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PROPMAN will do property management accounting and record keeping for individual owners with up to 50 rental units. These may be 50 individual houses or one 50-unit building or any combination in between. Financial records are kept individually for each building. PROPMAN is an on-line accounting system. All data is updated throughout the system each time new information is entered. Displays and reports are always current. There are no transactions to post or trial balances to run. PROPMAN maintains monthly and year-to-date data about properties. Historical data is also kept about past tenants. PROPMAN does move-in and move-out prorates, calculates mortgage payments, schedules rent changes and can also print three-day notices and rent change notices. PROPMAN is completely menu-driven and has on-line help to guide you through its operation.
PropMan - residential property management software 309 S. Ynez Ave. Monterey Park, CA 91754-3203 (818) 570-1071 PropMan self-running demo Short instructions The demo may be run directly from the floppy disk. Put the floppy in drive A and enter the command A:PMDEMO. When the demo is finished it will redisplay the initial screen. Press the <Esc> key to return to DOS. Rest of the information The entire demo is in the sub-directory PMDEMO. To run the demo from a hard disk, copy all of the files from the sub-directory PMDEMO to a sub-directory on the hard disk, change to the sub-directory and enter the command PMDEMO. There are two ways to run the demo. The PMDEMO command runs the demo one time through, redisplays the initial screen and then waits to be restarted. The command PMDEMOLP (LP as in loop) only displays the initial screen one time. It then runs the demo continuously until stopped. There are four control operations. 1) When the initial screen is displayed, press any key except <Esc> to start the demo. 2) When the initial screen is displayed, press <Esc> to return to DOS. 3) When the demo is running, press the space bar see the next display without waiting for the timer. 4) When the demo is running, press <Alt> Q to restart the demo with the initial screen. To break the demo while it is running, press <Alt> Q to get the initial screen back and then press <Esc>. To anyone who sees this If this demo has been useful, let us know. If there are things that would make it more useful, let us know. Thanks.
PropMan Residential Property Management Software REFERENCE MANUAL for Shareware Property Management System PropMan REFERENCE MANUAL (C) Copyright 1986,1988 by G. Curtis Feger and Jeffrey G. Gobel PropMan Software (C) Copyright 1986,1988 by G. Curtis Feger and Jeffrey G. Gobel 309 S. Ynez Ave. Monterey Park, CA 91754-3203 (818) 570-1071 Copyright PropMan software is copyrighted. This REFERENCE MANUAL is copyrighted. Illegal copying of either is a violation of both criminal and civil law. Shareware and Copy Protection The shareware copies of PropMan software are clearly marked as shareware in their startup messages. Only copies so marked may be given to others. The shareware copies of the reference manual are clearly marked on their title pages. Only copies so marked may be given to others. PropMan software is not "copy protected". We do not copy protect our software for the simple reason that such schemes give only minor protection against illegal copying but cause major inconvience to legitimate users. The following is an excerpt from our bound reference manual. An * denotes those sections or partial sections which are included here. Table of Contents SECTION Page * 1 Read Me First . . . . . . . . . 1 - 1 * 2 Using PropMan. . . . . . . . . . 2 - 1 * 3 General Information . . . . . . 3 - 1 4 Menus and Screens . . . . . . . 4 - 1 Main Menu . . . . . . . . . . . 4 - 2 * Daily Operations . . . . . . . . 4 - 4 Month End Operations . . . . . . 4 -22 On Demand Operations . . . . . . 4 -31 System Maintenence . . . . . . . 4 -36 Reference Listings . . . . . . . 4 -55 Archive Review . . . . . . . . . 4 -60 New System Setup . . . . . . . . 4 -63 5 Errors . . . . . . . . . . . . . 5 - 1 APPENDICIES A Installing PropMan . . . . . . . A - 1 B Archiving and Backups . . . . . . B - 1 C Menus and Screens . . . . . . . . C - 1 D Freeform Letters and Notices . . D - 1 E On Screen Calculator . . . . . . E - 1 F Error Messages . . . . . . . . . F - 1 G License Agreement . . . . . . . . G - 1 Ver 2.0 (C) 1988 G. Curtis Feger/Jeffrey G. Gobel READ ME FIRST The PropMan residential property management software was designed specifically for property owners and managers. It provides these people with an accounting system to handle financial transactions in a consistent manner for all properties under their control. Yet it keeps the information separate for each property for individual reporting and income and expense analysis. PropMan has its reference manual and instructions built in. Anytime PropMan is in use, one or two keystrokes will bring the reference manual to the screen. In an afternoon you can begin using PropMan. THIS BOOK The section "Using PropMan" explains starting and stopping PropMan. It also explains the built-in reference manual and how the Menus and Function Keys are used to control PropMan's actions. It will show a new user how to begin operating the PropMan system. The "General Information" section covers the accounting and record keeping done by PropMan. This will introduce you to the terms and concepts involved and also explain the over-all organization of PropMan. "Menus and Screens" is the detailed description of each field on each display. The section "Errors" describes the types of error indications used by PropMan. The APPENDICES contain information that some persons may find helpful. Appendix A - Installing PropMan explains how to install the system in your computer. Appendix B - Archiving and Backups discusses what these operations are, why and how often they should be done. Appendix C - Menu and Screen Displays contains copies of the various displays used by PropMan. Appendix D - Freeform Letters and Notices explains how to write custom notices or mass mailings. Appendix E - On Screen Calculator explains the operation of the built in calculator. Appendix F - Error Messages is an alphabetical list of the error messages. Appendix G - License Agreement is a copy of the agreement under which you use PropMan. USING PropMan This section is an introduction to the actual operation of the PropMan system. Its purpose is to get a new user started quickly. It will show you how to start and stop the system, how to ask PropMan for help and how to read the displays. If possible follow along on the computer as you read this section. Figures referred to in this section are in appendix C. For more information on the displays or operations see section 4. Or, if you are running the PropMan program, use the Help function, covered below in this section, to call up reference material on how to use the system. PropMan uses Menus and Function Keys to control its operation. Menus are simply lists of operations or categories of operations that can be performed. The user selects from the list. Function Keys are used to request certain features and to call up various data displays. STARTING PropMan The computer must always be set with the current date and time when running PropMan. If these are incorrect, PropMan can make serious miscalculations. From the main or root directory, type in the command PROPMAN (note: all one word) and press the Enter or Carriage Return key. The PropMan system will load and then display the Main Menu. STOPPING PropMan PropMan uses a single key for all exits or ends. The Escape key (Esc) exits whatever operation is being performed at the time. An Escape from a data entry screen redisplays the menu that the screen was selected from. Escape during a Help display removes that display. An Escape from a menu causes a redisplay of the next higher menu, until, at the Main Menu, Escape will cause the PropMan system to stop running and return control to DOS. Escape is not a break or a reset. It is the normal exit for all operations. It will NOT stop in the middle of interconnected operations. NEVER SHUT THE POWER OFF WHILE PropMan IS RUNNING. First, use the Escape to exit completely from PropMan, then shut down the computer. If power is lost while PropMan is running, it may cause no problem; it may cause some minor data loss; or it may cause serious errors in the recordkeeping. There is no way to tell until the system is restarted and the data examined in minute detail. If a power failure occurs while PropMan is running the wisest action, by far, is to restore the system from the most recent backup and re-enter the lost data. This is an important reason for making regular system backups (see Appendix - B). HELP - F1 Figure C-2 (Appendix C) shows