Updating To Tenant File Version 9 - Property Management Software

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Updating to Tenant File Version 91

Improved Menu SystemsThis is the new enlarged Tenant File Main Menu. Allactions start from this screen. For simplicity sake, wehave not removed the selections above the Menu;however, this new setup will be much easier to use.The buttons for the OWNERS, PROPERTIES,UNITS and TENANTS will allow you to access thedifferent ledgers. The buttons for the REPORTS,REGISTER, CHECKS/DEPOSITS, REMINDERS,POST RENT, PAY OWNERS, VENDORS andBACKUPS will take you to the different areas ofthe program as indicated.2

The new POSTING Menu is where you will beable to access most of the posting operationsavailable throughout the program.The button for ADD-ONS will allow you to accessthe different ‘Options’ that work in conjunctionwith the Tenant File.3

If you currently have the additional programs,you can access them from this Menu. If you areinterested in purchasing these ‘Options’; such asthe WORK ORDER, WORD PROCESSOR, TENANTSCREENING, etc., this Menu will take you to ourwebsite and provide additional information andpurchasing options.This is the Miscellaneous Menu.This Menu will allow you the ability to run variousprocedures including emailing your Owners,Tenants or Vendors, searching Features enteredin your program, locating and deleting groups oftransactions, rent increases, etc. These areprocedures performed at different times4

throughout the month (or year) and notparticularly on a daily basis.Common SETTINGS are set from this menu. Thisis an important section that you will need checkor set up when purchasing the Update. You willhave the ability to add new Income or ExpenseAccounts, set up additional bank accounts, setthe program for automated Late Fee Charges,enter the required Authorization Code, etc.5

The final selection in the SETTINGS Menu calledFILE OPERATIONS allow for various operationsaffecting files within your program.These operations include running the DatabaseMaintenance, linking images to your Units orProperties and allowing the creation of a ‘CheckExport’. A new feature includes a button for‘Tenant File Information’. This section will showyour Phone Support ID (if phone support isavailable) along with information on yourprogram. Another feature is the option to set upUsers for your installed software.6

If at any time while using the Tenant File, youneed additional assistance, you can find HELP byclicking into this Menu From the HELP Menu, you can access your freeWeb Support which is available through ourwebsite. The complete User’s Guide (in ‘.pdf’format) and Quick Start Guide are available forviewing. You will also be able to click from thisMenu to order a Phone Support Session, orderChecks and view Videos.7

NEW!!Fonts throughout the program are LargerWe have made the Tenant File more friendly forWindows tablets, mobile devices, and for thosethat just like larger fonts. Every screen in theprogram has been enlarged for easy access.8

NEW!!!Access Passwords to Tenant FileSome customers have requested the ability toprohibit access to some users. So now, there is anoptional log in to the Tenant File that theadministrator can set up.9

NEW!!!'Paid By' Added to TransactionsWe had added a new column to the ledgerscreen, Post Rent screens, check reports andother screens that will allow you to indicatewhether a payment was made by check, cash,ACH, credit card or other methods. Thisinformation will be utilized when printingdeposits. Printable Deposit Slips are available forpurchase by clicking into HELP Order Supplies.10

NEW!!!Payee Selection for Automatic PostingIt is important that the 'Payee' for checks remainsconsistent, so that when searching for a payee,the program can find it easier. So, we have addeda selection screen to the Automatic Postingsection so that you can choose an existing payeewhen creating a check.11

NEW!!! Custom P&L ReportsNow, there are custom reports so that you canquickly create a Profit and Loss report for yourCompany, Owners, Properties, Units, or Tenants.12

New!!!Owner InvoiceThe Owner Invoice allows you to take any posting(or multiple postings) in the ledgers and create aninvoice for those transactions that can be sent toyour Owners. This is actually a report, so it isaccessed from the Reports screen.13

The first thing to determine is what Owner,Property, or Rental Unit that you want to createthe invoice for. Based on your decision, theprogram will search the ledgers for specifictransactions that you will choose in the accountselection grid.For example, if you want to find all of the'General Cleaning' postings for a property(including all rental units that are part of thatproperty), you can choose 'A property and allunits for the property', and the dropdown willallow you to choose a specific property from thelist.Next, you can type in a short message that willappear on the invoice. That might be somethinglike 'All invoices are net 30 days' or 'Thank you foryour business'.Lastly, you will need to choose at least oneaccount for the invoice. You have the ability tochoose multiple accounts by holding down thecontrol key (Ctrl) and using your mouse to clickon the accounts that you want. Most often youwill be choosing a single rental unit and a singleaccount, such as a bill for a specific job.14

When you have completed your choices on thisscreen, you can click the 'Save and Continue withInvoice' button, and your completed invoice willdisplay on the next screen for printing or forexport to another format.15

