Administration Menu

The Administration menu allows you to setup your company trading name and address, configure your email settings, perform routine maintenance such as backing up the database, customising Property Manager drop down lists, setting up new users and networking the program so multiple users can share the same database.

My Company Details

This screen is used to record your trading name and address. It should be completed before generating any standard letters (in order to populate your company name, address, etc in the letters).

In addition, the form also stores a mobile phone number. This is not displayed on any standard letters however it is used when sending SMS instant messages. If the recipient replies, the reply is sent to the mobile phone.

Delete Property from Property Manager

To remove a property from Property Manager, for example if you have sold a property, select the Delete Property from Property Manager option. Note that ALL related details will be removed including accounts, maintenance history, insurance policies, etc.

PLEASE NOTE THAT IF YOU DELETE A PROPERTY YOU WILL NOT BE ABLE TO RETRIEVE THE DELETED DETAILS.

Backup Property Manager

Property Manager should be backed up on a regular basis to ensure that your data is kept safe and can be restored should the need arise.

In addition to the Property Manager backup option, we recommend that you consider a total computer backup through a regular Windows backup program, such as Backup Exec

(www.veritas.com). These programs can typically be scheduled to perform an automatic full backup or your computer (daily, weekly or monthly).

Click on the "Backup" button, within the Backup screen to perform a backup of the Property Manager database. Note that this will not backup your property images or letters.

A separate backup file will be created, called "PropertyManager_Backup.ZIP". The file will be located in "C:\Property Manager\App_Data".

We suggest that you copy the backup file, picture and letter folders to a CD or backup tape for safe keeping. The pictures and letters are stored in:

C:\Property Manager\Images - pictures C:\Property Manager\Templates\ - letters

Please note that each time you run a backup, the previous backup file will be overwritten. If you wish to keep a copy of a particular backup, rename the file. We also suggest that you copy or archive the backup file to compact disk or other backup media.

Restore Property Manager

Restoring a previous backup of Property Manager will restore all data from the last backup. Any data entered since the backup will be lost and need to be re-entered.

To perform the restore, copy the backup file to the "C:\Property Manager\App_Data" folder.

Click on the "Restore" button to restore the data.

Once the restore has completed you will immediately have access to the previous data.

Edit VAT Settings

In the UK, companies may charge Value Added Tax for services and equipment supplied.

Equally, companies renting out properties, may wish to charge VAT on rental income.

In either case, you may enter the current VAT rate which allows you to generate VAT reports on expenditure or income (if the VAT box is ticked in the transaction entry screen) from within the accounting reports To enter the rate of 17.5% you simply enter “17.5”. Click on the to record the details.

If you wish to generate VAT statements for your tenants, tick the "Display VAT on landlord and tenant statements" box.

You may also set the VAT rate for individual expense categories - for example some items may have a lower rate of VAT, such as fuel.

Set Property Manager Alerts

The diary screen provides you with a consolidated view of important upcoming events across your entire property portfolio. For example, you may wish to see what rent is becoming due, tenancy agreements due to expire and maintenance jobs that are due in the next few weeks. At a glance, you can see the status of all your properties.

Each of the following events appear in the diary:

* overdue and upcoming rent

* overdue and upcoming maintenance jobs * tenancy agreements due to start or end

This screen allows you to customise what appears in the diary. If you do not wish to see certain events in the home diary screen, untick the item.

Network / Email Settings

Property Manager may be networked so that multiple users can share and work on the same database at the same time. Simply network share the C:\Property Manager folder on the main PC or copy the folder and contents to a shared network drive.

The remote PC's then need to go to:

1. Start Property Manager and go to the Network Property Manager screen 2. Click on the browse button and navigate to the network shared folder

\\PCName\Property Manager\App_Data\ and click on the PropertyManager.vdb3 file.

Click "Open".

3. Click "Test Connection"

4. Click "Attach Database"

The program will then be attached to the network database.

In order to send Emails, you will need to add your email settings. These settings are used to send any email from the program.

The settings are the same as you would enter into Microsoft Outlook or any other Windows based email program. Simply enter your display name, email address, password and mail server details.

Portal Settings

In order to upload your marketing details to each portal, you will need to enter the portals connection settings as well as your unique branch ID.

Each portal will provide these connection details. Simply click on the portal in the list and update the details. Click on the Save button to record the details.

Note that you may add other portals, as long as they support the RightMove version 3 format of automated upload feed (most do as its almost a UK portal standard).

To delete a portal from the list, simply double click on the portal to select it and then press the delete key.

Secure Property Manager

Activate the Property Manager logon access control to secure your data.

You can setup any number of users to have access to Property Manager. Simply add their username and password.

You may restrict a user so they only have access to certain menus and within each menu, you can limit access to "no access", "read" (in which case they can not update or add any records) or

"write" which allows the user to update, edit and delete records.

Property Manager is provided with an Administrator account. The logon ID is "admin" and the password is "admin". You may wish to change this to something more secure.

Customise Drop Down Lists

Many of the Property Manager drop down lists can be customised so the reporting is consistent with your business processes.

Here are the drop down lists that can be customised:

Bank Account - Add multiple bank accounts

Payment Methods - add multiple payment methods eg cheque or direct debit Deposit Scheme - to hold tenants deposits

Expense Types - eg cleaning, annual gas service

Maintenance Job Types - eg gas inspection or gardening Property Types - eg detached, terraced, flat

Property Categories - eg residential or commercial Insurance Types - eg buildings, contents

Click on the Customise Property Manager screen and select the "Modify Predefined" Types tab.

For example, you may wish to add a new expense type called “Mandatory Gas Inspections” so that you can log expenses against the new expense type. Once added, you will be able to generate specific reports based on the expense type.

The default job, expense and insurance lists can be added to or replaced with your preferences.