the Help displays. The HELP function is a reference manual that is available at all times. For HELP press the F1, or Function 1, key. Anywhere in the system, help may be requested and the reference material for those operations will be displayed. Even novices can use any of PropMan's features very easily by selecting the desired features and then accessing these built in instructions. When F1 is first pressed a graphic display of the function keys is shown on the screen. (Only F1 is discussed here, the function key display and the remainder of the function keys are covered later in this section under "FUNCTION KEYS"). The key display will vary but the key F1 is always labeled MORE. For MORE help press F1 a second time. The key display is removed and a window appears on the screen. PropMan will begin to display detailed information about the current cursor position. On menus, an explanation is given of what will happen if the action at the cursor location is selected. On data entry or display screens, detailed information is given about the data at the cursor location. HELP will also explain how this data relates to other data on the screen or to data on other screens. Often there is more than a single window-full of information. In this case, the word "MORE" is shown as the last word on the last line in the window. Press F1 to see the next window-full of material. This can be continued until all windows have been seen, or can be stopped. Use the Escape key to exit the Help operation at anytime. When an operation is to be performed, Help can be requested on the various menus to locate the correct section of PropMan. Help can then be requested from the data screen itself to lead the operator through the process. Anytime there is any question about where you are, what is needed or how to do some operation, first press F1. SCREEN DISPLAYS Figure C-1 (Appendix C) shows the general screen format. Always shown at the top of the screen are the system owners name, the current processing month or archive review month the current date and time. Most of PropMan's operations are performed on a single building at a time. During these operations, the building number and name also are in the heading. The middle portion of the screen contains the menu or data entry display for whichever PropMan activity is in progress. At the bottom of each screen are two message lines. The last line is a data entry prompt. It specifies the type of input allowed at the current cursor position. The line above these prompts is for error messages. When an entry is rejected PropMan will tell you why. Error messages are removed when the next key is pressed. See section 5, Errors and Appendix F, Error Messages. MENUS PropMan has small and relatively few menus. This is because PropMan performs so many actions automatically, based on data entered by the user. These automatic actions do not need to be specifically requested from a menu. Each of the selections from the Main Menu leads to another menu. The selections from these second level menus lead to the screens used to enter data and control operations. Notice that the data entry prompt at the bottom of the menu screen tells how to select an item from the menu. Move the cursor by using the up and down arrows or by keying the first letter of the desired item. Then press the Enter or Carriage Return key. The next menu or a data display will appear. For more information about any of the menu selections, move the cursor to that selection and call up HELP by pressing the F1 key. DATA ENTRY SCREENS / CONTROL SCREENS After the desired action has been selected from the menus, you can begin reviewing or entering data, or start the desired operation. It is these screens that do the work of PropMan. Examples: 1) To work on payables, select "Daily operations" from the Main menu (C-3); select "Invoices" from the Daily menu (C-4). The Invoice data entry screen (C-5) is displayed. You may now review, add or change invoices. 2) to close out the accounts at month end, Select "Month end operations" from the Main menu (C-3); select "Close out accounts" from the Month end menu (C-13). The Month end close screen (C-17) is displayed. You may now initiate the month end close operation. COLOR USAGE PropMan does not require a color display but is designed to take full advantage of color if it is available on your system. For a complete description of the color coding scheme and color selection, see the System Parameters screen in section 4; or select "System maintenance" from the Main menu, select "System parameters" from the System maintenance menu, then ask for HELP (use F1) on the Colorset and Color items. See figure C-38. Color coding is used to show different categories of information in different colors. The operator can tell at a glance what type of information is being displayed. For example, colorset number 3 uses the full range of color coding available. The examples here refer to figure C-5, an Invoice screen. When using this colorset the screen and menu titles are in bold colors to set them off from the data. The labels identifying the data are in white (ie. "Invoice Number:", "Distribution Amount") and the data itself is in black (ie. "6", "500.00"). In addition, there are two kinds of data being displayed. Data that can be directly entered or changed from the current screen is black on a white background (ie. invoice amount, distribution account number). There is also data that is calculated by PropMan for display only. This is black on a green background (ie. vendor name, on hold date). The cursor will not move to every position on the screen. It moves only to those items that may be entered or changed. Data for display only is inaccessible. This may be historical data or data calculated by PropMan. Data that is accessible at one time may not be accessible at another. On the Invoice screen most of the data on the screen can be accessed anytime until the invoice is paid. After payment no changes may be made at all. This distinction between accessible data and display only data is one use of the color coding. When using colorset number 3 mentioned above, positions where the cursor will move are the black data on white background. The remainder of the data is black on green background. As the status of the data changes between accessible and inaccessible, the color coding will change also. ENTERING AND CHANGING DATA The same data display screens are used to enter new data and to change data previously entered. To enter new data a "NEW" or blank screen is called up. To change existing data, the data is called to the screen and the new values entered. For instructions go to the desired screen and ask for HELP (use F1). Information may be entered in any sequence. The enter (or Carriage Return), the forward and backward tab and the up, down, left and right arrow keys are used to move the cursor around the screen. As each item is entered it is edited. Any errors are rejected immediately by PropMan. If an entry impacts other data on the screen that data will be changed as necessary to stay in step. The user may make as many changes as desired on the screen. As long as the data remains on the screen no permanent changes have been made. Then, when the operation is terminated or a new display is called for, PropMan saves the final values. No special command is needed to save the data. If you enter or change data on a screen and then leave the screen, PropMan assumes that the data is to be saved and acted upon. Up until the time this save takes place the user may cancel all of the changes he has made and redisplay the original data (see "Function Keys" below). As soon as data is saved by PropMan, it is reflected in all appropriate areas of the system. No further operations or instructions are required to tell PropMan to process the information. As an example, when the receipt of a deposit is entered on the Tenant Financial screen, all of the following items will immediately have new values to reflect this deposit: the tenant's deposit balance, the building's deposit balance, the building's deposit income account, and the owners earnings. This is done for both current month and year-to-date values. FUNCTION KEYS Function keys are used to manipulate data on a screen and to move between screens that contain related data. They control actions that immediately operate on the screen or on data being displayed. The function keys give flexibility and control over the detailed actions of PropMan. PropMan recognizes two different function key layouts. The IBM XT style keyboard has keys marked F1 through F10 on the left side of the keyboard. The IBM AT style keyboard has keys marked F1 through F12 across the very top of the keyboard. The keyboard style is specified on the System parameters screen. All of the functions are available on either