Property Site Management for Microsoft Dynamics GP. Enterprise Series

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1 Property Site Management for Microsoft Dynamics GP Enterprise Series

2 Property Site Management definitely streamlined our billing and invoicing time. Without having to second guess our amounts every month, we were able to reduce our tenant billing times by over 90%. After we had the Property Site Management set up, we really just had to go through one batch process to finish everything accurately. Cherie Sanders Property Manager W.C. Bradley Company

3 Property Site Managementfor Microsoft Dynamics GP Property managers, real estate managers and asset managers are constantly faced with the challenge of maximizing revenues through minimizing vacancies and managing costs. As the economy fluctuates, you need to quickly adjust your business to reflect the changes in occupancy levels, operating costs, and revenue streams. Having essential information easily accessible, such as profit and loss reports, will help you to make effective and informed decisions quickly. Complete Real Estate Management for Microsoft Dynamics GP Property Site Management brings you everything you need to manage, track, bill and report on your property management activities. Working within a single unified system with Microsoft Dynamics GP, this solution significantly cuts down the time you need to manage your day-to-day operations by unifying your accounting and property management teams within one software package. With Microsoft Dynamics GP extending the reach of insight, productivity and collaboration across your organization, you give people across your organization fast and relevant access to information using familiar Microsoft tools. Flexible & Accessible Reporting With Microsoft Dynamics GP s strong financial back-end and reporting, you will bring better data to your property management team and increase your ability to quickly act on current developments. With various custom reports, inquiries exporting to Excel and cross-publishing options to Microsoft SharePoint, you can leverage common Microsoft tools to collaborate and share mission-critical information across your organization. Versatility for all the Markets You Serve From standard commercial leases to telecommunication tower management, Property Site Management offers you great flexibility to handle the complete lifecycle of real estate management. In combination with Microsoft tools, you can build a solution set to fit your needs to scale with you as you grow. Property Site Management can help you manage commercial, industrial, retail space, residential, transportation, telecommunications and agriculture related real estate. Features Benefits Microsoft Dynamics GP Integration Property Site Management was developed using Dexterity and, therefore offers seamless integration to the following Microsoft Dynamics GP modules: Residential & Non-Residential Management Lease Centric Information Processing Robust Charge Escalations Management Third Party Property Management Broker & Agent Commission Management Expense Management Extensive Financial Reporting Capabilities Complete Contact Management & Reminders Seamless Integration to Microsoft Dynamics GP CPI Schedule Management Data Import Utility Share information via SharePoint Maximize Occupancy Levels Increase Administrative Productivity Strengthen Tenant Relationships Reduce Operational Costs Minimize Unexpected Maintenance Expenses Improve Budget Forecasts General Ledger Payables Management Sales Order Processing Receivables Management Service Call Management Preventative Maintenance Revenue & Expense Deferrals Analytical Accounting

4 Core Module Functionality Core Module Features Streamline Lease Processing Efficiently generate SOP invoices in batches Quickly copy new building, tenant, or lease records Significantly streamline tenant deposit management Track Lease Information Create various types of detailed leases Assign numerous terms and charges to leases Allocate multiple units per lease Track sub-lease information Track property information changes for buildings & units Control Expenses, Distribute Charges Flexible expense tracking and recoveries Extensive charge escalation management Create abatements and view complete history Track property taxes & insurance information Flexible Information Tracking Attach electronic documents to actual records Import and manage Customer Price Index data Add user defined fields to various records Create primary and secondary contact records Publish information on SharePoint Report on Properties Easily access vacancy reports Produce Profit & Loss reports by territory/building/unit Comprehensive inquiries and reporting capabilities Track SIC and NAICS codes for sales reporting from tenants Streamline Your Invoicing Processes Working seamlessly with Microsoft Dynamics GP, Property Site Management offers you rich accounting functionality in addition to property management functionality. With highly efficient accounts receivables tracking, you can create complete building, unit, lease, and tenant records to invoice your tenants/clients. Providing an automated invoice generator to handle transactions, Property Site Management efficiently drives transactions through Microsoft Dynamics GP s Sales Order Processing (SOP) module. This allows you to easily create invoices for charges such as rent, late fees, or common area maintenance. By assigning General Ledger (GL) account segments to entities such as buildings, units, deferred revenue, prepaid commissions, and accounts receivables, you can slice and dice information to gain a clear picture of your financial position within any property or site segment. Control your chart of accounts and associate account segments and entire accounts to entities such as Buildings, Units, Territories, and Deferred Revenue Accounts to generate meaningful financial reports

