Archiving Leases & Properties. Presented by Amy Deitz and Chevon Rogers

Transcription

1 Archiving Leases & Properties Presented by Amy Deitz and Chevon Rogers

2 Introduction The Archive Lease wizard guides you through the process of moving or archiving leases that are no longer used in your day to day processing In this session you will learn the Timberline data structure related to archiving leases and the archival process itself. Tell us about yourselves!

3 Agenda Understand the File Structure for Property Management Preparing Data for Archiving Archive the Leases Archiving Properties and Units Compact the PM Files

4 Things to keep in mind as you prepare to archive Leases: Archived lease availability Wizard criteria Archived lease statuses Terminated leases Custom fields availability

5 Understand the File Structure for Property Management Two Types of Files: 1. Transaction Files New Files Current Files History Files 2. Master Files

6 Understand the File Structure for Property Management Reports/Inquiries will prompt for File selection: New reports can be found at PM Reports Archive: Archive Lease List Archive Lease Abstract Archive Tenant Ledger

7 Prepare Data for Archiving Only Leases with a status of Historical or Canceled can be archived. If a lease has a status of Terminated, go to Tasks Manage Leases Terminate Lease and click Move to History (the lease may need to be reconciled if the lease balance is not zero).

8 Move Terminated Leases to History

9 Clear Paid Items Sage recommends that Tools Clear Paid Items be run monthly. Clear Paid Items is similar to tools in other modules What is moved Moved from Current Moved to History Other entries moved Cutoff Date function

10 Archive the Leases PM Tools Archive Leases The archive file will be created if needed: Messages will appear for Lease, Property, Tenant, Accumulator, Retail and Recovery files.

11 Archive the Leases Then the wizard window will open:

12 Archive the Leases Confirm that all entries are posted, that you have a current backup of the data and that all users are off the system.

13 Archive the Leases If desired, enter a date range or select specific properties to narrow the lease selection.

14 Archive the Leases Select Leases from the list or click All to select the entire list.

15 Archive the Leases Designate a print file or a printer for the Archive log.

16 Archive the Leases Review the list before clicking Start. Keep in mind that archived leases cannot be returned to the active lease list without restoring data from the backup file.

17 Archive the Leases Allow the data to move. If the number of leases is more than 2000, it will take a long time for the process to complete.

18 Archive the Leases

19 Archive the Leases View the log once the process is completed to verify that they results match your expectations.

20 Archiving Properties and Units PM Properties, Units or Tenants can be deleted manually. Verify that there are no active leases attached to the units and properties. Go to PM Setup Unit and select the unit to be removed. Click on the X button and confirm the deletion.

21 Archiving Properties and Units Once all Units associated with a Property are deleted, the Property can be deleted. Go to PM Setup Properties and select the property. Again, click the X button to delete the record and confirm the deletion. If the system finds active leases, the following message will appear and you will need to double-check the active leases. Tenants with a status of Future or Closed can be deleted. The system will ask if a Tenant should be closed when the last Lease for the Tenant is moved to history. If you answer Yes to the prompt, the status will change from Active to Closed ; if you answer No to the prompt, the status will remain as Active and will not be able to be deleted.

22 Compact the PM Files Use Tools File Doctor to compact Property Management files. As the result of archiving leases, empty spaces exist in Property Management files. This could cause slow performance. We recommend that you run File Doctor so that the spaces are removed from the files, allowing for better performance in PM. Select the following files to compact: PM Accumulator file PM Lease file PM Tenant file PM Property file PM Retail file (if applicable) PM System file PM Current transaction file PM Recovery file (if applicable)

23 Summary In this session we reviewed: Understanding the File Structure for Property Management Preparing Data for Archiving Archiving the Leases Archiving Properties and Units Compacting PM Files Please let us know if we can assist with these processes! We would also appreciate your feedback on the usefulness of this session

24 More Information Please refer to the material from this session in your Conference CD Other sessions you might review: Service Management for Property Managers Best Practices for CAM Reconciliation

25 Your Aktion Contacts Sales: Thane Belen Dan Pavlica Consultants: Amy Deitz Chevon Rogers

26 Thank you for attending. Presented by Amy Deitz and Chevon Rogers