MRI for Windows Residential Management Setup and Maintenance

Transcription

1 MRI for Windows Residential Management Setup and Maintenance Stock Number: RM

2 2002 Management Reports, Inc. Any unauthorized use or reproduction of this document is strictly prohibited. All Rights Reserved. MRI, ReportDesign, MenuDesign, ViewDesign, TableDesign, WebDesign, ForeSight, ViewPoint, Enterprise Ledger, JobCost, LeaseFlow, Open Data Service, Plato, and VirtualSite are trademarks of Management Reports, Inc. MRIConnect and NetSource are service marks of Management Reports, Inc. Microsoft, MS, and Windows are registered trademarks of Microsoft Corporation. Adobe and Acrobat are registered trademarks of Adobe Systems Incorporated, and Novell is a trademark of Novell Corporation.

3 Table of Contents About This Manual... 7 Overview Audience Prerequisites Organization Documentation Conventions Typographic Conventions Tips, Cautions, and Warnings Table Naming Conventions MRI for Windows Manuals Summary Chapter 1: Understanding Residential Management Overview Windows Terminology MRI DOS and MRI for Windows Systems Comparison RM Features Summary Chapter 2: Setting Up a Database Overview Launching the Database Setup Assistant Completing the Required Steps Step 1 Setting Up the Residential Management Database Options Step 2 Setting Up Ledger Codes Step 3 Setting Up the Chart of Accounts Step 4 Setting Up Bank Account Types Step 5 Setting Up Bank Accounts Setting Up Check Printing Options Setting Up Automatic Check Clearing Step 6 Setting Up Charge Codes Understanding Charge Codes Understanding Classification Codes Understanding Potential Rent Completing Step MRI for Windows Residential Management Setup and Maintenance 3

4 Table of Contents Chapter 2: Setting Up a Database cont. Step 7 Setting Up Security Codes Mapping Security Deposit Codes to General Ledger Accounts Step 8 Setting Up Projects Step 9 Setting Up GL/AP Entities Setting Up the Entity Calendar Setting Up the Cash Map Setting Up AP Options Setting Up Entity Attributes Setting Up Multiple Currency Options Setting Up Remittance Information Setting Up Optional Features for the Base System Optional Step 1 Setting Up Residential Note Types Optional Step 2 Setting Up Amenity Codes Optional Step 3 Setting Up Unit Validations Optional Step 4 Setting Up Regional Managers Optional Step 5 Setting Up Concessions Optional Step 6 Setting Up Prepayments Setting Up the Optional Traffic Reporting System Traffic Step 1 Setting Up Leasing Agents Traffic Step 2 Setting Up Marketing Sources Traffic Step 3 Setting Up User-Defined Demographic Values Setting Up the Optional Legal Tracking System Legal Step 1 Setting Up Legal Resolution Codes Legal Step 2 Setting Up Legal Reason Codes Summary Chapter 3: Setting Up Properties Overview Launching the Property Setup Assistant Completing the Required Steps Step 1 Setting Up Base Property Information Step 2 Setting Up Buildings Step 3 Setting Up Unit Types Step 4 Setting Up Billing Options Understanding Prorations Understanding Vacancy Calculation Step 5 Setting Up the Quick Rent Roll Entering Opening Balances Manually

5 Table of Contents Chapter 3: Setting Up Properties cont. Setting Up Optional Property Features Optional Step 1 Setting Up the Renewal System Optional Step 2 Setting Up Amenities Optional Step 3 Setting Up the Management Fee Calculation System Optional Step 4 Setting Up Automatic Billing Fees Optional Step 5 Mapping RM to AP and GL Optional Step 6 Setting Up GL Mapping Overrides Summary Chapter 4: Setting Up the Auto Late Fee System Overview Launching the Late Fee Setup Assistant Using the Late Fee Setup Assistant Step 1 Including Charge Codes in Late Fee Calculations Step 2 Setting Up Late Fee Formula IDs Step 3 Setting Up Late Fee Formulas Step 4 Assigning Formulas to Properties Step 5 Reviewing Error Scenarios Summary Chapter 5: Setting Up Security Interest Overview Launching the Security Interest Setup Assistant Using the Security Interest Setup Assistant Step 1 Setting Up the Security Interest Calculations Step 2 Setting Up General Ledger Data for Security Interest Calculations Step 3 Mapping Noncash Items to Security Deposit Codes Summary Index

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7 About This Manual In This Chapter This chapter provides general information about the content and design of this manual. Overview Audience Prerequisites Organization Documentation Conventions Typographic Conventions Tips, Cautions, and Warnings Table Naming Conventions MRI for Windows Manuals Summary MRI for Windows Residential Management Setup and Maintenance 7

8 About This Manual Overview Congratulations on choosing MRI for Windows, the choice of more property managers worldwide. This manual provides information about how to set up MRI for Windows Residential Management (RM). Audience The RM Setup and Maintenance manual is for administrators, accountants, and residential managers who perform residential management functions for their organizations. Prerequisites This manual assumes you are familiar with Windows-based software, have a general understanding of database principles and querying languages, and know how to back up and restore databases. Previous MRI software experience is helpful but not necessary. This manual also assumes you have a general understanding of basic accounting principles and of property and asset management concepts and conventions. Before you can begin to use MRI for Windows, you must complete several setup functions. The System Administration manual describes these setup functions in detail, many of which can be accessed only under the SYSADM logon ID. For more information, refer to the System Administration manual. 8 Overview

9 About This Manual Organization The RM Setup and Maintenance manual is one in the set of three Residential Management (RM) manuals. For information about the other two manuals, refer to Table 1. This manual is divided into five chapters: Chapter 1 provides an overview of RM. Chapter 2 describes how to set up your database. Chapter 3 describes how to set up your properties. Chapter 4 describes how to set up the system to automatically apply late fees. Chapter 5 describes how to set up security interest. Documentation Conventions This manual uses certain conventions, or practices, designed to help you easily understand and locate information. These documentation conventions include typographic conventions tips, cautions, and warnings table naming conventions Organization 9

10 About This Manual Typographic Conventions The following table describes the typographic conventions applied to the procedures described throughout this manual. When you see... Then... For example... a letter or combination of letters in BOLD CAPS a word or words in bold or a button icon, such as a word or command in bold italics any combination of words or commands in bold italics separated by a hyphen type the letter or letters to initiate a specific action or function. click the corresponding toolbar button or menu command. press the key indicated. click the option button. select or clear the check box. press the keys simultaneously. In the Enter Menu Name field, type TBLEDIT. On the File menu, click Save. Press Enter=to close the form. To display all charges, click the All=option button. Select the Include All Cells check box. Press Ctrl-U to open the form. 10 Documentation Conventions

11 About This Manual Tips, Cautions, and Warnings Tip, caution, and warning icons are placed strategically throughout this manual to alert you to noteworthy information. Tip Tips are time-saving recommendations that are useful when you are performing a task. Caution Cautions direct your attention to procedures or practices that have the potential to cause damage to or destruction of equipment loss of data corruption of files in a software application Warning Warnings direct your attention to procedures or practices that WILL cause damage to or destruction of equipment loss of data corruption of files in a software application Documentation Conventions 11

12 About This Manual Table Naming Conventions The core of a relational database is its tables. Tables are the structures within a relational database that store information. Views are graphical representations of the tables you can access to modify table records. To identify tables in the documentation, MRI uses a three-part reference, as shown in Figure 1. Table Description Entities Table (ENTITY-MRI) Table Name Figure 1. Table Reference Components View Name The table reference components are defined as follows: The table description is the table title that describes the contents of a table. The table name is the name the MRI for Windows system uses to recognize a table. The view name, combined with the table name, is a unique name that identifies the view you use to access the table specified by the table description. 12 Documentation Conventions

13 About This Manual When a table reference consists of the table description, table name, and view name, the table name and view name combination refers to the view you use to access the table indicated by the table description. Example When referring to the Chart of Accounts Table (GLCD-CHART), the documentation provides the view you use to access the Chart of Accounts Table. When a table reference only consists of the table description and table name, the table name refers to the table indicated by the table description. Example When referring to the Chart of Accounts Table (GACC), the documentation provides the name the system uses to recognize the Chart of Accounts Table. The table reference may not include the view name for one of the following three reasons: The table has no view (refer to Example 1 on page 14). You can access the table only through the view of a related table. Either the table has its own interface, or form, you can access by clicking a button on the view of a related table (refer to Example 2 on page 14). or is part of a view that contains more than one table (refer to Example 3 on page 14). Note: When the documentation refers to a table you can access only through the view of a related table, the documentation will provide the information you need to access the referenced table. The view name for a table is intentionally omitted from the reference when the table is documented in relation to programs such as MRI Query, Import Data, and Export Data that recognize tables only by their table names (refer to Example 4 on page 14). Documentation Conventions 13

14 About This Manual Example 1 The GL Closed Detail Table (GHIS) stores historical journal entries after the close of a fiscal period in General Ledger (GL). MRI does not provide a view for this table since modifying historical records is not considered a proper accounting practice. Example 2 The interface for the AP Options Table (APOPTION) is a form you can access only from the Management Options Table (MGNT-MRI). Example 3 You can access the Chart of Accounts Table (GACC) only from the view for the Chart of Accounts Table (GLCD-CHART). This arrangement occurs because the view contains two tables: the Ledger Codes Table (GLCD) and the Chart of Accounts Table (GACC). Example 4 If the documentation were to instruct you to use the MRI Query program to search the Tutorial Employee Profile Table (TUTEP) for all administrative employees, MRI would not include the view name in the table reference because it may mislead you to specify the view name in your query statement, which would cause an error message to appear. 14 Documentation Conventions

15 About This Manual MRI for Windows Manuals Table 1 summarizes the topics of each MRI for Windows manual MRI publishes. Table 1. Manuals and Topics Application Title Topics Accounts Payable (AP) Advanced Retail Affordable Housing MRI for Windows Accounts Payable MRI for Windows Accounts Payable Reports MRI for Windows Purchase Order MRI for Windows Advanced Retail MRI for Windows Affordable Housing Setting Up Accounts Payable (AP) Tables Entering Invoices Setting Up Recurring Invoices Processing Checks Creating Journal Entries Running Accounts Payable (AP) Reports Setting Up Purchase Order (PO) Tables Working with Purchase Orders Printing Purchase Orders Recording Receivings Running PO Reports Setting Up Commercial Management (CM) and Advanced Retail Tables Entering Retail Sales Calculating and Billing Percentage Rents Calculating and Billing Retail Recoveries Creating Custom Recovery Formulas Setting Up Affordable Housing Tables Completing the Certification Process Generating Vouchers Applying Subsidies Processing Utility Reimbursements Updating Sign-In Dates Modifying Social Security Numbers and HUD Contract Information Processing HUD Rent Increases Running Affordable Housing Reports continued MRI for Windows Manuals 15

16 About This Manual Table 1. Manuals and Topics (Continued) Application Title Topics Application Tool Kit MRI for Windows MenuDesign MRI for Windows TableDesign MRI for Windows ViewDesign Adding Command Buttons to Existing Menus Deleting or Disabling Command Buttons on Existing Menus Adding Custom Graphics to Menus Understanding Database Components and Terminology Planning and Designing Custom Projects Creating Custom Tables Adding Custom Fields to MRI Tables Creating System Catalog Fields Creating Value Sets Importing Tables from External Sources Suspending Foreign Key Relationships in Tables Updating Table Statistics Building Custom Views Adding Custom Fields to MRI Views Understanding Objects and Their Properties Using the ViewDesign Tools and Object Styles Adding Objects to Views Understanding and Using Functions Creating Primary View Links Linking Custom Views to MRI Views Building Advanced Views continued 16 MRI for Windows Manuals

17 About This Manual Table 1. Manuals and Topics (Continued) Application Title Topics Commercial Management (CM) Distributive Processing (DP) MRI for Windows Commercial Management MRI for Windows Commercial Management Recoveries MRI for Windows Commercial Management Reports MRI for Windows Distributive Processing Setting Up Commercial Management (CM) Tables Creating and Maintaining Batches Creating Journal Entries Creating Recurring Charges Printing Statements Setting Up Commercial Management (CM) for Recoveries Calculating Recoveries Billing and Invoicing Recoveries Using and Creating Custom Recoveries Formulas Running Commercial Management (CM) Reports Running CM Recoveries Reports Creating a Site Map Setting Up to Transmit and Receive Transferring Database Components Preparing Transmissions Transmitting and Receiving Data Applying Transmissions Authorizing Application Closes Auditing Distributive Processing (DP) continued MRI for Windows Manuals 17

18 About This Manual Enterprise Ledger Facility Management for CM (FMCM) Facility Management for RM (FMRM) Table 1. Manuals and Topics (Continued) Application Title Topics MRI for Windows Enterprise Ledger MRI for Windows Facility Management for CM MRI for Windows Facility Management for RM Setting Up Enterprise Ledger Tables and Ownership Hierarchies Creating Journal Entries and Using Journal Entry Templates Creating Journal Entries from Templates Creating Journal Entries from Allocations Creating Loan Schedules and Journalizing Loan Payments Setting Up the Automated Interentity Offset Feature and Creating Interentity Journal Entries Creating Eliminating Journal Entries Creating and Processing Calculated Journal Entries Running Enterprise Ledger Reports Setting Up Facility Management (FMCM) Tables Creating Work Orders Resolving Work Orders Billing Work Orders Importing Bar-Coding Files Printing Work Order Batches Running FMCM Reports Setting Up Facility Management (FMRM) Tables Creating Work Orders Resolving Work Orders Billing Work Orders Importing Bar-Coding Files Printing Work Order Batches Running FMRM Reports ForeSight MRI for Windows ForeSight Assigning Budget Usage Codes Creating Workbooks Working with Assumptions Defining Global/Workbook Assumptions Preparing Budgets Preparing Budget Projections Running ForeSight Reports continued 18 MRI for Windows Manuals

19 About This Manual General Ledger (GL) MRI for Windows General Ledger Setting Up General Ledger (GL) Tables Creating Manual, Standard, and Closed-Period Journal Entries Creating Financial Formats Creating Budgets Creating Inquiries against Data Running Reports Using Utilities Closing Fiscal Periods and Years General Information MRI for Windows Basics Logging On and Selecting a Database Understanding the Basic Components of MRI for Windows Working with Records Generating, Archiving, Viewing, and Exporting Reports Setting Up Report Batches Processing Reports Remotely Installing and Using the Report Viewer Program Installing Adobe Acrobat Reader and Accessing, Navigating, and Printing Online Manuals Installation Table 1. Manuals and Topics (Continued) Application Title Topics MRI for Windows Installation Guide Preparing Your System Installing MRI for Windows and Microsoft Data Engine (MSDE) Logging On Establishing and Upgrading Databases Refreshing a License Installing the Report Viewer Program Installing New Applications and Product Updates Using Online Resources JobCost MRI for Windows JobCost Installing JobCost Adding Jobs and Phases Setting Up Cost Codes and Budgets Setting Up Jobs and Estimates Setting Up and Tracking Retentions Closing and Archiving Contracts continued MRI for Windows Manuals 19

20 About This Manual LeaseFlow MRI for Windows LeaseFlow Navigating LeaseFlow Setting Up LeaseFlow Tables Maintaining LeaseFlow Teams Working with Activities Managing Contacts and Accounts Managing Opportunities Creating Commercial Management (CM) Leases from LeaseFlow Opportunities Running LeaseFlow Reports ReportDesign Residential Management (RM) Table 1. Manuals and Topics (Continued) Application Title Topics MRI for Windows ReportDesign MRI for Windows Residential Management Setup and Maintenance MRI for Windows Residential Management Procedures MRI for Windows Residential Management Reports Setting Up a Report Formatting a Report Designing a Report Sub View Changing Property Values Working with Financial Formats Working with Function Expressions Working with Variable Expressions Working with Format Expressions Setting Up Your Database Setting Up Your Properties Setting Up the Auto Late Fee System Setting Up Security Interest Maintaining Prospect, Applicant, and Resident Records Creating and Maintaining Batches Printing Invoices Creating Recurring Charges Creating Journal Entries Renewing Leases Calculating Late Fees Running Residential Management (RM) Reports continued 20 MRI for Windows Manuals