5 Detailed Information Tracking Property Site Management enables you to capture, maintain and report on critical lease information. From tenant files to lease arrangements, your data is available when you need it. Apply various terms, charges and escalation to leases. With various user defined fields available, you can customize your information tracking to meet a variety of specific requirements. Capture detailed information about your tenant and landlord leases, such as ground leases and unit information, including changes to square footage. Maintain pertinent information about your tenants/ clients such as additional contact information, property insurance details, and sub-lease data. Report on the information that you store using various reporting tools such as SmartList Builder or Crystal Reports. Empower your real estate portfolio by having the flexibility to create many terms, charges, and escalations per lease. Maximize employee productivity by having quick access to additional tenant information.

6 Charge Management Create any AR or AP charge applicable to your business and associate each charge to a specific GL account, Payment Term, Tax Schedule and more! Assign any commissions or revenue sharing details to each AR charge to automatically create an AP transaction during the tenant invoicing process.

7 Streamlined Invoicing & Charge Escalations Increase your flexibility in tenant/client invoicing with a mass billing approach using standard GP SOP batches. Control each billing cycle by being able to view total revenues for each period. Minimize your operating expenses with the capabilities to recapture any expense paid on behalf of tenants. Monitor your escalations as they occur to ensure that they are correct and track adjustments if they need to be made. Define charge escalations by lease terms and by individual charge items such as rent. Escalations can be defined as a percentage or fixed amount and also be based on the Consumer Price Index (CPI). Forecast your increased revenues up-front before any escalations actually occur to get an accurate picture of your financial position at any point in time.

8 Work Order Management Key Features Track & Manage Service Calls Manage service calls by building and unit Efficiently prioritize all service calls Track the causes of service calls Charges & Allocations View accurate service call costs Associate maintenance tasks with inventory parts used Process charge backs to tenants Ensure Property Maintenance Maintain property maintenance history Schedule preventative maintenance tasks Additional Features Generate numerous reports When you sign leases with your tenants that include details on how maintenance costs are handled, you need a system that will allow you to respond efficiently to maintenance requests to keep your properties in operation and your tenants happy. Future enhancements to Property Site Management will include the extensive capabilities of the Field Service modules in Microsoft Dynamics GP. Specifically, you will be able to use the comprehensive Service Call Management and Preventative Maintenance modules to help you schedule service calls, track service costs, and manage preventative maintenance schedules. Currently, basic work order management functionality is available in Property Site Management.

9 Additional Property Site Management Modules With several optional modules available for Property Site Management, you have the option of purchasing only the modules that you need for your property management operations. Whether you are a small or large property/site management firm the additional Property Site Management Modules can provide you with the flexibility to meet and to focus in on your real estate management requirements more specifically and directly for what you need. Tower Manager Module The Tower Manager Module was design specifically for the complex needs of companies who manage wireless and broadband towers. Expense Allocation Module The Expense Allocation Module is used to manage complex charge allocations such as Common Area Maintenance (CAM) charges. Meter Tracking & Billing Module The Meter Tracking & Billing Module streamlines and automates the calculation and invoicing of metered utilities to tenants. Retail & Overages Module The Retail & Overages Module provides significant functionality to streamline complex calculations for tenant rent, charges, expenses and reconciliations in retail leases. Budgeting & Forecasting Module The Budgeting & Forecasting Module provides the needed tools to create an array of forecasts for decision making needs.

