cancel]

Closes this window without beginning the Reconcile and Escalate process.


[Prefill]

Prefills the Transaction Date, Accounting Date and Charge Date with the dates from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, and now want to create the actual charges using some or all of the parameters as used in the trial run.


[Help]

Starts Help and displays information about this window.


Calculation Methods (Setup menu)

Use to set up or modify calculation methods. Calculation methods provide the "how" of the indexed escalation and recovery calculations. A calculation method is primarily a series of formulas, or steps, that are evaluated in sequence during the escalation and recovery processes. Each formula in the calculation method has a corresponding description, which is printed on invoices and on the journals created during the escalation and recovery processes. A maximum of 30 steps are allowed for each calculation method.

A set of default calculation methods is provided with the application. Those methods may be modified or deleted, and new methods may be set up, using this command.

 Windows

Related Topics


Calculation method windows

 Calculation methods

 Find Design

 Insert Record


Find Design window

Use to select the invoice design for the selected calculation method.

For help on an item in this window, click [image] on the window and then click the item.


Calculation Methods window

Use to set up or modify calculation methods. A calculation method is primarily a series of formulas, or steps, that are evaluated in sequence during the escalation and recovery processes. Each formula within the calculation method has a corresponding description, which is printed on invoices and on the journals created during the escalation and recovery processes. A maximum of 30 steps are allowed for each calculation method.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Calculation method

Select a calculation method from the list. To select an existing calculation method, click the down arrow, or scroll through the calculation methods using the set of arrow buttons to the right of the Calculation Method name.

To set up a new calculation method, click the asterisk button.


Invoice design

Select an Escalation Invoice design for the Escalation Calculation method used for leases in the recoveries/escalation process. The default Escalation Calculation method is RE/Escalation, but could be different if you have created one with a different name.

While there is no default design created, it is possible to create one using the Report Designer module. The PM Lease Recovery Controls record is the suggested "driving" record for the report. Once the design has been set up and saved, click the [Browse] button to the right of this item to find it.


[Browse]

Opens the Find Design window to select a Report Designer invoice design for the calculation method.


Calculation Type

Select the calculation type for the selected calculation method:

•	CPI — Select this calculation type to escalate based on the Consumer Price Index.

•	Porters' Wage — Select this calculation type to escalate based on Porters' Wages. Porters' Wage is a specialized index calculation commonly used in New York City.

•	Recoverable Expenses — Select this calculation type to calculate Recoverable Expenses.

•	Other — Select this calculation type to calculate based on some other method.


Result Type

Select whether the calculation results should adjust or replace the current charge.


Formula

Select the formula(s) for the calculation method. As many as 30 formulas may be selected for each calculation method.

Note

•	For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Description

Enter the description of the formula. This description is used as the label for this step of the calculation and prints on reports and invoices.


Rounding Option

Select the rounding option for the formula.


 Find first calculation method

Scrolls to the first calculation method.


 Find the previous calculation method

Scrolls to the previous calculation method.


 Find the next calculation method

Scrolls to the next calculation method.


 Find last calculation method

Scrolls to the last calculation method.


 Add new calculation method

Opens the Insert Record window to add a new calculation method.


 Delete calculation method

Deletes the calculation method listed in Calculation method. A verification window opens so that you can accept or cancel the deletion.


[Close]

Closes this window and returns you to the main Property Management window.


[Help]

Starts Help and displays information about this window.


Insert Record window

Use to add a new calculation method. Enter the new calculation method, and click [Insert].

For help on an item in this window, click [image] on the window and then click the item.


Calculation Method ID

Enter the ID (up to 15 characters) of the new calculation method.


[Insert]

Adds the new calculation method that you entered in this window.


[Cancel]

Closes this window without adding the new calculation method you entered.


[Help]

Starts Help and displays information about this window.


Enter CPI Values (Tasks, Recoveries and Escalations menu)

Use to set up the CPI (Consumer Price Index) index values and their effective dates. CPI values are used in the escalation of charges, for a lease with a CPI clause.

Charges are escalated using the Escalate by CPI command.

 Window

Related Topics


Escalate by CPI (Tasks, Recoveries and Escalations menu)

Use to escalate charges based on the change in the Consumer Price Index. This task uses the indices set up using the Enter CPI Values task, along with the lease information, and calculates the adjustment based on the algorithm defined on the associated calculation method. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

 Windows

Related Topics


Enter Porters' Wage Values (Tasks, Recoveries and Escalations menu)

Use to set up Porters' Wage index values and their effective dates. Porters' Wage values, commonly used in New York City, are used in the escalation of charges for a lease with a Porters' Wage clause.

Charges are escalated using the Escalate by Porters' Wage command.

 Window

Related Topics


Escalate by Porters' Wage (Tasks, Recoveries and Escalations menu)

Use to escalate charges based on the change in the Porters' Wage index. This task uses the indices set up using the Enter Porters' Wage Values task, along with the lease information, and calculates the adjustment based on the algorithm defined in the associated calculation method. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

 Windows

Related Topics


Enter CPI Values window

Use to set up or modify CPI indices. You can record multiple values for one index by entering the effective dates and values.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


CPI Index

Enter the name of the new CPI Index to set up, or select the name of the CPI Index you wish to modify. You can record multiple values for one index by entering the effective dates and values.

You can create as many CPI indices as needed.


As of Date

Enter the effective date of the CPI value. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

The Escalate by CPI task locates the CPI index using this date. For example, if the lease states that the rent is adjusted every May, based on the change in CPI, Escalate by CPI looks for the CPI value that was effective on 5-1999 when calculating the escalation for 1999.


Value

Enter the CPI value. This is used by the Escalate by CPI process to calculate the CPI adjustment.


[Close]

Closes this window and returns you to the main Property Management window.


[Help]

Starts Help and displays information about this window.


Escalate by CPI windows

 Escalate by CPI

 Escalate by CPI - Create Escalations

 Escalate by CPI - Trial run


Escalate by CPI window

Use to indicate whether you want to perform a trial run or whether you want to actually create the entries for Escalate by CPI. Timberline recommends that you perform a trial run first, review the report, and make any necessary changes before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run of Escalate by CPI. This produces a report that shows you all the entries that will be created, as well as a summary of the General Ledger entries, if appropriate. Timberline recommends that you perform a trial run first, review the report and make any necessary changes, before creating the actual entries.


Create entries

Select this option to actually generate entries. A report is produced that details the entries created, as well as the General Ledger entries, if appropriate. Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can make any necessary changes and thus avoid the need for error correction.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Escalate by CPI - Trial Run window

Use to enter the date to determine which leases' CPI escalations will be processed. Only leases that have an Index Type of CPI, and a Next adjustment date that matches the Index Date entered in this window, will be processed. This window is also used to enter ranges and conditions which can limit the items that are included, to enter transaction and accounting dates, and to start the processing of the trial run.

The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Index Date

Enter the index date to use for processing the entries. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

This date is compared to the Next Adjustment Date on the Lease Escalation Controls. Only records that have a matching Next Adjustment Date are affected by the escalation process.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Transaction Date

Enter the date you intend to use as the Transaction Date when you generate the charges. Usually, this is the date the charges are actually created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the actual charges.


Accounting Date

Enter the date you intend to use as the Accounting Date on the entries created. This date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual charges.


Charge Date

Enter the date you intend to use as the Charge Date on the entries created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Charge Date when you are ready to produce the actual charges.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to limit the properties included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


[Start]

Begins the Escalate by CPI trial run.


[Cancel]

Closes this window without escalating by CPI.


[Help]

Starts Help and displays information about this window.


[Prefill]

Prefills the Index Date, Transaction Date, Accounting Date and Charge Date with the dates from the most recent run (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, and now want to create the actual charges using some or all of the parameters as used in the trial run.


Escalate by CPI - Create Escalations window

Use to enter the date to determine which leases' CPI escalations will be processed. Only leases that have an Index Type of CPI, and a Next adjustment date that matches the Index Date entered in this window, will be processed. This window is also used to enter ranges and conditions which can limit the items that are included, to enter transaction and accounting dates, and to start the processing.

The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Index Date

Enter the index date to use for processing the entries. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options. This date is compared to the Next Adjustment Date on the Lease Escalation Controls. Only records that have a matching Next Adjustment Date are affected by the escalation process.


Transaction Date

Enter the date to be used as the Transaction Date on the charges created. Usually, this is the date the charges are actually created.


Accounting Date

Enter the date to be used as the Accounting Date on the entries. This date determines the General Ledger period affected by the entries.


Charge Date

Enter the date to be used as the Charge Date on the entries created. This date is used to create open items.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to limit the properties included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


[Prefill]

Prefills the Index Date, Transaction Date, Accounting Date and Charge Date with the dates from the most recent run (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, and now want to create the actual charges using some or all of the parameters as used in the trial run.


[Start]

Begins the Escalate by CPI process.


[Cancel]

Closes this window without escalating by CPI.


[Help]

Starts Help and displays information about this window.


Enter Porters' Wage Values window

Use to set up or modify Porters' Wage indices. Porters' Wage is a specialized index calculation commonly used in New York City. You can record multiple values for one index by entering the effective dates and values.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Porters' Wage Index

Enter the name of the new Porters' Wage index to set up, or select the name of the Porters' Wage index you wish to modify. You can record multiple values for one index by entering the effective dates and values.

You can create as many Porters' Wage indices as needed.


As of Date

Enter the effective date of the Porters' Wage value. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

Escalate by Porters' Wage locates the Porters' Wage index using this date. For example, for a lease that is adjusted every June, based on Porters' Wage rates, Escalate by Porters' Wage looks for the Porters' Wage value that was effective on 6-1999 when calculating the escalation for 1999.


Value

Enter the Porters' Wage value. This is used by the Escalate by Porters' Wage task to calculate the Porters' Wage adjustment.


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


Escalate by Porters' Wage windows

 Escalate by Porters' Wage

 Escalate by Porters' Wage - Create Escalations

 Escalate by Porters' Wage - Trial run


Escalate by Porters' Wage window

Use to indicate whether you want to perform a trial run or whether you want to actually create the entries for Escalate by Porters' Wage. Timberline recommends that you perform a trial run first, review the report and make any necessary changes, before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run for Escalate by Porters' Wage. This produces a report that shows you all the entries that will be created, as well as a summary of the General Ledger entries, if appropriate. Timberline recommends that you perform a trial run first, review the report and make any necessary changes, before creating the actual entries.


Create entries

Select this option to actually generate entries. A report is produced that details the entries created, as well as the General Ledger entries, if appropriate. Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can make any necessary changes prior to creating the entries and avoid the need for error correction.


[OK]

Accepts your selection and opens the Create Entries or Trial Run window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Escalate by Porters' Wage - Trial Run window

Use to enter the date to determine which leases' Porters' Wage escalations will be processed. Leases that have an Index Type of Porter's Wage, and a Next adjustment date that matches the Index Date entered in this window, will be processed. This window is also used to enter ranges and conditions which can limit the items that are included, to enter transaction and accounting dates, and to start the processing of this trial run.

The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Index Date

Enter the index date to use for processing the entries. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options.

This date is compared to the Next Adjustment Date on the Lease Escalation Controls. Only records that have a matching Next Adjustment Date are affected by the escalation process.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


Transaction Date

Enter the date you intend to use as the Transaction Date when you generate the charges. Usually, this is the date the charges are actually created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction Date when you are ready to produce the actual charges.


Accounting Date

Enter the date you intend to use as the Accounting Date on the entries created. This date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting Date when you are ready to produce the actual charges.


Charge Date

Enter the date you intend to use as the charge date on entries created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Charge Date when you are ready to produce the actual charges.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to limit the properties included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


[Prefill]

Prefills the Index Date, Transaction Date, Accounting Date and Charge Date with the dates from the most recent run (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, and now want to create the actual charges using some or all of the parameters as used in the trial run.


[Start]

Begins the Escalate by Porters' Wage trial run.


[Cancel]

Closes this window without escalating by Porters' Wage.


[Help]

Starts Help and displays information about this window.


Escalate by Porters' Wage - Create Escalations window

Use to enter the date to determine which leases' Porters' Wage escalations will be processed. Leases that have an Index Type of Porter's Wage, and a Next adjustment date that matches the Index Date entered in this window, will be processed. This window is also used to enter ranges and conditions which can limit the items that are included, to enter transaction and accounting dates, and to start the processing.

The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Index Date

Enter the index date to use for processing the entries. The format for this item is MM-YYYY or YYYY-MM, depending on the date format you selected in Tools, Options. This date is compared to the Next Adjustment Date on the Lease Escalation Controls. Only records that have a matching Next Adjustment Date are affected by the escalation process.


Transaction Date

Enter the date to be used as the Transaction Date on the charges created. Usually, this is the date the charges are actually created.


Accounting Date

Enter the date to be used as the Accounting Date on the entries. This date determines the General Ledger period affected by the entries.


Charge Date

Enter the date to be used as the Charge Date on the entries created. This date is used to create the open items.


Post entries

Mark this box if you want to post the entries to the Property Management records and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect the Property Management records with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Ranges]

Opens a Range window to limit the properties included in processing. [Ranges] displays with asterisks if ranges are selected.


[Conditions]

Sets up, views, or clears conditions which limit the records included in processing. [Conditions] displays with asterisks if conditions exist.


[Prefill]

Prefills the Index Date, Transaction Date, Accounting Date and Charge Date with the dates from the most recent run (Create Entries or Trial Run). Also, sets the same ranges and conditions as existed on the prior run. This is useful if you performed a trial run, and now want to create the actual charges using some or all of the parameters as used in the trial run.


[Start]

Begins the Escalate by Porters' Wage process.


[Cancel]

Closes this window without escalating by Porters' Wage.


[Help]

Starts Help and displays information about this window.


Escalations Setup window

Use to set up indexed escalation controls. The controls set up on the property are used to prefill the escalation controls on the lease. Escalations use an index, such as the Consumer's Price Index (CPI) or Porters' Wage Index (in New York City), to compute a percentage increase or decrease in the index and to adjust recurring charges appropriately.

The information in this window is organized on multiple tabs, allowing you to enter various escalation controls for the property. Click on a tab to open it.

For help on an item on a tab, click [image], then click the item.

Related Topics


[Close]

Closes this window and returns you to the Properties window.


[Delete]

Deletes the escalation information for this property and returns you to the Properties window.


[Help]

Starts Help and displays information about this window.


General Controls, General tab (Escalations Setup window)

Use to determine what the escalation adjustment should be based on, and how often the adjustment is to be made. Items set up on this tab are used to prefill items on the lease escalation controls record.

For help on an item on a tab, click [image], then click the item.


Adjustment frequency

Enter the adjustment frequency, stated in number of months. This number must be between one and 99. Common frequencies are 12, 18 or 24 months.


Base year calculation

Mark this box if the calculation is a base year calculation. The calculation compares the current index to the base year index instead of the prior year's index. If this box is marked, items on the Base Year tab will be available; if this box is not marked, items on that tab are not available.


Use average over term

Mark this box to use the average total of the recurring charges over the escalation period. If the box is not marked, the amount of the recurring charges, as of the index date, is used as the basis for the escalation.


Index type

Select the index to be used for the escalation process:

•	CPI — select this option for the Consumer Price Index.

•	Porters' Wage — select this option for the Porters' Wage Index. Porters' Wage is a specialized index used in New York City.


Retroactive Method

Select the retroactive method to be used when creating the retroactive charge. If you do not want to create a retroactive charge, select No retroactive escalation. A retroactive charge is created when the escalation adjustment should have taken effect in a prior period.

•	Create a charge — A single charge transaction for the entire retroactive entry is created.

•	Distribute through calendar year end — The retroactive amount is divided by the number of periods remaining in the calendar year, and the selected recurring charge is adjusted. The terminate date is set for the last period of the calendar year.

•	Distribute through next adjustment period — The retroactive amount is divided by the number of periods until the next adjustment date, and the selected charge is adjusted. The terminate date is set so that the retroactive recurring charge's last billing is the last period in the current adjustment period.

•	Distribute through fiscal year — The retroactive amount is divided by the number of periods remaining in the fiscal year, and the selected recurring charge is adjusted. The terminate date is set so that the retroactive recurring charge's last billing is the last period of the fiscal year (the fiscal year is determined by the fiscal year end date on the General, Controls tab of the property).

•	No retroactive escalation -- No retroactive charge is created for the escalation.


Retroactive charge type

Enter the charge type to be used for either the retroactive charge or the retroactive recurring charge.


General Controls, Calculation Method tab (Escalations Setup window)

Use to determine the index and calculation methods to be used for the adjustment. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

Items set up on this tab are used to prefill items on the lease escalation controls record.

For help on an item on a tab, click [image], then click the item.


Calc method 1

Select the first calculation method to be used. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.


Calc method 2

Select the second calculation method to be used. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

If you select a second calculation method, you must also make a selection in Index 2. When two indices are used, the calculation is performed twice and the results are stored for comparison. Which result will be used for the final adjustment depends on the selection (greater or lesser) in Use Index.


Index 1

Select the first Index to be used. The items in this list are set up using Enter CPI or Enter Porters' Wage Values from the Tasks menu. The choices available depend on the selection made in Index Type.


Index 2

Select the second Index to be used. This item is required if a selection was made in Calc Method 2. The items in this list are set up using Enter CPI or Enter Porters' Wage Values from the Tasks menu. The choices available depend on the selection made in Index type.

When two indices are used, the calculation is performed twice and the results are stored for comparison. Which result will be used for the final adjustment depends on the selection (greater or lesser) in Use Index.


Use Index

Select which index value to use when two indices are specified. When two indices are used, the calculation is performed twice and the results are stored for comparison. Which result will be used for the final adjustment depends on the following selection:

•	Greater — select this option if you want the greater value to be used.

•	Lesser — select this option if you want the lesser value to be used.


Base Year Controls tab (Escalations Setup window)

Use to enter base year information, such as the base year index and the base year basis. Base year calculations compare the current index to the base year index, instead of the prior year's index. Items on this tab are only available if the Base Year calculation box was marked on the General Controls, General tab.

Items set up on this tab are used to prefill items on the lease escalation controls record.

For help on an item on a tab, click [image], then click the item.


Base year index

Select the index to be used for the base year calculation. The base year index is required if this is a base year calculation. The items in this list are set up using either the Enter CPI Values command or the Enter Porters' Wage Values command from the Tasks menu. The selections available in the list depend on the selection (CPI or Porters' Wage) made in Index type.

This item is only available if the Base Year calculation box was marked on the General Controls, General tab.


Base year index value

Enter the index value (up to 4.6 digits) to be used for the base year calculation. If this item is left blank, the Base year index date must be specified. The calculation then looks in the Index value record for the base year index value, based on the base year index date.

This item is only available if the Base Year calculation box was marked on the General Controls, General tab.


Base year index date

Enter the base year index date. This item is required if the Base year index value is left blank. This item is only available if the Base Year calculation box was marked on the General Controls, General tab.


Base year basis

Enter the amount (up to 9.2 digits) to be used as the basis for the base year calculation. Base year basis is required if this is a base year calculation.

This item is only available if the Base Year calculation box was marked on the General Controls, General tab.


Base year

Enter the text describing the base year time period (up to 10 characters, alphanumeric). This item is for identification only, and does not have to be an actual year. For example, you can enter "93-94," or a specific time frame, such as "6 months." Base year should be left blank if the base year feature is not used.

This item is only available if the Base Year calculation box was marked on the General Controls, General tab.


Calculation Components tab (Escalations Setup window)

Use to set up those items used in the calculation of escalations, such as stop and cap amounts. Items set up on this tab are used to prefill items on the lease escalation controls record.

For help on an item on a tab, click [image], then click the item.


Stop amount

Enter the stop amount (up to 9.2 digits) which can be used in the index calculation. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.


Stop percent

Enter the stop percent (up to 2.3 digits) which can be used in the index calculation. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.


Lease cap

Enter the lease cap (up to 9.2 digits) for the index calculation. The lease cap sets up a maximum adjustment amount for the life of the lease.

During the escalation process, this field is evaluated to determine if the escalation should be processed. If the lease cap is not zero, and the accumulated cap is greater than or equal to the lease cap, the escalation is not processed. The calculation methods used in the escalation process are set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.


Lease factor

Enter the factor (up to 3.3 digits) which can used in the CPI calculations. For example, if the lease states that the tenant is only responsible for 50% of the CPI increase, enter 50 in this field. The lease factor is included in the default calculations for CPI. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.

Lease factor is only available if the Index type is CPI.


Generic multiplier

Enter the multiplier (up to 3.3 digits) which can be used in the index calculations. The generic multiplier is included in the default calculation methods for indexed escalations. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.


Floor percent

Enter the percent (up to 2.3 digits) which can be used in the index calculation. The floor percent is the minimum percent that can be used in the index calculation. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.


Cap amount

Enter the cap amount (up to 9.2 digits) which can be used in the index calculation. The cap amount is the maximum amount that can be used in the index calculation. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.


Cap percent

Enter the cap percent (up to 2.3 digits) which can be used in the index calculation. The cap percent is the maximum percent that can be used in the index calculation. The calculation is set up and modified using the Calculation Methods command from the Setup menu. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes.


Per penny factor

Enter the factor (up to 3.3 digits) which can be used in the Porters' Wage calculations. The Porters' Wage index is a specialized index used in New York City.

Per penny factor is only available if the Index type is Porters' Wage.


Wage rate multiplier

Enter the multiplier (up to 3.3 digits) which can be used in the Porters' Wage calculations. The Porters' Wage index is a specialized index calculation commonly used in New York City.

Wage rate multiplier is only available if the Index type is Porters' Wage.


Recovery Control Setup window

Use to set up the controls required for processing recoverable expenses. Items set up in this window are used to prefill items on the lease recovery controls record.

Recoverable Expenses are used to bill the tenant for expenses incurred for the property. Typical expenses include common area maintenance (CAM), insurance, operating expenses and property taxes. Tenants usually pay an estimated amount during the year and the reconciliation process bills them or credits them for any variance. A tenant's share is commonly computed based on the percent of square feet occupied.

The information in this window is organized on multiple tabs, allowing you to enter various recovery controls for the property. Click on a tab to open it.

For help on an item on a tab, click [image], then click the item.

Related Topics


[Close]

Closes this window and returns you to the Properties window.


[Delete]

Deletes the recovery information for this property and returns you to the Properties window.


[Help]

Starts Help and displays information about this window.


Recovery Controls tab (Recovery Controls Setup window)

Use to set up the frequency that the recoveries should be processed, and to determine whether to reconcile charges, escalate recurring charges, and/or charge administration fees.

Items set up on this tab are used to prefill items on the lease recovery controls record.

For help on an item on a tab, click [image], then click the item.

Related Topics


Process recovery every

Enter the frequency in months. The number must be between one and 99.


Accounting Method

Select the accounting method, either Accrual or Cash, for the recoverable expenses. This determines whether Cash amounts or Accrual amounts are pulled from General Ledger. This is only used when the company's Accounting Method is set to Both.


Reconcile charges

Mark this box to reconcile charges. If this box is checked, items on the Reconciliation Controls tab are enabled, and a charge or credit is created for the difference between what was charged and what should have been charged.


Escalate recurring charge

Mark this box to have escalation take place on recurring charges. If this box is checked, items on the Escalation Controls tab are enabled, and the recurring charge is adjusted accordingly.


Charge administration fee

Mark this box to charge an administration fee for the recovery. If this box is marked, items on the Administration Fee tab are enabled.


Budgets for calculations

Select the budget types to be used for recoverable expenses.


Expense Categories tab (Recovery Controls Setup window)

Use to enter expense categories for recoverable expenses. Expense categories can be used for charge types that cover multiple General Ledger accounts. For example, a CAM (common area maintenance) charge type may include Janitorial Service, Janitorial Supplies and Landscaping Services.

Items set up on this tab are used to prefill items on the lease recovery controls record.

For help on an item on a tab, click [image], then click the item.


Expense Category

Enter the name (up to 15 characters) of the expense category. Expense categories can be used for charge types that cover multiple General Ledger accounts. For example, a CAM (common area maintenance) charge type may include Janitorial Service, Janitorial Supplies and Landscaping Services.


Fixed/Variable

Select whether the expense category is fixed or variable. This is used primarily for determining if an Occupancy Clause applies. An Occupancy Clause allows the owner to "gross up" a tenant's participation percent if the property is not fully occupied.

•	Fixed expense — is an expense that does not change based on the occupancy of the property. For example, a contract for landscaping services is negotiated for a set amount, regardless of the number of tenants in the building. A fixed expense is typically not included in Occupancy Clause calculation.

•	Variable expense — is an expense that varies depending on the occupancy of the property. For example, the cost of the janitorial supplies goes up if there are more tenants. An Occupancy Clause is most often applied to variable expenses.


Subject to Admin Fee

Mark this box if this expense is subject to an administration fee.


Unit SF Type

Select the square footage type to be used as numerator in calculating the tenant's share of expenses.

The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


Property SF Type

Select the square footage type to be used as denominator in calculating the tenant's share of expenses.

The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


From Account

Select the first General Ledger account number which is used to identify expenses for the expense category.


To Account

Select the last General Ledger account number which is used to identify expenses for the expense category. This can be the same account number as the From Account.


Stop Amount

Enter the stop amount (up to 9.2 digits) for this expense. This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.


Cap Amount

Enter the cap amount (up to 9.2 digits) for this expense. This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.


Reconciliation Controls tab (Recovery Controls Setup window)

Use to enter the reconciliation controls for recoverable expenses. These controls determine what occurs during the reconciliation process. Items on this tab are only available if the Reconcile charges box on the Recovery Controls tab was marked.

Items set up on this tab are used to prefill items on the lease recovery controls record.

For help on an item on a tab, click [image], then click the item.


Reconciliation basis calc method

Select the reconciliation basis calculation method, which is used on each expense line to determine the adjusted reconciliation basis. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item is only available if the Reconcile charges box on the Recovery Controls tab was marked.


Reconciliation calc method

Select the recalculation calculation method, which is used on the total tenant amount to determine the reconciliation amount. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item is only available if the Reconcile charges box on the Recovery Controls tab was marked.


Adjustment charge type

Select the charge type for the adjustment. If an adjustment is made, it will be to this charge type. This item is only available if the Reconcile charges box on the Recovery Controls tab was marked.


Subtract charges made during recovery period

Mark this box to have charges created during the recovery period subtracted from the reconciliation charge amount. This item may be used by the calculation methods during reconciliation and escalation. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu. This item is only available if the Reconcile charges box on the Recovery Controls tab was marked.


Print reconciliation charge on invoice

Mark this box to have the reconciliation charge print on an invoice. This item is only available if the Reconcile charges box on the Recovery Controls tab was marked.


Escalation Controls tab (Escalation Controls Setup window)

Use to set up the escalation controls for the recoverable expenses. Items on this tab are only available if the Escalate recurring charges box on the Recovery Controls tab was marked.

Items set up on this tab are used to prefill items on the lease recovery controls record.

For help on an item on a tab, click [image], then click the item.


Escalation basis

Select the escalation basis, either this year's actual expenses or next year's budgeted expenses, for the calculation of the escalated charge.

This item is only available if the Escalate recurring charges box on the Recovery Controls tab was marked.


Escalation basis calc method

Select the escalation basis calculation method, which is used on each expense line to determine the adjusted escalation basis. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item is only available if the Escalate recurring charges box on the Recovery Controls tab was marked.


Escalation calc method

Select the escalation calculation method, which is used on the total tenant amount to determine the escalation amount. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item is only available if the Escalate recurring charges box on the Recovery Controls tab was marked.


Escalation budget type

Select the General Ledger budget type for the escalation. This item is only available if the Escalate recurring charges box on the Recovery Controls tab was marked.


Percent increase

Enter the percent increase (up to 3.6 digits). This may be used in the calculation method. The percent increase is typically used when escalating based on actual expenses to add the "padding" for increased costs in the future.

This item is only available if the Escalate recurring charges box on the Recovery Controls tab was marked.


Retroactive option

Select the retroactive option to be used when creating the retroactive charge. If you do not want to create a retroactive charge, select No retroactive charge. A retroactive charge is created when the charge is escalated, but the escalated amount should have taken effect in a prior period.

•	No retroactive charge — No retroactive charge is created.

•	Create a charge — A single charge transaction for the entire retroactive entry is created.

•	Distribute through calendar year end — The retroactive amount is divided by the number of periods remaining in the calendar year, and the selected recurring charge is adjusted. The terminate date is set for the last period of the calendar year.

•	Distribute through recovery period — The retroactive amount is divided by the number of periods until the next adjustment date and the selected recurring charge is adjusted. The terminate date is set so that the retroactive recurring charge's last billing is the last period in the current adjustment period.

•	Distribute through fiscal year — The retroactive amount is divided by the number of periods remaining in the fiscal year and the selected recurring charge is adjusted The terminate date is set so that the retroactive recurring charge's last billing is the last period of the fiscal year (the fiscal year is determined by the fiscal year end date on the General, Controls tab of the property).

This item is only available if the Escalate recurring charges box on the Recovery Controls tab was marked.


Retroactive charge type

Select the charge type to be used for either the retroactive charge or the retroactive recurring charge. This item is only available if the Escalate recurring charges box on the Recovery Controls tab was marked.


Administration Fee tab (Recovery Controls Setup window)

Use to set up the administration fee information for the recoverable expenses. An administration fee allows you to bill an additional amount to the tenant for processing the recovery. The amount is usually based on a markup or fee percentage dictated by the lease. Items on this tab are only available if the Charge administration fee box on the Recovery Controls tab was marked.

Items set up on this tab are used to prefill items on the lease recovery controls record.

For help on an item on a tab, click [image], then click the item.


Admin fee basis

Select the administration fee basis, either this year's actual expenses or next year's budgeted expenses, for the calculation of the administration fee charge. This item is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Admin fee basis calc method

Select the administration fee basis calculation method, which is used on each expense line to determine the amount of the charge. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

If the administration fee basis is actual, the administration fee is based on actual expenses; if the administration fee basis is budgeted, the fee is based on next year's budgeted expenses.

This item is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Admin fee calc method

Select the administration fee calculation method. This item ties to a calculation method and is used on the total administration fee basis to determine the amount of the charge. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation methods command from the Setup menu. This item is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Admin budget type

Select the General Ledger budget type to be used for charging administration fees. This item is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Admin fee percent

Enter the administration fee percent (up to 3.6 digits). This item may be used in the formulas of the calculation method, and is typically multiplied against the basis to determine the amount of the fee. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu. This item is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Charge type

Select the charge type to use for the administration fees transaction. This item is only available if the Charge administration fee box on the Recovery Controls tab was marked.


Calculation Controls tab (Recovery Controls Setup window)

Use to set up the calculation controls for the recoverable expenses. Calculation controls determine the information used in the calculation of recoverable expenses, such as base year, amount, stop and cap.

Items set up on this tab are used to prefill items on the lease recovery controls record.

For help on an item on a tab, click [image], then click the item.


Base year

Enter the text describing the base year time period (up to 10 characters, alphanumeric). This item is for identification only, and does not have to be an actual year. For example, you can enter "93-94," or a specific time frame, such as "6 months."


Base amount

Enter the base amount (up to 9.2 digits). This item is used to reduce the amount of each expense line. This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.


Multiplier

Enter the multiplier (up to 3.6 digits). The expenses are multiplied by this amount. If the lease has an occupancy clause, this multiplier may be used to gross up expenses.

This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.


Stop method

Select the stop method. A stop indicates the amount the tenant is not responsible for paying. For example, if the recovery equals $5,000 and the stop is $1,000, the tenant is responsible for $4,000, the amount remaining after subtracting the stop from the recovery amount.

•	No Stop — Select this option if you are not using stops for this recovery.

•	Amount — Select this option if the stop is a specific amount.

•	Dollars per SF — Select this option if the stop is based on a dollar amount per square foot. The amount/square foot is multiplied by the unit's square footage and the resulting amount is the stop.


Stop SF type

Select the square footage basis that determines which Square Footage type to use to determine the stop. The amount/square foot is multiplied by the unit's square footage and the resulting amount is the stop.

This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item is required if the Stop method is Dollars per SF.

The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


Stop amount

Enter the stop amount or the amount/square foot (up to 9.2 digits). The amount/square foot is multiplied by the unit's square footage and the resulting amount is the stop.

This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.


Stop frequency

Enter the stop frequency (up to two digits) stated in number of months. This allows the stop to be on a different frequency from the recovery processing. For example, if you reconcile this recovery quarterly, and you want to keep track of the stop and cap amounts annually, enter 12. The stop and cap amounts are tracked for the entire year, even though the recovery is reconciled every quarter.

Note

•	If this field is left blank, the Stop amount will be for the life of the lease. If you want the Stop to apply to a single recovery period, enter the same frequency as the Recovery frequency.


Cap method

Select the cap method. A cap indicates the maximum amount of expenses for which a tenant is responsible. For example, if this recovery equals $5,000, but the cap is $3,000, the tenant is responsible for only $3,000 of the total expenses.

•	No Cap — Select this option if you are not using a cap for this recovery.

•	Amount — Select this option if the cap is a specific amount.

•	Dollars per SF — Select this option if the cap is based on a dollar amount per square foot. The amount/square foot is multiplied by the unit's square footage and the resulting amount is the cap.


Cap SF type

Select the square footage basis that determines which Square Footage type to use to determine the cap. The amount/square foot is multiplied by the unit's square footage and the resulting amount is the cap.

This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

This item is required if the Cap method is Dollars per SF.

The title of this item may be different if you changed the description of PM SF Type in Custom Descriptions.


Cap amount

Enter the cap amount or the amount/square foot (up to 9.2 digits). The amount/square foot is multiplied by the unit's square footage and the resulting amount is the cap. This item may be used by the calculation methods during reconciliation and escalation. A calculation method is basically a series of formulas that are evaluated in sequence during the escalation and recovery processes. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.


Cap frequency

Enter the cap frequency (up to 2 digits) stated in number of months. This allows the cap to be on a different frequency from the recovery processing. For example, if you reconcile this recovery quarterly, and you want to keep track of the stop and cap amounts annually, enter 12. The stop and cap amounts are tracked for the entire year, even though the recovery is reconciled every quarter.

Note

•	If this field is left blank, the Cap amount will be for the life of the lease. If you want the Cap to apply to a single recovery period, enter the same frequency as the Recovery frequency.


Occupancy Clause tab (Recovery Controls Setup window)

Use to enter occupancy clause controls, such as the occupancy percent, the square footage basis, and whether the occupancy clause applies to fixed or variable expenses.

Items set up on this tab are used to prefill items on the lease recovery controls record.

For help on an item on a tab, click [image], then click the item.


Occupancy clause applies to fixed expenses

Mark this box to have fixed expenses "grossed up" based on occupancy. For example, suppose a recovery has a 95% occupancy clause, but the actual occupancy is 60%. For a tenant who occupies 50% of the property, and the fixed expenses of that property are $10,000, the expenses are "grossed up" as follows: $10,000 x (50% x 95%/60%) = 7916.67.

A fixed expense is typically one that does not change based on the occupancy of the property, such as landscaping services negotiated for a set amount, regardless of the number of tenants in the building. As a result, leases commonly state that an Occupancy Clause is applied to variable, not fixed, expenses.


Occupancy clause applies to variable expenses

Mark this box to have variable expenses "grossed up" based on occupancy. For example, suppose a recovery has a 95% occupancy clause, but the actual occupancy is 60%. For a tenant who occupies 50% of the property, and the variable expenses of that property are $10,000, the expenses are "grossed up" as follows: $10,000 x (50% x 95%/60%) = 7,916.67.

A variable expense is one that varies depending on the occupancy of the property, such as janitorial supplies costs that rise if there are more tenants. As a result, leases commonly state that an Occupancy Clause is applied to variable expenses.


Occupancy percent

Enter the occupancy percent (up to 3.6 digits). If the property occupancy is below this percent, expenses will be "grossed up." For example, suppose a recovery has a 95% occupancy clause, but the actual occupancy is 60%. For a tenant who occupies 50% of the property, and the expenses of that property are $10,000, the expenses are "grossed up" as follows: $10,000 x (50% x 95%/60%) = 7,916.67. You can select to gross up either fixed expenses, variable expenses, or both.


Square footage basis

Select which square footage basis to use for calculating the occupancy percent. This must be a square footage type that has occupancy tracked.

The title of this item may be different if you changed the description of PM Square Footage in Custom Descriptions.


Manual percent occupied

Enter a manual percent occupied (up to 3.6 digits) if you prefer to use a percentage that is not based on square footage. For example, if this is the start up of a building and the occupancy percent is fixed, you would enter a manual percent.


This document contains error message procedures toward the end of the document.


Entering CPI values

  1	From the Tasks menu, select Recoveries and Escalations, then select Enter CPI Values.

  2	Click CPI Index and enter the name of the CPI index. If you are adding effective dates and values to an existing CPI index, click the arrow to the right of the name to display the list of available CPI indices and select the item you wish to modify.

  3	Click the As of Date column and enter the effective date.

  4	Click the Value column and enter the value.

  5	Repeat steps 3 and 4 until done entering all of the effective dates and values for the selected CPI index.

  6	Repeat steps 2 through 5 as needed.

  7	Click [Close] when done.

Related Topics


Overview

CPI escalations use CPI (Consumer Price Index) values to compute a percentage increase or decrease in the index and to adjust recurring charges appropriately. Although CPI is the most common index used, any other index can be used to escalate charges.


Overview

Porters' Wage escalations use Porters' Wage values to compute a percentage increase or decrease in the index and to adjust recurring charges appropriately. Porters' Wage (common in New York City) is a specialized index escalation calculation.


Entering porters' wage values

  1	From the Tasks menu, select Recoveries and Escalations, then select Enter Porters' Wage Values.

  2	Click Porters' Wage Index and enter the name of the new Porters' Wage index. If you are adding effective dates and values to an existing Porters' Wage index, click the arrow to the right of the name to display the list of available Porters' Wage indices and select the item you wish to modify.

  3	Click the As of Date column and enter the effective date.

  4	Click the Value column and enter the value.

  5	Repeat steps 3 and 4 until done entering all of the effective dates and values for the selected Porters' Wage index.

  6	Repeat steps 2 through 5 as needed.

  7	Click [Close] when done.

Related Topics


Overview

Sales types are used to classify the different types of sales volume numbers received from retail tenants, such as reported, estimated and audited. Reported or estimated numbers are typically used for periodic billing. Audited numbers are typically used to do recalculation at year end.


Entering sales volume

  1	From the Tasks menu, select Retail, then Enter Sales Volume.

  2	Select the applicable property, unit, lease and tenant information.

  3	Enter the Transaction Date.

  4	Select the Transaction Type and Sales Type for the entry.

  5	Enter the Sales Date and select a Sales Category from the listand the Report Date.

  6	Enter the Report Date and Sales Volume information. Change the square footage if desired (the square footage prefills based on the sales category selected. If the selected sales category has an associated Square Footage Type, no entry is allowed in Square Footage).

  7	If you entered a zero-dollar amount in step 6, a message displays indicating that no amount has been entered. If you want a zero-dollar entry, click [OK]. Otherwise, click [Cancel] and enter a new sales volume amount.

  8	Click [Attachments] to add attached notes to the entry.

  9	Click [Cancel Entry] if you want to delete an entry before it has been saved.

10	Click[Delete Entry] if you want to delete an entry that has already been saved.

11	Click [Save Entry] to save the entry.

12	Repeat steps 2 through 10 until all sales volume information is entered.

13	Click [Totals] to view the total of all sales volume transactions entered this session.

14	Click [Close] when done.

Tip

•	If you want entry grid columns to remain fixed (stationary) when the Enter Sales Volume entry grid scrolls to the left, mark the "Fix scrolling columns in Entry Tasks" box in PM Settings (Preferences tab). This enables you to easily identify which item you are currently on in the entry grid.

Related Topics


Overview

Sales volume figures are used for two main purposes: To charge percentage rent to a retail tenant or to track the retail activity at a store for reporting purposes.


Setting up sales categories

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Use the down arrow or the scroll bar to display the PM Sales Category.

  3	Click [Customize List] to add, change or delete items on the list as desired. You can also use the up and down arrow buttons to rearrange the order of the list.

  4	Click [OK] when done.

Related Topics


Setting up sales types

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Use the down arrow or the scroll bar to display the PM Sales Type.

  3	Click [Customize List] to add, change or delete items on the list as desired. A maximum of 10 sales types may be set up. You can also use the up and down arrow buttons to rearrange the order of the list.

  4	Click [OK] when done.

Warning

•	The order of the sales types in the customized list is very important. If you have sales volume data already set up, it is strongly recommended that you do not change the order or rename any existing sales type.

Related Topics


Overview

Sales categories are used when you are tracking different types of sales for a retail tenant (i.e., pharmacy, general goods, electronics, etc.). Each lease has a sales category called Total. To add additional sales categories to a lease, the sales categories must first be set up using the Custom Descriptions command, and then added to the lease on the General tab of the lease percentage rent controls record. To access the percentage rent controls, use the [Percentage Rent] button off of the recurring charges window.

If you report sales by sales category, percentage rent is calculated on each sales category. The sales for each category are also accumulated in the Total sales category and can be used for reporting purposes.


Overview

Store types are used for reporting purposes, and can be used to rank similar stores within a property.


Setting up store types

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Use the down arrow or the scroll bar to display the PM Store Type.

  3	Click [Customize List] to add, change or delete items on the list as desired.

  4	Click [OK] when done.


Entering Percentage Rent information for existing leases

If you set up an existing lease in the middle of the Percentage Rent billing period, and you define the sales base as Based on charges, you need to enter the corresponding recurring charges for the entire Percentage Rent billing period. For example, if you are setting up an existing lease in March, and the Percentage Rent billing period is the calendar year, you need to enter the historical recurring charges for January, February and March on the Recurring Charges tab of the lease. The appropriate entries in the Charge Amounts grid (e.g., the Lease Recurring Charge Log record) are then used to calculate the sales base at run-time.

You must also enter all Sales Volume information for January, February and March using the Enter Sales Volume task.


Setting up percentage rent controls for a lease

  1	Click the [Percentage Rent] button on the recurring charges tab of the lease.

  2	Click the General tab to enter the tenant's fiscal year ending date, start and end dates, and to enter the number of months or years to retain the sales volume and overage history. This tab is also used to enter overage information for the sales category sales categories. Each lease has a sales category called Total. If you are tracking overage information for additional sales categories, you must set up those sales categories using the Custom Descriptions command prior to adding them to the lease.

 How?

  3	Click the Billing tab to enter the frequency and dates for billing and recalculating percentage rent. If you want to allow a credit entry to be created if the percentage rent calculation (or recalculation) results in a negative number, mark the May create credit box.

  4	Click the Calculation, General tab to set up the breakpoint calculation to use to calculate overage to determine whether to calculate overage using a breakpoint or a specific formula. If breakpoint is selected, a breakpoint method must also be selected.

  5	Click the Calculation, Sales Base tab to define the sales base. If you are setting up an existing retail lease in the middle of a Percentage Rent billing period, you need to enter the pertinent information for the entire billing period.

 How?

  6	Click the Calculation, Breakpoint Tables tab to determine the breakpoint table amounts and percentages to determine the breakpoint tables.

  7	Click the Calculation, Offsets tab to enter information about the offset.

  8	Click the Calculation, Cap tab to enter the amount of the cap and to determine the item to which you want to apply the cap.

  79	Click [Close] when done.

Related Topics


Overview

Percentage rent, also known as overage rent, is used to generate a charge that is based on a percent of the sales reported by a retail tenant. For example, in addition to the minimum annual rent, the tenant may agree to pay 7% on all net sales in excess of $2,000,000. Sales Categories are used to post sales volume figures and calculate percentage rent for sales in specific categories, such as jewelry, hardware, shoes, etc.


Setting up escalation controls for a property

  1	Click the Escalation Controls column on the property Chg Controls tab. The Escalations Setup window opens.

  2	Click the General Controls tabs (General and Calculation Method) to determine how and when to process index escalations. The General tab determines the adjustment frequency and the index type; the Calculation Method tab determines the indices and calculation methods to use.

  3	If this is a base year calculation, click the Base Year tab to enter the applicable base year information. The information on this tab is only available if the Base year calculation box was marked on the General Controls, General tab.

  4	Click the Calculation Components tab to enter the stop and cap amounts and percents.

  5	Click [Close] when done.

Related Topics


Setting up escalation controls for a lease

  1	Click the Escalation Controls column on the lease recurring charges tab. The Escalations Setup window opens.

  2	Click the General Controls tabs (General and Calculation Method) to determine how and when to process index escalations. The General tab determines the adjustment frequency and the index type; the Calculation Method tab determines the indices and calculation methods to use.

  3	If this is a base year calculation, click the Base Year tab to enter the applicable base year information. The information on this tab is only available if the Base year calculation box was marked on the General Controls, General tab.

  4	Click the Calculation Components tab to enter the stop and cap amounts and percents.

  5	Click [Close] when done.

Related Topics


Overview

Indexed escalations compute a percentage increase or decrease in CPI (Consumer Price Index) or Porters' Wage indices and adjust recurring charges appropriately. Porters' Wage (common in New York City) is a specialized index escalation calculation. Escalation controls on the lease recurring charge record dictate how index escalations are calculated. Default controls for escalations can be set up on the property, but are only used to prefill the lease escalation controls.


Setting up recovery controls for a property

  1	Click the Recovery Controls column on the property Chg Controls tab. The Recovery Controls Setup window opens.

  2	Click the Recovery Controls tab to enter how often recoveries should be processed, and to select the budgets to use for calculations. Also, select whether to reconcile charges, escalate recurring charges and charge administration fees. These selections determine if information can be entered on the Reconciliation Controls tab, the Escalation Controls tab, and the Administration Fee tab.

  3	Click the Expense Categories tab to enter relevant information about the expense categories, such as whether they are fixed or variable, and whether or not they are subject to an administration fee.

  4	Click the Reconciliation Controls tab to enter relevant information for reconciliation. Items on this tab are only available if the Reconcile charges box was marked on the Recovery Controls tab.

  5	Click the Escalation Controls tab to enter the relevant information for the escalation process. Items on this tab are only available if the Escalate recurring charges box was marked on the Recovery Controls tab.

  6	Click the Administration Fee tab to enter the relevant information about administration fees. Items on this tab are only available if the Charge administration fee box was marked on the Recovery Controls tab.

  7	Click the Calculation Controls tab to enter the information which determines how recoveries are calculated, such as base year information, and stop and cap amounts. You may need to click the right arrow button to the right of the tabs to make the Calculation Controls tab accessible.

  8	Click the Occupancy Clause tab to enter applicable information about the occupancy clause.

  9	Click [Close] when finished done.

Related Topics


Occupancy clause (concept)
Occupancy clause

An Occupancy Clause allows the owner to collect a greater percent of the recoverable expenses from the tenants, if the property is not fully occupied. For example, if one tenant occupies 50 percent of the property, that tenant would typically pay 50 percent of the recoverable expenses. However, the lease may state that the tenant percent is increased or "grossed up" if the property is less than 90% occupied. Typically, a variable expense, such as janitorial services, is subject to an occupancy clause, while a fixed expense, such as landscaping services negotiated at a set rate, regardless of the number of tenants in the building, is not.

The occupancy calculation is based on the occupancy, which is stated in the lease. The occupancy percent is compared to the actual property occupancy percent, and the expenses are "grossed up" as needed. For example, suppose a recovery has a 95% occupancy clause, but the actual occupancy is 60%. For a tenant who occupies 50% of the property, and the expenses of that property are $10,000, the expenses are "grossed up" as follows: $10,000 x (50% x 95%/60%) = 7,916.67.


Setting up recovery controls for a lease

  1	Click the Recovery Controls column of the lease Recurring Charges tab. The Recovery Controls Setup window opens.

  2	Click the Recovery Controls tab to enter how often recoveries should be processed. Also, select whether to reconcile charges, escalate recurring charges and charge administration fees. These selections determine if information can be entered on the Reconciliation Controls tab, the Escalation Controls tab, and the Administration Fee tab.

  3	Click the Expense Categories tab to enter relevant information about the expense categories.

  4	Click the Reconciliation Controls tab to enter relevant information for reconciliation. Items on this tab are only available if the Reconcile charges box was marked on the Recovery Controls tab.

  5	Click the Escalation Controls tab to enter the relevant information for the escalation process. Items on this tab are only available if the Escalate recurring charges box was marked on the Recovery Controls tab.

  6	Click the Administration Fee tab to enter the relevant information about administration fees. Items on this tab are only available if the Charge administration fee box was marked on the Recovery Controls tab.

  7	Click the Calculation Controls tab to enter the information that determines how recoveries are calculated, such as base year information, and stop and cap amounts. You may need to click the right arrow button to the right of the tabs to make the Calculation Controls tab accessible.

  8	Click the Occupancy Clause tab to enter applicable information about the occupancy clause.

  9	Click the Concession Periods tab to enter the From and To dates, if any, on which the tenant is not required to pay his share of the recoverable expenses.

10	Click [Close] when finished done.

Related Topics


Overview

Recoverable Expenses are used to bill the tenant for expenses incurred for the property. Typical expenses include common area maintenance (CAM), insurance, operating expenses and property taxes. Tenants usually pay an estimated amount during the year and the reconciliation process bills them or credits them for any variance. A tenant's share is commonly computed based on the percent of square feet occupied.

Recovery controls on the lease recurring charge record dictate how recoverable expenses are calculated. Default controls for recoverable expenses are set up on the property and are used to obtain the General Ledger expense accounts to prefill the lease recovery controls.


Overview

Calculation methods provide the "how" of the escalation and recovery calculations. Each calculation method is primarily a series of formulas, or steps, that are evaluated in sequence during the escalation and recoveries processes. Each formula within the calculation method has a corresponding description, which is printed on invoices and on the journals created during the indexed escalation and recoveries processes. A maximum of 30 steps are allowed for each calculation method.


Setting up calculation methods

  1	From the Setup menu, select Calculation Methods.

  2	Click [image] to add a new calculation method.

  3	Enter the Calculation ID and click [Insert]. To select an existing calculation method, use the down arrow to select it from the list.

  4	Select the calculation type for this calculation method.

  5	Select the result type. This selection determines whether the result is an adjustment or a replacement of the existing recurring charge.

  6	Enter the formula "steps" for this calculation method. Up to 30 steps may be entered for each calculation method.

  7	Enter the invoice design to be used for the escalation invoice.

  8	Click [image] to add another calculation method.

  9	Click [Close] when done.


Billing percentage rent

  1	From the Tasks menu, select Retail, then Bill Percentage Rent.

  2	Select whether you want to perform a trial run or actually create entries. Click [OK].

  3	Select the property.

  4	Enter a Next Billing Date if you want to limit the lease selection to only those leases whose next billing date equals that date.

  5	Highlight the leases to process. You can click [Prefill] to select the leases from the previous run.

  6	Enter a Transaction Date, Accounting Date and Charge Date for the entries. You must enter these dates, even for a trial run. You can click [Prefill] to use the dates used in the previous run.

  7	If the Post Entries box is available, indicate whether you want to post your entries now or later. The Post Entries box is not available if you are performing a trial run.

 About Posting

  8	Make any necessary print selections and click [Start] to begin processing.

  9	If you performed a Trial Run, make any necessary corrections and perform a second Trial Run. When the Trial Run is accurate, repeat steps 1-8 above, using the Create Entries option.

10	Review the journal produced from the Create Entries option and file it.

Related Topics


Recalculating percentage rent (scheduled)

  1	From the Tasks menu, select Retail, then Recalculate Percentage Rent (Scheduled).

  2	Select whether you want to perform a trial run or actually create entries. Click [OK].

  3	Select the property.

  4	Enter a Next Billing Date if you want to limit the lease selection to only those leases whose next billing date equals that date.

  5	Highlight the leases to process. You can click [Prefill] to select the leases from the previous run.

  6	Enter a Transaction Date, Accounting Date and Charge Date for the entries. You must enter these dates, even for a trial run. You can click [Prefill] to use the dates used in the previous run.

  7	If the Post Entries box is available, indicate whether you want to post your entries now or later. The Post Entries box is not available if you are performing a trial run.

 About Posting

  8	Make any necessary print selections and click [Start] to begin processing.

  9	If you performed a Trial Run, make any necessary corrections and perform a second Trial Run. When the Trial Run is accurate, repeat steps 1-8 above, using the Create Entries option.

10	Review the journal produced from the Create Entries option and file it.

Related Topics


Recalculating percentage rent (on demand)

  1	From the Tasks menu, select Retail, then Recalculate Percentage Rent (On Demand).

  2	Select whether you want to perform a trial run or actually create entries. Click [OK].

  3	Select the property.

  4	Enter a Next Billing Date if you want to limit the lease selection to only those leases whose next billing date equals that date.

  5	Highlight the lease to process. You can click [Prefill] to select the lease from the previous run.

  6	Enter a Transaction Date, Accounting Date and Charge Date for the entries. You must enter these dates, even for a trial run. You can click [Prefill] to use the dates used in the previous run.

  7	Enter the Recalc From and Recalc To Dates, Sales Type 1 and Sales Type 2 and indicate whether or not a credit entry may be created.

  8	If the Post Entries box is available, indicate whether you want to post your entries now or later. The Post Entries box is not available if you are performing a trial run.

 About Posting

  9	Make any necessary print selections and click [Start] to begin processing.

10	If you performed a Trial Run, make any necessary corrections and perform a second Trial Run. When the Trial Run is accurate, repeat steps 1-9 above, using the Create Entries option.

11	Review the journal produced from the Create Entries option and file it.

Related Topics


Escalating by CPI

  1	From the Tasks menu, select Recoveries and Escalations, then Escalate by CPI.

  2	Select whether you want to perform a trial run or actually create entries. Click [OK].

  3	Enter an Index Date, Transaction Date, Accounting Date and Charge Date for the entries. You must enter these dates, even for a trial run. You can click [Prefill] to use the dates used in the previous run of Escalate by CPI.

  4	If the Post Entries box is available, indicate whether you want to post your entries now or later. The Post Entries box is not available if you are performing a trial run.

 About Posting

  5	If needed, click [Ranges] to limit the properties to be included in the Trial Run or Create Entries session. You can also limit the leases or properties included in processing by entering [Conditions].

  6	Make any necessary print selections and click [Start] to begin processing.

  7	If you performed a Trial Run, make any necessary corrections and perform a second Trial Run. When the Trial Run is accurate, repeat steps 1-7 above, using the Create Entries option.

  8	Review the journal produced from the Create Entries option and file it.

Related Topics


Escalating by porters' wage

  1	From the Tasks menu, select Recoveries and Escalations, then Escalate by Porters' Wage

  2	Select whether you want to perform a trial run or actually create entries. Click [OK].

  3	Enter an Index Date, Transaction Date, Accounting Date and Charge Date for the entries. You must enter these dates, even for a trial run. You can click [Prefill] to use the dates used in the previous run of Escalate by Porters' Wage process.

  4	If the Post Entries box is available, indicate whether you want to post your entries now or later. The Post Entries box is not available if you are performing a trial run.

 About Posting

  5	If needed, click [Ranges] to limit the properties to be included in the Trial Run or Create Entries session. You can also limit the leases or properties included in processing by entering [Conditions].

  6	Make any necessary print selections and click [Start] to begin processing.

  7	If you performed a Trial Run, make any necessary corrections and perform a second Trial Run. When the Trial Run is accurate, repeat steps 1-7 above, using the Create Entries option.

  8	Review the journal produced from the Create Entries option and file it.

Related Topics


Processing recoverable expenses

  1	From the Tasks menu, select Recoveries and Escalations, then Recoverable Expenses. This option is only available if you determined in PM Settings that recoveries are processed in a single step.

 How?

  2	Select whether you want to perform a trial run or actually create entries. Click [OK].

  3	Select the property.

  4	To further limit your selection, you can select a lease, a charge type, or a recovery period end date.

  5	Highlight the leases to process. You can click [Prefill] to select the leases from the previous run.

  6	Enter a Transaction Date, Accounting Date and Charge Date for the entries. You must enter these dates, even for a trial run. Also, enter the Projected Occupancy percent, if applicable. Projected Occupancy percent is available if the Property Recovery Controls has at least one available budget type marked. You can click [Prefill] to use the information from the previous run.

  7	If the Post Entries box is available, indicate whether you want to post your entries now or later. The Post Entries box is not available if you are performing a trial run.

 About Posting

  8	Make any necessary print selections and click [Start] to begin processing.

  9	If you performed a Trial Run, make any necessary corrections and perform a second Trial Run. When the Trial Run is accurate, repeat steps 1-8 above, using the Create Entries option.

10	Review the journal produced from the Create Entries option and file it.

Tip

•	Only recoveries that have a Recovery End Date greater than the General Ledger Current Period End Date are available for selection. This assures that the information in General Ledger is complete prior to processing.

Related Topics


Determining how recoveries are processed

  1	From the File menu, select Data Folder Settings, then PM Settings.

  2	Click on the Task Options tab.

  3	To process recoveries in a single step, unmark the "Review and adjust expenses before reconciliation and escalation" box. You then use the Recoverable Expenses command on the Tasks, Recoveries and Escalations menu to process the recoveries.

  4	To process recoveries in two steps, mark the "Review and adjust expenses before reconciliation and escalation" box. You then use the Pull Expenses from GL command, followed by the Reconcile and Escalate command, on the Tasks, Recoveries and Escalations menu.

  5	Click [OK] when done.

Related Topics


Pulling expenses from General Ledger

  1	From the Tasks menu, select Recoveries and Escalations, then Pull Expenses from GL. This is the first of two steps used to process recoveries, and is only available if you determined in PM Settings that recoveries are processed in two steps.

 How?

  2	Select whether you want to perform a trial run or actually create entries. Click [OK].

  3	Select the property.

  4	To further limit your selection, you can select a lease, a charge type, or a recovery period end date.

  5	Highlight the leases to process. You can click [Prefill] to select the leases from the previous run.

  6	Make any necessary print selections and click [Start] to begin processing.

  7	If you performed a Trial Run, make any necessary corrections and perform a second Trial Run. When the Trial Run is accurate, repeat steps 1-8 above, using the Create Entries option.

  8	Review the journal produced from the Create Entries option and file it.

  9	Prior to reconciling and escalating the recoverable expenses, make any desired modifications to the expense amounts that were pulled from General Ledger.

 How

10	After you have finished step 9, you are ready to begin reconciling and escalating recoveries.

Related Topics


Reviewing and adjusting General Ledger expenses

  1	After completing the Pull Expenses from General Ledger command, click the Recovery Controls column on the recurring charges tab of the lease. The Recovery Controls Setup window opens.

  2	Click the Expense Categories tab and locate the expense category you want to review or adjust. You may only review or adjust the amounts pulled from General Ledger if you marked the "Review and adjust expenses before reconciliation and escalation" box in PM Settings (Task Options tab).

  3	To review or adjust expense amounts, click the Actual Expense column to open the Recovery Expense Amounts window. Make any desired changes and click [Close] to return to the Expense Categories tab.

  4	If you are escalating recoveries based on next year's budgeted expenses, to review or adjust those expenses, click the Escalation Budget column to open the Escalation Budget Amounts window. Make any desired changes and click [Close] to return to the Expense Categories tab.

  5	If you are charging administration fees based on next year's budgeted expenses, to review or adjust those expenses, click the Admin Budget column to open the Admin Budget Amounts window. Make any desired changes and click [Close] to return to the Expense Categories tab.

  6	Click [Close] to exit.

Related Topics


Reconciling and escalating recoveries

  1	After you completed the Pull Amounts from GL process, and made any necessary adjustments select Recoveries and Escalations, then Reconcile and Escalate. Reconcile and Escalate is the second step used to process recoveries, and is only available if you determined in PM Settings that recoveries are processed in two steps.

 How?

  2	Select whether you want to perform a trial run or actually create entries. Click [OK].

  3	Select the property.

  4	To further limit your selection, you can select a lease, a charge type, or a recovery period end date.

  5	Highlight the leases to process. You can click [Prefill] to select the leases from the previous run, or [Prefill from GL] to select the leases used in the Pull Expenses from GL process.

  6	Enter a Transaction Date, Accounting Date and Charge Date for the entries. You must enter these dates, even for a trial run. Also, enter the Projected Occupancy percent, if applicable. Projected Occupancy percent is available if the Property Recovery Controls has at least one available budget type marked. You can click [Prefill] to use the information from the previous run.

  7	If the Post Entries box is available, indicate whether you want to post your entries now or later. The Post Entries box is not available if you are performing a trial run.

 About Posting

  8	Make any necessary print selections and click [Start] to begin processing.

  9	If you performed a Trial Run, make any necessary corrections and perform a second Trial Run. When the Trial Run is accurate, repeat steps 1-8 above, using the Create Entries option.

10	Review the journal produced from the Create Entries option and file it.

Related Topics


Calculating the retroactive amount for escalations

The retroactive amount can be calculated when the escalated amount should have taken effect earlier. For example, if you are escalating as of June, but charges have already been created through August, you may want to charge the tenant for the increase that should have happened back in June. To illustrate, if you are escalating a monthly charge on August 15, and you have determined that the Net Adjustment is $106.52 per month, the retroactive amount is 3 X 106.52 (for June, July and August), or a total of $319.56.

The retroactive amount can be distributed to the tenant in a number of different ways, depending on the method selected. The table below uses the above example to outline the corresponding charge(s) that will be created for each of the methods:

Retroactive Method	Calculation used	Charge created
No Retroactive Escalation	none	none
Create a charge	Single charge created	$319.56 one-time charge
Distribute through calendar year end	($319.56 / 4) *for the four months left in the year	$79.89 distributed monthly
Distribute through next adjustment period (assuming an annual adjustment)	($319.56 / 9) *for the nine months until the next adjustment period	$35.51 distributed monthly
Distribute through fiscal year (assuming a fiscal year end date of September 30)	($319.56 / 1) *for the one month left in the fiscal year	$319.56 distributed monthly


Calculating the retroactive amount for recoveries

The retroactive amount can be calculated if the escalated amount should have taken effect earlier. For example, if you are processing January through December expenses, and escalating for the next year, but it is already Mid-March, you may want to charge the tenant for the increase that should have taken place back in January. To illustrate, if you are escalating a monthly charge on March 15, with the new recovery period starting January 1, and you have determined that the escalation adjustment is $106.52 per month, the retroactive amount is 3 X 106.52 (for January, February and March), or a total of $319.56.

The retroactive amount can be distributed to the tenant in a number of different ways, depending on the option selected. The table below uses the above example to outline the corresponding charge(s) that will be created for each of the options:

Retroactive Option	Calculation used	Charge created
No Retroactive Escalation	none	none
Create a charge	Single charge created	$319.56 one-time charge
Distribute through calendar year end	($319.56 / 9) *for the nine months left in the year	$35.51 distributed monthly
Distribute through recovery period (assuming an annual adjustment)	($319.56 / 9) *for the nine months until the next adjustment period	$35.51 distributed monthly
Distribute through fiscal year (assuming a fiscal year end date of June 30)	($319.56 / 3) *for the three months left in the fiscal year	$106.52 distributed monthly


Comparing sales to breakpoints

A typical retail lease has the tenant paying a base rent plus a percentage when the sales volume is in excess of a certain figure, or "breakpoint." Sales are compared to the breakpoint using one of three preset breakpoint calculations -- cumulative, noncumulative, prorated -- or by using formulas to calculate overage based on tenant sales reports or estimated figures. An example of each of the three preset breakpoint calculations is shown below. In the example, the annual breakpoint equals $360,000, the overage percent is 10 percent, and the monthly breakpoint (calculated) equals $30,000.

Month	Monthly Sales	YTD Sales	YTD Breakpoint	Cumulative	Non Cumulative	Prorated
Jan	30,000	30,000	30,000	0	0	0
Feb	25,000	55,000	60,000	0	0	0
Mar	35,000	90,000	90,000	0	500	0
Apr	20,000	110,000	120,000	0	0	0
May	28,000	138,000	150,000	0	0	0
Jun	30,000	168,000	180,000	0	0	0
Jul	32,000	200,000	210,000	0	200	0
Aug	35,000	235,000	240,000	0	500	0
Sep	43,000	278,000	270,000	0	1300	800
Oct	40,000	318,000	300,000	0	1000	1000
Nov	46,000	364,000	330,000	400	1600	1600
Dec	54,000	418,000	360,000	5400	2400	2400
Totals:				5800	7500	5800
Note

•	Notice that the Prorated and Cumulative methods result in the same overage, with the difference being a matter of timing: Prorated spreads the overage across the year; Cumulative has all of the overage towards the end of the year, once the annual breakpoint is met.

Related Topics


Overview

When setting up a lease, you can expedite the process by copying information from an existing lease into the new lease. Information such as Custom Fields, Charge Controls, Deposits and Checklists can be copied.


Copying lease information

  1	From the Tasks menu, select Manage Leases, then Start Lease.

  2	If entering a new lease click [New Lease] and enter the Lease ID. Click [Edit Lease] to copy information into an existing lease.

  3	Click [Copy Lease].

  4	Mark the applicable Information to copy check boxes.

  5	Mark the Confirm Overwrite box to be warned if existing information is about to be copied into the lease. If you do not mark this box, existing information is automatically overwritten.

  6	After copying the information, verify that it is correct for the new lease.

  7	Make any modifications as necessary.

  8	Click [Close] when finished.


Privileged items in Property Management

The Audit setup activity box in Tools, Options, is used to print reports of changes, additions, and deletions made when using certain commands. When this box is marked, you may also access certain items that are otherwise displayed, but not available.

Click below to view the items that can be accessed in each of the following areas:

 Leases

 Properties

 Tenants

 Units


Tenants

The following items can be accessed on the Tenant record only when the Audit setup activity box is marked:

•	Last amount

•	Last date

•	Last check

•	Last paid lease

•	Rent paid through


Leases

The following items can be accessed on the Lease record only when the Audit setup activity box is marked:

•	Actual lease end date

•	Actual lease start date

•	Actual move-in date

•	Actual move-out date

•	Charges next period

•	Charges this period

•	Intended lease end date

•	Intended lease start date

•	Intended move-in date

•	Intended move-out date

•	Last amount

•	Last charged

•	Last check

•	Last date

•	Last paying tenant

•	Last processed

•	Next adjustment date

•	Next fee date

•	Previous index date

•	Recovery from

•	Recovery to

•	Rent paid through


Properties

The following items can be accessed on the Property record only when the Audit setup activity box is marked:

•	Calendar Year Occupancy

•	Current Occupancy

•	Fiscal Year End Date

•	Fiscal Year Occupancy

•	Income Last Year

•	Income Next Year

•	Income YTD

•	Number of Units

•	Occupancy

•	Period End Date

•	Square Footage

•	Units Leases

•	Units Occupied


Units

The following items can be accessed on the Unit record only when the Audit setup activity box is marked:

•	Actual Move-In Date

•	Actual Move-Out date

•	Current rent

•	Current tenant

•	Date Available

•	Intended Move-In Date

•	Intended Move-Out Date

•	Square Footage


Printing invoices

  1	From the Reports, Forms menu, select Invoice.

  2	Enter the beginning invoice number for the invoices you are printing or accept the prefilled number.

  3	Click [OK] to continue.

  4	Enter the Invoice Date. If needed, click [Ranges] to limit the Bill to tenants to be included. You can also limit the items included in processing by using [Conditions].

  5	Click [Start] to begin printing invoices.

Related Topics


Overview

The Invoices command is used to print tenant invoices for miscellaneous charges, as well as those charges generated using Generate Rent Roll and Late Charges.

To invoice tenants for miscellaneous charges, the charges must first be entered using Miscellaneous Entries (Tasks, Create Charges menu). For example, if you salted the parking lot on an icy day, and you want to bill tenants for the service, you would use Miscellaneous Entries to create the one-time tenant charges, and then use the Invoices command to print the tenant invoices. In order for a miscellaneous charge to print on an invoice, the Print Invoice box in the Miscellaneous Entries grid must be marked for the charge.

Charges created during Generate Rent Roll and Late Charges are included on tenant invoices if the Print on Invoice box for the charge type is marked on the lease. For example, to invoice a tenant's monthly rent charge, the Print on Invoice box must be marked for the RENT charge type on the Lease Chg Controls tab. To invoice tenants for charges generated during Late Charges, the Print on Invoice box must be marked on the LC charge type.


Reprinting invoices

  1	From the Reports, Forms menu, select Reprint Invoice.

  2	Enter the beginning invoice number for the invoices you are printing or accept the prefilled number.

  3	Enter the first invoice number in the range of invoices you want to reprint.

  4	Enter the last invoice number in the range of invoices you want to reprint.

  5	Click [OK] to continue.

  6	If needed, click [Ranges] to limit the Bill to tenants to be included. You can also limit the items included in processing by using [Conditions].

  7	Click [Start] to begin reprinting invoices.

Related Topics


Overview

You can reprint invoices that were originally printed using the Invoices command by running Reprint Invoices. This can be useful, for example, if the paper jammed when you were printing the original invoices and you need to print them again.


Overview

Sorting checks in the Returned Checks grid enables you to control how information in the grid is displayed. For example, if you are looking for a particular check number, you could sort the checks by Check Number in ascending order so that the check numbers are in order from lowest to highest.

Columns in the Returned Checks grid can be sorted in either ascending order (lowest to highest or A to Z) or descending order (highest to lowest or Z to A). To sort the columns, follow the steps outlined below.


Sorting columns in Returned Checks

  1	From the Tasks menu, select Returned Checks. (The title of this command may be different if you changed the description of CM Check in Custom Descriptions.)

  2	Right-click on the column you wish to sort.

  3	Select Sort from the right-click menu.

  4	Select Ascending to sort the column from lowest to highest, or A to Z.

  5	Select Descending to sort the column from highest to lowest, or Z to A.


Setting up managers/brokers

  1	From the Setup menu, select Managers/Brokers.

  2	If no managers/brokers exist, click the Manager/broker column in the first row, and enter a manager/broker ID. Press [Tab] or [Enter]. If manager/brokers exist, the asterisk in the left most column indicates where you can add a new manager or broker.

  3	Enter the information that you want to store. The information you enter in the property accounts, the management company accounts, and the Accounts Payable items prefill the Management Fee controls on the property (Mgmt Fee tab).

  4	Press [Tab] or [Enter] at the end of a row. The cursor moves to a new row, ready for you to enter another manager/broker.

  5	Click [Close] when done entering manager/brokers.

Tips

•	To associate a manager/broker with a property, enter the manager/broker ID on the General, Misc tab in Property setup.

•	If you calculate Management Fees (Tasks, Management Fees menu), the managers and/or management companies you use must be set up prior to setting up the management fee controls on the properties (Setup, Properties, Mgmt Fee tab).

Related Topics


Calculating scheduled management fees

  1	From the Tasks menu, select Management Fees, then select Calc Management Fees (Scheduled).

  2	Select whether you want to perform a trial run or actually create entries. Click [OK].

  3	Highlight the properties to process. You can click [Prefill] to select the properties from the previous run. This is useful if you previously performed a Trial run and are now ready to create the entries.

  4	To further limit the items available for selections, select a Property, Manager and/or enter a Next date.

  5	Enter a Transaction date and Accounting date for the entries. You must enter these dates, even for a trial run.

  6	If the Post Entries box is available, indicate whether you want to post your entries now or later. The Post Entries box is not available if you are performing a trial run.

 About Posting

  7	Make any necessary print selections and click [Start] to begin processing.

  8	If you performed a Trial Run, make any necessary corrections and perform a second Trial Run. When the Trial Run is accurate, repeat steps 1 through 7 above, using the Create Entries option.

  9	Review the journal produced from the Create Entries option and file it.

Related Topics


Calculating management fees on demand

  1	From the Tasks menu, select Management Fees, then select Calc Management Fees (On Demand).

  2	Select whether you want to perform a trial run or actually create entries. Click [OK].

  3	Highlight the properties to process. You can click [Prefill] to select the properties from the previous run. This is useful if you previously performed a Trial run and are now ready to create the entries.

  4	To further limit the items available for selections, select a Property, Manager and/or enter a Next date.

  5	Enter a Transaction date and Accounting date for the entries. You must enter these dates, even for a trial run.

  6	If the Post Entries box is available, indicate whether you want to post your entries now or later. The Post Entries box is not available if you are performing a trial run.

 About Posting

  7	Make any necessary print selections and click [Start] to begin processing.

  8	If you performed a Trial Run, make any necessary corrections and perform a second Trial Run. When the Trial Run is accurate, repeat steps 1 through 7 above, using the Create Entries option.

  9	Review the journal produced from the Create Entries option and file it.

Related Topics


Overview

Management Fees can be calculated in Property Management using a scheduled frequency (such as monthly or quarterly) or on demand.

You can use one or both of these tasks to process your management fees. For example, if you want to calculate fees on the 10th , the 15th and at the end of the month, you could run Calc Management Fees (On Demand) on the 10th and 15th, then finish the month by running Calc Management Fees (Scheduled).


Changing bank deposit

Make sure you know the Transaction Date and the Amount of Deposit before you proceed with this process.

  1	In Cash Management (CM), from the Inquiry menu, select Bank Register.

  2	Highlight the bank and click [Transactions] or click [Enter].

  3	View the Rec (Reconciliation) column to determine the bank deposit status.

If the deposit status is C for Cleared, change the status to O for Open:

•	From the Tasks menu, select Edit register.

•	Find the appropriate Bank and click [OK].

•	Find the deposit and click the button for further information ( [image]).

•	Change the Status of the deposit from C [Cleared] to O [Open].

•	Click [OK] and click [Finish]. You do not need to post entries.

•	Return the check in Property Management.

If the deposit status is R for Reconciled, change the status to O for Open.

•	From the File menu, select Data Folder Settings, CM Settings.

•	Check the box for "Allow Reconciliation to be out of proof in register" if it is not already checked.

•	Click [OK].

•	From the Tasks menu, select Edit Register.

•	Find the deposit and click the button for further information [ [image]].

•	Change the Status of the deposit from R [Reconciled.] to O [Open].

•	Click [OK] and click [Finish]. You do not need to post entries.

•	Return the check in Property Management.

•	Repeat this procedure to change the deposit status back to Reconciled.

•	From the File menu, select Data Folder Settings, CM Settings.

•	Remove the checkmark in "Allow reconciliation to be out of proof in register" if desired.

Note

•	To print this Help topic, right click anywhere in the Help window and select Print Topic.


Possible consequences

If you activate a new lease before terminating an old lease, there may be a negative impact in certain areas of Property Management. The following are examples of consequences that may arise if you activating a new one before terminating the old lease:

•	Occupancy History -- When you activate a lease with a unit that already has a current lease, the occupancy history records may not be created correctly. The entry of the Move In date during activation of the new lease does not create a new occupancy history record because the original lease already occupies the unit. The entry of the Move Out date during termination of the original lease does not create a new occupancy history record because the unit remains occupied by the newly activated lease.

•	Vacancy report -- Activating a new lease for a unit before the old lease is terminated could impact the Vacancy report.

•	Rent Roll report -- During the period of time that the original and new leases occupy the unit, the Rent Roll reports will show information for both leases. This may cause the different rent amounts to be overstated. Once the original lease is terminated, the Rent Roll reports will reflect the correct information.


Blank Last Rent Roll Date

The Last Rent Roll Date on the property determines whether or not charges will be prorated for the lease that is being activated. The Last Rent Roll Date on the property for the lease being activated is blank, so it cannot be determined whether or not charges need to be created. The date field cannot be accessed during setup. You need to choose one of two ways to populate the field with a date:

•	Tasks/Create Charges/Generate Rent Roll

  1	From the Tasks menu, select Create Charges, then select Generate Rent Roll.

  2	Click [Ranges], select the property, and click [OK].

  3	Enter a Cutoff Date, making sure you enter a date that is one day less than the date you actually want to go live with the property. (For example, if you plan to go live on June 1, enter the Cutoff date of May 31.)

  4	Click [Start] to run the Generate Rent Roll process.

There are no active leases for this property, so no charges will be created.

•	Tasks/Close Current Period (This process rolls your property calendar into the next period as well as populating the Last Rent Roll Date field.)

  1	From the Tasks menu, select Close Current Period.

  2	Click [Ranges], select the property, and click [OK].

  3	Click [Start] to close the current period and roll your property into the next period.

Note

•	You may need to select Audit setup activity (from the Tools/Options menu) to access the property's current period end date and roll it back one month. This is not necessary if you set your period end date to two months prior to the month in which you want to go live with the property.

To print this Help topic, right click anywhere in the Help window and select Print Topic.


About percentage rent

Percentage rent, also known as overage rent, is a charge based on a percent of the sales volume reported by a tenant. For example, in addition to the minimum annual rent, the tenant may agree to pay 7% on all net sales in excess of $2,000,000. Percentage rent may be calculated on total store sales or on sales by specific sales categories.

Percentage rent controls dictate how often percentage rent is calculated. Percentage rent controls are entered in the lease percentage rent controls record after you have set up the recurring charges for a lease. To access the lease percentage rent controls, use the [Percentage Rent] button off of the Recurring Charges tab.

The actual calculation of the overage charge (or credit) is done using the Bill Percentage Rent command (Tasks, Retail, Bill Percentage Rent). You also have the option to recalculate a scheduled overage charge, which is often done at the tenant's fiscal year end, or to recalculate on demand, which is done when the tenant provides delinquent sales figures. You can preview the entries prior to creating them by performing a trial run.

Related Topics


About sales categories

Sales categories are used when you are tracking different types of sales for a retail tenant. For example, you may want to track different departments within a store, such as hardware or shoes, or you may want to track different types of goods, such as alcohol and tobacco vs. general merchandise. Percentage rent may be calculated on each sales category, each with its own breakpoint. The sales category information can also be used for reporting purposes.

Each lease has at least one sales category called Total. To add additional sales categories to a lease, the sales categories must first be set up using the Custom Descriptions command (File, Data Folder Settings, Custom Descriptions), and then added to the lease on the General tab of the lease percentage rent controls record. To access the percentage rent controls, use the [Percentage Rent] button off of the Recurring Charges tab.

Related Topics


About sales volume

Sales volume figures are used as the basis for charging percentage rent to a retail tenant. Those figures are also used for reporting. For example, using sales volume figures, you could compare year-to-year activity for a property to determine upward or downward trends; or, you could compare the sales volume for tenants of similar types.

You enter sales volume using the Enter Sales Volume command (Tasks, Retail, Enter Sales Volume).

Related Topics


About CPI escalations

CPI escalations use CPI (Consumer Price Index) values to compute a percentage increase or decrease in the index and to adjust recurring charges appropriately. Although CPI is the most common index used, any other index can be used to escalate charges. CPI values are set up using the Enter CPI Values command from the Tasks, Recoveries and Escalations menu.

Escalation controls set up on the lease dictate how CPI escalations are calculated. Default controls for escalations can be set up on the property, but are only used to prefill the lease escalation controls. To access the lease escalation controls, click the Escalation Controls column on the lease Recurring Charges tab.

The algorithm for CPI calculations is defined in a calculation method which is linked to the lease escalation controls. You may create a new calculation method, or adjust the formulas in the existing calculation method, if necessary.

You process CPI Escalations using the Escalate by CPI command from the Tasks, Recoveries and Escalations menu. This process adjusts the affected recurring charges, and may also create a retroactive amount if the adjustment was supposed to take effect in a prior period.

You can preview the entries prior to creating them by performing a trial run.

Related Topics


About porters' wage escalations

Porters' Wage escalations use Porters' Wage values to compute a percentage increase or decrease in the index and to adjust recurring charges appropriately. Porters' Wage (common in New York City) is a specialized index escalation calculation. Porters' Wage values are set up using the Enter Porters' Wage Values command from the Tasks, Recoveries and Escalations menu.

Escalation controls set up on the lease dictate how Porters' Wage escalations are calculated. Default controls for escalations can be set up on the property, but are only used to prefill the lease escalation controls. To access the lease escalation controls, click the Escalation Controls column on the lease Recurring Charges tab.

The algorithm for Porters' Wage calculations is defined in a calculation method, which is linked to the lease escalation controls.

You process Porters' Wage Escalations using the Escalate by Porters' Wage command from the Tasks, Recoveries and Escalations menu. This process adjusts the affected recurring charges, and may also create a retroactive amount if the adjustment was supposed to take effect in a prior period.

You can preview the entries prior to creating them by performing a trial run.

Related Topics


About breakpoint tables

A typical retail lease has the tenant paying a base rent plus a percentage when the sales volume is in excess of a certain figure, or "breakpoint." A breakpoint can be stated as an artificial breakpoint, which is a fixed number such as 2% of all sales over $1,000,000; or, it can be stated as a natural breakpoint, which is determined by the base rent (sales base). In this instance, the breakpoint is calculated by dividing the annual base rent by the percentage they intend to charge (i.e., breakpoint = rent / percent).

Breakpoints are tracked in breakpoint tables, which are set up in the lease percentage rent controls record. To access the percentage rent controls on the lease, use the [Percentage Rent] button off of the Recurring Charges tab.

If you are tracking sales by sales category for the lease, you can have a separate breakpoint table tied to each sales category. In addition, each breakpoint table can have several breakpoint steps. For example, the tenant may pay an increasingly higher percentage as sales increase. Breakpoint tables can also change over time. For example, the lease may specify that the tenant pays 2% of all sales over $1,000,000 in 1999 and 2.5% of all sales over $1,000,000 in 2000.

Note

•	You can use one percentage rate to calculate the natural breakpoint and different percentage rate to calculate the overage.

Related Topics


About recoverable expenses

Recoverable expenses are used to bill the tenant for expenses incurred for the property. Tenants usually pay an estimated amount during the year and the recovery process bills or credits them for any variance. Typical expenses include common area maintenance (CAM), insurance, operating expenses and property taxes. A tenant's share is commonly computed based on the percent of square feet occupied.

During the recovery process, expense amounts are pulled from General Ledger and charges are reconciled and escalated as applicable. Recovery controls set up on the lease dictate how recoverable expenses are calculated. Recovery controls are also set up on the property, but most of the information is only used to prefill the lease recovery controls. To access the lease recovery controls, click the Recovery Controls column on the lease Recurring Charges tab.

The algorithms for recoverable expense calculations are defined in calculation methods, which are linked to the lease recovery controls. You may create new calculation methods, or adjust the formulas in the existing calculation methods, if necessary.

The actual calculation of the recoverable expense charge (or credit) is accomplished in either one step or two, using the Tasks, Recoveries and Escalations menu. The commands available (either Recoverable Expenses, or Pull Expenses from GL and Reconcile and Escalate) depend on the selection you make in PM Settings. The method of processing is controlled by the "Review and adjust expenses before reconciliation and escalation" box.

You can preview the entries prior to creating them by performing a trial run.

Related Topics


Reconcile and escalate

Reconciliation determines the tenant's share of the actual expenses during the recovery period, compares it to what has already been charged, and either charges or credits the tenant accordingly. Escalation results in an adjustment of the recurring charge amount.

Reconciliation and/or escalation occurs if the appropriate boxes are marked on the lease Recovery Controls tab. Reconciliation takes place if the Reconcile charges box is marked; Escalation takes place if the Escalate recurring charges box is marked.


About calculation methods

Calculation methods provide the "how" of the indexed escalation and recovery calculations. Each calculation method is primarily a series of formulas, or steps, that are evaluated in sequence during the escalation and recoveries processes. Each formula within the calculation method has a corresponding description, which is printed on invoices and on the journals created during the escalation and recovery processes. A set of default calculation methods is provided with the application. Those methods may be modified or deleted, and new methods may be set up, using the Calculation Methods command (Setup, Calculation Methods).

 Default calculation methods

Related Topics


About pulling expenses from General Ledger

Recoverable expenses are used to bill the tenant for expenses incurred for the property. Tenants usually pay an estimated amount during the year and the recovery process bills or credits them for any variance. During the recovery process, expense amounts are pulled from General Ledger and charges are reconciled and escalated as applicable. The expense amounts used to process recoverable expenses are retrieved from the General Ledger Account and Budget records for the property selected for processing. If you chose to review and adjust the amounts prior to reconciling and escalating the recoveries, you may review and adjust the amounts on the Expense Categories tab in the lease recovery controls. To access the lease recovery controls, click the Recovery Controls column on the lease Recurring Charges tab.

The actual calculation of the recoverable expense charge (or credit) is accomplished in either one step or two, using the Tasks, Recoveries and Escalations menu. The commands available (either Recoverable Expenses, or Pull Expenses from GL and Reconcile and Escalate) depend on the selection you make in PM Settings. The method of processing is controlled by the "Review and adjust expenses before reconciliation and escalation" box.

