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The P rofessional L andlord™ B ulletin
Providing Property Management Solutions for Over 25 Years
Rental
April/May 2015
Current Versions
Version 12 Production: Release 2015.3 Build 52 - Download this if you are currently using Version 12.
Version 6 Production: Release 2015.1 Build 4 - both update and full versions are available. Please install
while no one is logged on to the program. We recommend that everyone using version 6 update to this
version. If you are going to export to Version 12 you must be on Release 2015.
Important Notice
The current production version will update AR and rebuild the general ledger when the first person
logs on after installing the update. Log on using the computer from which you do rebuilds. Ensure
that no one else is logged in when you install and log on.
Owner Statements
There are lots of choices for owner statement
styles. Choose the best one for each owner. Check
out this link for a PDF of more than 25 different
statement layouts you can create.
Bank Reconciliation
When you do a bank reconciliation you can view
the transactions in ascending amount sequence
by clicking the By Amount tab at the bottom right
of the screen. This may make it easier to find a
transaction on the bank statement that is a different amount in PROMAS.
Deposit Slip Entries
Receipts received and dated this month should
be put on a deposit slip dated this month. Putting receipts dated this month and next month on
the same deposits slip, while not incorrect, is not
recommended because of issues with the 3 way
reconciliation required by most real estate commissions.
Moving to Version 12
If you are still on version 6 and hesitant about
moving to version 12, please call the Help Desk to
discuss.
Spellcheck
Multi line edit fields like Notes, Work Order
problem description, Letters, and Comment
fields have spellcheck.
1.If the characters typed do not match anything in the dictionary they will be underlined.
2.Right click on it to bring up the Spelling
screen.
3.Click on Spelling to get the spelling menu.
4.Click on Options to set spelling options.
5.Click on the Custom dictionary tab. then on
Auto Corrections.
6.Enter a shortcut in the Replace field and
what you want spelled out in the field below. The With field entry can be anything
from a single word to multiple paragraphs.
Examples:
Replace
With
rep
repaired
rpl
replaced
tr
Test each smoke alarm.
Report any indication of the
presence of pets or unauthorized occupants.
Linkedin
The PROMAS Landlord Software Center • 311 Maple Avenue West, Ste D • Vienna, VA 22180
703-255-1400 • 800-397-1499 • FAX 703-255-9172 • www.promas.com
Help Desk Solutions
QQ Q. In version 6 Tickler Reports there were
checkboxes to select Reminders, Notes and
Events. How do you select them in version 12?
AA A. In Profile Reports, select the tickler report you want and click the Options button.
The Event Activity field lets you choose the
grouping you want.
QQ Q. We want to have a report that has the owner
name showing but grouped by the owner ID.
Can this be done?
AA A. Select the report and click Modify. On the
Group Fields tab, when you select owner
ID, you have the option to display a different field on the report.
QQ Is there a way to close a tab using keystrokes?
AA A tab can be closed using <Ctrl><F4>.
QQ Q.Where can I find a list of the keyboard commands that can be used instead of mouse clicking the action buttons?
AA The keystrokes that perform actions can
be found in Help - search on keystrokes.
In addition, if you right click on the screen
the commands relevant to that screen will
display.
Tenant Moveout
Sequence of events when a tenant leaves:
A. Date is May 4 and tenant informs you they are
vacating June 30.
◊ Use Tenant Profile lease tab. Enter June 30 in
Schedule Expires field. Enter May 4 in the Notice Given field.
B. Date is June 4 and the tenant informs you they
are vacating June 30
◊ Use Tenant Profile, Lease tab. Change the
Schedule to Expired. Enter June 4 in the Notice
given field.
C. Date is June 1 and tenant has physically vacated
the unit.
◊ Enter the move-out date
◊ Change the tenant status to Past Active
D. Date is June 10 and charges have been listed on
the unit move out worksheet.
◊ Enter the charges in AR, Charge Tenant
E. Date is June 16 and you are going to refund the
tenant’s security deposit
QQ Can we make a tenant past inactive if they have
unpaid charges?
AA Yes. An information screen will display indicating they have unpaid charges. Click yes
to change the status.
QQ Several of my owners do not want distributions.
What is the easiest way to do it?
AA Holding back funds is normally done using
the distribution reserve. In this case however use the Advanced Scheduling, Distribution section to set the schedule to Never
and unmark the Ignore Scheduling checkbox.
To temporarily stop distributions set the
schedule to monthly, enter the date you
want to start and unmark the checkbox.
◊ Use the AR, Tenant Move Out screen
◊ Enter the last date where interest will be paid
(if applicable)
◊ Verify the Released Deposit and Current Charges
◊ Enter any unrecorded charges using the Charge
Tenant button
◊ Distribute the deposit amount as desired if
charges exceed funds
◊ Review the screen and click the Post button
◊ If an amount remains, you will be prompted to
print a refund check
◊ Print a tenant statement using Mailings, Tenant
Statement
◊ Transfer funds from security deposit bank to
owners bank
F. Date is July 12 and the tenant has no unpaid
charges and the security deposit has been refunded.
◊ Make the tenant status Past Inactive
Request an Audit Review
A service performed by our experienced support staff. We will review your records and
analyze your setup. You will receive a full
report of our findings and recommendations.
Pricing is based on one posting table.
Manage Reports
To have access to the Manage Reports function,
the User profile in System Security must be set
up in one of two ways. In the Options field:
◊ /admin with no access group enables report
manager and the backup functions
◊ /reportadmin enables the report manager