21 About This Manual System Administration Summary Table 1. Manuals and Topics (Continued) Application Title Topics MRI for Windows System Administration Installing and Maintaining MRI for Windows Logging On Migrating MRI for Windows Setting Up User License and Database License Associations Adding and Maintaining Users Creating, Maintaining, and Upsizing Databases Setting Up Master Tables Establishing Database Security and Performing Other System-Level Functions Importing and Exporting Data Querying MRI for Windows Managing Remote Report Processing Setting Up and Using VirtualSite ViewPoint MRI for Windows ViewPoint Setting Up ViewPoint Tables Viewing Composite Details Viewing Executive Summaries Viewing Financial, Property, and Portfolio Reports Viewing Returns Viewing Project, Building, Residential, and Retail Information Customizing ViewPoint In this chapter, you learned about! the prerequisites necessary for using MRI for Windows! how this manual is organized! the formatting conventions MRI for Windows manuals use! the other manuals MRI publishes Summary 21

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23 Understanding Residential Management 1 In This Chapter This chapter provides you with general information about Residential Management (RM). Overview Windows Terminology MRI DOS and MRI for Windows Systems Comparison RM Features Summary MRI for Windows Residential Management Setup and Maintenance 23

24 Chapter 1: Understanding Residential Management Overview In Residential Management (RM), you can manage all types of multiple-family residential properties. You can also view and manipulate your data in MRI-supplied and customized reports and create and transfer journal entries to General Ledger (GL). Figure 1-1 illustrates the relationship between RM and other MRI for Windows products. Figure 1-1. RM Overview 24 Overview

25 Chapter 1: Understanding Residential Management Windows Terminology Table 1-1 describes the terminology differences between MRI DOS and MRI for Windows. Table 1-1. MRI DOS and MRI for Windows Terminology Comparison MRI DOS MRI for Windows Description Company Database Represents the organizational entity. File Table Stores the data. Note: Many of the file names in MRI DOS are the same in MRI for Windows. A notable exception is the Development File, which is now the Entities Table (ENTITY-MRI). Screen View Represents the portion of the table or program you see on the monitor. Windows Terminology 25

26 Chapter 1: Understanding Residential Management MRI DOS and MRI for Windows Systems Comparison If you converted from MRI DOS Residential Management, refer to Table 1-2 to compare the differences between MRI DOS Residential Management and MRI for Windows Residential Management (RM). Table 1-2. MRI DOS and MRI for Windows Systems Comparison Programs: Convert Chart INIT MRI DOS CASH Cash Receipts BILL Tenant Billing MISC Miscellaneous Income NSF Nonsufficient Funds SEC Tenant Adjustments NONADJ Security Disposition REFUNDS Rent Refunds TNT Tenant Setup and Maintenance Files: RDEV Development CLSS Classifications UNIT Unit RBLD Building CODE Billing and Security Codes MRI for Windows (Eliminated). MRI for Windows automatically updates account numbers in all affected tables, so the Convert Chart program is not needed. (Eliminated). The entity calendar feature replaces the functions of the INIT program. (Eliminated). RM=combines all seven DOS programs into the Batch Entry program. In Batch Entry, you can enter all resident and miscellaneous transactions. (Eliminated). RM enables you to set up and maintain prospect, applicant, and resident records using the Prospect/Applicant/Resident program. RM combines the four files into the Properties/Buildings/Units Table (RMPROP-MRI). RM replaces the Billing and Security Codes File with the Charge Code Table (CHGCODE-MRI). 26 MRI DOS and MRI for Windows Systems Comparison

27 Chapter 1: Understanding Residential Management RM Features As part of the MRI for Windows suite of products, Residential Management (RM) provides all of the functionality you expect from an MRI residential management system plus multitasking capabilities through Microsoft Windows relational database design optional client server database technology Table 1-3 summarizes some of the features and functions in RM. Table 1-3. RM Features Feature Description Letters Setup Assistants Scheduling Drill-Down Capability Balance Forward Maneuverability Concurrent Leases Reports Search Features Enables you to generate resident letters based on existing formats. Enables you to set up your database, properties, late fees, and security interest calculations using step-by-step setup assistants. Enables the system to create follow-up entries in an electronic calendar that correspond to the move-in and move-out dates you enter in resident records. Enables you to drill down on reports to the detail level of transactions. Enables you to view cash receipts as balance forward or open items. Enables you to access RM features and utilities with a click of the mouse or typed commands. Enables you to set up multiple current leases for a single unit. Enables you to choose from many easy-to-use standard reports or customize your own with ReportDesign. Enables you to create your own Structured Query Language (SQL) queries and sort data in the order in which you want it to appear. RM Features 27

28 Chapter 1: Understanding Residential Management Summary In this chapter, you learned! Residential Management (RM) is an interactive application that interfaces with Accounts Payable (AP), General Ledger (GL), and ViewPoint! about the differences between MRI DOS and MRI for Windows! about RM features 28 Summary

29 Setting Up 2 a Database In This Chapter This chapter describes how to set up the database you will use with Residential Management (RM). Before You Begin As described in the Basics manual! log on to MRI for Windows! know how to add, modify, and delete data Overview Launching the Database Setup Assistant Completing the Required Steps Setting Up the Optional Features for the Base System Setting Up the Optional Traffic Reporting System Setting Up the Optional Legal Tracking System Summary Menu Name SETUPDB Button Name Setup Database MRI for Windows Residential Management Setup and Maintenance 29

30 Chapter 2: Setting Up a Database Overview Residential Management (RM) provides a database setup assistant to help you with the initial setup of your database. You must follow the steps in the sequence indicated. Also, you must complete the required steps before proceeding to the optional steps. Launching the Database Setup Assistant To launch the database setup assistant: a. On the MRI view, click Residential Management, and then use the information in the following table to continue. If the... Residential Management Main Menu (Figure 2-1) appears Start of Day dialog box (Figure 2-2) appears Then... Go to Step b of this procedure to continue. (1) Launch Residential Management (RM), as described in the RM Procedures manual. (2) Go to Step b of this procedure to continue. 30 Overview

31 Chapter 2: Setting Up a Database Figure 2-1. Residential Management Main Menu Figure 2-2. Start of Day Dialog Box b. On the Residential Management Main Menu, click Getting Started and then Setup Database to display the Database Setup Assistant view (Figure 2-3). Launching the Database Setup Assistant 31

32 Chapter 2: Setting Up a Database Figure 2-3. Database Setup Assistant View c. If you plan to track the flow of potential applicants through your property, select the Will you use the Traffic System check box. The steps to set up the optional traffic reporting system appear on the Database Setup Assistant view. d. If you plan to track any potential legal issues between your property and the residents, select the Will you use the Legal Tracking System check box. The steps to set up the optional legal tracking system appear on the Database Setup Assistant view. e. Proceed to Completing the Required Steps on page 33 to continue. 32 Launching the Database Setup Assistant

33 Chapter 2: Setting Up a Database Completing the Required Steps This section contains nine steps you must complete to set up Residential Management (RM). Step 1 Setting Up the Residential Management Database Options Step 1 enables you to set up the residential management database options that affect how RM functions. Note: You can set residential management options outside of the database setup assistant from the Residential Management Options form off the view for the Management Options Table (MGNT-MRI). To set up the residential management database options: a. On the Database Setup Assistant view, click Step 1 to display the Residential Management Database Options view (Figure 2-4). Completing the Required Steps 33

34 Chapter 2: Setting Up a Database Figure 2-4. Residential Management Database Options View b. Use the information in Table 2-1 to set up the residential management database options. 34 Completing the Required Steps

35 Chapter 2: Setting Up a Database Table 2-1. Residential Management Database Options View Fields Field Database Options Allow Blank Property ID Allow Multiple Current Leases Transaction Display Autonumber Batches Maximum # of Open Batches Apply Receipts/ Concessions by Charge Code Priority Allow Multiple Legal Records Start Legal Process with 3 Day Letter Use RM Site menu Invoke SOD Process on Move Out Action (VirtualSite only). Maintains separate application options for each site. For more information, refer to the System Administration manual. Select to have the option to leave the Property ID field blank on the Prospects view when you enter a prospect into the system. Select to have the option to set up multiple current leases for a single unit. Click how to display transactions when entering cash receipts in a batch. Open Items The system displays open items as separate line items. Balance Forward The system totals and displays the open items by charge code. Select to automatically number batches. Type the maximum number of open batches to allow for a given period in RM. Valid values: The system interprets 99 as an unlimited number of batches. Clear to apply prepayments and concessions in a batch by transaction date beginning with the oldest open amount rather than by charge code priority. Note: If you choose to apply prepayments and concessions by charge code priority, the system applies prepayments and concessions in descending order beginning with the highest priority code. If multiple charge codes have the same priority code, the system pays the oldest open amount first. You can set the priority code for charge codes in the Charge Code Table (CHGCODE-MRI). Select to have multiple legal records open at one time for a resident; each record must be of a different legal status. Select to start legal proceedings against a resident when three-day notification letters are printed. (Distributive Processing only). Select to use the Residential Management Site Menu. Select to automatically prepare a statement of deposit when you complete a move-out for a resident. continued Completing the Required Steps 35

36 Chapter 2: Setting Up a Database Table 2-1. Residential Management Database Options View Fields (Continued) Field Start of Day Processing Action Select for the system to prompt you to advance the activity date when launching RM each day at each site. For information about the Start of Day feature, refer to the RM Procedures manual. Note: If you clear this check box, you can still set the activity date from the RM Utilities menu, but the system will not prompt you to do so. Max. Open Batches to Advance Day (Start of Day feature only). Type the maximum number of open batches to allow for a single period. Note: If the number of open batches in a period exceeds the value entered in this field, then the system cannot advance the activity date until you post enough open batches to be at or below the maximum number of open batches allowed. Valid values: The system interprets 99 as an unlimited number of batches. Maximum Days to Advance (Start of Day feature only). Type the maximum number of days you can bypass when advancing the activity date. Example You have set the Max. Days to Advance field to 4. Your offices are closed on the 15th 17th of the month for a holiday weekend. When you launch RM on the 18th, the system enables you to advance the activity date from the 14th to the 18th once instead of advancing the date four times (that is, once for each day). Valid values: 0 99 Prompt for Daily Counts Run Daily Reports Run Scheduler (Start of Day feature only). Clear to prevent the system from running the statistics for the previous day when you launch RM. (Start of Day feature only). Clear to prevent the system from running the daily batch reports when you launch RM. (Start of Day feature only). Clear to prevent the Scheduler calendar from appearing after you advance the activity date. The Scheduler calendar displays all of the activities you must complete for the current activity date. Note: If you clear this check box, you can still use the Scheduler calendar from the RM Utilities menu, but the system will not display the calendar automatically when you launch RM. continued 36 Completing the Required Steps

37 Chapter 2: Setting Up a Database Table 2-1. Residential Management Database Options View Fields (Continued) Run Standard MRI Closing Reports Closing Report Batch ID Use HUD Field Action Clear to prevent the standard MRI closing reports from running when you close the period. Select the report batch to run when closing RM. (Affordable Housing only). Select to use Affordable Housing for RM. Use NYC Rent Control Not valid in MRI for Windows Rent Stabilization Rate 1 Not valid in MRI for Windows Rent Stabilization Rate 2 Not valid in MRI for Windows Lock Box MRI Client ID Create Journal Entries by Building Type the identification number of the client data to process when applying lock box transmission files. Note: When applying lock box transmission files, the system can only process data for one client ID. If multiple client IDs exist in the lock box transmission file, the system only processes the data matching the client ID entered in this field. Select to create and sort journal entries by building. Site Options Not valid in MRI for Windows Last Update User ID (System-generated). Displays the date and time the data was last updated. (System-generated). c. Click Make Ready to display the Make Ready Codes form (Figure 2-5). On this form, you set up the tasks required to make a unit ready for occupancy. The tasks you specify on this form appear on Make Unit Ready form used to document when each task is completed for a unit. Completing the Required Steps 37

38 Chapter 2: Setting Up a Database Figure 2-5. Make Ready Codes Form d. In the Make Ready Code field, type a number that represents the order in which the task appears on the Make Unit Ready form. e. In the Make Ready Description field, type a task required to make a unit ready for occupancy. f. To enter another task, repeat Steps d and e. g. Close the Make Ready Codes form. h. On the File menu, click Save. i. Click Return to Main. j. Proceed to Step 2 Setting Up Ledger Codes on page 39 to continue. 38 Completing the Required Steps

39 Chapter 2: Setting Up a Database Step 2 Setting Up Ledger Codes Step 2 enables you to set up the format of each chart of accounts. A ledger code represents each chart of accounts. The setting of the Multiple Ledger Codes check box on the Management Options view (MGNT-MRI) determines whether you are set up to use a single chart of accounts or multiple charts of accounts. If you are set up to use only one chart of accounts, you must use MRI-supplied ledger code MR multiple charts of accounts, you have the option to use ledger code MR to represent one of your charts of accounts Note: You can define ledger code formats outside of the database setup assistant from the view for the Ledger Codes Table (GLCD-MRI). To set up a ledger code: a. On the Database Setup Assistant view, click Step 2 to display the Ledger Codes view (Figure 2-6). b. Use the information in the following table to continue. If you are setting up a chart of accounts format using... MRI-supplied ledger code MR a ledger code other than MR Then... Go to Step c to continue. (1) On the Records menu, click New. (2) Go to Step c to continue. Completing the Required Steps 39

40 Chapter 2: Setting Up a Database Figure 2-6. Ledger Codes View c. Use the information in Table 2-2 to define the ledger code. Table 2-2. Ledger Codes View Fields Field Ledger Code Description Action If you are using ledger code MR, accept the default value of MR a ledger code other than MR, type a unique two-character code that represents the chart of accounts If you are using ledger code MR, accept the default value of MRI DEFAULT a ledger code other than MR, type a description of the ledger code continued 40 Completing the Required Steps

41 Chapter 2: Setting Up a Database Table 2-2. Ledger Codes View Fields (Continued) Field Account Length Major Account Length Account Display Format Type the length of the account numbers (excluding hyphens) in the chart of accounts. Note: If you use seven-digit account numbers and you use multiple ledger codes, your MRI implementation representative must modify this field to allow for the longer account number length. Type the length of the major account numbers (excluding hyphens) in the chart of accounts. Note: If you use seven-digit account numbers and you use multiple ledger codes, your MRI implementation representative must modify this field to allow for the longer account number length. Type how to display account numbers. The system recognizes number nine and the at sign (@) as placeholders for numeric and alphanumeric characters, respectively. Example Action If your... account length major account length minor account length display format If your... account length major account length minor account length display format Is... 7 digits 4 digits 3 digits Is... 7 characters 4 characters 3 digits MAIN-100 Then... type in the Account Display Format field Then... in the Account Display Format field Numeric Accounts Only Retained Earnings Account Clear to use alphanumeric account numbers instead of only numeric account numbers. (System-generated). Displays the retained earnings account specified in the Chart of Accounts Table (GLCD-CHART). continued Completing the Required Steps 41

42 Chapter 2: Setting Up a Database Table 2-2. Ledger Codes View Fields (Continued) Last Update User ID Field (System-generated). Displays the date and time the data was last updated. (System-generated). Action [Distributive Processing] DP Account Restrictions Use DP Account Code Prefix to Minor or Suffix to Minor DP Code Length Select to have the account number include a DP account site code when a site transmits account numbers. By using the DP account code, you can track the account number used at each DP site to ensure no two sites set up the same account number. Note: To use the DP account code setting, you must first install Distributive Processing and create the DP site map. For more information, refer to the Distributive Processing manual. Click how to display the DP account code. Prefix to Minor The system displays the DP account code before the minor account number. Suffix to Minor The system displays the DP account code after the minor account number. Note: These option buttons are only available if the Use DP Account Code check box is selected. Type the length of the DP account code. Valid values: 1 3 Note: This field is only available if the Use DP Account Code check box is selected. d. On the File menu, click Save. e. Click Return to Main. f. Proceed to Step 3 Setting Up the Chart of Accounts on page 43 to continue. 42 Completing the Required Steps

43 Chapter 2: Setting Up a Database Step 3 Setting Up the Chart of Accounts Step 3 enables you to set up the chart of accounts for each ledger code. Note: You can set up charts of accounts outside of the database setup assistant from the view for the Chart of Accounts Table (GLCD-CHART). To set up a chart of accounts: a. On the Database Setup Assistant view, click Step 3 to display the Chart of Accounts view (Figure 2-7). Figure 2-7. Chart of Accounts View Completing the Required Steps 43

