Record ID |
The Record ID consists of an ID (short description) field of up to 10 characters and a Long Description field of up to 25 characters. The following profiles have a Record ID: Management Group, Owner, Property, Unit, Tenant, Vendor, Building, Unit Type, Property Manager, Management Fees, Late Fees.
A warning message will appear if you try to save a profile with a Record ID used by another profile for the same profile group. The Record ID can be changed even after being in use for a period of time. Some examples are listed at the end of this explanation. ID - Short Description Each ID (short description) must be unique within a set, i.e. each owner ID must be unique from all other owners but an owner and a tenant can have the same ID. The Long Description is usually a lengthier representation of the short description.
The maximum number of characters is 10. Spaces and special characters are allowed.
Using the last name and (if necessary) part of the first name, or the initials, last initial first, is recommended for owners and tenants. For units, an abbreviated street name followed by the street number is common. For vendors the name/part of the name or the type of service they provide can be used.
Find List are sorted in ID sequence. Therefore the ID you choose should be one that is logical (to you) for finding that record from a list.
The long description usually provides the spelled out meaning of the ID (short description). The maximum length is 25 characters. Spaces and special characters are allowed.
Using First Name, Middle Initial, Last Name (e.g. Dr. Saul T. Jones) or Last Name, Middle Initial, First Name (e.g. Jones, Dr. Saul T.) is common for owners and tenants. For owners and tenants, the long description is used to create the name line in the name and address information block.
For units you can use the full street address or the apartment building name.
The long description is used as the description on reports and on-screen history lists. Fields for selecting a Record ID will display it in the form ID: Long Description, but the Find List can be sorted on the ID or long description.
ID Long Description Owners + Tenants JES Emily S. Jones JONES W Jones,William JONES Dr. Dr. Saul Jones STEP Stepenapolis,Aristotle OB Michael C. O’Brien
Unit OAK683 683 Oak Road PT201 201 Peachtree Lane CIRC 314 Circle Towers 200 Lee Hwy WB102 Willow Brooke #102
Vendor A1 A1 Plumbing CARTER Smith, Allen, Carter CPA PLUMB A1 A1 Plumbing PLUMB BZ Booze Allen Plumbing PEPCO Potomac Electric
Building PTREE Peachtree Lane Apartments WB Willow Brooke
Unit Type SFR Single Family Residence APT 32 Apt 3 bedroom 2 bath Office Office Building H House
You can print a list of the profile ID’s in Reports, Miscellaneous. |
