Point2 Property Manager Quick Setup Guide

Transcription

1 Click the Setup Tab Mst f what yu need t get started using Pint 2 Prperty Manager has already been taken care f fr yu. T begin setting up yur data in Pint2 Prperty Manager, make sure yu have cmpleted the fllwing preparatin wrk: Determine yur Start Date. This is usually the first day yu plan t recrd bank depsits in Pint2 Prperty Manager. This will then drive what starting balances yu will want t setup fr yur residents, and balances fr yur financials that existed prir t using Pint2 Prperty Manager. Gather yur infrmatin. Here are sme examples: Resident listings with lease dates, rent amunts, security depsits, and past due r prepaid balances. Yur bank accunt balances. If yu are ging t enter year-t-date amunts fr yur incme and expense categries, then having a current Trial Balance frm yur previus system as f the Start Date determined abve will be needed. This will allw yu t start ff in Pint2 Prperty Manager with financial reprts fr the entire year. In rder t begin using Pint2 Prperty Manager yu must cmplete the setup f the: Cmpany Page. Here yu will define sme preferences and defaults fr the entire system. It is als where yu will enter yur bank accunts and starting balances fr yur cmpany. Prperties Page. Here is where yu will enter yur prperties which can include multiunit buildings, single family hmes, duplexes r triplexes. It is als where yu will set up yur bank accunts, starting balances and existing residents fr yur prperties. f f f Page 1 f 8

2 Click n Cmpany The Cmpany Preferences are ptins available t help cntrl certain cmmn functins in the system. The Accunting Preferences are ptins that cntrl hw different accunting features will behave thrughut the system. Select the ptin fr yur Cmpany Prfile that best describes yur business. This ptin allws Pint2 Prperty Manager t tailr ther areas f the system t yur type f business. Click n the Set starting date and balance link. Page 2 f 8

3 Enter a Financial Start Date fr yur cmpany business. This date generally represents the beginning f peratins n Pint2 Prperty Manager and typically represents the first day yu plan t enter pening balances and begin depsiting mnies. Yu cannt enter any transactins r leases until this date is set. The Starting Balance link will allw yu t enter beginning balances fr cmpany accunts. These balances can be as simple as bank accunt balances r a cmplete general ledger trial balance frm yur previus accunting system fr yur cmpany. Prperty-specific beginning balances will be entered frm the Prperty page later in this guide. After entering yur Starting Date, press the Save buttn which will take yu back t the Cmpany page. At this pint yu are ready t setup yur first prperty. T begin, select the Prperties tab frm the Pint2 Prperty Manager menu. Every prperty yu wn r manage must be setup here. Start by clicking the New Prperty link. Yu will enter each prperty s infrmatin in this sectin, including: Page 3 f 8

4 Prperty name and address Type f prperty (Multiunit, Single Family Hme, Duplex, Triplex) Units (n entry needed fr Single Family Hmes since there is nly ne) Status f prperty (Active, Inactive, Dwn) Prperty bank and credit card accunts Existing r frmer residents (frm the Set prperty starting date and balance link) Lease Dates (Lease Start, Lease Expiratin, r Vacate date) Mnthly rental amunts Any existing balances (rent and/r security depsits) as f the Aut Billing Start Date Beginning prperty balances which can be as simple as yur bank accunt balances r a cmplete general ledger trial balance (link n the Prperty Starting Date and Balance page). Example f a Cmpleted Prperty Page: Page 4 f 8