keyboard. The uses of the particular keys are not the same, however. The descriptions below show how to use the functions from either keyboard. Figure C-2 shows the Help display of the function key layout. The functions and keys: 10 Key 12 Key F1 - Help - F1 The HELP function is a reference manual that is available at all times. When F1 is first pressed, a graphic display of these function keys is shown on the screen. Not all of the keys are labeled every time they are shown. Only the keys that are currently active have labels. Keys F1, F2 and Esc are always active and always labeled. The labels for keys F3 through F10, are determined by the cursor position. Only active keys are shown and the labels on the keys match the screens and fields being entered. Pressing F1 a second time calls up more detailed information about the current activities (see "HELP - F1" above, in this section). When using Help remember to use the Esc key to exit from the Help function before pressing another function key. 10 Key 12 Key F2 - Calc - F2 Calls a three memory calculator onto the screen. This is available at all times and can be moved to any spot on the screen. See appendix E. 10 Key 12 Key F4 - Clear "field" - F9 F6 - Restore "field" - F10 In operation, "field" is replaced by the actual name of the field at the current cursor location. A field is any one thing of interest. The Building Number is a field. The Building Name is a field. Each line in an address is a field, as are phone numbers, tenant names, and so on. The Clear function sets the field to zeros or blanks as appropriate. The Restore function sets the field back to its most recently saved value. These keys are active only when the cursor is on a data field. 10 Key 12 Key F3 - Clear screen - F5 F5 - Restore screen - F6 A screen displays a group of fields that pertain to each other. The Clear function sets all fields on the screen to blank or zero. Remember the original values are not lost until new values are stored when you leave the screen. The Restore function discards all of the data on the screen and sets all fields back to their most recently saved values. These keys are only active on data entry screens. 10 Key 12 Key F7 - "Previous type" screen - F3 F9 - "Next type" screen - F4 In operation "Previous type" and "Next type" are replaced by the actual names of the screens. Some groups of related data are so large that they will not fit in a single display. In these cases multiple screens are used. The screen type is the name of the format or layout of the screen. For example: PropMan records three screens (three different screens-full) of information about each tenant, the Tenant Financial activity, Tenant Payment History and Tenant Personal information screens (see figures C-6,7,8). When Tenant Activity is selected from the Daily menu, the Tenant Financial activity screen is displayed. Using the Help function (press F1) displays the function keys. The Previous Type key is labeled "Prsnl scrn"; the "previous type" of screen is the Tenant Personal information screen. The Next Type key is labeled "PmtHst scrn"; the "next type" of screen is the Tenant Payment History screen. These keys are only active if there are multiple screen types. When there are, the titles of the screens include a note such as "(Tenant scrn 1 of 3)" as a reminder that the other screens are also available. 10 Key 12 Key F8 - Previous "screen" - F7 F10 - Next "screen" - F8 In operation "screen" is replaced by the actual name of the screen. These functions do not change the screen format. They allow calling the next or previous group of information with the same format. Whatever is named in the title of the screen is the group these functions operate on. Examples: 1) in the Vendor List the next or previous vendor's data will be shown; 2) on a unit screen, data about the next or previous unit will be shown. These keys are only active when such data exists. 10 Key 12 Key F8(Shift) - Previous "field" - F9(Shift) F10(Shift) - Next "field" - F10(Shift) In operation "field" is replaced by the actual name of the field at the current cursor location. When these functions are available, the "field" name used here will be the same as the "field" name used for the Clear "field" and Restore "field" functions. On some screens there are fields whose values have an inherent sequence of their own, independent of the other data on the screen. The Next and Previous "field" functions allow these fields to be stepped through their values. Examples of these fields: 1) the Account Corrections are in order by correction number but on that screen Acct can be stepped through in sequence (... 1430, 1440, 1450, ... ) for any correction (see figure C-25); 2) Invoices are in order by invoice number but on that screen Vendor can be stepped through in vendor number sequence 1, 2, 3, ... for any invoice (see figure C-5); 3) data for tenants is kept in order by unit but on the Tenant Financial screen the Tenant Name can be stepped to see previous tenants in the same unit (see figure C-6). These keys are only active if the cursor is on a field that has such stepping. Whenever these functions are available the Input Message includes the note "(Prev/ Next)" to remind you. For the 10 function key keyboard: * Always available: Esc - Escape F1 - Help F2 - Calculator * Available during data entry: F4 - Clear "field" F6 - Restore "field" F3 - Clear screen F5 - Restore screen F8 (shift) - Previous "field" (some fields) F10 (shift) - Next "field" (some fields) * Available when multiple displays exist: F7 - "previous type" screen F9 - "next type" screen F8 - Previous "screen" F10 - Next "screen" For the 12 function key keyboard: * Always available: Esc - Escape F1 - Help F2 - Calculator * Available during data entry: F9 - Clear "field" F10 - Restore "field" F5 - Clear screen F6 - Restore screen F9 (shift) - Previous "field" (some fields) F10 (shift) - Next "field" (some fields) * Available when multiple displays exist: F3 - "previous type" screen F4 - "next type" screen F7 - Previous "screen" F8 - Next "screen" General Information This section describes the record keeping and accounting done by PropMan. Its purpose is to explain PropMan as a rental management system without getting overly involved in the details of the computerization or computer operation aspects. PropMan keeps information at several levels. Some is universal, used for all buildings, tenants, etc. in the system. Other information is building specific. And other information is recorded on a per unit or per tenant basis. UNIVERSAL DATA The PropMan Registered Property Management System is designed for use by persons who own and manage a few properties. Each building is a completely separate accounting or financial entity. Buildings have unique numbers between 100 and 999. The system will handle up to 50 units. That may be one 50 unit building or 50 one unit buildings or any combination inbetween. In PropMan a vendor is anyone to whom invoices are charged. There is a single vendor file used by all buildings. The file can have 9999 vendors. You may use different vendors for each building if desired, but they will all be kept in one file. PropMan assigns vendor numbers in sequence. PropMan has a common chart of accounts to define the names and numbers of the accounts. Each building has separate financial information but uses the same categories to organize it. In the Chart of Accounts accounts are numbered from 1200 to 2850 by 10's. The even hundreds are summary accounts and their names cannot be changed. The remainder are detail accounts. Most detail account names can be changed at will. All accounting charges are made to the detail accounts. Summary accounts cannot be charged directly. Their value is always the total of all of their detail accounts. PropMan operates by account number so charges to an account (1580 or 1310 or etc.) remain charges to that account independent of any name it might be given. Each building has seperate accounting data. The detail accounts with fixed names have fixed uses. PropMan must have these accounts available to use as part of its automatic operations. Most of the mortgage expense accounts, some of the income accounts and a few others are fixed. The numbered accounts are all monthly activity accounts. They have no running balances. In addition to these are 15 balance accounts. There are 5 mortgage principal, 5 deposit, and 5 reserve balance accounts. These balance accounts keep running balances for the income and expense transactions in their corresponding activity accounts. For example; activity account 2010 1st Trust Deed Principal records how much was paid toward the principal in a given month, and the balance account 1st Trust Deed Balance is the amount still owed. BUILDING INFORMATION The building is the major entity around which PropMan is organized. Each