User Guide - Conam.yardielearning
User GuideMarch 2017
RPM YARDI USER GUIDECONAM MANAGEMENTTABLE OF CONTENTSYARDI ELEARNING . 3LOGGING INTO YARDI. 3Logging In . 3YARDI PASSWORDS . 4Changing Password . 4DASHBOARD . 5Navigation Tips . 6Favorites and Hot Keys . 6Dashboard Basics . 7RESIDENT MEMO FUNCTIONS . 9Adding a Memo . 9Editing a Memo . 9REPORTING . 10Report Filters/Output . 10Report Output Options. 10Report Output Options – Analytics Filter . 10Setting Up Favorites for Easy Report Access . 11Reports by Specific Group. 11Bulk Email Repots . 12Reports . 13Resident Activity Report . 13Traffic Detail Report . 14Conversion Ratios Summary Report . 15Unit Availability Details Report . 16Term Based Pricing Availability . 17Rent Roll . 18Rent Roll with Lease Charges Report. 19Gross Potential Rent . 20Market Rent Schedule . 22Aged Receivables . 23Financial Aged Receivables . 24Unpaid Charges . 2512-Month Occupancy Report . 26Weekly Status Report . 27Rentable Items Availability . 28Budget Comparison (with PTD) – Quarterly Winner Circle Report . 29Resident Activity Detail . 29MOR Reporting . 30Financial Report with Notes . 30Comparison Reports Color Values . 31Submitting MOR Report - Financial Report with Notes. 32Box Score Summary . 32ACCOUNTS PAYABLE . 33Workflow Approvers . 33Out of Office . 33Invoice Approval Workflow . 34CapX Invoice Approval Workflow. 34Dashboards . 35PAYscan Dashboard . 35PAYscan Workflow. 36Invoice Register Images . 39Accounts Payable Reports . 40Vendor Payment Information . 40Aging Payable . 42Expense Distribution . 43Payment Register . 442
RPM YARDI USER GUIDECONAM MANAGEMENTYARDI ELEARNINGYardi eLearning is a step by step tool for associates to use for help or to get a betterunderstanding of basic steps. There are several different training courses. Courses will beassigned based on position. Courses can be added specific to ConAm as well, watch for anyfuture classes or events. You can always relaunch any course that were assigned as arefresher.LOGGING INTO YARDILogging inAdvanced.aspx IMPORTANT: Passwords are case sensitive.IMPORTANT: We will be using a Training Database, once finishedwith training you will use the Database LIVE.3
RPM YARDI USER GUIDECONAM MANAGEMENTYARDI PASSWORDSYardi passwords are confidential. Passwords are issued only to those associates who havecompleted the authorized training class.Passwords are intended for your use only. It is unacceptable for you to give your passwordto anyone else, including your regional property manager, area manager, regional operationalspecialist trainer, community director, a temporary employee, help desk technician etc. Passwords expire every 60 days, need to be a minimum of 8characters, which must include 1 uppercase, 1 lowercase, 3 differentcharacter and at least 1 numeric (ex: Con@m197)If you have an employee that quits, gives notice or is terminated, be sure to inform the helpdesk immediately so their password can be deactivated.Changing Password NAVIGATION: (Side Menu) Administration, Change PasswordEnter your old password (if first time changingpassword enter from letter received in training) Enter new password (be sure to write thisnew password down some where confidential) Confirm your new password Click SUBMIT 4
RPM YARDI USER GUIDECONAM MANAGEMENTDASHBOARDWhen an associate initially logs into the system, the Dashboard (Homepage) will bedisplayed. Dashboards are Role specific and are assigned based on log in credentials. Theavailable functions to this role may be accessed by clicking the Links found under thedashboard. The functions may also be accessed from the Side Menu by clicking the OpenMenu command button on the left side of the page, or from the Title menu at the top of thepage. The Dashboard is a great starting point, however will not show everything.Open Menu command buttonTitle MenuActivePtLinksTabsSide MenuCalendarUSING THE MENUClick the orange arrow atthe top to expand the sidemenu. A small blacktriangle indicates thatadditional submenus areavailable.Select a menu item byclicking on it – the menuitem will be highlightedwhen the cursor is placedover it.Side Menu5