5 The Ownership Relatinship will establish the prperty accrding t the type f relatinship yu have with this prperty. Select Manage if yu manage this prperty fr an wner by cllecting rent n the wner s behalf. Yu will pass the rent cllected less any expenses t the wner each mnth and will issue a 1099 t the wner at the end f the year. Select Own if yu persnally wn this prperty r it is a legal entity r is part f a legal entity such as an LLC. Yu plan n tracking all resident and nn-resident related transactins such as interest incme, mrtgage and administrative expenses. Select Bth if a separate legal entity (the management cmpany) cllects rent and is paid a management fee. This prperty is either wned by yu r yu need t prduce trial balances and balance sheets fr this prperty. If yu selected Own r Bth in the Relatinship ptin abve, specify the Legal Entity that wns this prperty. If yu persnally wn all f yur prperties r they are held in a single legal entity such as an LLC, Pint2 Prperty Manager will assign the Management Cmpany as the legal entity. If yu d nt wn the prperty, yu may still wish t assign it t a legal entity. Ding s will allw yu t prduce full financial statements, including a trial balance and balance sheet. If yu d nt assign a legal entity (yu selected Manage in the Relatinship ptin abve), yu will be able t run all ther financial reprts with the exceptin f a trial balance and balance sheet. Specifying a legal entity will als allw yu t exprt transactins t a separate cmpany in QuickBks. Legal entities are cnsidered the Payer when prcessing 1099-MISC tax frms. When yu have multiple legal entities, yu can run financial reprts by entity. Als, bank accunts assigned t prperties in a legal entity will be restricted t just thse prperties. The trial balance fr a legal entity will be frced t balance. If a prperty is added t an existing legal entity later and that prperty s Financial Start Date des nt match the legal entity s Financial Start Date, the Starting Balance link will nt be available n the Set Prperty Starting Date and Balance page. Under these circumstances, yu will need t enter jurnal entries if there are starting balances t enter. Reprting Grups allw yu t rganize yur prperties fr reprting purpses. By default, all single family hmes, duplexes, triplexes and quadplexes are gruped under the Management Cmpany reprting grup. Multiunit prperties default t This Prperty Only. This allws yu t select this prperty directly when running reprts. Yu can als select grups f prperties by reprting grup in ther areas such as prcessing late fees and management fees. Bank Infrmatin: Fr this prperty we are indicating that the Primary Bank is the same bank specified in the Cmpany Setup page. This is just an example f a case where bank accunts are shared between the management cmpany and the prperty. If the prperty uses a different bank accunt, select it frm the drpdwn list r add a new bank accunt in the system by pressing the Add Categry buttn. Additinal bank and credit card accunts can be specified using the Mre Bank r Credit Card Accunts link. Single Family Hmes d nt need a unit setup since there is nly ne. Fr all ther prperty types, yu must setup every unit in the prperty whether it is ccupied r vacant. Residents will be setup after the prperty starting date and balance have been set. Click the Set prperty starting date and balance link. The Financial Start Date must be set r yu cannt recrd transactins in the system. The Aut Billing Start Date must be entered r the system will nt start the billing cycle (autmatic mnthly rent charges) fr yur prperty. Click n Resident Setup link t lad yur current r frmer residents and their delinquent rent and/r security depsit balances. Yu can enter a Starting Balance fr yur bank accunts r a cmplete trial balance fr the prperty. These balances will be the starting cash balance that Pint2 Prperty Manager will track fr yur prperty. Page 5 f 8

6 The Starting Balance link will nt be available if yu are adding a prperty t an existing legal entity and the Financial Start Date is nt the same as the ther prperties held by that legal entity. The next step is t click n the Resident Setup link s yu can enter yur existing and/r frmer residents and any delinquent r prepaid balances. Enter the resident wh resides in each unit f as yur Aut Billing Start Date. D nt enter residents whse leases start after yur Aut Billing Start Date. The basic entry ges acrss the page and scrlls t cllect all f the primary infrmatin fr a resident. First and Last Name Page 6 f 8 Lease Dates (the lease dates are imprtant t determine wh is ccupying a unit and wh is charged a mnthly rent and will nt allw any cnflicts f dates between a current and frmer resident fr the same unit).

7 Start and Expires Vacate (cmplete nly if resident has mved ut) Rent Mnthly amunt Starting balance if any. This balance shuld be as f the day prir t yur Aut Billing Start Date. Prepayments (if any). If a resident has a credit balance, enter it here. The basic entry ges acrss the page and scrlls t cllect all f the primary infrmatin fr a resident cntinued Other Rents (any ther recurring mnthly charges r credits) Categry select frm the drp dwn list. Mnthly Amunt. If the amunt is a Cncessin r Emplyee Free rent, enter these with a negative sign (example ). Balance (if any). Page 7 f 8

8 Security Depsit. Amunt previusly cllected as Security Depsit. Pet Depsit. Amunt previusly cllected as Pet Depsit. Vacant units d nt require any setup; the system will list the unit as vacant if n resident infrmatin is setup (see pint belw regarding frmer residents). T enter an additinal ccupant n the lease fr a particular unit, click n the Add link. Select Occupant and enter the First and Last Name. T enter a frmer resident t recrd an utstanding balance, enter the First and Last Name alng with the Lease dates (yu will need t enter the vacate date). If the unit is currently ccupied, click n the Add link fr that unit and select Lease. This will allw yu t enter a new line with a resident name and lease dates fr the frmer resident. Enter in the balance in the apprpriate balance clumn. That s the basic setup fr yur residents press Save t return t main prperty page. Once yu have set up each f yur prperties, yu are ready t use the system. Pint2 Prperty Manager will autmatically bill all f yur residents their mnthly recurring rents. This is usually near the end f the mnth and the actual day is determined by the Accunting Preference yu setup n the Cmpany page fr Number f days prir t the first f mnth t pst mnthly rent. Yu can navigate arund the system t review the infrmatin that has been setup s far. We wuld recmmend running many f the reprts t becme familiar with the system and the infrmatin yu have just cmpleted. It wuld be especially helpful t run the Rent Rll and Delinquency Reprt t review details fr each prperty. That s all there is in getting a quick start t using Pint2 Prperty Manager. Greater detail f the functins and features can be fund in the nline help. Als, if yu have any questins, please us at supprt@pint2prpertymanager.cm fr assistance. Supprt hurs are 9:00am t 8:00pm EST Mnday thrugh Friday. Page 8 f 8