building's financial records are serarate from all others. Buildings may use the same vendors, but are not required to. When a building is entered in the system, the user assigns a number in the range 100-999. They may be assigned in any order desired but must be unique. For each building there is a physical description and information on reserves, mortgagees and so on. There is a list of the units in the building and a list of tenants for each unit. Each building has its own invoices, corrections and its own year-to-date and month-to-date accounting data and archives. The building is an accounting grouping. If several physically distinct buildings are to be grouped and run as a whole, you may call them by a single building number and use the unit IDs to identify them. The opposite is also true. If accounts are to be kept separate for different portions of a single site, it may be entered as several buildings with each containing only a portion of the units. Buildings may have a status of NEW, ACTIVE or DELETED. A building is NEW when it first entered in the system. Background information may be entered about the building, its units and tenants but no financial activities take place. An ACTIVE building is an operating building. All normal rental activities take place. A DELETED building has no further activity. Its data may be examined and listed but no transactions are accepted. UNIT INFORMATION The unit information is the most basic. It is nothing more than notes or record keeping. There is no financial information about units, only physical descriptions and historical records. PropMan does nothing with this information except store and retrieve it. TENANT INFORMATION Tenants may be PREVIOUS, CURRENT or NEW. A PREVIOUS tenant is one that has moved out of a unit. A CURRENT tenant has moved in and not yet moved out. A NEW tenant has not yet moved in. The records for each tenant include personal information about spouse, work, cars and such; financial information about monthly rent, due dates, deposits and so on; and a financial history of the tenant's activity. For each unit there is at least one set of tenant information. When tenant information is requested, the current tenant is recalled first. Any previous tenants' or new tenant's data are then available. ACCOUNTING ACTIVITIES PropMan is an on-line single entry accounting system. All transactions are posted as they are entered. This means that there are no posting or trial balance operations to perform. It also means that all PropMan accounting reports are always current. Up to the second Month-to-date and Year-to-date information is available at any time. Invoices and tenant refunds are reflected in statements when entered even if they are not yet paid. All of these pending invoices must be marked paid each month. PropMan will not close a month until the month's business is complete. When the month's business is closed PropMan forces the money available and the money used to match. At month end any cash on hand is paid to the owner. Alternatively, if there is a shortage, money will be taken from reserves to cover it. (You have to replenish the reserves yourself.) In either case, for each building, each month the money available always equals the money used. ARCHIVES PropMan archives data and keeps it available for review and listings. Monthly data is available for the last eleven months. Year-end data is kept indefinitely. This archiving is done as part of the normal month end and year end closes. No special action is required from the user. See Appendix B concerning archives and backups. FILE PURGES Data for buildings and tenants accumulates continuously. Outdated data should be purged occasionally to free disk space for reuse. See the warnings in the Help for these operations before using them. Menus and Screens This section contains a detailed description of each menu selection and each item on the data displays. Most of this information can also be found in the PropMan F1 Help. TENANT ACTIVITY Tenant activity requires three screens to contain the data. The Tenant Financial screen is shown first. From this either the Payment History or the Tenant Personal screens may be requested by using the function keys. In addition, this data is maintained for previous tenants and tenants not yet moved in. This information is accessed by calling up the appropriate Unit and then using function keys at the Tenant Name field. TENANT FINANCIAL SCREEN The Tenant Financial screen has the most commonly used operations and data. Here rent receipts and other financial transactions are entered, rents are changed and tenants moved in and out. See figure C-6. In the ongoing operation of ACTIVE buildings, virtually all actions involving tenants are controlled from this screen. There are three categories of tenants, NEW, CURRENT and PREVIOUS, (see Status on this screen). For each tenant status, slightly different data is allowed and the cursor only moves to the allowable fields or actions. As data is entered or changed, accounts are kept up to date and future actions scheduled. When a building is NEW (see New Building Start Up), Tenant Financial only allows entry of historical or background data about tenants. In NEW buildings all tenants show a Status of NEW. No accounting activities (see Activity fields on this screen) are allowed for these NEW buildings. Information such as original move in date, deposits being held etc. should be entered. This information is used as the starting point for the building when the building status is changed to ACTIVE (see Status on the building General changes screen). The fields on the Tenant Financial screen: Building: All Tenant Activities require a building number. It may be a NEW, ACTIVE or DELETED Name: building. The allowable actions vary for NEW or ACTIVE buildings. In DELETED buildings data may be reviewed only. When the Building number is accepted, the Name is displayed. Unit: All tenant information is called up by Unit ID. The Unit ID must match one of the IDs specified when the building was first started in the PropMan system. There are Next/Prev function keys to step through the Unit IDs. Post full rent paid (Y/N)? This question is shown only for CURRENT tenants who have not paid any rent so far this month. A "N"o answer removes the question. A "Y"es answer removes the question but first enters a financial activity (see Activity ... fields on this screen), showing the full scheduled rent paid on the current date. Tenant: Enter or change the name of the tenant. Changing the name does not change the tenant. A tenant name changed here is changed to correct spelling or some such. All of the other data stays the same. There is just a new name for the same person. See Status, Date In and Date Out on this screen. On this field function keys are used to call up information about other tenants who have occupied the unit (PREVIOUS tenants), and tenants who have not yet moved into the unit (NEW tenants). When tenant data is displayed the tenant name and all other data are for the CURRENT or most recent tenant in the unit. There are function keys labeled Next and Previous Tenant name. The Prev Tenant Name calls up data about the previous tenant in the unit. The Prev Tenant Name function will step back one tenant at a time through any previous tenants. The Next Tenant Name function steps forward one tenant at a time. Stepping as far forward as possible calls up a NEW tenant. This is data about a tenant who has not yet moved in. Status: This field is maintained by PropMan according to the Date In and Date Out fields entered by the user. There are three statuses. A NEW tenant has not yet moved into a unit. For each unit there may be only one NEW tenant. The CURRENT tenant is the occupant of the unit. For each unit there may be one CURRENT tenant. When a CURRENT tenant moves out they become a PREVIOUS tenant. The data on PREVIOUS tenants accumulates indefinitely until Purge Files is performed. Activity Not used by PropMan. PropMan maintains and Date: displays it for the user. It defaults to the current date. Activities, independent of their date, are always accepted as business for the current Processing Month. See NOTE after Activity Type on this screen. Activity Enter the money involved. The accounts in Amount: PropMan for this building will be affected by this amount. See NOTE after Activity Type on this screen. Activity There are only a few reasons a tenant might Type: have a financial activity; rent paid, deposit paid, deposit refunded; and so on. PropMan contains a list of these activities. There are function keys for Next and Previous Activity Type, to step through the list. Use the function keys to step through the activities to find the one that applies. They are listed with the more common first and the seldom used last. The activities are: 1)Rent Paymnt - Money was received for rent; cash, check, money order are all entered the same. This is account 2510. 