44 Chapter 2: Setting Up a Database b. Use the information in the following table to continue. If you use... only one chart of accounts multiple charts of accounts Then... Accept ledger code MR. (1) Click Ledger Codes to display the Ledger Codes dialog box. (2) Select the ledger code for which to set up a chart of accounts, and then click Select. c. Use the information in Table 2-3 to set up an account in the chart of accounts. Table 2-3. Chart of Accounts View Fields Field Action Account Number Type the account number. Note: Whether or not you can specify both numeric and alphanumeric characters in an account number depends on the setting of the Numeric Accounts Only check box in Step 2 Setting Up Ledger Codes on page 39. Account Name Type the account name. Account Type Select the account type. Valid values: B Balance sheet account for balance sheet reporting. C Cash account for cash balance reporting. I Income statement account for income sheet reporting. L Memo balance sheet account for nonfinancial data for balance sheet reporting. M Memo income statement account for nonfinanical data for income sheet reporting Account Indicate whether or not to include the account when calculating 1099 totals in Accounts Payable (AP). Valid values: Y The system includes the account in 1099 totals. N The system does not include the account in 1099 totals. continued 44 Completing the Required Steps

45 Chapter 2: Setting Up a Database Table 2-3. Chart of Accounts View Fields (Continued) Field DP Restrictions Basis Control Type Date of Last Change User ID Indicate whether or not to restrict site access to the account number. Valid values: H Home office only. Only the home office uses the account. The sites cannot receive the account number or balance for data entry or reporting purposes. R Restricted. The sites receive the account number but cannot use the account for data entry purposes. However, the sites can use the balance for reporting purposes. (Blank) No restrictions. The sites have unrestricted access to the account number and balance for both data entry and reporting purposes. Note: This field is only available if Distributive Processing (DP) is installed on your system. Select the accounting method for the account number. Valid values: Any valid basis type in the Basis Types Table (BTYP-MRI). (System-generated). Displays the date and time the data was last updated. (System-generated). Action d. To set up another account in the chart of accounts, repeat Step c. e. In the Retained Earnings Account field, select the account number to use as the primary account number for retained earnings. Note: The system does not allocate retained earnings until you close the year. When you close the fiscal year, the system posts retained earnings to the appropriate income accounts unless you designate a closing account number. However, the system calculates retained earnings throughout the year for reporting purposes. For more information about retained earnings, refer to the General Ledger or Enterprise Ledger manual. f. On the File menu, click Save. g. Click Return to Main. h. Proceed to Step 4 Setting Up Bank Account Types on page 46 to continue. Completing the Required Steps 45

46 Chapter 2: Setting Up a Database Step 4 Setting Up Bank Account Types Step 4 enables you to define the types of cash accounts you want to use. Note: You can define cash account types outside of the database setup assistant from the view for the Cash Types Table (CTYP-MRI). To define a cash account type: a. On the Database Setup Assistant view, click Step 4 to display the Bank Account Types (Cash Types) view (Figure 2-8). Figure 2-8. Bank Account Types (Cash Types) View b. In the Cash Type field, type a unique two-character code to represent the cash type. c. In the Description field, type a description of the cash type. d. On the File menu, click Save. e. Click Return to Main. f. Proceed to Step 5 Setting Up Bank Accounts on page 47 to continue. 46 Completing the Required Steps

47 Chapter 2: Setting Up a Database Step 5 Setting Up Bank Accounts Step 5 enables you to set up the bank account information for each bank you use to complete transactions for your properties. Note: You can set up bank accounts outside of the database setup assistant from the view for the Banks Table (BANK-MRI). You will need to return to this view to set up the interentity fields after you enter your entities and properties. To set up a bank account: a. On the Database Setup Assistant view, click Step 5 to display the Bank Accounts view (Figure 2-9). Figure 2-9. Bank Accounts View Completing the Required Steps 47

48 Chapter 2: Setting Up a Database b. Use the information in Table 2-4 to set up a bank account. Table 2-4. Bank Accounts View Fields Field Bank ID Bank Account Status Bank Account Number Last Check # Used Date of Last Check Bank Name Address Payor Name Address Phone Number Interentity Entity ID CM Interentity Bldg ID Action Type a unique code to represent the bank. Select the status of the bank account. Valid values: C Closed Account I Inactive Account O Open Account P Pending Account Type the bank account number. Type the number of the last check used. Note: As you print checks, the system updates this field to display the last check printed. Type the date of the last system-generated check. Type the bank name as it appears on checks. Type the bank address. Type the payor name as it appears on checks. Type the payor address. Type the payor phone number. Select the entity to which to post cash-related Accounts Payable (AP) transactions that occur between entities. If you do not complete this field, the system does not create journal entries for the transfers. Valid values: Any valid entity in the Entities Table (ENTITY-MRI). Select the building to which to post cash-related Commercial Management (CM) transactions that occur between entities. If you do not complete this field, the system does not create journal entries for the transfers. Valid values: Any valid CM building in the Buildings/Suites/Leases Table (BLDG-MRI). continued 48 Completing the Required Steps

49 Chapter 2: Setting Up a Database Table 2-4. Bank Accounts View Fields (Continued) Field RM Interentity Property ID State of Bank Action Select the entity to which to post cash-related RM transactions that occur between entities. If you do not complete this field, the system does not create journal entries for the transfers. Valid values: Any valid property in the Properties/Buildings/Units Table (RMPROP-MRI). Select the two-character abbreviation for the state in which the bank resides. c. On the File menu, click Save. d. Use the information in the following table to continue. To... set up check printing options set up automatic check clearing exit bank setup Then... Proceed to Setting Up Check Printing Options below to continue. Proceed to Setting Up Automatic Check Clearing on page 52 to continue. (1) Click Return to Main. (2) Proceed to Step 6 Setting Up Charge Codes on page 54 to continue. Setting Up Check Printing Options To set up options for printing checks in Accounts Payable (AP): a. On the Bank Accounts view, click Check Options to display the Check Printing Options form (Figure 2-10). Completing the Required Steps 49

50 Chapter 2: Setting Up a Database Figure Check Printing Options Form b. Use the information in Table 2-5 to set up the check printing options. Table 2-5. Check Printing Options Form Fields Field Print Checks by Entity Print PO# on Check Clear to prevent printing checks by entity. Action Clear to prevent the purchase order number from appearing on the check stub. Spool Copy Not valid for MRI for Windows Maximum Check Amount Check Number Length Type the maximum amount to print on a check. Type the length of the check numbers you are using. Valid values: 1 9 Signature File Name Not valid for MRI for Windows Two Signatures Required Amt. Void if Not Cashed Within Type the check amount to require two signatures. If you do not require two signatures, leave the field blank. Valid values: Type the number of days the payee has to cash a check before the check becomes void. If you do not want Void if not cashed within to appear on the check, leave the field blank. Valid values: continued 50 Completing the Required Steps

51 Chapter 2: Setting Up a Database Table 2-5. Check Printing Options Form Fields (Continued) Bank Transit # Check # MICR Spacing Transit Symbol Routing Symbol Print Last On Us Symbol Last Update User ID Field Type the transit routing number of the bank to appear on the MICR-encoding line including any spaces or dashes required by your bank. Type the number of spaces to appear between the check number and the transit number on the MICR-encoding line. Valid values: 1 9 Type the American Bankers Association (ABA) transit symbol to identify the bank that issued the check. Type the American Bankers Association (ABA) routing symbol to identify the Federal Reserve bank used to process the check. Clear to prevent printing the On Us symbol at the end of the MICR-encoded line. (System-generated). Displays the date and time the data was last updated. (System-generated). Action c. Click Close to return to the Bank Accounts view. d. On the File menu, click Save. e. Use the information in the following table to continue. To... set up automatic check clearing exit bank setup Then... Proceed to Setting Up Automatic Check Clearing on page 52 to continue. (1) Click Return to Main. (2) Proceed to Step 6 Setting Up Charge Codes on page 54 to continue. Completing the Required Steps 51

52 Chapter 2: Setting Up a Database Setting Up Automatic Check Clearing To set up the format for the text file sent by the bank and used to automatically clear checks for reconciliation purposes: a. On the Bank Accounts view, click Auto Clearing Setup to display the Auto Check Clearing Setup form (Figure 2-11). Figure Auto Check Clearing Setup Form b. Use the information in Table 2-6 to set up the automatic check clearing text file. Table 2-6. Auto Check Clearing Setup Form Fields Field Action Item No (System-generated). Level Accept the default value of 1. Item Position Type the number of the first column on a line in the bank-provided file that contains the data described in the line item. continued 52 Completing the Required Steps

53 Chapter 2: Setting Up a Database Table 2-6. Auto Check Clearing Setup Form Fields (Continued) Definition Type Length Field Qualifier matching String Data Element Data Format String Description Select the type of information described in the line item. Valid values: Qualifier The line item defines a qualifier, which is a code that appears before each record in the bank-provided file to indicate the record contains check information. Data The line item defines a data element, such as a check number or bank account number. Control The line item defines a control, which is a code the system uses to confirm that the file is not corrupt. Type the length of the element in the bank-provided file described by the line item. Type the code entered before each check record to indicate that the record describes a check. Select the type of data contained in the position in the bank-provided file described by the line item. Valid values: Bank Acct The number of the bank account on which the check is drawn. Check Number The number of the check. Check Amount The total amount of the check. Check Date The date recorded on the check. Clear Date The date the check amount was removed from the bank account. Type the format of the data selected in the Data Element field. If you selected Bank Acct, no format is required Check Number, no format is required Check Amount, use ASSUME2 to indicate that the last two numbers in the Check Amount data element appear after the decimal point Check Date, create the date format using placeholder characters Y (Year), M (Month), and D (Day) Clear Date, create the date format using placeholder characters Y (Year), M (Month), and D (Day) Type a description of the data element. Action c. Click Close to return to the Bank Accounts view. d. On the File menu, click Save. e. Click Return to Main. Completing the Required Steps 53

54 Chapter 2: Setting Up a Database f. Use the information in the following table to continue. To... set up check printing options exit bank setup Then... Proceed to Setting Up Check Printing Options on page 49 to continue. (1) Click Return to Main. (2) Proceed to Step 6 Setting Up Charge Codes below to continue. Step 6 Setting Up Charge Codes Step 6 enables you to set up the income, prepayment, and concession charge codes for your organization. The system provides defaults you can modify and enables you to set up as many new charge codes as needed. Warning Do not set up the security deposit codes in Step 6. Step 7 provides the procedure to set up security deposit codes. Understanding Charge Codes A charge code is a code that represents a charge that can be applied to the residents. Each charge code can be up to three characters long and can contain letters, numbers, or both. When defining charge codes, keep in mind that some reports sort data by charge code. Therefore, if you want a charge code to always appear first in the list, you must assign it the lowest code. Charge codes are arranged by number and then by letter. Example You want the rent charge code to always appear first on reports that sort data by charge code. Therefore, you set the rent charge code as 1RN and set all other charge codes to begin with a higher number than one, such as 2GR for the garage rent code. You can also set up charge code groups to assist you when creating user-defined reports. After you set up the charge code groups, you assign a group number to a set of charge codes. When you create a user-defined report, you can choose a group of charge codes for the report instead of choosing individual charge codes. 54 Completing the Required Steps

55 Chapter 2: Setting Up a Database Understanding Classification Codes You can classify certain charge codes as Allowance codes Memo codes Allowance Codes Allowance codes track charges that the resident is not obligated to pay. Allowance codes affect the resident balance. Example You establish the following charge codes for a resident of your property. Charge Code Description Amount RNT Rent $ ALL Allowance ($200.00) To calculate the monthly rent, you would total the charge code amounts. Monthly Rent = $ The resident is responsible for paying $ ALL is an allowance code that does not affect the balance for the resident. Memo Codes Memo codes track charges that do not affect resident balances. Example You establish the following charge codes for a resident of your property. Charge Code Description Amount RNT Rent $ SC8 Section 8 $ To calculate the monthly rent, you would total the charge code amounts. Monthly Rent = $1, The resident is responsible for paying $800.00, and the government is responsible for paying $ SC8 is a memo code that does not affect the balance for the resident. Completing the Required Steps 55

56 Chapter 2: Setting Up a Database Understanding Potential Rent MRI enables you to calculate the potential rent lost to vacancy by designating certain charge codes as potential rent. At the beginning of the month, the system calculates the potential rent amount based on the charges designated as potential rent charges. Note: Do not confuse potential rent with market value (optimum rent). Example You establish the following charge codes for a unit of your property. Charge Code Description Amount Potential Yes or No RNT Rent $ Yes GAR Garage $ No PET Pet $50.00 No To calculate the potential rent for the unit, you would total the charge code amounts designated as potential. In this scenario, the potential rent for the unit is $ Completing the Required Steps

57 Chapter 2: Setting Up a Database Completing Step 6 Note: You can set up charge codes outside of the database setup assistant from the view for the Charge Code Table (CHGCODE-MRI). To set up a charge code: a. On the Database Setup Assistant view, click Step 6 to display the Charge Codes view (Figure 2-12). Figure Charge Codes View Completing the Required Steps 57

58 Chapter 2: Setting Up a Database b. Use the information in the following table to continue. If you... want to set up a charge code group do not want to set up a charge code group Then... (1) Click Chg Code Groups to display the Charge Code Groups form. (2) In the Charge Code Group field, type a unique three-character code to represent the group. (3) In the Description field, type the description of the charge code group. (4) Click Close. Go to Step c to continue. c. Use the information in the following table to continue. If you... want to set up a rent tax group to assign codes to specific rent tax rates do not want to set up a rent tax group Then... (1) On the File menu, click Open View to display the Available Views dialog box. (2) Select RMRTAXGRP-MRI, and then click Open to display the RM Rent Tax Codes view. (3) In the Rent Tax Codes field, type a unique code to represent the group. (4) In the Description field, type the description of the rent tax code group. (5) In the Ref Desc field, type an additional description of the rent tax group. (6) In the Charge Code field, select the charge code to which the rent taxes in the group are billed. (7) Click Close. Go to Step d to continue. 58 Completing the Required Steps

59 Chapter 2: Setting Up a Database d. Use the information in Table 2-7 to set up a charge code. Table 2-7. Charge Codes View Fields Field Charge Code Description Potential Class Late Fee 1 Late Fee 2 Billing Freq Action Type a unique code to represent the charge code. Type the name of the charge code. Indicate whether or not to include the charge code in the monthly potential rent calculations. Y Includes the charge in the monthly potential rent calculations. N Does not include the charge in the monthly potential rent calculations. Select the rent charge code classification. Valid values: A Allowance M Memo Blank Indicate whether or not to include the charge code when calculating late fees automatically using the late fee 1 formula. Y Includes the charge when calculating late fees automatically. N Does not include the charge when calculating late fees automatically. Indicate whether or not to include the charge code when calculating late fees automatically using the late fee 2 formula. Y Includes the charge when calculating late fees automatically. N Does not include the charge when calculating late fees automatically. Select how often to bill each recurring charge code. Valid values: A Annually M Monthly Q Quarterly S Semiannually continued Completing the Required Steps 59

60 Chapter 2: Setting Up a Database Table 2-7. Charge Codes View Fields (Continued) Field Billing Month Action If you did not select M (Monthly) in the Billing Freq field, type the number of the month in the quarter, half, or year in which to bill the charge code. Example If you specified to bill the charge code semiannually during the fourth month and your fiscal year begins in January, then the system will bill the charge in April and October. Rent Roll Sequence Type the number that indicates the position in which the charge code appears on the rent roll recap. Example To display the rent charge code at the top of the rent roll recap, type 1 in this field for the rent charge code. Priority Code Type the number that indicates the priority of the charge code. The highest priority is (01) and the lowest priority is (99). Note: If you plan to sort, display, and apply open amounts based on priority codes when entering transactions in batches, you must also select the Apply Receipts/Concessions by Charge Code Priority=check box, as described in Step 1 Setting Up the Residential Management Database Options on page 33. RM Rent Tax Group Charge Code Group Last Update User ID Select the rent tax group to which to assign the charge code. Valid values: Any valid rent tax group in the Rent Tax Groups Table (RMRTAXGRP-MRI). Select the charge code group to which to assign the charge code. Valid values: Any valid charge code group in the Charge Code Groups Table (CHGCODEGRP). (System-generated). Displays the date and time the data was last updated. (System-generated). e. To set up another charge code, repeat Step d. f. On the File menu, click Save. g. Proceed to Mapping Charge Codes to General Ledger Accounts on page 61 to continue. 60 Completing the Required Steps

