Maintenance Manager Procedure (also covers Other solutions)

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1 Page 1 of 5 Maintenance Manager Procedure (also covers Other solutions) Contents Overview Palace integrates with Maintenance Manager through an API. This API uploads all the Owner, Property and Tenant information from Palace to Maintenance Manager, it then brings back all the Work Order and Invoice information into Palace to be processed. You can click on icons in Palace that will take you directly to Maintenance Manager Getting Started You need to sign up with Maintenance Manager and they will contact us to get it set up. Maintenance Manager will organise training to show you how their software works, then we can show you our side or follow this manual. Work Orders Maintenance Manager or Palace or Both As Maintenance Manager is a Work Flow management tool it makes sense to do the Work Orders in that software. Palace work orders can be turned off completely so that no one can use them or you can leave them on to use them in some circumstances. That is a decision to be made by the whole company. Work Orders Work Orders are automatically turned off. To turn work orders on in Palace. Go to Tools, system set up, Administration Tools, you will see a tick box in the middle. Tick Show Palace Work Order System. This means that you can also create work orders in Palace. Warning: Think this through and make rules around it. Note: Be aware if you have previously used Palace for your work orders and you turn them off, you will lose access to your history, so may be worth leaving on for a while until the history is old. To access the Maintenance Manager work orders, go to the Property Right click and choose Work Order (maintenance Manager) This will then take you to the Maintenance Manager website, where you can see the current history of the property and you can create a work order. Follow the progress and update the work order through Maintenance Manager, this work order does not affect or go into Palace until it is turned into an invoice and updated.

2 Page 2 of 5 Directly Accessing Maintenance Manager At the top of the Palace screen is an Icon, MMGR, click on this and it will take you directly to Maintenance Manager. The number in brackets is how how many jobs are open in Maintenance Manager Processing the Invoice in Palace Each night Palace talks to Maintenance Manager and the approved invoices come through to Palace. You will find them in the Transactions area. At the top of the transactions area you can see the words Document Flow and a number, this is how many invoices have come through and are sitting waiting to be processed. Click on there A screen will pop up with all the Invoices that are waiting to be processed.

3 Page 3 of 5 Approvals and Exceptions There will be some circumstances where you do not want invoices to process, these could be that the tenant has vacated or the property has been made inactive. These are called Exceptions. At the top of the Invoices screen you can set these exceptions. If an Invoice then comes through that fits one of the exceptions, it is marked and then moved to the Approval Tab (on the home screen) for approval from the Property Manager, once that invoice is approved, it is then moved back to the Invoices area to be processed. You can also set an exception against an individual property. Go to the Property Find the property and right click and Edit Go to the Options tab and on the right hand side you will see a tick box that says, Manual Review. Tick this Now every time an Invoice comes in for this property, it will pop up in the Approval tab

4 Page 4 of 5 Processing the Invoices In the Document Flow process area. There is a list of invoices to be processed. Highlight the first one, it should have each field in the line filled in but if Creditor and Property are missing, then highlight and right click, go to the Edit screen and match the creditor and Property. (The information is showing in the bottom right hand side of the screen) In the Edit screen, you add comments, on charge a tenancy plus much more. Note: Once you match this information once, it will auto match the next time an invoice come in from that creditor for that Property. Double check the information and the price, tick all the ones you want to process and then process, then will go to the Transaction screen as normal and process as normal.

5 Page 5 of 5 The actual Invoice copy has been attached as a PDF and you can see it on a right click or in the Property Diary under the Invoices Tab. Paying the Creditor/Supplier is the same process as normal, for instructions go to the Maintenance Help File. Managing Invoices to go with Owner Statements at Month End. The Invoices are automatically saved in the Property Diary under the Invoices tab and are linked to the Transaction. These invoices will go and attach to the statement that the transactions is on. You must make sure in Month End, that you have ticked the Invoices button, (Under Statement Options) There are two choices now Include Invoice Documents Include Invoice Documents with no related transactions. Note: This refers to any invoice where you have not charged the owner but have charged the tenant. So the owner still sees a copy of the invoice.

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