2)Other Pymnt - Money was received for Other Due; cash, check, money order are all entered the same. This is account 2550. 3-7)"deposit" Pymnt - Money was received to be held in a deposit account; cash, check, money order are all entered the same. These are accounts 2610 through 2650. 8-12)"deposit" Refnd - Money will be taken from a deposit account and a refund check written. These are accounts 1910 through 1950. 13)Other Assmt - The tenant has been charged for damage or a fee. The money will be added to Other Due. 14)Rent NSF - A check accepted for Rent Paymnt has been returned, uncashed. It is backed out of account 2510. 15)Other NSF - A check accepted for Other Pymnt has been returned, uncashed. It is backed out of account 2550. 16-20)"deposit" NSF - A check accepted for a "deposit" Pymnt has been returned, uncashed. It is backed out of the appropriate 2610-2650 account. 21)Rpeal Assmt - No money has been received. The tenant was assessed a charge using Other Assmt. The charge is now being removed from Other Due without payment. 22)Rent Credit - No money has been received. The tenant is being given credit as if rent had been paid. This is shown as income in account 2530 and as an expense in account 1720. 23)Rent Refund - The tenant has a credit balance for Rent Due. Money will be taken from the credit balance. It is backed out of account 2510. 24)Other Refund - The tenant has a credit balance for Other Due. Money will be taken from the credit balance. It is backed out of account 2550. 25)Apt Allow - No money has been received. The tenant is given an apartment allowance as credit toward the Rent Due. This is shown as income in account 2520 and as an expense in account 1110. 26)L-M-R Used - No money has been received. The deposit for the last months rent is to be used. Money is taken from the tenant's L-M-R deposit balance and credited toward Rent Due. This is shown as a deposits refunded expense in account 1950 and as income in account 2540. NOTE: Activities that involve money received or NSF checks returned are entered in the current Bank Deposit. These activities may be changed as long as that deposit remains open. Once the Bank Deposit has been closed, activities up to that point are fixed. Reversing entries may be made but no changes to the original entries are allowed. An example: a check for rent is in one deposit and the deposit is closed; the NSF entry for the check can be in another deposit but the entry made when the check was received cannot be accessed. Sched rent: The Scheduled Rent is the normal monthly rent. Each Due Day the Rent Due is increased by this amount, Move In/Out prorates excepted. Due day: This is the day of the month when the Sched Rent is due. It may be entered only for NEW tenants. After a tenant moves in the Due Day cannot be changed. Paid to: This is the last day for which rent is paid in full. When a tenant first moves in the Paid To date is one month after the Date In. In the second month the rent is prorated to adjust the Paid To date to the day before the rent Due Day. The Paid To date will fall on the day before a Due Day from then on, until a move out prorate is performed. In the month when a tenant moves out, the rent is prorated so that the Paid to date matches the Date Out. Rent due: This is the total amount needed to pay in full all rents due up through the current date. Partial payments lower the Rent Due but do not advance the Paid To date. When a full months rent is accumulated the Paid To date is advanced. Overpayments show as a credit balance for Rent Due until a full months overpayment is accumulated. The Paid To date is then advanced and one months rent deducted from the credit balance. Other Due: This is a running total of Other Assessments charged less Other Payments made. It is money owed by the tenant, but the charges and payments are not part of the rent. Last Rent: These two fields are a record of the last time the rent was changed for this tenant. Last Date: The Last Rent was the monthly rent that this tenant paid before it was changed to the current Scheduled Rent. The Last Date is the date the change took place and the current Scheduled Rent went to effect. New Rent: These two fields show when the next change in rent is scheduled. The New Rent is the amount New Date: the rent will be changed to. The New Date is the date when the change will take place. On the New Date, the Scheduled Rent will be changed to the amount of the New Rent. It must always be a rent Due day for this tenant. On that date and from then on this new Scheduled Rent will be due each month. The Last Rent and Date on this screen will be set to record this change. The New Rent and Date will be set to blank. Date in: PropMan uses this date to schedule automatic move in of tenants. When entering data about a NEW tenant for the unit, enter the date that the tenant will move in. On that date, this NEW tenant will be moved in and marked as CURRENT. If there is a tenant in the unit, that tenant will be given a Date out and marked as PREVIOUS. The Date in may be entered before or after the actual move in, but PropMan will not accept dates that are earlier than the 1st day of the current Processing Month. NOTE: If this tenant is in a NEW building being started in PropMan for the first time, enter the date that the tenant originally moved in. PropMan will merely record the date. Lease exp: The Lease Expiration date is used to print a tickler file of leases. See the Lease Expiration Report in the Unit/Tenant reference listings. Pay / Quit The date of the most recent 3 day notice for this tenant. If a 3 day notice is prepared by hand, you may enter the date here. When PropMan writes a 3 day notice, it enters the date here. See 3-Day Notices on the Letters / Notices screen. Date out: PropMan uses this date to schedule automatic move out of tenants. Enter the date that the tenant will move out. On that date the CURRENT tenant will be moved out and marked PREVIOUS. The unit will be vacant until a NEW tenant moves in. The date may be entered before or after the actual move out, but PropMan will not accept dates that are earlier than the 1st day of the current Processing Month. Close: Should this tenant's accounts be closed? Closing a tenant's accounts means that there will be no more financial transactions with the tenant. You have collected all of the payments that you are going to get; and you have paid all of the refunds that you are going to pay. To close, answer 'Y'es. After the tenant has moved out, the retained deposits will be deducted from the deposit balances for the building. Any unpaid rent will no longer be shown as overdue. Deposit Balances The 5 deposit account names from the Chart of Accounts are shown here along with the amounts being held for this tenant. Normally these are maintained by PropMan according to deposit activities. When entering start up data for a tenant in a NEW building, the amounts of deposits already being held should be entered. TENANT PAYMENT HISTORY The second tenant screen is a history of the tenant's financial activities. There is no data entry on this screen. See figure C-7. The fields on the Tenant Payment History: Building: See the Tenant Financial screen, above. Name: Unit: See Tenant Financial screen, above. Tenant: No data entry. The Next/Prev Tenant Name, function keys may be used to see other tenants who have used this unit. The name may be entered on the Tenant Financial or Tenant Personal screens. The history data The lower portion of the screen has the last 26 Activities entered for this tenant. These do not include activity for the current Processing Month. At Month End Close all of the Activities for the month being closed are moved from the Tenant Financial screen, above, to this Payment History screen. Older data is removed from the top of the left column. The new activities are added at the bottom of the right column. TENANT PERSONAL SCREEN The third screen contains personal information. PropMan does little with this except maintain and display it for the user. See figure C-8. Building: See the Tenant Financial screen, above Name: Unit: See Tenant Financial screen. Tenant: See Tenant Financial screen. Status: See Tenant Financial screen. Other Occupants Other occupants in addition to the tenant may be listed here. These names can be used on the 3-Day-Notices printed in the Letters/ Notices operations. Phone: Enter one or two if desired. These are used in the telephone lists printed by PropMan. See the Telephone List on the General reference listings screen and the Tenant Phone List on the Unit / Tenant reference listings screen. Garage: These are not used by PropMan. They are. Locker: maintained and displayed for the user. Car: Tenant's Employer These items are not used by Propman. Spouse's Employer They are maintained and displayed for the user.