You can preview the entries prior to creating them by performing a trial run.

Related Topics


About reconciling and escalating recoveries

Recoverable expenses are used to bill the tenant for expenses incurred for the property. Tenants usually pay an estimated amount during the year and the recovery process bills or credits them for any variance. During the recovery process, expense amounts are pulled from General Ledger and charges are reconciled and escalated as applicable. Reconciliation determines the tenant's share of the actual expenses during the recovery period, compares it to what has already been charged, and either charges or credits the tenant accordingly. Escalation results in an adjustment of the recurring charge amount, and may also result in a retroactive amount if the adjustment was supposed to take effect in a prior period.

Recovery controls set up on the lease dictate whether or not reconciliation and/or escalation will take place. To access the lease recovery controls, click the Recovery Controls column on the lease Recurring Charges tab. Reconciliation takes place if the Reconcile charges box is marked on the Recovery Controls tab; Escalation takes place if the Escalate recurring charges box is marked on the Recovery Controls tab.

The actual calculation of the recoverable expense charge (or credit) is accomplished in either one step or two, using the Tasks, Recoveries and Escalations menu. The commands available (either Recoverable Expenses, or Pull Expenses from GL and Reconcile and Escalate) depend on the selection you make in PM Settings. The method of processing is controlled by the "Review and adjust expenses before reconciliation and escalation" box.

You can preview the entries prior to creating them by performing a trial run.

Related Topics


Retroactive amounts for escalations

A retroactive amount can be calculated when the escalated amount should have taken effect earlier. For instance, if you are escalating as of June, but charges have already been created through August, you then need to charge the tenant for the increase that should have happened back in June.

Retroactive amounts are distributed differently, depending on the method used. For more information about each method, refer to calculating retroactive amounts in the index.


Retroactive amounts for recoveries

A retroactive amount can be calculated when the escalated amount should have taken effect earlier. For instance, if you are processing January through December expenses and escalating for the next year, but it is already mid-March, you then need to charge the tenant for the increase that should have taken place back in January.

Retroactive amounts are distributed differently, depending on the method used. For more information about each method, refer to calculating retroactive amounts in the index.


Billing vs. recalculation

Billing percentage rent generally happens periodically, e.g., every month or every quarter. Prior to billing percentage rent, sales volume figures provided by the tenant are entered. However, tenants may be delinquent in providing the sales figures, so it is often necessary to rely on estimated figures to complete percentage rent billing. The actual percentage rent calculation is done using the Bill Percentage Rent command (Tasks, Retail, Bill Percentage Rent).

Recalculation generally happens yearly, at the tenant's fiscal year end. The recalculation is often calculated using audited figures, while periodic billing is normally calculated on reported or estimated sales. When the audited figures are received, the percentage rent calculation for the entire year is reprocessed and the periodic billing charges are compared to the amount that should have been charged. This recalculation is accomplished using the Recalculate Percentage Rent (Scheduled) command (Tasks, Retail, Recalculate Percentage Rent (Scheduled)).

Recalculation may also occur on demand using the Recalculate Percentage Rent (On Demand) command (Tasks, Retail, Recalculate Percentage Rent (On Demand)).

Related Topics


About offsets and recaptures

An offset or recapture is an amount that is deducted from the percentage rent calculation. An offset is usually a way for a tenant to recover some expenses incurred, such as build-out or CAM (Common Area Maintenance) expenses paid during the year. An offset cannot exceed the total calculated percentage rent for a billing period.

One common type of offset is a "declining balance" offset, which sets a maximum amount to be recaptured by the tenant. Each time a portion of the maximum amount is deducted from the percentage rent calculation, the maximum amount is reduced by that portion. The declining balance is the remaining amount that can be recaptured.

There is typically a limit placed on the amount that may be deducted for offsets at any one time. For example, the lease may state that a maximum of $500 in offsets may be deducted.


About using summary vendors for Property Management

Property Management can create Accounts Payable invoices when a credit or deposit is refunded, when interest is paid to a tenant, or when Management Fees are processed.

Summary vendors, which are set up in Accounts Payable, can be used for the invoices created in the above processes. A summary vendor is a pre-defined vendor type used by Accounts Payable to accommodate vendors that you pay only once or infrequently. If you use summary vendors, you do not need to set up separate vendors in Accounts Payable for every Property Management tenant. Instead, you can set up one summary vendor to be used for every tenant, or one summary vendor per property, to be used for every tenant leasing space in that property.

When you print checks in Accounts Payable for the summary vendor, one check is produced for each invoice, and the tenant's name and address prints on the check.

For information on how to set up Accounts Payable summary vendors, see summary vendors in the Accounts Payable Help index.


About management fees

Management fees are ongoing fees paid to property managers and/or management companies as compensation for services. Often the fees are based on a percentage of moneys collected, creating an incentive to achieve minimum delinquencies. Each property can have multiple management fee records, which enable the property to:

•	Pay multiple entities. For example, a property may need to pay one fee to the property manager and another fee to the management company.

•	Pay multiple fees to a single entity. For example, a property may need to pay the management company or property manager one fee based on rent collected and another fee based on late charges collected.

Managers and management companies are set up using the Manager/Broker command from the Setup menu. You must set up this information prior to setting up management fee controls on the properties (Setup, Properties, Mgmt Fee tab).

Management fees are calculated on a periodic basis using the Calc Management Fees (Scheduled) task. If needed, you can also use the Calc Management Fees (On Demand) task to calculate the fees mid-schedule. With both options, you can perform a trial run to preview the entries prior to creating them.

If you are on accrual accounting basis, General Ledger entries for management fees are created when the management fee entries are posted in Property Management. If you are on cash accounting basis, the General Ledger entries are created when the resulting Accounts Payable invoice is paid in Accounts Payable.

Tip

•	Accumulators and formulas needed for the management fees must also be set up prior to setting up the management fee controls on the property. Because accumulators are based on formulas, you must have the formulas set up prior to setting up the accumulator. Formulas are set up using Tools, Formulas. Accumulators are set up using the Setup, Accumulators command.

Related Topics


How scheduled management fees are calculated

The scheduled management fee process must be run for all properties that pay management fees. When scheduled management fees are processed, the accumulated total for the period or periods selected is used to calculate the fee. For example, if you are paying management fees for the month of January, the accumulated total for January is used to calculate the fee. This means you should post all entries and close the period(s) before using the Calc Management Fees (Scheduled) task.

Accumulators used for the scheduled management fees process should be based on Period Updated rather than Accounting or Transaction date. This ensures that current-period entries, posted in the next period, are included in the next period's management fee calculation.

Scheduled management fees are calculated using the Calc Management Fees (Scheduled) command from the Tasks, Management Fees menu.

Tip

•	If for some reason you need to exclude a certain lease from the scheduled management fees process, you can set up a formula that excludes payments from that lease, set up an accumulator control that uses that formula, then use that accumulator for the scheduled management fees.

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How on demand management fees are calculated

Management fees are typically calculated on a periodic basis, such as monthly or quarterly. However, if you want to pay the manager or management company again mid-period, for example on the 10th and 15th of the month, you can use the Calc Management Fees (On Demand) task to do so.

When management fees are processed on demand, only the entries that occur between one management fee calculation and the next are included. For example, if you calculated scheduled management fees on the last day of each month, the fees calculated on demand on the 10th will include only those entries posted between the 1st and the 10th; the fees calculated on demand on the 15th will include only those entries posted between the 10th and 15th.

This means you do not need to close a period before calculating management fees on demand. Any entry posted after payment is made is simply accumulated for the next management fee process.

On Demand management fees are calculated using the Calc Management Fees (On Demand) command from the Tasks, Management Fees menu.

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Entry grids

Entry grids are spreadsheet-type windows that simplify the entry and editing of data. These entry grids are divided into columns and rows. Each column contains fields, or cells, in which data is entered or displayed. Each row is a record. The icons displayed in the first column of an entry grid indicate the status of the individual lines (rows) in that grid.

This icon	Indicates

The current, or active, line.

Where a new line can be added. This icon displays in the last line of the grid.

That information on this line has been changed, but not yet saved. Move to another line to save the changes, or press [Esc] to cancel them.

To use right-click to view What's This? Help for a field in an entry grid, click your left mouse button on the field so that the focus moves to that field. Then, when you click your right mouse button, Help displays for that field.

For more information, see Entry grids in the Help index.


About Taxes

In Property Management, tax charges are automatically generated from Charge Types that have a tax group entered on the Lease Charge Controls. Tax options are set up in the Tax option field in PM Settings. When the Use Tax feature is selected, the Summarize tax by options become available:

 Associated Charge Type

 Tax Group

 Tax Rate ID


Associated Charge Type

When taxable charges are created (during Misc Entries or GRR for example) additional tax charges are generated from the original charge.

This is an example of what happens when you select the Associated Charge Type option:

Charge Type	Summ Chrg Type	Tax Group	Tax ID	Charge Amount
RENT	RENT	Tax		670.00
TAX	RENT		State Tax	67.00
TAX	RENT		City Tax	33.50
Notes

•	A charge type of RENT is assigned the Tax Group of Tax.

•	There are two tax rates within the Tax Group of Tax (State Tax, which in this example is a 10 percent tax, and City Tax, which in this example is a 5 percent tax).

•	The taxable charge (RENT in the example) creates a $670 charge. The two tax charges (state tax - $67.00 and city tax - $33.50) are automatically created based on the tax percentages.

•	The three transactions (RENT, State Tax, and City Tax) are combined to create one open item (Summary Charge Type: RENT).

•	In Cash Receipts, a $770.50 RENT charge will appear on one line.


Tax Group

Selecting the Tax Group as the Tax Summary option creates two open items for charges after running the Post Entries function.

This is an example of the transactions created when you select the Tax Group summary option:

Charge Type	Summ Chrg Type	Tax Group	Tax ID	Charge Amount
RENT	RENT	Tax		670.00
TAX	Tax		State Tax	67.00
TAX	Tax		City Tax	33.50

Open items created:

Summ Chrg Type	Description	Charge Amount
RENT	Monthly Rent	670.00
Tax	State Tax	100.50
Notes

•	An original charge type of RENT will have its own open item of $670.00.

•	Tax IDs are rolled into one Description (State Tax in this example) based on the Description from the first Tax ID in the Tax Group.

•	The two tax charges (State Tax and City Tax with the description State Tax) are summarized into one Summary Charge Type of Tax in the amount of $100.50. Two lines will appear in Cash Receipts.


Tax Rate ID

Selecting the Tax Rate ID as the Tax Summary option creates separate open items for the charges after running the Post Entries function.

This is an example of the transactions created when you select the Tax Rate ID summary option:

Charge Type	Sum Chrg Type	Tax Group	Tax ID	Charge Amount
RENT	RENT	Tax		670.00
TAX	statex		State tax	67.00
TAX	cityx		City tax	33.50

Open Items created:

Summ Chrg Type	Description	Charge Amount
RENT	RENT	670.00
Statex	State tax	67.00
Cityx	City tax	33.50
Notes

•	An original charge type of RENT has its own open item of $670.00.

•	The first tax charge (City tax) is summarized into the "Statex" tax ID for $67.00.

•	The second tax charge (State tax) is summarized into the "Cityx" Tax ID for $33.50.


Tax Associated Charge Type
About the Tax Associated Charge Type

The Tax Associated Charge Type is available so that a tax transaction can be tied back to its associated charge. When a payment is applied to a tax charge transaction, and the Use Associated Prefix is selected on the lease charge control for TAX, the system uses the Tax Associated Charge Type value to retrieve the General Ledger prefix from the associated charge’s lease charge controls. This prefix is used to create the cash-basis credit account on the tax payment transaction.

When you enter a charge in Miscellaneous Entries that generates tax transactions, the Tax Associated Charge Type field on the tax transaction displays the charge type from the associated charge. If you create a one-time tax charge or adjustment, you can enter the appropriate charge type in this field. If you have existing tax charge transactions, you can edit the charge type in this field using Change Entries.


About Amend Lease

Amend Lease allows you to make extensive changes to a lease and keep track of the changes by creating and retaining a copy of the old lease. Changes include such functions as adding and removing units on an active lease, which allows the tenants and their deposits to be moved within the same property.

When you amend a lease, a new lease is created using the same lease ID and an incremented revision number. The old lease (or "parent") is retained in the system with a terminated or historical status. This allows all leases to be available for reporting and tracking changes.

Related Topics


Amend Lease

To amend a lease means to change one or more parts of the lease, such as adding or removing units, and adding or removing tenants. The amended lease is the lease that is current after changes have been made and the Effective Now process accepted.

Note

•	"Effective Now" is the process that changes the amended lease to the current lease. It is similar to the combined processes of Terminate Lease and Start Lease.


Old Lease

In Property Management, an "old lease" refers to the lease being altered. It may or may not be the original lease, but it is the foundation (or "parent") of the lease being revised.


About Renew Lease

The Renew Lease feature allows you to extend the dates of a current or future lease and retain a record of the extension. When you renew a lease, you are in a sense extending the life of the lease. You can modify the Intended Lease dates so the lease will continue to process as an active lease. Renew Lease enhances the Change Lease process, allowing you to make changes without having to activate Audit setup activity.

The Renew Lease process creates a Lease Modification Record, but it does not create any transactions. At the end of the process, a printed journal shows what changes were made. As you edit a lease (comprised of amendments and renewals) you can view the history of a lease by pressing [Lease History]. Lease history is available in the areas of Start Lease, Terminate Lease, Amend Lease, Renew Lease, and Change Lease.

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Change Entries

Change Entries allows you to make changes to entries in Property Management such as reapplying tenant payments, deleting charges, and returning or adjusting miscellaneous income payments.


When to Enter a Prepayment versus an Open Credit

Enter a payment as a Prepayment if the money needs to be applied to a specific charge type that is generated during the Generate Rent Roll (GRR) process. The charge date and charge type assigned to the Prepayment must correspond to a charge date and charge type created during the GRR process. When GRR is run, any Prepayments that pertain to the changes created are automatically applied.

For example: The last rent roll date on a property is 11-30-2000. You receive a tenant's check for December's RENT ($3000.00) and CAM ($250.00) charges totaling $3250.00. Enter the payment as a Prepayment, distributing the correct amounts to the corresponding charge types using the next date (from the lease recurring charge tab) as the charge date. (In this case, 12-1-2000.) When you run GRR for the next period, the payment will apply automatically to the generated charges.

Enter a payment as an Open Credit if the specific charge date and charge type the money needs to be applied to is not known. Open Credits must be applied to charges through Refund/Apply Credits (Tasks, Refund/Apply).

For example: You receive a tenant's check for the amount of $3300.00 for November's RENT ($3000.00) and CAM ($250.00) charges. The tenant has overpaid the month's charges by $50.00. You need to apply this overpayment to a charge type, but you do not know which one. Enter the $50.00 overpayment as an Open Credit. Then you must use the Refund/Apply Credits (Tasks, Refund/Apply) to either apply the credit to a charge or to refund the money to the tenant.

Related Topics


Lease status field settings

The following list shows the available Lease status field settings and the lease function performed to create the status.

Current (Start Lease or Amend Lease) — The lease status is set to Current when you complete the move-in process initiated by clicking [Activate Lease] from Start Lease or when you complete the lease amendment process initiated by clicking [Effective Now] in Amend Lease.

Future (Start Lease) — The lease is set to Future status when it is first set up in Start Lease.

Future Revision (Amend Lease) — The lease is set to Future Revision when you create an amendment of a current lease.

Canceled (Start Lease or Amend Lease) — The lease status is set to Canceled when a future lease (Start Lease) or future revision (Amend Lease) is canceled.

Terminated (Terminate Lease or Amend Lease) — Set to Terminated when you complete the termination process initiated by clicking [End Lease] in Terminate lease. The lease is also changed from Current to Terminated when the Effective Now process is completed in Amend Lease.

Historical (Terminate Lease or Amend Lease) — A lease status will have a status of Historical once it has been terminated, reconciled, and the Move to History process is complete. This can be done in either Amend Lease or Terminate Lease.


Balance Forward Amount

Normally, this field reflects the amount remaining to be straight-lined on previous revision(s) of this lease. The dollar amount in this field is averaged over the term of the new Straight Line Rent control. If you choose to change this field, there may be some reconciliation necessary in the Deferred Revenue and Revenue accounts in General Ledger.


Amount Remaining to be Straight-Lined

If you select Y (Yes), the amount remaining to be straight-lined for this lease (and any previous versions of this lease) will be copied to the Balance Forward field on the new lease. No change will be made to the previous lease(s). This provides the opportunity to note the amount of money accrued to date before the new lease was created.

If you select N (No), the regular Straight Line Rent processing will take place and the Balance Forward field will not be set.


Negative Open Items

In Change Entries, if you changed one or more of the key fields (such as Charge Type) on charges that were already paid, you will be left with one positive and one negative open item. To fix this, you need to go to Refund/Apply Credits.

For example: You have a charge with an original charge type of PARK for $50 and this charge has been paid. If you go into Tenant Transactions in Change Entries and change the charge type of PARK to CAM, you will have created a negative open item for PARK (-$50) and a positive open item for CAM ($50). The negative charge can be applied to the positive charge in Refund/Apply Credits.


About 1098 Interest Form Calculations

On 1098 Interest forms, Mortgage Interest (printed in Box 1 on the form) and Real Estate Tax (printed in Box 4 on the form) are computed using the calculations shown below.

In order for 1098 Interest forms to calculate correctly, make sure you enter the appropriate information in the following Property Management fields: Current interest paid (Setup, Properties, General, Status tab), Tax amount (Setup, Properties, Tax tab), Unit shares (Setup, Unit, General, Class/Address/Rent tab), and "Do not print 1098 form" check box (Tasks, Manage Leases, Change Lease, General, Miscellaneous tab).

Mortgage Interest (Box 1) -- The following calculation determines the Mortgage Interest amount.

Current Interest Paid  *	Unit Shares * Number of Days Lease Occupied --------------------------------------------------------------------------
	Weight Factor

Real Estate Taxes (Box 4) -- The following calculation determines the Real Estate Tax amount.

Tax Amount  *	Unit Shares * Number of Days Lease Occupied ---------------------------------------------------------------------------
	Weight Factor

 1098 Calculation Parts Defined

Related Topics


Weight Factor

For each unit, unit shares are multiplied by the total days the unit was occupied. The weight factor is then computed by summing this figure for all units in the property.

For example: (Unit_1 Shares * Total Days Unit_1 Occupied) + (Unit_2 Shares * Total Days Unit_2 Occupied) + ........ + (Last_Unit Shares * Total Days Last_Unit Occupied)

Note:

•	The "total days the unit was occupied" is the number of days each unit was occupied in the reporting year. This figure needs to include all other leases that occupied this unit for the reporting year.


Number of Days the Lease was Occupied

This figure is calculated by using the actual move-in and move-out dates on the lease. For the reporting year, if the move-in date is after the calendar year ends or if the move-out date is before the calendar year begins, the lease will not process. Otherwise, the days occupied in the reporting year are counted. (The unit is not considered occupied on the move-out date.)


Unit Shares

Unit Shares are entered for the unit (Setup, Unit). You may want to enter a value that is less than the actual number of unit shares if multiple leases occupy the same unit during the same time period.

Although it is possible to have multiple leases for one unit for the same time period, it is not recommended.


1098 Calculation Parts
1098 Calculation Parts Defined

Unit Shares — Unit Shares are entered for the unit (Setup, Unit). You may want to enter a value that is less than the actual number of unit shares if multiple leases occupy the same unit during the same time period.

Although it is possible to have multiple leases for one unit for the same time period, it is not recommended.

Number of Days the Lease was Occupied — This figure is calculated by using the actual move-in and move-out dates on the lease. For the reporting year, if the move-in date is after the calendar year ends or if the move-out date is before the calendar year begins, the lease will not process. Otherwise, the days occupied in the reporting year are counted. (The unit is not considered occupied on the move-out date.)

Weight Factor — For each unit, unit shares are multiplied by the total days the unit was occupied. The weight factor is then computed by summing this figure for all units in the property.

For example:

(Unit_1 Shares * Total Days Unit_1 Occupied) + (Unit_2 Shares * Total Days Unit_2 Occupied) + ........ + (Last_Unit Shares * Total Days Last_Unit Occupied)

Note:

The "total days the unit was occupied" is the number of days each unit was occupied in the reporting year. This figure needs to include all other leases that occupied this unit for the reporting year.


Overview

The Current/Base calculation method is used for CPI escalations and results in a net increase or decrease to the tenant's rent based on CPI or some other index. The steps in the calculation determine the change percentage by comparing the current CPI index to the base year CPI index, and then applying the percentage change to the base year amount. The remaining steps apply stops, caps, multipliers, lease factors and floor calculations.


Current/Base calculation method

Step	Formula	What it does. . .
1.  PM IE/% of Chg-curr/base	Subtracts the base year value from the current value, then divides by the base year value.
2.  PM IE/Adj Basis Amount	Retrieves the base year basis  amount.
3.  PM IE/Apply Stop %	Subtracts the stop percent from step 1 percent.
4.  PM IE/Compare Cap %	Compares the cap percent to step 3 percent; The lessor percent is retained.
5.  PM IE/Adj Amount 1	Multiplies step 2 amount with step 4 percent.
6.  PM IE/Apply Multiplier	Multiplies the generic multiplier with step 5 amount
7.  PM IE/Apply Stop Amount	Subtracts the stop amount from  step 6.
8.  PM IE/Apply Cap Amount	Compares the cap amount to step 7 amount, the accumulated cap, and the lease cap; The lessor amount is retained.
9  PM IE/Apply Lease Factor	Multiplies the lease factor with step 8 amount.
10. PM IE/Apply Floor %	Multiplies the floor percent with step 2 amount, then compares this amount to step 9 amount; The greater amount is retained.
11. PM IE/Adj Amount 2	Compares step 9 amount to step 10 amount; The greater amount is retained.
Note

•	The above table outlines the default calculation method. If you have made any modifications to the calculation method, this table may no longer apply.


Overview

The Current/Prev calculation method is used for CPI escalations and results in a net increase or decrease to the tenant's rent based on the previous year index. The steps in the calculation determine the change percentage by comparing the current CPI index to the previous year CPI index, and then applying the percentage change to the previous year amount. The remaining steps apply stops, caps, multipliers, lease factors and floor calculations.


Current/Prev calculation method

Step	Formula	What it does. . .
1.  PM IE/% of Chg-curr/prev	Subtracts the previous year value from the current value, then divides by the previous year value.
2.  PM IE/Adj Basis Amount	Adds the charge type amounts that are applicable for the escalation basis.
3.  PM IE/Apply Stop %	Subtracts the stop percent from step 1 percent.
4.  PM IE/Compare Cap %	Compares the cap percent to step 3 percent; The lessor percent is retained.
5.  PM IE/Adj Amount 1	Multiplies step 2 amount with step 4 amount.
6.  PM IE/Apply Multiplier	Multiplies the generic multiplier with step 5 percent.
7.  PM IE/Apply Stop Amount	Subtracts the stop amount from  step 6.
8.  PM IE/Apply Cap Amount	Compares the cap amount to step 7 amount, the accumulated cap, and the lease cap; The lessor amount is retained.
9.  PM IE/Apply Lease Factor	Multiplies the lease factor with step 8 amount.
10. PM IE/Apply Floor %	Multiplies the floor percent with step 2 amount, then compares this amount to step 9 amount; The greater amount is retained.
11. PM IE/Adj Amount 2	Compares step 9 amount to step 10 amount; The greater amount is retained.
Note

•	The above table outlines the default calculation method. If you have made any modifications to the calculation method, this table may no longer apply.


Overview

The PW Curr/Base calculation method results in the net increase or decrease to the tenant's rent for the next adjustment period based on annualized Porters' Wage. The steps in the calculation determine the change in wages by comparing the current Porters' Wage value to the base year Porters' Wage value. The remaining steps apply multipliers, factors, stops, and caps.


PW-Curr/Base

Step	Formula	What it does. . .
1.  PM PW/Wage Difference-c/b	Computes the wage difference between the current annual wage rate and the base annual wage rate.
2.  PM PW/Effective Unit SqFt	Retrieves effective unit square footage.
3.  PM PW/Apply Eff Unit SqFt	Applies step 1 to step 2.
4.  PM PW/Apply Per Penny Fct	Multiplies step 3 by the Per Penny Factor.
5.  PM PW/Apply Wage Rate	Multiplies step 4 by the Wage Rate Multiplier if one exists. Otherwise, step 4 value is retained.
6.  PM PW/Apply Generic Multi	Multiplies step 5 by the Generic Multiplier value. If it is zero, step 5 value is retained.
7.  PM PW/Stop Amount	Pulls the stop amount; or, calculates the amount if it is specified as percent by multiplying step 6 by the stop percentage.
8.  PM PW/Apply Stop Amount	Subtracts step 7 from step 6.
9.  PM PW/Cap Amount	Pulls the cap amount; or, calculates the amount if it is specified as percent by multiplying step 4 by the cap percentage.
10.  PM PW/Apply Cap	Compares the cap amount to step 8 and the lesser amount is retained.
11.   PM PW/Adjusted Amount	Divides step 10 by the frequency of the recurring charge to calculate the new rent amount.
Note

•	The above table outlines the default calculation method. If you have made any modifications to the calculation method, this table may no longer apply.


Overview

The PW-Curr/Prev calculation method is similar to PW-Curr/Base; however, the PW-Curr/Prev calculation method calculates the wage increase or decrease based on the previous year wage value instead of the base year wage value. It also applies multipliers, factors, stops, and caps.


PW-Curr/Prev

Step	Formula	What it does. . .
1.  PM PW/Wage Difference-c/b	Computes the wage difference between the current annual wage rate and the base annual wage rate.
2.  PM PW/Effective Unit SqFt	Retrieves effective unit square footage.
3.  PM PW/Apply Eff Unit SqFt	Applies step 1 to step 2.
4.  PM PW/Apply Per Penny Fct	Multiplies step 3 by the Per Penny Factor.
5.  PM PW/Apply Wage Rate	Multiplies step 4 by the Wage Rate Multiplier if one exists. Otherwise, step 4 value is retained.
6.  PM PW/Apply Generic Multi	Multiplies step 5 by the Generic Multiplier value. If it is zero, step 5 value is retained.
7.  PM PW/Stop Amount	Pulls the stop amount; or, calculates the amount if it is specified as percent by multiplying step 6 by the stop percentage.
8.  PM PW/Apply Stop Amount	Subtracts step 7 from step 6.
9.  PM PW/Cap Amount	Pulls the cap amount; or, calculates the amount if it is specified as percent by multiplying step 4 by the cap percentage.
10.  PM PW/Apply Cap	Compares the cap amount to step 8 and the lesser amount is retained.
11.   PM PW/Adjusted Amount	Divides step 10 by the frequency of the recurring charge to calculate the new rent amount.
Note

•	The above table outlines the default calculation method. If you have made any modifications to the calculation method, this table may no longer apply.


Overview

RE/Recov Basis determines the basis for the reconciliation of the recoverable expense. It retrieves the actual expenses from the activity fields in General Ledger. It then includes the base year calculation, expense level stops and caps, then calculates the tenant’s share. When this is complete, any concessions and/or occupancy clause factors are applied. This calculation method is applied to each expense category to determine the total basis for the recoverable expense.


RE/Recov Basis calculation method

Step	Formula	What it does. . .
1.  PM RE/Amount	Retrieves the General Ledger expense amounts.
2.  PM RE/Base Year %	Divides the base year amount by the property actual expense amount.
3.  PM RE/Apply Base Year %	Multiples step 1 amount with step 2 percent and then subtracts step 1 amount.
4.  PM RE/Apply Expense Stop	(a)  Divides step 3 amount by step 1 amount. (b)  Multiples with the property actual expense. (c)  Subtracts step 3 amount. (d)  Compares step C amount to the stop amount. If the stop amount is less, step 3 amount is retained; otherwise, step B amount minus the stop amount is retained.
5.  PM RE/Apply Expense Cap	(a)  Divides step 3 amount by step 1 amount. (b)  Multiples with the property actual expense. (c)  Subtracts step 3 amount. (d)  Compares step C amount to the cap amount. If the cap amount is more, step 4 amount is retained; otherwise, step 4 amount minus cap amount minus step B amount minus stop amount is retained.
6.  PM RE/Unit Sq Ftg	Retrieves the average unit occupied square footage.
7.  PM RE/Property Sq Ftg	Retrieves the property square footage.
8.  PM RE/% of Property	Retrieves the manual percent (if used) otherwise divides step 6 amount by step 7 amount.
9.  PM RE/Apply % of Property	Multiplies step 5 amount with step 8 percent.
10. PM RE/Concession Percent	Retrieves the recovery concession percent.
11. PM RE/Apply Concession %	Multiplies step 9 amount with step 10 percent.
12. PM RE/Apply Multiplier	Multiplies multiplier amount with step 11 amount.
13. PM RE/Occupancy Factor	(a)  Divides occupancy clause percent by occupancy clause manual percent (if used) otherwise by actual weighted occupancy. (b)  Compares step A amount to the occupancy clause percent. If the occupancy clause percent is more, then the occupancy clause percent is divided by step A amount.
14. PM RE/Apply Occupy Factor	Multiplies step 13 amount with step 12 amount.
Note

•	The above table outlines the default calculation method. If you have made any modifications to the calculation method, this table may no longer apply.


Overview

RE/Reconcile determines the reconciliation adjustment for the recoverable expense. The calculation takes the result from the RE/Recov Basis calculation, applies stops and caps, then subtracts the previously billed amount for this recoverable expense and creates either a charge or a credit to the tenant.


RE/Reconcile calculation method

Step	Formula	What it does. . .
1.  PM RE/Total Basis Amount	Retrieves the last reconcile share, which is the result of RE/Recov Basis calculation method.
2.  PM RE/Recon Stop Amount	Multiplies the stop amount with the average unit square footage (if using $/SF) otherwise retrieves the stop amount.
3.  PM RE/Apply Stop Amount	Subtracts step 2 amount from step 1 amount.
4.  PM RE/Recon Cap Amount	Multiplies the cap amount with the average unit square footage (if using $/SF) otherwise retrieves the cap amount.
5.  PM RE/Apply Cap Amount	Compares step 4 amount to step 3 amount, the lessor is retained.
6.  PM RE/Previously Billed	Retrieves the charges this recovery period amount.
7.  PM RE/Net Recovery Chg	Subtracts step 6 amount from step 5 amount.
Note

•	The above table outlines the default calculation method. If you have made any modifications to the calculation method, this table may no longer apply.


Overview

The RE/Escal Basis calculation determines the escalation basis for the recoverable expense recurring charge. Initially, the calculation retrieves the General Ledger expense amount or the budgeted amount, then applies the expense category level stops and caps. The tenant’s share is calculated and concessions and/or occupancy factor are applied. The result is applied to each expense category for the recoverable expense and is used in the first step of the RE/Escalation calculation method.


RE/Escal Basis calculation method

Step	Formula	What it does. . .
1.  PM RE/Amount	Retrieves the actual General Ledger expense amount.
2.  PM RE/Escal % Increase	Retrieves the escalation percent increase
3.  PM RE/Escal Apply Escal %	Multiples step 1 amount with step 2 percent and then adds step 1 amount.
4.  PM RE/Escal Exp Base %	Divides the base year amount by the property actual expense amount or by the property escalated budget amount.
5.  PM RE/Escal Apply Base %	Multiples step 3 amount with step 4 percent and then subtracts step 3 amount.
6.  PM RE/Escal Apply Ex Stop	(a)  Divides step 5 amount by step 1 amount. (b)  Multiples step A amount  with the property actual expense or with the property escalate budget. (c)  Subtracts step 5 amount from step B. (d)  Compares step C amount to the stop amount. If the stop amount is less, step 5 amount is retained otherwise step C amount is retained.
7.  PM RE/Escal Apply Ex Cap	(a)  Divides step 5 amount by step 1 amount. (b)  Multiples with the property actual expense or with the property escalate budget. (c)  Subtracts the stop amount. (d)  Compares step C amount to the cap amount; if cap amount is more, step 6 amount is retained otherwise step 6 amount minus cap amount minus step B amount minus stop amount is retained.
8.  PM RE/Escal Unit Sq Ftg	Retrieves the unit square footage.
9.  PM RE/Property Sq Ftg	Retrieves the property square footage.
10. PM RE/Escal % of Property	Retrieves the manual percent (if used) otherwise divides step 8 amount by step 9 amount.
11. PM RE/Escal Apply % Prop	Multiplies step 7 amount with step 10 percent.
12. PM RE/Escal Concession %	Retrieves the estimated concession percent.
13. PM RE/Escal Apply Concess	Multiplies step 11 amount with step 12 percent.
14. PM RE/Escal Multiplier	Multiplies multiplier with step 13 amount.
15. PM RE/Escal Occupy Factor	(a)  Divides occupancy clause percent by occupancy clause manual percent (if used). otherwise by actual weighted occupancy or by projected occupancy. (b)  Compares step A amount to the occupancy clause percent; if the occupancy clause percent is more, then the occupancy clause percent is divided by step A amount.
16. PM RE/Escal Appl Occ Fctr	Multiples step 15 amount with step 14 amount.
Note

•	The above table outlines the default calculation method. If you have made any modifications to the calculation method, this table may no longer apply.


Overview

Based on the results of the RE/Escal Basis calculation method, RE/Escalation calculates the change in the recurring charge for the recoverable expense. Stops and caps are applied and the resulting amount is the new recurring charge for the recoverable expense.


RE/Escalation calculation method

Step	Formula	What it does. . .
1.  PM RE/Escal Total Basis	Retrieves the last escalate share, which is the result of RE/Escal Basis calculation method.
2.  PM RE/Escal Stop Amount	Multiplies the stop amount with the average unit square footage and then subtracts the accumulated stop amount (if using $/SF) otherwise subtracts the accumulated stop amount from the stop amount.
3.  PM RE/Escal Apply Stop	Subtracts step 2 amount from step 1 amount.
4.  PM RE/Escal Cap Amount	Multiplies the cap amount with the average unit square footage and then subtracts the accumulated cap amount (if using $/SF) otherwise subtracts the accumulated cap amount from the cap amount.
5.  PM RE/Escal Apply Cap	Compares step 3 amount to step 4 amount, the lessor is retained.
Note

•	The above table outlines the default calculation method. If you have made any modifications to the calculation method, this table may no longer apply.


Overview

The administration fee associated with a recoverable expense has its own calculation which is separate from the recovery reconciliation and the escalation of the recoverable expense. The administration fee may be based on either the actual expenses from the recovery period or the budgets for the next recovery period.

The RE/AdmFee Basis calculation method applies the base year calculation, as well as the expense level stops and caps, then calculates the tenant’s share. Any concessions and/or occupancy factors are also applied. This calculation is then applied to each of the expense categories for the recoverable expense. The total of the RE/AdminFee Basis is used as the first step in the RE/AdmFee Chg calculation.


RE/AdmFee Basis

Step	Formula	What it does. . .
1.  PM RE/AF Basis Amount	Retrieves the actual General Ledger expense amount.
2.  PM RE/AF Base %	Divides the base year amount by the property actual expense amount or by the property admin fee budget amount.
3.  PM RE/AF Apply Base %	Multiples step 2 percent with step 1 amount and then subtracts step 1 amount.
4.  PM RE/AF Apply Exp Stop	(a)  Divides step 3 amount by step 1 amount. (b)  Multiples with the property actual expense or with the property admin fee budget. (c)  Subtracts step 3 amount. (d)  Compares step C amount to the stop amount. If the stop amount is less, step 3 amount is retained otherwise step B amount minus the stop amount is retained.
5.  PM RE/AF Apply Exp Cap	(a)  Divides step 3 amount by step 1 amount. (b)  Multiples with the property actual expense or with the property admin fee budget. (c)  Subtracts the stop amount. (d)  Compares step C amount to the cap amount. If cap amount is more, step 4 amount is retained otherwise step amount minus cap amount minus step B amount minus stop amount is retained.
6.  PM RE/AF Unit Sq Ftg	Retrieves the average unit occupied square footage or the unit square footage.
7.  PM RE/Property Sq Ftg	Retrieves the property square footage.
8.  PM RE/AF % of Property	Retrieves the manual percent (if used) otherwise divides step 6 amount by step 7 amount.
9.  PM RE/AF Apply % of Prop	Multiplies step 5 percent with step 8 amount.
10. PM RE/Concession Percent	Retrieves the recovery concession percent.
11. PM RE/AF Apply Concession	Multiplies step 10 percent with step 9 amount.
12. PM RE/AF Apply Multiplier	Multiplies multiplier with step 11 amount.
13. PM RE/AF Occupancy Factor	(a)  Divides occupancy clause percent by occupancy clause manual percent (if used) otherwise by actual weighted occupancy or by projected occupancy. (b)  Compares step A amount to the occupancy clause percent. If the occupancy clause percent is more, then the occupancy clause percent is divided by step A amount.
14. PM RE/AF Apply Occ Factor	Multiples step 13 amount with step 12 amount.
Note

•	The above table outlines the default calculation method. If you have made any modifications to the calculation method, this table may no longer apply.


Overview

The RE/AdmFee Chg calculation determines the administration fee for the recoverable expense. It uses the results from the RE/Adm Fee Basis calculation method, applies stops and caps, then determines the total charge based upon the administrative fee percentage.


RE/AdmFee Chg calculation method

Step	Formula	What it does. . .
1.  PM RE/AF Total Basis Amt	Retrieves the last admin fee share from the RE/AdmFee Basis calculation method.
2.  PM RE/AF Stop Amount	Multiplies the stop amount with the average unit square footage and then subtracts the accumulated stop amount (if using $/SF) otherwise subtracts the accumulated stop amount from the stop amount.
3.  PM RE/AF Apply Stop Amt	Subtracts step 2 amount from step 1 amount.
4.  PM RE/AF Cap Amount	Multiplies the cap amount with the average unit square footage and then subtracts the accumulated cap amount (if using $/SF) otherwise subtracts the accumulated cap amount from the cap amount.
5.  PM RE/AF Apply Cap Amount	Compares step 4 amount to step 3 amount, the lessor is retained.
6.  PM RE/AF Admin Fee %	Retrieves the administration fee  percent.
7.  PM RE/AF Apply Adm Fee %	Multiplies step 6 percent with step 5 amount.
Note

•	The above table outlines the default calculation method. If you have made any modifications to the calculation method, this table may no longer apply.


Default calculation methods

The default calculation methods for the indexed escalation and recovery processes are listed below. Each calculation method is primarily a series of formulas, or steps, that are evaluated in sequence during processing. A maximum of 30 formulas are allowed for each calculation method.

The default methods may be modified or deleted, and new methods may be set up, using the Setup, Calculation Methods command.

 Current/Base (CPI)

 Current/Prev (CPI)

 PW-Curr/Base (Porters' Wage)

 PW-Curr/Prev (Porters' Wage)

 RE/AdmFee Basis (Recoverable Expenses)

 RE/AdmFee Chg (Recoverable Expenses)

 RE/Escal Basis(Recoverable Expenses)

 RE/Escalation (Recoverable Expenses)

 RE/Reconcile (Recoverable Expenses)

 RE/Recov Basis (Recoverable Expenses)

Related Topics


Import Payments (Tools menu)

Use to create Property Management payments from a comma-delimited text file. This command imports new payments into Property Management and results in transactions that are functionally the same as those entered using the Cash Receipts command. This command differs from the Cash Receipts command as follows:

•	Import Payments cannot change or delete a record that already exists

•	Import Payments cannot import attachments

•	Import Payments does not automatically post the entries

Records rejected by the Import Payments command are copied to a separate rejected records text file which has the same format as the import file. The rejected records file can be edited using any text editor that does not convert the file from the comma-delimited text format to a different format. After correcting the rejected records file, that file can then be used as an import file to reprocess the rejected records.

For specific information about the import record format, click Related topics and select the import payments record format Help topic.

 Windows

Related Topics


Import Payment windows

 Bank Deposit

 Print Selection


Bank Deposit window

Use to enter bank account information for the bank deposit. This information is sent to the Cash Management application. For information on reconciling bank accounts in Cash Management, refer to Cash Management Help.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Deposit Date

Select a new deposit date. This date should be the date the bank deposit will be received by the bank. This item prefills with the system date but can be changed.


Deposit ID

Enter a new deposit ID. This item is used to distinguish multiple deposits in one day. This item can be blank.


Description

Enter a description (up to 30 characters) for this deposit. This item prefills with "PM Import Payments" but can be changed.


[OK]

Accepts your selection and opens the Print Selection window.


[Cancel]

Closes the window without accepting your selections.


[Help]

Starts Help and displays information about this window.


Print Selection window

Use to enter the import source file and the file to be used for rejected records. You can also change the printer and page defaults by clicking the applicable buttons in the Printer information box.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Import file

Enter the file name of the import source file. If you do not enter an extension, the default extension (.TXT) is appended automatically. You can also click […] to the right of this item to help locate a file.

The import file remains intact during processing and is not deleted when the task completes. As a result, if any records are rejected during the import process, you will have two files: the original import file and the rejected records file. When reprocessing rejected records, correct the records in the rejected records file and then use the rejected records file as the import file. Reusing the original import file to reprocess rejected records will create duplicate entries.


[…]

Opens the Import File window to select an import source file.


Rejected records file

Enter the file name in which to store any records that are rejected during the import process. If you want to overwrite an existing file, you can click the button to the right of this item to help locate the file. If you do not enter the file extension, the default extension (.TXT) is appended automatically. If the file you enter already exists, you will be warned and asked if you want to overwrite it.


[…]

Opens the Rejected Records window to select a Rejected records file.


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] displays with asterisks if printer options are changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] displays with asterisks if page options are changed.


[Start]

Begins the import process.


[Cancel]

Closes this window without importing.


[Bank Deposit]

Opens the Bank Deposit window where you can change the bank deposit date, deposit ID and/or description.


[Help]

Starts Help and displays information about this window.


Importing payments

  1	From the Tools menu, select Import Payments.

  2	If the system is set up to manually assign batches, a batch selection window opens. Payments imported using Import Payments may be edited in Cash Receipts only if the batch number for the imported payments is manually assigned.

  3	Enter the deposit information in the Bank Deposit window. The import source file must be sorted by Bank ID in order to import payments for multiple banks.

  4	Click [OK] to continue.

  5	Enter the import source file name in Import file. The file name can have any extension (up to three characters). If no extension is entered, the default extension (.TXT) is appended automatically.

  6	Enter the Rejected records file name. The file name can have any extension (up to three characters). If no extension is entered, the default extension (.TXT) is appended automatically.

  7	Make any necessary printer and page adjustments and click [Start] to begin processing.

  8	If a bank deposit already exists for the Bank ID/Deposit date/Deposit ID you are trying to import, you will receive a message and cannot continue with the import (existing deposits can be extended in Cash Receipts only). If you have more than one deposit per bank for a given date, enter a different Deposit ID to make the deposits unique.

  9	Review the Import Payments journal for totals of payments imported and errors encountered. If errors exist, correct them in the rejected records file.

 How?

10	If you encountered errors in step 9, after correcting the errors, repeat steps 1 through 8 to import the previously rejected entries. Be sure to use the corrected rejected records file as the import file when importing those entries, not the original import source file.

11	If the import is free of errors, post the imported entries.

About Posting


Import payments record formats

The Import Payments process has two different file formats. Each record is a separate entry that contains the necessary record formats and fields required to produce a Property Management payment. The fields in each record are separated by commas. If a field is omitted from the import file, there must be a comma separator inserted for the omitted field. Spaces and tabs preceding or following commas are ignored. Comments may be inserted in the import file by preceding the comment with a semicolon or a pound sign. Comments must be entered as separate lines.

 PM Payment Import Format #1

 PM Payment Import Format #2


PM Payment Import Format #1

The following table shows the import format for the PM Payment Import Format #1 record type.

Import order	Description	Type	Length	Notes
1	Import format ID	Alpha	6	Required. Must be PMPAY1.
2	Tenant ID	Alpha	10	Required.
3	Date	Date	10	Required. Used for the Payment date and the Accounting date.
4	Check	Numeric	9	Required.
5	Amount	Numeric	11.2	Required.
6	Receiving Bank ID	Alpha	10	Required.


PM Payment Import Format #2

The following table shows the import format for the PM Payment Import Format #2 record type.

Import order	Item	Type	Length	Notes
1	Import format ID	Alpha	6	Required. Must be PMPAY2.
2	Tenant ID	Alpha	10	Required.
3	Date	Date	10	Required. Used for the Payment date and the Accounting date.
4	Check	Numeric	9	Required.
5	Amount	Numeric	11.2	Required.
6	Property	Alpha	10	Property is used to get the receiving bank.


Import payments example

;This is a comment in a sample Import Payments input file

;The next line shows an example of import format 1

PMPAY1, 101001, 2/22/99, 1234, 1000.00, US BANK1

;The next line shows an example of import format 2. The line is purposely split into two physical lines, which is accomplished by adding a + to the end of line one

PMPAY2, 103002, 2/26/99, +

655, 1500.00, 1210-PROP


Import payments record verification

During the Import Payments process, each imported transaction record is verified and the results are printed on the Import Payments journal as follows:

•	If the verification is successful, the journal indicates that the record is written to the Property Management Transaction file.

•	If the verification encounters a warning, the journal indicates that the record is written to the Property Management Transaction file and a warning message is printed on the journal.

•	If the verification is unsuccessful, the record is not written to the Property Management Transaction file and the journal indicates the reason for the rejection. Rejected records are copied from the import file to a rejected records file. If an entry has multiple errors, only the first error is printed on the journal report, as verification stops when the first error is found.


Import Charges (Tools menu)

Use to create Property Management charges from a comma-delimited text file. This command imports new charges into Property Management and results in transactions that are functionally the same as those entered using the Miscellaneous Entries command. This command differs from the Miscellaneous Entries command as follows:

•	Import Charges cannot change or delete a record that already exists

•	Import Charges cannot import attachments

•	Import Charges does not automatically post the entries

•	Import Charges only imports transactions with a CHG Transaction Type (this includes deposit charges). It does not import: Debit adjustments, credit adjustments, bad debt write-offs, reference adjustments, or accumulator adjustments

Records rejected by the Import Charges command are copied to a separate rejected records text file which has the same format as the import file. The rejected records file can be edited using any text editor that does not convert the file from the comma-delimited text format to a different format. After correcting the rejected records file, that file can then be used as an import file to reprocess the records rejected.

For specific information about the import record format, click Related topics and select the import charges record format Help topic.

 Window

Related Topics


Importing charges

  1	From the Tools menu, select Import Charges.

  2	If the system is set up to manually assign batches, a batch selection window opens. You may create a new batch or select an existing batch.

  3	Enter the import source file name in Import file. The file name can have any extension (up to three characters). If no extension is entered, the default extension (.TXT) is appended automatically.

  4	Enter the Rejected records file name. The file name can have any extension (up to three characters). If no extension is entered, the default extension (.TXT) is appended automatically.

  5	Make any necessary printer and page adjustments and click [Start] to begin processing.

  6	Review the Import Charges journal for totals of charges imported and errors encountered. If errors exist, correct them in the rejected records file.

 How?

  7	If you encountered errors in step 6, correct the errors and repeat steps 1 through 6 to import the previously rejected entries. Be sure to use the corrected rejected records file as the import file when importing those entries, not the original import source file.

  8	If the import is free of errors, post the imported entries.

 About Posting

Tip

•	Records imported using Import Charges may be edited in Miscellaneous Entries, provided the batch number for those records was manually assigned. As a result, Timberline recommends that you set up your system to manually assign batch numbers prior to importing charges.


Import charges record format

Each record in the import file is a separate entry that contains the necessary record formats and fields required to produce a Property Management charge. The fields in each record are separated by commas. If a field is omitted from the import file, there must be a comma separator inserted for the omitted field. Spaces and tabs preceding or following commas are ignored. Comments may be inserted in the import file by preceding the comment with a semicolon or a pound sign. Comments must be entered as separate lines.

The following table shows the import format for the charge record type.

Import order	Item	Type	Length	Notes
1	Import format ID	Alpha	5	Required. Must be PMCHG.
2	Tenant ID	Alpha	10	Required. If the Tenant ID specified is not the primary tenant, the non-primary tenant ID will be changed to the primary tenant ID.
3	Lease ID	Alpha	15	Required if there are multiple leases for the specified tenant.
4	Revision Number	Alpha	3	Required if a tenant has a lease with multiple revision numbers.
5	Unit	Alpha	10	If the unit is not specified in the import file, the Primary Unit of the lease will be used. If specified, the unit should be one of the units associated with the lease; you are warned if it is not.
6	Charge Type	Alpha	10	Required.
7	Charge Date	Date	10	Required.
8	Charge Amount	Numeric	11.2	Required.
9	Deposit Type	Alpha	20	Required if the Charge Type is DEP. (Cannot be specified if Charge Type is not DEP.)
10	Tax Group	Alpha	6	If not specified in the import file, this field will be determined from the Lease Charge Controls. Use empty quotes (e.g., " ") to indicate that the field should be left blank and not be determined from the Lease Charge Controls.
11	Item ID/Misc Code	Alpha	20	This is used for both the Item ID and Misc Code fields.
12	Transaction Date	Date	10	If not specified in the import file, this field will be set the same as the Charge Date.
13	Accounting Date	Date	10	If not specified in the import file, this field will be set the same as the Charge Date.
14	Description	Alpha	30	If not specified in the import file, this field will be determined from the Lease Charge Controls. Use empty quotes (e.g., " ") to indicate that the field should be left blank and not be determined from the Lease Charge Controls.
15	Reference	Alpha	10	If not specified in the import file, this field will be determined from the Lease Charge Controls. Use empty quotes (e.g., " ") to indicate that the field should be left blank and not be determined from the Lease Charge Controls.
16	Accrual Debit Account	Alpha	29	Notes about GL accounts
17	Accrual Credit Account	Alpha	29	Notes about GL accounts
18	Print On Invoice	Check box	1	If not specified in the import file, this field will be determined from the Lease Charge Controls.
19	Invoice Number	Alpha	15	Optional. If specified, the invoice will not print during Print Invoice (Reports menu). To print the invoice, you will have to use Reprint Invoice (Reports menu).
Note

•	When importing a taxable charge, the associated tax transactions are also created.


Notes about General Ledger Accounts

The following notes apply to General Ledger account numbers used in the Import Charges process:

•	General Ledger account numbers may be entered in the import file with or without punctuation (e.g., 12-456-100.10 or 1245610010 or 12456100.10).

•	If the import file does not specify either of the General Ledger accounts (e.g., the Accrual Debit account or the Accrual Credit account) they will be determined using the Charge Type and the Lease Charge Controls.

•	If the import file does not specify either of the General Ledger accounts, the system attempts to match the charges when importing. For example, if there is an existing prepayment for RENT for $200 and a charge is imported for RENT for $500, then two transactions will be created: One charge for $200 that hits the prepayment account and one charge for $300 that hits the receivable account.

•	If the import file specifies one, but not both, of the General Ledger Accounts, the specified General Ledger account is used and the unspecified account is determined using the Charge Type and the property prefix.


Import charges record verification

During the Import Charges process, each imported transaction record is verified and the results are printed on the Import Charges journal as follows:

•	If the verification is successful, the journal indicates that the record is written to the Property Management Transaction file.

•	If the verification encounters a warning, the journal indicates that the record is written to the Property Management Transaction file and a warning message is printed on the journal.

•	If the verification is unsuccessful, the record is not written to the Property Management Transaction file and the journal indicates the reason for the rejection. Rejected records are copied from the import file to a rejected records file. If an entry has multiple errors, only the first error is printed on the journal report, as verification stops when the first error is found.


Import charges example

;This is a comment in a sample Import Charges input file

;The next line shows the minimum fields required

PMCHG, Acme Shoe,,,, Rent, 2/22/99, 1000.00

;The next line is purposely split into two physical lines, which is accomplished by adding a + to the end of line one

PMCHG, Acme Shoe,,,, MISC, 2/22/99, 5000.00, , WA, +

432, 2/01/99, 2/01/99, , 4432, 12-332-4432, 12-332-5554, Y


About importing payments

Payment records can be imported from a comma-delimited text file into Property Management using the Import Payments command from the Tools menu (Tools, Import Payments). The imported payments are verified and, if no errors are found, they are written to the Property Management Transaction file. Records rejected during the import process are copied from the import source file to a rejected records text file, which has the same format as the import file. The rejected records file can then be edited using any text editor that does not convert the file from the comma-delimited text format to a different format.

The import file remains intact during processing and is not deleted when the task completes. As a result, if you are reprocessing a group of previously rejected records, be sure to enter the name of the rejected records file as the import file name, not the name of the original import file. Reentering the original import file name will create duplicate entries.

After you have reviewed the imported payments, and corrected and reprocessed any errors, the payments are ready to be posted to Property Management. To post the entries, use the Post Entries command from the Tasks menu (Tasks, Post Entries).

 About import field types

 About the record format

 Import file examples


About importing charges

Charges can be imported from a comma-delimited text file into Property Management using the Import Charges command from the Tools menu (Tools, Import Charges). The imported charges are verified and, if no errors are found, they are written to the Property Management Transaction file. Records rejected during the import process are copied from the import source file to a rejected records text file, which has the same format as the import file. The rejected records file can then be edited using any text editor that does not convert the file from the comma-delimited text format to a different format.

The import file remains intact during processing and is not deleted when the task completes. As a result, if you are reprocessing a group of previously rejected records, be sure to enter the name of the rejected records file as the import file name, not the name of the original import file. Reentering the original import file name will create duplicate entries.

After you have reviewed the imported charges, and corrected and reprocessed any errors, the charges are ready to be posted to Property Management. To post the entries, use the Post Entries command from the Tasks menu (Tasks, Post Entries).

 About import field types

 About the record format

 Import file example


Import field types

Each record in the import file consists of a series of fields. Each field must be one of these types:

 Alpha

 Check box

 Date

 Numeric


Alpha field

An alpha field is a field that can contain alphabetic characters, numeric characters, and special characters, such as commas, semicolons, periods, percent signs and quotation marks. The following rules apply to commas, semicolons and quotation marks:

•	Commas -- Commas are used to separate fields in an import source file. Therefore, if a comma is part of the data to be imported, you must enclose the field containing the comma in quotation marks. For example, if the field to be imported is January 97, Misc. Charge, you must enter it as "January 97, Misc. Charge". The import process removes the quotation marks.

•	Semicolons -- Semicolons are used to precede comments in an import source file; as a result, everything from (and including) the semicolon, up to the next comma or line, is considered a comment and is ignored during the import. Therefore, if a semicolon is part of the data to be imported, you must enclose the field containing the semicolon in quotation marks. For example, if the field to be imported is Portland; City of, you must enter it as "Portland; City of". The import process removes the quotation marks.

•	Quotation marks -- Quotation marks are used to group data in an import source file. Therefore, if a quotation mark is part of the data to be imported, you must enter two consecutive quotation marks. For example, if the field to be imported is Charge; "ABC" Supply, you must enter it as "Charge; ""ABC"" Supply". The import process converts the two consecutive quotation marks to one quotation mark and removes the single quotation marks.


Numeric field

These fields can only contain numbers, a single decimal point, and a single minus sign. The minus sign may precede or follow the amount.


Date field

Date fields can be entered using these formats:

mm/dd/yy

mm/dd/yyyy	(only if century can be entered)

Notes

•	mm represents the month, dd represents the day, yy represents the year, and yyyy represents the century and year. If the century is omitted from a mm/dd/yyyy format entry, the century defaults to the century of the current system date. For example, 01/01/99 defaults to 01/01/1999.

•	Dashes (-) or slashes (/) can be used to separate the months, days, and years. For example, 1-2-99 or 1/2/99. If no separators are entered, the entry must contain the maximum number of digits for each format (except for the century, as stated above). For example, January 2, 1999 must be entered using the format mmddyy as 010299 or 01021999, and not as 1299.


Check box field

If the field contains yes, y, true, t, x, or 1, the check box field converts as being checked. Letters can be upper or lower case.

If the field contains no, n, f, false, or 0, the check box field converts as being unchecked. Letters can be upper or lower case. If the field is blank (two consecutive comma separators), the field also converts as unchecked.


Lockbox

Some banks provide a lockbox service which receives, records and deposits tenant payments. A file is created that contains the payment information needed by Property Management. This file may be used as the source file by the Import Payments process, as long as it conforms to one of the two Import source formats described below:

 PM Payment Import Format #1

 PM Payment Import Format #2


Correcting errors when importing payments

  1	Have at hand the Import Payments journal that listed the errors encountered on the previous import.

  2	Open the rejected records file with any text editor, such as Notepad, that retains the file in a text format.

  3	Add, change, or delete text lines as appropriate to correct the errors.

 Click here for a description of the Import Payments file.

  4	Save the file in text format and exit the text editor.

  5	Backup the edited rejected records file.

  6	Use the edited rejected records file as the import file to Import Payments.


Correcting errors when importing charges

  1	Have at hand the Import Charges journal that listed the errors encountered on the previous import.

  2	Open the rejected records file with any text editor, such as Notepad, that retains the file in a text format.

  3	Add, change, or delete text lines as appropriate to correct the errors.

 Click here for a description of the Import Charges file.

  4	Save the file in text format and exit the text editor.

  5	Backup the edited rejected records file.

  6	Use the edited rejected records file as the import file to Import Charges.


1099-INT (Reports, Forms menu)
1099-INT and 1098-Mortgage Interest (Reports, Forms menu)

Use to generate 1099-INT or 1098 Interest forms at the end of every calendar year. 1099-INT forms are used for reporting interest paid on deposits, and are sent to tenants and to the IRS. 1098 Interest forms are used for reporting mortgage interest received from tenants, and are sent to tenants and to the IRS.

The forms can be generated at the end of the current calendar year, or at the beginning of the next calendar year, as desired. If you issue 250 or more forms, the IRS requires that you also file the 1099-INT or 1098 Interest forms on magnetic media. If you are generating magnetic media, you must still print the forms and distribute them to tenants for their reporting purposes.

 Windows

Note

•	One 1099-INT form is printed per lease revision. If a lease has multiple interest-bearing deposits, the deposit interest is combined on a single form.

•	One 1098 Interest form is printed per unit on a lease revision. If a lease has multiple units, one form will print for each unit.

•	Multiple 1099-INT and 1098 Interest forms will print if multiple revisions of a lease exist.

•	If you plan to use laser forms to print your 1099-INT or 1098 Interest forms, it is important that you run samples to test the form alignment. Free samples can be obtained by calling Timberline Forms at (800) 544-3427.

Tip

•	Timberline recommends that you print your 1099-INT or 1098 Interest forms on plain paper and verify accuracy prior to printing them on preprinted forms.

Related Topics


Forms windows

 1099-INT Forms

 1098-Mortgage Interest Forms

 Forms Print Selection

 Magnetic Media File Name


1099-INT Forms window

Use to enter the information needed to print 1099-INT forms. 1099-INT forms are used to report interest paid on lease deposits. If you issue 250 or more 1099-INT forms, you are required to file the forms on magnetic media.

During the 1099-INT process, you are guided through a series of windows that prompt you for the necessary information. The steps displayed on the window indicate where you are in the process.

When you finish entering the necessary information, you will be prompted to click [Finish] to open the Print Selection window and print the forms. Before you print the actual forms, Timberline recommends you do the following:

•	If you need to pay any additional interest prior to printing 1099-INT forms, run Pay Interest from the Tasks, Deposit Interest menu to update the year-to-date interest. You also need to run Post Entries to post the Pay Interest entries.

•	Print the 1099-INT forms on plain paper and review the Status Report for errors before printing them on preprinted forms. This enables you to review the information for accuracy without wasting forms.

•	Back up your Property Management files and store the backup as a permanent record off site. If you ever need to reproduce the 1099-INT forms, you can use the backup copy.

Notes

•	You can print 1099-INT forms either before or after closing December.

•	One 1099-INT form is printed per lease revision. If a lease has multiple interest-bearing deposits, the deposit interest is combined on a single form.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Properties to Process window

Use to select the properties to include when printing 1099-INT forms and, if applicable, generating magnetic media.

The title of this window may be different if you changed it in Custom Descriptions.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Property/Name

Displays a list of every property. From the list, select the properties to include when printing 1099-INT forms.


Payer Source window

Use to select the source of the payer name and address information. This tells the system where to retrieve the payer name and address information.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


GL Prefix

Select this option if you want the payer name and address information to be determined automatically during processing. The information is retrieved as follows:

•	If the fiscal entity in GL Settings is Prefix, during processing Property Management uses the GL Prefix on the property to retrieve the payer information from General Ledger. The fiscal entity level determines from which prefix the information is retrieved.

•	If the fiscal entity in GL Settings is Data Folder, the payer name, address and phone number are retrieved from the data folder, and the Federal ID is retrieved from GL Settings. If you want to override the data folder information, you must select Data Folder/Manual entry as your Payer Source.


Data folder/Manual entry

Select this option if you want the payer name and address information to be retrieved from the data folder, or if you want to enter information. If you select this option, you may change any or all of the prefilled data folder information.

If you select this option, the Payer Name and Address window opens after you select the properties to process in the next window. All of the selected properties use this payer information.


Payer Name and Address window

Use to enter the payer name, address and Federal ID number. All of the selected properties use this payer information.

The information prefills from the data folder but can be changed.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Payer name/address/phone

Enter or modify the name and address information. All of the selected properties use this payer information.

•	Payer name—accept the prefilled name or enter another name (up to 33 characters). This item is required.

•	Address—accept the prefilled address or enter another address (up to 33 characters). This item is required.

•	City—accept the prefilled city or enter another city (up to 15 characters). This item is required.

•	State—accept the prefilled state or enter another state (up to 2 characters). The state must be one of the official two-character postal abbreviations for the 50 states, Washington DC, US territories, or APO/FPO addresses. If a four-character state prefills from the data folder, it must be changed to an official two-character abbreviation. This item is required.

•	ZIP—accept the prefilled ZIP Code or enter another ZIP Code. You must enter a five-digit or a nine-digit ZIP Code (e.g. 97123 or 97123-1234). This item is required.

•	Phone—accept the prefilled phone number or enter another phone number (up to 15 characters including punctuation). This item is required.


Federal ID

Enter the Federal ID number. This number must be either a Social Security Number (SSN) or an Employer Identification Number (EIN).

A social security number must be in the format 123-45-6789 and cannot begin with an eight (8) or nine (9), nor can it be all zeros (0).

An Employer Identification Number must be in the format 12-3456789 and cannot start with a 69 or be all zeros.

This item is required.


Reporting Year window

Use to select the reporting year. 1099-INT Forms can be printed either before or after you close the calendar year, depending on the selection you make in this window:

For help on an item in this window, click [image] on the toolbar and then click the item.

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Reporting year

Select whether to use the current calendar year or the previous calendar year to print the 1099-INT Forms. Your answer depends on whether you are printing 1099-INT Forms before or after advancing to the new calendar year.

•	Year-to-date—prints 1099-INT Forms for the current calendar year.

•	Last year—prints 1099-INT Forms for the previous calendar year.


Minimum Reporting Amount window

Use to enter the minimum reporting amount. A 1099-INT form is not printed for a lease if the total interest paid for the reporting year is less than this amount.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Amount

Enter the minimum amount to use to determine if a 1099-INT form should be printed.

If you selected Year-to-date as the reporting year, a 1099-INT form is not printed if the lease's Interest Paid YTD is less than the minimum amount.

If you selected Last year as the reporting year, a 1099-INT form is not printed if the lease's Interest Paid Last Year is less than the minimum amount.


Corrected Form window

Use to select whether the form(s) are corrected forms. If you are printing corrected forms, you must specify the type of correction below.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Corrected form selection

Select whether the form(s) are corrected forms. If you are printing corrected forms, you must specify the type of correction in the Correction Type box.


Correction Type

If you are printing corrected form, select the correction type as follows:

•	Single correction--marks the CORRECTION box on the form and uses 1099-INT amounts. If you are generating magnetic media, this option also codes the magnetic media as a one-transaction correction (code G).

•	First correction of two--marks the CORRECTION box on the form and uses zero for 1099-INT amounts. If you are generating magnetic media, this option also codes the magnetic media as the first transaction of a two-transaction correction (code G).

•	Second correction of two--does NOT mark the CORRECTION box on the form and uses 1099-INT amounts. If you are generating magnetic media, this option also codes the magnetic media as the second transaction of a two-transaction correction (code C).


Magnetic Media window

Use to produce a copy of the 1099-INT Forms on magnetic media. If you issue 250 or more 1099-INT Forms, you are required to file the forms on magnetic media. If you do file the forms on magnetic media, you must also distribute the printed 1099-INT Forms to tenants for their reporting purposes.

If you choose to generate magnetic media, a magnetic media file is created after the 1099-INT Forms print.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Magnetic media selection

Select whether you want to generate magnetic media. If you do file the forms on magnetic media, you must also distribute the printed 1099-INT Forms to tenants for their reporting purposes.

If you select Yes, produce magnetic media, a magnetic media file is created after the 1099-INT Forms print.


Transmitter Information window

Use to enter transmitter information.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Transmitter information

Enter transmitter information as follows:

•	Control code—enter the transmitter control code (up to 5 characters). This item is required.

•	TIN—enter the taxpayer information number (TIN). This must be either a Social Security Number (in the format 123-45-6789) or an Employer ID number (in the format 12-3456789).
A Social Security Number cannot begin with an eight (8) or nine (9), nor can it be all zeros (0).
An employer identification number must be in the format 12-3456789 and cannot start with a 69 or be all zeros. This item is required.

•	Name (line 1 and line 2)—enter the transmitter names on line 1 and/or line 2 (up to 33 characters each). The transmitter name(s) prefill from the data folder but can be changed. This item is required.

•	Media number—enter the media number to identify this diskette (up to 6 characters).


Contact Information window

Use to enter information on the person to contact regarding the magnetic media.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Contact name, phone, and e-mail

Enter information on the person to contact regarding the magnetic media, as follows:

•	Contact name—enter the name of the person to contact regarding magnetic media files (up to 33 characters). This item is required.

•	Contact phone—enter the phone number of the person to contact regarding magnetic media files (up to 15 characters including punctuation). This item is required.

•	Contact e-mail—enter the e-mail address of the person to contact regarding magnetic media files. You must enter the full address (for example, johndoe@company.com).


Company Return Information window

Use to enter the mailing address where correspondence should be sent or magnetic media returned if the IRS is unable to process your 1099-INT information. The name and address prefill from the data folder, but can be changed.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Company return information

Enter the mailing address where correspondence should be sent or magnetic media returned if the IRS is unable to process your 1099-INT information. The name and address prefill from the data folder, but can be changed.

•	Name (line 1 and line 2)—accept the prefilled name(s) or enter another name (up to 33 characters for each line). Line 1 is required.

•	Mailing address—accept the prefilled address or enter another address (up to 33 characters). This item is required.

•	City—accept the prefilled city or enter another city (up to 15 characters). This item is required.

•	State—accept the prefilled state or enter another state (up to 2 characters). The state must be one of the official two-character postal abbreviations for the 50 states, Washington DC, US territories, or APO/FPO addresses. If a four- character state prefills from the data folder, it must be changed to an official two-character abbreviation. This item is required.

•	ZIP—accept the prefilled ZIP Code or enter another ZIP Code. You must enter a five-digit or a nine-digit ZIP Code (e.g. 97123 or 97123-1234). This item is required.


Magnetic Media Replacement window

Use to indicate if this is a replacement file, and to enter the replacement alpha/numeric character, if applicable.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Replacement selection

Select whether this is a replacement file. If you select Yes, this is a replacement file, you must enter a Replacement alpha/numeric character below.


Replacement alpha/numeric character

Enter the 2 characters that appear immediately following the TCC number on the Media Tracking Slip (Form 9267). This form accompanies media that has been returned due to processing problems.


1099-INT Summary window

Use to review your selections prior to continuing to the Print Selection window. If necessary, you can click [Back], or click the desired step on the left of the window, to go back to the previous windows and change information.

After verifying that the information is correct, click [Finish] to proceed to the Magnetic Media File Name window (if generating magnetic media) and the Print Selection window. After clicking [Finish], you cannot change the information you entered in the previous windows. To make changes at that point, you must click [Cancel] and start over.

Tip

•	Timberline recommends that you first print the forms on plain paper and review the Status Report for errors before printing them on preprinted forms. This enables you to review the information for accuracy without wasting forms.

Related Topics


Forms Print Selection window

Use to select form and printer options for printing the 1099-INT or 1098 Interest forms and the Status Report, to enter ranges and conditions to limit the leases that are included, and to start printing the 1099-INT or 1098 Interest forms. Timberline recommends that you print your forms on plain paper and verify that they are correct prior to printing them on preprinted forms. If you are generating magnetic media, you must still print the forms and distribute them to tenants for their reporting purposes.

The printer information area allows you to select printers and to specify printer and page setup options.

For help on an item in this window, click [image] on the window and then click the item.

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Form Type

Select either Continuous forms or Laser forms, depending on the type of forms you want to print.


Printer

Select the printer to use. Two printer selections are available: one for the forms and one for the Status Report.


[Printer Setup]

Opens the Printer Setup window, which allows you to modify printer options before printing. [Printer Setup] displays with asterisks if printer options are changed.


[Page Setup]

Opens the Page Setup window, which allows you to modify page options before printing. [Page Setup] displays with asterisks if page options are changed.


[Ranges]

Opens a Ranges window, which allows you to specify a range of leases to process. This is useful if you need to print a single 1099-INT or 1098 Interest form for error correction.

[Ranges] displays with asterisks if ranges are specified.


[Conditions]

Opens the Add Condition window if no conditions are specified, or opens the Condition Selection window if conditions are specified. [Conditions] displays with asterisks if conditions are specified.


[Start]

Starts the processing of 1099-INT or 1098 Interest forms.


[Cancel]

Closes this window without processing 1099-INT or 1098 Interest forms.


[Align]

Prints a pair of asterisks on the right and left corners of the top of the form so you can see if the top of the form is aligned. This does not waste a form since only the asterisks are printed.


[Help]

Starts Help and displays information about this window.


Magnetic Media File Name window

Use to select the Magnetic Media File name. The IRS requires that the name of the file be IRSTAX. This file is created in your data folder unless you choose to create the magnetic media file in another folder or directly on a blank diskette in the diskette drive. Creating the file directly to diskette saves time, as you do not have to copy the newly created IRSTAX file from your data folder to a diskette.

For help on an item in this window, click [image] on the window and then click the item.


About Printing 1099-INT and 1098 Interest Forms

The Federal government may require your company to submit 1099-INT or 1098 Interest forms. If you issue 250 or more forms, you are also required to file the forms on magnetic media. Forms are printed in Property Management using the 1099-INT or 1098-Mortgage Interest command from the Reports, Forms menu. Before you begin the printing process, Timberline recommends you do the following:

•	Print the 1099-INT or 1098 Interest forms on plain paper and review the Status Report for errors before printing them on preprinted forms. This enables you to review the information for accuracy without wasting forms.

•	Back up your Property Management files and store the backup as a permanent record off site. If you ever need to reproduce the forms, you can use the backup copy.

•	1099-INT forms—If you need to pay any additional interest prior to printing forms, run Pay Interest from the Tasks, Deposit Interest menu to update the year-to-date interest. You also need to run Post Entries to post the Pay Interest entries.

•	1098 Interest forms—Ensure that all fields are filled in or selected. This includes Current interest paid (Setup, Properties, General, Status tab), Tax amount (Setup, Properties, Tax tab), Unit Shares (Setup, Unit, General, Class/Address/Rent tab), Tenant Account Number (Setup, Tenants, General, Controls tab), and the "Do not print 1098 form" check box (Tasks, Manage Leases, Change Lease, General, Miscellaneous tab).

Notes

•	1099-INT forms—One form is printed per lease revision. If a lease has multiple interest-bearing deposits, the deposit interest is combined on a single form.

•	1098 Interest forms—One form is printed per unit on a lease revision. If a lease has multiple units, one 1098 Interest form will print for each unit.

•	1099-INT and 1098 Interest forms—Multiple forms will print if multiple revisions of a lease exist.

•	1099-INT and 1098 Interest forms—Forms can be printed either before or after closing the year.

Tip

•	If you need to print a single 1099-INT or 1098 Interest form in order to correct an error, click [Ranges] to select a specific lease.

Related Topics


Printing 1099-INT Forms

  1	From the Reports, Forms menu, select 1099-INT. This task guides you through the process of printing 1099-INT forms and generating magnetic media returns. At any point in the task, until you click [Finish], you can click [Back] to go back to previous windows and change information.

  2	Read the information on the opening window and click [Next] to continue.

  3	Make your selection in the Payer Source window and click [Next] to continue.

  4	Select the properties to process and click [Next] to continue. If you selected GL Prefix in step 3, go to step 6.

  5	Enter the Payer name and address and click [Next] to continue. The Payer Name and Address window does not display if you selected GL Prefix as the Payer Source.

  6	Enter your reporting year (you can choose year-to-date or last year) and click [Next] to continue.

  7	Enter the minimum reporting amount you are required to report on 1099-INT Forms. Click [Next] to continue.

  8	If this is a correction, fill in the Corrected Form information. Click [Next] to continue.

  9	In the Magnetic Media window, select whether you are generating magnetic media and click [Next] to continue. If you select No, go to step 14.

10	Enter the transmitter information and click [Next] to continue.

11	Enter the contact information and click [Next] to continue.

12	Enter the company return information and click [Next] to continue.

13	Enter the magnetic media replacement information and click [Next] to continue.

14	Review the information on the 1099 Summary window and, when you are certain the information is correct, click [Finish] to continue.

15	If you selected to generate magnetic media, in the Magnetic Media File Name window, enter the name of the magnetic media file and click [Save] to continue.

16	In the Print Selection window, select either Continuous forms or Laser forms as your 1099 form Type. Also, select ranges, conditions, and where to print the 1099 forms and Status Report.

17	Click [Start] to begin printing 1099-INT forms.

18	Backup your data files after printing 1099-INT forms and store the backup as a permanent record off site. If you ever need to reproduce the 1099-INT forms, you can use the backup copy.

 How?

Tips

•	Timberline recommends that you print your 1099-INT forms on plain paper and verify that they are correct prior to printing them on preprinted forms. If you are generating magnetic media, you must also print the 1099-INT forms and distribute them to tenants for their reporting purposes.

•	If you need to print a single 1099-INT form in order to correct an error, use the [Ranges] button.

Related Topics


Generating magnetic media directly to disk

The IRSTAX file is created in your data folder unless you choose to create the magnetic media file in another folder or directly to a blank disk in the diskette drive. To create the IRSTAX file directly on a disk, change the path of the IRSTAX file to that of your diskette drive (for example, A:\IRSTAX). Be sure to insert a blank diskette in the drive prior to generating the magnetic media if you choose to create the file directly to disk.

Creating the IRSTAX file directly to disk saves time, as you do not have to copy the newly created IRSTAX file from your current data folder to the disk after generating the magnetic media.

Related Topics


About magnetic media returns

In addition to printing 1099-INT or 1098 Interest forms on paper, you can generate a magnetic media file for the IRS. A magnetic media file is a computer file with a particular format specified by the IRS.  The IRS requires that you provide a magnetic media file if you are printing 250 or more forms.

If you choose to generate forms on magnetic media, a magnetic media file is created after the forms print. A Status Report that lists missing or invalid property, lease, unit, and tenant information is also printed. You should carefully review this report prior to submitting the magnetic media file to the IRS. You should not submit a magnetic media file to the IRS if errors are reported. Instead, correct the data listed on the report and re-generate magnetic media.

Related Topics


About forms alignment

To check the alignment of the preprinted continuous feed forms on your printer, click [Align] in the Print selection window. Asterisks print at the top of the form in the left and right corners. If the forms are aligned properly from top to bottom, the asterisks will print just below the perforation on the first line of the form. If the forms are aligned properly from left to right, the asterisks will be equal distances from the left and right edges of the form.

If the forms are not correctly aligned, adjust the forms and click [Align] again. Another set of asterisks will print. When the forms are aligned, click [Start] to print your forms.


About the Status Report

The Status Report prints each time 1099-INT or 1098 Interest forms are printed and can be used to locate missing or invalid property, lease, unit, and tenant information. The report consists of two sections:

•	Specific errors for individual properties, leases, units, or tenants that have missing or invalid information.

•	Totals for the report, which include the number of leases processed and the total amount reported.

Note

•	You should not submit a magnetic media file to the IRS if any errors are reported on the Status Report. Instead, correct the data listed on the report and re-generate magnetic media.

Related Topics


**(1098 Interest forms topics follows)


1098-Mortgage Interest Forms window

Use to enter the information needed to print 1098 Interest forms. 1098 Interest forms are used to report mortgage interest received from tenants for a given calendar year. You can also print real estate taxes on this form for informational purposes. If you issue 250 or more 1098 Interest forms, you are required to file the forms on magnetic media.

During the process, you are guided through a series of windows, which prompt you for the necessary information. The steps displayed on the window indicate where you are in the process.

When you finish entering the necessary information, you will be prompted to click [Finish] to open the Print Selection window and print the forms. Before you print the actual forms, Timberline recommends you do the following:

•	Make sure that all necessary fields are filled in for the property, unit, tenant, and lease. (For more information on calculations for 1098 Interest forms, see the Help topic " About 1098 Interest Form Calculations.")

•	Print the 1098 Interest forms on plain paper and review the Status Report for errors before printing them on preprinted forms. This enables you to review the information for accuracy without wasting forms.

•	Back up your Property Management files and store the backup as a permanent record off site. If you ever need to reproduce the 1098 Interest forms, you can use the backup copy.

Notes

•	You can print 1098 Interest forms either before or after closing December.

•	One 1098 Interest form is printed per lease revision; however, if a lease has multiple units, one 1098 Interest form will be issued for each unit.

Related Topics


Recipient Source window

Use to select the source of the recipient name and address information. This tells the system where to retrieve the recipient name and address information.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


GL Prefix

Select this option if you want the recipient name and address information to be determined automatically during processing. The information is retrieved as follows:

•	If the fiscal entity in GL Settings is Prefix, then (during processing) Property Management uses the GL Prefix on the property to retrieve the recipient information from General Ledger. The fiscal entity level determines from which prefix the information is retrieved.

•	If the fiscal entity in GL Settings is Data Folder, the recipient name, address, and phone number are retrieved from the data folder, and the Federal ID is retrieved from GL Settings. If you want to override the data folder information, you must select Data Folder/Manual entry as your Recipient Source.


Data folder/Manual entry

Select this option if you want the recipient name and address information to be retrieved from the data folder, or if you want to enter the information. If you select this option, you may change any or all of the prefilled data folder information.

If you select this option, the Recipient Name and Address window opens after you select the properties to process in the next window. All of the selected properties use this recipient information.


Properties to Process
Properties to Process window

Use to select the properties to include when printing 1098 Interest forms and, if applicable, generating magnetic media.

The title of this window may be different if you changed it in Custom Descriptions.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Property/Name

Displays a list of every property. From the list, select the properties to include when printing 1098 Interest forms.


Recipient Name and Address window

Use to enter the recipient name, address, phone, and Federal ID number. All of the selected properties use this recipient information.

The information prefills from the data folder but can be changed.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Recipient name/address/phone

Enter or modify the name and address information. All of the selected properties use this recipient information.

•	Recipient name—accept the prefilled name or enter another name (up to 33 characters). This item is required.

•	Address—accept the prefilled address or enter another address (up to 33 characters). This item is required.

•	City—accept the prefilled city or enter another city (up to 15 characters). This item is required.

•	State—accept the prefilled state or enter another state (up to 2 characters). The state must be one of the official two-character postal abbreviations for the 50 states, Washington DC, US territories, or APO/FPO addresses. If a four-character state prefills from the data folder, it must be changed to an official two-character abbreviation. This item is required.

•	ZIP—accept the prefilled ZIP Code or enter another ZIP Code. You must enter a five-digit or a nine-digit ZIP Code (e.g. 97123 or 97123-1234). This item is required.

•	Phone—accept the prefilled phone number or enter another phone number (up to 15 characters including punctuation). This item is required.


Federal ID

Enter the Federal ID number. This number must be either a Social Security Number (SSN) or an Employer Identification Number (EIN).

A Social Security Number must be in the format 123-45-6789 and cannot begin with an eight (8) or nine (9), nor can it be all zeros (0).

An Employer Identification Number must be in the format 12-3456789 and cannot start with a 69 or be all zeros.

This field is required.


Reporting Year window

Use to select the reporting year. 1098 Interest forms can be printed either before or after you close the calendar year, depending on the selection you make in this window.

The reporting year is compared to the actual move-in and move-out dates on the lease record to determine whether this lease is included in 1098 Interest calculations. The year selected is compared to the year on the property tax record, which checks that the correct tax amount is used in calculation of the real estate tax. (For more information on calculations for 1098 Interest forms, see the Help topic " About 1098 Interest Form Calculations.")

For help on an item in this window, click [image] on the toolbar and then click the item.

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Reporting year

Select whether to use the current calendar year or the last year to print the 1098 Interest forms. Your answer depends on whether you are printing 1098 Interest forms before or after advancing to the new calendar year.

The reporting year is compared to the actual move-in and move-out dates on the lease record to determine whether this lease is included in 1098 Interest calculations. The system uses the selected year to look up the appropriate property tax record to retrieve the tax amount to use when calculating the real estate tax. (For more information on calculations for 1098 Interest forms, see the Help topic " About 1098 Interest Form Calculations.")

•	Year-to-date—prints 1098 Interest forms for the current calendar year.

•	Last year—prints 1098 Interest forms for the last year.


Minimum Reporting Amount window

Use to enter the minimum reporting amount. A 1098 Interest form is not printed for a unit if the calculated interest paid for the reporting year is less than this amount. If leases are excluded because they fall below this amount, the total interest amount of all of the 1098 Interest forms that print will be less than the current interest paid on the property record. (For more information on calculations for 1098 Interest forms, see the Help topic " About 1098 Interest Form Calculations.")

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Amount

Enter the minimum amount to use to determine if a 1098 Interest form should be printed. A 1098 Interest form will not print if the calculated interest paid for the unit for the reporting year is less than this amount.


Corrected Form window

Use to select whether the form(s) are corrected forms. If you are printing corrected forms, you must specify the type of correction below.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related topic


Corrected form selection

Select whether the form(s) are corrected forms. If you are printing corrected forms, you must specify the type of correction in the Correction Type box.


Correction Type

If you are printing corrected forms, select the correction type as follows:

•	Single correction--marks the CORRECTION box on the form and uses 1098 Interest amounts. If you are generating magnetic media, this option also codes the magnetic media as a one-transaction correction (code G).

•	First correction of two--marks the CORRECTION box on the form and uses zero for 1098 Interest amounts. If you are generating magnetic media, this option also codes the magnetic media as the first transaction of a two-transaction correction (code G).

•	Second correction of two--does NOT mark the CORRECTION box on the form and uses 1098 Interest amounts. If you are generating magnetic media, this option also codes the magnetic media as the second transaction of a two-transaction correction (code C).


Magnetic Media window

Use to produce a copy of the 1098 Interest forms on magnetic media. If you issue 250 or more 1098 Interest forms, you are required to file the forms on magnetic media. If you do file the forms on magnetic media, you must still distribute the printed 1098 Interest forms to tenants for their reporting purposes.

If you choose to generate magnetic media, a magnetic media file is created after the 1098 Interest forms print.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Magnetic media selection

Select whether you want to generate magnetic media. If you do file the forms on magnetic media, you must still distribute the printed 1098 Interest forms to tenants for their reporting purposes.

If you select Yes, produce magnetic media, a magnetic media file is created after the 1098 Interest forms print.


Magnetic media selection

Select whether you want to generate magnetic media. If you do file the forms on magnetic media, you must still distribute the printed 1098 Interest forms to tenants for their reporting purposes.

If you select Yes, produce magnetic media, a magnetic media file is created after the 1098 Interest forms print.


Transmitter Information window

Use to enter transmitter information.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transmitter information

Enter transmitter information as follows:

•	Control code—enter the transmitter control code (up to 5 characters). This item is required.

•	TIN—enter the taxpayer information number (TIN). This must be either a Social Security Number (in the format 123-45-6789) or an employer ID number (in the format 12-3456789).
A Social Security Number cannot begin with an eight (8) or nine (9), nor can it be all zeros (0).
An employer identification number must be in the format 12-3456789 and cannot start with a 69 or be all zeros. This item is required.

