Inspections
Insurance
Listing
Loss Type
Management Gains
Maintenance Alert for Work Orders
Other Category Suggestions
Regular Service Tracking
Sales Tax
Work Order-Add notice to Problem Description
How to PDF document #294
Sales Tax
To generate a recurring transfer of a percentage of income received for a period.
Setup, Categories, New
Category Name – Chandler
Category Type – General
Comments – None
Owner/Property/Unit Profile
Category – Chandler
Qualifier – Owner’s Tax ID
Comments – Owner name and address
When Recurring Journal Entries, Tax Collections are run, restricted to this category, an ASCII file with the transfer transaction data will be generated.
Listing
One of the sets of amenities used for marketing purposes when a property is available to rent.
Setup, Categories, New
Category Name – Stove
Section – Kitchen
Category Type – Listing
Style – Label
Alert Type - Workorder
Sort Position – 4
Comments – None
Unit Profile
Category – Stove
Qualifier – Gas
Comments – GE Model G23, 4 burner, convection oven, self-cleaning. Bray and Scarf warranty.
Effective – 4/1/2005
Expires – 3/31/2006
The category information will show in the Listing folder of the Unit Profile and pop up when a work order for the unit is entered.
Maintenance Alert for Work orders
Setup, Categories, New
Category Name – Home Warranty
Category Type – Maintenance
Alert Type - Workorder
Reminder Type – Expires
Category is a label
Unit Profile
Category – Home Warranty
Qualifier – Company Name
Comment – any particulars
Effective – Start Date
Expires – End Date
Alert will display for work orders and create a reminder on the Expires date.
Work orders - add a notice to Problem Description
Setup, Categories, New
Category Name – Built prior to 1978
Category Type – Maintenance
Alert Type - Workorder
Category is a label
Enter the notice into the Comment field. Mark the "Comment is a template for new categories" checkbox.
Unit Profile
Category – select Built prior to 1978
Alert will display when you create a work order. Click on Copy to Clipboard button. Text of Qualifier and Comment field in profile will copy into the Problem Description field. Clicking Comment to Clipboard will copy in the information from the comment field in the profile and from the comment entered in Setup, Categories.
Loss Type
Setup, Categories, New
Name – Loss Type
Section – Reason for Loss
Category Type – Listing
Reminder Type – Effective
Sort position – 1
Category is a note
Unit Profile
Category – Loss Type
Qualifier – Reason for Loss (sold, owner move-in, Fired, Change Management)
Comment – any details
Effective – Date of occurance
Reports
Reports, Tickler Reports
Select date range
Unmark all checkboxes except Category Reminders
Limit to Category – Loss Type
Management - Gains
Setup, Categories, New
Name – Gains
Section – Reason for Gain
Category Type – Listing
Reminder Type – Effective
Sort position – 1
Category is a note
Unit Profile
Category – Loss Type
Qualifier – Reason for Gain (Craigs List, Rentals.com, Client referral, Newspaper ad, competitor referral, walk-in, Internet website, Yellow pages, Sales referral)
Comment – any details
Effective – Date of occurance
Reports
Reports, Tickler Reports
Select date range
Unmark all checkboxes except Category Reminders
Limit to Category – Gains
Inspections
1. Monthly inspections
Setup, Categories, New
Category==Inspection:January (one for each month)
Category Type==Maintenance
Alert Type==Work Order
Reminder Type==Effective
Category is a Label
Unit Profile
Category==Inspection:January
Qualifier==Inspectors Name (optional)
Comment==Inspection notes (optional)
Effective==6 months, or whatever the schedule is (optional)
When entering new tenant, put in 2 categories, one for 6 months from now, one for a year. The Alert means that when a work order is entered you can see if an inspection is due soon.
2. Semi-annual inspections – January + July
Setup, Categories, New
Category==Inspection-Semi-annual-January*
Category Type==Inspection
Reminder Type==Effective
Category is a Label
Unit Profile
Category==Inspection-Semi-annual-January
Qualifier==Inspectors Name (optional)
Comment==Inspection notes (optional)
Effective==Next Scheduled Date (optional)
Entry will display on Event Reminders based on the Effective Date. An inspection list report can be generated by limiting to that category. A Tickler Report can be run based on the Effective Date and limited to the category.
*The category name should reflect the schedule and the start month whenever the schedule is other than monthly.
Name
|
Used for
|
Inspection-Semi-annual-Jan
|
Inspections scheduled for Jan+July
|
Inspection-Semi-annual-April
|
Inspections scheduled for April+Oct
|
Inspection-Quarterly-Feb
|
Inspections scheduled for Feb,May,Aug,Nov
|
Property Insurance
Setup, Categories, New
Name – Insurance
Reminder Type – Expires
Sort position – 1
Category is a Label
Unit Profile or Property Profile
Category – Insurance
Qualifier – Insurance Company
Comment – any details - type and amount of coverage and the contact information
Expires – insurance expiration date
Reports
Reports, Tickler Reports
Select date range
Unmark all checkboxes except Category Reminders
Limit to Category – Insurance
Tracking Regular Services
Regular services such as furnace and gutter cleaning can be tracked using categories.
Setup, Categories, New
Name – Gutter Cleaning
Reminder Type – Effective or Expires
Unit Profile
Category – Gutter Cleaning
Qualifier – Vendor
Effective Date - last time work was performed
Expires Data - next time work should be performed
Comment – any details - and a running commentary of work performed
Reports
Reports, Tickler Reports
Select date range
Unmark all checkboxes except Category Reminders
Limit to Category – Gutter Cleaning
Other Category Suggestions
▪
|
Directions in Unit Profile
|
▪
|
Pet description in Tenant Profile
|
▪
|
Insurance information in Tenant Profile
|
▪
|
Reasons for loss in Unit Profile
|
▪
|
Agent of Record in Unit Profile
|
▪
|
NSF Alert in Tenant Profile
|
▪
|
Year built in Unit Profile
|
|