PropMan - residential property management software 309 S. Ynez Ave. Monterey Park, CA 91754-3203 (818) 570-1071 SHIP TO: I am currently using PropMan: Serial Number and Release 2.6 . ------------ ---------- These are shown on the PropMan System Parameters screen. I am not ordering at this time, but please ------- put me on your mailing list. Quantity Price Amount PropMan Shareware version @ $12.00 -------- --------- Includes: Shareware version PropMan (2 disks) Documentation /Demo (1 disk) PropMan Registered version @ $135.00 -------- --------- Includes: Registered version PropMan (4 disks) Reference Manual User Guide 90 day phone support California residents add 6.5% sales tax (.78, 8.78) --------- Total enclosed ---------
PropMan Residential Property Management Software USER GUIDE for Shareware Property Management System PropMan USER GUIDE (C) Copyright 1986,1988 by G. Curtis Feger and Jeffrey G. Gobel PropMan Software (C) Copyright 1986,1988 by G. Curtis Feger and Jeffrey G. Gobel 309 S. Ynez Ave. Monterey Park, CA 91754-3203 (818) 570-1071 Copyright PropMan software is copyrighted. This USER GUIDE is copyrighted. Illegal copying of either is a violation of both criminal and civil law. Shareware and Copy Protection The shareware copies of PropMan software are clearly marked as shareware in their startup messages. Only copies so marked may be given to others. The shareware copies of the user guide are clearly marked on their title pages. Only copies so marked may be given to others. The following is an excerpt from our bound User Guide. An * denotes those sections or partial sections which are included here. Table of Contents 1. Getting Started Read Me First............................ 1-1 Terminology.............................. 1-2 Installation............................. 1-3 Starting Up PropMan...................... 1-4 Shutting Down PropMan.................... 1-5 Help..................................... 1-6 Initial Processing Month and Year........ 1-7 Entering Your Company Heading............ 1-9 Changing Colors.......................... 1-10 Chart of Accounts........................ 1-11 Entering Vendors......................... 1-12 * New Building Startup..................... 1-13 * New Building Startup - General Screen.... 1-14 * New Building Startup - Mortgage Screen... 1-15 * New Building Startup - Units Screen...... 1-16 * Entering Tenants for New Buildings....... 1-17 Building Changes......................... 1-18 Building Changes - General Screen........ 1-19 Building Changes - Mortgage Screen....... 1-20 Building Changes - Units Screen.......... 1-21 Unit Information......................... 1-22 * Activating a New Building................ 1-23 Entering Tenant Personal Information..... 1-24 * Building Statuses........................ 1-25 2. Day to Day Monthly Operations....................... 2-1 Moving In Tenants........................ 2-2 Moving Out Tenants....................... 2-3 Entering Rents........................... 2-4 Entering Tenant Financial Transactions... 2-5 Paying Bills............................. 2-6 Entering Invoices........................ 2-7 Changing Invoices........................ 2-8 Entering Tenant Personal Information..... 2-10 Entering Vendors......................... 2-11 Tenant Payment History................... 2-12 Miscellaneous Income..................... 2-13 Reserve Account Activity................. 2-14 Bank Deposits............................ 2-15 3. When Needed Printing Notices and Letters............. 3-1 Rent Changes............................. 3-2 Accounting Corrections................... 3-3 Printing Reference Lists................. 3-4 Printing General Reference Listings...... 3-5 Printing Building Reference Listings..... 3-6 Printing Unit / Tenant Reference Listings 3-7 Deleting Vendors......................... 3-8 4. Month End Income and Expense Recap................. 4-1 Month End Statements..................... 4-2 Backing Up PropMan....................... 4-3 Closing out the Month.................... 4-4 5. Archives Reviewing Archived Information........... 5-1 Reviewing Archived Invoices.............. 5-2 Reviewing Archived Miscellaneous Receipts 5-3 Reviewing Archived Accounting Corrections 5-4 Printing Archived Information............ 5-5 Reviewing Archived Income and Expenses... 5-6 6. Index New Building Startup As defined in PropMan, a building is any entity you wish to keep accounting records on as a whole. An apartment complex, duplex, a single family dwelling or group of homes, are all considered buildings. There are several simple steps required to startup a new building in PropMan. 1. If the building you are entering has a mortgage then (if you have not already done so) enter the lender as a vendor by following the steps outlined under Entering Vendors. 2. From the Main Menu press <S> for System Maintenance and press <Enter>. 3. From the System Maintenance Menu press <N> for New Building Startup and press <Enter>. 4. Your cursor is on Building. Type in the the number you wish to associate with the building you are entering. This number will be used to identify this building when ever you need to refer to it. The building number can be any number between 100 and 999. 5. The screen displays a message either saying that the building number you have entered is unused or in use already, and the cursor is on Startup building. If the building number you have entered is not in use then you will be creating a completely new set of building records. If the number was already in use and you reuse this number it will destroy any accounting, unit, tenant and history information that may exist for this building. If you have made a mistake and want to type in another building number then press <N> for No, press <Enter>, and go back to step 4. If you wish to continue then press <Y> for Yes and press <Enter>. 6. If the building number you have selected was unused then go to step 7. If you are reusing a building number then you have the option of retaining the background information for this building, such as it's name and address, mortgage information, apartment numbers, etc., even though the unit, tenant, and accounting information will be lost. Your cursor is on Clear data. Press <N> for No if you wish to retain the background information, or press <Y> for Yes to clear all of the old building data. Press <Enter>. 7. In steps 7 through 9 don't press <Esc> until you have finished entering the information outlined in all three steps If you do the building will be created incompletely and you will have to begin again at step 3. Perform the operations outlined under New Building Startup - General Screen. 8. Perform the operations outlined under New Building Startup - Mortgagee Screen. 9. Perform the operations outlined under New Building Startup - Units Screen. 10. Perform the operations outlined under Entering Tenants for New Buildings. 11. Perform the operations outlined under Unit Information. 12. Perform the operations under Activating a Building. New Building Startup - General Screen This screen contains the general information about a building, and it is the first of three screens required during New Building Startup. 1. Your cursor is on Name. Type in the name you wish to associate with this building and press <Enter>. 2. The cursor skips by Building status and Number of Units. While you are entering a new building it will always have a status of New (see Activating a Building). The Number of units starts out as one (buildings must always have at least one unit) but as you enter the apartment numbers for this building (see New Building Startup - Units Screen) this number will change accordingly. Your cursor is on the first line of the building Address so type it in and press <Enter>. Do the same for the other three Address lines as required. 3. Your cursor is on Monthly under Reserve Accounts. Enter the amount you wish to reserve monthly for each of the reserve categories listed to the left. Press <Enter> after typing in each amount. For example: Suppose your real estate taxes are $12,000 annually. You decide to put $1,000 aside each month. Enter 1000 under the Taxes reserve account. Each month, PropMan will automatically increase your tax reserve account by $1,000 and show the new balance on your monthly statement. 4. After you press <Enter> on the last Monthly reserve amount field the cursor will be under Balance. Enter the your current cash balance for each of the reserve categories by typing in an amount and pressing <Enter>. This balance may only be entered when setting up new buildings, PropMan will maintain the balance once the building has been made active. 