•	Name (line 1 and line 2)—enter the transmitter names on line 1 and/or line 2 (up to 33 characters each). The transmitter name(s) prefill from the data folder but can be changed. Line 1 is required.

•	Media number—enter the media number to identify this diskette (up to 6 characters).


Contact Information window

Use to enter information on the person to contact regarding the magnetic media.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Contact name/phone

Enter information on the person to contact regarding the magnetic media, as follows:

•	Contact name—enter the name of the person to contact regarding magnetic media files (up to 33 characters). This item is required.

•	Contact phone—enter the phone number of the person to contact regarding magnetic media files

(up to 15 characters including punctuation). This item is required.

•	Contact e-mail—enter the e-mail address of the person to contact regarding magnetic media files. You must enter the full address (for example, johndoe@company.com).


Company Return Information window

Use to enter the mailing address where correspondence should be sent or magnetic media returned if the IRS is unable to process your 1098 Interest information. The name and address prefill from the data folder, but can be changed.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Company return information

Enter the mailing address where correspondence should be sent or magnetic media returned if the IRS is unable to process your 1098 Interest information. The name and address prefill from the data folder, but can be changed.

•	Name (line 1 and line 2)—accept the prefilled name(s) or enter another name (up to 33 characters for each line). Line 1 is required.

•	Mailing address—accept the prefilled address or enter another address (up to 33 characters). This item is required.

•	City—accept the prefilled city or enter another city (up to 15 characters). This item is required.

•	State—accept the prefilled state or enter another state (up to 2 characters). The state must be one of the official two-character postal abbreviations for the 50 states, Washington DC, US territories, or APO/FPO addresses. If a four- character state prefills from the data folder, it must be changed to an official two-character abbreviation. This item is required.

•	ZIP—accept the prefilled ZIP Code or enter another ZIP Code. You must enter a five-digit or a nine-digit ZIP Code (e.g. 97123 or 97123-1234). This item is required.


Magnetic Media Replacement window

Use to indicate if this is a replacement file, and to enter the replacement alpha/numeric character, if applicable.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Replacement selection

Select whether this is a replacement file. If you select Yes, this is a replacement file, you must enter a Replacement alpha/numeric character below.


Replacement alpha/numeric character

Enter the 2 characters that appear immediately following the TCC number on the Media Tracking Slip (Form 9267). This form accompanies media that has been returned due to processing problems.


1098-Mortgage Interest Summary window

Use to review your selections prior to continuing to the Print Selection window. If necessary, you can click [Back], or click the desired step on the left of the window, to go back to the previous windows and change information.

After verifying that the information is correct, click [Finish] to proceed to the Magnetic Media File Name window (if generating magnetic media) and the Print Selection window. After clicking [Finish], you cannot change the information you entered in the previous windows. To make changes at that point, you must click [Cancel] and start over.

Tip

•	Timberline recommends that you first print the forms on plain paper and review the Status Report for errors before printing them on preprinted forms. This enables you to review the information for accuracy without wasting forms.

Related Topics


Printing 1098 Interest Forms

  1	Ensure that all necessary fields are filled in. This includes Current interest paid (Setup, Properties, General, Status tab), Tax amount (Setup, Properties, Tax tab), Unit shares (Setup, Unit, General, Class/Address/Rent tab), Tenant Account Number (Setup, Tenants, General, Controls tab), and "Do not print 1098 form" check box (Tasks, Manage Leases, Change Lease, General, Miscellaneous tab).

  2	From the Reports, Forms menu, select 1098-Mortgage Interest. This task guides you through the process of printing 1098 Interest forms and generating magnetic media returns. At any point in the task, until you click [Finish], you can click [Back] to go back to previous windows and change information.

  3	Read the information on the opening window and click [Next] to continue.

  4	Make your selection in the Recipient Source window and click [Next] to continue.

  5	Select the properties to process and click [Next] to continue. If you selected GL Prefix in step 4, go to step 7.

  6	Enter the Recipient name, address, phone, and Federal ID and click [Next] to continue. The Recipient Name and Address window does not display if you selected GL Prefix as the Recipient Source.

  7	Select your reporting year (year-to-date or last year) and click [Next] to continue.

  8	Enter the minimum reporting amount if it applies. Click [Next] to continue.

  9	If this is a correction, fill in the Correction Form information. Click [Next] to continue.

10	In the Magnetic Media window, select whether you are generating magnetic media and click [Next] to continue. If you select No, go to step 15.

11	Enter the transmitter information and click [Next] to continue.

12	Enter the contact information and click [Next] to continue..

13	Enter the company return information and click [Next] to continue.

14	Enter the magnetic media replacement information and click [Next] to continue.

15	Review the information on the 1098-Mortgage Interest Summary window and, when you are certain the information is correct, click [Finish].

16	If you selected to generate magnetic media, in the Magnetic Media File Name window, enter the name of the magnetic media file and click [Save].

17	In the Print Selection window, select either Continuous forms or Laser forms as your Form Type. Also, select ranges, conditions, and where to print the forms and Status Report.

18	Click [Start] to begin printing 1098 Interest forms.

19	Backup your data files after printing the forms and store the backup as a permanent record off site. If you ever need to reproduce the forms, you can use the backup copy.

 How?

Tips

•	Timberline recommends that you print your 1098 Interest forms on plain paper and verify that they are correct prior to printing them on preprinted forms. If you are generating magnetic media, you must still print the forms and distribute them to tenants for their reporting purposes.

•	If you need to print a single 1098 Interest form in order to correct an error, click [Ranges] to select a specific lease.

Related Topics


Cash Receipts

Use to record payments made by tenants and miscellaneous income from sources such as conference rooms, vending machines and laundry machines.

See Cash receipts in the Help index for more information.


Generate Rent Roll

Use to create charges that recur on a schedule (such as monthly rent or quarterly CAM). The charges, and their frequencies and other attributes, are specified on the Recurring Charges tab when you set up or edit the lease.

See Generate rent roll in the Help index for more information.


Late Charges

Use to calculate late charges and generate late charge entries. The Late Charges command uses information entered in the Lease Late Charge Controls and data on the open items to calculate the late charges.

See Late charges in the Help index for more information.


Miscellaneous Entries

Use to enter one-time adjustments and charges that are not automatically generated. These can include charges, charge adjustments, credit adjustments and bad debt write-offs, all of which create or adjust open items and affect balances.

See Miscellaneous entries in the Help index for more information.


Start Lease

Use to set up new leases, or to change information about an existing "future" lease. Can also be used to cancel a future lease, and to initiate move-in procedures, such as creating initial charges, recording move-in dates, and recording deposits and cash receipts.

See Start lease in the Help index for more information.


Terminate Lease

Use for all aspects of terminating a lease, including entering the termination information and dates, setting the status to "terminated" and reconciling the lease.

See Terminate lease in the Help index for more information.


Change Lease

Use to change information for existing current leases.

See Change lease in the Help index for more information.


Amend Lease

Use to make changes to a lease and keep track of the changes by creating and retaining a copy of the original lease. Changes include adding and removing units on an active lease, which allows the tenants and their deposits to be moved within the same property.

See Amend Lease in the Help index for more information.


Returned Check

Use to reverse payments that were rejected or entered incorrectly. See Returned check in the Help index for more information.


Refund/Apply Deposit

Use to refund deposits, to apply or forfeit refundable deposits to existing open items or new charges, and to accrue interest on deposits.

See Refund/apply deposits in the Help index for more information.


Refund/Apply Credit

Use to refund open credits and to apply a lease's open credits to existing open items or new charges associated with the lease.

See Refund/apply credits in the Help index for more information.


Accrue Interest

Use to accrue interest on refundable deposits based on the length of time the deposit has been held, the interest rate for the deposit, and other details entered in the lease deposit record.

See Accrue interest in the Help index for more information.


Pay Interest

Use to pay tenants the interest that has accrued on their refundable, interest-bearing deposits. Interest is automatically accrued before the Pay Interest entries are made.

See Pay interest in the Help index for more information.


Recoverable Expenses

Use to process the recoveries in a single step. This one-step process pulls the expense amounts from General Ledger and runs the reconciliation and escalation process automatically. If you use the one-step process, you may not review or modify the General Ledger amounts prior to the reconcile and escalate process.

See Recoverable expenses in the Help index for more information.

Tip

•	Only recoveries that have a Recovery End Date greater than the General Ledger Current Period End Date are available for selection. This assures that the information in General Ledger is complete prior to processing.


Pull Expenses from GL

Use to pull expense amounts from General Ledger. This is the first of two steps used to process recoveries. The second step is to reconcile and escalate the recoveries using the Reconcile and Escalate command.

See Pull expenses from GL in the Help index for more information.

Tip

•	Only recoveries that have a Recovery End Date greater than the General Ledger Current Period End Date are available for selection. This assures that the information in General Ledger is complete prior to processing.


Reconcile and Escalate

Use to reconcile and escalate recoveries. This is the second of two steps used to process recoveries. The first step is to pull expense amounts from General Ledger using the Pull Expenses from GL command.

See Reconcile and escalate in the Help index for more information.

Tip

•	Only recoveries that have a Recovery End Date greater than the General Ledger Current Period End Date are available for selection. This assures that the information in General Ledger is complete prior to processing.


Enter CPI Values

Use to set up the CPI (Consumer Price Index) index values and their effective dates. CPI values are used in the escalation of charges, for a lease with a CPI clause.

See Enter CPI values in the Help index for more information.


Escalate by CPI

Use to escalate charges based on the change in the Consumer Price Index.

See Escalate by CPI in the Help index, for more information.


Enter Porters' Wage Values

Use to set up Porters' Wage index values and their effective dates. Porters' Wage values, commonly used in New York City, are used in the escalation of charges for a lease with a Porters' Wage clause.

See Enter porters' wage values in the Help index for more information.


Escalate by Porters' Wage

Use to escalate charges based on the change in the Porters' Wage index.

See Escalate by porters' wage in the Help index for more information.


Enter Sales Volume

Use to enter sales volume entries used for calculating percentage rent and for tracking the activity for a retail tenant.

See Enter sales volume in the Help index for more information.


Bill Percentage Rent

Use to bill percentage rent. The percentage rent is based on the tenant's sales volume information (which is entered using the Enter Sales Volume task).

See Bill percentage rent in the Help index for more information.


Recalculate Percentage Rent (Scheduled)

Use to recalculate the percentage rent amount.

See Recalculate percentage rent (scheduled) in the Help index for more information.


Recalculate Percentage Rent (On Demand)

Use to process on-demand percentage rent recalculation.

See Recalculate percentage rent (on demand) in the Help index for more information.


Post Entries

Use to affect tenant and lease balances and accumulators with Property Management entries and to create the corresponding entries to General Ledger and Accounts Payable, if you indicated in PM Settings that Property Management should create entries for these applications.

See Post entries in the Help index for more information.


Close Current Period

Use to end one billing period, and start the new billing period. Close Current Period can process one property, or several, or all properties.

See Close current period in the Help index for more information.


Properties

Use to set up properties or modify information to existing properties. The title of this command may be different if you changed the description of PM Property in Custom Descriptions.

See Properties in the Help index for more information.


Units

Use to enter information about the units or spaces associated with each property. The title of this command may be different if you changed the description of PM Unit in Custom Descriptions.

See Units in the Help index for more information.


Tenants

Use to set up new tenants or modify information about existing tenants. The title of this command may be different if you changed the description of PM Tenant in Custom Descriptions.

See Tenants in the Help index for more information.


Corporations

Use to set up or make changes to corporate owners of leases. See Corporations in the Help index for more information.


Managers/Brokers

Use to set up or make changes to manager and broker information. The information stored includes manager, broker and agent names, management company, address, and phone numbers.

See Managers in the Help index for more information.


Charge Types

Use to create a list of all of your charge types, along with the General Ledger base account numbers that are credited and debited for each type.

See Charge types in the Help index for more information.


Interest Rates

Use to set up interest rate values, which can be used in calculating late charges and accruing interest on deposits, and in formulas and calculations.

See Interest rates in the Help index for more information.


Accumulator Controls

Use to set up specifications for accumulators. An accumulator is a stored total of certain transactions.

See Accumulator controls in the Help index for more information.


Calculation Methods

Use to set up or modify calculation methods. Calculation methods provide the "how" of the indexed escalation and recovery calculations.

See Calculation methods in the Help index for more information.


SIC Codes

Use to setup or change SIC codes and their descriptions. An SIC code can be entered in each Lease.

See SIC codes in the Help index for more information.


Clear Paid Items

Use to clear (remove) open items that are completely paid and to move all the entries related to those paid open items from the current transaction file to a history transaction file.

See Clear paid items in the Help index for more information.


Move Entries

Use to move entries from one history transaction file to another history transaction file. You enter a cutoff date to limit the entries that are affected.

See Move entries in the Help index for more information.


Import Charges

Use to create Property Management charges from a comma-delimited text file. See Import charges in the Help index for more information.


Import Payments

Use to create Property Management payments from a comma-delimited text file. See Import payments in the Help index for more information.


PM Settings

Use to select various options that determine how Property Management operates, including how it interfaces with other Gold applications.

See PM Settings in the Help index for more information.


Charge Back

Charge Back will be available in a future release of Property Management.


Change Entries

Use to make changes to entries in Property Management such as reapplying tenant payments, deleting charges, and returning or adjusting miscellaneous income payments.

See Change Entries in the Help index for more information.


Renew Lease

Use to extend the dates of a current or future lease and retain a record of the extension.

See Renew Lease in the Help index for more information.


Adjust Recurring Charges

Adjust Recurring Charges will be available in a future release of Property Management.


Calc Management Fees (Scheduled)

Use to process management fees on a periodic basis, such as monthly or quarterly. See management fees in the Help index for more information.


Calc Management Fees (On Demand)

Use to process management fees on demand. See management fees in the Help index for more information.


Calc Management Fees (Scheduled) (Tasks, Management Fees menu)

Use to calculate management fees on a periodic basis, such as monthly or quarterly. The scheduled process must be run for all properties that pay management fees.

You can produce a trial run or create the actual entries. Both options generate a detailed report. The report includes a summary of the corresponding General Ledger entries if you use accrual accounting method.

 Windows

Related Topics


Calc Management Fees (Scheduled ) windows

 Calc Mgmt Fees (Scheduled)

 Calc Mgmt Fees (Scheduled) - Create Entries

 Calc Mgmt Fees (Scheduled) - Trial Run

 Select Fees for Calc Management Fees (Scheduled)


Calc Management Fees (On Demand ) windows

 Calc Mgmt Fees (On Demand)

 Calc Mgmt Fees (On Demand) - Create Entries

 Calc Mgmt Fees (On Demand) - Trial Run

 Select Fees for Calc Management Fees (On Demand)


Troubleshooting tips for management fees

If you receive an error when processing Management Fees, try the following:

  1	Compare the property's Period end date to the Next date for the management fee. To do this, select Properties from the Setup menu and verify the following information (on the General, Controls and Mgmt Fee, Timing tabs):

•	If processing On Demand management fees, the Period end date should be the same as the Next date for the management fee. For example, if the Next date for the management fee is 3-2000, the property's Period end date should be in March.

•	If processing Scheduled management fees, the Period end date should be the period following the Next date for the management fee. For instance, if the Next date for the management fee is 3-2000, the property's Period end date should be in April.

  2	If necessary (as determined in step 1) close your period or change Next date in management fee setup. Changing Next date is allowed only if you have never run management fees.

  3	If the management fee calculation is based on an accumulator, continue with steps 4 through 6.

  4	From the Setup menu, select Accumulator Controls. Verify that the accumulator being used is set to accumulate based on Period Updated.

  5	Verify that the accumulator being used has a value for this management fee period. To do this, use the Property Accumulator - Calendar Year and/or Property Accumulator - Fiscal Year records in Report Designer.

  6	If the accumulator does not have a value, refer to the following help topics:

 About accumulators.

 How to adjust an accumulated total.

Related Topics


Calc Mgmt Fees (Scheduled) window

Use to indicate whether you want to perform a trial run of Calc Management Fees (Scheduled), or whether you want to actually create the entries.

Timberline recommends that you perform a trial run first, review the report created, and make any necessary changes before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run for the scheduled management fees. This produces a report that shows you all the entries that will be created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you first perform a trial run, review the report created, and make any necessary changes before creating the actual entries.


Create entries

Select this option to create the actual entries for the scheduled management fees. A report is produced that details the entries created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can review the entries and make any necessary changes before creating the actual entries.


[OK]

Accepts your selection and opens the Select Fees for Calc Management Fees (Scheduled) window, where you select the management fees to process.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Calc Management Fees (On Demand) (Tasks, Management Fees menu)

Use to calculate management fees on demand. Management fees are typically calculated on a periodic basis, such as monthly. However, if you want to pay the manager or management company again in the middle of the period, for example on the 10th and 15th of the month, you can use the Calc Management Fees (On Demand) task to do so.

You can produce a trial run or create the actual entries. Both options generate a detailed report. The report includes a summary of the corresponding General Ledger entries if you use accrual accounting method.

 Windows

Related Topics


Calc Mgmt Fees (On Demand) window

Use to indicate whether you want to perform a trial run of Calc Management Fees (On Demand), or whether you want to actually create the entries.

Timberline recommends that you perform a trial run first, review the report created, and make any necessary changes before creating the actual entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Trial run

Select this option to create a trial run for the on demand management fees. This produces a report that shows you all the entries that will be created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you first perform a trial run, review the report created, and make any necessary changes before creating the actual entries.


Create entries

Select this option to create the actual entries for the on demand management fees. A report is produced that details the entries created, as well as the corresponding General Ledger entries (if you use the accrual accounting method). Timberline recommends that you perform a trial run before selecting the Create Entries option, so that you can review the entries and make any necessary changes before creating the actual entries.


[OK]

Accepts your selection and opens the Select Fees for Calc Management Fees (On Demand) window, where you select the management fees to process.


[Cancel]

Closes the window without generating a trial run or creating entries.


[Help]

Starts Help and displays information about this window.


Select Fees for Calc Management Fees (On Demand) window

Use to select the properties to include in the on demand management fees process. Highlight the properties to select them for processing.

For help on an item in this window, click [image] on the window and then click the item.


Property

To narrow the selection list down to a single property, enter the property ID.


Manager

To narrow the selection list down to a single manager or broker, enter the manger/broker ID.


Next date

To narrow the selection list down to only those fees that are due to be paid on or before a certain date, enter the date (month/year).

The format for this item will vary depending on the date format you selected in Tools, Options.


Selection list

Displays the items available for processing. To select an item, click on the item to highlight it. To highlight multiple items, hold down the [CTRL] key and click the left mouse button on the appropriate item(s). To clear an item, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Tip

•	To select all items, right-click on an item and choose Select All.


[OK]

Accepts your selection and opens the Print Selection window.


[Cancel]

Closes the window without processing the on demand management fees.


[Help]

Starts Help and displays information about this window.


[Prefill]

Prefills the Property, Manager, Next date and selected properties with the selections from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, and now want to create the actual entries using some or all of the parameters used in the trial run.


[Prefill]

Prefills the Property, Manager, Next date and selected properties with the selections from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, made some changes, and now want to perform another trial run using some or all of the parameters used in the previous trial run.


Select Fees for Calc Management Fees (Scheduled) window

Use to select the properties to include in the scheduled management fees process. Highlight the properties to select them for processing.

For help on an item in this window, click [image] on the window and then click the item.


Property

To narrow the selection list down to a single property, enter the property ID.


Manager

To narrow the selection list down to a single manager or broker, enter the manger/broker ID.


Next date

To narrow the selection list down to only those fees that are due to be paid on or before a certain date, enter the date (month/year).

The format for this item will vary depending on the date format you selected in Tools, Options.


Selection list

Displays the items available for processing. To select an item, click on the item to highlight it. To highlight multiple items, hold down the [CTRL] key and click the left mouse button on the appropriate item(s). To clear an item, hold down the [CTRL] key, and click the left mouse button to turn off the highlight.

Tip

•	To select all items, right-click on an item and choose Select All.


[OK]

Accepts your selection and opens the Print Selection window.


[Cancel]

Closes the window without processing the scheduled management fees.


[Help]

Starts Help and displays information about this window.


[Prefill]

Prefills the Property, Manager, Next date and selected properties with the selections from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, and now want to create the actual entries using some or all of the parameters used in the trial run.


[Prefill]

Prefills the Property, Manager, Next date and selected properties with the selections from the most recent run (Create Entries or Trial Run). This is useful if you performed a trial run, made some changes, and now want to perform another trial run using some or all of the parameters used in the previous trial run.


Calc Mgmt Fees (On Demand) - Trial Run window
Calc Mgmt Fees (On Demand) — Trial Run window

Use to establish parameters for the entries you want to preview in this trial run. All calculations are performed and a report is printed, but no entries are created. This allows you to review the report prior to creating entries.

The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction date

Enter the date you intend to use as the Transaction date. Usually, this is the date the entries are actually created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction date when you are ready to produce the actual entries.


Accounting date

Enter the date you intend to use as the Accounting date on the entries created. This date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting date when you are ready to produce the actual entries.


Post entries

Mark this box if you want to post the entries to Property Management and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect Property Management with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing the trial run.


[Cancel]

Closes this window without processing the trial run.


[Prefill]

Prefills the Transaction date and Accounting date with the dates from the most recent run (Create Entries or Trial Run). This is useful if you want to use some or all of the parameters used in the previous run.


[Help]

Starts Help and displays information about this window.


Calc Mgmt Fees (On Demand) - Create Entries window

Use to establish parameters for the entries that will be created. Transaction and Accounting dates are entered here. The printer information area allows you to specify printer and page setup options for the management fees journal.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction date

Enter the date to be used as the Transaction date on the entries created. Usually, this is the date the charges are actually created.


Accounting date

Enter the date to be used as the Accounting date on the entries created. This date determines the General Ledger period affected by the entries.


Post entries

Mark this box if you want to post the entries to Property Management and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect Property Management with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins creating the management fee entries.


[Cancel]

Closes this window without creating the management fees.


[Prefill]

Prefills the Transaction date and Accounting date with the dates from the most recent run (Create Entries or Trial Run). This is useful if you want to use some or all of the parameters used in the previous run.


[Help]

Starts Help and displays information about this window.


Calc Mgmt Fees (Scheduled) - Trial Run window

Use to establish parameters for the entries you want to preview in this trial run. All calculations are performed and a report is printed, but no entries are created. This allows you to review the report prior to creating entries.

The printer information area allows you to specify printer and page setup options.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction date

Enter the date you intend to use as the Transaction date. Usually, this is the date the entries are actually created. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Transaction date when you are ready to produce the actual entries.


Accounting date

Enter the date you intend to use as the Accounting date on the entries created. This date determines the General Ledger period affected by the entries. No entries are created by the trial run, so this date is not used in the trial run processing, but it can be used to prefill the Accounting date when you are ready to produce the actual entries.


Post entries

Mark this box if you want to post the entries to Property Management and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect Property Management with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.

Note

•	This item is unavailable when performing a Trial Run.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing the trial run.


[Cancel]

Closes this window without processing the trial run.


[Prefill]

Prefills the Transaction date and Accounting date with the dates from the most recent run (Create Entries or Trial Run). This is useful if you want to use some or all of the parameters used in the previous run.


[Help]

Starts Help and displays information about this window.


Calc Mgmt Fees (Scheduled) - Create Entries window
Calc Mgmt Fees (Scheduled) — Create Entries window

Use to establish parameters for the entries that will be created. Transaction and Accounting dates are entered here. The printer information area allows you to specify printer and page setup options for the management fees journal.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Transaction date

Enter the date to be used as the Transaction date on the entries created. Usually, this is the date the charges are actually created.


Accounting date

Enter the date to be used as the Accounting date on the entries created. This date determines the General Ledger period affected by the entries.


Post entries

Mark this box if you want to post the entries to Property Management and create the related General Ledger entries when the processing is complete. General Ledger entries are created only if you set the controls in PM Settings to create General Ledger entries.

You must have the appropriate security permissions to post entries.

If you leave this box unmarked, you must select Post Entries from the Tasks menu to affect Property Management with the new entries and to create the General Ledger entries.

If you selected Automatic Update in the Post and Interface Settings in PM Settings, the Post Entries option is already selected and cannot be changed.


[Printer Setup]

Opens the Printer Setup window to change printer options before processing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before processing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins creating the management fee entries.


[Cancel]

Closes this window without creating the management fees.


[Prefill]

Prefills the Transaction date and Accounting date with the dates from the most recent run (Create Entries or Trial Run). This is useful if you want to use some or all of the parameters used in the previous run.


[Help]

Starts Help and displays information about this window.


Mgmt Fee tab (Properties window)

Use to define the property controls needed for processing management fees.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files to the management fee record.


# of #

Indicates the management fee record you are currently setting up, viewing or modifying. For example, if the property has five management fee records, and you are modifying the first one, this item displays as 1 of 5.

Multiple management fees enable the property to:

•	Pay fees to different managers/management companies (e.g., pay one fee to the property manager and one fee to the management company).

•	Pay multiple fees to a single manager/management company (e.g., pay the same manager/management company one fee based on rent collected and another fee based on late charges collected).


Manager

Displays the manager for the current management fee. This ID corresponds to the ID of the manager or management company set up using the Setup, Manager/Broker command.

A property can have multiple management fees. To set up a new management fee, click the asterisk (*) button at the bottom of the tab. To select an existing management fee scroll through the management fees using the set of arrow buttons.


Description

Enter a description (up to 30 characters) for this management fee. If you are creating General Ledger entries, the text entered here will become the Transaction Description.


 Find the previous fee

Scrolls to the previous management fee (in order entered).


 Find the next fee

Scrolls to the next management fee (in order entered).


 Add new fee

Opens the Insert New Fee window so that you can add a new management fee. The items available in the Insert New Fee window are set up using the Setup, Managers/Brokers command.


 Delete management fee

Deletes the current management fee. A verification window opens so that you can accept or cancel the deletion.


Insert New Fee window

Use to add a new management fee for the property. Select the Manager ID, and click [Insert].

For help on an item in this window, click [image] on the window and then click the item.


Property

Displays the property for which the new management fee will be added.


Manager

Select a manager/broker for this new management fee.


[Insert]

Adds the new management fee using the manager/broker you selected in this window.


[Cancel]

Closes this window without adding a new management fee.


[Help]

Starts Help and displays information about this window.


Mgmt Fee, Timing tab (Properties window)

Use to determine when to process the management fee.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.


Scheduled frequency

Enter a value from 1 to 12 to indicate the scheduled frequency for calculating management fees. For example, if you process scheduled management fees monthly, enter 1; if you process scheduled management fees quarterly, enter 3.

The value entered in this item affects the Calc Management Fees (Scheduled) process only; it does not affect the Calc Management Fees (On Demand) process.

This item prefills with 1.


Next date

Enter the month and year that represents the next full processing month or fiscal period to be processed. For example, if you are setting up management fee controls in July, 1999, but will not begin processing management fees until August, 1999, enter 08-99 in Next date.

The format of Next date is month-year (e.g., 08-99) or year-month (e.g., 99-08), depending on the Date Format selected in Tools, Options.

This item is required during initial setup of the management fee, then the date is maintained by the system, based on the scheduled frequency.


Start date

If management fees should be paid for a limited time only, enter a start date. If you entered a Next date, this date must be earlier than, or equal to, that date.

The start date you enter translates to the first day of the month entered. For example, if management fees are paid beginning August 1, 1999, enter 08-99 as Start date.

The format of Start date is month-year (e.g., 08-99) or year-month (e.g., 99-08), depending on the Date Format selected in Tools, Options.


End date

If management fees should be paid for a limited time only, enter an end date. If you entered a Next date, this date must be later than that date.

The end date you enter translates to the first day of the month entered. As a result, if you want management fees calculated through August 31, 1999, enter 09-99 as your End date.

The format of Start date is month-year (e.g., 09-99) or year-month (e.g., 99-09), depending on the Date Format selected in Tools, Options.


Current fees paid

Displays the management fees that have already been paid this period. If the Current fees paid is greater than the calculated fees for this period, an overpayment of management fees has occurred.

If the overpayment occurs during an on-demand management fee process, the amount to pay will be null.

If the overpayment occurs during a scheduled management fee process, the overpayment will be rolled into the next period. For example, if the Current fees paid for Period 1 was 5000.00, but the system calculated that only 4000.00 should have been paid, the 1000.00 overpayment for Period 1 will be rolled over to Period 2. The Current fees paid at the beginning of Period 2 will be 1000.00. An overpayment situation could happen, for example, if Management Fees are based on rent checks and one of the checks was returned for non-sufficient funds.

Current fees paid can be changed only if the Audit setup activity box is marked in Tools, Options. If the Current fees paid field is manually changed, the Manual change box is automatically marked. This indicates to you that the amount in Current fees paid was changed rather than calculated.


Manual change

Indicates whether the amount in Current fees paid or Current taxes paid was calculated by the system or manually changed, as follows:

•	If the Manual change box is marked, this indicates that the calculated amount in Current fees paid or Current taxes paid was manually modified.

•	If the Manual change box is unmarked, the amount in Current fees paid or Current taxes paid was calculated by the system.

The Manual change checkbox is maintained by the system and is reset (unmarked) each time Management Fees are processed, either Scheduled or On Demand. This can be helpful if there is a question about whether the amount in Current fees or taxes  paid was calculated or adjusted manually.

Note

In order to change Current fees paid, you must have Audit setup activity selected in Tools, Options.


Current taxes paid

Displays the tax fees that have already been paid this period. Changing the amount will not affect future calculations of the fee.

Current taxes paid can be changed only if the Audit setup activity box is marked in Tools, Options. If Current taxes paid are manually changed, the Manual change box is automatically marked. This indicates to you that the amount in Current taxes paid was changed rather than calculated.


Mgmt Fee, Basis Calculation tab (Properties window)

Use to determine how management fees are calculated.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.


Yearly basis

Select whether to use the property fiscal year or calendar year accumulator to calculate this management fee. The accumulator selected must accumulate on that basis.

This option is not available if you choose Formula or Flat Fee.


Accumulator

Select this option to use an accumulator to calculate the management fees. Accumulators control the basis amount for the management fee calculation. Usually, accumulators are set up to retain tenant payments.

If you choose this option, you must indicate an accumulator to use and a yearly basis.


Formula

Select this option to use a formula to calculate the management fees. If you choose this option, you must indicate a formula to use.

For a list of the record types you can use, go to Help, Help Topics, Index, and enter Formula records.


Flat fee

Select this option to use a flat fee for this management fee. If you choose this option, the Base amount (entered on the Basis Amounts tab) is used for the management fee.


Accumulator selection

Select the accumulator to use when calculating management fees.

The selected accumulator must accumulate at the property level, and on the basis indicated by Yearly basis. In addition, the accumulator should be based on Period Updated rather than Transaction or Accounting Date to ensure that current period entries, posted in the next fiscal period, are not missed by the Management Fees process.

For custom situations, you can set up a custom accumulator to accumulate just the transactions you want the management fees based on. For example, if you need to exclude a certain lease from the management fees, you could set up a formula that excludes payments from that lease, set up an accumulator control that uses that formula, then use that accumulator for the management fees.


Formula selection

Enter the formula to use when calculating management fees. This is typically used for any exception situations that the property accumulator doesn't handle. The formula should return a dollar value, which will be the basis of the fee calculation.


Mgmt Fee, Basis Amounts tab (Properties window)

Use to determine the percentages, as well as the base, cap and minimum amounts to use when calculating management fees.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.


Percent of total

Enter the percent to use against the accumulated/calculated amount when multiple parties share the fee. For example, if four parties share the fee equally, enter 25.


Fee percent

Enter the percent of the accumulated amount (or formula amount) that determines the fee.


Minimum amount

Enter the "floor" or minimum amount to be used for the fee amount. This amount is based on the scheduled frequency. For example, if the frequency is monthly, this is a monthly amount; if the frequency is quarterly, this is a quarterly amount.

The Minimum is applied during both On Demand and Scheduled processes. The first time the management fee is calculated (using either process), at least the Minimum amount is paid. For example, if the calculated fee amount is $375, but the Minimum amount is $500, the management fee amount paid is $500. Subsequent runs for the fiscal period will apply the Minimum amount, but then subtract what was paid in prior runs.


Cap amount

Enter the "ceiling" or maximum amount to be used for the fee amount. This amount is based on the Scheduled frequency. For example, if the frequency is monthly, this is a monthly amount; if the frequency is quarterly, this is a quarterly amount.

The Cap amount is applied during both On Demand and Scheduled processes. It is applied after the fee amount is calculated for the period (or whatever the Scheduled frequency is), but before payments from prior runs are subtracted. So, the total amount paid for the period will not exceed the Cap amount, no matter how many times On Demand is run.


Base amount

Enter a flat dollar amount that is in addition to the fee percent. This amount is used as follows, depending on the selection you make on the Basis Calculation tab:

•	If you select Accumulator or Formula as the basis, the amount is added to the fee.

•	If you select Flat fee as the basis, the amount is used to set the flat fee amount.


Mgmt Fee, AP Invoice tab (Properties window)

Use to enter the Accounts Payable information for the management fee invoice. The items on this tab prefill from the information set up on the Manager/Broker record, but can be changed.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.


AP Vendor

Enter the Accounts Payable vendor. You may enter a regular or a summary vendor. If a summary vendor is entered, the name and address are retrieved from the Manager/Broker. Otherwise, the name and address are retrieved from the Accounts Payable Vendor.

This item prefills from the Manager/Broker but can be changed.


AP Invoice description

Enter the description (up to 30 characters) to appear on the management fee invoice created for Accounts Payable. This item prefills using the invoice description entered on the Manager/Broker, but can be changed.


Tax Group

If the fee is subject to taxes, select the appropriate Tax Group from the list. Establishing tax groups allows the software to automatically create the appropriate tax transactions for you.

This option is available only if the Use tax features option is selected in PM Settings, which causes the tab to show "AP Invoice/Tax." If the use tax features option in PM Settings is not selected, the tab shows "AP Invoice" only and this field is unavailable.


Mgmt Fee, GL Accounts tab (Properties window)

Use to enter the General Ledger account information for the management fee. The items on this tab prefill from the information set up on the Manager/Broker record, but can be changed.

For help on an item in this tab or window, click [image] on the toolbar and then click the item.


Expense debit

Select the General Ledger account to debit (typically an expense account). This account prefills using the base account from the Manager/Broker and the prefix from the property, but can be changed.


Payable credit

If using accrual-based accounting, select the General Ledger account to credit (typically a liability account such as Fees Payable). This account prefills using the base account from the Manager/Broker and the prefix from the property, but can be changed.

This item is not available if you are using the cash only accounting method.


Receivable debit

If using accrual-based accounting, select the General Ledger account to use as the accrued accounts receivable account on the management company's books for this management fee. This account prefills from the Manager/Broker, but can be changed. If you selected a Receivable debit account, you must select an Income credit account.

This item is not available if you are using the cash only accounting method.


Income credit

If using accrual-based accounting, select the General Ledger account to be used as the accrued income account on the management company's books for this management fee. This account prefills from the Manager/Broker, but can be changed. If you selected an Income credit account, you must select a Receivable debit account.

This item is not available if you are using the cash only accounting method.


Mgmt Fee, Custom Fields tab (Properties window)

Use to enter information about the management fee in fields that have been set up specifically for your company's needs. To set up additional custom fields, select Custom Fields (File, Data Folder Settings menu).

Related Topics


Overview

Management fee controls set up on the property determine how management fees are processed. Each property can have multiple management fees, which enables the property to:

•	Pay multiple entities. For example, a property may need to pay one fee to the property manager and another fee to the management company.

•	Pay multiple fees to a single entity. For example, a property may need to pay the management company or property manager one fee based on rent collected and another fee based on late charges collected.

Some of the items on the property prefill with the information set up on the Manager/Broker, but can be changed.


Setting up management fees on a property

  1	From the Setup menu, select Properties.

  2	Click the Mgmt Fee tab.

  3	Click [image] at the bottom of the tab to open the Insert New Fee window.

  4	Select a Manager ID and click [Insert].

  5	Enter a description for the management fee. The text entered in Description will become the Transaction Description of the General Ledger entry.

  6	Enter the applicable information in the Timing, Basis Calculation, Basis Amounts, AP Invoice and GL Accounts tabs. Click the Custom Fields tab to add any custom fields information to the management fee controls.

  7	Click [Attachments] at the bottom of the Mgmt Fee tab to attach a note or file to the management fee controls.

  8	Repeat steps 3 through 7 until all management fees have been set up for the property.

  9	When finished, click an alternate tab on the property to continue property setup, or click [Close] if finished setting up the property.

Tips

•	Before setting up the management fee(s) on the property, you must first set up the managers and/or management companies using the Setup, Managers/Brokers command. Some of the items entered on the manger/broker record are used to prefill the property information.

In addition, any accumulators or formulas you will be using for the management fee controls also need to be set up. Accumulators are set up using the Setup, Accumulators command. Formulas are set up using Tools, Formulas.

•	If for some reason you need to exclude a certain lease from the scheduled management fees process, you can set up a formula that excludes payments from that lease, set up an accumulator control that uses that formula, then use that accumulator for the scheduled management fees.

Related Topics


Undo (Edit menu)

Use to reverse an action performed when editing text in a window.

Related Topics


Undo

Use to reverse an action performed when editing text in a window. See Editing text for detailed instructions.


Redo (Edit menu)

Use to reverse Undo back to the original text when editing text in a window.

Related Topics


Redo

Use to reverse Undo back to the original text when editing text in a window. See Editing text for detailed instructions.


Cut (Edit menu)

Use to remove highlighted text and place the text on the clipboard.

Related Topics


Cut

Use to remove highlighted text and place the text on the clipboard. See Editing text for detailed instructions.


Copy (Edit menu)

Use to copy highlighted text and place the text on the clipboard.

Related Topics


Copy

Use to copy highlighted text and place the text on the clipboard. See Editing text for detailed instructions.


Paste (Edit menu)

Use to copy text from the clipboard to where the cursor is located in a window.

Related Topics


Paste

Use to copy text from the clipboard to where the cursor is located in a window. See Editing text for detailed instructions.


New Data Folder (File menu)

Use to create a new folder for a company.

 Window

Related Topics


New Data Folder

Use to create a new folder for a company. See Creating a new data folder for detailed instructions.


New Data Folder window

Use to create a new folder for a company. You can enter address information, specify the data folder's path, and select whether to use the setup options of the currently open data folder.

Multiple companies are typically set up using prefixes, but if you have two companies that use different General Ledger account formats, for example, you may want to set up the two companies with different data folders.

Notes

•	Refer to the setup documentation you received with your software before setting up a new company.

•	Company name, Address, City, State, ZIP Code, and Phone are included in the System fields that can be selected for reports in Report Designer.

•	For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Company name

Enter a name for this data folder (up to 33 characters).


Address

Enter the street address for this data folder (up to 33 characters for each line).


City

Enter the city for this data folder (up to 15 characters).


State

Enter the state for this data folder (up to 4 characters). The state is stored in upper case.


ZIP

Enter the ZIP Code for this data folder (up to 10 characters). The ZIP Code can be entered in any format to accommodate a variety of worldwide mailing addresses.


Phone number

Enter the telephone number for this data folder (up to 15 characters). You can enter a telephone number including or excluding an area code and without punctuation. If United States is the country selected for your operating system, the phone number displays in a standard format: (999)999-9999. If the country is not United States, the phone number displays exactly as it is entered.


Data folder path name

Accept the prefill or enter a different path where you want to locate the new data, e.g., C:\COLUMBIA DATA. The destination folder cannot already contain a data folder. The specified folder is created automatically when you click [OK] in this window.


Use current setup

To copy the setup controls of the current data folder to the setup controls of the data folder you are creating, mark this box. This bypasses the setup of the following settings:

•	Accounting Method and Batch controls in the Data Folder Settings window (File, Data Folder Settings, General menu)

•	All settings in the Batch Control Totals window (File, Data Folder Settings, General menu)

•	All settings in File Locations and Custom Descriptions (File, Data Folder Settings menu), including sections for Accounts Receivable invoices, Contracts contracts and items, General Ledger accounts and Job Cost jobs and cost codes

•	If applicable, post and interface settings

If you want to set up the controls for the new data folder yourself, do not mark this box.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Exits this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Open Data Folder (File menu)

Use to change the data folder with which you want to work.

 Windows

Related Topics


Open Data Folder

Use to change the data folder with which you want to work. See Opening a data folder for detailed instructions.


Open Data Folder windows

 Change Drives

 Open Data Folder

 Search Drives


Open Data Folder window

Use to access different data without leaving the current application.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Name and Folder

Select the data folder with which you want to work. The list displays the data folder name and the directory where the data folder is located.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Change drives]

Opens the Change Drives window to select and limit the drives to be displayed from the current list.


[Search]

Opens the Search Drives window to select the drives to be searched for data folders. The search can take a substantial amount of time depending on how many drives are highlighted for searching.


Change Drives window

Use this window to restrict the list of drives to only those you select from the current list. Currently listed drives that you do not highlight are excluded from the new list. The list is stored for later use when the Open Data Folder window is reopened.

Note

•	To return excluded drives to the list, you must use the [Search] button.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Drives

Select the drives from which you want to list data folders. Data folders on selected drives are listed in the Open Data Folder window. Data folders on drives that are not highlighted are excluded from the list.


[OK]

Accepts the selection and closes this window.


[All]

Selects all drives in the list.


[None]

Removes the highlighting from all drives in the list. You must then reselect one or more drives.


[Cancel]

Closes this window without accepting a data folder.


[Help]

Starts Help and displays information about this window.


Search Drives window

Use to search for data folders. Highlighted drives are searched and the resulting data folders are listed in the Open Data Folder window. The search can be time-consuming, depending on the number of drives and folders that must be searched.

The resulting list is stored for later use when the Open Data Folder window is reopened.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Drives

Select the drives on which you want to search for data folders. Highlighted drives are searched and the resulting data folders are listed in the Open Data Folder window. Drives that are not highlighted are excluded from the search.


[OK]

Accepts the current entries and closes this window.


[All]

Selects all drives in the list.


[None]

Removes the highlighting from all drives in the list. You must then reselect one or more drives.


[Cancel]

Closes this window without searching for data folders.


[Help]

Starts Help and displays information about this window.


General (File, Data Folder Settings menu)

Use to make changes to company information.

 Windows

Related Topics


Data Folder Settings - General

Use to make changes to company information. See Specifying general data folder settings for detailed instructions.


General windows

 Batch Control Totals

 Data Folder Settings


Data Folder Settings window

Use to change company name and address information, select an accounting method, and to specify how you want to use batches. The name and address was originally entered using New Data Folder. In addition, the accounting method may have been set using New Data Folder if Use current setup was marked.

Notes

•	Refer to the setup documentation you received with your software for more information about company information.

•	Company Name, Address, City, State, ZIP Code, and Phone are system fields that can be selected for reports in Report Designer.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Company name

Enter or change the name for this data folder (up to 33 characters).


Address

Enter or change the street address for this data folder (up to 33 characters for each line).


City

Enter or change the city for this data folder (up to 15 characters).


State

Enter or change the state for this data folder (up to 4 characters).


ZIP

Enter or change the ZIP Code for this data folder (up to 10 characters). The ZIP Code can be entered in any format to accommodate a variety of worldwide mailing addresses.


Phone

Enter or change the telephone number for this data folder . You can enter telephone numbers including or excluding area codes and without punctuation. If United States is the country selected for the operating system, the phone number displays using a format of (999)999-9999. If the country is not United States, the phone number displays exactly as it is entered.


Accounting Method

Select the accounting method for this data folder:

•	Accrual -- Creates General Ledger entries based on the accrual method of accounting. Unless you used the setup from another data folder when you created this data folder, this option is selected by default.

•	Cash -- Creates General Ledger entries based on the cash basis method of accounting.

•	Both -- Creates General Ledger entries to accommodate both accrual and cash methods of accounting. General Ledger keeps track of both methods simultaneously.

Warning

•	The accounting method should NOT be changed after processing has begun.


Assign Batch Name

Select whether to enter batch information, such as batch ID, batch description, and batch date, manually or automatically:

•	Manually -- Allows you to manually enter batch information for all applications that use batches.

•	Automatically -- Automatically assigns batch information to a group of entries for all applications that use batches.

Batches are stored with each entry. This provides additional control for ensuring the accuracy of input and for tracing entries back to the point of origin.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Batch Control Totals]

Opens the Batch Control Totals window to specify which applications should use control totals during entry sessions.


Batch Control Totals window

Use to specify which applications should use batch control totals. Applications are listed in this window if they are installed and if they use batches when making entries, e.g., Accounts Payable, Accounts Receivable, Equipment Cost, General Ledger, Job Cost, and Property Management.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Use Control Totals

To use batch control totals for the listed application, mark this box. If using batch control totals, the total amount for an entry session is entered before the entry session begins. This total amount must match the total of the entries during one or more entry sessions before they can be posted.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


File Locations (File, Data Folder Settings menu)

Use to specify where certain files can be found.

 Window

Related Topics


Data Folder Settings - File Locations

Use to specify where certain files can be found. See Specifying data folder file locations for detailed instructions.


File Locations window

Use to indicate how you want certain file types accessed and where they are located. You can specify the location of certain files, and whether you want to be prompted for certain file names. The file types listed in this window depend on the applications you are using.

The path of the current data folder is displayed in the title bar of this window.

For help on an item in this window, click [image] on the window, then click the item. Use this procedure on the File Type names in the left column to view a brief description for each type.

Related Topics


AP Invoice

Accounts Payable Invoice files (API) store invoices created using Enter Invoices in Accounts Payable.


AP Lien-waiver

Accounts Payable Lien-waiver files (APL) store lien waivers created using Print Checks in Accounts Payable.


AP Master

Accounts Payable Master files (APM) store batch totals, the Accounts Payable settings, invoices, distributions, tax distributions, checks, check formats, and setup information for vendors and authorizations created in Accounts Payable.


AP Reprint

Accounts Payable Reprint files (APP) stores invoices, distributions, tax distributions, and checks that need to be reprinted in Accounts Payable.


AP Standard

Accounts Payable Standard files (APS) store expense allocation tables created using Expense Allocations in Accounts Payable.


AP Transaction

Accounts Payable Transaction files (APT) store invoice and check entries created in Accounts Payable.


AP Issue

Accounts Payable Issue files (ISSUE.APZ) store issues linked to Accounts Payable records.


AR Activity

Accounts Receivable Activity files (ARA) store distributions, invoice statuses, deposit information, and activity for cash receipts, invoices, and receivable adjustments created in Accounts Receivable and Billing.


AR Master

Accounts Receivable Master files (ARM) store customer totals, the Accounts Receivable settings, customers, and correspondence created in Accounts Receivable.


AR Standard

Accounts Receivable Standard files (ARS) store contacts created in Accounts Receivable.


AR Transaction

Accounts Receivable Transaction files (ART) store invoice entries received from Billing and entries created in Accounts Receivable and sent to interfacing applications (if creating entries to Accounts Receivable in the interfacing applications).


AR View

Accounts Receivable View files (ARV) store cash receipt and invoice views created in Accounts Receivable.


AR Issue

Accounts Receivable Issue files (ISSUE.ARZ) store issues linked to Accounts Receivable records.


BL Invoice

Billing Invoice files (BLI) store worksheet entry records created using Enter Worksheets and invoices created using Generate Invoices in Billing.


BL Master

Billing Master files (BLM) store the Billing settings and includes information for the generation of the next Work-In-Progress ID, Work-In-Progress sequence, and the invoice ID; and information needed to print invoices..


BL Standard

Billing Standard files (BLS) store invoice formats and setup information for markup tables, rate tables, add-on tables, standard add-ons, and standard items created in Billing.


BL Transaction

Billing Transaction files (BLT) store cost entries received from interfacing applications (if creating entries to Billing in the interfacing applications).


BL WIP

Billing WIP files (BLW) store Work-In-Progress records created using Generate Work-In-Progress in Billing for cost entries received from interfacing applications (if creating entries to Billing in the interfacing applications).


BL Issue

Billing Issue files (ISSUE.BLZ) store issues linked to Billing records.


CM Master

Cash Management Master files (CMM) store bank accounts created in Cash Management.


CM Transaction

Cash Management Transaction files (CMT) store check entries created in interfacing applications (if creating entries to Cash Management in the interfacing applications).


CM Issue

Cash Management Issue files (ISSUE.CMZ) store issues linked to Cash Management.


CN Derived

Contracts Derived files (CNA) store derived totals at the contract and contract item level.


CN Contract

Contracts Contract files (CNC) store contracts, contract items, change orders, and change order items created in Contracts.


CN Transaction

Contracts Transaction files (CNT) store entries received from Accounts Receivable and Billing.


CN Settings

Contracts Settings files (CNS) store the Contracts settings.


CN Issue

Contracts Issue files (ISSUE.CNZ) store issues linked to Contracts records.


EQ History

Equipment Cost History files (EQH) store historical balances and to-date amounts on equipment entries created in Equipment Cost.


EQ Import

Equipment Cost Import files are text files (TXT) used to import entries.


EQ Master

Equipment Cost Master files (EQM) store balances and to-date amounts on equipment entries, the Equipment Cost settings, the fiscal calendar, licenses and permits, and setup information for equipment, equipment types, standard cost codes, and miscellaneous entry codes created in Equipment Cost.


EQ Standard

Equipment Cost Standard files (EQS) store revenue rates and cost rate tables created in Equipment Cost.


EQ Transaction

Equipment Cost Transaction files (EQT) store entries created in Equipment Cost, imported from other applications, or received from interfacing applications (if creating entries to Equipment Cost in the interfacing applications).


EQ Issue

Equipment Cost Issue files (ISSUE.EQZ) store issues linked to Equipment Cost records.


FS Accumulator

Financial Statement Designer Accumulator files (ACCUM.FSA) store all accumulators created in Financial Statement Designer for each data folder.


FS Design

Financial Statement Designer Design files (FSD) store statement designs created in Financial Statement Designer.


FS Group

Financial Statement Designer Group files (FSG) are not being utilized with the current version of the software.


FS Statement-group

Financial Statement Designer Statement-group files (FSN) store statement groups created in Financial Statement Designer.


FS Prefix-group

Financial Statement Designer Prefix-group files (PREFIXES.FSP) store all prefix groups created in Financial Statement Designer for each data folder.


GL Allocate

General Ledger Allocate files (GLA) store expense allocation tables created in General Ledger.


GL Master

General Ledger Master files (GLM) store account activity, account balances, the General Ledger settings, and setup information for accounts, prefixes, base accounts, journals, partners, and budgets created in General Ledger,


GL Recur

General Ledger Recur files (GLR) store setup information for recurring entries created in General Ledger.


GL Transaction

General Ledger Transaction files (GLT) store general ledger entries created in General Ledger, imported from other applications, or received from interfacing applications (if creating entries to General Ledger in the interfacing applications).


GL Auto

General Ledger Auto files (GLA) store setup information for auto reversing entries created in General Ledger.


GL Issue

General Ledger Issue files (ISSUE.GLZ) store issues linked to General Ledger records.


IA Issue

Information Assistant Issue files (ISSUE.IAI) store all issues created in all accounting and management applications.


JC Commitment-import

Job Cost Commitment-import files (JCC) store commitments imported from other applications.


JC DC-import

Job Cost DC-import files (JCD) store direct costs imported from other applications.


JC Est-import

Job Cost Est-import files (JCE) store estimates imported from other applications.


JC Master

Job Cost Master files (JCM) store the Job Cost settings and setup information for jobs, extras, draws, cost codes, categories, standard cost codes, and standard categories created in Job Cost.


JC Rec-import

Job Cost Rec-import files (JCR) store accounts receivable entries imported from other applications.


JC Transaction

Job Cost Transaction files (JCT) store cost entries created in Job Cost and received from Contracts.


JC Table

Job Cost Table files (JCX) store the AR interface table created in Job Cost.


JC Issue

Job Cost Issue files (ISSUE.JCZ) store issues linked to Job Cost records.


PM Accumulator

Property Management Accumulator files (PMA) store accumulator controls and the property, unit and lease accumulator values created in Property Management.


PM Lease

Property Management Lease files (PML) store lease information created in Property Management.


PM Tenant

Property Management Tenant files (PMN) store tenant information created in Property Management.


PM Property

Property Management Property files (PMP) store property, unit, and miscellaneous income information created in Property Management.


PM Retail

Property Management Retail files (PMR) store retail lease information created in Property Management.


PM System

Property Management System files (PMS) store the Property Management settings.


PM Transaction

Property Management Transaction files (PMT) store entries created in Property Management.


PM Recovery

Property Management Recovery files (PMV) store property and lease recoverable expense controls created in Property Management.


PM Issue

Property Management Issue files (ISSUE.PMZ) store issues linked to Property Management records.


PR Master

Payroll Master files (PRM) store employee totals, the Payroll settings, tax rates (if using company rates), employer IDs, rates for cost code WC tables, and setup information for employees created in Payroll.


PR System

Payroll System files (PRS) store time entry views, check forms, quarterly forms, W-2 forms and setup information for pays, deductions, fringes, tax rates, pay groups, departments, certified classes, union locals, job local tables and other tables created in Payroll.


PR Transaction

Payroll Transaction files (PRT) store check, fringe, and tax distribution entries created in Payroll and sent to interfacing applications (if creating entries to Payroll in the interfacing applications) and Equipment Cost information entered in Payroll.


PR Tax

Payroll Tax files (PRX) store tax rates and tax groups created in Payroll.


PR Issue

Payroll Issue files (ISSUE.PRZ) store issues linked to Payroll records.


RT Master

Remote Time Entry Master files (RTM) store the Remote Time Entry settings and setup records imported from Payroll, imported from other applications, or created in Remote Time Entry.


RT Time

Remote Time Entry Time files (RTT) store timesheets created in Remote Time Entry.


TS Import

Any text file (.txt) imported by Accounts Payable, Accounts Receivable, General Ledger, and Property Management.


TX Master

Tax Master files (TXM) store Accounts Payable tax information.


Printouts

Printouts that you have printed to a file instead of directly to a printer will be stored in the current data folder if no location if specified. Specify a common location, e.g., \PROGRAM FILES\TIMBERLINE\MISC or \TIMBERLINE\MISC, if you want to access the same printouts for more than one data folder.


Macros

Macros created using Macros will be stored in the current data folder if no location if specified. Specify a common location, e.g., \PROGRAM FILES\TIMBERLINE\MACROS or \TIMBERLINE\MACROS, if you want to use the same macros for more than one data folder.


Reports

Report designs created in Report Designer. Accept the default, e.g., \PROGRAM FILES\TIMBERLINE\REPORT or \TIMBERLINE\REPORT, if you want to use the same reports for more than one data folder.


Attachments

Files attached to records throughout the software will be stored in the current data folder if no location is specified. Specify a common location, e.g., \PROGRAM FILES\TIMBERLINE\MISC or \TIMBERLINE\MISC, if you want to use the same attachments for more than one data folder. Notes are stored directly on the record.


Ask Name

To prompt for a file name each time a file of this type is used, mark this box. Otherwise, a default file is used, e.g., NEW.GLT (the General Ledger New Transaction file), instead of prompting for a different file name.

Some file types are automatically named, such as Master files. In general, you cannot change the names of these files (there are some exceptions, e.g., the Payroll Master and Tax Master files). You must name some file types, such as printouts, macros, and reports. For these file types, the Ask Name box is automatically marked and you cannot change it.

See Working with named files for more information.


Data Folder

To access or create a file in a folder other than the current data folder path, enter the path, e.g., C:\MYDATA\PRINT FILES. To use the current data folder path as the default, leave the location blank. The reports location defaults to the folder where the application files are installed, e.g., \PROGRAM FILES\TIMBERLINE\REPORT if not installed on a network or \TIMBERLINE\REPORT if installed on a network.

If you enter a path for Reports that is invalid or doesn't exist, the item defaults to the data folder location when trying to access the item.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Custom Descriptions (File, Data Folder Settings menu)

Use to modify descriptions, size, justification, and capitalization of certain items that are common in Timberline applications.

 Windows

Related Topics


Data Folder Settings - Custom Descriptions

Use to modify descriptions, size, justification, and capitalization of certain items that are common in Timberline applications. See Specifying custom descriptions for detailed instructions.


Custom Descriptions windows

 Custom Descriptions

 Custom List Setup

 Set Up Sections

 Test Entry


Custom Descriptions window

Use to modify descriptions, size, justification, and capitalization for some items that are common in Timberline applications. All customizable items are listed in this window for each installed application. Items that appear in gray cannot be changed.

Changes are reflected in all applications, including Inquiry Designer and Report Designer.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description for the corresponding field type (up to 15 characters). Some descriptions cannot be changed.


Size

Enter the maximum number of characters that can be entered for the corresponding field type.


Right justify

To right justify information entered for the corresponding field type, mark this box. Information is typically right justified if the field is numeric.


Capitals

To capitalize all alpha characters entered for the corresponding field type, mark this box. For example, in Cash Management, CM Bank Account has Capitals marked, all bank account IDs will be entered in all capital letters: FIRST - AP, FIRST - PR, etc.


Custom List

To change the default selection that is used for the corresponding field type, select the default item. You can click [Customize List] to change the custom list.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Set Up Sections]

Opens the Set Up Sections window to set up sections for certain field types. This button is available only if the current field type can be sectioned.

Warning

•	After processing begins, sections cannot be changed. Changing the format of a field type makes all existing IDs incompatible.


[Customize List]

Opens the Custom List Setup window to change the selected custom list.


[Help]

Starts Help and displays information about this window.


Custom List Setup window

Use to add, change, and delete items that display in custom lists throughout the software.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Field type list

Select an item from the list to change it, delete it, or move it up or down in the list. You can add up to 1,000 items to each custom list.


Field type list

Select an item from the list to change it, delete it, or move it up or down in the list. You can add up to 1,000 items to each custom list.


Default

Select which item in the list you want to be the default when this item appears in windows throughout each application.


[Add]

Adds an item to the list below the selected item. You can add up to 1,000 items to each custom list.


[Delete]

Deletes the selected item from the list.


[Change]

Allows you to change the name of the selected item.


[ · ]

Moves the highlighted selection up one position.


[ · ]

Moves the highlighted selection down one position.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Custom Fields (File, Data Folder Settings menu)

Use to add, change, and delete fields that customize the setup of certain items, e.g., accounts in General Ledger.

 Windows

Related Topics


Data Folder Settings - Custom Fields

Use to add, change, and delete fields that customize the setup of certain items, e.g., accounts in General Ledger. See Changing and adding custom fields for detailed instructions.


Custom Fields windows

 Add Field

 Change Field

 Custom Fields

 Custom Fields - Record Selection


Add Field window

Use to add a field to the custom field list.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter a title for the field (up to 25 characters). Custom field titles cannot contain the percent sign '%.' The description displays to the left of the field in the Custom Fields window.


Type

Displays the type of custom field you are changing.


ODBC Options

Select if you want third-party software to read and replace the contents of this field via Open Data Base Connectivity (ODBC):

•	Allow read -- Allows third-party software to read the contents of this custom field.

•	Allow replace -- Allows third-party software to replace the contents of this custom field. This item is only available if Allow read is marked.


Length

Enter the maximum number of characters for this alpha field, including spaces.


Required entry

To require that an entry be made in this alpha field, mark this box. If this item is required, the user must make an entry unless [Cancel] is clicked.


Capitals

To display all characters in this alpha field in capital letters, mark this box.


Name field

To reverse data entered before and after a semicolon when viewing or printing inquiries and reports, mark this box. For example, "Jones Corporation; The" appears as "The Jones Corporation" on an inquiry or report.


Justification

Select how entries in this alpha field are justified:

•	Left -- Left justifies text in the field.

•	Right -- Right justifies text in the field.


Number of digits

Enter the maximum number of digits, excluding punctuation, that can be entered in this numeric field.


Required entry

To require that an entry be made in this numeric field, mark this box. If this item is required, the user must make an entry unless [Cancel] is clicked.


Signed

To permit signed numbers in this numeric field, e.g., -99, mark this box.


Percent

To display an entry made in this numeric field as a percent, mark this box. For example, 50% would display as 50 rather than .50.


Total this field

To have the system automatically mark the Total this field box in the Report Designer Field Format window when this numeric field is added to a report, mark this box. This item is available only when Elapsed time is selected.


Commas

To display an entry or make an entry in this field with commas, mark this box.


Disallow zero

To prohibit the entry of zeros in this numeric field, mark this box.


Leave blank if zero

To display zero amounts as blank in this numeric field, mark this box. This affects report designs in Report Designer if you are suppressing blank lines.


Decimal places

Enter the number of decimal places (i.e., the number of digits to the right of the decimal point) that can be entered in this numeric field.


Required entry

To require that an entry be made in this date field, mark this box. If this item is required, the user must make an entry unless [Cancel] is clicked.


Date Entry Format

Select the format to be used and displayed when a date is entered:

•	12-31-1999 -- The date must be entered with a month, day, and year.

•	12-31 -- The date must be entered with a month and day.

•	12-1999 -- The date must be entered with a month and year.

Notes

•	To compare the date with another date, the two dates must be in the same format.

•	You are not required to enter all the digits in a date so long as the application can interpret your entry. Two-digit years "00" through "49" are interpreted as "2000" through "2049" Two-digit years "50" through "99" are interpreted as "1950" through "1999". When entering less than the maximum digits allowed, check the displayed results to be sure the entry was interpreted as you wanted.


Required entry

To require that an entry be made in this time field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Time Entry Format

Select the format of the time entered in this time field:

•	23:59 or 99:59 -- Displays with two-digit hours and minutes.

•	23:59:59 or 99:59:59 -- Displays with two-digit hours, minutes, and seconds.


Time Type

Select the type of time stored in this time field:

•	Time of day -- Displays the time during the day.

•	Elapsed time -- Displays the total hours, minutes, and seconds of elapsed time.


Total this field

To have the system automatically mark the Total this field box in the Report Designer Field Format window when this elapsed time field is added to a report, mark this box. This item is available only when Elapsed time is selected.


Required entry

To require that an entry be made in this phone number field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Phone Entry Format

Select the format of how the user must enter the telephone number:

•	999-9999 -- Telephone numbers must be entered without an area code.

•	999-999-9999 -- Telephone numbers must be entered with the full number, including an area code. When displayed, the area code is separated by a dash.

•	(999)999-9999 -- Telephone numbers must be entered with the full number, including an area code. When displayed, the area code is enclosed in parentheses.


Required entry

To require that an entry be made in this social security number field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Item

Enter alphanumeric items to add to the end of the list. These items display in a list to be selected for the contents of a field. To remove the last item, click [Erase last]. To remove an item that is not last in the list, you must first delete all items below it. Be aware that there is a maximum of 200 items that can be included in a single list. If you need more, set up additional Drop-down List Boxes.


List

Displays the options available for this list. Be aware that there is a maximum of 200 items that can be included in a single list. If you need more, set up additional Drop-down List Boxes.


[Erase last]

Removes the last item in the list. To remove an item that is not last in the list, you must first delete all items below it.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Change Field window

Use to change various options for a custom field. You can change most options, but you cannot change the type and length of the field.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter a new title for the field. Custom field titles cannot contain the percent sign '%.' The description displays to the left of the field in the Custom Fields window.


Type

Displays the type of custom field you are changing.


ODBC Options

Select if you want third-party software to read and replace the contents of this field via Open Data Base Connectivity (ODBC):

•	Allow read -- Allows third-party software to read the contents of this custom field.

•	Allow replace -- Allows third-party software to replace the contents of this custom field. This item is only available if Allow read is marked.


Length

Enter the maximum number of characters for this alpha field, including spaces.


Required entry

To require that an entry be made in this alpha field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Capitals

To display all characters in this alpha field in capital letters, mark this box.


Name field

To reverse data entered before and after a semicolon when viewing or printing inquiries and reports, mark this box. For example, "Jones Corporation; The" appears as "The Jones Corporation" on an inquiry or report.


Justification

Select how entries in this alpha field are justified:

•	Left -- Left justifies text in the field.

•	Right -- Right justifies text in the field.


Number of digits

Enter the maximum number of digits, excluding punctuation, that can be entered in this numeric field.


Required entry

To require that an entry be made in this numeric field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Signed

To permit signed numbers in this numeric field, e.g., -99, mark this box.


Percent

To display an entry made in this numeric field as a percent, mark this box. For example, 50% would display as 50 rather than .50.


Total this field

To have the system automatically mark the Total this field box in the Report Designer Field Format window when this numeric field is added to a report, mark this box. This item is available only when Elapsed time is selected.


Commas

To display an entry or make an entry in this field with commas, mark this box.


Disallow zero

To prohibit the entry of zeros in this numeric field, mark this box.


Leave blank if zero

To display zero amounts as blank in this numeric field, mark this box. This affects report designs in Report Designer if you are suppressing blank lines.


Decimal places

Enter the number of decimal places (i.e., the number of digits to the right of the decimal point) that can be entered in this numeric field.


Required entry

To require that an entry be made in this date field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Date Entry Format

Select the format to be used and displayed when a date is entered:

•	12-31-1999 -- The date must be entered with a month, day, and year.

•	12-31 -- The date must be entered with a month and day.

•	12-1999 -- The date must be entered with a month and year.

Notes

•	To compare the date with another date, the two dates must be in the same format.

•	You are not required to enter all the digits in a date so long as the application can interpret your entry. Two-digit years "00" through "49" are interpreted as "2000" through "2049" Two-digit years "50" through "99" are interpreted as "1950" through "1999". When entering less than the maximum digits allowed, check the displayed results to be sure the entry was interpreted as you wanted.


Required entry

To require that an entry be made in this time field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Time Entry Format

Select how the time entered in this time field will display:

•	23:59 or 99:59 -- Displays with two-digit hours and minutes.

•	23:59:59 or 99:59:59 -- Displays with two-digit hours, minutes, and seconds.


Time Type

Select the type of time stored in this time field:

•	Time of day -- Displays the time during the day.

•	Elapsed time -- Displays the total hours, minutes, and seconds of elapsed time.


Total this field

To have the system automatically mark the Total this field box in the Report Designer Field Format window when this elapsed time field is added to a report, mark this box. This item is available only when Elapsed time is selected.


Required entry

To require that an entry be made in this phone number field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Phone Entry Format

Select the format of how the telephone number will be entered:

•	999-9999 -- Telephone numbers are entered without an area code.

•	999-999-9999 -- Telephone numbers are entered with the full number, including an area code. When displayed, the area code is separated by a dash.

•	(999)999-9999 -- Telephone numbers are entered with the full number, including an area code. When displayed, the area code is enclosed in parentheses.


Required entry

To require that an entry be made in this social security number field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Item

Enter alphanumeric items to add to the end of the list. These items display in a list to be selected for the contents of a field. To remove the last item, click [Erase last]. To remove an item that is not last in the list, you must first delete all items below it. Be aware that there is a maximum of 200 items that can be included in a single list. If you need more, set up additional Drop-down List Boxes.


List

Displays the options available for this list. Be aware that there is a maximum of 200 items that can be included in a single list. If you need more, set up additional Drop-down List Boxes.


[Erase last]

Removes the last item in the list. To remove an item that is not last in the list, you must first delete all items below it.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Custom Fields window

Use to select which custom field you want to add, change, or delete.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Custom field

This is a custom field. You can change its description and other options by clicking [Change]. You can remove this custom field by clicking [Delete]. You can add more custom fields by clicking [Add].


[Add]

Opens the Add Field window to add a new field and make selections for the new field.


[Change]

Opens the Change Field window to change the description or other options for the selected field.


[Delete]

Deletes the selected field.


[Close]

Closes this window and returns to the main application window.


[Help]

Starts Help and displays information about this window.


Custom Fields - Record Selection window

Use to select which record you want to add, change, or delete custom fields for. Only records that are used with the current application display in the list. If using TS-Main, all records display in this window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Available Records

Select the record to which you want to add, change, or delete custom fields. Only records used with the current application display in this list.


[Edit]

Opens the Custom Fields window to add, change, or delete custom fields.


[Cancel]

Closes this window.


[Help]

Starts Help and displays information about this window.


About field types (definition)
About field types

Each field that appears in the software is a certain type.

This type of field	Enters and displays
Alpha	Alphabetic and numeric characters
Numeric	A number with optional punctuation
Check box	A check box that can be marked or unmarked
Date	A date
Time	A clock time
Option button list	A list of options where only one option can be selected at a time
Phone number	A telephone number
Social security number	A social security number
Drop-down list box	An alphanumeric list (See second note below.)
Note

•	In What's This Help, alpha and numeric fields are documented with a maximum number of characters or digits that are allowed. Numeric fields must contain a number with an optional decimal point if What's This Help specifies "up to x.x digits" for the field. Each "x" specifies the number of digits allowed to the left and right of the decimal point, respectively. For example, "up to 3.4 digits" indicates that you can enter up to three digits to the left and four digits to the right of the decimal (a number as large as 999.9999 or as small as .0001).

•	A Drop-down List Box cannot contain more than 200 items. If you need more, set up additional Drop-down List Boxes.

Related Topics


Print (File menu)

Use to print information that you are viewing in a Print Preview window. Also, use to print a view of an inquiry, the contents of a macro, or formulas. In Report Designer and Financial Statement Designer, use to print a report.

 Windows

Related Topics


Print

Use to print information that you are viewing in a Print Preview window. Also, use to print a view of an inquiry, the contents of a macro, or formulas. In Report Designer and Financial Statement Designer, use to print a report. See Viewing and printing printouts and related printing topics, such as Printing reports, for detailed instructions.


Quick-print

Use to print one copy of the current information using the current print settings. To change the device destination of the information to be printed, use Print on the File menu.


Print windows

 Print - Printouts (Printer Setup)

 Print Form

 Print Table


Print Setup (File menu)

Use to view and change the Timberline default printer selection.

 Window

Related Topics


Print Setup

Use to view and change the Timberline default printer. See the Setting Timberline print options topic for detailed instructions.


Printer Selection window

Use to view or change the Timberline default printer selection. Any change made affects all accounting and management applications.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Printouts (File menu)

Use to view, print, and maintain reports that were printed to a file rather than directly to a printer. You can access printer device files (DEV), plain text files (TXT), Timberline print files (PRN), HTML files (HTM), and log files (LOG).

 Windows

Related Topics


Printouts

Use to view, print, and maintain reports that were printed to a file rather than directly to a printer. See Viewing and printing printouts and Deleting printouts for detailed instructions.


Printouts windows

 Print File Selection

 Print Preview


Print File Selection window

Use to name or select a print file. You can access printer device files (DEV), plain text files (TXT), Timberline print files (PRN), HTML files (HTM), and log files (LOG).

Related Topics


Print Preview window

Use to view a printout, report, or log file before printing. Most files contain more information than can display in this window. You can use standard keyboard and mouse commands to move to different pages and enlarge or reduce the report size in the window. From the File menu, select Print to print the file you are viewing.

Tips

•	Press [End] on the keyboard to move to the end of the current page; press [End] twice to move to the end of the last page.

•	Press [Home] on the keyboard to move to the top of the current page; press [Home] twice to move to the top of the first page.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Close]

Closes this window and returns to the main application window.


[Previous]

Displays the previous page.


[Next]

Displays the next page.


[Zoom In]

Enlarges the report size in the preview window. You can click [Zoom In] until the maximum size is reached.


[Zoom Out]

Reduces the report size in the preview window. You can click [Zoom Out] until the minimum size is reached.


[Delete]

Deletes the file you are viewing. The file is sent to the Recycle Bin.


[Help]

Starts Help and displays information about this window.


Exit (File menu)

Use to close the application. Always end an application using Exit rather than by turning off the computer. By using Exit, you are notified if any background tasks are still processing. You can exit the application if background tasks are still processing, but do not shut down the computer until all background tasks are finished processing.

Related Topics


Exit

Use to close the application. Always end an application using Exit rather than by turning off the computer. By using Exit, you are notified if any background tasks are still processing. You can exit the application if background tasks are still processing, but do not shut down the computer until all background tasks are finished processing. See Viewing background tasks for related information.


Send Settings

Use to set up default sending settings.


Send

Use to send a document and any attachments to a printer, fax, or e-mail address.


Help Topics (Help menu)

Use to display help for the current application.

Related Topics


Help Topics

Use to display help for the current application. See Starting Help for detailed instructions.


What's This? (Help menu)

Use to select an item in a window and view help information about that item.

Related Topics


What's This?

Use to select an item in a window and view help information about that item. See Getting Help on items for detailed instructions.


Timberline Services (Help menu)

Use to view information about the services and support provided by Timberline, Certified Consultants, Timberline Users Group, and the license agreement.

Related Topics


Timberline Services

Use to view information about the services and support provided by Timberline, Certified Consultants, Timberline Users Group, and the license agreement. See Viewing information about Timberline Services for detailed instructions.


Release Notes (Help menu)

Use to view and print release notes.

 Window

Related Topics


Release Notes

Use to view and print release notes. See Viewing and printing release notes for detailed instructions.


Timberline System Log (Help menu)

Use to view, print, and delete the Timberline system log file.

 Window

Related Topics


Timberline System Log

Use to view, print, and delete the Timberline system log file. See Viewing and printing the log file for detailed instructions.


Timberline Home Page

Opens the Timberline Web site (www.timberline.com) where you can find out more about the company behind the software and our products and services.


Timberline Home Page
Timberline Home Page (Timberline on the Web)

Click here [image] to visit the Timberline Web site (www.timberline.com) where you can find out more about the company behind the software and our products and services.


Timberline Users Group

Opens the Timberline Users Group Web site (www.tugweb.com) where you can find out more about the group, their services, and becoming a member.


Timberline Users Group
Timberline Users Group (Timberline on the Web)

Click here [image] to visit the Timberline Users Group Web site (www.tugweb.com) where you can find out more about the group, their services, and becoming a member.


What's New at Timberline

Opens the What's New page (www.timberline.com/news.htm) on the Timberline Web site where you can learn more about the latest developments at Timberline.


What's New at Timberline
What's New at Timberline (Timberline on the Web)

Click here [image] to go directly to the What's New page (www.timberline.com/news.htm) on the Timberline Web site where you can learn more about the latest developments at Timberline.


About Application (Help menu)

Use to view information about the application with which you are currently working.

 Windows

Related Topics


About Application

Use to view information about the application with which you are currently working. See Locating current version numbers and activation codes for detailed instructions.


About Application windows

 General Information

 Additional Information


General Information window

Use to view general information about the applications you are currently using, including the current application version, system version (which is the version number for TS-Main), CD version, and activation code.

Related Topics


Additional Information window

Use to view a list of installed components and their version numbers.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Current folder

Displays the folder location of the data you are currently using.


System folder

Displays the folder location of the application you are currently using.


System mode

Displays the current system mode. System modes represent ways that Timberline applications access data folders. Timberline has four system modes:

•	Workstation (estimating)

•	Enterprise (accounting)

•	Enterprise (accounting/estimating)

•	Offline (accounting/estimating)

For more information about these modes, see Learn about system modes and folder types.


Folder type

Displays the current folder type. Timberline applications can use three folder types:

•	Enterprise folders

•	Workstation folders

•	Offline folders

For more information about these modes, see Learn about system modes and folder types.


Versions

Displays the name and version number of each application component you have installed.


[OK]

Accepts the current entries and closes this window.


[Help]

Starts Help and displays information about this window.


Starting Help

•	From the Help menu, select Help Topics to open the Help file for the current application.

•	Click [Help] in any window to display information about the window.

•	At the bottom of Help topics, click Related Topics to view topics about tasks and concepts related to the current topic. For example, click Related Topics below to view information about using Help.

•	From the Help menu, select Timberline Services to learn more about Timberline and our services. This Help file includes information on license agreements, software support, Certified Consultants, maintenance and support plans, and FaxBack.

Related Topics


Getting Help on items

•	Click [image] on the window or [image] on the toolbar and then click the item you want information on.

•	Right-click the item you want information on and then click What's This?

•	From the Help menu, select What's This? and then click the item you want information on.

Tips

•	To close a What's This? Help  window, click it.

•	If the message, No Help topic associated with this item, displays try clicking the data entry area of the item you want information on. For example, if you want information on a column, click inside the column itself instead of on the column heading.

Related Topics


Overview

What's This? Help is available on virtually every item and area within an application, including commands, toolbar buttons, tabs, columns, and buttons.


Using the index to find information in Help

  1	In Help, click the Index tab and then type the first few letters of the desired subject.

  2	Select the index entry you want and then click [Display].

For help on an item, click [image] on the window and then click the item.

Tip

•	You can scroll through the index using the scrollbar.

Related Topics


Using the contents to browse topics in Help
Using the Contents tab to browse topics

  1	In Help, click the Contents tab.

  2	Select a book and then click [Open].

  3	Select a page and then click [Display].

For help on an item, click [image] on the window and then click the item.

Tip

•	You can also double-click a book or page to open it.

Related Topics


Overview

Use the Contents tab to view how information within a Help file is organized and how each help topic is related to other information in Help. Similar to the table of contents in a printed book, the contents tab is a guide to the information in Help.


Going back to previous topics in Help

•	In the Help topic, click [Back] to return to the previous topic.

Tip

•	Click [Help Topics] in the Help topic to open the Contents, Index, and Find tabs.


Finding information in Help

  1	In Help, click the Find tab.

  2	If the Find Setup Wizard displays, you need to create a word list.

 How?

  3	Search for the desired information.

 How to search for words?

 How to search for phrases?

 How to find similar topics?

For help on an item, click [image] on the window and then click the item.

Related Topics


Creating a word list

  1	In the Find Setup Wizard, select the build option you want to use to create a word list:

•	Minimize database size (recommended) -- Creates a partial word list to select from. This is the recommended option as it saves you time, especially if the Help file you are working with is large.

•	Maximize search capabilities -- Creates a complete word list to select from. This option gives you the most extensive list and the most functionality, but also takes more time to build.

•	Customize search capabilities -- Creates a word list based on selections you make. Use this option if you want to search for phrases (Include Phrase Searching) or find similar topics (Support Similarity Searches).

  2	Click [Next].

  3	Click [Finish].

Related Topics


Searching for words in Help

  1	On the Find tab in Help, type the words you want to find.

  2	Select some matching words to narrow your search.

  3	Select a topic, then click [Display].

For help on an item, click [image] on the window and then click the item.

Tip

•	To look for more than one word, separate them with a space in the first text box.

Related Topics


Searching for phrases in Help

  1	On the Find tab in Help, click [Options].

  2	Select the option The words you typed in exact order and then click [OK]. If this option was unavailable, click [Rebuild] to recreate a custom word list.

 How?

  3	Type the words you want to find.

  4	Select some matching words to narrow your search.

  5	Select a topic, then click [Display].

For help on an item, click [image] on the window and then click the item.

Related Topics


Searching for similar topics in Help

  1	On the Find tab in Help, type the words you want to find.

  2	Select some matching words to narrow your search.

  3	Mark the boxes of topics for which you want to view similar topics.

  4	Click [Find Similar]. If this button is unavailable, click [Rebuild] to recreate a custom word list.

 How?

  5	Select a similar topic and then click [Display].

For help on an item, click [image] on the window and then click the item.

Related Topics


Printing Help topics

•	In the desired Help topic, click [Options] and then select Print Topic.

•	Right-click the desired pop-up window or Help topic and then click Print Topic.

•	On the Contents tab, select a book and then click [Print]. Every page in the book is printed.


About linked records (definition)
About linked records

You can create links between issues and primary application records. Linked records provide several advantages when you are addressing issues:

•	Show relationships -- Indicate that a relationship exists between specific issues and application records, such as vendors.

•	Specify your view of issues -- Allow you to display issues linked to selected application records in the View Issues window in Information Assistant. For example, the GL Prefix A order displays issues linked to Prefix A and sorts them in Prefix A order. If no issues are linked to Prefix A records, none are displayed.

•	Inquire and report on issues -- Enable you to create custom inquiries and reports using issues and related information. For example, a link to an Accounts Payable invoice gives you the ability to add fields from the AP - Invoice Issue record to inquiries and reports using Inquiry Designer and Report Designer, respectively.

•	Give direct access to primary key fields -- View the fields that uniquely identify each record in the View Issues window in Information Assistant. For example, the key fields on the Accounts Payable invoice record are vendor and invoice. When you create a link to an Accounts Payable invoice record, the invoice number and vendor ID of that invoice can be displayed in the View Issues window.

You can link multiple records to a single issue. For example, you could link to an Accounts Payable vendor and a General Ledger account. However, when linking to multiple records that share common key fields, the values of these common fields must match. For example, vendor ID is a key field for both vendors and invoices. Thus, if you link to an Accounts Payable vendor and invoice, they must share the same vendor ID.

This feature is available only if Information Assistant is installed.

 List of records you can link to issues

Related Topics


List of records you can link to issues

A subset of all records in each application can be linked to issues. The primary key fields for each of these records can be viewed in the View Issues window in Information Assistant when you link a record to an issue. These fields can also be available to create custom inquiries and reports using the issue record, such as the AP - Invoice Issue record. For example, the key fields on the Accounts Payable invoice record are vendor and invoice. When you create a link to an Accounts Payable invoice record, the invoice number and vendor ID of that invoice can be displayed in the View Issues window and can be available for custom inquiries and reports in Inquiry Designer and Report Designer, respectively.

This feature is available only if Information Assistant is installed.

 Accounts Payable records

 Accounts Receivable records

 Billing records

 Cash Management records

 Contracts records

 Equipment Cost records

 General Ledger records

 Job Cost records

 Payroll records

 Property Management records

Related Topics


Primary key fields

The fields that are used to uniquely identify a record.


Accounts Payable records

When you link to this record...	These fields are available...
Check	CM bank account and CM check
Invoice	Vendor and invoice
Vendor	Vendor
Note

•	The title of check items may be different if changed in Custom Descriptions.


Accounts Receivable records

When you link to this record...	These fields are available...
Activity	Customer, status type, status date, status sequence, and activity sequence
Contact	Contact
Correspondence	Correspondence date, correspondence time and correspondence sequence
Customer	Customer
Deposit	CM bank account, deposit date, and deposit ID
Status	Customer, status type, status date, and status sequence
Note

•	The title of contact or customer items may be different if changed in Custom Descriptions.


Billing records

When you link to this record...	These fields are available...
Invoice	AR customer, CN contract, generation date and generation sequence
Note

•	The title of contract, customer, or invoice items may be different if changed in Custom Descriptions.


Cash Management records

When you link to this record...	These fields are available...
Bank account	Bank account
Check	Bank account and check
Note

•	The title of check items may be different if changed in Custom Descriptions.


Contracts records

When you link to this record...	These fields are available...
Change order item	Contract, contract change order and contract item
Contract	Contract
Contract change order	Contract and contract change order
Contract item	Contract and contract item
Note

•	The title of these items may be different if changed in Custom Descriptions.


Equipment Cost records

When you link to this record...	These fields are available...
Equipment	Equipment
Equipment type	Equipment type
Note

•	The title of these items may be different if changed in Custom Descriptions.


General Ledger records

When you link to this record...	These fields are available...
Account	Account
Partner	Partner
Prefix A	Prefix A
Prefix B	Prefix B
Prefix C	Prefix C
Note

•	"Prefix A, B, and C" are replaced by the description given to Prefix A, B, and C when you define the GL account number format.


Job Cost records

When you link to this record...	These fields are available...
Category	Job, extra, cost code and category
Change order	Job, extra and change order
Change order item	Job, extra, change order and change order item
Commitment	Commitment
Commitment item	Commitment and commitment item
Cost code	Job, extra and cost code
Draw	Job, extra and draw
Extra	Job and extra
Job	Job
Note

•	The title of change order, change order item, cost code, draw, or extra items may be different if changed in Custom Descriptions.


Payroll records

When you link to this record...	These fields are available...
Check	Employee, period-end date, check sequence and CM check
Employee	Employee
Union local	Union local ID and union local
Note

•	The title of check items may be different if changed in Custom Descriptions.


Property Management records

When you link to this record...	These fields are available...
Lease	Lease
Property	Property
Tenant	Tenant
Unit	Property and unit
Note

•	The title of these items may be different if changed in Custom Descriptions.


About linked inquiries (definition)
About linked inquiries

You can create links between issues and inquiries. You can link each issue to a separate inquiry.