61 Chapter 2: Setting Up a Database Mapping Charge Codes to General Ledger Accounts The GL Interface form enables you to set up how the system creates journal entries for the different types of transactions (source codes) that can occur for each charge code. The GL Interface form identifies the debit and credit account numbers for cash accounting, accrual accounting, or both for the appropriate source codes for each charge code. To map a charge code to general ledger accounts: a. On the Charge Codes view, select the charge code. b. Click GL Interface to display the GL Interface form (Figure 2-13). Figure GL Interface Form c. Use the information in Table 2-8 to map the charge code to general ledger accounts. Completing the Required Steps 61

62 Chapter 2: Setting Up a Database Table 2-8. GL Interface Form Fields Field Source Code Cash Type Accrual Debit Account Accrual Credit Account Cash Debit Account Cash Credit Account Action Select the source code for the interface. Valid values: CH Charges CN Concession CR Cash Receipts MF Management Fee PP Prepayment RF Refund VC Vacancy WO Write Off Select the cash type connected to the bank account in which to deposit receipts or from which to withdraw refunds. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Note: This field is only available if you selected CR or RF in the Source Code field. Select the account number to which to post debits for the charge code when creating accrual journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post credits for the charge code when creating accrual journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post debits for the charge code when creating cash journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post credits for the charge code when creating cash journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). d. Click Close. e. On the File menu, click Save. f. Click Return to Main. g. Proceed to Step 7 Setting Up Security Codes on page 63 to continue. 62 Completing the Required Steps

63 Chapter 2: Setting Up a Database Step 7 Setting Up Security Codes Step 7 enables you to set up the security deposit charge codes for your organization. MRI provides default values, but you can set up as many security deposit charge codes as you need. If you plan to bill security deposits, you must set up a charge code for each type of security deposit you bill and receive. Note: You can set up security deposit charge codes outside of the database setup assistant from the Security Deposit Code Options form off the view for the Charge Code Table (CHGCODE-MRI). To set up a security deposit charge code: a. On the Database Setup Assistant view, click Step 7 to display the Security Deposit Codes view (Figure 2-14). Figure Security Deposit Codes View Completing the Required Steps 63

64 Chapter 2: Setting Up a Database b. In the Security Code field, type a unique three-character code to represent the security deposit charge code. c. In the Description field, type the description of the security deposit charge code. d. On the File menu, click Save. e. Proceed to Mapping Security Deposit Codes to General Ledger Accounts below to continue. Mapping Security Deposit Codes to General Ledger Accounts The GL Interface form enables you to indicate how you want the system to create journal entries for the different types of transactions (source codes) that can occur for each security deposit charge code. The GL Interface form identifies the debit and credit account numbers for cash accounting, accrual accounting, or both for the appropriate source codes for each security deposit charge code. To map a security deposit charge code to general ledger accounts: a. On the Security Deposit Codes view, select the security deposit charge code. b. Click GL Interface to display the GL Interface form (Figure 2-15). Figure GL Interface Form c. Use the information in Table 2-9 to map the security deposit charge code to general ledger accounts. 64 Completing the Required Steps

65 Chapter 2: Setting Up a Database Table 2-9. GL Interface Form Fields Field Security Code Source Code Cash Type Accrual Debit Account Accrual Credit Account Cash Debit Account Cash Credit Account Action (System-generated). Select the source code for the mapping. Valid values: AR Apply Refund CR Cash Receipts FF Forfeiture IN Interest NC Noncash Adjustment RF Refund Select the cash type connected to the bank account in which to deposit receipts or from which to withdraw refunds. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Note: This field is only available if you selected CR or RF in the Source Code field. Select the account number to which to post debits for the security deposit charge code when creating accrual journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post credits for the security deposit charge code when creating accrual journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post debits for the security deposit charge code when creating cash journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post credits for the security deposit charge code when creating cash journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). d. Click Close to return to the Security Deposit Codes view. e. On the File menu, click Save. f. Click Return to Main. g. Proceed to Step 8 Setting Up Projects on page 66 to continue. Completing the Required Steps 65

66 Chapter 2: Setting Up a Database Step 8 Setting Up Projects Step 8 enables you to set up the user-defined projects that represent a collection of entities in the database. In MRI for Windows, a project can exist for each entity or for a group of entities depending on your reporting needs. Note: You can set up projects outside of the database setup assistant from the view for the Projects Table (PROJ-MRI). To set up a project: a. On the Database Setup Assistant view, click Step 8 to display the Projects view (Figure 2-16). Figure Projects View b. In the Project ID field, type a unique code to represent the project. c. In the Project Name field, type the description of the project. d. On the File menu, click Save. e. Click Return to Main. f. Proceed to Step 9 Setting Up GL/AP Entities on page 67 to continue. 66 Completing the Required Steps

67 Chapter 2: Setting Up a Database Step 9 Setting Up GL/AP Entities Step 9 enables you to set up entities. An entity represents a general ledger cost center, is the lowest accounting entity, and is the level at which transactions in Accounts Payable (AP), General Ledger (GL), and Enterprise Ledger are recorded. Note: You can set up entities outside of the database setup assistant from the view for the Entities Table (ENTITY-MRI). To set up an entity: a. On the Database Setup Assistant view, click Step 9 to display the GL/AP Entities view (Figure 2-17). Figure GL/AP Entities View Completing the Required Steps 67

68 Chapter 2: Setting Up a Database b. Use the information in Table 2-10 to set up the entity. Table GL/AP Entities View Fields Entity ID Field Entity Name Address, City, State, Zip Code Phone Project ID Square Footage Number of Units Close Day Entity Type Last Update User ID Type a unique code to represent the entity. Type a description of the entity. Type the mailing address for the entity. Type the telephone number for the entity. Action Select the project to which the entity belongs. Valid values: Any valid project in the Projects Table (PROJ-MRI). Type the total area of the entity. Type the number of leasable units for the entity. Type the day of the month to close the fiscal period for the entity. Valid values: EOM End of Month Select the entity type. Valid values: Any valid entity type in the Entity Type Table (ENTTYPE-MRI). (System-generated). Displays the date and time the data was last updated. (System-generated). System Information Ledger Code If you are using MRI-supplied ledger code MR, accept default value MR are not using ledger code MR, select the ledger code that represents the chart of accounts to use for the entity Valid values: Any valid ledger code in the Ledger Codes Table (GLCD-MRI). continued 68 Completing the Required Steps

69 Chapter 2: Setting Up a Database Table GL/AP Entities View Fields (Continued) Field Action Basis Last GL Purge Select the accounting method for the entity. Valid values: Accrual Cash Both Cash and Accrual If you selected the Single Books option button on the General Ledger Options form for the Management Options Table (MGNT-MRI), do not select Both. This combination might corrupt your data. (System-generated). c. On the File menu, click Save. d. Proceed to Setting Up the Entity Calendar below to continue. Setting Up the Entity Calendar The Entity Calendar form enables you to set the current-year fiscal period year-end fiscal period number of open periods allowed for the entity starting fiscal period The starting fiscal period is the first fiscal month you have general ledger data to report. The number of open periods allowed determines how far into the future you can create deferred journal entries. After you set up your entity calendar, the system creates a table of all general ledger fiscal months. The first month of the fiscal period is marked B to denote a balance forward period. During each closing process, the system updates the entity calendar by entering the closing date in the Date Closed field and entering a new period. For historical data, the system enters a closing date of the last day of the month for each prior period. Completing the Required Steps 69

70 Chapter 2: Setting Up a Database Starting Period Considerations When you first create an entity calendar, you must enter your starting period. In MRI for Windows, the starting period month is the first month of your fiscal year. Example If you use a calendar year as your fiscal year and you have data starting in June 1992, your starting period is January The system always designates the starting period as a balance forward period. You cannot create a balance forward adjustment in the middle of the year. Warning After you save the record, you cannot modify the date in the Starting Period field. Therefore, you need to determine whether or not to enter historical data before you create the entity calendar. When you enter your initial balances, you create prior-period or prior-year journal entries. Use the information in the following table to determine how to enter initial balances. If the starting period is... the same as the current period a prior period in the current fiscal year in a prior year a balance forward period Then... enter initial balances as prior-period journal entries enter initial balances as prior-period journal entries enter initial balances as prior-year journal entries type B in the Balance Forward field of the journal entry header to prompt the system to treat the journal entry as a balance forward entry for the fiscal period For more information on how to create prior-period and prior-year journal entries, refer to the General Ledger or Enterprise Ledger manual. To set up the entity calendar for the selected entity: a. On the GL/AP Entities view, click Calendar to display the Entity Calendar form (Figure 2-18). 70 Completing the Required Steps

71 Chapter 2: Setting Up a Database Figure Entity Calendar Form b. Use the information in Table 2-11 to set up the entity calendar. Table Entity Calendar Form Fields Field Action Entity Current Period Year End Period # of Open Periods Allowed (System-generated). Type the current open accounting period for the entity. Type the last fiscal period of the accounting year. Type the number of future open periods to allow for the entity. Valid values: 1 99 Note: To create deferred journal entries, type a value greater than 1. Example If you type 3 in the # of Open Periods Allowed field, you can create deferred entries for two periods beyond the current period. continued Completing the Required Steps 71

72 Chapter 2: Setting Up a Database Table Entity Calendar Form Fields (Continued) Starting Period Period Field Balance Forward Period Date Closed AP Closed Type the initial period of the first fiscal year for which you have data for the entity. After you save the record, you cannot access this field. Note: The system always designates the starting period as a balance forward period. (System-generated). Indicate whether or not to treat the period as a balance forward period. Valid values: N The system does not identify the period as a balance forward period. B The system identifies the period as a balance forward period. The system automatically enters the balance forward or non-balance forward designation after you initially create the entity calendar. If you change a fiscal period designation, you can change the subsequent accounting balances. MRI strongly recommends you contact PC Client Services before modifying this field. (System-generated). Action (System-generated). Note: During setup, the system sets this field to Y and uses the last day of the month as the closing date. c. On the File menu, click Save. d. Close the Entity Calendar form to return to the GL/AP Entities view. e. Proceed to Setting Up the Cash Map below to continue. Setting Up the Cash Map The Cash Maps form enables you to set up, by entity, the relationship between the cash type, bank, and general ledger cash and discount account numbers. To map a cash type to a bank and to general ledger cash and discount account numbers: a. On the GL/AP Entities view, click Cash Map to display the Cash Maps form (Figure 2-19). 72 Completing the Required Steps

73 Chapter 2: Setting Up a Database Figure Cash Maps Form b. Use the information in Table 2-12 to set up a cash map. Table Cash Maps Form Fields Field Cash Type ID Bank ID Account Number Discount Account AP Account Number Action Select the cash type. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select the bank for the cash type. Valid values: Any valid bank in the Banks Table (BANK-MRI). Select the cash account number to which to post transactions. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post transactions for accounts payable disbursements. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Select the general ledger account number to which to post all accounts payable transactions. This account number overrides the default accounts payable account number selected on the Accounts Payable Options form. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). c. On the File menu, click Save. d. Close the Cash Maps form to return to the GL/AP Entities view. e. Proceed to Setting Up AP Options on page 74 to continue. Completing the Required Steps 73

74 Chapter 2: Setting Up a Database Setting Up AP Options The Accounts Payable form enables you to set up AP options for your entities. To set up AP options for the selected entity: a. On the GL/AP Entities view, click AP to display the Accounts Payable form (Figure 2-20). Figure Accounts Payable Form b. Use the information in Table 2-13 to set up the AP options. Table Accounts Payable Form Fields Summary or Detail Field Summarize Cash Account Action Click whether to combine transactions posted to an expense account into one journal entry or to create a separate journal entry for each transaction posted to an expense account. Summary The system creates one journal entry for all transactions posted to each expense account. Detail The system creates a separate journal entry for each transaction posted to an expense account. Clear to create a separate journal entry for each transaction posted to a cash account. continued 74 Completing the Required Steps

75 Chapter 2: Setting Up a Database Table Accounts Payable Form Fields (Continued) Field AP Account Default Invoice Status Default Cash Type Sales Tax GL Account Sales Tax Cash Type VAT Opted Type of Payable Entry Interentity Account Open AP Balance Last AP Purge Last Vendor Hist Purge Date 1099 s Printed Select the default account the journal entry credits when an invoice is entered and debits when the invoice is paid. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Select a default payment status for invoices. Valid values: H Hold Payment I Information Only P Pay in next check Selection R Release for Payment Select a default cash type for the invoices of the entity. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select the sales tax account number to debit when creating journal entries for the sales tax of the entity. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Select the default cash type to use when calculating sales tax on invoices for entities. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select to include Value Added Tax (VAT) amounts for the entity. Select to indicate whether the GL development for the entity uses an agency or regular development. Note: This field is required for interentity transfers. Valid values: A Use Agency Account D Use Development Account Select the account to use for interentity transfers. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). System Information (System-generated). (System-generated). (System-generated). (System-generated). Action Completing the Required Steps 75

76 Chapter 2: Setting Up a Database c. On the File menu, click Save. d. Proceed to Setting Up Purchase Order Options below to continue. Setting Up Purchase Order Options The Purchase Order Options form enables you to designate the following settings for each entity: Tax exemption number Ship to address Bill to address Purchase order approval limit To set up purchase order options for the selected entity: a. On the Accounts Payable form, click Purchase Order to display the Purchase Order Options form (Figure 2-21). Figure Purchase Order Options Form 76 Completing the Required Steps

77 Chapter 2: Setting Up a Database b. Use the information in Table 2-14 to set up the purchase order options. Table Purchase Order Options Form Fields Field Tax Exemption Number Ship to Address Bill to Address Approval Limit Action Type the tax exemption number assigned to your organization. Type a default shipping address for printed purchase orders. Type a default billing address for printed purchase orders. Type an entity-specific cap for the purchase order amount. If a purchase order amount is greater than the value specified in the Approval Limit field, only the personnel in your organization with the entity override capability, as specified by the Entity Override check box in the PO Users Table (PUSR-MRI), can approve the purchase order. c. On the File menu, click Save. d. Close the Purchase Order Options form to return to the Accounts Payable form. e. Proceed to Setting Up the Sales Tax Account Map below to continue. Setting Up the Sales Tax Account Map The Sales Tax Account Map form enables you to set up the general ledger accounts and cash types associated with types of sales tax. Note: You must set up sales tax codes in the Sales Tax Group Table (ATAXGRP-MRI) before you can set up the Sales Tax Account Map form. For more information about how to set up sales tax codes, refer to the Accounts Payable manual. To map a sales tax type to a general ledger account and to a cash type for the selected entity: a. On the Accounts Payable form, click Sales Tax Acct Map to display the Sales Tax Account Map form (Figure 2-22). Completing the Required Steps 77

78 Chapter 2: Setting Up a Database Figure Sales Tax Account Map Form b. Use the information in Table 2-15 to map the sales tax type. Table Sales Tax Account Map Form Fields Field Sales Tax ID Account Number Cash Type Action Select the sales tax identification number. Valid values: Any valid sales tax in the Sales Tax Group Table (ATAXGRP-MRI). Select the account number associated with the sales tax of the entity. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Select a default cash type to use for calculating sales tax on invoices for entities. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). c. On the File menu, click Save. d. Close the Sales Tax Account Map form to return to the Accounts Payable form. e. Close the Accounts Payable form to return to the GL/AP Entities view. f. Proceed to Setting Up Entity Attributes on page 79 to continue. 78 Completing the Required Steps