5. After you press <Enter> on the last reserve account Balance, your cursor will be under Notes. This space is provided for any notations you may wish to keep. Type in your notes, pressing <Enter> after completing each line. 6. You have now finished with the first New Building Startup screen. The next screen is the Mortgagee screen. To get there you must press <F1>, find the function key labeled Mtgee Screen, press <Esc>, then press the Mtgee Screen function key. If you have already completed all three New Building Startup screens and want to have PropMan create all of the records for this building, then press <Esc>. This may take several minutes, but when finished you will be back on the System Maintenance Menu. From the System Maintenance Menu you can press <Esc> again to return to the Main Menu. New Building Startup - Mortgagee Screen This is one of three screens associated with New Building Startup. This screen allows you to enter mortgage information for this building. PropMan allows for up to five mortgages per building. At each month end close PropMan will automatically make an invoice for the next month, for each of the mortgages entered here. On those mortgage invoices PropMan will calculate how much of each payment will be applied to principal and how much will be applied to interest and will update the mortgage balance accordingly. 1. The cursor is now on Mortgagee Number. Type in a number from one to five corresponding to the trust deed you are entering, and press <Enter>. For example if you were entering mortgage information for the second trust deed on this building you would press <2> and <Enter>. 2. Your cursor is now on Vendor. The mortgage lenders should all be entered as vendors (see Entering Vendors). Type in the vendor number corresponding to the mortgage lender for the trust deed you are entering now and press <Enter>. The lender's name, address, and phone numbers will come up automatically. If you have not already entered the mortgage lender for this trust deed as a vendor then skip this field and continue with step 3. After you are completely finished with New Building Startup then enter the lender following the steps outlined under Entering Vendors. You may then follow the steps outlined under Building Changes - Mortgagee Screen. If you have already entered the mortgage lender for this trust deed as a vendor, but do not remember the number that was assigned to that vendor, then press <F1>. Find the function key number labeled Next Vendor. Press <Esc>. Press that function key number to step through vendors until you find the one you are looking for. 3. The cursor is now on Loan No. This is for your reference. Type in the number of the loan for this trust deed and press <Enter>. 4. The cursor is on Terms. This space is also provided for your reference only. You may type in the length and type of the loan. For example "30 Year Fixed 5/1/64". Press <Enter>. 5. On Due day, type in the day of the month that the loan payment falls due, and press <Enter>. For example you might type in "1" for the 1st or "15" if the loan is due on the 15th. 6. The cursor is now on Loan Balance. Type in the balance for this trust deed and press <Enter>. 7. On Interest rate type in the rate and press <Enter>. 8. On Prncpl & Int type in the monthly payment amount of the loan and press <Enter>. 9. On Impound type in the amount of any monthly impounds and press <Enter>. Your total monthly payment will appear next to Total. 10. This completes the mortgage setup for this trust deed. If you wish to enter another mortgage for this building then return to step 1. Otherwise continue with New Building Startup by going on to the Units screen. Press <F1>. Find the function key number labeled Units Screen. Press <Esc>. Press the Units Screen function key number. If you have already completed all three New Building Startup screens and want to have PropMan create all of the records for this building then press <Esc>. This may take several minutes, but when finished you will be back on the System Maintenance Menu. From the System Maintenance Menu you can press <Esc> again to return to the Main Menu. New Building Startup - Units Screen This is one of three screens associated with New Building Startup, and is where you specify what the apartment or unit numbers are for this building. It is important that the list of apartment numbers is complete and correct as you will not be able to change them outside of the New Building Startup procedure. 1. The cursor is on the first unit number. Buildings must have at least one unit, so when they are created the first apartment number is set to match the building number. If this is not one of the apartment numbers in this building then type the first apartment number over this one. Press <Enter>. 2. Type in the rest of the apartment numbers for this building pressing <Enter> after each one. If you make a mistake you can back up by holding down the <Shift> key and pressing the <Tab> key. Do this until you are on the unit you need to change and then type over it with the correct apartment number and press <Enter> until you are again on a blank space (ready for the next unit number). If you need to delete an apartment number you have entered, back up using the <Shift> and <Tab> keys until you cursor is on that unit, type over it with blanks using the space bar, and press <Enter>. If the building you are entering has more than fifty units then when you have filled in the last apartment number space provided for this block of units then press <F1>. Find the function key number labeled Next 50Unts. Press <Esc>. Then press the Next 50unts function key and continue entering apartment numbers. Should you want to return to a previously entered block of fifty units, press <F1>. Find the function key number labeled Prev 50Unts. Press <Esc>, and then press the Prev 50Unts function key. If you have already completed all three New Building Startup screens and want to have PropMan create all of the records for this building then press <Esc>. This may take several minutes, but when finished you will be back on the System Maintenance Menu. From the System Maintenance Menu you can press <Esc> again to return to the Main Menu. Entering Tenants for New Buildings This section is designed to show you how to enter the tenants already residing in a building which is just now being entered into PropMan. It does not outline the procedures for the normal month to month tenant move ins (see Moving in Tenants). For the procedures described below to work as outlined the building must have a status of New (see Building Statuses). 1. From the Main Menu press <D> for Daily Operations and press <Enter>. 2. From the Daily Operations Menu press <T> for Tenant activity and press <Enter>. 3. Your cursor is on Building. Type in the number of the building you are starting up and press <Enter>. The name of the building will appear at the top of the screen. 4. The cursor is on Unit. Type in the apartment number of a unit in this building and press <Enter>. If you don't remember the apartment numbers for this building or you would like to step through the apartments sequentially then press <F1>. Find the function key number labeled Next Unit. Press <Esc> and then press the Next Unit function key. When you reach the apartment you want, press <Enter>. 5. Your cursor is on Tenant. Type in the name of the tenant residing in this unit and press <Enter>. Names are entered last name comma first name. If there is more than one tenant responsible for this unit pick only one to enter here. The other tenants will be entered later. (See Entering Tenant Personal Information). 6. On Sched rent, type in the amount of the normal monthly rent and press <Enter>. 7. On Due day type in the number corresponding to the day of the month that the rent becomes due, and press <Enter>. For example the first would be 1, or the fifteenth would be entered 15. 8. On Paid to, type in the date of the last day for which the rent has been paid, and press <Enter>. It must always be the day before a rent Due day. You may only enter this date during New Building Setup, once the building is made active the Paid to date will be automatically kept in step with any tenant financial activity entered. 9. On Other due type in the balance of any assessments for this tenant and press <Enter>. This may only be entered during New Building Setup. Once the building is made active, the Other due balance will automatically be kept in step with any tenant financial activity entered. 10. On Last under Rent type in the amount of the most recent previous Sched rent for this tenant and press <Enter>. This amount should have been the monthly rental amount before the last rent raise. 11. On Last under Date type in the date of the last rent raise and press <Enter>. 12. The cursor is on New under Rent. If there is a rent change pending for this tenant then type in the amount of the new rent and press <Enter>. 