Linked inquiries provide direct access to the details, such as names and phone numbers, that you'll need when addressing issues in Information Assistant. For example, let's say issue 10 has been created because a lease in Parkside Industrial Park (property 222-3600) expires in 60 days. The person assigned to this issue may need the manager's name and phone number, as well as other data including tenant name, lease expiration date, square footage, and current rent amount. A link to the PM - Leases by Property inquiry can provide this data at the click of a button without leaving Information Assistant.

In addition, linked records can be used along with linked inquiries to provide even more direct access to the data you need. For example, if you link property 222-3600 to issue 10 and then open the linked inquiry, Parkside Industrial Park will be highlighted. The combination of linked inquiries and linked records enables you to go directly to the information you need to address issues efficiently and effectively.

This feature is available only if Information Assistant is installed.

Related Topics


About e-mail notification (definition)
About e-mail notification

The built-in e-mail notification offers a quick and simple way to communicate information about issues. You can easily notify the person assigned to an issue and others via e-mail. The e-mail message, which displays after an issue is created or changed, prefills with the issue data just entered. You can enter additional e-mail addresses and edit the message text before sending the ee-mail.

When using e-mail notification, the Responsible person item prefills the To box in the e-mail message. If using security, e-mail notification works best when e-mail addresses and security descriptions match.

Notifications on issues can be sent via MAPI-compliant e-mail systems, such as Microsoft Exchange and Microsoft Mail.

This feature is available only if Information Assistant is installed.

Related Topics


About issues (definition)
About issues

An issue can be anything of importance that needs to be tracked, such as the expiration of a vendor's insurance. Create issues to remind yourself about time-sensitive matters and other issues that require attention.

You can link issues to primary application records, such as vendors, and to inquiries. You can also easily notify the person assigned to an issue and others via e-mail using the built-in e-mail notification.

This feature is available only if Information Assistant is installed.

Related Topics


Setting up issues

  1	From the Tools menu, select New Issue. This command is available only if Information Assistant is installed.

  2	On the General tab, enter descriptive information about the issue to help identify it.

  3	Select Follow-up, Urgency, Classification, and Status options.

  4	Enter a Notify date to identify issues that don't need to be addressed until a future date.

  5	Enter a Due date or click [Add days] to add the number of days displayed to the due date.

  6	Assign the issue and send e-mail notifications.

 How?

  7	Click the Links tab.

  8	Enter a new Subject or select an existing one. To customize this list, click [Add].

 How?

  9	Link records to the issue.

 How?

10	Link an inquiry to the issue.

 How?

11	If using e-mail notification, the e-mail message displays. You can enter more e-mail addresses and edit the message text as needed before you send the e-mail.

Tips

•	If using e-mail notification, the Responsible person item on the Notify tab prefills the To box in the e-mail message. If using security, e-mail notification works best when e-mail addresses and security descriptions match.

•	Use Information Assistant to address, view, and modify issues.

Related Topics


Assigning issues and sending e-mail notifications

  1	Click the Notify tab.

  2	If using security, click [. . .] to assign an operator to the issue. If not using security, enter the name or e-mail address of the person assigned to the issue.

  3	To notify the responsible person and others via e-mail about this issue, mark the box titled Notify responsible person of this issue and enter e-mail addresses in Others to notify as needed. The e-mail message will be displayed when the issue is created.

Tip

•	The Responsible person item prefills the To box in the e-mail message. If using security, e-mail notification works best when e-mail addresses and security descriptions match.

Related Topics


Customizing lists as you create new issues

  1	From the Custom List Setup window, customize the list by clicking:

•	[Add] to add new items after the currently highlighted item.

•	[Change] to change highlighted items.

•	[Delete] to remove highlighted items from the list.

•	The up and down arrow buttons to move the position of items up or down in the list.

  2	If desired, change the item that is selected by default when this list appears throughout the software.

Note

•	Use Custom Descriptions (File, Data Folder Settings menu) to customize other lists


Linking application records to issues

  1	On the Links tab, click [Link To].

  2	Select the desired application and click [Next].

  3	Select the desired record type and click [Next].

  4	If the selected application uses different types of files (new, history, etc.), select the desired file type and click [Next].

  5	Select the desired record to link to the issue and click [Finish].

  6	Repeat steps 1-5 as needed.

  7	To unlink a record, select the desired record from the Linked records list and click [Unlink]. A message window displays to confirm that you want to unlink the record from the issue. Click [Yes] to unlink it. Click [No] to keep the link.

Tip

•	Unlinking individual records makes them unavailable for inquiry and reporting purposes. For example, if you created a link to an Accounts Payable invoice, the invoice and vendor ID of that invoice would display in the Linked records box on the Links tab (New Issue window). If you unlinked the vendor ID, it would no longer be available to create custom inquiries and reports. However, it could still be displayed for the issue in the View Issues window. If you then also unlinked the invoice, no link would have been created and the information wouldn't be available in View Issues or for inquiries and reports.

Related Topics


Linking inquiries to issues

  1	On the Links tab, click [. . .] and select the desired inquiry.

  2	To unlink an inquiry, click [Unlink] under Linked Inquiry. A message window displays to confirm that you want to unlink the inquiry from the issue. Click [Yes] to unlink it. Click [No] to keep the link.

Related Topics


New Issue (Tools menu)

Use to set up new issues.

This command is available only if Information Assistant is installed.

 Windows

Related Topics


New Issue

Use to set up new issues. This command is available only if Information Assistant is installed. See Setting up issues for detailed instructions.


New Issue windows

 Inquiries

 Link Wizard

 New Issue


New Issue window

Use to set up new issues. You can enter general descriptive information about issues, assign issues to individuals, notify the responsible person and others via e-mail when new issues are created, and link application records and inquiries to issues.

This window is available only if Information Assistant is installed.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[OK]

Creates a new issue and closes this window.


[Cancel]

Closes this window without creating a new issue.


[Help]

Starts Help and displays information about this window.


[Attach]

Opens an Attachments window to add, change, view, or delete attached notes and files.


General tab (New Issue window)

Use to enter a description, notification date, due date, and other descriptive information for new issues.

This tab is available only if Information Assistant is installed.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Description

Enter descriptive information about the issue to help identify it and the reasons for creating it (up to 1,000 characters). Click [Attach] to record additional information or attach files related to the issue.


Follow-up

Select the action to take on the issue. The title of this item may be different if changed in Custom Descriptions. The contents of this list can be customized in Custom Descriptions.


Urgency

Select the level of prioritization that applies to the issue. Issues can be sorted in Urgency order. The title of this item may be different if changed in Custom Descriptions. The contents of this list can be customized in Custom Descriptions.


Classification

Select a division to group related issues together. You can use this item in conjunction with the Subject item on the Links tab to arrange issues into divisions and subdivisions. For example, let's say you group all accounting-related issues under the Classification of Accounting. You can use Subject to break these accounting issues down into smaller groups, such as Billings, Collections, etc.

Issues can be sorted in Classification order. The title of this item may be different if changed in Custom Descriptions. The contents of this list can be customized in Custom Descriptions.


Status

Select the current status of the issue. Issues can be sorted in Status order. The title of this item may be different if changed in Custom Descriptions. This list prefills with the options: Open, On-Hold, and Closed. These options cannot be changed or deleted. You can add additional options to this list in Custom Descriptions.


Notify date

Enter the date to begin addressing the issue. You can also click the day, month, or year portion of the date and then click the arrows to increment the selected date portion by one. Use this date for issues that don't need to be addressed until a future date.


Due date

Enter the date the issue is due, or click [Add days] to add the number of days displayed to the due date. You can also click the day, month, or year portion of the date and then click the arrows to increment the selected date portion by one. This item prefills with the current system date. Issues can be sorted in Due Date order. Use the User Controls tab (Tools, Customize menu) to specify the number of days added when [Add days] is clicked.


[Add days]

Adds the number of days displayed to the due date. Use the User Controls tab (Tools, Customize menu) to specify the number of days displayed on this button and whether to force due dates to fall on weekdays.


Notify tab (New Issue window)

Use to assign issues to individuals. Also, use to notify the responsible person and others via e-mail when new issues are created.

This tab is available only if Information Assistant is installed.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Responsible person

If using security, click [. . .] to assign an operator to the issue. Use Operators and Groups (Tools, Security menu) to set up security. Use the security items on the System Controls tab (Tools, Options menu) to limit access to issues.

If not using security, enter the name or e-mail address of the person assigned to the issue.

If using e-mail notification, this item prefills the To box in the e-mail message. If using security, e-mail notification works best when e-mail addresses and security descriptions match.

Issues can be sorted in Responsible Person order.


[. . .]

Opens the Select Security Access window to assign an operator to the issue.


Notify responsible person of this issue

To notify the responsible person via e-mail when this issue is created, mark this box. This item prefills based on how the box titled Notify on new issue is marked on the User Controls tab (Tools, Customize menu).


Others to notify

To notify additional people via e-mail when this issue is created, enter their e-mail addresses here (up to 75 characters).


Links tab (New Issue window)

Use to link application records and inquiries to new issues. Also, use to specify a subject (or subdivision) to group related issues together.

This tab is available only if Information Assistant is installed.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Subject

Enter a new subdivision or select an existing one to group related issues together. You can also click [Add] to add, change, and delete items to this list. The ability to enter new topics without adding them to the list allows you to add one-time or otherwise unique topics without cluttering up the list.

You can use this item in conjunction with the Classification item on the General tab to arrange issues into divisions and subdivisions. For example, let's say you group all accounting-related issues under the Classification of Accounting. You can use Subject to break these accounting issues down into smaller groups, such as Billings, Collections, etc.

Issues can be sorted in Subject order. The title of this item may be different if changed in Custom Descriptions. The contents of this list can also be customized in Custom Descriptions.


[Add]

Opens the Custom List Setup window to add, change, and delete items that display in this list.


Linked records

Displays records linked to the issue. Click [Link to] to link records to the issue, or select a record from this list and click [Unlink] to unlink it from the issue.

See About linked records for more information.


[Link To]

Opens the Link wizard to link records to issues.


[Unlink]

Unlinks the record selected in Linked records from the issue. If you unlink individual records, they are no longer available for inquiry and reporting purposes. If you unlink all records, no link is created.


Linked Inquiry

Displays the name of the inquiry linked to the issue. Click [. . .] to link an inquiry to the issue, or click [Unlink] to unlink the Linked Inquiry from the issue. You can link each issue to a separate inquiry.

See About linked inquiries for more information.


[. . .]

Opens the Inquiries window to select an inquiry to link to the issue.


[Unlink]

Unlinks the inquiry from the issue.


Link Wizard

Use to link application records to issues. The Link wizard guides you through the selection of records from application, record type, and file type to the specific application record to which you want to create a link.

This wizard is available only if Information Assistant is installed.

For help on an item in this window, select the item using [Tab] and then press [F1].

Related Topics


Applications

Select the application from which you want to link records.


Record types

Select the type of record to which you want to link.


File types

Select the type of file (new, history, etc.) that contains the record to which you want to link.


Application records

Select the specific record that you want to link to the issue.


[Cancel]

Closes this window without accepting any of the current entries.


[Back]

Displays the previous window.


[Next]

Displays the next window.


[Finish]

Links the selected record to the issue and closes this window.


[Help]

Starts Help and displays information about this window.


Inquiries window

Use to select inquiries to link to issues. You can link each issue to a separate inquiry.

This window is available only if Information Assistant is installed.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Inquiries list

Select the inquiry that you want to link to the issue. You can link each issue to a separate inquiry.


[OK]

Links the selected inquiry to the issue and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Print Selection window

Use to specify print options before printing a file, audit report, report, journal, or design. The Printer Information area displays the current printer and page setup information. Other options in this window vary based on what you are printing, for example, you may be required to enter prompt fields for a report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Report parameter

Accept the prefilled value or, if the field can be edited, enter a new value.

Note

•	Reports created by Timberline typically print the report date in the heading.


Selection list

Select the print information for which you want to specify print options. After making a selection, you can specify print options, then select a different item from this list and specify print options for it.


[Start]

Begins processing, which includes printing according to your print selections.


[List]

Displays a list of items for the report paramater.


[Cancel]

Closes this window without accepting any of the current entries.


[Print Preview]

Opens the Print Preview window to view the pages before printing.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] displays with asterisks if printer options have been changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] displays with asterisks if page options have been changed.


[Ranges]

Opens a Range Selection window to specify a range of records and possibly sub-records to access during processing. [Ranges] displays with asterisks if ranges are specified.


[Conditions]

Opens the Add Condition window if no conditions are specified, or opens the Condition Selection window if conditions are specified. [Conditions] displays with asterisks if conditions are specified.


Page Setup window

Use to change margins and report options before printing. Changes made in this window affect this print job only. Use Options (Tools menu) to specify the defaults for all print jobs.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Top margin

Enter the amount of blank space, in inches, you want at the top of each page.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer.


Bottom margin

Enter the amount of blank space, in inches, you want at the bottom of each page.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer.


Left margin

Enter the amount of blank space, in inches, you want at the left side of each page before the first column of the report.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer.


Right margin

Enter the amount of blank space, in inches, you want at the right side of each page.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer.


Attach to report

To print a separate cover page before the body of the print information, mark this box. The cover page includes the report title, operator ID of the person printing the report (if security is used), date and time printed, names of files used to create the report, ranges (if used), and conditions (if used).

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer. In some cases, this option is preset and cannot be changed.


Include system date

To include the date this report is printed in the report heading, mark this box.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer. In some cases, this option is preset and cannot be changed.


Include system time

To include the time this report is printed in the report heading, mark this box.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer. In some cases, this option is preset and cannot be changed.


Include file names

To include the names of the files used to create this report in the report heading, mark this box.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer. In some cases, this option is preset and cannot be changed.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Printer Setup window

Use to change the printer settings for this print job only. You can specify a different printer, printer options, fonts, copies, ranges, and whether to print to a file. To set defaults for a printer, use Print Setup on the File menu.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Printer

Select a printer from the list of available printers. If the printer you want is not listed, refer to the Microsoft Windows documentation for information about adding printers.


Font

Displays the current font and size used by the printer.


Copies

Accept the default to print one copy, or enter a different number of copies to print. This item is not available if you are printing to a file, or if the selected printer does not support specifying a number of copies.


Range

Select which pages to print:

•	All -- Prints all pages.

•	Pages -- Prints only certain pages specified in From and To.

You can preview the print information (if [Print Preview] is available) to find the pages you want to print.


From

Enter the first page number in the range to print. You can specify one range of pages to print.


To

Enter the last page number in the range to print. You can specify one range of pages to print.


Use printer fonts

To substitute a printer font for a scalable font when printing, mark this box. If you are already using printer fonts, no substitution is made. Using printer fonts can significantly reduce print time; however, the appearance of the printed file or report may differ from what is displayed. Changing this option affects this print session only. To change the default setting, use Customize (Tools menu). Timberline recommends selecting this item when using a dot matrix printer to speed printing.

See About printer and scalable fonts for more information.


Print to file

To print to a file instead of to a printer, mark this box. Changing this option affects this print session only. To change the default setting, use Customize (Tools menu).


[Properties]

Opens the Properties window to change options for the currently selected printer. The options you can change depend on the brand and type of printer used. Typically, the print orientation and page layout can be changed. Modifying the printer properties affects this print session only. To change the default settings, use Printer Setup (File menu).


[Change Font]

Opens the Font window to change the font options used when printing. Changing the font options affects this print session only. To change the default settings, use Customize (Tools menu).


[Select File]

Opens the Print File Selection window to specify the file name to print to. [Select File] is only available if Print to file is marked.

If Print to file is marked and you do not specify a file using [Select File], you are automatically prompted for a file name after clicking [Start] in the Print Selection window.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Range Selection window

Use to specify ranges of records and sub-records that are subject to processing. The displayed information varies by the task you are performing. Highlighted items are included in the range, and non-highlighted items are excluded. If necessary, you can specify several ranges.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[Sub-records]

Opens another Range window that lists a lower level of records for which you can select ranges. The name and availability of this button depends on the records you are working with. For example, in Accounts Payable, if selecting a range of vendors, you may be able to view and select a range of invoices by vendor.


[Start range], [End range], and [Exclude range]

•	[Start range] -- Begins the range on the current item.

•	[End range] -- Ends the range on the current item.

•	[Exclude range] -- Cancels the selection of the range where the selection bar is positioned.


[Include all] and [Exclude all]

•	[Include all] -- Selects all items in the list.

•	[Exclude all] -- Cancels the selection of highlighted items.


[Previous]

Moves to the first item in the previous range selection.


[Next]

Moves to the first item in the next range selection.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


Condition Selection window

Use to view and maintain existing conditions that limit the information processed, displayed on your screen, or printed on a report. An abbreviated description displays for each condition.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Condition list

Displays all specified conditions. You can highlight a condition to change it, delete it, or add a condition directly after it.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Add]

Opens the Add Condition window to add a new condition.


[Change]

Opens the Change Condition window to change the selected condition.


[Delete]

Deletes the selected condition.


Add Condition window

Use to add a condition that will limit the information that processes, displays on your screen, or prints on a report. You can add as many conditions as necessary to complete the task.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


AND/OR

Select AND to specify that the preceding condition and this condition must both be met for processing to continue. Select OR to specify that only one of two conditions must be met. If more than two conditions are entered, each condition after the second is evaluated in relation to the cumulative result of condition testing to that point. Click here [image] for more information.

For information on how to use formulas to simplify the AND/OR combination for more than two conditions, refer to the Using And/Or in formulas topic .


Evaluating multiple AND/OR conditions

When more than two conditions are to be evaluated, the order the conditions are entered and the AND/OR separators used are crucial. The testing of conditions begins with the first condition entered and ends with a final "True" or "False" result after the last condition entered is tested. How the conditions relate to one another depends on whether AND or OR separates the two conditions currently being tested. After each test, the result is stored as "true" (passed) or "false" (failed). This stored result then is used as a condition to be tested in relation to the next condition.

Here is what takes place:

  1	The first condition is tested for being "True" or "False".

  2	The second condition is tested for being "True" or "False".

  3	If the separator between the two conditions is AND, both conditions must be "True". If the separator is OR, at least one condition must be "True".  The result of this combined test is stored as "True" or "False".

  4	The third condition is now tested for "True" or "False".

  5	The stored result is evaluated in relation to the third condition's "True" or "False" status.

  6	If the separator in front of the third condition is AND, both the stored result and the third condition must be "True". If OR, at least one of them must be "True". The stored result is now reset to "True" or "False" based on this test.

  7	If there are additional conditions entered, each is tested in turn with the current setting of the stored result and with regard to the AND/OR separator preceding each respective test.

  8	After the last condition has been tested, the final stored result is checked for "True" or "False". The record is either accepted or rejected based on the finding.

Click here for a graphical example.

To test your understanding of these steps, evaluate the following examples, then click the result button to see if you arrived at the correct answer.

(4 - 2 = 2) AND (4 * 3 = 10) OR (9 / 3 = 3)   Final True or False result is...? (click here [image])

(5 + 3 = 9) OR (8 - 4 = 4) AND (2 * 3 = 6)   Final True or False result is...? (click here [image] )

(7 *2 = 16) OR ( 4 - 4 = 1) AND (9 + 3 = 12)   Final True or False result is...? (click here [image] )

To make it easier to construct multiple condition tests, you can use a formula with associated conditions enclosed with parentheses. Refer to the Using AND/OR in formulas topic for detailed information.

Related Topics


Graphical example


True

Even though the first combination test results in False (4 * 3 is not 10), the third condition is True. Because the final separator is OR, only one of either the stored result or third condition needs to be True.


True

The first combination test is True because the first separator is OR and only one of the first two conditions needs to be True. The third condition is True, making the final result True.


False

The first combination test is False (7 * 2 is not 16, and 4 - 4 is not 1). Because neither condition is True, the stored result is set to False. The third condition is True. However, because the separator in front of it is AND, the final result is False


Application - file

Displays the application and the file in which the listed items available for selection are located. Clicking this title line is the same as clicking [Index]. It will open the Index window to display all files currently available for selection.


Item list

Select from the list of items to create the condition.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (all or part) of the item for which you are searching.


Find entry

Enter the name (all or part up to 25 characters) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

Opens the Field Order window to change the display order of the listed items.


Operator

Select a logical operator to compare the Field selection to the Value entry: Equal to, Greater than or equal to, Less than or equal to, Greater than, Less than, or Not equal to.


Value

Enter or select a value to compare with the Field selection depending on the type of field:

•	Alphanumeric -- Enter the alphanumeric characters to compare.

•	Numeric -- Enter the amount to compare. Precede or follow negative amounts with a minus sign.

•	Check box -- Mark the box if checking for marked boxes, or do not mark if checking for unmarked boxes.

•	List box or option button -- Select the option to compare.

•	Date -- Enter the date to compare.


[List Items]

Opens the Item Value window to select a field to use as the Value.


[Enter Value]

Erases the current Value entry and allows you to enter a new value.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Change Condition window

Use to change an existing condition which limits the information that processes, displays on your screen, or prints on a report.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


AND/OR

To specify that the preceding condition and this new condition must both be met for processing to continue, select AND. If you are changing the last condition, both conditions must be met for the information to display or print.

To specify that only one of two conditions (the preceding condition or this new condition) must be met for processing to continue, select OR. If you are changing the last condition, only one of the two conditions must be met for the information to display or print.


Item description

Displays the description of the items listed below. Clicking this description is equivalent to clicking [Index], and opens the Index window to display different items for selection.


Item list

Select from the list of items to change the condition.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (all or part) of the item for which you are searching.


Find entry

Enter the name (all or part up to 25 characters) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

Opens the Field Order window to change the display order of the listed items.


Operator

Select a logical operator to compare the Field selection to the Value entry: Equal to, Greater than or equal to, Less than or equal to, Greater than, Less than, or Not equal to.


Value

Enter or select a value to compare with the Field selection depending on the type of field:

•	Alphanumeric -- Enter the alphanumeric characters to compare.

•	Numeric -- Enter the amount to compare. Precede or follow negative amounts with a minus sign.

•	Check box -- Mark the box if checking for marked boxes, or do not mark if checking for unmarked boxes.

•	List box or option button -- Select the option to compare.

•	Date -- Enter the date to compare.


[List Items]

Opens the Item Value window to select a field to use as the Value.


[Enter Value]

Erases the current Value entry and allows you to enter a new value.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Item Value window

Use to select a field for the condition value.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Application - file

Displays the application and the file in which the listed items available for selection are located. Clicking this title line is the same as clicking [Index]. It will open the Index window to display all files currently available for selection.


Item list

Select from the list of items available for use as the Value in the condition.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (all or part) of the item for which you are searching.


Find entry

Enter the name (all or part up to 25 characters) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

Opens the Field Order window to change the display order of the listed items.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Font window

Use to change the default font used when printing files, journals, and reports.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Printer Setup Confirmation window

Use to determine if you want to continue printing even though the print information may not fit on the page. This window displays if the print information is too wide, or if the margins are too large. Changing the page orientation to landscape or decreasing the margins may correct the problem.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


STARTUP


Data Folder Selection window

Use to review what action is necessary when data folders cannot be located. This window opens only if you are starting the software for the first time or if you have moved existing data folders using the operating system.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[Cancel]

Exits this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Search Drives]

Opens the Search Drives window to select the drives to search for existing data folders. The search can take a substantial amount of time depending on how many drives are selected for searching. When not working on a network, the local drive is automatically searched.


[Specify Data Folders]

Opens the Specify Data Folder Path window to enter paths for new or existing data folders. The paths you specify are then included in the Select Data Folder window.


Select Data Folder window

Use to select the data folder with which you want to work.

Tip

•	If you often work with the same data folder, you may want to suppress the automatic display of this window. In the Properties window for the application icon, enter the data folder path in the item Start in. Refer to the Microsoft Windows documentation for more information.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Name and Folder

Select the data folder with which you want to work. The list displays the data folder name and the folder's path.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without selecting a data folder.


[Help]

Starts Help and displays information about this window.


[Change drives]

Opens the Change Drives window to select the drives that contain data folders to be listed in this window.


[Search]

Opens the Search Drives window to select the drives that are searched to generate the list of data folders in this window. The search can take a substantial amount of time depending on how many drives are selected for searching.


Specify Data Folder Path window

Use to enter valid paths for existing data folders that the application cannot find. This window displays when the software cannot find the TS.DIR file in the Timberline Misc folder and you have selected to enter existing paths manually rather than searching for them. Press [Enter] after entering each data folder path, and click [Finish] when you are done entering paths.

Note

•	You also can set up a new Data folder by entering the name of a folder that currently contains no TS.CTL file.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Data folder path

Enter a path for each data folder, and press [Enter] after each. For example, C:\COLUMBIA DATA will access a data folder in the COLUMBIA DATA folder.


[Finish]

Closes this window. Click [Finish] when you have entered all data folder paths. At least one valid data folder must be specified.


[Exit]

Exits this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


OTHER WINDOWS


File Selection window

Use to select the file for the current action. This window opens if there is more than one file you can use. For example, when you change file security for a transaction file, this window asks you which transaction file to use.

To select more than one file, click on each file.

Note

•	If you use named files (File > Data Folder Settings > File Locations > Ask Name), a different file selection window appears. To select multiple files in this window, press CTRL while you click files.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Files

Select the file you want to use.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


File Types window

Use to select the type of file to use with the current action. For example, when you are changing the security file access, this window opens for you to select which type of file to use (e.g., AP Master file, Invoice file, etc.).

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Files

Select the type of file you want to use.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Post and Interface Settings window

Use to select how you want to post entries and interface with other applications. The options available depend on the application you are using.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Posting setting

Select how you want entries posted in the current application:

•	Manual -- When accepting an entry session, you are prompted to post, or you can post entries at a later time using Post from the Tasks menu.

•	Automatic -- When accepting an entry session, entries are posted automatically.


Activate interface

To interface with the corresponding application, mark this box. When an interface is activated, various items in windows are available that are otherwise unavailable. For example, if the interface to Accounts Payable is active, the Vendor ID field is available when setting up properties in Property Management.

In order to create entries for other applications, you must mark Activate Interface and Create entries.

If you do not activate an application, you cannot create entries for that application. For example, if the interface to Accounts Payable is inactive, Property Management cannot create Accounts Payable invoices to refund deposits and credits or to pay interest.

The interface to General Ledger is already activated, because Property Management is dependent on certain General Ledger information.


Create entries

To create and distribute entries to the interfacing application, mark this box. By marking this box, entries are created for the interfacing application. For example, if the Create entries box is marked for Accounts Payable, Property Management creates invoices to refund deposits and credits, and to pay interest and management fees. If the Create entries box is marked for General Ledger, Property Management creates the appropriate debit and credit entries to General Ledger accounts. If the Create entries box is marked for Cash Management, Property Management creates entries when deposits are refunded, checks are returned, and deposit interest is paid. These entries are created when Property Management entries are posted. Refer to Post entries in the Property Management Help index for more information.


Posting setting

Select how entries are posted in the interfacing application:

•	Manual -- Entries are posted in the interfacing (target) application only when you post in the interfacing application.

•	Automatic -- Entries are automatically posted in the interfacing (target) application when you post in the source application.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Alignment Type window

Use to check the alignment of paper in the printer. This is useful when printing a form or check.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Alignment type

Select how to check the form alignment:

•	Asterisks at top of form -- Prints a pair of asterisks on the right and left corners of the top of the form so you can see if the top of the form is aligned. This does not waste a form since only the asterisks are printed.

•	Print sample form -- Prints a sample form using Xs for alpha items, 13-31-99 for date items, and 9s for numeric items.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


List window

Use to select from a list of items that you have already set up. The selected item is then entered in the window you were previously viewing.

For help on an item in this window, click [image] on the window and then click the item.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[View]

Opens the Views window to select the appropriate list of records to display.


Views window

Use to select a list of records to display.

For help on an item in this window, click [image] on the window and then click the item.


Views list

Select the list you want to view.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Index window

Use to select a different list containing the elements you want to display.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Index list

Select the item for which you need information.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Add]

Opens the Add Records window to add a record to the index list. You can add up to eight records at one time.


Add Records window

Use to add another list to the Index window. You can select up to eight records. To add more than eight records, add the first eight, then click [Add] in the Index window again.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Records available

Highlight the records (up to eight) to display in the Index window. As each record is selected, its name appears in Records selected.


Records selected

Displays a list of the records to be added to the Index window list. If a record is listed, it is also highlighted in Records available.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Field Order window

Use to change the display order of the items in the list. You can either accept the default of Grouped by context, or display the items in alphabetical order.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Field order

Select how you want to display the items in the list:

•	Alphabetical order -- Displays list in alphabetical order for the current session only.

•	Grouped by context -- Displays list by the order in which they were stored. This is the default order.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Source window

Use to select a field from the original record in order to access the secondary record. This window only opens in Inquiry Designer if there is more than one field on the original record that can be used to access the secondary record.

For help on an item in this window, click [image] on the window and then click the item.


Field selection

Select from the main record the field to use in order to access the secondary record.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Change Field Description window

Use to change the description of a selected item.

For help on an item in this window, click [image] on the window and then click the item.


Description

Enter the new description for the item you selected.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Interface Warning window

Use to select whether you want to continue with the current operation, even though you have activated interfaces to other applications but have not selected to create entries for those applications. If you proceed, entries will not be created for the interfacing applications listed in this window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Don't display warning in future

To keep from displaying this window in the future, mark this box.


[Yes]

Accepts your selections and proceeds with the current operation. Entries will not be created for the applications listed in this window.


[No]

Closes this window and cancels the current operation.


[Create Entries]

Creates entries during this session for all applications that are selected to interface with the current application. In the Post and Interface Settings window, each application with an activated interface is selected to create entries for future sessions, i.e., the Create Entries box is marked for each application.


[Help]

Starts Help and displays information about this window.


Batch Information window (no batch control totals)

Use to manually enter a batch number, description, and date. This window only appears in Accounts Payable, Accounts Receivable, Cash Management, Equipment Cost, General Ledger, Job Cost and Property Management if you selected to use batches in the Data Folder Settings window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Batch

Enter a batch ID to use when tracking this batch. If you accessed the Batch Information window by clicking [Batch] during an entry session, this item cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter or change the description for this batch.


Date

Accept the prefilled date or enter a new date for this batch. This item prefills with the current date when you enter a batch number or click [Default].


[OK]

Accepts the current entries, closes this window, and continues with the entry session.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list of batches that you can select from. Only batches entered for this task that have not been posted display in the list.


[Default]

Enters a batch number in Batch and enters the current date in Date. The assigned batch number is the next sequential number after the last batch number used by the system.


[Help]

Starts Help and displays information about this window.


Attachments window

Use to select which item to add or edit attachments to. If a note is attached to the item, the first several characters of the note display. Select the desired item and click [Edit] to add or edit an attachment.

This window only opens when attaching notes from an entry grid.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Item list

Select the item you want to add or edit attachments for. If you have not entered an ID for one of these items, you cannot attach a note to the item.


[Close]

Closes this window without accepting a selection.


[Edit]

Opens the Attachments window to edit or add attachments to the selected item.


[Help]

Starts Help and displays information about this window.


Notes tab (Attachments window)

Use to enter notes for an item. Each note is automatically stamped with the time and date that the note was entered. This keeps track of when a note was entered and allows you to track multiple notes.

Attachments are accessible from other places within Timberline applications. For example, in Accounts Payable, vendor notes are accessible during invoice entry. The title of this window displays the item you are adding or editing attachments for.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Note text

Enter the information you want to record as a note. You can enter up to 16,000 characters on the Notes tab. You can attach larger amounts of text using the Files tab.


File Links tab (Attachments window)

Use to attach and access files that are related to an item, e.g., spreadsheets, text documents, image files, etc. You can view information about an attached file, open an attached file, attach new files, or delete an attachment to a file.

Attachments are accessible from other places within Timberline applications. For example, in Accounts Payable, files attached to a vendor are accessible during invoice entry. The title of this window displays the item you are adding or editing attachments for.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


File links

Lists all linked files. Double-click a file to open it.


[Open]

Opens the selected file in its associated application. This button is available only when there is a file attached to the item.


[Add]

Opens the Add File window to select which file you want to attach.

If operating on a network and you attach a file that is located on a local drive, the file is not accessible to other users on the network.


[Delete]

Removes the attachment, or link, to the selected file. The file itself is not deleted. This button is available only when there is a file attached to the item.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Tabs

Click a tab to view additional options. For help on an item in this window or tab, click [image] or [image], then click the item. For help on a tab, click [Help].


Possible Relationship Inconsistencies window

The application has detected that the file just opened was previously closed as a result of an aborted operation. It is possible that other records that interface with this file may now be inconsistent with regards to shared information, such as amounts, linkage, and other types of data. This situation can be especially critical if the abort occurred while transactions were being posted to a master file. Please check your recent log files for possible clues as to what application may have aborted and caused this file to close improperly.

If there are other files whose data is received from, sent to, or shared with this file, you should run any reports or inquiries necessary to determine that all file information is still consistent. Depending on the process being run at the time of the abort, it may be necessary to restore your company's database to a time earlier than the abort and reprocess all activity since that time.

If you cannot resolve the problem yourself, please contact your Timberline administrator or Technical Support for assistance.

This window will display each time this file is opened until you mark the "Do not show this warning when file is next opened" check box. The check box is available for marking only to those operators who have security permission to process File Doctor (Tools menu).

Click [OK] to exit this window.


[OK]

Click this button to exit this window. If you selected the check box above, this window will not appear the next time the file is opened. The check box is available for selection only to those operators who have security permission to process File Doctor (Tools menu).


[Help]

Starts Help and displays information about this window.


Do not show this warning when file is next opened

Select this check box to prevent this window from opening in the future when this file is opened. The check box is available for selection only to those operators who have security permission to process File Doctor (Tools menu).

If another abnormal closing of the file occurs in the future, this window will again begin appearing until you select the check box.

Click [Help] for more information.


Installation topics

The following installation topics can be found in Help attached to TS-Main:

•	Setting up workstations

•	Moving Timberline applications to a different server

•	Installing Timberline Object Viewer on a laptop

To view these topics, start TS-Main and click Help Topics on the Help menu. Use the Index tab to find the topic you want to view.


[Send]

Sends the document and any attachments to the printer, fax, or e-mail address.


Setting up sections (Accounts Receivable)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of the desired item: AR Contact or AR Customer.

  3	Click [Set Up Sections].

  4	Enter the description and maximum size for each section. Enter punctuation to separate sections.

  5	Click [Test entry] and enter the item as you expect to in the software.

  6	Click [Close].

  7	Change the format and retest the entry as needed. Click [OK] to save the format.

  8	Repeat steps 2 through 8 for each additional item.

For help on an item, click [image] on the window, then click the item.

Warning

•	The contact and customer ID formats must be determined during the initial set up of Accounts Receivable. They cannot be changed after processing begins. Changing a format makes all existing IDs incompatible.


Overview

To create more descriptive IDs, you can divide items into separate sections. For example, you can format contact IDs to consist of a type (section 1), a region (section 2), and the unique contact ID (section 3). You can set up sections for these Accounts Receivable items:

•	Contact

•	Customer


Setting up sections (Contracts)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of the desired item: CN Contract or CN Item.

  3	Click [Set Up Sections].

  4	Enter the description and maximum size for each section. Enter punctuation to separate sections.

  5	Click [Test entry] and enter the item as you expect to in the software.

  6	Click [Close].

  7	Change the format and retest the entry as needed. Click [OK] to save the format.

  8	Repeat steps 2 through 8 for each additional item.

For help on an item, click [image] on the window and then click the item.

Warning

•	The contract and contract item ID formats must be determined during the initial set up of Contracts. They cannot be changed after processing begins. Changing a format makes all existing IDs incompatible.

•	If you will be using AIA-type billings and the Billing application for Contract-based invoicing, be sure to read the topic "Summary amounts and Contract-based AIA-type billings" in Billing Help. It explains how your contract item section structure can affect the summary amount calculation on these Billing invoices. For summary amounts to calculate correctly, be sure to read this topic before setting up sections for your contract items.


Overview

To create more descriptive IDs, you can divide items into separate sections. For example, you can format contract IDs to consist of a year (section 1), a job (section 2), and a region (section 3). You can set up sections for these Contract items:

•	Contract

•	Contract item


Setting up sections (Equipment Cost)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of the desired item: EQ Cost Code, EQ Equipment, or EQ Revenue Code.

  3	Click [Set Up Sections].

  4	Enter the description and maximum size for each section. Enter punctuation to separate sections.

  5	Click [Test entry] and enter the item as you expect to in the software.

  6	Click [Close].

  7	Change the format and retest the entry as needed. Click [OK] to save the format.

  8	Repeat steps 2 through 8 for each additional item.

For help on an item, click [image] on the window and then click the item.

Warning

•	The cost code, equipment ID, and revenue code formats must be determined during the initial set up of Equipment Cost. They cannot be changed after processing begins. Changing a format makes all existing IDs incompatible.


Overview

To create more descriptive IDs, you can divide items into separate sections. For example, you can format cost codes to consist of a system (section 1), a subsystem (section 2), a part (section 3), and a repair (section 4). You can set up sections for these Equipment Cost items:

•	Cost code

•	Equipment

•	Revenue code


Setting up sections (General Ledger)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of GL Account.

  3	Click [Set Up Sections].

  4	Enter the description and size for each prefix and the size of the base account and suffix, as applicable. Enter punctuation (usually a dash) to separate sections.

  5	Click [Test entry] and enter an account number as you expect to in the software.

  6	Click [Close].

  7	Change the format and retest the entry as needed. Click [OK] to save the format.

For help on an item, click [image] on the window and then click the item.

Note

•	Refer to the setup documentation you received with your software for detailed information about the decisions your company needs to make before setting up sections for General Ledger accounts.

Warning

•	The account format must be determined during the initial set up of General Ledger. It cannot be changed after processing begins. Changing the account format makes all existing accounts incompatible.


Overview

The format of General Ledger accounts is critical in determining how accounting information is stored in General Ledger. The account format is determined by the type of financial reporting you require.

Because the account format affects how data is entered, stored, and processed, careful consideration should be given when setting up sections in General Ledger. Before you begin, Timberline recommends that you discuss your account format with your Certified Consultant.

Each account in General Ledger is identified with an account number that may consist of up to five sections.

•	Prefixes -- Up to three prefixes can be defined (such as owners, properties, divisions, projects, etc.). The prefixes allow you to store accounts for multiple entities in the same file. You can use one, two, or all three of the prefixes in your account format to identify your entities and sub-entities.

•	Base Account -- The base account identifies an account type such as Cash, Income, Accounts Payable, etc.

•	Suffix -- The suffix (which is optional) breaks down the base account to a more detailed level.


Setting up sections (Job Cost)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the JC Job or JC Cost Code line depending on the sections you want to set up.

  3	Click [Set Up Sections].

  4	Enter the Description for the section.

  5	Enter the Size in number of characters for the section.

  6	If there is to be a following section, enter a special character that will separate the sections when they are displayed or printed. Letters, numbers, and blanks are not permitted to be separators.

  7	Repeat steps 4 through 6 for each additional section.

  8	Click [Test Entry] to test the format of the ID, then click [Close].

  9	Click [OK] when you are satisfied with the format.

Notes

•	You are not required to create more than one section. If no sections are created, the default maximum size is 10 for the job and 12 for the cost code. With sections, the maximum number of ID characters is the same, but the total ID length is increased by the number of separators entered.

•	Be sure the format is what you want before clicking [OK] to accept it. After you set up a job or cost code (including a standard cost code) with this format, you cannot change the format.


Overview

To create more descriptive IDs, you can divide items into separate sections. For example, you can format cost codes to consist of a division (section 1), a building area (section 2), a cost code (section 3), and a cost type (section 4). You can set up sections for these Job Cost items:

•	Cost code

•	Job


Setting up sections (Remote Time Entry)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of the desired item: RT Cost Code or RT Job.

  3	Click [Set Up Sections].

  4	Enter the description and maximum size for each section. Enter punctuation to separate sections.

  5	Click [Test entry] and enter the item as you expect to in the software.

  6	Click [Close].

  7	Change the format and retest the entry as needed. Click [OK] to save the format.

  8	Repeat steps 2 through 8 for each additional item.

For help on an item, click [Help].

Warning

•	These formats need to match the sections set up for cost codes and jobs in Job Cost. JC cost code and job sections are set up using Custom Descriptions (File, Data Folder Settings menu).

•	The cost code and job ID formats must be determined during the initial set up of Remote Time Entry. They cannot be changed after processing has begun. Changing a format makes all existing IDs incompatible.

Related Topics


Overview

To create more descriptive IDs, you can divide items into separate sections. For example, you can format cost codes to consist of a division (section 1), a building area (section 2), a cost code (section 3), and a cost type (section 4). You can set up sections for these Remote Time Entry items:

•	Cost code

•	Job


Set Up Sections windows

 AR Set Up Contact Field Format window

 AR Set Up Customer Field Format window

 CN Set Up Contract Field Format window

 CN Set Up Item Field Format window

 EQ Cost Code Sections window

 EQ Equipment Sections window

 EQ Revenue Code Sections window

 GL Account Sections window

 JC Cost Code Sections window

 JC Job Sections window

 RT Cost Code Sections window

 RT Job Sections window


Test Entry windows

 AR Test Contact Entry window

 AR Test Customer Entry window

 CN Test Contract Entry window

 CN Test Item Entry window

 EQ Test Cost Code Entry window

 EQ Test Equipment Entry window

 EQ Test Revenue Code Entry window

 GL Test Account Entry window

 JC Test Entry window (cost code sections)

 JC Test Entry window (job sections)

 RT Test Cost Code Entry window

 RT Test Job Entry window


Set Up Customer Field Format
Set Up Customer Field Format window

Use to set up the format of customer IDs. You can create up to three sections with a maximum of 10 characters (excluding punctuation). For example, you can format customer IDs to consist of a type (section 1), a location (section 2), and the unique customer ID (section 3). As you type, a sample of how customer IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-33333.

The title of this window may be different if the item AR Customer is changed in Custom Descriptions.

Warning

•	The customer ID format must be determined during the initial set up of Accounts Receivable. It cannot be changed after processing begins. Changing the customer ID format makes all existing customer IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., type) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire customer ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., location.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire customer ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., ID. This is typically the unique customer ID.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire customer ID, including all sections, is 10 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Customer Entry window to verify that customer IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Customer Entry window

Use to verify that your company's customer IDs fit into the format you have defined for them.

The title of this window may be different if the item AR Customer is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Customer

Enter a customer ID as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the Set Up Customer Field Format window.


[Help]

Starts Help and displays information about this window.


Set Up Contact Field Format
Set Up Contact Field Format window

Use to set up the format of contact IDs. You can create up to three sections with a maximum of 15 characters (excluding punctuation). For example, you can format contact IDs to consist of a type (section 1), a region (section 2), and the unique contact ID (section 3). As you type, a sample of how contact IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-33333.

The title of this window may be different if the item AR Contact is changed in Custom Descriptions.

Warning

•	The contact ID format must be determined during the initial set up of Accounts Receivable. It cannot be changed after processing begins. Changing the contact ID format makes all existing contact IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., type) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contact ID, including all sections, is 15 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., region.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contact ID, including all sections, is 15 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., ID. This is typically the unique contact ID.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contact ID, including all sections, is 15 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Contact Entry window to verify that contact IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Customer Entry window
Test Contact Entry window

Use to verify that your company's contact IDs fit into the format you have defined for them.

The title of this window may be different if the item AR Contact is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Contact

Enter a contact ID as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the Set Up Contact Field Format window.


[Help]

Starts Help and displays information about this window.


Set Up Contract Field Format window

Use to set up the format of contract IDs. You can create up to three sections with a maximum of 10 characters (excluding punctuation). For example, you can format contract IDs to consist of a year (section 1), a job (section 2), and a region ID (section 3). As you type, a sample of how contract IDs will appear when viewed or printed is displayed at the top of this window, e.g., 11-222-3333.

The title of this window may be different if the item CN Contract is changed in Custom Descriptions.

Warning

•	The contract ID format must be determined during the initial set up of Contracts. It cannot be changed after processing begins. Changing the contract ID format makes all existing contract IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., year) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract ID, including all section, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., job.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract ID, including all section, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., region.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract ID, including all section, is 10 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test Entry]

Opens the Test Contract Entry window to verify that contract IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Set Up Item Field Format window

Use to set up the format of contract item IDs. You can create up to three sections with a maximum of 10 characters (excluding punctuation). For example, you can format contract IDs to consist of a division (section 1), a region (section 2), and the unique contract item ID (section 3). As you type, a sample of how contract IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1-222-3333.

The title of this window may be different if the item CN Item is changed in Custom Descriptions.

Warning

•	The contract item ID format must be determined during the initial set up of Contracts. It cannot be changed after processing begins. Changing the contract item ID format makes all existing contract item IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., division) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract item ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., region.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract item ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., ID.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract item ID, including all sections, is 10 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test Entry]

Opens the Test Item Entry window to verify that contract item IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Contract Entry window

Use to verify that your company's contract IDs fit into the format you have defined for them.

The title of this window may be different if the item CN Contract is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Contract

Enter a contract ID as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the Set Up Contract Field Format window.


[Help]

Starts Help and displays information about this window.


Test Item Entry window

Use to verify that your company's contract item IDs fit into the format you have defined for them.

The title of this window may be different if the item CN Item is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Item

Enter a contract item ID as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the Set Up Item Field Format window.


[Help]

Starts Help and displays information about this window.


EQ Cost Code Sections window

Use to set up the format of cost codes in Equipment Cost. You can create up to four sections with a maximum of 12 characters (excluding punctuation). For example, you can format cost codes to consist of a system (section 1), a subsystem (section 2), a part (section 3), and a repair (section 4). As you type, a sample of how customer IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-33-444.

The title of this window may be different if the item EQ Cost Code is changed in Custom Descriptions.

Warning

•	The cost code format must be determined during the initial set up of Equipment Cost. It cannot be changed after processing begins. Changing the cost code format makes all existing cost codes incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., system) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., subsystem.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., part.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., repair.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Cost Code Entry window to verify that cost codes fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Cost Code Entry window

Use to verify that your company's cost codes fit into the format that you have defined for them.

The title of this window may be different if the item EQ Cost Code is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Cost code

Enter a cost code as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[OK]

Accepts the current entries and closes this window.


[Help]

Starts Help and displays information about this window.


EQ Equipment Sections window

Use to set up the format of equipment IDs. You can create up to three sections with a maximum of 10 characters (excluding punctuation). For example, you can format equipment IDs to consist of a equipment type (section 1), a model (section 2), and the year (section 3). As you type, a sample of how equipment IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-3333.

The title of this window may be different if the item EQ Equipment is changed in Custom Descriptions.

Warning

•	The equipment ID format must be determined during the initial set up of Equipment Cost. It cannot be changed after processing begins. Changing the equipment ID format makes all existing equipment IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., equip.type) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire equipment ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., model.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire equipment ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., year.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire equipment ID, including all sections, is 10 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Equipment Entry window to verify that equipment IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Equipment Entry window

Use to verify that your company's equipment IDs fit into the format you have defined for them.

The title of this window may be different if the item EQ Equipment is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Equipment

Enter an equipment ID as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the EQ Equipment Sections window.


[Help]

Starts Help and displays information about this window.


EQ Revenue Code Sections window

Use to set up the format of revenue codes. You can create up to four sections with a maximum of 12 characters (excluding punctuation). For example, you can format revenue codes to consist of a revenue type (section 1), a equipment type (section 2), a equipment ID (section 3), and a rate type (section 4). As you type, a sample of how revenue codes will appear when viewed or printed is displayed at the top of this window, e.g., 11-22-333-4444.

The title of this window may be different if the item EQ Revenue Code is changed in Custom Descriptions.

Warning

•	The revenue code format must be determined during the initial set up of Equipment Cost. It cannot be changed after processing begins. Changing the revenue code format makes all existing revenue codes incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., rev. type) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire revenue code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., equip.type.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire revenue code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., equip. ID.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire revenue code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., rate type.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire revenue code, including all sections, is 12 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Revenue Code Entry window to verify that revenue codes fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Revenue Code Entry window

Use to verify that your company's revenue codes fit into the format you have defined for them.

The title of this window may be different if the item EQ Revenue Code is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Revenue code

Enter a revenue code as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the EQ Revenue Code Sections window.


[Help]

Starts Help and displays information about this window.


GL Account Sections window

Use to set up the number of digits used in the account number format. The format may be base only, base and suffix, or prefix, base and suffix. The maximum size of the account number (including prefix, base and suffix) is 25 characters. As you type, a sample of how account numbers will appear when viewed or printed is displayed at the top of this window, e.g., AA-BB-CC-9999.00.

Warning

•	The account format must be determined during the initial set up of General Ledger. It cannot be changed after processing begins. Changing the account format makes all existing accounts incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Prefix A Description

Enter the description for this prefix (up to 10 characters) if you want to define each of your major entities. For example, if you are managing properties for two owners, define Prefix A as Owner; likewise, if you are managing two construction sites, define Prefix A as Site.

If you do not want to use a prefix, leave it blank.

The prefix description you enter here replaces the names for related Prefix A commands on menus, items and option buttons.


Prefix B Description

Enter the description for this prefix (up to 10 characters) if you want to define each sub-entity of a Prefix A. For example, if you are managing properties for two owners, each with two properties, define Prefix A as Owner and Prefix B as Property.

If you do not want to use a prefix, leave it blank.

The prefix description you enter here replaces the names for related Prefix B commands on menus, items and option buttons..


Prefix C Description

Enter the description for this prefix (up to 10 characters) if you want to define each sub-entity of a Prefix B. For example, if you are managing properties for two owners, each with two properties, and each property  has three buildings on it, define Prefix A as Owner, Prefix B as Property and Prefix C as Building.

If you do not want to use a prefix, leave it blank.

The prefix description you enter here replaces the names for related Prefix C commands on menus, items and option buttons.


Punctuation

Enter the punctuation, e.g., - (dash), you want to use to separate Prefix A and B.


Punctuation

Enter the punctuation, e.g., - (dash), you want to use to separate Prefix B and C.


Punctuation

Enter the punctuation, e.g., - (dash), you want to use to separate Prefix C and the Base Account number.


Prefix A size

Enter the size of Prefix A (up to 10 characters). The maximum size of the account number (including prefix, base and suffix) is 25 characters.


Prefix B size

Enter the size of Prefix B (up to 10 characters). The maximum size of the account number (including prefix, base and suffix) is 25 characters.


Prefix C size

Enter the size of Prefix C (up to 10 characters). The maximum size of the account number (including prefix, base and suffix) is 25 characters.


Base

Enter the size of the base account (up to 10 characters). The maximum size of the account number (including prefix, base and suffix) is 25 characters.


Suffix

Enter the size of the suffix (up to 5 digits or characters). Suffixes are usually used to denote divisions or departments. The maximum size of the account number (including prefix, base and suffix) is 25 characters.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Account Entry window to verify that account numbers fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Account Entry window

Use to verify that your company's account numbers fit the format you have defined.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Account

Enter an account number as you would expect to during normal daily processing. If suffixes are used, enter a period as the separator between the base and the suffix.


[OK]

Accepts your current entries and closes this window.


[Help]

Starts Help and displays information about this window.


JC Job Sections window

Use to set up the format of job IDs in Job Cost. You can create up to three sections with a maximum of 10 characters (excluding punctuation). For example, you can format job IDs to consist of a year (section 1), a job type (section 2), and the unique job ID (section 3). As you type, a sample of how job IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1111-2-33333.

Warning

•	The job ID format must be determined during the initial set up of Job Cost. It cannot be changed after processing begins. Changing the job ID format makes all existing job IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., year) and then press [Enter].


Description

Enter the description (up to 10 characters) for what this section represents, e.g., job type.


Description

Enter the description (up to 10 characters) for what this section represents, e.g., job ID.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire job ID, including all sections, is 10 characters (excluding punctuation).


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire job ID, including all sections, is 10 characters (excluding punctuation).


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire job ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test Entry]

Opens Test Entry window to verify that job IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Entry window (job sections)

Use to verify that your company's job IDs fit into the format you have defined for them.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Job

Enter a job ID as you would expect to during normal daily processing.


[Close]

Closes this window and returns to the Job Sections window.


[Help]

Starts Help and displays information about this window.


JC Cost Code Sections window

Use to set up the format of cost codes in Job Cost. You can create up to four sections with a maximum of 12 characters (excluding punctuation). For example, you can format cost codes to consist of a division (section 1), a building area (section 2), a cost code (section 3), and a cost type (section 4). As you type, a sample of how cost codes will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-33-444.

The title of this window may be different if the item JC Cost Code is changed in Custom Descriptions.

Warning

•	The cost code format must be determined during the initial set up of Job Cost. It cannot be changed after processing begins. Changing the cost code format makes all existing cost codes incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., division) and then press [Enter].


Description

Enter the description (up to 10 characters) for what this section represents, e.g., area.


Description

Enter the description (up to 10 characters) for what this section represents, e.g., cost code.


Description

Enter the description (up to 10 characters) for what this section represents, e.g., cost type.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test Entry]

Opens the Test Entry window to verify that cost codes fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Entry window (cost code sections)

Use to verify that your company's cost codes fit into the format you have defined for them.

The title of this window may be different if the item JC Cost Code is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Cost code

Enter a cost code as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the Cost Code Sections window.


[Help]

Starts Help and displays information about this window.


RT Cost Code Sections window

Use to set up the format of cost codes in Remote Time Entry. You can create up to four sections with a maximum of 12 characters (excluding punctuation). For example, you can format cost codes to consist of a division (section 1), a building area (section 2), a cost code (section 3), and a cost type (section 4). As you type, a sample of how cost codes will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-33-4444.

The title of this window may be different if the item RT Cost Code is changed in Custom Descriptions.

 Items

 Buttons

Warnings

•	This format needs to match the sections set up for cost codes in Job Cost. JC cost code sections are set up using Custom Descriptions (File, Data Folder Settings menu).

•	The cost code format must be determined during the initial set up of Remote Time Entry. It cannot be changed after processing begins. Changing the cost code format makes all existing cost codes incompatible.

Related Topics


RT Cost Code Sections items

 Description

 Punctuation

 Sample

 Size


Sample

As you enter section data, displays a sample of how the cost code will appear when displayed or printed.


Description

Enter the description (up to 10 characters) for what this section represents and then press [Enter]. For example, you can format cost codes to consist of a division (section 1), an area (section 2), a cost code (section 3), and a cost type (section 4).

Section descriptions need to match those used for cost codes in Job Cost.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).

Section sizes need to match those used for cost codes in Job Cost.


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


RT Cost Code Sections buttons

 [Cancel]

 [Help]

 [OK]

 [Test entry]


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


[Test entry]

Opens the Test Cost Code Entry window to verify that cost codes fit into the format you have defined.


Test Cost Code Entry window

Use to verify that your company's cost codes fit the format you have defined.

The title of this window may be different if the item RT Cost Code is changed in Custom Descriptions.

 Item

 Buttons

Warning

•	This format needs to match the sections set up for cost codes in Job Cost. JC cost code sections are set up using Custom Descriptions (File, Data Folder Settings menu).

Related Topics


Cost code

Enter a cost code as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


Test Cost Code Entry buttons

 [Help]

 [OK]


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


RT Job Sections window

Use to set up the format of job IDs in Remote Time Entry. You can create up to four sections with a maximum of 12 characters (excluding punctuation). For example, you can format job IDs to consist of a year (section 1), a job type (section 2), and the unique job ID (section 3). As you type, a sample of how job IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1111-22-33333.

 Items

 Buttons

Warning

•	This format needs to match the sections set up for jobs in Job Cost. JC job sections are set up using Custom Descriptions (File, Data Folder Settings menu).

•	The job ID format must be determined during the initial set up of Remote Time Entry. It cannot be changed after processing begins. Changing the job ID format makes all existing job IDs incompatible.

Related Topics


RT Job Sections items

 Description

 Punctuation

 Sample

 Size


Sample

As you enter section data, displays a sample of how the job ID will appear when displayed or printed.


Description

Enter the description (up to 10 characters) for what this section represents and then press [Enter]. For example, you can format job IDs to consist of a year (section 1), a job type (section 2), and the unique job ID (section 3).

Section descriptions need to match those used for jobs in Job Cost.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire job ID, including all sections, is 10 characters (excluding punctuation).

Section sizes need to match those used for jobs in Job Cost.


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


RT Job Sections buttons

 [Cancel]

 [Help]

 [OK]

 [Test entry]


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


[Test entry]

Opens the Test Job Entry window to verify that job IDs fit into the format you have defined.


Test Job Entry window

Use to verify that your company's job IDs fit the format you have defined.

 Item

 Buttons

Warning

•	This format needs to match the sections set up for jobs in Job Cost. JC job sections are set up using Custom Descriptions (File, Data Folder Settings menu).

Related Topics


Job

Enter a job ID as you would expect to during normal daily processing.


Test Job Entry buttons

 [Help]

 [OK]


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


Status bar

The left side displays Help information on commands and toolbar buttons and displays system messages. The right side displays items that indicate various keyboard modes, such as when [Caps Lock] is on and other information, such as the system date and time. Use Tools (Customize menu) to customize the appearance of the status bar.


Toolbars

Contains buttons that provide quick access to commands and features. To see the name of the button, point to it with the mouse. For more information on a button, click [image] on the toolbar and then click the button. Use Tools (Customize menu) to customize the appearance of toolbars.


For help on an item, click [image] on the window or [image] on the toolbar and then click the item. For additional Help topics about this application or Microsoft Windows concepts, select Help Topics from the Help menu or click the Start button and then select Help, respectively.


Title bar

Use to change the size of a window. To move a window, drag its title bar. To maximize a window or restore it to its previous size and location, double-click the title bar.


Move the mouse to a side or corner of a window. When the pointer changes to a double arrow, click and drag the mouse to change the size of the window. If using the corner of a window, the height and width changes simultaneously.


CONTROL MENU COMMANDS


Restore

Use to restore a window to its previous size and location. You can also click in the upper-right corner of a window to restore it.


Move

Use to move a window to a different location.


Size

Use to change the size of a window.


Minimize

Use to reduce a window to an icon. You can also click in the upper-right corner of a window to reduce it to an icon. Double-click the icon to restore the window to its previous size and location.


Maximize

Use to enlarge a window to fill the screen. You can also click in the upper-right corner of a window to maximize it. Double-click the title bar to restore the window to its previous size and location.


Close

Use to close an application or window. You can also click in the upper-right corner of a window to close it.


Formulas (Tools menu)

Use to create expressions that can be used when displaying, reporting, or conditioning data.

 Windows

Related Topics


Formulas

Use to create expressions that can be used when displaying, reporting, or conditioning data. See Creating formulas for detailed instructions.


Formulas windows

 Copy Formula

 Formula Entry

 Formulas

 Save Formula


Formulas window

Use to view existing application, public, and design formulas, and to access options for creating, changing, copying, deleting, and printing formulas.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Formula Type

Displays the type of formulas listed below. Clicking this title line is the same as clicking [Index]. It will open the Index window to display all formula types currently available for selection.


Formulas

Select a formula you want to change, copy, or delete. Use [Index], [Find], and [Order] to change the list of formulas and to find a formula from the list. Depending on the application you are using, the formula list can display public, application, or design formulas.


Display area

Displays the contents of the selected formula. Double-click this area to modify the formula contents.


[Close]

Closes this window.


[New]

Opens the Formula Entry window to create a new formula.


[Change]

Opens the Formula Entry window to modify the selected formula.


[Copy]

Opens the Copy Formula window to copy the selected formula to a new name.


[Delete]

Deletes the selected formula.


[Help]

Starts Help and displays information about this window.


[Index]

Opens the Index window to list the different types of formulas: public, application, or design (in Report Designer only). Also in Report Designer, quick formulas do not appear in this list, but can be selected from the Tools menu.


[Find]

Allows you to enter the name (all or part) of the formula for which you are searching.


Find entry

Enter the name (all or part up to 25 characters) of the formula for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

The order of the list cannot be changed in this window.


Formula Entry window

Use to enter a new formula or change an existing one. If changing a formula, the formula name appears in the window title.

The item list appears on the right side of the window, and the actual area where you create the formula is on the left side of the window.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Message display area

Contains abbreviated instructions to guide you through creating and modifying a formula. Select a field or formula in the formula design area to display its name, record source or formula type, field type, and length.


Formula design area

Enter and modify formulas by typing constants, operators, and functions, and by selecting fields from the field list. See About the components of formulas for more information.


Application - file

Displays the application and the file in which the listed items available for selection are located. Clicking this title line is the same as clicking [Index]. It will open the Index window to display all files currently available for selection.


Item list

Select from the list of items available for use in creating or modifying the current formula.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (all or part) of the item for which you are searching.


Find entry

Enter the name (all or part up to 25 characters) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

Opens the Field Order window to change the order of the listed items.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting additions or changes made to the formula.


[Help]

Starts Help and displays information about this window.


Copy Formula window

Use to copy the contents of a formula to a new formula and name. In Report Designer, you can copy to public and design formulas. In all other applications, you can copy only to public formulas.

Tip

•	Copy an application formula when you want to modify it. Since application formulas cannot be changed, you can copy the formula and modify the copy.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Copy to

Enter a new name for the formula you are copying.


Public or design formulas

Select the type of formula you want to copy to. These options are available only in Report Designer.

•	Public Formulas -- The formula is copied to the public formula list.

•	Design Formulas -- The formula is copied to the design formula list which is stored with the report.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without copying the formula.


[Help]

Starts Help and displays information about this window.


Save Formula window

Use to save and name the formula you are creating. Any combination of characters and spaces can be used, except that names cannot begin with two uppercase characters followed by a space. These names are reserved for application formulas.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Formula name

Enter a name for the formula you are creating (up to 22 characters, including spaces). Because preset application formula names begin with two upper case letters followed by a space, you cannot begin a public formula name using the same method. For example, you can name a public formula  "JC-sub retainage", but not "JC sub retainage" (the second example would be accepted as "JCsub retainage").


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without saving the formula.


[Help]

Starts Help and displays information about this window.


About formula types

There are four different types of formulas. These formulas vary in the way they are stored and the manner in which they are accessed.

 Application formulas

 Public formulas

 Design formulas

 Quick formulas

Related Topics


Application formulas

Application formulas are created by Timberline and included with specific applications. Application formulas cannot be altered, but can be copied and then modified as public formulas (also as design formulas in Report Designer). Each application formula name begins with the application acronym, e.g., AP Aging Amount is an Accounts Payable application formula.

You can view a list of an application’s formulas by opening a report or inquiry design for the desired application in Report Designer or Inquiry Designer, selecting Formulas from the Tools menu, clicking [Index], and selecting the application formulas to view. Payroll application formulas can be viewed in Payroll.


Public formulas

Public formulas are created from scratch by you, or by copying an application formula to a public formula. Public formulas are accessible whenever formulas can be used.


Design formulas

Design formulas are only created for report designs while using Report Designer and are only accessible when using the report design for which the design formula was created. However, design formulas may be used as often as necessary by the same design for other items in the report or within other design formulas. If necessary, you can copy a design formula to a public formula.

Design formulas are created by selecting Formulas from the Tools menu in Report Designer.


Quick formulas

Quick formulas are used for only one item in a report design in Report Designer. Quick formulas are easily set up, have no name, and are used only once in the report design at the location where they were created. Quick formulas cannot be used by other locations in the same report design. They cannot be used within other design formulas.

Quick formulas are created by selecting Quick Formula from the Tools menu in Report Designer.


About the components of formulas

The elements to include in a formula depend on what you want the formula to accomplish.

 Application formula functions

 Formula constants

 Formula fields

 Formula functions

 Formula operators

 Using AND/OR in formulas

 Other formulas

Related Topics


Application formula functions

Application formula functions are predefined functions that perform operations specific to a particular application. They are accessible from the application itself, Information Assistant, Inquiry Designer, and Report Designer. Some application functions are based on specific records and are accessible only when the dependent records are available. For example, the Property Management function "EffectiveSquareFootage" is available only when the record, PM-Unit Square Footage, is available.


Formula constants

A constant is a value included in the formula. For example, to multiply the contents of an amount field by six and one-half percent, enter .065 as a constant in the formula.


Formula fields

In formulas, you can include fields from records and system fields. Because formulas are typically used to perform mathematical calculations, the majority of fields that you select will be numeric. There are some formulas, however, that use dates, alphanumeric fields, or other types of non-numeric fields.


Formula functions

Functions perform specific operations within a formula. For example, the DAYS function calculates the difference between two specified dates. For more information about functions, click [image].


Formula operators

Operators are used in formulas to enter arithmetic and relational operators in the standard mathematical format.

This operator	Performs the following mathematical action
+	Addition
-	Subtraction
*	Multiplication
/	Division
>	Greater than (can also be entered as GT)
<	Less than (can also be entered as LT)
=	Equal to (can also be entered as EQ)
>=	Greater than or equal to (can also be entered as GE)
<=	Less than or equal to (can also be entered as LE)
<>	Not equal to (can also be entered as NE)

Calculations are performed from left to right, with the information enclosed in parentheses calculated first, followed by multiplication and division, and then addition and subtraction. For example, the formula: 5 * (4 + 2) - 12 / 2 equates to 5 * 6 - 12 / 2, then 30 - 12 / 2, then 30 - 6, and finally, 24.


Using AND/OR in formulas

Formulas can be used as conditions to determine whether a record should be included in an inquiry or a report. These conditions must always start with the IF function. There may be instances when more than one condition is required to make this determination. In these cases, each condition must be separated from the next by using the AND or OR operator. Using AND between conditions requires both conditions to be met. Using OR requires only one of the two conditions to be met.

When you use more than two conditions, the order of the conditions is crucial. To make the conditions easier to construct and understand, Timberline recommends the use of parentheses to group the conditions.

For example, "IF condition1 AND condition2 OR condition3 AND condition4..." is a string of conditions in which it is not readily apparent how the individual conditions relate to each other. By using parentheses, you can create a more logical and understandable testing combination. For example,  "IF (condition1 AND condition2)  OR  (condition3 AND condition4)..." means that if conditions 1 and 2 are met, OR if conditions 3 and 4 are met, the record is accepted. Formula components inside parentheses are always interpreted before those that are outside parentheses.

Refer to the Evaluating multiple AND/OR conditions topic for detailed steps on how multiple conditions are interpreted.

Related Topics


Other formulas

Other available public formulas that you create can be included as part of another formula. This makes it easier to create a new formula because it eliminates the need to repeat all elements of a public formula in a new formula.


Formulas are only available in specific applications. The availability of different types of formulas varies by application.


About naming formulas

Each formula is given a name. Because predefined application formula names begin with two upper case letters followed by a space, you cannot begin public formula names using the same method. For example, you can name a public formula  "JC-sub retainage", but not "JC sub retainage" (this would be accepted as "JCsub retainage"). Formula names can be up to 22 characters long, including spaces.

Related Topics


About functions (definition)
About functions

Functions are expressions used in formulas to perform specific operations. When a function operation is performed, the result of the operation is used as a value in the formula.

 Terminology

 About using functions

 Property Management Functions

 List of functions

Related Topics


Function terminology

The terms syntax, parameter, return and expression are used when creating functions.

Syntax -- the format in which the function must be entered. The order of the elements and the punctuation that are used determines how the information entered is evaluated.

Parameter -- one of the variables in the function. Each parameter must be entered as shown for the function. For example, the syntax of the rounding function is: ROUND(number, digits). In this example, number and digits are the parameters for the function ROUND.

Return -- the result of the function. The function is performed and the result is returned. Because the result of a function is not always numeric, the return type is important when determining whether a function is appropriate for the operation needed.

Expression -- a mathematical term that is defined as one or more symbols representing a value or relationship. For example, "JTD Cost - YTD Cost" is an expression that represents the to-date cost amount at the beginning of the year.


About using functions

Functions use a standard syntax. A function:

•	Begins with the command name

•	Is followed by a left parenthesis

•	Includes the parameters on which the function operates

•	Ends with a right parenthesis.

For example, NAME(parameter1, parameter2[,...]).

These rules determine how a function is constructed and interpreted:

•	Optional parameters are indicated by square brackets in these Help topics. For example, the IF function syntax is: IF(condition, value if true[,value if false]). The value if false parameter is surrounded by brackets to indicate that it is optional. When entering an optional parameter, do not enter the brackets.

•	Each parameter, except the last, must be followed by a comma. If an optional parameter is omitted and it is followed by another parameter, a comma must be entered in its place. For example, the syntax for the AAVG function is: AAVG([break], number[,...]). If the break parameter is omitted, the comma following it must still be entered to signify the missing parameter, e.g., AAVG(, Total Estimate).

Here’s another example: NEWDATE(date[,months][,days][,years]). If the optional months and days parameters are omitted, the syntax for adding 10 years to Dec. 15, 1992 would be: NEWDATE(121592, , , 10). This is equivalent to NEWDATE(121592, 0, 0, 10). To add two months to the same date, the syntax would be NEWDATE(121592, 2). Notice that no commas follow the months parameter since there are no additional parameters required.

•	If a parameter is followed by an optional ellipsis, [,...], the parameter may be repeated an unspecified number of times. For example, the AVG function syntax is: AVG(number1, number2[,...]). This syntax specifies that there must be at least two number parameters entered to return an average, but also that more than two may be entered.

•	The parameters provide the information needed to perform the function. For example, you might enter a field name as a parameter. This specifies that the function is to use the value from the field.

•	In some cases, a range of fields can be used as a parameter. To specify a range, enter the first field in the range, two periods ( . . ) and the last field in the range. The sequential order of the fields in each application’s records are listed in the Item list in the Public Formula Entry window. For example, a formula could be set up to calculate the total of all commitments invoiced by specifying the range of fields: Commt Invoiced - Labor through Commt Invoiced - Other. The formula would be: SUM(Commt Invoiced - Labor..Commt Invoiced - Other).

•	Alphanumeric constants must be enclosed in single or double quotation marks, e.g., ‘California’ or "California".


List of functions

 ABS(number) -- returns the absolute value of a number.

 Accumulating functions -- includes the following individual functions:

 AAVG([break], number[,...]) -- calculates the average of a series of records.

 ACOUNT([break], field) -- counts the records containing the field.

 AMAX([break], number[,...]) -- returns the highest value in a series of records.

 AMIN([break], number[,...]) -- returns the lowest value in a series of records.

 ANZAVG([break], number[,...]) -- calculates the average of the non-zero numbers in a series of records.

 ASUM([break], number[,...]) -- totals the numbers in a series of records.

 AVG(number1, number2[,...])-- calculates the average value of the numbers listed.

 COLHDG(field[,heading number]) -- returns the heading (all or part) of a Custom Descriptions field.

 DAY(date) -- returns the day from a date.

 DAYS(date1, date2) -- calculates the number of days between two dates.

 FORMAT(number, mask) -- apply a specific format of punctuation to a numeric item.

 IF(condition, value if true[,value if false]) -- returns values based on a conditional statement.

 INDEX(field) -- returns the position of items in option button lists or drop-down list boxes.

 JOIN(value1, value2[,...])-- connects values into a string of characters in the order they are connected.

 JUST(value, justification[,length]) -- aligns alphanumeric values.

 LOOKUP(field, key value[,...]) -- locates information that normally cannot be accessed automatically.

 MATCH(value to match, value[,...]) -- compares an item to a list of items and returns the position of the first match in the list.

 MAX(number1, number2[,...])-- returns the highest number in a list of numbers.

 MIN(number1, number2[,...])-- returns the lowest number in a list of numbers.

 MONTH(date) -- return the month from a date.

 NEWDATE(date[,months][,days][,years]) -- calculates a new date or returns a numeric constant in a date format.

 NZAVG(number1, number2[,...])-- returns the average of the non-zero numbers listed.

 PART(value, position, length) -- returns a portion of a value.

 PRCNT(number1, number2) -- calculates a percentage as a whole number.

 RAND( ) -- generates a random number.

 ROUND(number, digits) -- rounds numbers to a specific number of digits.

 SQRT(number) -- calculates the square root of a number.

STRMATCH(string1, string2) -- compares capitalization of two parameters.

 SUM(number1, number2[,...])-- adds a list of numbers and returns the total.

 SWITCH(value[,decimal]) -- converts alphanumeric values to numeric and numeric values to alphanumeric.

 TABLE (position, list of values) -- returns the value that occupies a specific position in a list.

 TIMEDIFF(start date, start time, end date, end time) -- calculates the time difference between the start date/start time and the end date/end time.

 TRUNC(number, digits) -- removes or adds a specified number of decimal positions or sets a specified number of digits to zero.

 YEAR(date) -- return the year from a date.


ABS function

Use to return the absolute value of a number. An absolute value of a number (positive, negative or zero) is the same number without any positive or negative sign. For example, ABS(-34.19) = 34.19

Syntax

ABS(number)

Parameter

number -- the number used in the absolute value calculation.

Return

numeric

 Comments

 More examples


ABS comments

The number parameter can contain fields, constants, functions, other formulas, or arithmetic operations. The values must be numeric.


ABS examples

•	To find the contents of the General Ledger annual budget field as an absolute value, use this formula:

ABS (Annual Amount)

•	To calculate the General Ledger budget variance percentage and return the absolute value of the percentage, use this formula:

ABS((Current Balance - Annual Amount) / Current Balance)


Accumulating functions

Use these functions to perform calculations on a series of records to create subtotals, grand totals and other cumulative functions.

Syntax

AAVG([break], number[,...])

ACOUNT([break], field)

AMAX([break], number[,...])

AMIN([break], number[,...])

ANZAVG([break], number[,...])

ASUM([break], number[,...])

Parameters

[break] -- the data field or formula used to specify when a (break) total is to be taken.
(Click the Break parameter button below for more information.)

number -- specifies what is to be accumulated.

field -- the data field to be counted.

[,...] -- additional numbers, if any.

Return

numeric

Note

•	If you are using an accumulating function on a report design that is sorted by fields originating in different records, please refer to the Report Designer Help topic "About using accumulating functions with custom sort orders" for important information.

 About using LOOKUP with accumulating functions

 Comments

 List of accumulating functions

 Break parameter

 Number parameter

 Field parameter

 Combined examples


List of accumulating functions

 AAVG function

 ACOUNT function

 AMAX function

 AMIN function

 ANZAVG function

 ASUM function


AAVG function

Use to calculate the average of a series of records.

Syntax

AAVG([break], number[,...])

Related function

AVG

 Examples

 Other accumulating functions


AAVG examples

•	To find the Accounts Payable average tax amount on all distributions for a vendor, use the following formula.
AAVG(Vendor, Tax)
The vendor and tax fields are pulled from the AP - Distribution record. For each vendor, this formula adds all the tax amounts, divides by the total number of tax amounts (including zero tax amounts) and returns the average tax amount per distribution.

•	To find the Accounts Payable average tax amount for all vendors, use this formula:

AAVG(, Tax)

•	To find the Payroll average amount of fringes you pay for an employee during each pay period, you would pull information from the Check Fringe record by using this formula:

AAVG(Period End Date, Amount)
To display this average for each employee over multiple pay periods, use this formula:

AAVG(Employee, Amount)


ACOUNT function

Use to count the records containing a specific field.

Syntax

ACOUNT([break], field)

 Examples

 Other accumulating functions


ACOUNT examples

•	To find the number of Accounts Payable invoices each vendor has, use this formula:

ACOUNT(Vendor, Invoice)

•	To find the total number of Account Payable invoices in the database, use this formula:

ACOUNT(, Invoice)

•	To find the number of Payroll checks for each employee, use this formula:

ACOUNT(Employee, Check Number)


AMAX function

Use to return the highest value in a series of records.

Syntax

AMAX([break], number[,...])

Related function

MAX

 Examples

 Other accumulating functions


AMAX examples

•	To compare the Accounts Payable invoice amounts for each vendor and determine the highest invoice amount for each vendor, use this formula:

AMAX(Vendor, Amount)

•	To determine the highest Accounts Payable invoice amount for all vendors, use this formula:

AMAX(, Amount)

•	To print a Payroll report that prints the highest amount of Workers’ Compensation for each employee, use the following formula. This formula pulls information from the PR-Check Workers Comp record:

AMAX(Employee, Amount)


AMIN function

Use to return the lowest value in a series of records.

Syntax

AMIN([break], number[,...])

Related function

MIN

 Examples

 Other accumulating functions


AMIN examples

•	To determine the lowest invoice amount for each Accounts Payable vendor, use this formula:

AMIN(Vendor, Amount)

•	If you are tracking Payroll sick pay as a separate pay ID and you assume an overall condition of Pay ID = ‘sick’, to find the employee that had the least YTD units of sick pay, use this formula:

AMIN(, YTD Units)


ANZAVG function

Use to calculate the average of the non-zero numbers in a series of records.

Syntax

ANZAVG([break], number[,...])

Related function

NZAVG

 Examples

 Other accumulating functions


ANZAVG examples

•	To find the Accounts Payable average of year to date amounts (less discounts taken) when the results are not zero, use the following formula. This formula adds the total YTD amount minus the total discounts taken for all vendors and divides by the number of items that do not equal zero. If a vendor has no YTD amount, the vendor is not included in the calculation:

ANZAVG(, YTD Amount - YTD Discount Taken)

•	To find the Payroll average number of overtime hours paid, not including check records that have overtime hours of zero, use the following formula. This formula gives you a more accurate representation of the overtime hours being paid to employees who have worked overtime.

ANZAVG(, Overtime Hours) For example, if you have this employee data:

Employee	PE date	Overtime hours
101	5-15-98
105	5-15-98	12.00
108	5-15-98
115	5-15-98
125	5-15-98	10.00
If you use AAVG(, Overtime Hours), the average of overtime hours would be 22.00 divided by 5 employees for an average of 4.4 overtime hours per employee. However, if you use ANZAVG(, Overtime Hours), the average of overtime hours would be 22.00 divided by the two employee which had overtime hours for an average of 11.00 overtime hours per employee.


ASUM function

Use to total the numbers in a series of records.

Syntax

ASUM([break], number[,...])

Related function

SUM

 Examples

 Other accumulating functions


ASUM examples

•	To total the amounts in the AP - Distribution records and accumulate the amounts at the invoice level, use the following formula:

ASUM(Invoice, Amount)

When a new invoice is encountered, the formula starts calculating a new total for the next invoice.

•	To add numbers from a field list at the same break level and then total them, use the ASUM function. For example, on the Payroll check record, regular and overtime hours are tracked each time an employee is paid. To total these hours for each employee, use this formula:

ASUM(Employee, Regular Hours, Overtime Hours)

•	To accumulate a Payroll total at the highest level (a grand total) for employee’s gross pay, you should leave the break field blank but include the comma:

ASUM(, Gross Pay)

•	To create a total on a vendor report that displays the amount of invoice distributions less paid amounts on the invoice distributions, you would pull data from the AP - Distribution record (Amount) and the AP - Distribution Payment record (Amount Paid) by using this formula:

ASUM(Vendor, Amount) - ASUM(Vendor, Amount Paid)

•	To get a total percent complete for all cost codes on each job, use this formula:

(ASUM(Job, JTD Cost) / ASUM (Job, Total Estimate)) * 100

•	To total Accounts Payable invoice amounts by a portion or section of the vendor ID, use a PART formula as the break parameter in the ASUM function. For example, if the two-letter state code was used as the first two characters of every vendor ID, you could use the following formula to obtain total invoice amounts by state.

ASUM(Vendor State ID, Amount)

The break parameter, Vendor State ID, is the formula:  PART(Vendor, 1, 2)


Accumulating functions comments

•	Accumulating functions can create a total of similar amounts found in a series of records. In Payroll for example, you might want to create a total of a certain withholding type based on a set range of payroll transactions. By setting a break field of employee ID, the ASUM function would return a separate total each time the employee ID changed as the transactions were read in employee order.

•	You can use these functions to accumulate amounts from a lower level of detail up to a higher level with less detail. In Accounts Payable for example, if you need detail from the distribution items of invoices, but you only see one line per invoice, you could accumulate the detail from the distributions.

•	To perform calculations on totals from different records, you can create two function statements that are used in one formula. For example to add the accumulations from two different records, use this format:

ASUM(break, number) + ASUM(break, number)


Accumulating functions -- break parameter

The break parameter determines when the accumulation process should produce a total. This allows the break parameter to be used to create level totals. As the accumulating function reads data, it accumulates amounts specified by the number parameter. When the value specified in the break parameter changes, the accumulation is returned and cleared so that it can begin accumulating for the new value in the break field. The break parameter can be a data field or formula. If a formula is used, all items in the formula must either be associated with the same record or be accessed via the LOOKUP function.

The break parameter is optional, but the comma following the break parameter is always required. When the break parameter is left blank, you are choosing to accumulate the entire range of records into one total. Using the break parameter creates a total each time the break value changes.

Notes

•	If you break on a field other than a key field which is part of the sort order, you must set up a custom sort in Report Designer and specify that break field as part of the sort order.

•	All fields in the custom sort order must either be from the same record as the number being accumulated or be accessed through a LOOKUP formula.

•	Sorting and breaking by non-key fields is not available in an inquiry.


Accumulating functions -- number parameter

The number parameter which is used for all accumulating functions except ACOUNT, can contain fields, constants, functions, other formulas, or arithmetic operations, which must be numeric. All items listed in the number parameters must be associated with the same record.

Tip

•	When the data is not from the same record, you may need to use the LOOKUP function.


Accumulating functions -- field parameter

The field parameter in the ACOUNT function must contain a data field from the records being counted. This function simply counts the number of records that contain that field. If a break field is also entered, it must be from the same field list that you used to select the field parameter.


Accumulating functions examples

In the following table, the YTD amounts for the Accounts Payable vendors are used to return the value for each type of function shown below the table. The break parameter has been omitted, which causes the function to be performed for the entire range of records.

Vendor	YTD amount
Allied Services	200.00
Barnes Plumbing	100.00
Johnson Electric	500.00
Pacific Rentals	.00
Tool Shed, Inc.	50.00

AAVG(, YTD Amount) = 170.00

ACOUNT(, YTD Amount) = 5

AMAX(, YTD Amount) = 500.00

AMIN(, YTD Amount) =.00

ANZAVG(, YTD Amount) = 212.50

ASUM(, YTD Amount) = 850.00


AVG function

Use to calculate the average value of the numbers listed.

Syntax

AVG(number1, number2[,...])

Parameters

number1 -- the first number in the list of numbers to be averaged.

number2 -- the second number in the list of numbers to be averaged.

[,...] -- remaining numbers in the list, if any.

Return

numeric

 Comments

 More examples


AVG comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric.


AVG examples

•	To calculate the General Ledger average of the current and previous 2 activity periods, use this formula:

AVG(Current Period Activity, Prior 1 Activity, Prior 2 Activity)

•	To calculate the Accounts Payable average vendor payments this year and last year, use this formula:

AVG(YTD Paid, Last Yr Amt Paid)

•	To calculate the Job Cost average for this month’s and last month’s cost code costs, use this formula:

AVG(MTD Cost, LM Cost)


COLHDG function

Use to return the heading (all or part) of a Custom Descriptions field. This function ensures that the column headings printed on reports match the descriptions entered and possibly changed in Custom Descriptions.

Syntax

COLHDG(field[,heading number])

Parameters

field -- the Custom Descriptions field whose description is to be used as a heading.

[,heading number] -- an optional number equal to 1 or 2. When a custom description is more than one word, it is separated into two parts in such a way as to fit the heading onto two lines. The number determines what part to return for a single line of the column heading. Omitting this parameter returns both lines.

Return

text

 Comments

 Examples


COLHDG comments

When the COLHDG function is used to create column headings for Custom Descriptions, any changes to the field descriptions are automatically carried over to the report headings.


COLHDG examples

•	The description for the Commitment field in Job Cost can be changed by using Custom Descriptions. When the description is changed in Custom Descriptions, the change is printed on reports when the COLHDG function is used.

COLHDG(Commitment)

•	The following COLHDG formulas could be used in Accounts Payable, Payroll, and General Ledger, respectively.

COLHDG(Invoice Code 1)

COLHDG(Misc1)

COLHDG(GL Reference 1)


DAY function

Use to return the day from a date field.

Syntax

DAY(date)

Parameters

date -- the date field containing the day to be returned.

Return

numeric

 Comments

 Date parameters


DAY comments

Using this function is the same as using PART(date, 5, 2).


DAYS function

Use this function to calculate the number of days between two dates. The number of days returned is always a positive number.

Syntax

DAYS(date1, date2)

Parameters

date1 -- one of the dates for the comparison.

date2 -- the other date for the comparison.