79 Chapter 2: Setting Up a Database Setting Up Entity Attributes The Attributes form enables you to set up attributes for each entity, such as the date the entity was acquired type of property region and division in which the entity is located Note: You can only open this form if ViewPoint is installed on your system. Understanding Date Fields ViewPoint uses date fields to calculate quarterly returns. ViewPoint calculates returns on full quarters starting with the first full quarter after acquisition (as entered in the Date Acquired field) and uses the Disposition Date field to calculate final quarter returns. If the Date Acquired field is blank, ViewPoint displays zero returns for the quarter. Understanding Classification Fields Each classification field on the Attributes form represents a ViewPoint table that is included in the table hierarchy at the same level as the Projects Table (PROJ-MRI). ViewPoint uses the classification fields to group related entities for reporting purposes. For example, you can view composite information in ViewPoint for all entities that share a property type of retail or are located in the mountain division of the western region. You can also use any of the classification field values to filter and sort entities when you run reports. For example, you can choose to include or exclude entities based on a property type or NCREIF region. For more information about running reports, refer to the Basics manual. To set up attributes for the selected entity: a. On the GL/AP Entities view, click Attributes to display the Attributes form (Figure 2-23). Completing the Required Steps 79

80 Chapter 2: Setting Up a Database Date Fields Classification Fields Figure Attributes Form b. Use the information in Table 2-16 to set up entity attributes. Table Attributes Form Fields Field Date Acquired Disposition Date Property Type Property Sub Type Action Type the date your organization assumed ownership of the entity. Note: The system uses the Date Acquired field to calculate quarterly returns. Type the date your organization sold the entity. Note: The system uses the Disposition Date field to calculate final quarter returns. Select a property-type sort option for reporting purposes and drill-down capability in ViewPoint for the entity. ViewPoint displays any property type to which an entity is listed. Valid values: Any valid property type in the Property Types Table (PTYP-MRI_AM). Note: If you set a property-type sort option, you must also set a property-subtype sort option for the setting to appear on the ViewPoint view. Select an additional property subtype for the entity. Property subtypes further define the property type for reporting purposes and drill-down capability in ViewPoint. Valid values: Any property subtype in the Property Types Table (PTYP-MRI_AM) set up for the property type in the Property Type field. continued 80 Completing the Required Steps

81 Chapter 2: Setting Up a Database Table Attributes Form Fields (Continued) Field Property Class Location ID State ID Investment Only Investment Type Life Cycle Code Region Division Select a property class for the entity. The property class is a user-defined category used to sort data when running reports. Valid values: Any valid property class in the Property Class Table (CLAS-MRI_AM). Select the type of locale in which the entity is located. Valid values: Any valid location type in the Location ID Table (LOCA-MRI_AM). Type the two-character postal abbreviation for the state in which the entity is located. Note: You must complete this field to view NCREIF returns in ViewPoint. Select to include NCREIF investment-only entities in returns. Select the investment type option to view in ViewPoint for the entity. Valid values: Any valid investment type in the Investment Type Table (ITYP-MRI_AM). Select the stage of development for the entity. Valid values: Any valid life cycle in the Life Cycle Table (LIFE-MRI_AM). (System-generated). (System-generated). Action c. On the File menu, click Save. d. Close the Attributes form to return to the GL/AP Entities view. e. Use the information in the following table to continue. If you... use multiple currency use remittance processing are finished setting up your entities Then... Proceed to Setting Up Multiple Currency Options on page 82 to continue. Proceed to Setting Up Remittance Information on page 85 to continue. (1) Click Return to Main. (2) Go to Step f to continue. Completing the Required Steps 81

82 Chapter 2: Setting Up a Database f. To set up other database options, use the information in the following table to continue. Otherwise, click Exit. To complete the optional... Go to page... base system features 88 traffic reporting system 96 legal tracking system 100 Setting Up Multiple Currency Options The Multiple Currency form enables you to indicate the default currency code for the entity the general ledger accounts to which to post currency gains and losses from Accounts Payable (AP) and Commercial Management (CM) for the entity whether the system accepts payments made in a different currency than the currency of the invoice Note: You can only open this form if the multiple currency features are already installed on your system. To set up multiple currency options for the selected entity: a. On the GL/AP Entities view, click Currency to display the Multiple Currency form (Figure 2-24). 82 Completing the Required Steps

83 Chapter 2: Setting Up a Database Figure Multiple Currency Form b. Use the information in Table 2-17 to set up multiple currency options. Table Multiple Currency Form Fields Field Base Currency Code Realized Account Number Unrealized Account Number Allow Payment in Non-Invoiced Currency Action Select the currency most commonly used by the entity. Valid values: Any valid currency in the Currency Code Maintenance Table (CURRCODE-MRI). AP Currency Exchange Gains/Losses Select the general ledger account to which to post realized currency exchange gains and losses. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Select the general ledger account to which to post unrealized currency exchange gains and losses. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). CM Currency Exchange Gains/Losses Clear to prevent accepting payments on an invoice in a currency other than the currency used in the invoice. continued Completing the Required Steps 83

84 Chapter 2: Setting Up a Database Table Multiple Currency Form Fields (Continued) Field Realized Account Number Unrealized Account Number Realized Deposit Account Action Select the general ledger account to which to post realized currency exchange gains and losses. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Select the general ledger account to which to post unrealized currency exchange gains and losses. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Select the general ledger account to which to post deposit adjustments based on changes in currency exchange rates. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). c. On the File menu, click Save. d. Close the Multiple Currency form to return to the GL/AP Entities view. e. Use the information in the following table to continue. If you... use remittance processing are finished setting up your entities Then... Proceed to Setting Up Remittance Information on page 85 to continue. (1) Click Return to Main. (2) Go to Step f to continue. f. To set up other database options, use the information in the following table to continue. Otherwise, click Exit. To complete the optional... Go to page... base system features 88 traffic reporting system 96 legal tracking system Completing the Required Steps

85 Chapter 2: Setting Up a Database Setting Up Remittance Information The Remittance Information form enables you to specify the expense account numbers to which to post various remittances vendors for whom to create invoices when processing remittances amounts of various fees minimum balance to hold in the operating cash account To set up remittance information for the selected entity: a. On the GL/AP Entities view, click Remittance to display the Remittance Information form (Figure 2-25). Figure Remittance Information Form Completing the Required Steps 85

86 Chapter 2: Setting Up a Database b. Use the information in Table 2-18 to set up remittance information. Table Remittance Information Form Fields Field Remittance Account Number Remittance Cash Type BAD Tax Account Number BAD Tax Cash Type FID Tax Account Number FID Tax Cash Type Other Fees Account Number Other Fees Cash Type Other Fees Vendor ID TOG Fees Account Number Action Select the expense account to which to post the remittance. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Note: MRI recommends you dedicate one account to record remittance expenses. Select a cash type for the remittance. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select the expense account to which to post the Bank Account Debit (BAD) tax. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Note: MRI recommends you dedicate one account to record BAD tax expenses. Select a cash type for the BAD tax. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select the expense account to which to post the Financial Institution Deposit (FID) tax. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Note: MRI recommends you dedicate one account to record FID tax expenses. Select a cash type for the FID tax. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select the expense account to which to post other fees. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Note: MRI recommends you dedicate one account to record expenses for other fees. Select a cash type for other fees. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select a vendor to use when creating invoices to remit other fees. Valid values: Any valid vendor in the Vendors Table (VEND-MRI). Select the expense account to which to post TOG fees. Valid values: Any valid account in the Chart of Accounts Table (GLCD-CHART). Note: MRI recommends you dedicate one account to record expenses for TOG fees. continued 86 Completing the Required Steps

87 Chapter 2: Setting Up a Database Table Remittance Information Form Fields (Continued) Field TOG Fees Cash Type TOG Fees Vendor ID Action Select a cash type for TOG fees. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select a vendor to use when creating invoices to remit TOG fees. Valid values: Any valid vendor in the Vendors Table (VEND-MRI). Fees Other Fees TOG Fees Minimum Balance Held Funds Type an amount for other fees. Type an amount for TOG fees. Type a minimum balance to keep in the cash account. Type an amount to be held for future use. c. On the File menu, click Save. d. Close the Remittance Information form to return to the GL/AP Entities view. e. Use the information in the following table to continue. If you... use multiple currency are finished setting up your entities Then... Proceed to Setting Up Multiple Currency Options on page 82 to continue. (1) Click Return to Main. (2) Go to Step f to continue. f. To set up other database options, use the information in the following table to continue. Otherwise, click Exit. To complete the optional... Go to page... base system features 88 traffic reporting system 96 legal tracking system 100 Completing the Required Steps 87

88 Chapter 2: Setting Up a Database Setting Up Optional Features for the Base System MRI for Windows provides optional features you can use within Residential Management (RM). This section provides the procedures necessary to set up each optional feature. Only complete the optional steps of the features you plan to use in RM. Also, you can complete the optional features in any order. After you complete an optional step and return to the Database Setup Assistant view, you have the option to exit the database setup assistant by clicking the Exit button or set up another option. To... set up note types you can use to classify the notes you enter about residents on the Notes form Go to page set up billable amenity codes 90 set up lists of unit features, such as type of units, number of bedrooms, number of baths, carpet color, and appliance color 91 set up regional managers you can use for reporting purposes 93 map the concession charge codes set up in Step 6 Setting Up Charge Codes on page 54 to the charge codes you want to apply concessions against map the prepayment charge codes set up in Step 6 Setting Up Charge Codes on page 54 to the charge codes you want to apply prepayments against set up the system used to track potential applicants that visit your property 96 set up the system used to track legal proceedings between your property and residents Setting Up Optional Features for the Base System

89 Chapter 2: Setting Up a Database Optional Step 1 Setting Up Residential Note Types Optional Step 1 enables you to set up note or comment types for your organization that you can use with Notes forms throughout RM. When you enter notes or comments on a Notes form, you select a note or comment type and enter additional information about a unit, applicant, resident, or transaction you can later print on RM reports. MRI provides several note types, but you can set up as many types as you need. Note: You can set up residential note types outside of the database setup assistant from the view for the Comment Types Table (CMTP-MRI). To set up a residential note type: a. On the Database Setup Assistant view, click Optional 1 to display the Comment Types view (Figure 2-26). Figure Comment Types View Setting Up Optional Features for the Base System 89

90 Chapter 2: Setting Up a Database b. In the Comment Type field, type a unique code to represent the comment type. c. In the Comment Description field, type the description of the comment type. d. On the File menu, click Save. e. Click Return to Main. Optional Step 2 Setting Up Amenity Codes Optional Step 2 enables you to set up the global list of amenity codes and default amounts for all properties within your organization, such as balcony (BALC) or dishwasher (DISHW). You can modify the default amounts at the property and unit levels. For more information, refer to Chapter 3, Setting Up Properties. Note: You can set up amenity codes outside of the database setup assistant from the view for the Amenities Table (AMEN-MRI). To set up an amenity code: a. On the Database Setup Assistant view, click Optional 2 to display the Amenity Codes view (Figure 2-27). b. In the Amenity Code field, type a unique code to represent the amenity. c. In the Amenity Description field, type the description of the amenity. d. In the Default Charge field, select the default charge code to bill for the amenity. e. In the Default Rent Amount field, type the default amount to charge for the amenity. f. On the File menu, click Save. g. Click Return to Main. 90 Setting Up Optional Features for the Base System

91 Chapter 2: Setting Up a Database Figure Amenity Codes View Optional Step 3 Setting Up Unit Validations Optional Step 3 enables you to set up customized unit pick lists that meet the needs of your organization. MRI provides several values for each option, but you can set up as many values as you need. Note: You can set up user-defined unit validations outside of the database setup assistant from the view for the Unit Validations Table (CODELIST-RM). To set up a unit pick list: a. On the Database Setup Assistant view, click Optional 3 to display the Unit Validations view (Figure 2-28). Setting Up Optional Features for the Base System 91

92 Chapter 2: Setting Up a Database Figure Unit Validations View b. Click the option button associated with the pick list you want to set up. c. In the Value field, type a unique code to represent the pick list item. d. In the Description field, type the description of the pick list item. e. On the File menu, click Save. f. Click Return to Main. 92 Setting Up Optional Features for the Base System

93 Chapter 2: Setting Up a Database Optional Step 4 Setting Up Regional Managers Optional Step 4 enables you to set up the regional managers of your organization for reporting purposes. Note: You can set up regional managers outside of the database setup assistant from the view for the Regional Managers Table (RMMNGR-MRI). To set up a regional manager: a. On the Database Setup Assistant view, click Optional 4 to display the Regional Managers view (Figure 2-29). Figure Regional Managers View b. In the RM Regional Manager ID field, type a unique code to represent the regional manager. c. In the Manager Name field, type the name of the regional manager. d. On the File menu, click Save. e. Click Return to Main. Setting Up Optional Features for the Base System 93

94 Chapter 2: Setting Up a Database Optional Step 5 Setting Up Concessions Optional Step 5 enables you to map the concession charge codes set up in Step 6 Setting Up Charge Codes on page 54 to the charge codes you want to apply concessions against. Note: You can set up concessions outside of the database setup assistant from the Concessions Code Mappings form off the view for the Charge Code Table (CHGCODE-MRI). To set up a concession: a. On the Database Setup Assistant view, click Optional 5 to display the Concession Mappings view (Figure 2-30). Figure Concession Mappings View b. In the Applied Charge Code field, select the charge code to apply concessions against. c. In the Concession Charge Code field, select the charge code to designate for concessions. d. On the File menu, click Save. e. Click Return to Main. 94 Setting Up Optional Features for the Base System

95 Chapter 2: Setting Up a Database Optional Step 6 Setting Up Prepayments Optional Step 6 enables you to map the prepayment charge codes set up in Step 6 Setting Up Charge Codes on page 54 to the charge codes you want to apply prepayments against. Note: You can set up prepayments outside of the database setup assistant from the Prepayment Code Mappings form off the view for the Charge Code Table (CHGCODE-MRI). To map a charge code used for prepayments to the charge code to which the prepayments apply: a. On the Database Setup Assistant view, click Optional 6 to display the Prepayment Mappings view (Figure 2-31). Figure Prepayment Mappings View b. In the Applied Charge Code field, select the charge code to apply prepayments against. c. In the Prepayment Charge Code field, select the charge code to designate for prepayments. Setting Up Optional Features for the Base System 95

96 Chapter 2: Setting Up a Database d. On the File menu, click Save. e. Click Return to Main. Setting Up the Optional Traffic Reporting System MRI provides the traffic reporting system you can use to gather data for reporting purposes about potential applicants that visit your property. This section provides the steps you need to complete to use the traffic reporting system. Note: To display the optional traffic reporting steps, you must select the Will you use the Traffic System check box on the Database Setup Assistant view. Traffic Step 1 Setting Up Leasing Agents Traffic Step 1 enables you to set up the leasing agents in your organization. Note: You can set up leasing agents outside of the database setup assistant from the view for the Leasing Agent Table (LEAG-MRI). To set up a leasing agent: a. On the Database Setup Assistant view, click Traffic 1 to display the Leasing Agents view (Figure 2-32). b. In the Leasing Agent ID field, type a unique code to represent the leasing agent. c. In the Leasing Agent Name field, type the name of the leasing agent. d. On the File menu, click Save. e. Click Return to Main. f. Proceed to Traffic Step 2 Setting Up Marketing Sources on page 97 to continue. 96 Setting Up the Optional Traffic Reporting System

97 Chapter 2: Setting Up a Database Figure Leasing Agents View Traffic Step 2 Setting Up Marketing Sources Traffic Step 2 enables you to set up the marketing sources your organization uses. Note: You can set up marketing sources outside of the database setup assistant from the view for the Traffic Source Table (MRKT-MRI). To set up a marketing source: a. On the Database Setup Assistant view, click Traffic 2 to display the Marketing Sources view (Figure 2-33). Setting Up the Optional Traffic Reporting System 97

98 Chapter 2: Setting Up a Database Figure Marketing Sources View b. In the Marketing ID field, type a unique code to represent the marketing source. c. In the Name field, type the name of the marketing source. d. On the File menu, click Save. e. Click Return to Main. f. Proceed to Traffic Step 3 Setting Up User-Defined Demographic Values on page 99 to continue. 98 Setting Up the Optional Traffic Reporting System