RPM YARDI USER GUIDECONAM MANAGEMENTNavigation TipsWhen navigating through the Yardi screens, the following tips will be helpful: The TITLE MENU offers global navigation options, such as return to the HomePage/Dashboard, Log Out and HelpUse the TAB key to jump from field to field while still on your keyboardUse SHIFT-TAB to jump backwards between the fieldsUse ALT and the underlined letter instead of using the mouseFor moving between fields that are not continuous, use the MOUSE to clickinto the desired field and proceed from thereFields with a blue background are REQUIRED to complete a taskUnderlined fields are called HYPERLINKS. LINKS may open lookup lists orlead to other screensFAVORITESis located in the upper right corner is where you can viewFavorites. Favorites are user specific – see below how to set upThe SEARCH Function is a very powerful tool, looking for something specific juststart typing and options appearHELP is available on the top menu barALT M hides or displays side menuJUMP-TO Is available in some screens, makes it easy to type in a unit and go to itwithout return to DashboardFavorites and Hot KeysIf there are specific tasks that are completed several times during the day a FAVORITE orHOTKEY option could make it easier to navigate. To set a FAVORITE or HOTKEY, navigate to the task then right click the MOUSEand select the option desiredIf Add to Favorite was selected it will show under theFAVORITEoption on upper right hand side of the screen HOTKEY are created same way, however a keycombination needs to be used, such as CTR-R for Charges (be careful whensetting up hotkeys, as Voyager does recognize Windows Hotkeys) To delete or modify a hotkey repeat steps 6
RPM YARDI USER GUIDECONAM MANAGEMENTDashboard BasicsWhen an associate initially logs into the system, the Dashboard (Homepage) will bedisplayed. Commonly used functions are divided into different areas of the dashboard asillustrated below.Active PropertyIf accessing more than one property, use the Prop/List to look up and set the ActiveProperty (i.e. the property currently being worked in). The Dashboard information andstatistics only apply to the current/active property selected on the dashboard.Resident ActivityThis area stores current counts for pending resident activity: Move InsMove OutsDeposit AccountingOn NoticeExpiring Leases (120 days)Scheduled Lease RenewalsAlerts-attention is needed to perform a task if a number is listed in this categoryMaintenanceThis section shows different maintenance functions Pending Make Ready Pending Work Requests Completed WO Follow Up7
RPM YARDI USER GUIDECONAM MANAGEMENTUnit StatisticsThis section of the dashboard stores current statistics for the active property: Total Units Leased Units Occupied Units Available Units Model/Down/Admin Units On Hold Units Unit TransfersTrafficThis section stores current traffic activity for the active property: Prospect Pipeline (active prospects from the last 30 days) Today’s Showings On Waitlist Pending ApplicationsLinksLinks are provided for quick access to different functions, such as: Add Guest – Quick access to add a guest and start the leasing processLeasing Specials – Click on the link to set up specials by unit type or specificapartmentHot Sheet – Click on the link to view the hot sheet of leasing specialsNew PO – Access to add a new Purchase OrderPrint Letters – Access to select and print letters for specific residentsQuick Guest – Quick access to add telephone traffic or guest’s that did not lease anapartmentDaily Activity – View activity daily such as exceptions, month to months, moveins, move outs, delinquencies, etc.Monitor Reports – find if a report is processed, in process, not processed or errorNew Service Request – Quick access to enter a new service requestOpen BatchesThis section of the dashboard provides links for easy access to open or edit charge, receiptor payable batches.Keep in mind that batches that are open with no activity will be seen by all users, once abatch is associated with a property and resident it will only be seen at that community’slevel.Person SearchClick on the Person Search tab to search for a guest or resident of the active property byname, address, phone number, etc.8
RPM YARDI USER GUIDECONAM MANAGEMENTRESIDENT MEMO FUNCTIONSAdding a Memo NAVIGATION: Click the Memo link from the Data drop down menu from the Residentscreen. TIP: Memos are found throughout the Yardi program and can be used tostore notes or information regarding an item in the database, for a Resident,an apartment, or an applicant.Fill out the Memo Screen as shown above: Modify Date/Time as neededSelect the Memo TypeSelect Status MemoSelect your name from the Agent listEnter detailed notesClick SAVEClick NEW to add more memosClick CLOSE to exit the memo screen TIP: The Memo link under Dataon the Resident record will beupdated with the number ofmemos in parentheses.Editing a Memo NAVIGATION: Click the Memo link from the Data drop down menu from the Resident RecordClick the Date link on the memo tobe edited The memo text will appear again in theNotes field of the memo screen. Edit oraddtext or other information as needed Click Save, then click Close to exit thescreen 9