Return

numeric

 Comments

 Date parameters

 More examples


DAYS comments

The parameters can contain date fields, the system date or an entered date. The dates can be entered in any order. For example, DAYS(123194, 121593) = 381 and DAYS(121593, 123194) = 381. The years can be entered with two digits or four, e.g., DAYS(123099, 1012001) = 368.


DAYS examples

•	To calculate the number of days between the system date and 12-04-98, use this formula:

DAYS(System Date, 120498)

•	To calculate the number of days between the Accounts Payable check date and invoice date for each invoice record, use this formula:

DAYS(Invoice Date, Check Date)


FORMAT function

Use to apply specific punctuation to a numeric item.

Syntax

FORMAT(number, model)

Parameters

number -- the number to which the model is applied.

model -- the format in which the number should be returned.

Return

alphanumeric

 Comments

 Example


FORMAT comments

The number parameter can be a field, a constant, a function, a formula or an arithmetic operation. The value must be numeric. The model parameter is entered as an alphanumeric constant that indicates the format to be applied to the values in the number parameter. Only the punctuation in the model parameter is used; the actual placeholders can be any constant.

The number of digits in the number parameter does not need to match the number of digits in the model. The model is applied to the number from right to left. The decimal point location in the number parameter is ignored when the model is applied. If there are more digits in the number parameter than are in the model, the entire number prints. If there are fewer digits in the number parameter, extra positions in the model are ignored. For example:

FORMAT(12345.67, "00.0000") = 123.4567

FORMAT(12345.67, "00000.000") = 1234.567


FORMAT example

•	To apply model ‘99999-99’ to the value in the General Ledger Account field, use the following formula. You might use this function to enhance reports that list account numbers by printing a dash instead of a decimal between the account and the suffix.

FORMAT(Account, ‘99999-99’)

Tip

•	To format a field that is not numeric, use the SWITCH function to change the field from alphanumeric to numeric. For example, if the formula FORMAT(SWITCH(JOB), ‘11*111’) is used, the job 98-001 that normally prints is returned as 98*001.


IF function

Use to return values based on a conditional statement. This function returns the first value if the statement is true or the second value if the statement is false.

Syntax

IF(condition, value if true[,value if false])

Parameters

condition -- an expression or a field in which the value is interpreted as true/false, yes/no, or marked/unmarked.

value if true -- the value returned if the condition is true, yes, or marked.

[,value if false] -- the value returned if the condition is false, no, or unmarked. This parameter is optional and, if it is not used, false, no, and unmarked values return blanks or null values.

Return

If the true value and the false value are of the same field type, the return value is that type. Otherwise, the return is alphanumeric.

 Comments

 Comparative operators

 Examples


IF comments

The parameters can contain fields, constants, functions, other formulas, or arithmetic operations. If the contents of the condition parameter is only a single field, it must be a check box field. Otherwise, the comparative operators must be used in the condition parameter. The condition parameter must be able to be marked true/false, yes/no, or marked/unmarked.

You can nest up to 20 IF functions per formula.

See About comparison operators, Comparison operator examples, and Examples of using multiple conditions for more information.

 Check box comments

 Multiple condition comments

 Option button and list comments


IF option button and list comments

Option buttons and drop-down list boxes allow you to choose from a group of options. Only one option in the group can be selected. When you want to print or process information based on a match to an option that was selected, you can use the IF function. You would enter the condition parameter with the:

•	Option button or list group title

•	Comparative operator

•	Option button or list title to match

For example, on the Status tab (Job Setup window) you can select Unstarted, In progress or Closed for the Status. If you want to print the completion date for jobs that are closed or a message for jobs that are in progress or started, the IF function needs the three condition parameters discussed above:

•	Option button group title of STATUS

•	Comparative operator of =

•	Option button to match of Closed

The IF function would be entered as:

IF(Status = ‘Closed’, Actual Complete Date, ‘Not Complete’)

If the job has been marked as Closed, this formula would return the actual completion date entered in the Job Setup window. If the job is In Progress or Unstarted, this formula returns the text "Not Complete."


IF check box comments

When check boxes are used in the condition parameter of the IF function, no comparative operator or value is needed. Check boxes always return a true/false, yes/no, or marked/unmarked value.

On the 1099 Settings tab (Vendor Setup window), you can mark Accounts Payable vendors that should receive a 1099 form. The condition parameter for this box is ‘Receives Form 1099.’

IF(Receives Form 1099, Recipient ID, ‘Need ID’)

If the vendor has been marked to receive 1099 forms, the formula returns the Recipient’s tax ID from the 1099 Settings tab. If the box has not been marked, the text ‘Need ID’ is returned.


IF multiple condition comments

You may need to create an IF function in which the condition parameter must meet a combination of conditions. This is done by connecting the condition parameters with AND or OR.

When using AND in an IF function, all conditions must be true in order for the value if true parameter to be returned. If they are not all true, the value if false parameter is returned.

When using OR in an IF function, at least one of the condition parameters must be true in order for the value if true parameter to be returned. If none are true, the value if false parameter is returned.

•	The IF formula below returns ‘Print this’ because both condition parameters (1=1 and 2=2) are true.

IF(1=1 AND 2=2, ‘Print this’, ‘Print that’)

•	The IF formula below returns ‘Print this’ because one of the condition parameters (1=1) is true.

IF(1=1 OR 1=2, ‘Print this’, ‘Print that’)

•	The IF formula below returns ‘Print that’  because one of the condition parameters (1=2) is false.

IF(1=1 AND 1=2, ‘Print this’, ‘Print that’)


IF examples

•	If the Accounts Payable amount paid is equal to the invoice amount, ‘Paid’ is returned. Otherwise, the return value is blank.

IF(Amount Paid = Amount, ‘Paid’)

•	You could return the balance as the value if false by changing the formula to:

IF(Amount Paid = Amount, ‘Paid’, Amount - Amount Paid)

•	If the Receives Lien Waiver check box in the Accounts Payable Vendor record is marked, the text Check lien waiver is returned; otherwise, n/a is returned.

IF(Receives Lien Waiver, ‘Check lien waiver’, ‘n/a’)

•	If the Accounts Payable invoice amount times the tax rate of .065 is greater than the tax amount on the invoice record or if the tax amount on the invoice is zero, the calculated tax is returned. If the calculated tax is less than or equal to the tax amount on the invoice (and the tax amount is not zero), the tax amount is returned.

IF(Amount * .065 > Tax OR Tax = 0, Amount * .065, Tax)

•	To create a Job Cost transaction report with separate columns for Accounts Payable, Payroll Costs, Direct Costs, Other Entries and Estimate Entries, use these formulas:

Accounts Payable column -- IF(Transaction Type = ‘AP Cost’, Amount)

Payroll Costs column -- IF(Transaction Type = ‘PR Cost’, Amount)

Direct Costs column -- IF(Transaction Type = ‘JC Cost’, Amount)

Other Entries column -- IF(Transaction Type NE ‘AP Cost’ AND Transaction Type NE ‘PR Cost’ AND Transaction Type NE ‘JC Cost’ AND Transaction type NE ‘Original Estimate’ AND Transaction Type NE ‘Approved Estimate Changes’, Amount)

Estimate Entries column -- IF(Transaction Type = ‘Original Estimate’ OR Transaction Type = ‘Approved Estimate Changes’, Amount)


IF comparative operators

The comparative operators available for use in the condition are:

>	greater than (can also be entered as GT)

<	less than (can also be entered as LT)

=	equal to (can also be entered as EQ)

>=	greater than or equal to (can also be entered as GE)

<=	less than or equal to (can also be entered as LE)

<>	not equal to (can also be entered as NE)


INDEX function

Use to return the position of items in option button lists or drop-down list boxes.

Syntax

INDEX(field)

Parameter

field -- the data field that contains the values you want returned.

Return

numeric

 Comments

 Examples


INDEX comments

The position of items in option button lists or drop-down list boxes can be found in the Print Available Fields printout in the Special Values column. Use Available Fields (Tools menu) in Report Designer to print this printout.


INDEX example

•	To return the position instead of the literal description of the status in Job Cost, use this formula:

INDEX(Status)

•	You could then use this formula in another formulas, such as the following:

IF(Index(Status) = 3, Actual Complete Date, ‘Not Complete’)

If the job has been marked as Closed, this formula would return the actual completion date entered in the Job Setup window. If the job is In Progress or Unstarted, this formula returns the text "Not Complete."


JOIN function

Use to connect values into a string of characters which print in the order they are connected.

Syntax

JOIN(value1, value2[,...])

Parameters

value1 -- the first value in the list of values to be joined.

value2 -- the second value in the list of values to be joined.

[,...] -- remaining values in the list, if any.

Return

alphanumeric

 Comments

 Examples


JOIN comments

The parameters can contain fields, constants or functions. The values are joined, in the order listed, into a single alphanumeric value. Spaces at the end of the values are suppressed unless the value is a constant.

For example, if the length of the City field is 15 characters and you entered the city of Dover which is 5 characters, the 10 extra spaces are suppressed. If the literal "The city of    " (note space after ‘of’) preceded the City field in the JOIN function, the four trailing spaces in the formula would be retained:
 "The city of    Dover" This is because ‘The city of    ‘ is considered to be a constant.

Include parameters for punctuation and spaces in the list by enclosing them in quotation marks. The return value can be up to 4000 characters in length. For example, JOIN("Connect"," ","the"," ","fields.") = Connect the fields. Note the use of quotation marks for the spaces.


JOIN examples

•	In this JOIN formula, value1 is the City field in the Accounts Payable vendor address. Value2 is a constant comma followed by a space. Value3 is the state from the vendor address, Value4 is a constant space and Value5 is the ZIP Code from the vendor address. These values combine to return a single string of characters.

JOIN(City,", ",State,"  ", ZIP Code)

•	You may want to include single quotes, double quotes or both as part of the string. A single quote must be enclosed with double quotes (e.g., "John’s pencil"). A double quote must be enclosed with single quotes (e.g., ‘"My pencil,"’ said John.). An example of including both in a JOIN function is:

JOIN(‘"I’,"’m late,",’" said the rabbit.’)

Result: "I’m late," said the rabbit.

•	Value1 = ‘"I’ -- The opening double quotation mark is enclosed in single quotes.

•	Value2 = "’m late," -- The apostrophe in I’m is enclosed in double quotes.

•	Value3 = ‘"said the rabbit.’ -- The closing double quotation mark is enclosed in single quotes.

•	To JOIN constant text to each employee ID, use this formula. This can be useful to designate the beginning of each employee’s information on a report.

JOIN("Emp#", Employee)


JUST function

Use to align alphanumeric values within the maximum field length.

Syntax

JUST(value, justification[,length])

Parameters

value -- the value to be justified.

justification -- options for justification.

[,length] -- length of justified value, optional.

Return

alphanumeric

 Comments

 Examples


JUST comments

The value parameter can contain fields, constants or functions.

The justification parameter specifies where the value is to be aligned in the return value. The options are:

•	LJ -- Left Justify

•	RJ -- Right Justify

•	C -- Center

•	RJN -- Right Justify Numeric

When using this function in an inquiry, justification occurs within the return value, not within the inquiry column. For example, if an inquiry column has a width of 20 and contains a return value with a length of 10, the characters always appear somewhere within the first 10 spaces of the column; the exact location depends on the justification option used.

When using JUST in Report Designer, the justification occurs first in the return value. Then, the Report Designer Field Format Justification option determines where the return value prints in the column.

The optional length parameter is the total number of characters to be returned. If the length requested in the third parameter is less than the number of characters in the value, the right-most characters of value are truncated. For example, JUST(Depreciation, C, 10) would return ‘Depreciati’, the first 10 characters.


JUST examples

•	Left Justify (LJ) -- Use to force each value returned to be left aligned. This is helpful if the field contains leading spaces you want to omit. Most alphanumeric fields are left aligned.

JUST(ZIP Code, LJ)

•	Right Justify (RJ) -- Use to force each value returned to be right aligned. This is helpful if you have entered numbers in an alphanumeric field but want to display them aligned as though the field was numeric.

JUST(Misc Title 1, RJ, 15)

•	Center (C) -- Use to center each value in the return value.

JUST(Project Manager, C)

•	Right Justify Numeric (RJN) -- Use to combine Left Justify and Right Justify depending on the value in the field you are justifying. When the value to be returned contains any alphabetic characters, the value returned is left aligned. When the value to be returned contains numbers and punctuation, the value returned is right aligned. This is helpful when displaying fields which do not contain consistent information. RJN does not split a field that is part numeric and part alphabetic.

JUST(Description, RJN)

Description	RJN returns description of
98-003	98-003
Fort Wayne Officer’s Club	Fort Wayne Officer’s Club


LOOKUP function

Use this function to locate information in another record that is not logically linked to the current record being accessed. Although the database already contains many direct links between various records, when a link does not normally exist, the LOOKUP function can be used.

Syntax

LOOKUP(field, key value[,...])

Parameters

field -- the data field in the other record that contains the value you want returned.

key value -- the first primary key value used to identify the other record containing the information you want.

[,...] -- additional key values, if any.

Return

same as field

Note

•	There are two distinct records involved in the LOOKUP function. The first, or main, record is the record currently being accessed and reported on. The second, or lookup, record is the record that contains some information you want to access and report alongside the main record’s information.

 About record keys

 Entering key values

 Comments

 Examples


Entering key values

The key value parameters can be entered in any of the following formats:

  1	The contents of a field in the main record. For example, you could enter the Payroll ID of the project manager for each job in the first miscellaneous field on the General tab of the Job Setup window. Then, while printing job information, you can access any information the manager’s employee record by selecting the "Project Manager" field from the Job record when entering the key value in the LOOKUP formula.

  2	A constant. For example, to retrieve the FUTA percent field from the Tax rate record while printing a list of employees and their YTD Gross pay, you can enter the key value as "FUTA_E" (assuming that this is the Tax ID).

  3	A function or a formula. For example, while printing a list of jobs, you may want to print the current balance of a specific General Ledger account based on the prefix entered on the AP and GL tab and the base entered in a field on the Custom Fields tab in the Job Setup window. The key value could be entered as JOIN(Cost Account Prefix, JUST(Base acct, LJ)). "Base acct" is the name given to the custom field. It must be left justified to remove any leading blanks. This entire key string could have been entered into a formula, and the formula name would have been inserted as the key value.

  4	An arithmetic operation. Although this format would be used rarely, the key example above could have been entered as SWITCH(SWITCH(Cost Account Prefix) * 10000 + Base acct). This example assumes a base account of four digits. The SWITCH functions are used to turn alphanumeric fields into arithmetic numbers for calculation and then back to alphanumeric for looking up the record’s alphanumeric key.


LOOKUP comments

The field parameter must be a data file field and be located in the lookup record that contains the information you want. The key values must exist as valid primary keys in that lookup record.

The key values must be listed in the primary key order. They can be fields or combinations of fields in the main record, constants, functions, other formulas, or arithmetic operations.

All keys for the record being looked up must be listed in the function in the same order they are found on the lookup record. For example, when returning the Accumulate As field in the JC - Category record, there are four keys for the lookup record - job, extra, cost code, and category. The key value parameter must include all four in the correct order for the Accumulate As field to be returned.

LOOKUP(Accumulate As, Job, Extra, Cost Code, Category)

Note

•	Only the Extended edition allows the use of extras. Standard edition users must omit the extra parameter and its following comma in the example above.

When there are multiple-field keys, as in the example above, all the key fields entered in the LOOKUP function must be associated with the lookup record. Do not be confused by the fact that there is a "job" key field in each of the job, extra, cost code, and category records. If you are looking up a cost code record, the "job" key field must be specified as the one belonging to the cost code record.

Tip

•	To determine the primary keys on the record being looked up, use Available Fields (Tools menu) in Report Designer to print the list of fields for the record. At the bottom of the field list, in the Standard Order section, the primary keys are listed in parentheses under the first order listed.


About keys
About record keys

Record keys are used in LOOKUP functions. A group of fields make up a record. A group of records make up a file. Each record is unique from any other record because the primary keys assigned to each record are unique.

Tip

•	To determine the keys on the record being looked up, use Available Fields (Tools menu) in Report Designer to print the list of fields for the record. At the bottom of the field list, in the Standard Order section, the keys are listed in parentheses under the first order listed. If you plan to design many reports, you may find it helpful to print the available fields for all records and put these printouts in a binder for quick reference.

Keys play an important part when creating LOOKUP formulas. Here are four examples:

Record	Primary Keys
AP Invoice	Vendor, Invoice
GL Transaction	Account, Accounting Date, Journal, Run number, Sequence number
PR Employee	Employee
PR Employee Pay	Employee, Pay Type, Pay ID


LOOKUP examples

 Payroll example

 Accounts Payable example

 About data needed to complete the key value not on the primary record

 About using LOOKUP with accumulating functions


LOOKUP - Payroll example

To retrieve the Tax Description for a Tax ID from the PR-Tax record when the main record is PR-Employee Tax, use this formula:

LOOKUP(Description, Tax ID)

Parameter	Source for parameter
Field	Description field in PR Tax record
Key value	Tax ID field in PR Employee Tax record


LOOKUP - Accounts Payable example

To retrieve the General Ledger account title for each account when the main record is the AP-Distribution record, use this formula:

LOOKUP(Title, Accounts Payable Account)

Parameter	Source for parameter
Field	Title in GL-Account record
Key value	Accounts Payable Account in AP-Distribution record


LOOKUP - About data not on primary record

Sometimes the information necessary to complete the key value parameter is not available as fields on the main record. For example the keys for the PR-Employee Tax record are Employee, Tax level and Tax ID.

•	The Employee field can usually be found on other field lists.

•	The Tax level must be one of three values: 1 for Federal, 2 for State, and 3 for City. These value definitions can be found in the Available Fields Printout in the Special Values column.

•	Tax ID must be entered as a value matching one of the taxes that are set up. Because you are matching an alphanumeric field, you must put quotation marks around the ID.

For example, Federal Withholding tax has a tax level of 1 and an ID of ‘FWH’.

LOOKUP(QTD Taxable, Employee, 1, ‘FWH’)

•	To return the YTD subject-to amount for Medicare from the Check record, use this formula. The Medicare deduction is a field on the Employee Tax record.

LOOKUP(YTD Subject-to, Employee, 1, ‘MED’)

Tax level is 1 for Federal because you are looking for the federal Medicare tax.

Tax ID for Medicare taxes is ‘MED’.

Parameter	Source for parameter
Field	YTD Subject-to in PR Employee Tax record
Key values	Employee in PR Check record;  Tax Level is a constant = 1 Tax ID is a constant = ‘MED’


LOOKUP - About using with accumulating functions

To total fields that originate in different records, use the LOOKUP function along with an accumulating function to locate and total these fields. Without the use of the LOOKUP function, all fields listed in accumulating functions must originate in the same record. For example, to find the skill level from the PR-Employee record when the primary record is PR-Time, use this formula:

ASUM(, IF(LOOKUP(Skill Level, Employee) = ‘Journeyman’, Units))

This formula totals units for all employees with a skill level of journeyman. The LOOKUP function allows you to access the field Skill Level from the PR-Employee record even though the field being accumulated, Units, is on the PR-Time record.

The components of this formula are:

•	ASUM -- function used to create a total.

•	, -- indicates no break fields (break parameter omitted) and that you want a report total.

•	IF -- function used to condition formula.

•	LOOKUP -- you want to look up the Skill Level from the PR-Employee record. The key for this record is Employee, which is on the PR-Time record.

•	Skill Level -- the field you want to look up.

•	Employee -- the key from the PR-Employee record (where Skill Level is stored). Employee is on the PR-Time record.

•	= -- indicates comparison for the IF function.

•	‘Journeyman’ -- is compared to the value found in the LOOKUP to determine if there is an exact match to the text. This field is case-sensitive.

•	Units -- when a match is found, the Units from each PR-Time record are added to get a total units when the Skill Level is ‘Journeyman’.


MATCH function

Use to compare an item to a list of items and return the position of the first match in the list.

Syntax

MATCH(value to match, value-1, value-2[,...])

Parameters

value to match -- the value to locate in the list of values.

value-1 -- the first value to compare to the value to match.

value-2 -- the second value to compare to the value to match.

[,...] -- remaining values to compare, if any.

Return

numeric

 Comments

 Examples


MATCH comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The values can be alphanumeric or numeric.

The function uses the value to match parameter to search for a matching value in a given list. The list of items is sequentially numbered internally from the first item to the last item, beginning with the number one (1). The number assigned to the item which matches in the list is the number returned for the function. If no match is found in the list, a zero is returned. For example., MATCH("r", "e", "t", "r", "x") = 3, but MATCH("h", "s", "b", "v", "d") = 0.

When an individual value parameter is entered as a range, a match to an item in that range returns the position of the range in the list of values, not the position of the matching item in the range. (Ranges of constants and fields are distinguished by 2 periods between the first and last value in that range.) For example, MATCH(15, 1..10, 11..20, 21..30) = 2. Although the number 15 is the fifteenth number of all possible numbers being considered, and is the fifth item in the second value parameter, it is located in the second value parameter (11..20) of the list. Thus, a 2 is returned.

This function is often used with the TABLE function. The result of the match is used to determine what value should be returned from the list of items in the TABLE function. See the TABLE function for more information.


MATCH examples

•	To compare the General Ledger current period ending date to the period ending dates for the current fiscal year, use the following formula. The number of the current period in the fiscal year is returned.

MATCH(Period Ending Date, Period Ending Date 1..Period Ending Date 13)

•	MATCH can also be used to condition a report to print specific types of items. In the formula below, any Pay IDs which do not match return a 0 (zero) while those that match return 1, 2 or 3. Only those returning a number greater than zero print. This would eliminate from the report any Pay Ids that are not REG, OT or SICK.

MATCH(Pay ID, "REG", "OT", "SICK") > 0


MAX function

Use to return the highest number in a list of numbers.

Syntax

MAX(number1, number2[,...])

Parameters

number1 -- the first number in the list of numbers to be compared.

number2 -- the second number in the list of numbers to be compared.

[,...] -- remaining numbers in the list, if any.

Return

numeric

 Comments

 Examples


MAX comments

The parameters can contain fields, constants, functions, other formulas, or arithmetic operations. The values must be numeric. If you want to calculate a maximum on a number in an alphanumeric field, use the SWITCH function to make the field numeric.

The function reads through a list of numbers and returns the highest value found. For example, MAX(-456, 22, -65, 0, 350) = 350.

Note

•	Keep in mind that negative values are always less than any positive amount. Also, you can specify a range of fields in a record as long as the range is contiguous and is listed by the first and last fields, separated by two periods.


MAX examples

•	To compare the values in the General Ledger activity fields for the current period and for each of the last 11 periods and return the highest monthly activity over the past 12 months for each record, use this formula:

MAX(Current Period Activity..Prior 11 Activity)

•	To compare the values for each vendor’s year-to-date, last and next year amounts in Accounts Payable and return the highest yearly activity for each vendor, use this formula:

MAX(YTD Amount, Last Yr Amount, Next Yr Amount)

•	To compare the values of the cost code totals for each cost type and return the total with the highest JTD costs amount, use this formula:

MAX(JTD Labor Cost, JTD Material Cost, JTD Commitment, JTD Equipment Cost, JTD Overhead Cost, JTD Other Cost)


MIN function

Use to return the lowest number in a list of numbers.

Syntax

MIN(number1, number2[,...])

Parameters

number1 -- the first number in the list of numbers to be compared.

number2 -- the second number in the list of numbers to be compared.

[,...] -- remaining numbers in the list, if any.

Return

numeric

 Comments

 Examples


MIN comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric. If you want to calculate a minimum on a number in an alphanumeric field, use the SWITCH function to make the field numeric.

The function reads through a list of numbers and returns the lowest value encountered. For example, MIN(456, 22, -65, 0, 350) = -65

Note

•	Keep in mind that negative values are always less than any positive amount. Also, you can specify a range of fields in a record as long as the range is contiguous and is listed by the first and last fields, separated by two periods.


MIN examples

•	To compare the values in the General Ledger activity fields for the current period and for each of the last 11 periods and return the lowest monthly activity over the past 12 months for each record, use this formula:

MIN(Current Period Activity..Prior 11 Activity)

•	To compare the values for each vendor’s year-to-date, last and next year amounts in Accounts Payable and return the lowest yearly activity for each vendor, use this formula:

MIN(YTD Amount, Last Yr Amount, Next Yr Amount)

•	To compare the values of the cost code totals for each cost type and return the total with the lowest JTD costs amount, use this formula:

MIN(JTD Labor Cost, JTD Material Cost, JTD Commitment, JTD Equipment Cost, JTD Overhead Cost, JTD Other Cost)


MONTH function

Use to return the month from a date.

Syntax

MONTH(date)

Parameters

date -- the date containing the month to be returned.

Return

numeric

 Comments

 Date parameters


MONTH comments

This function is equal to PART(date, 7, 2).


NEWDATE function

Use to calculate a new date or return a numeric constant in a date format. Also, use to create a date.

Syntax

NEWDATE(date[, months][, days][, years])

Parameters

date -- the numeric constant or the date from which the new date is calculated. Enter 0 to indicate that you want to create a date.

[, months] -- the number of months, if any, to be added to the date. If the date parameter is 0, this is the month portion used to create the date.

[, days] -- the number of days, if any, to be added to the date. If the date parameter is 0, this is the day portion used to create the date.

[, years] -- the number of years, if any, to be added to the date. If the date parameter is 0, this is the year portion used to create the date.

Return

date

 Comments

 Date parameters

 Examples


NEWDATE comments

•	The date parameter can contain either a date field, a date returned from a formula, or a numeric constant. The months, days and years parameters must be numeric. For example:

•	NEWDATE(100598, 1, 1, 1) = 11-06-99

•	NEWDATE(32698) = 3-26-98

•	You can enter four to eight digits as a numeric constant in the date parameter. The months, days and years parameters are optional. In this example, 30 days are added to 3-12-98.

•	NEWDATE(31298, , 30) = 4-11-98

•	You do not have to use the NEWDATE function to add days to a date. You can enter the date as a formula. For example, Invoice Date + 15.

•	You can also use NEWDATE to create a date by entering 0 in the date parameter. The months, days, and years parameters are required and must be greater than 0. For example:

•	NEWDATE(0, 11, 16, 2000) =  11-16-00

•	You can return the last day of a new month by adding or subtracting the number of months to the original month-end. For example:

•	NEWDATE(05312000, 1, 0, 0) = 06-30-00 (Adds one month to the end of May.)

•	NEWDATE(02292000, -2, 0, 0) = 12-31-99 (Subtracts two months from the end of February.)

•	Caution: Adding months and/or years to the last day of any month always returns the last day of the newly calculated month. For example, NEWDATE(02282001, 6, 0, 0) returns 08312001, not 08282001.

•	To convert a date field with a set format of month, year (MM-YYYY) to a date that is in month, day, year (MM-DD-YY) format, enter a number, other than 0, in the day parameter. For example, consider a custom field named "due date" with a set format of MMYYYY. If the field contained 122000 (December, 2000) and you wanted to display it as 12/15/00, use the following function:

•	NEWDATE(due date, 0, 15 , 0 ) = 121500 (assuming a change from MMYYYY to MMDDYY format.)


NEWDATE examples

•	To create a date in which only the year varied, use the following formula. In this example, the prompt field Calendar Year is being used to control the contents of a report.

NEWDATE(0, 01, 01, Calendar Year)

•	If the contents of DATE in the following formulas is July 1, 1998 (70198), these values are returned.

NEWDATE(DATE, 1, 1, 1) = 8-02-99

NEWDATE(DATE, 0, 30) = 7-31-98

NEWDATE(DATE, -3) = 4-01-98

NEWDATE(DATE, 0, 0, -1) = 7-01-97

•	To calculate the date two months previous to the date in the Accounts Payable Invoice Date field, use this formula:

NEWDATE (Invoice Date, -2)

•	To add ten years to the date in the Invoice Date field, use the following formula. Two extra commas must be inserted to indicate that the months and days parameters are omitted.

NEWDATE(Invoice Date, , , 10)

•	To condition a report to print transactions with an accounting date greater than one month prior to the General Ledger current period ending date, use this formula:

Accounting Date > NEWDATE(Period Ending Date, -1)


Date parameters

The digits in date parameters are interpreted as shown.

Number of digits	Interpretation	Example
5	mddyy	(10598) = 1-05-98
6	mmddyy	(110898) = 11-08-98
7	mddyyyy	(3081998) = 3-08-98
8	mmddyyyy	(10161999) = 10-16-99

Date Format on the General tab (Tools, Options menu) determines whether the dates are entered beginning with the month, day or year.


NZAVG function

Use to calculate the average of the non-zero numbers listed.

Syntax

NZAVG(number1, number2[,...])

Parameters

number1 -- the first number in the list of numbers to be averaged.

number2 -- the second number in the list of numbers to be averaged.

[,...] -- remaining numbers in the list, if any.

Return

numeric

 Comments

 Examples


NZAVG comments

The parameters can contain fields, constants, functions, other formulas and arithmetic operations. The values must be numeric.

The average of a list of non-zero values is the sum of the values divided by the number of non-zero values in the list. For example, NZAVG(100, 150, 0, 350) = 100+150+350 or 600 divided by 3 non-zero values equals 200.


NZAVG examples

•	To average the non-zero values in the General Ledger activity fields for the current period and for each of the last 11 periods, use this formula:

NZAVG(Current Period Activity..Prior 11 Activity)

•	To average the non-zero Accounts Payable vendor payments this year and last year, use the following formula.

NZAVG(YTD Paid, Last Yr Amt Paid)


PART function

Use to return a portion of a value.

Syntax

PART(value, starting position, length)

Parameters

value -- the value containing the portion to be returned.

starting position -- the starting position in value of the portion to be returned.

length -- the number of positions to include in the return, including the starting position.

Return

alphanumeric if value is alphanumeric, numeric for all others.

Related functions

DAY, MONTH, and YEAR

 Comments

 More examples


PART comments

The value parameter can contain fields, constants, functions, other formulas or arithmetic operations. The position parameter must be a numeric value that is not in excess of the length of the value. For example, if a value contained a field of 24 characters, a starting position could contain any number from 1 through 24. Although the starting position and value parameters are typically numeric constants, they can be any expressions that provide valid, positive numeric values.

To return the day, month, or year from a date, you can use the DAY, MONTH, or YEAR functions instead of the PART function. These three functions simplify this operation. For example, to return the month from a Contract Date of 10-30-93, you can use either PART(Contract Date, 7, 2)=10 or MONTH(Contract Date)=10.

The length parameter must contain a numeric constant. Valid values for length begin at 1, but cannot exceed the number of positions in the value beyond the starting position. For example, PART("OREGON", 1, 2) = OR.

PART("OREGON", 2, 6) is not valid because it specifies more positions than the value contains beyond the starting position. The starting position is ‘R’ and there are only 5 characters available to the right to be returned.

For alpha values, the function counts the starting position and length parameters from left to right. All other types of values are counted from right to left. For example, PART("ABCDEFG", 5, 2) = EF, and PART(123456, 5, 2) = 12.

For numeric, date and time values, punctuation is not included in the position or length count, nor is it returned. If the original value was negative, however, the return is also negative.


PART examples

The following table lists various types of values and the portion of the values returned by the PART function. The last column shows the original full contents of the value the formula worked upon.

Type	Example	Original Value
Alpha	PART(Vendor Name, 1, 5) = Murph	Murphy Hardware
Numeric	PART(JTD Cost, 3, 4) = 1763	176354
Date	PART(NEWDATE(Actual Start Date, -2), 7, 2) = 10	123099
Time	PART(Time IN, 3, 2) = 1	120100
Telephone	PART(Site Phone #, 6, 3) = 555	(503)555-4092
Notes

•	In the Date example above, the original value of Actual Start Date was 123099. The NEWDATE function subtracted two months from the date before the PART function returned the month portion. This is an example of a function being used in another function.

•	Before the function begins its operation on a date, the year is expanded to four digits to include the century. The full date passed by the NEWDATE function to the PART function was 10301999. Therefore, the starting position in the example must be 7 rather than 5.

•	Keep in mind that for alpha value types, the counting is from left-to-right, and for all other types, the counting is right-to-left.


PRCNT function

Use to calculate and return a percentage as a whole number as if the percentage sign followed.

Syntax

PRCNT(number1, number2)

Parameters

number1-- the number to be divided, numerator.

number2 -- the number to divide by, denominator.

Return

numeric

 Comments

 Examples


PRCNT comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric.

This function is equivalent to the expression number1 / number2 * 100. The percentage is rounded to a hundredth of one percent.

Note

•	This function includes multiplying by 100; it should not be used to replace division for an expression. For example, ½ = .50, but PRCNT(1, 2) = 50.00.


PRCNT examples

•	The value in the General Ledger Current Period Activity field is divided by the value in the Current Balance field and multiplied by 100 to return the current percentage of the year-to-date account balance.

PRCNT(Current Period Activity, Current Balance)

•	The value in Commitments invoiced is divided by the value in Total invoiced and multiplied by 100 to return the current percentage of commitments invoiced for an Accounts Payable vendor.

PRCNT(Commitments Invoiced, Total Invoiced)

•	The Payroll values in Vacation and Sick pay are added and divided by Gross pay and then multiplied by 100. This returns the percentage of gross pay paid in vacation and sick pay.

PRCNT((Vacation Pay + Sick Pay), Gross Pay)

•	In Job Cost, the value in Job to Date cost is divided by the value in Total estimate to calculate the percent complete based on actual cost.

PRCNT(JTD Cost, Total Estimate)


RAND function

Use to generate and return a random number.

Syntax

RAND( )

Parameters

none

Return

numeric

 Comments

 Example


RAND comments

No parameters are inserted in the parentheses for the RAND function. A whole number between 1 and 32,767 is returned, e.g., RAND( ) = 471; RAND( ) = 30. The function chooses a number randomly each time it is run.


RAND example

A random number is calculated and returned. This is the only valid use of the RAND function.

RAND( )


ROUND function

Use to remove or add decimal positions or to round numbers upward or downward to a specified multiple of ten.

Syntax

ROUND(number, digits)

Parameters

number -- the number to be rounded.

digits -- the decimal positions to round.

Return

numeric

 Comments

 Examples


ROUND comments

The number parameter can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric. The digits parameter must be a number from -15 through 15.

Positive digits parameter

If the number in the digits parameter is positive and less than the number of decimal positions, it counts from the decimal point right, dropping ending decimal positions beyond the number specified. The last decimal retained is rounded up or down, e.g., ROUND(538.327, 2) = 538.33 and ROUND(5.324, 1) = 5.3.

If the number in the digits parameter is positive and is greater than the number of decimal positions, trailing zeros are added. For example, ROUND(538.327, 5) = 538.32700.

Negative digits parameter

If the number in the digits parameter is negative (-), it counts from the decimal point left and decimal positions are set to zero. The right-most digit that is not set to zero is rounded up or down, e.g., ROUND(4009.827, -2) = 4000.000, ROUND(538.327, -2) = 500.000, and ROUND(388.327, -1) = 390.000.

If the value of digits is greater than the number of digits to the left of the decimal, zero is returned,. For example, ROUND(538.327, -4) = 0.

If the value of digits is equal to the number of digits to the left of the decimal, the number is rounded up if the left-most digit is five or greater. Zero is returned if the left-most digit is four or less. For example, ROUND(539.327, -3) = 1000, but ROUND(439.327, -3) = 0.


ROUND examples

•	The value in the YTD Amount field is multiplied by the Discount Percent (.xxx). The result is rounded to two decimal positions and returned.

ROUND(YTD Amount * Discount Percent, 2)

•	The number in the YTD Amount field, (representing dollars and cents) is rounded so only whole dollars are returned.

ROUND(YTD Amount, 0)


SQRT function

Use to calculate the square root of a number.

Syntax

SQRT(number)

Parameters

number -- the number used in the square root calculation.

Return

numeric

 Comments

 Example


SQRT comments

The number parameter can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric.

If number is a negative value, zero is returned. For example, SQRT(36) = 6; SQRT(-36) = 0


SQRT example

•	To calculate the square root of the Job Size field, use this formula:

SQRT (Size)


STRMATCH function

Use to compare the capitalization (upper-case vs. lower-case) of two parameters.

Syntax

STRMATCH(string1, string2)

Parameters

string1 -- the first string of characters to be compared.

string2 -- the second string of characters to be compared.

Return

check box mark ("X" for true, or " " for false)

 Comments

 Example


STRMATCH comments

•	Every alpha character in string1 must match every corresponding character in string2 with regard to capitalization or the function returns "false".

•	Both strings must be the exact same length, including leading and trailing blanks, or the function returns "false". For example, "Johnson Enterprises" will not match "Johnson Enterprises    ". (String2 has trailing spaces.) You can use the PART function as one of the strings to compare a part of a field with a string shorter than the field.

•	Digits 0-9 always compare as equal respectively.

•	Because most condition tests on alpha fields are case-insensitive (capitalization is ignored), you may have need to use this function to eliminate records or fields whose alpha characters are the same as those you are looking for but are the wrong case.  For example, you may have coded some descriptive fields in a series of records with "ABC" and others with "abc". A comparison condition in an inquiry looking for "abc" would also display the "ABC" records. By using the STRMATCH function in the condition, looking for "abc" only, you will prevent the "ABC" records from displaying.


STRMATCH example

•	In a Job Cost inquiry, if the first character of the Unit Description is a capital "Y", the inquiry column is to display the square root of the Size field. Otherwise, it should display the Size as is. The formula is:

IF(STRMATCH((PART(Unit Description, 1, 1)), "Y",), SQRT(Size), Size)


SUM function

Use to add a list of numbers and return the total.

Syntax

SUM(number1, number2[,...])

Parameters

number1 -- the first number in the list of numbers to be added.

number2 -- the second number in the list of numbers to be added.

[,...] -- remaining numbers in the list, if any.

Return

numeric

 Comments

 Examples


SUM comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric.

The SUM function reads through a list of numbers and returns the total of the numbers:

SUM(-456, 22, -65, 0, 350) = -149


SUM examples

•	To total the values in the General Ledger Budget fields for the first three periods of the year and return a total for every account, use this formula:

SUM(Period 1 Budget..Period 3 Budget)

•	To total the values for the Payroll regular hours and overtime hours on each check and return total hours for each check, use this formula:

SUM(Regular Hours, Overtime Hours)


SWITCH function

Use to convert alphanumeric values to numeric and numeric values to alphanumeric.

Syntax

SWITCH(value[,decimal])

Parameters

value -- the value to be switched.

[,decimal] -- the number of decimal positions to be assigned, if any, when switching to numeric values from alphanumeric.

Return

alphanumeric or numeric

 Comments

 Examples


SWITCH comments

The number can contain fields, constants, functions, other formulas or arithmetic operations. The values can be alphanumeric or numeric.

Using this function automatically justifies to the defaults for the field type. Numeric fields are right justified and alphanumeric fields are left justified.

If the value is alphanumeric, the conversion begins with the left-most digit found and continues to the right. The conversion ends when one of the following is found:

•	a character that is not a number, comma, decimal point or minus sign

•	a second decimal point

•	a minus sign following numbers already converted

If a minus sign immediately precedes or follows the alphanumeric number, the return is negative. If there are no numeric values to convert, a zero is returned.

The decimal parameter is optional and can be used only when converting alphanumeric values to a numeric format. It indicates the number of decimal positions to be displayed in the return. If you do not enter a decimal parameter, the converted number contains no decimal positions, and numbers following a decimal point in the original value are truncated with no rounding. If there are fewer decimal positions in value than specified by decimal, trailing zeros are added in the return. If there are more decimal positions in value than specified by decimal, the excess positions are truncated in return with no rounding.

Warning

•	When suffixes are used in your General Ledger account format, the SWITCH function ignores the automatic decimal between the base and the suffix. When the account number is switched, the function returns the base plus the suffix as one number with no decimal.

 Examples of numbers returned for alphanumeric values


SWITCH - examples of numbers returned for alphanumeric values

Decimal	Alphanumeric value	Number returned
0	"1234"	1234
0	"model 334"	334
2	"-12474"	12474.00-
0	"KL 345-X"	345-
0	"12.34"	12
2	"1234"	1234.00
2	"12.345"	12.34


SWITCH examples

•	The value in the Accounts Payable Vendor Tax Group is returned as a number.

SWITCH (Vendor Tax Group)

•	The value in the General Ledger Account ID is returned as a number with right justification. If suffixes are used in the account format, the decimal does not appear in the return of this function. An Account ID of 1001.00 returns as 100100, right justified with no decimal.

SWITCH(ACCOUNT)

•	This example uses the FORMAT function with the SWITCH function. Because the FORMAT function requires all items to be numeric, you must include the SWITCH function to FORMAT an alphanumeric field. In this example, Job is an alphanumeric field from the Job record.

FORMAT(SWITCH(Job), "99/9999") = 98/001 for Job 98-001.


TABLE function

Use to return the value that occupies a specific position in a list.

Syntax

TABLE (position, list of values)

Parameters

position -- the position of the value to return from the list of values.

list of values -- the list of values assigned as items for the table.

Return

alphanumeric or numeric

 Comments

 More examples


TABLE comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The value in the position parameter must be numeric. The values in the list of values parameter can be alphanumeric or numeric, but if you mix types, the return value will be alphanumeric. Each item in the list is internally assigned a number in sequential order, beginning with the first item.

The TABLE function returns the value from a list of values according to the position it occupies in the list. For example, TABLE(4, 723, 632, 63, 1463, 9373) = 1463. 1463 is the fourth item after the position parameter.


TABLE examples

 Accounts Payable example

 Payroll example

 About using TABLE with the MATCH function


TABLE - Accounts Payable example

In Accounts Payable the hold status for each invoice is stored. When printing a report, the hold status of an invoice prints as a number from the level the hold status is stored (invoice or invoice distribution). To print an alphanumeric description for the hold status, you can use the TABLE function. The function assigns an alpha description to each number. The description that is printed for each numeric hold status is shown in the following table.

Numeric Hold status	Hold description (Alpha)
1	Vendor on hold
2	Invoice on hold
3	Vendor & Invoice on hold
4	Distribution on hold
5	Vendor & distribution on hold
6	Invoice & distribution on hold
7	Vendor, invoice & distribution on hold

The following formula would print an alpha description for the hold status of invoices (codes 1, 2 and 3) in the table above.

TABLE(On hold status, "Vendor on hold", "Invoice on hold", "Vendor and Invoice on hold")

When the function searches the data, it will print ‘Vendor on hold’ when it finds a hold status of 1, ‘Invoice on hold’ when it finds a hold status of 2 and ‘Vendor and Invoice on hold’ when it finds a hold status of 3.


About using TABLE with the MATCH function

The TABLE function is often used with the MATCH function. The MATCH function finds a match for a value and returns the numeric position in the list of values. The value returned by the MATCH function can be used to determine what value is returned from the list of values in the TABLE function. Do this by using the result of the MATCH function for the position value in the TABLE function. This is most common when the position values are not sequential. The MATCH function assigns each of the values a sequential number that can then be used as the position.

If you use a range of fields as a value, the function returns the position of the field in the range of fields. For example, in the range Period 1 Budget..Period 5 Budget in General Ledger, the Period 1 Budget would be in position 1, the Period 2 Budget in position 2, and so on. Multiple ranges are treated as though they are one continuous range. If you added another range to the above example, such as Period 1 Budget..Period 5 Budget, Period 7 Budget..Period 10 Budget, because Period 5 Budget was in position 5, the Period 7 Budget would be in position 6, the Period 8 Budget in position 7, and so on.


TABLE - Payroll example

Payroll checks store the pay periods. To print a report, with an alpha description for each pay period, you could use the TABLE and MATCH functions.

You first need to create a formula that produces an index number for each pay period type. There can be 52, 26, 24, 12, 2, and 1 pay periods each year.

MATCH(Pay periods, 52, 26, 24, 12, 2, 1)

In the MATCH formula above, when the Pay period type equals 52 a ‘1’ is returned, when it equals 26 a ‘2’ is returned, when it equals 24, a ‘3’ is returned, etc. You could name this formula "PerYr".

The next step is to use the TABLE function to return an alpha description for each of the values returned from the above MATCH formula you named "PerYr".

Original value returned	Value from MATCH	Pay period description (alpha)
52	1	Weekly
26	2	Bi-weekly
24	3	Semi-monthly
12	4	Monthly
2	5	Semi-annually
1	6	Annually
You can use the TABLE formula to print the alpha description for each employee’s time on a report:

TABLE(PerYr, ‘Weekly’, ‘Bi-weekly’, ‘Semi-monthly’, ‘Monthly’, ‘Semi-annually’, ‘Annually’)

In this formula, when PerYr returns 1, ‘Weekly’ is returned; when PerYr returns 2, ‘Bi-weekly’ is returned, etc. With the following data, the description prints as:

Emp	Pay Periods	Alpha Description
101	52	Weekly
103	52	Weekly
1001	26	Bi-weekly
1002	26	Bi-weekly
2001	24	Semi-monthly
3001	12	Monthly


TIMEDIFF function

Use to calculate the time difference between the start date/start time and end date/end time.

Syntax

TIMEDIFF(start date, start time, end date, end time)

Parameters

start date -- the starting date to begin tracking elapsed time for.

start time -- the starting time to begin tracking elapsed time for.

end date -- the ending date to stop tracking elapsed time for.

end time -- the ending time to stop tracking elapsed time for.

Return

a time

 Comments

 Date parameters


TIMEDIFF comments

This function is useful if you ever need to measure elapsed time. The time returned is the elapsed hours, minutes and seconds. All four parameters are required.


TRUNC function

Use to remove or add decimal positions or round numbers downward to a specified multiple of ten.

Syntax

TRUNC(number, digits)

Parameters

number -- the number to be truncated.

digits -- indicates the decimal positions to return or the whole numbers and any following decimals to be set to zero.

Return

numeric

 Comments

 Examples


TRUNC comments

The number parameter can contain fields, constants, functions, other formulas or arithmetic operations. The value to be truncated must be numeric. The digits parameter must be a number between -15 and 15, inclusive.

If the number in the digits parameter is positive, the function drops ending decimal positions beyond the number specified. If the number in digits is greater than the number of decimal positions in the number, trailing zeros are added, e.g., TRUNC(538.327, 2) = 538.32; TRUNC(538.327, 5) = 538.32700.

If the number in the digits parameter is negative, that number of digits immediately preceding the decimal and any decimal positions are set to zero, e.g., TRUNC(538.327, -2) = 500.000. If the value of digits is greater than or equal to the number of digits to the left of the decimal, zero is returned, e.g., TRUNC(538.327, -3) = 0.


TRUNC examples

•	The value in the YTD Amount field is multiplied by the Discount Percent. The result is truncated to two decimal positions and returned.

TRUNC(YTD Amount * Discount Percent, 2)

•	The number in the YTD Amount field (representing dollars and cents) is truncated so that the whole dollars are returned.

TRUNC(YTD Amount, 0)


YEAR function

Use to return the year from a date.

Syntax

YEAR(date)

Parameters

date -- the date containing the year to be returned.

Return

numeric

 Comments

 Example

 Date parameters


YEAR example

To return the year of the last invoice date for an Accounts Payable vendor, use the following formula:

YEAR(Last Inv Date)


YEAR comments

This function is equal to PART(date, 1, 4). To return only the last two digits of the year, use:

PART(Last Inv Date), 1, 2)


Macros (Tools menu)

Use to create, run, and modify macros. Macros are used to automate series of tasks.

 Windows

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Macros

Use to create, run, and modify macros. See Creating macros for detailed instructions.


Macro windows

 Add Step

 Insert Step

 Macro Completion

 Macros


Macros window

Use to create, run, and modify macros. Macros are used to automate series of tasks you want to perform. For example, a macro can automatically print several long reports without your interaction after the macro has begun.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Step list

Displays the following information about the steps in the macro:

•	Application -- The application that performs this step.

•	Task -- The description of this step.

•	Terminate if Unsuccessful? -- Displays Yes if the macro stops processing if the step cannot be executed, and displays No if the macro continues to the next step if the current step cannot be executed.


[New]

Closes the macro you are currently viewing and creates a new macro named Untitled.


[Open]

Displays the Open Macro window to open an existing macro.


[Save]

Saves the macro you are changing.


[Save As]

Opens the Save Macro As window to save a new macro or to save an existing macro with a new name.


[Delete]

Deletes the macro you are currently viewing and its corresponding macro log file. The files are sent to the Recycle Bin.


[Run]

Begins processing the macro you are currently viewing.


[Log]

Opens the Print Preview window to view the log file for the current macro. The macro log file is only available after running the macro. The name of the macro log file is always the name of the macro that was run with LOG as the extension, e.g., BONUSES.LOG.


[Add Step]

Opens the Add Step window to add a step to this macro at the end of the step list.


[Delete Step]

Deletes the selected step.


[Insert Step]

Opens the Insert Step window to include an additional step before the selected step.


[Change Step]

Opens the appropriate window(s) to change the selected step. You also can double-click a macro step to change it. If security is activated and you do not have permission to perform the task in the selected step, you cannot change the step.


[Close]

Closes the macro and returns to the main application window.


[Help]

Starts Help and displays information about this window.


Add Step window

Use to add a step to the macro by selecting a command from a menu. Commands that appear in gray cannot be included in the macro. The new step is added as the first step in the macro if there are no existing steps; otherwise, the new step is added as the last step in the macro.

Note

•	Be sure to leave the Add Step window open while selecting a command from the menu bar. If you close or cancel the Add Step window, no commands will be available.

For help on an item in this window, click [image] on the toolbar and then click the item.

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[Cancel]

Closes this window without adding a step to the macro.


[Help]

Starts Help and displays information about this window.


Insert Step window

Use to insert a step in the macro by selecting a command from a menu. Commands that appear in gray cannot be included in the macro. The new step is inserted above the currently highlighted step in the step list.

Note

•	Be sure to leave the Insert Step window open while selecting a command from the menu bar. If you close or cancel the Insert Step window, no commands will be available.

For help on an item in this window, click [image] on the toolbar and then click the item.

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[Cancel]

Closes this window without inserting a step into the macro.


[Help]

Starts Help and displays information about this window.


Macro Completion window

Use to determine how the macro should respond if a step does not complete successfully when processing.

For help on an item in this window, click [image] on the window and then click the item.

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If this step is unsuccessful

Select how the macro should respond when a step does not complete successfully while the macro is processing:

•	Continue with remaining steps in macro -- continues processing the next step of the macro.

•	Terminate macro immediately -- ends processing of the macro and does not complete any remaining steps.


[OK]

Accepts the current selection and closes this window.


[Cancel]

Closes this window without adding or changing the macro step.


[Help]

Starts Help and displays information about this window.


Background Tasks (Tools menu)

Use to access a list of tasks that are processing in the background.

 Window

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Background Tasks

Use to access a list of tasks that are processing in the background. See Viewing background tasks for detailed instructions.


Background Tasks window

Use to view information about the tasks processing in the background. You can also terminate, suspend, and resume tasks using this window.

This window flashes when a task processing in the background is completed.

Related Topics


Task list

Displays the following information about each background task:

•	Task -- A description of the task.

•	Start Time -- The date and time the task began.

•	Percent Complete -- The percent of the task that is complete.

•	End Time -- The date and time the task successfully completed.

•	Status -- The current status of the task. See About the status of background tasks for more information.


About the status of background tasks

The Background Tasks window displays the status of each task. The status can vary from task to task. The following table lists the statuses that may be displayed, although other messages may also appear depending on the command.

The status	Indicates
Aborted	The task has ended abnormally. The reason for the abort is included. From the Help menu, select Timberline System Log to check for error messages.
Active	The task is still processing in the background.
Completed with Errors	One or more files couldn’t be upgraded. Check for error messages on the upgrade report.
Failed	The task cannot be completed. Although it is a good idea to check the Timberline system log for error messages, processing probably stopped due to external causes. For that reason, it is unlikely that an error is entered in the log file.
Suspended	The task has temporarily stopped. To resume processing, highlight the task and select Resume from the Tasks menu.
Terminated	The task has stopped processing. To begin processing the task again, choose the same command that was used originally.
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Calculator (Tools menu)

Use to access the Microsoft® Windows® Calculator application. For more information about the calculator, select Help Topics from its Help menu.

Related Topics


Calculator

Use to access the Microsoft Windows Calculator application. For more information about the calculator, select Help Topics from its Help menu. See Using the calculator for detailed instructions.


Database structure

Timberline uses a transactional database engine manufactured by Pervasive Software to maintain users’ data files. Although the Timberline data filenames are maintained as separate, identifiable entities, each file’s records and their fields are contained in a series of specially formatted files. These files can be manipulated only by the database programs provided to you by Timberline. The File Tools command on the Tools menu gives you access to these programs.

Note

•	None of the Timberline-generated log files (.log). print files (.prn), and HTML files (.htm) are part of the transactional database. These files can be manipulated through the use of Windows File Explorer and other third-party software, which can open and read them directly.

The Timberline database is ODBC compliant. For detailed information about using the Timberline database through ODBC, refer to the "Getting Started with Timberline ODBC" pamphlet on the Timberline software release CD. The pamphlet is in "PDF" format, which can be read by the Adobe® Acrobat Reader. A free copy of the reader is also on the CD.

To learn more about the Timberline database structure, click here

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Database paths

The Timberline database uses a transactional database engine developed by Pervasive Software, Inc. This program maintains the Timberline data in a series of files, each with a suffix of ".MKD". These files are located by default in the following folder:
X:\Your company data folder\PVData\name_suffix
where:
"X:" is the letter of the drive where the data is stored,
"Your company data folder" is the location of the TS.CTL file for the company being processed,
"PVData" is the literal name of the next folder in the path, and
"name_suffix" is a folder name corresponding to the name of the file whose data is being stored.
For example, new Accounts Payable invoice transactions for the OKBuilders company would be stored as .MKD files under:
X:\OKBuilders\PVData\new_api\Api_r1.mkd, ...Api_r2.mkd, ...etc.

Keep in mind that if you specified a different location for a specific file type in the File Locations window, the PVData folder and its subfolders will be located under that specific location.

Warning

•	There is an important relationship between the particular folder that contains a set of .mkd files and the file with a similar name located directly under the company folder. For example, if Accounts Payable is installed, you will see a Master.apm file directly under the company folder. Under the PVData folder, you will see a folder named "Master_apm." The Master.apm file and Master_apm folder are directly related, and this relationship must not be broken by changing or moving either one through use of Windows File Explorer. The only correct method to manipulate files in the Timberline database is by using the File Tools command on the Tools menu.

Related Topics


File Doctor (Tools menu)

Use to perform maintenance on files in data folders.

 Window

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File Doctor

Use to perform maintenance on files in data folders. See Checking files, Compacting files, and Fixing files for detailed instructions.


File Doctor window

Use to perform maintenance on files in data folders. You can select the data folders and files to compact, check, or fix. By default, selected files are always checked for corruption File Doctor is used.

Warning

•	Be sure to back up your files before using File Doctor to perform maintenance on them.

Related Topics


Check files in

Select which data folders to check, compact, or fix:

•	Current data folder -- Checks, compacts, or fixes the selected files in the current data folder only.

•	All data folders -- Checks, compacts, or fixes the selected types of files in all data folders listed in the Open Data Folder window.


Check files for corruption

Displays the default selection that examines the selected file(s) and checks for corruption by verifying that all records and keys are linked properly. You cannot change this option.


Compact good files

To reduce the amount of disk space occupied by the selected file(s), mark this box. Be sure to back up the files before compacting them.


Fix and compact bad files

To restore the selected file(s) by correcting records and keys that are not linked properly, mark this box. Be sure to back up the files before fixing them.


Files

Select the files to check, compact, or fix. Highlighted files in the list are included. The list either displays the files for the current data folder or displays general types of files for all data folders.

You cannot begin checking, compacting, or fixing until you have selected at least one file from the list.


[Start]

Begins processing.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before printing. [Printer Setup] appears with asterisks if changes have been made.


[Page Setup]

Opens the Page Setup window to change page options before printing. [Page Setup] appears with asterisks if changes have been made.


[Send]

Use to send a document and any attachments to a printer, fax, or e-mail address.


[Add]

Adds a file to the list that you have named.


[None]

Cancels the selection from all currently highlighted files in the list.


[All]

Selects all files in the list.


Customize (Tools menu)

Use to make changes to the current settings for your computer that control printing, data folder usage, toolbar, and status bar options.

 Window

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Customize

Use to make changes to the current settings for your computer that control printing, data folder usage, toolbar, and status bar options. See Customizing your workstation for detailed instructions.


Customize window

Use to make changes to the settings for your computer that control printing, data folder usage, toolbar, and status bar options. These settings affect only your computer. Some applications have additional options.

For help on an item in this window, click [image] on the window, then click the item.

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General tab (Customize window)

Use to select general settings for your computer.

For help on an item in this tab or window, click [image] on the window and then click the item.

Related Topics


Fixed decimal

To fix the decimal when entering numbers using this workstation, mark this box. For example, with Fixed decimal marked, enter 1234 and a field that can contain up to two decimal places becomes 12.34. Without Fixed decimal marked, the number becomes 1234.00. Some Timberline applications, such as Billing, extend this option to fields that can contain three or four decimal places. For most Timberline applications, however, two is the maximum number of decimal places that can be affected when Fixed decimal is used.


Use printer fonts

To substitute a printer font for a scalable font when printing files and reports, mark this box. If you are already using printer fonts, no substitution is made at print time. Using printer fonts can significantly reduce print time, however, the appearance of the printed file or report may differ from what appears on the screen.

See About Printer and scalable fonts for more information.

Only reports generated in the future are affected by changes made to this option. Some reports in Report Designer may be set to not use system defaults for print options, including printer fonts. In this case, the selections in Report Designer are used.


Print to file

To set the default in the Printer Setup window to print to a file rather than to a printer, mark this box.

Only reports generated in the future are affected by changes made to this option. Some reports in Report Designer may be set to not use system defaults for print options, including printing to a file. In this case, the selections in Report Designer are used.


Use last folder at startup

Mark this box to always open the last folder used each time you start a Timberline session. This bypasses the Select Data Folder window and automatically opens the folder being used the last time you ended a Timberline session. This option can be set differently for each user on each workstation.

Note

•	If you use a shortcut icon to start a Timberline application, the path specified in the Start in: box (Shortcut tab in the Properties window of the icon) takes precedence over the Use last folder at startup setting.


Font

Displays the default font used when printing files and reports.

Only reports generated in the future are affected by changes made to this option. Some reports in Report Designer may be set to not use system defaults for print options, including fonts. In this case, the selections in Report Designer are used.


[Change]

Opens the Font window to change the default font, size, effect, and style.


Toolbar tab (Customize window)

Use to select settings for the toolbar that can be displayed in the application window.

For help on an item in this tab or window, click [image] on the window and then click the item.

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Visible

To display the toolbar in the application window, mark this box.


Categories

Select a category that contains the options on the toolbar you wish to change. Each category is based on the menus in the current application. After selecting a category, the list of Tools changes to reflect your selection.


Command

To include a button on the toolbar for the listed command, mark the appropriate box. You can place an unlimited number of buttons on the toolbar.


Status Bar tab (Customize window)

Use to select the settings for the status bar that can be displayed in the application window.

For help on an item in this tab or window, click [image] on the window and then click the item.

Related Topics


Status bar items

Mark the items that you want to be displayed on the status bar:

•	Background tasks indicator -- Displays a small circle of arrows trailing each other  when tasks are processing in the background.

•	Caps Lock indicator -- Displays CAPS when the [Caps Lock] setting on the keyboard is on.

•	Numeric Lock indicator -- Displays NUM when the [Num Lock] setting on the keyboard is on.

•	Overtype mode indicator -- Displays OVR when the [Insert] or overtype setting on the keyboard is on.

•	Current date -- Displays the current date.

•	Current time -- Displays the current time.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


About printer and scalable fonts (definition)
About printer and scalable fonts

When printing, you can select to substitute printer fonts for any scalable font.

•	Printer fonts (also called device fonts) -- are designed to work with a specific printer. Printer fonts include a pre-selected print size from the printer manufacturer. For example, an Okidata printer may include printer fonts of 10 cpi (characters per inch) and 12 cpi.

•	Scalable fonts -- are used by the operating system. Scalable fonts allow you to print just about any size font. The size of the font can be scaled to fit the screen or page. Scalable fonts are useful to see how the printed document will appear before it is printed. The scalable fonts for Microsoft Windows are called True Type® fonts.

Related Topics


Options (Tools menu)

Use to select and store default settings that determine how applications process and report information.

 Window

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Options

Use to select and store default settings that determine how applications process and report information. See Specifying system options for detailed instructions.


Options window

Use to select and store default settings that determine how applications process and report information. As with any default value, you can override these options when necessary. These options affect other operators (if any) using accounting and management applications.

For help on an item in this window, click [image] on the window and then click the item.

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General tab (Options window)

Use to select the date format and auditing detail levels.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Date Format

Select a date format to use when entering dates and when generating reports and files. For example, select month-day-year (which is the default) and the report date displays 10-16-1998. You can enter dates without punctuation and without the first two digits of the year, e.g., 101698.

All current and future printouts will reflect changes to this item. You can change this default for report designs in Report Designer using Page Setup, Page Headings on the File menu.


Audit setup activity

To print reports of changes, additions, and deletions made when using certain commands, mark this box. This also allows you to access privileged items that are otherwise displayed but not available.

Do NOT use this auditing feature to correct errors. Error correction should be done through normal processing.


Extended logging

To record additional information in the log file, such as start and stop time of each command, mark this box. In addition to start and stop time, many applications log more information including audit trail information for setup commands. To limit the information recorded in the log file, unmark this box. If using extended logging, the log file can become very large.

See Managing the log file and About extended logging for more information.


Secured Menu Items

Select if you want secured commands displayed on menus:

•	Don’t display -- Menus display only those commands that an operator has security permission to access. Secured commands do not appear on the menus.

•	Display as disabled -- Menus display all commands, including those that the operator does not have security permission to access. Secured commands appear in gray on the menus and are unavailable.


Reports tab (Options window)

Use to select report settings, including margins, cover page, and page heading selections.

Note

•	Settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Top margin

Enter the amount of blank space, in inches, you want at the top of each page.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Bottom margin

Enter the amount of blank space, in inches, you want at the bottom of each page.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Left margin

Enter the amount of blank space, in inches, you want at the left side of each page before the first column of the report.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Right margin

Enter the amount of blank space, in inches, you want at the right side of each page.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Attach to report

To print a separate cover page before the body of a report, mark this box. A cover page includes the report title, the date and time the report is printed, the names of the files used to create the report, ranges (if used), and conditions (if used).

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Include system date

To include in report headings the date that a report is printed, mark this box.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Include system time

To include in report headings the time that a report is printed, mark this box.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Include file names

To include in report headings the names of the files that are used to create a report, mark this option.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Location tab (Options window)

Use to determine which users are affected by your selections in the Options window.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Affected Users

Select who should be affected by the General and Reports tab selections:

•	All users of this software -- Options affect all users, including all workstations if using a network, regardless of the data folder they use.

•	Only users of the current data folder -- Options affect only those users who are working with the current data folder. Select this if you have multiple data folders and you want options to vary by data folder.


Affected Users

Select who should be affected by the General and Reports tab selections:

•	All users of this software -- Options affect all users, including all workstations if using a network, regardless of the data folder they use.

•	Only users of the current data folder -- Options affect only those users who are working with the current data folder. Select this if you have multiple data folders and you want options to vary by data folder.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Letterhead tab (Options window)

Use to specify letterhead options for Crystal letter and form reports that run from within Timberline applications.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Letterhead options

Specify a letterhead option for Crystal letter and form reports. A crystal report has "(CR)" at the end of the report name.

•	Print forms without a letterhead or logo prints the company name, address, and phone number at the left margin of the page heading. This is the default.

•	Print forms to pre-printed letterhead stationery leaves the top 1.5 inches of a report blank to accommodate letterhead stationery.

•	Use the letterhead image below for my forms inserts the image at the left margin of the page heading.


Letterhead options

Specify a letterhead option for Crystal letter and form reports. A crystal report has "(CR)" at the end of the report name.

•	Print forms without a letterhead or logo prints the company name, address, and phone number at the left margin of the page heading. This is the default.

•	Print forms to pre-printed letterhead stationery leaves the top 1.5 inches of a report blank to accommodate letterhead stationery.

•	Use the letterhead image below for my forms inserts the image at the left margin of the page heading.


Letterhead options

Specify a letterhead option for Crystal letter and form reports. A crystal report has "(CR)" at the end of the report name.

•	Print forms without a letterhead or logo prints the company name, address, and phone number at the left margin of the page heading. This is the default.

•	Print forms to pre-printed letterhead stationery leaves the top 1.5 inches of a report blank to accommodate letterhead stationery.

•	Use the letterhead image below for my forms inserts the image at the left margin of the page heading.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Browse

Opens the Select Letterhead Image window.


Image

Displays the selected image file name.


Letterhead

You can use letterhead with Crystal letter and form reports that you run from within Timberline applications. To specify letterhead options, select Tools > Options > Letterhead and choose from the following.

•	Print forms without a letterhead or logo – This is the default. This option prints the company name, address, and phone number at the left margin of the page heading.

•	Print forms to pre-printed letterhead stationery -- Leaves the top 1.5 inches of a report blank to accommodate letterhead stationery.

•	Use the letterhead image below for my forms – Inserts an image at the left margin of the page heading.

You can use the following image file formats in letterhead:

•	Bitmap (*.bmp)

•	Graphics Interchange Format (*.gif)

•	Joint Photographic Experts Group (*.jpg)

•	Portable Network Graphics (*.png)

•	Tag Image File Format (*.tif)

Notes

•	Crystal reports have "(CR)" at the end of the report name. Other Timberline reports do not have a letterhead option.

•	Your selection in Tools > Options > Letterhead affects all applications and, if you use a network, all users.

•	The area for a letterhead is 1 inch high by 3 inches wide. If you use an image larger than this, the software proportionally shrinks your image to fit.


Transaction rollback

If a power failure or system abort occurs during processing, Timberline’s Pervasive database engine protects certain processes against data corruption. It does this by discarding corrupt data and rolling back the process to a point just before the interruption. For example, if you abort during AP Print Checks, the database engine discards corrupted checks and allows you to reprint starting at the point of interruption.

The following Timberline processing tasks employ the transaction rollback feature:

•	Accounts Payable: Change Invoices, Close 1099 Year, Close Year, Enter Invoices (posting process), Generate Recurring Invoices, Post Invoices, Print Checks, Record Manual Checks (posting process), Reprint Checks, and Void Checks.

•	Accounts Receivable: Adjust Receivables, Age Receivable Balances, Close Year, Enter Cash Receipts, Enter Invoices, Move Invoices, and Post Entries.

•	Billing: Post Entries.

•	Cash Management: Bank Transfers, Close Year, Edit Register (reversal side of editing the bank transfer), Post Entries, and Move Entries.

•	Contracts: Move Contracts.

•	General Ledger: Close Current Period and Close Fiscal Year.

•	Job Cost: Close Month and Close Period.

•	Payroll: Modify Period End Date and Post Checks.

•	Property Management: Amend Lease, Change Entries, Post Entries, and Transfer Deposit.

Note

•	Transaction rollback does not protect data if an interruption was caused by an event such as a disk crash.  Therefore, you must continue your periodic backup routines by using the File Tools utility (for partial backups) and your regular backup software (for complete backups).

Related Topics


Starting an application

  1	Start TS-Main.

  2	If security is active, enter your operator ID and password in the Operator Selection window that opens. You can also change your password.

  3	If the Data Folder Selection window opens, click [Specify Data Folders] to enter the path of a specific data folder, or click [Search] to find all existing data folders.

  4	If the Select Data Folder window opens, select the data folder for which you will be making entries and click [OK].

  5	In TS-Main, start other applications by selecting them from the Applications menu.

Tips

•	If you work with one data folder all or most of the time, you can eliminate the selection of a data folder when starting from an icon. In the Microsoft Windows Properties window for the icon or item on the Start menu, enter the data folder path in the Start in item.

•	You can automatically start a Timberline application in the same data folder used when you last ended Timberline processing. Select Customize on the Tools menu, and on the General tab, mark the Use last folder at startup box.

Note

•	If you use a shortcut icon to start a Timberline application, the path specified in the Start in: box (Shortcut tab in the Properties window of the icon) takes precedence over the Use last folder at startup setting.

Related Topics


Creating a new data folder

  1	From the File menu, select New Data Folder.

  2	Enter the company name and address.

  3	Accept the default data folder path that prefills based on the company name, or enter a new path. This is where the new data will be located and stored on your computer.

  4	To use the general setup of the current data folder, mark Use current setup. If you want to set up the controls for the new data folder yourself, do not mark this box.

Marking Use current setup copies the Accounting Method and Batch controls in the Data Folder Settings window; all settings in the Batch Control Totals window; all settings in File Locations and Custom Descriptions, including sections for Accounts Receivable invoices, Contracts contracts and items, General Ledger accounts and Job Cost jobs and cost codes; and post and interface settings if applicable.

  5	Click [OK]. The new data folder is now the current data folder with which you are working.

Tips

•	Marking Use current setup can save time when setting up a new company if both companies are the same or very similar. If marked, verify and change any necessary items before processing in the new data folder.

•	Refer to the setup documentation you received with your software for additional information about starting a new data folder and the decisions to make during the setup process.

Related Topics


Overview

Creating a new data folder sets up a separate folder for the new data and assigns a name and address for the data folder. The data folder can contain information for one company, or for several companies or divisions if using prefixes. Typically, multiple companies are set up using prefixes, but if you have two companies that use different General Ledger account formats, for example, you may want to set up the two companies with different data folders.


Opening a data folder

  1	From the File menu, select Open Data Folder.

  2	If the data folder you want to work with is not in the list displayed in the Open Data Folder window, click [Search] to search the appropriate drive(s).
 How?

  3	Select the data folder you want to work with. You may need to scroll through the list to view all the listed data folders.

  4	Click [OK].

Related Topics


Overview

You can open a data folder from any application to access a different set of Timberline data without leaving the current application. Each set of data is stored in its own folder.


About the global control file (TS.CTL)

When a new data folder is generated, a global control file (TS.CTL) is created for it. The global control file contains information relating to a particular data folder and is used by all applications.

The TS.CTL file contains the following information:

•	Entries made when using New Data Folder

•	Settings defined when using Data Folder Settings, General

•	Settings defined when using Data Folder Settings, File Locations

•	Settings defined when using Data Folder Settings, Custom Descriptions

•	If applicable, entries in a Post and Interface Settings window accessed when using an application Settings window, e.g., Data Folder Settings, AP Settings in Accounts Payable

Related Topics


Searching for data folders

  1	While in the Open Data Folder window or Select Data Folder window, click [Search].

  2	Select the drives you want to search for data folders. You can select all drives by clicking [All]. Only the highlighted drives are searched and listed by the search process.

  3	Click [OK] to start the search. All data folders that are found display in the Open Data Folder window.

Note

•	Searching for data folders can take a significant amount of time depending on the number of drives and folders that must be searched. If you select only the drives you know contain data folders, the search time is reduced.

Related Topics


Overview

You only need to search for a data folder if you have moved data folders using the operating system. In these cases, the location of the moved data folder is unknown, so you must search for it. The drives are searched for all folders that contain a global control file, TS.CTL.


Modifying page settings

  1	Click [Page Setup] from a Print Selection window. (To open a Print Selection window, for example, select a report from the Reports menu.)

  2	To change the margins, enter the spacing for the top, bottom, left, and right margins in tenths of an inch.

  3	To print a cover page, mark Attach to report.

  4	To print information in the top portion of each page in the printout, mark any of the following: Include system date, Include system time, Include file names.

  5	Click [OK].

  6	Click [Start].

Note

•	The Cover Page and Page Headings options may not be available. The defaults for these items are set using Options. If printing a report, the default can be stored with the report in Report Designer. In some cases, these items are predefined and cannot be changed.

Related Topics


Overview

Use these steps to override default settings for the margins, headings, and cover page for the current print job only. The defaults are set in the Options window (Reports tab).


Specifying general company data folder settings
Specifying general data folder settings

  1	From the File menu, select Data Folder Settings, General.

  2	Enter or change the company information and select an accounting method.

  3	Choose whether you want to assign batch information manually or automatically. If you select Manually, click [Batch Control Totals] and mark the applications (if any) for which you want to use batch control totals.

Warning

•	The accounting method should be selected only when initially setting up and before processing data. For more information about the accounting method, refer to the setup documentation you received with your software. If the accounting method needs to be changed after setup, consult your accountant and a Certified Timberline Consultant.

Related Topics


Overview

General  settings identify your data folder and set processing controls. You can specify the name, address, and phone number for your data folder as you want it to appear on reports and other forms.

In addition, before processing you can select an accounting method and whether you want to manually or automatically enter batch information.


Specifying data folder file locations

  1	From the File menu, select Data Folder Settings, File Locations.

  2	Mark Ask Name for each desired file type. If marked, you are prompted for a file name whenever the file type is used in an application.

  3	Enter the path for the location of each desired File Type.

  4	Click [OK].

Notes

•	You can modify file locations and the naming of files whenever you want.

•	When the location is left blank, the file type is assumed to be in the current data folder. There are three exceptions to this rule: When an EQ Import, JC Commitment-import, or JC DC-import path is blank or invalid, the path entered on the Imports line is used. If that line is blank, the current folder is assumed.

Related Topics


Overview

You can indicate if you want to be prompted for a file name each time a certain type of file is used. This is useful if there is more than one file you want to use for a particular task. If you do not mark Ask Name, a default file is used, e.g., NEW.GLT is used for the General Ledger New Transaction file.

You can also specify different folder locations for certain files. Use this feature when you have multiple data folders that should use the same set of files. Then you can keep information pertinent to all data folders in one place, and not duplicate the information in several data folders.

For example, when installing the software, all report designs are installed into a single folder. The default file location is the folder where the reports are located (e.g., \PROGRAM FILES\TIMBERLINE\REPORT if not installed on a network or \TIMBERLINE\REPORT if installed on a network). If the report files location is removed from the Data Folder File Locations window, the list of available reports in Report Designer only displays the reports located in the current data folder.


Working with named files

Naming files allows you to create multiple files to be used for the same purpose. For example, when entering invoices in Accounts Payable, you might have several employees making the entries. To keep the data entries separate, the Accounts Payable clerks would give unique names to their individual transaction files. For example, Jane, Jeremiah and Joan might name their files "JANE.API", "JEREMIAH.API", and "JOAN.API" respectively. You also can use named files to store data entered within specified time periods. For example, you could keep Payroll checks for each month stored in their own files, such as NEWFEB99.PRT, NEWMAR99.PRT, NEWAPR99.PRT, etc. If you don't mark the Ask Name box in the File Locations window, a default file is used. Rather than prompting you for a name for the API file, for example, Accounts Payable would always access the "NEW.API".

You can use named files just as you would unnamed files. The only difference is that each named file must be posted separately. Tasks cannot be performed between named files of the same file type. For example, you couldn't post JANE.API to JOAN.API, and then post the combined file to the Accounts Payable Master file. You must post JANE.API, then JEREMIAH.API and finally JOAN.API. Regardless of whether you were using named or unnamed files, entries would be updated to the CURRENT.APT (Accounts Payable Current Transaction file) and MASTER.APM (Accounts Payable Master file) each time you posted.

Some file types are automatically named, such as Master files. In general, you cannot change the names of these files; however, there are exceptions, for example, the Payroll Master and Tax Master files. You must name some file types, such as printouts, macros, and reports. For these file types, the Ask Name box is automatically marked and cannot be changed.

Related Topics


Specifying custom descriptions

  1	Decide which field descriptions you want to change.

  2	From the File menu, select Data Folder Settings, Custom Descriptions.

  3	Modify descriptions, size, right justification, and capitalization for each desired field type. Scroll through the window if you need to view additional items.

  4	Modify custom lists for each desired field type.

 How?

Note

•	Nearly all custom descriptions are entered and listed in singular form. When many of them appear in menus, inquiries, and reports, the software converts them to plural. For example, in Job Cost, the custom description "commitment" becomes "Commitments" on the Tasks menu. If you enter a plural form in the custom description, the software usually will attempt to pluralize it further. For example, if you enter "subcontracts" in place of "commitment", it will appear as "subcontractses" on the Job Cost Tasks menu. To avoid this, always use the same singular or plural form as the original description you are replacing.

Related Topics


Overview

The description, size, right justification, capitalization, and custom list assigned to certain items can be modified at any time. Descriptions that can be customized are grouped by application. Changes to descriptions, size, right justification, capitalization, and custom lists modify how the items appear in the windows of all applications, and in reports and inquiries.


Customizing lists

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	In the Custom List column, click a custom list that you want to customize.

  3	Click [Customize List].

  4	Customize the list by clicking:

•	[Add] to add new items after the selected item.

•	[Change] to change selected items.

•	[Delete] to remove selected items from the list

•	The up and down arrow buttons to move the position of items up or down in the list

  5	If desired, change the item that is selected by default when this list appears throughout the software.


Overview

Some lists throughout the software can be customized according to your needs. You can customize these lists in one location, and then everywhere the list appears in the software, it will include your selections. You can add up to 1,000 items to each custom list.


Printing from a Print Selection window

  1	Select a command that opens a Print Selection window. (To open a Print Selection window, for example, select a report from the Reports menu.)

  2	For the Report date (if available), accept the prefilled system date, or enter a different date.

  3	Click [Printer Setup] to change the selected printer and the settings for that printer, including the selection for printing to a file.

 How?

  4	Click [Page Setup] (if available) to change the page settings.

 How?

  5	Click [Ranges] (if available) to select ranges of items to include in printing and processing.

 How?

  6	Click [Conditions] (if available) to filter the information to include in printing and processing.

 How?

  7	Click [Print Preview] (if available at the bottom of the window) to preview how the information will print before actually printing it.

 How?

  8	Click [Start] to begin printing and processing.

Related Topics


Overview

Print Selection windows are used to print designs, reports, journals, macros, and other output. Information specific to the command you are using may display in the top portion of the window. The bottom portion of the window displays Printer Information and Criteria areas where you make specific printing selections.


Printing to a file

  1	In a Print Selection window, click [Printer Setup]. (To open a Print Selection window, for example, select a report from the Reports menu.)

  2	Mark Print to file and click [OK].

  3	If desired, select ranges and conditions for this printout. After the file is created, you cannot change its content when printing it.

  4	Make any other decisions about the printer setup or page setup.

  5	To preview the printout before creating the file, click [Print Preview] (if available).

  6	Click [Start] to begin printing and processing. The Print File Selection window opens.

  7	In the Save as type box, select whether you want to print to a text (.txt), device (.dev), Timberline print (.prn), or HTML (.htm) file.

  8	Enter the name of the file in File name.

  9	Click [Save] to continue processing and begin printing to the file.

10	When printing is finished, you can print the file by selecting Printouts from the File menu.

 How?

Notes

•	If you print to a file that has the same file name as an existing file, the existing file is not added to, but is overwritten. If you decide not to use the same file name, you can click [No] when asked if you want to replace the existing file.

•	You can also print to a file by selecting Print from the File menu and marking Print to file.

•	When the Print icon on the Toolbar is clicked to start printing, you cannot change the print device destination. Use the Print command on the File menu to change the destination from the default to a destination of your choice.

•	If you marked the Print to file box on the General tab in the Customize window (Customize command on the Tools menu), that choice takes precedence over any printer you may have selected. To override this option, click [Printer Setup] in the Print Selection window after starting the Print command.

Related Topics


Overview

You can send print information for reports, journals, auditing files, etc. directly to the printer, or to a file to save until you want the information sent to the printer.

By printing to a file rather than directly to the printer, you can reprint the information as often as you like. For example, there are certain printouts that you can only print once. If the printer jams while printing, you may not be able to recreate the information. By printing to a file, you minimize the possibility of losing the printed information.


Viewing and printing printouts

  1	From the File menu, select Printouts. The Print File Selection window opens.

  2	Select the file to print. You may need to change the folder location or the listed file type.

  3	Click [Open]. The Print Preview window opens so you can view the printout before printing.

 How?

  4	From the File menu, select Print. The Printer Setup window opens.

  5	Make your desired print selections, including unmarking Print to file if necessary.

  6	Click [OK] to begin printing.

Tips

•	While viewing a printout, you can advance to the end of a page by pressing [End]. To advance to the end of the printout you can either press [Shift] + [End], or press [End] twice. To advance to the top of a page, press [Home]. To advance to the start of the printout you can either press [Shift] + [Home], or press [Home] twice.

•	Printouts can also be viewed and printed by double-clicking a print file (PRN), text file (TXT), HTML file (HTM), or log file (LOG) in Explorer.

•	Device files can also be printed by double-clicking a device file (DEV) in Explorer.

•	When previewing a large printout, you can print the file before the preview is finished loading every page.

•	Printing a printout to another file is possible if Print to file is marked in the Printer Setup window in Step 5. This may be useful if you need a print file (PRN) in text format (TXT).

Related Topics


Overview

If printed information has been saved to a file instead of sending it directly to a printer, you can print the file whenever you are ready to send the information to the printer.


Previewing print information

  1	Open a Print Preview window by clicking [Print Preview] in a Print Selection window (if the button is available). Note that some tasks, e.g. Timberline System Log, start with a Print Preview window.

  2	If necessary, change the view magnification by clicking [Zoom In] to enlarge the view or [Zoom Out] to decrease the view.

  3	Move through the print information using [Next] to move forward one page and [Previous] to move backward one page. Press [End] (on the keyboard) once to move to the end of the page you are viewing, and twice to move to the end of the last page in the file. Press [Home] (on the keyboard) once to move to the top of the page you are viewing, and twice to move to the top of the first page in the file.

  4	Select Print from the File menu to print the information, or click [Close] to close the Print Preview window.

Tips

•	While viewing a printout, you can advance to the end of a page by pressing [End]. To advance to the end of the printout you can either press [Shift] + [End], or press [End] twice. To advance to the top of a page, press [Home]. To advance to the start of the printout you can either press [Shift] + [Home], or press [Home] twice.

•	Print information can also be viewed and printed by double-clicking a print file (PRN), text file (TXT), HTML file (HTM), or log file (LOG) in Explorer.

•	Device files can also be printed by double-clicking a device file (DEV) in Explorer.

Notes

•	The title of the Print Preview window displays the number of pages in the preview.

•	Print preview is not always available in the Print Selection window. For example, when printing checks and some journals, you cannot preview the print information.

•	You can enlarge the Print Preview window by clicking the maximize button (second button from the right) in the upper right corner of the window.

Related Topics


Overview

Information on your screen can be viewed prior to sending it to the printer. After previewing, you have a number of options, including printing the entire file, printing a range of pages, printing to a file, or canceling the print preview.


Changing the fonts used for one print session

  1	In a Print Selection window, click [Printer Setup]. (To open a Print Selection window, for example, select a report from the Reports menu.)

  2	Click [Change Font].

  3	Select the font, font style, size, and other options.

  4	Click [OK] twice to return to the Print Selection window.

  5	Click [Start] to print with the font selections.

Notes

•	To change the default font used when printing all journals and printouts, select Customize from the Tools menu, click [Change], and modify the font options. Reports also use the default font specified in the Customize window if not set up to use a different font.

•	If the font you are looking for is not listed in the Font window, you may need to install the font. Refer to your printer manual and Microsoft Windows documentation for more information about installing fonts.

Related Topics


Printing a copy of a Timberline window

  1	Open a window.

  2	Press [Print Scrn] on the keyboard to print the whole screen, or press [Alt + Print Scrn] to print only the active window.

  3	Open a word processor and create a new document.

  4	Paste the picture of the window into the new document. This is usually accomplished by selecting Paste from an Edit menu.

  5	Print the document.

Notes

•	In very few cases, the picture of the window is sent directly to the printer in step 2. If this is the case, you do not need to continue with steps 3-5.

•	Printing a screen or window is not related to previewing a screen.


Overview

Printing a copy of a screen or window may be useful when you need information from one workstation at a different workstation. In addition, Timberline Support may ask you to print a copy of a screen in order to help you more efficiently.


About naming print files

When printing to a file rather than directly to the printer, the file to which you are printing must receive a name. There are several ways to name these files, so consider developing a naming convention to use throughout the office. Being consistent makes it easier to find a file to print or to delete a file when it is no longer needed.