99 Chapter 2: Setting Up a Database Traffic Step 3 Setting Up User-Defined Demographic Values Traffic Step 3 enables you to set up customized demographic pick lists that meet the needs of your organization. MRI provides values, but you can set up as many values as you need. Note: You can set up user-defined demographic values outside of the database setup assistant from the view for the Residential Validations Table (CODELIST-RMR). To set up demographic pick list: a. On the Database Setup Assistant view, click Traffic 3 to display the User-Defined Demographic Values view (Figure 2-34). b. Click the option button associated with the pick list you want to set up. c. In the Value field, type a unique code to represent the pick list item. d. In the Description field, type the description of the pick list item. e. On the File menu, click Save. f. Click Return to Main. g. Use the information in the following table to continue. If you... want to complete an optional step want to set up the legal tracking system are finished setting up your database Then... proceed to the optional step you want to complete, as described in Setting Up Optional Features for the Base System on page 88 proceed to Setting Up the Optional Legal Tracking System on page 100 click Exit Setting Up the Optional Traffic Reporting System 99

100 Chapter 2: Setting Up a Database Figure User-Defined Demographic Values View Setting Up the Optional Legal Tracking System MRI provides the legal tracking system you can use to document legal proceedings between your property and residents. This section provides the steps you need to complete to use the legal tracking system. 100 Setting Up the Optional Legal Tracking System

101 Chapter 2: Setting Up a Database Legal Step 1 Setting Up Legal Resolution Codes Legal Step 1 enables you to define codes that identify resolutions to legal actions. Note: You can set up legal resolution codes outside of the database setup assistant from the view for the Legal Resolution Codes Table (LGLRES-MRI). To set up a legal resolution code: a. On the Database Setup Assistant view, click Legal 1 to display the Legal Resolution Codes view (Figure 2-35). Figure Legal Resolution Codes View Setting Up the Optional Legal Tracking System 101

102 Chapter 2: Setting Up a Database b. In the Legal Resolution Code field, type a unique code to represent the legal resolution. c. In the Legal Resolution Description field, type the description of the resolution. d. On the File menu, click Save. e. Click Return to Main. f. Proceed to Legal Step 2 Setting Up Legal Reason Codes below to continue. Legal Step 2 Setting Up Legal Reason Codes Legal Step 2 enables you to set up legal reason codes and the rules that apply to each code for the legal tracking system. The codes and rules you define determine the processes that should or should not be completed until the legal action is resolved. Note: You can set up legal reason codes outside of the database setup assistant from the view for the Legal Reason Code Table (LGLRSN-MRI). To set up a legal reason code: a. On the Database Setup Assistant view, click Legal 2 to display the Legal Reason Codes view (Figure 2-36). 102 Setting Up the Optional Legal Tracking System

103 Chapter 2: Setting Up a Database Figure Legal Reason Codes View b. Use the information in Table 2-19 to set up a legal reason code. Table Legal Reason Codes View Fields Field Reason Code Description Lease Violation Do Not Bill Do Not Accept Action Type a unique code to represent the legal reason code. Type a description of the legal reason code. Select if the reason code violates the lease agreement. Select to exclude residents marked with the legal reason code from invoicing. Select to not accept payments from residents who are marked with the legal reason code until the legal action is resolved. continued Setting Up the Optional Legal Tracking System 103

104 Chapter 2: Setting Up a Database Table Legal Reason Codes View Fields (Continued) Field Exclude from 3-Day Processing Block Lease Renewals Code to start legal process Action Select to exclude residents marked with the legal reason code from three-day processing. Select to exclude residents marked with the legal reason code from renewing the lease. Select to begin legal proceedings against residents marked with the legal reason code. c. On the File menu, click Save. d. Click Return to Main. e. Use the information in the following table to continue. If you... want to complete an optional step want to set up the traffic reporting system are finished setting up your database Then... proceed to the optional step you want to complete, as described in Setting Up Optional Features for the Base System on page 88 proceed to Setting Up the Optional Traffic Reporting System on page 96 click Exit Summary In this chapter, you learned how to complete the steps required to set up! your database! optional database features! the traffic reporting system! the legal tracking system 104 Summary

105 Setting Up 3 Properties In This Chapter This chapter describes how to set up properties for use with Residential Management (RM). Before You Begin As described in the Basics manual! log on to MRI for Windows Overview Launching the Property Setup Assistant Completing the Required Steps Setting Up Optional Property Features Summary ! know how to add, modify, and delete data Set up! your database, as described in Chapter 2, Setting Up a Database Menu Name SETUPPRP Button Name Setup Properties MRI for Windows Residential Management Setup and Maintenance 105

106 Chapter 3: Setting Up Properties Overview Residential Management (RM) provides a property setup assistant to help you set up your properties. Each time your organization acquires a property, you can use the property setup assistant to enter the property in your database. You must follow the steps in the sequence indicated. All required steps must be completed before you can proceed to the optional steps. Note: When using the property setup assistant, you are completing the steps for the property you set up or selected in Step 1 Setting Up Base Property Information on page 109. Launching the Property Setup Assistant To launch the property setup assistant: a. On the MRI view, click Residential Management, and then use the information in the following table to continue. If the... Residential Management Main Menu (Figure 3-1) appears Start of Day dialog box (Figure 3-2) appears Then... Go to Step b of this procedure to continue. (1) Launch Residential Management (RM), as described in the RM Procedures manual. (2) Go to Step b of this procedure to continue. 106 Overview

107 Chapter 3: Setting Up Properties Figure 3-1. Residential Management Main Menu Figure 3-2. Start of Day Dialog Box b. On the Residential Management Main Menu, click Getting Started and then Setup Properties to display the Property Setup Assistant view (Figure 3-3). Launching the Property Setup Assistant 107

108 Chapter 3: Setting Up Properties Figure 3-3. Property Setup Assistant View c. Proceed to Completing the Required Steps below to continue. Completing the Required Steps This section contains the steps necessary to set up your properties. You must follow the steps in the sequence indicated. 108 Completing the Required Steps

109 Chapter 3: Setting Up Properties Step 1 Setting Up Base Property Information Step 1 enables you to set up general information about each of your properties, such as the street address, square footage, and number of units. Note: You can set up base property information outside of the property setup assistant from the views for the Properties/Buildings/Units Table (RMPROP-MRI). To set up base property information: a. On the Property Setup Assistant view, click Step 1 to display the Base Property Information view (Figure 3-4). Figure 3-4. Base Property Information View Completing the Required Steps 109

110 Chapter 3: Setting Up Properties b. Use the information in Table 3-1 to set up base information for a property. Table 3-1. Base Property Information View Fields Field Property ID Property Name Address 1, Address 2, Address 3 City State Zip Code Manager Name Phone Number RM Regional Manager ID Maximum Number of Concurrent Leases Entity ID Total Square Footage Number of Units Action Type a unique code to represent the property. Type the name of the property. Type the street address as you want it to appear on invoices and statements. Type the city in which the property is located. Select the abbreviation for the state or province in which the property is located. Type the ZIP or postal code for the area in which the property is located. Type the name of the property manager as you want it to appear on invoices and statements. Type the phone number of the manager as you want it to appear on invoices and statements. Select the regional manager for the property. Valid values: Any valid regional manager in the Regional Managers Table (RMMNGR-MRI). Type the maximum number of concurrent leases allowed per unit at the property. Note: If the Multiple Current Leases field is not selected on the Residential Management Options form for the Management Options Table (MGNT-MRI), you can only type 1 in this field. Select the entity associated with the property. Valid values: Any valid entity in the Entities Table (ENTITY-MRI). Type the total square footage of the property. Type the number of units of the property. continued 110 Completing the Required Steps

111 Chapter 3: Setting Up Properties Table 3-1. Base Property Information View Fields (Continued) Field Base Rent Charge Code Opening Balances as of Last Billing Date will be set to Current Period will be set to Select the base rent charge code to use to build the rent structure for new residents. Valid values: Any valid rent charge code in the Charge Code Table (CHGCODE-MRI). (System-generated). (System-generated). (System-generated). Action c. On the File menu, click Save. d. Click Return to Main. e. Proceed to Step 2 Setting Up Buildings below to continue. Step 2 Setting Up Buildings Step 2 enables you to set up buildings for the property. A building is a structure within a property that contains leasable units. You must set up at least one building for each property. Note: You can set up buildings outside of the property setup assistant from the Buildings view for the Properties/Buildings/Units Table (RMPROP-MRI). To set up a building for the selected property: a. On the Property Setup Assistant view, click Step 2 to display the Buildings view (Figure 3-5). Completing the Required Steps 111

112 Chapter 3: Setting Up Properties Figure 3-5. Buildings View b. Use the information in Table 3-2 to set up a building. Table 3-2. Buildings View Fields Field Action Property ID Building ID Number of Units Description Address City State Zip Code (System-generated). Type a unique code to represent the building. Type the number of units in the building. Type the description of the building. Type the street address of the building as you want it to appear on invoices and statements. Type the city in which the property is located. Select the abbreviation for the state or province in which the building is located. Type the ZIP or postal code for the area in which the building is located. 112 Completing the Required Steps

113 Chapter 3: Setting Up Properties c. On the File menu, click Save. d. Click Return to Main. e. Proceed to Step 3 Setting Up Unit Types below to continue. Step 3 Setting Up Unit Types Step 3 enables you to set up the unit types for your property. Note: You can set up unit types outside of the property setup assistant from the Unit Classifications view for the Properties/Buildings/Units Table (RMPROP-MRI). To set up a unit type: a. On the Property Setup Assistant view, click Step 3 to display the Unit Types view (Figure 3-6). Figure 3-6. Unit Types View Completing the Required Steps 113

114 Chapter 3: Setting Up Properties b. Use the information in Table 3-3 to set up the unit type. Table 3-3. Unit Types View Fields Field Action Property ID Unit Type ID Unit Kind (System-generated). Type a unique code to represent the unit type. Select the type of unit. Valid values: Any valid unit kind in the Unit Validations Table (CODELIST-RM). Number of Bedrooms Number of Bathrooms Style Select the number of bedrooms in the unit. Valid values: Any valid bedroom designation in the Unit Validations Table (CODELIST-RM). Select the number of bathrooms in the unit. Valid values: Any valid bathroom designation in the Unit Validations Table (CODELIST-RM). Type the style of the unit. Example FRPLC for fireplace, SCRPT for screen patio, TWNHS for townhouse, and so on. Base Rent Optimum Potential Rent Description Balcony/Patio Type the base rent for the unit. Type the current market value of the unit. Type the description of the unit. Indicate whether the unit has a balcony or patio. Example Type B for balcony, type P for patio, or leave blank for neither. Carpet Color Select the color of carpet in the unit. Valid values: Any valid carpet color in the Unit Validations Table (CODELIST-RM). continued 114 Completing the Required Steps

115 Chapter 3: Setting Up Properties Table 3-3. Unit Types View Fields (Continued) Field Appliance Color Action Select the color of the appliances in the unit. Valid values: Any valid appliance color in the Unit Validations Table (CODELIST-RM). Square Footage Furnished Type the square footage of the unit. Type whether or not the unit is furnished. Valid values: Y Furnished N Unfurnished View Indicate the view offered by the unit. Example S for south, N for north, W for west, E for east, X for no view, and so on. c. On the File menu, click Save. d. Click Return to Main. e. Proceed to Step 4 Setting Up Billing Options below to continue. Step 4 Setting Up Billing Options Step 4 enables you to set up the default billing criteria for your properties, such as prorations and vacancy calculation methods. Understanding Prorations Residential Management (RM) calculates prorated rent and other charges for residents moving in and moving out of each property. The system uses the proration multiplier and divisor entered as part of the billing criteria with the monthly rent charge entered for each resident to calculate a prorated charge. Completing the Required Steps 115

116 Chapter 3: Setting Up Properties Understanding Vacancy Calculation The calculated vacancy amount is the potential rent amount of a unit applied to the vacancy code. The potential rent of a unit for any given month is calculated as the sum of all resident charge codes that are designated as potential charge codes. The system uses this total to establish the potential value of a unit at the beginning of the month and the calculated vacancy amount. Vacancy calculation enables you to track lost revenue due to vacant units. Example You establish the following charge codes for a unit. Charge Code Description Amount Potential Yes or No RNT Rent $ Yes GAR Garage $ No DSH Dishwasher $50.00 No BAL Balcony $50.00 No The potential rent for the unit is $ The resident moves out on the 15th of the month. The system prorates the potential rent for the resident to $ The system creates a $ vacancy code (VAC) entry for the month. If the unit remains vacant for the month after the resident moves out, the system creates a vacancy code (VAC) entry for that month according to the vacancy calculation method selected. Note: You can set up the default billing criteria outside of the property setup assistant from the views for the Properties/Buildings/Units Table (RMPROP-MRI). To set up the default billing criteria for the selected property: a. On the Property Setup Assistant view, click Step 4 to display the Billing Options view (Figure 3-7). 116 Completing the Required Steps

117 Chapter 3: Setting Up Properties Figure 3-7. Billing Options View b. Use the information in Table 3-4 to set up the billing criteria. Caution When you complete the Uncollectable Amount field, which is the last field on the Billing Options view, the system saves the values entered on the view and returns to the Property Setup Assistant view. Completing the Required Steps 117

118 Chapter 3: Setting Up Properties Table 3-4. Billing Options View Fields Field Action Misc. Options Number of Days for Followup Type the standard number of days after a prospect visits your property that follow-up contact with the prospect should occur. The system uses the value in this field and the value in the Date field on the Guest Card view to create a follow-up item on the Scheduler calendar. Example A prospect visits your property on January 15. You type 01/15/2001 in the Date field on the Guest Card view. If the Number of Days for Followup field value is 5, then the system creates a prospect follow-up entry on the Scheduler calendar for 01/20/2001. Rent Default Cash Type Misc Cash Def. Cash Type Select the default cash type to use for resident rent. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Type the default cash type to use for miscellaneous income. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Security Default Cash Type Select the default cash type to use for resident security deposits. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Lock Box Trnsfr Cash Type Select the default cash type to use for lock box transmission files. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). continued 118 Completing the Required Steps

119 Chapter 3: Setting Up Properties Table 3-4. Billing Options View Fields (Continued) Field Standard Closing Day Vacancy Calculation Method Prior Period Vacancy Adj. Code Action Type the day of the month to close the general ledger for the property. Valid values: EOM End of Month Select the method to use to calculate vacancy amounts. Select the type of account to use when calculating prior-period vacancy adjustments. Valid values: Standard Vacancy Adjustment Account If you select this type, you must set up the standard vacancy adjustment account in the Charge Code Table (CHGCODE-MRI). Current Month Adjustment Account If you select this type, you must set up the current-month vacancy adjustment account in the Current Month Adjustment Acct field on the General Ledger Interface area on this view. Prior Month Adjustment Account If you select this type, you must set up the prior-month vacancy adjustment account in the Prior Month Adjustment Acct=field on the General Ledger Interface area on this view. Movein/Moveout Options Rounding Method Retain Original Proration for Reschedules Select how to round prorations. Select to retain the original proration amount if the move-in date is rescheduled. continued Completing the Required Steps 119

120 Chapter 3: Setting Up Properties Table 3-4. Billing Options View Fields (Continued) Field Override Recurring Charges Proration Divisor Action Select to have the option to override the default recurring charges used to build the rent structure for new residents during the move-in process. Type the number of days to use to calculate prorated rent. To use the actual number of days in the month, leave the field blank. To use a 360-day calendar, type 30. Valid values: 1 31 Blank Proration Multiplier Change System Proration Move In Rent Required Move In Security Deposit Required Type the number of days to use to calculate prorated rent. To use the actual number of days in the month, leave the field blank. To use a 360-day calendar, type 30. Valid values: Blank Select to have the option to override the prorated amount calculated by the system during a move-in, move-out, or unit transfer. Select to require residents to pay the first month s rent prior to move-in. Select to require residents to pay the security deposit prior to move-in. continued 120 Completing the Required Steps

121 Chapter 3: Setting Up Properties Table 3-4. Billing Options View Fields (Continued) Field Action General Ledger Interface Accounting Basis Use Hybrid Accrual Method Use Hybrid Cash Method Summary, Batch or Detail Flag Select the accounting method to use when creating journal entries for the general ledger. Valid values: Cash Accrual Both Cash and Accrual Select to use the hybrid accrual method to create journal entries. The Hybrid Accrual Method = Cash + Potential Billings. Note: This field is only available if Accrual or Both is selected in the Accounting Basis field. Select to use the hybrid cash method to create journal entries. The Hybrid Cash Method = Cash + Potential Billings. Note: This field is only available if Cash or Both is selected in the Accounting Basis field. Indicate how to create journal entries for the general ledger. Valid values: B GL Journal Entries by Posted Batch D Detail GL Journal Entries S Summary GL Journal Entries continued Completing the Required Steps 121