RPM YARDI USER GUIDECONAM MANAGEMENTREPORTINGREPORT FILTERS/OUTPUTReports are customizable and may vary per role or menu. The following Exercisesdemonstrate commonly used reports for Resident based reports and how to locate/run thereports.Report Output Options NAVIGATION: (Side Menu) ReportsDepending on the type of report, reports may be viewed on Screen, Email Excel, Save toExcel, Email PDF, Save to PDF or Create SQL. These destination options may vary fordifferent reports and show in the Destination field on the report filter. Select the desired option from the list and click Submit to proceed. NOTE: Reports being Saved will create and show under Monitor Reportson the DashboardReport Output Options – Analytics Filter NAVIGATION: (Top Menu) Analytics Operational or Financial (select filter option)Based on report and filter depends on what specific information is required, each reportunder the Report Type has different required or available fields to complete10
RPM YARDI USER GUIDECONAM MANAGEMENTSetting Up Favorites for Easy Report AccessEveryone has different reports they like to view. You can set up your favorites very easy togive quick access to view, print or email NAVIGATION: Reports or AnalyticsFind report wanted and right clickSelect Add to FavoriteOnce selected will be added to the Favorites iconReports by Specific GroupTo pull reports by Region, Accountant, ROS, RPM, Client etc. Click Property linkTop middle section shows the different options Select link of how report should begeneratedMiddle section Select Rent Roll underReportClick Find and select properties to includeClick OKEnter Remaining criteria for reportClick Display11
RPM YARDI USER GUIDECONAM MANAGEMENTBulk Email Repots NAVIGATION (Top Menu) Analytics Operations Residential PacketsSelect Reports Select Reports wanting to email, but putting a checkmark in the select box By report, select the Summarize By the drop downApplicable to All Reports Select property or groups by clicking the link and selecting specific properties wanted Enter specific dates and or period wanting the report pulled by Select the drop down for UAD (Unit Availability Details) Show or UAD (UnitAvailability Details) Include for more parameters ofReportsReport Parameters Select drop down for Consolidate Enter email address to whom reports are to be sent Select file output (PDF or Excel) Click OK to process and email12
RPM YARDI USER GUIDECONAM MANAGEMENTREPORTSResident Activity ReportUse the Resident Activity report to review resident activity at a property. The reportshows traffic counts for move-ins, move-outs, notices, transfers, month-to-monthconversions, lease renewals, and move-in cancelations during a specific date range. NAVIGATION: Analytics Operational Residential Report Type, select Resident Activity from drop downSummarize By: Unit TypeEnter date range for the report (the different reports show different options forMonth/Year or Date Range, if grayed out not option for specific report)Enter Check Mark in Show GraphsClick DISPLAY (some reports show other graphs in displayed to PDF13
RPM YARDI USER GUIDECONAM MANAGEMENTTraffic Detail ReportShows traffic information for calls, walk ins, emails, appointments, shows, canceled guests,etc. based on filter options and dates selected. NAVIGATION: Analytics Operational Residential Select property or group of properties from the property filterEnter date parametersSelect Report Type: Traffic Detail ReportGroup By: select source from drop downClick DISPLAY14
RPM YARDI USER GUIDECONAM MANAGEMENTConversion Ratios Summary ReportUse the Conversion Ratios report to:o Evaluate how leasing agents and marketing sources are performingo Compare popularity among unit typesThe report shows the following information during a specific date range:o Traffic counts for first contacts (broken down by type)o Traffic counts for unit showings, applications, approvals, denials, andapplication cancelationso Conversion ratios NAVIGATION: Analytics Operational Residential Enter to date for reportReport Type, select WeeklyStatus from drop downTo see unit detail, select Unit Type in Group by from the drop downClick DISPLAY15
RPM YARDI USER GUIDECONAM MANAGEMENTUnit Availability Details ReportUse the Unit Availability report to compare performance among unit types or acrossproperties. The report shows the following information as of a specific date:oo Unit counts (broken down by status)Occupancy, leased percentage and exposureNAVIGATION: Analytics Operational Residential Report Type, Unit Availability Details from drop downGroup By Unit TypeEnter Date for reportClick DISPLAY16
RPM YARDI USER GUIDECONAM MANAGEMENTTerm Based Pricing AvailabilityUse the Term-Based Pricing Availability report to view available pricing options forproperties set up for revenue management. The report shows pricing options for eachcombination of leasing weeks and term length. NAVIGATION: Analytics Operational Residential Report Type, Term Based Pricing AvailabilityGroup By: PropertyEnter Date for reportClick DISPLAY17