Consider naming the file by including information about the application and operator who generated the file, and perhaps the date the file was created. For example, if Chris Jenkins (CJ) is working in Accounts Payable (AP) creating invoices, here are some sample print file names that could be used if printing to a file:

•	AP CJ Invoices 5-15

•	CJ AP Invoice Entry 5-15

•	5-15 AP Invoices CJ

•	AP Invoices

•	5-15-96 Invoice Entry - 6 invoices

Notes

•	You can use up to 250 characters and spaces to name the file.

•	Timberline recommends that you print and retain all journals and reports.

Related Topics


About print file types

When printing to a file, you can print to one of four types of files: print (PRN), device (DEV), text (TXT), or HTML (HTM). The three-character file extensions are automatically assigned based on the type of file you choose for the printout.

•	Timberline print file (PRN) -- is a binary file accessed only by selecting Printouts from the File menu. Timberline print files can be printed at any time to any installed printer using the font selected when the output was created. These print files can be displayed with the proper formatting using [Print Preview] in Print Selection windows.

•	Printer device file (DEV) -- is a binary file specific to a selected printer. A device file holds all information necessary to copy the file to a printer, including driver information. Other types of print files rely on the printer drivers to print properly.

•	Plain text file (TXT) -- is an ASCII file that can be accessed by using text editors and word processors. To display text files, click [Print Preview] in Print Selection windows.

•	HTML (HTM) -- is a Hypertext Markup Language file that can be read and displayed by a World Wide Web browser, such as Microsoft Internet Explorer. The format is textual with "format tags" that define how text and graphics associated with the file are to be displayed when the file is opened in a browser.

Tip

•	If you print to an incorrect file type, you can print the incorrect file to another print file of the correct type. This avoids having to reprint from the original source. Be aware that this option excludes printing from an HTML file type to any other file type. You can, however, print to an HTML file type from any other type.

Related Topics


About text files

Text files are ASCII (American Standard Code for Information Interchange) document files. These files contain alphanumeric, punctuation, special control, and carriage return characters with no formatting controls such as bold, italic, or underlines. Text files are standardized to facilitate the transfer of information between application and computers. Timberline applications often use text files to import information from third-party software applications.

Click the topic below that relates to information about text files that is of interest to you.

 Setting up a text printer/driver

 Printing to a text file


Setting up a text-only printer/driver

Use the following steps to set up a text file printer and its driver.

  1	On the Start menu, click Settings, then Printers.

  2	In the Printers window, select Add Printer.

  3	When the Add Printer Wizard window opens, click [Next].

  4	Select Local printer and click [Next].

  5	Select Generic in the Manufacturers list and Generic/Text only in the Printers list. Click [Next].

  6	Select File in the Available Ports list and click [Next].

  7	Give the printer a name of your choice, and select No to the default printer option. Click [Next].

  8	Select Yes to the test page prompt and click [Finish].

  9	Wait for the printer driver to install.

10	If you chose to print a test page, select a folder and a name with a "txt" extension for the print file. Use a text editor, such as WordPad, to check the test page.


Deleting printouts

  1	From the File menu, select Printouts.

  2	In the Files of type: box, select the type of the file(s) to be deleted.

  3	In the Print File Selection window, select the printout you want to delete and click [Open].

  4	Verify that this is the printout you want to delete, and click [Delete].

  5	Click [Yes] to send this file to the Recycle Bin.

Tip

•	Printouts can also be deleted by selecting the print file (PRN), text file (TXT), or HTML (HTM) file in Explorer and clicking [Delete].

Note

•	If a printout being deleted contains important information you may subsequently need, be sure the file is either backed up or you have a printed copy.

Related Topics


Overview

When information is printed to a file instead of directly to a printer, and you decide the information is no longer necessary, you can delete the saved printout.


Setting Timberline print options

Setting the Timberline Default Printer

  1	To change the Timberline printer default destination, click Print Setup on the File menu. If you are in a Print Selection window and want to change the printer destination for that print job only, click [Printer Setup].

  2	Select a printer from the Name list.

  3	Click [OK].

Setting the Printer Properties

  1	Use either method below to access the printer's properties window:

•	On the Microsoft Windows Start/Settings menu, click Printers. In the Printers window, select the printer whose properties you want to change. On the File menu, click Properties (Windows 98/Me) or Document Defaults (Windows NT) or Printing Preferences (Windows 2000/XP).

Or

•	If you are in a Timberline Print Selection window, click [Printer Setup]. In the Printer Setup window, click [Properties].

  2	View or change any printer setting, including printer information, paper size, paper source, and orientation. If you are working from a Print Selection window, you also can change the font, use printer fonts, and select a file as the print destination.

  3	Click [OK] to accept and close each setup window accessed.

Notes

•	Printing a report wider than 132 characters compressed usually requires landscape orientation.

•	If the desired printer is not in the Name list, you must add the printer to the list. Refer to the Microsoft Windows documentation for information about installing printers.

•	When the Print icon on the Toolbar is clicked to start printing, you cannot change the print device destination. Use the Print command on the File menu to change the destination from the default to a destination of your choice.

•	If you marked the Print to file box on the General tab in the Customize window (Customize command on the Tools menu), that choice takes precedence over any printer you may have selected. To override this option, click [Printer Setup] in the Print Selection window after starting the Print command.

Related Topics


Overview

You can change the default printer destination to be used for printing reports and journals. Changing the default printer destination in one accounting and management application changes it for all accounting and management applications. Changing the Timberline default printer, does not change the Microsoft Windows printer default setting.

You can also specify an alternative printer destination on a one-time basis when preparing to print a report. After the report is printed, the printer destination automatically returns to the Timberline default.

Printer properties, such as paper size, fonts, and device options, can be set by accessing a printer's properties window through the Microsoft Printers window. Refer to step 1 of the Setting the Printer Properties section of this topic for the two available methods of accessing this window.


Editing text

  1	Highlight the text you want to edit.

  2	From the Edit menu, select Cut to remove the text and place it on the clipboard.

  3	From the Edit menu, select Copy to copy the text and place it on the clipboard.

  4	From the Edit menu select Paste to place the copied or cut text where the cursor is located. The text on the clipboard can be pasted as many times as necessary.

  5	From the Edit menu, select Undo to reverse text edits. You can undo if you have not moved from the current item.

  6	From the Edit menu, select Redo to reverse what you accomplished using Undo. You can redo if you have not moved from the current item.

Tips

•	In some windows, you must access the Edit commands using the keyboard shortcuts: [Ctrl + Z] for Undo, [Ctrl + Y] for Redo, [Ctrl + C] for Copy, [Ctrl + X] for Cut, and [Ctrl + V] for Paste.

•	You can also right-click items to select editing options.

•	When cutting or copying text from other applications into Timberline applications, Timberline recommends that you select only unformatted (plain) text without special characters, such as tabs. Text formatting and special characters are not handled by some applications, such as Report Designer.

Related Topics


Overview

Items can be edited in various areas of an application by cutting, copying, pasting, undoing, and redoing text. For example, you could use the Edit menu to copy text from a word processor to notes in an application. You can also use the calculator to add items together, copy the end result, and paste the text into an amount column.


Clipboard

A temporary storage area for text that is being copied or moved from one place to another. Text remains on the clipboard until it is replaced with a new item.

You can see the contents of the clipboard by opening the Microsoft Windows Clipboard Viewer.


Using the calculator

  1	From the Tools menu, select Calculator.

  2	If desired, minimize the Calculator window so it is always available.

  3	Close the window when finished.

Note

•	The Microsoft Windows Calculator can perform simple calculations in normal or scientific mode.


Compacting files

  1	Back up your data files.
 How?

  2	Verify the amount of available disk space on the drive where the file to compact is located. The available disk space must be twice the size of the file you are compacting.

  3	From the Tools menu, select File Doctor.

  4	Select either Current data folder to compact specific files in the current data folder, or All data folders to compact groups of application files in all data folders.

  5	Mark Compact good files and select the desired files in the Files list (you can select multiple files).

  6	In the Printer Information area, click [Printer Setup], mark Print to file, and click [OK]. This step is optional, but Timberline recommends printing the report to a file.

  7	Click [Start] to begin compacting the file(s).

  8	In the Print File Selection window, enter a name for the summary report and click [Save].

  9	Review the report to be sure the records were successfully compacted. If you printed the report to a file, you can view and print the file by selecting Printouts from the File menu.

Notes

•	If data folders are moved using the operating system, you must search for these companies to include their files when compacting files in all data folders. From the File menu, select Open Data Folder and click [Search].

•	If the compact fails, e.g., due to a power outage, a large file may remain in the data folder. If you find a file with a series of zeroes followed by a number greater than zero, call your Certified Consultant or Timberline Support.

Related Topics


Overview

Compact files to reduce the amount of space a file occupies and automatically check the file for corruption. Compacting files can shorten the sorting times for reports, calculate formulas faster, and minimize the amount of space used when backing up. Since files remain the same size when information is removed, consider compacting files any time data is deleted or transferred.


Checking files

  1	Back up your data files.
 How?

  2	From the Tools menu, select File Doctor.

  3	Select Current data folder to check specific files in the current data folder, or select All data folders to check groups of application files in all data folders.

  4	Select the desired files in the Files list (you can select multiple files) and note that Check files for corruption is marked for you.

  5	In the Printer Information area, click [Printer Setup], mark Print to file, and click [OK]. This step is optional, but Timberline recommends printing the report to a file so you can keep a copy.

  6	Click [Start] to begin checking the file(s).

  7	In the Print File Selection window, enter a name for the summary report and click [Save].

  8	Review the report to be sure it includes a message indicating that the file is OK. If you printed the report to a file, you can view and print the file by selecting Printouts from the File menu.

  9	If the report indicates that the file is corrupt or if problems persist with the file, fix the file.

 How?

Notes

•	If data folders are moved using the operating system, you must search for these data folders to include their files when checking files in all data folders. From the File menu, select Open Data Folder and click [Search].

•	If no errors display on the summary report, and you still cannot process using the file or problems continue, call your Certified Consultant or Timberline Support.

Related Topics


Overview

Check a file if you think it may be corrupt, e.g., due to a power outage, disk failure, network failure, or system error. When the file is checked, it is verified to be sure data is stored properly.

In some cases, you may receive a message while operating the software stating a file may be corrupt. The message is a precautionary measure, and does not necessarily indicate there is a problem with your files. Check the file to verify its status.


Fixing files

  1	Check the file before fixing it.

 How?

  2	Back up your data files.
 How?

  3	Verify the amount of available disk space on the drive where the file to fix is located. The available disk space must be twice the size of the file you are fixing.

  4	From the Tools menu, select File Doctor.

  5	Select Current data folder to fix specific files in the current data folder, or select All data folders to fix groups of application files in all data folders.

  6	Mark Fix and compact bad files, and select the desired files in the Files list (you can select multiple files).

  7	In the Printer Information area, click [Printer Setup], mark Print to file, and click [OK]. This step is optional, but Timberline recommends printing the report to a file.

  8	Click [Start] to begin fixing the file(s).

  9	In the Print File Selection window, enter a name for the summary report and click [Save].

10	Review the report to be sure the records were successfully fixed. If you printed the report to a file, you can view and print the file by selecting Printouts from the File menu.

Notes

•	If data folders are moved using the operating system, you must search for these data folders if you want to include their files when fixing files in all data folders. From the File menu, select Open Data Folder and click [Search].

•	Extensive corruption cannot always be corrected. In these cases, restore all files from a backup and be sure to fix the restored files prior to using them. If problems continue, contact Software Support.

Related Topics


Overview

Fix a file if you suspect it has become corrupt or if the system has alerted you it may be corrupt. Depending on the size of the file(s), it may take a significant amount of time to fix the file.

When a file is fixed, it is automatically checked for corruption, and data is reconstructed to the proper file format. Each record in the corrupt file is written to a new file, one record at a time. During this process, discrepancies between the corrupt file and the new file are corrected, and the new file replaces the corrupt file.

File corruption may occur if a file is open at the time of power outage, disk failure, network failure, or system error. Corrupt files are unreadable since the connections are lost between the header information and the contents of the file.


Viewing background tasks

  1	From the Tools menu, select Background Tasks.

  2	Review the status of the tasks that are processing. For example, File Doctor processes in the background and is listed in the window if files were recently compacted.

  3	If necessary, terminate a background task.

 How?

  4	If necessary, suspend a background task.

 How?

  5	If necessary, resume the processing of a background task.

 How?

  6	From the Tasks menu, select Exit when done.

Warning

•	Do NOT shut down your computer while a background task is still processing. Note that the Background Tasks window minimizes if you try to close the window while background tasks are still processing.

Related Topics


Overview

When tasks are processing in the background, a small circle of arrows trailing each other appears on the status bar, and the Background Tasks window opens. This indicates that the system is processing a task in the background and that you can continue working. For example, you can enter an invoice while a report is printing in the background. The Background Tasks window flashes when a task processing in the background is completed.

The Background Tasks window displays the task, start date and time, percent complete, end date and time, and current status for background tasks. These background tasks can be terminated, suspended, or resumed if they are not complete.


Terminating background tasks

  1	From the Tools menu, select Background Tasks.

  2	Select the process to terminate.

  3	From the Tasks menu, select Terminate.

You can also right-click in the task list and click Terminate on the shortcut menu.

  4	Double check that you have selected the correct task, and click [Yes] when asked to verify that you want to terminate the task.

  5	From the Tasks menu, select Exit.

Warnings

•	Timberline does not recommend terminating tasks such as posting, for which data is changing as processing occurs. However, items such as printing reports do not change data as they process and are safe to terminate.

•	Do NOT shut down your computer while a background task is still processing. Note that the Background Tasks window minimizes if you try to close the window while background tasks are still processing.

Related Topics


Overview

After starting a process, you might quickly realize that you do not want to finish the task. For example, you begin to print a report and realize the report prompts are incorrect. It is possible to terminate processing, but once a process is complete, it cannot be terminated. However, in the case of printing a report, you may be able to cancel the print job from the printer queue.


Suspending background tasks

  1	From the Tools menu, select Background Tasks.

  2	Select the process to suspend.

  3	From the Tasks menu, select Suspend.

You can also right-click in the task list and click Suspend on the shortcut menu.

  4	When you are ready, select Resume or Terminate from the Tasks menu to resume or terminate processing.

  5	From the Tasks menu, select Exit.

Warning

•	Do NOT shut down your computer while a background task is still processing. Note that the Background Tasks window minimizes if you try to close the window while background tasks are still processing.

Related Topics


Overview

After starting a process, you might quickly realize that you want to prioritize tasks differently. For example, you might begin printing a report and realize someone else needs the printer for a higher priority printing. In this case, suspend the processing, and resume it later. However, once a task is complete, it cannot be suspended.


Resuming background tasks

  1	From the Tools menu, select Background Tasks.

  2	Select the process to resume.

  3	From the Tasks menu, select Resume.

You can also right-click in the task list and click Resume on the shortcut menu.

  4	From the Tasks menu, select Exit.

Warning

•	Do NOT shut down your computer while a background task is still processing. Note that the Background Tasks window minimizes if you try to close the window while background tasks are still processing.

Related Topics


Overview

When a background task is suspended and you are ready to begin processing again, resume the suspended task.


Customizing your workstation

  1	From the Tools menu, select Customize.

  2	On the General tab, mark the items you want to set as defaults, i.e., fixed decimal, printer fonts, and file printing. You also can select to always open the last data folder used each time you start an application.

  3	Click [Change] to view or select a different font to use when printing. Timberline recommends using Courier New, 12 point.

  4	Click the Toolbar tab.

  5	To view the toolbar in the current application, mark Visible.

  6	Highlight the Category (menu) with the desired list of Tools (commands), and mark or unmark the Tools you want included or excluded from the toolbar.

  7	Click the Status Bar tab.

  8	Mark the items you want displayed on the status bar.

Tips

•	Use the toolbar buttons instead of a menu to access commands. For example, in Accounts Payable you can click the Enter Invoices toolbar button instead of selecting Enter Invoices from the Tasks menu. On the toolbar, include the tasks, reports, or setup items you use most often.

•	On the status bar, include the information you want to view most frequently.

Related Topics


Overview

You can change how your workstation looks and operates by customizing these areas:

•	General -- Set defaults for controlling error message beeps, if the decimal is in a fixed location when entering numbers, if printer fonts are used when printing, if you print to files rather than to a printer, and which default font to use when printing. You also can select to always open the last data folder used each time you start an application.

•	Toolbar -- Set defaults for the toolbar, which is used to display shortcut buttons. You can choose to have the toolbar bar visible or not. If you decide to display the toolbar, you can adjust its contents.

•	Status Bar -- Set defaults for controlling the contents of the status bar, which can display date, time, "overtype" (insert) mode, caps lock, numeric lock, and background task indicators. The status bar also displays messages about commands and certain toolbar buttons in the software.


Specifying system options

  1	From the Tools menu, select Options.

  2	On the General tab, select the default date format, secured menu options, and auditing options.

  3	Click the Reports tab and specify the default margins, cover page requirement, and page heading options.

  4	Click the Location tab and select whether these options should affect all users or only users when working in the current data folder.

Related Topics


Overview

Select and store various default settings such as date format, secured menu display options, audit features, default margins, and heading options which determine how applications process and print information. These settings are defaults and can be changed when necessary.


Auditing setup activity

  1	From the Tools menu, select Options.

  2	In the General tab, mark Audit setup activity, and click [OK].

  3	Select a command from the Setup menu and the Audit Print Selection window opens. For example, in Accounts Payable, select Vendors.

  4	Make any necessary print selections and click [Start].

  5	Keep a copy of the printout (or file) for your records.

Warning

•	Do not use this audit feature to correct errors by accessing additional items in a window. Instead, correct errors by entering adjustments or editing data in the application in which the error originated.

Notes

•	The Audit Print Selection window does not open for every command on a Setup menu. If the window does not open, the command does not require special auditing.

•	When using security, you may want to make this a secured feature that is accessible by only a few users.

•	Audit Setup Activity can affect either your current data folder or all data folders. Go to Tools, Options, Locations tab to determine which data folders are affected. Note: Your choice in the Locations tab also affects all other settings in Tools, Options.

Related Topics


Overview

Auditing setup activity is used to track changes made when using certain commands. An audit report prints detail about the before and after values of changed items. The audit report tracks much of the same information tracked by extended logging.

This feature can also be used to change an item that appears unchangeable in a window. Be certain a change is necessary before using this method. Do NOT use this audit feature to correct errors by accessing additional fields in a window. Error correction should be done through normal processing by entering adjustments or editing data.

Auditing can be turned on and off as needed.


About extended logging (definition)
About extended logging

Extended logging tracks additional details about activities and records this information in the system log file (TS.LOG). You can turn on extended logging by selecting Options from the Tools menu and marking the Extended logging box on the General tab. When extended logging is turned on, the following detail is tracked in addition to the regularly logged information:

•	When applications start

•	The data folder that is opened

•	Which processes are performed

•	Changes made while using most setup commands, if auditing setup activity is turned on

•	Error messages received

•	When applications end

If you do not use extended logging, only error messages are recorded. For example, without extended logging, if you start TS-Main, start Accounts Payable and select Enter Invoices, no activity is tracked. With extended logging, the log file tracks entry to TS-Main, Accounts Payable, the selected data folder, and your selection of Enter Invoices.

Note

•	Timberline recommends that extended logging is always turned on. When using extended logging, the log file size can grow to be very large. For information on managing log files, click [image].

Related Topics


Managing the system log file

  1	Turn on extended logging, if not already on.

 How?

  2	Rename the log file (TS.LOG) on a weekly basis using the week ending date, e.g., TS 071197.LOG. The file is located in the MISC folder where you installed the software, e.g., \PROGRAM FILES\TIMBERLINE\MISC folder if not installed on a network or \TIMBERLINE\MISC if installed on a network.

  3	Back up log files with your weekly and monthly backups.

  4	Delete log files as needed.

 How?

Related Topics


Overview

Because the log file size can grow to be very large and is an important troubleshooting resource, you may find it helpful to actively manage the log file. Renaming the log file allows weekly entries to be grouped together. This eliminates the need to page through a lengthy log file for a two-month old item, for example. Instead, go directly to the log file for that week and quickly find the desired item. Backing up and deleting log files is important especially when disk space is a consideration.


 Managing the File Tools log file

  1	Rename the log file (TFTOOLS.LOG) on a weekly basis using the week ending date, e.g., FT 071100.LOG. The file is located in the MISC folder where you installed the software, e.g., \TIMBERLINE\MISC.

  2	Back up log files with your weekly and monthly backups.

  3	Delete log files as needed. You can us File Tools itself to delete any of the File Tools log files.

Related Topics


Overview

Because the log file size can grow to be very large and is an important auditing resource, you may find it helpful to actively manage the log file. Renaming the log file allows weekly entries to be grouped together. This eliminates the need to page through a lengthy log file for a two-month old item, for example. Instead, go directly to the log file for that week and quickly find the desired item. Backing up and deleting log files is important especially when disk space is a consideration.


Viewing and printing the File Tools log file

Because the log file is a text file, you can use any text editor to view and print the file. The following steps use the Microsoft program Notepad.

  1	On the Start menu, Program sub-menu, click Accessories and select Notepad.

  2	On the File menu, click Open.

  3	Navigate to the folder where TSFTOOLS.LOG is located. Usually this is the MISC folder where you installed your Timberline programs.

  4	In the File name box, enter TSFTOOLS.LOG (or the name of the file if you have changed it).

  5	Click [Open]. The file should display in the Notepad window.

  6	To print the file, use the Print command on the File menu.

Related Topics


Overview

The File Tools log file traces user activity in File Tools by date, time, and the activities that occurred. The log file is a good device for tracking manual changes made to your database.


Viewing information about Timberline services

  1	From the Help menu, select Timberline Services.

  2	Select from the books and pages to find information.

  3	To exit when done, click [Cancel] if in the Help Topics window or simply close the window.

Related Topics


Viewing and printing release notes

  1	From the Help menu, select Release Notes.

  2	Select the application's Write file (e.g., APREADME.WRI) you want to print and click [Open].

  3	View the release notes on the screen.

 How?

  4	To print the release notes, select Print from the File menu, make any necessary print selections in the Printer Setup window, and click [OK].

Tip

•	You can print release notes from the CD-ROM before installing the software. The file names are XXREADME.WRI where XX is the application abbreviation (e.g., APREADME.WRI contains the release notes for Accounts Payable).

Related Topics


Overview

Release notes contain important information about enhancements and information about a particular version of software. These release notes are in text format so they can be viewed and printed.

Keep in mind that each time a new software version is installed, the current release notes are overwritten and replaced with new release notes. Because of this, you may want to print the release notes (as a hard copy or to a file) and then store them in a different folder.


Viewing and printing the system log file

  1	From the Help menu, select Timberline System Log.

  2	View the contents of the log file.

 How?

  3	To print the log file, select Print from the File menu.

  4	Make print selections as needed.

  5	Click [OK] to begin printing.

Tips

•	You can print the log file immediately instead of waiting for the entire log file to preview in the window. However, it is a good idea to see how many pages the log file contains before printing.

•	The log file can also be viewed and printed by double-clicking system log file (LOG) in Explorer.

Notes

•	The log file prints in chronological order.

•	Timberline recommends that extended logging is always turned on. When using extended logging, the log file size can grow to be very large. For information on managing log files, click [image].

Related Topics


Overview

The log file traces user activity in the system by date, time, operator, workstation, command used, and activities that have occurred. The log file is a good device for tracking problems that occur consistently by detailing the command used when errors occurred.


Deleting the system log file

  1	Locate the log file, TS.LOG, and back it up for permanent safe-keeping. The file is located in the MISC folder where you installed the software, e.g., \PROGRAM FILES\TIMBERLINE\MISC folder if not installed on a network or \TIMBERLINE\MISC if installed on a network.

  2	From the Help menu, select Timberline System Log.

  3	Click [Delete].

  4	If you are sure you want to permanently delete the log file, click [Yes].

Tip

•	The log file can also be deleted by double-clicking the system log file (LOG) in Explorer and then clicking [Delete].

Note

•	Timberline recommends that extended logging is always turned on. When using extended logging, the log file size can grow to be very large. For information on managing log files, click [image].

Related Topics


Locating current version numbers and activation codes

  1	From the Help menu, select About <Application Name>. For example, in Accounts Payable, select About Accounts Payable.

  2	View the Application Version number, the System Version number (which is the version number for TS-Main), the CD Version number, and the Activation Code for the current application.

  3	Click [Additional Information] to view the location of the current data folder and current application folder (which is where the software is installed), and the versions of application components.

Related Topics


Overview

Information about each application installed on your computer may be viewed at any time. The information you can obtain using About on the Help menu includes version numbers of installed applications, folders used, and activation codes for the current application.


Specifying ranges

  1	From a Print Selection window, click [Ranges]. (To open a Print Selection window, for example, select a report from the Reports menu.)

  2	Select (or highlight) the items to include in the range.

 How?

  3	If applicable, select additional ranges by clicking an extra button displayed in the window.

  4	Click [OK] to accept the range selection. Asterisks appear on the [Range] button, indicating that a range is specified.

  5	If [Print Preview] is available, you can preview information before printing it.

 How?

  6	Click [Start].

Tips

•	To include almost all items in a range, click [Include all], then click the items you want to exclude.

•	If you highlight items and then change your mind, click [Exclude all] to clear your selections.

•	If a range window automatically opens while not working in a Print Selection window, select a range using steps 2 - 4 above.

Note

•	Specifying ranges is much faster than setting up conditions when processing or printing.

Related Topics


Overview

Ranges are used to limit the information subject to processing and printing. For example, you can assign a range when printing an invoice report to only print those invoices of interest. Ranges can also decrease processing time by limiting the data accessed.


Additional ranges

Additional ranges are available when an extra button displays in a range selection window. For example, when selecting a range of vendors for some Accounts Payable reports, you can click [Invoice] to select a range of invoices in addition to vendors.

The availability of additional ranges varies from command to command, and depends on the sort order of a report.


Selecting items in a range

There are several ways to select items in a range. Each of the following methods can be repeated to make multiple selections in the list:

•	Click and drag the mouse over a series of items to be included in the range.

•	Individually click each item you want to be included in the range.

•	Select the item at the beginning of the range, click [Start range], then click the last item in the range.

•	Use the arrow keys on the keyboard to move to the first item in the range and click [Start Range]. Then use the arrow keys to move to the last item in the range and click [End range].

•	Type the first few characters of an item to move to and highlight an item beginning with the characters you type.

Related Topics


Creating an initial condition

  1	From a Print Selection, setup, or processing window, click [Conditions] or the Conditions icon. In Report Designer you can select Conditions from the Design menu.

  2	If other conditions already exist, add more conditions using the Conditions Selection window that opens.

 How?

  3	In the Add Condition window that opens to set up the first condition, select an item from the Field list that you want to compare.

  4	If the Field you want is not in the list, find the Field using [Index].

 How?

  5	Select the Operator to use when comparing the Field and Value.

  6	Enter a Value to compare with the contents of the Field. The appearance of this portion of the window changes depending on the selected field.

  7	Click [OK].

  8	In the Condition Selection window, you can continue to add conditions (optional).

 How?

  9	Click [OK].

Tips

•	Processing speed over a network, when using conditions, can be enhanced by constructing conditions that allow most of the condition testing (filtering) to be done on the server. This will avoid downloading hundreds or thousands of records from the server to the workstation for condition testing.
 Click here for more information.

•	If you have multiple conditions to apply to a report or inquiry, set up a formula that includes all the conditions.

•	When printing, if a message displays stating there is nothing to print, and you know there is information that should be printing, check the specified conditions.

Notes

•	When conditions are specified, the [Conditions] button appears with asterisks and the Conditions icon appears with additional text.

•	Formulas that include accumulating functions are not available for use in conditions.

Related Topics


Enhancing condition testing

When using conditions and accessing records over a network, you can increase the processing speed by following a few simple rules. Following these suggestions allows the condition testing to be performed on the server rather than the workstation, thus requiring fewer records to be downloaded to the workstation.

  1	Use fields from the driving (primary) record in the conditions rather than fields from records associated with the driving record.

  2	Try to compare fields in the driving record with constant values or to other fields of identical type and length on the same record.

  3	Avoid the use of formulas in conditions.

  4	Avoid using just a portion of a field for testing.

  5	Use all "Ands" or "Ors" in a multiple condition rather than mixing them.

Note

•	Not being able to follow these suggestions because of special needs does not imply that the condition testing will not work correctly. The conditions set will still return the correct records to the application. It will just take longer as a larger number of records must be downloaded from the server to the workstation for final condition testing.


About conditions (definition)
About conditions

Conditions are criteria that limit the amount of information that is processed, displayed on the screen, or used for printouts or reports. Only data meeting the specified criteria is displayed, printed, or processed.

Specify conditions for specific print jobs by clicking [Conditions] in the Print Selection window. You can also use conditions when setting up items, moving information in files, during other tasks, etc.

Conditions can also be incorporated into report and inquiry designs using Report Designer and Inquiry Designer. Then, each time the report or inquiry is used, the conditions are applied automatically. To permanently change a condition on a report or inquiry, the design must be changed in Report Designer or Inquiry Designer.

Tip

•	Processing speed over a network, when using conditions, can be enhanced by constructing conditions that allow most of the condition testing (filtering) to be done on the server. This will avoid downloading hundreds or thousands of records from the server to the workstation for condition testing.
 Click here for more information.


Adding conditions

  1	From a Print Selection, setup, or processing window, click [Conditions] or the Conditions icon. In Report Designer you can select Conditions from the Design menu.

  2	If conditions have not been previously specified, set up the initial condition using the Add Condition window that opens.

 How?

  3	In the Condition Selection window that opens when conditions are already specified, click [Add].

  4	Select the conditional statement AND or OR to connect the two conditions. Conditions connected by AND require that both conditions are met. Conditions connected by OR require that only one of the two conditions are met.

  5	Select a Field that you want to compare, the Operator, and a Value to compare with the contents of Field.

  6	Click [OK] to add the condition.

  7	In the Condition Selection window, you can click [Add] again to specify more conditions (optional).

Tip

•	Processing speed over a network, when using conditions, can be enhanced by constructing conditions that allow most of the condition testing (filtering) to be done on the server. This will avoid downloading hundreds or thousands of records from the server to the workstation for condition testing.
 Click here for more information.

Notes

•	When conditions are specified, the [Conditions] button appears with asterisks and the Conditions icon appears with additional text.

•	Because conditions are evaluated in order from top to bottom in the Condition Selection window, you may have difficulty setting up a condition with multiple AND and OR statements. To ensure the condition works properly, consider creating a formula for use in the condition.

•	Formulas that include accumulating functions are not available for use in conditions.

Related Topics


Overview

Conditions are criteria that limit the amount of information that is displayed on the screen, printed, or processed. Only data meeting the criteria specified is displayed, printed, or processed.


Changing conditions

  1	From a Print Selection, setup, or processing window, click [Conditions] or the Conditions icon. In Report Designer you can select Conditions from the Design menu.

  2	Highlight the condition to change.

  3	Click [Change].

  4	Make any necessary changes to AND and OR operators (if displayed), the Field, Operator, and Value.

  5	Click [OK] when changes are complete.

  6	Repeat steps 2-5 for each condition you want to change.

  7	Click [Exit] to return to the main application window.

Tip

•	Processing speed over a network, when using conditions, can be enhanced by constructing conditions that allow most of the condition testing (filtering) to be done on the server. This will avoid downloading hundreds or thousands of records from the server to the workstation for condition testing.
 Click here for more information.

Notes

•	Conditions are changed for only the current session if modified when printing a report or viewing an inquiry. To permanently change a condition on a report or inquiry, the condition must be changed in Report Designer or Inquiry Designer.

•	Formulas that include accumulating functions are not available for use in conditions.

Related Topics


Deleting conditions

  1	From a Print Selection, setup, or processing window, click [Conditions] or the Conditions icon. In Report Designer you can select Conditions from the Options menu.

  2	Highlight the condition to delete.

  3	Click [Delete]. The condition is removed from the list.

  4	Repeat steps 2-3 for each condition you want to delete.

  5	Click [Exit] to return to the main application window.

Notes

•	Some conditions may be deleted for that session only. For example, if you delete a condition before printing a report, the condition is removed only for that print session. However, the condition can be permanently removed from the report using Report Designer.

•	If you delete a condition by mistake, click [Cancel] to restore the condition to the list. However, previous changes will be lost.

Related Topics


Examples of using multiple conditions

To print transactions for June of 1999, specify two conditions connected with AND. Both requirements must be met in order for the information to meet the criteria.

AND/OR	Field	Operator	Value
	Accounting Date	GE (Greater than or equal to)	6/01/1999
AND	Accounting Date	LE (Less than or equal to)	6/30/1999
To print a report containing only entries relating to costs for General Ledger and Accounts Payable, specify two conditions connected with OR. The OR operator must be used because a transaction cannot be both General Ledger and Accounts Payable.

AND/OR	Field	Operator	Value
	Application of Origin	EQ (Equal to)	AP
OR	Application of Origin	EQ (Equal to)	GL
Note

•	Because conditions are evaluated in order from top to bottom in the Condition Selection window, you may have difficulty setting up a condition with multiple AND and OR statements. To ensure the condition works properly, consider creating a formula for use in the condition.

Related Topics


About comparison operators (definition)
About comparison operators

These operators compare fields with values in condition and formula expressions.

Operator	Description	Symbol
EQ	Field equals value	=
GE	Field greater than or equal to value	>=
LE	Field less than or equal to value	<=
GT	Field greater than value	>
LT	Field less than value	<
NE	Field not equal to value	<>
Example

Report condition: Invoice Status EQ Paid.

Comparison operator: EQ (equal to).

Result: return of records with Invoice Status equal to Paid.

Other comparison operator examples.

Notes

•	Comparing and sorting alphanumeric fields.

•	Comparing and sorting numeric fields.

•	Comparing and sorting list and check-box fields.

•	When making a comparison, choose a value that is of the same type as the field.  For example, compare a date value with a date field.

Related Topics


Comparing and sorting alphanumeric fields

The following tables describe how Timberline Software sorts different alphanumeric field types. Alpha and Name fields sort in a case-insensitive fashion, i.e., both upper- and lowercase letters sort as a single character type (please see Table 1).  Memo fields, also known as Note fields, sort uppercase letters differently from lowercase letters (see Table 2).

Table 1. Case-insensitive sort order (Alpha and Name fields)

Order	Character types	Characters	Comments
Lowest	blank	(space)	(space) is lowest value
↓	special characters	!"#$%&'()*+,-./
↓	numbers	0123456789
↓	special characters	:;<=>?@ [\]^_`
↓	all letters	AaBb...YyZz	"A" is less than "a"
Highest	special characters	{|}~	~ is highest value
Table 2. Case-sensitive sort order (Memo fields)

Order	Character types	Characters	Comments
Lowest	blank	(space)	(space) is lowest value
↓	special characters	!"#$%&'()*+,-./
↓	numbers	0123456789
↓	special characters	:;<=>?@
↓	uppercase letters	AB...YZ
↓	special characters	[\]^_`
↓	lowercase letters	ab...yz
Highest	special characters:	{|}~	~ is highest value
Example

Applicable to both tables: (space) is less than 1, # is less than /, and 6 is less than G.

Notes

•	Timberline software truncates all trailing blanks in both the tested field and the value.

•	Comparison begins with left-most characters and continues to the right until either the test fails or the last characters are compared.

Related Topics


Comparing and sorting numeric fields

Numeric fields might display positive or negative values. Negative amounts are always less than zero and less than any positive amount.

Example

•	-100.00 is less than –30.00.

•	-20.00 is less than 0.00.

•	-10.00 is less than +25.00.

Related Topics


Comparison operator examples

Field Contents	Operator	Value	Results
vendor = Jones Plumbing	EQ	JONES PLUMBING	True: lower case letters equal upper case letters for an Alpha field type.  See Comparing and sorting alphanumeric fields for further information.
-3000.00	GT	1000.00	False: -3000.00 is less than +1000.00.
NY	GT	CA	True: "N" is greater than "C."
amt = 2,000.00 date = 9/30/94	GE and LE	1,500.00 6/15/95	True: 2,000.00 is greater than or equal to 1,500.00 and 9/30/94 is less than or equal to 6/15/95.
Use invoice code box is marked	EQ	Use invoice code box is not marked	False: Use invoice code is not marked.
Related Topics


Comparing and sorting list and check-box fields

List fields

Timberline software sorts list fields based upon the order in which they are displayed.

Example

Contract Status list: Proposed, Pending, Approved, Closed, and Paid in Full

Report Condition: Status GT (greater than) Approved

Result: return of records with a Status of Closed or Paid in Full

Check-box fields

These fields have a value of checked or unchecked.  Therefore, use only the EQ (equal to) or NE (not equal to) operators. All other operators do not apply.

Related Topics


About accounting dates (definition)
About accounting dates

The accounting date determines the period that an activity posts to. When posting entries, the accounting date is compared to the current period ending date in each application to determine which entries are posted to current, future, or prior period activity fields.

In each application, the source of the accounting date can vary according to the following list:

•	Accounts Receivable -- Accounting date (if present) or invoice date for Invoices, depending on view.
Deposit date for Cash Receipts.

•	Accounts Payable -- Accounting date for invoices and check date for payments.

•	Billing -- Invoice date, Billing cut-off date, or Date entered, depending on selection made in BL Settings window, General tab.

•	Equipment Cost -- Accounting date.

•	General Ledger -- Accounting date.

•	Job Cost -- Accounting date.

•	Payroll -- Choice of check date or period end date. To select the date, select Data Folder Settings, PR Settings in Payroll.

•	Property Management -- Accounting date. This date determines the General Ledger period affected by the entries.

Note

•	An accounting date may be different from a transaction date. For example, entries can be entered later than the actual day they occurred. The transaction date can be the date the activity was entered in the system, and the accounting date is the date the activity occurred. When deciding which date to enter, remember that the accounting date identifies the period the activity posts to.


Posting

Posting is the process the system performs when an entry accumulates to the totals.


About backing up your files

Timberline strongly recommends backing up all files in your data folder(s) each time you perform the backup procedure. Because the data files interface with each other through normal processing, it is important that each backup include all the data files as of a specific time.

Note

•	You may have stored some Timberline-associated files in folders other than those in the default folder(s). Check the list in the File Locations window by clicking Data Folder Settings on the File menu, then clicking File Locations. Scroll through the list for additional, specified folders that may require backing up.

For a list of files in addition to the data files that Timberline recommends backing up, click [image].

Related Topics


Additional files for weekly and monthly backups
Additional files for backups

In addition to the files backed up from data folders, Timberline recommends including the following files in your backups:

•	\TIMBERLINE\SECURITY\*.* (if using security)

•	\TIMBERLINE\MISC\*.*

•	\TIMBERLINE\REPORT\*.*

•	\TIMBERLINE\INQUIRY\*USER.INQ (if Inquiry Designer is installed)

•	\TIMBERLINE\FORMULA\USER.FRM.

•	\TIMBERLINE\TEMPLATE\*.TPL

Note

•	The path may be different depending on where the software was installed. For example, if the software is not installed on a network, the path could be \PROGRAM FILES\TIMBERLINE\MISC. Or, the software may have been installed into an entirely different folder. See Locating current version numbers and activation codes for detailed instructions on viewing the path where the software is installed.
The asterisk (*) in the file names listed above represents a "wild card," which matches any characters.


Overview

A backup is a copy of data that preserves information at a certain time. Backups made before starting a new period or month can be beneficial in case you must revisit a previous period. In most cases, restoring a backup is the best or only corrective action. This is also true of backing up files prior to performing specific processes such as printing checks, posting, and compacting files.

When determining whether a backup is necessary, remember that the amount of time it takes to re-key information not included in your latest backup should be less than the amount of time it takes to back up.


About restoring your files

Restoring your data folder files takes the information from a backup and re-establishes the data from a prior time. The method your company uses to restore information depends on the software used for backing up and the status of the files and folders when they were backed up.

When restoring from a backup:

  1	Make sure no other employees are working in the data folder(s) you are going to restore. This is mandatory to prevent corruption of data files.

  2	Rename the data folder whose files you are going to restore. This is to retain the folder and its contents in case the backup media cannot be properly restored.

  3	Create a new, empty data folder using the original name and path as the folder whose name you changed in step 2. This new folder is where you are going to restore the backup files.

  4	Restore everything relating to Timberline data for the company from the backup. The entire data set should be restored from the same time period.

  5	Run a few tests on the data (reports, inquiries, etc) after it has been restored. If everything appears to have restored properly, you can eventually delete the old folder you renamed in step 2.

  6	Inform other employees that they can begin processing again. Remember, if the backup was from a prior time, you must redo all the processing required to bring the data files back to the correct current state.

Note

•	Restoring files should be done only after careful consideration of the consequences. Because many Timberline data files are interrelated, performing a restore of some but not all files from a particular period could produce a mismatch of accounting periods in a data folder. If you have any questions about what action to take, please consult with Timberline Technical Support.

Related Topics


About file types (definition)
About file types

If the file type is 	It contains

New	Information that is not posted.

Current	Current information that is posted, but not moved to a history file.

History	Historical information moved from a current file.


Overview

Notes and files can be attached to a number of items in the software, including during most setup and entry processes. When notes and files can be attached to an item, an [Attachments] button and/or Attachments icon displays.

Use notes to record additional information about an item, e.g., information about a particular vendor or invoice in Accounts Payable. Once a note is attached, it can be viewed from other places in the software, edited, and even printed on reports.

Attach files to create a link to information that resides in another file. Once a file is attached, it can be opened for viewing or editing in the associated application. Any file can be attached.


Notes example

When using Enter Invoices in Accounts Payable, you can click [Attachments] while the cursor is in the invoice grid (top grid) where vendor, invoice, invoice date, and amounts are entered for a subcontract vendor. The Notes window does not directly open. Instead, Vendor and Invoice display in a list for you to select from. You must first select where to attach the note. If you have not entered an ID for the vendor or invoice, you cannot attach a note to the item.

Related Topics


Adding and changing attachments

  1	Click [Attachments] or the Attachments icon (the paper clip) in a window where they are available. For example, you can access attachments for a vendor when using Vendors or Enter Invoices in Accounts Payable.

  2	If a window opens that lists items you can make an attachment to, highlight an item and click [Edit]. Items that appear in gray cannot have notes added, however, the item may appear in gray only because it has not been assigned an ID yet. For an example of this, click [image].

  3	Enter or edit the information you want attached as a note.

 How?

  4	Link or open an attached file.

 How?

  5	Click [OK] when done.

Related Topics


Working with attached notes

  1	While in an Attachments window, click the Notes tab.

  2	Add a note by clicking below the most current date and time, and beginning to type.

Edit an existing note by clicking where you want to change text and beginning to type.

Delete an attached note by highlighting the text you want to delete, and pressing [Delete] on the keyboard.

  3	Click [OK] when done.

Tips

•	Use the keyboard equivalents for Cut (CTRL + X), Copy (CTRL + C), Paste (CTRL + V), Undo (CTRL + Z), and Redo (CTRL + Y) to edit the note text. For example, you can copy text from a word processor and paste it in the Notes window.

•	Right-click in the Notes tab to select editing options.

Related Topics


Overview

Use notes to record additional information about an item, e.g., information about a particular vendor or invoice in Accounts Payable. Notes are automatically labeled by the date and time the note was added.

Notes can be added, edited, and deleted anywhere in the system as long as the note is available. For example, you can delete the vendor notes while entering invoices in Accounts Payable. You do not need to use Vendors to delete vendor notes.


Working with attached files

  1	While in an Attachments window, click the File Links tab.

  2	Include a file as an attachment, by clicking [Add], locating the file you want to attach in the Add File window, and clicking [Add].

  3	Open an attached file by highlighting the file, right-clicking it, and selecting Open. If Open With appears on the menu instead of Open, select Open With, select the application you want to use to open the file with, and click [OK].

  4	Remove an attachment to a file by highlighting the file in the list and clicking [Delete]. Only the link to the file is deleted, not the file itself.

  5	Click [OK] when done.

Tips

•	Double-click a file to open it.

•	Double-click a macro file (MAC) to run it.

•	Right-click a blank area of the file list to change how the files are viewed and arranged. Right-click a file in the list to select from other various options.

Note

•	If connected to a network and attaching a file in step 2 that is on your local drive, a window opens asking if you want to continue attaching the file because the file cannot be shared. If the file is attached, other users will not be able to view the attached file. If you specified a folder for attachments using Data Folder Settings, File Locations, a window opens asking if you want to make a copy of the file in that attachments folder.

Related Topics


Overview

You can create a link to information stored in another file by attaching files to an item. Any type of file can be attached, e.g., spreadsheets, text documents, image files, etc. Once a file is attached, it can viewed and edited in the application it is associated with.


Difference between Attachments button and Attachments icon

Some windows display both an attachments button and an attachments icon. The button always displays when an attachment can be added. The icon may or may not display, depending on the window.

When the icon displays and is clicked, you can add an attachment only to the primary record being added or changed. In a grid entry, this would be the current transaction. In a master file setup window, this would be the current record being edited.

When the button displays and is clicked, you can not only add an attachment to the primary record, but, in some cases, you can add the attachment to another record whose key is displayed. This usually is possible in a grid line, where the transaction is being assigned a hierarchy of record keys. For example, the Accounts Payable distribution of an invoice amount can be assigned to a commitment/job/cost code combination. By clicking the [Attachments] button, you can add an attachment to the commitment, the job, or the cost code.

Related Topics


Upgrading files

  1	Back up your data files.
 How?

  2	From the Tools menu in TS-Main, select Upgrade Files.

  3	Select to upgrade either the current data folder or all data folders. If you select All data folders, the upgrade process can take a substantial amount depending on how many data folders you have.

  4	Select the files to upgrade in the Files list.

  5	Click [Printer Setup], mark Print to file, and click [OK].

  6	Click [Start]. The Print File Selection window opens.

  7	Enter a name for the file you are printing the summary report to and click [Save]. The upgrading process begins in the background.

  8	Review the report when the process is complete.

Notes

•	If you select All data folders in Step 2, all files for data folders listed when using Open Data Folder are upgraded.

•	You can select to automatically upgrade files when installing the software.

•	Files cannot be used by other applications while they are being upgraded.

Related Topics


Overview

After you upgrade to a version that has a new database structure, you must upgrade some or all of your data files. By upgrading files, you modify your existing data to make it compatible with data file changes and new features.

To determine which data files, if any, need to be upgraded, review the TS-Main Release Notes . This document may be accessed from TS-Main by selecting Help-Release Notes and opening the file TSReadme.wri.

You can either run Upgrade Files from the Tools menu in TS-Main or run Upgrade Files each time you access a file that needs to be upgraded. You may find it more convenient to run Upgrade Files from the Tools menu because you can upgrade all files at one time. Allowing the software to perform upgrades on an as-needed basis usually results in more numerous upgrade sessions.


About entry grids
About setup entry grids

Entry grids are spreadsheet-type windows that simplify the entry and editing of data. These entry grids are divided into columns and rows. Each column contains fields, or cells, in which data is entered or displayed. Each row is a record.

Entry grids allow you to quickly enter data and easily move to previous entries to make changes or deletions. All of the entry grids you encounter when using the Setup commands use the same features and work the same way. Within each grid, different types of items may display, e.g., columns in which you can enter information, display fields where you cannot enter information, and lists where you can select from a predefined list of options.

The selection arrow in the left-most column indicates the active record in the grid. To make a record "active," simply click on it. Values in the active record can be changed by pressing [Tab] or [Enter] to move to the desired field, or by clicking on the desired field, and then entering or selecting a new value. Use [Shift + Tab] to move to the previous field in a row, or click on it.

An asterisk in the left-most column in this grid indicates where a new record can be added. To add a new record, click the first data column in this row, and enter or select a value. Use [Tab] or [Enter] to move to other columns in the row. To complete the entry of a new record, press [Tab] or [Enter] at the end of the row. Some records are automatically sorted or alphabetized when you complete entry of the record.

When you are editing a record in the grid, the left-most column displays a pencil for that row. To cancel your changes, press [Esc].

To delete a record, click it to make it active. Then click the left-most column in the row with the right mouse button, and select Delete Row.

Related Topics


About changing entries in grids

You can change the contents of columns in an entry grid as long as they are not display-only columns. Changes to entered data can be made on the line you are entering, on a previous line, and possibly even a previous entry grid. This allows the flexibility of being able to correct an error before accepting it.

If you want to	Then

Add a new line	Move the cursor to the last line in the grid (indicated by an asterisk in the first column), enter the data and then save the changes. You may need to use the vertical (up and down) scroll bar to go to the last line.

Change data	Move the cursor to the desired field, change the data and then save the changes. You may need to use the horizontal (left and right) scroll bar to view all columns.

Delete a line	Right-click the first column of the desired line and select Delete Row.

Save changes	Move the cursor to another line in the grid or close the window.

Cancel changes	Before moving the cursor to another line in the grid, right-click the line and select Undo Changes. You can also press [Esc].

Notes

•	Prefilled information can be overwritten on the entry grid, but not permanently. To change how information prefills, make the appropriate changes to the source information.

•	Information in a display-only column cannot be changed in the grid. Cancel or delete the line, then change the information at its source.

Related Topics


Entry grid icons

The icons displayed in the first column of entry grids indicate the status of individual lines (rows).

This icon	Indicates

The current, or active, line.

Where a new line can be added. This icon displays in the last line of the grid.

That information on this line has been changed, but not yet saved. Move to another line to save the changes, or press [Esc] to cancel them.

See About changing entries in grids and About moving around in entry grids for more information.


About moving around in entry grids

The cursor is the flashing vertical line on your screen that indicates where information will be entered. The following table describes how to move the cursor to different entry grid fields and the results of doing these movements.

To move to	Use	Result
Any displayed field	Click in the field	The field is highlighted indicating that it is the active field.
Next input field	[Tab] or [Enter]	If in last input field on line, cursor moves to first input field on next line. Otherwise, it moves to next input field. Display-only fields are skipped.
Previous input field	[Shift + Tab]	If in first input field on line, cursor moves to last input field on previous line. Otherwise, it moves to the previous input field. Display-only fields are skipped.
Field on line above	[Up Arrow]	Cursor moves up one line each time you press [Up Arrow]. If field is a drop-down list and the list is selected, [Up Arrow] selects option above current option.
Field on line below	[Down Arrow]	Cursor moves down one line each time you press [Down Arrow]. If field is a drop-down list and the list is selected, [Down Arrow] selects option below current option.
Previous page of entries	[Page Up]	The previous page of entries display.
Next page of entries	[Page Down]	The next page of entries display.
One character right in same field	[Right Arrow]	Cursor moves one space right when you press [Right Arrow].
One character left in same field	[Left Arrow]	Cursor moves one space left when you press [Left Arrow].
Related Topics


About column skip

The column skip feature allows you to customize data entry in grids to save time and prevent entry errors. You can skip most grid columns. For example, you may choose to skip columns that don’t apply to an entry session or for which you want to accept prefills. Of course, required columns cannot be skipped. An arrow [image] appears in the headings of columns that will be skipped.

When the cursor is advanced to a skipped column, the cursor moves to the next unskipped column without waiting for [Enter] to be pressed. If the column prefills, the prefilled data is accepted. You can always enter or change data in skipped columns.

Depending on the task, some columns may be marked by default to be skipped when the window is opened. The setting for each column that can be marked to be skipped or not skipped is retained after the task is ended. The retained  setting is activated each time the window is opened until you change it.

Related Topics


About freeze column

The freeze column feature allows you to keep a specified number of left-most grid columns stationary when the horizontal scroll bar is used. Only the columns to the right of the "frozen" column will scroll. Only one column at a time can be designated as the freeze column. The freeze column setting is retained after the task is ended and is re-activated exactly as saved each time the window is re-opened until you change it. You can change the setting as many times as required during any session.

Related Topics


About Hide/Show columns

The hide/show column feature allows you to remove the display of a grid column when no entry is necessary for a particular column. This will reduce the number of columns required to be scrolled horizontally when you are moving through the grid. The hide/show column setting is retained after the task is ended and is re-activated exactly as saved each time the window is re-opened until you change it. You can change the setting as many times as required during any session.

Related Topics


Resizing entry grid columns

  1	Place the mouse pointer at the right border between the column to be resized and the column to its right. The mouse pointer changes to a double-headed pointer.

  2	Click and drag the column border left or right.

  3	When the column is the desired size, release the mouse button.

Notes

•	When a column is resized, the new size affects the current session only. After the task is closed, the columns are restored to their default widths.

•	Resizing a column may cause some words in the column heading to be hidden.

•	The width displayed for a field is not always the total width for that field. When more information is typed in a field than can display, the left-most characters scroll left, out of view.

Related Topics


Selecting lines in entry grids

To select a line in the grid, click on the row selector button at the left of the line to be selected.

To unselect a highlighted line, click a different row selector or click in some column heading other than the row selector heading.

Related Topics


Skipping columns in entry grids

To designate a column in an entry grid to be skipped, right-click the column heading and select Column Skip in the shortcut menu. An arrow [image] appears in the column heading indicating that the column will be skipped.

To access a cell whose column has been marked as a skip column, click the cell. You also can press [Shift + Tab] when the cursor is in the first accessible column to the right of the skipped column.

To remove the skip designation from a column, right-click the column heading and select Column Skip in the shortcut menu. The right arrow will disappear from the column heading.

Related Topics


Freezing columns in entry grids

To designate a column to be the last non-scrollable column, right-click the column heading and select Freeze Column in the shortcut menu. The right cell border will become a bold line, indicating that only the columns to the right of the line will scroll.

To designate a different column as the freeze column, execute the same procedure shown above on the new freeze column. The bold right border will move to the newly designated column.

To remove the freeze column option from the grid and allow all columns to scroll, right-click the column heading and select UnFreeze Column in the shortcut menu.

Related Topics


Hide/Show Column

To prevent a column from being displayed, right-click any column heading and select Hide/Show Cols. When the Hide/Show Cols list appears, mark (or leave marked) those columns in the list to be displayed. Clear those columns not to be displayed.

To return a hidden column to the grid, perform the same procedure as above, but mark the column to be displayed.

Related Topics


Overview

When an entry grid initially displays, each column has a default width. For certain columns, these defaults are based on the default size of the items displayed in the column. Changes to the names, and consequently the length, of some defaults can be made using Data Folder Settings, Custom Descriptions.


Scrolling in entry grids

  1	Move the mouse to the scroll bar area on the right side or at the bottom of the entry grid.

  2	Click the arrow at the top or bottom of the vertical scroll bar area to move up or down one line at a time. Click the arrow at the left or right end of the horizontal scroll bar area to move left or right one column at a time.

  3	Click above or below a scroll box to move up or down an entire page at a time. Click left or right of a scroll box to move left or right an entire page at a time.

  4	Click the scroll box and keep holding the left mouse button while moving the box up or down to move vertically as far as needed, and to the left or right to move horizontally as far as needed.

Notes

•	If you are unable to move the scroll box, it is not broken. This is a stationary scroll bar because the number of lines is unknown, so where you are in the entry grid cannot be estimated.

•	For more information about general use of scroll bars, refer to the Microsoft Windows documentation.

Related Topics


Overview

An entry grid may display only a portion of the data entry screen. When you complete the last line of the grid and press enter to continue to the next line, all grid entries scroll up one line. The entries in the first line may scroll out of view while the cursor remains on the last line waiting for the next entry. This upward scrolling continues automatically as long as you add new entries.

In addition, more columns may be available than can display on the screen at one time. Entry grids can scroll left and right to show additional columns of information.


Prefill from above

Some grid items prefill with the information that was on the previous line. This is known as prefilling from above. If the data for the active item should be the same as it was for the line above, simply press the [Enter] key to accept the prefill. If the data should be different, enter the new data in place of the displayed data. As soon as you enter the first character, the previous data disappears.

Related Topics


Programmatic prefill

This type of prefill occurs when a column prefill is based on a setting, a default value, or data entered previously. The prefill takes place as soon as the prefill information is determined.

A programmatic prefill can be the result of a calculation. For example, in the Job Cost Direct Costs grid, the Amount is the result of the Units times the Unit Cost.

Another type of programmatic prefill is based on an entry made in a previous item. For example, if you retrieve the cost account by category, the Debit Account column in some grids is programmatically prefilled as soon as you enter the category.

Some columns programmatically prefill a default value. For example, in some grids, the Transaction Date defaults to the system date.

Related Topics


About prefilling entry grids

Some columns on a grid line display data as soon as that line is reached or as soon as the cursor enters the column. This prefilling feature helps eliminate keystrokes and entry errors during data entry. There are two ways prefilling can occur:

 Prefill from above

 Programmatic prefill

Prefilled information can usually be changed unless controls have been set to prevent it.

Related Topics


About resizing windows

For ease of viewing, the size of many windows can be changed using any the following methods:

•	Click the maximize box (or any other box) in the upper right corner of the window.

•	Move the mouse to a side or corner of a window. When the pointer changes to a double arrow, click and drag the mouse to change the size of the window. If using the corner of a window, the height and width changes simultaneously.

Note

•	When you close the window, the window size is not saved.

Related Topics


Indexing lists

  1	Click [Index] in a list. For example, these lists are found in the Add and Change Condition windows, Formula Setup and Formula Entry windows, in Report Designer, and in Inquiry Designer.

  2	If [Add] is available and you want to select from additional lists, click [Add], select the additional list, and click [OK].

  3	In the Index window, highlight the list you want to select items from, and click [OK].

  4	In the original window from step 1, select the item you want to use.

Related Topics


Overview

Indexing changes the list of fields or formulas that display in some windows. Use the indexing feature to select items from different lists when creating conditions, formulas, reports, or inquiries.


Finding items in a list

  1	Click [Find] in a list. For example, these lists are found in the Add and Change Condition windows, Formula Setup and Formula Entry windows, in Report Designer, and in Inquiry Designer.

  2	Enter one or more characters, a portion of a word, or an entire name in the blank input area.

  3	Click [Next] to find the next occurrence of your entry, or click [Prev] to find the previous occurrence of the entry.

  4	Press [Enter] or [Tab] when you are done searching the list.

Notes

•	Finding items in a list allows you to quickly locate a specific value without scrolling through the entire list.

•	If using [Next] or [Prev] when searching the list, you are not notified when the end or beginning of the list is reached. The search automatically starts again at the beginning.

Related Topics


Changing the number of activated uses

  1	After you have purchased licenses for additional uses from your dealer and obtained new activation information from your dealer, you can activate the additional uses.

  2	In TS-Main, select Change Registration or Uses from the Tools menu.

  3	Select Number of uses and click [Next].

  4	Enter the number of uses and activation codes as needed and then click [Next].

  5	Click [Finish] to activate the additional uses and update activation information.

Note

•	New activation codes along with the new number of uses must be specified before the additional uses can be operated.

Related Topics


Changing the registration name

  1	After you have registered your new company name with your dealer and obtained new activation information from your dealer, you can change the registration name.

  2	In TS-Main, select Change Registration or Uses from the Tools menu.

  3	Select Registration name and click [Next].

  4	Enter the registration name and click [Next].

  5	Enter the number of uses and activation codes as needed and then click [Next].

  6	Click [Finish] to update activation information.

Notes

•	Be sure to enter the new registration name exactly as it was provided to you.

•	New activation codes must be specified before the registration name can be changed.

Related Topics


Refreshing sample data

  1	Be sure to check with your system administrator before you refresh sample data to ensure that your company’s guidelines for doing so are followed.

  2	Click the Windows Start button.

  3	From the Programs menu, select Timberline Applications, Refresh Sample Data.

  4	If marked, the sample data is currently installed and will be restored to its original state. If unmarked, the sample data is not currently installed. Mark to install it.

  5	Click [Finish] to restore existing data and install new data as appropriate.

Sample data is refreshed and installed to a folder with the same name as the data and placed within the application folder. For example, the Construction Sample Data might be installed to T:\TIMBERLINE\CONSTRUCTION SAMPLE DATA.

Tips

•	You can refresh only Timberline-supplied sample data. If you create your own sample data files, you may find it helpful to develop backup procedures for them so you can go back to previous versions as needed.

•	The sample data files may contain data for applications that you have not purchased. In this case, answer yes when asked if you want to turn off interfaces between these applications.

Related Topics


Overview

Use to restore Timberline-supplied sample data to its original, unaltered state. Also, use to install new sample data. Sample data is always returned to the same version as the currently installed software.


How to display percentages in reports and inquiries

In general, all numeric fields need to be multiplied by 100 to display as percentages in reports and inquiries. For example, to display a field as a percentage, create a design or public formula that multiplies the field by 100:

FIELD * 100

In addition, formulas created to return a percentage need to be multiplied by 100. For example, to display the percent of lost discounts for Accounts Payable invoices as a percentage, use this formula:

(Discounts lost / Discounts offered) * 100

Fields that are entered as percentages, such as Discount Percent in Accounts Payable, are exceptions to this rule and always appear as percentages when used in reports and inquiries.

If you want the percent sign (%) to follow a percentage in a report or inquiry, enter it after the formula in the design.

Related Topics


Changing and adding custom fields

  1	From the File menu, select Data Folder Settings, Custom Fields.

  2	Select the record to be modified, then click [Edit]. Only the records used with the current application are available in the list.

  3	Click in the custom field you want to change and click [Change], or click [Add] to add a new custom field.

  4	Change or enter the description and any other necessary options.

  5	Click [OK].

  6	Continue changing or adding custom fields, or click [Close] to exit.

Note

•	If you made any additions or changes, a message appears, informing you that the modifications will be effective only in the current data folder. To make them effective in any other data folder, you must apply Upgrade Files on the record containing the custom field(s) in that other folder.

Related Topics


Overview

Custom fields are used to store customized information about specific records, e.g., vendors in Accounts Payable, jobs in Job Cost, etc. You can use custom fields to store miscellaneous information that you want to track in the fields that you design.


Deleting custom fields

Use the following steps to delete a custom field.

  1	From the File menu, select Data Folder Settings, Custom Fields.

  2	Select the record containing the custom field to be deleted, then click [Edit].

  3	When the Custom Fields window opens, click in the field to be deleted, then click [Delete].

  4	Answer yes to the prompt.

  5	Continue deleting additional fields not needed, or click [Close] to exit.

Note

•	If you made any deletions, a message appears, informing you that the custom fields will be deleted only in the current data folder. To delete them in any other data folder, you must apply Upgrade Files on the record containing the custom fields in that other folder. The exception to this is that immediately after the deletions, these fields can no longer be accessed by any report created by Timberline's Report Designer application nor by any formula, regardless of the data folder being used. Until the Upgrade Files is performed, the fields will still appear in other data folders and can appear on inquiries produced in other data folders.

Related Topics


Adding notes to Help

Notes can be added to online Help using the Annotate feature. However, each time a new version of an application is installed, your annotations are erased when the updated Help files are installed.

For this reason, Timberline strongly recommends that you do NOT annotate online Help.

Related Topics


Where to find information

This information	Is found here	And contains
Sample Data	From a File menu, select Open Data Folder	Sample files used for testing features in the software.
Setup documentation	Manual is shipped to you	Installation information, decisions required before using the software, testing your setup, and entering beginning balances.
Help	From a Help menu, select Help Topics, or click an item in a window	Documentation about an application, including procedures. What's This Help provides descriptions of items in a window that are accessible while working in an application.
Release Notes	From a Help menu, select Release Notes	New features, changes, and requirements for the current version of an application.
Timberline Services	From a Help menu, select Timberline Services	Services and support provided by Timberline and the license agreement.
Related Topics


Services provided by Timberline

Timberline provides many services that help you use your software. For more information, select Timberline Services from any application Help menu:

•	How to contact Software Support

•	How to use the FaxBack service

•	Important Timberline telephone numbers and fax numbers

•	Links to the Timberline Web site and related sites, such as the Timberline Users Group (TUG) Web site

•	Operating system, hardware, and network requirements

•	Services provided by Timberline, including support and maintenance, training, Certified Consultants, Timberline Users Group (TUG), Timberline Accounting Conference (TAC), and other services

•	Your License Agreement

Related Topics


Entering batch information

  1	Decide whether you are manually or automatically assigning batch information and make the necessary selections using Data Folder Settings, General.

 How?

  2	From the Tasks menu in Accounts Payable, Accounts Receivable, Equipment Cost, General Ledger, Job Cost, or Property Management, select a command that allows you to make entries. For example, in General Ledger, select Record Entries.

  3	In the Batch Information window that appears, enter a batch number, description, and date.

  4	If you selected to use batch control totals in step 1, also enter the total number of entries (invoices or checks in Accounts Payable) and total amounts that you will be entering for this batch during one or more entry sessions.

  5	Click [OK].

  6	While entering information in the entry grid, click [Batch] to change any necessary batch information.

  7	Exit the entry session when done.

If using batch control totals and the total entries and amounts entered for the batch do not match those entered during the entry session, you are notified that the batch does not balance. If you continue, before the entries can be posted you must either change the totals for the batch ID or enter the remaining entries and amounts.

Related Topics


Overview

Batches are used to provide an additional control for ensuring the accuracy of input and for tracing entries back to the point of origin. Batches are stored with each entry.

Batch information can be manually entered before an entry session in Accounts Payable, Accounts Receivable, Equipment Cost, General Ledger, Job Cost, or Property Management.


About batch control totals (definition)
About batch control totals

Batch control totals allow you to control the information that is entered during an entry session in Accounts Payable, Accounts Receivable, Equipment Cost, General Ledger, Job Cost, and Property Management. Batch control totals are only in effect for an application if you select to use batches in the Data Folder Settings window and if you select the application in the Batch Control Totals window (Data Folder Settings, General menu).

When using batch control totals, the total amount for an entry session is entered before the entry session begins. This total amount must match the total of the entries before they are posted. You can exit one entry session without entering the required totals, then enter the same batch number for a different entry session to complete the required totals.

The use of batch control totals is optional. If not using batch control totals, consider setting up a procedure for entry input that includes the verification of totals with a ten-key tape.

Related Topics


Creating formulas

  1	From the Tools menu, select Formulas.

  2	Click [New]. The Formula Entry window opens.

  3	Begin building the formula by entering function names, operators, and constants using the keyboard.

  4	Add fields by double-clicking them from the right portion of the window.

  5	If necessary, you can view different field and formula lists by clicking [Index].

 How?

  6	Click [OK] to accept the formula. If the formula cannot be accepted in its current form, a message displays indicating that formula is invalid. Correct the formula and click [OK] again.

  7	Name the formula in the Save Formula window that opens.

 How?

  8	Continue working with formulas, or click [Close].

Notes

•	If a formula contains one or more fields from a record, the formula can be used whenever an application has access to those records. If a formula contains only numbers or functions, it can be used any time formulas are available.

•	If the name of a field is typed in the formula instead of selected from the list in step 4, a message displays indicating there is an unexpected character. Remove the typed field name and replace it by selecting the same field name from the list of fields.

Related Topics


Overview

Formulas allow you to create mathematical expressions that can be evaluated in numerous applications. Formulas can contain combinations of fields, numeric operators, functions, constants, and other formulas. These elements combine to create a formula which can then be used in different areas of the software to perform calculations.

Formulas might be used when:

•	Printing a report -- to assign conditions based on the result of a calculation.

•	Creating an inquiry in Inquiry Designer -- to add a column that performs a calculation based on existing values.

•	Designing a report in Report Designer -- to sum the totals of two or more fields.

•	Creating special calculations for items in Payroll -- to calculate a deduction.


Changing formulas

  1	From the Tools menu, select Formulas.

  2	Select the formula you want to modify. If necessary, click [Index] to view different formula types.

  3	Click [Change].

  4	Add or change the function names, operators, and constants using the keyboard.

  5	Add or change fields by double-clicking them in the right portion of the window.

  6	If necessary, you can view different field and formula lists by clicking [Index].

 How?

  7	Click [OK] to accept the formula. If the formula cannot be accepted in its current form, a message displays indicating that formula is invalid. Correct the formula and click [OK] again.

  8	Continue working with formulas, or click [Close].

Notes

•	If a formula contains one or more fields from a record, the formula can be used whenever an application has access to those records. If a formula contains only numbers or functions, it can be used any time formulas are available.

•	If the name of a field is typed in the formula instead of selected from the list in step 4, a message displays indicating there is an unexpected character. Remove the typed field name and replace it by selecting the same field name from the list of fields.

Related Topics


Copying formulas

  1	From the Tools menu, select Formulas.

  2	Select the formula you want to copy. If necessary, click [Index] to view different formula types.

  3	Click [Copy].

  4	Name of the new formula you are copying to. If in Report Designer, select whether the new formula should be a public or design formula.

 How?

  5	Continue working with formulas, or click [Close].

Tip

•	If an application formula nearly fits your needs but requires some minor modification, copy the formula to another formula and modify the copied version.

Related Topics


Overview

Copying formulas allows you to copy formulas, change copied versions of application formulas, rename formulas, and modify existing formulas, while saving the existing formula for reference.


Deleting formulas

  1	From the Tools menu, select Formulas.

  2	Select the formula you want to delete. If necessary, click [Index] to view different formula types.

  3	Click [Delete], and click [Yes] when asked to confirm that you want to delete the formula.

  4	Continue working with formulas, or click [Close].

Related Topics


Printing formulas

  1	From the Tools menu, select Formulas.

  2	To view different formula types, click [Index].

  3	From the File menu, select Print.

  4	Make print selections as needed.

  5	Click [Start] to print all formulas in the selected formula type.

  6	Continue working with formulas, or click [Close].

Related Topics


Overview

You can print application, design, and public formulas whenever they are accessible. The Formulas report lists the name and content of each formula in the selected formula type.


Creating macros

  1	From the Tools menu, select Macros.

  2	Click [Add Step].

  3	Select the commands representing the actions you want completed when the macro runs. Commands that appear in gray are not available for use in macros.

  4	If prompted for file names, enter the file names to use when the macro runs. If a Print Selection window opens, make print selections as needed.

  5	If the macro is for a series of reports, enter the report information, and decide whether the report prompt fields can be changed when the macro runs.

  6	When prompted, select whether to continue with the macro if this step fails, or discontinue if it fails. A macro step could fail if the disk is full, the printer is offline, conditions for a report cannot be met, or a required file does not exist.

  7	Continue working with the macro by clicking [Add Step] to add more steps, [Insert Step] to insert steps above selected steps, [Delete Step] to remove selected steps, and [Change Step] to modify selected steps.

  8	Click [Save As], assign a name for this macro, and click [Save]. If you use the same name as another macro, the old macro is overwritten, not added to.

  9	Continue setting up another macro by clicking [New], or click [Close] to exit.

10	Run each macro to test if it is working properly.

 How?

Tip

•	Timberline recommends saving all macros since you can probably use the same macro or make small adjustments and use it at a later time.

Note

•	Macro steps are performed in consecutive order as listed in the Macros window.

Related Topics


About macros (definition)
About macros

A macro is a list of prerecorded instructions that performs a specific series of tasks on demand. You can create and store multiple macros. When macros are created and saved, they can be repeatedly used.

You might want to create macros to:

•	Run a series of reports while you are not in the office. You can create a macro that prints selected reports to the printer or a series of print files. Just start the macro before you leave the office.

•	At the end of the day, print to a printer the journals that you have printed to files during the day.

•	Perform file maintenance at the end of the month. After performing your backup routine, use a macro to compact your most often used files.


Changing macros

  1	From the Tools menu, select Macros.

  2	Click [Open], select the macro you want to change, and click [Open].

  3	Modify the macro by clicking [Add Step] to add a step at the end of the step list, [Insert Step] to insert a step above the selected step, [Delete Step] to remove the selected step, and [Change Step] to modify step (e.g., to change the file used in the step, to change where the output prints, or to continue with the next macro step if a macro step is unsuccessful).

  4	Click [Save] to save the changes to the same macro you opened. Or, click [Save As], assign a new name to the macro, and click [Save].

  5	Click [Close] to exit.

Tip

•	You can double-click a macro step to change it or view your selections.

Related Topics


Overview

Changing a macro modifies the steps that were originally set up. You can add, delete, insert, or change steps in a macro. You may need to modify a macro if it is not working properly or if it needs additional or fewer steps.


Running macros

  1	Create a macro.

 How?

  2	From the Tools menu, select Macros.

  3	Click [Open], select the macro you want to run, and click [Open].

  4	Click [Run].

  5	Complete all windows that prompt you for information. The macro begins processing in the background.

  6	If desired, click [Log] to view the macro log file.

 How?

  7	Click [Close].

Tips

•	Macros can also be run by double-clicking a shortcut that you created or by double-clicking a macro file (MAC) in Explorer.

•	The macro log file name is the macro name (at the time it was run) combined with LOG as the extension, e.g., BONUSES.LOG.

•	Macro log files can also be viewed and printed by double-clicking a macro log file (LOG) in Explorer.

Related Topics


Overview

When you have created a macro to perform a series of tasks and you want to start performing those tasks, run the macro. You can run a macro that has been previously created and saved, or you can create a macro and run it one time only.


Deleting macros

  1	From the Tools menu, select Macros.

  2	Click [Open], select the macro you want to delete, and click [Open].

  3	Verify that this is the macro you want to delete.

  4	Click [Delete].

  5	Click [Yes] when asked to verify that you want to delete this macro.

  6	Click [Close].

Note

•	Deleting a macro also deletes its corresponding macro log file.

Related Topics


Printing macros

  1	From the Tools menu, select Macros.

  2	Click [Open], select the desired macro, and click [Open].

  3	From the File menu, select Print.

  4	Make print selections as needed.

  5	Click [Start].

Related Topics


Overview

Use to print the contents of a macro. The report lists each step in the macro, the files used, print options selected, and whether to continue with the next macro step if the previous macro step is unsuccessful.


Security

For information about security, see the Help index entry "Timberline Office Security" or the Help Table of Contents heading "Using Timberline Office Security."


Learn about system modes and folder types

Timberline uses system modes and folder types to define how applications share data. At this time, the primary example of this is Address Book. In this application, you can share data in several ways:

•	Share Address Book information between estimating and accounting departments so that you have a central database of subcontractors and vendors.

•	Share Address Book information between estimating and accounting departments but temporarily disconnect from the network and use Address Book and other Timberline applications at a job site.

•	Share Address Book information with only estimators in your company.

•	Do not share Address Book information.

To accommodate these scenarios, Timberline developed three types of data folders:

•	Enterprise folders, which can be shared between estimating products and accounting and project management products.

•	Workstation folders, which can be shared only among estimators.

•	Offline folders, which cannot be shared.

In addition, Timberline developed four system modes:

•	Workstation (estimating) mode, which is the default for estimating products. In this mode, you can share Address Book information with other estimators (share a workstation folder) or use a private copy of Address Book (use an offline folder).

•	Enterprise (accounting) mode, which is the default for accounting and project management products. In this mode, you can access any type of folder. Typically, you share Address Book data in an enterprise folder.

•	Enterprise (accounting/estimating) mode, which occurs when you have (a) estimating products and accounting and project management products on the same workstation, or (b) only estimating products but you have performed a shared component installation. In this mode, you can access any type of folder. Typically you share Address Book information across product lines in an enterprise folder.

•	Offline (accounting/estimating) mode, which occurs when you are in enterprise (accounting/estimating) mode but cannot access an enterprise system folder. This usually happens when you temporarily disconnect from the network to work outside the office. In this mode, you can access offline folders and workstation folders. Typically, you use a private copy of Address Book data in an offline folder.

If you do not know your system mode or folder type, open TS-Main. Select Help > About TS-Main; then click [Additional Information]. In the Additional Information window, look for the lines that list the system mode and folder type.


Cascade (Window menu)

Use to overlap windows so you can see the titles of each open window.


Cascade

Use to overlap windows so you can see the titles of each open window. See Microsoft Windows Help for detailed instructions.


Tile (Window menu)

Use to arrange windows horizontally so you can see the majority of all open windows.


Tile

Use to arrange windows horizontally so you can see the majority of all open windows. See Microsoft Windows Help for detailed instructions.


Arrange Icons (Window menu)

Use to arrange all minimized windows at the bottom of the main window.


Arrange Icons

Use to arrange all minimized windows at the bottom of the main window. See Microsoft Windows Help for detailed instructions.


Window name (Window menu)

Use to select the window you want to view. Each open window is numbered in the list (1, 2, 3, etc.).


Window name

Use to select the window you want to view. Each open window is numbered in the list (1, 2, 3, etc.). See Microsoft Windows Help for detailed instructions.


Amend Lease (Tasks, Manage Leases menu)

Use primarily to add units to or remove units from an existing lease. Once a lease is activated, the unit information cannot be changed without using the Amend Lease function. This process creates a copy of the original lease and gives it a status of "Future Revision". The revised lease is activated and the original lease terminated during the "Effective Now" process.

 Windows

Related Topics


Amend Lease windows

 Amend Lease

 Create New Amendment

 Amend Lease - Edit Amended Lease

 Edit Amended Lease - New Charge

 Amend Lease - Effective Now: Dates and Occupancy


Renew Lease (Tasks, Manage Leases menu)

Use to extend the intended dates on a future or current lease. Other lease information (such as recurring charges or charge controls) can be changed at the same time.


Amend Lease window

Use to start a new amendment or to select an amendment already in progress that you want to edit, cancel, or change to a current lease. A list displays all pending amendments with a status of "future revision."

Move the selection bar to the appropriate lease and then click [Edit Lease] to make changes to the lease, [Effective Now] to enter an effective date and create charges, or [Cancel Amendment] to cancel the selected amendment.

To create a new amendment, click [New Amendment]. Move the selection bar to the appropriate lease and then click [OK] to create the amended lease.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Lease selection list

Move the selection bar to highlight the lease you want to process, and then click the appropriate button. To add a new amendment to this list, click [New Amendment].


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


[New Amendment]

Allows you to select a lease to be amended.


[Edit Lease]

Allows you to make changes to the selected lease.


[Effective Now]

Opens the Effective Now window, which guides you through terminating the original lease and activating the amendment.


[Cancel Amendment]

Allows you to change the status of the selected lease to "Canceled" and to reconcile the account if charges or payments have been processed for the lease.


Create New Amendment window

Use to select the lease to be amended. Highlight a lease and click [OK] to start the process of duplicating the original lease, after which the Amend Lease - Edit Amended Lease window  will open.

For help on an item in this window, click [image] on the toolbar and then click the item.


Lease selection list

Move the selection bar to highlight the lease you want to amend and click [OK]. After you select a lease to be amended, a copy of the lease is created. The copy includes all of the related records that go with the original lease. The copy of the lease is given a status of "future revision" and the revision number is incremented. Once the process of copying the lease is complete, you may edit the lease.


[OK]

Accepts the highlighted lease and begins the process of duplicating the lease. The Amend Lease - Edit Amended Lease window opens when the process of copying the lease is complete.


[Cancel]

Closes the window and returns to the Amend Lease window.


[Help]

Starts Help and displays information about this window.


Amend Lease - Edit Amended Lease window

Use to complete the setup of the new lease record. From this window you can also initiate other tasks, such as creating one-time charges, recording cash receipts, and activating the lease. (The Lease and Tenant fields for these processes prefill based on the lease you are amending.

This window is like Change Lease. The information that appears on these tabs was copied from the original lease.

For help on an item on a tab, click [image] or [image], then click the item.

Related Topics


Lease

The lease ID and revision number for the lease that is being amended.


[Close]

Closes this window and returns to the main Amend Lease window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Other Charges]

Opens the Edit Amended Lease - New Charge window so you can enter one-time charges for the lease.


[Cash Receipts]

Opens the Cash Receipts window so you can enter payments received for the tenant. You can assign the payment to existing open items, new charges, prepayments, open credits, or deposits.


[Effective Now]

Starts the Effective Now window, which guides you through terminating the original lease and activating the amendment.


[Lease History]

Shows the Lease History for the lease (renewals and amendments).


Modification Date

The date the lease was renewed or amended. This field is read-only except during lease renewal. During Amend Lease, this date is set by the Effective Date on the Dates and Occupancy window.


Edit Amended Lease -- New Charge window
Edit Amended Lease - New Charge window

Use to enter one-time charges for the amendment, such as administrative or application fees for the lease.

If you enter a Tax Group, the appropriate tax transactions are automatically generated when you accept the entry. They appear directly below the entry they are associated with and have a Charge Type of TAX.

When these charges are posted, the appropriate entries to General Ledger are created when appropriate.

For help on an item in this window, click [image] on the window and then click the item.


Unit

Select the unit associated with this entry. If there are multiple units associated with the lease, there will be a list of units to select from.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Tenant

Select the tenant associated with this entry. If there are multiple tenants associated with the lease there will be a list of tenants to select from. The tenant name displays at the bottom of the window.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Charge Type

Select the charge type associated with this entry.


Item ID

Enter an optional code to help you identify the source of this charge, such as a purchase order number, a work order number, or a billing reference number. Entries with the same Charge Date, Charge Type, and Item ID are combined into one open item. If you have two MAINT charges for a lease on the same day, and you want them to appear as two separate items on statements, enter unique Item IDs for the two charges.

This column is preset with the Deposit Type on entries with a DEP charge type, and the value cannot be changed. This is so that two deposit charges with the same Charge Date and Charge Type remain as separate open items.


Deposit Type

Select the deposit type associated with this entry. This column is only available when the Charge Type is DEP (Deposits).

The deposit type you select prefills the Item ID column, and the Item ID column cannot be changed.


Transaction Date

Enter the date to be used as the Transaction Date on the entries or accept the prefilled date. Usually, this is the date the charge is entered.


Accounting Date

Enter the date to be used as the Accounting Date on the entries or accept the prefilled date. This date is used to determine the General Ledger period affected by the entries.


Charge Date

Enter the charge date for the charge created or adjusted with this entry.


Description

Enter a description for this entry or accept the prefilled description. If this entry creates a new open item, this description can appear on statements and invoices. The description prefills from the setup of the charge type (Setup, Charge Types).


Reference

Accept the prefilled reference or enter a different reference (up to 10 characters) for this entry. A reference is an optional code that is part of the entry and can be used in reporting, inquiry, and accumulators. The reference prefills from the setup of the Charge Type (Setup, Charge Types).


Amount

Enter the amount of this charge.


Tax Group

Select a Tax Group or accept the prefilled Tax Group. The Tax Group prefills from the lease Chg Controls tab. When you click [Save Entry] or accept an entry by completing it and pressing [Enter], the appropriate tax entries are created and they appear beneath the related entry in the grid.


Debit Account

Accept the prefilled General Ledger debit account or select one from the list. The debit and credit entries to General Ledger are made when the Property Management entries are posted.

Refer to the Help topic "General Ledger accounts affected by Property Management entries" for information about the type of account you should enter here.


Credit Account

Accept the prefilled General Ledger credit account or select one from the list. The debit and credit entries to General Ledger are made when the Property Management entries are posted.

Refer to the Help topic "General Ledger accounts affected by Property Management entries" for information about the type of account you should enter here.


Print On Invoice

Mark this box if you want this entry to appear on an invoice for the tenant.


Adjustment

Mark this box if you want this entry to be flagged as an adjustment to an existing charge. This is an optional field that can be referenced in conditions on reports or inquiries.


[Close]

Closes this window and returns to the previous window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Save Entry]

Saves the current (selected) entry.


[Cancel Entry] and [Restore Entry]

[Cancel Entry] cancels the new entry before it has been saved.

[Restore Entry] is available if you have saved an entry using [Save Entry], and then make some changes to it. [Restore Entry] cancels the changes made, restoring the previously saved values for the entry.


[Delete Entry]

Deletes the current (selected) entry.


Amend Lease - Effective Now: Dates and Occupancy window

This is the first screen of the Effective Now process. Effective Now is the process that allows you to terminate the original lease and activate the amendment. The dates displayed on this screen are written back to the lease and transaction records.

For help on an item or on a specific date field, click [image] or [image], then click the item.

Related Topics


Lease

The lease ID for the lease, current or amended.


Tenant/Resident

The primary tenant or resident associated with the lease.

The title of this item may be different if you changed the description of PM Tenant in Custom Descriptions.


Effective Date

The date the amended lease is effective. The date becomes:

•	The Modification date on the Lease Modification record on the original lease.

•	The Actual Lease End date and the Actual Move-out date on the original lease.

•	The Actual Move-out date on any unit(s) removed from the lease, and the Actual Move-in date for any unit(s) added to the lease.

•	The date written to the Unit Leasing History record for any unit(s) added or removed during Amend Lease.

If the occupancy controls on the property record are set to "leased" rather than "occupied," then the Effective Date is also used for the calculation of occupancy percentages. If the controls are set to "occupied," the Occupied date on this window is used.