122 Chapter 3: Setting Up Properties Table 3-4. Billing Options View Fields (Continued) Field Current Month Adjustment Acct Prior Month Adjustment Acct Bad Debt Account Uncollectable Account Action Select the account number to credit when calculating prior-period vacancy adjustments. Note: For the system to use this account number, you must select Current Month Adjustment Account in the Prior Period Vacancy Adj. Code field on the Misc. Options area on this view. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to credit when calculating prior-period vacancy adjustments. Note: For the system to use this account number, you must select Prior Month Adjustment Account in the Prior Period Vacancy Adj. Code field on the Misc. Options area on this view. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to debit when writing off rent billings as bad debt. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to debit when writing off rent billings as uncollectable. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). 122 Completing the Required Steps

123 Chapter 3: Setting Up Properties c. Use the information in the following table to continue. If you... did not complete the Uncollectable Account field completed the Uncollectable Account field Then... go to Step d to continue. the system saves the information entered on the Billing Options view and returns to the Property Setup Assistant view. Go to Step f to continue. d. On the File menu, click Save. e. Click Return to Main. f. Proceed to Step 5 Setting Up the Quick Rent Roll below to continue. Step 5 Setting Up the Quick Rent Roll Step 5 enables you to enter resident data for your property. Note: You can set up residents outside of the property setup assistant from the views and forms for the Residents Table (NAME-RESIDENT). To enter resident data for the selected property: a. On the Property Setup Assistant view, click Step 5 to display the Quick Rent Roll Setup view (Figure 3-8). b. In the Default Base Rent Code field, select the base rent charge code to use to build the rent structure for the residents. c. In the Default Security Code field, select the security deposit charge code to use for resident security deposits. Completing the Required Steps 123

124 Chapter 3: Setting Up Properties Figure 3-8. Quick Rent Roll Setup View d. Use the information in the following table to continue. To view... residents in the detail grid who currently rent from your property residents in the detail grid who previously rented from your property Then click the... Current Residents option button Old Residents option button e. Click the area directly below the Building ID column label to display a new line in the grid. 124 Completing the Required Steps

125 Chapter 3: Setting Up Properties f. Use the information in Table 3-5 to enter resident data. Table 3-5. Quick Rent Roll Setup View Fields Field Building ID Unit ID Class ID Resident/Unit Status Last Name First Name Employee Occupy Date Expiration Date Lease Term Action Select the building in which the resident resides. Valid values: Any valid building in the Properties/Buildings/ Units Table (RMPROP-MRI). Select the unit in which the resident resides. Valid values: Any valid unit in the Properties/Buildings/Units Table (RMPROP-MRI). Select the classification of the unit. Valid values: Any valid unit classification in the Properties/ Buildings/Units Table (RMPROP-MRI). Select the status of the resident or unit. Type the last name of the resident. Type the first name of the resident. Select if the resident is an employee of your organization. Type the date the resident occupied the unit. Type the expiration date of the lease. Type the number of months of the lease. continued Completing the Required Steps 125

126 Chapter 3: Setting Up Properties Table 3-5. Quick Rent Roll Setup View Fields (Continued) Field [Quick Rent Roll] Recurring Rent Current Rent Balance Current Security Balance Last Increase Date Alt. Vacancy Code Optimum Potential Rent Base Rent Action You must complete the Detail form for each resident, or errors will occur when you commit the data. (1) Click to display the Detail form (Figure 3-9). (2) In the Charge Code field, select the charge item. (3) In the Effective Date field, type the date the charge becomes effective. (4) In the Recurring Rent field, type the recurring amount the resident pays for the charge item. (5) In the Transaction Date field, type the transaction date. (6) In the Rent Balance field, type the balance amount the resident currently owes on the charge item. (7) To set up another charge item, press Tab, and then repeat Steps (2) through (6). (8) Click Close to return to the Quick Rent Roll Setup view. The system generates recurring rent and rent balance totals and displays the totals in the Recurring Rent and Current Rent Balance fields, respectively. Note: You can also enter open balances separately from entering recurring charges for each resident, as described in Entering Opening Balances Manually on page 128. Type the recurring rent amount the resident pays for the unit. Type the rent balance currently appearing for the resident on your ledger. Type the security deposit balance currently appearing for the resident on your ledger. Type the date of the last rent increase for the resident. Select the alternate vacancy charge code. Valid values: Any valid charge code in the Charge Code Table (CHGCODE-MRI). Type the optimum potential rent of the unit. Type the base rent of the unit. 126 Completing the Required Steps

127 Chapter 3: Setting Up Properties Figure 3-9. Detail Form g. To indicate another occupant resides with the resident: (1) Click the resident for whom to enter occupant information, and then click Occupants to display the Occupants form (Figure 3-10). Figure Occupants Form (2) Use the information in the following table to continue. If the occupant is... liable for rent payments not liable for rent payments Then in the Status field, select... Co-Resident Occupant Completing the Required Steps 127

128 Chapter 3: Setting Up Properties (3) In the Last Name field, type the occupant s last name. (4) In the First Name field, type the occupant s first name. (5) Click Close. (6) When a message appears prompting you to save, click Yes to save the occupant information and return to the Quick Rent Roll Setup view. h. On the File menu, click Save. Caution Do not click the Commit button until you are sure all of the information is complete. Clicking the Commit button is a final action and cannot be undone. i. Click Commit. j. Click Return to Main. k. Use the information in the following table to continue. If you... Then... are finished setting up your property want to set up other optional property features click Exit proceed to Setting Up Optional Property Features on page 131 to continue Entering Opening Balances Manually MRI for Windows enables you to enter opening balances manually instead of through the Quick Rent Roll Setup view. The Enter Opening Balances view enables you to enter open charges, receipt amounts, and security balances for multiple residents. You can enter the actual transaction date instead of the activity date. Note: When you enter an accounts receivable transaction, you can enter only one amount for each line item. You cannot enter a charge, a noncash credit, and a prepaid amount all in the same line. You must enter a separate line item for each transaction. 128 Completing the Required Steps

129 Chapter 3: Setting Up Properties To enter an opening balance manually: a. On the Residential Management Main Menu, click A/R Activities and then Entering Opening Balances to display the Enter Opening Balances view (Figure 3-11). Figure Enter Opening Balances View b. In the Property ID field, select the property for which to enter opening balances. c. Double-click the resident for whom to enter opening balances, which displays the Detail Transactions view (Figure 3-12). Figure Detail Transactions View Completing the Required Steps 129

130 Chapter 3: Setting Up Properties d. Use the information in Table 3-6 to enter an opening balance for the resident. Table 3-6. Detail Transactions View Fields Field Charge Code Action Select the charge code for the item. Valid values: Any valid charge code in the Charge Code Table (CHGCODE-MRI). Transaction Date Charge Prepaid Noncash Credit Check # Security Code Transaction Amount Type the date the transaction occurred. Type the amount of the charge. Type the amount the resident prepaid. Type the amount of a noncash credit applied against the charge. Type the number of the check the resident used to make the payment. Select the code for the security charge. Type the amount of the security transaction. e. On the File menu, click Save. f. Click Close. Caution Do not click the Commit button until you are sure all of the information is complete. Clicking the Commit button is a final action and cannot be undone. g. Click Commit. 130 Completing the Required Steps

131 Chapter 3: Setting Up Properties Setting Up Optional Property Features MRI for Windows provides optional features you can use within Residential Management (RM). This section provides the procedures necessary to set up each optional feature. Only complete the optional steps of the features you plan to use in RM. Also, you can complete the optional features in any order. To set up... Go to page... the automated initial lease and lease renewal processes 132 property amenities 135 how to calculate management fees 137 the automatic fee billing structure 140 the RM-to-Accounts Payable (AP) and General Ledger (GL) map 142 GL mapping overrides 146 Setting Up Optional Property Features 131

132 Chapter 3: Setting Up Properties Optional Step 1 Setting Up the Renewal System Optional Step 1 enables you to set up the general leasing rules for your properties to automate your initial lease and lease renewal processes. When using the automated renewal process, you select the leases expiring in a month, enter new lease amounts, and commit the changes to the system. Once you commit the changes, the system creates charges in the RM Recurring Charges Table (RMRECC) for the new lease amounts on the renewal dates. Depending on the practices of your organization, you can set up the following options: If you select the Automatically Renew Leases check box, the system automatically posts the charges created in RMRECC to the RM Ledger Table (RMLEDG) on the renewal date and updates the Lease Expiration Date and Lease Term (# Months) fields for the lease. Note: You can override the automated renewal process at the resident level if you select Rejected in the Renewal Status field on the Residents (Renewal) form. If you select the Charge Month to Month Premium above New Rent check box, the system automatically posts the charges created in RMRECC as month-to-month charges in RMLEDG on the renewal date. Additionally, the system bills the premium flat amount or percentage specified on the Renewal System Settings view to the charge code specified in the Month to Month Premium Charge Code field for the resident. Note: You can override the month-to-month function at the resident level if you select Accepted in the Renewal Status field on the Residents (Renewal) form. For more information about renewing leases, refer to the RM Procedures manual. Note: You can set up leasing rules outside of the property setup assistant from the Leasing view for the Properties/Buildings/Units Table (RMPROP-MRI). 132 Setting Up Optional Property Features

133 Chapter 3: Setting Up Properties To set up the leasing rules for the selected property: a. On the Property Setup Assistant view, click Optional 1 to display the Renewal System Settings view (Figure 3-13). Figure Renewal System Settings View Setting Up Optional Property Features 133

134 Chapter 3: Setting Up Properties b. Use the information in Table 3-7 to set up the general leasing rules. Table 3-7. Renewal System Settings View Fields Field Automatically Renew Leases Charge Month to Month Premium above New Rent Flat Amount or Percent Month to Month Premium Charge Code Month to Month Increase Frequency Action Select to update renewals automatically when closing RM each month. Select to assess a premium charge to renewals that become month-to-month leases. Click whether to assess a flat amount or percentage amount to renewals that become month-to-month leases, and then in the corresponding field, type the amount or percentage of the premium. Flat Amount The system assesses the specified flat amount to renewals that become month-to-month leases. Percent The system assesses the specified percentage amount of the standard rent amount to renewals that become month-to-month leases. Note: The option buttons are only available if the Charge Month to Month Premium above New Rent=check box is selected. Select the charge code to which to bill the month-to-month premium. Note: This field is only available if the Charge Month to Month Premium above New Rent=check box is selected. Type how often to evaluate month-to-month leases for possible increases from the Lease Renewal Worksheet view. Note: If the value in the Last Increase field on the Lease Renewal Worksheet view is greater than the value in the Month to Month Increase Frequency field, then the lease appears on the Lease Renewal Worksheet view. continued 134 Setting Up Optional Property Features

135 Chapter 3: Setting Up Properties Table 3-7. Renewal System Settings View Fields (Continued) Field Global Rent Increase Percent Cap Increases at Proposed Amount Rnd Increases to Whole Dollar All Charge Codes or Base Rent Only Action Type the default percentage increase in rent to assess to renewing leases. Note: You can override this amount on the Lease Renewal Worksheet view. Select if you want the Global Increase function on the Lease Renewal Worksheet view to limit the rent increases for renewals to the optimum potential rent amount for each unit. Note: You can manually override the new amounts on the renewal worksheet. Select to round calculated increases to whole dollar amounts for all charge codes or for base rent only. Note: The system only rounds amounts increased by a percentage amount not by a flat amount. Click to indicate the charges to which to apply rounding. All Charge Codes The system rounds all calculated increases to whole dollar amounts. Base Rent Only The system rounds all calculated increases with the base rent charge code to whole dollar amounts. c. On the File menu, click Save. d. Click Return to Main. Optional Step 2 Setting Up Amenities Optional Step 2 enables you to set up amenities for your properties. Note: You can set up amenities outside of the property setup assistant from the Amenities view for the Properties/Buildings/Units Table (RMPROP-MRI). To set up an amenity for the selected property: a. On the Property Setup Assistant view, click Optional 2 to display the Property Amenities view (Figure 3-14). Setting Up Optional Property Features 135

136 Chapter 3: Setting Up Properties Figure Property Amenities View b. Use the information in Table 3-8 to set up the amenity. Table 3-8. Property Amenities View Fields Field Action Property ID Amenity Code Charge Code (System-generated). Select the amenity code for the property. Valid values: Any valid amenity code in the Amenities Table (AMEN-MRI). Select the default charge code to which to bill the amenity. Valid values: Any valid charge code in the Charge Code Table (CHGCODE-MRI). Rent Amount Type the amount to charge for the amenity. continued 136 Setting Up Optional Property Features

137 Chapter 3: Setting Up Properties Table 3-8. Property Amenities View Fields (Continued) Last Update User ID Field (System-generated). Displays the date and time the data was last updated. (System-generated). Action c. On the File menu, click Save. d. Click Return to Main. Optional Step 3 Setting Up the Management Fee Calculation System Optional Step 3 enables you to set up the general rules used to calculate management fees. Note: You can set up management fee calculation rules outside of the property setup assistant from the Management view for the Properties/Buildings/Units Table (RMPROP-MRI). To set up the management fee calculation rules for the selected property: a. On the Property Setup Assistant view, click Optional 3 to display the Management Fee Settings view (Figure 3-15). Setting Up Optional Property Features 137

138 Chapter 3: Setting Up Properties Figure Management Fee Settings View 138 Setting Up Optional Property Features

139 Chapter 3: Setting Up Properties b. Use the information in Table 3-9 to set up the management fee calculation rules. Table 3-9. Management Fee Settings View Fields Field Management Fee Method Management Fee Flat Amt Management Fee Rate Property ID Charge Code Property ID Misc Account Action Select the formula to use to calculate management fees. Valid values: A Gross Cash Management Fee Rate B Flat Amount C Greater of method A or method B D Add method (A) + (B) E No Fee Calculation Type the default amount of the management fee. Type the percentage of the miscellaneous and resident-based income to use to calculate management fees. (System-generated). Select the charge code that represents receipts you do not want to include in the management fee calculation. Valid values: Any valid charge code in the Charge Code Table (CHGCODE-MRI). (System-generated). Select the account number that represents receipts you do not want to include in the management fee calculation. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). c. On the File menu, click Save. d. Click Return to Main. Setting Up Optional Property Features 139

140 Chapter 3: Setting Up Properties Optional Step 4 Setting Up Automatic Billing Fees Optional Step 4 enables you to set up the fee structure for the automatic billing of NSF charges, applicant fees, 30-day notice fees, and penalty fees for breaking leases. Note: You can set up the fees outside of the property setup assistant from the views for the Properties/Buildings/Units Table (RMPROP-MRI). To set up the fees for the selected property: a. On the Property Setup Assistant view, click Optional 4 to display the Automatic Billing Fees view (Figure 3-16). Figure Automatic Billing Fees View 140 Setting Up Optional Property Features

141 Chapter 3: Setting Up Properties b. Use the information in Table 3-10 to set up the fees. Table Automatic Billing Fees View Fields Field Action Applicant Fee Charge Code Amount Bill Next Month Select the charge code to which to bill applicant fees. Valid values: Any valid charge code in the Charge Code Table (CHGCODE-MRI). Type the amount of the application fee. Select to charge the applicant fees during the next first-of-month billing cycle. Note: The system does not show the charge as a delinquent item on the Rent Roll (MRI_RMROLL) report and shows the charge as a separate line item on the resident invoice. NSF Charge Charge Code Amount Bill Next Month Select the charge code to which to bill NSF fees. Valid values: Any valid charge code in the Charge Code Table (CHGCODE-MRI). Type the amount of the NSF fee. Select to charge the NSF fees during the next first-of-month billing cycle. Note: The system does not show the charge as a delinquent item on the Rent Roll (MRI_RMROLL) report and shows the charge as a separate line item on the resident invoice. 30 Day Notice Fee Charge Code Select the charge code to which to bill 30-day notice fees. Valid values: Any valid charge code in the Charge Code Table (CHGCODE-MRI). Amount Type the amount of the 30-day notice fee. continued Setting Up Optional Property Features 141