RPM YARDI USER GUIDECONAM MANAGEMENTRent RollUse the Rent Roll report to evaluate monthly rent and deposits at your property. Thisreport shows market and resident rent amounts, deposits and resident balances as of aspecific date. NAVIGATION: Analytics Operational ResidentialSelect Rent Roll under ReportTypeClick DisplayReport will print to screen withdrill down optionsClick the blue links to drill down intothe Resident Record1. Note: Market Rent on the Rent Roll is pulled from the 12-month lease price forunits that were vacant available day report pulled2. Note: Market Rent is updated on the Rent Roll on a daily basis when LRO feeds inthe new pricing.18
RPM YARDI USER GUIDECONAM MANAGEMENTRent Roll with Lease Charges ReportUse the Rent Roll with Lease Changes report to evaluate monthly rent and deposit for units.The report shows the following information for each unit as of a specified date. NAVIGATION: Analytics Operational ResidentialSelect Rent Roll with Lease Chargesunder Report TypeEnter specific date and periodClick DISPLAY19
RPM YARDI USER GUIDECONAM MANAGEMENTGross Potential RentGross Potential rent (GPR) is the maximum possible revenue from rent that a property canaccrue in any given month. Properties can incur losses to GPR from a variety of sources.Use the GPR report to identify those sources. The report shows the following sourcesbased on a specific date: Vacancy costsLeasing SpecialsWrite Off’sDelinquent rent paymentsPrepaymentsLoss from non-revenue (model, down, admin) unitsNAVIGATION: Analytics Operational Residential Select Report Type: Gross Potential RentSummarize By: PropertyEnter To DateEnter To Month/YearClick DISPLAY20
RPM YARDI USER GUIDECONAM MANAGEMENT Verify Market Rent (Unit Rent) this should never be zero or a negativeAmount Verify Loss/Gain (Difference between Market and Potential Rent) should neverbe more then Market Rent or Potential Rent. Could be negative (gain) orpositive (loss) number, verify amounts Potential Rent (Maximum amount of rent that can be collect from resident –rent amount per lease) Always a positive number, never zero. If unit is vacantthen amount would match Market Rent Vacancy (Difference between Potential and Actual Rent) Most always apositive number, only negative if a mid-month lease renewal was completedall negatives must be verified, if rent from a prior month should be adjustedto RENTPM not RENT (must verify and fix) All items in this column must beverified even positive amounts. If there is an amount in this column and thehome has not been vacant, contact your ROS, question all amounts if notvacant in current month Actual Rent (The rent amount we have charged the resident for the currentmonth) Should be a positive number. If the apartment has been vacant theentire month the amount will be zero. If negative, it must be investigated –something is wrong – needs fixed. Normally, this amount should be the sameas Potential Rent, would be different if home has been moved in or movedout during the month (or both) or if there are mid-month lease renewals Concession (any concession given during the month, or reversed if chargingback a concession at move out or lease break) Normally a negative numberunless there was an adjustment make to a Prior Concession. There must bea Concession Form for each concession given and signed by both the PM andRPM Sum of write-offs posted to the ledgers for residents owing rent.VerifyWrite-Off’s (any rent Wrote Off for the resident) This is only for “PAST”residents where Deposit Accounting has been completed, no currentresident should be listed. Write offs are to be done as soon as DepositAccounting is completed Receipts Current are rent receipts received for current month, Receipts prioror for rent receipts from prior month Amount of delinquent owed or prepaid21
RPM YARDI USER GUIDECONAM MANAGEMENTMarket Rent ScheduleUse the market Rent Schedule report to analyze rent prices at your property. This reportshows averages and totals for market and resident rent as of a specified date. NAVIGATION: Analytics Operational Residential Select Report Type: Market Rent ScheduleSummarize By: Unit TypeEnter To DateClick DISPLAY22
RPM YARDI USER GUIDECONAM MANAGEMENTAged ReceivablesUse the Aged Receivables report to view how much money residents owe as of a specifiedmonth. The report shows the following information as of a specified date: Charges that are overdue by under 30 days, 31-60 days, 61-90 days and over 90 days Prepayments NAVIGATION: Analytics Operational Residential Select Report Type: Aged ReceivablesSummarize By: ResidentEnter Month/Year for reportClick DISPLAY23