NEW!!!Additional Reports added to Version 9Reports are the end result of your hard work!They are how you rate your effectiveness or whatyou present to your owners as representative ofyour efforts. The Tenant File has more reportingabilities than any other Property ManagementSoftware program. Check out the new reportsthat we have added in Version 9:Owner Operating StatementOwner Checks (Entered)Owner Checks (Printed)Owner Custom P&LOwner InvoiceOwner Transaction AnalysisBank DepositsChecks Printed by OwnerCompany Custom P&L16

Mail Labels, Prop/Tenant (3x10)Mail Labels, Prop/Tenant (roll)Property Custom P&LProperty Operating StatementProperty I/E DetailProperty Rent RollProperty Statement (current)Property Statement (date range)Property Statement DetailProperty Trust ReportTenant Custom P<enant Ledger Checks/DepositsUnit Custom P&LUnit ListingTenant Receivables17

More new and improved features of theTenant File: Increased image size for Unit and PropertyAdded Date and Time to all reportsAdded 'copy' button to Tenant addressGlobal 'copy' to individual late fee settingsEasier Vendor setup with new screenAdditional warnings for deleting itemsAdded 'Pd By' to check reportsImproved access to Inactive File from MenuEasier access to Help from Main MenuAdded links for videos and other helpPlus, hundreds of other changes that customershave requested since the previous update.18

Add-Ons that work with the Tenant FileDirectPAY option to accept online and recurringrents from Tenants - Fully integrated with theTenant File ledgers. Through our partner, RevoPayment Services, your tenants will get set up tomake their rent payments online or throughrecurring payments. You will receive thepayments on their due date automatically intoyour bank account. The DirectPAY screen in theTenant File will post those payments and evencharge management fees automatically.DirectPAY option to pay your Owners andVendors by ACH transfer to their bank. You’llget set up through Revo Payments to transfermoney into the bank accounts of your Vendorsand Owners that you pay. Just create your checksnormally through the Tenant File and process theACH payments before printing. The Tenant Filewill automatically post the payments to yourledgers.19

Here is the DirectPAY Main Screen20

RentalWIZ option to upload vacancyinformation to the Internet, major rental sitessuch as Google Base, Oodle and Zillow, plusinstant Craigslist ads and flyer creation. Theinformation is already in the Tenant File – oneclick performs nearly all operations!21

Tenant Screening - Get discounts on TenantScreening through our credit reportingpartnership. Run previous rental history, criminalbackground checks, and credit reports.By using the Tenant File, you will save money onthe credit reports and tenant screening that yourun. We can even set you up to have an onlineapplication for your tenants, where they can payfor the reports online and you can set the pricethey pay, making it a revenue source for yourcompany.Additionally, you'll be able to run the screeningreports directly from the Tenant File program.We provide software at no cost to save yourapplicant info and import it to the Tenant File.22

Work Order Program - Keep detailed track ofeach Work Order, create checks in multiple bankaccounts, and email Vendors instantly! Includesnew enlarged screens and additional reports andis available for Tenant File Version 9 users.The Work Order Program is a great integratedaddition to the Tenant File. It uses your existinginformation, and allows you to markup costs andshow materials and labor for each job.23

Word Processor - Includes over 100 prewrittenProperty Management forms that can becustomized or create and save your own letters.The program allows the ability to merge variousdata fields from your Tenant File information intoyour letters or forms. Easily print mass letters.24

Once your document is created, you can chooseto print those documents individually or in bulk.The Word Processor is easy to use, and allowsyou to customize the documents you send.25

Tenant File 1099 MISC ProgramQuickly compile 1099 reporting required for yourOwners or Contractors from your Tenant Fileprogram. Using the IRS pre-printed forms, theTF1099MISC program compiles and enters yourinfo onto the 1099 MISC forms along with thesupplemental 1096 form. Export your data to CSVto eFile through 3rd party vendors. Also printsreports for each Owner on the reported income.26

The 1099 MISC Program has an initial cost and anaffordable yearly cost which will include allchanges made by the IRS.27

Order compatible checks and deposits - Orderthe supplies that you need for your business, all100% compatible with the Tenant File software.Tenant File compatible check styles:Tenant File also provides supplies:Tenant File compatible envelopes:28

For specific questions on how to use the TenantFile, click into the HELP icon from the MAINMENU and select USER GUIDE. The completeUser Guide will display in a PDF format and willallow you to select SEARCH (from the top of thescreen) and type in a word or phrase that youwould like to search for (such as HOW TO). Youcan also print the entire ‘.pdf’ file if you prefer aprinted manual.Phone training is available in thirty minutesessions. Click onto the HELP icon from the MainMenu and select ORDER SUPPORT or go to ourSUPPORT page on our website at TenantFile.comfor setup and pricing. During the session, you willtalk with a qualified Tenant File expert to answerspecific questions or receive step by stepinstructions. Whether you are new to the TenantFile or want to utilize it to the fullest, our trainingprofessionals will help.Thank you for using the Tenant File!29

100% compatible with the Tenant File software. Tenant File compatible check styles: Tenant File also provides supplies: Tenant File compatible envelopes: 29 For specific questions on how to use the Tenant File, click into the HELP icon from the MAIN MENU and select USER GUIDE. The complete

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