13. The cursor is on New under Date. If there is a rent change pending for this tenant then type in the date the new rent will become effective and press <Enter>. 14. On Date in type in the date this tenant moved in and press <Enter>. 15. On Lease exp type in the date that the lease expires for this tenant and press <Enter>. 16. The cursor is on Pay / Quit. If a 3-Day-Notice has been served to this tenant then type in the date of service here and press <Enter>. 17. The cursor is under Deposit Balances. There are five deposit categories labeled at the left and your cursor is beside the first one. Type in the amount being held from this tenant for this first deposit category and press <Enter>. Do the same for the other four categories. 18. You have now finished entering this tenant. To enter the next tenant in this building return to step 4. When you are finished entering all of the tenants residing in this building, press <Esc> to return to the Daily Operations Menu. Press <Esc> again from the Daily Operations Menu to return to the Main Menu. Activating a New Building While buildings are being entered into PropMan they have a status of New. This status determines what operations can be performed on the building throughout the PropMan system. New buildings are still in the start up process. All of the background information about the building can be entered. Mortgage, reserve and deposit balances can be entered directly, as well as the information about the tenants already residing in the building. No operational activities will be accepted for New buildings. Money collected cannot be entered. No rents come due. No invoices can be put in. So, when you have entered all of the background information about a building and wish to begin normal monthly processing, the status of the building must be changed to Active. Active is the status of operating buildings. To change the status of a building from New to Active, follow the steps outlined below. Please check that you have completed all of the steps outlined under New Building Start Up before you activate the building. Some of the building background information may not be entered directly once the building is made active, such as tenant deposit balances and paid to dates, mortgage balances, etc. This is a good place to make a backup of your system (see Backing Up PropMan ). 1. From the Main Menu press <S> for System Maintenance and press <Enter>. 2. From the System Maintenance Menu press <B> for Building Changes and press <Enter>. 3. Your cursor is on Building. Type in the number of the building you wish to activate and press <Enter>. If you don't remember the number of the building you want, press <F1>. Find the function key labeled Next Build. Press <Esc>. Then press that function key to step through the buildings in your system until you find the one you are looking for, then press <Enter>. 4. Press <Enter> until your cursor is on Status. The current status of the building will be flashing, and for the purposes of this section that status should be New. To change the status of the building from New to Active, merely press <A> for Active and press <Enter>. 5. If you need to activate another building then press <Enter> until your cursor is again on Building and then return to step 3. If you have finished activating buildings then press <Esc> to return to the System Maintenance Menu. Press <Esc> again from the System Maintenance Menu to return to the Main Menu. Building Statuses Buildings in PropMan may have one of three statuses at any one time. The statuses are New, Active, and Deleted. New buildings are still in the start up process. PropMan is still holding information for them but the building is not being operated in the normal sense. No invoices can be entered or paid. No rents come due. No operational activities are allowed at all. While a building is New, its initial information can be entered. Mortgage, reserve and deposit balances are entered. Money collected cannot be entered while a building is New, only money already held in account balances. Active is the status of operating buildings. Rents come due each month; invoices can be entered and paid; all of the PropMan operations can now be performed on this building. The monthly accounting reports are available. Once a building is Active, changes to its financial information must be done with accounting transactions, and those transactions will generate an audit trail. An Active Building is one that is being run and PropMan will track what happens. Deleted is for buildings that are no longer operating. Perhaps it has been sold or is being rebuilt or converted. For whatever reason, no more accounting is being done for the building operations. The information for the building is retained but no activity is allowed. Reports about the building and the archives are still available, however.
Volume in drive A has no label Directory of A:\ DEMO DOC 1978 8-26-88 10:48a MANUAL DOC 59111 3-18-89 12:01p PMDEMO BAT 28 8-16-88 4:08p README TWO 1289 3-18-89 11:54a REGISTER DOC 1537 3-18-89 12:16p USRGUIDE DOC 29432 3-18-89 12:12p PMDEMO <DIR> 7 file(s) 93375 bytes Directory of A:\PMDEMO . <DIR> .. <DIR> AMORE WIN 228 10-15-87 11:12a ARC WIN 632 8-11-88 12:57p ARCH WIN 360 8-11-88 3:08p BACK WIN 572 10-09-87 6:41p BACK3 WIN 688 8-13-88 12:46a BAL WIN 872 10-14-87 4:46p BAL2 WIN 800 8-14-88 2:42p BAL3 WIN 674 10-13-87 1:10p BAL4 WIN 768 10-13-87 12:41p BAL5 WIN 728 10-13-87 4:39p BLDN WIN 596 8-13-88 12:42a BLDN3 WIN 596 8-14-88 2:30p CLS WIN 400 8-14-88 2:22p COLOR WIN 872 8-13-88 12:51a COLOR2 WIN 400 10-15-87 1:23p COLOR3 WIN 568 8-12-88 2:37p COLORA WIN 782 8-12-88 2:36p COLORB WIN 782 8-13-88 1:20a DAILY WIN 492 8-12-88 8:16p DAY WIN 632 8-11-88 3:55p DEP WIN 70 8-11-88 10:25p DM WIN 596 10-12-87 2:06p EMORE WIN 458 10-15-87 10:23a EXHELP WIN 1658 8-12-88 2:44p FIN WIN 596 8-12-88 10:13p FKEYS WIN 1352 8-12-88 2:39p FKEYS2 WIN 302 10-15-87 11:11a FKEYS3 WIN 344 10-15-87 11:11a HELP WIN 243 8-14-88 1:40p HELP2 WIN 470 8-14-88 1:41p HELP2A WIN 509 8-14-88 1:41p HELP3 WIN 531 8-14-88 1:41p HELP3A WIN 527 8-14-88 1:42p HELP4 WIN 464 8-14-88 1:42p HIST WIN 744 8-12-88 10:10p HIST2 WIN 666 10-09-87 5:07p IER WIN 360 10-14-87 4:53p IER2 WIN 330 8-15-88 1:39p IN WIN 458 8-11-88 4:00p INTRO WIN 618 8-14-88 1:39p INV WIN 404 8-12-88 8:20p IROPTION IR 110 7-26-88 2:08p KEY10 WIN 406 8-14-88 1:40p KEY12 WIN 434 8-14-88 1:39p MEC WIN 448 10-13-87 12:37a MEM WIN 596 10-14-87 4:52p MM WIN 596 10-12-87 2:05p MM2 WIN 596 10-05-87 4:50p MORE WIN 284 10-15-87 11:12a MTD WIN 824 10-14-87 4:42p MTD2 WIN 296 10-13-87 12:31p MTD3 WIN 452 8-15-88 1:50p MTD3A WIN 512 10-13-87 4:37p MTD4 WIN 440 10-13-87 1:07p MTD5 WIN 512 8-14-88 2:39p MTD6 WIN 512 8-14-88 2:41p MTH WIN 632 8-11-88 12:52p MTHLY WIN 492 10-05-87 4:52p NUM WIN 70 8-12-88 10:08p ON WIN 632 8-11-88 12:54p OND WIN 448 10-05-87 4:54p OTHX WIN 504 10-09-87 6:31p PDTO WIN 68 8-11-88 10:19p PERS WIN 476 8-13-88 12:44a PERS2 WIN 572 10-09-87 5:54p PET WIN 18 8-11-88 10:25p PMDEMO BAT 48 8-16-88 3:21p PMDEMOLP BAT 50 8-16-88 2:57p PMDM IRP 392 8-12-88 9:10p PMDM PTO 512 8-11-88 3:49p PMDM SLD 297 8-12-88 10:53p PMDMLP IRP 400 8-16-88 3:16p PMMM IRP 1104 8-12-88 8:12p PMMM PTO 512 8-11-88 12:39p PMMM SLD 589 8-12-88 10:52p PMMM1 SLD 863 8-12-88 10:53p PMMM2 SLD 340 8-12-88 10:53p PMMMLP IRP 1112 8-16-88 3:15p PMMTH IRP 1228 8-15-88 1:38p PMMTH PTO 512 8-14-88 1:47p PMMTH SLD 311 8-14-88 2:18p PMMTH1 SLD 571 8-14-88 2:27p PMMTH2 SLD 1099 8-14-88 2:28p PMMTH3 SLD 820 8-14-88 2:28p PMMTHLP IRP 1380 8-16-88 3:14p PMSPL IRP 1492 8-15-88 12:57p PMSPL PTO 512 8-12-88 1:45p PMSPL SLD 1077 8-13-88 12:54a PMSPLLP IRP 1500 8-16-88 3:17p PMTN IRP 1404 8-13-88 1:22a PMTN PTO 512 8-11-88 6:57p PMTN SLD 887 8-12-88 10:54p PMTN1 SLD 1428 8-12-88 10:54p PMTN2 SLD 769 8-13-88 1:19a PMTN3 SLD 1074 8-12-88 10:54p PMTNLP IRP 1412 8-16-88 3:16p POST WIN 584 8-13-88 12:43a POST2 WIN 648 8-13-88 1:14a POST3 WIN 484 10-06-87 3:19a PROTO COM 41661 10-02-87 1:17p RCP WIN 400 8-14-88 2:19p RCPDT WIN 407 8-14-88 2:25p REG1 WIN 824 8-11-88 3:12p RNT WIN 70 8-11-88 10:18p ROREPLAY 000 9472 12-15-87 5:18p ROREPLAY 001 15616 12-15-87 5:18p ROREPLAY COM 47658 12-15-87 5:18p SECUR WIN 596 10-09-87 6:14p SECUR2 WIN 428 8-12-88 10:48p SELF WIN 792 8-12-88 8:08p SELF1 WIN 792 8-12-88 7:21p SELF2 WIN 792 8-12-88 7:48p SELF3 WIN 792 8-12-88 7:35p SELF4 WIN 263 8-12-88 7:36p STM WIN 400 8-14-88 2:21p STMT WIN 624 10-14-87 4:54p TEN WIN 668 10-02-87 1:06a TEN2 WIN 386 8-12-88 9:02p TN WIN 476 8-11-88 3:59p TNDT WIN 2248 8-11-88 10:12p UN10 WIN 424 8-14-88 1:38p UN12 WIN 797 8-14-88 1:37p UNHELP WIN 400 8-14-88 1:43p UNIT WIN 808 10-06-87 12:05a UNIT2 WIN 688 10-06-87 12:43a UNT WIN 18 8-11-88 10:10p YES WIN 14 8-11-88 10:17p YTD WIN 1268 10-14-87 4:55p 130 file(s) 190777 bytes Total files listed: 137 file(s) 284152 bytes 0 bytes free