RPM YARDI USER GUIDECONAM MANAGEMENTFinancial Aged ReceivablesUse the Financial Aged Receivables report by Resident Charge Code to see delinquentamounts per the specific code owed. NAVIGATION: Analytics Operational Residential Residential AR Select Report Type: Financial Aged ReceivablesSummarize By: Resident by Charge CodeEnter Month/Year for reportClick DISPLAY24
RPM YARDI USER GUIDECONAM MANAGEMENTUnpaid ChargesThis report shows delinquent amounts based on specific minimum amount entered in thefilter by charge code per resident with notes. NAVIGATION: (Side Menu) Reports Resident Unpaid Charges Enter Min Amount Owed: .01Click SUBMIT25
RPM YARDI USER GUIDECONAM MANAGEMENT12-Month Occupancy ReportUse the 12-Month Occupancy report to analyze the occupancy at your property. Therepost shows the following information for each month in a specific year: Each property’s occupancy The weighted average occupancyo Of properties in an attribute grouping (for example, properties in theWest Region)o Of all properties NAVIGATION: Analytics Operational Residential Report Type: 12-Month Occupancy ReportSummarize By: UnitCount or SqFtEnter period report to be pulled forClick DISPLAY26
RPM YARDI USER GUIDECONAM MANAGEMENTWeekly Status ReportUse the Weekly Status report to view weekly traffic at your property. The report showsthe following information in the week ending on the specified date: First contacts, showings, applications, approvals, cancelations, denials, and conversionrations Move-ins, move-outs, notices and lease renewals Occupancy levels NAVIGATION: Analytics Operational Residential Report Type: Weekly StatusGroup by: property or unit typeEnter Date for reportClick DISPLAY27
RPM YARDI USER GUIDECONAM MANAGEMENTRentable Items AvailabilityUse the Rentable Items Availability report to view available rentable items at a property.The report shows items that are available expected to be available within a specified numberof days. NAVIGATION: Analytics Operational Residential Report Type: Rentable Items AvailabilitySummarize By: noneEnter Date for reportClick SUBMIT28
RPM YARDI USER GUIDECONAM MANAGEMENTBudget Comparison (with PTD) – Quarterly Winner Circle Report NAVIGATION: Dashboard Analytics Financial FinancialSelect PropertySelect Book:Select Account Tree (report format):Select Report Type: Budget Comparison (with PTD)Select Period: Date range for reportCheck DecimalsCheck Suppress ZeroVerify Show Acct Code is checkedClick DISPLAYResident Activity Detail NAVIGATION: Side Menu Reports Resident Resident Activity DetailSelect PropertySelect Type: for Winner Circle – Select Lease Renewal and Move InEnter Date Range29
RPM YARDI USER GUIDECONAM MANAGEMENTMOR REPORTINGFinancial Report with Notes NAVIGATION: Dashboard Analytics Financial Financial with NotesSelect PropertySelect Book: (See Prelim)Select Account Tree: (see prelim statement) very important to select the correct bookand account tree for MORReport Type: Budget ComparisonPeriod: enter period wanting report forSelect Grid to have linesIf you want to see decimals, select boxSelect Suppress ZeroClick DISPLAY Note the Prelim Report you receive will show in upper left handcorner the above parameters need to pull the Financial with notesreportTo Add Notes: Blue Links have drill down capability, click the link to getmore information about the categoryClick ADD Header Notes link in the far left under the filter information This is the summary for your financialTo Add Category Notes:Click ADD NOTES link under the Notes field (far right side)Click NEW to add specific notes to each Account CodeOnce the note has been entered and proofedClick SAVE30
RPM YARDI USER GUIDECONAM MANAGEMENTNote: If the note entered needs updated or deleted, click back on the link and select theView to edit or Delete remove Click DISPLAY again to see notes entered or DELETE to removeNote: Yardi has a time out of 15 minutes, be sure to click display to save yourwork every few minutes.Comparison Reports Color ValuesThe variance colors are based on the percent (40%) not the dollar amount31
RPM YARDI USER GUIDECONAM MANAGEMENTSubmitting MOR Report - Financial Report with NotesAfter the report is completed by the Community Manager and reviewed by the RPM, itneed
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WilliamE. McBride Principal Conam Construction Company 301 W Northern Lights Boulevard Suite 30 300 Anchorage,AK99516 Institute of Electrical & Electronics Engineers, Inc. Alternate:AndrewHernandez U08/17/2017 NEC-P14 Jeremy Neagle Principal US Bureau of Alcohol, Tobacco, Firearms & Ex
William E. McBride Principal CONAM Construction Company 301 W Northern Lights Blvd Suite 300 Anchorage, AK99503 IEEE-IAS/PES JTCC Alternate: AndrewHernandez U 08/17/2017 NEC-P14 Jeremy Neagle Principal US Bureau of Alcohol, Tobacco, Firearms & Explosives Fire Research Laborat
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