142 Chapter 3: Setting Up Properties Table Automatic Billing Fees View Fields (Continued) Field 30 Day Adjustment Code Action Select the type of account to use when calculating 30-day notice fees. Lump Sum Broken Lease Fee Bill Broken Leases Through Expiration Broken Lease Adjustment Code Select to continue creating recurring charges associated with a broken lease up to the expiration date of the lease. Select the type of account to use when calculating fees for breaking leases. Penalty for Broken Lease Charge Code Amount Penalty Adjustment Code Select the charge code to which to bill penalty fees for breaking leases. Valid values: Any valid charge code in the Charge Code Table (CHGCODE-MRI). Type the amount of the penalty fee for breaking a lease. Select the type of account to use when calculating penalty fees for breaking leases. c. On the File menu, click Save. d. Click Return to Main. Optional Step 5 Mapping RM to AP and GL Optional Step 5 enables you to map Residential Management (RM) to Accounts Payable (AP) and General Ledger (GL). Note: You can set up the interface options outside of the property setup assistant from the Accounts Payable and Receivables/GL views for the Properties/Buildings/Units Table (RMPROP-MRI). 142 Setting Up Optional Property Features

143 Chapter 3: Setting Up Properties To map RM to AP and GL: a. On the Property Setup Assistant view, click Optional 5 to display the Accounts Payable and Interentity Interface Options view (Figure 3-17). Figure Accounts Payable and Interentity Interface Options View b. Use the information in Table 3-11 to map RM to AP and GL. Caution When you complete the Security Interentity Account Number field, which is the last field on the Accounts Payable and Interentity Interface Options view, the system saves the values entered on the view and returns to the Property Setup Assistant view. Setting Up Optional Property Features 143

144 Chapter 3: Setting Up Properties Table Accounts Payable and Interentity Interface Options View Fields Field Mgmt Fee Account Mgmt Fee Cash Type Federal ID Type Federal ID Number AP Sec Interest Cash Type AP Sec Interest Account Security Refund Clearing Account Security Applied Account Action Select the default account number to debit when creating AP invoices for the disbursement of management fees. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the default cash type to use when creating AP invoices for the disbursement of management fees. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select the business type of your property. Type the federal identification code of the property. Select the default cash type to use when creating AP invoices for the disbursement of interest earned on security deposits. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select the default account number to debit when creating AP invoices for the disbursement of interest earned on security deposits. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to credit when refunding security deposits. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to use when applying security deposits to rent. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). continued 144 Setting Up Optional Property Features

145 Chapter 3: Setting Up Properties Table Accounts Payable and Interentity Interface Options View Fields (Continued) Field Rent Refund Clearing Account RM Interentity Account Security Interentity Account Number Action Select the account number to credit when refunding resident rent. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to use for interentity transfers of receivables. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to credit when security deposits are held by an entity other than the entity for the property. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). c. Use the information in the following table to continue. If you... did not complete the Security Interentity Account Number field completed the Security Interentity Account Number field Then... go to Step d to continue the system saves the information entered on the Accounts Payable and Interentity Interface Options view and returns to the Property Setup Assistant view d. On the File menu, click Save. e. Click Return to Main. Setting Up Optional Property Features 145

146 Chapter 3: Setting Up Properties Optional Step 6 Setting Up GL Mapping Overrides Optional Step 6 enables you to set up the GL debit and credit exception account numbers for cash accounting, accrual accounting, or both for the appropriate source codes for each charge code and security code. These account numbers override the account numbers previously entered for the property. Note: You can set up a mapping override outside of the property setup assistant from the GL Exceptions view for the Properties/Buildings/ Units Table (RMPROP-MRI). To set up a mapping override for the selected property: a. On the Property Setup Assistant view, click Optional 6 to display the GL Mapping Exceptions view (Figure 3-18). Figure GL Mapping Exceptions View 146 Setting Up Optional Property Features

147 Chapter 3: Setting Up Properties b. Use the information in Table 3-12 to set up the GL exception account numbers. Table GL Mapping Exceptions View Fields Field Action Charge Code Detail Grid Charge Code Source Code Cash Type Accrual Debit Account Accrual Credit Account Select the charge code to which to map. Valid values: Any valid charge code in the Charge Code Table (CHGCODE-MRI). Select the source code for the interface. Valid values: CH Charges CN Concessions CR Cash Receipts MF Management Fee PP Prepayment RF Refund SL Straight Line VC Vacancy WO Write Off Select the cash type connected to the bank account in which to deposit receipts or the bank account from which to withdraw refunds. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select the account number to which to post debits for the charge code when creating accrual journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post credits for the charge code when creating accrual journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). continued Setting Up Optional Property Features 147

148 Chapter 3: Setting Up Properties Table GL Mapping Exceptions View Fields (Continued) Field Cash Debit Account Cash Credit Account Action Select the account number to which to post debits for the charge code when creating cash journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post credits for the charge code when creating cash journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Security Deposit Code Detail Grid Security Code Source Code Cash Type Accrual Debit Account Select the security deposit charge code to which to map. Valid values: Any valid security code for the SRCCODE code type in the Lookup Codes Table (CODELIST-MRI). Select the source code for the interface. Valid values: AR Apply Refund CR Cash Receipts FF Forfeiture IN Interest NC Noncash Adjustment RF Refund Select the cash type connected to the bank account in which to deposit receipts or the bank account from which to withdraw refunds. Valid values: Any valid cash type in the Cash Types Table (CTYP-MRI). Select the account number to which to post debits for the security deposit code when creating accrual journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). continued 148 Setting Up Optional Property Features

149 Chapter 3: Setting Up Properties Table GL Mapping Exceptions View Fields (Continued) Field Accrual Credit Account Cash Debit Account Cash Credit Account Action Select the account number to which to post credits for the security deposit code when creating accrual journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post debits for the security deposit code when creating cash journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Select the account number to which to post credits for the security deposit code when creating cash journal entries. Valid values: Any valid account number in the Chart of Accounts Table (GLCD-CHART). Summary c. On the File menu, click Save. d. Click Return to Main. In this chapter, you learned how to complete the steps required to set up! your properties! optional property features Summary 149

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151 Setting Up the Auto Late Fee System 4 In This Chapter This chapter describes how to set up the system so you can process late fees automatically in Residential Management (RM). Before You Begin Overview Launching the Late Fee Setup Assistant Using the Late Fee Setup Assistant Summary As described in the Basics manual! log on to MRI for Windows! know how to add, modify, and delete data Set up your! database, as described in Chapter 2, Setting Up a Database! properties, as described in Chapter 3, Setting Up Properties Menu Name SETUPLF Button Name Setup Auto Late Fee System MRI for Windows Residential Management Setup and Maintenance 151

152 Chapter 4: Setting Up the Auto Late Fee System Overview Residential Management (RM) provides a late fee setup assistant to help you set up your automatic late fee system. You must follow the steps in the sequence indicated. Launching the Late Fee Setup Assistant To launch the late fee setup assistant: a. On the MRI view, click Residential Management, and then use the information in the following table to continue. If the... Residential Management Main Menu (Figure 4-1) appears Start of Day dialog box (Figure 4-2) appears Then... Go to Step b of this procedure to continue. (1) Launch Residential Management (RM), as described in the RM Procedures manual. (2) Go to Step b of this procedure to continue. 152 Overview

153 Chapter 4: Setting Up the Auto Late Fee System Figure 4-1. Residential Management Main Menu Figure 4-2. Start of Day Dialog Box Launching the Late Fee Setup Assistant 153

154 Chapter 4: Setting Up the Auto Late Fee System b. On the Residential Management Main Menu, click Getting Started and then Setup Auto Late Fee System to display the Late Fee Setup Assistant view (Figure 4-3). c. Proceed to Using the Late Fee Setup Assistant below to continue. Figure 4-3. Late Fee Setup Assistant View Using the Late Fee Setup Assistant This section contains the five steps necessary to set up the system to process late fees automatically. The five steps include setting up formulas for calculating late fees and applying the formulas to the appropriate properties. You must follow the steps in the sequence indicated. 154 Using the Late Fee Setup Assistant

155 Chapter 4: Setting Up the Auto Late Fee System Step 1 Including Charge Codes in Late Fee Calculations As part of the process to calculate late fees for each property, you need to specify the charges for which you can apply late fees when residents do not pay their rent or other fees on time. Step 1 enables you to specify the charge codes to include in automatic late fee calculations. You can set up to two late fee calculations for each property: a primary (Late Fee 1) and a secondary (Late Fee 2). Note: You can specify whether or not to include charge codes in late fee calculations outside of the late fee setup assistant from the view for the Charge Code Table (CHGCODE-MRI). To indicate whether or not to include a charge code in late fee calculations: a. On the Late Fee Setup Assistant view, click Step 1 to display the Charge Codes view (Figure 4-4). b. To include the charge code in the primary late fee calculation, type Y in the Late Fee 1 field for the charge code. Otherwise, type N. c. To include the charge code in a second, alternate, late fee calculation, type Y in the Late Fee 2 field for the charge code. Otherwise, type N. d. On the File menu, click Save. e. Click Return to Main. f. Proceed to Step 2 Setting Up Late Fee Formula IDs on page 156 to continue. Using the Late Fee Setup Assistant 155

156 Chapter 4: Setting Up the Auto Late Fee System Figure 4-4. Charge Codes View Step 2 Setting Up Late Fee Formula IDs Step 2 enables you to set up late fee formula IDs, which represent the late fee formulas you will set up in Step 3. Note: You can set up late fee formula IDs outside of the late fee setup assistant from the view for the Late Fee Formula IDs Table (RMLTFRLA_ID-MRI). 156 Using the Late Fee Setup Assistant

157 Chapter 4: Setting Up the Auto Late Fee System To set up a late fee formula ID: a. On the Late Fee Setup Assistant view, click Step 2 to display the Late Fee Formula IDs view (Figure 4-5). Figure 4-5. Late Fee Formula IDs View b. In the RM Late Fee Formula ID field, type unique code to represent the formula. c. In the Formula Description field, type a description of the formula. d. On the File menu, click Save. e. Click Return to Main. f. Proceed to Step 3 Setting Up Late Fee Formulas on page 158 to continue. Using the Late Fee Setup Assistant 157

158 Chapter 4: Setting Up the Auto Late Fee System Step 3 Setting Up Late Fee Formulas Step 3 enables you to set up the late fee formulas used to calculate late fees automatically. Note: You can set up late fee formulas outside of the late fee setup assistant from the view for the Late Fee Formulas Table (RMLATEFEE-MRI). To set up a late fee formula: a. On the Late Fee Setup Assistant view, click Step 3 to display the Late Fee Formulas view (Figure 4-6). Figure 4-6. Late Fee Formulas View 158 Using the Late Fee Setup Assistant

159 Chapter 4: Setting Up the Auto Late Fee System b. In the Formula ID field, select the late fee formula ID to use. c. Use the information in the following table to continue. For the system to assess late fees to the... line amount with the greatest value when using multiple formula line items line amount with the least value when using multiple formula line items sum of the line calculations when using multiple formula line items Click the... Use the Greatest Value option button Use the Least Value option button No Conditions option button d. Use the information in the Table 4-1 to complete the detail grid on the Late Fee Formulas view. Table 4-1. Late Fee Formulas View Detail Grid Fields Field Begin Day Ending Day Fixed Amount Amount Per Day Fixed Percent Percent Per Day Action Type the day of the month on which the system begins calculating late fees. Type the day of the month on which the system stops calculating late fees. Note: The number 31 represents the end of the month. Type the fixed amount assessed during the specified time period. Type the daily charge assessed during the specified time period. Type the fixed percent of the outstanding balance assessed during the specified time period. Type the daily percentage of the outstanding balance assessed during the specified time period. e. On the File menu, click Save. f. Click Return to Main. g. Proceed to Step 4 Assigning Formulas to Properties on page 160 to continue. Using the Late Fee Setup Assistant 159

160 Chapter 4: Setting Up the Auto Late Fee System Step 4 Assigning Formulas to Properties Step 4 enables you to assign late fee formulas to your properties, set values for those formulas, and indicate whether or not you want specific residents to be assessed late fees when the system calculates late fees automatically. Notes: You can assign late fee formulas to properties outside of the late fee setup assistant from the Fees form off the view for the Properties/Buildings/Units Table (RMPROP-MRI). You can indicate whether or not to charge late fees to residents outside of the late fee setup assistant from the Resident Lease Information form off the Residents Table (NAME-RESIDENT). To assign a formula to a property and indicate whether or not to charge late fees to a resident: a. On the Late Fee Setup Assistant view, click Step 4 to display the Formulas to Properties view (Figure 4-7). Figure 4-7. Formulas to Properties View 160 Using the Late Fee Setup Assistant

161 Chapter 4: Setting Up the Auto Late Fee System b. Select the property for which you want to assign late fee formulas. c. Use the information in the Table 4-2 to complete the fields for the Late Fee 1 Options area of the view. Table 4-2. Formulas to Properties View Fields Field Late Fee Charge Code Late Fee 1 Formula Minimum Balance Invoice Next Month Current Mon. Charges Only Round to Wh. Dollar Action Select the charge code to bill for the fees. Valid values: Any valid charge code in the Charge Code Table (CHGCODE-MRI). Select the formula the system uses to calculate late fees. Valid values: Any valid late fee formula in the Late Fee Formulas Table (RMLATEFEE-MRI). Type the minimum delinquent balance on which to calculate late fees. Note: The minimum balance must be greater than zero. To date the late fee transactions for the billing cycle of the next month, type Y current month, type N To calculate late fees only on outstanding balances for the current month, type Y on outstanding balances for the current month and any open items from prior months, type N To round the calculated amount to the nearest whole dollar value, type Y use the actual calculated amount, type N d. To assign a second late fee calculation to your property, repeat Step c for the Late Fee 2 Options area of the view. e. For each resident you do not want assessed late fees, type N in the Charge Late Fees field on the detail grid. f. On the File menu, click Save. g. Click Return to Main. h. Proceed to Step 5 Reviewing Error Scenarios on page 162 to continue. Using the Late Fee Setup Assistant 161

162 Chapter 4: Setting Up the Auto Late Fee System Step 5 Reviewing Error Scenarios Step 5 enables you to review common errors that occur when calculating late fees automatically. To review late fee calculation errors: a. On the Late Fee Setup Assistant view, click Step 5 to display the Error Scenarios view (Figure 4-8). Summary Figure 4-8. Error Scenarios View b. Review the common errors. c. Click Return to Main. d. Click Exit. In this chapter, you learned how to set up the auto late fee system. 162 Summary

163 Setting Up Security Interest 5 In This Chapter This chapter describes how to set up the security interest calculations you will use in Residential Management (RM). Before You Begin Overview Launching the Security Interest Setup Assistant Using the Security Interest Setup Assistant Summary As described in the Basics manual! log on to MRI for Windows! know how to add, modify, and delete data Set up! your database, as described in Chapter 2, Setting Up a Database! your properties, as described in Chapter 3, Setting Up Properties! the auto late fee system, as described in Chapter 4, Setting Up the Auto Late Fee System Menu Name SETUPSI Button Name Setup Security Interest MRI for Windows Residential Management Setup and Maintenance 163

164 Chapter 5: Setting Up Security Interest Overview Residential Management (RM) provides a security interest setup assistant to help you set up the security interest calculations you will use in RM. You must follow the steps in the sequence indicated. Launching the Security Interest Setup Assistant To launch the security interest setup assistant: a. On the MRI view, click Residential Management, and then use the information in the following table to continue. If the... Residential Management Main Menu (Figure 5-1) appears Start of Day dialog box (Figure 5-2) appears Then... Go to Step b of this procedure to continue. (1) Launch Residential Management (RM), as described in the RM Procedures manual. (2) Go to Step b of this procedure to continue. 164 Overview

165 Chapter 5: Setting Up Security Interest Figure 5-1. Residential Management Main Menu Figure 5-2. Start of Day Dialog Box Launching the Security Interest Setup Assistant 165

166 Chapter 5: Setting Up Security Interest b. On the Residential Management Main Menu, click Getting Started and then Setup Security Interest to display the Security Interest Setup Assistant view (Figure 5-3). c. Proceed to Using the Security Interest Setup Assistant below to continue. Figure 5-3. Security Interest Setup Assistant View Using the Security Interest Setup Assistant This section contains the three steps you must complete to set up the security interest calculations you will use in Residential Management (RM). You must follow the steps in the sequence indicated. 166 Using the Security Interest Setup Assistant