Current Lease: Revision

The revision number of the original lease. This field is read-only.


Current Unit Occupancy - Unit

The unit(s) on the original lease.


Current Unit Occupancy - Occupied

The occupancy status of the units on the original lease. If the box is selected, the unit is occupied. If the box is not selected, the unit is vacant. If the unit is not part of both the current and the amended lease, you can change the occupancy flag. If the unit will be continued from the current lease to the amended lease, this field will be read-only.


Current Unit Occupancy - Available

The date the unit will become available.


Amended Lease - Revision

The revision number of the new lease. This field is read-only.


Amended Unit Occupancy - Unit

The unit(s) on the amended lease.


Amended Unit Occupancy - Previous Rent

The Previous Rent for the unit. This field is read-only and is computed according to the Gross Potential Rent charges for all leases in this unit.


Amended Unit Occupancy - New Current Rent

The new Current Rent for the units on the new lease. This field is read-only and is computed according to the Gross Potential Rent charges for all leases in this unit.


Amended Unit Occupancy - Occupied

The occupancy status of the units on the new lease.


Transaction Date

Enter the date to be used as the transaction date on transactions created during the Effective Now process. This is usually the date the entries are created.


Accounting Date

Enter the date to be used as the accounting date on the entries or accept the prefilled date. This date is used to determine the General Ledger period affected by the entries created during the Effective Now process.


Vacancy Loss Date

Enter the date to be used in vacancy loss calculations. For units being removed from the lease during the Amend Lease process, this is the end date for vacancy loss calculations. The start date for vacancy loss calculations for units being added during the Amend Lease process is the vacancy loss date plus one day.


Occupied Date

The date used on the Unit Occupancy History record for both unit(s) added or removed from the lease. It is also the date used in the calculation of occupancy if the controls on the property record are set to "occupied" rather than "leased." If the controls are set to "leased," the Effective date is used for the calculation of occupancy.


Recurring Charge Date

The date that the old recurring charges end and the new recurring charges begin. If you have an existing termination date on the recurring charge, it will not be overwritten if it is older than the date entered here.

Any prorated charges created for the new lease will prorate from the Recurring Charge Date plus one day.


Straight Line Rent Date

The date used for the Straight Line Rent (SLR) adjustments for the new (or original) and old lease. This field is read-only if there are no SLR control records set up for the new (original) lease. Any SLR adjustments created for the new lease will be dated with the Straight Line Rent date plus one day.


[OK]

Accepts the entries made to the fields on the window and starts the Effective Now process.


[Cancel]

Closes the window and returns to the Edit Amended Lease window.


[Help]

Starts Help and displays information about this window.


[Lease History]

Shows the Lease History for the lease, including renewals and amendments.


Lease

The lease ID for the current lease.


[Move to History]

Changes the status of a Terminated lease to Historical.

In Terminate Lease, this option allows you to reconcile the account to zero before changing the status.


Amend Lease - Lease History

Use to view history information about a lease. With the exception of attachments, you cannot modify information displayed in this window. Information will only display if a lease has history (or lease modification records). Lease modification records are created when a lease is amended or renewed.


Lease History display grid

The Lease History grid displays fields on the lease modification records.

The grid shows the Modification Date (the date on which the modification record was created), and the Modification Type, which could be Amendment or Renewal.

The Lease ID and Revision Numbers are displayed for the lease before the change and displayed for the lease after the change (New Lease Revision Number).

Date fields in this grid are displayed for intended dates only, showing the original and new Lease Start Dates, Lease End Dates, and Lease Move-in and Move-out Dates.

If any attachments exist, click on the attachment paperclip icon to access the Lease Modification Attachments window.

Note

•	If you right click in the column headings, you can choose to Hide/Show Columns to select the columns you want to view.


Lease

The lease ID for the current lease.


[Close]

Closes this window and returns to the previous window.


[Help]

Starts Help and displays information about this window.


Change Entries (Tasks menu)

Use to correct previously entered transactions, payments, and miscellaneous income source payments. Error correction might include the need to reapply tenant payments, delete charges, or adjust miscellaneous income source payments. From the Change Entries window, you can filter records for Tenant Payments, Tenant Transactions, and Miscellaneous Income source payments. Each tab contains search fields that let you select the exact records you want to change.

 Windows

Related Topics


Change Entries windows

 Change Entries - Selection Filter

 Change Entries - Tenant Payment Selection List

 Change Entries - Tenant Transaction Selection List

 Change Entries - Misc. Income Source Selection List

 Change Entries - Void Misc. Income Payment

 Change Entries - Enter Accounting Date

 Change Entries - Tenant Payment Details

 Change Entries - Edit Tenant Payment

 Change Entries - Reapply Tenant Payment

 Change Entries - Void Tenant Payment

 Change Entries - Edit Tenant Payment Transaction

 Change Entries - Edit Tenant Transaction

 Change Entries - Edit Misc. Income Payment Transaction

 Change Entries - Retain Activity

 Change Entries - Reapply Misc. Income Payment

 Change Entries - Misc. Income Payment Details

 Change Entries - Edit Misc. Income Payment


Change Entries - Selection Filter window

Use to select a category of record, filtering out unnecessary records so you can view only those you are interested in. You can filter records for Tenant Payments, Tenant Transactions, and Miscellaneous Income payments. Each tab contains search fields by which to filter records. To further limit selection criteria, click [Conditions]. To view a list of the records that match the selected filters and conditions, click [Find].

Tenant Payments tab — Use to filter records by Tenant, Payment Date, or Accounting Date.

Tenant Transactions tab — Use to filter records by Property, Lease, Tenant, or Accounting Date. Different fields display on this window based on your Lease Selection Option in PM Settings (Preferences tab). Lease Selection Options include:

Property-Unit: displays Property, Unit, Lease, Tenant, and Accounting date fields

Tenant ID-Tenant Name: displays Tenant, Lease, Unit, and Accounting date fields

Lease ID: displays Lease, Unit, Tenant, and Accounting date fields

Misc. Income Source tab — Use to filter records by Property, Miscellaneous Income Source, or Accounting Date.

Note

•	Adding Conditions to your filters may slow down search time but, if used appropriately, it will return a shorter list of records.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Close]

Closes this window and returns to the main Property Management window.


[Help]

Starts Help and displays information about this window.


Paying tenant

To display payments for a specific Paying tenant, select that tenant from the list.


Payment date

To display only payments with a specific Payment date, enter that Payment date.


Accounting date

To display only payments with a specific Accounting date, enter that Accounting date.


File: New

Displays payments in the new transaction file.


File: Current

Displays payments in the current transaction file.


[Conditions]

Opens the Conditions window where you can limit the payments that are displayed for processing.


[Find]

Opens the Selection List window that displays the payments that meet the filter criteria.


Property

To display transactions for a specific Property, select that Property from the list.


Tenant

To display transactions for a specific Tenant, select that Tenant from the list.


Lease

To display transactions for a specific Lease, select that Lease from the list.


Unit

To display transactions for a specific Unit, select that Unit from the list.


Accounting date

To display only payments with a specific Accounting date, enter that Accounting date.


File: New

Displays payments in the new transaction file.


File: Current

Displays payments in the current transaction file.


[Conditions]

Opens the Conditions window where you can limit the information that is processed.


[Find]

Opens the Selection List window where you select the transaction you would like to process.


Property

To display payments for a specific Property, select that Property from the list.


Miscellaneous income source

Select the Miscellaneous income source description. The income source descriptions that display are based on the Property entered in the Property field.


Accounting date

To display only payments with a specific Accounting date, enter that Accounting date.


File: New

Displays miscellaneous income payments in the new transaction file.


File: Current

Displays miscellaneous income payments in the current transaction file.


[Conditions]

Opens the Conditions window where you can limit the information that is processed.


[Find]

Opens the Selection List window where you select the payment you would like to process.


Change Entries - Tenant Payment Selection List
Change Entries - Tenant Payment Selection List window

Use to select the payment you would like to change. The items in the payment list must meet the criteria specified in the Selection Filter window. Use the arrow keys to move up and down through the list of payments. The list is sorted by Tenant and then by payment date in ascending date order.

Payments that have been processed as "returned checks" (Tasks/Returned Checks), or "voided" in a previous session of Change Entries will not display in this list.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Selection list

Move the selection bar to highlight the payment you want to process, then click the appropriate button. Click [View/Edit] to view or edit the payment and its detail transactions; click [Reapply] to reapply the payment, click [Void] to void the payment.


[View/Edit Detail]

Opens the Payment Details window, which displays the payment information and how the payment was distributed.


[Reapply]

Opens the Reapply Payment window, where you can reapply the payment to different open items, change the paying tenant, or change the payment amount.


[Void]

Opens the Void Payment window where you can void the selected payment.


[Close]

Closes the window and returns to the Selection Filter window.


[Help]

Starts Help and displays information about this window.


Change Entries - Tenant Transaction Selection List window

Use to select the transaction you would like to edit. The items in the list meet the criteria specified in the filter Selection Filter window. Use the arrow keys to move up and down through the list of transactions. Transactions that have been "voided" in a previous session of change Entries will not display in this list.

Note

•	When voiding transactions in the New Transaction file, you will be given the option to delete the record entirely or to retain the voided transaction (in this case reversing entries will be created). When voiding transactions, in the Current transaction file, reversing entries will always be created.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Selection list

Move the selection bar to highlight the transaction you want to process, and then click the appropriate button. Click [Edit] to view or edit the payment; click [Void] to void the payment.


Transaction information

Displays information about the selected transaction, including the Property, Lease/Revision number, Tenant, and Unit.


[Edit]

Opens the Edit Charge Transaction window, where you can edit transaction information.


[Void]

Voids the selected Transaction.


[Close]

Closes the window and returns to the Selection Filter window.


[Help]

Starts Help and displays information about this window.


Change Entries - Transaction Selection List window
Change Entries - Misc. Income Source Selection List window

Use to select the miscellaneous income source payment you would like to process. The items in the list meet the criteria specified in the Selection Filter window. Use the arrow keys to move up and down through the list of payments. The list is sorted by Property, Miscellaneous Income Source, and then by payment date in ascending date order.

Payments that have been voided in a previous session of Change Entries will not display in this list.

•	For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Selection list

Move the selection bar to highlight the item you want to process, then click the appropriate button. Click [View/Edit Detail] to view or edit the payment; click [Reapply] to reapply the payment; click [Void] to void the payment.


[View/Edit Detail]

Opens the Misc. Income Payment Details window, which displays the payment information and how the payment was distributed.


[Reapply]

Opens the Reapply Misc. Income Payment window, where you can reapply the payment to a different miscellaneous income source or change the payment amount.


[Void]

Opens the Void Misc. Income Payment Information window where you can void the selected payment.


[Close]

Closes the window and returns to the Selection Filter window.


[Help]

Starts Help and displays information about this window.


Change Entries - Void Miscellaneous Income Payment
Change Entries - Void Misc. Income Payment window

Use to enter information about the Miscellaneous Income payment that you want to void. Void payment information includes the void date and description. The accounting date may also be specified based on the Accounting date option chosen under the Task Options tab in PM Settings.

If the payment you have chosen to void is in the New file, you have the choice of retaining or deleting the payment details.

•	If you choose to delete the payment details, the original entry will be deleted from the New file.

•	If you choose to retain the payment details, the amount of the transaction in the New file will be set to zero and the transactions will be marked as voided. They will post when Post Entries is run from the Tasks menu.

Payments in the Current file will be reversed with no option to delete because the reversing transactions are needed to update the accumulated miscellaneous income totals for the property.

For help on an item in this window, click [image] on the toolbar and then click the item.


Void date

Enter the date the payment will be voided. This date also serves as the Transaction date for the void transactions.


Accounting date

The appearance and accessibility of this item is determined by the option you selected in the Accounting Date Options (PM Settings, Task Options tab). The accounting date determines which General Ledger period will be affected by the reversing payment entries.

•	If this item appears as "Accounting date" and is accessible, enter the accounting date to be used on the reversing payment entries listed in the grid.

•	If this item is not accessible, the accounting date used on the reversing payment entries will be the same as the accounting date on the original payment entries.

•	If this item appears with the options Original and Specific, select the appropriate option. If you select Original, the accounting date used on the reversing payment entries will be the same as on the original payment entries. If you select Specific, enter the accounting date to be used on all the reversing entries listed in the grid.


Description

Enter a Description of the voided transaction. This field prefills with the check number (or miscellaneous ID or cash) and the term "Voided".


Retain activity

Retains the details of this payment after it is voided.


Delete

Deletes the details of this payment after it is voided. The option to delete exists only for payments being voided from the New transaction file.


Void Misc. Income Payment transaction list

Displays the transactions that were paid with this cash receipt, which will be reversed once this payment is voided.


[OK]

Accepts the entered information, voids the payment, and returns to the Misc. Income Source Selection List window.


[Cancel]

Cancels the void, closes the window, and returns to the Misc. Income Source Selection List window.


[Help]

Starts Help and displays information about this window.


Change Entries - Enter Accounting Date
Change Entries - Enter Accounting Date window

Use to enter the Accounting date to be used on the reversing entry created by voiding this transaction. The appearance and accessibility of this item is determined by the option you selected in the Accounting Date Options (PM Settings, Task Options tab). The accounting date determines which General Ledger period will be affected by the reversing transactions.

If this item appears as "Accounting date" and is accessible, enter the accounting date to be used on the reversing transactions.

If this item appears with the options Original and Specific, select the appropriate option. If you select Original, the accounting date used on the reversing transactions will be the same as on the original transactions. If you select Specific, enter the accounting date to be used on all the reversing transactions.


Accounting date

If this item appears as "Accounting date" and is accessible, enter the accounting date to be used on the reversing transactions.

If this item appears with the options Original and Specific, select the appropriate option. If you select Original, the accounting date used on the reversing transactions will be the same as on the original transactions. If you select Specific, enter the accounting date to be used on all the reversing transactions.


[OK]

Accepts the accounting date information, voids the transaction, and returns to the Tenant Transaction Selection List window.


[Cancel]

Cancels the void, closes the window, and returns to the Tenant Transaction Selection List window.


[Help]

Starts Help and displays information about this window.


Change Entries - Tenant Payment Details

Use to view or edit payment record fields and detailed payment transactions that support the selected payment. Click [Edit Payment] to edit the selected payment. Click [Edit Transaction] to edit payment transactions. Click [Void] to void the selected payment.

For help on an item in this window, click [image] on the toolbar and then click the item.


Payment transactions

Use this grid to view detail transactions for this payment, including Transaction Type, Charge Date, Charge Type, Description, and Amount. Click the Edit Transaction field to open the Change Entries - Edit Payment Transaction window, where you can edit the transaction information.

Many fields are not accessible in this window. If it is necessary to edit the inaccessible fields, use the Reapply Payment feature.


[Edit transaction]

Opens the Change Entries - Edit Tenant Payment Transaction window, where you can edit the transaction information.

Many fields are not accessible in this window. If it is necessary to edit the inaccessible fields, use the Reapply Payment feature.


[Edit Payment]

Opens the Edit Tenant Payment window, where you can edit the payment information.


[Void]

Opens the Void Tenant Payment window, where you can enter the void payment information.


[Close]

Closes the window and returns to the Tenant Payment Selection list window.


[Help]

Starts Help and displays information about this window.


Change Entries - Edit Tenant Payment window

Use to edit the actual payment information.

Changing the Accounting date, Receiving bank, Bank deposit date, or Bank deposit ID will affect the PM Deposit record. Therefore, if one of these fields is changed, it will be changed on all payments received for this deposit.

For help on an item in this window, click [image] on the toolbar and then click the item.


Paying tenant

Displays the Paying tenant for this payment.

To change this field, you must use the Reapply Payment feature.


Drawer

Displays the name of the person who is making the payment if it is a person other than the tenant.

The title of this field may be different if you changed the description in Custom Descriptions.


Payment date

Accept the prefilled Payment date or enter a new date.


Accounting date

Accept the prefilled Accounting date or enter a new date.

If you change this date, the accounting date on related payment transactions and the accounting date on all payments in this deposit will also be changed.


Payment amount

Displays the Payment amount.

To change this field, you must use the Reapply Payment feature.


Payment method

Accept the prefilled Payment method or select a new method from the list.


Tenant's bank

Displays the Tenant's bank. This field is read-only unless "check" is the Payment method.


Check number

Displays the Check number. This field is read-only unless "check" is selected as the Payment method.


Miscellaneous ID

Displays the Miscellaneous ID for this payment. This field is read-only unless "other" is selected as the Payment method.


Receiving bank

Accept the prefilled Receiving bank or select a new one.

If this field is changed, the Receiving bank on all payments for this deposit will also be changed.


Bank deposit date

Accept the prefilled Bank deposit date or enter a new date. If this field is changed, the Bank deposit date on all payments for this deposit will also be changed.


Bank deposit ID

Accept the prefilled Bank deposit ID or enter a Bank deposit ID. If this field is changed, the Bank deposit ID on all payments for this deposit will also be changed.


[OK]

Accepts the edited fields and returns to the Tenant Payment Details window.


[Cancel]

Cancels the changes and returns to the Tenant Payment Details window.


[Help]

Starts Help and displays information about this window.


Change Entries - Reapply Payment window
Change Entries - Reapply Tenant Payment window

Use to reapply a payment to different open items or to apply the payment to a different tenant. The same payment distribution options available in Cash Receipts are also available here.

In the top area of the screen, indicate the paying tenant and the payment amount. Use the lower tabs to reapply the payment.

For help on an item in this window, click [image] on the toolbar and then click the item.


Paying tenant

Displays the Paying tenant for the payment. Accept the prefilled tenant or select a tenant from the list.

Note

•	If you change the Paying tenant, the amounts in the grids will be blanked out, and the grid tabs will be reset for the new tenant. You can then redistribute the payment to the new tenant. If you change the Paying tenant back to the original tenant, the distribution tabs will be reset to the original payment.


Payment Amount

Displays the amount of the payment. Accept the prefilled payment amount or enter a different amount.

Note

•	If you change the Payment Amount, the Amount Remaining field will be adjusted by the amount that changed. The remaining amount will need to be distributed before the changes can be saved.


Amount Remaining

Displays the amount of the payment remaining to apply.


Status

A black dot in this column indicates that the open item has been posted. A white dot indicates that the item has not been posted yet. A gray dot indicates the open item has been partially posted (for example, the item consists of a charge that has been posted and a partial payment that has not been posted).


Property

Displays the Property ID associated with the open item.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Displays the Unit ID associated with the open item.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Date

Displays the charge Date of the open item.


Charge

Displays the summary charge type of the open item. For example, RENT, PARKING, LC, CAM.


Item ID

Displays the Item ID of the open item. Item IDs are used to distinguish charges with the same charge type and charge date.


Open Amount

Displays the open balance of the open item (Charge Amount plus any debit adjustments less any payments and credits).


Payment Amount

Enter the amount of the payment that you want to assign to this open item.

As you assign Pay Amounts to open items, the Amount Remaining at the bottom of the window changes to reflect the amount of the payment that has not yet been assigned.

To clear all of the Pay Amounts in the open item grid, click the right mouse button while in the grid and select Clear Payment Amounts. To accept the payment distribution, click [OK].

You can click the other tabs, as appropriate, to assign the cash receipt to new charges, prepayments, deposits and/or open credits.


Lease:

Displays the selected lease ID.


Tenant:

Displays the name of the Tenant.


Filter:

Displays the filter selected for the lease.


Balance

Displays the Balance for the selected tenant.


Property

Select the Property associated with this tenant's charge or accept the prefilled property. If the tenant has multiple leases or units, there may be multiple properties to select from.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Select the Unit associated with this tenant's charge or accept the prefilled unit. If the tenant has multiple leases or units, there will be multiple units to select from.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Lease

Select the Lease associated with this tenant's new charge or accept the prefilled lease.


Date

Enter the charge Date for this new charge.


Charge Type

Select the appropriate Charge Type from the list.


Tax Group

Select the Tax Group or accept the prefilled Tax Group. After accepting this entry, the appropriate tax entries are created, and they appear beneath the related entry in the grid.


Charge Description

Accept the prefilled charge Description or enter a new Description. This description can print on statements, reports and inquiries.


Amount

Enter the Amount of the new charge. This Amount also represents the payment amount. Thus, you can only create charges that are completely paid by this payment. You cannot create charges that are left unpaid or charges that are partially paid.


Tenant:

Displays the name of the Tenant.


Balance:

Displays the Balance for the selected tenant.


Property

Select the Property associated with this prepayment or accept the prefilled property. If the tenant has multiple leases or units, there may be multiple properties to select from.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Select the Unit associated with this prepayment or accept the prefilled unit. If the tenant has multiple leases or units there may be multiple units to select from.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Lease

Select the Lease associated with this prepayment or accept the prefilled lease.


Date

Enter the charge Date of the future charge that this payment will be applied to.


Charge Type

Select the appropriate Charge Type from the list.


Tax Group

Select the Tax Group or accept the prefilled Tax Group.  After accepting this entry, the appropriate tax entries are created, and they appear beneath the related entry in the grid.


Payment Description

Enter a Description for the payment or accept the prefilled description.


Payment Amount

Enter the amount of this prepayment as a positive amount.


Date

Enter the Date to be used for the open credit. This prefills with the original payment date of this payment.


Amount

Enter the Amount of the payment to be designated as an open credit. Enter the amount as a positive amount.


Description

Enter the Description for the open credit transaction or accept the prefilled description. This description can appear on statements, reports and inquiries.


Lease

Select the Lease this open credit applies to, if there is more than one lease for the tenant. This allows the use of the appropriate prefix for the General Ledger transactions that are generated for the open credit.


Print on invoice

Mark this box to print this open credit on the invoice report. Leave the box unmarked if you do not want this open credit to be included on invoices.


Tenant:

Displays the Tenant name associated with this payment.


Balance:

Displays the Balance for the selected tenant.


Property

Displays the Property associated with this deposit type.

The title of this item may be different if you changed the description of PM Property in Custom Descriptions.


Unit

Displays the Unit associated with this deposit type.

The title of this item may be different if you changed the description of PM Unit in Custom Descriptions.


Deposit Type

Displays the type of deposit, such as Security, Key, Pet, Cleaning.


Refundable

Displays a check mark if this deposit is refundable.


Deposit Balance

Displays the total of the deposits held, excluding interest, for this deposit type.


Adjustment Date

Enter the date to be used as the charge date on the deposit charge that is created.


Adjustment Amount

Enter the amount of the payment to be applied as a deposit. Enter the amount as a positive amount. This is the amount the deposit is increasing, not the new total of the deposit held.


Tenant:

Displays the Tenant name associated with this payment.


Balance:

Displays the Balance for this tenant.


[OK]

Accepts entry changes, updates the related records, and returns to the Tenant Payment Selection List window.


[Cancel]

Cancels the changes and returns to the Tenant Payment Selection List window.


[Help]

Starts Help and displays information about this window.


Change Entries - Void Tenant Payment window

Use to enter information about the payment that you wish to void. Void payment information includes the void date and description. The accounting date may also be specified based on the Accounting date option chosen under the Task Options tab in PM Settings.

If the payment you want to void is in the new transaction file, you will have the chance to delete the entry. You can delete entries in the new file. Payments in the Current file will be reversed with no option to delete because the reversing transactions are needed to update the tenant and lease balances.

For help on an item in this window, click [image] on the toolbar and then click the item.


Void date

Enter the date the payment will be voided. This date also serves as the Transaction date for the void transactions.


Accounting date

The appearance and accessibility of this item is determined by the option you selected in the Accounting Date Options (PM Settings, Task Options tab). The accounting date determines which General Ledger period will be affected by the reversing payment entries.

•	If this item appears as "Accounting date" and is accessible, enter the accounting date to be used on the reversing payment entries listed in the grid.

•	If this item is not accessible, the accounting date used on the reversing payment entries will be the same as the accounting date on the original payment entries.

•	If this item appears with the options Original and Specific, select the appropriate option. If you select Original, the accounting date used on the reversing payment entries will be the same as on the original payment entries. If you select Specific, enter the accounting date to be used on all the reversing entries listed in the grid.


Description

Enter a Description of the voided payment. This field prefills with the check number (or miscellaneous ID or cash) and the term "Voided".


Void Payment transaction list

Displays the transactions that were paid with this cash receipt and that will be reinstated as open items once this payment is voided.


[OK]

Accepts your entries and processes the payment as a void, then returns to the Tenant Payment Selection List window.


[Cancel]

Closes the window without creating transactions and returns to the Tenant Payment Selection List window.


[Help]

Starts Help and displays information about this window.


Change Entries - Edit Tenant Payment Transaction window

General tab  — Use to edit the payment transaction for both posted and unposted transactions. The Lease Selection Options set up in PM Settings (Preferences tab) will determine which of these fields will be available and in what order they display. For a Lease Selection Option of Property-Unit, the fields include Property, Unit, Lease/Revision, and Tenant. For a Lease Selection Option of Lease ID, the fields include Lease/Revision, Unit, and Tenant. For a Lease Selection Option of Tenant ID and Tenant Name, the fields include Tenant, Lease Revision, and Unit. If the transaction you are editing is a reference or an accumulator adjustment, the prefilled fields default to the Lease Selection Option of Property-Unit.

GL Accounts tab — Use to edit GL accounts for both posted and unposted transactions.

Miscellaneous tab — Use to edit miscellaneous fields for the transactions.

For help on an item in this window, click [image] on the toolbar and then click the item.


Property

Select a Property from the list or accept the prefilled Property.


Tenant

Displays the Tenant ID. Use Reapply payment to change this field.


Lease

Displays the Lease ID. This field is not accessible.


Unit

Displays the Unit ID. This field is not accessible.


Transaction date

Enter the date the transaction was created or accept the prefilled date.


Charge date

Displays the Charge date. This field is not accessible.


Accounting date

Displays the Accounting date. This field is not accessible.


Description

Enter the Description for this transaction or accept the prefilled Description.

Note

•	If this entry is changed in the new file and the open item already exists in the current file, the Description will not change on the open item record. If you want to change the description for the open item, you will need to change it after you have posted this transaction.


Charge type

Select the Charge type for this transaction. The selection is limited to charge types that share the same summary charge type. This is because the open item record for the transaction has already been created and paid.

If this is an open credit, this field is not accessible.


Summary charge type

Displays the Summary charge type based on the charge type selected. This field is not accessible.


Item ID

Displays the Item ID for this transaction. This field is not accessible.


Amount

Displays the payment Amount. Use Reapply payment to change this field.


Accrual debit account

Accept the prefilled Accrual debit account or select an account from the list.


Accrual credit account

Accept the prefilled Accrual credit account or select an account from the list.


Cash debit account

Accept the prefilled Cash debit account or select an account from the list.


Cash credit account

Accept the prefilled Cash credit account or select an account from the list.


I/C receivable account

Accept the prefilled Intercompany receivable account or select an account from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


I/C receivable cash account

Accept the prefilled Intercompany receivable cash account or select an account from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


I/C payable account

Accept the prefilled Intercompany payable account or select the account from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


I/C payable cash account

Accept the prefilled Intercompany payable cash account or select one from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer to account

Accept the prefilled Transfer to account or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer from account

Accept the prefilled Transfer from account or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer to bank

Select the prefilled Transfer to bank or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer from bank

Select the prefilled Transfer from bank account or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Deposit type

Displays the Deposit type for this transaction. This field is read-only unless the charge type is DEP, in which case you can edit the field.


Tax group

Displays the Tax group for this transaction. This field is not accessible.


Tax rate ID

Displays the Tax rate ID for this transaction. This field is not accessible.


Tax associated charge type

Displays the associated charge type for this transaction. This field is not accessible. Refer to the Help topic "About the tax associated charge type" for further information.


Reference

Enter a Reference for this transaction or accept the prefilled Reference. A Reference is an optional piece of information that can be associated with an entry. It can be used in reports and inquiry, and to accumulate totals. Enter a reference (up to 10 characters) or leave this field blank.


Print on invoice

This option is not accessible for payment transactions.


Subject to late charge

This option is not accessible for payment transactions.


GL Journal

Select the General Ledger journal on which you want to include this transaction.


Accumulator ID

Displays the Accumulator ID. This field is not accessible.


Adjustment

This field is not accessible for payment transactions.


[OK]

Accepts your entries and then returns to the Tenant Payment Details window.


[Cancel]

Closes the window without updating information and returns to the Tenant Payment Details window.


[Help]

Starts Help and displays information about this window.


Change Entries - Edit Tenant Transaction window

General tab — Use to edit the charge transaction for both posted and unposted transactions. The Lease Selection Options set up in PM Settings (Preferences tab) will determine which of these fields will be available and in what order they display. For a Lease Selection Option of Property-Unit, the fields include Property, Unit, Lease/Revision, and Tenant. For a Lease Selection Option of Lease ID, the fields include Lease/Revision, Unit, and Tenant. For a Lease Selection Option of Tenant ID and Tenant Name, the fields include Tenant, Lease Revision, and Unit. If the transaction you are editing is a reference or an accumulator adjustment, the prefilled fields default to the Lease Selection Option of Property-Unit.

GL Accounts tab — Use to edit GL accounts for both posted and unposted transactions. If the Lease or Charge Type change, the accounts will prefill based on the Charge Type setup.

Miscellaneous tab — Use to edit miscellaneous fields for the transactions.

For help on an item in this window, click [image] on the toolbar and then click the item.


Property

Select a Property from the list or accept the prefilled Property.


Tenant

Select a Tenant from the list or accept the prefilled Tenant.


Lease

Select a Lease from the list or accept the prefilled Lease.


Unit

Select a Unit from the list or accept the prefilled Unit.


Transaction date

Enter the date the transaction was created or accept the prefilled date.


Charge date

Enter the Charge date for the transaction or accept the prefilled date. This field is not accessible for Reference or Accumulator Adjustment entries.


Accounting date

Enter the Accounting date for this transaction or accept the prefilled date.


Description

Enter the Description for this transaction or accept the prefilled Description.

Note

•	If this entry is changed in the new file and the open item already exists in the current file, the Description will not change on the open item record. If you want to change the description for the open item, you will need to change it after you have posted this transaction.


Charge type

Select the Charge type for this transaction or accept the prefilled Charge type.

If the transaction type for this charge is Accumulator Adjustment or Reference, this field is not accessible.


Summary charge type

Displays the Summary charge type based on the charge type selected.


Item ID

Enter an Item ID or accept the prefilled ID.

The Item ID is an optional piece of information to help you identify the source of this charge, such as purchase order number, a work order number, or a billing reference number.

Entries with the same Charge Date, Summary Charge Type, and Item ID are combined into one open item. If you have two MAINT charges for a lease on the same day, and you want them to appear as two separate items on statements, enter unique Item IDs for the two charges.

This field is read-only if the transaction charge type is a deposit and prefills with the deposit type.

Note

•	If this entry is changed in the new file and the open item already exists in the current file, the Item ID will not change on the open item record. If you want to change the Item ID for the open item, you will need to change it after you have posted this transaction.


Amount

Displays the values of the charge amount, credit amount, or miscellaneous amount depending on the transaction type.

This field displays the charge amount for charges and charge adjustments, the credit amount for credit adjustments and bad debt write-offs, and the miscellaneous amount for accumulator adjustments and references.


Accrual debit account

Accept the prefilled Accrual debit account or select an account from the list.


Accrual credit account

Accept the prefilled Accrual credit account or select an account from the list.


Cash debit account

Accept the prefilled Cash debit account or select an account from the list.


Cash credit account

Accept the prefilled Cash credit account or select an account from the list.


I/C receivable account

Accept the prefilled Intercompany receivable account or select an account from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


I/C receivable cash account

Accept the prefilled Intercompany receivable cash account or select an account from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


I/C payable account

Accept the prefilled Intercompany payable account or select the account from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


I/C payable cash account

Accept the prefilled Intercompany payable cash account or select one from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer to account

Accept the prefilled Transfer to account or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer from account

Accept the prefilled Transfer from account or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer to bank

Select the prefilled Transfer to bank or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer from bank

Select the prefilled Transfer from bank account or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Deposit type

Displays the Deposit type for this transaction. This field is read-only unless the charge type is Deposit, in which case you can edit the field.


Tax group

Select the Tax group for this transaction or accept the prefilled Tax group. If the lease or charge type changes, the field is prefilled.


Tax rate ID

Select the Tax rate ID for this transaction or accept the prefilled Tax rate ID.


Tax associated charge type

Displays the associated charge type for this transaction. This field is read-only unless the charge type is TAX. When a payment is applied to a tax charge transaction, the system uses the entry in this field to retrieve the General Ledger prefix required for cash basis accounting.

Refer to the Help topic "About the tax associated charge type" for further information.


Reference

Enter a Reference for this transaction or accept the prefilled Reference. A Reference is an optional piece of information that can be associated with an entry. It can be used in reports and inquiry, and to accumulate totals. Enter a reference (up to 10 characters) or leave this field blank.


Print on invoice

Mark this box if you want this entry to Print on the invoice for this tenant.

Note

•	If this entry is changed in the new file and the open item already exists in the current file, the option to Print on invoice will not change on the open item record. If you want to change the Print on invoice option for the open item, you will need to change it after you have posted this transaction.


Subject to late charge

Mark this box if this transaction is Subject to late charges.

Note

•	If this entry is changed in the new file and the open item already exists in the current file, the Subject to late charge option will not change on the open item record. If you want to change the Subject to late charge option for the open item, you will need to change it after you have posted this transaction.


GL journal

Select the General Ledger journal or accept the prefilled journal on which you want to include this transaction.


Accumulator ID

Select an Accumulator ID or accept the prefilled ID. This field is only accessible if this is an accumulator adjustment transaction.


SM Invoice

This field displays the invoice number of the invoice created in Service Management that generated this charge. This field is not accessible.

Note:

The title of this item may be different if you changed the description of SM Invoice in Custom Descriptions (File > Data Folder Settings > Custom Descriptions).


Adjustment

Mark this box to flag the transaction as an adjustment so that it can be printed in a report that includes these types of flagged items.


[OK]

Accepts your entries and then returns to the Tenant Transaction Selection List window.


[Cancel]

Closes the window without updating information and returns to the Tenant Transaction Selection List window.


[Help]

Starts Help and displays information about this window.


Change Entries - Edit Miscellaneous Income Payment Transaction window
Change Entries - Edit Misc. Income Payment Transaction window

General tab—Use to edit the miscellaneous income transaction for both posted and unposted transactions.

GL Accounts tab—Use to edit general ledger accounts for both posted and unposted transactions.

For help on an item in this window, click [image] on the toolbar and then click the item.


Miscellaneous Income Source

Displays the Miscellaneous Income Source for the payment. Use Reapply Payment to change this field.


Transaction date

Enter the Transaction date for this entry or accept the prefilled date.


Accounting date

Displays the Accounting date. This field is not accessible.


Amount

Displays the Amount. Use Reapply Payment to change this field.


GL journal

Enter the General Ledger journal number or accept the prefilled journal number.


Tax group

Displays the Tax group for this transaction. This field is not accessible.


Tax rate

Displays the Tax rate for this transaction. This field is not accessible.


Description

Enter a Description for this transaction or accept the prefilled description.


Accrual debit account

Accept the prefilled Accrual debit account or select an account from the list.


Accrual credit account

Accept the prefilled Accrual credit account or select an account from the list.


Cash debit account

Accept the prefilled Cash debit account or select an account from the list.


Cash credit account

Accept the prefilled Cash credit account or select an account from the list.


I/C receivable account

Accept the prefilled Intercompany receivable account or select an account from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


I/C payable account

Accept the preflled Intercompany payable account or select the account from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


I/C receivable cash account

Accept the prefilled Intercompany receivable cash account or select an account from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


I/C payable cash account

Accept the prefilled Intercompany payable cash account or select one from the list.

Note

•	The Intercompany accounts are prefilled based on your property and cash management controls. Changing this field may cause your intercompany General Ledger accounts to be out of balance. In addition, deleting one intercompany account will delete the corresponding intercompany account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer to account

Accept the prefilled Transfer to account or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer from account

Accept the prefilled Transfer from account or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer to bank

Accept the prefilled Transfer to bank or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


Transfer from bank

Accept the prefilled Transfer from bank or select one from the list.

Note

•	The transfer accounts are prefilled based on your property and cash management controls. Changing this field may cause your intracompany General Ledger accounts to be out of balance. In addition, deleting one transfer account will delete the corresponding transfer account and, when you exit the Change Entries session, you will not be able to re-enter these accounts.


[OK]

Accepts your entries and then returns to the Misc. Income Payment Details window.


[Cancel]

Closes the window without updating information and returns to the Misc. Income Payment Details window.


[Help]

Starts Help and displays information about this window.


Change Entries - Retain Activity window

Use to specify whether the details of a payment being voided should be retained or deleted. This choice is available because the payment is in the new transaction file. Only entries in the new file can be deleted.

If you choose to delete the entries, the original entry will be deleted from the new file. If you choose to retain the detail, the amount of the transactions in the new file will be set to zero and the transactions will be marked as voided. They will post when Post Entries is run from the Tasks menu.

You can also specify the void date on this window.


Delete

Deletes the details of this payment when it is voided.


Void date

Enter the transaction date you want used for the Void date on the payment transaction. (This option is available if you selected Retain activity.)


[OK]

Accepts the entries, voids the payment, and returns to the Misc. Income Source Selection List window.


Change Entries - Miscellaneous Income Payment Details
Change Entries - Misc. Income Payment Details window

Use to view or edit payment record fields and detailed payment transactions that support the selected miscellaneous income payment. Click [Edit Payment] to edit the selected payment. Click [Edit Transaction] to edit payment transactions. Click [Void] to void the selected payment.

For help on an item in this window, click [image] on the toolbar and then click the item.


Payment transactions

Use this grid to view detail transactions for this payment, including Miscellaneous Income Source, Transaction Date, Tax Group, Description, and Amount. Click [Edit Transaction] to open the Edit Misc. Income Payment window, where you can edit the transaction information.

Many fields are not accessible in this window. If it is necessary to edit the inaccessible fields, use the Reapply Payment feature.


[Edit Transaction]

Opens the Edit Misc. Income Payment Transaction window, where you can edit the transaction information.

Many fields are not accessible in this window. If it is necessary to edit the inaccessible fields, use the Reapply Payment feature.


[Edit Payment]

Opens the Edit Misc. Income Payment window, where you can edit the payment information.


[Close]

Closes the window and returns to the Misc. Income Source Selection List window


[Void]

Opens the Void Misc. Income Payment window, where you can enter the void payment information.


[Help]

Starts Help and displays information about this window.


Change Entries - Reapply Miscellaneous Income Payment
Change Entries - Reapply Misc. Income Payment window

Use to reapply a miscellaneous income payment to a different miscellaneous income source or to change the payment amount. The same payment distribution options available in Cash Receipts are also available here.

In the top area of the screen, indicate the Miscellaneous Income Source and the Payment Amount. Use the lower grid to reapply the payment.

For help on an item in this window, click [image] on the toolbar and then click the item.


Misc. income source

Displays the Misc. income source for the payment. Accept the prefilled Misc. income source or select an income source from the list.


Payment amount

Displays the amount applied to this transaction. Accept the prefilled amount or enter a different amount.


Misc. Income Source

Displays the Misc. Income Source for the payment. This field is not accessible. To change this value, change the Misc. Income Source in the top area of the window.


Tax Group

Displays a Tax Group if one exists for the miscellaneous income source. Accept the default Tax Group or select a Tax Group from the list.


Description

Enter a Description (up to 30 characters) for the miscellaneous Income entry. This field may prefill based on the miscellaneous income source or the tax rate description.


GL Accrual Credit

Accept the prefilled accrual credit account or select an account from the list.

For the miscellaneous income transaction, this account is pulled from the setup of the miscellaneous income source on the property. For tax transactions, the base account is pulled from the tax rate setup; the prefix is pulled from the miscellaneous income source on the property and adjusted for the balance sheet level, if appropriate.


GL Cash Credit

Accept the prefilled cash credit account or select an account from the list.

For the main miscellaneous income transaction, this account is pulled from the setup of the miscellaneous income source on the property. For tax transactions, the base account is pulled from the tax rate setup; the prefix is pulled from the miscellaneous income source on the property and adjusted for the balance sheet level, if appropriate.


Amount

Displays the amount of the payment. Accept the prefilled payment amount or enter a different amount.

Note

•	If you change the Amount, the Amount Remaining field will be adjusted by the amount that changed. The remaining amount will need to be distributed before the changes can be saved.


Entry grid icons

The icons displayed in the first column of entry grids indicate the status of individual lines (rows).

This icon	Indicates

The current, or active, line.

Where a new line can be added. This icon displays in the last line of the grid.

That information on this line has been changed, but not yet saved. Move to another line to save the changes, or press [Esc] to cancel them.

See About changing entries in grids and About moving around in entry grids for more information.


Amount Remaining

Displays the amount of the payment remaining to apply. This amount must be equal to 0.00 before you can exit this window.


[Help]

Starts Help and displays information about this window.


[Cancel]

Cancels the changes and returns to the Misc. Income Source Selection List window.


[OK]

Accepts entry changes, updates the related records, and returns to the Misc. Income Source Selection List window.


Change Entries - Edit Miscellaneous Income Payment
Change Entries - Edit Misc. Income Payment window

Use to edit the actual miscellaneous income payment information.

Changing the Accounting date, Receiving bank, Bank deposit date, or Bank deposit ID will affect the PM Deposit record. Therefore, if one of these fields is changed, it will be changed on all payments received for this deposit.

For help on an item in this window, click on the toolbar and then click the item.


Miscellaneous Income Source

Displays the Miscellaneous Income Source for this payment. To change this field, you must use the Reapply Payment feature.


Drawer

Displays the name of the person who is making the payment. This field can be used for reporting.

The title of this field may be different if you changed the description in Custom Descriptions.


Payment date

Accept the prefilled Payment date or enter a new date.


Accounting date

Accept the prefilled Accounting date or enter a new date.

If you change this date, the accounting date on related payment transactions and the accounting date on all payments in this deposit will also be changed.


Payment amount

Displays the Payment amount.

To change this field, you must use the Reapply Payment feature.


Payment method

Accept the prefilled Payment method or select a new method from the list.


Tenant's bank

Displays the Tenant's bank. This field is read-only unless "check" is the Payment method.


Check number

Displays the Check number. This field is read-only unless "check" is selected as the Payment method.


Misc ID

Displays the Misc. ID for this payment. This field is read-only unless "other" is selected as the Payment method.


Receiving bank

Accept the prefilled Receiving bank or select a new one.

If this field is changed, the Receiving bank on all payments for this deposit will also be changed.


Bank deposit date

Accept the prefilled Bank deposit date or enter a new date. If this field is changed, the Bank deposit date on all payments for this deposit will also be changed.


Bank deposit ID

Accept the prefilled Bank deposit ID or enter a new ID. If this field is changed, the Bank deposit ID on all payments for this deposit will also be changed.


[OK]

Accepts the edited fields and returns to the Misc. Income Payment Details window.


[Cancel]

Cancels the changes and returns to the Misc. Income Payment Details window.


[Help]

Starts Help and displays information about this window.


Formula records

When use of a formula is allowed within a task, the formula is selected from a combined list of application (or PM Formulas), and your own user formulas. The record types used within the formula determine the list of formulas. If you do not find a particular formula on the selection list of available formulas, the formula you are looking for may contain a record type(s) that may not be used within a formula for the particular task.

Scroll down this list of record types allowed and record types requiring lookups for the different tasks that can use formulas. Records in the Record Types Allowed column can be accessed directly. To access fields on records in the Record Types Requiring Lookups, you will need to use the LOOKUP function.

 How?

Accumulator Formulas: Transaction Formula

Record Types Allowed	Record Types Requiring Lookups
Batch Transaction Property Property custom fields Property Charge Controls Unit Unit custom fields Tenant Tenant custom fields Lease Lease custom fields Lease Charge Controls Charge Type	Property Accumulator — calendar Unit Accumulator — calendar Property Square Footage Unit Square Footage
Accumulator Formulas: Ledger Adjustment Formulas

Record Types Allowed	Record Types Requiring Lookups
Batch Ledger Adjustment Transaction Property Property custom fields Unit  Unit custom fields Lease Lease custom fields	Property Accumulator — calendar Unit Accumulator — calendar
Accumulator Formula: Miscellaneous Transaction Formula

Record Types Allowed	Record Types Requiring Lookups
Batch Misc Income Transactions Property Property custom fields Misc. Income Source Misc. Income Source custom fields	Property Accumulator — calendar
Accumulator Formula: Fee Payment Formula

Record Types Allowed	Record Types Requiring Lookups
Batch Fee Payment Transaction Property Property custom fields Unit Property Management Fee Controls Lease Lease custom fields Lease Broker Commission Controls	<None>
Calculation Methods Formula: Escalation Formula

Record Types Allowed	Record Types Requiring Lookups
Lease Lease custom fields Lease Index Escalation Controls	<None>
Calculation Methods Formula: Recoverable Expenses Formula

Record Types Allowed	Record Types Requiring Lookups
Lease Recovery Expense Category amounts Lease Recovery Controls Lease Recovery Expense Category Controls Lease Recovery Concession Period Lease Recovery Basis Results Lease	Property Square Footage Property Occupancy Monthly Unit Square Footage Unit Occupancy History
Calculation Methods Formula: Formula

Any record type can be selected for this formula, with or without a lookup.

Property Late Charge/Lease Late Charge Formula: Late Charge Formula

Record Types Allowed	Record Types Requiring Lookups
Open Item Lease Lease custom fields Lease Late Charge Controls Lease Late Charge custom fields Tenant Tenant custom fields	Interest Rate Lease Accumulator — calendar Property Accumulator — calendar Unit Accumulator — calendar Lease Recurring Charge Lease Recurring Charge custom fields Payment Property Property custom fields Unit Unit custom fields
Property Late Charge/Lease Late Charge Formula: Grace Days

Record Types Allowed	Record Types Requiring Lookups
Open Item Lease Lease custom fields Lease Late Charge Controls Lease Late charge custom fields Tenant Tenant custom fields	Lease Accumulator — calendar Property Accumulator — calendar Unit Accumulator — calendar Lease Recurring Charge Lease Recurring Charge custom fields Payment Property Property custom fields Unit Unit custom fields
Property Late Charge/Lease Late Charge Formula: Subject To

Record Types Allowed	Record Types Requiring Lookups
Open Item Lease Lease custom fields Lease Late Charge Controls Lease Late charge custom fields Tenant Tenant custom fields	Lease Accumulator — calendar Property Accumulator — calendar Unit Accumulator — calendar Lease Recurring Charge Lease Recurring Charge custom fields Payment Property Property custom fields Unit Unit custom fields
Property Setup/Management Fees Controls: Formula

Record Types Allowed	Record Types Requiring Lookups
Property Property Management Fee Controls Manager Broker	Property custom fields Property Management Fee custom fields Manager/Broker custom fields Fee payment transaction
Property Setup Formula: Retail Tenant Comparability Option Formula

Record Types Allowed	Record Types Requiring Lookups
Lease Lease custom fields Lease Percentage Rent Controls Lease Sales Category	<None>
Lease Recurring Charge formula: Charge Amount by Formula

Record Types Allowed	Record Types Requiring Lookups
Property Property custom fields Property Charge Controls Lease Lease custom fields Lease Charge Controls Lease Recurring Charge Recurring Charge custom fields Tenant Tenant custom fields Charge type	Interest Rate Lease Accumulator — calendar Property Accumulator — calendar Unit Accumulator — calendar Payment Open Item Property square footage Unit square footage Lease Deposit
Lease Percentage Rent: Overage Formula

Record Types Allowed	Record Types Requiring Lookups
Lease Lease custom fields Lease Percentage Rent Controls Property Property custom fields Unit Unit custom fields Tenant	Lease Sales Category Lease Breakpoint Lease Sales Volume Monthly Lease Sales Volume Tenant Year Lease Accumulator — calendar Property Accumulator — calendar Unit Accumulator — calendar
Lease Percentage Rent: Breakpoint Formula

Record Types Allowed	Record Types Requiring Lookups
Lease Lease custom fields Lease Percentage Rent Controls Lease Sales Category Lease Breakpoint Property Property custom fields Unit Unit custom fields Tenant	Lease Sales Volume Monthly Lease Sales Volume Tenant Year Lease Accumulator — calendar Property Accumulator — calendar Unit Accumulator — calendar
Lease Percentage Rent: Offset Formula

Record Types Allowed	Record Types Requiring Lookups
Lease Lease custom fields Lease Percentage Rent Controls Lease Sales Category Lease Breakpoint Property Property custom fields Unit Unit custom fields Tenant	Lease Accumulator — calendar Property Accumulator — calendar Unit Accumulator — calendar
Lease Percentage Rent: Cap Formula

Record Types Allowed	Record Types Requiring Lookups
Lease Lease custom fields Lease Percentage Rent Controls Lease Sales Category Lease Breakpoint Property Property custom fields Unit Unit custom fields Tenant	<None>


Effective Interest Rate function

Use to return the effective interest rate from the Property Management Interest Rate table for an Interest ID as of a specific date.

Syntax

Effective Interest Rate(Interest ID, Date)

Records used

Interest Rate.

Parameters

Interest ID -- an Interest ID from the Interest Rate table.

Date -- the "as of" date for the interest rate. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 6 decimal places.

 Example

 Components of formulas


Effective Interest Rate example

To find the PRIME2 interest rate as of July 1, 1999, use this function:

Effective Interest Rate("PRIME2" , NEWDATE(070199))

This function will return 8.000000, based on the following information in the Interest Rate record:

Interest ID	As of Date	Rate
PRIME1	12-01-99	7.250000
PRIME2	12-01-99	7.625000
PRIME2	6-01-99	8.000000
PRIME2	9-01-99	7.825000
Note

•	This function uses the As of Date to determine the Interest Rate to use. For instance, in the example above, since there is no interest rate with an As of Date of 7-1-99 for PRIME2, the function determines that the 6-1-99 rate is effective on 7-1-99.


Effective Charge Amount function

Use to return the current charge for a charge type, as of a specific date (from the Property Management Lease Recurring Charge Log record).

Syntax

Effective Charge Amount(Lease, Revision, Charge Type, Unit, Date)

Records used

Recurring Charge and Recurring Charge Log.

Parameters

Lease -- the lease ID.

Revision -- the revision number of the lease. The original lease has a revision number of 0.

Charge Type -- the charge type.

Unit -- the unit associated with the charge type.

Date -- the date used to find the effective charge amount. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Example

 Components of formulas


Effective Charge Amount example

To find the charge amount for RENT for a lease as of June 1, 1999, use this function:

Effective Charge Amount(Lease, 0, "RENT", Unit, NEWDATE(060199))

This function will return 1,000.00, based on the following information in the Recurring Charge Log:

Lease	Rev	Chg Type	Unit	Eff. Date	Amount
100-508	0	RENT	612	01-01-99	1,000.00
100-508	0	RENT	612	07-01-99	1,200.00
100-508	0	CAM	612	01-01-99	105.00
Note

•	This function uses the Effective Date to determine the Charge Amount to use. For instance, in the example above, since there is no amount with an effective date of 6-1-99 for RENT, the function determines that the 1-1-99 amount is effective for 6-1-99.


Effective Unit Sqr. Feet function

Use to return the unit square footage as of a specific date (from the Property Management Unit Square Footage table).

Syntax

Effective Unit Sqr. Feet(Property, Unit, Square Footage Type, Date)

Records used

Unit Square Footage.

Parameters

Property -- the property ID.

Unit -- the unit ID.

Square Footage Type -- the square footage type.

Date -- the date used to find the effective square footage. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Example

 Components of formulas


Effective Unit Sqr. Feet example

To find the RENTABLE unit square footage as of May 1,1999, use this function:

Effective Unit Sqr. Feet(Property, Unit, "RENTABLE", NEWDATE(050199))

This function will return 9,800.00, based on the following information in the Unit Square Footage record:

Property	Unit	Sq Ft Type	As Of Date	Sq Ft
100	15	RENTABLE	01-01-99	9,800.00
100	15	RENTABLE	06-01-99	9,600.00
100	15	GLA	01-01-99	10,300.00
Note

•	This function uses the As Of Date to determine the Square Footage to use. For instance, in the example above, since there is no Square Footage with an As Of Date of 5-1-99 for RENTABLE, the function determines that the 1-1-99 amount is effective for 5-1-99.


Is Gross Potential Rent function

Use to determine if a property charge type record is considered part of Gross Potential Rent.

Syntax

Is Gross Potential Rent(Property, Charge Type)

Records used

Property Charge Controls.

Parameters

Property -- the property ID.

Charge Type -- the charge type.

Return

True (1) if true; False (0) if false.

 Example

 Components of formulas


Is Gross Potential Rent example

To determine if CAM is included in Gross Potential Rent for a property, use this function:

Is Gross Potential Rent(Property, "CAM")

This function will return False (0), based on the following information in the Property Charge Controls record:

Property	Charge type	GPR
255	<default>
255	CAM
255	RENT


Gross Potential Rent Amt function

Use to return the total of the charge types included in Gross Potential Rent (GPR) as of a specific date.

Syntax

Gross Potential Rent Amt(Lease, Revision, Date)

Records used

Property Charge Controls, Lease and Lease Recurring Charge.

Parameters

Lease -- the lease ID.

Revision -- the revision number of the lease. The original lease has a revision number of 0.

Date --the date used to determine which charges to include. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Gross Potential Rent Amt example

To determine the total of the charge types included in Gross Potential Rent as of January 31, 1999, use this function:

Gross Potential Rent Amt(Lease, 0, NEWDATE(013199))

This function will return 1,100.00 for lease 100-108 at property 255, based on the following information on the Property Charge Controls and the Lease Recurring Charge records. Notice that the charges considered GPR are determined at the property level:

Property	Charge type	GPR
255	<default>
255	CAM
255	RENT
255	PARK
Lease	Rev	Chg Type	Unit	Eff. Date	Amount
100-108	0	CAM	610	01-01-99	275.00
100-108	0	RENT	610	01-01-99	1000.00
100-108	0	PARK	610	06-01-98	100.00
Note

•	In the above example, RENT and PARK are monthly charges.


Gross Potential Rent Amt comment

The Gross Potential Rent Amt function reads through the recurring charge records for the specified lease. In addition, this function looks at the terminate date on the recurring charge record to determine which recurring charges to include. For each recurring charge, the Is Gross Potential Rent function is called, using the Property from the lease as the first parameter and the charge type from the recurring charge as the second parameter. If the Is Gross Potential Rent function returns a value of True (e.g., the charge type is included in GPR), the Effective Charge Amount function is then called. The amounts returned from Effective Charge Amount are accumulated and the sum is returned.


Lease Aging Total function

Use to return aging period totals as of a specific date.

Syntax

Lease Aging Total(Lease, Revision, Start Aging Day, End Aging Day, Aging Date)

Records used

Open Items.

Parameters

Lease -- the lease ID.

Revision -- the revision number of the lease. The original lease has a revision number of 0.

Start Aging Day -- the number of days added to the aging date to determine the first day in the aging period.

End Aging Day -- the number of days added to the aging date to determine the last day in the aging period.

Aging Date -- the date used to determine how old the unpaid open items are. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Comments

 Example

 Components of formulas


Lease Aging Total comments

The Lease Aging Total function reads through all of the open items in the CURRENT.PMT file for the specified lease and lease revision number and returns the sum of the charge amounts and credit amounts for all open items that meet this criteria:

•	The number of delinquent days is greater than or equal to the Start Aging Day, and is less than or equal to the End Aging Day.

•	The number of days that an open item is delinquent is calculated by subtracting the charge date from the Aging Date. To find the total amount over a certain number of days (e.g., greater than 120 days), enter zero for the End Aging Day.


Lease Aging Total example

To determine the aging totals as of 4-20-99, create the series of formulas using this function.

Formula name	Syntax
0-30 days	Lease Aging Total(Lease,0,0,30,NEWDATE(042099))
31-60 days	Lease Aging Total(Lease,0,30,60,NEWDATE(042099))
6 1-90 days	Lease Aging Total(Lease,0,60,90,NEWDATE(042099))
Over 90 days	Lease Aging Total(Lease,0,90,0,NEWDATE(042099))

If the CURRENT.PMT file contains the following open items for a lease, the above functions will return the aging totals shown below.

Unit ID	Charge type	Charge date	Charge amount	Credit amount
1	RENT	01-01-99	1200.00
1	PARK	01-01-99	350.00	-350.00
-------	------------	---------------	------------	------------
1	RENT	02-01-99	1200.00
1	PARK	02-01-99	350.00	-100.00
-------	------------	---------------	------------	------------
1	RENT	03-01-99	1200.00
1	PARK	03-01-99	350.00
-------	------------	---------------	------------	------------
1	RENT	04-01-99	1200.00
1	PARK	04-01-99	350.00
Current (3/22 - 4/20) _____________	Over 30 (2/20 - 3/21) _____________	Over 60 (1/20 - 2/19) _____________	Over 90 _____________
1550.00	1550.00	1450.00	1200.00


Tenant Aging Total function

Use to return the aging totals for the tenant, as of a specific date.

Syntax

Tenant Aging Total(Tenant, Address Type, Start Aging Day, End Aging Day, Aging Date)

Records used

Open Items, Tenant Address.

Parameters

Tenant -- the tenant ID.

Address Type -- the Tenant Address Type field.

Start Aging Day -- the number of days added to the aging date to determine the first day in the aging period.

End Aging Day -- the number of days added to the aging date to determine the last day in the aging period.

Aging Date -- the date used to determine how old the unpaid open items are. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Comments

 Example

 Components of formulas


Tenant Aging Total comments

The Tenant Aging Total function reads through all of the open items in the CURRENT.PMT file for the specified lease and lease revision number and returns the sum of the charge amounts and credit amounts for all open items that meet this criteria:

•	The number of delinquent days is greater than or equal to the Start Aging Day, and is less than or equal to the End Aging Day.

•	The number of days that an open item is delinquent is calculated by subtracting the charge date from the Aging Date. To find the total amount over a certain number of days (e.g., greater than 120 days), enter zero for the End Aging Day.


Tenant Aging Total example

To determine the aging totals as of 4-20-99, use these functions:

Formula name	Syntax
0-30 days	Tenant Aging Total(Tenant, Address Type,0,30,NEWDATE(042099))
31-60 days	Tenant Aging Total(Tenant, Address Type,30,60,NEWDATE(042099))
6 1-90 days	Tenant Aging Total(Tenant, Address Type,60,90,NEWDATE(042099))
Over 90 days	Tenant Aging Total(Tenant, Address Type,90,0,NEWDATE(042099))
If the CURRENT.PMT file contains the following open items for Brassworks, the above functions will return the aging totals shown below.

Charge type	Charge date	Charge amount	Credit amount
RENT	01-01-99	1200.00
PARK	02-01-99	350.00	-350.00
RENT	03-01-99	1200.00
PARK	04-01-99	350.00	-100.00
RENT	01-01-99	1200.00
PARK	02-01-99	350.00
RENT	03-01-99	1200.00
PARK	04-01-99	350.00
Current (3/22 - 4/20) _____________	Over 30 (2/20 - 3/21) _____________	Over 60 (1/20 - 2/19) _____________	Over 90 _____________
1550.00	1550.00	1450.00	1200.00


Recovery Concession Percent function

Use to determine the percent of chargeable expenses for a given month based on the concession periods of recoverable expenses. This function is used in the reconciliation basis calculation method for recoverable expenses to adjust the expenses for concessions.

Syntax

None.

Records used

Lease Recovery Basis Results and Lease Recovery Concession Period.

Parameters

None.

Return

Numeric with 6 decimal places.

 Example

 Components of formulas


Recovery Concession Percent example

To determine the percent of chargeable expense for the reconciliation period. If the lease recovery has a concession period of February 1 through March 15, this function would return the information as follows:

Month	Concessions for the month	Amount returned
January	none	1.000000 (100 percent of the expenses are chargeable)
February	entire month	0.000000 (none of the expenses are chargeable)
March	March 1 through March 15	0.516129 (52 percent of the expenses are chargeable)


Recovery Apply Stop function

Use to apply the stop amount during the escalation and recovery process. This is used in the Reconciliation Calc Method and the Escalation Calc Method.

Syntax

Recovery Apply Stop(Lease, Revision, Charge Type, Unit, Amount, Stop Amount)

Records used

Lease Recovery Controls.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Charge Type -- the charge type.

Unit -- the unit associated with the charge type.

Amount -- the dollar amount to apply the stop against. This can be an amount field or can be entered as a specific dollar amount.

Stop Amount -- the dollar amount to be used as the stop amount. Must be entered as a dollar amount.

Return

Amount left; numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Recovery Apply Stop comment

During processing, the Recovery Apply Stop formula determines the amount after the stop by comparing the original amount to the stop amount.

If the original amount is less than the stop amount, the result is zero. If the original amount is greater than or equal to the stop amount, the result is Amount minus Stop amount.

If there is an accumulated stop amount, the result is also compared to the accumulated stop amount and only the amount greater than the accumulated stop is applied, and the accumulated stop is updated.


Recovery Apply Stop example

To determine the result after applying the stop for a lease, with an expense amount of 5,000.00 and a stop amount of 2,000.00, use this function:

Recovery Apply Stop(Lease, 0, Charge Type, Unit, Amount, Stop Amount)

This function will return 4,500.00, if the fields on the Lease Recovery Controls record have the following values:

Lease	Rev	Chg Type	Unit	Amount	Stop Amount	Accum. Stop
100-508	0	CAM	612	5,000.00	2,000.00	1,5000.00
Note

•	1,500.00 has already been applied to the 2,000.00 stop so the remaining stop is 500.00.


Recovery Apply Cap function

Use to apply the cap amount during the escalation and recovery process. This is used in the Reconciliation Calc Method and the Escalation Calc Method. Calculation methods are set up and modified using the Calculation Methods command from the Setup menu.

Syntax

Recovery Apply Cap(Lease, Revision, Charge Type, Unit, Amount, Cap Amount)

Records used

Lease Recovery Controls.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Charge Type -- the charge type.

Unit -- the unit associated with the charge type.

Amount -- the dollar amount to apply the cap against. This can be an amount field or can be entered as a specific dollar amount.

Cap Amount -- the dollar amount to be used as the cap amount. Must be entered as a dollar amount.

Return

Amount left; numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Recovery Apply Cap comment

During processing, the Recovery Apply Cap formula determines the expense amount up to the cap by comparing the original amount to the cap amount.

If the original amount is less than the cap amount, the result is Amount. If the original amount is greater than or equal to the cap amount, the result is the cap.

If there is an accumulated cap amount, the result is also compared to the accumulated cap amount and the result is the amount between the accumulated cap and the cap.


Recovery Apply Cap example

To determine the result after applying the cap, with an expense amount of 5,000.00 and a cap amount of 6,000.00, use this function:

Recovery Apply Cap(Lease, 0, charge type, unit, amount, cap)

This function will return 3,000.00,if the fields on the Lease Recovery Controls record have the following values:

Lease	Rev	Chg Type	Unit	Amount	Cap Amount	Accum. Cap
100-508	0	CAM	612	5,000.00	6,000.00	3,000.00


Avg Unit Sq Footage function

Use to find the average unit square footage for a given square footage type, for a given date range. This function is commonly used in Recoverable Expense calculation methods when determining the square footage for calculating the lease's participation percent during a particular recovery period.

Syntax

Avg Unit Sq Footage(Property, Unit, Square Footage Type, From Date, To Date)

Records used

Unit Square Footage.

Parameters

Property -- the property ID.

Unit - the unit ID.

Square Footage Type -- the square footage type.

From Date -- the beginning date of the date range used to find the average unit square footage. Can use a date field or enter a specific date using NEWDATE(mmddyy).

To Date -- the ending date of the date range used to find the average unit square footage. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Example

 Components of formulas


Avg Unit Sq Footage example

To find the RENTABLE average unit square footage, between January 1, 1999 and March 31, 1999, use this function:

Avg Unit Sq Footage(Property, Unit, "RENTABLE",NEWDATE(010199),NEWDATE(33199))

This function will return 13,444.44, based on the following information on the Unit Square Footage record:

Property	Unit	Sq Ft Type	Date	Sq Ft
100	15	RENTABLE	01-01-99	10,000
100	15	RENTABLE	02-01-99	10,000
100	15	RENTABLE	03-01-99	20,000


Avg Unit Occupied SF function

Use to find the average occupied unit square footage for a given square footage type, for a given date range. This function also takes into account whether or not the unit is occupied.

Syntax

Avg Unit Occupied SF(Property, Unit, Square Footage Type, From Date, To Date)

Records used

Unit Square Footage and Unit Occupancy History.

Parameters

Property -- the property ID.

Unit - the unit ID.

Square Footage Type -- the square footage type.

From Date -- the beginning date of the date range used to find the average unit square footage. Can use a date field or enter a specific date using NEWDATE(mmddyy).

To Date -- the ending date of the date range used to find the average unit square footage. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Avg Unit Occupied SF example

To find the RENTABLE average unit occupied square footage between January 1, 1999 and January 31, 1999, use this function:

Avg Unit Occupied SF(Property, Unit, "RENTABLE", NEWDATE(010199),NEWDATE(013199))

This function will return 10,967.74, for property 100, Unit 15, based on the following information in the Unit Square Footage and Unit Occupancy History records:

Property	Unit	Sq Ft Type	Dates Occupied	Date	Sq Ft
100	15	RENTABLE	1-10-99 through 1-31-99	01-01-99 01-20-99	10,000 20,000


Avg Unit Occupied SF comment

The Avg Unit Occupied SF function determines the average unit square footage value using the following criteria:

•	If the square footage remains unchanged and the occupancy changes, the square footage is based on the amount of time the unit was occupied. For example, if a unit is occupied half the month, the square footage amount that is used in determining the average occupied square footage is half of the total square footage for that month.

•	If the square footage changes and the occupancy changes, then the unoccupied period remains zero, and the occupied period is prorated for the square footage changes.


Total GPR Amount function

Use to find the sum of the projected charges included in Gross Potential Rent for a given date range. For each recurring charge, this function calls the Is Gross Potential Rent function to determine if it should be included in Gross Potential Rent.

Syntax

Total GPR Amount(Lease, Revision, From Date, To Date).

Records used

Property, Property Charge Controls, Lease, Recurring Charge and Recurring Charge Log

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

From Date -- the beginning date of the date range. Can use a date field or enter a specific date using NEWDATE(mmddyy).

To Date -- the ending date of the date range. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Example

 Components of formulas


Total GPR Amount example

To determine the sum of the projected charges included in Gross Potential Rent on a lease, for January 1, 1999 to March 31,1999, use this function:

Total GPR Amount(Lease, 0 ,NEWDATE(010199), NEWDATE(033199))

If the Is Gross Potential Rent function determines that only CAM and RENT should be included in GPR, the Total GPR Amount function would return 4,700.00, based on the following information:

Lease	Charge type	Effective Date	Amount
255	CAM	3-1-98	500.00
255	CAM	3-1-99	700.00
255	PARK	1-1-99	1100.00
255	RENT	4-1-98	1000.00
255	RENT	4-1-99	1400.00
Note

•	In the above example, CAM and RENT are monthly charges. As a result, the 4,700.00 total is the result of CAM (2 X 500 + 1 x 700) + RENT (3 X 1000).


Missing Monthly Sales function

Use to determine if the sales have not yet been reported for a particular lease, sales category, sales type and date.

Syntax

Missing Monthly Sales(Lease, Revision, sales category, sales type, Date)

Records used

Lease, Lease Sales Category and Lease Sales Volume Monthly.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Sales Category -- the sales category.

sales type -- the sales type.

Date -- the date of the month to be used to determine if the monthly sales volume record is missing. Can use a date field or enter a specific date using NEWDATE(mmddyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

Return

True (1) if true; False (0) if false. If the function returns a value of "True", that means the sales volume figures were missing. If the function returns a value of "False", that means the sales volume figures were found.

 Comment

 Example

 Components of formulas


Missing Monthly Sales comment

The Missing Monthly Sales function compares the date you enter to the sales start and end dates, as well as to the temporary stop and restart dates. If the requested month is prior to the sales categories Sales Start Date, or on or after the Sales End Date, the function returns a value of false (which indicates that sales are not missing); If the requested month is within the Temp Sales Stop Date and Temp Sales Restart Date, the function also returns a value of false.

Note

•	Because this function deals only with entire (not partial) months, you can use any day of the month when entering the date parameter. For example, you can specify January 1999 as NEWDATE(010199), NEWDATE(010299), and so on.


Missing Monthly Sales example

To determine if the monthly sales volume for a lease has not yet been reported for March of 1999, use this function:

Missing Monthly Sales(Lease, 0, sales category, sales type, NEWDATE(030199))

This function will return True (1) for lease 100, indicating that sales are missing for March, based on the following information:

Lease	Sales Category	Sales Type	Date
100	Total	Reported	02-99
123	Total	Reported	02-99
123	Total	Reported	03-99


Is Tenant Comparable function

Use to determine if a lease should be included on sales comparison reports.

Syntax

Is Tenant Comparable(Lease, Revision, From Date, To Date)

Records used

Property, Lease and, Lease Sales Category. Optional records used: Lease Custom Fields (if it exists) and Lease Percentage Rent Controls.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

From Date -- the beginning date of the month to be used to determine if the tenant should be included on sales comparisons and ranking reports. Can use a date field or enter a specific date using NEWDATE(mmddyy).

To Date -- the date of the ending month to be used to determine if the tenant should be included on sales comparisons and ranking reports. You can use a date field or enter a specific date using NEWDATE(mmddyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

Return

True (1) if true; False (0) if false

Note

•	If the Sales Start Date and the Sales End Date are blank, the system will use the lease's Actual Start Date and Lease Termination Date to determine the uninterrupted sales timeframe.

 Comment

 Example

 Components of formulas


Is Tenant Comparable comment

In order to be considered comparable, the lease's Total sales category must have uninterrupted sales during the date range specified. "Uninterrupted sales" means that there are sales for the entire period specified (e.g., the dates specified are within the Sales Start Date and Sales Stop Date range, and are outside the Temp Stop Date and Temp Restart Date range). And, depending on the Tenant Comparability Option selected, one of the following conditions must be met:

•	Comparable after XX months of uninterrupted sales -- The lease's Total sales category must have uninterrupted sales for XX months prior to the date range specified. For example, if the "From Date" is May 1999, and the property option is "Comparable after 12 months of uninterrupted sales", there must be uninterrupted sales from May 1998 to May 1999.

•	Comparable starting in <Jan/Feb/March, etc.> following XX months of uninterrupted sales -- The lease's Total sales category must have uninterrupted sales from the date that is at least XX months prior to the "From Date." For example, if the "From Date" month is May 1999, and the property's option is "Comparable starting in January after 12 months of uninterrupted sales", there must be uninterrupted sales from January 1998 to May of 1999.

•	Formula -- If the formula option was selected, the formula evaluation must return "true."

Note

•	This function deals only with entire (not partial) months. As a result, you can use any day of the month when entering the "From Date" and "To Date" parameters. For example, you can specify January 1999 as NEWDATE(010199), NEWDATE(010299), and so on. The function then determines whether the tenant is comparable, from the first day of the "From Date" month through the last day of the "To Date" month.


Is Tenant Comparable example

To determine if a lease should be included on sales comparison reports for January 1999 through March 1999, use this function:

Is Tenant Comparable(Lease,0,NEWDATE(010199),NEWDATE(033199))

This function will return True (1) for Lease 255 (assuming the tenant compatibility option criteria has been met), based on the following information:

Lease	Sales Category	Sales Start Date	Sales Stop Date	Temp Stop Date	Temp Restart Date	Comparable?
100	Total	01-01-99	12-31-99	02-01-99	03-01-99	No
255	Total	10-01-98	04-30-99			Yes
400	Total	05-01-97	02-15-99			No


Rank by Property function

Use to rank a lease within its property. For example, the lease with the top sales volume is number 1, the lease with the second highest sales volume is number 2, etc.

Syntax

Rank by Property(Lease, Revision, Primary Sales Type, Secondary Sales Type, From Date, To Date)

Records used

Property, Lease, Lease Percentage Rent Controls and Lease Sales Volume Monthly or Lease Sales Volume Calendar Year.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Primary Sales Type -- the sales type to use to determine the tenant's sales volume ranking.

Secondary Sales Type -- the sales type to use to determine the tenant's sales volume ranking if the amount for the primary sales type is zero. Must enter a blank (e.g., " ") if you do not have a secondary sales type.

From Date -- the date of the beginning month to be used to determine the tenant's sales volume ranking. Can use a date field or enter a specific date using NEWDATE(mmddyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

To Date -- the date of the ending month to be used to determine the tenant's sales volume ranking. Can use a date field or enter a specific date using NEWDATE(mmddyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

Return

Numeric with no decimal places.

 Comment

 Example

 Components of formulas


Rank by Property comment

If the "From Date" month is January and the "To Date" month is December, calendar year sales volume is used for the ranking; otherwise, monthly sales volume is used. Only leases that are "comparable" are ranked. Non-comparable leases have a ranking of zero. Refer to the Is Tenant Comparable function for more information about comparability.

The Rank by Property function deals only with entire (not partial) months. As a result, you can use any day of the month when entering the "From Date" and "To Date" parameters. For example, you can specify January 1999 as NEWDATE(010199), NEWDATE(010299), and so on. The function then determines the ranking, from the first day of the "From Date" month through the last day of the "To Date" month.


Rank by Property example

To determine the ranking by property of a lease, based on reported sales for the month of January, 1999, use this function:

Rank by Property(Lease,0,"Reported"," ",NEWDATE(010199),NEWDATE(013199))

If all five leases that reported sales below are "comparable," this function would return a ranking of 3 for lease 255, based on the following information:

Lease	Property	Sales Type	Sales Volume	Ranking
100	123	Reported	10,000	5
255	123	Reported	25,000	3
300	123	Reported	45,000	2
375	123	Reported	65,000	1
400	123	Reported	17,000	4


Rank Text by Property function

Use to determine the rank of a lease within its property. This function also indicates the total number of leases used for the comparison. For example, if there are five leases within a property, the lease with the top sales volume is ranked "1 of 5", the lease with the second highest sales volume is ranked "2 of 5", etc.

Syntax

Rank Text by Property(Lease, Revision, Primary Sales Type, Secondary Sales Type, From Date, To Date)

Records used

Property, Lease, Lease Percentage Rent Controls and Lease Sales Volume Monthly or Lease Sales Volume Calendar Year.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Primary Sales Type -- the sales type to use to determine the tenant's sales volume ranking.

Secondary Sales Type -- the sales type to use to determine the tenant's sales volume ranking if the amount for the primary sales type is zero. Must enter a blank (e.g., " ") if you do not have a secondary sales type.

From Date -- the date of the beginning month to be used to determine the tenant's sales volume ranking. Can use a date field or enter a specific date using NEWDATE(mmddyy)). Any day of the month may be used when entering this date, as this function looks at the entire month.

To Date -- the date of the ending month to be used to determine the tenant's sales volume ranking. Can use a date field or enter a specific date using NEWDATE(mmddyy)). Any day of the month may be used when entering this date, as this function looks at the entire month.

Return

Alpha text.

 Comment

 Example

 Components of formulas


Rank Text by Property comment

If the "From Date" month is January and the "To Date" month is December, calendar year sales volume is used for the ranking; otherwise, monthly sales volume is used. Only leases that are "comparable" are ranked. Non-comparable leases have a ranking of zero. Refer to the Is Tenant Comparable function for more information about comparability.

The Rank Text by Property function deals only with entire (not partial) months. As a result, you can use any day of the month when entering the "From Date" and "To Date" parameters. For example, you can specify January 1999 as NEWDATE(010199), NEWDATE(010299), and so on. The function then determines the ranking, from the first day of the "From Date" month through the last day of the "To Date" month.


Rank Text by Property example

To determine the ranking by property of a lease, as well as the total number of leases to which it was compared, based on reported sales for the month of January, 1999, use this function:

Rank Text by Property(Lease,0,"reported"," ",NEWDATE(010199),NEWDATE(013199))

If all five leases that reported sales below are "comparable," this function would return a ranking of "3 of 5" for lease 255, based on the following information:

Lease	Property	Sales Type	Sales Volume	Ranking
100	123	Reported	10,000	5 of 5
255	123	Reported	25,000	3 of 5
300	123	Reported	45,000	2 of 5
375	123	Reported	65,000	1 of 5
400	123	Reported	17,000	4 of 5


Rank by Store Type function

Use to return the rank of a lease, in relation to the other leases with a similar store type, within its property. For example, if there are five leases within a property, two of which are shoe stores, the shoe store lease with the top sales volume is ranked 1 and the shoe store lease with the second highest sales volume is ranked 2.

Syntax

Rank by Store Type(Lease, Revision, Primary Sales Type, Secondary Sales Type, From Date, To Date)

Records used

Property, Lease, Lease Percentage Rent Controls and Lease Sales Volume Monthly or Lease Sales Volume Calendar Year.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Primary Sales Type -- the sales type to use to determine the tenant's sales volume ranking.

Secondary Sales Type -- the sales type to use to determine the tenant's sales volume ranking if the amount for the primary sales type is zero. Must enter a blank (e.g., " ") if you do not have a secondary sales type.

From Date -- the date of the beginning month to be used to determine the tenant's sales volume ranking. Can use a date field or enter a specific date using NEWDATE(mmddyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

To Date -- the date of the ending month to be used to determine the tenant's sales volume ranking. Can use a date field or enter a specific date using NEWDATE(mmddyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

Return

Numeric with no decimal places.

 Comment

 Example

 Components of formulas


Rank by Store Type comment

If the "From Date" month is January and the "To Date" month is December, calendar year sales volume is used for the ranking; otherwise, monthly sales volume is used. Only leases that are "comparable" are ranked. Non-comparable leases have a ranking of zero. Refer to the Is Tenant Comparable function for more information about comparability.

The Rank by Store Type function deals only with entire (not partial) months. As a result, you can use any day of the month when entering the "From Date" and "To Date" parameters. For example, you can specify January 1999 as NEWDATE(010199), NEWDATE(010299), and so on. The function then determines the ranking, from the first day of the "From Date" month through the last day of the "To Date" month.


Rank by Store Type example

To determine the ranking by store type of a lease, based on reported sales for the month of January, 1999, use this function:

Rank by Store Type(Lease,0,"Reported"," ",NEWDATE(010199),NEWDATE(013199))

If all five leases that reported sales below are "comparable," this function would return a ranking for lease 255 of "2" among the shoe stores at property 123, based on the following information:

Lease	Property	Sales Type	Store Type	Sales Volume	Ranking of shoe stores
100	123	Reported	Book Store	10,000
255	123	Reported	Shoe Store	25,000	2
300	123	Reported	Jewelry	45,000
375	123	Reported	Shoe Store	65,000	1
400	123	Reported	Restaurant	17,000


Rank Text by Store Type function

Use to return the rank of a lease, in relation to the other leases with a similar store type, within its property This function also indicates the total number of leases used for the comparison. For example, if there are five leases within a property, two of which are shoe stores, the shoe store lease with the top sales volume is ranked "1 of 2" among the shoe stores and the shoe store lease with the second highest sales volume is ranked "2 of 2."

Syntax

Rank Text by Store Type(Lease, Revision, Primary Sales Type, Secondary Sales Type, From Date, To Date)

Records used

Property, Lease, Lease Percentage Rent Controls and Lease Sales Volume Monthly or Lease Sales Volume Calendar Year.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Primary Sales Type -- the sales type to use to determine the tenant's sales volume ranking.

Secondary Sales Type -- the sales type to use to determine the tenant's sales volume ranking if the amount for the primary sales type is zero. Must enter a blank (e.g., " ") if you do not have a secondary sales type.

From Date -- the date of the beginning month to be used to determine the tenant's sales volume ranking. Can use a date field or enter a specific date using NEWDATE(mmddyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

To Date -- the date of the ending month to be used to determine the tenant's sales volume ranking. Can use a date field or enter a specific date using NEWDATE(mmddyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

Return

Alpha text.

 Comment

 Example

 Components of formulas


Rank Text by Store Type comment

If the "From Date" month is January and the "To Date" month is December, calendar year sales volume is used for the ranking; otherwise, monthly sales volume is used. Only leases that are "comparable" are ranked. Non-comparable leases have a ranking of zero. Refer to the Is Tenant Comparable function for more information about comparability.

The Rank Text by Store Type function deals only with entire (not partial) months. As a result, you can use any day of the month when entering the "From Date" and "To Date" parameters. For example, you can specify January 1999 as NEWDATE(010199), NEWDATE(010299), and so on. The function then determines the ranking, from the first day of the "From Date" month through the last day of the "To Date" month.


Rank Text by Store Type example

To determine the ranking by store type of a lease, based on reported sales for the month of January, 1999, use this function:

Rank Text by Store Type(Lease,0,"Reported"," ",NEWDATE(010199),NEWDATE(013199))

If all five leases that reported sales below are "comparable," this function would return a ranking for lease 255 of "2of 2" among the shoe stores at property 123, based on the following information:

Lease	Property	Sales Type	Store Type	Sales Volume	Ranking of shoe stores
100	123	Reported	Book Store	10,000
255	123	Reported	Shoe Store	25,000	2 or 2
300	123	Reported	Jewelry	45,000
375	123	Reported	Shoe Store	65,000	1 of 2
400	123	Reported	Restaurant	17,000


Unit Sq Ft Effective Date function

Use to return the unit square footage effective date that was used to determine the unit square footage as of a specific date.

Syntax

Unit Sq Ft Effective Date(Property, Unit, Square Footage Type, Date)

Records used

Unit Square Footage.

Parameters

Property -- the property ID.

Unit -- the unit ID.

Square Footage Type -- the square footage type.

Date -- the date used to find the effective square footage. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Date.

 Example

 Components of formulas


Unit Sq Ft Effective Date example

To find the effective date for the RENTABLE unit square footage, as of May 1, 1999, use this function:

Unit Sq Ft Effective Date(Lease, Unit, "RENTABLE", NEWDATE(050199))

This function will return 01-01-99, based on the following information in the Unit Square Footage record:

Property	Unit	Sq Ft Type	Eff. Date	Sq Ft
100	15	RENTABLE	01-01-99	9,800.00
100	15	RENTABLE	06-01-99	9,600.00
100	15	GLA	01-01-99	10,300.00
Note

•	Since there is no Square Footage with an effective date of 5-1-99 for RENTABLE, the function determines that the 1-1-99 amount is effective for 5-1-99.


Total Charge Amount function

Use to find the sum of the projected charges for a given date range.

Syntax

Total Charge Amount(Lease, Revision, From Date, To Date)

Records used

Property, Lease, Recurring Charge and Recurring Charge Log.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

From Date -- the beginning date of the date range. Can use a date field or enter a specific date using NEWDATE(mmddyy).

To Date -- the ending date of the date range. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Example

 Components of formulas


Total Charge Amount example

To determine the sum of the projected charges for January 1, 1999 to March 31,1999, use this function:

Total Charge Amount(Lease,0,NEWDATE(010199),NEWDATE(033199))

The Total Charge Amount function would return 5,000.00 based on the following information:

Lease	Charge type	Effective Date	Amount
255	CAM	3-1-98	500.00
255	CAM	3-1-99	700.00
255	PARK	1-1-99	100.00
255	RENT	4-1-98	1000.00
255	RENT	4-1-99	1400.00
Note

•	In the above example, all charges are monthly charges. As a result, the 5,000.00 is the result of CAM (2 x 500.00 + 1 x 700.00) + PARK (3 x 100.00) + RENT (3 x 1000.00).


Property Sales Volume function

Use to accumulate the lease sales volume amounts and return the property sales volume amount, for a given date range.

Syntax

Property Sales Volume (Property, Store Type, Sales Category, Primary Sales Type, Secondary Sales Type, From Date, To Date)

Records used

Lease Sales Volume Monthly and Lease Sales Volume Calendar Year.

Parameters

Property -- the property ID.

Store Type -- the store type to use if you want to get a total of just that store type, such as Restaurant, Jewelry, Hardware, etc. (this is optional). Use blank (" ") to get a total of all stores for the property.

Sales Category -- the sales category to use to get the total. This is required.

Primary Sales Type -- the sales type to use to get the total. This is required.

Secondary Sales Type -- the sales type to use to determine the tenant's sales volume ranking if the amount for the primary sales type is zero. Must enter a blank (e.g., " ") if you do not have a secondary sales type.