10 Tower Manager Module Whether your company is acquiring towers or already has a mature portfolio of towers, you need a comprehensive business management software package that will provide you with the means to manage your essential business processes. If you are dealing with owned towers, leased towers, ground leases or roof top leases, the Tower Management Module can significantly help you streamline and improve your property management activities here. With the Tower Manager Module vital components within each lease can be easily accessed to generate meaningful reports for you to make informed decisions to fuel company growth. For tenant, landlord or revenue sharing arrangements, managing the various types of complex leasing agreements can be tedious and time consuming when you have thousands of towers in your portfolio. As a result, it is essential that you have a solution that is versatile, can handle future expansions and that can manage large tower portfolios containing tens of thousands of sites. Features Site and Lease-Centric Transaction Processing Manage Various Types of Tower Sites (owned and Third Party) Monitor and Record Site Development Costs Mass Create AR and AP invoices Create Charge Escalations Produce Accurate Profit and Loss Reports Schedule Preventative Maintenance Tasks Track Equipment and Other Fixed Assets Perform Analytical Accounting on Transactions Revenue Sharing and Commissions Management

11 Expense Allocation Module The Expense Allocation Module enables users to allocate expenses flexibly, quickly and easily. With the ability to allocate and process multiple CAM charges at once, this module will allow you to streamline one of the most cumbersome property management processes. Allowing you to set-up and reverse allocations efficiently and utilize templates to customize allocations to your company, the Expense Allocations Module offers flexible and efficient workflows. By matching these allocations to AP transactions you can efficiently link charges to your invoicing and account for both fixed assets and CAM charges on the same invoice. Save time with Allocation Templates Create multiple variable allocation templates and assign a default charge to the template. Base allocation method on square footage, equal amounts or percentages. Pre-assign which lease is responsible for specific charges. Improve CAM Charge Processing Process multiple CAM charges at once, reverse allocations and match AP transactions and allocation templates quickly and easily. Filter CAM charges by work, open and historical records and easily reconcile allocations. Reduce the need to manually process, track and bill variable charges. Streamline Payables Create an AP transaction and attach it to an existing allocation template. Allocated changes will show up for invoicing along with all other fixed charges. Combine fixed charges and CAM charges on the same GP AR invoice.

12 Meter Tracking & Billing Module As a manager of commercial or retail properties, you are often required to track utility meter readings to invoice tenants based on actual consumption. By helping you automate the process of calculating actual utility charges, you can save time for more important things. By creating custom calculations and formulas and applying them to each meter, you will achieve the flexibility to assign multiple meters per unit or lease automatically. Reconciliations can also be processed against one or multiple meters to create accurate tenant invoices and recoup costs. Features Track and bill meter consumption for tenants Create custom calculations formulas per meter Assign multiple meters per unit/lease Import meter data for utility consumption Mass reconcile one or many meter charges to pass through to tenants Reporting based on calendar or lease years

13 Retail & Overages Module Retail property management entails some of the most complex methods to calculate tenant rent charges, expenses, and reconciliations. As the consumer industry fluctuates, so do your retail lease revenues. Property Site Management s Retail & Overages module is the most complex module within this product suite designed to help you maximize your revenues and control your expenses within one single system. From a single environment, you can efficiently manage sales reports from tenants to calculate percentage rent, reconcile expenses and process recoveries, and produce annual expense budgets for next year s CAM charges. Features Track building expenses and create complex expense contribution templates Assign multiple expense accounts per building and allocate expenses to multiple tenants Set sales reporting options based on calendar or lease year Mass import sales reports from tenants on a monthly basis Create and track lease occurrences and leniencies for tenant sales reporting Mass reconcile charges, expenses or contributions by tenants, building, charge or lease Annual tenant sales reporting available for expense budgets, tenant charges, and more Create and assign multiple charge types that can be based on sales revenue, contributions, and meter data Send notifications & bill tenants late charges automatically based on the original dates that sales data was entered

14 Budgeting & Forecasting Module When you are managing millions of square feet of real estate, budgeting and forecasting capabilities will help you maximize the returns of your assets. From budget preparation to providing you with the capability to run through what-if scenarios, Property Site Management s Budgeting & Forecasting module was designed specifically for you to run your real estate portfolios through flexible forecasting software that can compare years of previous data. Whether you need to forecast the effects of rent increases or expense increases, you can rest assured that you will have the data you need to make the right decisions for the future. Features Create budget templates based on previous year data and a range of leases Export budgets to Excel for further manipulation Create forecasts based on budget templates and whatif scenarios