From Date -- the date of the beginning month to be used to determine the property's sales volume. Can use a date field or enter a specific date using NEWDATE(mmddyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

To Date -- the date of the ending month to be used to determine the property sales volume. Can use a date field or enter a specific date using NEWDATE(mmddyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

Return

Numeric with 2 places.

 Example

 Components of formulas


Property Sales Volume example

To determine the total "Reported" sales volume from January 1, 1999 to January 31, 1999, for all stores for a property, use this function:

Property Sales Volume(Property , " " ,"Total", "Reported", " ",NEWDATE(010199), NEWDATE(013199))

The Property Sales Volume function would return 150,000.00 for property 123 based on the following information in the Lease Sales Volume record:

Lease	Property	Store Type	Sales Type	Date	Sales Volume
100	123	Book Store	Reported	1-31-99	15,000
255	123	Shoe Store	Reported	1-31-99	25,000
300	123	Jewelry	Reported	1-31-99	30,000
375	123	Shoe Store	Reported	1-31-99	65,000
400	123	Restaurant	Reported	1-31-99	15,000
100	123	Book Store	Reported	2-28-99	17,500
255	123	Shoe Store	Reported	2-28-99	18,000


Tenant Balance As Of function

Use to determine the tenant balance, as of a certain date. The function starts with the current tenant balance and adjusts it by excluding the entries that have an Accounting Date/Transaction Date that falls after the As Of Date.

Syntax

Tenant Balance As Of(Tenant, As Of Date, Date To Use)

Records used

Tenant, Tenant Lease and Transaction.

Parameters

Tenant -- the ID of the tenant.

As Of Date -- the date used to determine which entries to exclude. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Date To Use -- the date to compare to the As Of Date. Can be either the transaction date or the accounting date.

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Tenant Balance As Of example

To find the tenant balance, as of the system date, based on the transaction date of the entries, use this function:

Tenant Balance As Of(Tenant, System Date, Transaction Date)

If the tenant balance is 2500.00, this function will return 1500.00 if the system date is 6/20/99:

Transaction Amounts	Transaction Date
500.00	6-04-99
1000.00	6-15-99
1000.00	7-01-99


Tenant Balance As Of comment

It is assumed that the current transaction file will be used to run reports that contain the Tenant Balance As Of function. If other named transaction files, including historical transaction files, contain entries that fall after the As of Date and affect the Tenant's balance, include these files when printing the report.


Tenant Dep Balance As Of function

Use to determine the tenant deposit balance, as of a certain date. The function starts with the current tenant deposit balance and adjusts it by excluding the entries that have an Accounting Date/Transaction Date that falls after the As Of Date. You can also limit the deposit balance to include only those for a specific deposit type.

Syntax

Tenant Dep Balance As Of (Tenant, "Deposit Type", As Of Date, Date To Use)

Records used

Tenant Lease, Lease Deposit and Transaction.

Parameters

Tenant -- the ID of the tenant.

Deposit Type -- the deposit type (enclosed in quotes) used to determine which entries to include. The deposit type is not required. If the deposit type is left blank (e.g., " "), the deposit balance reflects the total of all deposits.

As Of Date -- the date used to determine which entries to exclude. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Date To Use -- the date to compare to the As Of Date. Can be either the transaction date or the accounting date.

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Tenant Dep Balance As Of comment

It is assumed that the current transaction file will be used to run reports that contain the Tenant Dep Balance As Of function. If other named transaction files, including historical transaction files, contain entries that fall after the As of Date and affect the Tenant's balance, include these files when printing the report.


Tenant Dep Balance As Of example

To find the deposit balance, for all deposit types as of the system date, based on the transaction date, use this function:

Tenant Dep Balance As Of(Tenant, " ", System Date, Transaction Date)

If the deposit balance is 1700.00, this function will return 1500.00 if the system date is 6/20/99:

Deposit Type	Deposit	Transaction Date
Refundable security	1000.00	6-04-99
Non-refundable security	500.00	6-15-99
Key	200.00	6-30-99


Tenant Int Balance As Of function

Use to determine the tenant interest on deposits, as of a certain date. The function starts with the current tenant interest balance and adjusts it by excluding the entries that have an Accounting Date/Transaction Date that falls after the As Of Date. You can also limit the interest balance to include only those for a specific deposit type.

Syntax

Tenant Int Balance As Of (Tenant, "Deposit Type", As Of Date, Date To Use)

Records used

Tenant Lease, Lease Deposit and Transaction.

Parameters

Tenant -- the ID of the tenant.

Deposit Type -- the deposit type (enclosed in quotes) used to determine which entries to include. The deposit type is not required. If the deposit type is left blank (e.g., " "), the interest balance reflects the total interest for all deposits.

As Of Date -- the date used to determine which entries to exclude. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Date To Use -- the type of date to compare to the As Of Date. Can be either the transaction date or the accounting date.

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Tenant Int Balance As Of comment

It is assumed that the current transaction file will be used to run reports that contain the Tenant Int Balance As Of function. If other named transaction files, including historical transaction files, contain entries that fall after the As of Date and affect the Tenant's balance, include these files when printing the report.


Tenant Int Balance As Of example

To find the tenant interest balance, for all deposit types as of the system date, based on the transaction date, use this function:

Tenant Int Balance As Of(Tenant, " ", System Date, Transaction Date)

If the interest balance is 370.00, this function will return 350.00 if the system date is 6/20/99:

Deposit Type	Interest	Transaction Date
Refundable security	250.00	6-04-99
Non-refundable security	100.00	6-15-99
Key	20.00	6-30-99


Lease Balance As Of function

Use to determine the lease balance, as of a certain date. The function starts with the current lease balance and adjusts it by excluding the entries that have an Accounting Date/Transaction Date that falls after the As Of Date.

Syntax

Lease Balance As Of(Lease, Revision, As Of Date, Date To Use)

Records used

Lease and Transaction.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

As Of Date --the date used to determine which entries to exclude. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Date To Use -- the of date to compare to the As Of Date. Can be either the transaction date or the accounting date.

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Lease Balance As Of comment

It is assumed that the current transaction file will be used to run reports that contain the Lease Balance As Of function. If other named transaction files, including historical transaction files, contain entries that fall after the As of Date and affect the Lease's balance, include these files when printing the report.


Lease Balance As Of example

To find the lease balance as of the system date, based on the transaction date of the entries, use this function:

Lease Balance As Of(Lease, 0, System Date, Transaction Date)

If the lease balance is 6500.00, this function will return 2500.00 if the system date is 6/20/99:

Transaction Amount	Transaction Date
1500.00	6-04-99
1000.00	6-15-99
2000.00	7-01-99
2000.00	8-01-99


Lease Dep Balance As Of function

Use to determine the lease deposit balance, as of a certain date. The function starts with the current lease deposit balance and adjusts it by excluding the entries that have an Accounting Date/Transaction Date that falls after the As Of Date. You can also limit the deposits to include only those for a specific deposit type.

Syntax

Lease Dep Balance As Of (Lease, Revision, "Deposit Type", As Of Date, Date To Use)

Records used

Lease Deposit and Transaction.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Deposit Type -- the deposit type (enclosed in quotes) used to determine which entries to include. The deposit type is not required. If the deposit type is left blank (e.g., " ") the deposit balance reflects the total of all deposits.

As Of Date -- the date used to determine which entries to exclude. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Date To Use -- the date to compare to the As Of Date. Can be either the transaction date or the accounting date.

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Lease Dep Balance As Of comment

It is assumed that the current transaction file will be used to run reports that contain the Lease Dep Balance As Of function. If other named transaction files, including historical transaction files, contain entries that fall after the As of Date and affect the Lease's balance, include these files when printing the report.


Lease Dep Balance As Of example

To find the lease deposit balance, as of the system date, based on the transaction date of the entries, use this function:

Lease Dep Balance As Of(Lease, 0, " ", System Date, Transaction Date)

If the lease deposit balance is 800.00, this function will return 600.00 if the system date is 6/20/99:

Deposit Type	Deposit	Transaction Date
Refundable security	500.00	6-04-99
Non-refundable security	100.00	6-15-99
Key	200.00	6-30-99


Lease Int Balance As Of function

Use to determine the lease interest balance, as of a certain date. The function starts with the current lease interest balance and adjusts it by excluding the entries that have an Accounting Date/Transaction Date that falls after the As Of Date. You can also limit the interest balance to include only those for a specific deposit type.

Syntax

Lease Int Balance As Of (Lease, Revision, "Deposit Type", As Of Date, Date To Use)

Records used

Lease Deposit and Transaction.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Deposit Type -- the deposit type (enclosed in quotes) used to determine which entries to include. The deposit type is not required. If the deposit type is left blank (e.g., " "), the interest balance reflects the total interest for all deposits.

As Of Date -- the date used to determine which entries to exclude. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Date To Use -- the type of date to compare to the As Of Date. Can be either the transaction date or the accounting date.

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Lease Int Balance As Of comment

It is assumed that the current transaction file will be used to run reports that contain the Lease Int Balance As Of function. If other named transaction files, including historical transaction files, contain entries that fall after the As of Date and affect the Lease's balance, include these files when printing the report.


Lease Int Balance As Of example

To find the lease interest balance as of the system date, based on the transaction date of the entries, use this function:

Lease Int Balance As Of(Lease, 0, " ", System Date, Transaction Date)

If the lease interest balance is 600.00, this function will return 500.00 if the system date is 6/20/99:

Deposit Type	Interest	Transaction Date
Refundable security	300.00	6-04-99
Non-refundable security	200.00	6-15-99
Key	100.00	6-30-99


Projected Monthly Charge function

Use to return the sum of the projected monthly charge amounts for the month and year represented by the Date parameter.

Syntax

Projected Monthly Charge(Lease, Revision, Charge Type, Unit, Date)

Records used

Property, Lease, Recurring Charge and Recurring Charge Log.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Charge Type -- the charge type. If the charge type is left blank (e.g., " " ) all charges will be included.

Unit -- the unit. If the unit is left blank (e.g., " " ) all units will be included.

Date -- the date used to determine the month and year of the charges to include (the day is ignored). Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Projected Monthly Charge example

To find the projected monthly charges for June, 1999, for all charge types and units, use this function:

Projected Monthly Charge(Lease, 0, " ", " ", NEWDATE(063099))

This function will return 1133.33, based on the following information:

Charge Type	Unit	Frequency	Effective Date	Amount
RENT	100	Monthly	6-01-99	900.00
PARK	100	Monthly	6-05-99	200.00
CAM	100	Quarterly	1-01-99	100.00
RENT	100	Monthly	8-01-99	1000.00
Note

•	Notice that the one third of the $100.00 quarterly CAM charge (e.g., 33.33) is used for the projected monthly charge.

•	For August, 1999, this function will return 1233.33, as the 1000.00 RENT charge becomes effective 8-1-99.


Projected Monthly Charge comment

If the charge is quarterly, semi annually, or annually, the charge is converted to monthly by dividing by 3,6 or 12 respectively. If there is a scheduled increase, or if there is terminate date in the frequency of the charge, the charge is prorated based on the change.

If the charge is weekly or biweekly, the charge is adjusted to monthly, also taking into account scheduled increases and termination dates.

When determining the charges to include, the Projected Monthly Charge function looks at the entire month, regardless of the day entered (e.g., if you enter a date of 6/15/99, the function looks at charges for the entire month of June). If the charge changes in that month, the charge is prorated based on the change.


Projected Monthly GPR function

Use to return the sum of the projected monthly charge amounts included in Gross Potential Rent for the month and year represented by the Date parameter. Charges are considered Gross Potential Rent charges if the check box on the Property Charge Controls is checked.

Syntax

Projected Monthly GPR(Lease, Revision, Charge Type, Unit, Date)

Records used

Property, Lease, Recurring Charge and Recurring Charge Log.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Charge Type -- the charge type. If the charge type is left blank (e.g., " " ) all charges will be included.

Unit -- the unit. If the unit is left blank (e.g., " " ) all units will be included.

Date -- the date used to determine the month and year of the charges to include (the day is ignored). Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Projected Monthly GPR example

To find the projected monthly charges included in Gross Potential Rent for June, 1999, for all charge types and units, use this function:

Projected Monthly GPR(Lease, 0, " ", " ", NEWDATE(063099))

This function will return 1100.00, based on the following information:

Property	Charge type	GPR
255	<default>
255	CAM
255	RENT
255	PARK
Charge Type	Unit	Frequency	Effective Date	Amount
RENT	100	Monthly	6-01-99	900.00
CAM	100	Quarterly	6-01-99	250.00
PARK	100	Monthly	6-05-99	200.00
RENT	100	Monthly	8-01-99	1000.00
Note

•	For August, 1999, this function will return 1200.00, as the 1000.00 RENT charge becomes effective 8-1-99.


Projected Monthly GPR comment

If the charge is quarterly, semi annually, or annually, the charge is converted to monthly by dividing by 3,6 or 12 respectively. If there is a scheduled increase or if there is terminate date in the frequency of the charge, the charge is prorated based on the change.

If the charge is weekly or biweekly, the charge is adjusted to monthly, also taking into account scheduled increases and termination dates.

When determining the charges to include, the Projected Monthly GPR function looks at the entire month, regardless of the day entered (e.g., if you enter a date of 6/15/99, the function looks at charges for the entire month of June).


Projected Annual Charge function

Use to return the sum of the projected annual charge amounts for the 12-month period beginning on the Date parameter.

Syntax

Projected Annual Charge(Lease, Revision, Charge Type, Unit, Date)

Records used

Property, Lease, Recurring Charge and Recurring Charge Log.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Charge Type -- the charge type. If the charge type is left blank (e.g., " " ), all charges will be included.

Unit -- the unit. If the unit is left blank (e.g., " " ) all units will be included.

Date -- the date used to determine the month and year of the charges to include (the day is ignored). Can use a date field, such as a prompt field in TS-Report, or enter a specific date using NEWDATE(mmddyy). This date is used as the starting point for the projection 12 periods into the future. For example, if March 1, 1999 is used as the Date parameter, charges for March 1999 through Feb 2000 will be included.

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Projected Annual Charge comment

When determining the charges to include, the Projected Annual Charge function uses the following criteria:

•	If the charge is Annual, the charge is used, regardless of the month or day of the Next Charge. If the charge changes during the year, the annual charge is prorated based on the change.

•	If the charge is weekly, biweekly, monthly, quarterly or semi annually, the amount that would be charged during the year is calculated, prorating for scheduled increases and termination dates, if needed.


Projected Annual Charge example

To find the projected annual charges, for the year ending 12-31-1999, for all charge types and units, use this function:

Projected Annual Charge(Lease, 0, " ", " ", NEWDATE(123199))

This function will return 13,600.00, based on the following information:

Charge Type	Unit	Frequency	Effective Date	Amount	Calculation
RENT	100	Monthly	6-01-98	900.00	12 @ 900 = 10,800
PARK	100	Monthly	6-05-98	200.00	12 @ 200   = 2,400
CAM	100	Quarterly	1-01-99	100.00	4 @ 100      = 400
RENT	100	Monthly	1-01-00	1000.00
Note

•	For December, 2000, this function will return 14,800.00, as the 1000.00 RENT charge becomes effective January 1, 2000.


Projected Annual GPR function

Use to return the sum of the projected annual charge amounts included in Gross Potential Rent for the month and year represented by the Date parameter. Charges are considered Gross Potential Rent charges if the check box on the Property Charge Controls is checked.

Syntax

Projected Annual GPR(Lease, Revision, Charge Type, Unit, Date)

Records used

Property, Lease, Recurring Charge and Recurring Charge Log.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Charge Type -- the charge type. If the charge type is left blank (e.g., " " ) all charges will be included.

Unit -- the unit. If the unit is left blank (e.g., " " ) all units will be included.

Date -- the date used to determine the month and year of the charges to include (the day is ignored). Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with 2 decimal places.

 Comment

 Example

 Components of formulas


Projected Annual GPR example

To find the projected annual charges included in GPR, for all charge types and units, use this function:

Projected Annual GPR(Lease, 0, " ", " ", NEWDATE(123199))

This function will return 13,200.00, based on the following information:

Property	Charge type	GPR
255	<default>
255	CAM
255	RENT
255	PARK
Charge Type	Unit	Frequency	Effective Date	Amount	Calculation
RENT	100	Monthly	3-01-98	900.00	12 @ 900 = 10,800
CAM	100	Quarterly	3-01-98	100.00	(not included)
PARK	100	Monthly	3-30-98	200.00	12 @ 200   = 2,400
RENT	100	Monthly	1-01-00	1200.00
Note

•	For December, 2000, this function will return 16,800.00, as the 1200.00 RENT charge becomes effective January 1, 2000.


Projected Annual GPR comment

When determining the charges to include, the Projected Annual GPR function uses the following criteria:

•	If the charge is Annual, the charge is used, regardless of the month or day of the Next Charge. If the charge changes during the year, the annual charge is prorated based on the change.

•	If the charge is weekly, biweekly, monthly, quarterly or semi annually, the amount that would be charged during the year is calculated, prorating for scheduled increases and termination dates, if needed.


Leased Unit Vacant As Of function

Use to determine, at the lease level, whether a unit was, is, or will be vacant on a specific date. This can be a past, present or future date. This function is used in lease-based reports and inquiries.

Syntax

Leased Unit Vacant As Of (Property, Unit, As Of Date)

Records used

Lease and Unit Lease.

Parameters

Property -- the property ID.

Unit -- the unit ID.

As Of Date -- the date used to determine if a unit is, was, or will be vacant. Can use a date field or enter a specific date using NEWDATE(mmddyyyy).

Return

True/False. If the function returns a value of "True", the unit will be vacant on the "As Of Date", per the lease. If the function returns a value of "False", the unit will be occupied on the "As Of Date", per the lease.

 Comment

 Example

 Components of formulas


Leased Unit Vacant As Of example

To determine whether a unit will be vacant on March 30, 2000, use this function:

Leased Unit Vacant As Of (Property, Unit, 03/30/2000)

This function will return a value of True (e.g., unit 100 will be vacant on 3/30/00), based on the following information in the Lease and Unit Lease records below:

Property	Lease	Lease Status	Unit	Actual Move-In Date	Actual Move-Out Date
255	93001	Current	100	3/1/1998	3/30/2000


Leased Unit Vacant As Of comment

When evaluating vacancy, the Move-In day is considered occupied and the Move-Out day is considered vacant. For the move-in and move-out dates, this function uses the following:

•	If the status of the lease is Current, Terminated or Historical, the Actual Move-In and Actual Move-Out dates are used.

•	If the status of the lease is Future, the Intended Move-In and Intended Move-Out dates are used.

•	Canceled leases are not considered.


Lease Sales Volume function

Use to accumulate the lease sales volume monthly amounts and return the lease sales volume amount for a given date range.

The Lease Sales Volume function (similar to the Property Sales Volume function) summarizes sales volume for each lease.

Syntax

Lease Sales Volume (Lease, Revision, Store Type, Sales Category, Sales Type, From Date, To Date)

Parameters

lease -- the lease ID

revision -- the lease revision number

store type -- the store type to use to retrieve a total for only that store type, such as restaurant, jewelry, hardware, and so on. This parameter is optional; use blank to get all stores for property.

sales category -- the sales type to use to get the total. This is required.

primary sales type -- the sales type to use to get the total. This is required.

secondary sales type -- the sales type to use to determine the tenant's sales volume ranking if the amount for the primary sales type is zero. Must enter a blank (e.g. " ") if you do not have a secondary sales type.

from date -- the date of the beginning month to be used to determine the property sales volume. Can use a date field or enter a specific date using NEWDATE (mmddyyyy). Any day of the month may be used when entering this date since this function looks at the entire month.

to date -- the date of the ending month to be used to determine the property sales volume. Can use a date field or enter a specific date using NEWDATE (mmddyyyy). Any day of the month may be used when entering this date, as this function looks at the entire month.

Return

Numeric with 2 places.

Note

This function was designed to be used with reports that sort in property, lease, revision order.

 Example

 Components of formulas


Lease Sales Volume example

To determine the total "Reported" sales volume from January 1999 to March 1999 for every lease use this function:

Lease Sales Volume(Lease, Lease Revision, Store Type, Sales Category, "Reported", " ", Todate, Fromdate)

In the example below, the lease volume function would return 91,850.84 for lease "ROS-AMI001" from January to March of 1999 by calculating (33,839.78 + 29005.54 + 29005.52); the lease sales volume for lease "ROS-BEL001" from January to March 1999 is (39,772.73 + 34,090.23 + 34,090.91) = 107,953.87. (There is no secondary Sales Type (optional) since the parameter is blank.)

Lease	Revision	Store Type	Sales Category	Sales Type	Month-Year	Volume - "Reported"
ROS-AMI001	0	Apparel - Womens	Total	"Reported"	1-1999	33,839.78
ROS-AMI001	0	Apparel - Womens	Total	"Reported"	2-1999	29,005.54
ROS-AMI001	0	Apparel - Womens	Total	"Reported"	3-1999	29,005.52
ROS-BEL001	0	Apparel & Accessories	Total	"Reported"	1-1999	39,772.73
ROS-BEL001	0	Apparel & Accessories	Total	"Reported"	2-1999	34,090.23
ROS-BEL001	0	Apparel & Accessories	Total	"Reported"	3-1999	34,090.91


Days Unit Occupied function

Use to determine the number of days a unit is occupied for a particular period. This function is used in the Reconcile Gross Potential Rent, Projected Vacancy Loss, Vacancy Loss by Month and Vacancy Loss reports.

Syntax

Days Unit Occupied(From Date, To Date)

Records used

Property and Unit

Parameters

From Date -- the beginning date to be used to determine the number of days occupied. Can use a date field or enter a specific date using NEWDATE(mmddyy).

To Date -- the ending date to be used to determine the number of days occupied. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with no decimal places.

 Example

 Components of formulas


Days Unit Occupied example

To find the number of days a unit is occupied for the month of January, 2000, use this function:

Days Unit Occupied(NEWDATE(010100), NEWDATE(013100))

This function will return the result of 9 days for unit 100, based on the following information:

Unit	Actual  Move in Date	Actual  Move out Date	From Date	To Date
100	12/15/1998	1/10/2000	1/1/2000	1/31/2000
Note

•	When determining the number of days occupied, the unit's move-in day is considered occupied and the unit’s move-out day is considered vacant.


Days Unit Vacant function

Use to determine the number of days a unit is vacant for a particular period. This function is used in the Reconcile Gross Potential Rent, Projected Vacancy Loss, Vacancy Loss by Month and Vacancy Loss reports.

Syntax

Days Unit Vacant(From Date, To Date)

Records used

Property and Unit

Parameters

From Date – the beginning date to be used to determine the number of days vacant. Can use a date field or enter a specific date using NEWDATE(mmddyy).

To Date -- the ending date to be used to determine the number of days vacant. Can use a date field or enter a specific date using NEWDATE(mmddyy).

Return

Numeric with no decimal places.

 Example

 Components of formulas


Days Unit Vacant example

To find the number of days a unit is vacant for the month of January, 2000, use this function:

Days Unit Vacant (NEWDATE(010100), NEWDATE(013100))

This function will return the result of 22 days for unit 100, based on the following:

Unit	Actual  Move in Date	Actual  Move out Date	From Date	To Date
100	12/15/1998	1/10/2000	1/1/2000	1/31/2000
Note

•	When determining the number of days vacant, the unit's move-in date is considered occupied and the move-out day is considered vacant.


Future Charge Date function

Use to return the date of future scheduled increase(s). Can be used in reports and inquiries.

Syntax

Future Charge Date(Lease, Revision, Charge Type, Unit, As of Date, Index)

Records used

Recurring Charge and Recurring Charge Log.

Parameters

Lease -- the Lease ID.

Revision --the revision number of the lease. The original lease has a revision number of 0.

Charge Type -- the charge type. If the charge type is left blank (e.g., " ") all charges will be included.

Unit -- the unit. If the unit is left blank (e.g., " " ) all units will be included.

As of Date -- the date used to determine the charges to include. Can use a date field or enter a specific date using NEWDATE(mmddyyyy).

Index – the value used to determine which date in the Recurring Charge Log to return. If you enter an index value greater than the number of valid rows a null date will be returned. For example, if there are four rows of scheduled increases in the Recurring Charge Log, and you enter an index of 5, a null date will be returned.

Return

Date.

 Example

 Components of formulas


Future Charge Date example

To find the first recurring charge date following the As of Date, use this function:

Future Charge Date(lease, revision, "RENT", unit, NEWDATE(05152000), 1)

This function will return 1/1/2001, based on the following information in the Recurring Charge and Recurring Charge Log records:

Lease	Revision	Charge Type	Unit	As of Date	Amount
93001	0	RENT	12B	1/1/1998	5,000.00
93001	0	RENT	12B	1/1/1999	6,000.00
93001	0	RENT	12B	1/1/2000	7,000.00
93001	0	RENT	12B	1/1/2001	8,000.00


List of Property Management functions
List of Property Management formula functions

 Avg Unit Occupied SF(Property, Unit, Square Footage Type, From Date, To Date) -- returns the average occupied unit square footage for a given square footage type, for a given date range. This function also takes into account whether or not the unit is occupied.

 Avg Unit Sq Footage(Property, Unit, Square Footage Type, From Date, To Date) -- returns the average unit square footage for a given square footage type, for a given date range.

 Days Unit Occupied(From Date, To Date) -- returns the number of days a unit is occupied for a particular period.

 Days Unit Vacant(From Date, To Date) -- returns the number of days a unit is vacant for a particular period.

 Effective Charge Amount(Lease, Revision, Charge Type, Unit, Date) -- returns the current charge for a charge type, as of a specific date.

 Effective Interest Rate(interest ID, Date) -- returns the effective interest rate from the Property Management Interest Rate table for an Interest ID as of a specific date.

 Effective Unit Sqr. Feet(Property, Unit, Square Footage Type, Date)-- returns the unit square footage as of a specific date.

 Future Charge Date(Least, Revision, Charge Type, Unit, As of Date, Index) -- returns the date of future scheduled increase(s).

 Gross Potential Rent Amt(Lease, Revision, Date) -- returns the sum of the accumulated amounts returned from the Effective Charge Amount function, as of a specific date, for those charge types included in Gross Potential Rent (GPR).

 Is Gross Potential Rent(Property, Charge Type) -- determines if a property charge type record is considered part of Gross Potential Rent.

 Is Tenant Comparable(Lease, Revision, From Date, To Date) -- determines if a lease should be included on sales comparison reports.

 Lease Aging Total(Lease, Revision, Start Aging Day, End Aging Day, Aging Date)  -- returns aging period totals as of a specific date.

 Lease Balance As Of(Lease, Revision, As Of Date, Date To Use) -- determines the lease balance, as of a certain date.

 Lease Dep Balance As Of(Lease, Revision, "Deposit Type", As Of Date, Date To Use) -- determines lease deposit balance, as of a certain date. You can also limit the deposits to include only those for a specific deposit type.

 Lease Int Balance As Of(Lease, Revision, "Deposit Type", As Of Date, Date To Use ) -- determines the lease interest balance, as of a certain date. You can also limit the interest balance to include only those for a specific deposit type.

 Lease Sales Volume Function(Property, Lease, Revision, Store Type, Sales Category, Sales Type, From Date, To Date) -- accumulates the lease sales volume monthly amounts and returns the lease sales volume amount for a given date range.

 Leased Unit Vacant As Of (Property, Unit, As Of Date) -- determines, at the lease level, whether a unit was, is, or will be vacant on a specific date.

 Missing Monthly Sales(Lease, Revision, Sales Category, Sales Type, Date) -- determines if the sales have not yet been reported for a particular lease, sales category, sales type and date.

 Projected Annual Charge(Lease, Revision, Charge Type, Unit, Date) -- returns the sum of the projected annual charge amounts.

 Projected Annual GPR(Lease, Revision, Charge Type, Unit, Date) -- returns the sum of the projected annual charge amounts included in Gross Potential Rent.

 Projected Monthly Charge(Lease, Revision, Charge Type, Unit, Date) -- returns the sum of the projected monthly charge amounts.

 Projected Monthly GPR(Lease, Revision, Charge Type, Unit, Date) -- returns the sum of the projected monthly charge amounts included in Gross Potential Rent.

 Property Sales Volume (Lease, Revision, Primary Sales Type, Secondary Sales Type, From Date, To Date) -- determines the lease sales volume amounts to determine the property totals.

 Rank by Property(Lease, Revision, Primary Sales Type, Secondary Sales Type, From Date, To Date) -- ranks a lease within its property.

 Rank by Store Type(Lease, Revision, Primary Sales Type, Secondary Sales Type, From Date, To Date) -- ranks a lease, in relation to the other leases with a similar store type, within its property.

 Rank Text by Property(Lease, Revision, Primary Sales Type, Secondary Sales Type, From Date, To Date) -- ranks a lease within its property, and indicates the total number of leases used for the comparison.

 Rank Text by Store Type(Lease, Revision, Primary Sales Type, Secondary Sales Type, From Date, To Date) -- ranks a lease, in relation to the other leases with a similar store type within its property, and indicates the total number of leases used for the comparison.

 Recovery Apply Cap(Lease, Revision, charge type, Unit, Amount, Cap Amount) -- applies the cap amount during the escalation and recovery processes.

 Recovery Apply Stop(Lease, Revision, Charge Type, Unit, Amount, Stop Amount) -- applies the stop amount during the escalation and recovery processes.

 Recovery Concession Percent( ) -- determines the percent of chargeable expenses for a given month, based on the concession periods of recoverable expenses.

 Tenant Aging Total(Tenant, Address Type, Start Aging Day, End Aging Day, Aging Date)  -- returns the aging totals for the tenant, as of a specific date.

 Tenant Balance As Of(Tenant, As Of Date, Date To Use) -- determines the tenant balance, as of a certain date.

 Tenant Dep Balance As Of(Tenant, "Deposit Type", As Of Date, Date To Use) -- determines the tenant deposit balance, as of a certain date. You can also limit the deposits to include only those for a specific deposit type.

 Tenant Int Balance As Of(Tenant, "Deposit Type", As Of Date, Date To Use) -- determines the tenant interest on deposits, as of a certain date. You can also limit the interest balance to include only those for a specific deposit type.

 Total Charge Amount(Lease, Revision, From Date, To Date) -- finds the sum of the projected charges for a given date range.

 Total GPR Amount(Lease, Revision, From date, To date) -- finds the sum of the projected charges included in Gross Potential Rent for a given date range.

 Unit Sq Ft Effective Date(Property, Unit, Square Footage Type, Date) -- returns the effective date of a unit's square footage amount as of a specific date.


Timberline Office Security: What do you want to do?

Develop a security plan

Set up security

Create an operator and set up task security

Create a group and set up task security

Set up file security

Set up record security

Modify security

Change password

Delete an operator or group

Assign an operator's security permissions to someone else

Turn off security

Modify task security permissions

Turn off file security

Modify file security permissions

Turn off record security

Modify record security permissions

Review security settings

Learn about security

Troubleshoot security

Security tips


Develop a security plan

Before you set up security in the software, create a detailed security plan. Store a copy of this plan off site.

For more information about developing a security plan, see the Security Guide. To access the Security Guide, select Help > Release Notes. Then open the file SecurityGuide.pdf.

Review security settings

Learn about security


Review security settings

To review task security settings

You must be an unlimited operator or have security access to Tools > Security > Reports to perform this task.

  1	From the Tools menus in an application that features Timberline Office security, select Security > Reports.

  2	In the Print Selection window, choose a report type. The reports display task, group, and operator information in a variety of ways.

  3	To view the report, click [Start] or [Print Preview].

Note: Task security reports vary by application. You should run these reports for each application.

To review file security settings

You must be an unlimited operator or have security access to Tools > Security > File to perform this task.

  1	From the Tools menu in an application that features Timberline Office security, select Security > File.

  2	Select a file and click [OK].

  3	In the File Security window, review the text near the top. It indicates which operator or group has access rights to the file.

  4	Click [Cancel] when you have finished.

  5	Repeat steps 1-4 for each file.

To review record security settings

You must be an unlimited operator to perform this task.

  1	From the Tools menu in an application that features Timberline Office security, select Security > Record.

  2	Review the selections on the Activation tab. They control whether record security is active and how the software interprets blank security IDs.

  3	Select one of the record tabs.

  4	Review the operators and groups in the Security ID column.

  5	Repeat steps 3 and 4 for each record.

Note: Every report and inquiry has settings that control whether record security can affect the report or inquiry. For more information, see:

•	Requirements for record security to affect a report or inquiry

•	Indicators that record security affects a report

•	Indicators that record security affects an inquiry


Set up security

Timberline recommends that you set up security in the following order. However, once you create an operator and set up task security in step 1, the other steps are optional.

To set up security

  1	Create an operator and set up task security.

  2	Create a group and set up task security (optional).

  3	Set up file security (optional).

  4	Set up record security (optional).

Click [First Task >] below to display instructions for the first setup task.


Create an operator and set up task security

To create an operator and set up task security

  1	From the Tools menu in an application that features Timberline Office security, select Security > Task (operators/groups).

  2	In the Task Security (Operators/Groups) window, type an operator ID, description, and password for the operator.

  3	In the Permission level box, select Unlimited (privileged operator), Based on group memberships, or Custom for this operator.

  4	If you selected Unlimited (privileged operator), skip to step 9. You do not need to set task permissions because the operator automatically has permissions to all tasks.

  5	If you selected Based on group memberships, select one or more groups in the Select group memberships box. If you do not see any groups and you would like to set one up, click [Next Task >] at the bottom of this Help topic to create a group.

  6	If you selected Custom for this operator, click [Set Permissions].

  7	In the Set Security Permissions window, if you would like to copy the permissions of another operator or group, click [Copy]. In the Copy Security Permissions window, select an operator or group to copy; then click [OK]. Skip to step 9.

  8	In the Set Security Permissions window, if you would like to manually set permissions, select the permissions that will be accessible to this operator.

  9	If you would like to create another operator, click [Add]; then repeat steps 1-9. If you have finished, click [Exit].

Notes:

•	When you choose a permission level of Based on group memberships, your only option is to select group memberships. When you choose a permission level of Custom for this operator, you can select group memberships and set task permissions. However, your group memberships affect only your file and record permissions. Your task permissions come exclusively from the selections you make in the Set Security Permissions window for this operator.

•	Each application has its own task permissions. You must set these permissions from within each application.

•	Most tasks are associated with menu items or fields. You can specify how these menu items and fields appear to a user who does not have access rights. For more information, see Specify how secured tasks appear.

Tips:

•	The copy command can dramatically reduce setup time and ensure that your operators have the same permissions. For more information, see Copy task permissions.

Click [Next Task >] below to set up a group.

Learn about task security

Learn about operators


Copy task permissions

You can copy an existing operator's or group's task permissions and apply them to other operators or groups. This ensures uniformity and saves setup time. This command may be useful even if you copy operators or groups with permissions that are slightly different from those you want. For example, it may be useful to copy an unlimited operator's permissions (permissions to all tasks) and then clear a few permissions as needed.

Follow the instructions below to copy permissions between existing operators and groups. If you would like to use the copy command during the creation of new operators or groups, see Create an operator and set up task security or Create a group and set up task security.

You must be an unlimited operator to perform this task.

To copy task permissions

  1	Open the application for which you want to assign task permissions.

  2	From the Tools menu, select Security > Task (operators/groups).

  3	In the Task Security (Operators/Groups) window, select an operator ID. If you want to assign task permissions for a group, click [Groups]. Then, in the Security Groups window, select a group ID.

  4	In the Security Operators or Security Groups windows, click [Set Permissions].

  5	In the Set Security Permissions window, click [Copy].

  6	Select an operator or group whose permissions you want to copy; then click [OK].

  7	Click [Exit].

Assign an operator's security permissions to someone else

Learn about task security


Specify how secured tasks appear

Most securable tasks have an associated menu item or field. You can specify how these menu items and fields appear to a user who does not have access to them. You can specify whether the menu items and fields are hidden or whether they appear gray (which indicates that they are unavailable).

You must have task security access to the Tools > Options menu to perform this task.

To specify how secured tasks appear

  1	From the Tools menu, select Options.

  2	In the Options window, look in the Secured Menu Items box. Select Don't display or Display as disabled.

  3	Click [OK].

Notes

•	The Tools > Options menu is subject to task security. You may not be able to see this menu item if someone has selected Don't display in the Secured Menu Items box.

•	You need to specify this setting in only one application for the effect to be seen in all applications.

Learn about task security

Set up security


Create a group and set up task security

If you have operators with the same security requirements, consider creating a group that represents all of these operators. Using groups can reduce setup time and simplify your security plan.

You must be an unlimited operator to perform this task.

To create a group and set up task security

  1	From the Tools menu in an application that features Timberline Office security, select Security > Task (operators/groups).

  2	In the Task Security (Operators/Groups) window, click [Groups].

  3	In the Security Groups window, type a group ID and description. If one or more groups already exist, you must click [Add] first.

  4	In the Select group members box, select the operators for this group. To select an operator, simply click on the operator. You can select as many operators as you wish.

Note: Steps 5-7 describe how to set task permissions for your group. If you created a group for only record security purposes, you do not need to set task permissions. For more information, see Create separate groups for task and record security. If you do not want to set task permissions, skip to step 8.

  5	Click [Set Permissions].

  6	In the Set Security Permissions window, if you would like to copy the permissions of another operator or group, click [Copy]. In the Copy Security Permissions window, select an operator or group to copy; then click [OK]. Skip to step 8.

  7	In the Set Security Permissions window, if you would like to manually set permissions, select the permissions that will be accessible to this group.

  8	If you would like to create another operator, click [Add]; then repeat this procedure. If you have finished, click [Exit].

Notes:

•	Each application has its own task permissions. You must set these permissions from within each application.

•	You can assign an operator to more than one group. If you do this, the operator will have the combined task permissions of all of the groups.

Tips:

•	The copy command can dramatically reduce setup time and ensure that your operators have the same permissions. For more information, see Copy task permissions.

Click [Next Task >] below to set up file security.

Learn about task security

Learn about operators


Set up file security

You must have task security access to the Tools > Security > File menu to perform this task.

To set up file security

  1	From the Tools menu of an application that features Timberline Office security, select Security > File.

  2	In the File Security - File Types window, select the file that you want to secure and click [OK].

  3	If a file selection window appears, select a specific file (for example, a current or history transaction file).

  4	In the File Security window, select an operator or group that should have access to the file. All other limited operators and groups will not have access. Click [Allow All] to give all groups and operators access to the file.

  5	Click [OK].

Notes

•	If you limit access to a file and then delete all operators from the security system, no one will be able to access the file. To remove security protection from the file, add a temporary unlimited operator and remove security permissions from the file by clicking [Allow All] in the File Security window. Then delete the temporary operator from the security system.

•	You can grant file security access to only one operator or one group. If you want to grant file security access to multiple operators, these operators must be a member of a group.

Click [Next Task] below to continue setting up security.

Learn about file security

List of securable files


Set up record security

You must be an unlimited operator to perform this task.

To set up record security

  1	From the Tools menu, select Security > Record.

  2	On the Activation tab, select Activate record security.

  3	Select or clear the Give all users access to records with blank security IDs check box. Select the box if you want records with blank security IDs to be accessible to all users. Clear the box if you want only unlimited operators to access these records.

  4	In the Securable record types box, select the records that you want to secure.

  5	Assign security IDs to records.

This is the last step in the security setup process. To review the process, see Set up security.

Overview of record security

Effect of record security on reports

Effect of record security on inquiries


Learn about blank security IDs on a record

You assign security IDs in either the Record Security window or a record setup window. If you leave a Security ID field blank in one of these windows, Timberline Office security uses the Give all users access to records with blank security IDs check box to determine who can access the record. Your options are:

•	Select the check box to give all operators access to the record.

•	Clear the check box to give only unlimited operators access to the record. This is the default setting.

Overview of record security

Set up record security


Assign security IDs to records

To assign a security ID in the Record Security window

This is the quickest way to assign security IDs to existing records. You must be an unlimited operator to perform this task.

  1	From the Tools menu in an application that features Timberline Office security, select Security > Record.

  2	In the Record Security window, select the tab of the record to which you want to assign security IDs.

  3	In the Security ID column, type the ID of either an operator or group. You can type only a single ID.

  4	Click [OK].

Note: Record tabs in the Record Security window are accessible only if you have activated record security for that record on the Activation tab.

To assign a security ID in a record setup window

Use this method to assign a security ID when you set up a record (for example, when you set up bank accounts in Cash Management). In a record setup window, click in the Security ID field and type the ID of either an operator or group.

Notes

•	For the Security ID field to appear in a record setup window, record security must be active for that record.

•	Anyone can assign a security ID during the initial setup of a record. To change the security ID after the record has been created, you must be an unlimited operator or have permission to use the Change Security ID task. For information about setting task security permissions, see Create an Operator and Set Up Task Security.

Overview of record security

Effect of record security on reports

Effect of record security on inquiries


Modify security: What do you want to do?

Change password

Delete an operator or group

Assign an operator's security permissions to someone else

Turn off security

Modify task security permissions

Turn off file security

Modify file security permissions

Turn off record security

Modify record security permissions

Review security settings

Learn about security

Security tips

Troubleshoot security


Delete an operator or group

You must be an unlimited operator to perform this task.

To delete an operator or group

  1	From the Tools menu in an application that features Timberline Office security, select Security > Task (operators/groups).

  2	To delete an operator, select the operator ID and click [Delete].

  3	To delete a group, click [Groups]. Select the group ID and click [Delete].

  4	Click [Yes] to confirm the deletion.

  5	Click [Exit] in each window that appears until the Task Security (Operators/Groups) window closes.

Note: If you delete all operators before removing file security permissions, file security remains active and no users can access secured files. For more information see Security is off. Why can't I access files?

Turn off security

Assign an operator's security permissions to someone else

Modify task security permissions


Change password

To change your password

  1	Launch an application that features Timberline Office security.

  2	In the Operator Selection window, type your operator ID. Press TAB or click in the Password field; then click [Change Password].

  3	In the Change Password window, type your old password and your new password. Click [OK].

  4	A window appears that says Password verification required. Click [OK].

  5	The Change Password window appears again. Type your new password again. Then click [OK].

  6	A window appears that says New password implemented. Click [OK].

Tip: If you have lost your password, see I lost my password.

Delete an operator or group

Assign an operator's security permissions to someone else

Modify task security permissions


Modify task security permissions

You must be an unlimited operator to perform this task.

To modify task security

  1	Open the application that has the task permissions you want to modify.

  2	From the Tools menu, select Security > Task (operators/groups).

  3	To modify operator permissions, select an operator ID; then click [Set Permissions].

  4	To modify group permissions, click [Group]; then click [Set Permissions].

  5	In the Set Security Permissions window, select or clear task check boxes.

  6	When you have finished, click [Exit] in two successive windows.

Note: Each application has its own task permissions. Repeat the procedure above for each application that you want to modify.

Delete an operator or group

Assign an operator's security permissions to someone else


Modify file security permissions

You must have task security access to the Tools > Security > File menu to perform this task.

To modify file security

  1	From the Tools menu in an application that features Timberline Office security, select Security > File.

  2	Select a file and click [OK].

  3	If a file selection window appears, select a specific file (for example, a history file).

  4	In the File Security window, select either an operator or group that should have access to the file. Click [Allow all] to give all operators and groups access.

  5	Click [OK] when you have finished.

Turn off file security

Delete an operator or group

Assign an operator's security permissions to someone else


Turn off record security

You must be an unlimited operator to perform this task.

To turn off record security

  1	From the Tools menu in an application that features Timberline Office security, select Security > Record.

  2	Select the Activation tab.

  3	If you want to turn off record security overall, clear the Activate record security check box.

  4	If you want to turn off record security for a particular record, clear the check box of the record.

  5	Click [OK].

Notes

•	When you turn off record security, the Security ID field disappears from related record setup windows. However, Timberline Office security saves your security ID assignments. If you reactivate record security, these settings take effect again.

•	In addition to record security settings in Tools > Security > Record, each Timberline report and inquiry has record security settings. For more information on these settings, see Requirements for record security to affect a report or inquiry.

Turn off security

Modify record security permissions

Delete an operator or group


Modify record security permissions

To change the security ID in the Record Security window

You must be an unlimited operator to perform this task.

  1	From the Tools menu in an application that features Timberline Office security, select Security > Record.

  2	Select the tab of the record you want to change.

  3	In the Security ID column, change the security ID.

  4	Click [OK].

Note: Record tabs in the Record Security window are available only if you have activated record security for that record.

To change the security ID in a record setup window

You must have security access to the Change Security ID task. For information about

setting task security permissions, see Create an Operator and Set Up Task Security.

  1	Open the record setup window of a securable record (Cash Management bank account, General Ledger prefix, Job Cost and Project Management job, and Property Management property).

  2	Click the Security ID field and change the ID.

Turn off record security

I cannot see a security ID in a record setup window

I cannot change a security ID in a record setup window


Learn about security
Learn about security: What do you want to do?

Learn about Timberline Office security

Review security settings

Learn about operators

Learn about groups

Learn about task security

Learn about file security

Learn about record security:

Overview of record security

Effect of record security on tasks

Effect of record security on reports

Effect of record security on inquiries


Learn about operators

"Operator" is a Timberline Office security term for a user of the software.

There are two types of operators: unlimited and limited. Unlimited operators are typically Timberline Office security administrators. They have permissions to all features of the software and are the only ones who can create operators and groups, set task permissions, and set most record security permissions.

Limited operators have task permissions defined by an unlimited operator. These permissions can range from none to almost as extensive as an unlimited operator. Limited operators can have the same level of file and record access as an unlimited operator.

You create operators from the Tools > Security > Task (Operators/Groups) menu of any application that features Timberline Office security. When you create an operator, you select a permission level of Unlimited (privileged operator), Based on group memberships, or Custom for this operator. Both the Based on group membership and Custom for this operator permission levels create a limited operator.

Tip: Create two unlimited operators so that you have a backup person.

Learn about task security

Learn about groups

Create an operator and set up task security


Learn about groups

Use a group to represent operators who have the same security requirements. A group has its own ID and its own task, record, and file permissions.

The use of groups often saves setup time because you can assign permissions to new operators simply by assigning them to an existing group. The use of groups can also clarify your security plan because you can create groups that correspond to your company's organizational structure. For example, you can create groups for Accounts Payable clerks, Payroll clerks, property managers, and project managers.

You create groups from the Tools > Security > Task (Operators/Groups) menu of any application that features Timberline Office security. You must be an unlimited operator to create a group.

Note: You can assign an operator to multiple groups. If you do this, the operator will possess the combined access rights of the groups.

Learn about task security

Learn about operators

Create a group and set up task security


Create separate groups for task and record security

You may need to create certain groups for task security and other groups for record security. For example, a company has the following operators:

•	Project Manager 1

•	Project Manager 2

•	Accounts Payable (AP) Clerk 1

•	AP Clerk 2

Project Manager 1 and AP Clerk 1 always work together on jobs. Project Manager 2 and AP Clerk 2 always work together on a different set of jobs. In terms of record security, these two teams of operators should be members of different groups because they need access to different jobs.

Project Managers 1 and 2 perform tasks such as approving change orders (COs). AP Clerks 1 and 2 perform tasks such as entering invoices. In terms of task security, the project managers should be in one group and the AP clerks should be in a different group.

The overall security assignment for these users should look like the following:

Group ID	Members	Task Permissions	Record Permissions
PROJMGR	Proj managers	Approve COs
APCLERK	AP clerks	Enter invoices
TEAM1	Proj Mgr 1 and AP Clerk 1		Team 1 jobs
TEAM2	Proj Mgr 2 and AP Clerk 2		Team 2 jobs
Learn about groups

Learn about task security

Overview of record security


Learn about task security

With task security, you can restrict access to menu items and certain tasks found within windows. For example, task security can control access to the Setup > Vendors menu item in Accounts Payable (AP). Also, task security can control whether you can approve a change order in the Item Status field of the Enter Change Order Items - Scope of Change window in Job Cost.

In the following example of task security, a company assigns task permissions based on the tasks that the employees need to perform.

Operator or Group ID	AP Settings	Post Invoices	AP Reports
CONTROL (controller)
APCLERK (AP clerk)
PROJMGR (proj manager)
Learn about operators

Learn about groups

Learn more about security


List of securable tasks

To create a list of securable tasks, run security reports. These reports are available in applications that feature Timberline Office security. For more information, see the task security section of Review security settings.

Learn about task security


Learn about file security

File security allows you to block all access to a file. This includes access through open database connectivity and through all related tasks, reports, and inquiries. This differs from task security, which allows you to block tasks selectively and does not allow you to control ODBC access.

In the following example of file security, a company has two Payroll (PR) master files. One is for the executive staff and the other is for the field staff. In order to keep the executive payroll information private, the company creates a separate, small group of operators to handle the executive PR master file.

Group ID	Members	Access to Exec PR Master File	Access to Field PR Master File
EXECPR (executive PR)	Controller and a senior payroll clerk	Yes, for all group members
FIELDPR (field PR)	Controller and all payroll clerks		Yes, for all group members
Note: The senior payroll clerk is a member of both the EXECPR and FIELDPR groups. An operator can be a member of more than one group.

Learn about operators

Learn about groups

Learn more about security


List of securable files

Application	File
Address Book	Master file
Accounts Payable	Invoice (new)
	Invoice (history)
	Lien-waiver (current)
	Lien-waiver (history)
	Master
	Transaction (current)
	Transaction (history)
	Issue
Accounts Receivable	Activity (activity)
	Activity (history)
	Master
	Standard
	Transaction (new)
	Transaction (current)
	Transaction (history)
	View file
Billing	Invoice (unbilled)
	Invoice (billed)
	Invoice (history)
	Master
	Standard
	Transaction
	WIP (unbilled)
	WIP (billed)
	WIP (history)
Cash Management	Master
	Transaction (register)
	Transaction (history)
Contracts	Derived (active)
	Derived (history)
	Contract (active)
	Contract (standard)
	Contract (history)
	Settings
	Transaction (active)
	Transaction (history)
Equipment Cost	History
	Master
	Standard
	Transaction (new)
	Transaction (current)
	Transaction (history)
	Issue
General Ledger	Allocate (only Extended)
	Master
	Recur (only Extended)
	Transaction (new)
	Transaction (current)
	Transaction (history)
	Auto (only Extended)
	Issue
Information Assistant	Issue
Job Cost	Master
	Transaction (new)
	Transaction (current)
	Transaction (history)
	Issue
Project Management	Document
	Log
	Master
Property Management (only Extended)	Accumulator
	Lease
	Tenant
	Property
	Retail
	System
	Transaction (new)
	Transaction (current)
	Transaction (history)
	Recovery
Payroll	Master
	System
	Transaction (new)
	Transaction (current)
	Transaction (history)
	Tax
Remote Time Entry	Time (current)
	Time (history)
Tax	Master
Learn about file security


Overview of record security

With record security, you can control access to the Cash Management bank account, General Ledger prefix, Job Cost and Project Management job, and Property Management property records.

When record security is active, reports and inquiries display only the records to which the operator has access. For more information, see Effect of record security on reports and Effect of record security on inquiries.

Record security also affects Job Cost, Contracts, and Project Management tasks. In these applications, you can type or select only jobs to which you have access. For more information, see Effect of record security on tasks.

Example of using record security

In the following example, a property manager, Accounts Payable (AP) clerk, and Property Management (PM) clerk work as a team on certain properties. Another project manager, AP clerk, and PM clerk work as a team on different properties.

With the following record security setup, these employees have access to only their team's properties.

Group ID	Members	Access to Team 1 Properties?	Access to Team 2 Properties?
TEAM1	Prop Mgr 1 AP Clerk 1 PM Clerk 1	Yes, for all TEAM1 group members
TEAM2	Prop Mgr 2 AP Clerk 2 PM Clerk 2		Yes, for all TEAM2 group members
Create separate groups for task and record security

Indicators that record security affects a report

Indicators that record security affects an inquiry


Effect of record security on tasks

Record security can restrict access to the job record in certain Job Cost (JC), Contracts (CN), and Project Management (PJ) tasks. When record security is active for jobs, you cannot view a job in a list or type a job unless you have security access for that job. For example, in the PJ Job Setup window (PJ > Setup > Jobs), when you click [Find] to list jobs that have been previously set up, you see only jobs to which you have access.

Job record security affects the following tasks:

Contracts Tasks

•	Edit > Link

•	Edit > Add/Edit JC CO link

•	Edit > JC CO Item Link Details

Job Cost Tasks

•	Setup > Jobs

•	Tasks > Enter Estimates

•	Tasks > Change Orders

•	Tasks > Commitments

•	Tasks > Commitment Change Orders

•	Tasks > Enter Misc Worksheets

Project Management Tasks

All tasks that involve the job record (for example, job setup and document creation).

Overview of record security

Effect of record security on reports

Effect of record security on inquiries


Effect of record security on reports

When record security is active on a report, the report displays only the records that are accessible to the current operator. Moreover, totals on the report adjust to reflect only the accessible records. For example, in Job Cost, a Cost Entries by Job report (simplified for this example) would look like the following to an unlimited operator:

Job	Cost Code	Category	Amount
01-002	3-110	L (labor)	100.00
01-003	2-520	M (material)	350.00
		Report Total	450.00

To an operator with permissions to only job 01-002, the same report would look like the following:

Job	Cost Code	Category	Amount
01-002	3-110	L (labor)	100.00
		Report Total	100.00
Note: Some reports list information from several different records on the same line. If you lack access rights to the report’s driving record (the primary record upon which the report is based), the report skips the entire line. If you lack access rights to one of the nondriving records, the report skips only the information from that record.

Effect of an upgrade on reports

Requirements for record security to affect a report or inquiry.

Indicators that record security affects a report

Report record security settings


Effect of an upgrade on reports

When you upgrade from Timberline accounting products 7.x or earlier to Timberline Office 8.0 or later, the following changes take place with reports.

Stock Reports

New stock reports replace your existing stock reports. The new reports have settings that control whether record security can affect the reports. However, these settings take effect only if you activate record security.

Custom Reports

If you open a custom report created in Report Designer 7.x or earlier, the software displays a message that lists the secure records on that report. Once you save the report, you no longer receive this message.

The software also modifies the report's security settings. It changes these settings to allow record security, if active, to affect all securable records on the report.

You must use Report Designer to change a report's settings. If you do not own Report Designer, the only way to control record security on a report is to activate or deactivate record security. For more information, see Requirements for record security to affect a report or inquiry.

Effect of record security on reports

Indicators that record security affects a report

Report record security settings


Requirements for record security to affect a report or inquiry

Every report and inquiry has settings that control whether records can be secured. For record security to actually affect a report or inquiry, the report or inquiry must allow records to be secured and record security must be active for those records.

Do Report or Inquiry Settings Allow the Record to be Secured?	Is Record Security Active for That Record?	Is the Record Secured on the Report or Inquiry?
Yes	Yes	Yes
Yes	No	No
No	Yes	No
Notes:

•	You must use Report Designer to view the security settings on a report. From the Tools menu, select Security > Design.

•	You can view the security settings on an inquiry in two ways. Click the lock icon in the upper right corner of an inquiry or use Inquiry Manager in Inquiry Designer. For information on the Inquiry Designer method, see Inquiry Designer Help.

•	Stock Timberline reports and inquiries come with record security settings preset. For more information, see Report record security settings and List of stock Timberline inquiries and their security settings.

Effect of record security on reports

Effect of record security on inquiries


Indicators that record security affects a report

If you do not own Timberline Report Designer

The report's cover page indicates whether record security is active. You have the following options regarding cover pages:

•	If you want to print a cover page every time you print any report, select Tools > Options. On the Reports tab, select Attach to report.

•	If you want to print a cover page only some of the time, you must choose to print a cover page at the time of printing. From an applications Tools menu, select the report and from the Print Selection window, click [Page Setup]. Then select Attach to report.

If you own Timberline Report Designer

In addition to the report cover page (see above), record security information can appear in three additional areas.

•	A report's design information (Tools > Design Info) lists the report's record security settings.

•	A report's page heading (defined in File > Page Setup > Page Headings) indicates whether record security is active.

•	If you open a report created in Report Designer 7.x or earlier and the report contains secured records, you will receive an on-screen message that lists the secure records on that report. Once you save the report, you will no longer receive this message.

Note: You must own Timberline Report Designer to modify security settings on reports.

Effect of record security on reports

Effect of an upgrade on reports

Requirements for record security to affect a report

Report record security settings


Report record security settings

Each report has security settings that control whether record security can affect the report. If you own Report Designer, you can modify these settings (Report Designer: Security > Design). If you do not own Report Designer, you can control record security on reports only by activating or deactivating record security (for more information, see Turn off record security).

For a list of Timberline reports and their security settings, see the file SecurityGuide.pdf. To access this file, select Help > Release Notes.

Timberline defines the security settings on stock reports based on whether (a) the report contains sensitive information or (b) the report's content should be tailored to the user. For example, Timberline allows the bank record on the Cash Management Check Register report to be secured so that, if record security is active, you can generate reports that list only the entries for the banks to which the current operator has access.

In some cases, for practical reasons, Timberline does not allow record security to affect a report. For example, in Cash Management, you can type any bank in data entry tasks (bank account record security currently only affects reports and inquiries). Therefore, Timberline does not secure the bank account record on the Cash Management Journal report.

Effect of record security on reports

Requirements for record security to affect a report or inquiry

Indicators that record security affects a report


Effect of record security on inquiries

When record security is active on an inquiry, the inquiry displays only records that are accessible to the current operator. For example, in Cash Management, a Bank List inquiry would look like the following to an unlimited operator:

Bank Account	Description	Account Number	Register Balance
First	First Bank	042134526	56,650.97
Liberty	Liberty S&L	874613754	91,450.44

To an operator with permissions to only First bank, the same inquiry would look like the following:

Bank Account	Description	Account Number	Register Balance
First	First Bank	042134526	56,650.97
Note: Some inquiries list information from several different records on the same line. If you lack access rights to the inquiry's driving record (the primary record upon which the inquiry is based), the inquiry skips the entire line. If you lack access rights to one of the nondriving records, the inquiry skips only the information from that record.

Effect of an upgrade on inquiries

Requirements for record security to affect a report or inquiry

Indicators that record security affects an inquiry

Inquiry record security settings


Indicators that record security affects an inquiry

A button with a lock on it appears in the upper right corner of the inquiry. If you click this button, a Record Security window appears that lists which records are secured on the inquiry.

In this window, an unlimited operator can select or clear records to secure. However, the selections affect only the current operator's session. Therefore, selections are inconsequential because an unlimited operator already has permission to view all records.

Effect of record security on inquiries

Requirements for record security to affect a report or inquiry

Inquiry record security settings


Inquiry record security settings

Each inquiry has record security settings that control whether record security can affect the inquiry. These settings take effect in the following scenarios:

•	New installations of Timberline Office 8.0 or later.

•	Subsequent upgrades of a new 8.0 or later installation.

For a list of Timberline inquiries and their record security settings, please see the file SecurityGuide.pdf. To access this file, select Help > Release Notes.

If you upgrade from Timberline accounting and real estate products 7.x or earlier to Timberline Office 8.0 or later, these settings do not take effect. Instead, record security automatically affects your inquiries if it is active (for more information, see Effect of an upgrade on inquiries).

Timberline selects inquiry record security settings based on whether the inquiry contains sensitive information or whether its information should be tailored to the user. For example, Timberline allows the bank record on the Cash Management Bank Register inquiry to be secured so that, if record security is active, your inquiry displays entries for only the banks to which you have access.

If you own Inquiry Designer, you can modify inquiry security settings (for more information, see Inquiry Designer Help). If you do not own Inquiry Designer, you can control record security on inquiries only by activating or deactivating record security (for more information, see Turn off record security).

Effect of record security on inquiries

Requirements for record security to affect a report or inquiry

Indicators that record security affects an inquiry


Open Database Connectivity (ODBC)

Open Database Connectivity (ODBC) allows a Timberline database and a third party program such as Microsoft Access to communicate. Once you set up an ODBC connection (which requires a special ODBC driver), you can send data between the two programs.


Troubleshoot security

What do you need help with?

I cannot change a security ID in a record setup window

I cannot see a security ID in a record setup window

I know a job has been set up but I cannot see it in the software

I lost my password

Indicators that record security affects an inquiry

Indicators that record security affects a report

Menu items and fields are unavailable

My report or inquiry is missing information

Security is off. Why can't I access files?

The Tools > Security > Record menu is unavailable

Security tips


I lost my password

I am the only privileged operator and I lost my password

Timberline Software Support can restore access to your software, but only by resetting security. You will have to set up security again.

To restore access to your software, write a letter to Timberline Software Support. This letter must be on company letterhead and must be signed by your company's primary contact with Timberline.

Mailing address:

Timberline Software Support

15195 NW Greenbrier Parkway

Beaverton, OR 97006

USA

Fax number:

•	(503) 439-5700

•	1 (503) 439-5700 (international)

Tip: Create two unlimited operators so that you have a backup person.

I am an operator and I lost my password

Request a new password from one of your company's unlimited operators.

Troubleshoot security


Assign an operator's security permissions to someone else

You can assign an operator's security permissions to someone else in two ways. You must be an unlimited operator to perform either procedure.

Assign an operator's security permission to someone else by transferring an operator ID

Consider this option if an employee leaves the company and you want to quickly reassign identical permissions to a replacement. Keep the former employee's operator ID, change the password, and give this ID to the replacement employee.

Assign an operator's security permission to someone else by copying permissions

If you do not want to transfer an operator ID, copy the security permissions of the original operator.

Note: The following instructions pertain to only limited operators. If you want to create an unlimited operator, simply select this permission level when you create the operator. You do not need to copy permissions.

  1	Review the original operator's security settings. Write down these settings.

  2	Create a new operator and set up task security. Be sure to copy the original operator's permission level, permissions, and group memberships.

  3	If the original operator's file and record permissions are assigned directly to the original operator (not assigned to a group), decide whether the new operator or the original operator should have these permissions. If both operators need the permissions, you must add both operators to a group and assign permissions to the group. For more information, see Create a group and set task permissions.

  4	If the original employee has left the company, delete the original operator ID.

Learn about operators

Learn about groups

Learn about task security

Troubleshoot security


Menu items and fields are unavailable

Menu items and fields can be unavailable for two reasons. First, the task associated with the menu item or field requires a previous task that has not been performed. For example, the Edit > Paste menu is unavailable if you have not previously cut or copied anything. Second, you lack task security permissions (for example, access to PM > Setup > Properties).

You can specify how secured menu items appear to operators who do not have permission to access those menu items. For more information, see Specify how secured tasks appear.

Learn about task security

Troubleshoot security


My report or inquiry is missing information

A report or inquiry can be missing information for several reasons. One explanation could be that you lack record security permissions. To investigate this possibility, see the following Help topics.

Reports:

•	Effect of record security on reports

•	Indicators that record security affects a report

•	Report record security settings

•	Review security settings

Inquiries:

•	Effect or record security on inquiries

•	Indicators that record security affects an inquiry

•	Inquiry record security settings

•	Review security settings

Troubleshoot security


I cannot see a security ID field in a record setup window

The Security ID field appears in a record setup window only if record security is active for that record. For more information, see Set up record security.

I cannot change a security ID in a record setup window

Assign security IDs to records

Troubleshoot security


I cannot change a security ID in a record setup window

During the setup of a new record, anyone can type a security ID. Once the record has been saved, only unlimited operators or operators with permission to use the Change Security ID task can change the security ID.

I cannot see a security ID field in a record setup window

Assign security IDs to records

Troubleshoot security


I know a job has been set up but I cannot see it in the software

In most Timberline applications, record security affects only reports and inquiries. In certain Contracts, Job Cost, and Project Management tasks, though, record security also affects whether you can type jobs or select jobs from lists. For more information, see Effect of record security on tasks.

Jobs may not appear for several reasons:

•	The job may have a status of closed; some lists do not display closed jobs.

•	The job may have been moved to a different file, such as a history file.

•	Record security may be active on the job and you do not have permission to access that job. To determine your record permissions, see Review security settings.

Overview of record security

Effect of record security on reports

Effect of record security on inquiries


Security tips

•	Assign an operator's security permissions to someone else

•	Be careful with print files

•	Copy task permissions

•	Create at least two unlimited operators so that you have a backup.

•	Create separate groups for task and record security

•	Specify how secured tasks appear


Be careful with print files

If you print to a folder that is not secure, others may have access to your reports.

By default, Timberline prints files to your data folder. If you run the software over a network, all users print to this location. Although you can change the default file location in File > Data Folder Settings > File Locations > Printouts, all network users will still print to whatever location you designate.

To print to a different folder, you must redirect the print job at the time of printing. From a Print Selection window, click [Printer Setup]. Then click [Select File] and browse to the desired location.

More security tips


Security requirements for using ODBC

If Timberline Office security is active, you must satisfy two requirements before you can access a data folder using Open Database Connectivity (ODBC):

•	You must provide a valid operator ID and password.

•	You must have the appropriate file security permissions. For example, if you want to use ODBC to export a list of all Accounts Payable vendors, you must have access to the Accounts Payable master file.

Learn about file security

List of securable files


Unlimited operator

An unlimited operator has unrestricted access to all features of the software. Unlimited operators are typically administrators of Timberline Office security. Only unlimited operators can create operators and groups, set up task security, and set up most aspects of record security.

Like a limited operator, an unlimited operator has an ID and password. If Timberline Office security is active, you must type this ID and password after you start an application.


Primary contact

This person is your company's representative to Timberline Software Support.


Overview of Estimating security

Estimating products allow you to secure certain files. This file security is similar to Timberline Office file security but is different in that it uses only a password and not a combination of operator ID and password.

You can assign a full access password to all securable Estimating files. This password allows you to both read a file and write to a file.

With Estimating databases, you can also assign a read-only password. This password allows you to take off items from a database but not modify a database. If you create a read-only password, you can also create a supervisor password by clicking [Set Supervisor Password] in the same window in which you create the read-only password. The supervisor password allows you to control who can modify the read-only password.

See the following list for specific information about securable Estimating files.

Precision database file (*.dat)

Locations from which you can secure the file:

•	Estimating > Database > New Database > Step 3

•	Estimating > Database > Database Settings > Company (assign only a full access password from this location)

•	Estimating Tools > File > Edit Passwords

Precision estimate file (*.pee)

Locations from which you can secure the file:

•	Estimating > File > New Estimate. After you create the estimate, click [Password] in the Main tab.

•	Estimating > Takeoff > Estimate Settings > Company

•	Estimating Tools > File > Edit Passwords

Precision options file (Pewin.opt)

You can secure the file from Estimating Tools > Edit Passwords

Buyout database file (Bos.dat)

Locations from which you can secure the file:

•	Buyout > Database > Database Settings > General

•	Estimating Tools > File > Edit Passwords

Buyout work file (*.bow)

Locations from which you can secure the file:

•	Buyout > Actions > Work File Information > General

•	Estimating Tools > File > Edit Passwords

Means Integrator file

You can secure the file from Estimating Tools > Edit Passwords

Effect of Timberline Office security on Estimating


Effect of Timberline Office security on Estimating

If Timberline Office security is active, you must supply an operator ID and password immediately after you launch Estimating. If the operator ID and password are valid, you can begin using Estimating.

A valid operator ID and password allow you to begin using Estimating, but you must have the appropriate security permissions to fully use Estimating's features. Be sure to set up users of Estimating with the following permissions.

Task security permissions:

•	Address Book Person Setup

•	Address Book Company Setup

File security permission (only if file security is active):

•	Master.jcm (Job Cost master file)

•	Master.abm (Address Book master file)

•	Master.apm (Accounts Payable master file)

•	Master.arm (Accounts Receivable master file)

Learn about Timberline Office security

Learn about task security

Learn about groups


Learn about Timberline Office security

With Timberline Office security, you can restrict access to tasks, files, and records. For example, you can use task security to restrict who can set up vendors in Accounts Payable. With file security, you can restrict access to sensitive payroll files. Finally, with record security, you can produce reports that display only the jobs to which the user has security access.

Timberline Office security has the following characteristics:

•	It prompts the user for an operator ID and password.

•	It is set up from an application's Tools > Security menu.

•	It offers three types of security: task, file, and record.

The following applications feature Timberline Office security:

•	Accounts Payable

•	Accounts Receivable

•	Address Book

•	Billing

•	Cash Management

•	Contracts

•	Equipment Cost

•	Financial Statements

•	General Ledger

•	Information Assistant

•	Inquiry Designer

•	Job Cost

•	Payroll

•	Project Management

•	Property Management

•	Remote Time

•	Report Designer

The following applications use a limited form of Timberline Office security: Estimating, Purchasing, Inventory, and Service Management.

•	Estimating is affected by Timberline Office file and task security. You cannot set up Timberline Office security from Estimating, but if Timberline Office security has been set up in one of the applications listed above, you must type an operator ID and password before you use Estimating.

Estimating offers its own form of file security on estimate and database files. Although similar to Timberline Office file security, it is different because it is not set up from the Tools > Security menu and it requires a password but not an operator ID. For more information on Estimating's file security, see Overview of Estimating security.

•	Purchasing and Inventory are affected by Timberline Office task security. Like Estimating, you cannot set up Timberline Office security from these applications but you must type your operator ID and password if Timberline Office security is active. Purchasing and Inventory also offer their own form of task security. For more information, see Help in these applications.

•	Service Management uses Timberline Office task security. You can create operators and groups and set up task security in Service Management just as you would in the bulleted list of applications above.

Learn more about security


Timberline Office security

With Timberline Office security, you can restrict access to tasks, files, and records. For example, you can use task security to control who can set up vendors in Accounts Payable. With file security, you can restrict access to sensitive payroll files. Finally, with record security, you can produce reports that display only the jobs to which the user has security access.

Over a dozen Timberline applications feature Timberline Office security. Some applications, such as Estimating, Inventory, Purchasing, and Service Management, offer a limited form of Timberline Office security or are affected by Timberline Office security.

For more information about Timberline Office security, see Learn about Timberline Office security.


Security IDs

Security IDs are used in record security. A security ID can be either an operator ID or group ID.

When you run a report, inquiry, or task that uses record security, the application compares the security ID on the record with your operator ID.  If the security ID matches your operator ID or if it matches a group to which you belong, the software allows you to access the record.


Record setup window

The menu paths to record setup windows that have a security ID field are:

•	Cash Management > Setup > Bank

•	General Ledger > Setup > Prefix/Base > Company

•	Job Cost > Setup > Job

•	Project Management > Setup > Job

•	Property Management > Setup > Property


Record Security window

The Record Security window has tabs that list all securable records. This window is a good place to quickly assign security IDs to existing records.

An unlimited operator can access this window from an application that features Timberline Office security. Select Tools > Security > Record.


Limited operator

A limited operator is a Timberline Office security term for a user who has restricted access to the software. A limited operator can have security permissions that range from very restrictive to almost as complete as an unlimited operator.

All operators have an ID and password. If Timberline Office security is active, you must type an operator ID and password immediately after you start an application.


Task (Operators/Groups)

Use to set up task security and create operators and groups.


Task Security (Operators/Groups) window

Use to create security operators and groups and to set up task security.

What do you want to do?

•	Create an operator and set up task security

•	Create a group and set up task security

•	Delete an operator or group

•	Modify task security permissions

For more information about any item in the Task Security (Operators/Groups) window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about operators

Learn about groups

Learn about task security


Operator ID

Type an ID for this operator (up to 8 characters). An operator ID can consist of letters and numbers but no spaces. Characters are automatically uppercase.


Operator ID

Select an operator ID from the list.


Description

Type a description for this operator (up to 30 characters). For example, type the operator's name for the description.


Password

Type a password for this operator (up to 8 characters). A password can consist of letters and numbers but no spaces. Characters are uppercase regardless of the [Caps Lock] setting. After you type or edit the password and press [Enter], the characters change to asterisks for additional security.


Permission level

Select the permission level for this operator:

•	Unlimited (privileged operator) gives the operator access to all tasks, files, and records. It also gives the operator permissions to create operators and groups and to set task and file permissions for other operators or groups.

•	Based on group memberships gives the operator the task, file, and record permissions of one or more groups.

•	Custom for this operator gives the operator the task permissions selected in the Set Security Permissions window. With this permission level, you can also assign the operator to groups. Any group memberships affect only the operator's file and record permissions. The task permissions remain only those selected for this operator in the Set Security Permissions window.


Select group memberships

To add the operator to a group, click a group that is not selected. To remove the operator from a group, click a group that is selected.

The current operator is a member of each group that is selected. The current operator has the combined permissions of all groups that are selected. If no groups are selected, the operator is not assigned to any security groups.


[Exit]

Ends security setup and closes this window.


[Undo]

Removes changes made for the operator during the current session.


[Add]

Allows you to add an operator to the security system by typing the new operator information in the Operator ID field.


[Delete]

Removes the current operator from the security system. The security system becomes inactive if you delete all operators.


[Set Permissions]

Opens the Set Security Permissions window to determine which commands in the current application are accessible to the selected operator. This button is available only when you select the Custom for this operator permission level.


[View Permissions]

Opens the View Security Permissions window to view the accessible commands for the selected operator. This button is available only when you select the Based on group memberships or Custom for this operator permission level.


[Groups]

Opens the Security Groups window to set up or change security groups.


[Help]

Starts Help and displays information about this window.


Security Groups window

Use to set up or change a collection of operators that have the same permissions. You can add and delete security groups and define group memberships.

What do you want to do?

•	Create a group and set task permissions

•	Delete an operator or group

•	Modify task security permissions

For more information about any item in the Security Groups window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about groups

Learn about operators

Learn about task security


Group ID

Type an ID for this security group (up to 8 characters). A group ID can consist of letters and numbers but no spaces. Letters are automatically uppercase.


Group ID

Select a group ID from the list.


Description

Type a description for the security group (up to 30 characters).


Select group members

To add an operator to the group, click a group that is not selected. To remove an operator from a group, click a group that is selected.

Operators that are selected are members of the current group. If no operators are selected, the group has no members.


[Exit]

Accepts any additions or changes and closes this window.


[Undo]

Removes changes made for the group during the current session.


[Add]

Allows you to add a group to the security system by typing a new group in the Group ID field.


[Delete]

Removes the current group from the security system.


[Set Permissions]

Opens the Set Security Permissions window to determine which commands this group can access in the current application.


[Help]

Starts Help and displays information about this window.


Set Security Permissions window

Use to determine task permissions for an operator or group for the current application. If you opened this window from the Task Security (Operators/Groups) window, you can set permissions for the operator. If you opened this window from the Security Groups window, you can set permissions for the security group.

What do you want to do?

•	Create an operator and set task permissions

•	Create a group and set task permissions

•	Modify task security permissions

For more information about any item in the Set Security Permissions window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about groups

Learn about operators

Learn about task security


Tasks

Select a task to make it accessible to the operator or group. You must select the check box for the overall menu before you can select tasks on that menu.


[Exit]

Closes this window.


[Undo]

Removes changes made in this window during the current session.


[Copy]

Opens the Copy Security Permissions window to copy a set of permissions from one operator or group to another.


[Help]

Starts Help and displays information about this window.


View Security Permissions window

Use to view security permissions for an operator who has a permission level of Custom for this operator or Based on group memberships. You can view permissions in this window but cannot modify them. Use the Set Security Permissions window to select permissions.

For more information about any item in the View Security Permissions window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about groups

Learn about operators

Learn about task security


Tasks

Displays the tasks for the current application. Selected tasks are available to the operator or group.


[Exit]

Closes this window.


[Help]

Starts Help and displays information about this window.


Copy Security Permissions window

Use to copy a set of permissions from one operator or group to the current operator or group.

For more information about any item in the Copy Security Permissions window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Copy task permissions

Learn about operators

Learn about groups

Learn about task security


Copy permissions from

Select the operator or group from which you want to copy security permissions.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


File

Use to change security access to specific files. This command is available only when security is active.


File Security - File Types window
File Security window

Use to restrict operator access to the data file selected in the File Security - File Types window.

What do you want to do?

•	Set up file security

•	Modify file security permissions

For more information about any item in the File Security window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about operators

Learn about groups

Learn about task security


Group and operator list

Select the group or operator for which you want to restrict file access. You can select only one group or operator. If you want to restrict access to the file for multiple operators, you must add these operators to a group. If a group with the desired operators does not exist, create a new group.


[Allow All]

Allows all operators in the security system to access the selected file. Also gives automatic access to future operators.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Select Security Access window

In Report Designer, use to select which operator or group will have full access to the report design. You can give design access to only a single operator or group. Therefore, if you want to give design access to multiple operators, you must assign them to a group and give design access to the group.

In Information Assistant and Submit Issue, use to select operators you want to assign to issues. Also, use to limit access to issues.

For more information about any item in the Select Security Access window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about security


Group and operator list

Select an operator or group.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Record

Use to restrict or change security access to specific records. This command is available only when security is active and only to unlimited operators.


Record Security window

Use to activate record security and to assign security IDs to records.

What do you want to do?

•	Set up record security

•	Modify record security permissions

•	Turn off record security

For more information about any item in the Record Security window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about record security


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


[Ranges]

Opens a Range Selection window to specify a range of records and possibly subrecords to access during processing. [Ranges] appears with asterisks if you have specified ranges.


[Conditions]

Opens the Add Condition window if you have not specified conditions, or opens the Condition Selection window if you have already specified conditions. [Conditions] appears with asterisks if you have specified conditions.


Activate record security

Select to activate record security. You must activate record security before you select other options in this window.


Give all users access to records with blank security IDs

Determines how the security system treats records with blank security IDs.

•	Select to give all operators access to records with blank security IDs.

•	Clear to give only unlimited operators access to records with blank security IDs.


Securable record types

Select records to secure. Records are available only if Activate record security has been selected.


Securable record

Select the record to secure it. You must select Activate record security before you can select a record.


Securable record

Select the record to secure it. You must select Activate record security before you can select a record.


Securable record

Select the record to secure it. You must select Activate record security before you can select a record.


Securable record

Select the record to secure it. You must select Activate record security before you can select a record.


Securable record column

Lists securable records that have been created.


Securable record column

Lists securable records that have been created.


Securable record column

Lists securable records that have been created.


Securable record column

Lists securable records that have been created.


Securable record column

Lists securable records that have been created.


Securable record column

Lists securable records that have been created.


Securable record description

Lists descriptions of securable records.


Securable record description

Lists descriptions of securable records.


Securable record description

Lists descriptions of securable records.


Securable record description

Lists descriptions of securable records.


Securable record description

Lists descriptions of securable records.


Securable record description

Lists descriptions of securable records.


Security ID

Lists security IDs of securable records.


Security ID

Lists security IDs of securable records.


Security ID

Lists security IDs of securable records.


Security ID

Lists security IDs of securable records.


Security ID

Lists security IDs of securable records.


Security ID

Lists security IDs of securable records.


Reports

Use to print reports about operators, groups, and task permissions.


Report Type

Select a security report type. The reports display operator, group, and task permission information in a variety of ways.


[Start]

Begins processing, which includes printing according to your print selections.


[Cancel]

Closes this window without accepting any of the current entries.


[Send]

Use to send a document and any attachments to a printer, fax, or e-mail address.


[Print Preview]

Opens the Print Preview window to view the pages before printing.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] appears with asterisks if printer options have been changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] appears with asterisks if page options have been changed.


[Ranges]

Opens the Task Range Selection window to specify which tasks to include in the security report. [Ranges] appears with asterisks if you have specified a range.


Operator Selection window

Use to type your operator ID and password. After you start an application, you can use all the commands and files permitted and available.

For more information about any item in the Operator Selection window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about operators

Learn about security


Operator ID

Type your operator identification code (up to 8 characters).


Password

Type your password (up to 8 characters). Each character appears as an asterisk for additional security.

Change your password by clicking [Change Password].


[OK]

Accepts the current entries and closes this window.


[Cancel]

Exits this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Change Password]

Opens the Change Password window to change your current password. [Change Password] is available only after typing an operator ID.


Change Password window

Use to change your current password. Type your old password and assign a new password; then verify the new password by typing it again.

For more information about any item in the Operator Selection window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about operators

Learn about security


Old password

Type your current password. Each character appears as an asterisk for additional security.


New password

Type your new password and press [Enter], then verify the new password by typing it a second time. Each character appears as an asterisk for additional security.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Exits this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Turn off security

You must be an unlimited operator to perform this task.

To turn off security

  1	If you use file security, remove security protection from all files before you delete all operators from the security system. If you do not do this, file security remains active and no one can access your files. If this happens, create an unlimited operator. Remove security permissions from the file by clicking [Allow All] in the File Security window. Then delete the temporary operator from the security system.

  2	Delete all operators. For instructions on how to do this, see Delete an operator or group.

Note: If you are using record security, when you turn off security overall, the Security ID field disappears from related record setup windows. However, Timberline Office security saves your security ID assignments. If you reactivate record security, these settings take effect again.

Turn off file security

Turn off record security


Turn off file security

You must have task security access to the Tools > Security > File menu to perform this task.

To turn off file security

  1	From the Tools menu in an application that features Timberline Office security, select Security > File.

  2	Select a file and click [OK].

  3	If a file selection window appears, select a specific file (for example, a history file).

  4	In the File Security window, select either an operator or group that should have access to the file. Click [Allow all] to turn off file security for the file.

  5	Click [OK] when you have finished.

  6	To turn off file security completely, repeat steps 1–5 for each secured file.

Turn off security

Turn off record security

Security is off. Why can't I access files?


Security is off. Why can't I access files?

File security may still be active.

If you use file security, be sure to remove security protection from all files before you delete all operators from the security system. If you do not do this, file security remains active and no one can access your files.

To restore access to your files

You must be an unlimited operator to perform this task.

  1	Create an unlimited operator. For instructions on how to do this, see Create an operator and set up task security.

  2	Remove security permissions from the files. For instructions on how to do this, see Modify file security permissions.

  3	Delete the temporary operator from the security system. This turns off security.

Troubleshoot security


The Tools > Security > Record menu is unavailable

The Tools > Security > Record menu can be unavailable for three reasons:

•	Security is turned off.

•	Security is active but you are a limited operator. The record security menu is available only to unlimited operators.

•	You have another task open.

Troubleshoot security


Print selection window

Use to specify print options before printing a file, audit report, report, journal, or design. The Printer Information area displays the current printer and page setup information. Other options in this window vary based on what you are printing, for example, you may be required to enter prompt fields for a report.

For more information about any item in the Operator Selection window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Range Selection window

Use to specify ranges of records and sub-records that are subject to processing. The displayed information varies by the task you are performing. Highlighted items are included in the range, and non-highlighted items are excluded. If necessary, you can specify several ranges.

For more information about any item in the Operator Selection window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.


[Start range]

Begins the range on the current item.


[Include all]

Selects all items in the list.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Securable record

Select to allow record security to affect the inquiry. If the check box is unavailable, record security is not active for the record.


Securable record

Select to allow record security to affect the inquiry. If the check box is unavailable, record security is not active for the record.


Securable record

Select to allow record security to affect the inquiry. If the check box is unavailable, record security is not active for the record.


Securable record

Select to allow record security to affect the inquiry. If the check box is unavailable, record security is not active for the record.


Record Security window

Use to specify whether record security can affect records on this inquiry. You must be an unlimited operator to modify these settings.

Note: For record security to affect the inquiry, it must be active and the settings in this window must allow it to affect the inquiry.

For more information about any item in the Record Security window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about record security


Effect of an upgrade on inquiries

After you upgrade from Timberline accounting products 7.x or earlier to Timberline Office 8.0 or later, record security affects your stock and custom inquiries to the extent that it is active (new installations and subsequent upgrades are different; see next section). For example, if record security is active for the Cash Management bank account record and the Job Cost and Project Management job records, these records are automatically secured on the inquiry. If record security is active for only the Cash Management bank account record, only this record is secured on the inquiry.

If you own Inquiry Designer, you can specify settings on each inquiry that control whether record security affects the inquiry. For information about specifying these settings, see Inquiry Designer Help.

Difference between upgrades from 7.x and new 8.x installations

New installations of Timberline Office 8.x (and subsequent upgrades) utilize Timberline's predefined inquiry record security settings. These settings control whether record security can affect the inquiry. For example, if an inquiry's settings do not allow Cash Management bank account record security, this record is not secured on the inquiry (even if record security is active). On the other hand, for a 7.x upgrade, record security would automatically affect the bank account record.

Effect of record security on inquiries

Indicators that record security affects an inquiry

Inquiry record security settings